TOWNSHIP OF MACHAR

MINUTES – REGULAR MEETING

MONDAY, JANUARY 24, 2011

 

 

Call to Order, Disclosures of Pecuniary Interest; nil.

 

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

 

Guest:

 

7:00 pm  Chas Anselmo, Municipal Advisor - Parry Sound and Eastern Nipissing Districts
                                                  Ministry of Municipal Affairs and Housing
                                                  Northeastern Municipal Services Office (Sudbury)

 

Presentation:  The first part explained who the Municipal Services Office is as a whole and what they do and the second part focused on accountability/transparency, obligations as members of council, and other legislative requirements but in particular, conflict of interest.

 

Discussion:  Members of Council attending Council meetings other than in person (not recommended) and

Resignation of Councillor/Declaration of Vacancy/Filling vacancies – procedure, motion

 

Roundtable

 

25-11  Russell, Bennison

THAT we accept with regret the resignation of Councillor Lynn Mantha,

FURTHER THAT we declare the seat vacant.  CARRIED

 

26-11  Bennison, Russell

THAT we proceed to fill the vacant Councillor seat by appointing the next candidate who ran in the election for Council,

FURTHER THAT we proceed to advertising should this candidate decline the Councillor position.  CARRIED

 

1.  Adoption of Jan 10 and 17 minutes, motion

 

27-11  Russell, Bennison

THAT we adopt Jan 10 and 17 Regular and Closed session minutes,

FURTHER THAT the Regular minutes now be released for distribution.  CARRIED

 

                -update on Feasibility Study

 

Work has commenced on the Feasibility Study for Barrier Free Access to the Municipal Office, some field measurements have been taken and they’ve looked at changes required to the building.  A report is scheduled from the engineer for our first meeting in Feb.  It will include a sketch showing the ramp layout and changes required to the building.  The Feasibility Study will give us an estimate to apply for accessibility funding when it becomes available.

 

                -update on Official Plan Update/Amendment for Riding Ranch Rd, motion

 

Part of the Official Plan Review cannot be approved earlier and the Ministry rep advised the estimated time of 18 months to do an Official Plan Review is likely pretty accurate, given there is a 90 day public consultation period and 180 days for the Ministry to decide after Council adoption.  The Ministry does not have a Request for Proposal document, but they did send a Terms of Reference.  We are in the process of obtaining samples from other area municipalities, with a complete report scheduled to Council on Feb 14.  We inquired whether there was a way to cut costs for the Official Plan Amendment required to change the designation of Riding Ranch Rd beyond King Lake Rd for year round maintenance.  We can probably do this OPA for $3,500.00 provided all goes smoothly and there is no unanticipated opposition to drive up costs.

 

28-11  Bennison, McLaren

THAT we proceed with Official Plan Amendment for Riding Ranch Rd beyond King Lake Rd to change the designation from Non-Winter Maintained to Year Round with costs to Budget line for Planning and Zoning.  CARRIED

                a.  proof of insurance/driver’s license, see letter Optional Accident Benefits

 

Memo to be sent to all employees and drivers of municipal vehicles that we have not purchased any optional accident benefits…  Also, anyone who submits a claim for mileage is required to provide proof of insurance with a copy on file.  Driver Record Searches to be part of Performance Appraisal Review process for employees driving Township vehicles.

 

                b.  Friends of Mikisew ad, motion

 

Guest Speakers are Kris Puhvel – Executive Director (Friends of Killarney) and Wade Murrant – Superintendent of Mikisew Provincial Park at the Public Meeting on Thursday February 17th – 7:00 PM at the Sundridge Community Centre, 110 Main St E.  We would like to encourage all citizens (local and abroad), business owners, park users and educational, wildlife, recreational and cultural enthusiasts with a passionate interest in Mikisew and the surrounding communities to attend this orientation meeting.

 

Come out and learn about the successes of a Friends Organization!

Benefits of a Friends Organization and its contribution to the local Community!

 

29-11  Russell, McLaren

THAT we forward Orientation Meeting for the Creation of Friends of Mikisew Provincial Park ad to the Almaguin News for publication on Feb 10, 2011 with costs to Budget line Economic Development.  CARRIED

 

                -Culture and Recreation Committee, motion

 

No rep appointed to South River’s Committee at this time, due to several of our own priorities.

 

2.  Budget Review, motion

 

We are currently forecasted to be over budget by the amounts required for 4th Quarter payments on Fire and Arena ($17,460 and $18,288 as budgeted) but this includes the overrun on the Narrows Eagle Lake Bridge project ($47,108).  The ISF funding for the Narrows Eagle Lake Bridge does not increase due to overruns.  Budget Review to be presented quarterly.

