Regular Council Meeting Agenda 34 – February 20, 2025

Pumpkin Point Bird Watching Platform on Lot 33 - David Euler

PDF page 6.

Dear Mayor Evoy and Council February 19, 2025

As a resident of Laird Township, I urge you to deny permission for the Sault Naturalists to build a bird observa�on pla�orm on Lot 33, Pumpkin Point Road.

My main concern is that a new pla�orm will be an new intrusion into a Class 1 wetland. As a result, migratory bird habitat will be destroyed and other nega�ve impacts to the marsh may occur. Many wetlands have been destroyed in Ontario and this is one of the few remaining and it should be le� as intact as possible.

I think it is unlikely that the Ontario Ministry of Natural Resources and Forestry will grant a permit to build a structure on any Crown land that is impacted by the new pla�orm.

The Sault Naturalists have a current intrusion into the marsh on Pumpkin Point Road, created many years ago, and it would be much beter if they would repair that structure. The nega�ve impacts of that pla�orm occurred many years ago, and it should be enough to sa�sfy the bird watching community.

There is no evidence that a new pla�orm, star�ng on Lot 33, would provide a beter viewing opportunity for bird watchers.

A Short History

In the early 1980s the Sault Naturalists created an elaborate bird watching pla�orm on Pumpkin Point Road where the current pla�orm is located. It extended into the marsh about 50 t o 60 feet from the road. It included a large “blind” with a covered roof and a window that watchers could be par�ally hidden from the birds below. The “blind”, however, became a club or mee�ng place for local teenagers and they o�en interrupted people who wanted to watch birds.

By 1990 it was decided to remove the closed “blind” and an extensive renova�on was undertaken over the next 3 years. Although the “blind’ was removed, an upper structure was le� to give a height advantage over the marsh. The old structural supports were removed and a tractor mounted auger drilled about 4 feet into the marsh soil and new cedar posts were installed as founda�ons.

Time and weather con�nue to erode the integrity of the wooden pla�orm and, although many repairs were made over the years, the current structure is near the end of its life.

Pumpkin Point Marsh is very significant wetland and an outstanding place for birds that nest there and stop there on their way north in the spring and on their return to the south. It is an asset to laird Township and I hope a new pla�orm can be created where the old one is now located.

David Euler

705 254 8796 davideuler838@gmail.com

Back to the agenda

Asset Management Plan – Nick Larson, Agile Infrastructure, and JP Stefanizzi, SVF Advisory

PDF pages 7 to 47.

PDF page 7 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 7, or contact the Township office for an accessible format.

16 Welsh Drive Ayr, Ontario N0B 1E0 agileinfrastructure.ca

February 17, 2025

Laird Township

3 Pumpkin Point Road, RR#4

Echo Bay, Ontario, P0S 1C0

Re: 2025 Asset Management Plan

Dear Citizens, Councilors and Staff of Laird Township,

This Asset Management Plan (AMP) supports infrastructure-related spending decisions by providing line-of-sight from assets to projects to dollars.

This document is an output of a corporate management system which functions on an ongoing basis. The corporate management system updates the information in the AMP regularly as work is planned, tendered and completed. Updated AMPs will be prepared annually to support budget processes, or more frequently if necessary.

We look forward to helping you build a flourishing community that meets your objectives.

Yours truly,

Nick Larson, P.Eng. Justin-Peter Stefanizzi, CPA, CBV President President

Agile Infrastructure Ltd. SVF Advisory Inc.

Township of Laird Asset Management Plan

Table of Contents

1 Introduction ......................................................................................................................................................... 1

1.1 Overview ...................................................................................................................................................... 1

1.2 Asset Performance Overview ................................................................................................................ 1

1.3 Provincial Asset Management Planning Requirements .............................................................. 1

1.4 AMP Development Approach .............................................................................................................. 2

1.5 Updating the Asset Management Plan ............................................................................................. 2

1.6 Asset Management Plan Scope ........................................................................................................... 2

1.7 Population Growth History .................................................................................................................... 2 2 Overview of Asset Portfolio ............................................................................................................................ 3 3 ASSET PERFORMANCE ASSESSMENT......................................................................................................... 4

3.1 Measuring Asset Performance ............................................................................................................. 4

3.2 Current Asset Performance ................................................................................................................... 4 4 ASSET LIFECYCLE MANAGEMENT ................................................................................................................ 6

4.1 Asset Lifecycle Activities Overview ..................................................................................................... 6

4.2 Spending and Performance Forecast Approach ............................................................................ 6

4.3 Spending and Performance Forecast Results ................................................................................. 7

4.4 Risk Management ................................................................................................................................... 13

4.5 Managing Climate Change .................................................................................................................. 14 5 FINANCING STRATEGY ................................................................................................................................... 15

5.1 Long Term Financial Analysis .............................................................................................................. 15

5.2 Discussion .................................................................................................................................................. 17 6 DISCUSSION AND NEXT STEPS .................................................................................................................. 18 Appendix A – Performance Metrics

Appendix B – 5-Year Plans

Appendix C – Asset Inventories

Appendix D – Planned Program

i

Township of Laird Asset Management Plan

1 I NTRODUCTION

1.1 Overview

This Asset Management Plan (AMP) builds a structured relationship between infrastructure spending and asset performance. Periodic (annual) updates ensure it reflects changing circumstances and actively supports infrastructure decision-making processes.

1.2 Asset Performance Overview

The definition of Asset Performance is “the ability of an asset to fulfill the organization’s objectives or requirements”.

The performance of an asset directly relates to the level of service it provides:

• An asset in the good performance category is one which is meeting the expectations of the community (i.e. providing an appropriate level of service) with none or few performance deficiencies;
• An asset in the fair performance category is one which has some or many performance deficiencies, but is still meeting the expectations of the community (i.e. providing an appropriate level of service); and
• An asset in the poor performance category is one which is not meeting expectations (i.e. not providing an appropriate level of service), and requires spending to have it meet expectations.

The community’s asset performance expectations balance costs and affordability and are therefore unique to each community based on its infrastructure inventory, financial status and community/corporate priorities.

1.3 Provincial Asset Management Planning Requirements

The Province of Ontario developed Regulation 588/17 under the Infrastructure for Jobs and Prosperity Act (2015). The following points summarize the timelines and requirements of O.Reg. 588/17:

• An AM policy is required to articulate specific principles and commitments that will guide decisions around when, why and how to spend money on the Town’s infrastructure assets. The Policy is required by July 1, 2019. The Township successfully adopted their AM Policy in 2019.
• By July 1, 2022 the AMP will be required to establish the spending that is required to maintain current asset performance expectations for water, wastewater, stormwater, roads and bridges.
• By July 1, 2024 the AMP will be required to establish the spending that is required to maintain current asset performance expectations for all asset groups.
• By July 1, 2025 the AMP will be required to establish the spending that is required to achieve desired asset performance expectations, and the financial strategy to fund the required spending.

Township of Laird Asset Management Plan

1.4 AMP Development Approach

This AMP aligns with Ontario Regulation 588/17 Asset Management Planning for Municipal Infrastructure and the international standard for infrastructure asset management (ISO 55000). The development of this AMP leverages the Township’s best available asset and financial information, staff input, subject matter expert professional judgement, and AM best practices, to complete the following steps:

1. Develop a complete listing of infrastructure assets to be included in the AMP.

2. Assess current performance (level of service) of the assets based on existing information.

3. Prepare an asset lifecycle management strategy (i.e. spending plan) that maintains the current performance of the Township’s infrastructure assets.

4. If current performance is not sufficient, prepare an alternative spending plan that achieves the desired performance of the infrastructure assets.

5. Establish a financial strategy to fund the spending necessary to maintain current or achieve desired asset performance objectives.

1.5 Updating the Asset Management Plan

A periodic update to the AMP ensures it reflects the latest information and responds to evolving asset performance expectations in the community. Ideally, this update occurs annually in conjunction with the Township’s budget processes, or more frequently if required to support funding applications.

1.6 Asset Management Plan Scope

This AMP includes all of the assets in the Township.

1.7 Population Growth History

The Township’s population remained relatively constant over the twenty-year period from 1996 to 2016. There is a noteworthy 7% population increase from 2016 to 2021, potentially attributed to the post-COVID migration of people moving to rural communities. The population growth trends will be monitored closely to understand if this level of population increase is maintained.

Table 1: Population History

*Population from Statistics Canada.

Township of Laird Asset Management Plan

2 O VERVIEW OF A SSET P ORTFOLIO

The infrastructure portfolio has an estimated replacement value of approximately $44 million.

Figure 2: Infrastructure Portfolio

Note: Actual costing values are subject to market forces at the time of infrastructure construction / improvement activity, above values are based on historical averages and industry standards.

The following provides a summary of the assets in each group:

• Roads – 75 km of roads (21 km gravel, 54 KM paved/surface treated)
• Building and Parks – 31 Township facilities and parks assets, including playgrounds
• Bridges – three bridges and two culverts
• Fleet – 14 vehicles or pieces of machinery
• Equipment and Landfill – 9 miscellaneous equipment and landfill assets

Township of Laird Asset Management Plan

3 ASSET PERFORMANCE ASSESSMENT

As described in Section 1, the new landscape of infrastructure asset management that aligns with ISO 55000 defines asset performance as the ability for an asset to fulfill its objectives or requirements. This means that the performance of an asset is proportional to the level of service it provides. Levels of service are also at the core of O.Reg. 588/17, which requires municipalities to understand the cost to achieve higher or lower levels of service.

3.1 Measuring Asset Performance

The Township’s asset inventory contains performance information for all infrastructure assets. This includes information related to both asset condition and asset function. The performance information is collected from a variety of sources, ranging from sophisticated technologies to investigate the assets to visual observations from qualified professionals.

All asset performance data combines with the professional judgment of subject matter experts to establish the current performance of each asset as defined in Table 2 below.

Table 2 : Asset Performance Rating Descriptions

Asset performance meets or exceeds its

Good No Deficiencies objectives/requirements.

Asset performance is nearing the point where it will not

Fair Has Deficiencies meet its objectives/requirements.

Asset performance is not meeting its

Poor Requires Treatment (Spending) objectives/requirements.

3.2 Current Asset Performance

Figure 2 and Table 3 provide the current performance distribution of each asset group. The total replacement cost of the assets in the poor performance category is approximately $9 million, which represents approximately 20% of the total asset portfolio.

Note that the spending required to restore these assets to the good performance category is not equal to the replacement costs, since some assets only require rehabilitation while others require replacement with a more expensive asset.

The performance category of each asset updates on a continual basis to reflect actual spending on assets, new asset data, and changing asset performance objectives or requirements.

Appendix A provides performance metrics for each asset group. Appendix C indicates the performance category and performance rationale for each asset.

