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HomeMy WebLinkAboutPD-64-98.s DN: PD-64-98 REPORT Meeting: Date: THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON General Purpose and Administration Committee Monday, June 8, 1998 Report #: PD-64-98 FILE #: PLN 15.11.3 File # Res. #~1~~-X47-9~ By-law # Subject: SAMUEL WILMOT NATURE AREA PROPOSED MANAGEMENT ADVISORY COMMITTEE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PD-64-98 be received ; 2. THAT a Management Advisory Committee be established to assist the Municipality and Ministry of Natural Resources in the managing the Samuel Wilmot Nature Area; 3. THAT Council approve the attached Terms of Reference for the proposed Management Advisory Committee; 4. THAT a member of Council be appointed to sit on the Management Advisory Committee for the Samuel Wilmot Nature Area; 5. THAT Staff be authorized to advertise for participants on the Samuel Wilmot Nature Area Management Advisory Committee and report back with a list of appropriate candidates for Council's consideration. 1. INTRODUCTION 1.1 On March 23, 1998 Council approved the Environmental Management Plan for the Samuel Wilmot Nature Area. The EMP establishes a management approach and action plan for the future development of the site. It is built on the principle of protecting the ecological integrity of the natural environment while providing for recreational uses and enjoyment of its natural and visual resources. 1.2 The management strategy for the Nature Area assumes a slow phased approach that ensures environmental protection of significant areas as a priority and slow ~~~ REPORT NO.: PD-64-98 PAGE2 progressive recreational use of the site as funds and site conditions permit. Subsequent to Council's approval of the Management Plan, it follows that some form of management structure be established to ensure the recommendations of the Plan will be implemented. 1.3 The purpose of this report is to provide Council with a recommended framework for the management of the Samuel Wilmot Nature Area. 2. OPTIONS FOR MANAGING THE NATURE AREA 2.1 The management responsibilities for the Nature Area include the following: Implementing the recommendations in the EMP; Raising public awareness; Encouraging volunteerism to undertake capital projects and educational activities; Fund-raising; and Monitoring changes to the ecosystem, All of these responsibilities must be carried out in concert to ensure the goals and objectives of the EMP are met. There are several options available to managing the Nature Area. Staff has examined three possible options. 2.2 Option 1 -Municipal Park The Samuel Wilmot Nature Area can be managed similar to other municipal parks. The administration, protection/enhancement projects, maintenance, public relations and awareness efforts and monitoring would be the sole responsibility of the Municipality. This option would need to be modified to address joint management issues, since the Municipality is not the only landowner. The Ministry of Natural Resources owns the valleylands in the centre of the Nature Area. At the present time, the b~J2 REPORT NO.: PD-64-98 PAGE 3 Ministry can provide only limited support due to financial and staff resources. The Municipality's resources are also limited to carry out the EMP, particularly related to capital funds, public relations, and gathering volunteer support for various improvements i.e. tree planting, monitoring and fund-raising. 2.3 Option 2 -Agency/Community Partnership This option assumes that the Municipality would manage the site with the support of the community through the establishment of a Management Advisory Committee.. Under this scenario, the Municipality would be responsible for administration, major improvements and maintenance, while the community would be responsible for generating some funds, volunteer support for certain projects, public relations and monitoring. This is the preferred option, which will be discussed in more detail later in this report. 2.4 Option 3 -Community-based Organization The Municipality and other landowners can delegate the management responsibility to a community organization, similar to the "Friends of the Second Marsh" in Oshawa. The organization will be comprised of a core group of individuals from the community with a range of expertise and skills in ecology, business administration, public relations and fund-raising. The role to the Municipality and the Ministry would be minimal, although the group would be required to report to the Municipality and Ministry on a regular basis. The difficulty with this option is that even with recent events at the site, there is a limited awareness of the Nature Area in the community. In addition, it is important that the Municipality provides the necessary leadership to ensure start-up projects are undertaken as recommended in the EMP, particularly in the formative years. 2.5 Option 2 and 3 are not mutually exclusive. An Agency/Community Partnership 603 REPORT NO.: PD-64-98 PAGE4 arrangement in Option 2 is recommended as the appropriate option for managing the site at the present time. Over time, it may evolve into acommunity-based organization as the level of community support and interest in the site increases. 3. MANAGEMENT ADVISORY COMMITTEE 3.1 Staff proposes a Management Advisory Committee for the Samuel Wilmot Nature Area be established, based on an Agency/Community Partnership arrangement. The Terms of Reference for this Committee are shown on Attachment #1. 