Regular Council Meeting Agenda 39 – April 17, 2025

Council Regular Meeting – March 13, 2025

PDF pages 4 to 8.

REGULAR AGENDA – AGENDA 37
CORPORATION OF THE TOWNSHIP OF LAIRD
March 13, 2025, at 6:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

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

Clerk: Jennifer Errington

Treasurer: Rhonda Crozier

Road Superintendent: David Pollari

Special Public Meeting opened at 6:00 p.m. to consider Zoning Amendment 01-25: Plan H763 RCP Lot 17, Laird Township. No objections to the rezoning were received. The special Public Meeting was closed at 6:05 p.m.

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#59-25

Moved by: Matt Frolick

Seconded by: Todd Rydall

IT RESOLVED THAT Council hereby approves the March 13, 2025, agenda as presented with the addition of Special Meeting Minutes of February 24, 2025.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Council Regular Meeting – February 20, 2025

b. Council Special Meeting – February 24, 2025

c. Council Special Meeting – February 27, 2025

d. Recreation Committee Meeting – February 25, 2025

#60-25

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves Council minutes of the Regular Meeting of February 20, 2025, Special Meeting of February 24, 2025, Special Meeting of February 27, 2025, and the Recreation Committee minutes of February 3, 2025.

Carried.

6. Adoption of Accounts

a. General accounts to February 28, 2025

#61-25

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves the general accounts to February 28, 2025, in the amount of $11,802.76.

Carried.

b. Roads accounts to February 28, 2025

#62-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the roads account to February 28, 2025, in the amount of $60,246.95 as presented.

Carried.

7. Staff and Committee Reports

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

i. Road Superintendent Report

#63-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Road Superintendent Report dated March 13, 2025, be received as presented.

Carried.

ii. Council Q&A

b. Clerk Administrator, Deputy Treasurer

i. Clerk’s Report

#64-25

Moved by: Brad Shewfelt

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the Clerk’s Report dated March 13, 2025, be received as presented; and arising from the report that Council approves sending the Clerk Administrator to the AMCTO Spring Meeting on April 10 and 11, 2025 in Sudbury.

Carried.

ii. Task Summary Sheet & Recent Activity Log

iii. Concern/Information Log – Updates

#65-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the March 13, 2025, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

iv. Council Q&A

c. Treasurer’s Report

i. Building Permit 2024 Report

#66-25

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the report on Building Permits 2024.

Carried.

ii. Tax Collection Report – Verbal Report

• Two-plus years arrears process has started. Phone calls with follow up letters. More accounts in arrears than in previous years, $100,000 plus in arrears. We work with people to set up payment plans.

iii. 2025 Budget – Discuss setting up a special meeting date to review the budget.

• Before the budget can be discussed we must get AMP finalized and have the Road Department hours finalized. Council requested that line items be highlighted on what is capital and discretional. Looking at having a budget meeting in early April.

d. Recreation Committee & Recreation Sub-Committees

i. Finns’ Bay Wharf Sub-Committee Minutes – February 19, 2025

ii. Heritage Sub-Committee Minutes – March 3, 2025

iii. Bar River Sub-Committee Minutes – February 13, 2025

#67-25

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Finns’ Bay Wharf Sub-Committee minutes of February 19, 2025, the Heritage Sub-Committee Minutes of March 3, 2025, and the Bar River Sub-Committee Minutes of February 13, 2025.

Carried.

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. Memo: Fire Services – Fire Agreement & Firetruck Purchase

#68-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council directs the Clerk to communicate with Macdonald, Meredith, and Aberdeen Additional regarding the Fire Agreement and request that MMAA provide the projected costs for the proposed fee for service for fire services in the interim Council agrees to extend the previous agreement to June 1, 2025.

Carried.

9. New Business

a. Planning: Zoning Amendment 01-25: 91B Maskinonge Bay Road, PLAN H763 Lot 17, Laird Township

#69-15

Moved by: Wayne Junor

Seconded by: Todd Rydall

BE IT RESOLVED that Council approves the Zoning Amendment 01-25: 91B Maskinonge Bay Road, PLAN H763 Lot 17, Laird Township.

Carried.

b. Report: Cancelation of Booked Dates - Laird Fairgrounds

#70-25

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council is not in favour of security deposit and requests staff to eliminate this process from the Laird Fairgrounds rental agreement.

Recorded Vote

For Motion Against Motion

Shawn Evoy Brad Shewfelt

Matt Frolick

Wayne Junor

Todd Rydall

Carried.

10. Notices of Motion

11. Closed Session

#71-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council proceed into closed session at 7:48 p.m. in accordance with Section 239 (2) (d) labour relations or employee negotiations.

Carried.

a. Approval of closed meeting minutes of February 20, 2025, and February 24, 2025.

b. Labour relations and Employee Negotiations.

#72-25

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council come out of closed meeting session at 7:58 p.m. and continue with the Regular Council Meeting.

Carried.

Consideration of and action on matters arising out of the closed meeting.

#73-25

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council authorize a wage increase of 2.4% for all staff, based on the Consumer Price Index (CPI) for 2024, and further that Council authorize adjustments of the wage scale to bring full-time positions up to the average as per discussion.

Carried.

12. Communications and Correspondence

a. Support Resolution: Carbon Tax, Sarina Ontario, March 6, 2025

#74-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council supports the Municipality of Sarnia's resolution to petition the Federal Liberal government to put a stop to the 20 percent increase to the carbon tax scheduled to be implemented on April 1, 2025.

AND FURTHER THAT the resolution be forwarded to the Prime Minister, his Cabinet, the Leaders of Opposition, our MP, and All Ontario Municipalities.

Carried.

b. Support Resolution: U.S. Tariffs on Canadian Goods, Township of Central Frantenac, March 6, 2025

#75-25

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT The Corporation of the Township of Laird supports the resolution from Peterborough County, regarding U.S. Tarriffs on Canadian Goods.

AND FURTHER THAT letters of support be sent to All Municipalities of Ontario, the Ontario Premier and the associated Provincial Minsters.

Carried.

13. Mayor and Council Comments

14. By-laws

a. 2046-25 By-Law to Amend Zoning By-law 531 (DRAFT)

#76-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2046-25 being a by-law to amend Zoning By-law 531, concerning property designated as Plan H763 Lot 17, in the Township of Laird.

Carried.

b. 2047-25 Delegation of Powers and Duties By-law

#77-25

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts by-law 2047-25 being a by-law to adopt a Delegation of Powers and Duties Policy.

Carried.

c. 2048-25 Council Staff Relations By-law

#78-25

Moved by: Brad Shewfelt

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council adopts by-law 2048-25 being a by-law to adopt a Council Staff Relations Policy.

Carried.

d. 2049-25 Conformity By-law

#79-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2049-25 being a by-law to confirm the proceedings of the meeting of Council held on March 13, 2025.

Carried.

15. Adjournment

#80-25

Moved by:

Seconded by:

BE IT RESOLVED THAT this Council shall now adjourn to meet again on April 17, 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

Council Special Meeting – March 26, 2025

PDF pages 9 to 10.

SPECIAL MEETING MINUTES – AGENDA 38
CORPORATION OF THE TOWNSHIP OF LAIRD
March 26, 2025, at 6:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

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

Clerk: Jennifer Errington

Treasurer: Rhonda Crozier

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#81-25

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT the Council hereby approves the March 26, 2025, special meeting agenda as presented, with the inclusion of a closed meeting matter to discuss a personal matter concerning an identifiable individual, including municipal or local board employees.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

6. Adoption of Accounts

7. Staff and Committee Reports

8. Unfinished Business

a. RE: Fire Service Agreement, Capital Commitment, and Fee-for-Service Model, March 21, 2025 Correspondence from Macdonald, Meredith & Aberdeen Add’l

• Treasurer presented information on the financial history of the fire agreement and capital expenditure costs.

#82-25

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the correspondence dated March 21, 2025, from Macdonald, Meredith & Aberdeen Additional regarding Fire Service Agreement, Capital Commitment, and Fee-for Service Model; and further that Council requests the Clerk to contact the Macdonald, Meredith & Aberdeen Additional Clerk and following that discussion with the draft letter from Council and further request a meeting with the Macdonald, Meredith & Aberdeen Additional Mayor and Clerk to resolve the details of the agreement.

Carried.

9. New Business

a. Good Roads Conference – March 30 to April 2, 2025

#83-25

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council approves sending Councillor Rydall, Councillor Shewfelt and Councillor Junor to the annual Good Roads Conference from March 30 to April 2, 2025.

Carried.

10. Notices of Motion

11. Closed Session

#84-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council proceed into closed session at 6:27 p.m. in accordance with section 239 (2) (b), personal matters about an identifiable individual, including municipal or local board employees.

Carried.

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

#85-25

Moved by: Wayne Junor

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council come out of closed meeting at 6:45 p.m. and continue with the Special Council Meeting.

Carried.

12. Communications and Correspondence

13. Mayor and Council Comments

14. By-laws

a. 2050-25 Conformity By-law

#86-25

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council adopts By-law 2050-25 being a by-law to confirm the proceedings of the meeting of Council held on March 26, 2025.

Carried.

15. Adjournment

#87-25

Moved by: Wayne Junor

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT this Council shall now adjourn to meet again on April 17, 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 – March 25, 2025

PDF pages 11 to 12.

MINUTES

LAIRD RECREATION COMMITTEE

March 25, 2025, at 7:00 pm

Laird Township Council Chambers

Present: Shawn Evoy, Matt Frolick, Rhonda Crozier, Suzanne Evoy, Justine Lamming

1. Call to Order

Chair Matt Frolick called the meeting to order at 6:56 p.m.

2. Declaration of Pecuniary Interest

3. Agenda Approval

#15-25

Moved by: Shawn Evoy

Seconded by: Justine Lamming

BE IT RESOLVED THAT Recreation hereby approves the March 25, 2025 agenda as presented.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Recreation Meeting – February 25, 2025

b. Bar River Hall – February 13, 2025

#16-25

Moved by: Shawn Evoy

Seconded by: Suzanne Evoy

BE IT RESOLVED THAT Recreation approves Recreation Committee minutes of the Regular Meeting of February 25 2025 and the Bar River Hall Committee minutes of February 13, 2025.

Carried.

c. Heritage Committee Minutes - March 3, 2025

#17-25

Moved by: Suzanne Evoy

Seconded by: Justine Lamming

BE IT RESOLVED THAT Recreation approves Heritage Committee minutes of March 3, 2025; and further that Recreation approves and endorses the Budget and Five-Year Plan included with the Minutes of the Heritage Committee.

Carried.

6. Committee Reports

a. Bar River Hall – The Recreation Committee reviewed the Rental Agreement for the Bar River Hall and discussed the plans for holding the Pub Night. It was also reported that the Pasta Supper is sold out and ribbon cutting is being planed.

The hall construction is almost complete, only a few deficiencies are left.

