COUNCIL MINUTES 1. WELCOME 2. REVIEW AGENDA. May 22, 2013 Hotel Gander

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1 COUNCIL MINUTES Hotel Gander ATTENDEES: President: Ian Edwards Vice President: Robert Way Past President: Neil MacNaughton (teleconference) Secretary-Treasurer: Keith Renouf Executive Director: Paula Baggs Councillors: Public Member: Recorder: Byron Sheppard Jim Burden Ken Masters (absent) Wayne Hodder Jon Williams (teleconference) Bradley George (absent) Lynn Murphy 1. WELCOME Ian Edwards welcomed Council to the meeting. 2. REVIEW AGENDA The following items were added to the agenda: Other Government Liaison Committee Newfoundland Power Meeting Motion: Be it moved that the Agenda of the Council Meeting be adopted. Moved by: Seconded by: Carried Wayne Hodder, NLS Keith Renouf, NLS File: Council Minutes vr1

2 ANLS Council Meeting Page 2 of 8 3. MEETING MINUTES Council Minutes April 22, 2013 Standard round table discussion of April 12, 2013 Council Minutes. Motion: Be it moved that the minutes of April 12, 2013 be adopted with changes. Moved by: Seconded by: Carried Byron Sheppard, NLS Jim Burden, NLS 4. REVIEW ACTION SHEET Crown Lands Will be discussed on the agenda. Registry of Deeds The letter has been sent to Registry of Deeds requesting a complimentary CADO Licence. Since last meeting the funding has been approved for a summer work term student. Paula conducted interviews and has offered the job to one student and is waiting for a response. Neil McNaughton will meet with the student to explain the project but a new mentor will be appointed since Neil is leaving the province. Investigators Guidelines Ian Edwards is working on the Investigators Guidelines and is trying to obtain some examples of interviews between an investigator and a surveyor to go with the guidelines. An update on progress will be given at the next Council Meeting. Emera The letter to introduce ANLS is complete and will be put in the mail after the AGM. Quieting of Titles Gus Bruce will discuss with Justice Osbourne the legibility of the Quieting of Title ads in the Evening Telegram. Matthew Rowe will be representing Gus Bruce Law at the AGM President s Gala. 2

3 ANLS Council Meeting Page 3 of 8 Promote Profession Over the summer, Paula will work on material to give to surveyors to present to students. Ian suggested contacting the school boards to see if there are any scheduled upcoming meetings for Guidance Councillors. Paula will contact schools to determine the best dates to visit in the fall. These presentations could be coordinated with the MCPD Committee to receive points. ACTION: Paula Baggs Check with the Department of Education to see if there are upcoming meetings scheduled for Guidance Councillors. Put together material over the summer. Check on the digital video and survey in a box. Public Works and Government Services of Canada (PWGSC) Concerns Ian has spoken to Jody Eisner regarding PWGSC completing survey descriptions that must be done by a Newfoundland Land Surveyor. Jody said that he would have no problem with Newfoundland Land Surveyors completing the descriptions as long as they are to the standards of the Department of Justice. He will need a letter from ANLS to start the discussions. ACTION: Paula Baggs Send letter to PWGSC - When soliciting work in the province, the surveyor has the authority under the jurisdiction to prepare the legal description as well as the plan. First Newfoundland Survey A challenge was issued to find the first survey completed in Newfoundland. Paula called Fred Newhook s son to inquire about the first survey. Unfortunately due to a leak in Mr. Newhook s office, Fred had just recently destroyed all Mr. Newhook s files. Mandatory Professional Development Committee Jon Williams will be present at the AGM during the committee reports in case there are any questions regarding Mandatory Professional Development Committee. W F Canning Award Les Winsor has been notified that he is the recipient of the W F Canning Award. He will be given the award at the President s Gala at which time a picture will be taken for The Telegram. Les has been given two complimentary tickets to the President s Gala. 3

