board of directors meeting wednesday, november 7, … bofd 11 07 2018 web.pdf · full authority...

BOARD OF DIRECTORS MEETING WEDNESDAY, NOVEMBER 7, 2018 @ 6:30PM TILLSONBURG ADMINISTRATION OFFICE

AGENDA

1. Welcome

2. Additional Agenda Items

3. Declaration of Conflicts of Interest

4. Deputations: none

5. Minutes of the Previous Meeting:

a) Board of Directors Special Meeting – September 26, 2018 Pg 1 b) Board of Directors Special Meeting – October 3, 2018 Pg 2 c) Board of Directors Regular Meeting – October 3, 2018 Pg 3-8

6. Business Arising: none 7. Review of Committee Minutes: None

8. Correspondence:

a) Conservation Ontario to the Minister of Environment,

Conservation and Parks Pg 9-10 b) Conservation Ontario to the Minister of Natural

Resources and Forestry Pg 11-12 9. Development Applications: (L. Minshall)

a) Staff-approved applications Pg 13- 20 b) New Applications Pg 21-23

10. New Business

a) General Manager’s Report (J. Maxwell) Pg 24-27 b) New Backus Museum Committee Appointee (S. Johnson) Pg 28-29 c) Backhouse Homestead Heritage Designation (S. Johnson) Pg 30-31 d) Backhouse Policies Approval (S. Johnson) Pg 32-54 e) Timber Tender – Moore, Morris, Lumsden (B. Colman) Pg 55-56 f) 2019 Meeting and Event Schedule (J. Maxwell) Pg 57 g) Seasonal Staff Appreciation (J. Maxwell) Pg 58

h) Budget Reallocation - WNCA Hydro/Water Upgrades Pg 59-61 i) 3rd Quarter Financials (J. Maxwell) Pg 62-74

11. Closed Session

a) Closed Session minutes – Regular Board Meeting – September 5, 2018 Pg 1-2

b) Closed Session minutes – Hearing Board Meeting – September 5, 2018 Pg 3-4

c) Closed Session minutes – Special Meeting – September 26, 2018 Pg 5 d) Closed Session minutes – Special Meeting – October 3, 2018 Pg 6-7 e) Closed Session minutes – Hearing Board Meeting – October 3, 2018 Pg 8 f) Disposition of Property: Financials and Proceeds

Alternatives (J. Maxwell) To follow

12. Other Business 13. Adjournment

PLEASE CALL 519-842-4242 OR 1-888-231-5408 IF YOU CANNOT ATTEND

FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Robert Chambers,

Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten - 1 -

LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES September 26, 2018

Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Robert Chambers, Michael Columbus, Roger Geysens, David Hayes, Noel Haydt and John Scholten Staff in attendance: J. Maxwell and D. McLachlan Legal Counsel: James Morgan Regrets: Craig Grice

The LPRCA Chair called the meeting to order at 1:00 pm Wednesday, September 26, 2018 in the Tillsonburg Administration Office Boardroom.

ADDITIONAL AGENDA ITEMS

None

DISCLOSURES OF INTEREST

None

MOTION A-159/18 moved: D. Beres seconded: N. Haydt

THAT the LPRCA Board of Directors does now enter into a closed session to discuss:

a proposed or pending acquisition or disposition of land by the Conservation Authority

CARRIED

MOTION A-160/18 moved: N. Haydt seconded: W. Casier

THAT the LPRCA Board of Directors does now adjourn from the closed session.

CARRIED

The Chair adjourned the meeting at 2:45pm.

___________________________ ________________________________ Michael Columbus Dana McLachlan Chair Administrative Assistant


Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten

LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS SPECIAL MEETING MINUTES October 3, 2018

Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes and John Scholten Staff in attendance: J. Maxwell and D. McLachlan Legal Counsel: James Morgan Regrets: Robert Chambers and Craig Grice

The LPRCA Chair called the meeting to order at 4:00 pm Wednesday, October 3, 2018 in the Tillsonburg Administration Office Boardroom.


None


None

MOTION A-161/18 moved: D. Hayes seconded: L. Bartlett

THAT the LPRCA Board of Directors does now enter into a closed session to discuss:

a proposed or pending acquisition or disposition of land by the Conservation Authority

CARRIED

MOTION A-162/18 moved: L. Bartlett seconded: W. Casier

THAT the LPRCA Board of Directors does now adjourn from the closed session.

CARRIED



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LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES October 3, 2018

Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Wayne Casier, Michael Columbus, Roger Geysens, Noel Haydt, David Hayes and John Scholten Staff in attendance: J. Maxwell, B. Colman, L. Minshall and D. McLachlan Regrets: Robert Chambers and Craig Grice

The LPRCA Chair called the meeting to order at 5:35 pm Wednesday, October 3, 2018 in the Tillsonburg Administration Office Boardroom.


None


None

DEPUTATIONS

None

MINUTES OF PREVIOUS MEETINGS

No questions or comments

MOTION A-163/18 moved: D. Hayes seconded: D. Brunton

THAT the minutes of the LPRCA Board of Directors Regular Meeting held September 5, 2018 be adopted as circulated.

CARRIED

BUSINESS ARISING

None

REVIEW OF COMMITTEE MINUTES

a) Backus Museum Committee

Staff will provide details of the Window Project at the Backus Homestead later in the meeting.

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MOTION A-164/18 moved: R. Geysens seconded: J. Scholten

THAT the minutes from the Backus Museum Committee meeting of September 11, 2018 be received as information.

CARRIED

CORRESPONDENCE

MOTION A-165/18 moved: R. Geysens seconded: L. Bartlett

THAT the correspondence outlined in the Board of Directors Agenda of October 3, 2018 be received as information.

CARRIED

NEW BUSINESS

a) 2018 CHRISTMAS OPERATING SCHEDULE

Traditionally, LPRCA has closed down operations (except for emergency response) over the Christmas-New Year’s period. Staff proposed a similar process for 2018. The Board has traditionally granted a complimentary day off with pay for those staff working that time of year and LPRCA staff will be required to utilize three vacation days for this shutdown period or take time off without pay.

MOTION A-166/18 moved: D. Brunton seconded: D. Hayes

THAT the LPRCA Board of Directors closes operations (except for emergency response) from December 24/18 to January 1/19 inclusive, and THAT staff working at that time be granted one complimentary day off with pay; and THAT staff be required to utilize three (3) vacation days during the closure period or take unpaid leave - along with three statutory holidays.

CARRIED

b) BACKHOUSE HISTORIC SITE (BHCA) HOMESTEAD WINDOW RESTORATION

There are 19 storm windows in need of replacement on the homestead and there is only one company in the area able to complete the custom woodwork required. Ground floor installation may be completed by staff but the second floor requires professional installation. The total project cost will exceed the budget and staff requested that donated funds be used to make up the shortfall.

MOTION A-167/18 moved: W. Casier seconded: N. Haydt

THAT the LPRCA Board of Directors waives the purchasing and tendering policy and approves the use of the services of Classic Wood for the Backhouse Homestead window restoration project as outlined in the staff report of September 25th, 2018.

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AND the LPRCA Board of Directors approves the use of deferred donated funds in the amount of $4,475.36 for the Backhouse Homestead window restoration project to cover the budget estimate shortfall.

CARRIED

c) PROPOSED CHANGES TO LPRCA SEASONAL AGREEMENT

Staff review the park rules on an annual basis and has made thirteen recommendations for the 2019 season as detailed in the report.

MOTION A-168/18 moved: D. Hayes seconded: R. Geysens

THAT the LPRCA Board of Directors supports the changes to the Seasonal Handbook as recommended.

CARRIED

John Sholten left the meeting.

DEVELOPMENT APPLICATIONS

MOTION A-169/18 moved: W. Casier seconded: R. Geysens

THAT the LPRCA Board of Director’s does now sit as a Hearing Board. CARRIED

The roll was called to conduct the following Hearings under Section 28.1(5) of the Conservation Authorities Act.

The Chair gave his opening remarks and reviewed the guidelines and process to be followed for the hearing.

a) Hearing LPRCA – 177/18 – Gary and Mary Weber

Staff introduced Ms. Weber and presented the staff report. Staff became aware of unauthorized construction of a deck on May 18, 2018. This application was received August 3, 2018 to recognize the construction of a 48m2 deck. The area requested for the construction is in the Lake Erie flood hazard and dynamic beach hazard and is contrary to the LPRCA policies for the administration of O. Reg. 178/06 along the Lake Erie shoreline. The construction of the structure would result in increased property damage due to flooding and the forces of wave action, and also, affects the control of flooding and interferes with dynamic beach processes. Therefore, staff recommended refusal.

Ms. Weber bought the property in 2014. She noted that the deck was started at least seven years ago and was built to make the rental property safer as the existing cement deck, poured in stages starting in 1986, had no railings and the base was sloping.

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Staff and the proponent responded to questions from the Board.

There were no other interested parties and no further discussion.

The Board moved into a closed session to discuss the matter further.

MOTION A-170/18 moved: D. Brunton seconded: D. Hayes

THAT the LPRCA Hearing Board does now enter into a closed session to discuss:

advice that is subject to solicitor-client privilege, including communications necessary for that purpose

CARRIED

MOTION A-171/18 moved: W. Casier seconded: N. Haydt

THAT the LPRCA Hearing Board does now adjourn from the closed session. CARRIED

Ms. Weber was advised that application LPRCA-177/18 was approved.

The Chair gave his opening remarks and reviewed the guidelines and process to be followed for the hearing.

b) Hearing LPRCA – 194/18 – Danielle Pierce

Staff introduced Ms. Pierce and Mr. Richard Zelinka, agent for the applicant and then presented the staff report. This application was received September 20, 2018 and included a conceptual site plan to build a new vacation home to facilitate sale of the property. The area requested for the construction is in the Lake Erie shoreline flood hazard and is contrary to the LPRCA policies for administration of O. Reg. 178/06. The control of flooding is affected by development in Long Point. Therefore, staff recommended refusal.

Mr. Zelinka spoke on behalf of the applicant providing the history of the property noting that the original building had been demolished by the previous owner in 2007 with the intention to rebuild. The previous owner had received a building permit from Norfolk County in 2009 but never proceeded and the new owner took possession in 2011. Mr. Zelinka considered this to be a rebuild which would be permitted.

Staff and the proponent responded to questions from the Board.

There were no comments from other interested parties and no further questions.

The Board discussed the next steps required for the applicant and then passed the following resolution

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MOTION A-172/18 moved: D. Brunton seconded: D. Beres

THAT the Board of Directors approves Permit Application 194/18 (Danielle Pierce) conditional on detailed plans and drawings showing to LPRCA’s satisfaction that the LPRCA floodproofing standards and requirements have been met.

CARRIED

MOTION A-173/18 moved: N. Haydt seconded: L. Bartlett

THAT the LPRCA Board of Directors does now adjourn from sitting as a Hearing Board.

CARRIED

c) Staff Approved applications

Staff approved 18 applications since the last meeting. LPRCA-124/18, LPRCA-146/18, LPRCA-158/18, LPRCA-160/18, LPRCA-166/18, LPRCA-167/18, LPRCA-170/18, LPRCA-171/18, LPRCA-172/18, LPRCA-175/18, LPRCA-176/18, LPRCA-185/18, LPRCA-186/18, LPRCA-187/18, LPRCA-188/18, LPRCA-189/18, LPRCA-190/18 and LPRCA-191/18. It was noted that Application LPRCA-160/18 is located in Port Dover.

MOTION A-174/18 moved: D. Hayes seconded: N. Haydt

That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information.

CARRIED

d) New applications

The Planning Department recommended approval for two applications.

MOTION A-175/18 moved: R. Geysens seconded: W. Casier

THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of the report:

A. For Work under Section 28 Regulations, Development, Interference withWetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O.1990 Reg. 188/06),

. LPRCA-174/18 LPRCA-201/18

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B. That the designated officers of LPRCA be authorized to complete theapproval process for this Development Application, as far as it relates toLPRCA’s mandate and related Regulations.

CARRIED



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October 11, 2018

The Honourable Rod Phillips Minister of Environment, Conservation and Parks 11th Floor, Ferguson Block 77 Wellesley Street West Toronto, ON, M7A 2T5

Dear Minister Phillips,

Thank you for meeting with us on September 25th to discuss the transition of Conservation Authorities to your Ministry. As discussed, below is a motion that was passed by our Members on September 24, 2018 at Conservation Ontario Council:

WHEREAS Conservation Authorities are Ontario’s watershed managers committed to efficient and practical delivery of all programs and services on behalf of watershed residents and taxpayers;

AND WHEREAS Conservation Authorities have been and will continue to be a strong delivery partner for the Province and our partner municipalities where their priorities intersect in our watersheds,

AND WHEREAS Conservation Areas are the second largest land owners next to the Province and offer a wide range of education and recreation activities at more than 270 Conservation Areas to over 7 million visitors annually,

AND WHEREAS Conservation Authorities already serve the governments through long-standing programs that protect people around natural hazards and drinking water source protection,

AND WHEREAS a consolidation of the water agenda within the Ministry of Environment, Conservation and Parks would result in better efficiencies and integration for water quality and quantity management, benefiting and supporting a strong Ontario economy,

THEREFORE BE IT RESOLVED THAT for these reasons, Conservation Ontario advise the Ministers of Natural Resources and Forestry (MNRF) and Environment, Conservation and

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Conservation Ontario 120 Bayview Parkway, Newmarket ON L3Y 3W3

Tel: 905.895.0716 Email: [email protected]

www.conservationontario.ca

Parks (MECP) that we support the full transition of the Conservation Authorities Act to the MECP,

AND THAT Conservation Ontario be engaged by the Provincial Government in on-going consultation and dialogue around the transition.

Additionally, at our meeting on September 25th we discussed the important work of the multi-stakeholder Service Delivery Review Committee which is focused on making improvements in areas of accountability, transparency, efficiency and consistency. Your support in the continuation of this work would be appreciated.