/2

Page 2

#18-25

Moved by: Shawn Evoy

Seconded by: Suzanne Evoy

BE IT RESOLVED THAT Recreation approves the Rental Agreement of the Bar River Hall.

Carried.

7. Adoption of Accounts

a. Recreation accounts to February 28, 2025

#19-25

Moved by: Suzanne Evoy

Seconded by: Justine Lamming

BE IT RESOLVED THAT Recreation approves the accounts to February, 2025, in the amount of $34,311.64.

Carried.

8. Unfinished Business New Business

a. The secretary reported that a few resumes have been handed in so far and that is hoped to get much more. It was reported that the Heritage summer employee from last year might be available for this year.

9. New Business

a. The committee discussed the Appreciation BBQ to be held Sunday, June 8, 2025. The hall is booked and the food needs to be ordered.

10. Adjournment

#20-25

Moved by: Shawn Evoy

Seconded by: Justine Lamming

BE IT RESOLVED THAT this Recreation Committee shall now adjourn to meet again April 29, 2025 at 7:00 p.m. or until the call of the chair.

Carried.

Chair – (blank) Matt Frolick

Secretary – (blank) Rhonda Crozier

Back to the agenda

General accounts to March 31, 2025

PDF page 13.

Township of Laird

General Cheques for March 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 March 31, 2025

PDF page 14.

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 15.

Agenda 39 ‐ April 17, 2025 1 of 1

TASK SUMMARY SHEET RECENT ACTIVITY LOG

Back to the agenda

Concern/Information Log – Updates

PDF page 16.

Agenda 39 ‐April 17, 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

Back to the agenda

Recreation Committee & Recreation Sub-Committees

PDF pages 17 to 20.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: April 17, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Bar River Community Centre Rental Agreement

BACKGROUND/OVERVIEW:

The Bar River Hall committee member, Heather Frolick, was looking to modernize the way we handle the rental agreement for the Bar River Hall. It was during the communication process between Mrs. Frolick and the Clerk that it was questioned if the insurance requirement on the current Bar River Hall rental form was required. The confusion was around the fact that we do not require insurance for regular rentals but we do require insurance for rentals with alcohol. The Clerk reviewed the form and made amendments to the layout/flow of topics, expanded on the Algoma Public Health regulatory requirements, and expanded on insurance language, requesting that the Township be named from all liability. The draft was sent to the Insurance Company for review to ensure insurance requirements and language was correct. The insurance company provided feedback recommending that we add additional insurance working and an indemnification clause in favour of the Township.

Attached is the updated version of the Bar River Community Centre Rental Agreement.

Recommendation:

That Council review the Bar River Community Centre Rental Agreement.

Recommended Resolution:

BE IT RESOLVED THAT Council receives the April 17, 2025, Bar River Community Center Rental Agreement report, and further that Council adopts the updated Bar River Community Center Rental Agreement and that the Laird Hall Rental Agreement be amended to include additional insurance wording and an indemnification clause.

Attachment : Bar River Community Centre Rental Agreement

TOWNSHIP OF LAIRD

BAR RIVER COMMUNITY CENTRE RENTAL AGREEMENT

**Please sign and complete page 2, review page 3, and return to caretaker prior to event**

REGULATIONS AND CONDITIONS OF AGREEMENT:

1. Rental with Alcohol:

a) Renter is to obtain a Special Occasion Permit if liquor, wine, or beer are to be consumed, and provide the Township of Laird with a copy prior to the rental.

b) Renter is to obtain a Certificate of Insurance (min. $2 million liability), naming the Township as being released from all liability, and provide the Township with a copy prior to the rental.

c) Renter is to limit advertising to that which is approved by the LLBO.

d) Renter is to sell only liquor, wine and beer acquired on the Special Occasion Permit.

e) Renter is to meet all the conditions of the Special Occasion Permit.

f) Renter can only admit minors to a function when alcohol is being served only if it is stated on the Special Occasion Permit . No Minors may by served alcoholic beverages.

g) Renter is responsible for ensuring that the bar is operated by a Smart Serve certified bartender.

h) Music must cease at the expiry time of the Permit and the Centre must be cleared within one hour of the Permit expiry.

i) Renter is to pay a cleaning/damage deposit of $50.00 at the discretion of the caretaker. The deposit will be refunded upon request if the facility including the bar and kitchen is left in a clean condition and there is no damage to the premises. If there is damage or cleanup required, the total cost will be deducted from the deposit. If the amount exceeds the deposit, the renter will be required to forfeit the deposit and any additional balance owing over and above the deposit to Laird Township.

2. All Rentals:

a) Renter agrees that the equipment, furniture and facilities will be left in the same condition as originally found or Renter will have to pay to have the equipment, furniture and facilities repaired or replaced. A time limit of two weeks is allowed for any repairs or replacements, after which the Township shall have the repairs completed and billed to the Renter.

b) Renter is responsible for obtaining any Algoma Public Health regulatory forms and permits including event food permits for the rental of the Centre.

c) Laird Township reserves the right to admit or deny entry to any individual, group, organization, or Renter. Laird Township reserves the right to deny any future request to rent the Centre to any individual, organization, Renter, or person responsible for damage to the Centre, or violation of the LLBO regulations.

d) Open candles are not permitted. Decorations must not be affixed to the wall in any way.

e) Person(s) renting the hall must be over the age of nineteen years and will be responsible for keeping the building clean and free of damage, and the following list:

i. Turning all lights off at departure.

ii. Locking all doors at departure.

iii. Self-Cleanup – leave the hall as you found it.

f) Maximum capacity of the Centre is 120 persons.

g) Proof of insurance is not required for rentals at the Centre without alcohol; however, it is recommended that Renters have proof of comprehensive general liability insurance to an inclusive limit

of not less than two million ($2,000,000.00) per occurrence to property damage, bodily injury and personal injury and including Laird Township as additional insured for the rental.

h) In consideration of Laird Township allowing the Renter access and use of the Centre, I acknowledge and agree as follows:

a. TO WAIVE ANY AND ALL CLAIMS, demands, lawsuits, costs, and expenses (including legal fees and disbursements) that the Renter has or may have in the future against Laird Township and its councillors, employees, agents, volunteers, and independent contractors (all of whom are collectively referred to as “the Releasees”) and that relate in any way to my access and use of the Centre.

b. TO RELEASE AND FOREVER DISCHARGE, HOLD HARMLESS AND INDEMNIFY THE RELEASEES from any liability for any personal injury, death, damage or loss resulting from my access and use of the Centre, including but not limited to liability for NEGLIGENCE, BREACH OF CONTRACT, OR BREACH OF STATUTORY DUTY or breach of any other duty imposed of the Releasees by common law or statute, and such release, indemnity and waiver shall be deemed to be a complete defence and bar to any claim, complaints, actions or proceedings arising out of my access and use of the Centre.

i) BY SIGNING THIS AGREEMENT, the Renter agrees that they have read and understood this entire agreement and they are also aware that by signing this agreement, they are WAIVING CERTAIN LEGAL RIGHTS which the Renters, their heirs, next of kin, executors, and/or administrators and assigns may have against the Releasees.

j) The Renter, the undersigned, has read, understood, and agreed to abide by the terms of this Agreement. Any violation of the terms of this Agreement or Laird Township policies and bylaws will result in immediate cancelation of this agreement.

Date: (blank) Name: (blank)

Signature: (blank)

TOWNSHIP OF LAIRD

BAR RIVER COMMUNITY CENTRE RENTAL AGREEMENT

**Please complete and return to caretaker prior to event**

Name: (blank)

Group / Organization (if applicable): (blank) Mailing Address: (blank) Telephone: (blank)

Event Date: (blank) Event Hours: (blank) Type of Event: (blank) # of People Attending: (blank)

Hall (Max. 2hrs.) $20.00

Self-Cleanup – use of kitchen area for the preparation of coffee/tea, no food. No use of dishes / dishwasher and fridge

Hall (2+hrs.) $60.00

Self-Cleanup – use of kitchen area for the preparation of coffee/tea, no food. No use of dishes / dishwasher and fridge

Hall & Kitchen $100.00

Self-Cleanup – use of kitchen facilities including cooking grills, surfaces, dishes and cutlery, dishwasher and fridge

Hall & Kitchen with Alcohol $120.00 + $50.00 (refundable deposit)

Self-Cleanup – use of kitchen facilities including cooking grills, surfaces, dishes and cutlery, dishwasher and fridge

Special Occasion Permit Holder Name and Permit Number:

(blank)

Certificate of Insurance # (blank)

Amt. of Coverage: (blank)Agent/Co: (blank) Name of Trained Servers with Smart Serve (min. of 1): (blank)

(blank)

Back to the agenda

Laird Township, Traffic Speed Analysis Study Proposal

PDF pages 21 to 24.

March 25, 2025 P25350-105

Jennifer Errington, Dipl. M.A.

Clerk Administrator

Township of Laird

3 Pumpkin Point Rd.

Echo Bay, ON

ON. P0S 1Co

Re: Laird Township, Traffic Speed Analysis Study

TULLOCH Engineering Inc. (TULLOCH) is pleased to provide this proposal for conducting a Traffic Speed Analysis Report for Finns’ Bay Road North, Pumpkin Point Road and Bar River Road. Please review and should you accept our proposed scope of work and fees and wish for us to proceed, please contact the undersigned and we will forward an agreement for services for your review and approval.

1. UNDERSTANDING OF STUDY

To our understanding, the Township of Laird is seeking services to obtain and analyze traffic volume and speed information for i) Finns’ Bay Road North, from the intersection of Neebish Road and Finns ‘Bay Road to the north end of Finns’ Bay Road, ii) Pumpkin Point Road, from Highway 17 to Lakeview Road and iii) Bar River Road, from Highway 17 to the railroad tracks.

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

Figure 1 – Highlighted Study Areas

2. PROJECT WORKPLAN

The following work plan outlines TULLOCH’s approach to complete the proposed Traffic Volume and Speed Analysis.

Due to the length of the roadway segments and the mainly rural environment surrounding those corridors, our proposed approach does not consider the implementation of Automatic Traffic Recorders (ATRs) along those corridors; instead, we are proposing to conduct a vehicular survey using a “floating vehicle” equipped with GPS software to collect second-by-second speed data during specific periods of time along the corridors under study.

The collected data will be used to generate speed profiles that can support the determination of high-speed points or sections in which speeding behaviour needs to be considered.

For the purposes of this proposal our scope of work assumes that a single vehicle will complete up to 4 rounds of data collection (one per direction) during the AM and PM peak periods along each corridor under study as follows:

The “floating vehicle” will initiate each round selecting a random vehicle (or group of vehicles) to follow at a safe distance imitating the speed of the “lead vehicle”.

Second-by-second speed data will be collected in equipment equipped with a GPS software from the beginning to the end of the round. At the end of the round, the process will be reinitiated in the opposite direction until the 4 rounds per corridor are completed. We are anticipating completing this work over the course of three (30 days.

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

Any particularities observed during each round of data collection will be documented and used as required during the analysis of the collected information.