Township of Laird Asset Management Plan

Figure 2: Current Asset Performance Distribution by Asset Group

Table 3: Current Asset Performance by Replacement Value and Asset Group

Township of Laird Asset Management Plan

4 ASSET LIFECYCLE MANAGEMENT

4.1 Asset Lifecycle Activities Overview

Table 4 provides an overview of typical asset lifecycle activities applied to public infrastructure. The spending forecasts in this section represent a combination of major maintenance, rehabilitation and replacement treatments. Appendix C contains the detailed spending plan.

Table 4: Typical Asset Lifecycle Activities

4.2 Spending and Performance Forecast Approach

The analysis approach involves connecting real planned projects against specific assets where feasible and iteratively adjusting annual spending levels until the forecasted performance distribution will be relatively stable (i.e. the proportion of the asset network in the poor performance category is consistent).

For example, Figure 4 shows a scenario where there is not sufficient spending, resulting in the proportion of assets in the poor performance category increasing from 20% in 2025 to 100% in 2045. This indicates that additional spending is required. Analysis updates continue to achieve a suitable performance forecast.

Township of Laird Asset Management Plan

Figure 4: Sample Performance Forecast

4.3 Spending and Performance Forecast Results

As summarized in Section 3, the current performance of the Township’s infrastructure systems has approximately 20% of assets in the poor performance category. The desired infrastructure performance objective in the Township is reduce this to approximately 10% of assets in the poor performance category by 2034 (Refer to Appendix A).

Figure 5 to Figure 9 provide the desired performance forecasts for each of the asset group and the spending required to achieve the desired performance. Figure 10 summarizes the combined capital spending for all asset groups.

Township of Laird Asset Management Plan

Figure 5: Roads Performance Forecast

Desired

Performance

Forecast

Spending Plan

to Achieve

Desired

Performance

Forecast

• $280 k/yr long term average.

PDF page 17 also includes a picture or diagram that is not reproduced here. Open PDF page 17.

Township of Laird Asset Management Plan

Figure 6: Buildings and Parks Performance Forecast

Desired

Performance

Forecast

Spending

Plan to Achieve

Desired

Performance

Forecast

• $90 k/yr long term average.

PDF page 18 also includes a picture or diagram that is not reproduced here. Open PDF page 18.

Township of Laird Asset Management Plan

Figure 7: Bridges Performance Forecast

Desired

Performance

Forecast

Spending Plan

to Achieve

Desired

Performance

Forecast

• $80 k/yr long term average.

PDF page 19 also includes a picture or diagram that is not reproduced here. Open PDF page 19.

Township of Laird Asset Management Plan

Figure 8: Fleet Performance Forecast

Desired

Performance

Forecast

Spending

Plan to Achieve

Desired

Performance

Forecast

• $130 k/yr long term average.

PDF page 20 also includes a picture or diagram that is not reproduced here. Open PDF page 20.

Township of Laird Asset Management Plan

Figure 9: Equipment and Landfill

Desired

Performance

Forecast

Spending

Plan to Achieve

Desired

Performance

Forecast

• $20 k/yr long term average.

PDF page 21 also includes a picture or diagram that is not reproduced here. Open PDF page 21.

Township of Laird Asset Management Plan

Figure 10 shows the combined spending plan. An average of $580,000 (in 2025 $) per year over the long term is required to maintain the Township’s current asset performance expectations. The current performance of assets and performance forecasts are updated on a continual basis to reflect new information or changing organizational performance objectives or requirements.

Figure 10: Combined Expenditure Forecast to Achieve Desired Asset Performance

4.4 Risk Management

The approach to managing risk in this AMP is to consider the overall criticality of each asset related to the role it plays in providing services to the community (by understanding the required performance of each asset based on its location, function, size, etc.). This understanding is used to establish when an asset is not meeting its objectives or requirements based on the available technical performance indicators and subject matter expert judgement. For example, assets that are more critical have higher performance expectations, while less critical assets have lower performance expectations.

The risk management culminates into the performance score of each asset in Appendix C and the prioritization of 5-year spending plans in Appendix B.

PDF page 22 also includes a picture or diagram that is not reproduced here. Open PDF page 22.

Township of Laird Asset Management Plan

4.5 Managing Climate Change

The expected impacts of climate change have been considered and included throughout the analysis in this AMP. This includes consideration of climate change when establishing the current performance of an asset, forecasting the performance deterioration rate of an asset, or establishing the lifecycle activities completed on an asset.

The most prominent climate impacts on the Township’s tax-supported infrastructure are severe wet weather events and forest fire risk:

• Climate Impact 1 - Severe Wet Weather Events

There are some localized areas of the Township where roads could flood during severe wet weather or spring flood events. The Canadian Climate Atlas indicates that the number of heavy precipitation days with >20mm is expected to increase from a historical average of 5 per year to a future average of 6 per year. 1

Are there any other areas prone to flooding?

The Township should continue to monitor areas of localized flooding during severe wet weather or spring flood events.

The Township should ask developers to consider climate change in their designs for stormwater management, which may result in larger areas for stormwater ponds or other infrastructure design changes.

• Climate Factor 2 – Forest Fires

The magnitude of risk increase for forest first expected from the changing climate is uncertain. The Canadian Climate Atlas indicates that many hot weather indicators such as number of heat waves and number of days >30 degrees Celsius are expected to increase in the future, however the number of dry days is expected to remain constant.

The Township’s forest fire risk management plan should understand the relationship between forest fire risk and relevant climate factors such as heat waves or dry days to understand the expected impacts of climate change on forest fire risk.

1 https://climateatlas.ca/map/canada/precip20_2030_45#lat=46.18&lng=-83.7&z=9&grid=425

Township of Laird Asset Management Plan

5 FINANCING STRATEGY

There are several options that the Township uses to financing their expenditures:

• Provincial/Federal Government specific conditional grants – one-off grants to rehabilitate existing or build new infrastructure. This is challenging for financial planning processes due to the ad-hoc nature of these programs.
• Provincial Government unconditional grants – annual grants provided by the Ontario government using a funding formula approach. This reliable funding stream allows for confident financial planning, but can have certain rules around what the money can be spent on or when it can be spent by.
• Internal Financing – internal transfers from reserves to fund projects. This can have more flexibility than external debt since the Township can set their own repayment terms.
• Debt – borrow money to fund large infrastructure improvement projects. This is challenging due to the limited options available, but does allow the Township to build more infrastructure in a shorter time period.
• Development Charges – raise funds on each lot developed. This requires a Development Charges Background Study and a new bylaw.
• User Fee Increases – increase costs paid by users of Township services, amenities or facilities.
• Tax Levy – fund the spending increases through the Tax Levy.

The Township uses a number of these options to finance the capital program. The objective of the Township’s financing strategy for these projects should be to maximize new assessment growth at the lowest real cost impact to tax payers (i.e. maximize net revenue growth, minimize tax levy or user fee increases). This would prioritize the following options:

1. Provincial/Federal Government Grants

2. Internal Financing using Reserves

3. Debt

4. Development Charges

5. Tax Levy/User Fee Increases

Future budgets will present the optimal balance of the available financing options to fund the Township’s desired infrastructure program.

5.1 Long Term Financial Analysis

The financial strategy is informed by a long term (25 year) financial analysis. The financial analysis is based on the following assumptions:

• The financial analysis is based on the current Township accounts and most recent 2024 budget.
• 2% annual inflation applied to 2024 operating line items and capital expenditure estimates.
• Real revenue growth resulting from population (and dwelling) increases are based on the latest Provincial average forecasts for northern Ontario of a 15.2% population growth from 2023 to 2051

Township of Laird Asset Management Plan

(i.e. annual average growth of ~0.54%). 2 This equates to 3 new homes per year being built and occupied, and results in the average property tax increase being less than the total levy increase (due to more homeowners splitting the necessary levy increase).

• Recurring government grant funding is assumed to continue throughout the 25-year forecast, however no escalation has been assumed to the 2024 funding levels.

Results with 2% Tax Increase

• Funding all of the expenditures to achieve the desired asset performance expectations with an annual 2% tax levy increase over the long term (i.e. matching the 2% annual expenditure inflation estimate) results in a relatively stable reserve balance over the next 5 years.
• The reserve balance shows a gradually increase in the 5-to-25-year long term horizon.
• The long-term positive reserve balance is an indication that the Township may be in a position to either increase performance expectations and build more projects (i.e. spend more than average annual $580,000 forecasted in Section 4), or reduce tax increases.
• The real average tax increase is 1.4% per household due to the growth rate estimate of 3 homes per year (which is approximately 0.6% annual growth).

Figure 11: Reserve Forecast – 2% Annual Tax Increase

2 https://www.ontario.ca/page/ontario-population-projections

Township of Laird Asset Management Plan

5.2 Discussion

The financial analysis demonstrates that the Township should be able to fund the capital expenditures identified in Appendix B over the next 5 years, and fund the currently forecasted long term average spending of $580,000 per year to meet desired asset performance expectations of existing assets, with modest 2% annual tax increases.

The financial forecast shows a growing reserve balance over the long term. This indicates that the Township should be able to either increase desired performance objectives and fund more projects, or lower tax increases. Some critical assumptions that support this forecast are the population growth of the community and the continuation of Provincial/Federal government non-discretionary annual funding.

These trends will be reviewed on a continual basis as this AMP is updated.

Township of Laird Asset Management Plan

6 DISCUSSION AND NEXT STEPS

This AMP represents the tactical output of a corporate management system. The corporate management system is the series of interconnected processes that work together to realize value from assets. This AMP uses the best available asset and financial information. The AMP is a living document that requires periodic (annual) updates to reflect new information and changing community priorities.

Moving forward, Provincial Regulation requires the Township to provide an annual update on the progress of the AMP. The practical steps to complete these activities are as follows:

1. Each year, update the asset inventory with the best available asset data. This adds/removes assets or updates asset information as appropriate.

2. Each year, update current asset performance ratings based on the best available information.

3. Each year, update the spending analysis to record completed spending, and to connect planned spending to assets or asset networks.

4. Each year, update the 5-year plans, 25-year spending forecasts, and 25-year financial analysis.

Over time, the Township will be able to see connections between the changing asset performance and spending levels. This will increase the value of the Township’s AMPs each year by becoming a more useful process to support infrastructure decision making.

PDF page 28 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 28, or contact the Township office for an accessible format.

Township of Laird Asset Management Plan

Township of Laird Asset Management Plan

O. Reg. 588/17 Mandatory Metrics

Asset Group Metric Result Comment Roads of various classifications exist Road network in the municipality and its

Roads through the Township and connect our level of connectivity

community.

Township has Hot Mixed Paved, Surface Description of the different levels of road Treated and Gravel roads. Surface Roads

class pavement condition condition ranges from like-new to fully distressed.

# of lane-kilometres of arterial roads as a

Roads proportion of square kilometres of land 0 All roads considered local area of the municipality.

# of lane-kilometres of collector roads and Roads local roads as a proportion of square 0 All roads considered local kilometres of land area of the municipality.