As Chair of Conservation Ontario, I look forward to working with you and should there be any questions or the need for additional information, please contact Kim Gavine at ext. 231 or [email protected].

Sincerely,

Don McIver Chair, Conservation Ontario

c.c. All CA General Managers/Chief Administrative Officers

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mailto:[email protected]


October 11, 2018

The Honourable Jeff Yurek Minister of Natural Resources and Forestry Suite 6630, 6th Floor, Whitney Block 99 Wellesley Street West Toronto, ON, M7A 1W3

Dear Minister Yurek,

Conservation Ontario is the network of Ontario’s 36 Conservation Authorities (CAs). On September 24, 2018 Conservation Ontario Council discussed the transition of legislative responsibility for the Conservation Authorities Act from the Ministry of Natural Resources and Forestry (MNRF) to the Ministry of Environment, Conservation and Parks (MECP). Conservation Ontario Council passed the following resolution at their meeting:

WHEREAS Conservation Authorities are Ontario’s watershed managers committed to efficient and practical delivery of all programs and services on behalf of watershed residents and taxpayers;

AND WHEREAS Conservation Authorities have been and will continue to be a strong delivery partner for the Province and our partner municipalities where their priorities intersect in our watersheds,

AND WHEREAS Conservation Areas are the second largest land owners next to the Province and offer a wide range of education and recreation activities at more than 270 Conservation Areas to over 7 million visitors annually,

AND WHEREAS Conservation Authorities already serve the governments through long-standing programs that protect people around natural hazards and drinking water source protection,

AND WHEREAS a consolidation of the water agenda within the Ministry of Environment, Conservation and Parks would result in better efficiencies and integration for water quality and quantity management, benefiting and supporting a strong Ontario economy,

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Conservation Ontario 120 Bayview Parkway, Newmarket ON L3Y 3W3

Tel: 905.895.0716 Email: [email protected]

www.conservationontario.ca

THEREFORE BE IT RESOLVED THAT for these reasons, Conservation Ontario advise the Ministers of Natural Resources and Forestry (MNRF) and Environment, Conservation and Parks (MECP) that we support the full transition of the Conservation Authorities Act to the MECP,

AND THAT Conservation Ontario be engaged by the Provincial Government in on-going consultation and dialogue around the transition.

Additionally, Kim Gavine I met with Minister Rod Phillips on September 25th. We discussed the important work of the multi-stakeholder Service Delivery Review Committee which is focused on making improvements in areas of accountability, transparency, efficiency and consistency. Your support in the continuation of this work would be appreciated also.

Conservation authorities have had a long-standing relationship with your ministry. Notwithstanding the transition to the Ministry of Environment, Conservation and Parks, we are committed to being a key partner with your ministry. As Chair of Conservation Ontario, I look forward to working with you and should there be any questions or the need for additional information, please contact Kim Gavine at ext. 231 or [email protected].

Sincerely,

Don McIver Chair, Conservation Ontario

c.c. All CA General Managers/Chief Administrative Officers

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LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT

Date: October 29, 2018 File: 3.3.1

To: Chair and Members, LPRCA Board of Directors

From: General Manager, LPRCA

Re: Section 28 Regulation – Staff Approved Applications Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06)

RECOMMENDATION

THAT the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report as information.

STRATEGIC PLAN

Goal #1 - To develop and maintain programs that will protect life and property from natural hazards such as flooding and erosion.

BACKGROUND

Application# LPRCA-126/18 Concession 43, Lot 3 Mill Street West, Oxford - Norwich

• The proposed work - to construct a 101 m² single family dwelling and septicsystem approximately 65 metres from a Provincially Significant Wetland;

• A satisfactory site plan and construction details were submitted in support of thisapplication;

• The application is within the regulated area adjacent to a wetland. Thehydrological function of the wetland will not be negatively impacted by thisdevelopment.

Application# LPRCA-161/18 Plan 436, Lot 52, 83 Woodstock Avenue, Norfolk – South Walsingham

• The proposed work - to repair an existing shoreline protection structure;• A satisfactory site plan and construction drawings were submitted in support of

this application;• This proposal is not in accordance with the currently approved Shoreline

Management Plan. However, as per the July 5, 2017 Board Resolution #A-173/17, the emergency repair of existing shoreline protection and the extensionof shoreline protection to fill gaps between protected lots are supported.

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Application# LPRCA-168/18 Plan 305, Lot 22, 21 Hillcrest Avenue, Norfolk - Simcoe

• The proposed work - to construct a 52 m² non habitable accessory buildingapproximately 47 metres from a Provincially Significant Wetland;







Application# LPRCA-173/18 Concession 1, Part Lot 16, 1472 Lakeshore Road, Haldimand - Rainham

• The proposed work - maintenance repair of shoreline protection structure;• There is no adverse impacts on the natural shoreline processes of Lake Erie;• The application is within the Lake Erie shoreline flooding and erosion hazard and

this proposal should not negatively affect flooding or erosion of the shoreline.









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Application# LPRCA- 184/18 Concession 11, Lot 25-26, 144775 Potters Road, Oxford - Tillsonburg

• The proposed work - to construct a 55.7 m² garage and a 70.6 m² covered patio;• A satisfactory site plan and construction details were submitted in support of the

application;• There is no opportunity for conversion into habitable space in the future;• Both structures are setback from the stable top of slope;• The application is within the erosion hazard allowance associated with Big Otter

Creek and it will not negatively affect the slope stability.

Application# LPRCA-192/18 Plan 21074, Lot 150, 18 Wilcox Drive, Haldimand - Walpole

• The proposed work - to remove and install a new holding tank in the samelocation;

• The holding tank is on the landward side of the vacation home;• The application is within the Lake Erie shoreline erosion hazard allowance and

this proposal should not negatively affect erosion.

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Application# LPRCA-193/18 Concession 9, Part Lot 11, 161 Queen Street West, Oxford - Norwich

• The proposed work - to construct a 38.8 m² single storey garage attached to theexisting residence approximately 70 metres from a wetland;

• The application is within the regulated area adjacent to a wetland. The hydrologicfunction of the wetland will not be negatively impacted by this development.

Application# LPRCA-200/18 Concession 436, Lot 401, 323 Erie Blvd., Port Rowan, Norfolk - Walsingham

• The proposed work - to raise the existing vacation home and install a new crawlspace foundation;

• A satisfactory engineered design was submitted in support of this application;• The structure is flood proofed and the utilities will be located above the flood

hazard;• The application is within the regulated flood hazard of Lake Erie and the control

of flooding should not be affected by the proposed development;

Application# LPRCA-202/18 Concession 1, Part Lot 14, 54 Erieview Avenue, Haldimand - Walpole

• The proposed work - demolish the existing attached garage and carport andconstruct a new 51 m2 garage with second storey habitable space attached tothe existing vacation home;

• The addition is no closer to the lake than the existing structure;• The application is within the Lake Erie shoreline erosion hazard and this proposal

should not negatively affect erosion.

Application# LPRCA-203/18 Plan 193, Lot 84, 329 Norfolk Street North, Norfolk - Simcoe

• The proposed work - construct a 13.4 m2 open deck;• There is no opportunity for conversion into habitable space in the future;• The application is within the riverine flooding hazard and it should no negatively

affect flood flows.

Application# LPRCA-204/18 Plan SWAL 436, Lot 314, 77 Beach Avenue, Norfolk – South Walsingham

• The proposed work - to construct a 99 m² two storey non-habitable accessorybuilding;

• The structure is located landward of the existing vacation home;• There is no opportunity for conversion into habitable space in the future;• The application is within the Lake Erie shoreline flood hazard and this proposal

will not negatively affect flooding.

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Application# LPRCA-206/18 Concession 3, Part Lot 17, 193 Concession 8 Townsend Rd., Norfolk - Townsend

• The proposed work – to install a 1550 metre gas pipeline using a direction drillmethod;

• A design drawing was submitted;• An emergency response plan was submitted;• The application is within the regulation limit associated with Nanticoke and the

control of flooding and erosion should not be affected by the proposeddevelopment.

Application# LPRCA-208/18 Concession 2 S.T.R., Lot 46, 20 Ross Crescent, Norfolk - Delhi

• The proposed work - to construct a 98.1 m² garage approximately 75 metresfrom a Provincially Significant Wetland;



Application# LPRCA-209/18 Concession 26495, Lot 4, 2 Woodlawn Park Lane, Haldimand - Walpole

• The proposed work - to replace an existing 183.3 m² single family dwellingdestroyed by fire damage;

• The replacement building is no closer to the lake than the former building;• The structure will be replaced same size on an existing foundation;• A satisfactory site plan and construction details were submitted in support of the

application;• The application is within the Lake Erie erosion hazard allowance and the control

of erosion should not be affected.

Application# LPRCA-210/18 Plan 190, Lot 187, 7 Ralph Street, Norfolk - Charlotteville

• The proposed work - to raise the existing vacation home and install a newfoundation/crawl space approximately 15 metres from a wetland and within theLake Erie flood hazard;

• The structure is flood proofed and a satisfactory engineered design/drawing wassubmitted in support of this application;

• The foundation wall has been designed to withstand static and dynamicpressures generated during a lake storm or flood event;

• The application is within the regulated area adjacent to a Provincially SignificantWetland. The hydrologic function of the wetland should not be impacted by theproposed development;

• The application is within the Lake Erie shoreline flood hazard and this proposalwill should not negatively affect the control of flooding.

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Application# LPRCA-211/18 Concession 1, Lot 11, 305 South Coast Drive, Haldimand - Walpole

• The proposed work - to replace five existing 400 mm culverts and clean outexisting ditches;


• The application is within regulated allowance of the floodplain of Hickory Creekand it will not negatively affect flood flows.

• Application# LPRCA-212/18 Plan 429, Lot 51, 43 Willow Avenue, Norfolk – South Walsingham

• The proposed work - to construct a 13.9 m² open deck;• There is no feasible alternative site outside the Lake Erie Shoreline Flooding

Hazard;• There is no opportunity for conversion to habitable space in the future;• The application is within the Lake Erie shoreline flooding hazard and this

proposal should not negatively affect flooding.

Application# LPRCA-213/18 Plan 276, Lots 43-46, 19 Upper Wellington Street, Norfolk - Simcoe

• The proposed work - to construct a 279 m2 storage building approximately 114metres from a Provincially Significant Wetland;

• All development is located outside the wetland and maintains as much setbackas feasible;

• The application is within the regulated area adjacent to a wetland. The hydrologicfunction of the wetland will not be negatively impacted by this development.

Application# LPRCA-214/18 Concession 1, Lot 25, 15 Paradise Lane, Haldimand – Rainham

• The proposed work - to replace a 2000 gallon holding tank;• The development will be setback from the stable top of slope;• A satisfactory site plan and construction details were submitted in support of the

application;• The application is within the Lake Erie erosion hazard allowance and the control

of erosion should not be affected.•

Application# LPRCA-215/18 Plan 37R-4154, Lot 3, 41 Park Road, Norfolk - Simcoe

• The proposed work - to construct a 570 m2 warehouse and showroom and theassociated grading approximately 78 metres from a Provincially SignificantWetland;

• A satisfactory site plan and construction details were submitted;• The application is within the regulated area adjacent to a wetland. The hydrologic

function of the wetland will not be negatively impacted by this development.

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Application# LPRCA-217/18 Concession 3, Lot 27, 57532 Tunnel Line, Elgin - Bayham

• The proposed work - to created 2 wetlands under the supervision of the LPRCALands and Waters Supervisor;

• A one acre wetland will be created in an open field with the spoils spread in theadjacent field;

• A one acre wetland will be created with the excavation of patches of EuropeanBlack Alder creating open water habitat. The spoils will be placed on the adjacentvalley wall and existing roadway.

• The submitted design plans demonstrates the hydrologic and ecologic functionswill be restored and enhanced.

• The application is within the riverine valley system and it will not negatively affectslope stability and/or flood flows.

Application# LPRCA-218/18 Plan 436, Lot 47, 73 Woodstock Avenue, Norfolk – South Walsingham • The proposed work - the maintenance repair of an existing shoreline protection

structure;• Large granite boulders will be placed on top of the existing boulders which, since

the initial installation, have settled several feet in the sand;• This proposal is not in accordance with the currently approved Shoreline

Management Plan. However, as per the July 5, 2017 Board Resolution #A-173/17,the emergency repair of existing shoreline protection and the extension of shorelineprotection to fill gaps between protected lots are supported.

BUDGET IMPLICATION

N/A

Prepared by: Approved and submitted by:

Chris Boothe Judy Maxwell Resource Planning Technician General Manager

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Date: November 7, 2018 File: 3.3.1



Re: Section 28 Regulation Approval Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O. 1990 Reg. 178/06)

RECOMMENDATION

THAT the LPRCA Board of Directors approves the following Development Applications contained within the background section of this report:

A. For Work under Section 28 Regulations, Development, Interference withWetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O.1990 Reg. 178/06),

LPRCA-216/18 LPRCA-219/18

B. That the designated officers of LPRCA be authorized to complete theapproval process for this Development Application, as far as it relates toLPRCA’s mandate and related Regulations.

STRATEGIC PLAN

Goal #1 - To develop and maintain programs that will protect life and property from natural hazards such as flooding and erosion.

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BACKGROUND

Application# LPRCA-216/18 Concession 1, Part Lot 24, 32 Summerhaven, Haldimand - Walpole

• The proposed work - to construct a new 167.2 m2 vacation home and septicsystem;


• The proposed vacation is set back from the 100-year Lake Erie flood elevationand is floodproofed;

• The application is within the Lake Erie flood hazard allowance and the control offlooding should not be affected.

