Loading...
HomeMy WebLinkAboutFinance and Administration Advisory Board 1987 ~ C-I , the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION ADVISORY BOARD 4-MARCH-1987 11/87 The Finance and Administration Advisory Board met in the Humber Room, at the Authority Head Office,S Shoreham Drive, Downsview, on wednesday, March 4, 1987 at l.30 p.m. POSEft Chairman Gordon Patterson Members Robert Gillespie Brian Harrison Clarence Jessop William Kelly Richard O'Brien Joyce Tr immer Helen White Clarkson Gordon Colin L i.pson ABSENT Vice Chairman Rocco Maragna Member Eldred King KIRO'l'BS Res. U Moved by: Robert Gillespie Seconded by Helen White THAT the Minutes of Meeting '6/86 be approved. CARRIED 1986 AUDITBD PI.ucIAL .~ Mr. Colin Lipson of Clarkson Gordon presented the 1986 Audited Financial Statements to the Advisory Board. Res. '2 Moved by: Brian Harrison Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE: (a) THAT the transfers of funds into and from the reserves during 1986, as outlined on Statement 3, be approved; ( b) THAT the 1986 Audited Financial Statements, as presented, be approved, signed by the Chairman and Secretary-Treasurer of the Authority, and distributed in accordance with Section 39 (3) of the Conservation Authorities Act. CARRIED 1986 PINAIICIAL PROGUSS RBPOft RO. 4 Res. '3 Moved by: Robert Gillespie Seconded by: Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1986 Financial Progress Report No.4 be received. CARRIED C-2 - 2 - 1987 BUDGET Res. 4 Moved by Clarence Jessop Seconded by Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1987 Operating and Capital Budget, be adopted 1 AND FURTHER THAT the following action be taken I. All current projects included in the 1987 Operating Budget be approved and adopted 1 2. Whereas the Conservation Authorities Act provides that, for the carrying out of any project, an Authority shall have the power to determine the portion of total benefit afforded to all municipalities that is afforded to each of them, The Metropolitan Toronto and Region Conservation Authority enacts as follows (i) that all member municipalities be designated as benefiting for all current projects included in the 1987 Budgetl (ii) the Authority's share of the cost of the current projects included in the 1987 Budget shall be raised from all member municipalities as part of the 1987 General LevYl (iii) the 1987 General Levy for current programs be apportioned to the participating municipalities in the portion that the equalized assessment of the whole is under the juriSdiction of the Authority, u~less otherwise provided in the levYl (iv) the appropriate Authority officials be instructed to advise all municipalities pursuant to the Conservation Authorities Act and to levy the said municipalities the amount set forth in the 1987 Budget for current programsl 3. The 1987 Capital Budget and the 1987 Capital Levy for projects included therein be adopted by the full Authority, with the following action being taken: (a) All member municipalities be notified of the amount of such moneys they are required to raise in 1987, on the basis set forth in the 1987 Capital Budget for the Land Acquisition Projectl (b) The Municipality of Metropolitan Toronto be levied for (i) Bellamy Road Ravine Erosion Control Project 1987 (ii) Erosion Control and Slope Stabilization Project 1987 (iii) Hazard and Conservation Land Acquisition Project within the Municipality of Metropolitan Toronto, 1987 (iv) Project for the Dredging of the Keating Channel 1987 (v) Lake Ontario Waterfront Development Project 1987 (c) The Regional Municipality of Durham be levied for: (i) Erosion Control and Slope Stabilization Project 1987 (ii) Lake Ontario Waterfront Development Project 1987 (d) The Regional Municipality of Peel be levied for the Project for Flood protection, Tyndall Nursing Home, 1987 (e) The Regional Municipality of York be levied for the Erosion and Slope Stabilization Project 1987 (f) The appropriate Authority officials be instructed to advise all municipalities pursuant to the Conservation Authorities Act, and to levy the said municipalities the amounts set forth in the 1987 Capital Works Program. CARRIED C-3 - 3 - SPECIAL PROJECTS Res. t5 Moved by Clarence Jessop Seconded by Helen White THAT staff report on Special Projects be receivedl THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT, except where statutory or regulatory requirements provide otherwise, staff be authorized to enter into agreements with private sector or government agencies for the undertaking of projects which are of benefit to the Authority CARRIED TERMIRATIOR ON MOTION, the meeting terminated at 5.45 p m , March 4, 1987. Gordon Patterson, Chairman W A McLean, Secretary-Treasurer 1987.03.05 em ~ , C-4 the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION ADVISORY BOARD 29-APRIL-1987 #2/87 The Finance and Administration Advisory Board met in the Humber Room, at the Authority Head Office, 5 Shoreham Drive, Downsview, on Wednesday, April 29, 1987 at 1.30 p.m. PRESEN'l' Chairman Gordon Patterson Members Robert Gillespie Brian Harrison Clarence Jessop- William Kelly Richard O'Brien Helen White Chairman of the Authority William Foster Vice Chairman of the Authority Lois Hancey ASSERT Vice Chairman Rocco Maragna Members Eldred King Joyce Trimmer MI RO'l'BS Res. .6 Moved by Brian Harrison Seconded by Helen White THAT the Minutes of Meeting II/87 be approved. CARRIED 1986 PROGRAM PERI'ORllARCE IlBVIn Res. 17 Moved by Helen White Seconded by: William Kelly THAT the 1986 Program Performance Review, appended as Schedule "A" of these minutes, be received. CARRIED PIRST QUAR'l'BR PIRARCIAL PROGRESS REPORT Res. 18 Moved by Robert Gillespie Seconded by Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the First Quarter Financial Progress Report be received. CARRIED C-5 - 2 - AUDITORS' REPORT - opportunities for Improvement in Internal Controls Res. 19 Moved by Helen White Seconded by Robert Gillespie THAT the Auditors' Report on the opportunities for improvement in internal controls be received. CARRIED. 1987 MEETINGS OP '!'lIE BOARD Res. t!0 Moved by Brian Harrison Seconded by Helen White THAT the following tentative schedule of meetings for 1987 be r~ceived for information:- June 3 (to June 12 Executive Committee) - 1988 Budgetary Guidelines - Report on computer systems requirements July 29 (to August 21 Executive Committee) - Second quarter Financial Progress Report - Report on complement changes and use of supplementary staff positions Sep. 30 (to October 9 Executive Committee) - 1988 Preliminary Estimates Oct. 28 (to November 20 Executive Committee) - Third quarter Financial Progress Report - Report on the Review of Compensation and Benefits Nov. 25 (to December II Executive Committee) - Mar.2/88 (to March II Executive Committee) - 1988 Budget - 1987 Audited Financial Statements - 1987 Fourth quarter Financial Progress Report CARRIED ROLBS OP COIIDU~ - DELEGATIONS At Meeting 15/86 of the Executive Committee, staff was directed to provide additional information concerning the Rules of Conduct regarding time allocated to delegations appearing before the Authority, Executive Committee and Advisory Boards. Concern was expressed about the length of time required to hear a large number of delegates speaking on the same issue. Res. '11 Moved by: Robert Gillespie Seconded by Helen White THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Rules of Conduct, Section X, be amended to provide for the following: C-6 - 3 - (a) The time limit for each delegate be five minutes, with provlslon for five minute extensions with the approval of the Authority, Executive Committee or an Advisory Board. (b) The provision that requests to appear as delegations be made "in writing" be amended to remove reference to "in writing" (c) Groups be required to choose a spokesperson who will be allowed to speak for not more than ten minutes, with provision for five minute extensions at the discretion of the appropriate Authority, Executive Committee or Advisory Boardl (d) Where it is known that a large number of delegations is requesting to be heard, a special meeting of appropriate Board, Committee or Authority will be held explicitly to hear such delegations 1 AND FURTHER THAT staff be directed to review these changes with the Authority's solicitors and make the necessary adjustment to the wording of the Rules of Conduct. AMENDMENT Res. 112 Moved by Brian Harrison Seconded by William Kelly THAT Clauses (a) and (c) be amended to read as follows (a) The time limit for each delegate or delegation be five minutes, with provision for one five minute extension with the approval of the Authority, Executive Committee or Advisory Board. (c) Groups be required to choose a spokesperson who will be allowed to speak for not more than five minutes, with provision for one five minute extension at the discretion of the appropriate Authority, Executive Committee or Advisory Board. AND FURTHER THAT clause (d) be referred back to staff for additional information to be provided to the Executive Committee. THE AMENDMENT WAS............................................... CARR! ED THE MAIN MOTION, AS AMENDED, WAS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CARR! ED PROPOSAL POR AN AUDIT AND EVALUATIOR COMllI'!"l'EE Res. 113 Moved by Robert Gillespie Seconded by Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT an Audit and Evaluation Committee be constituted as a special committee pursuant to Section V, paragraph 22 through 26 of the Rules of Conduct of the AuthoritYl THAT the said Committee shall have as its members the Chairman of the Authority, the Chairman of the Finance and Administration Advisory Board and the General Managerl THAT the said Committee shall have as its purpose to foster and support a strong continuing commitment to fiscal accountability among the Authority's members and employeesl THAT the said Committee shall have as its responsibilities to review regularly the Authority's internal and external audit policies and practices 1 C-7 - 4 - . to meet with the Authority's auditors at least annually and/or as often as necessary to review the draft financial statements and management letterl . to review with the Management Committee the annual program performance review report prior to its submission to the Advisory Boards and the Executive Committeel . to make to the Authority such recommendations as the Committee may deem appropriate in fulfillment of its stated purpose and objectivesl AND FURTHER THAT the Committee shall report to the Authority at least annually and make such recommendations as it may deem appropriate save and except that the Committee may not undertake any activity which is the responsibility of the Executive Committee, the Authority and its Advisory Boards as set out in the Rules of Conduct of the Authority. AMENDMENT Moved by Richard 0' Brien Seconded by Brian Harrison THAT the Audit and Evaluation Committee be comprised of the Chairman and Vice Chairman of the Finance and Administration Advisory Board and the Chairman of the Authority. THE AMENDMENT WAS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NOT CARR I ED THE MAIN MOTION WAS .................... . . . . . . . . . . . . . . . . . . . . . . . CARRIED PHOTO IDENTIPICATIOR SYSTBM Access to Authority buildings and properties by unauthorized individuals is a growing concern. Member and staff identification by a standardized, photographic format would assist in quick identification and allow access to controlled locations. It would also greatly assist the security firm under contract to the Authority in identifying authorized individuals requiring off-hours access to buildings/lands. Cards would be returned at the termination of employment/appointment. It is estimated that a photo identification system with features appropriate to our needs will cost approximately $2,700. Funding for this is available in the Finance and Administration equipment account. Res. 114 Moved by Robert Gillespie Seconded by: Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Authority initiate a Photo Identification System for members and staff1 AND FURTHER THAT staff be directed to take the necessary action to implement such a system. CARRIED C-8 - 5 - PERSORREL POLICY A-IS - Association/Membership Fees The Authority does not currently have a written policy concerning the payment of association or membership fees for staff. Personnel Policy A-IS, as set out below, has been developed to formalize current practice. (1) Employee membership fees in business/professional associations will be paid by the Authority provided that such membership is of direct assistance to the employees in the performance of their duties. (2) Employees who receive and maintain their professional accreditation through membership in a "licensing body" association such as APEO, Institute of Chartered Accountants, Ontario professional Planners' Institute, etc. , are responsible for payment of their own professional fees/dues. Res. tls Moved by: Helen White Seconded by Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT personnel Policy A-IS, Association/Membership Fees, be approved. AMENDMENT Res. tl6 Moved by Brian Harrison Seconded by Robert Gillespie THAT the wording of personnel policy A-IS, paragraph (I) be amended to read as follows Employee membership fees in business/professional associations .ay be paid by the Autho~ity provided that such membership is of direct assistance to the employees in the performance of their duties and is approved by the General Manager on an annual ba.is. THE AMENDMENT WAS............................................... CARRIED THE MAIN MOTION, WITH AMENDED POLICY, WAS. . . . . . . . . . . . . . . . ......CARRIED AMENDMBR'l' 'fO PURCHASING POLICY - Disposal of Surplus Vehicles, Equipment and Miscellaneous Items The Authority's policy on disposal of vehicles, equipment and miscellaneous items has not been updated since 1975. At the direction of the Executive Committee, staff has reviewed various disposal options, including analysis of costs and revenues, and now submits a policy for consideration. Res. tl7 Moved by: Brian Harrison Seconded by: Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Policy on Disposal of Vehicles, Equipment and Miscellaneous Items be approved. CARRIED C-9 - 6 - OPPICE RENOVATION PROJECT - PHASE II - Administration Headquarters Staff submitted a report on the second phase of the Office Renovation Project. Negotiations to date suggest that POI Business Interiors Design Consultants can provide and install the necessary work stations at the most advantageous cost to the Authority. Res. U8 Moved by Robert Gillespie Seconded by Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff be directed to implement Phase II of the Office Renovation Project, as provided for in the 1987 Budget. CARRIED EORTRIGHT CER'l'RB POR CORSBRVATIOR - 1987 Fee Structure Revision - Senior Citizens' Rate Res. U9 Moved by Helen White Seconded by Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1987 Fee Schedule, item number 33 "For entrance to Kortright Centre for Conservation", sub item d) "for annual membership, expiring 12 months from date of issue, including access for occupants of one vehicle carrying less than 10 passengers to Conservation Areas", be revised to include the following "iii) for each person who is 65 years of age or over - $25.00 singlel $35.00 per couple" CARRIED. 