Regular Council Meeting Agenda 59 – June 18, 2026

Council Regular Meeting – May 21, 2026

PDF pages 6 to 11.

REGULAR AGENDA – AGENDA 57
CORPORATION OF THE TOWNSHIP OF LAIRD
May 21, 2026, at 6:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

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

Clerk: Jennifer Errington

Acting Road Supt.: Ed Lapish

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#112-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council hereby approves the May 21, 2026, agenda as presented.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Council Regular Meeting – April 16, 2026

b. Council Special Meeting – April 21, 2026

c. Recreation Committee Meeting – April 28, 2026

#113-26

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council approves minutes of the Regular Council meeting of April 16, 2026, Special Council meeting of April 21, 2026 and the Recreation Minutes of April 28, 2026.

Carried.

6. Adoption of Accounts

a. General accounts to April 30, 2026

#114-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the general accounts to April 30, 2026, in the amount of $4,030.10.

Carried.

b. Roads accounts to April 30, 2026

#115-26

Moved by: Brad Shewfelt

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council approves the roads account to April 30, 2026, in the amount of $28,607.44.

Carried.

7. Staff and Committee Reports

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

i. Road Superintendent Report – Verbal Report

#116-26

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council directs the Clerk to modify the existing culvert by-law to add a clause for the maintenance of existing culverts to add a fee of $500.00 for any request or requirement to relay the culvert.

Carried.

#117-26

Moved by: Brad Shewfelt

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the Road Superintendent Report dated May 21, 2026, as presented; and

FURTHER THAT Council instructs the Road Superintendent to purchase the brush hog head from Construction Equipment in the amount of $20,050.00 plus HST, with additional funds required for the purchase to come out of the funds budgeted for the snow blade for the backhoe.

Carried

ii. Council Q&A

b. Clerk Administrator, Deputy Treasurer

i. Clerk’s Report – Verbal Report

#118-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the Clerk’s Report dated May 21, 2026, and further provides direction on the following matters arising from the report:

1. Pumpkin Point Road Platform Demolition – THAT Council directs staff to waive the tipping fees for the disposal of the old platform.

2. Government Road Ditching Project – Payment Plans – THAT Council delegates authority to the Treasurer to establish payment plans for culvert purchases, with any defaulted amounts added to the tax roll in accordance with By-law 2077-26.

3. Surplus Hood Vents – Gazebo Kitchen – THAT Council declares the two unused residential hood vents as surplus and directs staff to dispose of them by the most efficient and cost-effective method.

4. Laird International Raceway Site Visits – THAT Council directs staff to set up a site meeting for Wednesday, June 3, 2026, at 5:00 p.m. at the Laird Fairgrounds, and again at the end of the season, and further requests staff to circulate the ongoing issues to the tenant.

5. Free Open Arena Nights – THAT Council directs staff to designate experienced horse participants as supervisors, ensure they hold valid first aid certification, and confirm whether they will be covered under the Township’s insurance.

Carried

ii. Task Summary Sheet & Recent Activity Log

iii. Concern/Information Log – Updates

#119-26

Moved by: Brad Shewfelt

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the May 21, 2026, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

iv. Council Q&A

c. Treasurer’s Report

d. Recreation Committee & Recreation Sub-Committees

i. Laird Fairgrounds Sub-committee Minutes – April 14, 2026

ii. Wharf Sub-committee Minutes – May 6, 2026

iii. Laird Hall Sub-committee Minutes – May 12, 2026

#120-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the Laird Fairgrounds Sub-committee minutes of April 14, 2026, the Wharf Sub-committee minutes of May 6, 2026, and the Laird Hall Sub-committee minutes of May 12, 2026.

Carried.

e. Cemetery Board

i. Cemetery Board Minutes – April 29, 2026

#121-26

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council receives the Cemetery Board minutes of April 29, 2026.

Carried.

f. Planning Board

g. Police Detachment Board

h. Algoma District Services Administrative Board (ADSAB)

i. Algoma District Municipal Association (ADMA)

8. Unfinished Business

a. Memo: Government Road Bridge – Expansion Joint Movement & Recommended Next Steps

Council discussed the matter and directed staff to arrange a meeting with the engineer.

b. Memo: Fuel Service Agreement

#122-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receive the report titled Fuel Services Agreement dated May 21, 2026;

AND THAT Council endorse, in principle, the draft Fuel Services Agreement as presented;

AND THAT staff be directed to forward the draft Fuel Services Agreement to the Township of Tarbutt for their review and comment;

AND FURTHER THAT, upon confirmation that both municipalities are satisfied with the final terms of the Fuel Services Agreement, a by-law be brought forward for Council’s consideration to approve the agreement and to authorize the Mayor and Clerk to execute it on behalf of the Township of Laird.

Carried.

c. Road Grant Policy

#123-26

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT By law 2084 26, being a by law to adopt the Road Association Grant Program Policy attached as Schedule A, be passed in open Council this 21st day of May, ‑ 2026; ‑ ‑

AND THAT the Mayor and Clerk be authorized to sign and seal the by law on behalf of the Corporation of the Township of Laird.

Carried. ‑

9. New Business

10. Notices of Motion

11. Closed Session

#124-26

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council proceed into closed session at 7:46 p.m. in accordance with Section 239(2) of the Municipal Act, 2001, for the following reasons:

• Personal matters about an identifiable individual, including municipal employees – s.239(2)(b);
• Proposed acquisition of land – s.239(2)(c);
• Advice subject to solicitor client privilege – s.239(2)(f).

Carried.

Rise and Report

• Approval of closed meeting minutes of April 16, 2026.
• Council received an employee update regarding the Road Superintendent under Section 239(2)(b).
• Council received solicitor comments and legal advice regarding the Fire Services Agreement under Section 239(2)(f).
• Council received an update regarding a boundary matter involving Township property under Sections 239(2)(c) and (e).
• Council considered seasonal student hiring recommendations under Section 239(2)(b).
• Council received a staffing update regarding succession planning for the Seasonal Grounds Manager under Section 239(2)(b).
• Council provided direction to staff.

#125-26

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council come out of closed meeting session at 8:37 p.m. and continue with the Regular Council Meeting.

Carried.

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

#126-26

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council directs the Mayor and Clerk to sign the Fire Services Agreement and further directs the Clerk to finalize insurance concerns, if any.

Carried.

#127-26

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council approves the hiring of the following 2026 summer students as recommended:

• Evan Ayotte – Grounds Keeper Assistant
• Jacob Kluding – Heritage Assistant
• Hayden Wells – Summer Program Assistant
• Abbi Daynard – Summer Program Assistant

AND THAT Council sets the start date and hours for the Grounds Keeper Assistant position;

AND THAT staff be authorized to utilize Riston McBride later in the season, subject to his availability.

Carried.

12. Communications and Correspondence

a. Ministry of Municipal Affairs and Housing, RE: Ontario Regulation 584/06 and

O. Reg 595/06, April 22, 2026

b. Trefry Centre, RE: Funding Request, April 17, 2026

#128-26

Moved by: Brad Shewfelt

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council increase the 2026 budgeted amount of $3,000 to $3,040 as per the Dr. H.S. Trefry Memorial Centres request.

Carried.

c. Ministry of Northern Economic Development and Growth, RE: Tourism Campaign – Northern Ontario, April 9, 2026

d. Plummer Additional, RE: Request for Support for Meeting with MP Bill Rosenberg Regarding Highway 17 Closure and Municipal Road Impacts.

