DRAFT VERSION - FINAL VERSION TO BE POSTED LATER

MINUTES

TAY RIVER WATERSHED PLAN

Round Table Meeting

Thursday March 25, 1999 - 7:00 p.m.

Perth Council Chambers

This meeting of the Round Table was by invitation. Seventy-four invitations were sent to government and non-government groups and individuals that were eligible for, and interested in, membership in the Round Table. (List of invitees is attached as Appendix 1). The invitations were designed to gather a representative cross section from the watershed area. Twenty-one representatives attended. The list of those attending is attached as Appendix 2.

Handouts available for attendees at the meeting included:

Appendix 1 List of invited attendees to the meeting

Appendix 3 Copies of the agenda for the meeting

Appendix 4 Draft Terms of Reference dated February 3, 1999

Appendix 5 Suggested changes/additions to Terms of Reference as per Sub Committee Meetings

Appendix 6 Proposed membership Tay River Watershed Plan Executive Committee, dated March 1999

Appendix 7 Tay River Watershed Reference List of Existing Information, dated March 17, 1999

The meeting was scheduled for 7:00 pm and commenced at 7:10.

Agenda items

1. Welcome and Introductions

Co-chair Mike Mosher opened the meeting with a welcome and introductions.

He stated that the Tay River Watershed Plan interim committee is at a critical juncture in the process as the preliminary legwork has been done and with spring approaching research work for this year needs to be finalized and implemented.

The purpose of the March 25 meeting was to inform the broader group (the Round Table) of progress to date and to gain approval to proceed.

2. Update on Progress of the Plan

Lynn Preston, Watershed Planning Manager with the Rideau Valley Conservation Authority (RVCA), reviewed progress to date.

a) Meetings

- A Round Table Meeting was held on November 5, 1998. Groups with possible interest in the plan were identified. Preliminary Terms of Reference were discussed.

- A Public Meeting was held on November 26, 1998 at which residents were asked to bring forth issues of concern in the watershed area. Minutes are posted on the web site.

- A Technical Advisory Committee (TAC) has been formed to provide technical expertise to the watershed planning process. Membership on the TAC is flexible, depending on needs, but includes RVCA, Parks Canada, Ministry of Natural Resources (MNR), municipalities, and other groups with specific expertise useful to the planning process such as the Rideau Field Naturalists. The TAC met on February 23, 1999.

- Several meetings of the interim steering committee have been held.

b) Funding

- The application to the Millennium Fund has not been accepted. The Executive Committee will look into the reason and consider applying in the next round later this year.

- Some funding through the RVCA is possible for 3+ years.

- OMYA (a local industry located on the Tay) has promised to contribute $80,000 over five years.

- Some funding through the Lanark County Stewardship Council is available.

c) Future Plans

- The interim steering committee has plans for a newsletter and brochure to be available soon.

- RVCA has applied for federal funding to support salaries of students hired to conduct surveys, analyses and research in the summer of 99.

- A bibliographic reference for existing studies pertaining to the Tay has been compiled. Lynn asked if anyone knows of any additional relevant publications to contact her so that their titles may be added to the bibliography.

3. Role and Structure of the Round Table

David Taylor presented the structure and responsibilities of the Round Table as delineated in the Terms of Reference, pages 2-3, to the meeting for approval and/or amendments.

He summarized the role of the Round Table as:

- representing constituency interests;

- providing policy advice and direction;

- helping to build consensus and plans favourable to all within the watershed;

- a forum for exchanging ideas;

- providing guidance to the executive committee.

Round Table membership would consist of a broad cross section of concerned people encompassing all facets of the community including cottage and lake associations, government and non-government bodies, municipalities, residents, business, farmers, wildlife associations, and education and research groups.

The suggested membership size for the Round Table is 6 to 24 people, meeting approximately four times a year depending on the need and issues.

A discussion with questions followed David's presentation.

Does the Round Table represent the whole watershed area? (That is the intention. At present it does not represent the geographical area uniformly).

Can names be added to the Round Table later? (Yes)

Can substitutes attend Round Table Meetings? (Yes)

Some of the names/groups named on the invitees list are no longer viable.

Delete "Bedford Lake Cottage Association"

Add to the names on the Round Table list of invitees:

Brian Perkin, Otty Lake

Roger Needham, RVCA and University of Ottawa

Ken Baker, resident, Glen Tay

Diane Nuttall, Otty Lake Association

Mel Fleming, Bob's and Crowe Lakes Association.

After discussion and questions, the structure, responsibilities and amendments to the membership list of the Round Table were approved by a show of hands.