The results of the speed data collection will be presented in a form suitable for the identification of speeding behavior along the corridors under study or spots of high speed that may require special consideration.

Based on the results of the analysis, a set of recommendations for the implementation of traffic calming measures (if required) will be presented for discussion as part of a Summary Report. Our proposed scope of work assumes that no physical traffic calming measures will be considered.

Exclusions

• Formal Traffic Count Survey

3. FEES

The estimated consulting fees associated with the completion of the above proposed work plan are as follows:

Task Fees

Tasks

Vehicle Speed Tracking $ 3,800 Identify Speed Behavior, Analysis, Reports and Recommendations $ 6,000

Project Total (Excluding HST)

$ 9,800

TULLOCH is proposing to complete the work on a time and expenses basis, to the amounts identified above. Should issues be determined or changes to the scope occur the following rates will be applied on an hourly basis:

Project Engineer / Project Manager $ 165/hr Field Technician $ 100/hr Mileage $ 0.70/km

The process outlined in the above narrative would provide the Township of Laird with a completed speed analysis study for the three (3) identified areas with recommendations for introducing non-physical traffic calming measures.

4. CLOSURE

On behalf of TULLOCH, we appreciate the opportunity to submit this proposal for the provision of a traffic speed analysis study for the defined areas at Finns’ Bay Road North, Pumpkin Point Road and Bar River Road. If you have any questions, concerns or require additional information, please to not hesitate to contact the undersigned. We look forward to working with you to complete this project.

Respectfully submitted,

Jeff Seabrook, CET

Project Manager

TULLOCH

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Fire Agreement January 1, 2025 to December 31, 2025

PDF pages 25 to 27.

THIS AGREEMENT made

BETWEEN:

THE CORPORATION OF THE TOWNSHIP OF
MACDONALD, MEREDITH AND ABERDEEN ADDITIONAL

herein called Macdonald, OF THE FIRST PART

• and -

THE CORPORATION OF THE TOWNSHIP OF LAIRD

herein called Laird, OF THE SECOND PART

WHEREAS the Council of Laird desires to provide fire suppression in and for the said Township;

AND WHEREAS the Council of Macdonald agrees to provide fire suppression for Laird;

NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the mutual covenants and agreements herein contained and, subject to the terms and conditions hereinafter set out, the parties hereto agree as follows:

1. a) For the period of January 1, 2025, to December 31, 2025, Macdonald shall direct its volunteer fire suppression services and equipment to answer fire alarm calls from Laird as soon as reasonably possible after such alarm and with such crews and equipment as may be available in the circumstances. At such time when Macdonald is fighting a fire and the Fire Chief, Deputy Fire or designate feels there is a need to call for backup, whichever Township responds shall be paid directly by Laird for their fire services which they have provided to Laird.

b) "Fire suppression services" means and includes the following: -fire fighting for structural fires

-fire department will respond to grass fires and if unable to suppress the Ministry of Natural Resources will be called in

-fire causes determination and investigations

-extrication services

-any other responses or incidents to which the fire suppression services would normally respond in Laird Township

-administrative functions and services in respect to the provision of the previously mentioned services

-Fire Chief, Deputy Fire Chief, or designate to ban fire permits under Fire Ban or a Restricted Fire Zone

c) Macdonald will not fight forest fires in Laird

2. For the period of January 1, 2025, to December 31, 2025, Laird shall pay to Macdonald the total sum of 50% of approved budget for such fire protection regardless of whether any calls have been made. The budget amount to be determined each year during the budget deliberations. Any capital purchases that are required and agreed to be laird Township prior to the capital purchase shall be paid 50/50 by both Townships as mutually discussed.

3. Payment for the said fire protection services for the term of this Agreement shall be in two (2) instalments, the first due June 30, 2025, the second on November 30, 2025.

4. Laird will at all times indemnify and hold harmless Macdonald against and from all claims, demands, losses, costs, damages, actions, suits or other proceedings by whosoever made sustained or prosecuted in any manner based upon, related to, occasioned by or attributable to any service provided to Laird under the provisions of the Contract, save and except any negligence on the part of Macdonald.

5. The terms and conditions contained herein shall continue in force and effect until December 31, 2025, and may be renewed each year thereafter for further twelve month periods with such amendments as the parties hereto may agree upon in writing.

6. No change or modification of this Agreement shall be valid unless it be in writing and signed by each party hereto.

7. Either party may terminate this Agreement at any time upon twelve (12) months’ notice in writing delivered to the Clerk of the other party.

8. All matters in dispute between the parties hereto in relation to this Agreement shall be referred to the a single arbitrator, if the parties hereto agree, otherwise to three arbitrators, one to be appointed by each party and a third to be chosen by the first two named before they enter upon the business of arbitration. The award and determination of such arbitrator or arbitrators, or any two of such three arbitrators, shall be binding upon the parties hereto and their respective successors and assigns.

9. This Agreement shall ensure to the benefit of and be binding upon the respective successors and assigns of the parties hereto.

10. Capital Contribution and Ownership Structure

Laird Township agrees to contribute fifty percent (50%) of the capital cost for the purchase of a new pumper truck, which is estimated to be approximately $800,000.00. The pumper truck will be owned and operated by the Municipality of Macdonald, Meredith & Aberdeen Additional.

11. Dissolution of Partnership – Pumper Truck Valuation and Compensation

In the event of a dissolution, breakdown, or termination of the relationship between the parties to this agreement—whether by mutual agreement or otherwise—Macdonald, as the party retaining ownership of the pumper truck and operating the fire department, agrees to engage an independent, qualified appraiser to determine the fair market value of the jointly purchased pumper truck at the time of dissolution. The appraiser shall be mutually agreed upon by both parties, and the cost of the appraisal shall be shared equally.

Upon determination of the appraised value, Macdonald shall compensate Laird Township in an amount equal to fifty percent (50%) of the appraised value of the pumper truck. This payout shall be made in equal or near-equal installments over a period not exceeding two (2) consecutive municipal budget years, commencing no later than the first budget year following the date of dissolution. Specific payment terms shall be agreed upon in writing at the time of dissolution, taking into account each party’s financial and budgetary considerations

2

IN WITNESS WHEREOF the parties hereto have hereunto set their hand and seals.

THE CORPORATION OF THE TOWNSHIP THE CORPORATION OF THE OF MACDONALD, MEREDITH AND TOWNSHIP OF LAIRD ABERDEEN ADDITIONAL

..................................................................... ......................................................... (Mayor) (Mayor)

.................................................................... ......................................................... (CAO/Clerk) (Clerk Administrator)

.................................................................... ......................................................... (Date) (Date)

3

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Memo: 2025 Draft Budget

PDF pages 28 to 29.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: April 17, 2025

To: Mayor Evoy and Council

From: Rhonda Crozier, Treasurer

Subject: 2025 Draft Budget

BACKGROUND/OVERVIEW:

The 2025 Draft Budget is attached for Council's review. This year, a slightly different approach was taken to assist Council in the budget decision-making process and overall budget reconciliation. All 2025 reserve allocations, as well as all 5-year-plan capital and operating budget requests from the various departments, committees, and boards, have been included in the 2025 Draft Budget. These figures are highlighted in green.

In order to complete all of the items highlighted in green, Council would need to raise taxes by approximately 13.42%, which is not realistic. In order to balance the current draft budget with an increase that Council finds acceptable, Council will need to remove some of the highlighted green figures and/or other budgeted items. Council must review and determine which reserve allocations and capital projects are to be approved for 2025 and which can be deferred to future budgets or grant opportunities.

Grants:

Below is a recap of three of the grant programs for which the Township receives funds. Traditionally, these funds have been used for local roads and bridges. Depending on the specific grant, there may be other options that Council may wish to explore for how the grant money will be allocated.

Canada Community Building Fund (CCBF)

Note: Previously known as the gas tax

The CCBF for 2025 is $73,426, which can be spent on infrastructure investments, capacity-building costs, joint communications and signage costs, and employee costs (for eligible projects under the capacity-building category only).

Eligible Investment Categories:

1. Broadband connectivity 6. Drinking water

2. Brownfield redevelopment 7. Fire halls

3. Capacity-building 8. Local roads and bridges

4. Community energy systems 9. Public transit

5. Cultural infrastructure 10. Recreational infrastructure

11. Regional and local airports 15. Solid waste

12. Resilience 16. Sport infrastructure

13. Short-line rail 17. Tourism infrastructure

14. Short-sea shipping 18. Wastewater

OCIF

The OCIF for 2025 is $100,000, which can be spent on capital expenditures for core infrastructure projects (such as roads, bridges, water, and wastewater systems, including stationary and stormwater facilities) that are part of an asset management plan.

OCIF can also be used for asset management planning expenditures, including staff time for hours worked by municipal staff on asset management planning. Additionally, OCIF can be used for activities aimed at improving the performance or increasing the capacity of existing water and wastewater infrastructure under the Composite Correction Program.

There are a few ineligible expenditures under the OCIF grant, one of which is rolling stock (e.g., trucks, graders, etc.).

NORDS

The NORDS grant for 2025 is $70,822, which can only be spent on roads and bridge infrastructure. Note: This is the last year for this funding grant.

Recommendation:

That Council should come prepared with their analysis on the Draft 2025 Budget as a whole, along with what capital projects should take place in 2025 and provide feedback on what can wait for future years.

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April Draft Budget 2025

PDF pages 30 to 42.

TOWNSHIP OF LAIRD

2025 BUDGET REPORT

Draft Budget

2024 2024 2025

Description Budget Prior Audit Budget

TAXATION REVENUE

2025 DRAFT BUDGET

2024 2024 2025

Description Prior Audit Budget

MISC. REVENUE OPERATING

2025 DRAFT BUDGET

2024 2024 2025

Description Prior Audit Budget

GRANT REVENUE

2025 DRAFT BUDGET

Cont…...

2024 2024 2025

Description Prior Audit Budget

GENERAL GOVERNMENT CONT….......

2025 DRAFT BUDGET

Cont…....

2024 2024 2025

Description Prior Audit Budget

ENVIRONMENTAL SERVICES CONT…....

Environmental - Rd Materials & Equip. Time 4,000 --- ---

2025 DRAFT BUDGET

2024 2024 2025

Description Prior Audit Budget

RECREATION OPERATING EXPENDITURES

2025 DRAFT BUDGET

2025 DRAFT BUDGET

2025 DRAFT BUDGET

2024 2024 2025

Description Prior Audit Budget

ROADSIDE MAINTENANCE

2025 DRAFT BUDGET

2024 2024 2025

Description Prior Audit Budget

WINTER CONTROL

2025 DRAFT BUDGET

2024 2024 2025

Description Prior Audit Budget

ROAD MISC.

2025 DRAFT BUDGET

2025 DRAFT BUDGET

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Reserve Report 2024

PDF page 43.

TOWNSHIP OF LAIRD

RESERVES

2024

$ 1,761,096

Reserves are funded through the inclusion in the annual operating or capital budget or through a resolution of council.

