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HomeMy WebLinkAboutCommittee to Study the Reorganization of the Authority Committee System 1982 ~ , CR-1 the metropolitan toronto and region conservation authority minutes COMMITTEE TO STUDY THE RE-ORGANIZATION OF THE AUTHORITY COMMITTEE SYSTEM #1/82 The above Committee met at the Authority office, 5 Shoreham Drive, Downsview, on 1982 04.06 0930 PRESENT G. Henderson W R. Herridge, Q C. Ms. S. Nimmo G.B. Sinclair Mrs N Stoner Mrs H.D. Sutter Dr. W.M Tovell Dr J.K. Reynolds Mrs F. Gell K.G. Higgs Election of Chairman Nominations were called for the office of Chairman Mrs H.D Sutter was nominated by G B Sinclair Res #l Moved by: W.R. Herridge, .Q.C. Secondec;1 by:. Mrs. N. Stoner RESOLVED THAT nominations for the office of Chairman of the Committee to study the Re-Organization of the Authority Committee System be closed. CARRIED. Mrs H D Sutter was declared elected. The Chairman asked for the result of the survey of members asking if more meetings could be attended There were 33 replies, 11 no's, 22 yes', some qualified, and the point was raised whether this Committee should continue in view of this result, but it was suggested that another poll be taken later when there is something more positive to suggest A general discussion followed, at which the following points were raised - - Aim of this Committee: To restructure for greater satisfaction and more meaningful involvement of members. _ Lacking in present structure is follow through after attending an Advisory Board meeting. - No continuity with only five Authority meetings a year. - Needed is a sense of belonging and an opportunity to have input Training ground needed? _ Only Executive Committee can make decisions, and therefore only on this committee does one feel that one is contributing something. _ Should Boards be able to follow through, and Executive be a co-ordinating body? - Should a time limit be put on length of service on Executive Committee? _ Does present committee structure fit into and really mesh with the operations of the Authority? - Do we need a Land Acquisition Committee? - Should Information & Education be split into two? CR-2 . . -2- - Would an earlier idea work now? viz Disband Flood Control Board and beef up Watershed Boards, or abolish Watershed Boards and beef up Flood Control - Excellent presentation at Budget meeting Could this not be done to make other meetings more meaningful? - The members of the Authority are appointed by the municipalities and the Province, and the Authority' has to work its schedule of meetings around the commitments of members, and sometimes it is even difficult to get a quorum - Tours are not well attended and neither is Orientation Day - Advisory Boards are well attended. Authority appointees bring expertise and special interest to their Board. Should not be abolished - Is Authority too large for adequate involvement of all members? - In 25 years Authority has changed and therefore role of committees has changed. The operation of the Authority is now large and sophisticated and it is more difficult for individual members to feel personally involved. - Would changing name of Flood Control to Water Management help to give new perspeetive? - Environmentally sensitive matters must go to Watershed Boards because they are directly involved With the size of Authority, members tend to relate to their own area only Should this be encouraged? - What is the purpose of serving on a Board? Is it to acquire information, or is it to contribute to decision-making? - One vi our aims should be to improve Authority re1ation~ with member mUl.icipalities through the municipal political appointees to the Authority: - Are there any Boards that should be combined? - Do Chairmen of Boards keep their Vice Chairmen well informed? How do Chairmen see their terms of reference? - Is there inadequate communication? RECOMMENDATIONS IT WAS AGREED AND THE COMMITTEE RECOMMENDED THAT a sub-committee meet April 21 to take a whole new look at committee system, the sub-committee members being Mrs H D. Sutter, Mrs N Stoner, Ms S. Nimmo and Dr W Tovelli THAT an analysis of replies to survey be provided; THAT staff be asked to supply a listing of functions performed by the Authority; THAT Chairmen of Boards be asked to supply their view of their terms of reference, and how they see the role of their Vice Chairmen; r~ THAT the next meeting of the full Committee be held May 17, 1982 at 9 30 a.m. The meeting adjourned at 12.10 p m. . em fi.l:'" .I:'" .c.l~ 1.).L ^ fi \.,J;\.-~ , ANALYSIS OF SURVEY Question: "Are you prepared to commit more time for attendance at additional Committee meetings of the Authority?" Number mailed out during first week of March 1982 - 51 Number of replies received by letter 20 Number of replies solicited by telephone 13 TOTAL NUMBER OF ANSWERS 33 Executive Committee Vice Chairmen Members TOTAL NO 5 0 6 11 YES 1 8 13 22 QUALIFIED YES* 1 3 * If an agenda of legitimate items If ample notice of meetings given If held at night or on Saturdays If held on Thursday afternoons. Elected Officials Citizen Appointees NO 7 4 11 YES 8 14 22 . , --~ cg=~ the metropolitan toronto and region conservation authority ~ minutes COMNITTEE TO STUDY THE REORGANIZATION OF THE AUTHORITY COHHITTEE SYSTEH 1982 06 08 Heeting #2 The above Committee met at the Authority offiee, 5 Shoreham Drive, Downsview, on 1982 06 08 0930 PRESENT Chairman Mrs H Dianne Sut.ter Members G Henderson W.R Herridg.e, Q C Dr WM Tovell Authority Viee Chairman Mrs F Cell I K G Higgs W.A HcLean , ABSENT Members Ms S Nimmo G.B Sinclair Mrs N. Stoner The Committee considered the fOllowing items 1 Report of the Sub-Committee 2. Draft schedule of times of meetings 3 Some suggestions from David Fleet IT WAS AGREED AND THE COMMITTEE RECOMMENDS THAT the Record of Meeting #3 of the Sub-Committee be approved, as amended IT WAS AGREED AND THE cOHMITTEE RECOMMENDS THAT the draft schedule of meetings be prepared based on the discussions at the meeting .I IT WAS AGREE~ AND THE COMMITTEE RECOMMENDS THAT the Chairman and the Secretary of the Committee be requested to prepare a draft report whieh shall be considered at a meeting scheduled for Tuesday, June 29, 1982, prior to submission to the Executive Committee ADJOURNMENT The meeting adjourned at 12 50 P m -- \ I i ---- - ----- ---- ----_.-----._- ---- -- _. .-.- - ---- - -------- .---_... CR-5 DRAFT REPORT OF THE COMMITTEE TO STUDY THE REORGANIZATION OF TBE AUTHORITY CO~WITT~E SYSTEM INTRODUCTION At Meeting *2/02 held Mareh 12, 1982, the Authority passed the following resolution recommended by the Executive Committee Res. #36 Moved by Mrs H D Sutter Seconded by \'1 R Herridge, Q C TIiAT Resolution #20 of Executive Committee Meeting #2/82 not be adopted; THAT a committee be appointed to study the re-organization of the Authority committee system, and that the cOIDnlittee include Mr. G Bruce Sine lair Mrs Dianne Sutter Dr Walter Tovell Mr Gavin Henderson Mrs Norah Stoner , Mr vT R Herridge, Q C Ms Sandy Nimmo Ex officio Chairman and Vice-Chairman of the Authority TIiAT the ~~airman of tile Authority call the first meeting of the committee as soon as possible; TIlAT the eommittee elect a chairman from arnqng its membership at its firs 1:. meetlng THAT Mr. K G. Higg s act as secretary to the committee: THAT the written poll be reviewed by the committee and reported on to the executive committee; ~~~D FURTHER THAT 1:.he committee report to the Executive Committee prio~ to 1982 09 15, which "'Jill, after discussion with the eommittee, bring recommendations to the Authority CARRI.ED: Minutes of the meetings of the Sub-Committee are appended for information WATERSHED ADVISORY BOARDS THE COMMITTEE RECOMMENDS THAT consideration be given to the following recommendati.ons regarding the Watershed Advisory E>oards 1 A Consideration be given to the realignment of Watershed Advisory Boards on the following basis - Etobicoke-Mimico 1. I 2. Humber 3. Don-Highland 4. Rouge-Duffin-Petticoat-Carruthers B Responsibilities 1 Review and recommend on the existing program of the Authority within the area of the Watershed Advisory Boards to the Functional Advisory Boards 2. Recommend new actions or programs in the area of the Watershed Advisory Boards to Functional Advisory Boards 3. Provide for citizen input 4. Public forums to advance public knowledge of Natershed and Authority 5. Provide political advoeacy 6 Make progress reports to municipal eouncils within the ~'latersheds in person 7 Organize an annual tour of the Watershed for all members of the Boards and the Authority, and involving elected represen1:.atives at all levels CR-6 C Organization 1 Chairmen and Vice a.airrnen be elected from appointed members of the Authority living within the \-1atershed boundaries 2 All me-mbers of the Board should be resident in the \'i'atershed 3 The Board should have the power to recommend the addition of citizen members resident in the Hatershed, in a voluntary capaeity 4 The Board should have the power to form Sub-Co~nittees, eomprised of Authority members and citizen volunteers 5 The Board should meet a minimum of twice a year to carry-out its responsibilities. 