HNC Board Meeting Summary

2011

• September 29
• September 8
• April, May and June
• March
• February
• January

2010

• December

Items Discussed:

• Natural Areas Inventory
  There has been no new funding, but this summer ecological land classification was carried out in the Dundas Valley. In addition, botanical, bird, butterfly and dragonfly surveys were completed at many of the study sites.
• Renegotiation of the Agreement for the Continuation and Operation of the Habitat Preservation Endowment Fund with the HCF
  Jim Stollard is reviewing the draft agreement sent to the Club from the Hamilton Community Foundation. He will pass the agreement and his comments on to the Board for consideration and approval.
• Storage Space for HNC Property and Documents
  The "Storage Committee" has begun reviewing HNC holdings to decide what should be offered to the Hamilton Public Library for inclusion in their Archives. There are items being held at Woodend (HRCA Headquarters) which will remain there. Margaret Houghton of the HPL will decide on the acceptability of our other materials for the Archives, and the HPL will also retrieve the materials currently in the Archives of Ontario. Having them in the HPL Archives will make them more accessible because the Archives of Ontario stores them in Bolton.
• Glossy Wood Duck
  Materials sent to the Editor for inclusion in the Wood Duck must be clearly marked that they are for that purpose. The Publication Committee will produce a new Style Book.
• Volunteer of the Year Awards
  This year's recipients are Paul Attack (Junior Award) and Frank Morley (Senior Award). The presentations will be made at the November 14th General Meeting.
• Nomination Committee Report
  The Committee is still seeking a Membership Director. Jean Stollard will remain as Acting Director until a new Director is found.
• Junior Naturalists
  Last year the Junior Naturalists' Club was in hiatus. The RBG will be starting the Club again in January 2012. Barb McKean of the RBG will hold a planning meeting with a group from the HNC.
• New Members Welcoming Procedures
  Elaine Serena suggested that we adopt procedures to welcome new members to the Club and possibly hold a hike for them to encourage their participation

Motions Passed:

• That the Omnibus Motion be deleted from the Annual General Meeting.

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Items Discussed:

• Deer Management Advisory Committee
  Hamilton Conservation Authority staff should have the final report of the Committee ready by the end of September. It does not recommend a cull and will likely ask for more monitoring and study.
• Renegotiation of the Habitat Preservation Endowment Fund with the Hamilton Community Foundation
  CRA has changed the rules concerning charitable endowment funds. It is now possible to access some of the capital held in perpetuity should the need arise. HNC has contacted the Hamilton Community Foundation, which holds our HPE Fund, to see if we could renegotiate our original agreement with them, thus allowing us the option of using some of the capital should we have the need. HCF has agreed and a new draft agreement will be circulated to the Board for approval.
• Environment Canada Pronouncement
  Environment Canada has indicated that they approve our proposed change to the wording of our by-law concerning what would happen to land gifts we have received under the ecological gifts program should the Club ever have to dissolve. The change will be presented at the AGM and Club members will vote on it. If it is approved, Environment Canada will receive a certified copy.
• Glossy Wood Duck
  The 50th Anniversary of Spooky Hollow was marked by a special, glossy edition of the Wood Duck with coloured photos. The next three issues will return to the old format while the printer uses up his supplies, but in January 2012, the new format will be adopted permanently.
• New Funding Models for the Wood Duck
  The new, glossy format of the Wood Duck will cost approximately $2500 per year more to produce than the old format. The Board is examining alternative ways to raise the extra money.

Motions Passed:

• That the Board approve the new wording of the Dissolution Clause #12 in the HNC By-law #1. The change will be presented to the Club members at the AGM for their approval.
• That the Board revise By-law #1 Section 6 to allow the Treasurer or person responsible for presenting the Club's audited Annual Financial Statements to do so on the Club's web site and by printed copy available on request, and no longer be required to print the Statements in the Wood Duck. Printing the Annual Financial Statements in a manner that does not take up too much space in the Wood Duck requires such small print that it cannot be easily read. The change will be presented to the Club members at the AGM for their approval.

