board of directors meeting no. bod-06-19 friday, june 28 ... documents/board/bod-06-19 full...

Upcoming Events 2019

Friday, July 26th Board of Directors’ Meeting 9:00 a.m. 120 Bayview Parkway, Newmarket Thursday, November 7th LSRCA 38th Annual Conservation Awards Ceremony 6:00 p.m. Madsen’s Banquet Hall 160 Bayview Parkway, Newmarket Events are also listed on our Events Page on our website: http://lsrca.on.ca/events/

BOARD OF DIRECTORS Meeting No. BOD-06-19

Friday, June 28, 2019

9:00 A.M.

AGENDA

Meeting Location: 120 Bayview Parkway

Newmarket, ON

Minutes and agendas are available on our website: http://lsrca.on.ca/

http://lsrca.on.ca/events/

http://lsrca.on.ca/

LSRCA – Board of Directors Meeting Agenda BOD-06-19 June 28, 2019 - of 4

I. DECLARATIONS OF PECUNIARY INTEREST

II. APPROVAL OF AGENDA Pages 1-4

RECOMMENDED: THAT the content of the Agenda for the June 28, 2019 meeting of the LSRCA Board of Directors be approved as presented.

III. ADOPTION OF MINUTES

a) Board of Directors Pages 5-10 Included in the agenda is a copy of the minutes of the Board of Directors’ Meeting No. BOD-05-19 held on Friday, May 24, 2019. RECOMMENDED: THAT the minutes of the Board of Directors’ Meeting No. BOD-05-19

held on Friday, May 24, 2019 be approved as circulated. b) Budget Committee Pages 11-19 Included in the agenda is a copy of the draft minutes and agenda of the Board Budget Committee Meeting No. BC-02-19 held on Friday, May 24, 2019. RECOMMENDED: THAT the minutes of the Board Budget Committee meeting held on

Friday, May 24, 2019 be approved as circulated.

IV. ANNOUNCEMENTS

V. PRESENTATIONS

a) Forcemain Twinning Project Representatives from the Regional Municipality of York’s Environmental Services Department, Mike Rabeau, Director, Capital Planning and Delivery, and Jose Manalo, Program Manager, will provide the Board with an update on the York Durham Sewage System Forcemain Twinning Project. This presentation will be provided at the meeting. RECOMMENDED: THAT the presentation by Mike Rabeau and Jose Manalo of the

Regional Municipality of York regarding the York Durham Sewage System Forcemain Twinning Project be received for information.

VI. HEARINGS

There are no Hearings scheduled for this meeting.

Page 2 of 32


VII. DEPUTATIONS There are no Deputations scheduled for this meeting.

VIII. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION

(Reference Page 4 of the agenda)

IX. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION

X. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION

XI. CLOSED SESSION

The Board will move to Closed Session to deal with a confidential land matter.

RECOMMENDED: THAT the Board move to Closed Session to deal with a confidential land matter; and

FURTHER THAT the Chief Administrative Officer, members of the

Executive Management Team, the Land Securement Officer and the Coordinator BOD/CAO remain in the meeting for the discussion.

The Board will rise from to Closed Session and report findings. RECOMMENDED: THAT the Board rise from Closed Session and report findings. a) Land Matter Confidential Staff Report No. 35-19-BOD will be provided to Board members at the meeting. RECOMMENDED: THAT Confidential Staff Report No. 35-19-BOD regarding a

confidential land matter be approved.

XII. OTHER BUSINESS

a) 2019 Fall Meeting Schedule Changes Due to travel by some members of the Executive Management Team to represent LSRCA at the Thiess International Riversymposium, the following changes are recommended to the Fall 2019 Board of Directors’ meeting schedule. RECOMMENDED: THAT the meeting scheduled for Friday, October 25th be rescheduled

to Friday, November 8th and the meeting scheduled for November 22nd be cancelled.

Page 3 of 32


b) Next Meeting The next meeting of the LSRCA Board of Directors will be held at @ 9:00 a.m. on Friday, July 26, 2019. This meeting will be held at LSRCA’s offices located at 120 Bayview Parkway in Newmarket.

XIII. ADJOURNMENT

AGENDA ITEMS

1. Correspondence

There are no Correspondence items included in this agenda. 2. LSRCA’s 2020 Budget Assumptions Pages 20-22 RECOMMENDED: THAT Staff Report No. 32-19-BOD regarding the recommended

budget assumptions for the 2020 fiscal year be approved.

3. LSRCA Procurement Policy Improvements Pages 23-29 RECOMMENDED: THAT Staff Report No. 33-19-BOD regarding recommended changes

to LSRCA’s Procurement Policy be approved; and FURTHER THAT staff be directed to bring the amended Procurement

Policy back to the Board for approval in July 2019. 4. Update on Pre-qualification of Restoration Contractors Pages 30-32

RECOMMENDED: THAT Staff Report No. 34-19-BOD regarding pre-qualification of

contractors to provide Construction Services for Low Impact Development Retrofit Projects, and Construction Services for Natural Heritage Restoration Projects – Grasslands, Wetlands and Streams be approved; and

FURTHER that staff be directed to re-issue the Request for

Expression of Interest for Construction Services for Low Impact Development Retrofit Projects and Natural Heritage Restoration Projects – Wetlands and Stream Restoration in late 2019.

Page 4 of 32

LSRCA Board Members Present: LSRCA Staff Present:

Regional Chairman W. Emmerson, Chair M. Walters, Chief Administrative Officer

Councillor S. Macpherson, Vice Chair C. Ali, GM, Watershed Restoration Services

Mayor D. Barton R. Baldwin, GM Planning & Development

Mayor D. Bath-Hadden M. Critch, GM, Corporate and Financial Services & CFO

Mayor B. Drew B. Kemp, GM, Conservation Lands

Councillor A. Eek B. Longstaff, GM, Integrated Watershed Management

Councillor K. Ferdinands K. Christensen, Director, Human Resources

Councillor P. Ferragine K. Yemm, Director, Corporate Communications & Engagement

Councillor W. Gaertner T. Barnett, Coordinator, BOD/CAO

Mayor V. Hackson M. Bessey, Acting Director, Planning

Councillor S. Harrison-McIntyre B. Booth, Director, Regulations

Mayor M. Quirk A. Brown, Sr. Environmental Regs. Analyst/Capital Projects Analyst

Councillor C. Riepma N. Hamley, Manager, Education

Regional Councillor T. Vegh S. Jagminas, Senior Communications Advisor

Councillor A. Waters L. McLean, Restoration Program Coordinator

Councillor E. Yeo P. Strong, Integrated Watershed Management Specialist

C. Taylor, Executive Director, LSCF

Regrets: B. Thompson, Manager, Watershed Plans and Strategies

Councillor N. Harris K. Toffan, Manager, Finance

Township of Ramara

Guests:

Councillor R. Gilliland, Aurora

I. DECLARATION OF PECUNIARY INTEREST

None noted for this meeting.