6 The Chairman of Watershed Board should be a member of the Executive Committee, with the Vice Chairman as the alternate 7 A further review of this process should take place in three years FUNCTIONAL ADVISORY BOARDS THE COMMITTEE RECO~~1ENDS THAT consideration be given to the following recommendations regarding the Functional Advisory Boards 2 Consideration be given to a) The following Advisory Boards should be considered as the Functional Advisory Boards whi~h the Authority requires Water Conservation (formerly Flood Control & Water Conservation) Conservation Land 1>1anagement Waterfront Conservation (formerly Waterfront) Heritage Conservat.ion (formerly Historical Sites) Community Relations (formerly Information and Ed~cation) Administration and Finance (new) b) Responsibilities - Receive, review and recommend programs and. projects included in the Watershed Plan - Receive and review items referred to the Advisory Board by the Authority from the Executive Committee - Review recommendations of the Advisory Board that have not been adopted by the Executive Committee - Consider the annual budgets and amendments to buugetc for programs which come under the Board's jurisdiction - \ - Provide political advocacy - Organize tours e} Organization - Chairmen, Viee Chairmen and the majority of menbers of the Functional Advisory Boards should be members of the Authority - Chairmen and Vice Chairmen of the Functional Advisory Boards should be elected at large by the members of the Authority - The Chairman of a Functional Advisory Board should be a member of the Executive Committee, with the Vice Chairman as the i'llternate CR-7 - The maximum number of members for the Functional Boards be 14 - Within the limit. of 14 members and subject to the approval of the Authority, citizen members may be appointed - The Advisory Board should have the power to form sub-eommittees TERMS OF REFERENCE THE COMtUTTEE RECOMMENDS THAT eonsideration be given to the following recommendations regarding Terms of Reference 3 a) New Terms of Referenee should be developed for the proposed Watershed and Functional Advisory Boards and the Terms of Referenee should reflect the programs in the Watershed Plan b) Since the recommendations of the Committee are recommendations of principles of organization, detailed Terms of Reference for the Boards shou ld be developed by the Committee to St~dy the Reorganization of the Authority Committee System OTHER THE COMMITTEE RECOMMENDS THAT consideration be given to the following t recommendations , 4 The appropriate Board Chairmen and Authority members sitting on municipal councils should receive copies of eorrespondence relating to project and policy matters forwarded from the Authority to munieipalities for consideration and approval, and should be briefed respecting such matters in order that they can better represent the Authority's position 5 Terms of reference should be developed for Authority members, including an indication of the number of meetings planned, for the guidance of municipalities and prospective members 6. Advisory Boards should be appointed annually and members should be provided -with the Terms of Reference of all Functional Advisory Boards that they may select the Advisory Board of their choice APPENDIX A - Functions of the Authority ... B - Authority decision-making process C - Present Committee System D - Proposed Committee System E - Suggested Schedule of Meetings. - \ - ~1EETING U/82 OF THE FULL COMMITTEE, April 6, 1982 The Committee took the following action 1 Elected Mrs H Dianne Sutter Chairman of the Committee 2 Adopted the following recommendations THAT sub-con~ittee meet April 21 to take a whole new look at committee system, the sub-committee members being Mrs H D Sutter, Mrs N Stoner, Ms S Nimmo and Dr W Tovell: THAT an analysis of replies to survey be provided: THAT staff be asked to supply a listing of functions performed by the Authority; THAT Chairmen of Boards be asked to supply their view of their terms of referenee, and how they see the role of their Vice Chairmen; AND THAT the next meeting of the full Committee be held May 17, 1982, at 9.30 a m MEETINGS OF THE SUB-COMMITTEE , At Meeting U/82, April 21, 1982, the Sub-Committee took the following action - Reviewed an outline of the functions of the Authority prepared by the staff. The Sub-Committee made the following reeommendations THAT the report of the functions of the Authority as prepared by the staff be approved as amended; THAT the staff be asked to prepare an outline of the decisions that must be made by the Authority and where the responsibility for the making of these decisions is established in the present organization of the Authority; THAT a further meeting of this Sub-Committee be held on ~'lednesda.f, May 5, 1982, at 9 30 a m At Meeting #2/82, May 5, 1982, the Sub-Committee considered the fol~owing items 1- Review of decision making process within the Authority 2 Structure and responsibilities of Watershed Advisory Boards 3. Required additional meetings The Sub-Committee made the following recommendations 1- The descriptive eharts outlining the decision making process in the Authority be appended to this record and forwarded to the Committee for information - 2a. Consideration be given to the realignment of Watershed Advisory Boards \ on tl1e following basis A 1- Etobicoke-Mimico 2. Humber 3. Don Highland 4. Rouge-Duffin-Petticoat-Carruthers B Responsibilities: 1- provide for citizen input 2. provide political advocacy 3. review and recommend on the program of the Authority to the Functional Advisory Boa~ds 4. recommend new actions or programs through to Functional Advisory Boards 5 make a progress report to the municipal councils in person 6 organize an annual tour of the watershed ~-:;7 C Organization 1 Chairman and Vice Chairman be elected from appointed members of the Authority living within the watershed boundaries 2. Committee/Board should have power to add citizen members in a "volunteer" capacity 3 That Committee would have power to appoint Sub-Committees 4 Committee should meet a minimum of once a year t.o car.ry out their responsibilties 5 Chairman of Watershed Board would be a member of Executive Committee 6 A device for ensuring that each Watershed r-dvisory Board is represented on the Functional Advisory Boards should be considered 2b In addition to the specifi.c recommendations with respect to Watershed Advisory Boards, the Committee discussed the need for 1 Terms of Reference for Authority members, including attendance standards 2 A mechanism for timely briefing of members on issues to be considered 3 A mechanism for determining and reflecting municipal interests At Meeting #3/82, May 17, 1982, the Sub-Committee made the following recommendations 1 The revisions to the Record of Meeting No 2 discussed and agreed on be included in the report to the full Committee Dr Tovell made a presentation outlining his analysis of the role of the Functional Advisory Boards, relating their function to the funetions of the Authority as set out in the Authority's Watershed Plan 2 a) The following Advisory Boards should be consic.ered as the Functional Advisory Boards which the Authority requires Finance and Administration Water Conservation (formerly Flood Cont~ol) Conservation Land Management \'laterfront Heritage Conservation (formerly Historical Sites) Community Relations (formerly Information and Education) b} Responsibilities - The present terms of reference for the existing Advisory Boards should be reviewed and consideration given to adding the following responsibilities - Receive and review recommendations of Watershed Advisory Boards - Consider the annual budgets for programs which come under the Boards' jurisdiction - - New terms of reference be drawn up for the proposed Finance and \ Administration Advisory Board - Consider items referred back to the Board by the Executive Committee c) Organization - Chairmen, Vice Chairmen and the majority of members of the Functional Advisory Boards be members of the Authority - Chairmen and Vice Chairmen of the Functional Advisory Boards be elected at large by the members of the Authority - Chairmen of the Functional Advisory Boards have a seat on the Authority's Executive Committee - The maximum number of members for the Functional Boards be 14 -- --- --- -- CR-IO - \'lithin the limit of 14 members and Gubje>et to the approval of the Authority, additional citizen members may be appoint.ec. - The Advisory Boards would have the power to form sub-committees 3 The staff be requested to consolidate the reports of the three meetings held by the Sub-Committee into one report to be considered by the full Committee at a meeting to be held TueGday, June 8, 1982, eommencing at 9 30 a m in the Authority's Administrative offices , - \ - CR-ll APPENDIX E SUGGESTED SCHEDULE OF MEETINGS 1983 Month Week I Watershed Funetional I Executive Authority - -I I Jan , 1 I I I I 2 I I U8 (1982) I I 3 I I I I 4 I I I Feb 1 I #1 Meeting I I I 2 I I I U Annual I I I 3 I I u I I I I 4 I I I #2 Dudget I I I , I I I Mar 1 J I #2 Meeting I I I I I 2 I I I I I I 3 I #2 I I I 4 I I I I 5 I I I I I I 1 Apr il 1 -#3 Meeting I I I I 2 I I I I I I 3 I #3 I I I 4 I I "' I I I I May 1 Meetings I I #3 Meeting I I I 2 I I I I I 3 I I H I I 4 I I I June 1 #4 