# of lane-kilometres of local roads as a

75km rodas vs Area of 102 Roads proportion of square kilometres of land 0.735294118

km2 area of the municipality

Average pavement condition index for

Roads 0.65

paved roads

Average surface condition (e.g. excellent, Roads 0.65

good, fair or poor) for unpaved roads

Some urban areas protected from flooding through urban ditch system or underground User groups or areas that are protected

storm collection, some with defined outlets. Stormwater from flooding, including the extent of the Most rural areas protected from flooding Management protection provided by the municipal

through provision of municipal drains or stormwater management system

rural ditch systems, some with defined outlets.

Reslience is defined as the Stormwater Percentage of properties in municipality ability to recover to pre-event 100%

Management resilient to a 100-year storm performance after an event/shock/storm occurs. Reslience is defined as the Percentage of the municipal stormwater

Stormwater ability to recover to pre-event management system resilient to a 5-year 100%

Management performance after an storm

event/shock/storm occurs. Roads Average Age 33 Years

Buildings and Average Age 38 Years

Parks

Bridges Average Age 16 Years

Fleet Average Age 15 Years

Equipment and Average Age 26 Years

Landfill

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Township of Laird - Consolidated 5-Year Infastructure Investment Plans

Note: All Costs should be considered Class 5 Estimates (-50% to +100%) unless specifically noted. Total Update: Based on 5-Year Plans Approved by Council on December 19, 2024. Subtotal - Capital Subtotal - Operating

Township of Laird - Consolidated 5-Year Infastructure Investment Plans

Note: All Costs should be considered Class 5 Estimates (-50% to +100%) unless specifically noted. Total Update: Based on 5-Year Plans Approved by Council on December 19, 2024. Subtotal - Capital Subtotal - Operating

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Roads

74.65 $26,627,500 6.47 33

Buildings and Parks

39 $5,264,000

Average Year of Performance Performance Treatment Annual Construction or

Bridges and Culverts

17 $7,400,000.00

Fleet

15 $2,122,000

operating)

2027, $30k float in 2028, $45k patching system in 2029 and Aberdeen. Estimate $300k to $500k in 2027 for Laird portion

Equipment and Landfill

$30 $2,253,500

PDF page 40 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 40, or contact the Township office for an accessible format.

60

Back to the agenda

Council Regular Meeting – January 16, 2025

PDF pages 48 to 51.

REGULAR AGENDA – AGENDA 33
CORPORATION OF THE TOWNSHIP OF LAIRD
January 16, 2025, at 6:00 pm
Laird Township Council Chambers

Present: Mayor: Shawn Evoy

Councillors: Matt Frolick, Brad Shewfelt, Todd Rydall, Wayne Junor

Clerk: Jennifer Errington

Road Superintendent: David Pollari

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#01-25

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council hereby approves the January 16, 2025 agenda as presented.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Council Regular Meeting – December 19, 2024

b. Recreation Committee Meeting – December 17, 2024

#02-25

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves Council minutes of the Regular Meeting of December 19, 2024, and the Recreation Committee minutes of December 17, 2024.

Carried.

6. Adoption of Accounts

a. General accounts to December 31, 2024

#03-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the general accounts to December 31, 2024, in the amount of $12,093.51.

Carried.

b. Roads accounts to December 31, 2024

#04-25

Moved by: Wayne Junor

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council approves the roads account to December 31, 2024, in the amount of $38,497.87 as presented.

Carried.

7. Staff and Committee Reports

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

i. Road Superintendent Report

#05-25

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Road Superintendent Report dated January 16, 2025, be received as presented.

Carried.

ii. 5-Year Road Plan 2025 to 2029 (2025 Amended, 2029 Added)

#06-25

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the 5-year Road Plan 2025 to 2029 and approves the amended plan for 2024, as presented.

Carried.

b. Clerk Administrator, Deputy Treasurer

i. Clerk’s Report

#07-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council receives the Clerk’s Report dated January 16, 2025, be received as presented; and arising from the report that Council approves the Clerk and Treasurer to attend the 2025 Northeast Municipal Finance and Administration Forum on March 19 and 20, 2025, and move the Council meeting to Thursday, March 13, 2025, further that Council requests the Recreation Committee to budget to pay for committee members and township event volunteers to take the food handlers course.

Carried.

c. Treasurer’s Report

i. Report: 2024 Council Remuneration Report

#08-25

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council that the report from the Treasurer regarding the 2024 Statement of Remuneration and Expenses be received for information.

Carried.

d. Recreation Committee & Recreation Sub-Committees

e. Cemetery Board

f. Planning Board

g. Police Detachment Board

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

#09-25

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the January 16, 2025, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

9. New Business

a. 2025 Committee and Board Appointments

#10-25

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council appoints the Committee and Board members for 2025 as presented.

Carried.

b. Snowmobile Trail Land Use Permission

#11-25

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council authorize the Clerk to sign the Memorandum or Understanding (MOU) Prescribed Snowmobile Trail Land Use Permission on behalf of the Corporation of the Township of Laird.

Carried.

c. Annual Joint Meeting with Macdonald Meredith and Aberdeen Additional

#12-25

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council discussed the annual Joint Meeting with Macdonald Meredith and Aberdeen Additional and request that staff provide Macdonald Meredith and Aberdeen Additional the following date options: Thursday, February 13, 2025 and Thursday, February 27, 2025, and further that Council request staff to put on the fire truck purchase, Bar River bridge, Cloudy Lake Road, and joint ditching on the Agenda and to have staff reach out the Macdonald Meredith and Aberdeen Additional for additional agenda topics.

Carried.

10. Notices of Motion

11. Closed Session

#13-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council proceed into closed session at 7:06 p.m. in accordance with Section 239 (2) (b) to discuss personal matters about an identifiable individual, including municipal or local board employees and Section 239 (c) to discuss a proposed or pending acquisition or disposition of land by the municipality or local board.

Carried.

a. Approval of closed meeting minutes of December 19, 2024.

b. Personal matters about an identifiable individual, including municipal or local board employees.

c. A proposed or pending acquisition or disposition of land by the municipality or local board.

#14-25

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council come out of closed meeting session at 7:24 p.m. and continue with the Regular Council Meeting.

Carried.

12. Communications and Correspondence

a. Crime Stoppers, RE: Celebrating 40 Years of Crime Stoppers – Your Support Makes a Difference, January 13, 2025

b. Ministry of Rural Affairs (MRA), RE: 2024 Year-In-Review and Greetings from the Honourable Lisa Thompson, Minister of Rural Affairs, January 13, 2025.

13. Mayor and Council Comments

14. By-laws

a. 2040-25 Dog Control By-law

#15-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council adopts By-law 2040-25 being a by-law for the licensing and registration of dogs; for regulating the control of dogs; and for the impounding and seizure of dogs within the Township of Laird and Further That Council accepts the recommended highlighted changes to form part of the By-law.

Carried.

b. 2041-25 Borrowing By-law

#16-25

Moved by: Brad Shewfelt

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2041-25 being a by-law to authorize temporary borrowing to meet the current expenditures of the municipality for the year ending December 31, 2025.

Carried.

c. 2042-25 Conformity By-law

#17-25

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council adopts By-law 2042-25 being a by-law to confirm the proceedings of the meeting of Council held on January 16, 2025.

Carried.

15. Adjournment

#18-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT this Council shall now adjourn to meet again on February 20, 2025, at 6:00 p.m. or until the call of the chair.

Carried.

Mayor – (blank) Shawn Evoy

Clerk – (blank) Jennifer Errington

Back to the agenda

Recreation Committee Meeting – February 3, 2025

PDF pages 52 to 53.

MINUTES OF THE LAIRD RECREATION COMMITTEE MEETING HELD AT THE LAIRD TOWNSHIP OFFICE ON TUESDAY, FEBRUARY 3, 2025

MEMBERS PRESENT: Noah Crozier Jo-Anne Entwistle Rhonda Crozier Suzanne Evoy

Justine Lamming Donna Bos

REGRETS Shawn Evoy Matt Frolick

The meeting was called to order by Suzanne Evoy, Acting Chairperson.

ON MOTION (No. R1-25) Moved by Jo-Anne Entwistle, seconded by Donna Bos "That the committee approves the Main Recreation Committee Agenda of February 3, 2025 as presented.” CARRIED

ON MOTION (No. R2-25) Moved by Noah Crozier, seconded by Justine “That the committee approved the Main Recreation Committee Minutes of December 17, 2024 as presented." CARRIED

1. G. W. Evoy Rink The rink is being used a lot by many kids.

2. Laird Hall: The hall does not require a water system at this time. The doors are in need of being replaced.

3. Bar River Hall Just about completed. Women’s Institute to donate a new freezer to the hall. Pub Night in the planning.

ON MOTION (No. R3-25) Moved by Jo-Anne Entwistle, seconded by Justine Lamming "That the committee approves the accounts for December 2024 in the amount of $68.142.69 as presented." CARRIED

Business Arising from Minutes:

ON MOTION (No. R4-25) Moved by Donna Bos, Seconded by Noah Crozier “That the committee appoints Matt Frolick as Chair of the Recreation Committee and Suzanne as Co-Chair for the 2025 year.” CARRIED

ON MOTION (No. R5-25) Moved by Justine Lamming, Seconded by Noah Crozier “That the committee approves of the 2025 Recreation Budget in the amount of $28,800.00 as discussed.” CARRIED

ON MOTION (No. R6-25) Moved by Donna Bos, Seconded by Noah Crozier “That the committee approves of participating in the running an Easter Event in conjunction with the North Shore Agricultural Society as discussed.” CARRIED

Suzanne Evoy reported that the Winter Carnival has an ok turnout but they could have had more kids. The weather was bright and cold.

1 of 2 52

Jo-Anne Entwistle reported that the library box located near the mailboxes on Neebish Road West are buried in snow. It needs to be dug out and move this summer.

ON MOTION (No. R7-25) Moved by Jo-Anne Entwistle, Seconded by Noah Crozier “That the committee approves of purchasing Pumpkin Seeds and Sunflower Seeds to hand out in preparation for the Pumpkin Fest and to purchase them every year moving forward.”

CARRIED

New Business:

ON MOTION (No. R7-25) Moved by Jo-Anne Entwistle, Seconded by Noah Crozier “That the committee approves of purchasing Pumpkin Seeds and Sunflower Seeds to hand out in preparation for the Pumpkin Fest and to purchase them every year moving forward.”

CARRIED

ON MOTION (No. R8-25) Moved by Jo-Anne Entwistle, Seconded by Justine Lamming “That the committee accepts the Memo from the Clerk regarding Rental Agreements.”

CARRIED

The secretary advised that the Council passed a motion to reimburse their costs to anyone who does the Food Handler Course online.

ON MOTION (No. R9-25) Moved by Donna Bos, Seconded by Noah Crozier “That the committee approves of applying through the Ontario Trillium Foundation for a grant to cover the Capital Improvement Costs for the Laird Hall in 2025.” CARRIED

The next meeting will be held Tuesday, February 25, 2025 at 7:00p.m. at the Laird
Township Boardroom.

