BOARD OF DIRECTORS MEETING WEDNESDAY, June 7 th, 6:30PM TILLSONBURG ADMINISTRATION OFFICE AGENDA

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1 BOARD OF DIRECTORS MEETING WEDNESDAY, June 7 th, 6:30PM TILLSONBURG ADMINISTRATION OFFICE AGENDA 1. Welcome 2. Additional Agenda Items 3. Disclosures of Interest 4. Deputations: none 5. Minutes of the Previous Meeting: 6. Business Arising: none a) Board of Directors Regular Meeting May 3 rd, 2017 Pg Review of Committee Minutes: 8. Correspondence: none a) Backus Museum Committee April 28 th, 2017 Pg b) Lee Brown Marsh Management Committee - December 23 rd, 2016 Pg Development Applications: (L. Minshall) 10. New Business a) Hearing: LPRCA-30/17 Rogers Pg b) Hearing: LPRCA-3/17 LBS Group Inc. Pg c) Staff-approved applications Pg d) New Applications Pg a) General Manager s Report (C. Evanitski) Pg 51 b) Great Lakes Guardian Fund (C. Evanitski) Pg 52 c) Backus Heritage Museum Strategic Plan (S. Johnson) Pg d) Planning and Regs Customer Service Plan (L. Minshall) Pg e) 2018 Biennial Tour (C. Evanitski) Pg 66 f) 2017 Capital Projects Update (C. Evanitski) Pg 67-71

2 11. Closed Session 12. Adjournment a) Closed Session minutes: - May 3 rd, 2017 (Regular Board Meeting) Pg 1 b) Personnel Matter - settlement c) Legal Matter potential litigation d) Out of Closed Session PLEASE CALL OR IF YOU CANNOT ATTEND

3 LONG POINT REGION CONSERVATION AUTHORITY BOARD OF DIRECTORS MINUTES May 3, 2017 Members in attendance: Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes and John Scholten Staff in attendance: C. Evanitski, J. Maxwell, L. Minshall, P. Walther-Mabee, P. Gagnon and D. McLachlan Regrets: Tom Southwick The LPRCA Chair called the meeting to order at 6:30 pm Wednesday, May 3, 2017 in the Tillsonburg Administration Office Boardroom. ADDITIONAL AGENDA ITEMS MOTION A-107/17 moved: D. Brunton seconded: R. Geysens THAT the LPRCA Board of Directors add Waterford North/Cook Application under New Business as item 10 (e) to the May 3 rd, 2017 agenda. DISCLOSURES OF INTEREST None DEPUTATIONS CARRIED a) Clark Hoskin, Norfolk County Manager of Economic Development re: Alternative Accommodations Mr. Hoskin provided the results of a recent alternative accommodation study in Norfolk, Haldimand and Elgin counties. The study suggests increasing the number of overnight accommodations in the area by 10% would create an additional $15 million per year in tourism revenue. To help achieve these revenue goals, it was suggested that planning/building policies should be revised to support accommodation creation with clear, quick, inexpensive approval processes. MOTION A-108/17 moved: R. Geysens seconded: D. Brunton THAT the LPRCA Board of Directors receives the deputation from Clark Hoskin, Norfolk County Manager of Economic Development regarding alternative accommodations as information. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 1

4 MINUTES OF PREVIOUS MEETINGS No questions or comments MOTION A-109/17 moved: J. Scholten seconded: R. Geysens THAT the minutes of the LPRCA Board of Directors Regular Meeting held March 8, 2017 be adopted as circulated. BUSINESS ARISING a) Backus Rental Property Removal CARRIED Staff obtained a quote for demolition and found that the most cost-effective option is to rent a mini-excavator and allow staff to remove during the off season. Discussion ensued regarding obtaining other quotes, renting different types of equipment for demolition or possibly converting the house into another cabin. MOTION A-110/17 moved: D. Brunton seconded: J. Scholten THAT the LPRCA Board of Directors approves the demolition of the tenant house by staff resources prior to the end of CARRIED REVIEW OF COMMITTEE MINUTES None CORRESPONDENCE None DEVELOPMENT APPLICATIONS a) Hearing LPRCA 30/17 Nancy & John Rogers MOTION A-111/17 moved: R. Geysens seconded: D. Brunton THAT the LPRCA Board of Directors does now sit as a Hearing Board. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 2

5 The roll was called. The Chair gave his opening remarks and reviewed the guidelines and process to be followed for the hearing. Staff introduced John Rogers and then proceeded to present the staff report. The area requested for constructing a major addition to an existing vacation home is in the Lake Erie shoreline flood hazard and is contrary to the LPRCA shoreline policies. The additional construction would be built below the 100-year flood elevation threshold thereby increasing the risk of property damage due to flooding, and the area has been identified as not having safe access/egress for evacuation or emergency assistance in a flood event. Mr. Rogers explained that it was impractical to raise the addition to a higher level than the original foundation and the design he commissioned is engineered to building code. He stated that his property is approximately 200 metres to the shoreline and that the issue of safe access/egress is currently being addressed by Norfolk County s proposed new flood emergency plan. Staff and the proponent responded to questions from the Board. MOTION A-112/17 moved: D. Brunton seconded: D. Beres 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-113/17 moved by: J. Scholten seconded: D. Brunton THAT the LPRCA Hearing Board of Directors does now adjourn from the closed session. MOTION A-114/17 moved by: R. Geysens seconded: J. Scholten CARRIED THAT the LPRCA Board of Directors refuses to grant a Development, Interference with Wetlands, and Alterations to Shorelines and Watercourses Permit for Permit Application No. 30/17 (Nancy and John Rogers) for the following reason: the proposed development does not meet the 100-year flood level. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 3

6 MOTION A-115/17 moved by: D. Brunton seconded: J. Scholten That the LPRCA Hearing Board does now adjourn from sitting as a Hearing Board. CARRIED b) Hearing LPRCA 44/17 - Harvey & Sharon Harrietha MOTION A-116/17 moved: J. Scholten seconded: R. Geysens THAT the LPRCA Board of Directors does now sit as a Hearing Board. The roll was called. CARRIED The Chair gave his opening remarks and reviewed the guidelines and process to be followed for the hearing. Staff introduced Sharon Harrietha and then proceeded to present the staff report. The area requested for constructing a new dwelling is in the Lake Erie shoreline flood hazard and has been identified as not having safe access/egress to support evacuation and emergency assistance in the event of a flood. Mrs. Harrietha provided a history on the previous renovations completed on the current dwelling and detailed the current deficiencies. The size of the building will increase by 69% and the family has hired engineers to design the dwelling to conform to all codes including LPRCA s flood proofing standard. Staff responded to questions from the Board. MOTION A-117/17 moved: R. Geysens 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-118/17 moved by: D. Brunton seconded: D. Hayes THAT the LPRCA Hearing Board of Directors does now adjourn from the closed session. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 4

7 MOTION A-119/17 moved by: J. Scholten seconded: D. Hayes THAT the Board of Directors approves Permit Application LPRCA-44/17 made by Harvey and Sharon Harrietha to construct a new dwelling in the Lake Erie shoreline flood hazard provided that the applicant provides to the Long Point Region Conservation Authority a restrictive covenant or release in a form satisfactory to the Authority in accordance with the plans filed by the applicant with all fees and costs covered by the applicant. CARRIED L. Bartlett left the meeting. MOTION A-120/17 moved by: D. Hayes seconded: J. Scholten That the LPRCA Hearing Board does now adjourn from sitting as a Hearing Board. c) Hearing LPRCA 55/17 Randy Mawhiney MOTION A-121/17 moved: R. Geysens seconded: D. Hayes THAT the LPRCA Board of Directors does now sit as a Hearing Board. CARRIED The roll was called. CARRIED The Chair gave his opening remarks and reviewed the guidelines and process to be followed for the hearing. Staff introduced Randy Mawhiney and then proceeded to present the staff report. The applicant requested to remove and replace 16 dock posts, and import and place material to form a berm. The importing and placement of material to construct a berm structure in the Lake Erie shoreline flood hazard, erosion hazard and dynamic beach hazard along Hastings Drive is contrary to the approved 1989 Long Point Region Conservation Authority Shoreline Management Plan and LPRCA policies for development in the area. Importing and placement of material to construct a berm structure affects the control of dynamic beaches in that it interferes with dynamic beach processes. Mr. Mawhiney had completed a berm along his properties a number of years ago as advised by LPRCA as a fence or armor stone is not included in the regulations for the area. The applicant requested to continue the berm along the remainder of the properties, topped with cedar trees, to help address illegal dumping and trespassing. Also, the dock is used by others, including emergency services, and needs to be in good repair. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 5

