TOWNSHIP OF MACHAR

MINUTES – REGULAR MEETING

TUESDAY, MAY 24, 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.

 

Guest:  Jeff Buell, Blue Sky Net

 

7:00 pm  GIS Presentation

 

                A GIS is an “information system” that stores and gathers data.  These systems are not just the software and hardware, but also, and most importantly, the collection of information (the database) about where geographic features (roads, buildings, fire hydrants, pipes, crime incidents, ponds, streams, etc.) are located in a community and other information associated with these features.  Building this database involves compiling the information from maps and/or aerial photos, card files, staff’s personal experience, and existing databases.  

 

                A GIS integrates all this information so that it can be used together and is accessible through a single program operating on a single computer by presenting multiple layers of data to the end user all referenced back to a single point on a map.  Not only does a GIS make sharing information amongst council and staff much easier and consistent, it also facilitates sharing information with others (ratepayers, other communities, etc.) more efficient.  A municipal GIS makes it possible to query information that is typically difficult to access.  GIS will set up and deliver a set of “views” that customize the presentation of information to the specific needs, interests and capabilities of different groups of users.  The GIS will provide tools to integrate and store disparate data sets, allowing them to interact in a mutually supporting manner.

 

                Towards the end of 2005 FedNor announced major funding programs for Information and Communication Technology development, and contracted Blue Sky Net to assist in the delivery of these programs.  To take advantage of the funding that was available through FedNor, 11 municipalities in the Blue Sky Region partnered in developing a GIS Strategic Plan to define their objectives and priorities as they related to GIS.   Since that time, additional municipalities have indicated an interest in joining the partnership to implement a regional GIS solution.  Blue Sky Net has taken the lead of this project and has provided project coordination/management services on behalf of the now 16 partnering municipalities.

 

                The Blue Sky Municipal Geographic Information System Partnership creates economies of scale that will substantially reduce costs of system integration.  It would be cost prohibitive for any one community to attempt to undertake the implementation of a GIS as complete as the system currently in use.  The average cost per municipality is $102,750 over the five year life of the project.  Of that total, on average each municipality received $65,690 of subsidy funding from Northern Ontario Heritage Fund and FedNor.  Resulting in a net average cost of $37,060 per municipality paid over 5 years.  The current timing is beneficial to us and in consideration of our Official Plan and Zoning By-Law Update, there will be cost savings realized.

 

187-11  Bennison, Russell

WHEREAS the Blue Sky Municipal GIS Partnership represents an active partnership of 16 neighbouring municipalities sharing the costs and benefits of a fully integrated Municipal Geographic Information System,

THAT we agree in principal to participate in the second phase implementation of the Blue Sky Municipal GIS Partnership subject to final review of financial details and other relevant materials.  CARRIED

 

7:30 pm  Public Meeting

 

Budget Adoption, motion

 

Fire Dept 1st and 2nd draft budgets were reviewed, accompanied by Fire Chief’s 13 page derivative.  This item has been placed on hold, pending comments from South River.  Mayor Maeck has contacted Mayor Coleman.  Changes to the budget per May 19, 2011 meeting are forthcoming, deferred to next meeting.

 

Annual Landfill Disposal Fees Review, motion

 

Per annual requirement and Committee recommendation.

 

188-11  McLaren, Russell

THAT we give 1st, 2nd, 3rd and final reading to By-Law No. 21-11; being a by-law to implement Landfill disposal fees.  CARRIED

 

Council Procedural By-Law, motion

 

189-11  Gagnon, Bennison

THAT we give 1st, 2nd, 3rd and final reading to By-Law No. 22-11 as amended; being a by-law to govern the proceedings of Council, the conduct of its members and the calling of meetings.  CARRIED

 

Notice By-Law, motion

 

190-11  Russell, Gagnon

THAT we give 1st, 2nd, 3rd and final reading to By-Law No. 23-11; being a by-law to establish procedures for notices as required under the Municipal Act, 2001.  CARRIED

 

BUSINESS

 

1.  Adoption of May 9 minutes, motion

 

191-11  Bennison, McLaren

THAT we adopt Regular and Closed Session minutes of May 9, 2011 as printed,

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

 

                a.  update on OP/Zoning By-Law Update; core team meeting dates & mapping

 

Further to discussions with our planner and Planner/A at Municipal Affairs and Housing regarding meeting dates, Council want to move ahead with the first meeting on Jun 7 and then the second meeting with the Ministry on Jul 12, 2011.  We could do both technical meetings at 1:00 pm.

 

                b.  draft RFP for Municipal Display Sign(s), motion

 

Discussion ensued.  Council felt the RFP was too detailed and would prefer prices and proofs from sign companies.  Callander and Powassan signs are examples of what we’re hoping to do.

 

2.  South River Curling Club visits to the local politicians

 

Further to Steve Anderson’s meeting with Mayor Maeck; informational.