ON MOTION (No. R10-25) Moved by Donna Bos, seconded by Jo-Anne Entwistle "That the February 3, 2025 meeting by adjourned.” CARRIED

CHAIRPERSON: (blank)

SECRETARY: (blank)

Back to the agenda

General accounts to January 31, 2025

PDF page 54.

Township of Laird

General Cheques for January 2025

ACCOUNTS CERTIFIED CORRECT

Motion # (Signed) Mayor

To Treasurer of Laird Township Authority Herewith To issue Cheques in payment of Accounts Certified by Clerk as listed above.

(Signed) Clerk

I hereby certify that Accounts listed above have been paid, and amounts are charged to proper expenditure appropriation.

Date Passed by Council (Signed) Treasurer

Back to the agenda

Roads accounts to January 31, 2025

PDF page 55.

TOWNSHIP OF LAIRD

Road Department

VOUCHER LISTING

ACCOUNTS CERTIFIED CORRECT

Motion # (Signed) Road Superintendent

To Treasurer of Laird Township Authority Herewith To issue Cheques in payment of Accounts Certified by Road Superintendent as listed above.

(Signed) Mayor I hereby certify that Accounts listed above have been paid, and amounts are charged to Road Expenditure Appropriation.

Date Passed by Council (Signed) Treasurer

Back to the agenda

Task Summary Sheet & Recent Activity Log

PDF page 56.

Agenda 34 ‐ February 20, 2025 1 of 1

TASK SUMMARY SHEET RECENT ACTIVITY LOG

Back to the agenda

Concern/Information Log – Updates

PDF page 57.

Agenda 34 ‐February 20, 2025

TOWNSHIP OF LAIRD

Registered Concern/Information Log

FINE LINE IN THE STAFF-COUNCILLOR RELATIONSHIP

Quote from Municipal World

Dealing with Problems - First of all the councillor should be taking enquiries to the CAO, who should then coordinate a response from staff. This point must be made crystal clear in training and policy should be repeated often. The councillor should be reminded that the identity of the complainant is their personal information and will never be released to someone else.

Admin, Concern‐Information Log

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Report: Financial Investment – Update

PDF pages 58 to 65.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: February 20, 2025

To: Mayor Evoy and Council

From: Treasurer, Rhonda Crozier

Subject: Financial Investment - Update

Background/Overview

At the January 16, 2025 Council meeting it was reported that our financial advisor, David

G. Lillie, was no longer with IPC. Council requested that Staff reach out and set up a meeting with David Lillie to get clarity on the situation.

During the meeting with David Lillie, staff requested that he put something in writing to Council to explain the situation.

RECOMMENDATION

It is recommended that Council review the attached letter to Council regarding David Lillies' reasoning for moving from IPC to Optimize Wealth Management. It is recommended that Council discuss making a move from IPC to Optimize Wealth Management in order to continue working with David Lillie as a financial advisor for the township's investments.

Recommended Resolution:

BE IT RESOLVED THAT Council receives the report on Financial Investment - Update from the Treasurer as information.

ATTACHMENTS

• February 10, 2025 – Re: Explanation about the move from IPC to Optimize Wealth Management

PDF page 59 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 59, or contact the Township office for an accessible format.

PDF page 60 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 60, or contact the Township office for an accessible format.

PDF page 61 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 61, or contact the Township office for an accessible format.

PDF page 62 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 62, or contact the Township office for an accessible format.

PDF page 63 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 63, or contact the Township office for an accessible format.

PDF page 64 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 64, or contact the Township office for an accessible format.

PDF page 65 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 65, or contact the Township office for an accessible format.

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Report: LIR Lease Agreement – Outstanding Invoices

PDF pages 66 to 73.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: February 20, 2025

To: Mayor Evoy and Council

From: Treasurer, Rhonda Crozier

Subject: LIR Lease Agreement – Invoice Discrepancies

Background/Overview

The Laird International Raceway (LIR) lease agreement states under section 5.1 “The Landlord and Tennant agree that the Public Washrooms located at the Premises are to be shared. The Tenant shall maintain the Public Washrooms in accordance with all regulatory requirements”. Section 5.2 states that “The Landlord and the Tenant agree to share equally the cost of renovating/repairing the Public Washrooms located at the Premises”.

The Township has received two invoices from Karhi Contracting Inc. The invoices were for callouts for work that was not initiated by Laird Township. The two invoices, #140957 (12/04/2023) in the amount of $6,848.85 and invoice #141909 (07/09/2024) in the amount of $658.17, are attached. Invoice #140957 outlines many pump-outs and porta-potty rentals. The second invoice #141909 outlines pump outs of the holding tank, it is our understanding this occurred because the transfer pump was not turned on. It has been recommended by Karhi Contracting Inc. that we install a light so it is visible when the switch is turned on.

RECOMMENDATION

It is recommended that Council review the attached invoices and make a determination if these would be considered maintenance or renovations/repairing to the Public Washrooms. Unfortunately, there seems to be some discrepancy in who took on the task of the renovations. Staff was under the assumption that Laird Township was taking on the project to renovate the washrooms and invoice LIR for half the total costs. LIR went ahead and conducted work, see attached Laird Raceway 2022 Season and Laird Raceway 2023 Season and Laird Raceway 2024 Schedule information from LIR outlining work that was done.

It is recommended that clear guidelines be put in place on the appropriate requirements for washroom maintenance and an action plan to complete the washroom renovations and determine who is responsible for managing the renovations. We are in a situation where we are told money has been spent on repairs that the Township was not involved in, and the Township has received and paid for invoices for work on the washrooms that the Township was not involved in. A proper process needs to be in place for approving work

orders for any work that takes place on Township property. Council needs to provide guidance to staff on who should be responsible for the invoices, as we have invoiced LIR for the two invoices mentioned above, to which LIR feels they have paid their half by doing work to the washrooms prior to the renovations that the Township managed.

Recommended Resolution:

BE IT RESOLVED THAT Council receives the report on LIR Lease Agreement – Invoice Discrepancies from the Treasurer as information and further directs staff to (blank).

ATTACHMENTS

• Karhi Invoice #140957
• Karhi Invoice #14909
• Laird Raceway 2022 Season
• Laird Raceway 2023 Season
• Laird Raceway 2024 Schedule

PDF page 68 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 68, or contact the Township office for an accessible format.

PDF page 69 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 69, or contact the Township office for an accessible format.

PDF page 70 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 70, or contact the Township office for an accessible format.

PDF page 71 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 71, or contact the Township office for an accessible format.

PDF page 72 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 72, or contact the Township office for an accessible format.

PDF page 73 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 73, or contact the Township office for an accessible format.

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Pumpkin Point Park Sub-Committee Minutes – February 4, 2025

PDF pages 74 to 76.

MINUTES

PUMPKIN POINT PARK - TOWNSHIP OF LAIRD
FEBRUARY 4, 2025, at 5:30 p.m.
LAIRD TOWNSHIP OFFICE

Present: Todd Rydall Kathy Sutherland Shawna Deplonty Rhonda Crozier Vasco Dias

A. ACTION ITEMS

1. Consideration of Agenda

a) Declaration of Conflict of Interest

b) Modifications, Additions, Deletions

c) Election of Official

#01-25

Moved by: Todd Rydall

Seconded by: Shawna Deplonty

“Be it resolved that the Pumpkin Point Park Committee hereby appoints Kathy Sutherland as Chair of the Committee.” CARRIED

d) Approval of Agenda

#02-25

Moved by: Todd Rydall

Seconded by: Shawna Deplonty

“Be it resolved that the Pumpkin Point Park Committee hereby approves Agenda of Feb. 4, 2025 as presented.” CARRIED

2. Routine Matters

a) Approval of Minutes

#03-25

Moved by: Vasco Dias

Seconded by: Todd Rydall

“Be it resolved that the Pumpkin Point Park Committee hereby approves October 30, 2024, minutes as presented.” CARRIED

3. Delegations and Presentations

4. Staff and Committee Reports

a) Caretaker

Vasco Dias reported that the park grounds need to be levelled in order to be cut properly. Some clay sand is requested to be put in the budget.

b) Main Recreation Committee Member

5. Business Arising out of the Minutes

/2

a) Budget 2024 & 2025

#04-25

Moved by: Todd Rydall

Seconded by: Vasco Dias

“Be it resolved that the Pumpkin Point Park Committee hereby approves the 2025 budget in the approx. amount of $13,370.00 as discussed.”

CARRIED The committee also discussed getting quotes on a new dock for the boat launch area and having a telephone motion when provided.

b) Five Year Plan

The committee discussed and updated the Five-Year Plan.

6. New Business

a) Meet & Greet

The committee discussed hosting a Meet and Greet on Sunday, August 10 th , 2025.

B. Information and Proposals

1. Communications and Correspondence

2. Committee Information

3. Committee Meetings

a) Next Meeting set for Tuesday, May 13, 2025 at the Pumpkin Point Park.

C. CLOSED MEETING

D. RETURN TO OPEN MEETING

E. ADJOURNMENT

#05-25

Moved by: Todd Rydall

“Be it resolved that the Pumpkin Point Park Committee hereby be adjourned at 6:30 p.m.” CARRIED

Chair – (blank)

Todd Rydall

Secretary –(blank)

Rhonda Crozier

Back to the agenda

Laird Hall Sub-Committee Minutes – February 4, 2025

PDF pages 77 to 79.

LAIRD HALL COMMITTEE MEETING MINUTES

Date: February 4, 2025

Time: 6:30 p.m. Place: Laird Township Hall

PRESENT: Cheryl Frennett, Dick Beitz, Wayne Junor, Shawna Deplonty, Linda Kiraly (Chair), Jo-Anne Entwistle(Recording Secretary),

CHAIR: Linda Kiraly

REGRETS: Faye Crozier, Heather Taylor

1. CALL TO ORDER/REVIEW AGENDA

(ON MOTION # 01-25) Moved by Wayne Junor, Seconded by Dick Beitz “That the meeting be called to order by Cheryl Frenette, chairperson, and that the committee approve the Laird Hall Meeting Agenda of February 4, 2025.”

CARRIED

2. MINUTES OF NOVEMBER 12, 2024, (printed & circulated)

(ON MOTION # 02-25) Moved by Dick Beitz, Seconded by Linda Kiraly “That the committee approve the Laird Hall Sub-Committee minutes of November 12, 2024”

CARRIED

3. ELECTIONS OF CHAIR AND RECORDING SECRETARY

(MOTION #03-25) Moved by Wayne Junor, seconded by Cheryl Frenette “That Linda Kiralyserve as chairperson of the Laird Hall Sub Committee for 2025 and that Jo-Anne Entwistle remain as Recording Secretary”

CARRIED

4. DELEGATIONS AND PRESENTATIONS

5. BUSINESS ARISING FROM MINUTES

1) Laird Hall chairs-plastic chairs are now at Laird Hall. The gray chairs are at the Fairgrounds

2) Items to possibly offer on Market Place: organ, china, stemware, gray chairs, two sets of encyclopedias-.