8 Staff and the proponent responded to questions from the Board. Neighbouring property owner, Ellen Boyce, opposed this application and any new development along Hastings Drive, Long Point. MOTION A-122/17 moved: M. Columbus seconded: D. Brunton THAT the LPRCA Board of Directors waives its policy, and carries on business beyond the 3-hour limit. CARRIED Neighbouring property owner, Mary Weber, abuts Mr. Mawhiney s property and supports this application noting that the applicant is trying to work within the rules. Staff responded to questions from the Board. MOTION A-123/17 moved: D. Hayes seconded: R. Geysens 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 C. Grice left the meeting. MOTION A-124/17 moved by: D. Beres seconded: D. Hayes THAT the LPRCA Hearing Board of Directors does now adjourn from the closed session. CARRIED MOTION A-125/17 moved by: R. Chambers seconded: D. Beres THAT the LPRCA Board of Directors refuses to grant a Development, Interference with Wetlands, and Alterations to Shorelines and Watercourses Permit for Permit Application LPRCA-55/17 (Randy Mawhiney) for the following reasons: 1. The importing and placement of material to construct a berm structure in the Lake Erie shoreline flood hazard, erosion hazard and dynamic beach hazard along Hastings Drive is contrary to the approved 1989 Long Point Region Conservation Authority Shoreline Management Plan and LPRCA policies for development in the area of the subject lands. 2. This importing and placement of material to construct a berm structure affects the control of dynamic beaches in that it interferes with dynamic beach processes. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 6

9 3. The proposal is not unique; therefore the granting of an exemption to policy could be seen as setting precedent. Similar applications may have to be permitted as a consequence. CARRIED MOTION A-126/17 moved by: D. Brunton seconded: D. Beres That the LPRCA Hearing Board does now adjourn from sitting as a Hearing Board. d) Staff Approved applications CARRIED Staff approved11 applications since the last meeting in April: LPRCA-67/17, LPRCA-76/17, LPRCA-69/17, LPRCA-74/17, LPRCA-77/17, LPRCA-78/17, LPRCA-79/17, LPRCA-80/17, LPRCA-81/17, LPRCA-82/17 and LPRCA-83/17. There were no questions or comments. MOTION A-127/17 moved: J. Scholten seconded: R. Geysens That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated April 20 th, 2017 as information. CARRIED e) New applications The Planning Department recommended approval for seven applications. LPRCA- 87/17 was given permission to buttress the wall as an emergency measure once reviewed by a geotechnical engineer. MOTION A-128/17 moved: D. Hayes seconded: D. Brunton 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 with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O Reg. 178/06), LPRCA-48/17 LPRCA-65/17 LPRCA-66/17 LPRCA-84/17 LPRCA-86/17 LPRCA-87/17 LPRCA-88/17 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA s mandate and related Regulations. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 7

10 NEW BUSINESS a) GENERAL MANAGER S REPORT There were no questions or comments. MOTION A-129/17 moved: D. Hayes seconded: J. Scholten THAT the LPRCA Board of Directors receives the General Manager s Report for April 2017 as information. CARRIED b) 1 ST QUARTER FINANCIAL REPORT Staff responded to questions and will provide investment revenue updates on a quarterly basis at future meetings. MOTION A-130/17 moved: J. Scholten seconded: D. Hayes THAT the LPRCA Board of Directors receives the 1 st Quarter, 2017 Budget Performance Report as information. c) SEWAGE DISPOSAL BID CARRIED As of the deadline, two tenders for the park sewage disposal service were received. The cost will increase by 4.1% provided the loads remain the same as MOTION A-131/17 moved: J. Scholten seconded: R. Geysens THAT the LPRCA Board of Directors receives the Septic Tender Report as information; AND THAT the contract of septic services for 2017 be awarded to Bill s Septic with respect to the following Conservation Areas: Backus Heritage Conservation Area; Deer Creek Conservation Area; Haldimand Conservation Area; Norfolk Conservation Area; and Waterford North Conservation Area. CARRIED d) HALDIMAND HYDRO TENDER At the deadline, two tenders for the hydro upgrades at Haldimand CA were received. As per the capital plan, 20 sites will be upgraded from 15 amp service to 30 amp service. Staff recommended Darlington Electric who completed the site upgrades at Backus and Haldimand last fall. FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 8

11 MOTION A-132/17 moved: R. Geysens seconded: J. Scholten THAT the LPRCA Board of Directors accepts the tender submitted by Darlington Electric for the upgrade of 20 sites from 15 amp to 30 amp, including the replacement of both water and sewer lines at the Haldimand CA for a total tendered price of $19, plus HST. CARRIED e) WATERFORD NORTH/COOK APPLICATION The agreement with Mr. and Mrs. Cook for a Watersports Cable Park at Waterford North CA is on hold as staff awaits hydro upgrades at the road. A new plan is being prepared to include the Watersports Cable Park hydro requirements and will be submitted to Hydro One for review upon completion. MOTION A-133/17 moved: M. Columbus seconded: R. Geysens THAT the LPRCA Board of Directors receives staff s verbal report regarding the Cook proposal for Waterford North CA as information. MOTION A-134/17 moved: J. Scholten seconded: R. Chambers CARRIED THAT the LPRCA Board of Directors adjourns due to time. DEFEATED MOTION A-135/17 moved: D. Hayes seconded: R. Geysens That the LPRCA Board of Directors does now enter into a closed session to discuss: personal matters about an identifiable individual, including Conservation Authority employees a proposed or pending acquisition or disposition of land by the Conservation Authority litigation or potential litigation, including matters affecting the Conservation Authority CARRIED MOTION A-136/17 moved: J. Scholten seconded: D. Hayes That the LPRCA Board of Directors does now adjourn from the closed session. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 9

12 MOTION A-137/17 moved: M. Columbus seconded: R. Geysens THAT the LPRCA Board of Directors receives the GM s verbal update regarding a personnel matter, as information. MOTION A-138/17 moved: D. Beres seconded: J. Scholten CARRIED THAT the LPRCA Board of Directors receives the General Manager s Report regarding the divestiture of Port Burwell Harbour as information; AND THAT the Long Point Region Conservation Authority Board of Directors confirms its disinterest in acquiring the federally-owned harbour lands located in the Municipality of Bayham; AND THAT The Conservation Authority continues to act as a resource to the Municipality where applicable. MOTION A-139/17 moved: D. Brunton seconded: D. Hayes CARRIED THAT the LPRCA Board of Directors receives the Golden s Settlement Report as information; AND THAT LPRCA inform its legal counsel that the Campers Notice issued in 2012 to Guy and Donna golden has been rescinded. CARRIED The Chair adjourned the meeting at 11:10pm. Noel Haydt Chair Dana McLachlan Administrative Assistant FULL AUTHORITY COMMITTEE MEMBERS Leroy Bartlett, Dave Beres, Doug Brunton, Robert Chambers, Michael Columbus, Roger Geysens, Craig Grice, Noel Haydt, David Hayes, John Scholten, Tom Southwick 10

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19 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: June 7, 2017 File: To: Chair and Members, LPRCA Board of Directors From: General Manager, LPRCA Re: Long Point Region Conservation Authority Application 121/17 (Nancy and John Rogers) Pursuant to Ontario Regulation 178/06, Proposed redevelopment of a vacation home at Charlotteville Plan 133 Lot 64, 65, 139, 141 Ordnance Drive, Turkey Point RECOMMENDATION THAT the LPRCA Board of Directors refuses to grant a Development, Interference with Wetlands, and Alterations to Shorelines and Watercourses Permit for Permit Application No. 121/17 (Nancy and John Rogers) for the following reasons: 1. The construction of major addition to an existing vacation home in the Lake Erie shoreline flood hazard is contrary to Long Point Region Conservation Authority shoreline policies for development in the Lake Erie flood hazard area. These policies have been implemented to reduce or eliminate preventable risk to life and property damage from flooding. 2. The control of flooding is affected by development that substantially increases the investment in a flood hazard area that does not have safe access/egress for evacuation or emergency assistance. 3. The proposal is not unique; therefore the granting of an exemption to policy could be seen as setting precedent. Similar applications may have to be permitted as a consequence. BACKGROUND The subject land is located at 139, 141 Ordnance Avenue in Turkey Point (Figure 1). The subject land contains a two-story, detached seasonal dwelling (Figure 2), and is generally surrounded by other seasonal dwellings. In this location, the property and associated development is subject to flood-related hazards from Lake Erie and is fully regulated under Long Point Region Conservation Authority s Ontario Regulation 178/06 (Figure 3). In May 2006, O. Reg. 178/06, Long Point Region Conservation Authority Regulation of Development, Interference with Wetlands and Alterations to Shorelines and Watercourses, came into effect. Through this regulation, LPRCA may permit, restrict or refuse development and activities in or adjacent to river or stream valleys, Great Lakes shorelines, watercourses, hazardous lands and wetlands. 17