Meeting I I - 2 I I \ 3 I #5 #4 Meeting I 4 I I I I 5 I I I I I I I I I July 1 I I I I I I 2 , I I I I I I I 3 1 I I #6 I I I I I 4 I I I I CR-12 - 2 - Month Week I Watershed I Funetional I EXE'cutive ~ Aut"horitv -\ I I I Aug 1 \ I I I I I I I 2 \ I I I I I I - I 3 I I I #7 I I I I I 4 I I I I I I I I 5 I I I I I I I I I I Sept. 1 I #5 Meeting I I I I I 2 I I I I I I 3 I I #8 I I i 4 I I t I Oct. 1 I TOUR I I I 2 I I ~5 Prel Budget I I 3 I \ #9 I I 4 I I I I I I I I I I I 1 Nov. 1 \ I #6 Meeting I I I I I I 2 I I I I I I I I 3 I I I HO I I I I I 4 I I I I I I I I 5 I I I I I I I I I I I 1 Dee 1 I I I I I I I I 2 I \ I HI 1 I I I I 3 I I I I I I I I 4 I I I I NOTE 1 All other meetings of the Functional and Watershed Advisory -- Boards, Executive committee and Authority at call of the Chairman \ 2 Where there is insufficient business for a regularly scheduled meeting of the Functional Advisory Board, the Chairman of the Board shall have the authority to eancel same c... - J , CR-13 the metropolitan toronto and region conservation authority . ~ mU1Ul\.eS CC~~ITTEE TO STUDY THE REORGP~IZATION Meeting #3 OF THE AUTHORITY COHMITTF;F. SYSTEH 1982 06 29 The above Committee met at the Authority office, 5 Shoreham Drive, Downsview, on 1982 06 29 09 30 PRESENT Chairman Mrs. H Dianne Sutter Members G. Henderson WR Herridge Ms S Nimmo G.B. Sinclair Dr WM Tovell Authority Chairman Dr J.K Reynolds I Authority Viee-Chairman Mrs F Gell K.G. Higgs , ABSENT Member Mrs. N Stoner The Committee discussed and amended the draft report for presentation to the Executive Committee RES *2 Moved by W. R. Herridge Seconded by Dr. W M. Tovell THAT Mr David Fleet's letters be received and he be thanked for his contribution CARRIED RES #3 Moved by Ms. S. Nirrnno Seeonded by G Henderson THAT the report and recommendations, as amended, be adopted~ THAT the Committee reeommends that the Executive adopt the report and recommendations in principle~ THAT, subjeet to the adoption of the report and recommendations by the Executive Committee, this Committee be directed to prepare a report and recommendations on Authority regulations, on rules for the conduct of the Authority and Terms of Referenee of the Advisory Boards~ AND FURTHER THAT these recommendations be implemented no later than January 1st, 1983 IT WAS AGREED k~ THE COMMITTEE RECOMMENDS THAT, subject to approval of the recommendations by the Executive Committee, a meeting of this Committee be scheduled for Thursday, !>ugust 5th, 1982, at 9 15 a m The meeting adjourned at 12 10 P m. Mrs. H. Dianne Sutter, Chairman K G. Higgs, General Manager 1982 07 06 em CR-14 - 1 - REPORT OF THE CO~~ITTEE TO S~UDY THE REORGANIZATION OF THE AUTHORITY CO~U1ITTE~ SYSTEM INTRODUCTION At Meeting #2/82 held March 12, 1982, the Authority passed the following resolution recommended by the Executive Committee Res #36 Moved by Mrs H D Sutter Seconded by W R Herridge, Q C THAT Resolution #20 of Executive Committee Heeting #2/82 not be adop~ed; THAT a committee be appointed to study the re-organization of the Authority committee system, and that the committee include: Mr G Bruce Sinclair Mrs Dianne Sutter Dr. \'lalter Tovell Mr Gavin Henderson Mrs Norah Stoner Mr. W R Herridge, Q C. Ms. Sandy Nimmo I Ex officio Chairman and Vice-Chairman of the Authority THAT the Chairman of the Authority call the first meeting of the co~~ittee as soon as possible; THAT the eommittee elect a chairman from among its membership at .its first meeting THAT Mr K G Higgs act as secretary to the committee; THAT the written poll be reviewed by the committee and reported on to the exeeutive committee; AND FURTHER THAT the committee report to the Executive Committee prior to 1982 09 15, which will, after discussion with the committee, bring recommendations to the Authority CARRIED; WATERSHED ADVISORY BOARDS THE CONMITTEE RECOMMENDS THAT consideration be given to the following recommendations regarding the Watershed Advisory Boards 1 A Consideration be given to the realignment of Watershed Advisory Boards on the following basis 1- Etobicoke-Mimico 2. Humber 3 Don-Highland 4. Rouge-Duffin-Petticoat-Carruthers B Responsibilities 1 Review and recommend on the existing program of the Authority within the area of the Watershed Advisory Boards to the Functional Advisory Boards 2. Recommend new aetions or programs in the area of the Watershed Advisory Boards to Functional Advisory Boards 3. Provide for citizen input 4 Public forums to advance publie knowledge of Watershed and Authority 5. Provide political advocacy 6. Make progress reports to municip~l councils within the Watersheds in person 7. Organize an annual tour of the Watersheu for all members of the Boards and the Authority, and involving elected representatives at all levels - 2 - CR-lS c Organization 1. Chairmen and Vice Chairmen be elected from appointerl members of the Authority living within the Watershed boundaries 2 All members of the Board should bE' re:;ident in the Watershed 3. The Board should have the power to reeornmer.d to the full Authority the addition of citizen members rp.sident in the Watershed, in a voluntary cupacity 4. The Board should have the power to create Sub-Committe~s, and appoint members thereof, composed of Authority members and citizen volunteers 5. The Board should meet a minimum of twice a year to carry out its responsibilities. 6. The Chairman of Watershed Board should be a member of the Executive Committee, with the Vice Chairman as the alternate. 7. A further review of this process should take place in three years. FUNCTIONAL ADVISORY BOARDS THE COMMITTEE RECOMMENDS THAT consideration be given to the follo~ing recommendations regarding the Functional Advisory Boards 2. Consideration be given to: a) The following Advisory Boards should be considered as the Functional Advisory Boards which the Authority requires: Water Conservation (formerly Flood Control & Water Conservation) Conservation Land Management * Wate~front Conservation (formerly Waterfront) Heritage Conservation (formerly Historica~ Sites) Community Relations (formerly Inform~tion and Education) Administration and Finanee (new) b) Responsibilities - Receive, review and recommend programs and projects included in the Watershed Plan, and new iniatives - Receive and review items referred to the Advisory Board by the Authority from the Executive Committee - Review recommendations of the Advisory Board that have not been adopted by the Executive Committee - Consider the annual budgets and amendments to budgets for programs which come under the Board I s jurisdietion - Provide political advocacy - Organize tours c) Organization - Chairmen, Vice Chairmen and ele majority of members of the Functional Advisory Boards should be members of the Authority - Chairmen and Vice Chairmen of the Functional Advisory Boards should be elected at large by the members of the Authority * It is recommended that the role of the Waterfront Board be reviewed when the Minister indicates the future role of the M.T.R C A. in the Waterfront. .. CR-16 - 3 - - The Chairman of a Functional Advisory Board should be a member of the Executive Committee, with the Vice Chairman as the alternate. - The maximum number of members for the Functional Boards be 14 - Within the limi t of 14 members and subject to the approval of the Authority, citizen members may be appointed - The Advisory Board should have the power to fonn sub-eommittees 'fERMS OF REFERENCE THE COMMITTEE RECOMMENDS THAT consideration be given to the following recommendations regarding Terms of Reference: 3. a) New Terms of Reference should be developed for t~e proposed \olatershed and Functional Advisory Boards and the Terms of Reference should reflect the programs in the Watershed Plan b) Since the recommendations of the Committee are recommendations of principles of organization, detailed Terms of Reference for the Boards should be developed by the Committee to Study the Reorganization of the Authority Committee System OTHER THE CmlMIT1'EE RECOMMENDS THAT consideration be given to the following recollllnenda tions: 4 The upp~opriate Board Chairmen and Authority members sitting on rllunicipal councils should recelve eopies of corresponde~ce relating to project and poliey matters forwarded from the A~thorlty to municipalities for consideration and approval, and should be briefed respecting such matters in order that they can better represent t:he Authority's position 5 Terms of reference should be developed for Authority members, including an indication of the number of meetings planned, for the guidance of munieipalities and prospective members 6 Advisory Boards should be appointed annually and members should be provided with tpe Terms of Reference of all Functional Advisory Boards that they may select the Advisory Board of their choice APPENDIX A - Suggested Schedule of Meetings B - Proposed Committee System C - Present Committee System D - Authority decision-making process E - Functions of the Authority F - Municipal Representation in proposed Watershed Advisory Board areas CR.