'l'BRMIRATIOR ON MOTION, the meeting terminated at 4.18 p.m., April 29, 1987. Gordon Patterson, Chairman W.A. McLean, Secretary-Treasurer 1987.05.06 em C-IO SCHEDULE "A" 1986 PROGRAM PERFORMANCE REVIEW . 1986 PROGRAM PERFORMANCE REVIEW THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY April, 1987 TABLE OF CONTENTS Page 1 FLOOD CONTROL PROGRAM 2 1.1 Preventive Measures 2 1.2 Remedial Measures 5 1.3 Analysis and Recommendations 6 2 EROSION CONTROL PROGRAM 8 2.1 Preventive Measures 8 2.2 Remedial Measures 8 2.3 Analysis and Recommendations 9 3 STORM WATER MANAGEMENT 11 3.1 Plan Input and Review/Municipal Assistance 11 3.2 Preparation of Urban Drainage Plans 11 3.3 Operational Criteria 12 3.4 Analysis and Recommendations 12 4 LAND ACQUISITION 13 4.1 property Transaction 13 4.2 Property Management 18 4.3 Analysis and Recommendations 18 5 CONSERVATION LAND MANAGEMENT PROGRAM 19 5.1 Planning 19 5.2 Operations/Implementation 19 5.3 Analysis and Recommendations 21 6 LAKE ONTARIO WATERFRONT DEVELOPMENT PROGRAM 23 6.1 Creation/Acquisition 23 6.2 Development of Recreational Opportunities 23 6.3 Analysis and Recommendations 25 - 2 - TABLE OF CONTENTS Page 7 WATERSHED RECREATION PROGRAM 26 7.1 Planning 26 7.2 Site Development 26 7.3 Operations and Maintenance 27 7.4 Analysis and Recommendations 31 8 HERITAGE/BCPV PROGRAM 32 8.1 Site Development 32 8.2 Operations 32 8.3 Programs 33 8.4 Analysis and Recommendations 34 9 CONSERVATION AWARENESS PROGRAM 35 9.1 Conservation Education 35 9.2 Conservation Information 37 9.3 Analysis and Recommendations 37 TABLES AND MAP TABLE 1 List of 1986 Acquisitions 14 TABLE 2 List of 1986 Sales 16 TABLE 3 Major Maintenance Status Conservation Areas - 1986 30 TABLE 4 Conservation Education Program Attendance - 1986 36 MAP 1 1986 Acquisition Sites 17 1986 PROGRAM PERFORMANCE REVIEW Since 1982, progress in achieving the Watershed plan goals and objectives has been reviewed annually. The review examines the past year's activities and their contribution to the Authority's long term plan for watershed management. In addition to achievements, the review attempts to analyze areas where program progress has been slower than anticipated and recommend actions to improve performance. During 1986, Authority membership was reduced to 31, implementing recommendations made in 1984. The Authority prepared revisions to the 1980 Watershed Plan goals and objectives reflecting the experience of five years of implementation. These were circulated to all funding partners for review and comment prior to being adopted. These revised statements have been the basis for evaluating progress in 1986. - 2 - 1 . FLOOD CONTROL PROGRAM The goal of the Flood Control program is to minimize the risk to life and property from flood hazard through a comprehensive program of preventive and protective measures. 1.1 Preventive Measures 1.1.1 Plan Input and Review Authority staff reviewed and commented on municipal proposals as summarized below and compared to 1985: Type of plan 1985 1986 % Increase Official Plans, Official Plan Amendments, Secondary Plans 394 462 +17 Zoning/Re-zoning 1,214 1,174 -3 Plans of Subdivision 368 637 +73 Variance/Consents 2,644 4,007 +51 Development Control ( i e . Site Plans, Niagara Escarpment, parkway Belt) 73 537 +636 Property Clearance 1,429 2,037 +43 Section 28 Permit Applications 242 313 +29 The substantial increase in building activity associated with current improvements in the economy and the registration of revisions extending the area subject to Authority regulations have increased the number of applications reviewed. Staff also reviewed and commented on a number of documents related to the Provincial Flood Plain policy including the Technicial Guidelines, Planning policy Statement and Implementation Guidelines. - 3 - The increasing workload in this activity was noted in 1985 and given priority in 1986 through the creation of an additional staff position. Staff respond to all requests received for input/comment on municipal planning matters and are recognized as the "experts" on flood hazard issues. This method of achieving flood control objectives is very effective in minimizing future flood hazard problems by controlling the location of new development or, where total prohibition is not possible, by ensuring flood damage reduction techniques are employed. The continuing effort is to improve efficiency and reduce the turn- around time on all documents, without sacrificing the quality of the comments and their effectiveness to the program. 1.1.2 Flood Plain Mapping/Regulations During 1986, the mapping extension program, funded through the Flood Damage Reduction program, resulted in the mapping of 22 sites (3,160 HA) on 1:2000 topographic maps concentrating on the developing municipalities of Brampton, Vaughan and Richmond Hill. Floodlines have yet to be calculated and will be mapped in 1987. There are approximately 20 additional sites yet to be updated as a part of the current process of revisions. Regular review and update is essential to ensure that the Authority's mapping reflects existing conditions. The Damage Centre mapping is also being updated, particularly for those locations where "Special policy Area" designations have not yet been prepared. This update was not completed in 1986 and should be ready by mid-1987. The revised ontario Regulation was registered in 1986 and a start was made to reducing all map sheets for an updated, bound Regulation reference book (Blue Book) . The extension of the regulated area affected both the Plan Input activity, discussed in 1.1.1, and regulation enforcement, discussed under 7.3.1. - 4 - The transfer of HEC II data from the consultant's computer system to the Authority's was continued in 1986 and will be completed in 1987. 1.1.3 Flood Warning and Flood Forecasting During 1986, the Authority issued flood advisories for seven events, one of which was upgraded to a warning, as follows: Date Type of Event Flooding Location January 17 Snowmelt/Rainfall None reported February 4-6 Snowmelt/Rainfall None reported February 21 High water/Safety Advisory None reported August 15 Heavy Rainfall Along all urban watercourses September 10/11 Heavy Rainfall All watercourses September 22 Heavy Rainfall None reported September 29 Heavy Rainfall Don River - at Bayview - at Brickworks All components of the system are now in place and operating well. The response to the 1986 events reflected this and the Authority provided sufficient advance warning of potential flood events to enable its member municipalities to implement emergency response plans, where required. - 5 - 1.2 Remedial Measures 1.2.1 Design and Development Approval under the Environmental Assessment Act for remedial dredging of the Keating Channel was finally received in October. This process has been continuous since 1979. Modifications to the disposal site began on December 1 and dredging should commence June 1. Two areas were to be studied in 1986 for future remedial works: Mimico Creek at Bonnyview Drive and the Black Creek between Jane Street and Weston Road. While Provincial grant was available, municipal levy was not and, therefore, these studies were deferred. Metropolitan Toronto includes studies in the "current" portion of their levy and these studies were affected by budget cuts in 1986. Funding for capital works for these areas is not likely to be available within the next few years, therefore, the delay in these studies was acceptable. 1.2.2 Maintenance of Structures Both Claireville and G. Ross Lord Dams were inspected for major maintenance needs and work carried out at the latter to correct a seepage problem at the base of the spillway and to replace two of the four hoist cables on the north gate. The clean out of the York Mills Channel was completed early in 1986 and enabled the structure to function during the August flood events, preventing the occurrance of flood damage in the area. - 6 - 1.3 Analysis and Recommendations There are two areas of concern with respect to the effective implementation of this program. 1.3.1 plan Input and Review This component of the Water Resource operation contributes to accomplishing not only Flood Control but also Erosion Control, Storm Water Management and Conservation Land Management goals and objectives by enabling Authority input prior to development/redevelopment. This input effectively minimizes the negative impacts of development on areas of existing or potential hazard or environmental concern. In light of the protection afforded and the reduction of the future need for costly remedial measures, this functional area is very important. The current review must be completed and its recommendations implemented early in 1987, to ensure that the Authority does not jeopardize its opportunity for control/comment on proposals by being late in its response. 1.3.2 Remedial Measures Since 1980, it has been known that a number of developed areas are at flood risk and that the Authority will be using protective measures rather than acquisition as a means of reducing future property damage and risk to life. Approximately 30 sites were designated Flood Damage Centres and the alternative of protection chosen as less costly than acquisition, due to the number and value of properties affected within each centre. To date, works have been completed at four centres - Oak Ridges, Bolton, pickering/Ajax and Goodwood. - 7 - The Keating Channel project, planned since 1979, will pro,ceed in 1987, now that the lengthy Environmental Assessment process has finally been resolved. The choice of site specific remedial measures over upstream controls or acquisition was agreed to by both the member municipalities and the Province. The impact of annual budget reductions and constraints on the rate of implementation of remedial measures, not only in terms of specific proposals being deferred for the short term but also the longer term impact on the remaining lower priority but flood hazard sites, was discussed as part of this year's review. It is noted that the major sites have been, or will be, addressed within the first ten years of implementing the 1980 Watershed Plan. These were the sites where the highest risk existed. While it is still less costly to protect the remaining sites than to acquire all the properties, the levels of risk involved are not as high. Further, given the Authority's overall priorities and the fact that faster progress in this component of flood control would result in delays elsewhere, the current rate of progress is acceptable. There is a continuing concern for the funding of long-term maintenance of completed flood control structures. This matter has been raised in previous reviews and affects both the flood and erosion control programs (see section 2.3) . Maintenance of completed works is essential to their operation, as designed, and public safety as well as to the investment of public funds in the structure. - 8 - 2. EROSION CONTROL PROGRAM The goal of the Erosion Control program is to minimize the potential risk to life and property from riverine and shoreline erosion through a combination of preventive and protective measures. 2.1 Preventive Measures The principal preventive measure for erosion control is through the municipal plan input and review process and through regulation administration as discussed in section 1.1.1 and 1.3.1. The registration of the revised Ontario Regulation in 1986 increased the area subject to fill regulation and, while affording an improved degree of control over the placing of fill, added substantially to the geographic extent of the regulated area and, therefore, the volume of work. This is also discussed under regulation enforcement in section 7.3.1. 2.2 Remedial Mesaures 2.2.1 Design and Development Two areas planned for study in 1986 for future remedial works, Ladyshot Crescent and Guildwood parkway, were affected by Metro Toronto reductions in current levy and were, therefore, deferred. Provincial grant was available for these sites in 1986. property negotiations prevented the start of remedial work at Kingsbury Crescent and Fallingbrook Crescent. At the first site, the situation is so critical that expropriation may be necessary in order to commence work in 1987. The latter site is now resolved and work, commenced in 1986, will be completed in 1987. These delays allowed additional works to be accomplished at Lakehurst Crescent, through the reallocation of funds. - 9 - The Bellamy Road Ravine project is underway, however its dependence on fill resulted in a slow start in 1986. Projections for 1987 are much higher and reflect increased local building activity. Remedial works were completed at Wynnview Court, Duncan Mills , Road, #27 Tudor Gate, Rainbow Creek parkway, #14 Neilson Drive, Highland Creek, Chipping Road Bridge, Warden Woods park, Maple Creek Farm and #6 Burnhamthorpe Crescent. Funds were reallocated from #221 Martin Grove to higher priority sites. Work was also undertaken, under contract, at the Donalda Club and Toronto Hunt and will continue in 1987. 2.2.2 Maintenance of Structures Annual inspections were carried out at all structures and related minor maintenance undertaken. The only major maintenance project planned for 1986 was for Massey Creek, however, reductions by Metro Toronto in its current levy funding resulted in this work being deferred. provincial grant was available and was subsequently reallocated for three emergency projects where the severe flood events of 1986 caused substantial damage. These sites are noted in section 2.2.1 Warden Woods Park (Massey Creek) , Maple Creek Farm (Highland Creek) and #6 Burnhamthorpe Road (Mimico Creek) . 2.3 Analysis and Recommendations Major remedial requirements along the river valleys have generally been satisfied during the 15 years of program implementation. The cost, complexity and magnitude of the projects along the waterfront have made their implementation slower and have occasionally been hampered by attempts to reach mutually agreeable - 10 - property arrangements with all affected owners. This problem appears to affect the implementation of specific projects and consideration should be given in 1987, as to whether negotiations should start earlier in the process or whether the requirement for ownership should be amended. The other area of continuing concern is the regular maintenance of completed structures. In recent years the limiting factor affecting effective maintenance was the lack of provincial grant and the low priority of such work in the provincial ranking system. In 1986, major maintenance along Massey Creek was deferred as a result of current levy cuts by Metro, Provincial grants being available. When a critical problem arises, funding can be raised, however, some of the problems could be avoided by an improved regular maintenance allocation. The 1980 Watershed Plan suggested that, for both flood and erosion control works "the maintenance allocation can be expected to rise by about 1% per year of the cost of remedial works installed". Funding has not been available to establish a sufficient base or to grow to reflect the completion of additional works. Deterioration of completed structures not only reduces their effectiveness in controlling risk to property but also threatens the substantial investment of provincial/municipal funds used to construct them. A strong case needs to be made to both funding partners for the regular maintenance of completed works to ensure that they continue to provide the level of protection for which they were designed. - 11 - 3 . STORM WATER MANAGEMENT The goal of the Storm Water Management program is to minimize the negative impacts of changing land use, from rural to urban, through the application of watershed management principles. Accomplishment of this goal is through preventive measures. 