#129-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

WHEREAS the closure of Highway 17 on May 13, 2026, diverted significant traffic, including heavy commercial vehicles, onto local municipal roads during half-load season, causing damage and safety concerns; and

WHEREAS the Township of Plummer Additional is seeking regional support for a joint meeting with MP Bill Rosenberg to address impacts from the closure and to develop a coordinated plan for future highway emergencies;

NOW THEREFORE BE IT RESOLVED THAT the Township of Laird supports participating in a joint meeting request with MP Bill Rosenberg; and

THAT the Township supports developing a regional traffic management approach, including identifying suitable alternate routes, restricting heavy trucks on vulnerable municipal roads, improving enforcement during half-load season, and strengthening communication during emergency closures; and

THAT the Mayor and Acting Road Superintendent be appointed as the Township’s representatives for the meeting; and

FURTHER THAT staff notify the Township of Plummer Additional of Council’s support.

e. Central Algoma Land Trust, RE: Sponsorship for the Central Algoma Land Trust 2026, April 13, 2026

13. Mayor and Council Comments

a. FONOM Conference May 11 to 13, 2026 – Verbal Report from Councillor Shewfelt and Councillor Rydall

14. By-laws

a. 2085-26 Final Tax Rates By-law

# 130-26

Moved by: Matt Frolick

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council adopts By-law 2085-26 Final Tax Rates 2026, authorizing the tax bills be issued.

Carried.

b. 2086-26 Conformity By-law

# 131-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2086-26, being a by-law to confirm the proceedings of the meeting of Council held on May 21, 2026.

Carried.

15. Adjournment

# 132-26

Moved by: Brad Shewfelt

Seconded by: Matt Frolick

BE IT RESOLVED THAT this Council shall now adjourn to meet again on June 3, 2026 for a Special Council meeting or until the call of the chair.

Carried.

Mayor – (blank) Shawn Evoy

Clerk – (blank) Jennifer Errington

Back to the agenda

Council Special Meeting – June 3, 2026

PDF pages 12 to 13.

SPECIAL MEETING MINUTES – AGENDA 58
CORPORATION OF THE TOWNSHIP OF LAIRD
June 3, 2026, at 5:00 pm

Laird Township Fairgrounds: 127 Lake George Road East

Present: Mayor: Shawn Evoy

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

Clerk: Jennifer Errington

Acting Road Supt.: Ed Lapish

Guest: Donnie Varcoe

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#133-26

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council hereby approves the June 3, 2026, agenda as presented.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

6. Adoption of Accounts

7. Staff and Committee Reports

8. Unfinished Business

9. New Business

a. Laird International Raceway – Site Visit

i. Lease Agreement Pre-Season Requirements Council reviewed the required pre-season items under the lease agreement.

• Council confirmed receipt of post-dated cheques.
• Council noted that the structural engineer's report was still pending.
• Council noted that the Certificate of Insurance was still pending.

ii. Additional Pre-Season Requirements

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

• Council directed that the Tenant provide the site-specific safety program, confirmation of first aid kits, and training records for workers and supervisory staff prior to season start-up.

iii. Outstanding Items from 2025 Season – Completion Review

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

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

iv. General Condition of Grounds and Facilities

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

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

v. Lease Agreement Timeline

Council discussed the lease agreement timeline and next steps.

• Staff was directed to start the lease renewal process and forward the current lease to the Township’s insurance provider for review.
• Council requested that a follow-up site visit be scheduled at the Laird Fairgrounds on September 9, 2026.

10. Notices of Motion

11. Closed Session

12. Communications and Correspondence

13. Mayor and Council Comments

14. By-laws

a. 2087-26 Conformity By-law

#134-26

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2087-26, being a by-law to confirm the proceedings of the meeting of Council held on June 3, 2026.

Carried.

15. Adjournment

#135-26

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT this Council shall now adjourn to meet again on June 18, 2026, at 6:00 p.m. or until the call of the chair.

Carried.

Mayor – (blank) Shawn Evoy

Clerk – (blank) Jennifer Errington

Back to the agenda

Recreation Committee Meeting – May 26, 2026

PDF pages 14 to 15.

MINUTES

LAIRD RECREATION COMMITTEE

May 26, 2026, at 7:00 pm

Laird Township Council Chambers

Present: Matt Frolick, Rhonda Crozier, Suzanne Evoy, JoAnne Entwistle and Joanne North, Noah Crozier and Crytal Wells

1. Call to Order

Chair Matt Frolick called the meeting to order at 7:00 p.m.

2. Declaration of Pecuniary Interest

3. Agenda Approval

#20-26

Moved by: Noah Crozier

Seconded by: Justine Lamming

BE IT RESOLVED THAT Recreation hereby approves the May 26, 2026 agenda, as presented.

Carried

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Recreation Meeting – April 28, 2026

#21-26

Moved by: Joanne North

Seconded by: Crystal Wells

BE IT RESOLVED THAT Recreation approves Recreation Committee minutes of the Regular Meeting of April 28, 2026, as presented. Carried

6. Committee Reports

a. Bar River Hall – The hall committee is planning a Country Night with Northern Honky Tonk Guided Line Dancing, Saturday June 6 th at 7pm.

The secretary has submitted the EASE Grant application and notification will not be until the fall.

b. Finns Bay Wharf – Jo-Anne Entwistle reported on the Finns Bay Wharf minutes from their last meeting.

c. Laird Fairgrounds – The Grounds Caretaker reported that the vehicles have all been removed and that Free Horse Night will hopefully start the first or second Wednesday of June.

d. Laird Hall – Jo-Anne Entwistle reported on the Laird Hall minutes from their last meeting. The secretary reported that the township has received word that we will receive the NOHFC grant that we applied for improvements to the Laird Hall in the amount of approx. $180,000.

7. Adoption of Accounts

a. Recreation accounts for April 2026

#22-26

Moved by: Justine Lamming

Seconded by: Noah Crozier

BE IT RESOLVED that the Recreation Committee approves the accounts for March 2026 in the amount of $15,175.65, as presented. Carried

8. Unfinished Business

a. The secretary reported the we were successful in obtaining the Summer Experience Grant from the province.

b. The secretary reported that interview have been done for the two summer positions available through the grants and also interviews were done for a Summer Grounds Keeper Assistant.

#23-26

Moved by: Justine Lamming

Seconded by: Noah Crozier

BE IT RESOLVED that the Recreation Committee approves of hiring Abby Daynard and Hayden Wells for the two summer positions as Recreation Summer Program Assistant and hiring Evan Ayotte as the Summer Grounds Keeper Assistant. Carried

c. The committee discussed the plans for the Appreciation BBQ to be held at the Laird Hall on Sunday June 7 th , 2026.

9. New Business

a. The committee discussed the Rowdy Ranchers Donation Request.

#24-26

Moved by: Joanne North

Seconded by: Justine Lamming

BE IT RESOLVED that the Recreation Committee requests council to review the Rowdy Ranchers Donation request. Carried

10. Adjournment

#25-26

Moved by: Crystal Wells

BE IT RESOLVED THAT this Recreation Committee shall now adjourn the meeting and will meet again June 2026. Carried

Chair – (blank) Matt Frolick

Secretary – (blank) Rhonda Crozier

Back to the agenda

General accounts to May 31, 2026

PDF page 16.

Township of Laird

General Cheques for May 2026

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 May 31, 2026

PDF page 17.

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

Road Superintendent Report – Verbal Report

PDF pages 18 to 19.

Township of Laird

Roads Department Report to Council

Submitted by : Ed Lapish , Acting Roads Superintendent

Reporting Period : June 18, 2026

Work Completed

All gravel has been applied to Township roads, with additional material placed in the stockpile to support future maintenance requirements. Ditching operations on Government Road have been completed on schedule, including the installation of driveway culverts.