Application# LPRCA-219/18 Concession 1, Lot 12, 1112 Lakeshore Road, Haldimand – Rainham

• The proposed work – to demolish the existing 48.3m2 vacation home andreconstruct a new 104 m2 vacation home with a 32 m2 attached garage;


• The proposed vacation is set back from the 100-year Lake Erie flood elevationand is floodproofed;

• A satisfactory engineered design has been submitted in support of thisapplication;

• The application is within the Lake Erie shoreline flooding hazard allowance andthis proposal will not negatively affect flooding.

BUDGET IMPLICATION

N/A


Bonnie Bravener Judy Maxwell, CPA, CGA Resource Technician Acting General Manager

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The Long Point RegionConservation Authority(LPRCA) assumes noresponsibility for thecorrectness of theinformation contained inthis map nor liability toany user of suchinformation, regardlessof the purpose. (2017)

SUMMARYMAP

Copyright 2017Long Point RegionConservation Authority

LPRCA-219/18

LPRCA-216/18

2323


Date: October 30th , 2018 File: 1.1.2



Re: GM’s REPORT – September and October 2018

RECOMMENDATION

That the LPRCA Board of Directors receives the General Manager’s Report for September and October 2018 as information.

STRATEGIC GOAL

Goal #5 Work collaboratively with watershed stakeholders to deliver high-value, efficient and innovative solutions.

BACKGROUND

This period started with a Board Meeting on September 5th. The Land Committee met on September 6 and 19. There was a Special Board Meeting on September 26 and a Board Meeting on October 3. On September 13 we hosted the Watershed Tour that highlighted 6 different locations. Staff gave presentations at each of the location which included a restoration site for Elgin ALUS in Eden, a flood review of the event in February at the Memorial Park in Vienna, Glenn Coon’s restoration site near Port Rowan, the weather station at Backus, a tour of the Backhouse homestead and village and a review of the safety work completed at the Backus Dam.

The following are some of the highlights for the operations in September and October 2018.

Parks & Backus CA • The parks season concluded on October 15 and overall it was a good year and

tracked similar to 2017. Staff worked for an additional 2 weeks in winterizing andcleaning up the parks for next season.

• The hydro upgrade project for 7 sites is under way at Haldimand CA.• The hydro upgrade at the Norfolk CA for 6 sites to upgrade the wiring and install

a new 200 amp panel will be completed this fall as part of the 2018 capitalprojects.

• Repairs to the Backhouse Homestead Windows are under way• The museum building exterior was cleaned and stained.• The setup of the artifact storage and archive rooms has started in the basement

of the Education Center.24

• The Masquerade Ball event on Oct 27th had 41 participants and it received anexcellent review.

• War of 1812 re-enactment event over the weekend of September 8 & 9 attracted138 re-enactors and over 450 visitors

Watershed Services • 219 permits have been received and reviewed up to October 23rd, 2018.• 135 Planning Act applications have been reviewed and technical advice provided

as of October 23, 2018.• Planning staff reviewed and prepared comments for Haldimand County’s new

Comprehensive Zoning By-Law, the by-law will combine the three Zoning By-laws currently in effect in the Haldimand County (Dunnville, Haldimand andNanticoke).

• Planning staff are participating in Elgin County’s Natural Heritage Systems Studywhich will identify natural heritage features that provide linkages intended toprovide connectivity and support natural processes which are necessary tomaintain biological and geological diversity, natural functions, viable populationsof indigenous species and ecosystems. This study is a requirement under theProvincial Policy Statement for Elgin County’s 5-year review of their Official Plan.

• A member of the planning department attended the Ontario ProfessionalPlanners Institute’s annual symposium in Sudbury on October 11th and 12th.Recent changes to the Planning Act including the transition from the OntarioMunicipal Board appeal process to the new Local Planning Appeal Tribunalprocess, hazardous forest types as defined under section 3 of the ProvincialPolicy Statement where a couple items reviewed.

• Staff finished up electrofishing activities related to the Norfolk Drain ClassificationProject and the Brook Trout Restoration Project (partners – MNRF and NorfolkCounty Drainage Department)

• Staff helped facilitate a restoration site plan development course put on byForests Ontario in Six Nations.

• Staff attended a Vegetation Management Workshop at UTRCA (put on byForests Ontario)

• Three wetlands were constructed, two in Norfolk and one in BayhamEnvironment Canada, Habitat Stewardship Program application was approvedfor $67,560 annually, totaling $202.680 over the next three years. The fundingwill go towards wetland restoration/creation and phragmites control in the LongPoint/Walsingham Forest focal area.

• Staff attended NCC’s wetland restoration field day and Forests Ontario’sSouthwest Practitioners Workshop

• A drop-in Public Information Centre was held on September 15th at the SelkirkCentennial Community Centre to introduce the Haldimand Shoreline Flood andErosion Hazard Study. Ben and Lorrie, along with staff from GRCA, NPCA andHaldimand County, were present to answer questions for the many shorelineresidents who attended.

• Staff submitted two additional project funding requests to the National DisasterMitigation Program Intake 5 for: 1) flood and erosion hazard mapping along theLake Erie shoreline in Norfolk County and for 2) riverine floodplain mapping inflood vulnerable communities across the watershed. If we are successful the

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additional funding will be $245,000 with a total of $430,000 for funding from the Federal National Disaster Mitigation Program.

• The WISKI automatic data collection system for flood forecasting and warning isinstalled and the first three gauges are reporting.

• Staff has installed 6 water level loggers on tributary streams and other ungaugedlocations to improve what we know about how streams respond to severeweather events. Locations include: Spittler Creek near Otterville, Stony Creek inTillsonburg, Little Otter Creek west of Straffordville, the west branch of SanduskCreek in Jarvis, and the Lake Erie bay in Long Point. Three more level loggersare planned for Big Otter Creek in Vienna, Black Creek at St Johns Road nearPort Dover and Stoney Creek near Selkirk.

• Two staff attended the Ontario Flood Risk Management Workshop in Bramptonon September 18th and 19th

. Corporate

• The Marketing Coordinator position was posted and interviews have beencompleted.

• The budget has been the focus in preparation for the budget meeting onNovember 9th

• The Manager of Corporate Services position has been posted.• The Auditors will start on December 3, 4, and 5 for the 2018 year end audit.

They are schedule also for the week of January 21st in 2019.

Forestry • In Burford Township, Brant County, Moore, Morris, Lumsden Tract consisting of

165 Acres was marked for salvage producing 211,115 FBM of salvageable Ashfor removal. The tender results are in the Board Package.

• The Mason/Buchner tract was marked and will be tendered out in November forthe 2018 budget.

• Hemlock Woolly Adelgid (HWA) project is moving forward and all propertiescontaining Hemlock have been recorded; mapping/field work is the next step.The goal is to have permanent plots established on some of the Authorityproperties that contain Hemlock which would be monitored on a regular basis.The final map of all locations will be sent to the Hemlock working group whichhas compiled a province wide map with all locations of Hemlock to continue theirresearch of Hemlock Woolly Adelgid (HWA).

• Forestry Staff met with Bird Studies Canada staff to discuss the currentpartnership with them and how working together get be beneficial to both groupsmoving forward. Bird Studies Canada survey a fair amount of Authority propertiesand the following birds are Species at Risk that have been found; AcadianFlycatcher, Cerulean Warbler, Louisiana Waterthrush.

• The Forest Festival at Springwater CA was attend by Forestry Staff andsupported the tree ID station.

• The Haldimand-Norfolk Health Unit has completed the sping/early summersurveys for Deer Ticks and all results have come in for Authority properties forLyme disease. The fall survey is under way and the most active time is thespring and fall for ticks.Black Creek – 1 Deer Tick recorded – Negative

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Roney Tract – 19 of 26 Deer Ticks - Positive Ringland – 15 sampled – all Negative Hay Creek – 3 out of 19 – Positive Brook CA – No Deer ticks were recorded.

• The Hodges Tract which is 50 acres has been substituted for Rowan Mills for the2018 budget. Hodges has been prism cruised/boundaries re-established and thesummary updated. MNRF Biologist out of Aylmer district office will be reviewingfor SAR concerns and reporting any recommendations. It will be marked andtendered for the 2018 budget.

Workshop • Equipment repair and general maintenance of the vehicles is ongoing.• Staff focused on removing trees, repairing driveways and building a new wood

bin at the Norfolk CA.• Four new gates were built for forestry• Cement pads were installed for the weather station in Jarvis.• Supported all parks with maintenance issues.• Trees are being cleared at Waterford North CA in preparation for the hydro

upgrades• The marsh at Lee Brown was sprayed for phragmites and the calendar is full for

the duck hunting season.

The above list reflects various items going on in the departments but everyday there are the regular tasks that each department is completing.

Prepared and submitted by:

Judy Maxwell General Manager

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Date: October 25, 2018 File: 1.1.3.1



Re: Approval to add Community Representative to Backus Museum Committee

RECOMMENDATION

THAT the LPRCA Board of Directors appoints Heather Smith as a Community Representative to the Backus Museum Committee.

STRATEGIC PLAN

Goal #3 - Link people to the environment through outdoor, education and cultural heritage experiences.

Goal #4 - Maintain an organization committed to teamwork, positive change and excellence.

BACKGROUND

The Backus Museum Committee is an advisory Committee of the LPRCA Board made up of 4 members of the LPRCA Board and 6 community representatives. Currently only four of the 6 community positions are filled. As advised by the LPRCA Board in 2017, the Community has been working to fill all vacancies. At the October 2, 2018 meeting of the Backus Museum Committee, the following motion was passed:

MOTION: BMC – 17 – 2018 Moved by: Julie Stone Seconded by: Madaline Wilson

“That the LPRCA Backus Museum Committee recommend that Heather Smith be appointed to the BMC as a community representative, AND THAT This nomination be forwarded to the LPRCA Board for approval.

CARRIED

The Backus Museum Committee respectfully requests that Heather Smith be appointed to the Backus Museum Committee as a Community Representative commencing in 2019.

Budget Implication None.

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Prepared by: Approved and Submitted by:

Sheila Johnson Judy Maxwell Curator General Manager

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Re: Permission by Owner to Designate Backus Homestead under the Ontario Heritage Act

RECOMMENDATION

THAT the LPRCA Board of Directors designates the Backus Homestead under the Ontario Heritage Act.

STRATEGIC PLAN



BACKGROUND The Backhouse Historic Site is made up of 14 original historic structures. Four of those buildings are original to this Historic Site and the remainder have been moved here from the 1960s to the 1990s for their continued preservation. The most significant heritage building is the 1798 Backhouse Mill which is designated a National Historic Site and a Provincial Historic Site. The Backus Homestead is the second most significant historic structure in the Backhouse Historic Site and it had always been our understanding that the Homestead was designated by the County of Norfolk under the Ontario Heritage Act. However, when the Norfolk Heritage Committee toured the Backhouse Historic Site on August 13th, we discovered that while the process was initiated over a decade ago, it was not finalized.

Designation of heritage properties is a way of publically acknowledging a property’s value to a community. At the same time, designation helps to ensure the conservation of these important places for the benefit and enjoyment of present and future generations. The Backus Homestead has a rich history worthy of designation. When the Backhouse family emigrated to Walsingham from the Niagara region, they built a single room log cabin for their first home. In 1800, a frame house was built opposite the Conservation Education Centre. Known as “The House with Forty Doors”, it contained a staircase imported from England. In 1850,the third generation of the Backhouse family commenced construction on a two storey brick house. Completed in 1852, the

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house contains 15 spacious rooms in a center hall plan. The walls were constructed with 3 layers of brick made from clay found on the property. Originally, a large wooden verandah went around all four sides of the house. It was removed in the early 1920s and replaced with an Empire styled front porch.

Once permission to designate has been received, the Curator will work with the Norfolk Heritage Committee to complete the designation process. There are six key steps to designating a property under section 29 of the Ontario Heritage Act. These include: 1. Identifying the property as a candidate for designation;2. Researching and evaluating the property;3. Serving Notice of Intention to Designate, with an opportunity for objection;4. Passing and registering the designation bylaw;5. Listing the property on the municipal register; and

6. Listing on the provincial register.

Much of the work of designation of the Homestead was completed with the first application. Our task will be to update that information and complete the process, but the first step is approval by the owner.

At the September 11, 2018 meeting of the Backus Museum Committee, the following motion was passed:

MOTION: BMC –14 – 2018 Moved by: Julie Stone Seconded by: Roger Geysens

“That the LPRCA Backus Museum Committee recommends that the Backus Homestead be designated under the Ontario Heritage Act; AND THAT; This recommendation be forwarded to the LPRCA Board for approval.”

CARRIED

The Backus Museum Committee respectfully requests that the Backus Homestead be designated under the Ontario Heritage Act.

Budget Implication None.



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Re: Backhouse Policies Approval

RECOMMENDATION

THAT the LPRCA Board of Directors approves the following policies for the Backhouse Historic Site:

1. Collections Management Policy2. Conservation Policy3. Exhibition Policy4. Research Policy

STRATEGIC PLAN



BACKGROUND At the June 7, 2017 meeting of the Long Point Region Conservation Authority Board, the following motion was passed:

“That the Long Point Region Conservation Authority approves the strategic plan for Backus Heritage Village and that implementation be discussed at the 2018 budget process as a one year phase in.”

In 2018, the Backus Museum Committee began work on the development of a Collections Program, a key recommendation in the Strategic Plan approved in 2017. In order to meet the requirements for the Community Museum Operating Grant, the Backhouse Historic Site must comply with the Standards for Community Museums in Ontario, set by the Ontario Ministry of Tourism, Culture and Sport. These standards are the minimum requirements for the operation of a community museum in Ontario and ensure that Ontario's museums operate as effective resources in the communities they serve.