3.1 Plan Input and Review/Municipal Assistance The identification of storm water management requirements is a major component of the plan input and review process. It results in the subsequent submission of more detailed plans and documents specifying techniques/methods to be used to meet storm water management objectives. This has given a greater degree of control over future development but also adds to the volume and complexity of the review process (see S. 1.1.1) . Staff are also working with local municipalities, principally outside Metropolitan Toronto, as they proceed through the development and implementation stages of Master Drainage Plans. Input and review involves not only site specific proposals but also comment on municipal policies, terms of reference for studies and workshops for municipal staff. 3.2 preparation of Urban Drainage Plans The Rouge River Watershed Study, started in 1985, is the first comprehensive water basin study undertaken within this program. The project is largely being carried out by consultants but provides maximum opportunity for interagency participation. Authority staff are involved in directing consultant tasks and coordinating external participation. - 12 - 3.3 Operational Criteria Modifications to storm water management operational criteria have resulted from improvements in technology and design techniques over the past six years. No major changes were noted in 1986. 3.4 Analysis and Recommendations This program has continuing and strong support amongst the local municipalities. There is a high expectation that the Rouge study will answer many remaining questions about the effectiveness of this approach to minimizing the negative impacts of development. It must be recognized that, while the study will improve our ability to look at the watershed objectively, it does have certain limitations in its application. The priority for this program in 1987 will be the completion and analysis of this study and the development of recommendations to give effect to any necessary program updates. - 13 - 4. LAND ACQUISITION The goal of the Land Acquisition Program is to secure in public ownership those land s wh ich , if occupied, are hazardous to life and property and/or which are valuable natural resource areas best managed for conservation purposes by a public agency. 4.1 property Transactions A list of the properties acquired in 1986 is provided on Table 1 and each property is located by its Code No. on Map l. Approximately 254 HA (626 acres) were acquired in 1986, including 112 HA (276 ac res) of Ontario Land Corporation property in the Scarborough portion of the North pickering project and 49 HA ( 121 acre s) from the City of Etobicoke in the West Humber valley. As of December 31, 1986 the Authority owned 11,985 HA (29,593 ac res) as follows: HA ACRES Metropolitan Toronto 3,836 9,471 Region of York 2,447 6,042 Region of Durham 1,872 4,621 Region of Peel 3,655 9,025 County of Simcoe 139 344 County of Dufferin 36 90 Five properties 34 HA ( 85 acres) were added to municipal management agreements, outside Metropolitan Toronto in 1986, in Mississauga, Caledon and Ajax. Local municipalities are still not manag ing all potential lands as identified in the 1980 Watershed Plan. Staff are continuing to encourage municipal management of suitable Authority land as a more efficient and cost-effective method of maintaining these properties where the municipality is already managing similar lands nearby. - 14 - TABLE 1 List of 1986 Acquisitions Code File No. Project No. Former Owner Acreage 1 P.6.A. 39 First City Development Corporation Ltd., and Heart Lake Developme~t Company Ltd. 25.236 2 40 Salamin 0.580 3 P.7.A. 67 Teply 2.630 4 P.8.A. 420 Municipality of Metropolitan Toronto o 362 5 421 Ministry of Transportation and Communications 13.155 6 422 Benesh PERMANENT EASEMENT 0.015 7 423 Yost 0.028 8 424 Josten Development Limited 0.081 9 425 Croation Estates Limited 0.498 10 426 Bifolchi 19.170 11 427 Marshall PERMANENT EASEMENT 0.228 12 428 Fish 0.050 13 429 Boylen 0.100 14 430 Cardi Homes Inc. 3.705 15 431 Underhill 5.390 16 432 Hill PERMANENT EASEMENT 0.065 17 433 Frankland 0.468 18 434 Guaranga 0.033 19 435 City of Etobicoke 121.299 20 P.9.A. 139 City of North York 0.961 21 140 Estate of Vincent Hart PERMANENT EASEMENT 0.023 22 141 Duff-Von Properties Limited 4.641 23 142 Di Domenico 1.159 24 143 Tamblyn Little Brook Ltd. PERMANENT EASEMENT 0.734 25 144 Abony Plumbing and Heating 1.159 26 145 Ner Israel Yeshivah College of Toronto 1.762 27 146 Dinning 0.193 28 147 Von-Land 22.837 29 P.ll.A. 108 Gilmour 0.113 30 109 Ontario Land Corporation 276.176 31 P.12.A. 98 Highland Creek Sand and Gravel Co. Ltd. 7.320 32 Carr. 1 620637 Ontario Limited Creek 36.213 - 15 - Code File No. Project No. Former Owner Acreage 33 W.F.4 118 Scarcorough Recreational Club for Disabled Adults 0.760 34 119 OTEMA 0.894 35 120 Bush 0.426 36 121 The Minister of Fisheries and Oceans LEASE- 63.852 37 122 Mills 0.133 38 PERMANENT EASEMENT 0.168 39 123 Rastorp 0.086 40 PERMANENT EASEMENT 0.200 41 124 FA AS 0.213 42 PERMANENT EASEMENT 0.605 43 125 Tigert 0.161 44 PERMANENT EASEMENT 0.044 45 126 Bullock 0.136 46 PERMANENT EASEMENT 0.151 47 127 Attfield PERMANENT EASEMENT 0.257 48 128 Kindl 0.008 49 129 Giffin PERMANENT EASEMENT 0.024 50 130 Lucas PERMANENT EASEMENT 0.050 51 131 Rudolph PERMANENT EASEMENT 0.020 52 132 Waterhouse 0.114 53 133 O'Brien 0.101 54 134 Baird 0.126 55 135 Murphy 0.138 56 136 Drexler 0.150 57 137 Stoppel 0.134 58 PERMANENT EASEMENT 0.033 59 138 MacDonald 0.152 60 PERMANENT EASEMENT 0.510 61 139 Brown 0.188 62 140 Coates 0.128 63 141 Management Concepts Ltd. 0.007 64 142 Merritt 0.423 65 PERMANENT EASEMENT 0.983 66 143 Smedley 0.188 67 PERMANENT EASEMENT 0.353 68 144 Dalziel 0.114 69 PERMANENT EASEMENT 0.240 70 145 McCarthy 4.350 71 PERMANENT EASEMENT 0.964 72 146 Salmi 0.151 73 PERMANENT EASEMENT 0.106 74 147 Adams 0.40U 75 Niagara Escarp. Edwards 0.990 TOTAL AREA ACQUIRED 625.621 ---- - 16 - TABLE 2 List of 1986 Sales Sale Code No. No. Project Former Owner Acreage Sl 206 P.l.A. First City Development Corporation Ltd. and Heart Lake Development Company Ltd., and City of Brampton 42.286 S2 208 P.9.A. Town of Vaughan 0.027 S3 216 Black City of North York Creek C.A. 0.001 S4 213 W.F.-3A Regional Municipality of Durham 0.001 S5 219 W.C.41 Town of Whitchurch - Stouffville 0.483 S6 231 W.F.4 Savory 1.008 S7 232 F.6.A. Town of Vaughan 15.000 TOTAL AREA DISPOSED OF IN 1986 58.806 ---- ~ '"0 ~ I ~ '-J I LEGEND PRIVATELY OWNED I..NlDS 0 PUIIl.ICL Y OWNED LANDS - "TRC" LANDS - '- ~ h I M.T. R.CA. WATERSHED BOUNDARY liC'U-_Il"..UII, ..,.. WATERSHED PLAN 1986 ACQUISITION SITES 77 I e melropo It.n 10'0010 end region ----- _ .____ __o=-~"- -' conservation authority o , , J . . . 1 LAND ACQUISITION PROGRAM - 18 - The OLC lands, previously mentioned, are part of the Metropolitan Toronto Hazard and Conservation Land Project, adopted in 1985. In addition to this acquisition, other action within this project included a hearing under the Expropriations Act regarding the former 17 HA (42 acres) Toronto Brick Company Property; appraisals for negotiation of a settlement of compensation regarding the 12 HA (30 acres) Hinder Estate; and negotiations for acquisition of the 26 HA (63 acres) Lakeshore Hospital Property, currently delayed pending a municipal planning study. The Authority adopted the Niagara Escarpment Land Acquisition project in September 1986 to be funded totally from monies available through the Ontario Heritage Foundation, subject to the approval of MNR. Negotiations with 4 owners near the Glen Haffy Forest and Wildlife Area resulted in 2 agreements during 1986. 4.2 Property Management The costs of property ownership - taxes, insurance, property maintenance - are substantial. These costs are offset by leases of structures and/or land where these are compatible with Authority objectives. In 1986, approximately 160 rental agreements were in operation. Also in 1986, the first stage of a long term preventive maintenance program was implemented. Regular maintenance was also carried out at 65 Authority-owned residences, the Bolton Records Centre and Head Office. 4.3 Analysis and Recommendations The question of the designation and disposal of surplus land has been discussed at intervals over the years and was raised again in 1986. While formal procedures are in place to permit property disposal, they do not address the issue of when land should be considered surplus or if, in fact, any land is surplus. This matter should be resolved in 1987. - 19 - 5. CONSERVATION LAND MANAGEMENT PROGRAM The goal of the Conservation Land Management program is to conserve and improve the quality of the region's natural resource base through the planning and implementation of sound conservation management practices on Authority, other public and private lands. 5.1 Planning Each of the projects or activities carried out within this program has a planning element to it, ego plans for reforestation and forest management; priority-setting studies to determine sections of the watershed requiring remedial resource management action; site planning for specific projects such as farm ponds, private land forestry and sediment control; and the review of the plans of external or other internal proponents to ensure resource management interests. The short term, site plans and planning comments are generally provided by full-time staff while the compilation of material and writing of long-range plans has been done by contract/special employment personnel, under direct supervision. This has proven successful until recently when the availability of such personnel has diminished. Great gains were made under past programs, however, there is a need to maintain and update completed long-range priority studies as well as to complete studies in all areas. 5.2 Operations/Implementation The works carried out within this program are accomplished in a number of ways - largely related to the sources of funding. - 20 - 5.2.1 Direct Services This group of activities/projects are ones initiated within the section responsible for managing the CLM program and over which they have full priority setting and resource allocation discretion. Included are the operation of the nursery and the extension services offered on private lands. All of these activities operate at capacity and, on private lands, generate revenue to offset expenses. 5.2.2 Interdivisional Services Included in this section are the environmental studies carried out for erosion control and waterfront development projects; reviews of leased lands to determine resource management conditions; input/comment on external development proposals via the plan review staff; and participation in input and review of the Rouge River Study. These are generally "staff time" activities. In addition, works (eg. tree planting, gull control project) are implemented by CLM staff fulfilling shared objectives with other program areas. In the majority of instances the costs of materials and labour are the responsibility of the program where the project originated ego erosion control, waterfront development. 5.2.3 External Services These projects involve CLM staff as a contractor for private or other public interests and are funded by the proponent. Ih 1986, work under this component represented $410,859 (compared to funding of $367,526 for works described in 5.2.1). The major funder of these projects is the Ministry of the Environment ($321,000 of the $410,859) for the following: - 21 - SCRAPE ($60,000) - watercourse "clean up" by students TAWMS ($120,000) - development of pollution control strategy for Humber - data collection for Humber and Don Rural Beaches ($35,000) - data collection; r emed ial works program development and implementation for MTRCA rural swimming facilities (Bo yd , Bruce's Mill, Albion Hi 11 s) Upper Humber River Stud Y ($96,000) - field studies, data collection and synthesis to determine land use impacts on rural water quality Rural Soil Loss ($10,000) - preparation of mapping of areas of high potential soil loss for future remedial program to reduce stream loading and pollution The remaining external funding in 1986 was derived from the following sources: Municipal $ 21,593 Federal 12,239 Private 56,027 $ 89,859 5.3 Analysis and Recommendations The Conservation Land Management Program objectives are being successfully achieved. The funding and contractual arrangements, however, appear to make program implementation extremely complex and to involve staff in considerable internal and external role/financing negotiations. - 22 - The majority of the field studies and implementation activities in this program are carried out by supplementary/seasonal/special employment staff. As a resul t of this reliance on special funding arrangements and staffing, this program is operating at a level well beyond the Authority's ability to maintain on a regular basis. Many of the issues being considered by the Provincial Interministerial Committee reviewing Conservation Authorities relate to activities carried on within the Conservation Land Management Program. Program staff should review the various program components and determine priorities in terms of accomplishing long-range Authority goals, particularly those contributing to environmental quality within a watershed context. At present, the numerous and diverse projects do not appear to relate to one another. Identifying and concentrating on the priority of environmental quality would give focus and direction to the program. - 23 - 6. LAKE ONTARIO WATERFRONT DEVELOPMENT PROGRAM The goal of the Lake Ontario Waterfront Development Program is to provide water-oriented, regional recreation opportunities, at regular intervals, along the Lake Ontario Shoreline. 