WORKING CAPITAL FIRE CAPITAL G. W. EVOY RINK This Reserve is to fund the capital This Reserve is to fund the cost of This Reserve is to fund expenses such as fire service needs. Assistance Playground Equipment. unanticipated operating, cash flow problems, MNR - Fire

technology, capital and emergencies.

RECREATION HERITAGE ASSET MANAGEMENT GENERAL This Reserve is to fund the develop of a GENERAL This Reserve is to fund expenses new Museum for the township. This Reserve is to fund expenses associated associated with Rec

with the Asset Management Plan CEMETERY WHARF This Reserve is to fund the capital projects ROAD EQUIPMENT This Reserve is to fund the at the cemetery . This Reserve is to fund the replacement of Road development of the Wharf

Equipment Capital.

BAR RIVER HALL INVESTMENTS LANDFILL This Reserve is to fund the GIC - CIBC $58,763.20 Maturity March 4 This Reserve is to fund the expenses associated Township's portion of the NOHFC IPC Securities $828,038 Investment with the closure and post closure liability of the Capital project.

landfill site. CEMETERY GIC - CIBC $26,092.68 Maturity May 19

2025-04-14

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Provincial Offences Act Inter-Municipal Agreement Renewal

PDF pages 44 to 48.

FOURTH INTER-MUNICIPAL AGREEMENT RENEWAL

THIS RENEWAL made this 7th day of April, 2025.

BETWEEN:

THE CORPORATION OF THE CITY OF SAULT STE. MARIE

Hereinafter referred to as “the City”

-and-

THE MUNICIPAL PARTNERS BEING:
The Town of Bruce Mines
The Township of Hilton
The Municipality of Huron Shores
The Township of Johnson
The Township of MacDonald, Meredith & Aberdeen Additional
The Township of Plummer Additional
The Township of Dubreuilville
The Village of Hilton Beach
Township of Jocelyn

The Township of Laird

The Municipality of Wawa
The Township of Prince
The Township of St. Joseph
The Corporation of the Town of Thessalon
The Township of Tarbutt & Tarbutt Additional
The Township of White River
Garden River First Nation
Batchewana First Nation of Ojibways

Hereinafter referred to as “Municipal Partners”

WHEREAS an Inter-Municipal Service Agreement dated May 14, 2001 (the “Agreement”) was made between the City and the Municipal Partners in support of a Memorandum of Understanding for the transfer of service delivery for all court administration and court support functions under the Provincial Offences Act and prosecutions of matters under Parts I and II of the Provincial Offences Act ;

AND WHEREAS the Parties agreed to the City of Sault Ste. Marie being the service delivery agent to effect a seamless transition of Provincial Offences Act court administration and to share the net revenues on a population basis among the Municipal Partners;

AND WHEREAS the Agreement has been renewed by the City and the Municipal Partners from time to time to allow for the continuous provision of services;

AND WHEREAS the most recent renewal of the Agreement was the Renewal of Inter-Municipal Agreement made the 10 th day of August, 2020 (the “2020 Agreement”), which renewed the Agreement for the period of five (5) years commencing on April 1, 2020 and ending on March 31, 2025;

AND WHEREAS Section 13 of the 2009 Agreement provides that the Parties hereto may amend the agreement on the written consent of the Parties thereto;

AND WHEREAS the Parties hereto agree and wish to renew the 2009 Agreement for a further period of five (5) years;

NOW THEREFORE the Parties hereto agree as follows:

1. The Parties hereto acknowledge and agree that Section 9 of the 2009 Agreement shall be amended, so as to cause the renewal of the 2009 agreement for a future period of five (5) years, commencing on April 1, 2025 and ending on March 31, 2030.

2. This Agreement may be executed in several counterparts, each of which so executed shall be deemed to be an original, and such counterparts together shall constitute but one and the same instrument.

IN WITNESS WHEREOF the Parties hereto have signed and sealed this renewal of the 2009 Agreement by their proper signing officers as of the date first above written.

THE CORPORATION OF THE CITY OF SAULT STE. MARIE

(blank)

MAYOR – MATTHEW SHOEMAKER

(blank)

CLERK – RACHEL TYCZINSKI

THE TOWN OF BRUCE MINES THE TOWNSHIP OF DUBREUILVILLE

(blank) (blank) MAYOR – LORY PATTERI MAYOR – BEVERLY NANTEL (blank) (blank) CLERK – JUDY DAVIS CLERK – SHELLEY B. CASEY

THE TOWNSHIP OF HILTON THE VILLAGE OF HILTON BEACH

(blank) (blank) REEVE – RODNEY WOOD MAYOR – ROBERT HOPE (blank) (blank) ACTING CLERK – SARA DINSDALE CLERK – MYRA EDDY

THE MUNCIPALITY OF HURON SHORES TOWNSHIP OF JOCELYN

(blank) (blank) MAYOR – JANE ARMSTRONG REEVE – CORI MURDOCK (blank) (blank) CLERK – NATASHA ROBERTS CLERK – KAYLEE D’ANGELO

THE TOWNSHIP OF JOHNSON THE TOWNSHIP OF LAIRD

(blank) (blank) MAYOR – REG MCKINNON MAYOR – SHAWN EVOY (blank) (blank) CLERK – JANET MAGUIRE CLERK – JENNIFER ERRINGTON

THE TOWNSHIP MACDONALD, TOWNSHIP OF MICHIPICOTEN MEREDITH & ABERDEEN ADDITIONAL NOW THE MUNICIPALITY OF WAWA

(blank) (blank) MAYOR – LYNN WATSON MAYOR – MELANIE PILON (blank) (blank) CLERK – LACEY KASTIKAINEN CLERK – MAURY O’NEILL

THE TOWNSHIP OF PLUMMER ADDITIONAL THE TOWNSHIP OF PRINCE

(blank) (blank) MAYOR – BETH WEST REEVE – MELANIE MAGERAN (blank) (blank) ACTING CLERK – LIISA COTNAM CLERK – SAM CAROLEI

THE TOWNSHIP OF ST. JOSEPH THE TOWNSHIP OF TARBUTT &
TARBUTT ADDITIONAL

(blank) (blank) MAYOR – JODY WILDMAN MAYOR – LENNOX SMITH (blank) (blank) CLERK – AMANDA RICHARDSON CLERK – CAROL O. TRAINOR

THE CORPORATION OF THE THE TOWNSHIP OF WHITE RIVER TOWN OF THESSALON

(blank) (blank) DEPUTY MAYOR – JORDAN BIRD MAYOR – TARA ANDERSON HART (blank) (blank) CLERK – DEBBIE RYDALL CLERK – JULIE ROY WARD

GARDEN RIVER FIRST NATION

(blank) (blank) CHIEF KAREN BELL COUNCILLOR CHESTER LANGILLE (blank) (blank) COUNCILLOR KARI BARRY COUNCILLOR CANDICE SIM (blank)

COUNCILLOR DARWIN BELLEAU

(blank)

COUNCILLOR KRISTY DAWN JONES

(blank)

COUNCILLOR LEE ANN GAMBLE

(blank)

COUNCILLOR TRAVIS JONES

BATCHEWANA FIRST NATION OF OJIBWAYS

(blank) (blank) CHIEF MARK McCOY COUNCILLOR TREVOR SAYERS (blank) (blank) COUNCILLOR JOE TOM SAYERS COUNCILLOR BRENDA SAYERS (blank) (blank) COUNCILLOR AGNES LIDSTONE COUNCILLOR GARY ROACH (blank) (blank) COUNCILLOR LUKE McCOY COUNCILLOR CAROL HERMISTON (blank)

COUNCILLOR ANN TEGOSH

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Senior of the Year Nomination

PDF page 49.

PDF page 49 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 49, or contact the Township office for an accessible format.

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Memo: FCM Grant – Green Municipal Fund

PDF pages 50 to 68.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: April 17, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: FCM Grant – Green Municipal Fund

BACKGROUND/OVERVIEW:

The Federation of Canadian Municipalities (FCM) has a Green Municipal Fund grant available that would cover 100% of the cost for Northern Communities for a feasibility study that assesses in detail the approaches needed to retrofit existing municipal buildings for an impactful multi-year pathway toward zero-operational GHGs.

SustainErgy Group Inc. has reached out to our office to assist with the grant application, to implement the SmartSence Program that would keep a constant eye on our facilities, finding savings, preventing breakdowns, and reducing operational costs – all while securing grants to make upgrades seamless. Attached is the SmartSence Brochure that covers what SustainErgy Group Inc. can do for us.

Recommendation:

That Council review the SmartSence Brochure.

Recommended Resolution:

BE IT RESOLVED THAT Council receives the April 17, 2025, FCM Grant – Green Municipal Fund report and further that Council requests Clerk to apply for the Federation of Canadian Municipalities (FCM) Green Municipal Fund grant.

Attachment : SmartSence Brochure

PDF page 51 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 51, or contact the Township office for an accessible format.

Program Overview

SmartSence is the ultimate tool—your municipality’s unfair advantage. With 85%+ of costs covered, it’s future-proof and delivers unmatched clarity into energy use, equipment performance, and operational inefficiencies.

SmartSence keeps a constant eye on your facility, finding savings, preventing breakdowns, and reducing operational costs —all while securing grants to make upgrades seamless. It’s powerful, simple, and built to save you money now and for years to come

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Steps Involved

Pre-Apply for Grant Funding

We handle everything to secure up to 85%+ funding for your municipality.
No out-of-pocket costs, no hassle—we complete the pre-application and
process on your behalf. If funding isn’t secured, there’s no cost to you.

Precision Facility Walk through & Scanning

We scan your entire facility and create an ultra-accurate 3D model. Every
detail matters—doors, windows, roofs, mechanical systems, and
electrical equipment are all analyzed. This gives us a complete picture of
your building, exposing inefficiencies and unlocking hidden opportunities
to save big.

Sensor Installation & Dashboard Training

Non-intrusive clip-on sensors are installed on your circuits, delivering
second-by-second energy and equipment data. Once live, we train your
team to use the intuitive 24/7 dashboard to monitor energy patterns,
track equipment health, and access actionable insights in real time.

Customized Energy Savings Plan

Using real-time data, SmartSence creates a tailored plan to reduce
energy consumption, cut costs, and prevent equipment failures. You'll
receive:

A comprehensive report on energy savings and GHG reductions.
A capital plan for long-term improvements.
Our team provides ongoing support to help you achieve and maintain
your energy goals.

Ongoing Asset Health Monitoring

Our system continuously tracks your equipment’s energy patterns and
performance. With real-time insights, you can identify potential issues
before they become costly failures, ensuring your assets operate
efficiently over the long term.

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Pre-Apply for Grant Funding

Pre-Apply for Grant Funding

In order to make the program work - we use a combination of federal and provincial grants in order to help gain maximum funding for municipalities, We pre-apply for the grants and do the legwork for you - making sure things stay simple on your end.

Zero Risk: We pre-apply and secure funding before you commit to any project.