 

3.  Magnetawan River Watershed Association letter and invoice for membership

 

We have never been a member, invoice is misleading, no interest in joining.

 

COMMITTEES

 

4.  Machar Road minutes of May 13, motion

 

192-11  Russell, Bennison

THAT we accept Road minutes of May 13, 2011 and approve quote of $550.00 plus HST for new sign to be installed by our staff at corner of Eagle Lake Rd and Municipal Rd N.  CARRIED

 

There appears to be no by-law precedent available for the form letter drawn up by Assistant Rd Super CARG on payment for damage to roads.  Clerk Administrator was instructed to contact our lawyer.

 

Committee was cautioned that when considering using our own forces for labour and machinery on projects funded by government grants, these costs are normally ineligible for reimbursement.

 

Clerk Administrator to advise Superintendent of Public Works SCAS that all of Council plan to attend Road Tour.

 

5.  Machar Landfill minutes of May 13, motion

 

193-11  McLaren, Russell

THAT we accept Landfill minutes of May 13, 2011 and approve quote of $2,500.00 for Life Capacity Study plus surveying of $3,000.00 +/- $500.00.  CARRIED

 

We are apprised decision on 2011 Canada Summer Jobs Application has been made, but Human Resources and Skills Development Canada advise we must await notification by mail.

 

6.  Machar South River Landfill Sub-Committee minutes of May 10, Mar 29 & Feb 15, motion

 

194-11  McLaren, Russell

THAT we acknowledge Landfill Sub-Committee minutes of May 10, 2011.  CARRIED

 

Discussions ensued for clarification purposes.  The amounts as discussed to date appear to be our actual costs for disposal and we need to consider an additional amount for improvement to the site and our increased operational requirements, ie. compactor.  It was also noted the recycling costs indicated are for an outside contractor and subject to change.  We are waiting for direction from South River.

 

7.  South River Machar Library minutes of May 12 & revised budget, motion

 

195-11  Gagnon, Bennison

THAT we acknowledge Library minutes of May 12, 2011 and approve budget of $22,633.37 our share, reflecting an 8.9% increase.  CARRIED

 

This is the 2nd draft budget.  Council representatives SMIS/GAGB were successful in getting it reduced.

 

8.  South River Machar Culture and Rec meeting of May 17, motion

 

196-11  Russell, Gagnon

THAT we support motions 1-5 as contained in Culture and Recreation minutes of May 17, 2011; Sharon Smith as Chair, be recognized as a Committee, meet on the 2nd Wednesday/2 members from each Council/Village administer/promote recreational and cultural activities/shared equally, contribute the sum of $1,000.00 each annually, meet again on Jun 8.  CARRIED

 

9.  South River Machar Arena Sub-Committee e-mail on vinyl covering on the stairs

 

Referred to contractor.

 

10.  South River Machar Fire minutes of May 10, motion

 

Deferred to next meeting.

 

11.  South River Machar Medical minutes of May 17, motion

 

197-11  Russell, Bennison

THAT we support motions 1-4 as contained in Medical minutes of May 17, 2011; adopt the minutes, approve pay list/budgetary control, advertise RFP to supply and install an automatic natural gas generator, meet again Jun 28.  CARRIED

 

12.  South River letter re:  Renegotiating Airport Agreement, motion

 

Discussion ensued.

 

198-11  Bennison, McLaren

THAT the five joint municipalities get out of operating the Airport and consider the possibility of finding a lease operator or possible sale of the Airport.  CARRIED

 

199-11  Bennison, Russell

BE IT RESOLVED THAT the Council of the Township of Machar does hereby direct the Clerk Administrator to send correspondence to the owners of the South River Sundridge District Airport that the Township of Machar intends to withdraw from airport ownership and participation by Jun 1, 2012 unless a viable approved business/operational plan is developed.  CARRIED

 

Council has been reviewing its expenditures and the services provided to our residents from their tax dollars.  One ongoing area of concern has been the Airport budget.  It is becoming harder to justify why this money is being committed to the Airport when there are so many areas in our municipality which could utilize these same dollars and have a more direct benefit to our ratepayers. 

 

Council considered the letter from the Village of South River for commitment to participate in a meeting to discuss renegotiating and realignment of cost-sharing of the Airport Agreement.  The Township of Machar will not participate in the meeting as we have no interest in realigning costs based on assessment. 

 

13.  Central Almaguin Economic Development Assoc minutes of May 12 & May 18, motion

 

200-11  Bennison, McLaren

THAT we acknowledge CAEDA minutes of May 12 and May 18, 2011.  CARRIED

 

14.  Machar Human Resources; report GREL on Accessibility Seminar on May 5, motion

 

201-11  Russell, Bennison

THAT we acknowledge report on Accessibility Seminar attended by the Treasurer Deputy-Clerk.  CARRIED

 

Clerk Administrator instructed to contact CBO DUMB to ascertain if sketch prepared by Aecom for ramped entry to Municipal Office would be sufficient for building permit requirements.