The Standards cover 10 areas: Governance, Finance, Collections, Exhibition,

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Interpretation and Education, Research, Conservation, Physical Plant, Community, and Human Resources. The four policies presented today lay the foundation for the Collections, Exhibition, Research and Conservation programs – four of our weakest program areas. The Collections Management Policy, Conservation Policy, Exhibition Policy and Research Policy were developed by Helen Bartens, Assistant Curator in August 2018 and approved by the Backus Museum Committee on October 2, 2018. These policies have the following objectives:

Collections Management Policy As a community museum, the artifacts we keep represent our community's heritage. To protect their value, we must maintain a well-organized, managed, and documented collection. This standard makes sure that we know what items we have in our collection and why they are relevant to our mission.

Conservation Policy As a community museum, we have a responsibility to protect and preserve the collection entrusted to our care, so that future generations have the opportunity to enjoy and learn from it. We must demonstrate the stewardship of our collection by following procedures that ensure its long-term preservation. The Conservation Standard is all about taking care of our artifacts and preserving them and making sure that everyone who works with the collection is properly trained in artifact handling and conservation.

Exhibition Policy As a community museum, our exhibits provide an important link between our community and its heritage. In the planning and presentation of exhibitions, we must strive for accuracy of information, relevance to the community, opportunities for learning and engagement, and the safe display of artifacts. The Exhibition standard ensures that the exhibits are of high quality, relevant to the site and community, and engaging.

Research Policy As a community museum, research is an ongoing activity and is reflected by our well-researched exhibits, interpretation, publications, and educational programming. As well as helping staff researchers, we also have a responsibility to assist outside researchers. The Research standard makes sure that the site is devoting enough time to research to fulfil its mission and to disseminate that research to the community and assist visiting researchers.

With the approval of these four policies, the museum moves towards the implementation of Recommendation # 3 of the Strategic Plan; to develop and implement a new strategic direction for the Backhouse Historic Site. These policies are a requirement of the Community Museum Operating Grant Program of the Province of Ontario.

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Budget Implication

None. However, these policies are required to resubmit our application to the Community Museum Operating Grant Program.



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Backhouse Historic Site Collections Policy 2018

Collections Management Policy

Mission Statement of the Backhouse Historic Site:

By telling the story of the experiences of the Backhouse family from 1796 to today, the Backhouse Historic Site helps visitors discover their own connection to the history of Norfolk County and their place in the present.

The collection of the Backhouse Historic Site is held and managed in the public trust.

1. Responsibility of StaffThe Backhouse Historic Site assigns the duties of registrar to the Assistant Curator with assistance from appropriately trained staff and volunteers and provides adequate time, workplace, and funding for collections management activities.

The Curator and Assistant Curator ensure that collections management policies, guidelines, and procedures are developed and implemented. The Assistant Curator is responsible for ensuring that anyone who works with the collection is aware of the policies and procedures and is properly trained in appropriate care and handling procedures. The Assistant Curator will ensure that the collection is inspected regularly for evidence of damage or deterioration. Any staff member or volunteer who discovers a preservation problem, damage to an artifact, or loss of an artifact will report it immediately to the Assistant Curator who will document the incident and report it to the Curator. The Assistant Curator will ensure that artifacts having the potential to be hazardous to the public, staff, volunteers, the environment, or the collection, will be properly handled and stored. All safety regulations (WHMIS) must be followed.

2. EthicsThe Backhouse Historic Site has a commitment to ethical behaviour in its collection development and will meet municipal, provincial and federal legislation that has an impact on collecting. The CMA and ICOM Ethical Guidelines for acquisitions will be followed.

The Backhouse Historic Site acquires artifacts and/or collections only if it has adequate resources (human, financial, temporal, spatial) to document, preserve, store, research, exhibit, and interpret the artifact/collection being considered in accordance with professionally accepted standards.

The Backhouse Historic Site does not acquire material: i. Which has been collected, sold or otherwise transferred in contravention of any provincial ornational statute;ii. Which has questionable, undetermined or unethical history of ownership;

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iii. Which has been collected, sold or otherwise transferred in contravention of the 1970UNESCO Convention on means of Prohibiting the Illicit Import, Export and Transfer ofOwnership of Cultural Property (or any similar statutes) as ratified by Canada on June 28th,1978;iv. if, in addition to or beyond the preceding clauses, there is any reason to believe that theobject’s recovery involved recent unscientific handling and/or intentional destruction or damageof archaeological/historical sites or illegal/clandestine excavations.

In addition to the above, any acquisition and de-accession of artifacts will be made in light of sensitivity to the evolving nature of the relationship between Indigenous groups and museums.

The Backhouse Historic Site will not collect or display human remains.

The Backhouse Historic Site will meet legislative requirements that pertain to the acquisition, handling, storage, exhibition, and deaccessioning of firearms collections.

The Backhouse Historic Site will exercise due caution and control with any substances that may be judged as hazardous materials (Occupational Health and Safety Act).

Conflicts of interest relating to the issue of personal collecting will be declared when such a situation arises. Personal collecting is defined as the acquisition by Backhouse Historic Site's employees and Advisory Committee members of an object similar to or related to that which Backhouse Historic Site collects or intends to acquire. Staff and Advisory Committee members are required to offer Backhouse Historic Site the opportunity to acquire the artifact(s) in question.

3. Collections Development Policy

i. The development of Backhouse Historic Site's collection follows the focus established bythe mission statement.

ii. Development of the collection will meet both the immediate and long-term objectives ofBackhouse Historic Site.

iii. Development will build on strengths and address weaknesses of the collection asdetermined by curatorial staff and will take into account current and future projects andneeds.

iv. It is recognized that the priorities will change over time and according to storagecapabilities, future exhibitions, and the recognition of deficiencies in the collection.

v. The responsibility for the development of the permanent, operational, and educationalcollections resides with the Curator and Assistant Curator. Each assumes an active role inthe community with regard to maintaining contacts with potential donors.

The Backhouse Historic Site will strive to acquire artifacts that are complete, in good condition, and for which provenance is well documented. Collections development will take into account:

the direct relevance of artifacts to fulfill the mission statement of the Backhouse HistoricSite

the ability of the museum to document, preserve, store, research, exhibit and interpret theitems being considered,

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duplication within the current collections, and the condition of the items

The Backhouse Historic Site has the right to turn down or deaccession items that do not fit into its collections development policy.

The Backhouse Historic Site has three collections: 1. The permanent collection includes artifacts for display, research, and interpretation purposes.2. The working collection includes artifacts that are in working order and are used for display,demonstration, and interpretation purposes.3. The education collection includes artifacts and reproductions that are for hands-on use ineducation and interpretation programs.

All items that form the permanent, working, and education collections are managed according to Backhouse Historic Site's collection management procedures and current professional standards. When an artifact in the education collection is no longer needed, useful, or is in poor condition it does not undergo a formal deaccession process. Those items are disposed of as deemed necessary by staff.

3.1 Acquisition Method

Decisions regarding acquisitions of artifacts will be made by the Assistant Curator and new acquisitions will be reported to the Backus Museum Committee. Artifacts may be acquired through gift, bequest, exchange, transfer, or purchase; some are also found in the collection.

A gift or bequest may be accepted from any source, including a staff member. The exchange or transfer of artifacts between institutions is an established and useful

means of developing and improving a collection. Exchanges and transfers may bearranged by the Assistant Curator with approval from the Backus Museum Committee.Exchanges and transfers may be made provided that both parties are in full agreementwith the terms and conditions, both the acquisition and disposal of artifacts aredocumented for the permanent records, and the removal will be approved through thedeaccessioning process.

Artifacts may be purchased with the approval of the Backus Museum Committee usingfunds allocated for this purpose in the annual budget.

Unaccessioned objects that have been treated as artifacts over time but for whichacquisition documentation cannot be found are designated "found in the collection".These objects will be accessioned if approved through the acquisition process.

All acquisitions involving the transfer of ownership will be accompanied by the appropriate, completed legal documentation in the form of a signed gift agreement form or bill of sale. Donations are deemed to be unconditional gifts. All donations become the property of Long Point Region Conservation Authority (LPRCA) and may be displayed, loaned or disposed of as is determined by the Collections Policy. No acquisition will be accepted that has a requirement restricting the use of or disposition of the object(s) by Backhouse Historic Site and LPRCA.

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Appraisals of artifacts for the purposes of income tax receipts up to $1,000 may be done by the Assistant Curator or Curator. The receipt will reflect fair market value at the time of acquisition. Other appraisals arranged by the donor are to be done at his/her own expense unless otherwise directed by the Long Point Region Conservation Authority. All appraisals must be done by an accredited appraiser and tax receipts must comply with Canada Revenue Agency regulations. The appraisal will not be undertaken before a Deed of Gift form is signed. Tax receipts are not issued for artifacts donated to the education collection, unless the artifact is deemed of utmost importance by staff.

4. Collections Management Policy

The duties of registrar are assigned to the Assistant Curator who is responsible for the continuity and efficiency of the collections records management system. The records management system includes an accession register, master catalogue file, standardized numbering system, and signed donor and loan forms. Collection records will be kept current and a backup copy of the collection records will be kept off-site in a secure location.

4.1. Processing New Acquisitions

The Backhouse Historic Site will ensure that the following steps are taken with new acquisitions:

i. Potential donors sign a temporary custody receipt form for the artifact when it entersour possession.

ii. The artifact is housed in the artifact holding area in the storage room.iii. The Assistant Curator determines if the artifact meets the criteria for inclusion in the

permanent collection and will also determine if it is to be used for display, research orhands-on (educational) purposes.

iv. If accepted, the artifact is assigned an accession number and tagged with the number.The number is noted on the Deed of Gift form which the donor is required to sign totransfer ownership to the Backhouse Historic Site. No artifact may be kept without asigned form. The owner has six months to return the signed Deed of Gift. If the ownerdoes not return the signed Deed of Gift in that time period, the artifact is returned tothe owner.

v. If not deemed pertinent to the collection, the owner will be notified and given thirtydays to retrieve the object and sign and date the temporary custody receipt form toindicate that it has been returned. If the owner does not retrieve the object withinthirty days it will be disposed of in accordance with Backhouse Historic Site'sguidelines and procedures.

vi. Once the gift form is signed, the artifact is marked with its accession number andcatalogued according to current professional standards.

vii. The artifact is stored in the permanent storage area and its location included in thecollection management software which is backed up nightly.

viii. Any purchased artifacts are processed into the collection in the same way with anaccompanying bill of sale.

4.2. Management of Artifacts

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i. Artifacts are stored and handled according to current professional standards.ii. Records are maintained and updated according to current professional standards and

staff resources.iii. Artifacts are researched, interpreted, conserved, and exhibited according to current

professional standards.iv. A comprehensive inventory is maintained and kept current.v. Any accidental loss or damage is reported to the Assistant Curator and Curator.vi. Artifacts are clearly assigned to the permanent, operating, or education collections

within the documentation system.

4.3. Loans Incoming and outgoing loans of artifacts may be accepted only for a defined period of time and for the purposes of display, research, or education. Incoming and outgoing loans are accepted at the discretion of the Assistant Curator.

i. All incoming and out-going loans are listed on loan agreement forms which aresigned by a staff member. Date of arrival/departure and date of return are noted.

ii. All materials are handled and managed according to professional standards andprocedures. Backhouse Historic Site will provide the same standard of care andsecurity for the objects on loan as it does for those in its collection.

iii. The borrowing institution is responsible for guaranteeing the safe handling andexhibiting of the material according to current professional standards.

iv. Loans remain the responsibility of the owner for insurance purposes, unless specialarrangements are made between the owner and the Long Point Region ConservationAuthority.

v. Conservation treatment will not be undertaken on borrowed objects without priorwritten consent from the owner. Any treatments must be documented.

4.4. Deaccessions The Backhouse Historic Site may approve the permanent removal of one or more artifacts from the collection as required, in order to maintain a growing and relevant collection which adheres to the mission statement and current professional standards. Reasons to deaccession an object must be ethical, defensible and objective. The Backhouse Historic Site does not acquire any object with the intention of eventual deaccession. The Assistant Curator's recommendation for deaccession will be made to the Backus Museum Committee. The Backus Museum Committee must approve all deaccessions from the permanent collection.

An accessioned object is assessed on its condition, documentation, and status with the collection and may be deaccessioned under the following conditions:

The object does not fall within Backhouse Historic Site's mission and collectionsdevelopment objectives

Accidental loss or irreparable damage due to fire, theft, breakage, or deterioration hasoccurred

The object cannot be properly cared for

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The object is hazardous to the collection, staff, or visitors The object is in poor condition, does not serve a useful purpose, and is too expensive to

conserve The object is a poor example of an object already duplicated in the collection The object has unethical or illegal provenance

The Backhouse Historic Site will also deaccession artifacts for the purpose of repatriation, when it is legally proven that another body, organization, people, and/or government has the legal and ethical right to said artifact(s). All requests for repatriation must be approached with respect and sensitivity and will be resolved on a case-by-case basis.

The Backhouse Historic Site will do its utmost to ensure the deaccessioned material remains in the public trust in Canada. If the deaccession involves a change of ownership, appropriate documentation and forms will be completed.

Process and Method: The process for deaccessioning must be initiated with a written proposal supported by appropriate documentation that recommends the disposition method. The proposal must be brought to the Backus Museum Committee for approval.

i. Backhouse Historic Site will ensure that it has clear title to the object or in the case ofpoorly or undocumented material, be able to demonstrate that it has made a serious,diligent, and documented investigation to determine ownership.

ii. All catalogue numbers and museum related markings must be removed from the object.

iii. The records are updated to read "deaccessioned" with the date of Backus MuseumCommittee approval listed and its final location.

iv. It may be transferred to the educational or working collection at Backhouse Historic Site

v. A demonstrated effort must be made to keep a deaccessioned artifact in the publicdomain and in Canada by offering it to other museums or public institutions as a gift orfor exchange. It may be offered to another museum within Norfolk County or any othermuseum or institution deemed appropriate.

vi. It may be offered for sale through public auction or dealer. All monies earned from sucha sale will return to the Backhouse Historic Site’s acquisition fund.

vii. Physical destruction may take place when the artifact is in very poor condition, has novalue to any other institution, is hazardous and poses a danger to staff, the public, or thecollection, or if all reasonable efforts have been made to dispose of the object throughother means. All museum markings are removed; the article is destroyed in front ofwitnesses and placed in the appropriate garbage container. The records must show thedate of destruction.