20 More specifically, as it relates to this application, O. Reg. 178/06 states that: 2. (1) Subject to section 3, no person shall undertake development or permit another person to undertake development in or on the areas within the jurisdiction of the Authority that are, a) adjacent or close to the shoreline of the Great Lakes-St. Lawrence River System or to inland lakes that may be affected by flooding, erosion or dynamic beaches, including the area from the furthest offshore extent of the Authority s boundary to the furthest landward extent of the aggregate of the following distances: (i) the 100 year flood level as shown in the most recent document entitled Great Lakes System Flood Levels and Water Related Hazards available at the head office of the Authority, plus the appropriate allowance for wave uprush, (iv) an allowance of 15 metres inland; 3. (1) The Authority may grant permission for development in or on the areas described in subsection 2 (1) if, in its opinion, the control of flooding, erosion, dynamic beaches, pollution or the conservation of land will not be affected by the development. The lakeshore resort community of Turkey Point is subject to frequent flooding from Lake Erie. Widespread flooding has been documented in at least 1954, 1955, 1975 and As they relate to this application, LPRCA s objectives in administrating the Regulation are to: Prevent loss of life Minimize property damage and social disruption Reduce public and private expenditure for emergency operations, evacuation, restoration and protection measures Minimize the hazardous and unnecessary development of flood and erosion susceptible shoreline areas which in future years may require expensive protection measures. The Application On February 10, 2017, LPRCA staff received a permit application under O. Reg. 178/06 to construct a major addition to an existing vacation home. The application was submitted with a site plan and floor plan. The application included constructing a m 2 two-storey addition to the existing two-storey vacation home, an attached garage and a covered deck. At a Hearing held on May 3, 2017, the Board denied permission (Resolution No. A-114/17). The Resolution reads as follows: THAT the LPRCA Board of Directors refuses to grant a Development, Interference with Wetlands, and Alterations to Shoreline and Watercourses Permit for Permit Application No. 30/17 (Nancy and John Rogers) for the following reason: - The proposed development does not meet the 100 year flood level. On May 30, 2017, LPRCA staff received revised plans, attached as Figures 4 and 5, that incorporate floodproofing measures to the 100-year flood level into the design of the addition. 18

21 The habitable floor area of the existing two-story vacation home is 178 m 2. The habitable floor area of the proposed vacation home totals m 2 which represents a 115% addition to the existing habitable space. Because of the 115% increase in habitable floor area, the proposed work is considered to be redevelopment. The ground floor area of the existing vacation home is 87.61m 2 ; the application proposes a m 2 addition to the ground floor area for a total of m 2, which represents a 137% increase in ground floor area. Applicable Policy The Great Lakes St. Lawrence River System and Large Inland Lakes Technical Guides for Flooding, Erosion and Dynamic Beaches (MNRF Technical Guide), issued by the Ontario Ministry of Natural Resources in 2001, currently stands as the LPRCA s guide for decisionmaking related to its Lake Erie shoreline jurisdiction. Consistent with the MNRF Technical Guide and in recognition of the existing development in the Turkey Point community, LPRCA supports modest investment in the repair and maintenance of existing cottages. Minor development of existing flood-prone dwellings for maintenance and repair purposes is considered to mean repairs, renovations, and minor additions totaling no more than 50% of the habitable floor area. Additions totaling more than 50m 2 or 50% of the habitable floor area are considered to be redevelopment, requiring dry, passive floodproofing and safe access/egress in an effort to reduce the risk to life and property in the flood prone resort communities over the long term. Because of the 115% addition, the proposed work is considered to be redevelopment and requires safe access/egress. Floodproofing The existing top of foundation of the vacation home is located at m G.S.C., which is located below the 100-year flood hazard elevation of 176.5m G.S.C. The existing structure is not considered to be floodproofed as it is below the 100-year flood hazard. The addition will be constructed on an unexcavated foundation with the top of foundation/slab set at or above the 100-year flood level of m GSC. A short transition is required between the existing structure and the addition to overcome challenges with the existing foundation design. The design of the proposed addition now meets LPRCA s flood proofing standards. Safe Access/Egress The following relevant elevation data was determined from a survey by Jewitt and Dixon Ltd: Elevation 100-year Depth of Flooding 100-year design flood level m GSC 25-year design flood level m GSC Top of Foundation existing m GSC 0.57m 1.9 ft Top of Foundation addition m GSC Site grade m GSC 1.1 m 3.6 ft Centreline of Ordnance Drive m GSC 1.1 m 3.6 ft Access to safety max. depth m GSC 1.3 m 4.3 ft 19

22 During times of flooding, the path for pedestrian or vehicular access/egress for either evacuation or emergency assistance is flooded to depths reaching 1.3 metres for a distance of 1.95km. These flood depths are significantly greater than the 0.8 metres depth that is considered the upper limit for safe access in calm, still water conditions. This depth of flooding on the access is unsafe, putting both residents and emergency responders lives at risk. Permits for redevelopment have been issued in Turkey Point in the belief that safe access/egress is available to support evacuation and emergency assistance in the event of a flood. However, flood depths in much of the Turkey Point community are unsafe. Staff Recommendation The proposed development does not conform to the LPRCA s policies for redevelopment in the floodplain in Turkey Point and is contrary to LPRCA s objectives for the administration of O.Reg. 178/06. In LPRCA staff s opinion, the control of flooding will be affected by the proposed development and, therefore, staff recommend that the application be refused. Prepared by: Approved and submitted by: Lorrie Minshall, P.Eng. Interim Manager Watershed Services Cliff Evanitski General Manager 20

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32 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: June 7, 2017 File: To: Chair and Members, LPRCA Board of Directors From: General Manager, LPRCA Re: Long Point Region Conservation Authority Application 3/17 (LBS Group Inc.) Pursuant to Ontario Regulation 178/06, Proposed Construction of two new duplex vacation homes at Charlotteville Plan 190 Lots 196 & 202, 325 Cedar Drive, Turkey Point RECOMMENDATION THAT the LPRCA Board of Directors refuses to grant a Development, Interference with Wetlands, and Alterations to Shorelines and Watercourses Permit for Permit Application No. 3/17 (LBS Group Inc.) for the following reasons: 1. The construction of two duplex vacation homes in the Lake Erie shoreline flood hazard is contrary to Long Point Region Conservation Authority shoreline policies for development in the Lake Erie flood hazard area. These policies have been implemented to reduce or eliminate preventable risk to life and property damage from flooding. 2. The control of flooding is affected by development that adds new dwelling units and substantially increases the investment in a flood hazard area that does not have safe access/egress for evacuation or emergency assistance. 3. The proposal is not unique; therefore the granting of an exemption to policy could be seen as setting precedent. Similar applications may have to be permitted as a consequence. BACKGROUND The subject land is located at 325 Cedar Drive in Turkey Point (Figure 1). The subject land contains one single detached dwelling, associated accessory buildings and a commercial building (Figure 2), and is generally surrounded by seasonal dwellings. In this location, the property and associated development is subject to flood-related hazards from Lake Erie and is fully regulated under Long Point Region Conservation Authority s Ontario Regulation 178/06 (Figure 3). In May 2006, O. Reg. 178/06, Long Point Region Conservation Authority Regulation of Development, Interference with Wetlands and Alterations to Shorelines and Watercourses, came into effect. Through this regulation, LPRCA may permit, restrict or refuse development and activities in or adjacent to river or stream valleys, Great Lakes shorelines, watercourses, hazardous lands and wetlands. More specifically, as it relates to this application, O. Reg. 178/06 states that: 30

