1.0 INTRODUCTION
The purpose of this document is to outline the project objectives, prospective funding, partner responsibilities, steering committee roles and responsibilities, communication and project stakeholders for the Jackfish Lake – Lehman Creek Breakwater Project, herein referred to as the ‘Breakwater Project’.
2.0 PROJECT OBJECTIVE
The objective of the Breakwater Project is to develop rehabilitation and enhancement options and plans for the Breakwater (referred to as ‘the scope of work’) to be used in stakeholder engagement and in revenue sourcing; and upon determination of funding, to oversee implementation of the scope of work determined necessary for such rehabilitation and enhancement utilizing a project management approach. For the purpose of clarity, the scope of the Breakwater Project will not extend beyond the Breakwater.
3.0 GUIDING PRINCIPLES
The Breakwater Project will be guided by the following principles:
• Environmental protection, including shoreline stability, habitat protection and water quality
• Sustainability and long term investment (the ‘legacy’)
• Compatibility between competing factors (eg. environment and design)
• Risk management (ice, wave action, safety, etc.)
• Increased accessibility and enhanced use • Education of users
4.0 PROJECT FUNDING
Project funding needs will be determined through cost estimates and quotes for the scope of work determined by the Steering Committee. Grants and proposals for funding based on calls for proposals and funding opportunities will be explored to the greatest extent possible. Municipal and private investments will complete the funding model.
Once a budget for the Breakwater project is approved by the Steering Committee, any overages beyond the project budget will be reviewed by the steering committee, and if recommended, will be put forward to the funding partners before commitments are made.
5.0 PARTNER RESPONSIBILITIES
The Resort Village (RV) of Cochin is the project sponsor and the recipient of any funds obtained for this project. The RV of Cochin will hold such designated funds for the Breakwater Project in trust for this project only. The RV of Cochin is responsible for:
• project coordination
• appointment of a project steering committee chairperson and vice-chairperson
• entering into written agreements for survey, engineering, construction and consulting services as may be required to support the project
• preparing and submitting permit applications and obtaining the required permits
• applying for and meeting the requirements of any grant funding agreement
• appointing of members to the project steering committee
Other partners:
RM of Meota, North Saskatchewan River Basin Council, Serafina Energy Ltd.
Other partners are responsible for:
• appointment of members to the project steering committee
• full participation through the project steering committee meetings
• provision of subject matter expertise in this project as is available
• communication with its stakeholders
6.0 STEERING COMMITTEE ROLES & RESPONSIBILITIES
The steering committee is responsible to manage and oversee the project, including:
• to make consultant selection(s) as required to support the project need for specialized services in survey, design, construction and inspection, and based on the scope of work
• to guide the activity of the consultants
• to ensure that the project scope and budget are strictly adhered to
• to comply with the RV of Cochin bylaws on procurement of services ensuring a fair and transparent process for all aspects of the work
• to review and recommend financial expenditures for the project
• to ensure all relevant permit applications are submitted and approved prior to commencement of work
Voting Members
3 Resort Village of Cochin (Elected Officials)
1 RM of Meota (Elected Official)
1 NSRBC official
1 Serafina Energy official
Voting members may be added by unanimous consent of the Steering Committee Quorum for meetings will be 4 voting members; motions require a simple majority to pass
Non-Voting Members
Technical Advisors - Rob Wiebe Yvonne Prusak – Northbound Planning Other Technical expertise as may be required and obtained at the discretion of the Steering Committee
7.0 COMMUNICATION
Steering Committee members are responsible for communicating with their respective Councils and Boards on project updates and status. All communication between the consultant(s) and partners shall be through the Steering Committee. All formal communication to project stakeholders will be approved by the Steering Committee. All public engagement activities shall be approved by and coordinated by the Steering Committee. All media inquires will be directed to the chair of the Steering Committee. The Steering Committee shall meet as required at the call of the chairperson, or in his absence at the call of the vice-chairperson, at the RV of Cochin office or via virtual means. Meeting agendas will be submitted at least 24 hours prior to each meeting and meeting minutes will be distributed within 7 days of the meeting to each member. All meeting attendees will have the opportunity to provide feedback on the meeting minutes to ensure accuracy. Upon approval of the minutes, minutes will be shared with each partner organization.
8.0 PROJECT STAKEHOLDERS
Project Stakeholders, for the purposes of awareness and communication related to the Breakwater Project, include:
✓ Property owners in the RV of Cochin
✓ Property owners adjacent to the water
✓ Lake / Creek navigation and recreational users
✓ Saulteaux First Nation
✓ Moosomin First Nation
✓ Cochin Metis Local
✓ RM of Meota
✓ Resort Village of Aquadeo
✓ Resort Village of Metinota
✓ Village of Meota
✓ Jackfish Lake Watershed Board
✓ Battlefords Provincial Park
✓ Serafina Energy Ltd.
✓ Other stakeholders as may be determined through the course of the project
9.0 STEERING COMMITTEE TERM
The term of each Steering Committee member is at the discretion of the municipality or board from which the appointment was made. A vacancy in the Steering Committee will result in the need for a replacement as appointed by the municipality or board from which the vacancy occurred. Not withstanding, the Steering Committee will cease to operate as a project steering committee at the conclusion of the project and all members will be deemed to have resigned. Approved this 26th day of May, 2021 by motion of the Steering Committee.