The new Wharf sign has been installed, and the flagpole has been put up. At the cemetery, material from the ditching project has been leveled and covered with A Gravel, creating a new parking area for visitors.

Preparations for this season's surface treatment are advancing as planned. Oversized rocks have been removed from Cloudy Lake Road, and the road has been prepared for surface treatment. In addition, Government Road, from Riley Road to approximately the halfway point, has also been prepared for surface treatment.

Equipment upgrades and maintenance have also been completed. The new brush hog head has been received and installed, and the backhoe has been fitted with two new front tires to ensure continued reliability and safe operation.

Work in Progress

I am currently working to prepare three additional sections of roadway for surface treatment. Roadside cutting operations are also underway and are expected to be completed within the next two weeks.

As part of my ongoing maintenance efforts, I am requesting Council's support through a motion to proceed with roadside clean-up activities. These areas have accumulated debris and material from winter maintenance operations as well as years of gradual build-up. Addressing these areas will improve the overall appearance of Township roads and help reduce the number of ratepayer complaints received by the Roads Department.

I would also request that Council consider a public education initiative regarding the Township's road allowance and the portions of roadside property that fall under municipal jurisdiction. Providing residents with a better understanding of these responsibilities and boundaries may help reduce misunderstandings and assist in addressing recurring concerns related to roadside maintenance.

Work to Be Completed Next

Over the coming weeks, the Roads Department will continue road patching as required and complete the remaining roadside cutting. I will also continue with routine sign maintenance and repairs throughout the Township, as well as grass trimming around guardrails. Regular monitoring of road conditions will continue to ensure maintenance issues are identified and addressed in a timely manner.

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Task Summary Sheet & Recent Activity Log

PDF pages 20 to 22.

TASK SUMMARY SHEET RECENT ACTIVITY LOG

TASK SUMMARY SHEET RECENT ACTIVITY LOG

TASK SUMMARY SHEET RECENT ACTIVITY LOG

DATE MOTION # TASK CATEGORY CONTACT STATUS TARGET DATE

21-May-26 116-26 Council directs Clerk to modify the existing culvert by-law to CLERK JE IN PROGRESS Jul-26 add a clause for the maintenance of existing culverst to add a

fee of $500.00 for any requst or requirment to relay the culvert.

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Concern/Information Log – Updates

PDF page 23.

TOWNSHIP OF LAIRD

Complaint & Concern Log

Date

property owners home was back- caused by a blown tire on the Township bladed, removing established grass backhoe. Council needs to determine if and leaving the area uneven and they want staff to clean up muncipal difficult to maintain with a lawn road allowance. mower.

Note: New since last Council meeting are highlighted in yellow.

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Budget report up to April 30, 2026

PDF pages 24 to 38.

TOWNSHIP OF LAIRD

2026 GENERAL BUDGET

VARIANCES UNTIL APRIL 30/26

PDF page 29 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 29, or contact the Township office for an accessible format.

OVERHEAD

Shop Materials (2026 Includes Heat & Power Approx. $20,000) 28,000 10,242

2026 2026

Description Budget

Operating Projects & 5 Year Plan Projects

Tiles, Replace Outside Vents and Metal Roof on Overhang) ---------

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Desbarats to Echo Bay Planning Board Minutes – May 26, 2026 (pending approval)

PDF pages 38 to 40.

TOTAL TO BALANCE WITH REVENUE 3,293,588 2,709,935

DESBARATS to ECHO BAY PLANNING BOARD
May 26 th 2026

Regular Meeting

Present: Lennie Smith, Deputy Chair, Terence Graham, Shelly Bailey, Todd Rydall, Reg McKinnon, Jason Koivisto Staff: Jared Brice, Jean Palmer

Visitors: List Attached

No conflict of interest was declared at this time.

The following minutes are comprised of resolutions and the Secretary-Treasurer’s interpretation of the meeting.

Res.: 24-2026 Shelly Bailey, Terence Graham

Be it resolved that the Board opens their regular meeting at 7:05 p.m. (cd)

Res.: 25-2026 Terence Graham, Shelly Bailey

BE IT RESOLVED THAT THE BOARD accepts the Minutes of March 24 th 2026 as presented. (cd)

Res.: 26-2026 Todd Rydall, Reg McKinnon

BE IT RESOLVED THAT THE BOARD agrees to enter into a 12 month contract with a 6 month trial period with Danielle Waters as their new Planner with the option of extending the contract after examining all RFP’s #2026-01 that were received. (cd)

Res.: 27-2026 Reg McKinnon, Todd Rydall

BE IT RESOLVED THAT THE PLANNING BOARD receives and accepts the Official Plan Comment Matrix Response from J.L. Richards. (cd)

Res.: 28-2026 Todd Rydall, Reg McKinnon

BE IT RESOLVED THAT THE PLANNING BOARD receives and accepts the Official Plan Amendments from J.L. Richards as received and directs staff to arrange the first Public Meeting.(cd)

Res.: 29-2026 Terence Graham, Shelly Bailey

BE IT RESOLVED THAT THE BOARD forwards any and all recommendations regarding the 2026 (AIA Guidance Document). (cd)

Cont’d pg.2 5-26-2026

Pg.2 5-26-2026

Res.:30-2026 Todd Rydall, Terence Graham

BE IT RESOLVED THAT THE BOARD accepts the revised 2026 Draft Budget as presented. (cd)

Res.: 31-2026 Reg Mckinnon, Shelly Bailey

BE IT RESOLVED THAT THE BOARD will move into closed session under Sec.239 (b) of the Municipal Act in order to discuss personal matters about an identifiable individual, including municipal or local board employees; and Sec. 239 (d) labour relations or employee negotiations at 8:00 p.m. (cd)

Res.: 32-2026 Jason Koivisto, Reg McKinnon

BE ITRESOLVED THAT THE BOARD leaves closed session at 8:05 p.m.

(cd)

Res.: 33-2026 Todd Rydall, Reg McKinnon

BE IT RESOLVED THAT THE BOARD approve the employee relations as discussed in closed. (cd)

Res.: 34-2026 Jason Koivisto, Reg McKinnon

BE IT RESOLVED THAT THE BOARD receives the Information from the Ministry of Energy and the Ministry of Environment, Conservation and Parks as presented. (cd)

Res.: 35-2026 Jason Koivisto, Reg McKinnon

BE IT RESOLVED THAT THE PLANNING BOARD adjourns at 8:08

p.m. until the next scheduled meeting or at the call of the Chair. (cd)

Date: (blank)

Chair:(blank) Secretary-Treasurer (blank)

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OP Public Open House – July 7, 2026

PDF page 41.

PUBLIC OPEN HOUSE

New Official Plan for the Desbarats to Echo Bay Planning Area

TAKE NOTICE that the Planning Board of the Desbarats to Echo Bay Planning Area will hold an open house on July 7 t \ 2026 to consider a draft Official Plan under Section 26 of the Planning Act.

What is an Official Plan?

I Purpose and Effect

An official plan describes your planning board's policies on how

The purpose of the new Official land in your community should be used. It is prepared with

input from your community and helps to ensure that future Plan is to reflect changes in planning and development will meet the specific needs of your provincial policy and legislation, community. address emerging trends at the local level, and plan for growth An Official Plan deals mainly • with issues such as: and development over a 25-year planning horizon.

The new Official Plan will affect all lands within the Desbarats to where new what services will be Echo Bay Planning Area. when, and in

housing, industry, needed, like roads, what order, parts

offices and shops sewers, watermains, ofyour

will be located parks, and schools

community will I

Additional Information

grow

Share Your Ideas! Additional information can be obtained by visiting the Planning Any person may attend the Open House and/or make written Board Office during Planning or verbal representation either in support of or in opposition to Board business hours: the proposed Official Plan.