-I? APPENDIX "A" SUGGESTED SCHEDULE OF MEETINGS 1903 Month \'leek I Watershed I Funetional I Exeeutive I Author i ty. - -, I I I Jan 1 I I I I I I 2 I U8 (1982) I I I 3 I I I I 4 I I I I I I Feb 1 , U Meeting I , I I I 2 I I I #1 Annual I I I 3 I I I u I I I 4 , , #2 Budget , I I I I Mar 1 I #2 Meeting I I I 2 I I , I I 3 I I #2 I 4 1 I I 5 I I I April 1 t3 Meeting I 2 3 #3 I I 4 I , . I I I I May 1 I Meetings I #3 Meeting I I 2 I I I I 3 I #4 I I I 4 I I I I I I I June 1 I #4 Meeting I I I 2 I I I I 3 I #5 I #4 Meeting I I 4 I I I I 5 I I I I CR-18 - 2 - Month Week I Watershed I Functional I Executive I Authority - -I I I I Aug 1 I I I I I I I I 2 1 I I I I I 3 I I I *7 I I I 4 I I I I I 5 I I I I I I Sept 1 I #5 Meeting I I I I I 2 I I I I I I 3 I I *8 I I I I 4 . I I , I I I I I I I Oct 1 I TOUR I I I I I 2 I I *5 Pre1 Budget I I 3 1 i9 I I 4 I Nov 1 *6 Meeting 2 3 I *10. I 4 I I I . 5 I I I Dec 1 I I I I 2 I I I I 3 I I Ul I I I 4 1 I I NOTE 1 All other meetings of the Functional and Watershed Advisory Boards, Executive Committee and Authority at call of the Chairman 2 Where there is insufficient business for a regularly scheduled meeting of the Functional Advisory Board, the Chairman of the Board shall have the authority to cancel same 3 Schedule dates be arranged to avoid conflict with Council meetings PKU~U~EU ~UMM~llE~ ~r~l~M Watershed Advisory Functional Advisory Boards Boards Authority Etobicoke-Mimico - Finance and I--- Administration Humber Water Conservation - 10- '- 7 / " ~ Don Highland Waterfront f--- - 'U tIj Z 0 H X Rouge Duffin I-- - Conservation Land = Petticoat Carruthers Management 0::1 = Executive Committee f--- Heritage Conservation - Community Relations ./ "- ~ ....... /' I-' \.0 PRESENT COMMITTEE SYSTEM ~ tv 0 Watershed Advisory Functional Advisory Boards Boards - Authority Etobicoke-Mimico - Flood Control f- I Humber - Waterfront f- :t:' "tI "tI tI:l J \ z Don Conservation Land 0 - - H Management x n = , Rouge Duffin - Historical Sites Highland Petticoat - Executive Committee -- - - -.- - - - - - - - / Information and F1nance and Personnel "- Education - <; AUTHORITY DECISION MAKING PROCESS Watershed Advisory Board Functional Advisory Board Conslders Determines Actlon Taken Conslders Determines Action Taken Program Inputs response to matters recommends to Executive I npu ts - weight to be - amend - tours of special interest or Functional Advisory - citizen given inpu ts - re conune nd - staff reports Board - municipal - goals - not reconunend - seminars - provincial - objectives - refer back - members - policy - staff - eriteria - standards - content - problem analysis - alternatives ~ '0 t'l z Budget I npu ts - weight to be - as above 0 H projeets - municipal given inputs X Master Plans - provincial - cos ts = - members - priorities 9 N/A N/A N/A - s taf f - technical content - eonsistency with program - impact on future - alternatives Activity progress reports work program priority - as above progress receives report RECOMMEND TO EXECUTIVE COMMITTEE ~ N ~ ~ tv N - 2 - Executive Committee Authority Considers DetermInes Actfon Taken ConsIders DetermInes ActIon Taken Program Inputs inter program impacts - amend - Exeeutive Committee - policy - approve - advisory board - recommend report - priority - not approve report - not recommend - direction - refer back - mandate - refer back - political accepta- - amend - consistency bility - manda te Budget Inputs - inter-division - as above - Executive Co~~ittee - priority - as above Projects - advisory board - priorities report 11aster Plans report - funding - politieal accepta- - mandate bility - financial impact - finaneial impacts on funding agencies - future impacts Activity - staff reports - financial control - approves* - Exeeutive Committee - multi-year - as above finaneia1 impact - contracts - approves report agreements - reeei ve for approvals required - property acquisition - approves - Executive decisions - Authority information required - agreements - approve/reeommend proeedures - procedures - approve/recommend - personnel - fill & construetion - approves policy permits - personnel policy - approves - salarIes and wages - approves - food service - recomends - security - approves RECOMMEND TO AUTHORITY .... CR-23 APPENDIX '-E" TO: COlluni t tee to Study the Re-Organization of the Authority Committee System. DATE: 1982.04.15 FROM: General Manager Re: FUNCTIONS OF THE AUTHORITY As a result of discussion at the first meeting of this cOITIlni t tee, staff were requested to prepare a report outlining the 'Functions of the Authority'. I. The Authority functions within the context of the Conservation Authorities Act R.S.O. 1980 Chapter 85. The most general e>..pression of the function of the Authority is set out in the Act, Section 20:- "The objects of an Authority are to establish, and undertake, in the area over which it has jurisdiction, a program designed to further the conservation, restoration, development and management of natural resources, other than gas, oil, coal and minerals. " II. The program of the Authority is set in the Watershed Plan which describes the next level of function in terms of the follm'ling program components. EROSION & SEDUmNT CONTROL The goal of the" E~osion and Sediment Control Program is to m~nimize the hazards of erosion to life and property, and to improve the quali ty of the streams and lakes through selective controls on sediment sources. FLOOD CONTROL To undertake a comprehensive program of flood control designed to prevent, eliminate, or reduce the risk of hazard to life and property, wh i Ie cognizant of the natural attributes of the valley system. STORM WATER MAlJAGEMENT It is the goal of the Authority to promote sound storm water management practices which will ensure adequate flood and erosion protection and will enhance the environmental, aesthetic, and recreational potential of urban watercourses. WATERFRONT DEVELOPMENT The goal of the Waterfront Development Program is to create a handsome waterfront, balanced in its land uses, which will complement adjacent areas taking cognizance of existing residential development and making accessible, wherever possible, features which warrant public use, and to undertake comprehensive shoreline management designed to prevent, eliminate, or reduce the risk of hazard to life and property, while cognizant of the natural attributes of the lake front se r. ting. CR-24 CONSERVATION LAND ~\NAGEMENT The goal of the Conservation Land Management Program is to contribute to the quality of land and water resources through a comprehensive program of conservation land management, including forest management, wildlife habitat improvement, stream improvement, source area protection and conservation land planning. WATERSHED RECREATION The Watershed Recreation Program's goal is to continue to provide opportunities for public access to Authority lands, whe re the public can engage in ou'tdoor activities requiring a natural setting and acquire an appreciation of the Region's resources through recreation. HERITAGE CONSERVATION The Authority's goal is to protect the heritage conservation resources which occur on its lands where such resources are shown to be of regional significance; and to restore and interpret to the public the historical importance of selected heritage conservation resources. In addition to these direct conservation functions, the Authority performs service functions which promote and administer the conservation func'tions. COMMUNITY RELATIONS PROGRAM The goals of the Community Relations Program are to communicate .- objectives to watershed residents, Authority goals, and programs report on achievements through public support, create a\vareness of the importa~ce of the watershed concept of conservation and engender a positive attitude toward the Authority and its programs. L.1\ND ACQUISITION The goal of the land acquisition program is to service the flood control, waterfront, and conservation land management programs through acquiring hazard and c::onservation land in order to protect it against unwise land use which would affect the ability of the land to perform its natural functions and to conserve significant and sensitive land for the benefit of the people of the region. FINANCE & ADMDHSTRATION, AND SENIOR ~VU~AGEMENT The goal of the Finance & Administration and Senior Management program is to provide management direction, financial, accounting, property, payroll, legal and office management services for the administration of the Authority's conservation programs. CR-25 III The most detailed description of Authority functions is set out in the description of acti~ities in the program components which make up the watershed plan: FLOOD CONTROL AND WATER CONSERVATION ADVISORY BOARD Erosion and Sediment Control - administration of Authority regulations - review municipal and provincial plans - review subdivisions - plan, design, and undertake remedial measures - environmental monitoring - land acquisition - for construction of works Flood Control - administration of Authority regulations - review municipal & provincial plans - review subdivisions - operate Flood Warning system - operate Flood Forecasting system - co-ordinate municipal flood emergency response - plan, design, construct remedial measures, maintain and operate - hydrologic modeling - environmental monitoring. - land acquisition - for hazard lands - for construction of works Storm Water