II. APPROVAL OF THE AGENDA

Moved by: P. Ferragine Seconded by: C. Riepma

BOD-076-19 RESOLVED THAT the content of the Agenda for the May 24, 2019 meeting of the LSRCA

Board of Directors be approved as presented. CARRIED

III. ADOPTION OF THE MINUTES

a) Board of Directors’ Meeting – April 26, 2019 Moved by: M. Quirk Seconded by: B. Drew

BOARD OF DIRECTORS’ MEETING

No. BOD-05-19 – Friday, May 24, 2019

120 Bayview Parkway, Newmarket, ON

MINUTES

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Lake Simcoe Region Conservation Authority Board of Directors’ Meeting BOD-05-19 May 24, 2019 – Minutes Page 2 of 6

BOD-077-19 RESOLVED THAT the minutes of the Board of Directors’ Meeting No. BOD-04-19 held on

Friday, April 26, 2019 be approved as circulated. CARRIED

b) Conservation Ontario Council – April 1, 2019 Moved by: S. Macpherson Seconded by: A. Waters BOD-078-19 RESOLVED THAT the minutes of Conservation Ontario Council Meeting #1/19 held on

Monday, April 1, 2019 be received for information. CARRIED

IV. ANNOUNCEMENTS

a) Manager, Education, Nicole Hamley was pleased to share with Board members two videos highlighting secondary students visiting LSRCA Scanlon Creek Conservation Area. The videos speak to the wonderful partnership LSRCA has with the watershed school boards and how LSRCA is working to support secondary level kids and youth engagement:

i. A group of students from King City Secondary School visited twice in April 2019 - Day 1 was

Map, Compass and GPS course, one of the courses for certification for Specialist High Skills Major (SHSM) students, and they returned on Day 2 for a nature photography workshop, as well as the new Climate Escape program, an outdoor program modelled after popular escape rooms. Please click this link to view the video: King City SS Students at Scanlon Creek Conservation Area

ii. A group of SHSM students enrolled in the Health & Wellness sector from three York Region

secondary schools visited in March 2019 to take part in an Innovation, Creativity and Entrepreneurship (ICE) training course, where they tackled the question, "How might we increase children and youth health and wellness through access and opportunities for active experiences in nature and the outdoors? To view this video, please click this link: SHSM Students from York Region

b) CAO Walters was very pleased to advise that the Lake Simcoe Conservation Foundation held its

AGM on May 24th, and Debbie Conzelmann was once again named President, Marvin Geist was named Vice President, and Debbie Beatty was named Secretary/Treasurer.

V. PRESENTATIONS

a) Freshwater Roundtable - Engaging New Partners in Salt Reduction Manager, Watershed Plans and Strategies, Bill Thompson, provided the Board with an overview of the Freshwater Roundtable - Engaging New Partners in Salt Reduction, noting that chloride concentrations have been increasing in Lake Simcoe, resulting in significant changes to our freshwater resources. LSRCA’s Strategic Plan identified implementing a salt reduction strategy to halt the trend of increasing chloride concentrations in watershed tributaries. A salt reduction strategy was completed in 2017, which identified the following eight objectives:

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https://www.youtube.com/watch?v=K1fILjZS9U8&feature=youtu.be

https://www.youtube.com/watch?v=K1fILjZS9U8&feature=youtu.be

https://www.youtube.com/watch?v=kiK6K09D9Ts

https://www.youtube.com/watch?v=kiK6K09D9Ts


1. Support road management authorities in their pursuit of reductions in winter salt use; 2. Integrate salt management considerations in stormwater management planning; 3. Promote improved winter salt management practices in the private sector; 4. Lead by example in property management; 5. Promote commercial site design that includes consideration of winter maintenance practices; 6. Gain a greater understanding of liability management; 7. Increase awareness of the environmental impacts of winter salt; and 8. Continue to conduct and support research and development. Promoting improved winter salt management practices within the private sector was seen as a very important objective, as this sector does not have the same checks and balances on salt use that exist in the public sector, and an estimated 18% of salt used in the watershed is applied to commercial sector parking lots. LSRCA commissioned a consultant to interview senior managers at REITs and retail companies to better understand the motivations and barriers to adoption of best practices, and universally, the response from the property owners was that environmental reputation is an important part of their corporate brand, they recognize the paramount importance of protecting fresh water, and they are willing to consider alternative winter maintenance practices, if it doesn’t increase their liability. Participants were then invited to join a Freshwater Roundtable to collectively understand and promote the adoption of winter maintenance best practices in the commercial parking lot sector. The response was extremely positive, and the Roundtable includes staff from Federal, Provincial, municipal, and First Nations governments, commercial property owners, winter maintenance contractors, and the environmental community. The Roundtable is scheduled to meet approximately three times per year and is chaired by LSRCA and supported by staff. With support from the Roundtable members, LSRCA drafted a discussion paper. The discussion paper will be made available once endorsed by Roundtable members. To view this presentation, please click this link: Engaging the Private Sector in Salt Reduction - Freshwater Roundtable

Moved by: D. Bath-Hadden Seconded by: D. Barton

BOD-079-19 RESOLVED THAT the presentation by Manager of Watershed Plans and Strategies, Bill Thompson, regarding the Freshwater Roundtable be received for information. CARRIED

Staff Report No. 28-19-BOD prepared by Manager of Watershed Plans and Strategies, Bill Thompson, regarding the Freshwater Roundtable - Engaging New Partners in Salt Reduction was included in the agenda.