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Items Discussed:

• WOOD DUCK Editor
  Herman van Barneveld is the new Wood Duck Editor. He is a biology and science teacher at Guido de Bres Christian High School and has experience producing a small newsletter
• Natural Areas Inventory
  The Ontario Ministry of Natural Resources Species at Risk Stewardship Fund will provide approximately $80,000 to cover some of the work being done for the NAI. The funding will be spread over 3 years. Because of lack of funding earlier in the year, the 2011 work schedule had to be reduced. Work is being done in 13 areas.
• HNC Letter to the Niagara/GTA Corridor Team Regarding concerns over Possible Corridor Routes
  The Transportation Development Strategy on the NGTA Corridor is 257 pages long plus indices. The NGTA study team has produced a good analysis of the environmental problems for whatever route is chosen. Gord McNulty will write a letter for the Club in response to the Development Strategy.
• Spooky Hollow's 50th Anniversary
  The September issue of the Wood Duck will feature Spooky Hollow. Various club members have written articles to commemorate the Club's first sanctuary. The Sanctuary Committee received Species at Risk funding in support of the Eastern Flowering Dogwood, $20,000 for 2011 and $30,000 for 2012. Land Trust Co-ordinator Jen Baker is developing a work plan. Frank Morley led two hikes at Spooky for the Norfolk NatureFest.
• Environment Canada Pronouncement
  The Hamilton Naturalists' Club is changing the Club's bylaws to provide better protection for gifts of land given to the HNC under the ecological gifts program. Environment Canada has requested the change as a safeguard to such lands should the Club ever have to dissolve. The membership will be asked to vote on the bylaw change at the Annual General Meeting.
• Storage Space for HNC Documents
  Jean Stollard, Joyce Litster and Lois Evans met with Hamilton Public Library Chief Librarian Ken Roberts, HPL Public Services Director Rebecca Raven and Councillor Brian McHattie. The HPL has expressed interest in archiving our documents, both those now stored in the Ontario Archives and those that have been accumulating in HNC members' homes. The HNC Storage Committee will consolidate our materials, and HPL Archivist Margaret Houghton will examine them to determine what is acceptable for inclusion in the HPL Archives.
• HNC Sponsorship of Nature Guardian at Ontario Nature Youth Summit
  The HNC is hoping to sponsor a young HNC member who would like to attend the ON Youth Summit this summer. The $300 fee would come from our Education Fund.

Motions Passed:

• That the Board approve payment of its remaining contribution to the Natural Areas Inventory Nature Counts 2 for 2011-2013 in May 2011, so that the transaction falls in the 2011/12 financial year.
• That the Board appoint Herman van Barneveld to complete the term of former Wood Duck Editor Tracey Conley.
• That the HNC partner with Joanna Chapman in the Urquhart Butterfly Garden Project in Dundas under the following conditions: 1) That the HNC receive sufficient funding to pay for the garden's maintenance and development. 2) That the HNC and Joanna Chapman negotiate suitable partnership agreements as needed from time to time. (3) That the City of Hamilton continue to host the Butterfly Garden in Centennial Park in Dundas.

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Items Discussed:

• Natural Areas Inventory
  Jim Stollard and Jen Baker met with Mayor Bratina and made him aware of the funding difficulties for this project. They also advised him that the NAI is done every 10 years and there should be planning to see that there is funding available in the future. They also met with Brian McHattie concerning the same issue, and he said he would try to promote funding for the inventory. There is enough money to hire a coordinator and data entry person, but not to hire the field workers. Jim is still working on getting more funding.
• Wood Duck Editor
  The search has been broadened and it is hoped we will have a new editor in place by September. Note: on March 23rd, Jim Stollard announced that there is a candidate for Wood Duck editor. Herman van Barneveld, a new club member, has expressed interest. He will likely be appointed editor at the April Board meeting .
• GTA Corridor
  The Project Team for the GTA Corridor has invited input from the public. Comments may be submitted up to June 6, 2011.
• Spooky Hollow 50th Anniversary
  Individuals are asked to submit photos and articles for the September 2011 issue of the Wood Duck, which will celebrate the 50th Anniversary of the Club's acquisition of Spooky Hollow.
• Environment Canada Pronouncement
  Jim Stollard has submitted proof that the HNC follows the Canadian Land Trust Standards and Practices to Environment Canada. This should indicate to them that we meet their ethical standards. He has also submitted our Letters Patent. Environment Canada will have to advise us in what way we need to change the Letters so that they meet their standards for a dissolution clause should the Club ever cease to be.
• Trivia Night Fundraiser
  This fun-filled annual event will occur on the evening of April 16 at the Unitarian Church. A 50/50 draw and a silent auction are planned along with the Trivia contest. Tickets are $10 each or $70 for a table of 8.
• HNC Baillie Birdathoner
  In the past some of the Club's pre-eminent birders have volunteered to participate in the Bailey Birdathon for the Club. Bill suggested, and the Board agreed, that we resume the practice which will raise money for Bird Studies Canada and for the HNC. Club members are invited to sponsor our Bailey Birdathoner, Dave Don. Regular participants from the Club will also be looking for support, so there should be lots of opportunities to help raise some money for HNC and BSC.