 

30-11  McLaren, Bennison

THAT we accept Budget Review to Dec 31 as of Jan 19, 2011.  CARRIED

 

3.  Report on Vote by Mail 2010 Municipal Election, motion

 

31-11  Bennison, Russell

THAT we accept Report on Vote by Mail 2010 Municipal Election.  CARRIED

 

This was the 2nd time we used Vote by Mail.  We had a voter turnout of 46%, compared to 49% in 2006 (vote by mail) and 20% in 2003 (traditional method).  Several electors didn’t remember doing Vote by Mail last time and arrived on site this Election Day looking for a Polling Station where they could cast their ballot.  This confusion was not anticipated and increased public education is needed if Vote by Mail is used in the next election.  Stats were compiled for the first time in 2010 on Resident and Non-Resident turnout; 53% and 47% respectively.  There were several new requirements imposed by the Province which increased costs this time and ongoing, including legislation on accessibility & the Compliance Audit Committee newly required in 2010.

 

4.  Pay List by Fund as of 31 Dec 2010, motion

 

32-11  McLaren, Russell

THAT we authorize Pay List by Fund as of 31 Dec 2010; $122,775.54.  CARRIED

 

Discussion ensued on signing authority for departments.

 

5.  Almaguin Highlands Arts Council ask for monetary support of $250 to assist with ongoing expenses for website, Arts Directory for 2011, newsletter, calendar, Art Off Eleven… motion

 

33-11  Bennison, Russell

THAT we support the Almaguin Highlands Arts Council in the amount of $150.00 to assist with ongoing expenses and charge to Budget line Donations.  CARRIED

 

Request for an annual line in the budget denied, requests should be resubmitted.

 

6.  Almaguin News Salute to Volunteers, motion

 

34-11  Bennison, Russell

THAT we sponsor an ad in a special section of the Almaguin News on Feb 10, 2011 called Salute to our Volunteers at a cost of $65.00 plus HST.  CARRIED

 

7.  Canada Summer Jobs 2011

 

Waste Management Co-ordinator is working with Superintendent of Public Works to put together an application for a student to be shared at both work sites.

 

COMMITTEES

 

8.  Machar Landfill minutes of Jan 13, motion

 

35-11  McLaren, Russell

THAT we accept Landfill minutes of Jan 13, 2011.  CARRIED

 

Mayor Maeck advised a packer is available on a rental basis from the Municipality of Powassan.

 

9.  Machar Road minutes of Jan 17, motion

                a.  Surface Treatment tender for Riding Ranch Rd and Scarlett Rd, motion

 

36-11  Bennison, Russell

THAT we accept Road minutes of Jan 17, 2011 and proceed to tender for Surface Treatment of 1.6 km on Riding Ranch Rd and 0.7 km on Scarlett Rd to close on Feb 17 at 3:00 pm.  CARRIED

 

Road Committee members advised a brushing program is required and the $10,000 suggested for brushing Morris Lane & Angus Point Rd in 2011 is to come from within existing road budget.

 

Benefits of the GPS were discussed and High Speed connection is being pursued for the Garage so Road staff can utilize the system.

 

Mayor Maeck would like a Jun 30 completion date for the Surface Treatment tender and requested Clerk Paul discuss this with Superintendent of Public Works Scarlett.

 

10.  Machar Personnel; Policy for the Prevention of Harassment, Policy Against Workplace Violence, Employee Incident Report Form, motion

 

37-11  McLaren, Russell

THAT we accept Policy for the Prevention of Harassment and Policy Against Workplace Violence as well as Employee Incident Report Form as prepared by our labour lawyer.  CARRIED

 

Training scheduled for Council and staff on Wed from 10:00 am – noon.

 

11.  South River Machar Arena minutes of Jan 5, motion

 

38-11  Russell, Bennison

THAT we support motions 1-6 as contained in Arena minutes of Jan 5, 2011; appoint Jeffrey Dickerson as Chair, adopt the minutes, Income Statement, Account Payable Ledger, 2011 session will be $280.00 for a resident and $350.00 for a non-resident and the 2011 weekly will be $110.00 for a resident and $137.00 for a non-resident and repeal the late registration fee (Day Camp rates), meet again…  CARRIED

 

Progress Meeting 4 on the Arena Addition (Elevator/New Entry) is scheduled for tomorrow.

 

12.  South River Machar Fire minutes of Jan 11, motion

 

39-11  Russell, McLaren

THAT we support motions 1-9 as contained in Fire minutes of Jan 11, 2011; appoint Les Mahon as Chair, appoint Bill Russell as Vice Chair, adopt the minutes, Income Statement, Account Payable Ledger, closed session, meet again…  CARRIED

 

13.  South River Machar Library minutes of Jan 13, motion

 

40-11  Bennison, McLaren

THAT we accept Library minutes of Jan 13, 2011.  CARRIED

 

Request from South River Council to prepare a strategic plan for the term of the Board was queried by Mayor Maeck and Councillor McLaren to get clarification.

