The meeting of the Council of the Village of South River was held jointly with Machar Township Council on Monday, April 18, 2011 in the South River Council Chambers. A quorum was present. In attendance were Mayor Coleman, Councillors O’Hallarn, Smith, Mahon and Dickerson.

A quorum was present from Machar Township Council. In attendance were Mayor Maeck, Councillors Bennison, Gagnon, McLaren and Russell.

Staff present were Brenda Paul, Clerk-Administrator (Machar Township), Sherri Hawthorne, Treasurer (Village of South River), Bart Wood, Public Works Chief Operator (Village of South River), Risto Maki, South River/Machar Fire Chief and Susan Arnold, Clerk Administrator (Village of South River).

1. Call to Order – The meeting was called to order by Mayor Coleman at 7:00pm.

2. Declaration of Pecuniary Interest – None

3. River Level Communications

Bart Wood provided both Councils with a summary of the high water event which began on Tuesday, April 12, 2011 as a result of a failure at the Craig Lake dam. Bart explained the notification process as it occurred following Ontario Power Generation (OPG) staff advising South River that a sinkhole had developed in a dirt berm due to the spring run-off at Craig Lake dam. Had the sinkhole not been discovered when it was the sinkhole would have grown and the entire dam would have failed. OPG made the decision to let significant water out of the dam to allow repairs to take place. OPG notified South River that the water would be reaching the South River dam within twelve hours. Bart Wood contacted the Ministry of Natural Resources regarding next step procedures and was told to match what water was expected to arrive with the same water being released from the South River dam to minimize damage to property and shoreline. Bart Wood then proceeded to notify the South River Clerk Administrator, the Machar Township Roads Supervisor and the South River/Machar Fire Chief. Bart Wood was in contact with OPG several times during and following the event and continuously monitored, with the assistance of Machar Roads Supervisor and the Fire Chief.

Machar Township has suggested OPG should be taking preventative measures at the dam before there is a possibility of such a serious problem developing. Mayor Maeck also requested being included in any additional communications with OPG.

7:17 p.m. Bart Wood left the meeting.

4. Fire Department

Risto Maki provided a summary of what has been accomplished during the past three months at the fire department. Several firefighters are working towards receiving their DZ Drivers Licenses, training is being well attended. Daytime staffing continues to be a challenge. The fire department relies heavily on the members who also work for the Village of South River during the day. The Ontario Fire Marshall’s Office has developed a new staffing guide which makes it more difficult for small departments to maintain the level of service for interior fire calls. Fire Chief Maki told both Councils how much he enjoys he position but also wanted everyone to be aware that he is currently interviewing for full-time positions at other fire departments in Ontario.

Mayor Coleman and Mayor Maeck congratulated Risto on his success to date and wished him well in the future.

7:29 p.m. Risto Maki left the meeting.

Discussion took place regarding the Fire Chief’s position and options to provide the Chief with administrative support. The probation period has ended and the following resolution was passed:

92-2011 Dickerson/O’Hallarn

BE IT RESOLVED THAT the Council of the Village of South River does hereby read a first, second and third time and finally pass By-law #12-2011, being a by-law to appoint a Fire Chief for the South River Machar Volunteer Fire Department on this, the 18^th day of April 2011, with the signatures of the Mayor and Clerk Administrator and the corporate seal affixed.

Adopted

5. Medical Centre

The Councils discussed several issues pertaining to the Medical Centre building maintenance. It was decided the Medical Centre Board would prioritize the immediate concerns and build their purchases into the budget.

Some discussion took place regarding the future participation of both the Village of South River and Machar Township in the Burks Falls Health Centre. Further discussion was tabled until the next Joint Council meeting.

6. Arena

A brief update was given with regards to filling the position of the Arena Manager which will be vacant at the end of June.

Machar Township has requested some input with the filling of this position. While the Arena Manager is a Village of South River employee it was decided a member of the South River Machar Community Centre and Arena Committee representing Machar will sit in on the interviews. Internal postings will begin following the next South River Personnel Committee which will meet on April 19, 2011.

