The Corporation of the Township of Laird
Regular Council Meeting Minutes – May 23, 2024
REGULAR MINUTES – AGENDA 22 CORPORATION OF THE TOWNSHIP OF LAIRD May 23, 2024, at 6:00 pm Laird Township Council Chambers
Present: Mayor:
Shawn Evoy Councillors:
Wayne Junor, Todd Rydall, Matt Frolick Clerk:
Jennifer Errington Road Superintendent: David Pollari Delegates:
Kevin Fairburn
1. Call to Order
Mayor Evoy called the Regular meeting to order at 6:00 p.m.
2. Declaration of Pecuniary Interest
3. Agenda Approval
#92-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council hereby approves the May 23, 2024 agenda as presented with modifications to move item 9 c. Trailer Permit Request to the start of Agenda. Carried.
4. Delegations and Presentations
New Business
9 a. Trailer Permit Request – 166 Lake George Road West, active Building Permit 24-09, requesting to use trailer as accommodations while building. #93-24 Moved by: Matt Frolick Seconded by: Todd Rydall BE IT RESOLVED THAT Council approves a trailer permit to allow for one trailer to be used as a dwelling on 166 Lake George Road West. The trailer permit is active for the duration of the building permit 24-09, expiring April 26, 2025. Carried.
5. Adoption of Minutes of Previous Meeting
- a. Council Meeting – April 18, 2024
- b. Recreation Committee Minutes – April 30, 2024 #94-24 Moved by: Todd Rydall Seconded by: Wayne Junor BE IT RESOLVED THAT Council approves Council minutes of the Regular Meeting of March 21, 2024 and the Recreation Committee minutes of April 30, 2024.
Carried.
6. Adoption of Accounts
- a. General accounts to April 30, 2024 #95-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council approves the general accounts to April 30, 2024, in the amount of $4,746.15.
Carried.
- b. Roads accounts to March 31, 2024 #96-24 Moved by: Todd Rydall
Seconded by: Matt Frolick BE IT RESOLVED THAT Council approves the roads account to April 30, 2024, in the amount of $26,360.90 as presented. Carried.
7. Staff and Committee Reports
- a. Road Superintendent (Roads, Waste Disposal & Recycling, and Maintenance)
- i. Road Superintendent Report #97-24 Moved by: Todd Rydall Seconded by: Wayne Junor BE IT RESOLVED that Road Superintendent Report dated May 23, 2024, be received as presented and arising from the report;
That Council approves the purchase of the Lake George culvert; and
That Council approves the purchase of TMG Industrial 72” flail mower. Carried.
- ii. Council Q&A
- iii. Road Tour – May 25, 2024 at 9 a.m., schedule?
- iv. Amalgamated Tender Results – Bituminous Surface Treatment #98-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council awards the Bituminous Surface Treatment East Algoma Road Superintendents Association (EARSA) Amalgamated Tender to Beamish Construction Inc. in the amount of $120,312.00 for 33,600 m2 of single surface treatment on Neebish and Reids Road and $81,585.00 for 11,100 m2 of double surface treatment of Porchuck Road and the section over the new Government Road culvert.
Carried.
- v. Skid Steer Flail Mower – recommendation
- vi. Government Road Culvert – purchase?
b. Clerk Administrator, Deputy Treasurer
- i. Clerk’s Report #99-24 Moved by: Matt Frolick Seconded by: Todd Rydall Be it resolved that Clerk’s Report dated May 23, 2024, be received as presented and arising from the report;
That Council directs the Clerk to communicate with North Shore Agricultural Society that approval was granted to replace the existing horse arena boards and not to alter the design by adding a 5th board, in order to alter the design Council requires a recommendation from Laird Fairgrounds Sub-committee be provided to Council for consideration;
That Council directs the Clerk to consult with JP Stefanizzi of SVF to ensure Asset Management compliance and ask for a clear scope of work required from JP Stefanizzi;
That Council approves the quote of Ironside Consulting Services Inc. in the amount of $4,200.00 plus HST to develop a fulsome HR Manual to ensure that all the necessary policies and procedures are in place; and
That Council approves the budget of $900.00 for the Recreation Committee library boxes project. Carried.
- ii. Council Q&A
- iii. HR Standing Committee Minutes of April 15, 2024 #100-24 Moved by: Todd Rydall Seconded by: Matt Frolick BE IT RESOLVED THAT Council receives the HR Standing Committee minutes of April 15, 2024.
Carried.
c. Treasurer’s Report
- i. 2023 Financial Snapshot #101-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council receives the 2023 Financial Snapshot.
Carried.