Management - review of municipal plans - review of subdivisions - preparation of Master Drainage Plan, Part I - innovation of Storm Water Management policy and technology. WATERFRONT ADVISORY BOARD Waterfront Development - administration of Authority regulations - review of municipal, provincial & federal plans - review of subdivisions - environmental monitoring - market analysis and recreation needs study - coastal engineering - plan, design, construct waterfront area - plan, design, construct, shoreline management remedial measures - advise and co-ordinate waterfront interests with other agencies - land acquisition - for shoreline hazard lands - for construction of works U{-~b CONSERVA'1'ION Ll\ND Mi\Nl\GEHENT l\DVISORY BOARD Conservation Land Hanagement _ conservation planning and management of Authority lands including reforestation, tree and shrub planting, stream improvements. _ reforestation: tree and shrub planning and planting services for private and municipal lands - woodlot management on Authority lands - environmental monitoring and inventory - land acquisition _ environmentally sensitive areas and critical source areas - research - agricultural land leases _ management services for Metro Toronto land fill restor~tion - agent for M.N.R. - SPOF program - operate Authority nursery - liaise with M.N.R. for program delivery Watershed Recreation - market research and recreation needs study - plan, design and construct Conservation Areas - maintain and operate Conservation Areas - supervise food services _ provide central maintenance services for Authority - provide safety services for Authority - manage rec(eation skills programs - liaise with mun~cipalities for municipal recreation use of Aue"lOri ty lands - environmental monitoring and inventory - manage vehicle and equipment inventory - archeology surveys ' - promotion of programs and facilities - land acquisition - for buffer lands to preserve integrity of conservation areas. HISTORICAL SITES ADVISORY BOARD Heritage Conservation - plan, design, construct Black Creek pioneer Village - research and advise on management of Authority historical sites - operate and maintain Black Creek Pioneer Village - supervise food services Black Creek Pioneer Village _ historical research for authenticity of Black Creek Pioneer Village - develop and maintain historical collection - develop and manage visitor programs - major source of historical information for study and researches - market analysis - promotion of programs and facilities J CR-27 INFORMATION AND EDUCATION ADVISORY BOARD - Community Relations Program - co-ordinate and provide technical service for Division promotion of programs - Public Relations - public information reports and brochures - public information programs - audio visual services - photographic and graphic services - news releases - staff and member information - plan, design, develop Conservation Education services and facilities - supervise food services - plan, design, develop facilities and programs at Kortright Centre - manage, maintain and operate Conservation Education centres and Kortright - liaise with school boards for conservation education interpretive program EXECUTIVE COMMITTEE AND AUTHORITY Finance, Administration and Senior Management Program - guidelines for the preparation of preliminary budget estimates - preparation and review of Authority preliminary budget and multi-year forecast - preparation of the Authority annual budget - review and recommend budget adjustments - review program and financial progress on a quarterly basis - consider and recommend fees for permits issued by the Authority for the occupation and use of lands and ,"orks, vehicles, recreation, educational and historical services of the Authority - presentation of Authority budgets and other matters of a financial nature to the Ministry of Natural Resources and member municipalities of the Authority as required - review and recommend the annual Authority audit, MNR audit and any other audits as required - review and recommend accounting controls to ensure the safeguarding of Authority assets and testing the accuracy and reliability of financial records - review and recommend administrative controls for evaluation procedures for measuring effectiveness of POlicies, programs and operations - review and recommend Authority financial management systems, including data processing, purchasing POlicies and procedures, and policies and procedures for the disposal of assets - review and recommend Authority personnel policies and personnel management systems, including staff organization system, job evaluation and classification, salary and wage adjustments, benefit program, occupational health and CR-28 safety, s~aff appointments und ten:lina t.Lons, employee suggestion awards, and employee recognition policy - land acquisition, including property valuation, negotiation for acquisition, legal services, property records, property administration, taxes, leases, rents, maintenance, landlord function of Authority, easements, and sale of land. - agendus and minutes of Authority Executive Committee, advisory boards, and all st.anding and special committees - insurance - legal services (legal services are provided to various programs of the Authority, i.e. land acquisition, regulations, as well as general legal services of the Authority) - operations and maintenance of the administrative headquarters of the Aut.hority - provision of administrative services, printing, duplicating, copying to all Divisions of the Authority, including tele- phone and mailing services, supplies and office equiprllen t - food services - inventory - library In addition to the specific functions that are set out by program, there are functions which are common to all programs: Problem definition Planning Program and Project proposals Budget Preparation and Management Operation and Maintenance of facilities Environmental assessment Employee training Service on inter-agency committees .- IV TPe Authority carries out its function as follows: ( - citizen participation ( - municipal councils ( provincial ministries and agencies INPUTS ( - Authority members (individually and committees) ( - staff ( problem analysis ( ( technical expertise ( ( planning ( ( recommendation DECISION - Authority members adopt policies programs projects Annual Budget IMPLEMENTATION - Executive Committee and Staff. CR-29 APPENDIX "F" WATERSHED/MUNICIPALITIES (No. of Authority Members Resident) 'J'ERSHED PROV.ONT. METROIPEELIYORKIDURHAMIMONO/ADJALAI - I I I I obicoke-Mimico (10) - 5 5 I - I - I - I I I I I I mber (15) 2 5 3 I 4 I - I 1 I , I I I I n-Highland (17) 1 13 - I 3 I - I - I I I I I uge-Duffin-Petticoat- I I I I rruthers (9) - 1 - I 3 I 5 I - I I I I I I I I I TALS (51) 3 24 8 110 I 5 I 1 I . AREA OF WATERSHED IN MUNICIPALITY (as percentage) TERSHED I PEEL I YORK I DUP~ I METRO I MONO/ADJALA I I I I I I I obicoke-Mimico I 78 I -- I -- I 22 I -- I I I I I I I ,fiber I 44 I 36 I -- I 16 I 4 I I I I I I I n-Highland I -- I 33 I -- I 67 I -- I I I I I I I uge-Duffin-Petticoat- I I I I I I rruthers I -- I 45 I 50 I -- I 5 I -- ) -- - _. .---, CR- 30 -- ... - the metropolitan toronto and region conservation authori!y minutes CO~!ITTEE TO STUDY THE REORGM~IZATION OF THE AUTHORITY CO~~!ITTEE SYSTEM 1982 08 05 Meeting #4 The above Committee met at the Authority office, 5 Shoreham Drive, Downsview, on 1982 08 05 09 15 PRESENT Chairman Mrs H Dianne Sutter Members G. Henderson W R Herridge G.B Sinclair Dr. W M Tovell Author.ity Vice Chairman Mrs F Gell Staff W.A. McLean I ABSENT: Authority Chairman Dr. J K Reynolds Members Ms S Nimmo , Mrs. N Stoner Mrs. Sutter and Mr Henderson gave a verbal report of their impressions of the reaction of the Executive Committee to the report submitted to that Committee July 14, 1982 A general discussion followed in which the points raised by the Executive Committee were considered IT WAS AGREED AND THE COMMITTEE RECOMMENDS THAT this Committee proceed .....ith its ....ork; THAT the basic reeommendations submitted to the Executive Committee remain and be enlarged ~pon; AND FURTHER THAT the staff be asked to prepare the following in draft form for study by the Committee at i~s next meeting, September 21, 1982 1 Terms of reference for Executive, Functional and Watershed Boards 2 Recc~mendation - outlining changes, reason for changes and impaet of changes 3 Composition of boards IT WAS AGREED AND THE COMMITTEE RECOMMENDS THAT the following should be used as guidelines in preparing the terms of reference for the Executive Committee and the Administration and Finanee Advisory Board - EXECUTIVE COMMITTEE - - Forms final policy, if required - direct input from Advisory Boards \ - Initiates policy - directs to appropriate boards. - Initiates general policy - Overview - Reviews budget and recommendations - Committee reports - Land acquisition/legal - Fill regulations - permits and enforcement - Tenders - Legal services - litigation , \ I I n_ -.----- - --~--- --_._-~-- -- -- ----- - - --.---. ---.