6.1 Creation/Acquisition of Land The most significant activities in 1986 were: (a) the creation of 1.8 HA (4.5 acres) of new land at Colonel Samuel Smith W.P. This was the best year for fill at this site, reflecting the increase in local building activity. Headland No. 3 armouring was completed and pre-armouring started at Headland No. 4 . (b) the leasing of 25.9 HA (63.9 acres) of land and waterlot from the Ministry of Fisheries and Oceans at Bluffers W.P., completing all Provincial and Federal property transactions in connection with this site. (c) property appraisals and negotiations relating to the Lakeshore Hospital Site in conjunction with its proposed acquisition within the Metro Hazard and Conservation Land Acquisition project and participation in municipal studies regarding future use for the site. (d) negotiations regarding a number of sites in the Etobicoke "Motel Strip". These should be resolved in conjunction with an Official Plan Amendment currently under consideration. 6.2 Development of Recreational Opportunities 6.2.1 Interim Management Continued at all sites where development has yet to proceed. The most active program continues to be at Tommy Thompson Park where gull control, nature interpretation and coordination of public use continue to be successful in providing good interim site management. The environmental monitoring requirements of E.A. approval continued at Sam Smith Park. - 24 - 6.2.2 site Planning Tommy Thompson Park continued to be the focus of waterfront planning activity during 1986. The high degree of public involvement in this process has made it a lengthy and complex activity requiring a significant amount of staff time. Plans were prepared for a permanent solution to the ongoing problem of siltation in Coatsworth Cut at Ashbridges Bay. 6.2.3 Servicing At Bluffers Waterfront park, the dredging and shoreline management work by the Authority required for the marina project was completed, permitting Hydrus to commence servicing, construction of roads, parking lots, docks, service areas and the marina centre/restaurant. The Authority's plan to construct a new washroom/changeroom at Bluffers was postponed due to a shortage of Provincial grant. The Metropolitan Toronto Parks and Property Department may carry out this work without provincial support. 6.2.4 Recreation Development During 1986 pathway development continued in the Ajax Waterfront eas t of Harwood Avenue, and entrance improvements were carried out a t Ro tar y Par k . 6.2.5 Maintenance 1986 was the last year in which the Authority will be responsible for the annual placing of navigational aids at completed site s - Bluffers, Ashbridges Bay and Humber Bay. This long-standing issue has been resolved and Metropolitan Toronto will assume this responsibility starting in 1987. - 25 - 6.3 Analysis and Recommendations Public attention is focussed on the Authority in its planning for Tommy Thompson Park. Staff must continue to move the planning process along while maintaining opportunities for public input and not allow the extreme element to halt the process. The Authority must present a plan which it is satisfied provides for the best use by the majority of the public. The failure to proceed as quickly with waterfront development as desired by Metropolitan Toronto is of a growing concern. While recognizing that the Authority receives the bulk of the Ministry of Natural Resources, Central Region's available grant for waterfront development, this amount does not meet the established project funding requirements or Metro's funding committment and expectation. The Authority and Metropolitan Toronto have agreed to make joint representations to the Province to bring Provincial funding to a higher level. A strategy to achieve this objective must be established early in 1987. - 26 - 7. WATERSHED RECREATION PROGRAM The goal of the Watershed Recreation Program is to provide public open space and recreation opportunities, compatible with resource management constraints, on Authority lands. 7.1 Planning During 1986, site specific planning was directed at Greenwood and Boyd. The Boyd plan was put aside in 1985 in order to resolve a number of local issues. Both Master plans will be presented to the Advisory Board in June, following circulation for public comment i n ~1a y . The 10 Year Strategy was a major activity during 1986 and will be subject to considerable input and discussion during 1987. Progress on planning for eventual development of a golf course facility at Claireville stalled during 1986 as none of the proposals received satisfied all Authority criteria. Th ere is still some private interest in this development and it will be pursued in 1987. 7.2 Site Development Completion of three major development activities occurred in 1986: ( a) the installation of a swimming curtain and chlorination system at Albion Hills ensuring swimming remains a viable activity within the area, (b) the completion of the Cold Cr e e k rifle range and shelter to OPP standards. The only work remaining for 1987 is the completion of landscaping, ( c) the completion of the extension of the Bruce's Mill Ski Centre. - 27 - Implementation of the completed plan for the Kortright area did not proceed as scheduled due to budget cuts and the reallocation of available funds to complete higher priority projects ( i e . the Albion Hills curtain) . The planned improvement to the main trail was not carried out in 1986 and only a portion of the proposed service road work was achieved. Completion of Sunshine Beach Water pa r k , by private developers, was also a substantial accomplishment in 1986. 7.3 operations and Maintenance 7.3.1 Safety, Enforcement and Security There are three major areas of responsibility grouped within this activity. a) Enforcement of Fill, Construction and Alteration to Waterways Regulations: These responsibilities accomplish objectives of the Flood and Erosion Control Programs and include site investigations within the regulated area. The registration of the revised ontario Regulation, in 1986, increased the area subject to fill regulation and, as referenced in Sections 1 and 2, the workload of staff involved in regulation administration, including enforcement staff. b) Security on Authority Lands: This activity includes both enforcing Conservation Area regulations and ensuring that the Authority's rights as a landowner under the Trespass to property Act and against unauthorized access are protected. This continues to be an area of increasing attention as urbanization surrounds many Authority properties and as the value of potential damage increases. - 28 - c) Visitor and Employee Safety: During 1985 and 1986 higher priority has been given to employee safety as a result of the requirements of the Occupational Health and Safety Act and the recommendations of the Authority's internal safety committee. This has also increased the workload within the section by requiring more frequent workplace safety inspections and a more rigorous follow-up procedure. At the time that reorganization was implemented, all of the above were anticipated as impacting on workload. In 1987, the problem will be addressed by the addition of a third enforcement officer and by the designation of certain Conservation Areas staff as provincial Offences Officers, enabling them to enforce Conservation Area regulations. These changes will free the Supervisor's time from assisting in field work to dealing with administrative and organization matters to improve the efficiency of this function. 7.3.2 Operations Attendance at monitored Conservation Areas in 1986 was 837,140 a decrease of approximately 10,000 from 1985. It should be recognized, however, that this represents only locations where the Authority operates a gate facility and further that, two other, privately run, operations on Authority lands added significantly to the provision of recreational opportunities: Monitored C.A. attendance 837,140 Clairevil1e Ranch 9,017 Sunshine Beach 68,577 Total attendance 914,734 - 29 - There are three specific areas of growth in the Conservation Areas ope rat ion: ( a) the use of the Indian Line campground is very strong, operating at or near capacity during the season ( b) the use of Greenwood as a location for day camp groups ( c) the use of many areas as group picnic destinations and the potential for further expansion of this use In 1986, revenue per visitor rose from $1.37 to $1.53 (11.7%) , while costs per visitor rose from $2.84 to $3.11 (9.5%), resulting in an increase in net cost per visitor from $1.47 to $1.58 (7.5%) . Actual attendance decreased in 1986 and the revenue increase represents gains made through increased fees. Per capita increases in costs reflect the effects of inflation and decreased attendance as the basic operating costs of areas - grass-cutting, insurance, taxes, utilities - do not react directly or immediately to a decrease in attendance of 1% as occurred from 1985 to 1986. 7.3.3 Maintenance Major maintenance proposed in 1986 is reflected in the attached status report. Additional work was also approved from funds generated through revenues. Th e s e included: . Bo yd - replacement picnic tables, municipal water connection . Bruce's Mill - replacement chairs for chalet . Petticoat Creek - replacement of the vandalized gatehouse and the addition of hydro, security system for the refreshment booth . Glen Haffy - entrance sign improvements . Claireville - workshop road improvements . Albion and Bruce's Mill - swimming safety equipment - 30 - 'mBLE 3 MAJOR AAINTENANCE STA'lUS CXlNSERlJATION AREAS - 1986 AREA PRroECT BUlXiET STA'lUS WJRK CARRIE!) a.rr Albion Hills Chalet Septic System $ 11,000 CCXnpleted $12,062 Picnic Table Replacement 2,500 Deleted $ 2,253 - Replacement of retaining wall at garage site Lifeguard Tower Replacement 2,000 CCXnpleted $ 2,000 Road Resurfacing 15,000 canpleted $13,784 Beach Road Canpleted $ 9,500 Main Exit Road 'lUI'AL $ 30,500 $39,599 Claireville Sewage Pump Replacement 5,000 Deleted $ 3,356 - Sewage pamp control panel replaced Picnic Table Replacment 5,000 Canpleted $ 5,408 'lUI'AL $ 10,000 $ 8,764 Cold Creek Electric Trap $ 9,000 Deleted $ 8,376 - Building Security systems Basement Ventilation 2,000 Canpleted $ 2,900 Workshop !O:>f 6,500 Deleted Firealarm Replacement 4,950 Canpleted ) )$ 7,698 Manual Traps 3,200 canpleted ) 'lUI'AL $ 25,650 $18,974 Glen Haffy Refreshment Booth Repair 3,850 Con;lleted $ 3,105 (basement walls, roof, floor, floor in reservoir building) Workshop Lighting 500 Con;lleted $ 421 Road Repair 5,900 Deleted (used at Albion Hills) 'lUI'AL $ 10,250 $ 3,526 Greenwood Hydro Line Replacement $ 6,500 Canpleted $ 6,000 Entrance Gates $ 3,000 Deleted 'lUI'AL $ 9,500 $ 6,000 Heart Lake Limestone -parking lots $ 5,500 Canpleted ) )$ 8,674 Replacement OUthouses 2,600 Canpleted ) 'lUI'AL $ 8,100 $ 8,674 Petticoat pool Circulation System $ 3,000 Canpleted ) Creek )$ 9,024 Picnic Tables 3,000 Canpleted ) 'lUI'AL $ 6,000 $ 9,024 GRAND 'lUI'AL $100,000 $94,561 - 31 - During 1986, two positions - the Manager, Conservation Areas and the Central Services staff position - remained vacant. Th i s was to permit the new Director to review the operation/organization of the Division and, if necessary, to revise these positions. Both are required and will be filled in 1987. 7.3.4 Program As noted in 1985, the Authority itself does not offer many special events/activities on its lands but does allow interested groups to operate certain programs. This continued in 1986. 7.4 Analysis and Recommendations This program will be directly affected by the report of the Interministerial Review of Conservation Authority programs, as the role of authorities in recreation is one of the key issues being discussed. The Authority should be prepared to respond to a range of potential recommendations and should consider the staffing requirements which would be needed to give effect to a strengthened role in recreation, should this be recommended. The late opening of Sunshine Beach and operational difficulties in its first season make it unfair to assess its potential at this stage. Operations during 1987 should, however, be carefully monitored for future reference in negotiations with their management or in contemplating further private ventures. - 32 - 8. HERITAGE/BCPV PROGRAM The goal of the Heritage/BCPV program is to protect the heritage resources of the Village and to interpret them to the public. 8.1 Site Development Capital development proposed for 11[86 included completion of the Manse, Sawyer s' House, Ne s bit t Sa wm i 11 , and the Maintenance Building. Funds for these projects, which usually are provided by the MTRCF, were not available L1 1986. No major site development was completed. These projects will continue as priorities in 1987 and with a number of other site improvements will be part of a special 1987 submission to the Minister of Citizenship and Culture. 8.2 Operations During 1986, as in 1985, 27 buildings were open to the public. One new full-time position was filled, an Exhibit Coordinator. Special funding, through U. I. Section 38 and Wintario, provided temporary assistance in costume, artifact control and audio/visual during parts of 1986. Attendance once again improved: 1984 - 245,972 1985 - 260,326 1986 - 309,765 (inc. 34,164 North York Carnival) This represents a 19% increase from 1985 to 1986, or, 6% if the Winter Carnival has been subtracted, however, still above the 5% increase which was anticipated in the budget. Red uced admissions (discount passes/coupons/group rates) and free passes continued to influence revenues in 1986: - 33 - 1984 1985 1986 Free passes 16,197 11,996 50,697** Reduced admission 21,365 43,9~* 39,9~ 37,562 55,953 90,651 * includes Family Day ** includes North York winter Carnival The availability of the visitors Centre and the enrichment of the promotion effort for BCPV have resulted in substantial benefits in increased attendance and revenues. Co s t s , however, have risen in proportion to the revenues. The anticipated opportunities to enrich the program through additional staffing and events funded through improved revenues have not been realized. 8.3 Programs As in past years, the ongoing program reflects the changing activity of the village "residents" in response to the seasons. Special events provide opportunities to promote the village but do not generally generate substantial revenues. 1986 saw BCPV act as host for the North York winter Carnival. This weekend event cost BCPv/operations $18,494 in direct costs and generated approximately $22,765 in direct revenues. While significant funds were not involved, the public relations and promotion benefits were considered sufficiently worthwhile for the Authority to invite the Carnival back for 1987. - 34 - 8.4 Analysis and Recommendations The completion of capital works on additional buildings for the Village, as well as the further facility development included in the BCPV plan are included within a special submission to be made to the Minister of Citizenship and Culture in 1987. Specific plans of action, should this not be approved, need to be formulated for discussion with the MTRCF. There is a need for a close review of Village operations to attempt to deal with the rising cost of operations. These continue to offset the substantial increases in revenue and to result in ever-increasing levy requirements. As tourism/group tours become more important to BCPV as a source of income, the needs/interests of these groups must be monitored and reflected in the programming provided. We must ensure these visitors are satisfied with their experience and that they continue to receive value for their money. - 35 - 9. CONSERVATION AWARENESS PROGRAM The goal of the Conservation Awareness program is to provide the public with information and programs to develop awareness of conservation, the role of the Authority in resource management and the public opportunities available on Authority lands and through Authority programs. 