TOWNSHIP OF MACHAR

MINUTES – REGULAR MEETING

TUESDAY, APRIL 26, 2011

Call to Order, Disclosures of Pecuniary Interest; nil.

Council present; Mayor Doug Maeck, Councillors Ron McLaren, Ron Bennison, Bill Russell and Bonnie Gagnon. Staff present; Clerk-Administrator Brenda Paul.

Guests:

7:00 pm Anne Haines, MPAC Municipal Relations Representation

Assessment 101 (15 minute presentation) to new Council

Presentation given: Roles/Responsibilities/Relationships, About MPAC, MPAC’s Role, Current Value Assessment (CVA), Assessment Cycle, About My Property, Request for Reconsideration, and Contacting MPAC/Four Convenient Ways. Questions and answers flowed throughout the presentation. Mayor Maeck instructed About My Property be earmarked for the Fall newsletter. About My Property is available at the Library and was included on our Spring newsletter. Pamphlets are also available: Guide to Property Assessment for newly-built homes, Farmland property assessment in Ontario, Small Commercial and Industrial property assessment in Ontario, About MPAC property assessment in Ontario, Residential property assessment in Ontario, Recreational Waterfront property assessment in Ontario, About my Property for residential property owners.

7:15 pm Open Official Plan and Zoning By-Law Update Request for Proposals

Letter from Ministry of Infrastructure that Official Plans must be amended to conform with the Province’s Growth Plan undertaken as part of our next Official Plan review

RFPs opened: Tunnock Consulting Ltd = $32,800. + HST Jun 2011-Apr 2012, Harriman & Associates = $27,600 + HST Jun 2011-Jan 2012, Meridian Planning Consultants Inc = $49,995. + HST May 2011-Jul 2012. The proposals will be reviewed to determine whether they are comparable; including number of workshops, staffing, experience and references.

Roundtable: Airport, Joint Landfill Committee

Discussions at Joint Meeting were clarified; member McLaren will inquire on 3^rd party possibility for operation of Airport, Joint Landfill Committee is progressing well and considering costs.

1. Adoption of Apr 11 Regular minutes, motion

149-11 Russell, Bennison

THAT we adopt Regular meeting minutes of Apr 11, 2011 as printed,

FURTHER THAT they now be released for distribution. CARRIED

Meeting for Sunday hunting on Jun 13 to be advertised on the website approx. 1 month in advance and an advertisement in the local newspaper. Designate attended the Annual Vet meeting.

- Update on Emergency Plan By-Law & checklists; Office Clerk working with CEMC to update

a. Update on comparable setback research requested for Fertilizer By-Law

The MOE have no fertilizer ban, only a pesticide ban and recommend a setback of 3 m or instructions on the bag. They do not recommend use of phosphorus. We contacted a supplier to determine instructions on the bag regarding setback from water and were told you would use a lakeside fertilizer that contains no phosphorus. North Bay Mattawa Conservation Authority has no information regarding use of fertilizers. Cobalt and Archipelago have by-laws banning pesticides in entirety. It was noted that it would be extremely difficult to enforce such a by-law. We will await ELCA presenting the by-law for a vote.

- Pre-Consultation By-Law; revision to change word “application” to “decision”, motion

150-11 McLaren, Gagnon

THAT we amend By-Law No. 15-11, Section 2.8 to change the one word “application” to “decision” at the end of sentence 1, ie. within one (1) year of the decision. CARRIED

b. Update on Official Plan Amendment 2

Further to the by-law passed on Mar 28, the Clerk has submitted the necessary package to the Ministry for approval. In addition to the Planning Act requirements, a 15 page application, supporting documentation and affidavit were required. The Ministry has acknowledged receipt, opened a new file for decision and requested some items be reforwarded. The Clerk has attended to this and the Ministry advise they will be publishing the OPA to the EBR registry for a 30 day posting. They are moving along.

1*. Adoption of Apr 18 Joint minutes, motion

151-11 McLaren, Russell

THAT we adopt Joint meeting minutes of Apr 18, 2011 as printed,

FURTHER THAT they now be released for distribution. CARRIED

Posts at the new Arena Entry will be covered in the future. There had been a miscommunication regarding the Rabies Clinic, the Clerk referred this to South River and this has been corrected. The date has been set for Thu, Jun 16 from 6:00-7:00 pm. Cost to be ascertained. Municipal display signs were discussed at CAEDA and South River’s intent may have changed from South River/Machar.

a*. Job Posting Facility and Recreation Manager, Job Description

Informational.

2. Review of Procedural By-Law and Notice By-Law, By-Law for Board meetings

Reviewed and changes noted for Admin to revise.