- - 2 - ,CR-31 ------ - Insurance operations - Liaison with Foundation - Intergovernmental liaison ADMINISTRATION AND FINANCE BOARD - Prepares guidelines on budget (including fees) - Budget review and presentation - Audit review (public and provincial) - Personnel - Staff reports - Insurance pacKage - Management syste:ns (e g purchasing poliey, telephone system) - Program performance appraisal Composition of Executive Committee - Chairman - Vice Chairman - Board Chairmen (10) Composition of Administration and Finance Board - Chairman - Vice Chai'rman - Chairman of Foundation - Representatives of four regions (elected officials) (4 ) - Provincial appointee (1 ) - Authority at.. large (6:t.) The next meeting of this Committee is scheduled for Tuesday, ,. September 21, 1982, at 2 00 P m , in the Humber Room The meeting adjourned at 11 45 a m Mrs H. Dianne Sutter, Chairman W E. Jones, Secretary-Treasurer -- \ , ern .- ~ CR-32 V the metropoiitan toronto and region conservation authority minutes COMMITTEE TO STUDY THE REORGANIZATION Meetina itS OF THE AUTHO~ITY COr~1ITTEE SYSTEM 1982 09 24 The above Committee met at the Authority office, 5 Shoreham Drive, Downsview, on 1982 09 24 09 30. PRESENT: Chairman Mrs H. Dianne Sutter Members W.R. Herridge, Q.C. G.B. Sinclair Mrs N Stoner Staff K.G. Higgs ABSENT: Members G. Henderson Ms. S Nimmo Dr. W. Tovell Dr. J. Keith Reynolds' comments on the last meeting were read and noted IT WAS AGREED AND THE COMMITTEE RECOMMENDS THAT the communication from K.G Higgs re Composition of Boards be received, and appended hereto, as amended, including the phrase "Simple majority of voting members must bE: member,s of the Authority" under Watershed Boards Same discussion fol10wec on the subject of quorum. IT WAS AGREED AND THE COMMITTEE RECOMMENDS THAT the quorum for Advisory Boards should remain at 50% . IT WAS AGREED AND THE COMMITTEE RECOMMENDS THAT staff amenc th~ Rules and Regulations of the Authority in accordanee with the recommendations cf thIs Committee; THAT the changes be typed in block capitals for easy reference; AND FURTHER THAT this draft be prepared for study by this Committee prior to the next scheduled meeting. The next meeting of the Committee to Study the Reorganization of the Authority Committee System is scheduled for Monday, November 15, 1982, at 9.30 a.m. at the Authority office. The meeting adjourned at 11.20 a.m. 1982 10.25 em CR- 33 THE FOLLOWING IS A REVISED DRAFT COMMUNICATION REGARDING COMPOSITION OF BOARDS - AMENDED AT MEETING #5 OF THE COMMITTEE TO STUDY THE REORGANIZATION OF THE AUTHORITY COMMITTEE SYSTEM At Meeting #4 of your Committee, the staff were asked to prepare, in draft form, proposals for the composition of the Boards for study by the Committee at its meeting scheduled for September 21, 1982 The staff are pleased to submit the following proposed compositions for consideration by the Committee - EXECUTIVE COMMITTEE The Executive Committee will consist of Chairman of the Authority Vice Chairman of the Authority Chairman of the Etobicoke-Mimico Watershed Advisory Board Chairman of the Humber Watershed Advisory Board Chairman of the Don-Highland Watershed Advisory Board Chairman of the Rouge-Duffin-Petticoat-Carruthers Watershed Advisory Board Chairman of the Water Conservation Advisory Board Chairman of the Conservation Land Management Advisory Board Chairman of the Waterfront Conservation Advisory Board Chairman of the Heritage Conservation Advisory Board Chairman of the Community Relations Advisory Board Chairman of the Administration and Finance Advisory Board The Vice Chairman of an Advisory Board shall be empowered to attend any or all meetings of the Executive Committee when requested, in the place and stead of the Chairman of his Advisory Board, and the said Vice Chairman shall exercise and have all the rights and privileges of the Chairman of his Advisory Board at such meetings The Chairman of The Metropolitan Toronto and Region Conservation Foundation, wheh such Chairman is a member of the Authority, would also be a member of the Executive '~TERSHED ADVISORY BOARDS . The composition of the Watershed Boards shall be: All Authority members resident within the respective Watershed Non-members of the Authority appointed to the Watershed Advisory Boards in accordance with Rules for the Conduct of the Authority, Item 6 Simple majority of voting members must be Authority members. FUNCTIONAL ADVISORY BOARDS The composition of the Functional Advisory Boards shall be Member of the Authority appointed by the full Authority Non-members of the Authority appointed to the Functional Advisory Boards in accordance with Rules for the Conduct of the Authority, Item 6 In accordance with the Rules for the Conduct of the Authority, item 3, "the Chairman and Vice Chairman of the Authority shall be ex-officio members of all Boards and Sub-Committees II The total number of members of the Boards will be in accordance with Regulation IV, item 13 (3 ) and (4 ) "No person shall serve on more than one functional advisory board at the same time. II "No functional advisory board shall have more than fourteen members. n \ - 2 _ CR- 34 ADMINISTRATION AND FINANCE ADVISORY BOARD The composition of the Administration and Finance Functional Advisory Board shall be: Members of the Authority who are elected officials and appointed by the four regions Member of the Authority appointed by the Prov~nce of Ontario Chairman of The Metropolitan Toronto and Region Conservation Foundation Up to eight members of the Authority '" . 1982.10.25 em CR-35 - 1 - D R AFT REG U L A T ION S made by THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY Adopted by Resolution #88/75 of the Authority at Meeting held Friday, November 21, 1975 and approved by the Minister of Natural Resources on the 15th day of January, 1976 under Section 30 of The Conservation Authorities Act, R.S.O. 1980. 1. In these Regulations "Authority" means The Metropolitan Toronto and Region Conservation Authority. 2. The Borrowing of money by the Authority shall be authorized by a resolution of the Authority. I EXECUTIVE COMMITTEE 3. Subject to an express intention in these Regulations to the contrary, the Authority delegates all its powers to the Executive Committee, except (a) those powers set out in Subclauses i, ii and iii of Clause (d) of Subsection 1 of Section 30 of The Conserva- tion Authorities Act, and (b) the power to enter into contracts of agreements which, if entered into, (i) would necessarily remain in force for more than one year from the coming into force thereof, and (ii) which are not necessarily incidental to a project approved pursuant to Section 24, Sub-section 1 of The Conserv~tion Authorities Act. (c) THE POWER TO APPOINT THE GENERAL MANAGER AND THE DEPUTY GENERAL MANAGER. 4. Notwithstanding Regulation 3(b), the Executive Committee has the power to enter into any contract or agreement in the nature of an easement in favour of The Government of Canada, the Province of Ontario, a Municipality or a body operating a public utility. CR-36 - 2 - 5. subject to the provision of Regulation 3, the powers delegated by the Authority to the Executive Committee include the power: (a) TO RECEIVE AND APPROVE, AMEND OR REJECT ANY RECOMMENDATION OF THE ADVISORY BOARDS OR COMMITTEES. A REJECTION OF A RECOMMENDATION SHALL BE COMMUNICATED TO THE ADVISORY BOARD FOR FURTHER STUDY: (b) TO REFER SPECIFIC MATTERS TO THE RELEVANT ADVISORY BOARD OR COMMITTEE FOR STUDY, CONSIDERATION AND RECOMMENDATIONS: (c) TO APPOINT COMMITTEES AS REQUIRED: (d) TO DEVELOP MATTERS OF POLICY AND RECOMMEND TO THE AUTHoRlry: (e) TO REVIEW AND AMEND THE PRELIMINARY AND ANNUAL BUDGET, MULTI-YEAR FORECAST AND AMENDMENTS THERETO, AND RECOMMEND TO THE AUTHORITY: ( f) TO ADOPT PURCHASING POLICIES to purchase the equipment and services necessary for carrying on the work of the Authority and to approve and authorize payment of all acco~nts within the approved budget of the Authority in ACCORDANCE WITH THE APPROVED PURCHASING POLICIES. (g) to enter into such contracts or agreements as are necessarily incidental to the works approved by the Authority: '" (h) TO ADOPT PERSONNEL POLICIES: . (i) to grant or refuse permission and to hold hearings to which the applicant shall be a party before refusing such permission, for the doing of those things within the area under the jurisdiction of the Authority which are set out in Clauses (b) , (e) and (f) of Subsection 1 of Section 27 of the Conservation Authorities Act, all as provided for in the said Section 27 of the Act as amended~ ( j ) TO ACT ON BEHALF OF THE AUTHORITY AS THE LIAISON TO THE FEDERAL, PROVINCIAL, MUNICIPAL GOVERNMENTS, OTHER PUBLIC AGENCIES AND TO THE METROPOLITAN TORONTO AND REGION CONSSRVATION FOUNDATION: (k) to authorize the investment of money not required immediately by the Authority in the following securities or such of them as may be specifically designated: bonds, debentures, or other evidences of indebtedness of or guaranteed by The Government of Canada or The Province of Ontario, in term deposits with any chartered bank or in term deposits with or guaranteed investment certificates or debentures of any trust company or loan corporation that is registered under The Loan and Trust Corporations Act. CR-37 - 3 - 6. (Deleted - covered above) 6. A quorum of the Executive Committee consists of 50% of its members. II CALLING OF MEETINGS No change. III MINUTES OF MEETINGS No change. IV ELECTIONS AND APPOINTMENTS 10. (1) An election of officers shall be held at the first meeting of the Authority in each year. (2 ) The order of procedure for the elections shall be: (a) the election of THE chairman, IF NOT APPOINTED by the Lieutenant Governor in Council pursuant to Section 16(1) of The Conservation Authorities Act: (b) the election of THE vice-chairman: (c) THE ELECTION OF the chairman and vice-chairman of the functional advisory boards: (d) the meeting shall then be recessed for the election of TRE chairman and vice-chairman of each watershed advisory board: and (e) after the meeting has reconvened, the election of auditors. 