Board of Director’s Meeting – Minutes

Wednesday, June 12, 2019
Location: Chamber Boardroom 6:30 p.m.

Attendees: Eric Chabot (EC), David O’Connell (DO), Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Sara Bergsma (SB), Sukh Brar (SBr), Cheryl Ciccarelli (CC).

Guests: Joe Taglieri (JT),  Alan Cooke (AC), Brad Clements, David Nelson

Regrets: Miguel Gonsalves (MG)

EC called the meeting to order at 6.30pm.

EC introduced Brad Clement  (Gen Three Ltd.) and David Nelson (Consultant who has been working with the Clements on the Flood Plain issue) to discuss the Flood Plain.

Brad relayed that they had been to see MPP Parm Gill and delivered a presentation on the Flood Plain.  MPP Gill invited the Minister of Municipal Affairs to review the presentation and has made arrangements for the Clements to meet with regional planning staff and John Challinor.

Brad said that they had learned that Conservation Halton has plans to get into this issue with a study.  Conservation Halton will be looking for input from the public.  As Brad and David are not stakeholders, they cannot give input but the BIA can.  Brad encouraged the BIA to do so as this provides an opportunity to look at constraints with respect to the flood plain. David added that this is probably up for review in September.

Brad shared that there is new tech available which is likely to change the existing flood plain to make some development possible.  The current plan was done in the 1980s and was done using older tech.  New technology called Lidar exists which Brad expects would change the existing flood areas and combined with possible infrastructure updates like dam work at Conservation Halton Parks – Kelso and Halton Hills and bridge work in Milton (Main and Martin), would reduce the flood height/area enough to allow building in the current flood plain.

Brad also discussed other considerations that might affect the flood level ie: water/sanitation plant on Commercial.

Brad provided a handout on the new Lidar technology which is a laser technology and extremely accurate – to mm.  DN st engineering consultant who said now working with drones and create 2D model.  He thinks that if did that here, might discover changes to existing flood plain.

Brad is concerned that although this technology is being used more and more, there is no guarantee that Conservation Halton would use it.

KD- are they using this tech now? Would it result in a recalculation of the flood plain? Brad: Yes.  Currently used by other conservation authorities not Conservation Halton.  Very accurate.  History is that levels tend to go down.  More interactive.  Channelization through in 70s to hold 100 year storm but did not go by martin street – this tech is obsolete now.  Current plan based on 100 year storm scenario.

KD: do you see any reason to take into account recent flooding?  DN. Historically doesn’t happen – looked at historical record – based on family history to 1911.

Brad reminded the Board that not just BIA businesses are suffering from building restrictions but also about 200 homes that can’t get a building permit.

EC: We have spoken to Crozier about the flood plain issue.  There is also an issue about permeability of the soil.  About a $1M project to do Lidar survey of entire area.

DO: Who is covering?

EC: just initial research is about $10K.  Pringle is running it.

Brad: There is a question of what area is – that is where BIA comes in.

EC: Our concern is to be safe – then can be looking at development.  We need funding for Engineering stamp – need to hire engineers to do the work.

Brad: We would ask that BIA keep in touch with this to ensure that Conservation Halton stays on top of this.

EC: If you want us to advocate, then it comes down to hours/money – already sat with Crozier for about 6 hours. This is not in our budget,period.  We have taken this as far as we can without money.  We’d need someone to spearhead fundraising.

CB: questions: have you talked to anyone at province?  Bill Man/Barb Koopmans did research and said unless get Province on board then no advancement on this.  Town did look at doing this a few years ago and determined that ministry will not back up.  CB and KD can take to regional council to discuss mapping.  CB will report back on this.

The Board agreed that Lidar is the best way to move forward with a re-evaluation of numbers. CB suggested that Conservation Authorities will be examined at regional review.

Brad and David left the meeting following their presentation.

EC asked the table if there was any declaration of pecuniary interest or conflict of interest.  No declarations were made.

EC asked the group to review the previous meeting minutes.

  • SB moved to accept the minutes as presented. CB seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • MG was absent but sent his Treasurer’s report for review.
  • EC relayed Miguel’s note: “Nothing out of the ordinary to report, other that we received additional revenues.  Also expect that the majority of the expenses for the annual town fair will show up next month.”
  • CB moved to accept the treasurer’s report. DO seconded the motion. Motion passed.

KD presented the local Councillor’s report:

  • Tree replacement tax – if you are renovating and replacing boulevard trees that are diseased will get credit.

CB presented the regional Councillor’s report.

  • construction main street east is now in the middle of the worst part – should be done by august
  • CN hearings June 20 to July 19
  • Next official plan coming up
  • Staff recommending not to have another allocation process
  • Sewage plant on Fulton closing in 2021 – 6 acre property – staff looking at future land use. New pumping station to stay.

DO moved to accept the Council report as presented. SB seconded the motion.  Motion Passed.

CC presented the Executive Director’s Report (attached).

  • CC reported that there were problems with the Flower contractor – The Ground Guys. Board shared that the decision to use them was made via rfp.  BOD agreed did not want to give up past contractor.  EC to CC: Need to find contract.  Investigate how to get out of contract.  Look at RFP to see terms and conditions. No storage in contract.
  • CC reported that still working on Car Show sponsorship – although should end up on track, some major sponsors did not return ie: Gallinger and GFS. EC asked CC to contact a previous sponsor again.
  • DO to CC: Were you happy with electrical work? CC: Yes. Did a good job only issue at Street Festival was a vendor error.  Will be over on electrical budget as still needs to do section from Martin to Commercial.
  • HSM: Alan see Ontario vendors and crafts – responses not good.

Alan happy to work on holiday street market on a committee.

DO: some sponsorship opps. If we do this.  KD: looked at 1 3rd party.  Believe we need to do something.  Clear that main st is a bigger draw.  Bod agreed to reach out to all Canadian events. TN offer her the street for free she could keep money she makes we could keep sponsorship money. Do half street from Martin on.  DO: save on policing on.

CB: some sponsorship Dec 7 or 14 cause Nov. 17 is parade.  If we are going to do it do it right.

DO made a motion to accept the ED’s report.  _TN seconded the motion. Motion passed.

Other Business:

  • CB restore closes soon – hopefully relocating
  • Irate call today due to lots of drug use downtown – made call to police – wanted to see if anyone else has issues. KD said there is a tent village at mill pond. KD noted people walking down street tier 3 yelling at people and AC said Yogurty’s at back lot
  • CC related issues with generators and staging for dmsf
    • Cb said send him info on permitting process.

CB made a motion to adjourn the meeting. DO seconded the motion.  Motion passed. At 7:58 pm