3. 2011 Budget Development & 2011 Budget Highlights

Discussions ensued on preliminary figures. Many budgets are still not submitted; Fire Dept, Airport, Provincial Ambulance, and Arena. Tax Tools Overall Levy Changes and Set 2011 Levies were explained. Road and Landfill budgets are to be finalized on May 13. Road budget needs an adjustment for increased fuel costs. Landfill budget can reflect lower cost for Life Capacity Study and includes additional part time help for 2 days each month. A budget development meeting was scheduled for May 19 at 1:00 pm. We need to advertise 2 weeks in advance of the meeting for budget adoption. In the absence of approved Landfill budget, Councillor Russell requested the following resolution.

152-11 Russell, McLaren

THAT we authorize high speed internet and new computer for Landfill Site. CARRIED

4. Renewal of 9-1-1 Central Emergency Reporting Bureau (CERB) Services Agreement, motion

153-11 Bennison, Gagnon

THAT we extend the Contract for 911 Central Emergency Reporting Bureau (CERB) Services under Section 9.2. CARRIED

5. On Site Assessments engaged to design a new subsurface sewage treatment system 1-104-20 and request for meeting, motion

154-11 Bennison, Russell

THAT we acknowledge receipt of a proposal dated Apr 12, 2011 from On Site Assessments for Mapleton Retirement Village at Part Lot 11, Con 2,

FURTHER THAT we confirm the applicant will be responsible for costs and proceed to arrange a meeting with our planner in attendance. CARRIED

COMMITTEES

6. Machar Landfill minutes of Apr 15, motion

155-11 Russell, McLaren

THAT we acknowledge Landfill minutes of Apr 15, 2011. CARRIED

The Clerk advised Datacall input has been done by accountant retained and Waste Management Co-ordinator as a resource person which was of great benefit. The accountant has dedicated 300 hours to learning the Waste Diversion Ontario requirements and this year’s input was inclusive of all the programs we do to reduce waste. Additionally, she’s been able to find us a simpler format for the Waste Reduction Strategy at a substantial savings.

By-Law to govern that materials are put in the designated areas needs a precedent; refer to WMC for research. Hours open to the public need to be consistent and were determined; 9:30 to 4:30. Easter weekend hours were published for other municipalities and Council want to be sure our residents are informed; ads to be placed in future.

Recommendation to consider increasing Landfill Disposal fees was discussed; Entry Permits $150-$160, fee for compacted waste at $20/cu yd, recyclables from $25-$30 and automatic 2% yearly increase due to rising costs. This by-law requires a public meeting annually and is usually held in concert with the public meeting required for budget adoption.

Application for Summer Student was queried; refer to WMC for status on decision.

7. Machar Road minutes of Apr 15, motion

156-11 Bennison, Russell

THAT we acknowledge Road minutes of Apr 15, 2011. CARRIED

Discussion ensued on portion of Machar/Strong Boundary Rd maintained by Strong and guardrails requested. Strong advised that until the washout, this area has never been a problem and they were not prepared to install guardrails, but put up delineators and the people are satisfied with that. Councillor Russell feels that guardrails should be in place, that the delineators are not adequate and requested his comments be noted.

Letter drafted by Assistant Road Superintendent requiring by-law for the property owner to be held responsible and financially liable for road repairs due to damage to the roads surface, needs a precedent; refer to ARS for research. It was decided that sign for corner of Eagle Lake Rd and Municipal Rd N will not include Landfill Site hours; refer to Road Super for updated proof/quote.

8. Machar Human Resources upcoming training, motion

157-11 Russell, Gagnon

THAT we approve the attendance of Admin staff at upcoming training; Actioning Accessibility through Customer Service, Fred Dean’s Back to Basics Workshop for Municipal Clerks, and Developing Effective Communication Skills. CARRIED

Treasurer GREL will attend Accessibility and Clerk PAUB will attend Back To Basics and Effective Communication Skills.

9. South River Machar Arena Sub-Committee minutes of Apr 13 & items to be addressed prior to the final inspection, motion

Further to discussions at Joint Council.