- ii. Final Budget 2024 – Passed April 18, 2024 #74-24 #102-24 Moved by: Todd Rydall Seconded by: Matt Frolick BE IT RESOLVED THAT Council receives the Final Budget 2024, passed at the April 18, 2024 Council meeting, presented with modifications to remove working notes and highlighting.
Carried.
d. Recreation Committee & Recreation Sub-Committees
- i. Finns’ Bay Wharf Sub-Committee Minutes of May 1, 2024 #103-24 Moved by: Todd Rydall Seconded by: Wayne Junor BE IT RESOLVED THAT Council receives the Finns’ Bay Wharf Sub- Committee minutes of May 1, 2024.
Carried.
- ii. 2024 Committee and Board – resignations #104-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council accepts the resignation of Kelsey Bailey from the Recreation Committee and the Bar River Hall Committee and the resignation of Stephen Zimmerman from the Finns’ Bay Wharf Committee, with regret, and would like to thank both Kelsey and Stephen for their volunteer work.
Carried
- e. Cemetery Board
- f. Planning Board
g. Police Detachment Board
- i. Delegation of Authority #105-24 Moved by: Todd Rydall Seconded by: Wayne Junor WHEREAS under the Community Safety and Policing Act, 2019, it is mandated that members of detachment boards undergo record checks to ensure suitability for their roles;
AND WHEREAS timely and thorough record checks are essential to maintain the integrity and credibility of detachment boards;
AND WHEREAS efficient administration of record checks requires designated authority to oversee the process and ensure compliance with legal requirements;
AND WHEREAS the Clerk Administrator possesses the requisite administrative expertise and responsibility to manage such processes effectively;
BE IT RESOLVED that the authority to ensure that record checks for detachment board members are conducted in accordance with the Community Safety and Policing Act, 2019, is hereby delegated to the Clerk Administrator of the Township of Laird;
BE IT FURTHER RESOLVED that the Clerk Administrator is authorized to establish procedures, guidelines, and timelines for the conduct of record checks, in consultation with relevant stakeholders and legal counsel;
BE IT FURTHER RESOLVED that the Clerk Administrator is empowered to take any necessary actions to ensure compliance with legal requirements and the expeditious completion of record checks, including engaging external agencies or consultants if deemed necessary;
BE IT FURTHER RESOLVED that this delegation of authority shall remain in effect until rescinded or modified by further resolution of the Council of the Corporation of the Township of Laird.
- ii. Appointment(s) to new Detachment Board #106-24 Moved by: Matt Frolick Seconded by: Wayne Junor WHEREAS the Community Safety and Policing Act mandates the establishment of detachment boards to oversee policing services in our community;
AND WHEREAS, it is essential to have representation from our council on the detachment board to ensure effective governance and accountability;
AND WHEREAS, Mayor Shawn Evoy has demonstrated a commitment to public safety and community welfare, and possesses the necessary qualifications and experience to serve on the detachment board;
AND WHEREAS, under the Community Safety and Policing Act, 2019, all board members are required to undergo record checks to ensure suitability for their roles;
AND WHEREAS, the appointment of Mayor Shawn Evoy is pending the outcome of the required record checks as mandated by the Community Safety and Policing Act, 2019;
BE IT RESOLVED that Mayor Shawn Evoy is hereby provisionally appointed as the representative to the Sault Ste. Marie O.P.P. detachment board established under the Community Safety and Policing Act, 2019, pending the outcome of the required record checks;
BE IT FURTHER RESOLVED that Mayor Shawn Evoy is authorized to represent the interests of the Township of Laird on the detachment board and to participate fully in its proceedings, including decision-making processes
and policy discussions, subject to the successful completion of record checks;
BE IT FURTHER RESOLVED that Mayor Shawn Evoy serve on the detachment board for the duration of their term as a member of the Township of Laird council, or until such time as their appointment is rescinded or modified by further resolution of the council;
BE IT FURTHER RESOLVED that Mayor Shawn Evoy is encouraged to collaborate with other members of the detachment board, law enforcement agencies, community stakeholders, and residents to promote effective policing services and address public safety concerns in our community. 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 #107-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council receives the May 23, 2024, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.
Carried.
- c. Sale of Surplus Equipment – Bid Results #108-24 Moved by: Todd Rydall Seconded by: Wayne Junor BE IT RESOLVED THAT as per the recommendation of the Treasurer, Council accepts the offer of Bidder #2 in the amount of $6,215.00 (HST included).
Carried.
- d. Bar River Hall Exterior Repairs – Tender #2 Results #109-24 Moved by: Todd Rydall Seconded by: Matt Frolick Recommendation: BE IT RESOLVED THAT Council awards the Bar River Hall Exterior Repairs Tender #2 to Stobie Mechanical & Welding in the amount of $180,154.19 plus HST.