(MOTION #04-25) Moved by Shawna Deplonty, seconded by Cheryl Frenette “That Linda Kiraly will take pictures and advertise the Laird Hall surplus items and work at the process gradually.”

3) Floor Curling-no report available

4) Roof inspection and weather stripping.-to be addressed in the 2025 budget discussion back door refit-deferred, Discussion revolved around the concern that the Laird Hall Committee may not share the same vision for Laird Hall and would like to know Laird Council’s vision. (MOTION #05-25) Moved by Shawna Deplonty, seconded by Linda Kiraly “Given that there are two halls in Laird Township, what does Laird Council see as the focus for use of the Laird Hall in that Bar River Hall has recently been refitted and refurbished?”

5)Water quality issue-testing has been completed. Water has passed required tests. There is no further need of water filter system. System has been removed

6) APH Food Safety Inspection Report for the Laird Hall kitchen-Sept. 23, 2024 deferred to 2025 Budget discussion

6. OTHER/NEW BUSINESS

1. Budget-2025

Wages and Mileage-$7000.

Water testing-$0

Building Maintenance (Signage, Electrical, Sump pump repair, replacement of outside vents, outdoor electrical plug and hand wash sink)-$9200.

Supplies-$750.

Propane-$7500.

Power-$2750.

Equipment Repairs-$1500.

Septic Pump Out 1/2-$0

Snow Removal-$500.

Insurance-$5500.

Capital-Man door replacement-$6200.

-Inspection of small roof and replacement if necessary (MOTION #06-25) Moved by Cheryl Frennette, seconded by Wayne Junor “That the Laird Hall Committee accept the 2025 Budget. Consideration by the Laird Council for the Laird Hall to be the applicant for the Trillium Capital Grant is requested by the Laird Hall Committee.”

7. CORRESPONDENCE

8. QUESTIONS AND CONCERNS

1) Township staff have requested the Laird Hall Committee review the rental agreement as it pertains to Laird Hall. This will be done at the next Laird Hall meeting.

9. DATE OF NEXT MEETING: Tuesday, April 29, 2025 at 6:30 p.m. at Laird Hall

ADJOURNMENT

(ON MOTION #07-25) Moved by Shawna Deplonty, Seconded by Wayne Junor. ‘That the February 4, 2025 meeting be adjourned and the Laird Hall Committee will meet again on Tuesday, April 29, 2025 at 6:30 p.m. at the Laird Hall.”

Chair(blank) (Linda Kiraly)

Recording Secretary(blank) (Jo-Anne Entwistle)

Back to the agenda

Laird Fairgrounds Sub-Committee Minutes – February 10, 2025

PDF pages 80 to 81.

MINUTES OF THE LAIRD FAIRGROUNDS COMMITTEE MEETING HELD AT THE LAIRD TOWNSHIP OFFICE ON MONDAY, FEBRUARY 10, 2025

MEMBERS PRESENT: Ashley Boychuk Colleen Alloi Vasco Dias Jim Withers Brad Shewfelt Justine Lamming

REGRETS: Chuck Siddal

SECRETARY: Rhonda Crozier

Call to order 5:35 pm

ON MOTION (No. R11-25) Moved by Brad Shewfelt, seconded by Justine Lamming "That the committee appoints Colleen Alloi as Chair of the committee for 2025.as circulated.” CARRIED

ON MOTION (No. R12-25) Moved by Justine Lamming, seconded by Vasco Dias "That the committee approves the Agenda of February 10, 2025 as circulated.”

CARRIED

ON MOTION (No. R13-25) Moved by Jim Withers, seconded by Brad Shewfelt "That the committee approves the Minutes of October 10, 2024 as circulated.”

CARRIED

Business Arising out of the Minutes:

Side panels for the open portion of the gazebo was discussed, it was consensus of the committee to look into affordable roll up panels.

ON MOTION (No. R14-25) Moved by Jim Withers, seconded by Vasco Dias that staff research options and prices. CARRIED

The Laird Fairgrounds range hoods were delivered and are awaiting installation. Stobie’s were paid for this from invoice #3476 dated August 7, 2024. Committee agreed to repair or upgrade the electrical panel this year to accommodate the range hoods and the side panels.

The Committee discussed a contact for a plumber and electrician during emergencies. The Committee would be in favor of Zack Junor for plumbing and Black Fox for electrical. The Committee also agrees posting the contact for the Caretaker in case of an emergency.

ON MOTION (No. R15-25) Moved by Brad Shewfelt, seconded by Justine Lamming That the township develop a contact plan for plumbers and electricians during an emergency and communicate it to Caretakers, as discussed. CARRIED

Colleen Allio reported on the meeting with Jim Tait regarding the Arena Tiles and water issue. Jim Tait will be coming back in the Spring to run a camera and investigate further.

Brad Shewfelt reported on the cost of the addition to the water system. The Committee felt that Signage is also required. It was determined that it would cost approximately $750 and that it should be put in the budget.

New Business:

The Rental Agreement was reviewed and discussed by the committee. It was agreed to add that only picnic tables and chairs is provided and that an unstocked kitchen with two fridges is provided.

ON MOTION (No. R16-25) Moved by Justine Lamming, seconded by Ashley Boychuk That the 2024 budget was accepted and the committee approved of the 2025 budget as discussed. CARRIED

The Committee discussed the possibility of collecting for race pad usage again. It was the consensus of the committee to administer it through the office.

ON MOTION (No. R17-25) Moved by Brad Shewfelt, seconded by Ashley Boychuk That the Committee approves of collecting for the race pad usage, as discussed.

CARRIED

The next meeting will be held at the Laird Fairgrounds on Monday, April 28, 2025 at 7pm.

ON MOTION (No. R18-25) Moved by Brad Shewfelt

“That the February 10, 2025 meeting be adjourned @ 7:00 pm.” CARRIED

CHAIRPERSON: (blank)

SECRETARY: (blank)

Back to the agenda

Report: The Laird Hall Sub-Committee’s goal is to obtain more direction (purpose and vision) for the Laird Hall.

PDF pages 82 to 83.

TOWNSHIP OF LAIRD

REPORT TO COUNCIL

Date: February 6, 2024

To: Laird Township Council

From : Laird Hall Sub Committee

Submitted by Jo-Anne Entwistle, Laird Hall Sub Committee Recording Secretary

Subject: The Laird Hall Sub Committee’s goal is to obtain more direction (purpose and vision) for the Laird Hall.

BACKGROUND/OVERVIEW:

At the Laird Hall Meeting on February 4, 2025 there was discussion about the number of things that the Laird Hall Committee would like to do to improve and refresh the hall. Several of which are in our Five-Year Plan. (Attached)

Much of the Laird Hall use appears to be community groups (exercise class, quilting, floor curling) that do not generate any revenue.

With the renovations to Bar River Hall, the Laird Hall Committee is concerned that the Committee’s vision for Laird Hall may not be the vision that Laird Council has for the Laird Hall

(MOTION #05-25) Moved by Shawna Deplonty, seconded by Linda Kiraly “Given that there are two halls in Laird Township, what does Laird Council see as the focus for use of the Laird Hall in that Bar River Hall has recently been refitted and refurbished?”

RECOMMENDATION:

The Laird Hall Committee would like Laird Council to communicate will the Laird Hall Committee as to the Council’s vision for Laird Hall and if the Committee’s vision in the Five Year Plan is in sync with Laird Council.

ATTACHMENT:

• Laird Hall Five-Year Plan

Laird Hall Five Year Plan 2025-developed October 1, 2024

Year 1 (2025)-acoustic tiles-remove, recover and reinstall -paint main hall, kitchen, entrance way, bathrooms

-outside vent replacement

-and /or replace shingles with a new metal roof.

Year 2 (2026)-replace island and new counter tops

Year 3 (2027)-strip floor, varnish and repaint lines, new flooring from man door to washrooms

Year 4 (2028)-upgrade washroom sinks and counter tops

Year 5 (2029) Finish year 1-4

Replace shingles with metal roof if not already done

Back to the agenda

Report: Easter Event

PDF pages 84 to 86.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: February 20, 2025

To: Mayor Evoy and Council

From: Rhonda Crozier Recreation Secretary

Subject: Easter Event

Background/Overview

At the February 4, 2025 Recreation meeting a representative from North Shore Agricultural Society (NSAS), Rochella Robson, proposed that the two organizations work together to provide an Easter Hop-N-Shop Spring Event.

Recreation passed the following motion:

ON MOTION (No. R6-25) Moved by Donna Bos, Seconded by Noah Crozier “That the committee approves of participating in the running an Easter Event in conjunction with the North Shore Agricultural Society and provide the facility, advertising and volunteers, as discussed.”

After further investigation, it is determined that NSAS plans on using this event as a fundraiser and there will be a charge for the kid activities.

There is a concern that the support offered might not be acceptable as there is a cost to attend the event, whereas Township events are traditionally free to the public to attend.

RECOMMENDATION

It is recommended that Council decide if the township is willing to donate a facility and take on the cost of advertising for the event.

Recommended Resolution:

BE IT RESOLVED THAT Council receives the Easter Event report from the Recreation Committee Secretary, and Further That

ATTACHMENTS

• NSAS Hop-N-Shop Spring Event

PDF page 85 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 85, or contact the Township office for an accessible format.

PDF page 86 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 86, or contact the Township office for an accessible format.

Back to the agenda

Council Term Plan 2025

PDF page 87.

Council Term Plan – 2025

Council at the February 20, 2025 Council meeting passed resolution #(blank), setting the Council Term priorities for 2025 as follows:

1) Policy Development

a. Unassumed Road Policy (including appropriate road signage)

b. Council Staff Relations Policy (mandatory)

c. Delegation of Powers and Duties Policy (mandatory)

d. Level of Service By-law (Minimum Maintenance Standards?)

e. Remuneration Policy (review)

f. Donation Policy

2) Municipal Drains – Report on how the Drainage Act works and possible development of a Municipal Drain Policy

3) Human Resources Development

a. HR Policy and Procedural Manual

b. Job Description evaluation and improvement – performance evaluation process, requirements for pay levels.

4) Payment Efficiencies

a. Streamline automatic monthly payments

b. Investigate tax program for efficiencies, to save time on electronic payments

c. Look into the ability for people to login and see account balance and pay by direct deposit.

5) Official Plan/Zoning By-law

a. Official Plan approval

b. Zoning By-law amendments

i. Bunky, Small houses, hobby farms

ii. Charges for parkland in lieu levy on consents.

6) Tax Stabilization Reserve

7) Council Boardroom Improvements:

a. New chairs

b. Place mats

c. Mount tv on wall

d. Logo on wall

e. Remove table in corner

f. Clean cabinet

g. Remove pictures

h. Have bigger map under glass.

i. White board

j. New clock

k. Remove some of the stationary chairs.

Back to the agenda

Recommendation: BE IT RESOLVED THAT Council receives the report on Mandatory Policies: Council Staff Relations and Delegations of Authority; and further that Council requests the Clerk to prepare individual by-laws to adopt each policy.