158-11 Russell, McLaren

THAT we acknowledge Arena Sub-Committee minutes of Apr 13, 2011. CARRIED

10. South River Machar Library minutes of Apr 14, motion

159-11 Gagnon, Bennison

THAT we acknowledge Library minutes of Apr 14, 2011. CARRIED

11. Joint Building Committee; Strong resolution to ensure majority of the municipalities support the return of the Municipality of Magnetawan and the resulting additional costs, minutes of Apr 21, motion

160-11 Gagnon, Bennison

THAT we support the Municipality of Magnetawan returning to the Joint Building Committee. CARRIED

INFORMATION AVAILABLE

12. Ontario’s Near North Partner Communique, vote your favourite town, North Bay and Temagami have been nominated as 2 of the best places to fish in Canada as part of 2011 World Fishing Network’s Ultimate Fishing Town Canada, winning community will receive $25,000 donation & feature episode

13. North Bay Regional Health Centre; Hospitals announce amalgamation – North Bay General Hospital & Northeast Mental Health Centre will be known as North Bay Regional Health Centre

14. FONOM Media Release; FONOM expresses concern over new Forest Tenure Bill 151

15. FONOM Media Release; FONOM meets with Northern Caucus to discuss a number of issues of relevance to Northeastern Ontario, presented 10 page document outlining its key issues of concern to its member municipalities: energy, transportation, telecommunications, resource sharing, infra.

16. OMAFRA Connects; your link to Ontario Agriculture for the region of Parry Sound, Nipissing and Sudbury East Apr 2011, local events, updates, programs, services and resources, factsheets…

17. Parry Sound Social Services Admin Board trainers will be offering a HIGH FIVE training session for all providers of recreation and sport programs, child care fee subsidy to families that use program…

18. Parry Sound Social Services Admin Board recommendations for the new Ontario Works Funding Model for Administration which does not take into account the cost and requirement to deliver services in remote or rural areas, calls upon the Ministry to continue to work with AMO…

19. Parry Sound Social Services Admin letter and resolution that was sent to Norm Miller & Monique Smith in regard to the funding reduction for the East Parry Sound Literacy Council & resolution

20. Oshawa Resolution requests the Minister of Education amend the Education Act to declare Voting Day for municipal elections in the Province of Ontario as a Professional Activity Day

21. Communities in Bloom Ontario Volume 3, Issue 1, April 2011, reasons communities participate

22. Save the Date! – Mayors, Councillors & Clerks, Clean Water Act – Drinking Water Source Protection, Policy Development Meeting for Municipalities on May 18 from 7-9 pm

23. Census 2011 available resources that would help promote awareness and encourage participation in the Census and the National Household Survey, posters, postcards, colouring books, fact sheets

24. Remember to nominate your project for the 2011 Peter J. Marshall Municipal Innovation Awards

25. Update on Implementation of the Growth Plan for Northern Ontario, 2011; Northern Policy Institute, Northern Ontario Multimodal Transportation Strategy, Regional Economic Planning Summits, Be Involved, Places to Grow website at www.placestogrow.ca & download full copy

26. AMO Supports Accessible Communities; timelines need to be fair and flexible, municipal governments compliance should be allowed to draw upon the experience of the Ontario Government, supports the transit industries recommendations, unreasonable to assume all municipalities have the resources and capacity to implement the highly technical web content accessibility guideline…

27. AMO Breaking News; Firefighters Mandatory Retirement Legislation introduced enabling complaints to be addressed through the Labour Relations Act & authorize to set age 60 or over…

28. Ministry of the Environment has developed guidance relating to the completion of phase one and two environmental site assessments that are prepared for the purpose of record of site condition…

29. AMO Watch File Apr 7, 2011; Andrew Horsman that Ontario Tire Stewardship recently celebrated its first anniversary, Bill 177 Public Sector Salary Disclosure Amendment Act to disclose severance payments of over $100,000, develop municipal energy plans, mandatory destruction of grow ops…

30. Our Communities…Our Potential, 2011 AMO Annual Conference, Aug 21-24, London

31. May/Jun 2011 online issue of Municipal Monitor is now available; Growing Pains – Integrated Response necessary to combat illegal drug labs, what gets measured – gets done – Examining Municipal Performance budgeting, Everyone deserves a respectful workplace – the dance of conflict

32. Update from the Ministry of Municipal Affairs and Housing Spring 2011; Ontario economy is turning the corner, creating jobs, Provincial-Municipal fiscal and service delivery review uploads, building a stronger northern economy, Ontario bringing industry to the table, 6^th Anniv Greenbelt

33. Parry Sound Social Services Admin Bd minutes of Mar 10, 2011

ADJOURN

161-11 Gagnon, Russell

THAT each motion, resolution and other action passed and taken by the Council at tonight’s meeting are, except where their prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed,

FURTHER THAT the Mayor and Clerk-Administrator are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approval where required and except where otherwise provided, the Mayor and Clerk-Administrator are hereby authorized and directed to affix the Corporate Seal of the Municipality to all such documents,

NOW THEREFORE we adjourn until our next Regular meeting scheduled for May 9, 2011.

_______________________________________

Mayor Doug Maeck

_______________________________________

Clerk-Administrator Brenda Paul, AMCT

Apr 28, 2011