33 2. (1) Subject to section 3, no person shall undertake development or permit another person to undertake development in or on the areas within the jurisdiction of the Authority that are, a) adjacent or close to the shoreline of the Great Lakes-St. Lawrence River System or to inland lakes that may be affected by flooding, erosion or dynamic beaches, including the area from the furthest offshore extent of the Authority s boundary to the furthest landward extent of the aggregate of the following distances: (i) the 100 year flood level as shown in the most recent document entitled Great Lakes System Flood Levels and Water Related Hazards available at the head office of the Authority, plus the appropriate allowance for wave uprush, (iv) an allowance of 15 metres inland; 3. (1) The Authority may grant permission for development in or on the areas described in subsection 2 (1) if, in its opinion, the control of flooding, erosion, dynamic beaches, pollution or the conservation of land will not be affected by the development. The lakeshore resort community of Turkey Point is subject to frequent flooding from Lake Erie. Widespread flooding has been documented in at least 1954, 1955, 1975 and As they relate to this application, LPRCA s objectives in administrating the Regulation are to: Prevent loss of life Minimize property damage and social disruption Reduce public and private expenditure for emergency operations, evacuation, restoration and protection measures Minimize the hazardous and unnecessary development of flood and erosion susceptible shoreline areas which in future years may require expensive protection measures. The Application On December 8, 2016, LPRCA staff received a permit application under O. Reg. 178/06 to develop two 2-storey duplex vacation homes on an existing lot of record containing a single detached dwelling which will remain on site. It is proposed that the existing lot be further subdivided to create three separate lots of record. The application includes the addition of fill material to raise portions of the property and two new septic systems. The application was submitted with a site grading plan, engineered foundation design and floor plan, attached as Figures 4 and 5. The ground floor area of each proposed duplex vacation home is 104.5m with a full second storey. The proposed development is new development with an increase in gross habitable area of 418 m 2 and four new dwelling units. Applicable Policy The Great Lakes St. Lawrence River System and Large Inland Lakes Technical Guides for Flooding, Erosion and Dynamic Beaches (MNRF Technical Guide), issued by the Ontario Ministry of Natural Resources in 2001, currently stands as the LPRCA s guide for decision-making related to its Lake Erie shoreline jurisdiction. 31

34 Consistent with the MNRF Technical Guide and in recognition of the existing development in the Turkey Point community, LPRCA supports modest investment in the repair and maintenance of existing cottages. Minor development of existing flood-prone dwellings for maintenance and repair purposes is considered to mean repairs, renovations, and minor additions totaling no more than 50% of the habitable floor area. Construction that adds new dwelling units is considered to be new development requiring, at the very least, dry, passive floodproofing and safe access/egress in an effort to reduce and not increase the risk to life and property in the flood prone resort communities over the long term. Floodproofing The applicant proposes to floodproof the new vacation homes by constructing the vacation homes on unexcavated foundations with the top of foundation at or above the 100-year flood elevation of m GSC. This method of floodproofing fully meets the dry, passive floodproofing standard. The septic systems are also raised and designed to function effectively during periods of high lake levels. Safe Access/Egress The following relevant elevation data was determined from LPRCA flood hazard mapping information: Elevation 100-year Depth of Flooding 100-year design flood level m GSC 25-year design flood level m GSC Site grade m GSC 1.1 m 3.6 ft Intersection of Walmsley Street m GSC 1.1 m 3.6 ft & Cedar Drive Access to safety max. depth m GSC 1.30 m 4.3 ft During times of flooding, the path for pedestrian or vehicular access/egress for either evacuation or emergency assistance is flooded to depths up to 1.3 metres for a distance of 1.3 km. These flood depths are significantly greater than the 0.8 metres depth that is considered the upper limit for safe access in calm, still water conditions. This depth of flooding on the access is unsafe, putting both residents and emergency responders lives at risk. Staff Recommendation The proposed development does not conform to the LPRCA s policies for development in the floodplain in Turkey Point and is contrary to LPRCA s objectives for the administration of O.Reg. 178/06. In LPRCA staff s opinion, the control of flooding will be affected by the proposed development and, therefore, staff recommends that the application be refused. Prepared by: Approved and submitted by: Lorrie Minshall, P.Eng. Interim Manager Watershed Services Cliff Evanitski General Manager 32

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44 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: May 30 th, 2017 File: 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 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-67/17 Plan 251, Lots 3-17, Hastings Drive, Norfolk South Walsingham The proposed work to remove wind blown sand off Woodstock Ave., Beach Ave., and Hastings Drive and place material; As a joint conservation project between Norfolk County, Fisheries and Oceans Canada and Ministry of Natural Resources and Forestry, material will be placed to facilitate the creation of dunes; The application is within the regulated flood and erosion hazard of Lake Erie and the control of flooding and erosion should not be affected by the proposed development. Application# LPRCA-76/17 63B, 97B, 115B, 137B, 165B Woodstock Ave., 7B Sandy Lane, 30B, 53B, Beach Ave., Norfolk County Long Point The proposed work the maintenance clean out of sand from eight beach access points; Only windblown sand will be moved; The sand is pushed southward to the beach and leveled off, with no sand transported off the beach; The application is within the regulated flood and erosion hazard of Lake Erie and the control of flooding and erosion should not be affected by the proposed development. 42

45 Application# LPRCA-69/17 Plan 21074, Lot 18, 30 Lakeside Drive, Haldimand - Walpole The proposed work - to raise an existing seasonal cottage and construct a full basement; Satisfactory design drawings were submitted; The replacement structure is no closer to the lake than the former structure and is set back from the stable top of bank; The application is in accordance with the Long Point Region Shoreline Management Plan; The application is within the Lake Erie erosion hazard allowance and the control of erosion should not be affected by the development and will not negatively affect the slope stability. Application# LPRCA-74/17 Plan 353, Lot 15, 16, 17, 18, 19, 3 Hugh Lane, Norfolk South Walsingham The proposed work - to construct a minor 5m 2 addition, a 5m 2 covered deck, a 20m 2 deck, internal renovations, a 10.5m 2 non-habitable accessory building, and replace and modify the roof approximately 46 metres from a wetland; A satisfactory site plan and construction details were submitted; The application is within the regulated flood hazard of Lake Erie and the control of flooding should not be affected by the proposed development; and 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. Application# LPRCA-77/17 Plan 37M41, Lot 33, 3 Silver Shadow Way, Norfolk Port Dover The proposed work - maintenance dredge of Black Creek within a provincially significant wetland; A satisfactory site plan was submitted; All dredged material is removed from the riverine flooding and erosion hazard; The application is an alteration of a watercourse and the work will not negatively affect the watercourse; and The application is within a provincially significant wetland and the hydrologic function of the wetland will not be negatively impacted by this development. Application# LPRCA-78/17 Con 13, Lot 19, 1472 Norfolk County Road 21, Norfolk County North Walsingham The proposed work - to install conduit for fiber optic delivery using a directional drill method; A design drawing was submitted; An emergency response and contingency plan was submitted; The application is within the regulation limit associated with a tributary of Big Creek and the control of flooding and erosion should not be affected by the proposed development. 43

46 Application# LPRCA-79/17 Con 12, Lot 7, Pinegrove Road, Norfolk County Charlotteville The proposed work - to install conduit for fiber optic delivery using a directional drill method; A design drawing was submitted; An emergency response and contingency plan was submitted; The application is within the regulation limit associated with a tributary of Big Creek and the control of flooding and erosion should not be affected by the proposed development. Application# LPRCA-80/17 Con 13, Lot 24, 1920 Norfolk County Road 21, Norfolk County North Walsingham The proposed work - to install conduit for fiber optic delivery using a directional drill method; A design drawing was submitted; An emergency response and contingency plan was submitted; The application is within the regulation limit associated with a tributary of Big Creek and the control of flooding and erosion should not be affected by the proposed development. Application# LPRCA-81/17 Con 12, Lot 2, 144 Lynedoch Road, Norfolk County Charlotteville The proposed work - to install conduit for fiber optic delivery using a directional drill method; A design drawing was submitted; An emergency response and contingency plan was submitted; The application is within the regulation limit associated with Big Creek and the control of flooding and erosion should not be affected by the proposed development. Application# LPRCA-82/17 Concession1, Part Lot 24, 269 Bluewater Parkway, Haldimand - Walpole The proposed work - to construct a 3.7m 2 (40ft 2 ) addition onto an existing cottage; The addition will be constructed on a concrete column foundation; The addition is no closer to the lake than the existing structure; The application is within the Lake Erie erosion hazard allowance and the control of erosion should not be affected by the development. Application# LPRCA-83/17 Concession 2, Part Lot 19, rd Concession Road, Norfolk South Walsingham The proposed work - to construct a 71m 2 (768 ft 2 ) detached single-storey garage approximately 24 metres from a wetland; 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. 44

47 BUDGET IMPLICATION N/A Prepared by: Approved and submitted by: Bonnie Bravener Resource Technician Cliff Evanitski General Manager 45