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Deaccessioned objects cannot be disposed of by any means to:

1. Members of the Long Point Region Conservation Authority Board or the Backus MuseumCommittee2. Staff or volunteers of the Long Point Region Conservation Authority3. Original owners of the artifact

5. Policy ReviewBackhouse Historic Site' Collections Management Policy is approved by the Backus Museum Committee and the Long Point Region Conservation Authority. The Collections Management Policy is reviewed on a regular basis, or any time that changes are deemed necessary. The Curator and Assistant Curator will conduct the review, in conjunction with other professional staff. The reviewed version will be submitted to the Backus Museum Committee for approval.

Policy Developed: August 2018 Approved by the Backus Museum Committee: Approved by the Long Point Region Conservation Authority:

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Backhouse Historic Site Conservation Policy 2018

Conservation Policy

The Backhouse Historic Site's Conservation Policy sets forth goals with respect to preserving its collections. The policy outlines responsibilities and sets standards for all conservation related activities at the Backhouse Historic Site.

The Backhouse Historic Site strives to ensure that professional standards for the conservation of its collection are met. Backhouse Historic Site provides preventative care for artifacts in its collection. Buildings that were originally constructed prior to 1930 are considered artifacts and are treated accordingly. Since historic buildings are among the most valuable artifacts in the collection, staff will give them the same considerations as other cultural property. Every reasonable effort will be made during the restoration and maintenance to retain original components and features of the buildings, while attempting to maintain a museum-quality environment for the artifacts housed within them.

Two main custodial functions are involved: Preventative Conservation - All actions taken to retard deterioration and prevent damage

to cultural property through the provision of optimal conditions of storage, usage andhandling.

Treatment Conservation - All actions taken to stabilize, modify, repair or restore culturalproperty to a known earlier state with the aim to preserve aesthetic and historic values.

1. Generali. All decisions regarding the preventative and restorative (treatment) conservation of

Backhouse Historic Site artifacts will be made in consultation with a qualifiedconservator in keeping with the best standards of practice and ethics.

ii. Backhouse Historic Site will ensure that it meets all municipal, provincial and federallegislative requirements that have an impact on the conservation of collections or have animpact on the health and safety of staff, volunteers, and visitors.

iii. A schedule of preventative conservation will be undertaken through funds allocated forthis purpose in Backhouse Historic Site's annual operating budget and as identified in theLong Point Region Conservation Authority’s capital budget or as a special projectsupported with fundraising.

2. Responsibilityi. The Assistant Curator will coordinate the preservation activities for the benefit of the

Backhouse Historic Site collection.

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ii. The Assistant Curator will consult with qualified experts in the field of conservationbefore taking any course of action which may affect the physical state or environmentalconditions of an item or building.

iii. The Assistant Curator will liaise with and coordinate treatments by outside professionalsas required on individual items. Conservation treatments (preventative and treatment)will be documented.

iv. The preservation of the collection is the responsibility of all Backhouse Historic Sitestaff. It is the responsibility of all staff to be aware of and to act according to theguidelines of this policy and training will be provided.

3. Artifact Usei. The Assistant Curator will examine all artifacts to be placed in the education collection to

ensure their durability and suitability for hands-on programming. Artifacts deemedunsuitable or unsafe will not be placed in the education collection.

ii. The Assistant Curator will examine all artifacts prior to their exhibition or loan to ensurethat the objects are capable of withstanding the stresses associated with their proposeduse. Artifacts deemed by the Assistant Curator to be too fragile or in too poor conditionfor the proposed purpose will not be exhibited or loaned.

iii. All outgoing artifacts will be packed by trained staff using appropriate materials inaccordance with current conservation standards. Suitable carriers and methods oftransportation will be used when artifacts are being transported. Instructions forunpacking will be included if artifacts will be handled by non-Backhouse Historic Sitestaff at the destination point.

4. Condition Reportsi. The Assistant Curator or designate will complete a condition report on every object

accepted into the permanent collection following the legal transfer of ownership to themuseum, as well as for all incoming and outgoing loans. Condition reports will becompleted by the Assistant Curator or designate of artifacts in storage and on exhibit.These records will be stored in the artifact’s master file and compared with past reports tonote any accelerated deterioration or damage.

ii. Reports will include a complete description of dirt, damage, missing or loose parts, anddisfigurement as required and issues affecting buildings such as water leaks, pestproblems or structural issues.

iii. All treatments conducted by a trained conservator will be documented. Documentationincludes photo documentation and the written recording of the condition of the itembefore treatment and the methods and materials used in treatment.

5. Preventative Conservation of Artifacts

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i. Backhouse Historic Site will strive to achieve optimum environmental standards for thepreservation of the collections, be they be on exhibit or in storage. Environmentalconditions of humidity, light, and temperature should meet accepted standards wherepossible. The Standards for Community Museums in Ontario as set by the OntarioMinistry of Tourism, Culture and Sport will be the minimum accepted.

ii. Only staff with appropriate training will be permitted to handle artifacts. All BackhouseHistoric Site staff and volunteers who interact with artifacts will be trained in the properhandling of artifacts. Training sessions will be held regularly to refresh knowledge andenhance skills in artifact handling. Where further training is deemed necessary, theBackhouse Historic Site will provide support for staff participation in outside trainingprograms. Furthermore, all paid and unpaid staff, within two weeks of the start ofemployment at Backhouse Historic Site, are briefed and made aware of the Backus FirePlan and Emergency Response Plan. Individuals are required to be familiar with thesedocuments, aware of their location for reference, and are made aware of the location ofall safety materials and supplies.

iii. Backhouse Historic Site will provide space for collection storage that is:a) Used for collection storage onlyb) Large enough to store existing artifacts without crowding and to accommodate projected

future acquisitionsc) Equipped with suitable and safe shelves, cabinets, and artifact supportsd) Organized by type of object or materiale) Cleaned on a regular basis by trained stafff) Kept dark and secured when not in use

iv. Only the Curator, Assistant Curator, or persons designated and trained will have access tocollection storage areas.

v. Cases and floor spaces used for exhibition will be large enough to hold artifacts withoutovercrowding and distortion.

vi. Artifacts on display will be adequately supported with safe materials. Display materialsthat are harmful to artifacts will not be used.

vii. The Assistant Curator will institute a regular cleaning schedule for exhibits. Exhibits willbe kept clean and maintained by staff trained in the handling of artifacts.

viii. Artifacts will be rotated for the purpose of conservation, as deemed necessary by theircomposition. The Assistant Curator will make special arrangements for light-sensitivematerials or choose not to exhibit the original.

ix. Artifacts will be displayed in a manner that takes their preservation needs intoconsideration. Artifacts sensitive to environmental conditions will be stored anddisplayed in the Homestead, Museum Building or Conservation Education Centre, whereconditions can be monitored and maintained.

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x. Collections records will be updated to reflect changes in artifact location.

xi. The Assistant Curator or designate will make regular inspections of exhibits to check forlosses or damage to artifacts. Detailed artifact inspection will occur on exhibit set up anddismantling by trained staff.

xii. Regular inspections will be made of storage and exhibit spaces to check for signs of pestinfestation. A pest management program will be maintained to the best of BackhouseHistoric Site's ability.

xiii. All objects coming into the museum will be inspected for pest infestation before beingintroduced into storage or exhibit areas. Objects showing signs of pest infestation will beisolated and treated to eradicate pests before being allowed in proximity to BackhouseHistoric Site artifacts.

xiv. Environmental conditions will be monitored regularly in storage and exhibit spaces. Allefforts will be made to correct irregularities in environmental conditions or to removesensitive artifacts if the environment maintained is damaging to them

xv. The Backhouse Historic Site will maintain to the best of its ability an appropriateenvironment for artifacts in storage and on exhibit by:

a) Reducing visible light (lux) levels to accepted standardsb) Removing ultraviolet radiationc) Maintaining relative humidity and temperature levels within an appropriate range for

museum artifactsd) Reducing dust and pollution through a combination of physical and preventative

procedures

6. Conservation Treatmentsi. The Curator and Assistant Curator will prioritize objects requiring conservation

treatment. Priority decisions will be made based on:a. Those artifacts requiring emergency treatment or stabilizationb. Those artifact as determined by the Curator and Assistant Curator to be of

particular significance to local, regional, provincial, or national historyc. Those artifacts required for display or programmingd. Cost of treatment and budget allocatione. Availability of professional to perform treatmentf. State of object’s deteriorationg. Number of similar objects in the collection

ii. Individuals repairing or restoring artifacts will have an appropriate level of training inartifact conservation. All conservation work done on Backhouse Historic Site artifactswill be done in such a manner as to maintain the history and artistic integrity of theartifact. No conservation treatments will proceed on Backhouse Historic Site artifactswithout written approval of the Curator.

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iii. All conservation work done on Backhouse Historic Site artifacts will be documented in aCondition/Treatment Report. This documentation will be retained in the artifact’s masterfile.

iv. Conservation treatments performed at Backhouse Historic Site will take place in a spacethat is appropriately equipped and ventilated according to health and safety standards andis separate from collection storage and exhibition spaces.

v. Backhouse Historic Site will ensure that treatments are carried out to the highestprofessional standards, using the minimum amount of intervention necessary to stabilizeand/or preserve the item.

vi. All treatments carried out by an outside approved Conservator will be monitored by theAssistant Curator.

7. Security of Artifactsi. Artifacts that will be damaged or destroyed by water damage will never be stored below

floor level and will be stored away from obvious sources of water contamination such asoverhead pipes.

ii. Artifacts will be protected from theft and vandalism. Storage areas will be kept locked atall times and accessible only to the Curator and Assistant Curator or trained designate.Artifacts will be kept behind barriers in exhibit buildings and those buildings withoutbarriers will be open to the public only when a staff member is present.

iii. Backhouse Historic Site will establish written standard procedures to deal withemergencies and disasters such as fires or floods. All staff will be instructed in thestandard procedures to deal with emergencies. A disaster management plan will beprovided for further reference in time of emergency.

iv. All Backhouse Historic Site staff will perform passive security in the museum buildingsduring open hours to ensure the collection is safe from random theft and vandalism.

8. Loansi. Incoming loans of artifacts borrowed from outside sources will be treated according to

the same conservation standards as Backhouse Historic Site’s collection. No conservationintervention, even as prescribed by this policy, will be performed without consent of theowner.

ii. Requests for outgoing loans will be reviewed to ascertain that the artifact(s) involved willbe protected according to the same conservation standards of display, storage, transport,and use as outlined in the policy.

9. Policy Review

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Backhouse Historic Site Conservation Policy is approved by the Backus Museum Committee and the Long Point Region Conservation Authority. The Conservation Policy is reviewed on a regular basis, or any time that changes are deemed necessary. The Curator and Assistant Curator will conduct the review, in conjunction with other professional staff. The reviewed version will be submitted to the Backus Museum Committee for approval.


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Backhouse Historic Site Exhibition Policy 2018

Exhibition Policy

This exhibition policy covers the exhibitions located in the Backhouse Historic Site and the Backus Heritage Conservation Area's Conservation Education Centre.

Mission Statement of the Backhouse Historic Site:

By telling the story of the experiences of the Backhouse family from 1796 to today, the Backhouse Historic Site helps visitors discover their own connection to the history of Norfolk County and their place in the present.

Mission Statement of the Backus Heritage Conservation Area:

Backus Heritage Conservation Area galvanizes people to better the natural world.

1. The Backhouse Historic Site's exhibition policy incorporates the following principles:i. The Backhouse Historic Site ensures that the themes and number of exhibits are

consistent with the Site's mission and the needs of the communities it serves. The mainthemes include the history of the Backhouse family, the activities that occurred on thesite, and conservation of nature practices.

ii. The Backhouse Historic Site makes a commitment to accuracy, fairness, objectivity,inclusivity, and respect in exhibit presentation. Accurate research and good presentationshows a commitment to intellectual integrity and objectivity as well as professionalappearance. Exhibits are supported by providing the time and the resources for suitablebackground research, accurate labels, and interpretation as a routine prerequisite for allexhibits.

iii. The Backhouse Historic Site undertakes a commitment to ethical behaviour in exhibitpresentation. The Backhouse Historic Site adheres to the ethical guidelines set by theInternational Council of Museums and the Canadian Museum Association.

iv. The Backhouse Historic Site ensures that conservation standards are a priority in allexhibit design, lighting, materials, use of artifacts, handling of artifacts, securityprecautions, cleaning and maintenance. Exhibits take into account: the durability ofartifacts (referring to inspection and condition reports), sensitivity to light levels andshort period rotation requirements for light sensitive items, ensuring adequate size andsafety of display cases, adequate support mounts for artifacts, proper museummaintenance and housekeeping, a program of regular inspection of artifacts on exhibit,and implementing safe packing and unpacking procedures.

v. The Backhouse Historic Site will ensure that it meets all municipal, provincial, andfederal legislation that has an impact on exhibit presentation, including fire, health andsafety codes, firearms legislation, Canadian Copyright Act, and the Accessibility forOntarians with Disabilities Act.

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2. All exhibits at the Backhouse Historic Site and the Conservation Education Centre will beconsistent with the written Exhibition Policy.

3. The Backhouse Historic Site has an exhibition schedule comprising a mix of permanent andtemporary exhibits to fulfil its mission. The three-year exhibition schedule is updated each year.Temporary exhibits are on display for a term up to a full operating season. Permanent exhibitsare refreshed by rotating artifacts for conservation purposes and for the interest of return visitors.Permanent exhibits are evaluated each year to determine if they are still relevant or if they needto be re-developed.