9.1 Conservation Education The conservation education component continues to be carried out largely throug h sChool/educational groups, as noted on Table 4. The only exceptions are those designated "Kortright public" and "Other", representing 37,794 visits or 21 %. Re sid e n t i a 1 use accounts for 9% and school day visits (B + C) for 70%. The most disappointing result, in 1986, wa s the failure of the Kortright Centre to achieve any growth in attendance, finishing the year at 83,377, 9,000 below the target of 92,500, (reduced from 95,000 between preliminary and final budget estimates) and below the 1984 attendance of 84,300. There was a slight increase in Kortright promotion during 1986, however, no positive impacts on attendance have been realized, to date. Staff feel that the programs are well received by those who attend, however, "word of mouth" promotion has not appeared to increase attendance. All other facilities are operating at the projected levels and staff indicate these levels are at or near facility capacity. - 36 - TABLE 4 CONSERVATION EDUCATION PROGRAM ATTENDANCE - 1986 A. RESIDENTIAL INDIVIDUALS LEADERS COMBINED Albion Hills 2,607 250 2,857 Boyd 2,287 185 2,472 Claremont 2,931 215 3,146 Lake St. George 3,778 366 4,144 Etobicoke Centre 2,391 251 2,642 (Albion Hills) - SUBTOTAL "An 13,994 1,267 15,261 B. DAY USE Cold Creek 5,715 327 6,042 *Kortright 40,926 4,657 45,583 B.C.P.V. Tours 48,941 5,261 54,202 Pioneer Life 10,820 801 11,621 SUBTOTAL "B" 106,402 11,046 117,448 C. SPECIAL PROGRAMS Maple Syrup at 4,554 516 5,070 Bruce's Mill C1airevi11e Dam 280 280 Albion Hills Farm 100 25 125 - SUBTOTAL "Cn 4,934 541 5,475 GRAND TOTAL: (WA" + wBn + WCn) = 138,184 * TOTAL KORTRIGHT CENTRE ATTENDANCE = 83,377 (i nc 1. Kortright Public = 32,790 Other = 5,004) - 37 - 9.2 Conservation Information The major thrust again in 1986 was promotion of BCPV, particularly to the travel trade/group tour business. The concentrated activity of the past two years on BCPV has resulted in substantial increases in attendance, particularly in the pre-booked visits (approximately 39,000 in 1986) . As noted in 1985, this concentration has detracted from other areas being promoted, notably the Conservation Areas, and from actively disseminating information about the technical/resource management aspects of the Authority's work. In 1986, there was some enhancement of the promotion of the Kortright Centre. The community relations component of this program has not been developed in the last few year sand, the general brochure and annual report continue to be the principal means of communicating a corporate message. This component need s to be reviewed to determine the impact of the work carried out and whether or not there are more effective ways to engender an awareness and appreciation of the Authority in the public mind. 9.3 Analysis and Recommendations As a reiult of giving priority to school groups as a focus for the education component and to revenue/producing recreational projects in conservation information, the broader goal of this program respecting public awareness of the Authority as a resource manager has not been fulfilled. The program priorities, as currently established, are being achieved and reflected in attendance and revenues. An assessment of the opportunities and consequences of shifting component priorities toward the education/awareness of a broader segment of the public should be undertaken in 1987 along with a review of the effectiveness of the current techniques in conveying the Authority's message. - 38 - Kortright Centre continues to operate below its po ten t i a 1. A review of program, operation and promotion should be undertaken in 1987 to formulate a plan to improve attendance. ~ , C-ll the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION ADVISORY BOARD 3-JUNE-1987 *3/87 The Finance and Administration Advisory Board met in the Humber Room, at the Authority Head Office, 5 Shoreham Drive, Downsview, on Wednesday, June 3, 1987 at 1.30 p.m. P RES EIft' Chairman Gordon Patterson Members Robert Gillespie Brian Harrison Clarence Jessop Richard O'Brien Joyce Trimmer Helen White Chairman of the Authority William Foster ABSEIft' Vice Chairman Rocco Maragna Members William Kelly Eldred King MlRU'l'BS Res. '20 Moved by Brian Harrison Seconded by: Robert Gillespie THAT the Minutes of Meeting '2/87 be approved. CARRIED SUB-COMMlftBB REPOR'!' O. BOIlORAllIA, PER DIEM ARD EXPERSBS FOR AUTIIORI'I'Y MBMBERS Res. '21 Moved by Brian Harrison Seconded by Helen White THAT the Sub-Committee Report on Honoraria, Per Diem and Expenses for Authority members be deferred for consideration at the next regularly scheduled meeting of the Finance and Administration Advisory Board CARRIED CORRBSPORDERCE - Letter from Howard Moscoe regarding format of Minutes and Agenda Res. '22 Moved by: Robert Gillespie Seconded by Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT staff be requested to investigate the suggestions made in Mr. Howard Moscoe's letter of May 20, 1987, and report back to the Finance and Administration Advisory Board. CARRIED C-12 - 2 - 1988 BUDGB~ GUIDBLINBS Res. '23 Moved by Clarence Jessop Seconded by Richard O'Brien THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Report on 1988 Budget Guidelines be received; THAT the modified zero-based approach to the Authority's budget process be continued with some alterations to enhance the clarity of the presentation; AND FURTHER THAT a 4.5% general inflationary guideline be applied in the preparation of the 1988 preliminary estimates except where more specific revenue and expenditure estimates are available. CARRIED IRPORMA~ION RBBDS STUDY - Suaaary Report Res. '24 Moved by Richard O'Brien Seconded by Robert Gillespie THAT the Information Needs Study Summary Report be received. CARRIED PROGRAJI BVALUA~ION ARD IlBVIBW COIOlU"I'U Res. '25 Moved by Helen White Seconded by: Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT a Program Review and Evaluation Committee be constituted as a special committee pursuant to Section V, paragraph 22 through 26 of the Rules of Conduct of the Authority; THAT the said committee shall have as its members the Vice-Chairman of the Authority, the Chairman of each of the Advisory Boards and the Chairman of the Authority ex officio; THAT the said committee shall be charged to evaluate annually the Authority's programs and objectives in relation to the goals and future direction of the Authority, and to receive the annual program performance review conducted by staff; THAT the said committee shall make such recommendations to the Executive Committee as it may deem appropriate; AND FURTHER THAT the committee shall report to the Executive Committee at least annually. AMENDMENT Res. '26 Moved by Joyce Trimmer Seconded by Brian Harrison THAT the clause re composition of the Committee be amended to add the following: "and such other members of the Executive Committee as are necessary to ensure adequate representation from all constituent members. THE AMENDMENT WAS...............................................CARRlED THE MAIN MOTION, AS AMENDED, WAS . . . . ........ .......... . . .CARRIED C-13 - 3 - TBRMS OF REFBRENCB FOR THB BENBFITS REVIBW Res. 127 Moved by Robert Gillespie Seconded by Brian Harrison THAT the staff report on the Terms of Reference for the Review of Employee Benefits be received. CARRIED CONSULTANTS PROPOSALS FOR SURVEY OF STAFF BBHBFITS Res. 128 Moved by Clarence Jessop Seconded by Helen White THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the proposal received from the Alexander Consulting Group to undertake a survey of employee benefits be accepted at a cost not to exceed $6,500. CARRIED NEW BUSINESS Res. '29 Moved by Richard O'Brien Seconded by Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Rules of Conduct for the Authority, Section II, clause 2 · (h) to direct the staff of the Authority. be amended so that the Finance and Administration Advisory Board has the authority to ask staff to prepare reports. CARRIED 'l'BRIlIRATIOR ON MOTION, the meeting terminated at 4.45 p.m., June 3, 1987 qordon Patterson, Chairman W.A. McLean, Secretary-Treasurer 1987.06.08 em ~ C-14 , the metropolitan toronto and region conservation authority minutes FIRANCE AND ADMIRISTRATION ADVISORY BOARD 29-JULY-1987 14/87 The Finance and Administration Advisory Board met in the Humber Room, at the Authority Head Office, 5 Shoreham Drive, Downsview, on wednesday, July 29, 1987 at 1 30 P m PRESERT Chairman Gordon Patterson Vice Chairman Rocco Maragna Members Robert Gillespie Brian Harrison Clarence Jessop William Kelly Eldred King Richard O'Brien Helen white Chairman of the Authority William Foster ABSERT Member Joyce Trimmer MIROTBS Res. .30 Moved by william Kelly Seconded by Helen White THAT the Minutes of Meeting .3/87 be approved. CARRIED SUB-COMMITTEE RBPORr OR BORORARIA, PER DIEM AND EXPENSES FOR AUTHORIn MEMBERS Res. '31 Moved by Brian Harrison Seconded by Helen white THAT this item be considered in closed session. CARRIED. Mr. Patterson vacated the chair, and in the temporary absence of the vice Chairman, Mr. Eldred King took the Chair for the closed session. The Chairman of the Authority was not present at this time. The Board rose from closed session. Res .+32 Moved by Gordon Patterson Seconded by william Kelly THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the following recommendations of the Sub-Committee to Consider Honoraria, Per Diem and Expenses for Authority Members be approved C-ls - 2 - (a) the Chairman's honorarium be increased for 1988 by $6,000 per annum, plus an inflationary increase equal to that to be given to Authority staff, based on the 1988 honorarium; (b) the Vice Chairman's honorarium be increased by the addition of an inflationary increase for 1988 equal to that to be given to Authority staff; (c) the per diem for members be increased by the addition of an inflationary increase for 1988, equal to that to be given to Authority staff; (d) the benefits available to the Chairman, Vice Chairman and Members remain as they are. AMENDMENT Moved by Helen White Seconded by Richard O'Brien THAT the Chairman's honorarium be increased for 1988 by $3,000 per annum THE AMENDMENT WAS........................................... NOT CARRIED AMENDMENT Moved by: Rocco Maragna Seconded by Brian Harrison THAT the Chairman's honorarium remain at its present level, and that a per diem rate equal to that paid to members be paid for all authorized Authority meetings attended THE AMENDMENT WAS... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . NOT CARRIED THE MAIN MOTION WAS............................................ .CARRIED FlRABCIAL PROGRESS RBPO~ 12 - 1987 Res. '33 Moved by: Richard O'Brien Seconded by: Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Financial progress Report '2 be received. CARRIED AD'l'BORI'rY LEGAL AIl1lARGBIIBIft'S In response to a request from Howard Moscoe, Authority member, and to a direction from the full Authority at Meeting 15/87, held on July 24, 1987, staff prepared a summary of legal expenses paid in 1986 and also cost alternatives for employing its own legal staff. It was noted that the Board had reviewed this matter in 1~8s. NO recommendation for change from the present system was made. Res: 134 Moved by Rocco Maragna Seconded by Clarence Jessop THAT the summary of Authority legal fees paid in 1986 be received. CARRIED C-16 - 3 - CONVERSION OF CONTRACT AND SEASONAL POSITIONS TO PERMANENT STAFF Staff presented a report recommending that certain contract and seasonal positions be added to the Authority's full-time complement. Res. 35 Moved by Clarence Jessop Seconded by Helen White THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the report, to be appended to the Authority minutes, on conversion of seasonal and contract positions to permanent staff be received; THAT the positions listed as follows be identified as permanent positions and the complement of the Authority be adjusted from 197 to 232, effective Apr il 1, 1988 print and Mail Room Clerk Records Clerk Audit Assistant Lead Hand (2) Engineering Assistant, Erosion Control Survey Assistant Assistant Superintendent, Works Systems Analyst Clerk, Central Services Clerk, Waterfront Instructors (4) Theme Co-ordinator Labourer, Lake St. George Secretary, Field Operations Manager, Food Service Supervisor, Special Catering Supervisor, Refreshment Stands Assistant Supervisor, Black Creek Food Service Assistant Supervisor, Refreshment Stands Executive Chef Sous Chef unit Operators, Field Centres (4) Clerk, Food Service Recreation Planning Technician Secretary, Community Relations ( 2) Travel Trade Assistant Graphics Designer AND FURTHER THAT staff be directed to include these changes in the 1988 budget for consideration as part of the budget process. AMENDMENT Moved by: Richard 0' Brien Seconded by Brian Harrison THAT the Food Service Manager position remain on contract, and the position excluded from the above list at the present time. THE AMENDMENT WAS....... ............. .... ... ............. .NOT CARRIED THE MAIN MOTION WAS.............................................CARRIED FOOD SERVICE PROGRAM The following motion arose from discussion on the addition to Authority complement. Res. 136 Moved by Brian Harrison Seconded by Richard O'Brien THAT the General Manager report to the Finance and Administration Advisory Board on the Food Service program by the end of 1987. CARRIED C-17 - 4 - CREATION OF LEAD BAND POSITION AT BLACK CREEK PIONEER VILLAGE Res. #37 Moved by Robert Gillesie Seconded by Eldred King THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT, to recognize the required performance of regular supervisory responsibilities, a complement position of Labourer at Black Creek Pioneer Village be eliminated and a Lead Hand complement position be established, effective January 1, 1987. CARRIED AMENDMENT TO POLICY OR DISPOSAL OF VEHICLES, EQUIPMERT AND MISCELLANEOUS ITEMS At its Meeting #6, held on May 15th, the Executive Committee had before it a policy recommended by the Finance and Administration Advisory Board on the Disposal of Vehicles, Equipment and Miscellaneous Items. The Executive Committee expressed concern about two issues the participation of members and staff in the purchases of surplus equipment, and the extent of advertising of equipment for disposal. Spec if ically, the Executive Committee directed that staff review the procedures followed by the Ministry of Natural Resources for disposal of surplus equipment. To ensure adequate public awareness of disposal of surplus equipment and vehicles by the Authority, a new section has been added to the policy which states Where equipment, vehicles or miscellaneous items have been declared surplus, disposal by public auction, trade-in or advertised tender shall be widely advertised throughout the local media, by direct mail to interested parties and in trade and equipment journals, where appropriate. Having reviewed the practices of the Provincial Government, the following amendment to the Disposal Policy has been added To avoid conflict of interest concerns, members and staff of the Authority are excluded as buyers of vehicles, equipment or miscellaneous items declared surplus. Res. t38 Moved by Rocco Maragna Seconded by: Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the policy on Disposal of vehicles, Equipment and Miscellaneous Items, as amended, and to be appended to Authority minutes, be approved. AMENDMENT Res. 139 Moved by Richard O'Brien Seconded by Robert Gillespie THAT the paragraph on exclusion of members and staff from purchasing surplus items be amended by the addition of the clause, -except when items are offered at public auction.