Tuesdays 9 am to 1 2 pm

• g When: From 11:00am to 1:00pm

Thursdays 1 2pm to 4 pm

Where: Echo Bay Community Hall

253 Church St, Echo Bay, ON POS OAS

27 Barr Road South, R.R. 1 Desbarats, ON POR lEO

When: From 3:00pm to 5:00pm

Where: Johnson Township Council Cham b ers Please address all questions and

l J ohnson Dr, Desbarats, ON POR lEO written comments to:

How to Participate Jared Brice

Secretary Treasurer Desbarats to Echo Bay If you wish to be notified of the adoption of the proposed Official

Plan, you must make a written request to the Planning Board. Planning Board tel: 705-782-6776 If a person or public body would otherwise have an ability to email: admin@tarbutt.ca appeal the decision of the Planning Board to the Ontario Land Tribunal but the person or public body does not make oral David Welwood, RPP, MCIP, MES submissions at a public meeting or make written submissions to Project Manager the Planning Board before the proposed official plan is adopted, J.L. Richards & Associates Ltd. the person or public body is not entitled to appeal the decision.

tel: 705-806-7440 email: dwelwood@jlrichards.ca If a person or public body does not make oral submissions at a

public meeting or make written submissions to the Planning

Board before the proposed official plan is adopted, the person or A draft of the Official Plan is public body may not be added as a party to the hearing of an available on the Planning Board's appeal before the Ontario Land Tribunal unless, in the opinion of website. the Tribunal, there are reasonable grounds to add the person or

public body as a party.

Dated June 9, 2026

Learn More 41

705-782-6776 https://ta rbutt.ca/pla n n ing-board.htm I

PDF page 41 also includes a picture or diagram that is not reproduced here. Open PDF page 41.

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AEC PCR#2 – Detailed Design & ECA Submission ($17,000)

PDF pages 42 to 48.

June 9, 2026 Jennifer Errington, Dipl.M.A.

Clerk Administrator

Township of Laird

3 Pumpkin Point Road

Echo Bay, ON

P0S 1C0

Phone No. (705) 248-2395

Project 2025-13: Laird Fairgrounds ECA – PCR #2 – Detailed Design and ECA Submission

1. BACKGROUND

The following Project Change Request (PCR) reflects the progression of the above-noted project from the Preliminary Assessment and Inputs phase to the detailed design and Environmental Compliance Approval (ECA) phase.

The Laird Fairgrounds Sewage System Technical Memorandum (August 31, 2025) was submitted to the Ministry of the Environment, Conservation and Parks (MECP) as the design basis for the existing sewage systems reviewed during AEC's site assessment on August 27, 2025, and the proposed design approach to meet the requirements of an ECA as outlined in the MECP’s Inspection Report (Event No. 1-1473123260, May 19 – July 3, 2025).

In May 2026, the MECP confirmed the remaining items of the scope of work to be completed for the submission of the ECA to the MECP technical review team.

AEC’s initial project proposal (Proposal #: 25-026, July 31, 2025) outlined anticipated ranges of design costs (Refer to Proposal Table 4 appended for reference). The fees outlined herein in Section 5 fall within the previous budgetary range provided to the Township.

2. PROPOSED SCOPE OF WORK

Detailed Design and MECP Application

AEC will complete the detailed design required to support the submission of an Environmental Compliance Approval (ECA) application to the Ministry of the Environment, Conservation and Parks (MECP) for the existing sewage systems servicing the Laird Fairgrounds and Racetrack.

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

The detailed design will incorporate the recommendations identified in AEC's Technical Memorandum dated August 31, 2025, including upgrades necessary to address identified deficiencies and improve long-term system performance and regulatory compliance.

The scope of work will include the preparation of detailed engineering drawings, specifications, and supporting calculations for the proposed sewage system modifications. The proposed works are anticipated to include:

• Diversion of greywater generated from the gazebo kitchen to the existing Class 5 holding tank system to address the Class 2 sewage system flow limitations identified during the preliminary assessment;
• Design of balancing/equalization tanks upstream of the existing Class 4 raised leaching bed to attenuate peak event flows generated during racetrack operations;
• Design of a dosing chamber and associated pumping infrastructure to provide controlled distribution of effluent to the existing raised leaching bed in accordance with Ontario Building Code requirements;
• Integration of flow monitoring and operational controls associated with the balancing and dosing systems;
• Development of site servicing layouts illustrating existing and proposed sewage infrastructure;
• Preparation of a Design Brief documenting the basis of design, design criteria, flow calculations, assumptions, and the rationale supporting the proposed servicing approach;
• Coordination with Greenstone Engineering to incorporate findings and recommendations from the hydrogeological investigation into the final design package;
• Preparation and submission of the Environmental Compliance Approval (ECA) application package, including completion of application forms and assembly of all required supporting documentation; and,
• Liaison with MECP staff during the technical review process to respond to routine comments and requests for clarification associated with the initial review of the ECA submission (10 hours of support included).

The proposed design approach will be based on the findings and recommendations contained within AEC's Technical Memorandum and will be developed with consideration for future flexibility to accommodate foreseeable servicing modifications while minimizing the potential need for future ECA amendments.

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

T-Time and Grain Size Analysis

AEC will coordinate and oversee the completion of subsurface investigations necessary to support the detailed design and ECA application process. The investigation program will include test pits in the vicinity of the existing raised leaching bed and proposed sewage system upgrades to characterize existing subsurface conditions.

The scope of work will include:

• Coordination of excavation services required to complete the test pit program;
• Field review and documentation of subsurface soil conditions encountered during the investigation;
• Completion of T-Time testing and grain size analyses;
• Assessment of the suitability of the existing subsurface conditions to support the proposed sewage system modifications;
• Integration of the investigation findings into the detailed design process; and
• Preparation of a summary memorandum documenting the test results and design implications for inclusion within the ECA submission package.

It is anticipated that the hydrogeological investigation required in support of the ECA application will be completed by Greenstone Engineering under a separate contract directly with the Township.

3. LIST OF DELIVERABLES

AEC will provide the following deliverables over the span of the project:

• 75% Septic Design Submission;
• 100% Septic Design Submission;
• Design Brief; and,
• MECP ECA Application.

Note: It is proposed the hydrogeological investigation will be provided through a standalone contract with Greenstone Engineering to save the Township the markup on the investigation.

4. SCHEDULE

Reviewing the scope of work provided, AEC has the capacity to initiate this project immediately. Table 1 below indicates the proposed schedule of deliverables.

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

Table 1 – Schedule

The above schedule is contingent upon AEC receiving all required documentation/approvals prior to the project start date identified in Table 1 , as well as any payment milestones identified in Section 8 (if applicable). Documentation received after this date will result in a re-assessment of schedule and project milestone deliverable dates.

5. FEES

The estimated fees for the scope of work identified are outlined in Table 2 below.

Table 2 – Professional Service Fees

For additional services, or for project phases representing a Time and Material (T&M) structure, the following rates and disbursements identified in Table 3 below will apply.

Table 3 – Hourly Rates & Disbursements

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

Note: All expenses subject to a 5% markup.

The following table was provided in the initial proposal estimating the range of future design costs. A comparative budget vs. actual comparison has been provided based on the now known design scope required for submission.

Table 4 – Proposal: Range of Future Design Costs Resultant on MECP Pre-Consultation

Note: Despite pre-consultation discussions with the MECP, it is not uncommon for additional requirements to be identified by the MECP technical reviewer. This is excluded from the above costing.

From a review of the table above, the proposed design fee falls within the range initially provided for this project.