4. The Backhouse Historic Site will endeavour to ensure the relevance, accuracy, and effectivecommunication of each exhibit by:

i. Establishing clearly defined objectives and evaluating exhibits against their objectives.ii. Using appropriate expertise including staff, volunteers, community groups, or

consultants.iii. Carrying out sufficient research.

5. The Backhouse Historic Site will ensure that all individuals involved in the planning,preparation, and installation of exhibits have the necessary skills and training.

6. The Backhouse Historic Site ensures that all exhibits are safe for visitors and staff by:i. Placing any materials judged to be hazardous in display cases.

ii. Adequately supporting, securing, or providing barriers against heavy objects or movingparts that could cause injury.

iii. Training staff in the safe operation of exhibits including artifacts in the working andhands-on collections.

iv. Meeting legislated requirements in the display and handling of firearms.

7. The Backhouse Historic Site endeavours to ensure that exhibits are accessible and capable ofbeing used and enjoyed by visitors of all ages and abilities.

8. The Backhouse Historic Site will ensure that exhibits effectively promote learning andenjoyment through:

i. Providing a variety of interpretation methods to meet a range of visitor needs. Thisincludes text panels, live interpretation, hands-on activities, and demonstrations.

ii. The Backhouse Historic Site will regularly replace artifacts in permanent exhibits withother examples from storage to refresh the exhibits for the community's enjoyment aswell as for conservation purposes.

9. The Backhouse Historic Site will ensure that a portion of the museum's budget is allocatedannually for exhibit development, design, construction, maintenance, and evaluation expenses.Such expenditures will include: research costs, equipment and supplies, labels, photographic orother reproductions, display construction materials, exhibit maintenance costs, and expendituresfor traveling exhibits.

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10. All exhibit preparation and activities that are harmful to artifacts will be carried out in aworkshop that is isolated from collection storage and display areas. Preparation activitiesharmful to artifacts include those that produce dust, excessive heat or vibrations, and those thatinvolve the use of aerosols and solvents. These activities will be done outside or in themaintenance workshop.

11. Policy ReviewThe Backhouse Historic Site Exhibition Policy is approved by the Backus Museum Committeeand the Long Point Region Conservation Authority.The Exhibition Policy is reviewed on a regular basis, or any time that changes are deemednecessary. The Curator and Assistant Curator will conduct the review, in conjunction with otherprofessional staff. The reviewed version will be submitted to the Backus Museum Committee forapproval.


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Backhouse Historic Site Research Policy 2018

Research Policy

Research enables the Backhouse Historic Site to produce meaningful and accurate exhibits, education programs, publications, and community partnerships. It is the policy of the Backhouse Historic Site to engage in research appropriate to fulfill the Mission which states, "By telling the story of the experiences of the Backhouse family from 1796 to today, the Backhouse Historic Site helps visitors discover their own connection to the history of Norfolk County and their place in the present." The Backhouse Historic Site also endeavours to assist and encourage the research of others.

The Backhouse Historic Site will demonstrate a commitment to ethical behaviour by respecting the confidentiality of records and ownership of information when conducting research. It will comply with municipal, provincial, and federal legislation that has an impact on research activities including copyright and privacy legislation.

The Backhouse Historic Site is committed to accuracy and objectivity in results when research is conducted by its staff and volunteers.

Research will include, but not be limited to, the following primary concerns: Collections research including current holdings and proposed acquisitions History of the buildings that make up the Backhouse Historic Site History of the Backhouse/Backus family, particularly those that lived on the site Interpretation of the restored historic environment, including costuming for interpreters,

furnishings, gardens and landscaping History of landscape change and the Conservation movement in the Long Point

Watershed Social, material, and political history of the Long Point Region including the Long Point

Settlement, Port Rowan, and the former South Walsingham Township, and the War of1812

Research to assist ongoing programming, exhibitions, and events Museological research such as conservation, collections management, and exhibit design History of the Long Point Region Conservation Authority

1. Resources

The Backhouse Historic Site will provide a clean, well-lit, separate space for staff andvisiting researchers to carry out research activities.

Staff will be given sufficient time and resources to carry out the museum's researchprogram. A portion of the annual budget will be allocated for research expenses incurredwhile carrying out the museum's internal research program.

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A specialized museum library with budget allocation allowing for adequate maintenanceand expansion to support the needs of staff and visiting researchers. The resources of thelibrary will include books, periodicals, vertical files, photographs, and audio-visualmaterials.

Computerized collections management databases with digital image capability will bemaintained to facilitate work centred on the collections. Internet access and e-mail will beavailable to staff as needed for research.

The Backhouse Historic Site will use appropriate outside resources to achieve themuseum's research goals. Research will utilize library, archival, and museum resources inthe community and beyond, where appropriate.

The Backhouse Historic Site may provide access to training to improve the research skillsof staff and volunteers

2. Communication and Sharing of Research

The Backhouse Historic Site will make public its research efforts through methods which best complement the type of information collected, including:

Permanent, temporary, and travelling exhibits that include artifacts, reproduced archivaldocuments and interpretive materials

Oral communications such as interpretation and education programs, presentations,public lectures, and staff training

Publications such as internal reports, articles in newspapers, exhibition catalogues, books,and visitor guides

Responses to inquiries from members of the public and assistance to external researchers

3. Ownership of Research Information

The copyright of any publication or material prepared by staff or volunteers on behalf of the Backhouse Historic Site and Long Point Region Conservation Authority will be solely owned by the Long Point Region Conservation Authority, unless a written agreement has been signed prior to any research activity.

4. Internal and External Researchers

The Backhouse Historic Site will allow members of the public to access its collections for research purposes. Access privileges will be determined by the Assistant Curator and will take into account the research being conducted and the condition of the items requested.

Research Visit Policy: The researcher will communicate to the Assistant Curator the nature and purpose of

his/her research and schedule a research visit at least two weeks in advance. The Assistant Curator will determine the level of access to the collection, taking into

account the condition of the item(s) requested and any restrictions on the item(s). The Assistant Curator will instruct the researcher on artifact/archival care and handling

procedures.

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All research will be done in the area designated for research and be done under the supervision of the Assistant Curator.

The Backhouse Historic Site will not allow the removal by a researcher of any artifact, archival holding, or library holding from its facility for research or documentation purposes. Loans of artifacts to other museums or institutions will be considered in accordance with the Collections policy.

Photocopying copyrighted materials will be done in accordance with the Copyright Act and only for research or private study.

The Assistant Curator will decide what archival material may be copied, taking into consideration the condition of the item being copied. Copying of archival material will be done on site by the Assistant Curator.

Requests for archival information governed under the Municipal Freedom of Information/Protection of Privacy Act must be made in writing.

Smoking, food, or drink is not permitted in research areas. No permanent ink writing instruments are permitted in the research area; only pencils

will be permitted. Notations on research material are strictly forbidden. Fees will be established for research services, photocopying, and photographic

reproduction. 5. Research Assistance Services The Backhouse Historic Site will respond to inquiries regarding its collection and will provide research assistance services in a timely manner when resources allow. The Backus Museum Committee will set the fee schedule for costs associated with the fulfilment of research requests including labour and staff time and copying fees. Where a fee will be applied to an information inquiry, the researcher will be informed of such and an estimate of the fee will be given. Where the estimate exceeds $25.00, the Backhouse Historic Site may ask for a deposit prior to fulfilling the request. The Curator and Assistant Curator may waive research service fees for dissemination of the information requested if in his/her judgement such dissemination will benefit the public in general. 6. Publication and Credit When publishing materials obtained from the Backhouse Historic Site, researchers will acknowledge the LPRCA and Backhouse Historic Site as the source. Acknowledgement will take the following form: “From the collections of the Backhouse Historic Site, courtesy of the Long Point Region Conservation Authority”.

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Researchers will be informed that they are responsible for obtaining the publishing rights for any materials retrieved from the Backhouse Historic Site collections. The Backhouse Historic Site in no way assigns the right of publication when it distributes copies of items from its collections.

7. Policy ReviewBackhouse Historic Site Research Policy is approved by the Backus Museum Committee and the Long Point Region Conservation Authority. The Research Policy is reviewed on a regular basis, or any time that changes are deemed necessary. The Curator and Assistant Curator will conduct the review, in conjunction with other professional staff. The reviewed version will be submitted to the Backus Museum Committee for approval.


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Date: October 30, 2018 File: 1.3.7.1



Re: Timber Tender LP-307-18 Moore, Morris, Lumsden Tract (B. Colman)

RECOMMENDATION:

THAT the LPRCA Board of Directors accepts the tender submitted by Townsend Lumber Inc. for marked dead standing timber at the Moore, Morris, Lumsden Tract – LP-307-18 for a total tendered price of $70,750.00.

STATEGIC PLAN:

Goal #2 - Maintain and enhance watershed health; and Goal #3 - Work collaboratively with watershed stakeholders to deliver high-value, efficient and innovative solutions.

BACKGROUND:

As part of the ongoing forestry program of the LPRCA, staff prepared a summary of all dead standing Ash for the Moore, Morris, Lumsden Tract which was submitted/approved by Brant County by-law as a salvage cut, all dead standing timber was marked for removal with two dots of orange paint and marginal timber was slashed. Copy of the summary was sent to Guelph MNRF for any concerns for Species at Risk (SAR). Existing landing and previous established skid trails will be used for removal.

Once completed, tenders were prepared, posted and mailed to various interested sawmills and timber buyers.

Results of the tendering process are as follows:

1) Townsend Lumber Inc. $70,750 2) Porter Lumber $35,000

The bid submitted by Townsend Lumber Inc. is within the expected bid range and LPRCA has previously successfully dealt with this watershed based company.

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BUDGET IMPLICATIONS:

Funds are to be applied towards the 2018 Forestry Operations Budget that anticipated $300,000 in revenues. To date, $167,122 has been generated including the tendering of the Moore, Morris, Lumsden Tract.

Prepared by: Approved & Submitted by:

Debbie Thain Judy Maxwell Forest Technician, LPRCA Acting General Manager, LPRCA

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To: Chair and Members, LPRCA Board of Directors LPRCA Board of Directors


Re: 2019 Meeting and Event Schedule (J. Maxwell)

RECOMMENDATION

That the LPRCA Board of Directors approves the proposed 2019 meeting and event schedule.

BACKGROUND The proposed 2019 Long Point Region Conservation Authority meeting schedule is as follows:

Wednesday, January 16, 2019 Board of Directors/Election of Officers & 2019 Budget Vote 6:30 pm

Wednesday, February 6, 2019 Board of Directors 6:30 pm Friday, February 22, 2019 Annual General Meeting 1:30 pm Wednesday, April 3, 2019 Board of Directors 6:30 pm Wednesday, May 1, 2019 Board of Directors 6:30 pm Wednesday, June 5, 2019 Board of Directors 6:30 pm Wednesday, July 3, 2019 Board of Directors 6:30 pm Wednesday, September 4, 2019 Board of Directors 6:30 pm Thursday, September 12, 2019 Watershed Tour 9:00 am Wednesday, October 2, 2019 Board of Directors 6:30 pm Wednesday, November 6, 2019 Board of Directors 6:30 pm Wednesday, November 13, 2019 Board of Directors Budget Meeting 9:00 am Wednesday, December 4, 2019 Board of Directors 6:30 pm Friday, December 6, 2019 LPRCA Annual Christmas Dinner 6:00 pm

Board of Director Meetings are scheduled the first Wednesday of each month with the exception of January when the Board Meeting is proposed for January 16th, 2019. Pursuant to the Conservation Authorities Act the first meeting to be held in 2019 will include the election of officers. Meetings can be added if required based on activity.


Judy Maxwell General Manager/Secretary-Treasurer

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Re: 2018 Seasonal Staff Appreciation (J. Maxwell)

RECOMMENDATION

THAT the LPRCA Board of Directors authorizes the purchase of a $25 gift card for staff employed this time of year.

BACKGROUND

It has been a long-standing tradition for the LPRCA to provide a gift to Conservation Authority staff in appreciation for their efforts and to mark the Christmas season. The number of staff included this year is 36 which cover permanent and contract staff, park supervisors, park assistants and four seasonal staff.

BUDGET IMPLICATION

The impact on the 2018 Budget will be $900.00. The cost of this gesture has fluctuated over the years depending on the gift and staff working that time of year; in 2017, 34 staff received gift cards for a total cost of $850.00.



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Date: October 23rd, 2018 File: 2.1.C



Re: Capital Reallocation Request for Waterford North Conservation Area (WNCA) Electric and Water Upgrades (Bret Colman)

RECOMMENDATION

THAT the LPRCA Board of Directors approves reallocation of $21,030.00 from the 2017 WNCA washroom capital project to the 2018 electrical and water upgrades for sites 1-41.

STRAEGIC PLAN

Goal #3: Link people to the environment, through outdoor education and cultural heritage experiences.

Goal #4: Maintain and organization committed to teamwork, positive change and excellence

Goal #5: Work collaboratively with watershed stakeholders to deliver high-value, efficient and innovative solutions.

BACKGROUND

Waterford North CA:

Presently, Waterford North CA has 100 campsites, all unserviced. In order to remain competitive in the industry, the Board recognized that an infrastructure investment by LPRCA was necessary to bring 30 amp service and water to as many of the sites as possible. In 2016 and again in 2017, the Board approved $40,000.00 each year for a total of $80,000.00 to upgrade the hydro lines into the park and install hydro to each campsite. There have been challenges; however “phase one” is set to begin implementation in the fall of 2018 with the previously Board approved funding which should bring services to sites 1 through 41. Hydro One has been consulted and a design has been approved by them and the new service contract has been signed. Hydro One has agreed to allow two services at Waterford North for one year to facilitate a phased in project. The current service that is at the driveway will be removed once all the upgrades have been completed.