- THE AMENDMENT WAS... .............. ....... . . . . . . . . . .....CARRIED THE MAIN MOTION, AS AMENDED, WAS...... . . .................. . .CARRIED C-18 - 5 - PURCHASING POLICY AMENDMENTS The Board had before it a staff report concerning amendments to the purchasing policy. Changes are necessitated in Appendices 1 and 2 (Designated staff authorized to sign purchase orders and invoices, respectively) because of changes in staff positions. Minor changes are recommended in the Purchasing Limits and Authorization, namely limi t on purchases from petty cash be raised from $35 to $50, competitive quotes be eliminated from requirements for purchases under $500, and that all purchases from $50 up be by purchase order. Res. HO Moved by Eldred King Seconded by Rocco Maragna THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE 1 THAT Appendix 1 to the purchasing Policies be amended as outlined in attached Schedule RAw; 2. THAT Appendix 2 be amended by deleting the position "Assistant Manager, Food Services"; 3. AND FURTHER THAT the purchasing policy be amended as follows Item 1, page 1 (a) Purchases of less than ~50 . Funds may be drawn out of petty cash and must be recorded, proper receipts maintained and forwarded to Accounting. . Purchase order is not required (b) Purchases of ~50 u~ to ~500 . purchase order to be completed and signed by an authorized buyer. CARRIED IRDBllBlFlCA'l'IOR POLICY POR S'l'APP AND MEMBERS Excessively high premium cost and limited coverage on the Errors and Omissions policy have made it impractical for the Authority to renew this policy. It would appear appropriate for the Authority to adopt a policy which sets out the basis under which our employees and members can carry out their duties and responsibilities. Members should be aware that tangible damages associated with activities of the Authority, its staff and members are fully covered by our General Liability coverage. The intent of this policy is to cover those narrow circumstances where a member or employee is sued for financial losses incurred as a result of actions which are not fully covered by General Liability or other insurance. The wording of the recommended policy has been provided by the Authority's solicitors after discussion with senior staff . Res. '41 Moved by Clarence Jessop Seconded by Helen White THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT The Metropolitan Toronto and Region Conservation Authority (referred to herein as "MTRCA") undertake and agree to indemnify and save harmless its Members, Officers and Employees and their heirs and legal representatives, respectively, from and against all costs, charges and expenses, including C-19 - 6 - all amounts paid to settle an action or satisfy any judgment, reasonably incurred by any such Member, Officer or Employee in respect of any civil, criminal or administrative action or proceeding to which any such Member, Officer or Employee is made a party by reason of being a Member, Officer or Employee of MTRCA (except in respect of an action by or on behalf of the MTRCA to procure a judgment in its favour) and to the extent only that such costs, charges and expenses aforesaid are not covered by insurance and if; (a) such Member, Officer or Employee acted honestly, in good faith with a view to the best interests of MTRCA and within the scope of such Member's, Officer's or Employee's duties and responsibilities, and (b) in the case of a criminal or administrative action or proceeding that is enforced by a monetary penalty that such Member, Officer or Employee had reasonable grounds for believing that the conduct was lawful. CARRIED TBRMIRATIOR ON MOTION, the meeting terminated at 4.15 pm, July 29, 1987. Gordon patterson, Chairman W.A. MCLean, Secretary-Treasurer 1987.08.06 em C-20 SCHBDULB -A- CHANGES TO APPENDIX 1 OF PURCHASING POLICIES "Designated staff authorized to purchase goods or services" . TABLE A APPENDIX l~ -DESIGNATED STAPF AUTHORIZED TO PURCHASE GOODS OR SERVICES- !!QPOSED AMENDMENTS ~ DELETE COMMENTS LIMIT --s- l. Retail Sales Co-ordinator, Administrative Assistant, Title change only 2,500 B.C.P V. B.C.P.V. 2. Co-ordinator, Water New complement position 2,500 Resource projects 3. Erosion & Sediment Control position deleted from complement 2,500 Technician, Water Resource 4. Co-ordinator, New complement position 2,500 Environmental Projects 5. planner, Resource Manage- purchasing authority no longer 2,500 ment Programs required. 6. project Biologist, position deleted from complement 500 Water Resource 7. Chef, Food Services Existing position which requires 2,500 purchasing authority. 8. Property Officer II Existing position which requires 2,500 purchasing authority. 9. Assistant Manager, position will not be filled 2,500 Food Services 10. Field Engineer, Existing position which requires 500 Water Resource purchasing author ity. ~ (-20 , the metropolitan toronto and region conservation authority minutes FINANCE AND ADMINISTRATION ADVISORY BOARD 30-SEPTEMBER-1987 15/87 The Finance and Administration Advisory Board met in the Humber Room, at the Authority Head Office, 5 Shoreham Drive, Downsview, on Wednesday, September 30, 1987 at 1.30 p.m. PRESENT Chairman Gordon patterson Vice Chairman Rocco Maragna Members Robert Gillespie Brian Harrison Clarence Jessop Richard O'Brien Joyce Trimmer Helen White Chairman of the Authority William Foster ABSENT Members William Kelly Eldred King MINUTES Res. 142 Moved by Brian Harrison Seconded by Joyce Trimmer THAT the Minutes of Meeting 14/87 be approved. CARRIED REPORT OF THE CONSERVATION AND RELATED LARD MANAGEMENT ADVISORY BOARD a) 1988 preli.inary Esti.ates The Board elected to consider the 1988 preliminary Estimates for the Field Operations Division, program Services Division, Black Creek pioneer village and vehicle and Equipment as part of the total Authority preliminary Estimates. b) CODservation Area Entrance Fees Res. '43 Moved by Rocco Maragna Seconded by Clarence Jessop THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the staff report on the feasibility of eliminating parking fees from the Conservation Areas be received; AND FURTHER THAT parking fees be retained at the Conservation Areas pending implementation of the Strategy for public Use of Conservation Lands. CARRIED. C-21 - 2 - c) proposed Aaend.ents to Ontario Regulation 1139/80 -1988 Fee Structure At the Finance and Administration Advisory Board meeting, an error was noted on the Glen Haffy fishing schedule and this has been corrected. Res 144 Moved by Robert Gillespie Seconded by Rocco Maragna THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT under fees for commercial photography, the word "minimum" be inserted; THAT item 30 (d) be deleted; AND FURTHER THAT the corrected 1988 Fee Structure be approved. CARRIED. REPORT OF THE WATER AND RELATED LAND MANAGEMENT ADVISORY BOARD 1. 1988 pre1i.inary Esti.ates The Board elected to consider the 1988 preliminary Estimates for the Water Resource Division as part of the total Authority preliminary Estimates. 1988 PRELIMIRARY ESTIMATES Res 145 Moved by: Helen White Seconded by Rocco Maragna THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the 1988 preliminary Operating and Capital Estimates, which include those approved by the Conservation and Related Land Management Advisory Board and the Water and Related Land Management Advisory Board, be approved; AND FURTHER THAT appropriate representatives of the Authori ty, including the Chairman of the Finance and Administration Advisory Board, meet appropriate officials of the member municipalities to present and discuss the Authority's 1988 preliminary Operating and Capital Estimates prior to conclusion of the final budget. CARRIED. TBRIIIRATIOR ON MOTION, the meeting terminated at 5.00 p.m. , September 30, 1987 Gordon patterson, Chalrman W.A. MCLean, Secretary-Treasurer em C-22 ~ , the metropolitan toronto and region conservation authority minutes FIRANCE AND ADMINISTRATION ADVISORY BOARD 25-ROVBMBBR-1987 16/87 The Finance and Administration Advisory Board met in the Humber Room, at the Authority Head Office, 5 Shoreham Drive, Downsview, on Wednesday, November 25, 1987 at 1.30 p.m. PRESBNT Chairman Gordon Patterson Members Robert Gillespie Brian Harrison William Kelly Eldred King Richard O'Brien Joyce Trimmer Helen White Chairman of the Authority William Foster ABSERT Vice Chairman Rocco Maragna Member Clarence Jessop MINUTES Res. 146 Moved by Brian Harrison Seconded by: Helen White THAT the Minutes of Meeting 15/87 be approved. CARRIED REPORT or 'l'IIB WATER AND RBLA'I'BD LAND MANAGBMBRT ADVISORY BOARD 1. CIlAllGIRG FOR BBC- II DATA The delineation of floodlines on the Authority's flood plain and regulation line mapping leads to frequent requests from consultants for the information upon which these lines are based, especially since the Authority now has the information available in a computer-ready format. Conversion to this format has been costly as will the maintenance of this data, and therefore it is proposed that a charge be made for this information. Res. 147 Moved by: Robert Gillespie Seconded by William Kelly THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Authority establish a fee of $1.50 per cross-section to a maximum of $50.00 per order for floodline HEC-II data to consultants and others in a computer accessible format, such fee to be waived when required for Authority or municipal projects. CARRIED C-23 - 2 - 2. AJAX WATERFRONT TREE PLANTING The Authority's lands on the Ajax Waterfront require extensive tree and shrub planting, but funding for landscaping of the area is expected to be insufficient to achieve significant progress over the next few years However, considerable interest has been raised within the local community, through the efforts of the Ajax Waterfront Advisory Committtee, to solicit donations for this purpose. These fund-raising activities would be more successful if donations could be tax deductible. Staff will develop detailed landscaping plans for the area, with input from the Ajax Waterfront Advisory Committee, and regular waterfront funding, if available, would be utilized to supplement the planting efforts Plant material from the Authority's nursery would be used wherever possible A policy for suitable recognition of the donors will be developed by the Town of Ajax and the Authority. It is intended that recognition will take the form of a general acknowledgement of community and service club donations but that donations will not be acknowledged on individual trees Res. 148 Moved by GO-1\don. Patterson Seconded by Brian Harrison THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Authority receive donations to be used for planting of trees and shrubs on Authority lands along the waterfront of the Town of Ajax and that official receipts for income tax purposes be issued for donations of $20.00 or more; AND FURTHER THAT the Town of Ajax be so advised. AMENDMENT Res. 149 Moved by Helen White Seconded by Robert Gillespie THAT official income tax receipts be issued for donations of $10.00 or more. THE AMENDMENT WAS. . . . . . . . . . . . . . . . . . . ...... . CARRIED THE MAIN MOTION, AS AMENDED, WAS....... ... . . . . . . . . . . . . . . . . CARRIED FIRANCIAL PROGRESS REPORT t3 -as at October 31, 1987 Res. 150 Moved by: Brian Harrison Seconded by Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT Financial Progress Report No. 3, dated October 31, 1987, be received. CARRIED IT WAS AGRBBD TBA~ Item 110 on the Agenda would be considered at this time. DUTIBS AND RBSPORSIBILI~IBS - AUTHORITY MBMBBRS At Authority Meeting 17/87, the following resolution was passed "THAT the Finance and Administration Advisory Board be requested to review the duties and responsibilities of the Chairman, Vice Chairman, and all the members of the Authority and report back to the Authority prior to 1989. " C-24 - 3 - Res. t5l Moved by Richard O'Brien Seconded by Helen White THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT a Sub-Committee of the Finance and Administration Advisory Board be appointed to study the duties and responsibilities of members of the Authority; THAT said Sub-Committee report back to the Finance and Administration Advisory Board with recommendations for the Executive Committee during 1988; AND FURTHER THAT the following members be appointed to the Sub-Committee Brian Harrison William Kelly Robert Gillespie Eldred King CARRIED RECREATIORAL DEVELOPMENT PROJECTS RBVBRUES A policy on use of funds from recreational projects, such as Sunshine Beach and the Golf Course, is necessary to provide for a rational distribution of revenues and to protect the Authority's future needs in the areas being developed. The following policy addresses three priority uses of funds held in reserve a) Direct Costs: all direct costs, Le. legal fees, survey fees, consultant fees associated with any recreational project are to be paid for as they occur during the initiation of the project; . all direct costs associated with the administration of the lease agreements, including costs related to amendments and renewals; . when revenues are unavailable in a current fiscal year, revenues in the following years will be encumbered; b) provision for anticipated take-over and restoration costs . for each project, there will be established an estimated dollar amount which will be required to restore the site and equipment to a level wherein the Authority can effectively operate the project as a revenue-making proposition; or otherwise lease the premises as a going concernl . such dollar amount will be achieved by way of a sinking fund for which annual contributions will be required as well as accrued interest; . if in a given year insufficient revenues are available to make the required contribution to the restoration provision, revenues in future years will be encumbered to make up the shortfall; . this dollar amount will, of course, vary for each project and would