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

6. EXCLUSIONS AND ASSUMPTIONS

The following list contains exclusions to AEC’s services, as well as assumptions made when developing the scope of services and fee for this proposal. If at any point the Client requests clarification for any exclusions/assumptions below, they are welcome to contact the undersigned.

List of Exclusions

• Environmental/hydrogeological

assessments and/or studies (AEC, see •

Excess soils management. separate proposal by Greenstone

Engineering).

• Well assessments.
• Geotechnical engineering.
• Legal surveys.
• Structural engineering.
• Cost estimates.
• Tendering support.
• Permitting/application fees.
• Private locates.
• Material testing costs, unless
• specifically identified in the scope of Payment for third party studies.

work.

• Site inspections/construction support.
• Electrical engineering.

List of Assumptions

• AEC cannot guarantee the time frame for third party (i.e. approval agency) review and approvals. AEC will make every effort possible to communicate with the regulatory body to retrieve approximate timeframes for reviews and approvals once project limits are finalized.
• Any pump/lift stations are assumed to be package plant systems. The detailed design does not include electrical engineering, and the Township will be required to retain a licensed electrician to review power supply and provide electrical servicing to the unit(s).
• The design will incorporate the use of a balancing tank (equalization tank), and upgrade the existing field bed per the recommendations noted in AEC’s technical memorandum (August 2025). Variances to this approach will impact pricing noted above.
• MECP application support varies project to project, site to site. AEC has included ten (10) hours of support during the permitting process. Should these efforts be greater, AEC will communicate with the Township and will continue support in accordance with the T&M rates identified in Table 3 .

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

7. PAYMENT SCHEDULE

The payment terms for this project are net 30 days. Project invoicing will be milestone based, coinciding with the following tasks.

• Completion of the T-Time and Grain Size Analysis.
• 50% Septic System Design Submission.
• Submission of ECA Package.

8. TERMS AND CONDITIONS

The abovementioned scope of work will be bound by the General Terms and Conditions of Contract provided in the initial proposal dated July 31, 2025.

9. ACCEPTANCE OF PCR

We agree to the above-mentioned scope of work and terms of reference. AEC is directed to proceed with the addition of $17,000.00 (excl. HST) to project 2025-13.

(blank)

Client Representative

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Date

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Marc Pilon,

MBA, P.Eng, FEC, C.E.T, PMP

Senior Civil Engineer - Algoma Engineering Company Inc.

(blank)

Date

Algoma Engineering Company Inc.

Revision: 0 2025-13: PCR #2

Back to the agenda

Greenstone Hydrogeological Investigation Proposal ($27,150)

PDF pages 49 to 55.

Hydrogeological Investigation Proposal

Project: Laird Fairground

127 Lake George Road E
Echo Bay, Ontario

Township of Laird

Attention: Jennifer Errington

3 Pumpkin Point Road

Echo Bay, ON P0S 1C0

June 5, 2026

Project Reference Number: 26225

© 2026 Greenstone Engineering Ltd. | 67 Elgin Street | Sault Ste. Marie, Ontario | P6A 2Y4

EARTH. ENGINEERING. ENVIRONMENT.

Greenstone Project: 26225 June 5, 2026

INTRODUCTION

Further to your request (Jennifer Errington of the Township of Laird, herein referred to the “Client”) , Greenstone Engineering Ltd. (Greenstone) is pleased to submit the following proposal to complete a Hydrogeological Investigation in support of proposed septic system upgrades at the Laird Fairground, located at 127 Lake George Road East, Echo Bay, Ontario.

BACKGROUND

The Site is developed with various commercial buildings, associated outbuildings, as well as raceway. The objectives of this study are to characterize the on-site hydrogeological conditions and assess groundwater quality in support of proposed septic system upgrades at the Site.

SCOPE OF WORK

The Hydrogeological Investigation will be completed in general accordance with the following documents and regulations:

• Government of Ontario documents entitled " Technical Support Document for Ontario Drinking-Water Quality Standards, Objectives and Guidelines " dated June 2003 (Revised June 2006).
• Ministry of the Environment, Conservation and Parks (MECP) document entitled “ Design Guidelines for Sewage Works ” dated 2008.
• MECP document entitled " Design Guidelines for Sewage Works " dated 2008.
• MECP document entitled " Guideline B-7, Incorporation of the Reasonable Use Concept into MOEE Groundwater Management Activities " dated April 1994.
• Ontario Regulation 169/03: “ Ontario Drinking Water Quality Standards " under Safe Drinking Water Act, 2002, S.O. 2002, c. 32.

To characterize Site conditions, a combination of existing background information and field investigations will be completed. The scope of work for the Hydrogeological Investigation will include:

• A detailed review and interpretation of existing background information on earth sciences and groundwater resources in the study area, including previous geotechnical/hydrogeological reports and MECP Water Well Records.
• Inspections to examine the current site conditions.
• Construction of an appropriate number of monitoring wells, anticipated to be up to six wells, to confirm site geology, hydrostratigraphy, groundwater levels, and groundwater quality. The final number, locations, depths, and construction details will be determined following completion of the preliminary site inspection and review of site-specific conditions. All water wells will be installed in accordance with Ontario Regulation 903 “ Wells ” (O. Reg. 903). Boreholes will be

Page 1 Laird Fairground, 127 Lake George Road E, Echo Bay, Ontario

Greenstone Project: 26225 June 5, 2026

advanced using a track-mounted drill equipped with direct push continuous split spoon assembly and hollow stem augers. For the purpose of this proposal, Greenstone has assumed each monitoring well will be installed to a maximum depth of 4.5 metres below grade (mbg). All monitoring wells will be screened across shallow groundwater aquifer interface and will be fitted with a stickup or flush-mount protective cover. Please note that the drilling depths proposed have been based on Greenstone’s understanding of Site conditions. Should drilling depths vary from those assumed herein, or should site conditions require an alternative drilling methodology to achieve the project objectives, Greenstone will notify the Client and issue a change order prior to undertaking the additional work.

• Monitor groundwater levels at all available monitoring wells.
• Conduct in-situ (rising or falling head) field hydraulic conductivity tests at select wells.
• Collection of soil samples for grain size analysis.
• Collection of groundwater samples from the newly installed monitoring wells and existing potable well. Samples will be submitted for laboratory analysis of critical contaminants (i.e., nitrate and nitrite) and other key contaminant indicator parameters (i.e., ammonia, electrical conductivity, dissolved oxygen, total organic carbon (TOC), pH, phosphorus, Total Kjeldahl Nitrogen (TKN), sodium, chloride, metals and potassium), E. coli, total coliforms, bicarbonate/alkalinity and sulphate.
• Determination of static water elevations in wells.
• Inspection of the site and its immediate vicinity for evidence of permanent, intermittent or ephemeral water courses.
• Determination of relative elevations of surface water bodies on-site or in the immediate site vicinity.
• Door-to-door survey in the site vicinity to determine water well use and characteristics.
• Preparation of a Hydrogeological Investigation Report documenting the completed work, presenting the results of the investigation, and providing conclusions and recommendations regarding the proposed septic system upgrades.

The number, locations, depths, and construction details of the proposed monitoring wells will be finalized following completion of the preliminary site inspection. The preliminary site inspection will assess site-specific factors, including topography, drainage patterns, potential contaminant sources, site accessibility, existing infrastructure, and anticipated subsurface conditions. The monitoring well network will be designed to adequately characterize site hydrogeological conditions, groundwater flow direction, and groundwater quality. Accordingly, the monitoring well locations presented herein are conceptual and may be modified based on the findings of the preliminary site inspection.