4. Formation of Executive Committee

Mike Mosher presented the structure and responsibilities of the Executive Committee as outlined on page 3 of the Terms of Reference.

He described the Executive Committee as a small working group which would meet regularly to handle the day-to-day activities under the direction and of the Round Table.

Mike proposed that the initial Executive Committee be formed from the interim steering committee and presented the following names from the list shown in Appendix 6: Orion Clark, David Crowley, Carol Dillon, Fred Lepine, Cam MacLeod, John Miller, Mike Mosher, John Schreiber, David Taylor and Monika Taylor.

He then asked the meeting if there was anyone else who would like to serve on the Executive Committee. Added were:

Joyce Barr, Township of South Frontenac

Ken Baker, resident, Glen Tay

Roger Needham, RVCA and University of Ottawa

In the discussion that followed, the following comments and questions were raised.

Are representatives from government agencies part of the Executive Committee? Mike explained that the agencies are part of the Executive Committee, but they are not named because attendance is often rotated among employees.

Do the government representatives have a voting capacity on the Executive Committee? This question had not been addressed by the steering committee and was placed on the agenda for the next Executive Committee meeting.

Can the Executive Committee be amended? Yes. It was proposed that the Executive Committee should search for members representing a wider geographical area.

The Terms of Reference state the Executive Committee will consist of 3 to 10 people, but now 12 have been named. It was suggested that the Terms of Reference (page 3) be changed to state "A minimum of three" but delete "and a maximum of 10 members".

Agreed. In the discussion, concern was expressed about problems of reaching consensus

if the Executive Committee is too large.

It was suggested that sub committees could be formed for specific concerns and that the Executive Committee could invite special interest groups when relevant.

Concern was raised about the process for specific issues; however, the Executive Committee discusses policy and plans rather than specific issues. It was suggested that the study coordinator (Lynn Preston) be designated as the contact person for specific issues.

The discussion then moved to the involvement, relationship and responsibilities of the Rideau Valley Conservation Authority in connection with the Tay River Watershed Plan (TRWP) which is perceived as a community group. It was explained that the RVCA provides an established structure and framework for the TRWP group and can provide both funds and expertise. As the TRWP group is not a legally constituted association, it can benefit from association with the RVCA. The question was raised whether or not the TRWP should be incorporated. It was suggested that this possibility be delayed for the time being so that the group could proceed with plans for studies this summer.

The question was raised as to whether there is a written agreement between the RVCA and the Tay River group. There is not.

The question was raised as to whether the RVCA has authority over funding and spending as stated in the Terms of Reference "Funding and Budget" page 4. It was suggested that the RVCA should have a dedicated budget line so that monies spent on the TRWP are traceable.

5. Terms of Reference

Lynn reviewed and discussed the Terms of Reference (draft dated February 3, 1999).

It was agreed to amend Page 1, Goals, #iv to include "municipalities".

It was agreed to add "educational" to the goals.

The suggested changes/additions to Terms of Reference from sub committee meetings were discussed. It was agreed to include them in the Terms of Reference.

During the discussion of the components of the watershed plan, Lynn stressed that Phase One provides an opportunity to establish a baseline for the Tay River which could be useful later to compare to water levels in Eastern Ontario.

It was suggested that "evaluation" be added to "Monitoring and Implementation" on page 10. An evaluation strategy should be developed to ensure evaluation does take place.

The Terms of Reference can be amended at any time.

The meeting voted by show of hands to accept the Terms of Reference as amended.

6. Next Steps

Lynn noted that the next steps are to develop a work plan and budget.

She reported available funding to date consists of:

$150,000. RVCA (over 3 years)

$ 80,000. OMYA (over 5 years)

$ 1,000 Lanark County Stewardship Council

An application to the Millennium Fund for funding has not been successful.

The Round Table has a responsibility to approach business and to create fund raising initiatives.

How much money to spend in 1999 needs to be decided.

The next meeting of the Technical Advisory Committee is scheduled for April 7, 1999 (note: has been put off to the 15th). Much of the legwork for studies involves them. MNR is responsible for fish studies. Several of the lakes in the watershed area have had fish studies conducted; this year a fish census in the Tay River itself will be conducted.

There is a need to identify ways to get the community involved, to enhance education and awareness. This might be accomplished by arranging information sessions by different agencies (e.g., how fish studies are done). There is an opportunity for members of the watershed community to take charge of some aspects of the Watershed Plan (e.g., heritage). How can groups, associations, schools, etc. get out there to collect information. For example, this summer the group might organize canoe trips and watershed tours. The community needs to get involved.

7. Other Business

Any "other business" was covered in another agenda item.