PDF pages 88 to 106.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: February 20, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Mandatory Policies: Council Staff Relations and Delegations of
Authority

Background/Overview

Section 270 (1) of the Municipal Act outlines nine policies a municipality shall adopt and maintain. Currently, the Township of Laird is missing two policies which are the relationship between members of council and the officers and employees of the municipality and the delegation of its powers and duties.

Staff have prepared in draft form the Council Staff Relations Policy and the Delegation of Council Powers and Duties Policy, attached.

RECOMMENDATION

It is recommended that Council review the draft policies and suggest amendments.

Recommended Resolution:

BE IT RESOLVED THAT Council receives the report on Mandatory Policies: Council Staff Relations and Delegations of Authority; and further requests the Clerk to prepare a by-law to adopt each individual policy.

ATTACHMENTS

• DRAFT Council Staff Relations Policy
• DRAFT Delegation of Council Powers and Duties Policy

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The Corporation of the Township of Laird

Council Staff Relations Policy

1.0 Policy Statement:

The Corporation of the Township of Laird (“Township”) will promote a respectful and harassment-free relationship and workplace for and between members of Council and the officers and employees of the corporation. To accomplish this, Council and staff are guided by the Code of Conduct of Members of Council, the Code of Conduct of Municipal Employees and volunteers, the Term Plan, the Violence and Harassment in the Workplace Policy and the Procedural By-law, as well as other relevant policies, regulations and statutes.

2.0 Purpose:

It is essential that the relationship between Council and Staff is one of cooperation and support underpinned by a clear understanding of each other’s respective roles and responsibilities. Section 270 of the Municipal Act, 2001 , requires Councils to adopt and maintain a policy with respect to the relationship between Members of Council and the officers and employees of the corporation. This Council Staff Relations Policy identifies the legislation, policies, procedures and practices that the Township complies with in order to promote a respectful, tolerant, harassment-free relationship and workplace for and between Members of Council, officers and employees of the Township. This policy further affirms that all members of Council are “equal” and act as a Council, not as individuals when directing staff.

3.0 Scope:

This policy applies to all Members of Council, officers and employees of the corporation.

This policy is not intended to restrict any member of Council from speaking to staff about issues or seeking information, but rather to ensure that such interactions are carried out in an effective, controlled and respectful way, in keeping with Council and Staff’s respective responsibilities and delegated authority, and more specifically as set out herein.

4.0 Responsibility:

Members of Council, officers and employees of the corporation are required to adhere to this policy and related policies as list herein.

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It is also imperative that Members of Council, officers and staff of the corporation embrace the following principles:

1. There must be a collective understanding of the importance of, and difference between, the political/representative role and the administrative/operational management role necessary for the provision of efficient, responsible, transparent and accountable municipal government; and

2. There is an absolute need for mutual trust and respect between all parties for effective execution of their respective roles.

5.0 Application

The relationship between Members of Council and the officers and employees of the corporation is informed in part by the statutory roles of Council and Staff as set out in the Municipal Act, 2001 . Municipalities also receive responsibilities and powers from over 100 provincial acts, municipal plans, policies, and by-laws; including but not limited to the following:

5.1 Municipal Act, 2001

The Municipal Act, 2001 establishes the primary legislative framework or municipalities. It sets out the roles and responsibilities of members of Council, key staff and the Clerk. The Municipal Act, 2001 , contains no reference to the position of “Councillor”; thereby reinforcing that is only Council acting as a whole that have authority to instruct staff and make decisions on behalf of its constituents.

The Municipal Act, 2001 and other legislation include provisions pertaining to openness and transparency in municipal decision making and service delivery. In terms of maintaining proper accountability and ensuring good service delivery council and staff must appreciate their separate roles and responsibilities. The success of the municipality depends on these groups working together, as a team, for the benefit of the community.

5.2 Term Plan

A Term Plan is an important part of municipal governance. Council adopted a Term Plan clearly setting out the strategic goals and priorities. The Term Plan sets priorities and by extension it also determines what are not Council priorities.

5.3 Council Code of Conduct

The Council Code of Conduct outlines the ethical standards for the behaviour of Council Members. The Council Code of Conduct guides Council to work diligently at creating a positive working relationship between Council and staff founded upon and environment of mutual respect, trust and acceptance of different roles.

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The Code of Conduct contains specific guidance to Council with respect to the following:

• Transparency and Accountability
• Ethical Standards
• Use of Information
• Relations with employees and other members of Council
• The Role of Council as it relates to the Code

Members of Council are required to familiarize themselves with the Code of Conduct and follow it.

5.4 Employee Code of Conduct

The Employee Code of Conduct outlines the manner in which employees shall conduct themselves. Employees are expected to project a positive professional image at all times. Employees are further expected treat everyone fairly, with respect and dignity.

The Code of Conduct contains specific guidance to Employees with respect to the following:

• Honesty and Respect
• Behaviour and Professionalism
• Confidential and Personal Information
• Professional Conduct

Employees are required to familiarize themselves with the Code of Conduct and follow

it.

5.5 Workplace Bullying, Harassment, Sexual Harassment and Violence Prevention Policy

The Workplace Bullying, Harassment, Sexual Harassment and Violence Prevention Policy (“Violence and Harassment Policy”) recognizes that violence in the workplace is an occupational health and safety hazard. Furthermore, the Township recognizes that physical and emotional harm can result from violence in the workplace and any form of violence in the work place is unacceptable. Therefore, the Township is committed to maintaining a zero-tolerance policy towards violence in the workplace and encourages employees and members of Council to take affirmative steps to identify and address potentially violent situations.

The Violence and Harassment Policy recognizes that the Township is committed to providing and maintaining a work environment that is based on respect for the dignity and rights of everyone in the organization. It is the Township’s goal to provide a healthy, safe, and productive workplace based upon mutual respect and free from any form of harassment or discrimination. In pursuit of this goal, the Township does not condone and will not tolerate acts of harassment or discrimination against or by a Township employee or Member of Council. This Policy prohibits workplace harassment

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under any of the categories defined in the Occupational Health and Safety Act , the Ontario Human Rights Code and/or Canadian Human Rights Act .

5.6 Procedural By-law

The Procedural By-law establishes rules and procedures for Council and Committee meetings, including the calling of meetings, the types of meetings that can be held, and the procedures for voting. Council decisions must be implemented through the passing of resolutions and/or by-laws at a duly called meeting of Council, and the Municipal Act, 2001 requires that minutes be recorded without note or comment.

The Procedural By-law specifically states that “No person shall: use indecent, offensive or insulting language in or against the Council or any Councillor thereof, and/or any other person.”

6.0 Roles

6.1 Role Clarification

Role clarification is fundamental to creating a successful working relationship between members of Council and staff.

Clearly defined roles distinguishing between the concepts of ‘governance’ and ‘management’ are critical. Council sets the policy direction for the municipality, and staff provides the research and expert advice to help Council in their decision-making process.

The staff, through the Clerk Administrator, receive direction from and are responsible to the whole of Council. Staff shall not be directed by or be responsible to any individual member of the Council who may be acting independent of Council.

Council further recognizes the role of Township staff, through the Clerk Administrator, to discharge their duties and to offer professional recommendations and advice to Council free of undue influence. More specifically, the Modernizing Ontario’s Legislation Act, 2017 , prohibits members from using his or her office to attempt to influence any decision or recommendation being considered by employees and persons who are acting on delegated authority from Council. As such, Council will receive the professional recommendations and advice from staff and direct the Clerk Administrator to implement Council’s decisions in an open and transparent manner, free of negativity, criticism or reprisals.

The following roles and principles guide Council and staff throughout their daily interactions:

6.2 Role of Council

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a) To conduct themselves in an ethical, respectful and professional manner at all times;

b) To effectively and responsibly govern the municipality in a transparent and accountable manner;

c) To set and clearly articulate strategic goals and objectives for the municipality through consultation with the appropriate members of staff and where applicable, community stakeholders;

d) To render decisions regarding matters of service level delivery and corporate policy through consultation with the appropriate members of staff and, where applicable, community stakeholders;

e) To receive the professional recommendations and advice from staff and direct the Clerk Administrator to implement Council’s decisions in an open and transparent manner, free from negativity, criticism or reprisals;

f) To keep staff informed, to be open to discussion and to seek clarification as required; and

g) To refrain from engaging in matters pertaining to the administrative or managerial role in the day-to-day operations of the municipality.

6.3 Role of Staff

a) To conduct themselves in an ethical, respectful and professional manner at all times;

b) To provide timely, well researched, accurate reports to Council based professional expertise and judgment to assist in the decision-making process;

c) To effectively implement all decisions and directions received from Council in a timely and professional manner;

d) To manage and identify the means for achieving corporate goals and objectives as set by Council;

e) To develop and implement administrative policies and procedures to ensure the effective, efficient, transparent and accountable management and operation of the municipality;

f) To manage and identify effective means for achieving corporate goals;

g) To ensure that members of Council are kept up-to-date and informed; to be open to discussion; and to seek clarification as required; and

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h) To refrain from engaging in, or assuming, a political role within the discharging of their assigned duties.

6.4 Guiding Principles

a) Members of Council and staff shall treat each other with respect and professionalism at all times;

b) Members of Council and staff shall demonstrate integrity and leadership at all times in the discharging of their respective duties;

c) The provision of advice and guidance by staff and the rendering of decisions by Council should be based on complete and accurate information for the betterment of the community as a whole;

d) The Clerk Administrator is responsible for the overall administrative and management of the Township operations and the performance and, where required, the discipline of staff;

e) Staff shall not be targets of negative or derogatory behavior or conduct on the part of members of Council;

f) Staff shall refrain from making derogatory or negative comments regarding members of Council and/or Committees of Council;

g) Council shall not permit staff to be subjected to negative or derogatory behavior or conduct by other members of Council, members of the public or individuals conducting business with the Township;

h) Complaints or inquiries received by a member(s) of Council about Township operations shall be first referred to the Clerk Administrator, or Department Head for review who shall update the member(s) of Council concerning the findings or outcome of the complaint or inquiry; and

i) Complaints received by a member(s) of Council about Township staff require a proper, fair and through investigation. Such complaints shall be treated with strict confidentiality and shall be immediately referred to the Clerk Administrator for investigation. The Clerk Administrator will report confirmed matters of serious misconduct to Council where appropriate in closed session only.

7.0 Violations

When a violation of the Code(s) of Conduct or this policy is suspected or is alleged, a complaint should be submitted in a timely manner in writing:

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1. In the case of an Employee of the Clerk Administrator

2. In the case of the Clerk Administrator to Council as a whole

3. In the case of Members of Council to the Integrity Commissioner c/o the Clerk Administrator.

Where there is a discrepancy between the Council Staff Relations Policy and the Code of Conduct the Members of Council or the Employees Code of Conduct, the language of the Code(s) prevails.

8.0 Definitions

“Clerk” or “Clerk Administrator” means the person appointed as the Clerk, or a person appointed as a Deputy Clerk, within the meaning of the Municipal Act 2001 , S.O. 2001,

c. 25, and referred to herein as Clerk.

