Council Meeting Minutes – November 30, 2023

REGULAR MINUTES – AGENDA 16

CORPORATION OF THE TOWNSHIP OF LAIRD

November 30, 2023 at 6:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

Councillors: Todd Rydall, Wayne Junor, Ed Lapish, Matt Frolick

Clerk: Jennifer Errington

Road Superintendent: David Pollari

Treasurer: Rhonda Crozier

Delegates: Jane McGoldrick (Zoom), Colleen Alloi

1. Call to Order

2. Declaration of Pecuniary Interest

3. Agenda Approval

#238-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council hereby approves the November 30, 2023 agenda as presented with the inclusion to have Colleen Alloi chair of North Shore Agricultural Society under delegations/presentations section.

Carried.

4. Delegations and Presentations

a. Harvest Algoma Sault Ste Marie – Jane McGoldrick, General Manager

• Jane McGoldrick introduced herself to Council, she is the new General Manager of Harvest Algoma.
• Harvest Algoma was recently taken over by SSM Innovation Center (R.A.I.N.)
• Harvest Algoma is reaching out to all Municipalities, as they aim to serves all of Algoma.
• The Goal of visiting municipalities is to make introduction and to hear from communities to see what services are needed.
• Harvest Algoma tries to rescue as much food as possible from down South, example they received a whole truck load of tomatoes that were ripe, and turned the tomatoes into soup, sauces, etcetera.

b. North Shore Agricultural Society – Colleen Alloi

• Colleen Alloi chair of North Shore Agricultural Society spoke to Council about the potential for hosting the RCMP Musical Ride the week of July 9th to 12th 2024. The Show dates would be July 10th and 11th, 2024.
• In order to host the event 600 lbs of timothy hay (20% max of clover) and 240 lbs of special grain must be supplied for the horses.
• On Friday, December 8, 2023 Colleen is meeting with the RCMP to do a site visit of the fairgrounds to determine if the grounds are suitable. Colleen requested that Vasco Dias, Fairgrounds caretaker attend.
• RCMP would require 24 horse stalls and an arena 100 x150 size area.
• North Shore Agricultural Society proposes to fid the fence with $2,000 fairgrounds grant, hoping to use volunteers to change boards.
• North Shore Agricultural Society would need the Township to fix up the stalls and have the fairgrounds available for those dates.

5. Adoption of Minutes of Previous Meeting

a. Council Meeting – October 19, 2023

#239-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council approves Council minutes of the Regular Meeting of October 19, 2023, as presented.

Carried.

b. Recreation Committee Minutes – October 30, 2023

#240-23

Moved by: Todd Rydall

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council approves Recreation Committee Minutes of October 30, 2023, as presented.

Carried.

6. Adoption of Accounts

a. General accounts to October 31, 2023

# 241-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the general accounts to October 31, 2023, in the amount of $14,735.12, as presented.

Carried.

b. Roads accounts to October 31, 2023

#242-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council approves the roads account to October 31, 2023, in the amount of $75,499.01 as presented.

Carried.

7. Staff and Committee Reports

a. Road Superintendent (Roads, Waste Disposal & Recycling, and Maintenance)

i. Road Superintendent Report

ii. Council Q&A

iii. Tire purchase – Phone Poll November 7, 2023

#243-23

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves the purchase of 8 Michelin XDS 2 tires from Kal Tire in the amount of $6,653.76 plus HST and approves selling current tires for $700.00 per tire to Brian Cameron.

Carried.

iv. Sell Old Plow Truck – Discussion

# 244-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the sale of the old plow truck and asks staff to advertise as necessary.

Carried.

b. Clerk Administrator, Deputy Treasurer

i. Clerk’s Report

ii. Council Q&A

# 245-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT the Clerk’s Report dated November 30, 2023, be received as presented and arising from the report;

That Council requests the Clerk to enroll Clerk, Treasurer and Road Superintendent for the Rural Municipal Drainage Course on April 4, 2024 and enroll the Clerk and Treasurer for the Calculating Drainage Act Assessment Course on April 5, 2024;

That Council nominates Jo-Anne Entwistle, Darin Evoy, and Beth Bruce for the 2024 Ontario Volunteer Service Awards; and

That Council approves a Christmas recognition by providing a gift card in the amount of $100.00 to each full-time staff member.