11. (1 ) Elections shall be by secret ballot and no member may vote by proxy. (2) No member shall be elected to hold more than one office. (3) A candidate for election may speak for three minutes to the office for which THE CANDIDATE has been nominated. 12. ( 1 ) EACH MEMBER OF THE AUTHORITY SHALL BE APPOINTED TO THE WATERSHED BOARD IN WHICH THE MEMBER RESIDES, AND ALL OTHER MEMBERS, WHO 'MUST BE RESIDENTS OF THE WATERSHED, shall be appointed by the Authority after the consideration of the recommendations of the Executive Committee, PROVIDED THAT THE AUTHORITY MEMBERS FORM A MAJORITY OF THE BOARD. CR-38 - 4 - (2) THE MEMBERSHIP OF THE ADMINISTRATION AND FINANCE ADVISORY BOARD SHALL CONSIST OF ONE EACH OF THE MEMBERS OF THE AUTHORITY WHO HOLD ELECTED OFFICES IN THE REGIONS OF DURHAM, PEEL, YORK AND METROPOLITAN TORONTO, A MEMBER \VHO IS APPOINTED BY THE PROVINCE OF ONTARIO, THE CHAIRMAN OF THE METROPOLITAN TORONTO AND REGION CONSERVATION FOUNDATION, AND UP TO EI GHT (8 ) MEMBERS OF THE AUTHORITY, ALL OF \VHOM SHALL BE APPOINTED BY THE AUTHORITY AFTER CONSIDERATION OF THE RECOMMENDATION OF THE EXECUTIVE COMMITTEE. (3) Members of THE OTHER functional advisory boards shall be appointed by the Authority after consideration of the recommendations of the Executive Committee. (4) In the event of a vacancy occurring in the office of chairman or vice-chairman of an advisory board, the Authority may appoint a person to fill the vacant office. (5) No person shall serve on more than one functional advisory board at the same time. (6) No functional advisory board shall have more than fourteen members. (7) A QUORUM OF AN ADVISORY BOARD CONSISTS OF 50% OF ITS MEMBERS. 13. (1) The Authority may from time to time establish one or more special committees to deal with particular matters specified by the Authority. (2) The matters to be dealt with by the special committee shall be stated in the resolution establishing the special committee. (3) The members of a special committee shall be appointed in the resolution establishing the special committee. (4) The Authority shall appoint at least one member of the Authority and may in addition thereto appoint other persons to a special committee. (5) A QUORUM OF A SPECIAL COMMITTEE SHALL CONSIST OF 50% OF ITS. MEMBERS. V AGENDA FOR MEETINGS No change VI ORDER OF BUSINESS AT MEETINGS No change - -~ -- CR-39 - 5 - VII CONDUCT OF MEMBERS AND PRESERVATION OF ORDER AT MEETINGS No change VIII RULES OF DEBATE No change IX GENERAL MANAGER, DEPUTY GENERAL MANAGER, SECRETARY-TREASURER 43. (1) The Authority shall appoint a General Manager who shall hold office at the pleasure of the Authority and who shall be the chief executive. officer of the Authority and is responsible to the Authority and to the Executive Committee for the management of the Authority and for the implementation of approved programs and policies. He shall be subject only to the direction of the Authority and its Executive Committee and shall have full charge and direction of all employees of the Authority. ( 2 ) The Authority shall appoint a Deputy General Manager who shall hold office at the pleasure of the Authority and who, in the absence of the General Manager, shall assume all of the duties and responsibilities of the General Manager. ( 3 ) The Authority shall appoint a Secretary-Treasurer, who shall hold office at the pleasure of the Authority AND who shall perform all of the duties of a Secretary-Treasurer, as set out in The Conservation Authorities Act, R.S.O. 1980, and such other duties as may from time to time be delegated by the General Manager. 44. (1 ) The Secretary-Treasurer or a designate sha 11 give or cause to be given all notices required to be given to members, Executive Members, Authority Members, Advisory Board members and members of the Committees of the Authority and shall cause to be recorded minutes or reports of all proceedings of all such meetings. ( 2) The General Manager or a designate shall attend all meetings of the Authority, i~s Boards or Committees. (3 ) The Secretary-Treasurer or a designate shall keep or cause to be kept accurate records of all the accounts of the Authority and shall be custodian of the corporate seal. l...i:{-4U - 6 - 45. (1) All purchases of goods or services shall be authorized by the General Manager or an alternate or alternates, duly appointed by the Executive Committee and such authorization shall be in accor- dance with the PURCHASING POLICIES APPROVED by the Executive Committee. (2) No person shall have authority to purchase otherwise than by the authorization and the PURCHASING POLICIES mentioned in SUb-regulation 1 of this Regulation. (3 ) The Secretary-Treasurer or a designate shall only permit payment to be made in respect of purchases of goods and services made in accordance with the PURCHASING POLICIES APPROVED by the Executive Committee. 46. (1 ) The Secretary-Treasurer or a designate is authorized to negotiate with, deposit with or transfer to The Royal Bank of Canada at Woodbridge, or such bank as the Authority designates by resolution, for credit of the Authority's account only, any cheques and other orders for the payment of money for the purpose to endorse the same on behalf of the Authority either in writing or by stamp. ( 2 ) The Secretary-Treasurer or a designate is authorized to receive from the bank statements of the account of the Authority, together with all relative vouchers, and is authorized to sign and deliver to the bank the bank's form of verification, settlement of balance and release. ( 3 ) The Secretary-Treasurer or a designate is authorized to obtain delivery from the bank of all or any stocks, bonds and other securities held by the bank in safe-keeping or otherwise for the account of the Authority and to give valid and binding receipts therefor. (4 ) The Secretary-Treasurer or a designate is authorized to invest monies not required immediately by the Authority in such securities as shall have been authorized by the Executive Committee pursuant to Sub-regulation (I) of Regulation 5 and all such securities ovmed by the Authority shall be registered in the name of the Authority. X SIGNING OFFICERS 47. (1) All deeds, transfers, assignments, contracts, cheques and other obligations on behalf of the Authority shall be signed by: (a) anyone of the Chairman, Vice-Chairman, or the Chairman of the ADMINISTRATION AND FINANCE ADVISORY BOARD, together with (b) anyone of the General Manager, Deputy General Manager, or the Secretary-Treasurer. (2 ) The corporate seal shall be affixed to such instruments as require same. CR-41 - 7 - RULES FOR THE CONDUCT OF THE AUTHORITY ADOPTED BY RESOLUTION OF THE AUTHORITY Items 1 through 5 - no change. 6. Resolution #93/77 All proposals for appointment of non-members of the Authority to WATERSHED AND Functional Advisory Boards shall be made to the Executive Committee in sufficient time for it to consider the proposals before making its recommendations to the Authority under Regulation 12; and Each proposal shall include a brief written biography; and All biographies and proposals received shall be included in the Executive Committee report to the Authority, together with the Committee's recommendations for appointment; and The Authority may appoint non-members to WATERSHED AND Functional Advisory Boards in the following manner; ( i) Adopt the recommendation of the Executive Committee; ( ii) Amend the recommendations of the Executive Committee and appoint from among the proposals considered by the Executive Committee; (iii) A member of the Authority may recommend an appointment not included in the Executive Committee report, provided: (a) THAT notice is given in accordance with Regulation 7 (4 ) of "Regulations made by The Metropolitan Toronto and Region Conservation Authority" adopted by Resolution #88/75 of the Authority at Meeting held Friday, November 21, 1975; and (b) THAT a written biography is provided to all members of the Authority. CR-42 - 8 - TEro1S OF REFERENCE OF THE ADVISORY BOARDS OF THE METROPOLITAN TORONTO AND REGION CONSERVATION AUTHORITY AS APPROVED BY AUTHORITY RESOLUTION NO.29/62 February 21st, 1962 As amended by Res.#61/70 November 23rd, 1970 As amended by Res.#102/77 November 23rd, 1977 As amended by Res.