4 ANLS Council Meeting Page 4 of 8 Presentation of Licences Two people will be presented with their Licence at the President s Gala; Janeil Parrott and Mark Hatcher. Janeil Parrott s Articling Sponsor, Neil Parrott will be asked to present her licence. Mark Hatcher has already read his Oath but will be presented with his Licence. It was discussed that all new members in the future should be presented with their licence by the Articling Sponsor. Send out a press release announcing Janeil Parrott as the First Female Newfoundland Land Surveyor. Cook Charts The framed prints of the Reproduction of the Island of Newfoundland from an Original Captain James Cook map dated 1784 will be sold at a cost of $ plus HST and delivery. An unframed print will be sold for $ plus HST and delivery. We are also offering Plaque Mounted Prints at a cost of $ plus HST and delivery. ANLS has donated a framed print for the Scholarship Auction at the 60th Annual General Meeting. The starting bid should be at $ A small Cook Chart print has been framed for Councillors who have completed their two-year term and for the Past-President. The presenters will also receive a small framed print. Ronald MacDonald House The official charity for this year s convention will be the Ronald MacDonald House. It will be announced at the Opening Ceremonies and we will advise members that a basket will be located on the Registration Desk if anyone would like to give a donation. ANLS will also give an amount equal to what we would have given presenters and in lieu of any flowers that are usually given out at an AGM. Call Ronald MacDonald House to see if a representative of the Ronald MacDonald House would be available to accept the donation at the President s Gala. Aquaculture Survey Standards Committee Ian indicated that Corey Collins has agreed to sit on this committee. Professional Surveyors Canada Paula attended the PSC Membership Teleconference. There were no negative comments from anyone. Norm Cote has stepped down and there is a new Chair. Ian indicated that PSC is on the agenda for the President s Forum and between now and December a decision will have to be made as to whether ANLS will continue to support PSC. 4

5 ANLS Council Meeting Page 5 of 8 5. COMMITTEE REPORTS Act and Manual of Practice The changes to the Manual of Practices will be presented by Byron Sheppard at the start of the Business Meeting on Friday afternoon, May 24 th. By-Law and Regulations The changes to the Regulations will be presented by Keith Renouf after the presentation of the Manual of Practice on Friday afternoon, May 24 th. The proposed By-Laws will be presented on Saturday, May 25th Board of Examiners As per the letter dated May 15, 2013 to Council of Management the Board of Examiners would like to report to Council that Janeil Parrott has successfully completed all components required to become a Newfoundland Land Surveyor as prescribed by the Board. The Board of Examiners is recommending Council accept Janeil Parrott for admittance into the Association of Newfoundland Land Surveyors. Janeil will be making history as Newfoundland and Labrador s first female Land Surveyor and the first Aboriginal, Labrador Metis, now known as Nunatukavut. Since the letter mentioned above, Janeil has successfully completed her professional engineer s examination and she is now a member of Professional Engineers and Geoscientists of Newfoundland and Labrador. Motion: Be it moved to induct Janeil Parrott into the Association of Newfoundland Land Surveyors as of with the official ceremony to take place on May 24, 2013 at the President s Gala of the 60 th Annual General Meeting. Moved by: Seconded by: Carried Keith Renouf, NLS Wayne Hodder, NLS Discipline - Update Discipline is one of our legislative committees; therefore, the committee should be set at the next meeting on Saturday, May 25, At present, Kenneth Masters and Mike Nolan are Co-chairs. All Discipline cases that are active are being worked on. 5