Moved by: C. Riepma Seconded by: T. Vegh

BOD-080-19 RESOLVED THAT Staff Report No. 28-19-BOD regarding LSRCA’s approach to engaging the commercial sector in salt reduction through the Freshwater Roundtable be received for information. CARRIED

b) Environmental Registry of Ontario (ERO) Posting No. 013-5018:

Modernizing conservation authority operations - Conservation Authorities Act CAO Mike Walters provided an overview of Province of Ontario’s proposed amendments to the Conservation Authorities Act as outlined in Environmental Registry of Ontario posting No. ERO#013-5018:

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https://www.lsrca.on.ca/Shared%20Documents/board/04-01-2019_Roundtable_BOD.pdf

https://www.lsrca.on.ca/Shared%20Documents/board/04-01-2019_Roundtable_BOD.pdf


Modernizing Conservation Authority Operations; Conservation Authorities Act, noting that the proposed amendments include:

1) Defining the core mandatory programs and services; 2) Increasing transparency in how CAs levy municipalities for mandatory and non-mandatory programs

and services; 3) Updating the Conservation Authorities Act to conform to modern transparency standards. 4) Establishing a transition period for MOUs; 5) Enabling the Minister to appoint an investigator to investigate or undertake an audit and report on a

CA; and 6) Clarifying he duties of CA Board members to act in the best interest of the CA. CAO Walters provided an overview of LSRCA’s comments as submitted in response to ERO No. 013-5018, a copy of which can be found through this link: LSRCA Comments on ERO No. 013-5018 To view this presentation, please click this link: Modernizing Conservation Authority Operations, ERO No. 013-5018 - LSRCA Comments

Moved by: W. Gaertner Seconded by: A. Waters

BOD-081-19 RESOLVED THAT the presentation by Chief Administrative Officer, Mike Walters, regarding an overview of LSRCA’s comments regarding the ERO Posting No. 013-5018: Modernizing conservation authority operations - Conservation Authorities Act be received for information. CARRIED

Staff Report No. 29-19-BOD prepared by Chief Administrative Officer, Mike Walters regarding LSRCA’s comments on the ERO Posting No. 013-5018: Modernizing conservation authority operations - Conservation Authorities Act was included in the agenda.

Moved by: A. Eek Seconded by: C. Riepma

BOD-082-19 RESOLVED THAT Staff Report No. 29-19-BOD and attached comments in response to Environmental Registry of Ontario Posting No 013-5018, Modernizing Conservation Authority Operations - Conservation Authorities Act be received; and

FURTHER THAT staff be directed to circulate final comments to LSRCA’s member

municipalities, Conservation Ontario and Lake Simcoe watershed MPPs. CARRIED

VI. HEARINGS There were no hearings at this meeting.

VII. DEPUTATIONS There were no deputations at this meeting.

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https://www.lsrca.on.ca/Shared%20Documents/board/29-19-BOD%20-%20Attachment%20-%20Comments%20on%20ERO.pdf

https://www.lsrca.on.ca/Shared%20Documents/board/Comments%20ERO%20013-5018%20BOD%20Meeting%20May%2024,%202019.pdf

https://www.lsrca.on.ca/Shared%20Documents/board/Comments%20ERO%20013-5018%20BOD%20Meeting%20May%2024,%202019.pdf


VIII. DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION

Item No. 1 was identified under items requiring separate discussion.

IX. ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION

Items No. 2 and 3 were identified as items not requiring separate discussion. Moved by: P. Ferragine Seconded by: S. Harrison-McIntyre BOD-083-19 RESOLVED THAT the following recommendations respecting the matters listed as “Items

Not Requiring Separate Discussion” be adopted as submitted to the Board, and staff be authorized to take all necessary action required to give effect to same. CARRIED

2. LSRCA’s Offsetting Policies Housekeeping Policies Amendments BOD-084-19 RESOLVED THAT Staff Report No. 30-19-BOD regarding proposed amendments to LSRCA’s

Ecological Offsetting Plan, the Lake Simcoe Phosphorus Offsetting Policy, and the Lake Simcoe Protection Plan Water Budget Policy for 48.-DP and 6.40-DP be approved. CARRIED

3. Environmental Registry of Ontario (ERO) Posting No. 013-4992:

Focusing conservation authority development permits on the protection of people and property BOD-085-19 RESOLVED THAT Staff Report No. 31-19-BOD regarding Comments – Focusing

Conservation Authority Permits on the Protection of People and Property – Proposed Changes to Conservation Authority Regulations and Permitting be received; and

FURTHER THAT Staff continue to track and participate with Conservation Ontario and the

Province as potential changes or amendments are clarified; and FURTHER THAT Staff provide updates to the Board of Directors as required. CARRIED

X. CONSIDERATION OF ITEMS REQUIRING SEPARATE DISCUSSION

1. Correspondence

Moved by: A. Waters Seconded by: V. Hackson BOD-086-19 RESOLVED THAT correspondence listed in the agenda as Item 1a) be received for

information. CARRIED CAO Walters addressed the May 9, 2019 staff report from the Town of Wasaga Beach regarding their

comments on the Regional (County) Government Review, which recommended among other things dissolving the Nottawasaga Valley Conservation Authority (NVCA), as well as the LSRCA. CAO Walters noted that upon seeing this staff report, he did speak with the Mayor of Wasaga Beach and Chief Administrative Officer to determine why a non-member municipality would recommend the dissolution of LSRCA. During the conversation CAO Walters was advised that the Town’s comments reflect concerns

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with service delivery provided by NVCA; and it is their belief that the County of Simcoe could offer the services currently being provided by both conservation authorities cheaper and more effectively.

XI. CLOSED SESSION

There were no Closed Session items for this meeting.

XII. OTHER BUSINESS

a) Mayor Bath-Hadden thanked Limnologist Dr. Brian Ginn for the wonderful presentation on the health

of Lake Simcoe that he recently gave at a meeting in Brock Township.

XIII. ADJOURNMENT Moved by: K. Ferdinands Seconded by: M. Quirk BOD-087-19 RESOLVED THAT the meeting be adjourned @ 10:50 a.m. CARRIED Original to be signed by: Original to be signed by: Regional Chairman W. Emmerson Michael Walters Chair Chief Administrative Officer

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Budget Committee Members Present:

LSRCA Staff Present:

Regional Chairman W. Emmerson, Chair C. Ali, GM, Watershed Restoration Services

Councillor S. Macpherson, Vice Chair R. Baldwin, GM, Planning & Development

Mayor D. Barton T. Barnett, Coordinator, BOD/CAO

Mayor V. Hackson K. Christensen, Manager, Human Resources

Regional Councillor T. Vegh M. Critch, GM, Corporate and Financial Services

B. Kemp, GM, Conservation Lands

K. Toffan, Manager, Finance

C. Taylor, Executive Director, LSCF

M. Walters, Chief Administrative Officer

K. Yemm, Manager, Corporate Communications

I. DECLARATION OF PECUNIARY INTEREST None noted for this meeting.

II. APPROVAL OF THE AGENDA Moved by: D. Barton Seconded by: S. Macpherson

BC-06-19 RESOLVED THAT the content of the Agenda for the May 24, 2019 meeting of the Budget

Committee be approved as amended to correct the staff report number in Item III from No. 01-BC-19 to No. 02-19-BC. CARRIED