We Handle It All: We complete the grant application process on your behalf
—no effort or resources needed from your team.

No Funding, No Charge: If we can’t secure the funding, there’s
absolutely no cost to you.

Guaranteed Simplicity: We make the process easy, seamless, and stress-free so you can focus on your priorities.

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Precision Facility Walk through & Scanning

Precision Facility Walk through

& Scanning

Introducing the Facility 3D Scan: a future-proof solution that’s light years ahead of traditional energy audits. Instead of outdated walk-throughs prone to human error, we create an extremely accurate digital model of your facility. What does that mean for you? More accurate estimates, better insights, and less time spent in your facility disrupting operations. Plus, this model will future-proof your municipality, ensuring you’re ready to qualify for grants and funding opportunities for years to come

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Facility Walk through & Scanning

Our Facility Walkthrough is designed to uncover every possible opportunity to optimize energy usage and reduce costs. During this detailed assessment, our team will document:

What We Assess:

1. Electrical and Mechanical Equipment:

HVAC systems, lighting, motors, pumps, and any other energy-consuming equipment in the facility.

2. Building Envelope:

Windows, doors, insulation, roof, and other structural components impacting energy
efficiency.

3. Energy Flow and Usage:

Identify how energy is being consumed, pinpoint inefficiencies, and highlight areas for improvement.

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Sensor Installation & Dashboard

Sensor Installation & Dashboard

Gain Deep Clarity Into Your Facility

Unlock a new level of understanding with our simple sensor installation and powerful
dashboard. The sensors provide a detailed, real-time view of your facility’s operations, giving
you unmatched clarity into how every piece of equipment is performing.
The intuitive dashboard transforms this data into clear, actionable insights—highlighting
energy usage, savings opportunities, and potential issues—so you can make smarter decisions
with confidence.

It’s clarity made simple.

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About the Sensors

Perfect for buildings of any size age or type

Hidden in your electrical panel, monitor

everything—HVAC systems, lighting, receptacles, plug loads, pumps, and motors—all without

touching the equipment itself.

From rooftop units to submerged pumps and other

hard-to-reach areas, our system monitors assets

no matter where they are

Simple Clip-On Design

No complex modifications

Installation is designed to avoid downtime or

interruptions to your operations..

Secure, encrypted IoT server powered by AWS.

backed by the industry’s best.

Our sensors require no batteries and zero

maintenance.

Sensors essentially last a lifetime

All the sensors simply plug into a gateway-which can be quickly connected through either Wifi or Ethernet

wifi or ethernet

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About the Dashboard

Get a Live View Anytime

Get a live, real-time view of everything happening in your facility. From equipment status to energy usage, our dashboard gives you instant clarity on what’s running, what’s not, and where action is needed—all in one place. No delays, no guesswork—just live insights at your fingertips

Historical Insights: Track

Any Asset, Anytime

Easily check in and out on any piece of equipment whenever you need. View clear, detailed performance graphs, zoom in and out for precision, or select specific dates

to analyze trends. It’s simple, clear, and gives you complete control over your

asset’s history—all in just a few clicks

Insights: Everything You Need to Know

Get a complete view of what’s happening in your facility, all in one place. From energy savings opportunities to potential issues, the Insights page highlights where you can save and what needs attention. Clear, actionable data—so you can make smarter decisions and keep your facility running at its best

PDF page 59 also includes a picture or diagram that is not reproduced here. Open PDF page 59.

Customized Energy Savings Plan

Customized Energy Savings Plan

Accurate, Ongoing, and Actionable

Unlike traditional energy audits that deliver a one-time paper report, our
customized energy plan goes far beyond. By combining a 3D facility scan with
real-time sensor data, we provide an extremely accurate and ongoing plan that
uncovers every possible way to save energy and reduce inefficiencies.
Here’s what makes it different:

Unmatched Precision: Sensors monitor each piece of equipment, identifying operational inefficiencies in real time.

Hidden Savings Unlocked: We detect what’s often overlooked—like peak
demand, equipment performance, and wasted energy—driving massive
savings.

Ongoing Optimization: Savings don’t stop after the audit. We continuously
identify new opportunities and inefficiencies as your facility operates.
Grant-Backed Upgrades: We identify and calculate available grants for
equipment upgrades, showing you savings, ROI, and funding opportunities—
all in one place.

This isn’t just a plan; it’s a dynamic, future-proof strategy that helps you cut
costs, optimize operations, and make confident decisions for your facility.

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Energy Savings

Savings You’re Missing

Every Day

Every day, your facility is leaking energy—and money. It’s the little things: unnoticed

operations, inefficient equipment, and wasted energy that add up over time. We find

those opportunities for you, so you stop

losing and start saving, without lifting a finger

Peak Demand

Most facilities have no idea how to reduce peak demand. Why? Because they can’t see

it. Without visibility, you don’t know what’s running, when it’s running, or how much energy it’s consuming. Our heat map makes it crystal clear— showing you exactly what’s driving your peak demand and when it happens. With this clarity, you can take control, make adjustments, and lower costs.

Equipment Retrofits: Real Data, Real Savings

Discover exactly how much you can save with

equipment retrofits—no guesswork, no assumptions.

Our insights are based on real data from your

facility, not generic projections. This means you’ll

have accurate, actionable information to make

confident decisions about upgrades.

And the benefits don’t stop there—we can track the savings after the retrofits, giving you measurable

proof of performance and long-term value.

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Energy Savings

Grant Alerts

Stop wasting time hunting for grants and hoping they match your facility. Our system does the work for you—identifying grants tailored to your facility’s needs, potential upgrades, and energy-saving opportunities.

With deep data collected from your facility, we ensure you’ll exceed grant requirements, making the process seamless and completely hands-free for you. We don’t just show you what’s available; we calculate exactly how upgrades will benefit your facility and how much you’ll save. It’s clarity, convenience, and funding opportunities —all in one place.

How to get to Net Zero

Achieving net zero doesn’t have to be a guessing game. We

will develop a tailored plan for your municipality to cut

energy usage by 50% in the next 10 years and push toward

80-100% reductions in the next 20 years.

Our approach prioritizes the most cost-effective ways to reach net zero, ensuring you save money while meeting

sustainability goals. This plan will include actionable steps, ongoing monitoring, and active searches for grants and incentives to support your journey. With a clear roadmap, we’ll help you achieve long-term energy savings and sustainability with minimal financial burden.

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Asset Health: Simple, Automated, Done for You

Asset Health: Simple,

Automated, Done for You

We monitor your assets so you don’t have to. At a glance, you’ll see exactly what’s happening: how many assets are running smoothly, which ones need attention, and where immediate action is required. No digging through data—just clear, real-time status updates, like ‘23 assets monitored: 17 healthy, 5 need action, 1 critical, and 3 baselines in progress.’ It’s effortless, automated, and designed to give you total confidence in your facility’s operations

How does this system help monitor asset health?

Take a look at the next pages ......

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Asset Health

How does this system help monitor asset health?

Asset Cycles

We monitor equipment by tracking its cycles—a cycle is the period from when a piece of equipment turns on to when it turns off.

Each cycle reveals valuable performance data, with the electrical pattern being the most critical indicator. By analyzing these patterns, we gain deep insights into how the equipment is operating and where inefficiencies or issues may exist.

Create Baseline

Over approximately 90 days, we capture around 100-120 cycles to establish a performance baseline—a benchmark unique to each piece of equipment.

Any Type of Equipment

Any Age

Any Condition

Any Location

By establishing this baseline, we provide a clear picture of your equipment’s performance, efficiency, and health—helping you identify early warning signs, prevent costly breakdowns, and extend the lifespan of your assets.

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Asset Health

Irregular Spikes

We monitor for irregular

spikes that signal

equipment issues. Beside

are a few examples of patterns and the problems

they indicate.

Irregular Performance

"Regular performance shows stable, predictable activity. Irregular performance? It’s chaotic, with spikes and patterns signaling potential issues like inefficiencies or equipment failures. By monitoring these irregularities, we spot problems early—so you can take action before they turn into costly breakdowns

Measure Deterioration

"As equipment ages, it naturally deteriorates

over time. We measure that deterioration by

tracking performance trends and plotting

how your equipment’s health declines.

In the diagram beside, you’ll see how we

identify this trend, allowing us to predict the remaining life of your equipment—so you

can plan repairs or replacements before

failure happens

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Asset Health

Manufacturers Specs

Manufacturers set performance

thresholds for how equipment

should operate. In many cases, we

can find the exact specs for your

equipment—or similar models—and compare real-time performance

against these benchmarks.

When equipment exceeds these

specs, it’s a sign of inefficiencies or

potential issues that need

attention.

Pattern Matching

As we detect issues or problems with equipment, we record those events and their unique electrical patterns. Over time, we build a library of patterns linked to specific failures. When monitoring your equipment, we match its performance against these patterns. If a match occurs, we statistically predict potential breakdowns and alert you early—giving you time to take action before a failure happens.

Preventing Critical Oversights

Small issues, when unnoticed, can cause big, expensive

problems. For example:

Heat Tape Failures: If heat tape stops running, pipes

can freeze and burst, leading to costly repairs.

Dehumidifier Issues: When dehumidifiers don’t run

enough, excess humidity can cause rust, structural

damage, and costly replacements—like roof joints in

facilities.

By monitoring equipment performance and identifying

when systems aren’t running as they should, we help

prevent these critical oversights, saving you from

unexpected damage and expenses.

PDF page 66 also includes a picture or diagram that is not reproduced here. Open PDF page 66.

SmartSence Summary

SmartSence is a fully funded, future-proof solution designed to give municipalities complete clarity into their facilities’ operations, energy efficiency, and equipment health.

Here’s what SmartSence does:

Real-Time Monitoring: Clip-on sensors track each piece of equipment in your facility, providing second-by-second insights into energy usage and performance.

Precision Energy Plan: Combining 3D facility scans and sensor data, SmartSence uncovers every energy-saving opportunity and operational inefficiency—things traditional audits miss.

Equipment Health & Predictive Maintenance: Monitors equipment cycles, detects irregular spikes, and measures deterioration to predict and prevent costly breakdowns.

Ongoing Optimization: It doesn’t stop after one report—SmartSence continuously identifies savings and inefficiencies, ensuring long-term results. Peak Demand Insights: Visualize and reduce peak energy demand to cut costs further.

Grant Assistance: We handle the entire grant process—finding funding, calculating savings and ROI for upgrades, and making the process hands-free for you.

The Value:

Reduce Costs: Significant energy savings and optimized operations. Avoid Breakdowns: Predict and fix issues before they become expensive problems. Long-Term Results: A program built to adapt and deliver value over time. Minimal Effort: Everything is set up, managed, and optimized for you.

Bottom line? SmartSence delivers unmatched clarity, actionable insights, and cost savings—all while making the process seamless, hands-free, and future-proof.

PDF page 67 also includes a picture or diagram that is not reproduced here. Open PDF page 67.