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THE PROPOSAL

Phase 1 of the project has a budget shortfall of approximately $21,030.00. Staff would like to reallocate a portion of the funds, $21,030.00 from the WNCA Washroom capital project budgeted from 2017 to able to complete Phase 1 in 2018/19. The WNCA Washroom Project would have $33,970.00 remaining to be completed by LPRCA staff.

Phase One 2018/19:

BUDGET IMPLICATION

Phase 1 Projected Revenues 2019:

The Phase 1 sites 1-41 generated $54,276 in sales for the 2018 season and the projected increase of fees would generate $47,609 more revenue in 2019.

Payback Period:

The payback period is the number of years required to fully recover the initial capital outlay associated with this capital expenditure.

Quanity Unit Cost TotalOntario Hydro 1 12,730$ 12,730$ 3 Phase Ground Vault Unit 1 20,000$ 20,000$ Pole Switch installed (if required) 1 20,000$ 20,000$ Estimated cost per site (including equipment rental) 41 800$ 32,800$ Panel Box 4 2,000$ 8,000$ Trenching 1 8,500$ 8,500$ Total estimated project costs 102,030$

Service Quantity Price SalesSeasonal Premium 24 2,655$ 63,720$ Seasonal 17 2,245$ 38,165$ Total Projected Revenue 2019 101,885$

Capital Outlay (102,030)$ Revenue RecoveryYear 1 47,609$ Year 2 47,609$ Year 3 6,812$

Payback periods (years) 2.14

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Return on Investment (ROI):


Bret Colman Judy Maxwell Manager of Conservation Land Services General Manager

Projected Revenue Growth 47,609$ Hydro Expense (16,400)$ Amortization Expense (5,102)$ Operating Income 26,108$

ROI 17.8%

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Date: October 30th, 2018 File: 1.4.3

To: Chair and Members LPRCA Board of Directors


Re: Budget Performance Report as at September 30, 2018 (J. Maxwell)

Recommendation

THAT the LPRCA Board of Directors receives the Budget Performance Report as at September 30th, 2018 as information.

Background

Attached as Appendix 1, please find a Statement of Operations Summary of LPRCA’s first 9 months of 2018. The report has supporting pages for each program area. The capital projects are summarized in Appendix 2 which is also attached. The Board approved the 2018 Operating and Capital Budgets on January 10th, 2018. The Operating Budget in the amount of $4,073,985 and the Capital Budget was approved in the amount of $691,650. Currently, the operating expenses for the first nine months are $3,080,952 or 75.6% of the budget.

Budget Implications:

The operating expenses of $3,080,952 for the nine months ending September 30th are slightly less than the 2017 expenses. The revenue is predicted to achieve the targets for the 2018 budget.

Prepared by:


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Appendix 1

Current 2018 Annual Budget Actual ActualYTD Budget Variance Sep 30 2017 Sep 30 2016

Program:Watershed Planning and Technical Services $186,633 $285,357 ($98,724) $157,196 $138,852Watershed Flood Control Services 224,496 236,822 (12,326) 187,826 204,853 Healthy Watershed Services 168,317 200,527 (32,210) 166,438 172,785 Community Relations 54,042 147,632 (93,590) 102,518 102,302 Backus Heritage and Education Services 486,249 626,256 (140,007) 441,874 427,279 Public Forest Land Management Services 135,196 227,515 (92,319) 169,321 155,153 Private Forest Land Management Services 99,674 116,397 (16,723) 130,468 98,738 Conservation Parks 600,620 767,115 (166,495) 543,383 576,030 Other Conservation and Land Management Services 384,021 507,208 (123,187) 370,019 377,115 Corporate Services - Bayham ALUS Project 65,185 - 65,185 81,574 72,909 Corporate Services 676,519 959,157 (282,638) 746,533 669,954

$3,080,952 $4,073,985 ($993,033) $3,097,150 $2,995,970

Objects of ExpensesStaff Expenses $1,906,804 $2,703,140 ($796,336) $1,898,863 $1,798,893Staff Related Expenses 24,104 48,128 (24,024) 33,141 39,253 Materials and Supplies 224,459 260,142 (35,683) 252,370 221,618 Purchased Services 763,413 971,904 (208,491) 761,646 798,380 Equipment 46,089 26,350 19,739 24,968 24,695 Other 50,898 64,321 (13,423) 44,588 40,222 Bayham ALUS Program Expenses 65,185 - 65,185 81,574 72,909 Total Expenditures $3,080,952 $4,073,985 ($993,033) $3,097,150 $2,995,970

Sources of Revenue:Municipal Levy - Operating $1,553,673 $1,553,673 $0 $1,462,129 $1,412,680Provincial Grants 268,594 133,594 135,000 194,422 206,696 Federal Grants 57,766 9,647 48,119 95,826 37,076 User Fees 1,847,149 2,071,336 (224,187) 1,791,164 1,678,918 Community Support 302,451 305,735 (3,284) 362,738 394,479 Community Support - Bayham ALUS Program Funding 233,748 - 233,748 207,984 222,231 Total Revenue $4,263,381 $4,073,985 $189,396 $4,114,263 $3,952,080

Excess (deficiency) of revenue over expenditures $1,182,429 ($0) $1,182,429 $1,017,113 $956,110

Long Point Region Conservation AuthorityStatement of Operations - Summary

For the Month Ending September 30, 2018

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Current 2018 Annual Budget Actual ActualYTD Budget Variance Sep 30 2017 Sep 30 2016 Comments

Activities:Technical and Planning Services $140,971 $196,148 ($55,177) $108,656 $109,935Technical Study Services 45,662 89,208 (43,546) 48,540 28,917Shoreline Management Plan - Total Activities $186,633 $285,357 ($98,724) $157,196 $138,852

Objects of ExpensesStaff Expenses $181,448 $262,079 ($80,631) $148,868 $134,444Staff Related Expenses 1,746 2,450 (704) 1,287 1,783 Materials and Supplies 395 3,628 (3,233) 639 725 Purchased Services 3,044 17,200 (14,156) 6,403 1,900 Subcontractor peer review $1,603, motorpool charges of $645,

credit card fees of $766Total Expenditures $186,633 $285,357 ($98,724) $157,197 $138,852

Sources of Revenue:Municipal Levy - Operating $122,821 $122,821 $0 $116,794 $106,866Provincial Grants 20,864 32,136 (11,272) 20,158 20,410User Fees-Lawyer Inquiry Revenue 24,317 21,700 2,617 21,092 15,474 User Fees-Planning/Technical Service Fees 99,751 108,700 (8,949) 108,474 85,367 Total Revenue $267,753 $285,357 ($17,604) $266,518 $228,117

Excess(deficiency) revenue over expenditures $81,120 $0 81,120$ 109,321$ 89,265$

Long Point Region Conservation AuthorityStatement of Operations

Watershed Planning & Technical ServicesFor the Month Ending September 30, 2018

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Activities:Flood Control Administrative Services $55,154 $73,642 ($18,488) $27,322 $26,944Flood Forecasting and Warning Services 35,426 50,703 (15,277) 57,340 42,140General Operational Services 14,690 27,947 (13,257) 24,205 23,086Structures - Minor Maintenance Services 41,140 62,676 (21,536) 39,249 42,859Structures - Preventative Maintenance Services 3,207 21,853 (18,646) 17,929 21,249General Maintenance Erosion Control Services - - - 10,802 13,319 Forecasting & Warning Systems Improvements-NDMP 35,820 - 35,820 - - Hay Creek Dam - Hydraulic Impact Assessment - WECI - - - - 6,587 Teeterville Dam - WECI 6,049 - 6,049 - 27,101 Platform Cover Repairs -WECI - - 0 4,071 163 Fall Arrest Anchor Installation - WECI - - 0 2,411 577 Lehman Dam Pile Repair - WECI - - 0 1,444 - Teeterville Dam Tree Removal - WECI 2,057 2,057 3,053 - Vehicle & Pedestrian Bridge Rehab - - - - 829 Vittoria Dam - WECI 9,057 - - - - Backus Mill Dam - Bridge Inspection - WECI 21,896 - - - - Total Activities $224,496 $236,822 ($12,326) $187,826 $204,853

Objects of ExpensesStaff Expenses $163,273 $203,522 ($40,249) $170,331 $148,580 Actuals include $16,462 of wages for NDMP projectStaff Related Expenses 1,500 1,800 (300) 1,042 937Materials and Supplies 955 2,800 (1,845) 5,367 761Purchased Services 39,468 28,700 10,768 11,086 54,575 Subcontractor expense for WECI projects of $33,049,

motorpool charges of $4,826 & phone charges of $1,593Equipment 19,300 0 19,300 0 0 Software and licensing fees for NDMP funded project-WISKI

$224,496 $236,822 ($12,326) $187,826 $204,853

Sources of Revenue:Municipal Levy - Operating $185,642 $185,642 $0 $222,326 $210,527Provincial Grants 103,162 51,180 51,982 75,641 77,048 WECI funding of $51,982 & $51,180 for Section 39 FundingTotal Revenue $288,804 $236,822 $51,982 $297,967 $287,575

Excess(deficiency) revenue over expenditures $64,308 $0 $64,308 $110,141 $82,722


Watershed Flood Control ServicesFor the Month Ending September 30, 2018

65


Activities:Healthy Watershed Technical Support Services* $64,666 $62,074 $2,593 $42,623 $37,245Surface & Groundwater Quality Monitoring Services* 15,714 50,114 (34,400) 15,468 16,275 Sediment and Erosion Control Services* 7,072 14,995 (7,923) 8,201 6,869 Drain Classification - DFO/LPRCA 133 - 133 257 - Watershed Low Water Response Services 2,371 4,288 (1,917) 354 6,274 Lamprey Barrier Inspection Services 1,513 2,247 (734) 1,523 1,284 Water Supply Source Protection Planning 6,388 16,843 (10,455) 29,676 36,590 Lynn River Water Quality Monitoring Project 5,723 7,678 (1,955) 6,162 5,565 Clean Water Projects 3,877 200 3,677 8 13,481 Funding received to cover additional expensesBig Creek / Hahn Marsh Buffer 12,170 - 12,170 745 1,179 Deferred revenue to cover projectEssex Erie Species at Risk 4,498 7,400 (2,902) 3,847 9,998 Prairie Grass Projects 1,742 1,742 0 1,236 - OMAFRA Phosphorous BMP Implementation - 22,419 (22,419) - 8 Lake Lisgar Revitalization - - 0 13,222 2,528 Big Creek Water Quality Monitoring 6,569 10,528 (3,959) 6,859 9,902 RBC Blue Water - Office Project - - 0 3,085 - OPG Wetlands 8,205 - 8,205 9,527 20,902 Deferred revenue to cover projectNCC Dune Restoration - - 0 6,548 1,068 Phragmites Control - - 0 2,651 3,236 National Wetland Conservation Fund 18,760 - 18,760 14,445 382 Deferred revenue to cover projectANSI Big Otter Project 8,918 - 8,918 - - Provincial funding received this year to cover projectTotal Activities $168,317 $200,527 ($32,210) $166,438 $172,785

Objects of ExpensesStaff Expenses $98,664 $146,481 ($47,817) $98,846 $102,861Staff Related Expenses 95 2,300 (2,205) 126 1,673 Materials and Supplies 3,332 9,892 (6,560) 11,389 9,889 Purchased Services 66,226 41,854 24,372 56,077 58,362 Subcontractor expense of $51,930 offset with funding not in budget. SubucontractorTotal Expenditures $168,317 $200,527 ($32,210) $166,438 $172,785 expense of $4,498 for projects in budget. Water sampling expense of $3,295.

Motorpool expense of $3,351Sources of Revenue:

Municipal Levy - Operating $113,728 $113,728 $0 $101,238 $97,299Provincial Grants 93,880 26,706 67,174 88,994 92,164 $31,951 new funding and $61,930 deferred revenue Federal Grants 57,766 9,647 48,119 95,826 33,536 $14,927 for Essex Erie Species at Risk Revenue & $42,838 deferred for 3 projects,User Fees 505 - 505 1,742 2,812 Community Support 141,273 50,446 90,827 119,648 133,535 $32,500 for clean water projects, $6,950 for Source Water Funding, $72,623 Total Revenue $407,152 $200,527 $206,625 $407,448 $359,346 deferred for 4 projects, $29,200 for OPG wetlands

$238,835 $0 $238,835 $241,010 $186,561Excess(deficiency) revenue over expenditures


Healthy Watershed ServicesFor the Month Ending September 30, 2018

66


Activities:Communication and Marketing Services $23,495 $69,444 ($45,949) $48,571 $42,816Community Relations Services $23,495 $69,444 ($45,949) $48,571 $42,816Leighton & Betty Brown Scholarship Trust Fund 1,000 1,000 $0 500 1,000 LPRCA Memorial Woodlot Services 6,052 7,744 (1,692) 4,876 5,624Memorial Forest Ash Tree Removal - - - - 10,046 Total Activities $54,042 $147,632 ($93,590) $102,518 $102,302

Objects of ExpensesStaff Expenses $32,454 $109,432 ($76,978) $84,113 $72,976Staff Related Expenses 922 1,350 (428) 716 1,879Materials and Supplies 11,974 18,200 (6,226) 12,087 18,423 Graphic design and printing costs for the annual report,

watershed report card and promo print materialPurchased Services 8,692 18,650 (9,958) 5,602 8,573 Luncheon for the AGM, advertising costs & Watershed Equipment - - - - 451 Tour expensesTotal Expenditures $54,042 $147,632 ($93,590) $102,518 $102,302