“Code of Conduct for Municipal Employees and Staff” means the Code of Conduct applicable to employees, contractors and volunteers of the Township of Laird, an may be referred to in the “Employee Code of Conduct”.

“Council” means the Council of the Corporation of the Township of Laird.

“Council Code of Conduct” means the Code of Conduct applicable to members of Council and Local Board Members adopted in accordance with the requirements of the Municipal Act 2001 , S.O. 2001, c. 25.

“Employee” means any person employed by, under contract or acting as a volunteer, for the Township of Laird.

“Integrity Commissioner” means the person appointed as the Township’s Integrity Commissioner by Council in accordance with the provisions of the Municipal Act 2001 , S.O. 2001, c. 25.

“Member” means a member of Council or a Committee of Council.

“Township” means the Corporation of the Township of Laird and is referred to herein as “Township”, “Corporation” or “Municipality”.

9.0 Related Documents

The Council Staff Relations Policy operates along with and as a supplement to the existing plans, policies, by-laws and legislation governing the relationship between Council and staff as follows;

• Municipal Act, 2001

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• Municipal Conflict of Interest Act
• Term Plan
• Council and Employee Code(s) of Conduct
• Workplace Bullying, Harassment, Sexual Harassment and Violence Prevention Policy
• Delegation of Authority By-law
• Clerk Appointment By-law
• Procedure By-law

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Council Staff Relations Policy
Notice of Concern or Complaint

Regarding a Member of Council, Officer or Employee of the Township of Laird

Please submit this form to the Township of Laird, 3 Pumpkin Point Road West, Echo Bay, ON P0S 1C0 , clearly marked CONFIDENTIAL to the individuals noted:

a) In a matter pertaining to an employee other than the Clerk Administrator to:

Clerk Administrator

b) In a matter pertaining to the Clerk Administrator to: Council c/o Mayor

c) In a matter pertaining to a member of Council or Committee to: Integrity

Commissioner c/o Clerk Administrator

Nature of concern/complaint (use additional paper as needed):

(blank) (blank) (blank) (blank) (blank) (blank) (blank) (blank) (blank) (blank)

Print Name: Date:

Signature: Tel:

Mailing Address:

E-mail:

Personal information on this form is collected under the authority of the Municipal Act, 2001 , S.O. 2001, c. 25 and will be used to investigate an alleged breach of the Township’s Council-Staff Relations Policy. The disclosure of this information is governed by the Municipal Freedom of Information and Protection of Privacy Act , R.SO

c. M. 56. Inquires may be directed to the Clerk Administrator at (705) 248-2395.

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The Corporation of the Township of Laird

Delegation of Council Powers and Duties Policy

1.0 Policy Statement:

The Council of the Township of Laird, as a duly elected municipal government is directly accountable to its constituents for its legislative decision making, policies, and administrative functions. Council’s decisions are generally expressed by by-law or resolution of Council carried by a majority vote. The efficient management of the municipal corporation and the need to respond to issues in a timely fashion require Council to entrust certain powers and duties to committees and staff while concurrently maintaining accountability, which can be effectively accomplished through the delegation of legislative and administrative functions. Council authority will be delegated within the context set out in the Municipal Act, 2001 (Act) and will respect the applicable restrictions outlined in the Act.

2.0 Purpose:

Section 23.1 and 23.2 of the Municipal Act, 2001 , as amended, permits a municipality to delegate certain powers and duties to a person or body.

The Act requires that all municipalities adopt and maintain a policy with respect to the delegation of Council’s legislative and administrative authority. The purpose of this policy is to set out the scope of the powers and duties which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. This policy has been developed in accordance with the Act in order to comply with its other applicable sections, including Section 270 (1) 6. This policy applies to all committees of Council, departments and staff.

3.0 Policy Requirements:

Council supports the delegation of powers and duties to provide efficient management of municipal operations and to respond to matters in a timely fashion. The following shall be the general rules and guidelines relative to the delegation of Council powers and duties:

3.1 All delegation of powers and duties that are made by Council on or after the date of this By-Law comes into force shall be made:

a. In accordance with sections 23.1 to 23.5 of the Municipal Act, 2001 inclusive, or with any other applicable legal requirements;

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b. By resolution confirmed by by-law or by by-law alone;

3.2 Notwithstanding the foregoing, Council retains the authority to make or reconsider, at any time and without notice, revoke any delegated power that has been delegated pursuant to this By-Law;

3.3 Except as otherwise required by law, should any position identified in this By-Law with delegated powers or duty be vacant, or no longer exist within the Corporation, the powers and duties of that position may be exercised by a person deemed to have authority of the position until such time as the position is either no longer vacant, or a new delegation for the corresponding delegated power or duty is approved;

3.4 Where the exercise of a delegated authority requires and expenditure of money, funding for the expenditure shall be included in an approved budget and all relevant requirements of the Township of Laird Procurement By-Law in effect at the time of the expenditure shall be followed;

3.5 Where delegated authority includes execution of an agreement, the agreement shall be approved by the Clerk Administrator and/or legal counsel prior to its execution;

3.6 All relevant By-Laws and Resolutions of The Corporation of the Township of Laird shall apply to the exercise of delegated authority, as authorized by this By-Law, or any associated stand-alone delegation of authority By-Law;

3.7 Legislative matters may be delegated by Council where they are minor in nature or where Council has explicitly provided for the terms and conditions under which the powers shall be exercised, and must take into account the limitations set out in the Act;

3.8 In accordance with the Act, the following powers and duties cannot be delegated:

• The power to appoint or remove from office or officer of the municipality whose appointment is required by this Act.
• The power to pass a by-law under Parts VIII, IX and X.
• The power to pass to incorporate corporations in accordance with section 203.
• The power to adopt an official plan or an amendment to an official plan under the Planning Act .
• The power to pass a zoning by-law under the Planning Act .
• The powers to pass a by-law under sections 108 (1) and (2) and 110 (3), (6) and (7).
• The power to adopt a community improvement plan under section 28 of the Planning Act , if the plan includes provisions that authorize the exercise of any

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power under subsection 28 (6) or (7) of the Planning Act or under section 356.1 of this Municipal Act .

• The power to adopt or amend the budget of the municipality.
• Any other power or duty may be prescribed.

4.0 Definitions:

4.1 “Act” means the Municipal Act, 2001 , S.O, c. 25, as amended;

4.2 “Approval” includes the authority to sign for approval and execute an agreement, contract, release, waiver, application or document intended to bind the Corporation and includes any renewal, amendment or termination thereof, and “Approve” has a corresponding meaning;

Aberdeen Additional, as per Fire Services Agreement.

4.10 “Legal Proceedings” means any court of administrative tribunal proceeding commenced by, or against, The Township;

5.0 Nature and Scope of Delegation of Powers and Duties

5.1 The authority to approve a matter as contained in any Schedule hereto appended is hereby delegated to the person or persons set out in Column 3 therein and shall be subject to any conditions or restrictions as contained in Column 5.

5.2 Where authority to approve a matter is delegated to any person under this By-Law, the Clerk Administrator may also exercise the authority;

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5.3 Despite any provision of this By-Law, a delegate shall not approve any matter or execute any document unless the transaction or activity to which the matter or document relates has been approved by Council, and shall be deemed to be approved where such transaction or activity:

a. is included in the annual budget as adopted by Council; or

b. is included in a program, project, or activity which has been approved by Council; or

c. is reasonably incidental to the authority given to the Clerk Administrator, to carry out their duties and responsibilities on behalf of the Township.

5.4 No provision of this By-law shall be construed as waiving any provision of the Procurement By-law, as may be amended from time to time, and the Procurement By-Law shall continue to apply to the procurement of goods and services on behalf of the Township;

5.5 Notwithstanding the foregoing, Council retains the authority to make or reconsider, at any time and without notice, revoke any delegated power that has been delegated pursuant to this By-Law.

6.0 Appointment of Signing Officers

6.1 The Mayor or Councilor appointed by motion signing authority at the beginning of each term, one required, and the Clerk Administrator or the Treasurer Deputy Clerk, one required, are hereby appointed signing officers of the Township and may jointly execute any document on behalf of the Township, specifically provided for in the Schedules appended.

7.0 General

7.1 Any reference to legislation, regulations or by-laws in this By-Law shall be interpreted to include all amendments and any successor legislation thereof;

7.2 In the event that any provision or part of this policy is found to be invalid for any reason whatsoever, then the particular provision or part thereof shall be deemed to be severed from the remainder of the policy and all other provisions or parts thereof shall remain in full force and shall be valid;

7.3 In the event of any inconsistency between this policy and any other Township By-law, the more restrictive provision shall prevail to the extent of the inconsistency; and

7.4 Throughout this policy (i) the term “including” or phrases “e.g.” or “for example” shall be interpreted to mean to “include, without limitation”; (11) the singular includes the plural and vice-versa; and (iii) any gender includes any other gender, unless context requires otherwise.

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Appendix A

Delegations of Powers and Duties

Page 6 Schedule “A” To By-Law #

Page 7 Schedule “A” To By-Law #

Page 8 Schedule “A” To By-Law #

Page 9 Schedule “A” To By-Law #

Back to the agenda

Report: Municipal Drains

PDF pages 107 to 113.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: February 20, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Municipal Drains

Background/Overview

At the January 16, 2025 Council meeting during the Clerk’s Report discussion Council requested information on municipal drains and the Drainage Act .

Information

The Drainage Act provides the legal procedures by which an “area requiring drainage” may have an outlet drain constructed to dispose of excess water.

A municipal drain process begins when landowners petition their local municipality to establish a drain to address a drainage issue; the municipality then appoints an engineer to prepare a report outlining the proposed solution and cost distribution among affected landowners, followed by public meetings to discuss concerns, and ultimately, the municipality passes a by-law to adopt the engineer's report, officially creating the municipal drain and taking responsibility for its construction and maintenance; essentially, it's a community project where landowners within the affected watershed are involved in the decision-making process through petitions and meetings before the municipality takes legal authority to construct and manage the drain.

Key steps in the process:

• Petition:

Landowners submit a petition to the municipality requesting a municipal drain to address drainage problems on their property. The petition is presented to and considered by Council. If the petition represents a proper “area requiring drainage”, which is a real drainage basin, and appears to be valid, Council may decide to proceed. In order to be valid or sufficient, the petition must be signed by the majority of the owners in the “area requiring drainage” or by owners that represent at least 60% of the lands in this area. Council then notifies each of the petitioners of this decision as well as any other municipality affected and the local Conservation Authority and the Ministry of Natural Resources.

• Engineer's Report:

The next step, Council appoints an engineer to assess the situation and create a report detailing the proposed drain design, location, cost estimates, and how the costs will be distributed among affected landowners in the watershed.

• Special Meetings:

The engineer report is discussed at a special meeting to inform landowners about the proposed drain and allow them to voice their concerns and ask questions. At this meeting, signatures may be added or removed from the petition and this determines if the project will continue.