6 ANLS Council Meeting Page 6 of 8 The association has been notified that a company in Newfoundland and Labrador who does not have a Newfoundland Land Surveyor on staff are completing legal land surveys. The Secretary-Treasurer will be writing a letter advising them that they have to cease and desist in all areas of land surveying. Continuing Professional Development Jon Williams Council discussed the consequences of not submitting the Mandatory Continuing Professional Development Points Reporting Form. Keith noted that the Secretary-Treasurer/Registrar will not register a member for the coming year unless the Mandatory Continuing Professional Development form is submitted by January 1 st of that year. As a representative of the Board of Examiners, Ian Edwards added that a condition of any new Articling Students from this point forward will be that the Mandatory Professional Development Program be followed. This year, we will send out an Application with the invoice and Mandatory Continuing Professional Development Program. The following By-Law will be proposed at the AGM: 16.2 All land surveyor members and articled students, with the exception of life members, are required to participate in the professional development program established by the Association A condition of the annual renewal of the member s Licence is that a properly completed MCPD Report Form be submitted as part of the application for licence renewal. If the MCPD Report Form is not submitted, the member s Licence will not be renewed If a licenced member does not meet the minimum MCPD requirements, the Registrar will contact the member to determine if there are extenuating circumstances which may give rise to an exemption. Should there be none and the member does not take reasonable steps to meet the minimum requirements, the member s Licence will not be renewed. If you submit your points and don t have what is required, the Secretary-Treasurer will work with that person to ensure you get your additional points. Paula noted that the Lunch-n-Learn regarding the Digital Technology Adoption Pilot Program and Mandatory Professional Development Review went well in the Eastern Region and it will be offered in Central and Western. Quality Assurance Committee (Neil MacNaughton) Neil indicated that the Quality Assurance Committee report is in the Annual Report. 6. AGM - Review of Proceedings Paula Baggs reviewed the proceedings of the 60 th Annual General Meeting. There are 35 people registered for the Seminar Accelerate Your Survey Business which will be held on May 23 rd. 6

7 ANLS Council Meeting Page 7 of 8 The Parliamentarian for the AGM will be Robin Davis. The Scrutineers will be Neil MacNaughton, Jim Burden, and Wayne Hodder. We did not receive any proxies. 7. Other Government Liaison Committee A meeting between ANLS Government Liaison Committee and Crown Lands Administration Division was held on May 10, The only item on the agenda was Quality Assurance and digital submission of Crown Lands Surveys. Crown Lands would like to move away from submitting paper surveys and would like the surveys to be submitted digitally. Also, Crown Lands no longer want to do the Quality Assurance check on the plans and is passing the responsibility on to ANLS. Crown Lands passed out a sample checklist for surveyors to complete and their Quality Assurance Checklist to be completed by the person checking the plan. They would like ANLS to review and advise if there should be any changes or additions to both checklists. The Association presented the Quality Assurance scenario that IBL had submitted to them through LandGazette. Crown Lands reiterated that they will not be dictating how the Quality Assurance is completed, as QA is the mandate of the Association. Crown Lands Administration will require that the crown land surveys be digitally submitted with appropriate information. The Government Liaison Committee and Crown Land Administration Division plan to have monthly meetings with a target to have a Quality Assurance Program in place by January 1, ACTION: PAULA BAGGS Ensure that new Councillors receive a copy of the checklists Quality Control ANLS Checklist and Surveyor s Checklist. Newfoundland Power A meeting was held with Newfoundland Power on May 30, In attendance was Ian Edwards, Neil MacNaughton, Paula Baggs, Gus Bruce and representatives of Newfoundland Power, Gerard Hayes and Doug Jackman. Newfoundland Power maintains in some respects that they are not practicing land surveying. Newfoundland Power Council were surprised at some of the practices that take place and the fact that even in cases where developers offered to have legal surveys done on the easements that Newfoundland Power denied the developer from doing that. 7

8 ANLS Council Meeting Page 8 of 8 They have asked for another meeting shortly following our AGM and their issue is that for some reason they perceive themselves as the keeper of the information. So if there is a closure on a sale happening on a Friday evening at 4:30 pm, they want to be able to have that easement information and send it out to a surveyor right away. The issue discussed was; if we tell developers that in order to get an easement they need a legal survey with their proper metes and bounds descriptions and a proper legal plan is the surveyor willing to share that digital file. Before we go back to Newfoundland Power we need to have a discussion on file sharing. They don t want the process they sign onto to slow down developments or transactions. ACTION: ANLS Discuss: Are surveyors willing to share Digital files with Newfoundland Power? 8. ADJOURNMENT The next Council Meeting is scheduled for Saturday, May 25, 2013, 5:15 pm at Hotel Gander. Respectfully submitted, July 5, 2013 Robert Way, President Date July 5, 2013 Keith Renouf, Secretary-Treasurer Date 8