III. PRESENTATIONS & REPORTS

a) 2020 Budget Assumptions

General Manager, Corporate and Financial Services, Mark Critch, provided an overview of the Budget Committee purpose, as well as the 2020 budget assumptions: GM Critch noted that the purpose of the Budget Committee is to endorse assumptions that staff will use to prepare the budget that is presented to LSRCA’s municipal partners. The Budget Committee serves as a sounding board for any issues that members may be hearing about in their communities. The Budget Committee also endorses the budget in the fall of each year prior to it being presented to the full Board of Directors. It is a function of the full Board of Directors to support the budget and to advocate for LSRCA during budget presentations to their respective municipalities. GM Critch provided an overview of the following standard assumptions;

Rental property surplus (if any) to Asset Management reserve;

LSCF revenue is education and other projects;

Interest Income (above budget assumption) to surplus;

BUDGET COMMITTEE MEETING

Friday, May 24, 2019

120 Bayview Parkway, Newmarket, ON

MINUTES

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Lake Simcoe Region Conservation Authority Budget Committee Meeting February 22, 2019 – Minutes Page 2 of 2

Surplus to Rate Stabilization reserve;

Use reserves for pilot projects or one-time purchases; and

Continue to “Respect the Taxpayer” and understand the context of budget requests. GM Critch reviewed the following governing principles for the budget recommendations, including inflation and COLA recommendations are in line with local comparators; municipal targets were used to guide budget development, where feasible; 1% Investment in achieving Strategic Priorities; Provincial funding reductions in 2019 will lead to a reduction in spending; and long-term funding for Asset Management is not available for 2020 Budget cycle. Staff are recommending a 1.75% adjustment for COLA, which is in line with other CAs and municipalities, and a 2.00% inflation rate, which is the Bank of Canada’s target and between the current Consumer Price Index (CPI) for March 2018 to March 2019, of 1.90% and forecasted rate of 2.10% for 2020. These assumptions are expected to be in line with other municipalities in the watershed for 2020. GM Critch outlined the next steps in the 2020 Budget process, including:

Recommended assumptions will be taken to full board in June 2019;

Staff will then use the Board approved assumptions to develop 2020 Budget;

Staff will use efficiencies and cost savings to achieve targets for 2020;

2020 Budget presentations to funding partners will begin in the fall;

Next budget committee meeting is tentatively set for November 2019; and

An asset management analysis will be completed to inform/impact the 2021 Budget. Moved by: T. Vegh Seconded by: D. Barton

BC-07-19 RESOLVED THAT the presentation regarding recommended budget assumptions for the

2020 budget be received for information. CARRIED

Moved by: V. Hackson Seconded by: S. Macpherson BC-08-19 RESOLVED THAT Staff Report No. 02-19-BC regarding the recommended budget

assumptions for the 2020 budget be approved for use in the development of the 2020 Budget, subject to the approval by the Board of Directors.

IV. OTHER BUSINESS

V. ADJOURNMENT

Moved by: T. Vegh Seconded by: D. Barton BC-09-19 RESOLVED THAT the Budget Committee meeting be adjourned @ 11:15 a.m. CARRIED Original to be signed by: Original to be signed by: ____ Regional Chairman Wayne Emmerson Michael Walters Chair Chief Administrative Officer

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BUDGET COMMITTEE MEETING Friday, May 24, 2019

Time: Upon completion of the Board of Directors’ meeting

Meeting Location: 120 Bayview Parkway

Newmarket, ON

AGENDA Committee Members: Staff Present: Regional Chairman Wayne Emmerson, Chair C. Ali, GM Watershed Restoration Services Councillor S. Macpherson, Vice Chair R. Baldwin, GM, Planning & Development Mayor D. Barton T. Barnett, Coordinator, BOD/CAO Mayor V. Hackson K. Christensen, Manager, Human Resources Deputy Mayor/Regional Councillor T. Vegh M. Critch, GM, Corporate and Financial Services B. Kemp, GM, Conservation Lands B. Longstaff, GM, Integrated Watershed Management S. McKinnon, Manager, Budget and Business Analysis M. Walters, Chief Administrative Officer K. Yemm, Manager, Corporate Communications

I. DECLARATIONS OF PECUNIARY INTEREST

II. APPROVAL OF AGENDA Page 1

RECOMMENDED: THAT the content of the Agenda for the May 24, 2019 meeting of the Budget Committee be approved as circulated.

III. STAFF REPORTS

2020 Budget Assumptions Page 2-7 RECOMMENDED: THAT Staff Report No. 01-19-BC regarding the recommended budget

assumptions for the 2020 budget be approved for use in the development of the 2020 Budget, subject to the approval by the Board of Directors.

IV. OTHER BUSINESS

V. ADJOURNMENT

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Staff Report No. 01-19-BC Page No: 1 of 3

Agenda Item No: III BC-01-19

TO: Board of Directors FROM: Susan McKinnon, Manager, Budgets and Business Analysis DATE: May 24, 2019

SUBJECT: LSRCA’s 2020 Budget Assumptions

RECOMMENDATION: THAT Staff Report No. 01-19-BC regarding the recommended

budget assumptions for the 2020 budget be approved for use in the development of the 2020 Budget, subject to the approval by the Board of Directors.

Purpose of this Staff Report: The purpose of this Staff Report No. 01-19-BC is to seek the Budget Committee’s approval of the 2020 budget assumptions for the development of the budget. The assumptions to be approved are for inflation, cost of living adjustment (COLA) and additional funding for strategic initiatives. This report also provides funding assumptions, for context, to ensure the Budget Committee has relevant comparable information to guide their decision on the budget assumptions. Background: Staff has gathered comparators on projected 2020 budgeted cost of living adjustment (COLA) from municipalities and other conservation authorities (CAs). Staff also gathered information on the historical and projected consumer price indexes (CPIs). This information is summarized in the attachment and averages for CAs, municipalities and all indexes calculated. Issues: The assumptions chosen have a direct impact on programs funded by LSRCA’s municipal partners through general levy, special capital and special operating. The Regional Municipality of York, which is responsible for approximately 2/3 of the municipal funding, has provided the following budget targets:

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General Levy 2.83% Special Capital 2.34% Special Operating 2.83% Staff recognize the need to balance a reasonable inflation rate (only applied to affected contracts & services) and COLA for staff with the targeted rates provided by our largest funder, the Regional Municipality of York. Staff are recommending a 1.75% adjustment for COLA, which is in line with other CAs and municipalities, and a 2.00% inflation rate, which is the Bank of Canada’s target and between the current Consumer Price Index (CPI) for March 2018 to March 2019, of 1.90% and forecasted rate of 2.10% for 2020. These assumptions are expected to be in line with other municipalities in the watershed for 2020. Staff continue to work toward achieving all the outcomes set out in the 2016-2020 Strategic Plan. The 2020 budget assumptions include a 1% increase to support new work being done this year. Staff will review the 1% increase for 2020, in light of the other pressures such as the reduction of Ministry of Environment, Conservation and Parks (MECP) funding. As staff begin the detailed budget work, there is recognition that these base and new budget pressures will require operation efficiencies, adjustment to programs spending and/or additional funding in 2020. Relevance to Authority Policy: LSRCA is required to prepare annual budgets as part of the fiscal control and financial responsibilities of the organization. The budget is also used in the audit process for evaluation by the external auditing firm. Annual audits are required as per Section 38 of the Conservation Authorities Act. Impact on Authority Finances: The total revenue from levies will be $9,034K, which is an increase of $222K over 2019. This total increase is made up of $115K increase to general levy, $96K increase to special capital and $11K to special operating. Summary and Recommendations: It is therefore RECOMMENDED THAT Staff Report No. 01-19-BC regarding the recommended budget assumptions for the 2020 budget be approved for use in the development of the 2020 Budget, subject to the approval by the Board of Directors.

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Pre-Submission Review: This Staff Report has been reviewed by the General Manager, Corporate and Financial Services/CFO, and the Chief Administrative Officer. Prepared by: Susan McKinnon, Manager, Budget and Business Analysis Signed by: Signed by:

___________________________________ __________________________________ Mark Critch Michael Walters

General Manager Chief Administrative Officer Corporate and Financial Services/CFO Attachments: i. Comparators COLA and Inflation

ii. Impact of Levies Summary iii. Recommended Assumptions and Targets

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Comparators for 2020 Budget

COLA

Municipalities 2020 CUPE agreement

2019 CUPE agreement

2018 CUPE agreement

2017 CUPE agreement

York 1.74% 1.74% 1.74% 1.65%

City of Barrie 1.80% 1.75% 1.65% 1.50% Durham 1.75% 1.75% 1.95% 1.95%

Conservation Authorities 2020 COLA 2019 COLA 2018 COLA 2017 COLA

TRCA 2.00% 2.00% 1.25% 1.25% NVCA 1.90% 1.80% 1.90% 1.40%

Kawartha 1.50% 1.50% 1.50% 2.00% Averages 2020 2019 2018 2017

Municipalities 1.76% 1.81% 1.84% 1.78% Conservation Authorities 1.80% 1.77% 1.55% 1.55%

Inflation

Statistics Canada (All-items)

March 2018 to

March 2019 Actual

Mar 2017 to Mar 2018

Actual

Mar 2016 to Mar 2017

Actual

1.90% 2.30% 1.60%

Trading Economics (Forecast)

2020 Forecast

2.10%

Bank of Canada 2020 Inflation

Target 2019 March

Actual 2018 Q4 Actual

2017 Q4 Actual

2.00% 1.90% 2.10% 1.80%

Focus Economics 2020 Forecast 2019 March

Actual 2018 Q4 Actual

2017 Q4 Actual

2.00% 1.90% 2.10% 1.80%

Statistics Canada. Table 18-10-0004-13 Consumer Price Index by product group, monthly, percentage change, not seasonally adjusted, Canada, provinces, Whitehorse, Yellowknife and Iqaluit

https://tradingeconomics.com/canada/inflation-cpi

https://www.bankofcanada.ca/rates/indicators/capacity-and-inflation-pressures/

https://www.focus-economics.com/country-indicator/canada/inflation

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http://www.statcan.gc.ca/tables-tableaux/sum-som/l01/cst01/cpis01g-eng.htm

http://www.statcan.gc.ca/tables-tableaux/sum-som/l01/cst01/cpis01g-eng.htm

https://tradingeconomics.com/canada/inflation-cpi

https://www.bankofcanada.ca/rates/indicators/capacity-and-inflation-pressures/

https://www.focus-economics.com/country-indicator/canada/inflation

Impact to Levies Summary in 000s

#1 1.50% COLA

% #2

1.75% COLA %

#3 2.00% COLA

%

Base (COLA, Step)

Increase to General Levy 78 1.99% 86 2.21% 95 2.42%

Increase to Special Capital 39 0.94% 44 1.05% 48 1.16%

Increase to Special Operating 4 0.73% 4 0.86% 5 0.98%

Inflation (Non Salary x 50% x 2%)




1% for Strategic Initiatives




Total




237 250 264

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Recommended Assumptions and Targets

2020 Budget Comment

Impact in 000s

General Levy

Special Capital

Special Operating Total

Inflation 2.00% Non Salary x 50% x 2% 6 23 2 31

COLA 1.75% See Breakdown 59 32 4 95

Strategic Initiative 1.00% 39 42 5 85

STEP As applicable 28 11 0 39

Total Base & New Pressures 131 108 11 250

Target

General Levy 2.83% 111 111

Special Capital 2.34% 96 96

Special Operating 2.83% 15 15

Total Estimated Tax Levy 111 96 15 222

Shortfall 29

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Staff Report No. 32-19-BOD Page No: 1 of 3

Agenda Item No: 2 BOD-06-19

TO: Board of Directors FROM: Susan McKinnon

Manager, Budgets and Business Analysis DATE: June 20, 2019

SUBJECT: LSRCA’s 2020 Budget Assumptions

RECOMMENDATION: THAT Staff Report No. 32-19-BOD regarding the recommended

budget assumptions for the 2020 fiscal year be approved.

Purpose of this Staff Report: The purpose of this Staff Report No. 32-19-BOD is to seek the Board’s approval on the Budget Committee’s recommendations for 2020 budget assumptions for the operating and capital budget development process. Background: As context for the presentation to the Budget Committee, staff gathered information on projected 2020 budgeted cost of living adjustment (COLA) from various municipalities and conservation authorities. Staff also provided the Budget Committee with past and projected consumer price indexes (CPIs). The Budget Committee reviewed the information and after some discussion, they endorsed the staff recommendation that a 1.75% COLA would be appropriate. The Budget Committee also endorsed the staff recommendation to use 2.0% for inflation, although this will only be applied to selected expenditure types (ie contracts). Upon approval of the budget assumptions by the Board of Directors, staff will begin to build the individual program and department budgets, which upon completion will be consolidated to form the corporate budget. The Budget Committee also endorsed the staff recommendation to include a 1% adjustment for strategic initiatives to advance priority activities in LSRCA’s 2016-2020 Strategic Plan. This investment is critical to achieving the outcomes identified in the Strategic Plan, and staff will use the summer months to identify where the investment will be made, bringing their recommendation back to the Board for final approval.