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49 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: June 7, 2017 File: To: Chair and Members, LPRCA Board of Directors From: General Manager, LPRCA Re: Section 28 Regulation Approval Development, Interference with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O 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 with Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O Reg. 178/06), LPRCA-45/17 LPRCA-100/17 LPRCA-104/17 LPRCA-112/17 LPRCA-114/17 B. That the designated officers of LPRCA be authorized to complete the approval process for this Development Application, as far as it relates to LPRCA 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. BACKGROUND Application# LPRCA-45/17 Concession 1, Part Lot 24, 64 Evans Point, Haldimand - Rainham The proposed work to construct a 129 m 2 seasonal residence constructed on techno metal posts and septic system; The proposed seasonal residence will be flood proofed to the 100-year wave uprush level; The site has safe access/egress available; A satisfactory coastal engineered report has been submitted in support of this application; 47

50 A satisfactory geotechnical report has been submitted in support of this application; A satisfactory site layout plan was submitted in support of this application; The application is located within the regulated flood and erosion hazard allowance of Lake Erie and the control of flooding and erosion should not be affected by the proposed development. Application# LPRCA-100/17 Concession 11, Part Lot 72, North Street, Oxford Tillsonburg The proposed work to construct a drainage channel to facilitate outlet for North Street; A satisfactory engineer design was submitted in support of this application; The application is located within the regulated flood and erosion hazard allowance of Big Otter Creek and the control of flooding and erosion should not be affected by the proposed development. Application# LPRCA-104/17 Plan 251, Lot 68-75, 201 Hastings Drive, Norfolk South Walsingham The proposed work to place blow sand from Long Point road clean up to construct a (approximately 23.4 m X 0.6m-0.9m) berm, to import 2-3 yards of top soil to level/landscape low areas in the grassed area and remove and replace 16 mooring/dock posts; The proposal is a revised version of the application heard by the Board on May 3, The berm is now proposed to be constructed from Long Point sand, rather than imported material; The application follows the advice of the Shoreline Alterations Along Hastings Drive Report (Riggs Engineering, August 28, 2014); A satisfactory site plan and design details have been submitted in support of this application; The application is located within the regulated flood, erosion and dynamic beach hazard of Lake Erie and the control of flooding, erosion and dynamic beach should not be affected by the proposed development. Application# LPRCA-112/17 Concession 1, Part Lot 21, 2040 Lakeshore Road, Haldimand - Rainham The proposed work to demolish and reconstruct a 125 m 2 seasonal dwelling with a 45.6 m 2 addition; The proposed seasonal residence will be flood proofed to the 100-year wave uprush level; The site has safe access/egress available; A satisfactory site layout plan was submitted in support of this application; A satisfactory coastal engineer review and engineered foundation was submitted in support of this application; Satisfactory construction details were submitted in support of this application The application is located within the regulated flood and erosion hazard of Lake Erie and the control of flooding and erosion should not be affected by the proposed development. 48

51 Application# LPRCA-114/17 Concession 1, Part Lot 9, 805 Lakeshore Road, Haldimand Rainham The proposed work to construct a 130 m 2 seasonal dwelling to replace a structure that has previously been demolished; A satisfactory site plan and design details have been submitted in support of this application; The application is located within the regulated erosion hazard allowance of Lake Erie and the control of erosion should not be affected by the proposed development. BUDGET IMPLICATION N/A Prepared by: Approved and submitted by: Bonnie Bravener Resource Technician Cliff Evanitski General Manager 49

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53 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: May 30 th, 2017 File: To: From: Re: Chair and Members, LPRCA Board of Directors General Manager, LPRCA GM s REPORT May 2017 (C. Evanitski) RECOMMENDATION That the LPRCA Board of Directors receives the General Manager s Report for May 2017 as information. STRATEGIC GOAL Goal #5 Work collaboratively with watershed stakeholders to deliver high-value, efficient and innovative solutions. BACKGROUND The GM attended the annual Tillsonburg Awards of Business Excellence on May 4 th ; the Conservation Authority has been a nominee in the past. The following week, the GM was in Toronto for Conservation Ontario GM meetings which included presentations on UTRCA s Strategic Plan and WSIB rates. On the 10 th, the GM participated in the Norfolk County Amazing Places Tour speaking to the 40+ participants regarding stops at LPRCA s Sutton and Joe Csubak Lookout properties. The Chair, Vice-Chair, GM and Manager of Conservation Land Services toured LPRCA s workshop and five campgrounds on the 15 th and 24 th. Later on the 24 th, the Lee Brown Committee toured the Backus Education Centre s display gallery to look at the potential of fundraising to update the exhibits. On the 28 th, the GM attended the Harry Barrett Memorial hosted at the Backus Education Centre. Over 270 guests attended the event which started at 1pm. Prepared and submitted by: Cliff Evanitski General Manager/Secretary-Treasurer 51

54 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: May 25 th, 2017 File: 5.13 To: Chair and Members, LPRCA Board of Directors From: General Manager, LPRCA Re: Grant Funding Agreement with the Province RECOMMENDATION THAT the LPRCA Board of Directors authorizes the General Manager to enter into a Grant Funding Agreement with the Province of Ontario for the Hotchkiss and Ferguson Wetland and Riparian Area Restoration projects. STRATEGIC PLAN Goal #2 Maintain and Enhance Watershed Health BACKGROUND LPRCA has a long history in working with landowners in the planning and delivery of watershed stewardship initiatives. Staff continues to apply for funding and partner with other agencies to undertake projects that improve the health of the watershed. The LPRCA is the legal entity of ALUS Elgin and partners with ALUS Elgin on projects within the Long Point Region watershed. In the fall of 2016, ALUS Elgin under the direction and supervision of LPRCA staff applied to the Ministry of the Environment and Climate Change s Great Lakes Guardian Community Fund for the following projects: Hotchkiss Wetland and Riparian Area Restoration: Phase 5 This project involves establishing 7 acres of trees and shrubs around 2 acres of created wetlands. Ferguson Wetland and Riparian Area Restoration This project involves establishing 1 acre of native grassland around 1 acre of created wetland. Both proposals were approved for the amount of $21,000, conditional on a LPRCA Board resolution authorizing staff to enter into a grant funding agreement with the Province of Ontario. Budget Staff will provide in-kind time to oversee each project. Prepared by: Approved and submitted by: Paul Gagnon Lands & Waters Supervisor Cliff Evanitski General Manager 52

55 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: June 7 th, 2017 File: 4.2 To: Chair and Members LPRCA Board of Directors From: Manager of Conservation Land Services & Curator, Backus Heritage Conservation Area Re: Options Report for Implementation of Strategic Plan for Backus Heritage Village RECOMMENDATION: THAT the Long Point Region Conservation Authority approves the Strategic Plan for Backus Heritage Village and that implementation be phased from 2018 to BACKGROUND At the December 7 th, 2016 meeting of the Long Point Region Conservation Authority Board, Sheila Johnson, Curator presented the results of a Strategic Plan for Backus Heritage Village. This Plan was developed in 2016 to achieve the following directives: 1. To assess the operation of Backus Heritage Village and determine what is needed to regain accreditation under the Community Museums Operating Grant Program, operated by the Province of Ontario. Although Backus Heritage Village had been an accredited member of this program since the 1980s, that designation was withdrawn in 2014 due to non-compliance with Standards for Community Museum in Ontario. 2. To operate Backus Heritage Museum in compliance with the rules and regulations of the Long Point Region Conservation Authority as well as all applicable municipal, provincial and federal legislation. 3. To develop a plan of action to implement the following objectives in the Long Point Region Conservation Authority Strategic Plan , specifically; 53

56 Goal 3: Link people to the environment through outdoor, education and cultural heritage experiences. Strategic Priorities Create master plans for all conservation areas that incorporate all attractions i.e. historical village, trail systems, education programming, special events, etc. Enhance conservation and heritage programming to optimize customer experience. Conduct a strategic review of the environmental and historical education programs as well as the historical village in order to confirm their place and importance in advancing LPRCA s mandate. 1 The final report made four key recommendations for Backus Heritage Village: Recommendation # 1: Define yourself by what you are. Change name to BACKHOUSE HISTORIC SITE Recommendation # 2 Narrow your focus. Mission: 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. Recommendation # 3 A NEW Strategic Direction That a new 5-year Operations Plan be developed for Backhouse Historic Site to achieve the following goals and objectives: Goal 1: The Backhouse Historic Site is a respected and accredited Museum Collection is relevant to mandate A Partnership is formed with the County of Norfolk for the transfer of ownership of all artifacts not relevant to new mandate Collection is catalogued Research archive is organized and accessible to the public Museum achieves all standards of the Community Museum of Ontario Program The former Centennial Museum building is converted into a new History Centre. This Centre is the home of the archives, artifact storage and a changing exhibition gallery. 1 Long Point Region Conservation Authority, LPRCA Strategic Plan , < pp