have to be reviewed regularly and adjusted upward or downward as required; . the balance of funds, if any, would be available for item c) listed below. c) Recreation Facility Capital Development . the balance of any funds remaining after items a) and b) have been provided for would be available for planning and development of new projects related to use of Authority lands; C-25 - 4 - . because there is always some uncertainty regarding the revenues from recreational development projects, we would contemplate that monies obtained from this source in any given year could only be expended in future years; this would ensure that the monies being budgeted are in fact in hand and available for recreational project planning and development. interest on funds held for this purpose would also be accrued Res. 152 Moved by: Robert Gilliespie Seconded by: Eldred King THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Policy, to be attached to Executive Committee Minutes, concerning the use of funds from third party recreational projects, be adopted. CARRIED FOOD SERVICBS PROGRAM Res. 153 Moved by Eldred King Seconded by: Helen White THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the Report on the Food Services Program, to be attached to the Executive Committee Minutes, be received. CARRIED REVIEW AND SURVEY OF BMPLOYU BBNBPITS At Executive Committee Meeting 17/87, by Resolution 192, approval was given to retain the Alexander Consulting Group to undertake a review and survey of employee benefits. Staff is in receipt of the results of the survey by the Alexander Group. A copy of the report is available should any member wish to see it. Staff is reviewing the results of the survey in detail and will be reporting at a future meeting of the Finance and Administration Advisory Board as to action required. In addition, a document is being prepared on the results of the survey and this will be circulated to all full-time staff. Res. 154 Moved by: Brian Harr ison Seconded by: Joyce Trimmer THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the staff report on Review and Survey of Employee Benefits conducted by the Alexander Group, dated November 1987, be received; AND FURTHER THAT the Executive Summary of the Review be appended to Executive Minutes. CARRIED POLICY OR TBCHNICAL AND MARAGEMBRT CORSULTING SBRVICES AND REVIEW OP TENDBRING PROCBSS Staff has been reviewing the Authority's purchasing policy as it relates to the provision of technical and management consulting services. This review resulted from an earlier evaluation of purchasing policies and the receipt of a new policy by Metropolitan Toronto relating to selection of architectural and professional engineering consulting services. Further, this report addresses Authority resolution 1168, approved at Meeting '6/87 held September 11, 1987: "THAT the Finance and Administration Advisory Board review the Authority's tenderina orocedures with a view to ensurina ~pnnpr cno,-.;f:;"'!!Il'" _IP'\.... ~ -~ ~ - C-26 - 5 - Res .55 Moved by Richard O'Brien Seconded by Robert Gillespie THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the staff report on policy on Technical and Management Consulting Services and Review of Tendering Process, appended as Schedule "A", be received; AND FURTHER THAT the policy entitled "Selection of Technical and Management Consulting Services. dated November 1987 be approved by the Authority and included as part of the Authority's policies on purchasing of services and products. CARRIED REVIEW OF AGENDA AND REPORT FORMAT Staff has contacted and received samples of agendas and other materials from 12 municipalities and boards. A simpler format for Authority agendas and minutes is being worked out and a sample will be circulated to Authority members for comment before the end of the year. Staff will make a full report on format changes at Authority Meeting 19 to be held on January 29, 1988. RESPONSE TO QUESTIONS RAISED BY MR. HOWARD MOSCOE Deleting Breakdown of Section I and II in Executive Committee Minutes The Conservation Authorities Act and the Authority's own legislative procedures require that the Executive Committee execute various responsibilities on behalf of the Authority. Elimination of the Section I-Section II breakdown in effect eliminates the need for the Executive Committee. The role of the Executive Committee was extensively reviewed during the provincial/Municipal review of the Authority in 1984 and was debated by the Authority during the drafting of Administrative Rules of Conduct adopted by the Authority at Meeting 12/86. Under our legislation, certain items require full Authority approval and these are included in Section I of Executive Committee Minutes/Reports. In addition, certain activities of the Water and Related Land Management Advisory Board and the Conservation and Related Land Management Advisory Board also go directly to the Authority for consideration. Those items listed in Section II of Executive Committee Reports are within the decision-making authority of the Executive Committee as set out in the Rules of Conduct and are reported for information Members are at liberty to raise questions concerning these items and there is ample opportunity for discussion. Consent Agenda Our understanding is that a consent agenda would involve a formal resolu- tion at the commencement of Authority meetings through which Members would adopt for discussion an agenda with some items to which the Authority would automatically .consent.. Given the nature of our activities, there would be some difficulty in establishing the type of items to which "consent. would be automatic. Item 38 of the Rules of Conduct provides that "The Secretary- Treasurer or his or her designate shall prepare for the use of the members of the Authority an agenda in the following order of headings, as required Minutes; Chairman's Remarks; Greetings~ Elections and/or Appointments; Delegations; Business arising from minutes; Executive Committee Reports; Notice of Motions; New Business; Questions. C-27 - 6 - The practice of the Authority and its Chairmen has always been to add and adjust items at the pleasure of Members of the Authority It is suggested that this practice continue and that the need for a formal resolution concerning adoption of the agenda is very limited Res. .56 Moved by Eldred King Seconded by Helen White THAT staff report on the Review of Agenda and Report Format be received CARRIED ACQUISITION AND CONVEYANCE OF LANDS AND EASEMERT RIGHTS FROM AND TO MURICIPALITIES AND THE PROVINCE OF ONTARIO At Authority Meeting 15/87 the General Manager was asked to review with staff the current practice of dealing with requests from municipalities for land requirements, and report to the Finance and Administration Advisory Board. The current practice of dealing with requests of this nature is as follows a) Municipality to Authority for valley, waterfront and conservation lands - nominal consideration of $2.00 with Authority assuming all legal, survey and other costs. b) Authority to Municipality for municipal services, i e. roads, service easements, right-of-ways - nominal consideration of $2 00 with Municipality assuming all legal, survey and other costs. c) Provincial Ministries to Authority (except Waterlots) - market value. In conveyance of Waterlots, Authority receives title on a qualified basis at nominal consideration. d) Authority to Provincial Ministries (except Waterlots) - market value. e) Authority surplus lands (all member municipalities participating on basis of equalized assessment) - market value to purchaser whether public or private. It should be noted that, in accordance with the provisions of Section 21(c) of The Conservatiuon Authorities Act, R.S.O. 1980, Chapter 85, as amended, an Order-ion-Council of the Province of Ontario is required in each instance prior to disposal of property rights for a period in excess of one year Res. 157 Moved by Eldred King Seconded by: Robert Gillespie THAT staff report on acquisition and conveyance of lands and easement rights to Municipalities and the Province of Ontario be received. CARRIED SCHEDULE "A" STArr REPORT OR POLICY OR TECBRICAL ARB MANAGBMBRT CORSULTIRG SERVICES ~ REVIEW OF TENDERIRG PROCESS TO: The Chairman and Members of the Finance and Administration Advisory Board, Meeting 16/87, November 25, 1987 FROM: James W. Dillane, Director, Finance and Administration REI POLICY OR TBCBRICAL A8D MARAGBMBRY CORSDLTIIG SBRVICES AND REVIn or TBNDBRIRG PROCBSS Staff has been reviewing the Authority's purchasing policy as it relates to the provision of technical and management consulting services This review resulted from an earlier evaluation of purchasing policies and the receipt of a new policy by Metropolitan Toronto relating to selection of architectural and professional engineering consulting services. Further, this report addresses Authority resolution 1168, approved at Meeting '6/87 held September 11, 1987: -THAT the Finance and Administration Advisory Board review the Authority'S tendering procedures with a view to ensuring tender specifications are as clear as possible.- Ministry of Natural Resources Consulting Services policy The Authority is required to adhere to the policy on Technical Consulting Services which is approved by the Ministry of Natural Resources and forms part of the policy and procedures Manual for Conservation Authorities. This policy, which is referred to as Appendix EZ-l, is attached as Appendix 1 to this report. It should be noted that, in addition to the approvals required for projects funded by the Ministry of Natural Resources, approval of the Regional Director is also required for Term. of Reference for consulting assignments undertaken by the Authority whether or not M.N.R. funding is involved. Municipality of Metropolitan Toronto poliCY Metropolitan Toronto Council, on February 17, 1981, approved a policy for the Selection of Architectural and Professional Engineering Consulting Services. This policy is intended not only to apply to Metro department. and agencies but to all as.ignaents co-ordinated by a Metro department on behalf of a Board, Agency or Commission. A copy of th is policy is attached as Appendix 2. The type of assignment contemplated by the policy occurs infrequently and in a technical sense the Authority is unlikely to have occasion to have to adhere directly to the Metropolitan Toronto policy since there are very few assignments wherein a Metro department co-ordinate. an activity of the Authority. In practice, however, the Autbority has always respected the policies of its member municipalities and as much a. possible we have attempted to adhere to them. Review of Tendering Process At Meeting 16, members of the Authority expressed some concern that a particular consulting assignment had attracted four proposals ranging from $9,500 to $23,000. The original budgeted expenditure for the project assumed a consulting cost of about $10,000 and the one proposal that met all requirements was only slightly less than the high bid of $23,000. At the meeting, some members expressed concern that the original Terms of Reference were not sufficiently clear to attract competitive and well- defined proposals. While staff continues to make every effort to define requirements for consulting services, in some areas where the Authority has little or no expertise, it is often difficult to sufficiently define a project to ensure that all ~ossible technical concerns can be addressed in subsequent consulting proposals. Municipal and provincial governments frequently use consultants to prepare the specifications for major consulting assign- ments. The Authority, on major construction projects, hires consultants to do preliminary design work which serves as the basis for Terms of Reference for the final development of the project by another consultant. - 2 - While staff will always endeavour to be as specific as possible in setting Terms of Reference for consulting assignments, it may be to the Authority's advantage to simply describe the nature of the problem and invite consultants to offer proposals as to how they might resolve it. In this way, staff can receive the benefit of professional opinions from a variety of sources and go on to formulate a detailed proposal. Also, the nature of our funding process sometimes makes it necessary to budget for a specific project involving use of consultants without all the available cost information. Staff is always well aware of the nature of the problem, but the technical knowledge concerning its solution is to be found elsewhere. Asking for proposals provides an opportunity to assess a number of possible avenues by which the problem may be solved. In turn this information is put before the Advisory Board and the Executive Committee for final approval. In summary, our existing tendering process is effective and allows staff to take full advantage of outside consulting expertise prior to making a recommendation to the appropriate Advisory Board or the Executive Committee. policy on Selection of Consulting Services Attached as Appendix 3 to this report i8 a proposed policy on selection of consulting service8. This policy meets the requirements of the M.N.R. Technical Consulting Services policy. In addition, the policy takes into account the requirements of the Metropolitan Toronto policy. The policy continue8 the $2,500 limit above which Executive Committee approval is required. RBCnIIIIWm\A'I'IO. . THE BOARD RECOMMENDS TO THE EXECUTIVE COMMITTEE THAT the policy attached as Appendix 3 to this report, entitled -Selection of Technical and Management Con.ulting Service.- dated November 1987 be approved and included a8 part of the Authority's policies on purchasing of services and product.. ea APPENDIX 1 IU.IS'I'U or 1IA'I'01tAL ltBSou-=u 'I'BCBIIICAL COIISUL'I'IIIG SBIlVICU BZCBRn' I'ROII POLICIBS AIID PIIOCBDU'DS IlAllUAL PO. COIISBIlVA'I'IO. AO'I'BOaI'l'IBS CTJ MlnlStryor Pollel. and Procedures for Conservation Authorities r'r Natural Resources ."ed by [i] New DRevi: Ontario CoftMtY81fon Authoritla and Water MeMgement Branch section O,t. I..".a APPENDIX EZ-1 1981 07 31 S"bject TECHNICAL CONSULTING SERVICES . The selection of technical consulting services is a vital part of many Conservation Authority projects. The following procedures have been developed jointly by the Ministry of Natural Resources and the Consulting Engineers of Ontario to aid Authorities in selecting consultants. The purpose of these procedures Is to maximize benefits received from the use of consultants' services, and to ensure consistent, equitable and responsible treatment of suppliers of technical consulting services. Four basic steps have been identified to satisfy these goals. 