Page 2 Laird Fairground, 127 Lake George Road E, Echo Bay, Ontario

Greenstone Project: 26225 June 5, 2026

PROPOSED SCHEDULE

Greenstone proposes the following schedule to complete the project:

Task Timeline

1) Records review, door to door survey.

2 weeks

2) Utility Locates (private and public)

3) Drilling and Soil Sampling* 2 days

3) Groundwater Sampling 1-2 days

4) Laboratory Analysis (standard turnaround time) 1 week

5) Hydrogeological Investigation Reporting 2 weeks

Total Project Timeline Approximately 6 weeks

*The drilling program timeline is subject to contractor availability.

PROJECT COST

Greenstone Engineering can complete the above scope of work for a lump sum fee as per below:

It should be noted that the estimated cost is based on Greenstone’s understanding of the property and work conditions. Should conditions or scope of work change during the project, resulting in additional labour or expenses and materials, Greenstone will notify the client and provide a change order. No additional work will commence without notification and consent from the client. Our cost assumes that all work can be completed during the regular business hours of 8 AM to 5 PM, Monday through Friday. If evening or weekend work is required there will be overtime surcharges (50%) incurred for our labour

Page 3 Laird Fairground, 127 Lake George Road E, Echo Bay, Ontario

Greenstone Project: 26225 June 5, 2026

rates. Our proposal is subject to the Terms and Conditions given in the “Work Authorization” contract form below. Payment is due net 30 days.

CLOSING

Should you find the terms and conditions acceptable within the attached Work Authorization Form, please sign it and return it to Greenstone via email to the undersigned.

Should you wish to discuss any aspect of this work, please contact us at your convenience.

Sincerely yours,

Donald Cavan, M.Env.Sc., P.Geo., QP

ESA

General Manager

705-989-2662

don@greenstoneengineering.ca

Enclosed (2 pages): Work Authorization Form

Page 4 Laird Fairground, 127 Lake George Road E, Echo Bay, Ontario

Greenstone Project: 26225 June 5, 2026

WORK AUTHORIZATION FORM

1. GREENSTONE ’s estimate was prepared for the consideration of the client only. Its contents may not be used or disclosed to any party without prior written consent from GREENSTONE.

2. GREENSTONE ’s estimate shall be valid for a period of thirty (30) days from date of issue. The validity period may be extended by mutual agreement in writing. GREENSTONE reserves the right to revise the estimate beyond the stated validity period.

3. Any work performed by GREENSTONE will be conducted in accordance with generally accepted environmental practices current in the area at the time the work is performed.

4. For any ground disturbance work the client must provide all known maps of private underground utilities and structures within the work area. GREENSTONE will verify location of existing private utilities and structures as shown on these drawings on a best effort basis. GREENSTONE will not be liable for any subsequent damages for failing to designate any underground utilities or structures which were not indicated on the client provided drawings at the time of, or prior to, the provision of this service. GREENSTONE assumes no liability for damages caused by the excavation of buried objects on the site not found that are outside our scope of work or defined work area.

5. GREENSTONE accepts no responsibility and is not liable for damages suffered by any third party as a result of decisions or actions based on the performance of the statement of work by GREENSTONE.

6. The completeness of work carried out by GREENSTONE is based on information provided by the client at or prior to the earlier of the time of issuance of the estimate or quote. If the scope work or size and/or extent of the work area changes, a signed change order must be issued so that scope of work can be adjusted to address client requirement changes. Documents and maps provided by GREENSTONE are the definitive means legally defining the extent of the work area investigated.

7. Except as written in the contract/estimate/quote, GREENSTONE disclaims any and all promises, representations, warranties and covenants, express, implied, statutory or otherwise.

8. GREENSTONE shall not be liable for any amount in excess of the fees paid by the Client to GREENSTONE for the work described in this estimate on account of any loss, injury, death, or damage whether resulting directly or indirectly to a person or property irrespective of the cause or origin of such loss, injury, death or damage including, without limitation, loss, injury, death or damage attributable to the negligence of GREENSTONE, its employees and agents in the performance or non-performance of the service.

9. GREENSTONE is covered by the Workers’ Safety Insurance Board of Ontario, and carries general commercial liability insurance, and non – owned automobile insurance. Certificates of documentation are available upon request.

10. No warranty is either expressed or implied, or intended by this agreement or by furnishing oral or written reports or findings.

11. The work will be limited to those locations and/or areas of concern identified by the client or scope of work as outlined in our estimate. Other areas of concern may exist but will not be investigated within the scope of this assignment.

12. Any budget estimates provided are preliminary and subject to verification unless otherwise agreed.

13. The client is to identify all known hazardous conditions that exist within the building, on the property and in the area of work including but not limited to: the presence of confined spaces, work at heights, areas causing heat stress, traffic, pinch points, asbestos, designated substances, etc. The client is to identify any specific training requirements required for access and entry to the building, property and area of work and provide any site-specific training required at no cost to GREENSTONE. The client must provide safe access to the site and compliance with the Occupational Health and Safety Act (Ontario) and all other applicable safety codes and standards for matters under the control of the Client, which would affect the safety of GREENSTONE staff on site.

14. GREENSTONE makes no representations or warranties whatsoever, including those concerning the legal significance of our findings, or as to other legal matters touched on in the report, including, but not limited to, ownership of any property, or the application of any law to the facts set forth herein. With respect to regulatory compliance issues, regulatory statutes are subject to interpretations and these interpretations may change over time and we undertake no, and expressly disclaim, obligation to advise Client of such change. GREENSTONE accepts no responsibility for consequential financial effects on transactions or property values, or requirements for follow-up actions and costs.

Work Authorization Form

Greenstone Project: 26225 June 5, 2026

15. The liability of GREENSTONE or our officers, directors, shareholders or staff will be limited to the lesser of the fees paid or actual damages incurred by the Client.

16. GREENSTONE will not be responsible for any consequential or indirect damages. GREENSTONE will only be liable for damages resulting from negligence of GREENSTONE will not be liable for any losses or damage if Client has failed, within a period of (2) years following the date upon which the claim is discovered within the meaning of the Limitations Act, 2002 (Ontario), to commence legal proceedings against GREENSTONE to recover such losses or damage.

17. Information provided by GREENSTONE is intended for Client use only. GREENSTONE will not provide results or information to any party other than the Client, unless the Client, in writing, requests information to be provided to a third party or unless disclosure by GREENSTONE is required by law. Unless consented to by GREENSTONE, which consent may be unreasonably and/or arbitrarily withheld, any use by a third party, of reports or documents authored by GREENSTONE, or any reliance by a third party on or decisions made by a third party based on the findings described in said documents, is the sole responsibility of such third parties. GREENSTONE accepts no responsibility for damages, suffered by any third party as a result of decisions made or actions conducted by any party.

18. GREENSTONE does not make any representation or warranty, express or implied, as to the accuracy or completeness of the information or the state of affairs of the property furnished by the Client to GREENSTONE and contained in any report prepared by GREENSTONE.

Acceptance authorizes:

1. The release, to GREENSTONE, of information requested in connection with this work. GREENSTONE undertakes to maintain the confidentiality of all such information.

2. The release by GREENSTONE of information to others necessary to perform the work.

Entry and access to all areas of the property and buildings on the property, by GREENSTONE staff or representatives, as required, to perform the proposed services. Client shall identify limitations, conditions or terms regarding entry and access ( “Access Restrictions”).

It is understood that the Client will be liable for all additional costs incurred by GREENSTONE in the performance of the proposed work, caused by changes to the terms, delays, postponements or cancellations or other unseen or unknown conditions that are beyond the control of GREENSTONE including, without limitation, delays caused by failure to provide information on a timely manner or Access Restrictions not revealed to GREENSTONE prior to the date hereof.