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Issues: The Budget committee is recommending an adjustment of 1.75% for COLA. Staff are using a preliminary target from York Region (our largest funding partner) to determine the estimated overall increase to General Levy and Special Operating & Capital budgets. Based on this scenario, the impact to the General Levy, Special Operating and Capital Levies would be:

Municipality General

Levy Dollar

Change Special

Operating Dollar

Change Special Capital

Dollar Change

York Region $2,503,517 $70,849 $347,183 $9,820 $2,621,546 $63,802

City of Barrie $682,719 $19,322 $50,844 $1,439 $586,727 $14,786

Durham Region $234,123 $6,627 $22,061 $624 $474,483 $9,097

Innisfil $169,847 $4,805 $27,759 $785 $196,825 $4,096

Bradford West Gwillimbury $194,798 $5,511 $28,803 $815 $236,621 $4,693

Ramara $39,240 $1,109 $0

$38,971 $787

Oro Medonte $40,364 $1,143 $0

$32,772 $757

Kawartha Lakes $15,010 $424 $0

$24,078 $423

New Tecumseth $18,879 $536 $0

$15,882 $283

Totals $3,898,497 $110,326 $476,650 $13,483 $4,227,905 $98,724

York Region Target:

2.83%

2.83%

2.34%

Note 1: This analysis uses 2019 CVA apportionment as the 2020 CVA apportionment is not

available until later this year. In summary, the Budget Committee has made the following recommendations: 1. A 1.75% COLA adjustment (2019: 1.5%) plus applicable step increases and 1% adjustment to

advance strategic initiatives for 2020. 2. A General Levy increase of 2.83% (as a result of assumption 1). (2019: 3.20%) 3. A Special Operating increase of 2.83% on eligible program amounts (2019: 1.89%). 4. A Special Capital increase of approximately 2.34% (2019: 2.30%). 5. A general inflation factor of 2.0% used only for applicable expenditures (2019: 2%) 6. No General levy will be used to support FTEs in the Lake Simcoe Phosphorous Offsetting

Program (LSPOP) or Planning & Development.

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Relevance to Authority Policy: LSRCA is required to prepare annual budgets as part of the fiscal control and responsibilities of the organization. The budget is also used in the audit process for evaluation by the external auditing firm. Annual audits are required as per Section 38 of the Conservation Authorities Act. Impact on Authority Finance: The total levy revenue will be $8,873,586 for 2020, which is an increase of $62,540. This total increase is made up of $110,326 increase to general levy, $13,483 increase to special operating, $98,724 increase to special capital and ($160,000) decrease in asset management (one-time). Summary and Recommendations: It is therefore RECOMMENDED THAT Staff Report No. 32-19-BOD regarding the recommended budget assumptions for the 2020 fiscal year be approved. Pre-Submission Review: This Staff Report has been reviewed by the General Manager, Corporate and Financial Services/CFO, and the Chief Administrative Officer. Signed by: Signed by: __________________________________ __________________________________ Mark Critch Michael Walters

General Manager Chief Administrative Officer

Corporate and Financial Services/CFO

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Staff Report No. 33-19-BOD Page No. 1 of 3 Agenda Item No. 3 BOD-06-19

TO: Board of Directors FROM: Mark Critch, CPA-CMA General Manager, Corporate and Financial Services/CFO

DATE: June 17, 2019

SUBJECT: LSRCA Procurement Policy Improvements

RECOMMENDATION: THAT Staff Report No. 33-19-BOD regarding recommended changes

to LSRCA’s Procurement Policy be approved; and FURTHER THAT staff be directed to bring the amended Procurement

Policy back to the Board for approval in July 2019. Purpose of this Staff Report: The purpose of this Staff Report No. 33-19-BOD is to seek the Board of Directors’ approval to amend LSRCA’s Procurement Policy in order to ensure a quicker and more efficient procurement process and reduce administrative burden. The recommended changes continue to allow the Board the proper governance over LSRCA’s procurement, while providing business expediency. Background: At their September 28, 2018 meeting, the Board of Directors approved changes to LSRCA’s Procurement Policy to accommodate a new process of prequalifying vendors for work generated through LSRCA’s Offsetting Programs. Further policy changes to allow for delegated signing authority are now being recommended to allow for a smoother procurement process without needless duplication in authorization. Additionally, the increase in the number of construction projects has highlighted a need for adding scope and contingency provisions to the Procurement Policy. As staff reviewed the Procurement Policy to accommodate the new programs and processes, it also allowed for some housekeeping updates to the levels of signing authority and the elimination of low value purchase orders as a way of reducing administrative processes and paperwork that provided little value to LSRCA.

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Issues The following five policy changes are being recommended:

1) New process for Offsetting Projects to be approved. Appendix 1 outlines the proposed new process for the offsetting project approvals, whereby the Board of Directors will continue to authorize the work, but instead of the authorization occurring at awarding of the contract to a vendor, it will now occur at the project approval stage. Without these changes, the Board would be duplicating the authorization process by approving both the project and the vendor, making the procurement process longer than necessary.

2) Delegation of signing authority (related to offsetting projects process for approval). Appendix 1 identifies the CAO and CFO as the delegated signing authorities to award construction contracts (vendor selection) that the Board has already approved. This is a timely way to ensure the work is completed on time and within budget. Irregular procurements would continue to require Board approval to proceed.

3) Updating the signing authority limits. The recommended new limits allow for consistency across the various types of purchases and will align better to LSRCA’s updated purchasing card program (anticipated Fall 2019). The changes are outlined below:

Title Previous Threshold Recommended Threshold

CAO $75,000 $100,000

General Managers $35,000 $50,000

Directors/Managers $15,000 $15,000

Front Line Staff * As needed As needed *Department Heads may delegate low value amount to Front Line Staff, if warranted by their business

Appendix 2 highlights how the recommended changes to the purchasing thresholds would impact the procurement authorization requirements.

4) Eliminating the need for purchase orders for low value items (less than $2,500 in value). Consistent with other conservation authorities and local municipalities, there has been a shift towards the use of purchasing cards (P cards) for payments, eliminating the time difference between the commitment to pay and the actual payment. Getting these low value purchase orders approved, released for payment, and closed is no longer providing value to the organization, only creating a needless administrative burden to the program and finance staff.