57 Goal 2: The Backhouse Historic Site delivers an authentic history program Program is based on historic research Program is relevant to the mandate Program is continuously evaluated for improvement Program is unique in Norfolk County Program is grounded in living history interpretive techniques The artifact and historic building collection is the foundation of all programming. Goal 3: The Backhouse Historic Site is a place where the community feels welcomed, celebrated and reflected. The Backhouse Historic Site works cooperatively with all of the museums in Norfolk County Programming and events are based on collaborative community partnerships The volunteer program is well organized and managed Recommendation # 4 Create Capacity That the staffing complement of the Backhouse Historic Site be increased to 2 seasonal, full-time professional staff for 39 weeks. And that, 4 students for 16 weeks be employed to open the Backhouse Historic Site for the following expanded season: Weekends in May, June, September, and first two weeks of October, and, five days a week for the months of July and August. At the December 7 th, 2017 meeting of the Long Point Region Conservation Authority Board, the following motion was passed: That the LPRCA Board receive the Draft Strategic Plan for Backus Heritage Village presented by Sheila Johnson as information; AND THAT staff be directed to prepare a costings/options report to get the Village to CMOG standards. COSTING/OPTIONS REPORT In order to meet the Standards for Community Museums in Ontario (CMOG), Backus Heritage Village needs to deliver 6 programs: Education delivery of programs to schools and community groups 55

58 Interpretation Open the museum to the public for a minimum of at least 20 days in each of 8 months 2 Events series of events presented annually Volunteer Management: Recruitment, administration and supervision of volunteers Collections Management research, documentation and storage of artifact and archive collection Exhibitions Program annual program of changing exhibitions Currently, one full-time, seasonal Curator has the capacity to deliver 3 of the above programs. To achieve CMOG standards, one additional staff is required to deliver the other 3 programs. In addition, the hours of operation of Backus Heritage Village need to be expanded to 180 days over 8 months of the year to achieve minimum operating hours for a full-time museum. Currently, Backus Heritage Village is open to the public from July 1 to the Sunday before Labour Day. To meet CMOG standards, the museum operating hours need to be expanded to May 1 st to October 15 th, aligning the operation nicely with the normal operating hours for Backus Heritage Conservation Area. The museum will be open weekends in May, June, September and October and 5 days a week for July and August. To operate the museum for this expanded season, four students will need to work 16 weeks instead of the current 10 to meet this standard. An outline of these additional costs are below. Assistant Curator 3 (Grade 3 x 35 hrs x 39 weeks) 34, % 4, Total 39, Extension of 4 students from 10 wks to 16 Student wage x 35 hrs x 6 weeks x 4= 9, % 1, Total 10, Total new costs 50, Ontario Heritage Act, R.R.O. 1990, REGULATION 877, GRANTS FOR MUSEUMS., year round museum means a museum that is open to the public for at least 1,080 hours and 180 days in a year, and at least twenty days in each of eight months of the year, Consolidation Period: From April 13, 1993 to the Last amendment: O.Reg. 164/93. 3 Assistant Curator set at Grade 3. 56

59 Option I Implement all four recommendations of the Strategic Plan for Backus Heritage Village in 2018.This will require that resources be allocated to increase the 2018 Operating Budget of Backus Heritage Village by $50, Option II Phase in the implementation of the four recommendations of the Strategic Plan for Backus Heritage Village from 2018 to This will require that resources be allocated to increase the Operating Budget by $23,537 in 2018, and $13, 495 each in 2019 and Staff Positions Assistant Curator Grade 3 x 21 hrs x 39 week s= Benefits 14% = 20, , Total Assistant Curator: Grade 3 x 7 hrs x 39 weeks = Benefits 14% = 4 3 weeks = Student wage x 35 hrs x 3 weeks Benefits 14% = Total Assistant Curator: Grade 3 x 7 hrs x 39 weeks= Benefits 14% 4 3 weeks = Student wage x 35 hrs x 3 weeks Benefits 14% = $ 23, , , $ 13, , , Total $ 13,

60 Budget Implication To achieve CMOG standards, additional resources will need to be directed to the Backus Heritage Village operating budget. These resources can be allocated in one year, or phased over three years. Once the staff resources are available, work will commence to bring the museum operation up to CMOG standards. Once standards are achieved, LPRCA may reapply to the Province of Ontario for consideration under the Community Museum Operating Grant program for an operating grant equal to 24% of eligible operating expenses. Prepared by: Approved and submitted by: Pam Walther-Mabee Manager of Conservation Land Services Cliff Evanitski General Manager 58

61 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: June 7 th, 2017 File: To: Chair and Members, LPRCA Board of Directors From: General Manager, LPRCA Re: Customer Service Plan - Planning and Regulations Program RECOMMENDATION THAT the LPRCA Board of Directors endorses the Customer Service Plan for the Planning and Regulations Program. STRATEGIC PLAN Goal #1 - To develop and maintain programs that will protect life and property from natural hazards such as flooding and erosion. BACKGROUND This report follows on the May 3 rd Board request for a Customer Service Plan for the Planning and Regulations program, as well as, direction provided to the General Manager on March 31 st of this year to review permit application process, level of service and create appropriate policy recommendations with a goal to streamline and enhance customer service experience. The LPRCA Planning and Regulations program offers three related services: a) Administration and enforcement of LPRCA s Section 28 regulations, O.Reg. 178/06 Development, Interference with Wetlands and Alterations to Shorelines and Watercourses Regulation, made under the Conservation Authorities Act. b) Technical advice on municipal development applications regarding flood and erosion hazards, wetlands and water management, both as a delegated responsibility from the Minister of Natural Resources and Forestry with respect to natural hazards as set out in the Provincial Policy Statement (PPS) and also related to municipal Official Plan policies on natural hazards as set out in local Memoranda of Agreement (Municipal plan review). c) Information requested by lawyers, real estate agents and general public on how the Section 28 regulations apply to properties (Property inquiries). These services are provided by the Resource Technician (Bonnie Bravener) and the Planning Technician/Regulations Officer (Leigh-Anne Bower), with technical support from the Water Resources Analyst (Ben Hodi/Matt Churly) and the Watershed Services Manager (Lorrie Minshall) for a total of 2.24 FTE dedicated to the program. 59

62 Permit Process Staff strongly encourage applicants to first contact LPRCA s office to discuss plans, what to expect during the permitting process and whether drawings and studies are required. Brochures have been made available in the municipal offices to assist in making basic information about the LPRCA permitting process available early. Section 28 permit application forms and fee schedules are available online and at the LPRCA office. Applications are submitted directly to LPRCA by , fax, mail or in-person. More than half of all applications are submitted by . Applications are logged as received, an application number is assigned and a file created. The applicant is notified as soon as possible (within 15 business days) whether additional information, plans or technical studies are required. If/when the application is complete, the permit is processed as soon as possible. The Board has delegated approvals for certain types of permits to staff, in which case the permit can be issued within a few days. Otherwise, the application is included in the report to the Board for consideration at its next meeting. If the staff cannot recommend approval of the permit to the Board, staff will schedule a Hearing for the applicant before the Board. The applicant must receive the staff report to the Board and be given at least two weeks to prepare their response which is then included with the staff report in the Board s agenda package. Therefore, the hearing may have to be delayed beyond the next Board meeting to allow this process to occur. Service Standards for Permit Applications Service standards for municipal plan review are set out in the Planning Act and deadlines for comment are stipulated by the municipal staff for each application that is circulated. Service standards for Section 28 permit applications are specified by the Ministry of Natural Resources and Forestry in the Policies and Procedures for Conservation Authority Plan Review and Permitting Activities. The LPRCA Technical and Planning Services staff has set service objectives that it attempts to achieve for each application. Application Process Step Notification whether application is deemed complete Decision (recommendation to approve or refer to a hearing) Minor application Decision (recommendation to approve or refer to a Hearing) Major application MNRF Policies and Procedures for Conservation Authority Plan Review and Permitting Activities (2010) 21 days after application received 30* days after complete application received 90* days after complete application received LPRCA Technical and Planning Services Dept service objectives 15 days after application received 30 days after complete application received 30 days after complete application received 60