The Councils jointly decided the lights at the ball diamond needed to be fixed in order to encourage the facility’s usage. It is a priority of both councils to maintain the municipal facilities and the services they provide and not have them be reduced due to lack of maintenance.

93-2011 Dickerson/Smith

BE IT RESOLVED THAT the Council of the Village of South River does hereby direct the Arena Manager to take steps to have the ball diamond lights be repaired and report his findings to the Arena Committee.

Adopted

An arena project update was provided by Machar Councillor Bill Russell and South River Councillor Jeffrey Dickerson who attended the Final Inspection meeting on April 13, 2011. It was noted that the inspection could not be considered final as there were a number of deficiencies which the contractor needed to address before a final, Final Inspection could be scheduled.

One issue of note was a drainage problem from the northeast corner of the building which was not part of the original contract.

94-2011 Dickerson/Smith

BE IT RESOLVED THAT the Council of the Village of South River does hereby direct the Arena Manager to proceed with the drainage pit on the northeast corner of the building using river stone instead of ¾” clear stone with the cost not to exceed $1,361.45 (including applicable taxes). And further; to make arrangements to have the cement step constructed at the new entrance and to have the two handicapped parking spaces paved.

Adopted

7. The Formation of a Shared recreation and Culture Committee

It was agreed that the above committee would be formed and Councillors Gagnon and Russell from Machar Township would join Councillors O’Hallarn and Smith from South River. A meeting date would be scheduled.

8. Airport

Some discussion took place regarding the options set out by the Business Case and Development Plan recently accepted by the Airport Committee.

9. Future Highway #11 Signage

Discussion took place regarding the type and placement of the Municipal Identification Sign and the Community Message Board. It was decided the Village of South River and the Township of Machar would share a joint Municipal Identification Sign. The Clerk Administrators from both municipalities would contact graphic designers regarding design and costs and report back to their individual councils.

Councillor Dickerson would like to see a sign which clearly identifies Parry Sound District as a part of Northern Ontario. Councillor Dickerson requested a resolution be drafted and submitted to the Parry Sound District Municipal Association to be voted upon at the April 29, 2011 meeting.

95-2011 Dickerson/O’Hallarn

BE IT RESOLVED THAT the Council of the Village of South River does hereby request the support of the Parry Sound District Municipal Association and its member municipalities to contribute to the development of a municipal sign to be placed on the southern highway corridors welcoming travelers to “Parry Sound District…A Proud Part of Northern Ontario”.

Adopted

10. Overall Budget Development

Mayor Maeck has requested the shared committees provide a preliminary draft 2012 budget earlier in the year to help with the overall municipal budget development. It would be helpful if the preliminary budgets could be ready by the end of January or early February.

11. Rabies Clinic

South River Clerk Administrator reported that South River Council had asked the South River Municipal Law Enforcement Officer to look into setting up a rabies clinic. The Clerk Administrator made the request to the MLEO on April 14 and was told later in the day that South River and Machar take turns setting up the clinic and it was Machar’s turn for this year. Ron Ivory (South River MLEO) indicated the Machar MLEO would speak to two vets for dates and prices and arrange a confirmed date. Ron Ivory and his wife volunteered their time to assist on the actual clinic day. No further details were available.

12. Economic Development Officer

Discussion took place regarding CAEDA’s interest in hiring an Economic Development Officer for the area.

13. Confirming By-law

96-2011 Smith/Mahon

BE IT RESOLVED THAT the Council of the Village of South River does hereby read a first, second and third time and finally pass By-law 13-2011, being a by-law to confirm the proceedings of Council at its meeting held on the 18^th of April 2011 with the signatures of the Mayor and the Clerk Administrator and the corporate seal affixed.

Adopted

14. Adjournment

97-2011 Mahon/O’Hallarn

BE IT RESOLVED THAT the Council of the Village of South River does hereby adjourn to meet again on Tuesday, April 26, 2011 at 5:30 p.m. in the South River Council Chambers or at the call of the Mayor. Time of adjournment: 10:28p.m.

Adopted

_________________________ ______________________________

Mayor, Jim Coleman Clerk-Administrator, Susan L. Arnold