5) Add contingency and scope provisions for all purchase orders. Construction projects have additional uncertainty versus the procurement of a good. Enabling staff to utilize a 15% contingency and a 15% clause for LSRCA approved scope changes would allow for uncertainty to be accounted for and not a cause for additional delays, unless significant. The updated policy would reflect reporting requirements for the Board of Directors to be aware about the use of scope and contingency provisions each year.

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Relevance to Authority Policy: Ensuring the right balance in controls/accountability and business expediency is very important for any public sector entity, but as programs change and new processes are introduced, the policies must change to keep pace. Staff recommend five changes to LSRCA’s Procurement Policy. If the recommended changes are approved by the Board of Directors, staff recommend updating the Procurement Policy and bringing the final Policy back to the Board in July 2019 for approval. Impact on Authority Finances: The changes to the Procurement Policy will allow LSRCA to continue to make improvements in line with the Strategic Plan Goal to “build a stronger and more valued organization through business excellence.” The recommended changes will enable staff to work more efficiently through the process of procurement and reduce the amount of time required to select the lowest price bidder. Eliminating purchase orders for low cost purchases will reduce the paperwork for staff each day and will not compromise the authorization process. Adding provisions for scope and contingency allows for the unexpected events that tend to happen more with construction projects, without causing delays for additional approvals. Summary and Recommendations: It is therefore RECOMMENDED THAT Staff Report No. 33-19-BOD regarding recommended changes to LSRCA’s Procurement Policy be approved; and FURTHER THAT staff be directed to bring the amended Procurement Policy back to the Board for approval in July 2019. Pre-Submission Review: This Staff Report has been reviewed by the Chief Administrative Officer. Signed by: Signed by: ___________________________________ __________________________________ Mark Critch CPA, CMA Michael Walters

GM, Corporate and Financial Services/CFO Chief Administrative Officer Attachments:

Appendix 1 Process Map for Offsetting Projects Approval

Appendix 2 Schedule D - Purchasing Thresholds

Appendix 3 Schedule E - Prequalification of Goods and Services and/or Construction Purchasing Thresholds

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Offset Projects Recommended by Staff/

Committee(subject to funding)

Is the Project within staff (GM

and/or CAO) signing authority?

CAO & CFO to approve vendor and payment

of invoices, subject to Procurement and

Payment policies

(including Pre-qualification)

Standard procurement* process,

Outcomes to be achieved

AND within project budget?

Work is completed and vendor is paid

Offset funding provided or anticipated

Mid-project and End of Project updates

provided to the Board of Directors

Updates include:

1) Budget vs Actual

2) Project Outcomes

Yes

No

Yes

No

*Standard Procurement Definition:

1) Selection of Lowest price bid

2) No bid irregularities (ie disqualified bidder)

Board Approval of Project

(Delegate signing authority to

CAO & CFO)

Yes

Project

Discontinued

Re-Approval by the Board or

CAO & CFO, depending on signing

authority (required)

No

Yes

No

APPENDIX 1: Process Map for Offsetting Project Approvals

Updated: May 2019

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Appendix 2 Schedule D – Purchasing Thresholds

For the purpose of this policy, the following are the required Procurement methods, approval Authority, and Contract requirements for the specified amount thresholds.

Low Value Purchases, Bids and Proposals

Dollar Thresholds

Method of Procurement

Source of Bids (Advertising)

Authorization Required

Contract/ Commitment

Type

up to $2,500 Low Value

Purchases (LVP)

Purchases made from the competitive marketplace

where possible and practicable. Advertising

is not required.

LSRCA staff as delegated by the

applicable Department

Manager/ Director

P-Card, or LSRCA Credit Card/Invoice

from vendor

$2,500.01 up to $15,000.00

Informal Request for

Quotation (RFQ)

Minimum of 3 quotes where possible,

invitational or open competitive procurement

(advertising optional)

Approval required by Department

Manager/ Director

Purchase Order

$15,000.01 up to $50,000.00

Formal Request for Quotation

(RFQ) or Formal Request for

Proposal/Tender (RFP/RFT)




Approval required by Department General

Manager.

Purchase Order Contract, if applicable

(executed by the CAO and CFO)

$50,000.01 up to

$100,000.00

Formal Request for Quotation

(RFQ) or Formal Request for

Proposal/Tender (RFP/RFT)




Approval required by CAO.

Purchase Order and Contract


$100,000.01 +

Formal Request for Tender (RFT)

or Formal Request for

Proposal (RFP)

Open competitive procurement (advertising

required)

Approval required by Board of Directors.


(executed by the CAO and Chair)

Emergency Purchases

Up to $100,000

Not applicable Advertising not required CAO Purchase Order if

over $2,500

Over $100,000.01

Not applicable Advertising not required Approval required by

Board of Directors.



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Sole Source, Single Source

Dollar Thresholds

Method of Procurement

Source of Bids (Advertising)


Contract/ Commitment Type

Up to $15,000 Sole Source,

Single Source Advertising not required

Department Manager/Director

Purchase Order if over $2,500

$15,000.01 to $50,000


Advertising not required Approval required by Department General

Manager and CFO

Purchase Order Contract, if applicable


$50,000.01 to $100,000


Advertising not required CAO and CFO



Over $100,000


Advertising not required Approval required by

Board of Directors


(executed by the CAO and Chair)

You must have sufficient documentation as outlined in the Purchasing Procedure Guidelines in order to justify the Sole or Single sourcing of goods and services. An annual report of all Sole Source and Single Source purchases not requiring Board approval shall be prepared by the CFO and reported to the CAO.

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Schedule E – Prequalification of Goods and Services and/or

Construction Purchasing Thresholds

For the purpose of this policy, the following are the required Procurement methods, approval Authority,

and Contract requirements for the specified amount thresholds.

Prequalification of Goods and Services and/or Construction Purchasing Thresholds Dollar

Thresholds Method of

Procurement Source of Bids (Advertising)


Contract/ Commitment Type

NA RFEOI Advertising is required in such a manner as directed by the

CFO.

Approval required by CAO or designate

NA

NA RFPQ Selected Proponents by

RFEOI Review Committee


NA

Up to $50,000

Direct Award1

Pre-qualified Bidders2 Approval required

by CAO or designate

Purchase Order and Contract (executed

by the CAO or designate and CFO)

$50,000.01 up to

$200,000

Formal Request for

Tender (RFT) or Formal

Request for Proposal

(RFP)

Pre-qualified Bidders2: Minimum of Three (3) Bidders



by the CAO or designate and CFO)

Over $200,000.01

Formal Request for

Tender (RFT) or Formal

Request for Proposal

(RFP)

Advertising is required in such a manner as directed by the

CFO.3

Approval required by Board of

Directors


by the CAO and LSRCA Chair as per Board of Directors

direction.)