 

15.  Joint Building Committee permit summaries for Apr, motion

 

202-11  Gagnon, Russell

THAT we accept Building Permit summaries for Apr 2011.  CARRIED

 

INFORMATION AVAILABLE

 

16.  AMO Watch File May 12, 2011; The Farm Credit Canada AgriSpirit Fund is about making life better in rural communities, projects include hospitals, childcare facilities, fire and rescue equipment, playgrounds, food banks, libraries, recreation centres and community gardens, $5,000-25,000 for capital community improvement projects in communities with populations fewer than 100,000…

 

17.  Whitestone supports Archipelago to petition Association of Municipalities and Ontario Government to revise its position regarding the revised new Ontario Works funding model for administration approach so that no additional download costs are assessed to N municipalities

 

18.  Amherstburg resolution requesting support to oppose the shipment of radioactive materials from the Canadian Nuclear Safety Commission to ship 16 radioactive steam generators through the Great Lakes to the St. Lawrence Seaway to Sweden

 

19.  Community Schools Alliance writing to provide you with an update on the activities and the progress they have made over the past year in launching a new consultation process for student accommodation reviews, letter of agreement between Middlesex and Thames Valley School Bd

 

20.  Magnetawan Wood n Things Rendezvous Jun 25 & 26 Magnetewan Community Centre

 

21.  RTO 12 announces 2011/2012 Board of Directors and Elected Executive May 11, 2011, retiring Board members Brenda Scott…

 

22.  AMO Watch File May 5, 2011; court security standards consultation, Canada Ontario Agreement respecting the Great Lakes Basin Ecosystem, Showcasing Water Innovation program, Ministry of Tourism and Culture launching the 2011-12 application period for 3 funding programs that foster a prosperous creative economy and build vibrant liveable communities; Cultural Strategic Investment Fund, Museums and Technology Fund and the Creative Communities Prosperity Fund…

 

23.  May 2011 issue of Municipal World magazine is out; Halifax shines in Communities in Bloom, Recipe for a liveable community, sustainable water and wastewater management through GIS, Geocaching, Shifting communities, Revitalizing America’s downtowns in the 21st Century…

 

24.  Only a few weeks left, is your community celebrating Recreation and Parks

 

25.  2011 Senior Achievement Award Program deadline for nomination is Jun 15, 2011

 

26.  Ontario Medal for Good Citizenship now being accepted; www.ontario.ca/honoursandawards

 

27.  Ontario Sustainable Energy Association Community Energy Update May 2011; Action Needed, Tim Hudak vows to eliminate feed-in-tariff, new office space available, now accepting CEPP education grant applications, OPA begins consultations to update Integrated Power System Plan, MOE update renewal energy website  http://www.ene.gov.on.ca/environment/en/category/energy/index.htm

 

28.  FONOM Media Release May 9; energy costs having serious impact on the North’s economy

 

29.  FONOM Media Release May 17; Municipal leaders recommend that Northern Policy Institute must be independent

 

30.  MMAH Northeastern Ontario Planning Authorities Technical Workshop 2011 Oct 18-20

 

31.  North Bay Mattawa Conservation Authority Source Protection Committee notice regarding the posting of the Updated Assessment Report www.actforcleanwater.ca by Jun 13, 2011…

 

32.  Information about a new funding program called Showcasing Water Innovation, the province will fund projects that:  take an integrated and sustainable approach to solve water management challenges, use new and innovative approaches and technologies, produce results that can be easily used by other communities, create partnerships that highlight the benefits of collaboration…

 

33.  2011 OMERS Specified Plan Change Proposals; individual plan sponsor representatives have put forward 7 proposals, 3 of which are related to RCA and 4 remaining affect benefits generally…

 

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

 

35.  Doors Open Ontario 2011 guide (10th Anniversary) and Community Leadership Award, any community that has demonstrated leadership in built, cultural, natural heritage conservation and promotion can nominate themselves www.heritagetrust.on.ca

 

36.  2011 MPAC Annual Report and Financial Statements

 

203-11  Gagnon, Bennison

THAT we proceed into Closed Session in order to address a matter pertaining to; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.  Time – 10:27 pm.  CARRIED

 

204-11  Russell, Bennison

THAT we come out of Closed Session.  Time – 10:34 pm.  CARRIED

 

205-11  Russell, Gagnon

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 Jun 13, 2011.

 

 

 

                                                                                                ____________________________________

                                                                                                Mayor Doug Maeck

 

 

                                                                                                ____________________________________

                                                                                                Clerk-Administrator Brenda Paul, AMCT

BP May 26, 2011