Experience the Power of

SmartSence

The Ultimate Game-Changer for Your Facility—Unmatched
Clarity, Maximum Savings

or want to learn more? - Feel free to reach out anytime

Peter Hart

phart@sustainergy.ca

(780)-863-4723

Back to the agenda

Support Resolution: Northern Highway Safety Plan, Coleman Township, February 24, 2025

PDF pages 69 to 73.

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.

Back to the agenda

Support Resolution: Standing for Canada Resolution, Municipality of East Ferris, March 11, 2025

PDF pages 74 to 75.

REGULAR COUNCIL MEETING

HELD

March 11 th , 2025

2025-76

Moved by Councillor Trahan

Seconded by Councillor Kelly

WHEREAS Canada and the United States have a shared history of friendship, respect and neighbourly relations;

AND WHEREAS Canada is a sovereign nation with a peaceful history of self-governance dating to its Confederation in 1867;

AND WHEREAS the Canadian identity is marked by a deep-rooted pride in its heritage and culture founded by French and British settlement, enriched by Indigenous culture and traditions and by more than a century and a half of multi-cultural immigration;

AND WHEREAS Canada has significant global standing, consistently supporting its allies, including the United States, in global conflicts such as two world wars, and wars in Korea and Afghanistan; and in international coalitions and in being consistently recognized as among the top countries in the world for quality of life;

AND WHEREAS newly elected President Donald Trump has suggested that with the use of economic force such as tariffs, Canada should become the 51st state of the United States;

AND WHEREAS President Trump, has now imposed tariffs on imports from Canada that will have a significant detrimental impact on the economic stability in both countries;

AND WHEREAS federal and provincial leaders are encouraging Canadians to buy Canadian, at the same time as it seeks to remove inter-provincial trade barriers within Canada;

AND WHEREAS municipalities have significant purchasing power through capital and infrastructure programs and can assist in the effort to combat tariffs and support Canadian businesses by their procurement of Canadian products and services;

AND WHEREAS municipalities have traditionally been prevented by trade agreements and legislation from giving preference to the purchase of Canadian products and services;

NOW THEREFORE BE IT RESOLVED that the Council of the Municipality of East Ferris categorically rejects any efforts by President Trump or any others to undermine the sovereignty of Canada, and we stand united with our provincial and federal leaders for a Canada that remains strong, free, independent, and characterized by peace, order, and good government;

T: 705-752-2740

E: municipality@eastferris.ca

25 Taillefer Road, Corbeil, ON. P0H 1K0

eastferris.ca

PDF page 74 also includes a picture or diagram that is not reproduced here. Open PDF page 74.

AND FURTHERMORE that Council endorses the federal and provincial call to action to buy Canadian and therefore remove any impediments to municipalities preferring to engage Canadian companies for products and services when appropriate and feasible;

AND FURTHERMORE that Council encourages the provincial and federal governments to remove trade barriers between provinces in support of Canadian businesses;

AND FURTHERMORE that the CAO be directed to prepare a report detailing a temporary purchasing policy that integrates and addresses these concerns;

AND FURTHERMORE that this resolution be forwarded to Prime Minister Justin Trudeau, Ontario Premier Doug Ford, Nipissing-Timiskaming MP Anthony Rota, Nipissing MPP Vic Fedeli, the Association of Municipalities of Ontario, the Rural Ontario Municipal Association, Ontario Good Roads Association, Federation of Northern Ontario Municipalities, the Federation of Canadian Municipalities and all Ontario municipalities.

Carried Mayor Rochefort

CERTIFIED to be a true copy of Resolution No. 2025-76 passed by the Council of the Municipality of East Ferris

on the 11th day of March, 2025.

Kari Hanselman, Dipl. M.A.

Clerk

T: 705-752-2740

E: municipality@eastferris.ca

25 Taillefer Road, Corbeil, ON. P0H 1K0

eastferris.ca

PDF page 75 also includes a picture or diagram that is not reproduced here. Open PDF page 75.

Back to the agenda

Roads Department Appreciation Letter, Denise Perigord, March 12, 2025

PDF page 76.

PDF page 76 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 76, or contact the Township office for an accessible format.

Back to the agenda

City of Toronto – Request for Expression of Interest (REOI) – Residual Waste, February 20, 2025

PDF pages 77 to 91.

clerk@lairdtownship.ca

From: Atif Durrani <Atif.Durrani@toronto.ca>

Sent: February 20, 2025 12:15 PM

To: Atif Durrani

Subject: City of Toronto - Request for Expression of Interest (REOI) – Residual Waste Attachments: REOI - Residual Waste Services for the City of Toronto.pdf; REOI - Appendices B & C.docx

Flag Status: Flagged

Good Afternoon,

As you may already know, with the projected constraints on remaining and future available landfill options throughout Ontario, many municipalities are facing unprecedented challenges to secure long-term residual waste (i.e. garbage) disposal options.

The City of Toronto is committed to continuing to promote and encourage waste reduction and diversion in order to reduce the amount of waste requiring disposal. However, even if significant increased waste reduction and diversion targets can be achieved, such as the targets set by the Province under the Resource Recovery and Circular Economy Act, 2016 and its related regulations and policies, there will be considerable amounts of residual waste that still must be managed.

Toronto City Council has approved a Residual Waste Management Work Plan which outlines strategic and long-term planning activities to manage residual waste, including the engagement of municipalities in Ontario to identify interest in partnering with the City to manage residual waste.

To help advance this work, I am pleased to share for your consideration a Request for Expression of Interest (REOI) to identify if your municipality is interested in engaging in a preliminary discussion as it relates to one or more of the following:

• Accepting municipally managed residual waste (i.e. garbage) from the City of Toronto;
• Selling an existing active landfill to the City of Toronto;
• Becoming a host for the City of Toronto to build a new landfill;
• Partnering with the City of Toronto to build a new landfill or expand an existing landfill.

At this stage the City of Toronto is only gathering information on potential interest from municipalities. If there is interest from your municipality, the attached document “REOI - Appendices B & C” includes a brief questionnaire for municipalities to complete and return to the City of Toronto by June 30, 2025 . The City of Toronto will provide additional specifications and requirements as part of future discussions with those interested.

You can find additional information on the City of Toronto’s Residual Waste Management Work Plan at the following website: Residual Waste Management and in the Council report: Long-Term Residual Waste Management Options for the City of Toronto.

Please contact me if you have additional questions on the REOI process or on the City of Toronto’s Residual Waste Management Work Plan.

Thank you,

Atif Durrani

Project Director (Acting) – Residual Waste, Business Transformation Policy, Planning and Outreach

Solid Waste Management Services

City of Toronto (437) 882-4627

atif.durrani@toronto.ca

Matt Keliher Solid Waste Management Services Division Atif Durrani General Manager City Hall, 25th Floor, East Tower Project Director 100 Queen Street West Planning Policy and Outreach Toronto, Ontario M5H 2N2

Residual Waste Management

February 20, 2025 NOTICE TO POTENTIAL RESPONDENTS

REQUEST FOR EXPRESSION OF INTEREST #2025-01

To Seek Interest from Municipalities in Ontario to Provide Residual Waste Services for the City of Toronto

Please review the attached document and submit your response via email by the closing deadline of 12:00 noon (Local Toronto Time) on June 30, 2025.

TABLE OF CONTENTS

REOI #2025-01

Notice to Potential Respondents ................................................................................................ 1 Table of Contents .................................................................................................................. 2

1.0 TERMINOLOGY .............................................................................................................. 3

1.1. Definitions ........................................................................................................... 3

2.0 PURPOSE ...................................................................................................................... 3

1. Background ......................................................................................................... 3

2. Specifications and General Requirements .......................................................... 4

3.0 REOI PROCESS ............................................................................................................ 5

3.1 Issuance of the REOI document…………………………………………............…...5

3.2 Acceptance of Responses ................................................................................. 5

3.3 Review of Responses ........................................................................................ 6

3.4 Meeting/Discussions …………………………… ............. ………………… ... …… . ….. 6

3.5 Schedule of Events ....................... ……………………………………………………6

3.6 Clarification…………………………………………..………………………………......6

3.7 Review of Submissions………..……………………….........…………………………6

4.0 RESPONSE SUBMISSION GUIDELINES ...................................................................... 7

4.1 Response Documentation and Delivery .............................................................. 7

APPENDICES

Appendix A REOI Process Terms and Conditions ................................................................ 10 Appendix B Response Submission Form. ........................................................................... .12 Appendix C Response Questionnaire Form…….....................................................................13

1.0 TERMINOLOGY

1.1 References to Labeled Provisions

Each reference in this Request for Expression of Interest to a numbered or lettered “section”, ”subjection“ , “paragraph, “subparagraph”, “clause” or “subclause” shall, unless otherwise expressly indicated, be taken as a reference to the correspondingly labelled provision of this Request for Expression of Interest.

1.2 Definitions

Throughout this Request for Expression of Interest, unless inconsistent with the subject matter or context,

“City” means the City of Toronto.

"City Contact" means the City employee(s) designated as City Contact on the Notice to Potential Respondents for all matters related to the REOI call process.

“Council” means City Council.

“Green Lane” means the City of Toronto owned Green Lane Landfill in the Township of Southwold

“Respondent” means a legal entity, being a person, partnership or firm that submits a Response in response to the REOI.

“Response” means a submission by a Respondent in response to the REOI.

“REOI” means this Request for Expression of Interest (REOI) package in its entirety, inclusive of all Appendices and any bulletins or Addenda that may be issued by the City.

“Residual Waste” means waste or garbage that requires management after diversion efforts have been exhausted.

“SWMS” means the City of Toronto’s Solid Waste Management Services Division.

2.0 PURPOSE

The City of Toronto is releasing this REOI to identify interest of municipalities in Ontario:

• To accept residual waste (i.e. garbage) from the City of Toronto;
• To sell an existing active landfill to the City of Toronto;
• To become a host for the City of Toronto to build a new landfill;
• To partner with the City of Toronto to build a new landfill or expand an existing landfill.

Residual waste (i.e. garbage) that the City of Toronto manages is primarily from residential customers (including single family, multi-residential and residential units above commercial), with some commercial residual waste as well.

This REOI process is governed by the terms and conditions in Appendix ‘ A’. Participation in the REOI process in no way precludes any Respondent from participating in any potential future procurement processes, nor is it a prequalification process. It is not the City's intent to pre-qualify any Respondents as part of this REOI process.

2.1 Background

The City of Toronto (City) is the capital of the Province of Ontario and Canada’s largest city with a population of 2,794,356 (2021 census). The City is bordered by the Regions’ of Peel, York and Durham. Geographically, the City spans an area of 630 square kilometers, approximately 21 kilometers from north to south and 43 kilometers from east to west. The City is bordered by Lake Ontario to the south, Etobicoke Creek and Highway 427 to the west, Steeles Avenue to the north and the Rouge River/Scarborough-Pickering Townline to the east. Figure 1 provides an overview of the geographic boundaries of the City of Toronto and neighbouring municipalities.