By signing, the Client provides authorization to proceed and accepts the terms and conditions outlined above and in the referenced estimate (if applicable). In the event GREENSTONE provides services requested by the Client, in addition to those identified above or in the estimate (where applicable), the Client agrees to compensate GREENSTONE either on a time and materials basis using the GREENSTONE standard rates (in effect at the time the service is provided), or as per a written amendment to the terms and conditions originally agreed upon.

Should you find these terms and conditions acceptable please sign and return this document to GREENSTONE.

Work Authorization Form

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Petition for Drainage Works – Fremlin Drain (Form 1 Expansion Request)

PDF pages 56 to 57.

PDF page 56 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 56, or contact the Township office for an accessible format.

PDF page 57 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 57, or contact the Township office for an accessible format.

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Grade 5/6 Echo Bay Central School letters

PDF pages 58 to 63.

PDF page 58 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 58, or contact the Township office for an accessible format.

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

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

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

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

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

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Memo: Rowdy Ranchers – Donation Request

PDF pages 64 to 66.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 18, 2026

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Rowdy Ranchers – Donation Request

Purpose:

To request Council’s guidance on the 2026 Sponsorship Proposal submitted by Rowdy Ranchers, and to provide background on the reduced rental rate approved by the Laird Fairgrounds Sub-committee for the 2025 event weekend.

Background:

Rowdy Ranchers have submitted a Sponsorship Proposal for 2026 seeking support from the Township.

In 2025, Council deferred the group’s donation request to the Laird Fairgrounds Sub-committee. The Sub-committee approved renting the Fairgrounds to Rowdy Ranchers for the Friday night, Saturday, Sunday, and Monday of the August 30, 2025 weekend at a reduced rate of $500.00.

The Township customarily does not charge for Friday evening when a group rents the Fairgrounds for a full weekend and uses the Friday only for set-up. However, in 2025, Rowdy Ranchers held events on the Friday night, which means the Friday portion should have been included in the rental calculation, which I don’t believe it was.

For Council’s clarity, the true standard four-day rental rates are:

• Full Facility (4 days): $1,035.00
• Horse Facility Only (with barn, 4 days): $900.00

When staff prepared the comparison last year, the following internal rate schedule was used:

• Full Facility (3 days): $755.00
• Horse Facility Only (with barn, 3 days): $675.00

Analysis

Rowdy Ranchers have requested municipal support through their 2026 Sponsorship Proposal, which includes:

• Gold Sponsorship — $200 and above
• Silver Sponsorship — $100 to $200
• Bronze Sponsorship — $50 to $100

In addition to considering a sponsorship contribution, Council may also determine whether it wishes to provide a rental discount for 2026, similar to the reduced rate of $500.00 approved in 2025.

Council Decision Options (Simplified):

1. Provide a Sponsorship Contribution

Support the event at one of the requested levels (Gold, Silver, Bronze). No rental discount would be applied.

2. Provide a Rental Discount

Approve a reduced Fairgrounds rental rate for 2026, such as repeating the $500.00 rate. No sponsorship contribution would be provided.

3. Provide Both

Offer a sponsorship contribution and approve a reduced rental rate (e.g., $500.00 ).

These decisions should consider fairness to other user groups, financial impact, and the community benefit of the event.

Financial Impact

In 2025, the Sub-committee approved a reduced rate of $500.00 , compared to:

• $1,035.00 standard full-facility four-day rate, or
• $900.00 standard horse-facility four-day rate.

The 2026 Sponsorship Proposal may have additional financial implications depending on Council’s direction.

RECOMMENDATION

That Council provide direction regarding the 2026 Sponsorship Proposal submitted by Rowdy Ranchers, and receive the 2025 rental rate background for information.

Recommended Motion:

BE IT RESOLVED THAT the Council of the Township of Laird hereby receives the Clerk’s Report titled “Rowdy Ranchers – Donation Request” dated June 18, 2026, and directs staff with respect to the 2026 Sponsorship Proposal submitted by Rowdy Ranchers.

ATTACHMENT

• Sponsorship Proposal – Rody Ranchers Round-Up

PDF page 66 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 66, or contact the Township office for an accessible format.

Back to the agenda

Memo: Community Fire Safety Officer Vacancy

PDF pages 67 to 68.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 18, 2026

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Community Fire Safety Officer – Vacancy and Interim Appointment

Purpose:

To inform Council that the position of Community Fire Safety Officer (CFSO) is currently vacant and to seek Council direction on an interim appointment while staff work with the Township of Macdonald, Meredith & Aberdeen Additional (Echo Bay) to explore a joint appointment.

Background:

The Township’s current Community Fire Safety Officer (CFSO), Janice Catling, was appointed by By-law 870 08 on February 6, 2008. Staff have recently confirmed that

Ms. Catling has moved out of the area and is no longer available to fulfill the duties of the position. As a result, the ‑ CFSO position is now vacant.

Under the Fire Protection and Prevention Act, 1997 (FPPA), municipalities are required to provide public fire safety education and fire prevention programs appropriate to local needs and circumstances. While the Act does not prescribe the exact job title, the function is mandatory. The CFSO role is the Township’s designated position responsible for coordinating these legislated public education duties.

Given that Laird Township contracts fire services from Echo Bay, and that most public education activities occur in Echo Bay (including school based programming), it is operationally efficient and consistent with past practice for both municipalities to share the same CFSO. Staff have reached out to Echo Bay to ‑ determine whether they are also seeking a joint appointment, as both municipalities previously appointed Ms. Catling.

Interim Appointment Need:

Until a joint appointment can be finalized, staff recommend that Council appoint the Clerk Administrator as Interim Community Fire Safety Officer to ensure the Township remains compliant with its public education obligations and is represented in upcoming provincial initiatives.

The Clerk Administrator will participate in the Office of the Fire Marshal (OFM) Public Education and Communications Unit webinar on Wednesday, June 17, 2026.

This session will brief departments on the 2026 Fire Prevention Week – Fire Safety Community Champion Program and Carbon Monoxide Awareness Week – Morning Announcements Program, both of which require active participation from local public educators.

Analysis:

• The CFSO role fulfills the Township’s mandatory FPPA obligation to deliver public fire safety education.
• The position is currently vacant due to the departure of the appointed officer.
• An interim appointment ensures continuity, compliance, and participation in provincial initiatives.
• A joint appointment with Echo Bay remains the most efficient long term solution, given shared fire services and shared public education needs. ‑
• A by-law is required to appoint the interim CFSO.

RECOMMENDATION

Recommended Motion:

That Council pass the following motion:

BE IT RESOLVED THAT the Council of the Township of Laird acknowledges that the position of Community Fire Safety Officer is vacant due to the departure of the previously appointed officer, Janice Catling, originally appointed by By-law 870 08;

AND THAT Council hereby appoint the Clerk Administrator as Interim Community ‑ Fire Safety Officer to ensure continuity of mandatory public education functions;

AND THAT a by-law to formalize this appointment is included in the By-law section of this agenda for Council’s consideration.

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Memo: Interim Planning Advisory Services – Single-source Engagement of J.L. Richards & Associates Limited (JLR)

PDF pages 69 to 72.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 18, 2026

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Interim Planning Advisory Services – Single-source Engagement of J.L. Richards & Associates Limited (JLR)

Purpose:

The purpose of this report is to seek Council approval to engage J.L. Richards & Associates Limited (JLR) to provide interim, as needed planning advisory services to support the Township’s statutory responsibilities under the Planning Act, particularly regarding Additional Residential Units (ARUs), ‑ application review, and zoning interpretation. This engagement is proposed as a single source professional service under the Township’s Procurement By-law 832 04.

