The Corporation of the Township of Laird

Fairground Committee Minutes – August 8, 2023

MINUTES OF THE LAIRD FAIRGROUNDS COMMITTEE MEETING HELD AT THE LAIRD TOWNSHIP OFFICE ON TUESDAY, AUGUST 08, 2023

MEMBERS PRESENT: Brenda Aelick Colleen Alloi Vasco Dias Jim Withers Brad Shewfelt

REGRETS:

Ed Lapish Chuck Siddall

DELEGATES:

Mayor Shawn Evoy (Gazebo Project Manager) Bert Gagne

SECRETARY:

Colleen Alloi

The meeting was called to order at 6:58 pm by Brenda Aelick, Chairperson. ON MOTION (No. R011-23) Moved by Brad Shewfelt seconded by Jim Withers “That the agenda of August 8, 2023 be adopted as circulated.” CARRIED

ON MOTION (No. R012-23) Moved by Jim Withers seconded by Colleen Alloi “That the minutes of May 10, 2023 be adopted as circulated.” CARRIED

Business Arising out of the Minutes:

  1. a) Shawn Evoy, Gazebo project manager, brought the committee up to date on the progress of the Gazebo renovation project. The committee was presented with a gazebo budget itemizing expenditures and optional items totalling $13,400.00 over budget and asked to consider what optional items to put on hold. It was the consensus of the committee to put the kitchen island counter top and shelving on hold as well as the tursscore in bathroom and kitchen, this brought the budget within $400 and if we need to approach council for this amount we will when the time comes. (Budget attached)
  2. b) Committee members were presented with a proposal by Bert Gagne to host a swap meet, the tentative date being Oct 7, 2023. Bert feels that it would be a good fundraiser for the fairgrounds and a welcome event for the municipality. Ideas for the swap meet included small motorsport parts and accessories (snowmobiles and ATV’s), venders, 50-50 draw held by local snowmobile or lawnmower association group, dealer displays and food sales. The committee discussed the proposal and felt that it is a big commitment and will only entertain the idea if Mr. Gagne and the local snowmobile and lawnmower groups take on the larger portion of the organization. Staff will report this decision to Mr. Gagne.
  3. c) On behalf of Laird Fair Colleen Alloi asked that we collect 10 – 15 steel 45-gallon barrels that are on the grounds so they have them for garbage. The North Shore Agricultural Society is still working to secure insurance and will get back to us with details when they can.
  4. d) Colleen also requested that the ball diamonds be groomed, without a working tractor the caretaker cannot do that. Colleen said she would ask the organizer of the ball tournament to do that. Colleen asked if septic was pumped, it was reported that staff had called Karhi contraction a week ago to request.
  5. e) It was reported that the Massey 135 has cost a significant amount in repairs. It was the consensus of the committee that we get a second opinion from a more experienced person on the reason the tractor is not running properly, Lane Ross will be asked. The Committee is not in favour of having the tractor go back to the mechanic it was taken to thus far, as no estimates were given prior to extensive work being done and still we do not have a running tractor.
  6. f) The chair reported that the announcer booth was completed Prior to AHA first show weekend and the Algoma Horse Association is very pleased with it. Todd Rydal did the foundation and base Algoma Craftsman completed the structure with green metal siding at approx. $500 over budget. The electrical was discussed and a contractor-grade extension cord will be used this year until power can be installed next year.
  7. g) The committee is looking for ideas and suggestions for the upcoming Pumpkin Fest which will be held Sept 30, 2023.
  8. h) Lawn mowing equipment that was purchased and discussed, a residential grade 48 inch zero turn was within our budget and council was approached to increase budget by $1500 to allow a commercial grade mower to be purchased. Council declined to increase the mower budget, and a residential grade was purchased. It is doing a satisfactory job but life expectancy is a question. A 60-inch new finishing mower was purchased for use won the Massey 135 tractor but had to go in for repairs under warranty within 1 hour of use. It has not been used since as the tractor is not functional.
  9. i) Pull sled for tractor pull was returned to Laird from Bruce Mines at a cost of $250.00. ON MOTION (No. R013-23) Moved by Colleen Alloi, seconded by Brad Shewfelt “That Bruce mines be responsible for transportation both ways when they borrow it in the future, and it must be returned to Laird for proper storage within seven days of close of Bruce Mines Exhibition.” CARRIED
  10. j) ON MOTION (No. R014-23) Moved by Jim Withers seconded by Brad Shewfelt “That LIR be allowed to rent the grounds (no buildings) as per Fee Schedule of $500.00 plus a $250 deposit that will be returned if grounds are left in same condition as found.” CARRIED
  11. k) LIR washrooms ON MOTION (No. R015-23) by Jim Withers Seconded by Brad Shewfelt “That Laird Fairgrounds committee recommend council accept the Quote of $22,250.00 from The Plumbers, and move it forward for council approval.” CARRIED

New Business:

  1. l) Laird Township rented a large tractor and brush hog to clear the neglected septic area on LIR lease property.
  2. m) ON MOTION (No. R016-23) By Brad Shewfelt Seconded by Brenda Aelick that “Karhi construction pump all tanks. If not done by Monday August14th committee would like staff to ask Wellwood to do it, as it is imperative this be done prior to Aug 18. The caretaker will pump the grey water holding tanks.” CARRIED a)
  3. b) Decision to rent a newly renovated gazebo pad for wither storage was discussed and it was the consensus of the committee to allow storage of items that are not likely to leak fluids (no automobiles)

Five-Year Plan:

5-year plan was discussed with new item of arena fencing replacement to be researched

Correspondence:

The next meeting to be determined.

ON MOTION (No. R017-23) Moved by Brad Shewfelt “That the August 8, 2023 meeting be adjourned at 9:01 pm.” CARRIED

CHAIRPERSON: ________________________________

SECRETARY: __________________________________

Attachment:

  • Laird Fairgrounds Gazebo Budget

Laird Fairgrounds Gazebo Budget

The gazebo budget is a detailed spreadsheet. It is available in the original PDF only.