Carried.

c. Treasurer’s Report

i. Memo: Employee Health Benefits

• The decision to have health benefits in the 2024 budget was deferred to budget deliberations.

ii. 2024 Western Star Dump/Plow Truck Cost Breakdown as of October 31, 2023

#246-23

Moved by: Todd Rydall

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council receives the 2024 Western Star Dump/Plow Truck Cost Breakdown as of October 31, 2023 and directs the Treasurer to transfer funds from the Road Equipment reserve and General reserve for all costs associated with the purchase.

Carried.

iii. Cemetery Budget Balance as of October 31, 2022

#247-23

Moved by: Ed Lapish

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Cemetery Budget Balance as of October 31, 2023 and directs the Treasurer to reserve the capital for 2024.

Carried.

iv. Tax Collection Report

• Treasurer reported arrears in good shape.

d. Recreation Committee & Recreation Sub-Committees

e. Cemetery Board

i. Cemetery Board Meeting Minutes of October 30, 2023

#248-23

Moved by: Todd Rydall

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council receives the Cemetery Board Meeting Minutes of October 20, 2023.

Carried.

f. Planning Board

g. Police Service Board

i. Police Board Meeting Minutes of November 1, 2023

#249-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council receives the Police Board Meeting Minutes of November 1, 2023.

Carried.

h. Algoma District Services Administrative Board

i. Algoma District Municipal Association (ADMA)

8. Unfinished Business

a. Task Summary Sheet & Recent Activity Log

b. Concern/Information Log – Updates

#250-23

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the November 30, 2023, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

9. New Business

a. Northern Insurance Brokers, 2024 Policy ($91,176, 6.77% increase)

#251-23

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves insurance renewal of Northern Insurance Brokers, in the amount of $91,176.00 for the year 2024.

Carried.

b. Multi-Year Accessibility Plan 2023-2027

#252-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts the Multi-Year Accessibility Plan 2023-2027 as presented.

Carried.

10. Notices of Motion

a. Annual Report

#253-23

Moved by: Ed Lapish

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the Annual Report Notice of Motion and

that Council requests the Clerk to amend Notice By-law 814-03 to include annual report requirement to provide a high-level summary of the past year’s activities of Council, Staff, and volunteers.

Carried.

11. Closed Session

#254-23

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council proceed into closed session at 8:00 p.m. in accordance with Section 239 (2) (b) of the Municipal Act in order to discuss a personal matter about an identifiable individual, including municipal or local board employees.

Carried.

a. Approval of closed meeting minutes of October 19, 2023

b. A personal matter about an identifiable individual, including municipal or local board employees.

c. A personal matter about an identifiable individual, including municipal or local board employees.

#255-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council come out of closed meeting session at 8:46 p.m. and continue with Regular Council Meeting.

Carried.

#256-23

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council accepts Assessment Review Board (ARB) award decision to cancel taxes, award to be applied to tax account, as per municipal policy and per request of land owner.

Carried.

12. Communications and Correspondence

a. Ministry of Finance – October 20, 2023, OMPF allocation

• OMPF funding reduced by 2.3%

b. Resolution from the City of Sault Ste. Marie

Re: Declaring intimate partner violence and epidemic

13. Mayor and Council Comments

a. Councillor Rydall: Tiny Homes Concerns/Discussion

• Councillor Rydall requested clarification on what the minimum size of a tiny home is as there is information on the internet suggesting 188 square feet. Clerk to consult with Chief Building Official.

14. By-laws

a. 1079-23 Violence and Harassment Policy By-law

#257-23

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 1079-23 being a by-law to approve a workplace violence and harassment policy.

Carried.

b. 2003-23 Budget Policy By-law

#258-23

Moved by: Wayne Junor

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council adopts By-law 2003-23 being a by-law to approve a policy for municipal budget development.

Carried.

c. 2004-23 Complaint Policy By-law

• Deferred to next meeting, Council requested to have more time to review and make comments.

d. 2005-23 Conformity By-law

#259-23

Moved by: Matt Frolick

Seconded by: Ed Lapish

BE IT RESOLVED THAT Council adopts By-law 2005-23 being a by-law to confirm the proceedings of the meeting of Council held on November 30, 2023.

Carried.

15. Adjournment

#260-23

Moved by: Wayne Junor

Seconded by: Todd Rydall

BE IT RESOLVED THAT this Council shall now adjourn to meet again December 21, 2023 at 6:00 p.m. or until the call of the chair.

Carried.

Mayor – (signature) Shawn Evoy

Clerk – (signature) Jennifer Errington