Carried.
9. New Business
- a. Government Road Bridge Request for Contractor Pricing #110-24 Moved by: Todd Rydall Seconded by: Matt Frolick BE IT RESOLVED THAT Council accepts the tender pricing for the Government Road Bridge repairs of Phoenix Group in the amount of $47,469.28 plus HST and further that Council approves the estimate of Tulloch Engineering with the modification to remove survey monitoring and scale back on construction monitoring by 1/4 in the amount of $7,190.00 plus HST to provide engineer/support with the government road bridge expansion joint repairs.
Carried.
- b. RFP Waste Disposal Site Monitoring and Operations Reporting Results #111-24 Moved by: Todd Rydall Seconded by: Wayne Junor
BE IT RESOLVED THAT Council accepts the proposal of Greenstone Engineering and enters into a 3-year contract for $12,340.50 per year, plus HST. Carried.
- c. Finns’ Bay Road North Intersection Concern – Ron Ambeault #112-24 Moved by: Todd Rydall Seconded by: Wayne Junor BE IT RESOLVED THAT Council receives the concern of Ron Ambeault dated April 30, 2024, and that Council requests staff to remove the yield sign on Finns’
Bay North and replace it with a Stop Sign. Carried.
- d. Grade 5/6 Echo Bay Central School letters #113-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council receives the letters from Grade 5/6 Echo Bay Central School students, and based on discussion, each Councillor will respond to the letter they received.
Carried.
- e. Amending Agreement with Xplore Inc.
#114-24 Moved by: Todd Rydall Seconded by: Matt Frolick BE IT RESOLVED THAT Council authorizes the Clerk to sign the agreement with Xplore Inc. Carried.
- f. Trefry Centre Senior of the Year Award #115-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council selects Janet Arnold for the Senior of the Year award through the Dr. Harold S. Trefry Memorial Center.
- g. Planning: Severance/Lot Adjustment – Approval in principle #116-24 Moved by: Matt Frolick Seconded by: Todd Rydall BE IT RESOLVED THAT Council rejects the proposed application to consolidate the existing second severed lot on Lake View with the farm and create a new lot on Riverside Drive.
Carried.
10. Notices of Motion
11. Closed Session
#117-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council proceed into closed session at 8:33 p.m. in accordance with Section 239 (2) (d) of the Municipal Act in order to discuss labour relations or employee negotiations. Carried.
- a. Approval of closed meeting minutes of April 18, 2024
- b. Labour relations or employee negotiations.
#118-24 Moved by: Matt Frolick Seconded by: Wayne Junor BE IT RESOLVED THAT Council come out of closed meeting session at 8:56 p.m. and continue with the Regular Council Meeting. Carried.
#119-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council hires the following summer students: Abbigail Daynard, Ruby Rose, Jacob Kluding, and Ristan McBride. Carried.
#120-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council hires Ed Lapish as Senior Machine Operator, conditional to meeting all requirements. Carried.
12. Communications and Correspondence
- a. OMAFRA, RE: New stormwater fee structures impact – April 16, 2024
- b. Dr. Harold S. Trefry Memorial Center, RE: Thank you – May 9, 2024
13. Mayor and Council Comments
14. By-laws
- a. 2015-24 Final Tax Rates By-law #121-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council adopts By-law 2015-24 Final Tax Rates 2024 authorizing tax bills be issued, as presented.
Carried.
- b. 2016-24 Council Remuneration By-law #122-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council adopts By-law 2016-24 being a by-law to update Mayor and Councillor remuneration.
Carried.
- c. 2017-24 Detachment Boards – Establishing By-law #123-24 Moved by: Wayne Junor Seconded by: Matt Frolick BE IT RESOLVED THAT Council adopts By-law 2018-24 being a by-law to establish the Sault Ste. Marie O.P.P Detachment Board pursuant to the Community Safety and Policing Act, 2019.
Carried.
- d. 2018-24 Conformity By-law #124-24 Moved by: Todd Rydall Seconded by: Matt Frolick BE IT RESOLVED THAT Council adopts By-law 2018-24 being a by-law to confirm the proceedings of the meeting of Council held on May 23, 2024.
Carried.
15. Adjournment
#125-24
Moved by: Todd Rydall Seconded by: Matt Frolick BE IT RESOLVED THAT this Council shall now adjourn to meet again June 20, 2024 at 6:00 p.m. or until the call of the chair. Carried.
Mayor – ___________________________ Shawn Evoy
Clerk – ___________________________ Jennifer Errington