Figure 1. City of Toronto Geographic Boundaries and Neighbouring Municipalities

The City operates a sophisticated integrated waste management system that includes solid waste collection and processing, diversion programs, and waste disposal. The City also has a number of programs and initiatives focused on waste reduction and transitioning to a circular economy with the goal of keeping resources in use for longer and to reduce the amount of waste requiring disposal.

The City manages more than 700,000 tonnes of residential waste each year. In 2023, a total of 381,707 tonnes of residential waste was diverted from landfill through several programs, including Green Bin organics. The 2023 combined residential diversion rate for single family homes and multi-residential buildings was 53.6 per cent. Additional details on the City’s diversion rates can be found on the City’s SWMS’ website: Solid Waste Reports & Diversion Rates – City of Toronto .

The City diverted approximately 131,000 tonnes of organic material through its Green Bin organics program in 2023. The organic material is processed at state-of-the art organics processing facilities that use innovative pre-processing and anaerobic digestion technology to breakdown organic material to produce high quality compost and biogas, which is upgraded into renewable natural gas. As part of the Food and Organic Waste Policy Statement issued by the province on April 30, 2018, larger municipalities must meet waste reduction and resource recovery targets and provide collection of food and organic waste. The City of Toronto is on track for meeting its targets and requirements of the Policy Statement.

Even with the ongoing waste reduction and diversion actions taken by the City to date, operational planning for the City’s long term waste disposal needs is required. The urgency to secure and/or establish long-term disposal capacity is increasing as the City’s only operational landfill, Green Lane Landfill (Green Lane), has limited remaining lifespan.

Green Lane, which is located approximately 200 kilometers from the City of Toronto in the Township of Southwold is the City’s primary residual waste disposal site. It has been in operation since 1978 and has been owned by the City since 2007. On average, the City disposes approximately 450,000 tonnes of residual waste per year at Green Lane. At this rate, it’s remaining capacity will be used up by approximately 2035. Further, based on a recent Long Term Residual Waste Disposal Study conducted by the City, it was estimated that within the 25-year planning horizon, the City would be required to manage approximately 500,000 to 525,000 tonnes of residual waste per year, taking into consideration Toronto’s population growth and the City’s waste diversion programs.

Green Lane is a state-of-the-art facility that provides safe, effective and environmentally responsible disposal of Toronto’s residual waste. In 2017, it won a Solid Waste Association of North America (SWANA) Bronze Excellence Award in the Landfill Management category. The City operates Green Lane in compliance with the current Environmental Compliance Approval issued by the Ministry of the Environment, Conservation and Parks (MECP). In order to remain compliant with the Environmental Compliance Approval for the site, Green Lane undertakes several actions, which include preparing and submitting an Annual Progress Report to the MECP.

Several residual waste disposal options to manage the City’s waste beyond the current capacity of Green Lane were identified in 2023 as part of a City Council Report. Some of the options identified included the partnering with another municipality to build and/or operate a landfill or accept the City’s residual waste.

Partnering with the City of Toronto could provide several benefits to an interested municipality, including potential for:

• Community benefits agreement, including shared revenues from tipping fees;
• Economic generation for the local community;
• Job creation from the operation of the facility;
• Improvements in local infrastructure;
• Secured landfill capacity for the local community;
• Support in providing waste management services;
• Shared innovation to advance environmental management or financial viability of landfills;
• E.g. Landfill gas collection and upgrade to produce Renewable Natural Gas for fuel or heating uses;
• Support in meeting any future federal or provincial landfill emission reduction targets and reporting requirements for methane requirements.

Purchasing, and/or developing a new landfill, would require the City to adhere to applicable requirements under Ontario’s Environmental Assessment Act , such as the environment screening process and an environmental assessment. These requirements under the Environmental Assessment Act along with the time to design, build and commission a landfill site can take up to a decade or more to complete. Given this timeframe, technical and operational planning must begin as soon as possible.

It should be noted that the City's situation is not unique and there is limited existing landfill capacity across the province, both private and municipally owned. As outlined in Waste to Resources Ontario's 2021 report "State of Waste in Ontario: Landfill Report", landfill capacity in Ontario is

expected to reach capacity by the year 2034. Ontario's remaining landfill capacity is even more vulnerable as approximately 30 per cent of Ontario's waste (mostly industrial, commercial and institutional) is exported to Michigan, New York State, and to a lesser extent, Ohio. Unforeseen border closures or increases in waste disposal fees in the United States could result in additional volumes of waste requiring disposal within the province, putting the landfill capacity under even more pressure. The report projects that if Ontario waste were to no longer be exported to the United States, the province's landfill capacity would be depleted even sooner (by 2032).

Adding to this challenge, the Government of Ontario's recent amendments to the Environmental Assessment Act changed the regulatory landscape for landfill approvals in Ontario. The amendments to the Environmental Assessment Act require proponents wishing to build a new landfill in Ontario to obtain support from both the host municipality and municipalities that have residential land within 3.5 kilometers of the proposed landfill site. This requirement effectively gives each local and adjacent municipality "veto" power over the development of the landfill.

As the City, along with other Ontario municipalities share the same challenges in securing long-term residual waste management capacity, it is anticipated that the waste landscape in Ontario will become more scarce, competitive, and costly as landfill capacity diminishes.

2.2 Specifications and General Requirements

While the City intends to provide additional specifications and requirements as part of future discussions with interested municipalities, at this stage the City is only gathering information on potential interest from municipalities with respect to this REOI in terms of accepting residual waste (i.e. garbage) from the City of Toronto; selling an existing public landfill with or without a plan to expand to meet future needs; becoming a host for the City of Toronto to build a new landfill or partnering with the City to build a new landfill or expand an existing landfill.

Discussions with those Respondents who express interest, may include potential considerations related to:

• Willingness of host and neighbouring communities to support a new landfill development;
• Relationships between neighbouring communities and operators of an existing landfill considering to accept Toronto’s residual waste and/or expand its operations;
• Haulage distance and transportation networks from the City of Toronto;
• In-progress plans for a new landfill or expansion of an existing landfill;
• Technical feasibility of potential landfill site to manage residual waste, including:
• Condition of existing landfill;
• Condition of site for new landfill;
• Existing remaining landfill capacity, if applicable.

These considerations could be part of future discussion meetings as described in Section 3.4, should a Respondent express interest.

2.3 Requirements

1. The Respondent may submit a Response Submission Form (Appendix B), including name, title, signature of authorized signing officer, as well as email and phone number for potential future meeting(s) or for more information related to the Respondent’s submission.

2. Additionally, the Respondent may further submit a completed Questionnaire Form (Appendix C) attached to this REOI.

3. REOI PROCESS

The REOI process consists of the following steps:

1. Issuance of the REOI document and questionnaire

2. Acceptance of Responses

3. Review of Responses

4. Potential Meeting/Discussion

3.1 Issuance of the REOI document

The City is sending the REOI document along with an introductory letter via email to Chief Administrative Officers or City/Town/Town Managers of municipalities in Ontario, as well as notifying relevant municipal associations and organizations of the City’s REOI document. Relevant municipal associations and organizations are those whose members are comprised of only Ontario municipalities.

3.2 Acceptance of Responses

REOI submissions from Respondents will be accepted until the Response Deadline date and time of the REOI.

3.3 Review of Responses and Invitation to Participate in a Meeting/Discussion

City staff will review the Responses received from interested Respondents. At the conclusion of the review, an invitation to participate in an individual meeting/discussion may be sent to the selected Respondents via email.

3.4 Meeting/Discussion

The City may contact the Respondents to schedule individual meetings.

The meetings will serve as a mechanism for further discussion of the information provided by the Respondent.

Where there is interest, a meeting could include discussion related to:

• Location where a prospective landfill could be hosted;
• Approved capacity of the existing landfill and how much residual waste could potentially be accepted;
• Status of environmental compliance approvals related to the landfill;
• Condition of the existing landfill;
• Relationships with neighbouring communities and First Nations communities.

3.5 Schedule of Events

This schedule is subject to change and appropriate written notice of any changes will be provided where feasible.

3.6 Clarifications

As part of the REOI process, the City may follow up with the Respondents for further information with respect to the content of any Response in order to clarify the understanding of the Respondent’s response.

The City may contact the Respondents at a later date to revisit the topics discussed at the discussion meeting.

3.7 Review of Submissions

Upon conclusion of the review process, the City will make decisions on any future steps it may take and may incorporate the information received from the REOI process into its decision-making process.

By submitting a Response to this REOI, all Respondents consent to the City incorporating any submitted ideas, concepts, approaches, or strategies into any planning, design, procurement, or contractual activities related to any subsequent procurement process, whether or not they involve the Respondent who initially submitted the ideas, concepts, approaches, or strategies, without any obligation, liability, or consideration on the part of the City.

Responses shall be the property of the City and the City is subject to certain freedom of information legislation, including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), with respect to information under the City’s custody and control. Responses may be subject to public release pursuant to this legislation.

Respondents should be aware that Council and individual Councilors have the right to view the responses provided that their requests have been made in accordance with the City’s policy.

4.0 RESPONSE SUBMISSION GUIDELINES

4.1 Submission of Responses

1. General

1. Responses must be submitted through email to Atif Durrani, Project Director, Residual Waste Management at atif.durrani@toronto.ca. An email acknowledging receipt of submitted response will be issued by Atif Durrani.

2. It is the Respondent’s sole responsibility to ensure its Response is received by the Submission Deadline in accordance with the requirements of this REOI. The receipt of Responses can be delayed due to a number of factors including “internet traffic”, file transfer size and transmission speed. The Respondent should allow sufficient time to download, complete and upload, as applicable, the submission forms comprising its Response and any attachments.

3. Submitting a response to this REOI will not itself:

i) commit the Respondent to provide any residual waste services to the City; and

ii) create a commitment by the City to procure residual waste services from the Respondent.

2. Response Submission Form

1. Each Respondent shall download, complete, and submit Appendix B – Response Submission Form and Appendix C - Questionnaire Form included in this REOI, which must be signed by an authorized official of the Respondent.

APPENDIX A

REOI PROCESS TERMS AND CONDITIONS

1. City Contacts and Questions

All contacts and questions concerning this REOI should be directed in writing to the City employee(s) designated as “City Contacts” in the Notice to Potential Respondents.

No City representative, whether an official, agent or employee, other than those identified “City Contacts” are authorized to speak for the City with respect to this REOI.

2. Addenda

1. The REOI may only be amended by Addendum in accordance with this Section (Addenda). Prior to the Submission Deadline, the City may at any time or times modify the REOI in whole or in part through the issuance of an Addenda, if deemed necessary by the City. Each Addendum shall form an integral part of this REOI.

2. All Addenda will be sent directly by email to Chief Administrative Officers and City/Town Managers of municipalities in Ontario, as well as those municipal associations and organizations that were notified of the City’s REOI document. The City is not responsible for any failure of such notice system or for notices not received by municipal officials.