1Direct award will be based on rotation and best fit. Projects will be evenly offered to each of the pre-qualified bidders. A

summary of offered and accepted direct awards will be provided to the Board of Director’s on a semi-annual basis.

2Term of prequalification will be at the direction of the CAO or designate. The CAO or designate will review annually the

performance of each pre-qualified bidder to ensure they continue to be deemed qualified. Bidders will be provided a

performance evaluation at the end of each project and may, at discretion of the CAO or designate, be removed from the pre-

qualified bidders. RFEOI’s will be re-issued bi-annually to allow new bidders to submit and previous bidders wishing to

resubmit.

3Pre-qualified Bidders will not be required to resubmit qualifications.

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Staff Report No. 34-19-BOD Page No: Page 1 of 3 Agenda Item No: 4 BOD-06-19

TO: Board of Directors FROM: Carolyn Ali, General Manager, Watershed Restoration Services DATE: June 21, 2019

SUBJECT: Update on Pre-qualification of Restoration Contractors

RECOMMENDATION: THAT Staff Report No. 34-19-BOD regarding pre-qualification of

contractors to provide Construction Services for Low Impact Development Retrofit Projects, and Construction Services for Natural Heritage Restoration Projects – Grasslands, Wetlands and Streams be approved; and

FURTHER that staff be directed to re-issue the Request for

Expression of Interest for Construction Services for Low Impact Development Retrofit Projects and Natural Heritage Restoration Projects – Wetlands and Stream Restoration in late 2019.

Purpose of this Staff Report: The purpose of this Staff Report No. 34-19-BOD is to seek approval from the Board of Directors of the list of pre-qualified contractors to undertake low impact development (LID) retrofit, grassland, wetland and stream restoration projects; to allow the current pre-qualification list of two (2) contractors for LID and wetlands & stream restoration to be used for all works under $200,000 in the interim; and for staff to be directed to go back out to the market to update these pre-qualification lists after the 2019 construction season. Background:

At the September 28, 2018 meeting, the Board approved Staff Report No. 40-18-BOD regarding updates to the Purchasing Policy (Policy) to include the pre-qualification of contractors. The purpose behind prequalifying contractors is to reduce process in order to save time and resources and effectively complete restoration projects. The recommended contractors listed have been screened to ensure high standards for project quality and demonstrated ability to deliver are met.

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Staff Report No. 34-19-BOD Page No: Page 2 of 3 Agenda Item No: 4 BOD-06-19 Two distinct service needs were identified based on the funding for restoration projects, including the Phosphorus, Ecological and Water Balance Offsetting Programs, Special Capital, Foundation and other Grants. These service needs include expert contractors in the field of LID stormwater management construction and expert contractors in the field of streambank restoration, the creation of wetlands and prairie natural heritage features. Contractors had to demonstrate their ability to deliver, as well as documented previous experience successfully completing projects within all categories.

Results: The Request for Expression of Interest (RFEOI) for Construction Services for Natural Heritage Restoration Projects – Grasslands was issued on biddingo on March 22, 2019. Five proposals were received on April 18, 2019. The RFEOI Review Committee met on May 7, 2019 and determined three firms were deemed qualified. In accordance with the Policy, these results were approved by the CAO. The three firms are: Arborvitae Ecological Landscapes; Sage Earth; and St. Williams Nursery & Ecology Centre. The RFEOI for Construction Services for LID Retrofit Projects was issued on biddingo on March 22, 2019. Four proposals were received on April 18, 2019. The RFEOI Review Committee met on May 15, 2019 and determined two firms were deemed qualified. In accordance with the Policy, these results were approved by the CAO. The two firms are: Arborvitae Ecological Landscapes and R&M Construction (560789 Ontario Limited). The RFEOI for Construction Services for Natural Heritage Restoration Projects – Wetlands and Streams was issued on biddingo on May 10, 2019. Five proposals were received on May 24, 2019. The RFEOI Review Committee met on June 11, 2019 and determined two firms were deemed qualified. In accordance with the Policy, these results were approved by the CAO. The two firms are: Dynex Construction Inc. and R&M Construction (560789 Ontario Limited). Issues: The aforementioned procedure is in full compliance with the updated Purchasing Policy regarding the contractor pre-qualification for grasslands, and therefore no outstanding issues have been identified. Regarding the contractor pre-qualification for LID retrofit and wetlands & streams, the aforementioned procedure is in compliance with the updated Purchasing Policy for works under $50,000. For works between $50,000 and $200,000, the Purchasing Policy requires a minimum of three bidders from the pre-qualification list. Unfortunately only two contractors were deemed qualified. It is staff’s recommendation that the Board approve allowing the current pre-qualification list of two contractors be used for all works under $200,000 in the interim, and that staff go back out to the market to update the pre-qualification list after the

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Staff Report No. 34-19-BOD Page No: Page 3 of 3 Agenda Item No: 4 BOD-06-19 2019 construction season. Waiting until after the construction season allows contractors the necessary time to allocate the resources to the proposal process instead of issuing now in their busy season. Although not ideal, the selection and use of a pre-qualification of two rather than three contractors still adheres to the spirit of the Purchasing By-laws. Relevance to Authority Policy: The pre-qualification of contractors allows LSRCA to provide excellent customer service by ensuring efficient project delivery and project success. This supports Goal #4 of LSRCA’s 2016-2020 Strategic Plan to a build stronger and more valued organization through business excellence. Impact on Authority Finances: The pre-qualification of contractors reduces staff time and resources and should result in a positive outcome relative to Authority finances. Summary and Recommendations: It is therefore RECOMMENDED THAT Staff Report No. 34-19-BOD regarding pre-qualification of contractors to provide Construction Services for Low Impact Development Retrofit Projects, and Construction Services for Natural Heritage Restoration Projects – Grasslands, Wetlands and Streams be approved; and FURTHER that staff be directed to re-issue the Request for Expression of Interest for Construction Services for Low Impact Development Retrofit Projects and Natural Heritage Restoration Projects – Wetlands and Stream Restoration in late 2019. Pre-Submission Review: This Staff Report has been reviewed by the General Manager, Corporate & Financial Services/CFO and the Chief Administrative Officer. Signed by: Signed by: __________________________________ __________________________________ Carolyn J. Ali Mark Critch, CMA, CPA General Manager, General Manager, Watershed Restoration Services Corporate and Financial Services/CFO Signed by: __________________________________ Michael Walters Chief Administrative Officer

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