SPECIAL MEETING MINUTES – AGENDA 58

CORPORATION OF THE TOWNSHIP OF LAIRD

June 3, 2026, at 5:00 pm

Laird Township Fairgrounds: 127 Lake George Road East

Present:

  • Mayor: Shawn Evoy
  • Councillors: Todd Rydall, Brad Shewfelt, Matt Frolick, Wayne Junor
  • Clerk: Jennifer Errington
  • Acting Road Supt.: Ed Lapish
  • Guest: Donnie Varcoe
  1. Call to Order

    Mayor Evoy called the meeting to order at 6:00 p.m.

  2. Declaration of Pecuniary Interest
  3. Agenda Approval

    #133-26
    Moved by: Matt Frolick
    Seconded by: Wayne Junor
    BE IT RESOLVED THAT Council hereby approves the June 3, 2026, agenda as presented.
    Carried.

  4. Delegations and Presentations
  5. Adoption of Minutes of Previous Meeting
  6. Adoption of Accounts
  7. Staff and Committee Reports
  8. Unfinished Business
  9. New Business
    1. Laird International Raceway – Site Visit
      1. Lease Agreement Pre-Season Requirements

        Council reviewed the required pre-season items under the lease agreement.

        • Council confirmed receipt of post-dated cheques.
        • Council noted that the structural engineer’s report was still pending.
        • Council noted that the Certificate of Insurance was still pending.
      2. Additional Pre-Season Requirements

        Council reviewed the additional pre-season items identified in 2025.

        • Council directed that the Tenant provide the site-specific safety program, confirmation of first aid kits, and training records for workers and supervisory staff prior to season start-up.
      3. Outstanding Items from 2025 Season – Completion Review

        Council inspected the premises to determine the status of outstanding 2025 items were completed.

        • Chain-link fence remains incomplete; few things left to complete.
        • Flag tower repairs have been completed.
        • Wheelchair access platform is to be removed.
        • Repairs to bleacher access and seating are in progress.
        • Merchandise trailer remains on site but has been relocated.
      4. General Condition of Grounds and Facilities

        Council conducted a walk-through of the grounds and facilities.

        • Grounds were generally found to be in good condition.
        • Council discussed the use of extension cords on the premises and recommended that the Tenant discontinue their use and tidy the electrical setup to ensure compliance with electrical safety standards.
        • Bleacher repairs are required and must be completed prior to season start-up.
        • A plumber is to install a ¼ inch turn in the bathroom.
        • Tenant is to repair the guard rails and catch fence; Clerk will issue a reminder in the first week of July.
        • Council reviewed power poles near the canteen and confirmed they form part of the racetrack infrastructure.
        • Council directed staff to ensure the next lease agreement clearly outlines responsibilities for power poles.
      5. Lease Agreement Timeline

        Council discussed the lease agreement timeline and next steps.

        • Staff was directed to start the lease renewal process and forward the current lease to the Township’s insurance provider for review.
        • Council requested that a follow-up site visit be scheduled at the Laird Fairgrounds on September 9, 2026.
  10. Notices of Motion
  11. Closed Session
  12. Communications and Correspondence
  13. Mayor and Council Comments
  14. By-laws
    1. 2087-26 Conformity By-law

      #134-26
      Moved by: Todd Rydall
      Seconded by: Matt Frolick
      BE IT RESOLVED THAT Council adopts By-law 2087-26, being a by-law to confirm the proceedings of the meeting of Council held on June 3, 2026.
      Carried.

  15. Adjournment

    #135-26
    Moved by: Brad Shewfelt
    Seconded by: Wayne Junor
    BE IT RESOLVED THAT this Council shall now adjourn to meet again on June 18, 2026, at 6:00 p.m. or until the call of the chair.
    Carried.


Mayor – ___________________________
Shawn Evoy


Clerk – ___________________________
Jennifer Errington