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Items Discussed:

• GTA Corridor
  Gord McNulty has worked with the South Peel Naturalists to create a resolution for Ontario Nature concerning all the possibilities of this proposed highway and where it may be located. The resolution will be presented at Ontario Nature's 80th Annual General Meeting and Gathering on June 11-12 at the Ganaraska Forest Centre north of Port Hope.
• Donor's List
  Warren Beacham proposed that the Club recognize its donors by publishing their names in the Wood Duck. Both individual and corporate donors will be recognized and the first list will cover donations made in 2010. It should appear in the April Wood Duck.
• Wood Duck Editor
  The Club is still seeking an editor for the Wood Duck. There was a suggestion that the requirement that the editor be a member of the HNC Board could be dropped. This should make the position of editor less demanding.
• Pleasantview Survey Inclusion in Niagara Escarpment Commission Lands
  The City wants to include Pleasantview in the Niagara Escarpment Commission Lands. This would give the area south of York Road and north of the railway another layer of protection The Sanctuary Committee will write a letter in support of this proposal before the April 1, 2011 deadline.
• Renegotiation of Habitat Preservation Endowment Fund with Hamilton Charitable Foundation (HCF)
  Because the Canada Revenue Agency has changed the rules concerning charitable endowment funds, it is now possible for organizations to access some of their capital held in perpetuity, should there be a need. The HNC will ask the HCF to investigate the possibility of reopening our original funding agreement with them concerning the Habitat Preservation Endowment Fund to see if this option can be made available to us.
• Environment Canada Pronouncement
  The pronouncement involves maintaining our eligibility status with the Ecological Gift Program. It requires that the HNC follow a "recognized set of ethical and technical guidelines" in our land trust operations, and also requires that our Letters Patent follow their new "requirements for a dissolution clause." The Club has already adopted the ethical and technical guidelines, when we adopted the Canadian Land Trust Alliance Standards and Practices, which we can demonstrate to Environment Canada by sending them the minutes containing the motion of adoption. Jim Stollard is pursuing the matter of the Letters Patent, working with our lawyer to find out what is required and then seeing that the Letters Patent contain the correct wording.

Motions Passed:

• That the HNC ask the Hamilton Charitable Foundation to investigate the possibility of re-opening our funding agreement with them concerning the Habitat Preservation Endowment Fund, subject to no cost to the HNC. Motion carried.
• That the Board give Jim Stollard the authority to enquire and negotiate with the Ecological Gift Program National Secretariat in regard to the suitability of its ethical and technical guidelines for the Land Trust and with regard to the adoption of the dissolution clause in our Letters Patent suitable to the requirements of the Ecological Gift Program. Motion carried.