1. Define the Assignment - The essential first step is to prepare a written terms of reference, which may be one or more pages depending upon the information avai lable. . Determine whether the assignment is: . a) Regular - requiring the routine- application of standard technic~l methods {e.g. floodplain mapping}. b) Complex - requlrlng the development of innovative approaches, the evalu~tlon of alternatives, and the application of non- . routine methods (e.g. flood control studies, watershed plans). . Establish the objectives of the project against which the results can be measured. - . Identify and document the scope of the assignment as fully as pOSSible, including tasks and methodology. . Identify time and budget constraints as fully as possible. 2. Identify Qualified Consultants Prepare a list of potential consulting firms who may be invited to submit expressions of interest, or detailed proposals, on the project ~ - ~~~~NUIA tL-I/Z Two to six firms should be sufficient, and should include only those firms with experience and expertise suitable to the project - . Previous projects for the Authority. . Recommendations from other Authorities or MNR . Lists obtained from CEO or APEO . Solicitation of expressions of interest in a particular project or specific fields of expertise. 3 Selection of Consultant Authorities should establish a set of criteria for evaluating consultants for specific assignments. The criteria should emphasize experience and expertise rather than low cost. The following are suggested for use. . Qualifications or expertise . Previous experience and performance . Availability of staff . Previous share of authority business ~ . Ability to deliver . Knowledge of local standards and approvals processes . Proximity to the work site . Understanding of objectives . ~ality of proposed approach . Cost of service . Any other criteria considered to be appropriate Document the criteria used in selecting the successful consultant for each assignment. Having defined the scope of the assignment and identified qualified consultants, the Authority should solicit consultant submissions on the assignment. At this point it may be beneficial to meet with the invitees in a briefing session to outline the project and its requirements. - - APPENDIX EZ-J/3 . Solicit several submissions (normally not more than 6) from qualified consultants Regular Assignments - for a regular assignment, a letter-type expression of interest should be sufficient to select one consultant. The submission should include - Qualifications, experience, references - Staff and availabi lity - Support capabi lities, local knowledge - General approach Complex Assignment - when the work is complex and cannot be fully defined, a more detailed proposal may be required, including - Qualifications, experience, references - Staff and availability - Support capabilities, local knowledge - Work program - Fee estimate and timing . Select the successful consultant using the established rating criteria as a guide. Points may be assigned to each item of the rating criteria, but the emphasis should be placed upon skills and experience. 4. Negotiation The final step is to meet and discuss with the successful consultant all aspects of the assignment leading to preparation of the agreement, including: - Fee basis and payment, including any budget constraints that exist - Detailed work program or timing to meet Authority's constraints - Terms of the Engineering Agreement. If scope and maximum fee cannot be agreed upon, select the next- rated consultant and commence negotiations. Table 1 summarizes the steps in the selection of Technical Consulting Services These procedures follow recommendations contained in "Getting - APPENDIX EZ-I/4 More for Your Consulting Dollars" published by the Government of Ontario, and "How to Select Engineering Consultants" published by the Consulting Engineers of Ontario TABLE I SUMMARY OF CONSULTANT SELECTION PROCEDURES Sma I I Regu lar Large Regular Complex Assignments Ass i gnmen ts Assignments (less than $25,000 fee) I. Define Terms of Define Terms of Define Terms of Reference Reference Reference 2. Identify qualified Identify qualified Identify qualified consu I tan ts consu I tan ts consu I tan ts 3. Select consultant Solicit expressions Solicit expressions of i n te re 5 t of interest . qua I i fica t ions Solicit proposals (not . exper i ence more than 6) . staff . qual ifications . approach . exper i ence . staff . approach . work program . es t i ma ted cos t Select consultant Select consultant 4. Negotiate agreement Negotiate agreement Negotiate agreement . fee basis . fee basis . fee basis . scope of work . scope of work . scope of work . budget constraints . budget constraints . budget constraints NOTE Regional Approval and involvement is required in each of the four stages identified. Check through your Regional Office for further details - APPENDIX 2 JlD81CIPALlft or IIn'IIOPOLI1'AII t'OlIOlftO POLICY PO. !'1m SBLBC1'IOII O. AIICIII!'BC'I'OIIAL AlII) PlIOnsSIOIIAL DGIDDl8G COIISUL1'I8G SBIlVICU MUNICIPALITY OF METROPOLITAN TORONTO POLICY FOR THE SELECTION OF ARCHITECTURAL AND PROFESSIONAL ENGINEERING CONSULTING SERVICES Approved by Metropolitan Toronto Council on February 17, 1987 INTENT To ensure that individuals and firms providing architectural and professional engineering consulting services have fair access to :YIetropoli tan Toronto assignments; and To ensure that Metropolitan Toronto awards contracts to qualified individuals and firms based on their competence and expertise relative to the particular project; their ability to complete the work within the proposed timeframe; their past record of performance of similar work; and based on value for the funds expended. Architectural and engineering consulting services shall not be selected through competitive price proposals. Metropolitan Toronto shall use the professional associations' schedules of recommended fees as a guideline for the payment of services. APPLICATION This policy shall apply to the selection of all architectural and engineering consultants unless otherwise authorized by Council. DEFINITION Qualified Consultants/Firms shall be defined as individuals and firms demonstrating a proficiency in the application of architectural and/or professional engineering skills within their areas of expertise. They should possess current member status/accreditation in their appropriate professional body. REQUIRED PROCEDURES The required procedures to be used by departments in selecting architectural and professional engineering consulting services are detailed in Table I of this policy and described in the following text. Page 1 of 4 T ABLE I MUNICIPALITY OF METROPOLITAN TORONTO POLICY FOR THE SELECTION OF ARCHITECTURAL AND PROFESSIONAL ENGINEERING CONSULTING SERVICES MINIMUM REQUIREMENTS BY CATEGORY Projected Greater than Grea ter than Projected Consulting Fees of $50,000; less than $150,000, less Consulting Fees less than S50, 000 $150,000 than $250,000 over $250,000 I . Prepare project . Prepare project . Prepare project . Prepare project I , description description description description I I . Review Committee . Review Committee . Review Committee . Review Committee reviews list reviews list reviews list reviews list . Selects one . Selects 2-3 . Selects 3-5 . Selects up to 10 qualified consultant. nominees nominees nominees (alternating basis) (alternating basis) (alterna ting basis) . Requests . Negotiates terms . Requests . Requests "Expressions of of the agreement. "Expressions of "Detailed Written Interest" Interest" Proposals" . \1 akes . Short list to min. recom mendation to . Selection . Interviews of 3 and max. of 5 Council over criteria applied firms 520,000 . Selection . Selects consultant criteria applied . Requests "Detail and written Written Proposals" . Negotiates terms evaluation of the agreement . Interviews firms . Selects consultant . Makes . Selection recommendation to . Negotiates terms criteria applied and Council of the agreement written evaluation . Makes . Selects consultan t recommendation to Council . Negotiates terms of the agreement . Notifies Nominees . Makes recommendation to Council . Notifies nominees Selection with no Selection by Selection by Selection by competition qualifica tion proposal proposal NOTE: 1. All requests to expend funds in excess of $20,000 shall go to Council for approval consistent with Bylaw 2799 unless otherwise authorized by Council. 2. Dollar values specified in each category relate to "Projected Consulting Fees plus Disbursements", Pag-e 2 of 4 General Procedures 1. An advertisement shall be placed in the appropriate professional or trade journals once a year inviting interested organizations to enquire about business opportunities with the various Metropolitan Departments. 2. All departments hiring architectural and engineering consultants shall keep a current list of qualified consultants. Departments which infrequently require the services of architectural and/or professional engineering consultants may request access to lists held by departments which engage consultants for work of a similar nature. 3. Departments shall attempt, wherever practicable, to recommend the award of assignments to a range of qualified consultants. Departments shall request consultants to state in their Proposals or Expressions of Interest if they are currently under a Metro contract or if a Metro contract is pending. 4. All departments selecting architectural and engineering consulting services shall establish a department Review Committee comprised of individuals with the relevant expertise to evaluate proposals. 5. Departments shall review the past performance on Metro projects of consultants which are being considered for Metropolitan Toronto assignments. 5. Detailed Procedures 1. Departments shall apply the appropriate selection process as outlined in the policy on page 2 unless otherwise authorized by Council. 2. The procedures outlined in this policy represent the minimum requirements of a selection process relative to the appropriate category. Departments shall exercise their discretion in increasing the rigour of the selection process to complement the nature of the particular assignment to be conducted. Page 3 of 4 3. On projects of high public exposure or significant community impact, departments are encouraged to utilize a selection process which may be more detailed than specified in this policy relevant to the specific assignment value. 4. On all assignments, departments shall prepare a project description of sufficient detail to outline the objectives, type and scope of the work to be conducted. Budget estimates should also be included. 5. All requests to expend funds on engineering or architectural consulting services with a ceiling price of the total assignment in excess of $20,OUO shall go to Council for approval consistent with Bylaw 2799 unless otherwise authorized by Council. 6. Reports to Council on the engagement of consultants shall include all the prices submitted by consultants who have been selected on the short list. 7. The selection process may be varied at the discretion of the Department Head where there is a case of extreme emergency. 8. The selection process may be varied at the discretion of the Metropolitan Executive Committee where due to a prior contract, there is value in maintaining continuity, and/or achieving time savings and/or economy; and where it is not in the interest of the Metropolitan Toronto Corporation to discuss the requirements with any other firms. Page 4 ot' 4 APPENDIX 3 THE IIBTROPOLI'I'AII 'I'ORORTO AND RBGIOB COBSBRVATIOB AUTHORI'l'Y SBLBC'!'IOB or TBCBRlCAL AND IlAllAGBJlBRT C08SULTIBG SBRVICBS R0ge.ber 1987 1.0 PURPOSB To ensure that the Authority receives maximum value and benefit from the use of consultants' services, and that individuals and companies providing consulting services have fair access to Authority assignments. 2.0 CATBGORIBS OF CONSULTING ASSIGNMENTS Technical Consulting Services . Includes assignments relating to Community Planning, Engineering, Architectural Services, Scientific Services, Accounting, Mapping, Actuarial, Economic Analysis, Computer Systems Software Development. Management Consulting Services . Includes assignments relating to Organizational Reviews, Information Systems Studies, Program Evaluation, Salary and Benefit Coverage. 3.0 TBRMS OF REFBRENCB · Terms of Reference must be prepared for all consulting assignments and, where required under M.N.R. POlicy, approved by the Regional Director. · Terms of Reference constitute a project description and should include the following: objectives, background information, scope, timing, selection criteria, approach planned by the consultant, expected delivery or results time-frame. . These Terms of Reference will also form the basis for a Request for a proposal should this be required. 4.0 SBLBC~IO. CRI~A Following are suggested criteria: - qualifications and expertise - status and accreditation in an appropriate professional body - previous experience, performance - availability of staff - demonstrated ability to provide results - knowledge of local standards and approvals - proximity to the work site - understanding of the project and terms of reference - proposed approach - cost of service - any other criteria considered to be appropriate. - 2 - 5.0 PROCESS . Table 1 attached describes the process to be followed with respect to three levels of consulting assignments. . The table is essentially that which is used by the Ministry of Natural Resources (Appendix EZ.l) which has been embellished to reflect the requirements of Metropolitan Toronto. . The description of the steps to be followed in each case is the minimum required. . Where staff deem it appropriate, additional steps may be applied for all types of assignment. . The Authority's Purchasing policy requires that Executive Committee approval be in place for all assignments over $2,500. . The selection process may be varied at the discretion of the Executive Committee where, due to the existence of a prior contract, the uniqueness of the assignment or other circumstance, it is not in the interests of the Authority to publicly pursue the process described in Table 1. . The foregoing does not replace any of the requirements under M.N.R. policy for approval for Terms of Reference and Consulting Assignments. TABLB 1 Small Regular Large Regular Complex Assignments Assignments Assignments (less than $25,000) ($25,000 to $100,000) 1. Define Terms of 1. Define Terms of 1. Define Terms of Reference Reference Reference 2. Identify qualified 2. Identify qualified 2. Identify qualified consultants consultants consultants 3. Select qualified 3. Solicit "Expression of 3. Solicit "Expression of consultant Interest" from two to Interest" from up to five consultants ten consultants 4. Negotiate terms of agreement 4. Apply criteria; 4. Short list (max.6) optional interviews 5. Make recommendation to with consultants; 5. Call for "Request for Executive Committee for written evaluation. Proposition" approval if over $2,500. 5. Select consultant. 6. Apply selection criteria; interviews 6. Negotiate terms of with consultants; agreement. written evaluation. 7. To Executive Committee 7. Select consultant. for approval. 8. Negotiate terms of 8. To Authority for agreement. approval if over $100,000. 9. Make recommendation to Executive Committee for approval if over $2,500. 10.To Authority for approval if over $100,000.