• By-law Adoption:

If the proposed drain is deemed feasible, the municipality passes a by-law officially adopting the engineer's report, establishing the municipal drain.

The Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) published two Fact Sheets: Understanding Drainage Assessment (1992) and So, What’s a Municipal Drain (2001), despite the age of the publications, they are very useful documents to gain understanding into the Drainage Act and how it works.

RECOMMENDATION:

It is recommended that Council review the report and the two Fact Sheets: Understanding Drainage Assessment (1992) and So, What’s a Municipal Drain (2001) attached and acknowledge by motion that this report was received.

Council may want to discuss developing a Municipal Drain Maintenance Policy in the future if we were to have a petition drain application. Currently, we do not have any municipal drains under the Drainage Act .

Recommended Resolution:

BE IT RESOLVED THAT Council receives the report on Municipal Drains as information.

ATTACHMENTS:

• Understanding Drainage Assessment (1992)
• So, What’s a Municipal Drain (2001)

PDF page 109 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 109, or contact the Township office for an accessible format.

PDF page 110 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 110, or contact the Township office for an accessible format.

PDF page 111 is a scanned image (for example a signed document, map, photo or a document from another organization) and is not available as text here. Open PDF page 111, or contact the Township office for an accessible format.

FACTSHEET~ ORDER NO. 01-059 AUGUST 2001

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Qntar·IO AGRICULTURAL

ENGINEERING

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Food and Rural Affairs

SO, WHAT'S A MUNICIPAL DRAIN?

S. Vander Veen

(Reprinted, October 2004)

Perhaps you've just purchased property, and been told They are a vital component of the local infrastructure. by your municipality that you are assessed into a Without them, many areas of the province would be municipal drain. Perhaps you have owned a property for a subjected to regular flooding, reduced production from couple of years and have recently discovered that you are agricultural land and increased public health risks. located in the watershed of a municipal drain. You're

probably wondering, what does this mean? How does it WHY IS IT CALLED A "MUNICIPAL DRAIN"? affect me? What will it cost? There are many, many drainage ditches and buried pipes in the province, but not all of them are "municipal PHYSICALLY, WHAT IS A MUNICIPAL DRAIN? drains". So what distinguishes a municipal drain? Physically, a municipal drain is simply a drainage

system. Most municipal drains are either ditches or closed Municipal drains are created under the authority ofthe systems such as pipes or tiles buried in the ground. They Drainage Act. There are 3 key elements of a municipal can also include structures such as dykes or berms, drain:

pumping stations, buffer strips, gmssed waterways, storm

water detention ponds, culverts and bridges. Even some 1) Community project - Landowners who need to creeks and small rivers are now considered to be solve a drainage problem may submit a prescribed municipal drains. Municipal drains are primarily located petition under the Drainage Act to their local in rural agricultural areas of the province. municipality, requesting the establishment of a municipal drain. If certain criteria are met, the municipality appoints an engineer who prepares a report, identifying the proposed solution to the problem and how the costs will be shared. There are various meetings where landowners in the watershed of the municipal drain can voice their desires and concerns. There are also several appeal stages where they can voice their objections. So, the end result of the process is a "communally accepted" project.

-·- 2) Legal Existence --After all appeals have been heard

I .

Municipal I and dealt with, the municipality passes a by-law, adopting

I

Drain /.1

'\.. I the engineer's report. The municipality then has the

• .:. - - - - / . I

....... .......... -7·-- -,-- authority and the responsibility to construct the project. The

··-·-·-·

cost of the work is assessed to the lands in the watershed in the same ratios as contained within the engineer's report. FIGURE 1. Plan of a Municipal Drain

So for a ditch or a pipe to be a municipal drain, there must be a by-law adopting an engineer's report. THE PURPOSE OF MUNICIPAL DRAINS

Municipal drains have been a fixture of rural Ontario's

infrastructure since the 1800's. Most municipal drains

were constructed to improve the drainage of agricultural

land by serving as the discharge point for private

agricultural tile drainage systems. However, they also

remove excess water collected by roadside ditches, residential lots, churches, schools, industrial lands, commercial lands and any other properties in rural areas.

BRINGING RESOURCES WORLD 10 RURAL ONTARIO

TIE Of TIE 112

PDF page 112 also includes a picture or diagram that is not reproduced here. Open PDF page 112.

3) Municipal Infrastructure - Once a municipal drain You should NOT: has been constructed under the authority of a by-law, it • Along every municipal drain is an unregistered becomes part of that municipality's infrastructure. The working space that the municipality has the right to local municipality, through its drainage superintendent, is use to maintain or repair the drain. Keep this working responsible for repairing and maintaining the municipal space accessible and do not plant trees or build drain. In certain circumstances, the municipality can be structures in this area. If you do, and it results in an held liable for damages for not maintaining these drains. obstruction to the maintenance equipment, you may have to pay the cost of removing that obstruction. DO'S AND DON'TS FOR PROPERTY OWNERS • Don't store materials such as brush, lumber or other floatable material near the drain, because during storm You should: events, it could float away and block the drain.

• Find out the name of your local municipality's • The local municipality is responsible for maintaining drainage superintendent. municipal drains on behalf of the community of
• If you don't have any information on the municipal landowners involved in a drain. Ifyou want to install a drains that affect your property, make arrangements culvert or bridge on an open ditch municipal drain, or with your municipality to get copies. Please note you if a municipal drain requires maintenance, don't may have to pay for the photocopies. perform the work yourself; instead notifY your
• Find out how the municipal drain affects your municipality. If you do unauthorized work on a drain property. How much is your property assessed? Are and that work results in damages to the drain or to there any buried municipal drains that cross beneath other landowners, you could be responsible for paying your land? Is there a municipal working space along the cost of repairing the damages. or above a municipal drain on your property? • Although they are "man-made", all municipal drains
• Remove debris from any catchbasins that may be eventually connect with the many beautiful lakes, located on your property or the adjoining road. This rivers and streams located in Ontario. Do not direct type of ongoing preventative work can reduce the septic system waste, milkhouse wastes, barnyard and possibility ofproperty damage during storm events manure storage runoff or other pollutants directly to
• As an involved landowner, you have a responsibility these drains.

for the drains located on your property, so observe

them. If you notice any problems, immediately notifY

the drainage superintendent or the local municipality. L J Working Space

• Before purchasing a property, investigate how Ditch (As Defined In

municipal drains may affect the property.

Engineer's Report)

You can expect:

• Municipalities must maintain their municipal drains. FIGURE 2. Cross-Section of an Open Ditch Municipal Therefore, if you have a municipal drain located on Drain

your property, you can expect that your municipality

will periodically arrange to enter onto your property

and perform the necessary work. After it is completed, This Factsheet was written by Sid Vander Veen, P. Eng., you will be billed for your share of the cost. Drainage Coordinator, Agriculture and Rural Division, OMAFRA, Guelph. It was reviewed by Andy Kester, Drainage

• For a period of time while the work is being

Inspector, OMAFRA. It has also been reviewed by the completed, you can expect the working space along

Drainage Superintendents Association of Ontario and the the drain to be accessed by the maintenance PEO Committee on Land Drainage. equipment and the land to be disrupted to some

degree. Because this working space is a form of an

easement, you will not be paid for any damages that

occur on this land. Agricultural Information Contact Centre

• Municipalities have the right to accumulate the cost of 1-877-424-1300 maintaining a drain for up to five years or $5,000. ag.info@omafra.gov. on.ca Therefore, it is possible that you may be billed for

www.gov.on.ca/omafra work that occurred before you owned a property.

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ISSN 1198-712X ::o·. .······-..

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*01-059* (commande n° 01-060) 01tario

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Memorandum: Report of the Integrity Commissioner

PDF page 114.

MEMORANDUM

TO: The Corporation of the Township of Laird

FROM: Antoinette Blunt, Integrity Commissioner

Ironside Consulting Services Inc

DATE: Report Submitted: 23 January 2025

SUBJECT: Report of the Integrity Commissioner

Covering the period from January 1, 2024, to December 31, 2024 (blank)

Appointment

On February 20, 2019, the Council of The Corporation of the Township of Laird appointed Antoinette Blunt, President, Ironside Consulting Services Inc. as the Municipality’s first Integrity Commissioner. The appointment was effective February 20,2019, according to By-Law No. 1010-

19.

Municipal Act, 2001

Section 223.6 (1) of the Municipal Act states, that” If the Commissioner provides a periodic report to the municipality on his or her activities, the Commissioner may summarize advice he or she has given but shall not disclose confidential information that could identify a person concerned. 2006,

c. 32, Sched. A, s. 98.”

Activities, Expenditures During Period and Total Since Appointment

There were no requests for advice or inquiries during this reporting period. There were no expenditures during this reporting period and $355.95 since date of appointment.

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Report: Marriage Officiant – Fee Increase

PDF pages 115 to 116.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: February 20, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Marriage Officiant - Fee Increase

Background/Overview

By-law 917-11 provided the authority to enact civil marriage ceremonies by the Township of Laird, authorizing the Clerk or delegate to provide civil solemnization service pursuant to the Ontario Regulation 285/4 and The Marriage Act, Chapter 25, Section 24 (1) .

The authority to conduct civil marriage ceremonies was delegated to Kimberlee Evoy of the Township of Laird. An agreement was entered between The Township of Laird and Civil Marriage Officiant, Kimberlee Evoy, on December 14, 2011 outlining the terms of contract and duties, which included fees. The civil marriage solemnization fee was set at $225.00, $200.00 paid to the officiant and $25.00 to the Township of Laird to cover administration fees for the service. On March 16, 2016, Council reviewed the fees and passed motion #50-16 “That council amends its agreement with the Marriage Officiant to reflect the cost of the fee be increased from $225 to $275, effective January 1, 2017”.

The Civil Marriage Officiant has been requested to provide a “non-legal” ceremony and a “legal” ceremony for a couple, due to the couples circumstance they require a “non-legal” show wedding and to do the “legal” part at a different date. We currently do not have a fee for this type of situation.

RECOMMENDATION:

The last fee increase occurred 8 years ago. It is respectively requested that Council increase the solemnization fee from $275.00 to $300.00, $275.00 paid to the Civil Marriage Officiant and $25.00 administration fee to the Township of Laird.

It is recommended that for a “non-legal” ceremony and a “legal” ceremony, if requested, the full fee with mileage will be charged for the first ceremony held and an additional fee of $100.00 will be charged for the second ceremony, with the understanding that the second ceremony will take place within one year of the date of the first ceremony. If the second ceremony is held after one year following the first ceremony the Officiant will have the discretion to charge the full fee plus mileage for this ceremony.

Recommended Resolution:

BE IT RESOLVED THAT Council amends its agreement with Township of Laird Civil Marriage Officiant to reflect the cost of the fee be increased from $275.00 to $300.00, effective January 1, 2026 and include a fee of $100.00 for situations requiring two ceremonies, “non-legal” and a “legal”; and further that Council request staff to amend the Civil Marriage Service Contract to reflect the fee changes.