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Items Discussed:

• Policy Regarding Privacy and Forwarding of E-Mails:
  Some matters discussed by the Board are of a sensitive nature, and comments and opinions expressed should not go beyond those involved in the discussions. Jim Stollard proposed guidelines for Board members to follow concerning privacy and the forwarding of e-mails to persons or organizations not on the original distribution list. A motion was presented to accept the guidelines and was passed unanimously.
• Legacy Circle Program Committee:
  The Sanctuary Committee, Paul Attack, Michael Fischer, Elaine Serena and Jim Stollard, is revising our brochure encouraging donations to HNC and the Land Trust. This document is one part of the entire donor attraction and recognition program, from first contact with prospective donors to recognition of those who have donated. It is expected that the document will be ready in the spring.
• Head-of-the-Lake Land Trust Website:
  The Head-of-the-Lake Land Trust website is now in operation. To visit it, go to www.headofthelakelandtrust.org or go to the HNC web site and click on Head-of-the-Lake Land Trust on the home page menu bar, then select "About Us".
• Password Access to the Wood Duck on Website:
  Should we restrict access to the Wood Duck on web to password holders (i.e. HNC members)? What do other clubs do? Jim Stollard reviewed who looks at our web site and discovered that people from the U.S., Canada, UK and India have viewed it the most. Jean Stollard discovered that most clubs do not limit access to their journals to password holders and suggested that we should not, either. Board members agreed.
• Update on RBG Resource Centre Library:
  The RBG Library has languished for several years because of lack of funding. The RBG sought and received funding for a study to prepare a Strategic Plan for a Library/Resource Centre. A number of meetings were held in December to ascertain whether staff, management and the various organizations such as the HNC that work with the RBG would be in favour of a Resource Centre. If reaction is positive, then planning and fund raising will be required to turn the library into a Resource Centre that will be core to the RBG, centrally located and open to all who visit.
• 50th Anniversary of Spooky Hollow:
  Warren Beacham noted that 2011 marks the 50th Anniversary of the acquisition of our Spooky Hollow Sanctuary. Although nothing has been planned just yet, we will be marking the event later in the year.

Motions Passed:

• Policy regarding privacy and forwarding of e-mails — see first item above.
• On January 18, 2011 Jim Stollard moved by e-mail that the Summary of the December 2010 Minutes for inclusion in the Wood Duck and Website be accepted by the Board as presented in the e-mail. Motion passed.
• In order to encourage land owners of Environmentally Sensitive Areas to allow our biologists and ELC technicians to access their lands for the Natural Areas Inventory, Jim Stollard moved by e-mail on January 19 that the club donate three copies each of Birds of Hamilton, Atlas of Mammals of Hamilton, and Bird Checklist to the Nature Counts Two Natural Areas Inventory. Motion passed.

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Items Discussed:

• Update on the Deer Management Advisory Committee:
  The HNC has a representative on a committee formed to advise the Hamilton Conservation Authority on deer management. Neighbours of Iroquoia Heights and the public will be asked to fill out a questionnaire by the committee. Recommendations are expected in late spring or early summer.
• St. Joseph's Villa Development:
  The OMB hearing on this proposed Dundas development is scheduled for February 11. HNC has submitted a participant's statement in opposition.
• Policy guidelines regarding privacy and forwarding of e-mails:
  The Board is continuing to evaluate proposals for a policy or guideline statement on this matter.
• Joint Travel Program with Quest Nature Tours:
  The idea of joining with Quest to promote group tours for HNC members does not fit with our non-commercial nature. We are not pursuing it.
• New Hamilton Natural Areas Inventory:
  A partial inventory program is underway but a lack of funding has caused some work to be delayed. We are pursuing funding.
• Niagara to GTA Corridor:
  HNC has sent a draft resolution to ON Nature for presentation in opposition to this highway through our region.
• Bike Path through Chedoke Golf Course:
  The HNC has presented its objections, especially concerning the cutting of trees.
• Free Student Memberships:
  The Free Student Membership Committee is working on this idea as a means to attract more students to take an interest in our Club and our work.
• Tiffany Creek Headwaters Environmentally Sensitive Area:
  At City of Hamilton Planning Committee, HNC objected to having 8 acres carved off an ESA for a housing development. Treating an ESA in this manner sets an unfortunate precedent.
• Head of the Lake Land Trust:
  The Land Trust now has its own web site.
• Annual Audit Costs:
  Although they are up 10% from last year, the auditor is doing more work for us. Having audited financial statements is very valuable when applying for grants.

Motions Passed:

• Motion approving the Minutes of the HNC Board Meeting, dated Nov. 4, 2010 was passed unanimously.
• Motion approving the Minutes of the HNC Annual General Meeting, dated October 18, 2010 was passed unanimously.

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