# WHEREAS: ~1e Metropolitan Toronto and Region Conservation Authority, pursuant to the provisions of The Conservation Authorities Act, appointed the following Advisory Boards: DON-HIGHLAND Etobicoke-Mimico Humber ROUGE-DUFFIN-PETTICOAT-CARRUTHERS ADMINISTRATION .AND FINANCE COMMUNITY RELATIONS Conserv~tion Land Management HERITAGE CONSERVATION WATER CONSERVATION WATERFRONT CONSERVATION And, Whereas from time to time, certain changes have occurred in the programs of the said Advisory Boards7 And, Whereas, it is deemed advisable that the Terms of Reference of the Advisory Boards be clearly defined for the guidance of members, staff, and others: THEREFORE BE IT RESOLVED THAT:- the Terms of Reference of the Advisory Boards of The Metropolitan Toronto and Region Conservation Authority, as recommended by the Executive, be as set forth herein7 GENERAL TERMS OF REFERENCE FOR: DON-HIGHLAND ETOBICOKE-MIMICO HUMBER ROUGE-DUFF IN-PETTI COAT-CARRUTHERS ADVISORY BOARDS: TO STUDY, CONSIDER AND MAKE RECOMMENDATIONS TO THE APPROPRIATE FUNCTIONAL ADVISORY BOARD OR THE EXECUTIVE COMMITTEE WITH RESPECT TO THE IMPLEMENTATION OF ADOPTED POLICIES OR PROGRAMS OF THE AUTHORITY SPECIFIC TO THEIR WATERSHED(S)7 CR-43 - 9 - TO STUDY, CONSIDER AND MAKE RECOMMENDATIONS TO THE APPROPRIATE FUNCTIONAL ADVISORY BOARD OR THE EXECUTIVE COMMITTEE WITH RESPECT TO POLICY AND PROGRAM INITIATIVES SPECIFIC TO THEIR WATERSHED(S)~ TO PROVIDE A FORUM FOR PUBLIC INPUT TO AUTHORITY POLICIES AND PROGRAMS AND FOR PUBLIC INFORMATION REGARDING THE IMPLEMENTATION OF ADOPTED AUTHORITY POLICIES AND PROGRAMS~ TO PROVIDE LIAISON AND INFORMATION TO THEIR WATERSHED MUNICIPALITIES WITH RESPECT TO AUTHORITY POLICIES AND PROGRAMSj TO HOLD, ON A REGULAR BASIS, A TOUR OF THEIR WATERSHED(S) FOR ALL AUTHORITY AND BOARD MEMBERS AND FOR ELECTED GOVERNMENT REPRESENTATIVES. ADMINISTRATION AND FINANCE ADVISORY BOARD WITHOUT LIMITING THE RESPONSIBILITIES OF THE FUNCTIONAL ADVISORY BOARDS OR THE EXECUTIVE COMMITTEE, THE TERMS OF REFERENCE SHALL BE: TO D~lELOP GUIDELINES FOR THE PREPARATION OF THE ANNUAL BUDGET; TO RECEIVE FROM THE FUNCTIONAL ADVISORY BOARDS, REVIEW AND MAKE RECOMMENDATIONS RESPECTING THE PRELIMINARY AND ANNUAL BUDGETS, MULTI-YEAR FORECASTS, OR AMENDMENTS THERETO~ '1'0 RECEIVE, REVIEW AND MAKE RECOMMENDATIONS REGARDING THE AUTHORITY'S ANNUAL AUDIT, THE PROVINCIAL AUDIT, AND ANY OTHER AUDITS, AS REQUIRED~ TO CONSIDER AND RECOMMEND AUTHORITY FEES FOR PERMITS ISSUED BY THE AUTHORITY AND FOR THE OCCUPATION AND USE OF THE LANDS AND WORKS, VEHICLES, BOATS, RECREATIONAL SERVICES OF THE AUTHORITY; TO PRESENT AUTHORITY BUDGETS AND OTHER FINANCIAL MATTERS TO THE PROVINCIAL GOVERNMENT AND THE AUTHORITY'S MEMBER MUNICIPALITIES, AS REQUIRED; TO REVIEW FINANCIAL PROGRESS REPORTS AND MAKE ANY RELATED RECOMMENDATIONS, AS REQUIREDj TO STUDY AND RECOMMEND ACCOUNTING CONTROLS TO ENSURE THE SAFEGUARDING OF AUTHORITY ASSETS AND THE ACCURACY AND RELIABILITY OF FINANCIAL RECORDS~ TO STUDY AND RECOMMEND PROCEDURES FOR PROGRAM PERFORMANCE APPRAISAL~ TO STUDY AND RECOMMEND EFFECTIVE AND EFFICIENT MANAGEMENT SYSTEMS INCLUDING BUT NOT LIMITED TO SUCH MATTERS AS PURCHASING, PERSONNEL, HEAD OFFICE OPERATION. CR-44 - 10 - GENERAL TERMS OF REFERENCE FOR: COMMUNITY RELATIONS CONSERVATION LAND MANAGEMENT HERITAGE CONSERVATION WATER CONSERVATION WATERFRONT CONSERVATION FUNCTIONAL ADVISORY BOARDS: To initiate, study, report on and recommend POLICY AND PROGRAM IMPLEMENTATION, DIRECTION OR MODIFICATION; TO RECOMMEND PROJECTS TO IMPLEMENT THE ADOPTED PROGRAM(S) TO THE AUTHORITY; TO REVIEW AND RECOMMEND AM~DMENTS TO THE ADOPTED PROGRAM(S) AND TO THE WATERSHED PLAN TO THE AUTHORITY; TO RECEIVE, REVIEW AND PREPARE RECOMMENDATIONS ON MATTERS REFERRED FOR CONSIDERATION BY THE AUTHORITY, EXECUTIVE OR OTHER BOARDS OR COMMITTEES; TO REVIEW THE PRELIMINARY AND ANNUAL BUDGETS, MULTI-YEAR FORECASTS AND AMENDMENTS THERETO, ACCEPT OR AMEND, AND RECOMMEND TO THE ADMINISTRATION AND FINANCE ADVISORY BOARD; TO PROVIDE AN OPPORTUNITY FOR PUBLIC INPUT TO AUTHORITY PROGRM1 FORMULATION OR IMPLEMENTATION; TO PROVIDE INFORMATION TO THE PUBLIC REGARDING AUTHORITY POL'ICIES AND PROGRAMS. COMMUNITY RELP.TIONS WITHOUT LIMITING THE GENERAL TERMS OF REFERENCE ABOVE, THE FOLLOWING MATTERS ARE THE SPECIFIC TERMS OF REFERENCE FOR THIS BOARD: TO INITIATE, STUDY, REPORT ON AND RECOMMEND POLICY MqD PROGRAM IMPLEMENTATION, DIRECTION OR MODIFICATION FOR: THE COMMUNITY RELATIONS PROGRAM CONSERVATION LAND MANAGEMENT WITHOUT LIMITING THE GENERAL TERMS OF REFERENCE ABOVE, THE FOLLOWING MATTERS ARE THE SPECIFIC TERMS OF REFERENCE FOR THIS BOARD: TO INITIATE, STUDY, REPORT ON AND RECOMMEND POLICY AND PROGRAM IMPLEMENTATION, DIRECTION OR MODIFICATION FOR: WATERSHED RECREATION PROGRAM CONSERVATION LAND MANAGEMENT PROGRAM LAND ACQUISITION PROGRAM AS RELATING TO THE ABOVE PROGRAMS Ck{-4::l - 11 - HERITAGE CONSERVATION WITHOUT LIMITING THE GENERAL TERMS OF REFERENCE ABOVE, THE FOLLOWING MATTERS ARE THE SPECIFIC TERMS OF REFERENCE FOR THIS BOARD: HERITAGE CONSERVATION PROGRAM WATER CONSERVATION WITHOUT LIMITING THE GENERAL TERMS OF REFERENCE ABOVE, THE FOLLOWING ~~TTERS ARE THE SPECIFIC TERMS OF REFERENCE FOR THIS BOARD: EROSION AND SEDIMENT CONTROL PROGRAM FLOOD CONTROL PROGRAM STORM WATER MANAGEM~~T PROGRAM LAND ACQUISITION PROGRAM AS RELATING TO THE ABOVE PROGRAMS WATERFRONT CONSERVATION WI'rHOUT LIMITING THE GENERAL TERMS OF REFERENCE ABOVE, THE FOLLOWING MATTERS ARE THE SPECIFIC TERMS OF REFERENCE FOR THIS BOARD: SHORELINE MANAGEMENT PROGRAM WATERFRONT DEVELOPMENT PROGRAM LAND ACQUISITION PROGRAM AS RELATING TO THE ABOVE PROGRAMS ,. ~ CR-46 IT the metropolitan toronto and region conservation authority minutes COHMIT'l'EE TO STUDY THE REORGANIZATION OF THE AUTHORI'I'Y CO,.lNITTEE SYSTEH 1932 11 15 Meeting #6 Tne above Committee met at the Authority office, 5 Shoreham Drive, Downsview, on 1982 11 15 09 30 PRESENT Cha i rman Mrs. H Dianne Sutter l-lembers G Hel1derson "1 R Herridge, Q C Ms S Nirruno G B Sinclair t-Irs N Stoner Dr W Tovell Vice ~lalrman of the Authority Mrs F Gell Staff K G Higgs W A McLean 1 Dr J K Reynolds' corrunents were read and noted by the Co~~ittee Several items were discussed and the following recorrunendations were made IT WAS AGREED A.~D THE CCM~lITTEE RECO!'~t1EnDS THAT, if a quorum is not present at an Advisory Boaru meetings, a report be made and absent members be polled prior to presentation of the report to the Executive co~nittee IT HAS AGREED MTD THE COHMITTEE REcO~!-IENDS THAT, before appointment to the Authority, applicants should be informed of the responsibilities of serving on the Aut1:ori ty IT \'!i\S AGREED l\ND THE COMt-IITTEE RECOMl.1ENDS THAT, in view of its involvement to date, the Committee 1:.0 Study the Reorganization of the Authority Corrunittee System should be the corrunittee to review the proposed amendments to The Conservation Aut1:~rities Act when these are available 2 The draft Report for presentation to the Executive corrunittee was reviewed item by item and some amendments made IT HAS l....GREED AND THE C0!1MITTEE REcOM11ENDS 1 THAT t'he report, as amended and appended hereto, be presented to the Executive Corrunittee with the following recommendations a THAT the report and recommendations of the Corrunittee to Study the Reorganization of the Authority Committee System, dated November 15, 1982, be received and forwarded to the Authority for eonsideration; b THAT a special Authority meeting be called to consider the report in December 1982; c AND FURTHER THAT a ffieeting of the Watershed Advisory Boards be scheduled in the morning of the day of the special Authority meeting for prior consideration of tris ...-eport, in accordanee with the direction of the Executive Committee by Resolution #140, at its Meeting #7/82, 1982 06 02 '-L\. -"t I j 2 M1D FURTHER TITNl' the J:"f'!port then be presented to the Authority with the following recommendations a THAT the reorganized structure of the ;uthority, as outlined in Part II of the Report of the Co;nmittee to Study the Reorgunization of the Aut'1arlty Committ.ee System, appended as Schedule "A" of l-\uthority ~eeting #6/32, be adopted by 'rhe Metropoliti3.n Toronto and Region Conservation Authority for implementation at the 1983 Annual Meeting to b~ held on February 11, 1983; b TH".T the revised Authority Regulations, as set forth in Part II. S-=ction 2, of this report, be adopted and submitted to the t-linister of ~;atura] Resources for approval in accordance with Section 30 of The Conservation Authorities Act, R S 0 1980, c 85; c. THAT the Rules for the Conduct of the Authority, Section 6, be amended as follo...,s 1st paragraph "All proposals for appointment of non-members of t.he Authority to \'1ATERSHED AND Functional AdvisoT.} Boards shall be made to the Executive Committee in sufficient time fo~ it to consider the proposals before making its recommenc.1ations to the Authority under Regulation 12; and" 4th paragraph "The Authority may appoint r.on-members to WATERSHED AND functional Advisory Boards in the following manner;" d THAT the Terms of Reference of the Advisory Boards of The Metropolitan Toronto and Region Conservation Authority, as set forth in Part. II, Section 3, of this report, be adopted; e THAT the Meeting Schedule for 1983, as set forth in Part II, Section 4, of this report, based on the recommendations in Part II, Sec~icn 1, be approved and that staff be directed to establish the appropriate dates in consultation with the member municipalities; f. AND FURTHER THAT Parts I and II of the report, appended a3 Schedule "A", be forwarded to the member municipalities for their information . 1982 11.18 ern