 

14.  South River Sundridge Airport minutes of Jan 4, motion

 

41-11  Russell, Bennison

THAT we acknowledge Airport minutes of Jan 4, 2011.  CARRIED

 

15.  FONOM (Federation of Northern Ontario Municipalities) Representative Update, nominations from Town of Parry Sound Dan McCauley and Municipality of Powassan Nancy Barner to be selected at Parry Sound Municipal Assoc Spring meeting on Apr 29, 2011

                a.  Councillor Nancy Barner requesting your support, to be done at Spring Meeting

 

16.  Village of Burks Falls that at a meeting attended by most municipalities in the Almaguin Highlands with the NELHIN, it was decided that the area municipalities look into the feasibility of re-establishing a local entity to look after the health needs of residents, suggested that each municipality that is interested, insert a line in their 2011 budget for $5,000

 

No support, but we should stay informed.  We have made a 20 year financial commitment to new North Bay Hospital.  EMS rep has called a meeting on Feb 9 to discuss budget concerns.

 

17.  Joint Building minutes of Dec 16, 2010 Building Permit Reports/Permit Summaries, motion

 

42-11  Russell, Bennison

THAT we acknowledge Joint Building minutes of Dec 16, 2010 and Building Permit Reports/Permit Summaries for Dec 2010.  CARRIED

 

A part time helper will be required for the summer if Magnetawan returns.  CBO has recommended a permit fee increase from $50. - $100. and from $9.00 sq ft to $10.50 sq ft.  Wage increases of 2.9% and 4.2% were put forward and JBC has replied 2.5% for both.

 

a.  Complaint 4-307 on building permit to build a large garage

 

It was noted the Property Standards By-Law does not address this complaint.

 

INFORMATION AVAILABLE

 

18.  OPP News Release; Jan 16-22 is Provincial Snowmobile Safety Week, OPP & OFSC promote safe family riding and smart choices

19.  PCC CERB Queue Call Volume and Service Level for 2010

20.  District of Parry Sound Social Services Admin minutes of Nov 10

21.  The Ministry of Municipal Affairs and Housing has developed a Land Use Planning Guide for Business; info@1000islandschamber.com www.Ontario.ca/MunicipalLearning

22.  Municipal Engineers Assoc and Ministry of the Environment are working on changes to the MEA Class Environmental Assessment that are intended to clarify the use of provisions…

23.  Mathews Dinsdale Employer’s Advisor Dec 2010; Bill 16 and “Restraint” Part 2…

24.  AMO Watch File Jan 6, 2011; grant application call for municipalities interested in developing immigration portals, summary of bills introduced in 2010, information on stimulus deadline extension, registration for 2011 AMO Annual Conference, subscribe to Municom…

25.  AMO Watch File Jan 13, 2011; ON Small Waterworks Assistance Prgm, $10 m in special Blue Box Funding, FCM’s new First Nations Municipal Community Infra Partnership…

26.  AMO Watch File Jan 20, 2011; Province’s $87 billion 20 yr energy plan, Province begins talks to negotiate a new Canada Ontario Immigration Agmt, 2nd extension of Canada Ontario Agmt (COA) Respecting the Great Lakes Basin Ecosystem proposed…

27.  Canadian Wind Energy Assoc new Best Practices for Community Engagement and Public Consultation, releasing these guidelines tomorrow for the responsible/sustainable growth…

28.  AMCTO Legislative Express Jan 4, 2011; a round up of information and advice to help you manage your municipal operations and advise your Council, legislation, provincial budget…

29.  Jan/Feb 2011 digital edition of Municipal Monitor is now available

30.  Jan 2011 issue of Municipal World magazine is out; Huntsville’s G8 Experience, a Tale of Two Cities – the Transition of the Electricity Market, Biomass Works – Heating the Future…

31.  Municipal Monitor Jan/Feb 2011; Faster and Further bringing broadband to Eastern ON, making energy management the new black, the case and some new tools, Pride of the County

32.  The Ontario Fire Service Messenger Oct/Nov 2010; Patrick Burke retires from role as Fire Marshal of ON, Pub Ed conference makes waves in Barrie, fire hazards renewal energy sources

33.  Communities in Bloom mag Oct 2010, Annual Mayors Green Connections, 2011 Programs

34.  College Voice Jan 2011; Contest offers top band for prom, ON must not lose its talent…

35.  Regional Tourism Organization 12 Attractions Marketing Information Session; Feb 20 in Gravenhurst or Feb 10 in Parry Sound to introduce you to RTO 12, develop strong partnerships and to coordinate attractions in the region, one of goals is to double tourism receipts by 2020

 

Don Ivens Memorial Community Volunteer Award

 

43-11  McLaren, Bennison

THAT we agree to share in cash award of $500.00 ($167.00 each) from the South River Lions Club for Don Ivens Memorial Community Volunteer Award to be donated in the name of the recipient to a local charity of their choice.  CARRIED

 

Deadline for Nominations is Feb 1, 2011.

 

44-11  Russell, Bennison

THAT we give 1st, 2nd, 3rd and final reading to Confirming By-Law and adjourn until our next Regular meeting on Mon, Feb 14, 2011.  CARRIED

 

 

 

                                                                                _________________________________________

                                                                                Mayor Doug Maeck

 

 

                                                                                _________________________________________

                                                                                Clerk-Administrator Brenda Paul, AMCT

BP Jan 27, 2011