8. Next Meeting

The next meeting will be held around the end of April. The work plan for this summer will be finalized. The Terms of Reference will be finalized.

9. Adjournment/Closing Remarks

The web site for the Tay River Watershed Plan is www.twpbbs.ca

The meeting adjourned at 8:50.

SUMMARY OF ACTIONS

For convenience, actions decided at the meeting are listed here.

  1. Who: All members
    What: Anyone knowing of any other studies, publications, etc. pertaining to the watershed area are asked to submit them or their titles to Lynn for updating the bibliographic reference.
    When: Ongoing

  2. Who: Executive Committee, Lynn Preston
    What: Delete name of Bedford Lake Cottage Association from list of invitees to Round Table meeting. This group is no longer in existence.
    When: Next meeting of Executive Committee

  3. Who: Executive Committee, Lynn Preston
    What: Add the following names to the list for the round Table:
    Brian Perkin, Otty Lake
    Roger Needham, RVCA and University of Ottawa
    Ken Baker, resident, Glen Tay
    Diane Nuttall, Otty Lake Association
    Mel Fleming, Bob's and Crowe Lakes Association
    When: Next meeting of Executive Committee

  4. Who: Executive Committee
    What: Discuss and decide: "Do the government representatives have a voting capacity on the Executive Committee?
    When: Next meeting of Executive Committee

  5. Who: Executive Committee, Round Table, Lynn Preston
    What: Search for members for the Executive Committee representing a wider geographical area.
    When: Ongoing

  6. Who: Executive Committee
    What: Amend Terms of Reference, page 3, Executive Committee: delete words "and a maximum of 10 members".
    When: Next meeting of Executive Committee

  7. Who: Lynn
    What: The RVCA should have a dedicated budget line so that monies spent on the TRWP are traceable.
    When:

  8. Who: Executive Committee
    What: Amend Page 1, Goals, #iv to include "municipalities".
    When: Next meeting of Executive Committee

  9. Who: Executive Committee
    What: Add "educational" to Goals in the Terms of Reference (where?)
    When: Next Executive Meeting

  10. Who: Executive Committee
    What: Add suggested changes/additions from sub committee meetings to Terms of Reference.(where?)
    When&: Next Executive meeting

  11. Who: Executive Committee
    What: Add "evaluation" to "Monitoring and Implementation" on page 10, Terms of Reference.
    When: Next Executive meeting

  12. Who: Executive Committee
    What: Develop an evaluation strategy to ensure evaluation does take place.
    When: Ongoing

  13. Who: Executive Committee and Round Table
    What: Approach businesses for funds and create fund raising initiatives.
    When: Ongoing

  14. Who: Executive Committee, Lynn Preston, TAC
    What: Decide how much money to spend in 1999.
    When&: ?Next meeting of Executive Committee

  15. Who: Executive Committee
    What: Look into reasons application for funding to the Millennium Fund was unsuccessful. Consider applying in the next round.

  16. Who: Executive Committee
    What: Organize sub-committees for special interests.
    When: Ongoing

APPENDIX 2

List of Attendees

Round Table Meeting - March 25, 1999

Mike Mosher co-chair

David Taylor co-chair

Lynn Preston RVCA

Bruce Reid RVCA

Mel Fleming 15 Garden Perth, Ont. with Bobs and Crow Lake 267-2515 [email protected]

Carol Dillon Chaplin Heights, RR4, Perth, ON, K7H 3C6 264 0680

Joyce Barr RR 2 Godfrey Twp South Frontenac 264-0680

Russell Foster RR 5 Perth, Drummond North Elmsley council 267-1742

Darlene Beveridge RR 5 Perth, BBS Twp. 267-6551

Cam MacLeod 264 9925

Keith Hall LACAC

Diana Nuttall RR 5 Perth, Otty Lake Asociation, 264-0687

Roger Needham 24 Fieldgate Dr., Nepean, Ont. K2J 1L5 RVCA and

U of Ottawa, 562-5800 Ext. 1052 [email protected]

Orion Clark 267 4939

David Ballinger 34A Beckwith St. St., Smiths Falls, Rideau Canal 283-5170

Susan Brandum RR 5 Perth, K7H 3C7 R.E.A. L. 267-2257 [email protected]

Keith Hall 201-8 Wilson St. Perth, K7H 2M5 LACAC 264-2870

Lynn McIntyre RR 1 Perth, Bob's Lake 264-0326 [email protected]

John Miller RR4 Perth, ON K7H 3C6

David Crowlely 267 3360

Eric Devlin 3 Drummond St. Perth, K7H 1E4 Town of Perth, 267-2688

Ken Baker RR4 Perth, ON, K7H 3C6 267 6996