3. Respondents must check their municipal email inboxes of any shared Addendum. Respondents shall be wholly responsible for checking and reviewing any shared Addenda and ensuring the completeness of the REOI (as amended) and their Responses (as impacted by such Addenda). The City is not responsible for any incomplete or incorrect Responses resulting from the issuance of an Addendum or a Respondent's failure to update its Response in response to an Addendum.

4. The City will make reasonable efforts to issue the final Addendum (if any) in a sufficient time prior to the Submission Deadline to allow Respondents to submit their Responses. If any Addendum requires substantial amendments to the REOI, the City may, in its sole and absolute discretion, extend the Submission Deadline.

5. Other than documents issued as part of the REOI (including Addenda), the City shall not be responsible for any explanations, instructions or interpretations even if provided by its actual or purported employees, designees or agents at an Information Meeting. No oral or written explanations, instructions or interpretations shall modify any of the requirements or provisions of the REOI unless in the form of an Addendum.

6. Any reference in this REOI to any document comprising this REOI includes any amendments to such document made in accordance with this Section (Addenda).

3. Omissions, Discrepancies and Interpretations

A Respondent who finds omissions, discrepancies, ambiguities or conflicts in any of the REOI documentation or who is in doubt as to the meaning of any part of the REOI should notify the City in writing within three days before the Response Deadline. If the City considers that a correction, explanation, or interpretation is necessary or desirable, the City will issue an Addendum as described in the article above titled Addenda .

4. Incurred Costs

The City will not be liable for, nor reimburse, any potential Respondent or Respondent, as the case may be, for costs incurred in the preparation, submission, or presentation of any Response, for discussion meeting(s) or any other activity that may be requested as part of the review process.

5. Prohibition against Gratuities

No Respondent and no employee, agent or representative of the Respondent, may offer or give any gratuity in the form of entertainment, participation in social events, gifts or otherwise to any officer, director, agent, appointee or employee of the City in connection with or arising from this REOI, in any other manner whatsoever.

6. Intellectual Property Rights

Each Respondent warrants that the information contained in its Response does not infringe any intellectual property right of any third party and agrees to indemnify and save harmless the City, its staff and its consultants, if any, against all claims, actions, suits and proceedings, including all costs incurred by the City brought by any person in respect of the infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property right in connection with their Response.

7. Confidentiality and MFIPPA

The Respondent(s) shall not at any time before, during or after the completion of the REOI related discussion meeting(s) divulge to any third parties confidential City information, which they obtain during the course of discussions.

All requirements and information obtained by a Respondent in connection with the REOI are the property of the City of Toronto, and must be treated as confidential and not used for any purpose other than for replying to this REOI.

All documentation which a Respondent delivers to the City of Toronto or its designated agent(s) for the purposes of this REOI becomes the property of the City of Toronto and is subject to the terms of freedom of information legislation, including the Municipal Freedom of Information and Protection of Privacy Act. Therefore, all information and documents provided to the City as part of this REOI may be subject to release in accordance with MFIPPA, notwithstanding a Respondent’s request to keep the information or documents confidential. A Respondent agrees and acknowledges that where the City is obligated by freedom of information legislation to disclose or release information or documents provided to it by a Respondent, the City is not liable to the Respondent for any loss, injury or damages suffered by the Respondent as a result of said disclosure or release.

If a Respondent believes any part of its submission reveals any trade secret of the Respondent, any intellectual property right of the Respondent, scientific, technical, commercial, financial or labour relations information, or any other similar secret right of information belonging to the Respondent, and if the Respondent wishes the City of Toronto to attempt to preserve the confidentiality of the trade secret, intellectual property rights or information, then these matters must be clearly identified and designated as confidential.

Requests for access to the submitted REOIs will be subject to a formal review pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and representation may be sought prior to disclosure.

APPENDIX B

RESPONSE SUBMISSION FORM

REQUEST FOR EXPRESSION OF INTEREST # 2025-01

FOR: To Seek Interest From Municipalities in Ontario to Provide Residual Waste
Services for the City of Toronto
RESPONSE DEADLINE: June 30, 2025, 12:00 NOON (LOCAL TORONTO TIME)

I/WE HEREBY SUBMIT MY/OUR RESPONSE TO THE ABOVE REQUEST FOR EXPRESSION OF INTEREST.

I/WE HAVE CAREFULLY EXAMINED THE DOCUMENTS AND DECLARE THAT THE INFORMATION PROVIDED IN THIS RESPONSE IS ACCURATE.

ACKNOWLEDGE RECEIPT OF ADDENDA BY NUMBER AND ISSUE DATE: ADDENDUM NO. (blank) DATED (blank) ADDENDUM NO. (blank) DATED (blank)

SUBMITTED BY:

(blank) (RESPONDENT'S FULL LEGAL NAME)

ADDRESS: (blank) TELEPHONE NO. (blank) (blank) FAX NO. (blank) (blank) EMAIL: (blank) (blank) DATE: (blank)

SIGNATURE OF AUTHORIZED SIGNING OFFICER

(blank)

PRINTED NAME OF SIGNING OFFICER

APPENDIX C

Questionnaire Form

The questions below are intended to provide the City with more details on a Respondent’s interest to provide residual waste services for the City of Toronto, and/or develop a partnership with the City to manage residual waste that is beneficial to both parties.

If the space provided to answer a specific question is insufficient, Respondents, may submit additional information or supporting material with their submitted response as an attachment titled “Supporting Material to REOI # 2025-01”. Please include the question at the top of the additional information or supporting material document for reference.

1) If your municipality owns a landfill site, is there interest in accepting City of Toronto’s residual waste? (Yes or No)

2) If your municipality owns an open and operating landfill site, is there interest in selling the existing landfill site? (Yes or No)

3) Is your municipality interested in partnering with the City to build a new landfill site? (Yes or No)

4) Is your municipality interested in partnering with the City to expand an existing landfill site? (Yes or No)

5) Is your municipality interested in hosting a new landfill site for City of Toronto waste? (Yes or No)

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Laird Fair Sponsorship Letter

PDF pages 92 to 94.

North Shore Agricultural Society

℅ 15 Town Line Road East

Desbarats, ON P0R 1E0

lairdfair@gmail.com

Dear Valued Community Member,

The Executive, along with the Board of Directors of the North Shore Agricultural Society, are so excited to be reflecting on the two very successful events that we hosted in 2024. The RCMP Musical Ride which we have estimated 3400 people in attendance for the 2 day show and we are continuing the rebuilding of the Laird Fair, since we have claimed that our event is a crucial part of the community and our 2024 Laird Fair proved this with seeing a huge increase of attendance. Sunshine, full grandstands, grounds full of laughter and children running with excitement between activities and events - all these things and more have renewed our passion and dedication to plan and produce an amazing 2025 Laird Fair for our community.

As a business in our community, we trust you understand the importance of being a part of creating a fun, family event for the people of Laird Township and surrounding areas. In a time when requests for support are numerous, we are incredibly thankful for your consideration to support our non-profit, volunteer run organization.

In choosing to partner with us, the financial support you provide to the North Shore Agricultural Society will be used to ensure the continuing quality and success of the Laird Fair which will be held this year on August 15th, 16th and 17th. Your contribution not only allows us to offer our regular shows and displays, such as the horse shows and pet show, and lawn mower races throughout the weekend, but it will also help us bring new events and improvements to keep the Laird Fair fun and exciting. With your support, we are able to provide a Fair program that will appeal to everyone in Laird Township and Area. Your financial support will help to ensure that our organization is able to continue to provide the Laird Fair and other Family Fun Events for many years to come.

Please review the following information to see the different sponsorship opportunities that are available to you and your organization.

If you have a company logo you would like added to our fair book please submit that no later than April 4th, 2025 to lairdfair@gmail.com. Sponsorship responses can be made online by email and be sent via e-transfer to lairdfair@gmail.com or cheques can be made to the order of North Shore Agricultural Society and can be sent by mail to 15 Town Line Road, Desbarats, ON P0R 1E0.

If you have any questions about the Laird Fair or the North Shore Agricultural Society, please contact Rochella at 705-257-7368. We are always looking for feedback, ideas and volunteers!

Yours in Community Service,

Rochella Robson

Treasurer - North Shore Agricultural Society

Sponsorship levels are designed for you to get as much recognition and support for your business as possible through your support of the North Shore Agricultural Society. These apply to both cash and merchandise donations.

Please review the following levels and select which best suits your business. Please complete the following donation form and submit via email at lairdfair@gmail.com. Please send your payment by mail to the address listed above or by emt to lairdfair@gmail.com.

The suggested return date for print and social media advertising is April 4, 2025.

Please email any logos to lairdfair@gmail.com Income tax receipts will be issued for those who

inquire. * Please contact us with any questions or concerns. We are always willing to customize a sponsorship package if there is something specific you would like to include.*

SPONSORSHIP DONATION FORM

Company/Individual Name: (blank)

How Company/Individual Name should appear in Public Recognition:(blank) (blank)

Contact Person:(blank) Address:(blank) Telephone Number:(blank) Email Address:(blank)

Donation Level (Please Circle One):

Platinum Level Bronze Level

Gold Level Supporter Level

Silver Level

A cheque is enclosed for $(blank).

If your sponsorship is for a specific area or event, of the fair, please indicate that here:(blank) (blank).

Please make your cheque payable to the North Shore Agricultural Society and mail it along with the completed Sponsorship Donation form to:

15 Town Line Road East, Desbarats, ON P0R 1E0.

Sponsorship Donations can also be sent by e-transfer to lairdfair@gmail.com

If your Sponsorship level includes advertising in our Fair Book, please send your completed advertisement and / or company logo to lairdfair@gmail.com no later than April 4th, 2025 . If your logo is received after this date, we can not guarantee that it will make the printed book.

For sponsorship levels that include fair passes. Please see the main gate at the Fairgrounds throughout the weekend for your passes.

For Booth Spaces please contact us by email to receive a vendor/display form. Thank you for your continued support to the North Shore Agricultural Society and the Laird Fair!

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2051-25 Conformity By-law

PDF page 95.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-law Number 2051-25

BEING A BY-LAW to confirm proceedings of the meeting of Council, April
17, 2025.

WHEREAS Section 5(3) of the Municipal Act, R.S.O. 2001, as amended requires a municipal council to exercise its power by by-law except where otherwise provided;

AND WHEREAS in many cases, action which is taken or authorized to be taken by a Council or a Committee of Council does not lend itself to an individual by-law;

THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF LAIRD
HEREBY ENACTS AS FOLLOWS:

1. THAT the action of the Council at its meeting on April 17, 2025, in respect to each motion, resolution and other action passed and taken by the Council at its said meeting, is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed.

2. THAT the Mayor and the proper officers of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required, and to execute all documents as may be necessary and directed to affix the Corporate Seal to all such documents as required.

READ and passed on Open Council this 17 th day of April 2025.

Mayor (blank)

Shawn Evoy

Seal

Clerk (blank)

Jennifer Errington

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