63 Service Actuals for 2016 Permit Applications 2016 was a very busy year for the Technical and Planning Services department and 2017 is even busier. In addition to higher than normal numbers, applications tended to be more complex To May15/17 # Permit applications # Planning comments # Lawyer inquiries The following chart shows the turnaround achieved on permit applications in The chart shows number of days from receipt of the application to a staff or Board decision. 66% of Minor Applications received permits within 10 days of submitting the application, 80% within 15 days and 93% within 30 days. 66% of Major Applications received permits within 30 days and 93% within 90 days. Number of Applications Turnaround Time for Permit Applications (# days from Receipt to Decision) >120 Minor Major Complex For those applications listed above where the turnaround time exceeded 60 days, the following are the reasons for delay: Appl # Location Proposal #days Reason for delay #38/16 Pt Dover Condo (Dover Wharf) 80 On hold for engineering reports #42/16 Norwich Replace culvert 63 Eng review. Next Board mtg. #54/16 S Walsingham Minor addition 70 On hold for drawings #60/16 S Walsingham Dock 84 Multi-agency policy discussions #61/16 S Walsingham Raise cottage on piers 167 On hold for pier foundation design #72/16 Charlotteville Major addition 114 Board hearing 24Aug16 #94/16 Tillsonburg Reinforce failing slope 105 On hold for slope stabilization plan #105/16 S Walsingham Change house 76 Board hearing 24Aug16 #123/16 Charlotteville Replace cottage 70 On hold for engineered foundation plans #146/16 S Walsingham Cottage redevelopment 119 Board hearing 2Nov 16 #155/16 Rainham Cottage redevelopment 92 On hold for engineered foundation plans #169/16 S Walsingham Cottage redevelopment 134 On hold by applicant. Hearing 1Feb17 #186/16 Walpole New home 78 On hold for grading plan #191/16 S Walsingham Hwy 59 causeway work 155 On hold for final drawings 61

64 Analysis As can be seen in the 2016 actuals, the planning and regulations staff are, for the very largest part, meeting their service objectives and exceeding the provincial standards. There are steps, however, that can be taken to improve applicants turnaround time for permits and reduce the stress that the workload is imposing on the staff to provide enhanced customer service. This assessment looks at two key questions: a) What causes the biggest or most frequent delays in the application process? b) What are the planning staff s biggest time consumers? What causes the biggest or most frequent delays in the application process? The number of days turnaround from receipt of the application to a staff or Board decision includes: - the time to notify the applicant whether and what additional information, plans or technical studies are needed, - the time that the applicant takes to provide that information for a complete application, - time to fill any gaps or errors in the information provided, - time until the next Board meeting when a Board decision is required, and - time to prepare for a hearing when the application is referred to a hearing. Staff endeavours to notify the applicant as soon as possible within 15 days whether and what additional information, plans or technical studies are needed to complete the application. Turnaround is affected by staff work load. To reduce the incidence of incomplete applications, applicants are encouraged to pre-consult with LPRCA planning staff about the requirements before submitting their application and plans. A LPRCA Regulation and Planning Services brochure has been prepared to make information more readily available in municipal planning and building department offices, to clarify the LPRCA roles in permitting versus municipal plan review, and to encourage early contact with LPRCA. Maps of the regulated areas are also now available on the website. Dated, the regulated areas maps, along with the municipal hazard line maps, are being updated in through the Board approved Hazard Line Mapping project. To further reduce the incidence of incomplete applications, reduce the demand on staff time for pre-consultation and reduce gaps and errors in the information provided, there are a number of initiatives that can be undertaken: a) An improved application form that includes a submission checklist has been prepared for review by the Adhoc Policy Review Committee at their next meeting. The checklist will provide applicants with the basic list of application requirements. b) The draft policy document setting out the existing LPRCA policies is ready for Board consideration. Once the Adhoc Policy Review Committee s outstanding concerns have been addressed, the policy document can be considered by the Board for approval. 62

65 c) When the Board has an approved policy document, further information can be provided to communities, applicants, contractors and consultants about LPRCA s requirements for a successful application through a number of means: a. Posting policies on the website for ready access; b. Preparing guidelines specific to common applications (e.g. LPRCA Floodproofing Guidelines for Existing Resort Residential Areas along the Lake Erie Shoreline, an information sheet on hold by the Adhoc Policy Review Committee until the concerns with the draft policy document have been addressed); c. Periodic meetings with the contractors and consultants (e.g. Norfolk County s Development Information Sessions) to provide more specific information, answer questions and discuss opportunities for process improvement. In addition, LPRCA could reduce the scope of (and perhaps need for) site specific engineering studies that are required for some types of applications by undertaking watershed-, municipalityor reach-wide technical studies. For example, it is expected that the upcoming Haldimand County Shoreline Flood and Erosion Study will provide information on wave uprush forces needed for the design of foundations and erosion protection works. An applicant s wait for approval at the next Board meeting can be as long as 35 days. The Board has delegated a list of application types for staff approval. Applications on the delegated list can be approved by staff as soon as an application is complete and meets LPRCA requirements, sometimes within 5 days. Applications that are not on the delegated list are included in the report to the Board for approval at its next meeting. Once the draft policy document is approved by the Board, the Board could choose to expand the list of applications delegated for staff approval. For example, the Board could choose to delegate approval for all applications that clearly meet the Board approved policies and requirements. Board hearings delay applicants and require a lot of staff time. A Board hearing is scheduled whenever the staff cannot recommend approval of an application because the application does not meet LPRCA s policies. Preparation for a hearing requires five weeks from complete application (2 weeks for Hearing Report preparation, two weeks for the applicant to prepare a response, both to be included in the Board agenda package 1 week before the Board meeting). The delay is longer through those months when the Board does not hold a meeting (March, July and September). The process and time required to prepare for a Hearing is set out in Regulation and MNRF standards as described above. There is little that can be done to reduce the delay when a hearing is required. The delay could be shortened during the active building season by scheduling regular Board meetings or Board hearing meetings in March and September. When the Long Point and Turkey Point Flood Emergency Plans have been completed by Norfolk County, the Board could deem that the equivalent of safe access is achieved, consistent with Norfolk County s Official Plan for these two resort residential communities. If Long Point and Turkey Point are deemed to have safe access, the redevelopment of existing cottages, if fully floodproofed, would be supported by the existing LPRCA policies and the number of hearings would drop significantly. 63

66 As well, the number of Board hearings will most likely be significantly reduced over the long term with the completion and posting of the approved policy document. What are the planning staff s biggest time consumers? The biggest time consumers for the planning staff, apart from processing applications and providing customer service to applicants, are: - Prospective applicant inquiries - Prospective buyer inquiries - Program administration (phones, tracking, filing, reports, permits) - Hearing preparation (as described above). Applicant inquiries, while encouraged and desirable, are a significant load on staff time. The number and scope of inquiries can be reduced by improving the information otherwise available to applicants, their contractors and consultants as listed above, including posting the approved policies and guidelines on the website and holding periodic meetings with the contractors and consultants. Inquiries by prospective property buyers are another significant load on staff time. There are sometimes a dozen different prospective buyers inquiring about what they can do on one property. Responses to lawyer inquiries (title clearances) are legal documents for which LPRCA charges a fee. LPRCA has not charged fees for prospective buyer inquiries for public relations reasons. However, this workload could be reduced if prospective buyers were charged a property inquiry fee or, better yet, the real estate offices/agents were encouraged to make (and pay the fee for) an inquiry on behalf of all their prospective buyers. Permit applications to date this year are up by 32% over last year and 89% over At the same time, the workload is being handled by the same number of staff. Application response time and turnaround can be improved by adding staff funded from the additional fee revenue. Recommendations to Improve Customer Service in Planning and Regulations 1) Consider hiring additional staff during the 2018 budget process to handle the increased numbers of applications and inquiries (with funding from the additional revenue). 2) Seek approval for and post the revised application form and submission checklist. 3) Provide more information about the permitting process on the website. 4) Seek Board approval of the draft consolidated policy document and make the policy document available. 5) Assist Norfolk County staff in completing the Flood Emergency Plans for Long Point and Turkey Point. Once the plans are completed, consider how the Board will apply the safe access/egress policies in Long Point and Turkey Point. 6) Prepare guidelines and FAQs to provide more information specific to common applications. 7) Host periodic information meetings with the contractors and consultants. 8) Encourage real estate brokerages to make an inquiry on behalf of prospective buyers, rather than each prospect make their own inquiry. 64