3.2 The Advisory Committee will be comprised of a maximum of 12 individuals: eight (8) from the community at large who have an interest in the Nature Area and who possess organizational, technical, educational or fund-raising skills; three(3) Staff members representing the Municipality of Clarington, Ministry of Natural Resources and Ganaraska Region Conservation Authority; and one (1) member of Council. 3.3 The Committee would elect the Chair. This individual would oversee the implementation of the EMP and report to the Municipality and the Ministry on a regular basis. 3.4 The Committee, in consultation with the Municipality and the Ministry, would prepare and recommend to Council an annual capital budget for projects. The Municipality and the Ministry will still have the authority to set the annual budget for capital works projects and operating costs for the site. Funds generated through private donations will be set aside in the Samuel Wilmot Nature Area Reserve Account and will be used for capital works projects. There is no operating budget for the Advisory Committee as all members are volunteers. Administrative and clerical assistance will be provided by Municipal - 6~4 REPORT NO.: PD-64-98 Staff. PAGES 3.5 The Committee membership will coincide with the term of Council. Council will appoint the committee members at the same time as all other members are selected for Boards and Committees. However, Staff suggests that certain prerequisites be established to ensure that individuals are qualified to undertake the implementation of the EMP. The minutes of all meetings would appear on the Council agenda for information. 4. COMMENTS 4.1 The Ministry of Natural Resources is in support of the community's involvement in managing the site. At the present time they have limited staff and equipment to manage their own lands. 4.2 There are over eighty (80) community-based environmental groups that are registered as charitable organizations in Ontario and another 120 unregistered. They have all been created for various reasons and have different mandates but they all share a common interest in the natural environment. The Friends of Second Marsh started over thirty years ago as the Second Marsh Defence Association. It was created to save the Second Marsh, now it has a substantial volunteer base focused on protecting and enhancing its resources. The Friends of Frontenac Park (north of Kingston), was created as a result of funding cutbacks to Ontario Parks. Although the Park is owned by the province, FFP assists in managing it. The group also produces guides and printed material, organizes volunteers to work on various projects and raises funds. In researching the various organizations, Staff has concluded that there are a number of advantages to having the community's involvement in managing the Nature Area. For example: 505 REPORT NO.: PD-64-98 PAGE 6 Community involvement creates a sense of ownership in the natural environment particularly when an area inclose to home; Community involvement is often a good way to assist in resource protection. Often, individuals who value a resource are willing to assist in projects to protect and enhance it, as well as educate others about its values and how to use it; Community groups are eligible for funding and grants more often than public agencies, thereby relieving some of the financial and operating pressures from the Municipality and Ministry. There have been instances when acommunity-based group has not been successful. Some may assume a different role than initially intended or the leadership is poor and the group dissolves. This can be avoided by taking care in selecting initial participants, preparing some reasonable terms of reference and providing proper leadership. 4.3 The Nature Area, similar to other parks in the Municipality, is covered under the Municipality's insurance policy. The volunteers would have the protection of the Municipal liability policy for injury or damage to properly. There is a $10,000.00 deductible that the Municipality would be responsible for for any occurrence. According to the Municipality's insurer, the Municipality's risk is increased, however if the Municipality did proceed with caution and had the appropriate protective measures in place, there should not be a problem. At the present time, the Municipality's involvement in volunteer efforts has been limited to clean-up projects by providing groups with garbage bags, collecting the full bags or providing large garbage containers. The Municipality could reduce its exposure by taking a number of precautions 606 REPORT NO.: PD-64-98 PAGE 7 including providing group leaders with cell phones, providing first aid training and by volunteers signing waivers. In addition, any project initiated under the Ministry's CFWIP (Community Fisheries Wetland Improvement Program) can be covered under the Ministry's insurance. In the case of Friends of Second Marsh and the Friends of Frontenac Park both groups carries their own insurance as does the property owners being the City of Oshawa and Ontario Parks. In both instances, no claim has been launched against or by either Friends groups. In addition, both groups have taken precautions to reduce the risk of any claims, by requesting the volunteers to sign waivers, and supervising Staff carry the proper equipment and are trained to deal with situations as they arise. 4.4 As noted in PD-36-98, funds have been set aside in the Waterfront Reserve Account for 1998 projects in the Nature Area and for Waterfront Trail improvements. Funds for future projects will be requested through the budget process in subsequent years. Funds are not required to create the Management Advisory Committee, nor are there costs associated with its operation other than staff time and minor office expenses which would be part of the Planning Department budget. 