Sources of Revenue:Municipal Levy - Operating $142,132 $142,132 - $124,012 $117,296Community Support 10,439 5,500 4,939 13,199 12,290 Memorial Forest Donations of $5,281, $1,000 donation

from CIBC for Watershed Tour & student funding of $4,158

Total Revenue $152,571 $147,632 $4,939 $137,211 $129,586

$98,529 -$ $98,529 $34,693 $27,284Excess(deficiency) revenue over expenditures


Community RelationsFor the Month Ending September 30, 2018

67


Activities:Educational and Interactive Program Services $78,088 $104,887 ($26,799) $65,517 $65,367Heritage Village and Historical Services 121,503 163,285 (41,782) 75,593 79,419Backus Conservation Area Services 283,526 358,083 (74,557) 243,818 279,960Backus Mill Restoration Project Expenses - - - 1,819 2,533 Norfolktales ON150 - - - 34,977 - TD Trail Revitalization 1,832 - 1,832 20,150 - Display Revitalization 1,300 - 1,300 - - Total Activities $486,249 $626,256 ($140,007) $441,874 $427,279

Objects of ExpensesStaff Expenses $372,015 $475,851 ($103,836) $306,809 $305,075Staff Related Expenses 1,877 3,125 (1,248) 1,427 4,265Materials and Supplies 25,368 20,605 4,763 26,354 18,959 Signs purchased for trails $1,832 & supplies of $12,819, $3,230 graphic svcsPurchased Services 83,389 123,025 (39,636) 103,685 95,087 $1,300 for display revitalization design, garbage disposal fees of $6,895,

building & equipment maintenance of $5,165, credit card fees of $4,397 & utilities & phone of $35,445

Equipment 3,600 3,650 (50) 3,600 3,893 CAMIS reservation system chargeTotal Expenditures $486,249 $626,256 ($140,007) $441,875 $427,279

Sources of Revenue:Municipal Levy - Operating $167,008 $167,008 - $92,977 $90,459Provincial & Federal Grants 45,921 20,474 25,447 3,189 9,677 Student program fundingUser Fees-Seasonal Sites Fees & AC/Fridge Fees 128,557 148,779 (20,222) 131,053 113,068 55 seasonal campsites vs 56 in 2017User Fees- Winter Storage 9,434 10,522 (1,088) 8,327 7,788 52 winter storage paid vs 46 in 2017User Fees-Camping Revenue 117,029 111,175 5,854 120,248 106,942 User Fees - Educational non contract programs 14,908 9,500 5,408 5,736 10,638User Fees - Heritage non contract programs 3,842 7,450 (3,608) 7,045 4,102User Fees - Rental of Office, Field, House 9,244 9,114 130 9,620 24,488User Fees - Norfolktales Ont 150 - - - 48,271 - User Fees - TD Trail Revitalization 1,689 - 1,689 27,390 - Community Support -Backus Mill Donation 30,172 - 30,172 34,585 39,279Community Support 29,897 142,234 (112,337) 46,775 100,585Total Revenue $557,701 $626,256 ($68,555) $535,216 $507,026



Backus Heritage and Education ServicesFor the Month Ending September 30, 2018

68


Activities:General Forestry Management Services $135,196 $227,515 ($92,319) $169,321 $155,153Total Activities $135,196 $227,515 ($92,319) $169,321 $155,153

Objects of ExpensesStaff Expenses $105,478 $150,212 ($44,734) $125,267 $118,882Staff Related Expenses 7,744 8,888 (1,144) 10,658 10,633 Membership for Eastern Ontario Forest $6,703Materials and Supplies 3,881 7,175 (3,294) 7,135 5,895 Steel purchased for new forestry gatesPurchased Services 18,092 61,240 (43,148) 26,261 19,743 Subcontractor expense of $1,679 for forestry services,

$9,167 for ecologist work & motorpool of $6,526Total Expenditures $135,195 $227,515 ($92,320) $169,321 $155,153

Sources of Revenue:User Fees $96,372 $300,000 ($203,628) $7,125 $86,411Community Support - Student funding - 6,096 Total Revenue $96,372 $300,000 ($203,628) $13,221 $86,411

($38,823) $72,485 ($111,308) ($156,100) ($68,742)Excess(deficiency) revenue over expenditures


Public Forest Land Management ServicesFor the Month Ending September 30, 2018

69


Activities:Private Property Tree Planting Services $79,408 $88,142 ($8,734) $65,716 $81,470OPG Tree Planting Services 5,184 20,800 (15,616) 48,533 9,751Conservation Land Tree Cutting Bylaw 106 - 106 - - OPG Long Term Tree Planting Services 5,054 7,455 (2,401) 4,873 3,910Trees for Roads 9,922 - 9,922 6,400 3,607Norfolk ALUS Restoration - - - 4,946 - Total Activities $99,674 $116,397 ($16,723) $130,468 $98,738

Objects of ExpensesStaff Expenses $19,993 $28,472 ($8,479) $12,786 $9,900Staff Related Expenses - 25 (25) 30 183Materials and Supplies 55,745 46,550 9,195 82,012 62,107 Nursery stock of $54,990 vs budget of $45,000 but offset

with fundingPurchased Services 23,936 41,350 (17,414) 35,638 26,548 Subcontractor to plant trees $22,701 & motorpool charges

of $984Total Expenditures $99,674 $116,397 ($16,723) $130,466 $98,738

Sources of Revenue:Federal Grants-Environment Canada $0 $0 $0 $0 $3,540User Fees 154,804 88,142 66,662 141,023 86,072 Forest Ontario payment of $58,239 for tree planting, private

landowner payments of $15,022 & deferred revenue of $81,543 Community Support 68,518 28,255 40,263 126,990 105,626 Deferred revenue for OPG long term monitoring of $37,522,

Trees for Roads funding of $10,288 & Norfolk ALUS $12,187Total Revenue $223,322 $116,397 $106,925 $268,013 $195,238



Private Forest Land Management ServicesFor the Month Ending September 30, 2018

70


Activities:Norfolk Conservation Park Services $176,704 215,204$ ($38,500) $172,172 $172,024Deer Creek Conservation Park Services 115,478 135,571 (20,093) 86,906 94,430Haldimand Conservation Park Services 186,491 270,589 (84,098) 176,268 203,910Waterford North Conservation Park Services 121,947 145,750 (23,803) 108,037 105,666Total Activities $600,620 $767,115 ($166,495) $543,383 $576,030

Objects of ExpensesStaff Expenses 390,179 $462,633 ($72,454) $337,114 $315,338Staff Related Expenses 2,909 2,165 744 1,710 1,698 Materials and Supplies 34,780 38,292 (3,512) 30,117 32,742 Purchased Services 158,352 249,625 (91,273) 160,042 211,852 Utilities $36,070, motorpool $29,181, credit card fees of $14,721,

garbage/septic charges of $60,150 & building/mtce of $8,498Equipment 14,400 14,400 0 14,400 14,400 CAMIS reservation system chargeTotal Expenditures $600,620 $767,115 ($166,495) $543,383 $576,030

Sources of Revenue:User Fees-Seasonal Sites Fees & AC Fees $575,249 $630,591 ($55,342) $571,613 $579,511 269 seasonals in 2018 vs 271 sites in 2017User Fees- Winter Storage 36,828 49,890 ($13,062) 42,755 40,398 203 winter storage in 2018 vs 236 in 2017 User Fees-Camping Revenue 330,574 310,469 $20,105 290,130 257,350User Fees-House Rental at Haldimand 4,970 6,585 ($1,615) 4,880 4,718Total Revenue $947,621 $997,535 ($49,914) $909,378 $881,977

$347,001 $230,420 $116,581 $365,995 $305,947Excess(deficiency) revenue over expenditures


Conservation ParksFor the Month Ending September 30, 2018

71


Activities:Parkettes Services $27,565 $46,991 ($19,426) $19,569 $18,544Lee Brown Waterfowl Management Services 107,273 135,653 (28,380) 101,243 95,387 Fish and Wildlife Support Services 2,792 3,450 (658) 7,568 3,348 General Facility Maintenance Services 101,781 120,853 (19,072) 97,754 88,805 Ash Tree Removal 26,315 53,511 63,922 48,612 61,806 Motor Pool Services 117,433 146,750 (145,888) 94,920 109,225 Camp Trillium Fish Derby 862 - 862 353 - Total Activities $384,021 $507,208 ($123,187) $370,019 $377,115

Objects of ExpensesStaff Expenses $217,966 $316,523 ($98,557) $221,725 $221,741Staff Related Expenses 4,594 5,100 (506) 2,984 4,902 Materials and Supplies 79,928 99,900 (19,972) 66,045 63,300 Fuel, diesel & oil $56,329 & propane $2,040Purchased Services 81,533 85,685 (4,152) 79,265 87,172 Subcontractor for hazard trees $11,860, motorpool repairs $35,118 &

motorpool charges of $15,237Total Expenditures $384,021 $507,208 ($123,187) $370,019 $377,115

Sources of Revenue:Municipal Levy - Operating $257,586 $257,586 $0 $248,496 $244,798User Fees 231,881 249,622 (17,741) 236,941 232,673 Land rental at Lee Brown $45,962, Norfolk County Lease at WNCA .

$2,943, Motorpool $77,510, Lee Brown marsh fees $87,285Community Support - - - 4,230 - Total Revenue $489,467 $507,208 ($17,741) $489,667 $477,471



Other Conservation and Land Management ServicesFor the Month Ending September 30, 2018

72


Activities:LPRCA Board $23,577 $37,000 ($13,423) $17,739 $14,367Conservation Ontario Fees 27,321 27,321 - 26,849 25,855Corporate / IT Services 625,621 894,835 (269,214) 701,946 629,731Bayham ALUS Program 65,185 - 65,185 81,574 72,909Total Activities $741,704 $959,156 ($217,452) $828,107 $742,863

Objects of ExpensesStaff Expenses $325,332 $547,935 ($222,603) $393,004 $369,096Staff Related Expenses 2,717 20,925 (18,208) 13,161 11,300 Materials and Supplies 8,101 13,100 (4,999) 11,225 8,817 Purchased Services 280,681 304,575 (23,894) 277,587 234,568 Utilities $13,243, Taxes $106,994, Legal $32,810, Audit $13,372, Insurance $70,821, Equipment 8,789 8,300 489 6,968 5,951 snow plowing $4,335, Janitorial $5,641 & IT subcontractor $10,341, Drainage

Assessment $6,765Other 50,898 64,321 (13,423) 44,588 40,222 Board costs and Conservation Ontario FeesBayham ALUS Program Expenses 65,185 - 65,185 81,574 72,909 Total Expenditures $741,704 $959,156 ($217,452) $828,107 $742,863

Sources of Revenue:Municipal Levy - Operating $564,757 $564,757 $0 $556,286 $545,435Provincial Grants 4,767 3,098 1,669 6,440 7,397 Student program revenueUser Fees 7,195 9,096 (1,901) 7,699 21,106 Office rentalsCommunity Support 52,324 79,300 (26,976) 45,800 42,443 Gas royalties of $1,432 & irrigation permits $4,100, Camp Trillium tax $43,389Bayham ALUS Program Funding 233,748 - 233,748 207,984 222,231 Total Revenue $862,791 $656,251 $206,540 $824,209 $838,612

$121,087 ($302,905) $423,992 ($3,898) $95,749Excess(deficiency) revenue over expenditures


Corporate ServicesFor the Month Ending September 30, 2018

73

N:\Corporate_Services\Full Authority\Meeting Reports\2018\11 November\BoardcapitalSept30_2018xlsx2018

Appendix 2

PROGRAMS AND PROJECTS

Haldimand Cty Shoreline Flood & Erosion Hazard Study - Note 1 $6,600 In progress $6,6002016 & 2017 Capital Levy for Studies (WECI funding success) $53,726 $53,726Shoreline Management Plan Balance (2013) $36,681 $36,681Weather Station at Backus $5,128 $4,250 In progress $878NDMP Flood Forecasting and Warning $29,500 $32,500 $5,289 In progress $56,711Flood Control Structure Repairs and Studies $95,000 $62,500 $157,500 $2,544 In progress $312,456Note 1: GRCA is leading project with Haldimand County

Backus Hydro Upgrades $43,461.83 $20,000 $61,701 Completed $1,761Backus Water Systems Upgrades $22,459.81 $0 $4,933 In progress $17,527Homestead Window Restoration $5,000 $5,000 $328 In progress $9,672.39Backus Heritage Village Rebranding - Signage $10,000 $1,899 In progress $8,101.00

Deer Creek CA Campsite Water & Hydro Upgrades $14,000 $14,000Haldimand Hydro Upgrades $12,630 $25,000 In progress $37,630Haldimand CA Fire Pit Rings $2,450 $2,450Waterford North Hydro Upgrade $80,000.00 $80,000Waterford North CA Comfort Station/Shower $55,000 $55,000Norfolk CA Water Intake Upgrade $13,047.50 $10,000 $5,792 In progress $17,255Norfolk CA Hydro Upgrades $15,000 $15,000Canoes and Related Watersports Equipment $4,320 $4,320

Other Conservation and Land Management ServicesVehicle Replacement (1 pick-up) $28,000 $26,250 Completed $1,751Utility Task Vehicle $14,000 $12,500 Completed $1,500Equipment Replacement (1 front mount lawnmower) $15,000 $12,350 Completed $2,650Park Sign Replacement & Roadway Signage for Parks $6,285 $5,000 $11,285

Corporate ServicesAdministration Office Parking Lot $38,550 $38,550Administration Office Flooring Upgrades $26,500 $26,500Computer Upgrades $1,815 $3,500 $5,315Phone System Administration Office Upgrade $15,000 $15,000Administrative Office Furniture $52,000 $52,000

TOTAL $508,605 $318,550 $157,500 $37,500 $137,835 $884,319

Backus Heritage and Education Services

Conservation Parks Management Services

Watershed Services

Long Point Region Conservation Authority CAPITAL SUMMARY September 30, 2018

OBJECTS OF EXPENSES

Total $'s Spent to

September 30, 2018

Status Total $'s Remaining

Federal NDMP &

Donations

PRIOR YEARS

Capital Levy

2018 Capital Levy WECI

74

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