67 9) Consider expanding the list of application types for which the Board has delegated approval to staff. 10) Complete the current Hazard Line Mapping project that will update/improve the accuracy of the LPRCA regulation limits and the hazard lines shown in the municipal planning documents. 11) Consider technical flood and erosion studies that will provide additional information to support applicants site-specific design studies (e.g. floodproofing, erosion protection). BUDGET IMPLICATION LPRCA charges user fees for plan review and permit application review as approved by the Board. The planning and Section 28 application fees and related property inquiry fees are together designed to meet the Board-directed goal of covering 60% of the department cost. Because of the high application numbers in 2016, the cost recovery goal was more than met in Fee revenue is expected to be higher again in Prepared by: Approved and submitted by: Lorrie Minshall, P.Eng. Interim Manager Watershed Services Cliff Evanitski General Manager 65

68 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT May 30 th, 2017 File: To: From: Re: Chair and Members LPRCA Board of Directors General Manager, LPRCA 2018 Biennial Tour RECOMMENDATION That the Chair, General Manager and one Board Director be authorized to attend the 2017 Biennial Tour. STRATEGIC GOAL GOAL #4 Maintain an organization committed to teamwork, positive change and excellence BACKGROUND The Biennial Tour is an event hosted by different conservation authorities across Ontario every other year, as a way to showcase conservation lands, projects and issues. In 2015, the tour was hosted by the Grand River and Long Point Region conservation authorities. This year s theme is Growing Today, Protecting Tomorrow! The Tour this year is hosted by Credit Valley Conservation and Conservation Halton. Registration is now open for the 2017 Biennial Tour with an Early Bird price of $375 is in effect until August 1 st. After August 1st, the price increases $450. The cost of the hotel is $125/night. The tour will take place October 1-4, 2017 and will showcase many projects, locations and partnerships that each Conservation Authority has been involved in to protect the watersheds for future generations. BUDGET IMPLICATIONS Conference Registration: $375 (early bird - full tour) plus Hotel Accommodation: $125/night Total cost/person for four days: $750 This expense can be covered within the 2017 Corporate Services budget. Prepared and submitted by: Cliff Evanitski General Manager/Secretary-Treasurer 66

69 LONG POINT REGION CONSERVATION AUTHORITY STAFF REPORT Date: June 1 st, 2017 File: To: Chair and Members, LPRCA Board of Directors From: General Manager, LPRCA Re: 2017 Approved Capital Projects RECOMMENDATION THAT the LPRCA Board of Directors receives the staff report dated June 1 st, 2017 regarding the 2017 Capital Projects as information. BACKGROUND At the January 18 th, 2017 Board of Directors meeting, the 2017 LPRCA Budget was approved which identified capital projects at various conservation areas. Attached is Appendix 1 which is a summary of the capital projects. The following outlines the status of the various projects: Watershed Services Server for Mapping ($5,464) A server was purchased and it will be hosted in our office utilizing the fiber optic internet we currently have. The project is to enhance the data available to the public relating to flood forecasting and warning and regulated property area. The server will automate the retrieval of data from gauges and allow for the presentation of near real-time levels to be on the website for public use. The public will also be able to access maps and spatial data which include regulation maps, hunting maps, watershed maps, elevation and SWOOP images. The project will be completed by the end of July. MNRF Water and Erosion Control Infrastructure (WECI) grants have been very recently approved for the Teeterville Dam Sediment Management Plan ($30,000), Teeterville Dam Maintenance Study ($20,000), Vittoria Dam Sediment Management Plan ($20,000) and Vittoria Dam Hazard Classification ($25,000). The funding from WECI is 50% of the costs except the Vittoria Dam Hazard Classification Project was funded for $10,000 so the total funding from WECI for these projects is $45,000. Work has begun on the preparation of requests for cost estimates and proposals. 67

70 The Backus Mill Dam Study commenced in 2016 with 50% WECI funding and was completed in March The study delivered a Dam Safety Assessment and design drawings for the Backus Mill Dam Embankment & Wingwall Extension. Backus Mill Dam Embankment & Wingwall Extension ($110,000) WECI funding has recently been approved for $55,000. Application is being made for the Lakes and Rivers Improvement Act permit that is required before the work can commence. This project is a repair and a special levy to Norfolk would be $55,000 if the project receives the permits to proceed. Haldimand County Shoreline Flood & Erosion Hazard Study ($111,000) The application for Public Safety Canada funding under the National Disaster Mitigation Program has recently been approved. Given Ben Hodi s leave of absence this year, the Grand River Conservation Authority (GRCA) has agreed to manage this project. It is planned that GRCA will lead in the funding agreement. This means that GRCA will receive both the NDMP grant and Haldimand County special levy. LPRCA s cost for the project will be $3,600 in 2017 and $3,600 in 2018 which is being funded from Prior Years Capital Levy. There is prior year capital levy that has accumulated to $129,329 from successful submissions to WECI. Dam projects have been submitted and the funding received has been greater than what was anticipated in the budgets. There is a small amount from the 2017 capital budget of $7,726 for future Dam studies. The shoreline management plan balance of $49,681 is from The $3,600 for the Haldimand County Shoreline Flood & Erosion Hazard Study in 2018 will be taken from this area. Backus Heritage and Education Services Backus Heritage Village and Education ($2,179) Log Cabins repair and chimney repair. The chinking of the log cabins was completed in 2016 and the chimney repair is all that is left for this project. A local company has been contacted and the work is anticipated to be completed prior to July 1 st opening of the Village. Backus Heritage CA Hydro Upgrade ($15, , $40, $13, ) 2016 tender was completed prior to May 1 st for D campground. Hydro upgrades to the Heritage Village service, large pavilions are in progress. Tenders will be prepared and advertised for Hydro upgrade to Campground C, by June 15, Backus Heritage CA Water System Upgrade.($22,460) Well refurbishing in Campground E cannot be undertaken until the timeframe of July 1 st to September 30 th has passed to satisfy the Department of Fisheries and Oceans guidelines regarding Destruction of Fish Habitat. 68

71 Conservation Parks Management Services Deer Creek CA Hydro Upgrade ($14,000). Hydro upgrades will be scheduled to be completed after the close of the 2017 operating season. A tender will be prepared and advertised by September, Haldimand CA Hydro Upgrade ($35,000) Work currently in progress to upgrade 20 campsites to 30 amp service, in addition to new water and septic lines to the tanks. In addition 7 campsites are anticipated to be added to the project and campsite refurbishment of grading, gravel and grass seed for the 27 sites is included. Haldimand CA Fire Pit Rings ($5,000) -The fire grates at the 1967 Centennial pavilion were replaced to provide a community BBQ facility. Fire pit rings for the overnight campsites have been ordered. Waterford North CA Hydro Upgrade ($40, $40, , $13, ) Discussions with Hydro One have taken place and staff is waiting for their final assessment of costs to upgrade the road service to LPRCA property. Once that amount is obtained a tender will be prepared to upgrade service from the road into the campground and to provide service to the maximum number of campsites. Anticipated to be tendered in August Waterford North CA Comfort Station ($55,000) In preparation for the comfort station upgrade, 2 showers were created in the washrooms located next to the office. This provided the campground with shower facilities and the level of service in 2017 remains static. The comfort station upgrade plans have been altered to be more in line with other campground facilities and new plans are being drawn up for the comfort station refurbishment. The showers will now be housed on one end, and will be unisex, each having their own lockable door. The anticipated start date is July Norfolk CA Water Intake Upgrade ($6, , $16, ) Options to replace the steel intake pipe that extends into the lake are being discussed. There is a proposal to replace 100 ft. which is in excess of $32,000. Staff has implemented an alternate recommendation of a water intake pump encased in a fine mesh box. Water quality has been an issue and the new intake pump needs to be extended further into the lake. Canoes and other related Watersports Equipment ($6,000) Kayaks and Canoes are in the process of being purchased for 2017 rental summer season. Other Conservation and Land Management Services Vehicle Replacement ($25,039) completed Equipment Replacement ($24,400) 2 front mowers completed 69

72 Park Sign Replacement and Roadway signage for Parks ($ , $5, ). This project has not been started. Corporate Services Administration Office Flooring Upgrades This project has been deferred until there is funding to complete the office upgrade with furniture and flooring. Computer Upgrades There has been 2 desktops, 6 monitors, 1 wifi router and accessories purchased and deployed in the office. The remaining funds of $624 will be used to purchase a laptop. Back Door Replacement An automated push button lock was installed on the employee door. The remaining funds of $931 will be used towards replacing the weather stripping on doors. BUDGET IMPLICATION All capital projects have been identified in the 2017 approved budget. Approved & Submitted by: Cliff Evanitski General Manager, LPRCA 70