4.5 Since Council's endorsement of the EMP, a number of tasks have been undertaken by the community. Students from various schools have planted numerous trees and picked up trash. Volunteers from the study's Community Advisory Committee have led half-day hikes. The value of these efforts is an important contribution of the well being of the Nature Area. 4.6 If Council endorses the recommendations contained in this report, the process to create the Advisory Committee will commence immediately. Staff will advertise in local papers to fill Committee positions. It would also be discussed at the soon-to- be held public information open house introducing the approved EMP to the 607 REPORT NO.: PD-64-98 PAGE8 general public. The selection process will be the same as appointing members of other Boards and Committees. 5. CONCLUSIONS 5.1 The Agency/Community Partnership approach to managing the Samuel Wilmot Nature Area is the appropriate option given the limited financial and Staff resources. It will be desirable for this partnership to evolve to a community based management model as soon as possible. There are many people in Clarington who have a genuine interest in the protection and enhancement of the natural environment and have the ability to carry out the Plan as recommended. Respectfully submitted, Franklin Wu, M.C.I.P., R.P.P. Director of Planning & Development Reviewed by, r~ ~~ W.H. Stockwell, Chief Administrative Officer. Stephe Vokes, P. Eng Director of Public Works CRS*DC*SV*FW*cc May 13, 1998 Attachment #1 - Terms of Reference Interested parties to be notified of Council and Committee's decision: Mr. Glenn W. Price Ministry of Natural Resources Greater Toronto Area District 50 Bloomington Road West Aurora, Ontario L4G 3G8 Ganaraska Region Conservation Authority P.O. Box 328 Port Hope, Ontario L1A 3W4 608 ATTACHMENT #t SAMUEL WILMOT NATURE AREA MANAGEMENT ADVISORY COMMITTEE THE MANDATE The Management Advisory Committee for the Samuel Wilmot Nature Area is established by the Municipality of Clarington and the Ministry of Natural Resources with the responsibilities for the following issues; • Implementing the recommendations in the Samuel Wilmot Nature Area Environmental Management Plan; • Raising public awareness; • Encouraging volunteerism to undertake capital projects and educational activities; • Fund-raising; and • Monitoring changes in the ecosystem. 2. THE COMMITTEE 2.1 The Advisory Committee shall be comprised of the following; • The Chair shall report to the Municipality of Clarington and the Ministry of Natural Resources. This individual shall provide leadership and be responsible for carrying out the mandate of the Advisory Committee. This individual shall be chosen by the Committee members. • The Secretary shall be responsible for correspondence and minutes. • Other Committee Members comprising approximately six individuals who possess various skills and will participate in the implementation of the EMP. The skills required are as follows: Technical (2) -shall interpret the EMP, recommend the work plan on a yearly basis and provide leadership during implementation of projects and monitoring. Public Relations (2) -shall create a public relations strategy focusing on public awareness, education and promoting the site. Fund-raising - shall create afund-raising strategy aimed at soliciting private funds, donations-in-kind and investigating charitable status. Volunteer Support - shall be responsible for soliciting volunteers and organizing work programs. 609 Staff Members - shall be from the Municipality of Clarington, Ministry of Natural Resources and Ganaraska Region Conservation Authority • Council Member -one member of Clarington Council shall be appointed to sit on the Committee. 2.2 Sub-committees Sub-committees may be struck from time to time to undertake special projects, including monitoring, fund-raising, promotions etc. 2.3 Other Volunteers The Committee will be supported by volunteers, who can be any individuals from the general public who possess various skills or who have an interest in the site and are willing to participate in protedion/enhancement projects or other aspects such as fund-raising, writing, leading walking tours, tree planting, collecting litter, trail blazing etc. 2.4 Appointment of Committee Members The Members of the Committee shall be appointed by Council. The term shall coincide with the term of Council 3. Budgeting The Committee, in consultation with the Municipality and the Ministry, will recommend to Council an annual capital budget for improvements in the Nature Area. The Committee shall also be responsible for applying for grants from various private sources and senior levels of government. The Clarington Public Works Department will budget for annual operating expenses. There is no operating budget for the Advisory Committee as all members are volunteers. Administrative and clerical assistance will be provided by municipal Staff. (photocopying, mailing etc.) 4. Meetings and Reporting Meetings shall be held regularly. Minutes of meetings shall be recorded and distributed to the Committee members, Ministry of Natural Resources and the Municipality of Clarington. The minutes will be placed on the Council agenda for information. The Chair shall appear before the Ministry and the Municipality to inform them of the Committee's progress on an annual basis. May 13, 1998 610 SAMUEL VI/ILMC~T NATURE AREA AGENCY /COMMUNITY PARTNERSHIP MANAGEMENT STRUCTURE MUNICIPALITY of CLARINGTON MINISTRY of NATURAL RESOURCES MANAGEMENT ADVISORY COMMITTEE Chair Secretary Committee Members (6) Agency Members (3) Council Representative (1) VOLUNTEERS SUB-COMMITTEES 98-011 - bll