‑

Background: ‑

Recent amendments to the Planning Act through Bill 109 (More Homes for Everyone Act, 2022), Bill 23 (More Homes Built Faster Act, 2022), and Bill 97 (Helping Homebuyers, Protecting Tenants Act, 2023) have significantly changed municipal obligations related to:

• ARUs
• Mandatory permissions for additional dwelling units
• Shortened decision timelines
• Increased appeal risks
• Zoning conformity with provincial housing policy

Laird Township’s Zoning By-law is outdated and does not contain the required ARU permissions or modern zoning provisions. Staff are receiving increasing inquiries regarding ARUs and anticipate a formal application in the near future. Without an in-house Planner and with an outdated Zoning By-law, staff are not confident navigating these new requirements without professional planning support.

The Township also shares planning responsibilities with the Desbarats to Echo Bay Planning Board, which has retained JLR to prepare the new Joint Official Plan. JLR is therefore already familiar with Laird Township’s planning context, constraints, and policy direction.

Proposal Received:

JLR has submitted a proposal dated June 10, 2026 to provide as-needed planning advisory services. Their scope includes (citations from the proposal):

• “On-call advisory services to support Township staff… including identification of application-related planning issues, assistance with responses to resident inquiries, and zoning interpretations.”
• “Review, analysis and preparation of professional planning recommendations on Planning Act applications… including statutory notices and planning memos.”
• “Creation of service standards, business processes, application forms, and agreement templates, if requested.”
• “Creation and maintenance of the Township’s Zoning By-law, if requested.”

Hourly Rates (excluding HST):

• Principal Associate / Director of Planning – $285/hr
• Senior Planner / Practice Lead – $242.50/hr
• Planner – $175/hr

A 7% administration fee applies to professional fees.

JLR can begin work immediately.

Procurement By-law Compliance:

The Township’s Procurement By-law 832-04 permits non-competitive procurement for professional services under:

1. Professional Services Exemption – Section 1.0.2

The by-law exempts:

“Other Professional and Special Services…”

Planning services fall squarely within this category.

2. Single Source – Section 5.0.2

“Exemption… is granted where the municipality deems it desirable to award a non-competitive contract…”

A single-source engagement is desirable because:

• JLR is already the Planning Board’s consultant for the Joint Official Plan
• They understand Laird’s planning context and constraints
• Staff require immediate support to meet statutory obligations
• An ARU application is expected imminently
• The Zoning By-law is outdated and non-compliant
• Staff lack the expertise to interpret the new Planning Act requirements

This approach is transparent, efficient, and fully compliant with the by-law.

Analysis:

Engaging JLR on an interim basis will:

• Ensure the Township meets its statutory obligations under the Planning Act
• Provide staff with immediate access to professional planning expertise
• Support consistent interpretation of ARU requirements
• Reduce the risk of incorrect decisions or appeals to the Ontario Land Tribunal
• Maintain continuity with the Joint Official Plan work already underway
• Allow the Township to respond confidently to development inquiries and applications

Once the Joint Official Plan is adopted and the Township begins the Zoning By-law update, staff will initiate a full competitive procurement for long-term planning services.

Financial Impact:

Costs for interim planning advisory services will be incurred on an as-needed basis in accordance with JLR’s hourly rates and 7% administration fee.

Under the Township’s Fee Schedule By-law 2077-26, the Zoning By-law Amendment application fee includes the following clause:

“If a planning peer review service is required for a Zoning Amendment application, any fees associated with the peer review will be charged to the applicant at actual cost for services provided by the Township’s planning consultant.”

Accordingly:

• Any JLR costs directly related to a specific Planning Act application (e.g., Zoning By-law Amendment, Minor Variance) will be charged back to the applicant at actual cost, consistent with By-law 2077-26.
• JLR will invoice per file, allowing the Township to apply appropriate cost recovery.

The Township may incur some initial costs prior to receiving any applications. These costs may include:

• Reviewing and updating existing application forms
• Reviewing current planning procedures for compliance with Bill 109/23/97
• Staff training and advisory support to ensure correct interpretation of ARU requirements
• Preliminary zoning interpretation work to address active inquiries

These preliminary costs are necessary to ensure the Township is compliant with the Planning Act and prepared to process applications correctly and defensibly. Once applications begin to be submitted, the majority of planning-related costs will be recoverable from applicants.

RECOMMENDATION

Recommended Motion:

That Council pass the following motion:

BE IT RESOLVED THAT Council authorize the engagement of J.L. Richards & Associates Limited to provide interim, as needed planning advisory services to support the Township’s statutory responsibilities under the Planning Act; ‑

AND THAT this engagement be approved as a single source professional service in accordance with Sections 1.0.2 and 5.0.2 of Procurement By-law 832 04; ‑

AND THAT the Clerk Administrator be authorized to execute the JLR proposal ‑ dated June 10, 2026;

AND THAT staff initiate a full competitive procurement process for long term planning services following adoption of the Joint Official Plan and commencement of the Zoning By-law update. ‑

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Memo: Postage Meter Lease Renewal – Cost Review & Options

PDF pages 73 to 76.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 18, 2026

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Postage Meter Lease Renewal – Cost Review & Options

Purpose:

To provide Council with updated information regarding the expiry of the Township’s postage meter lease, outline the vendor’s renewal options, summarize confirmed end-of-lease costs, and present a financial comparison between continuing with a leased postage meter and purchasing postage directly from the Echo Bay Post Office. Staff are seeking Council direction.

Background:

The Township’s postage meter lease expired on January 1, 2026. The vendor has offered two renewal options for a 66-month term:

• PostBase 30 – $56.95/month
• PostBase Fusion S3 – $66.50/month

The vendor highlights several operational benefits of maintaining a postage meter, including a 1-cent postage discount, semi-automatic feeding, envelope sealing, quiet operation, and on-site postage loading.

The Township currently processes approximately 2,300 envelopes per year, which is lower than when the postage meter was first acquired, reducing the operational benefit of maintaining leased equipment.

Updated Vendor Information:

Staff contacted the vendor to confirm end-of-lease obligations. The vendor advised:

• If the Township does not renew the lease, the postage meter must be returned to the leasing company, and a component must also be shipped to Francotyp-Postalia.

The Township is responsible for all return-shipping costs.

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• Unused ink cartridges are not refundable unless the Township enters into a new lease.

The Township currently holds approximately $400 in unused ink, which

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may be sold privately but will not be credited by the vendor. This information has been incorporated into the financial analysis below.

Analysis:

1. Cost of Leasing a Postage Meter

PostBase 30:

• $56.95/month × 12 = $683.40/year
• 66-month total: $3,758.70

PostBase Fusion S3:

• $66.50/month × 12 = $798.00/year
• 66-month total: $4,389.00

Ink costs would be lower with the Fusion S3 due to high-yield cartridges, but the Township currently uses only one cartridge per year, so savings are limited.

2. Postage Discount Value

The meter provides a 1-cent discount per envelope.

• 2,300 envelopes × $0.01 = $23.00/year saved

This does not materially offset the lease cost.

3. Cost of Purchasing Postage at the Echo Bay Post Office

Estimated mileage cost for twice-monthly trips:

• 18 km round-trip × $0.70/km = $12.60 per trip
• Twice monthly × 12 months = $302.40/year

Even with mileage, this remains less than half the annual cost of the current lease and less than 40% of the cost of the new model.

4. End-of-Lease Costs

• Return-shipping costs will apply (amount not yet provided by vendor).
• Unused ink value (~$400) becomes a sunk cost unless sold privately. These costs are one-time and do not outweigh the long-term savings of discontinuing the lease.

5. Operational Considerations

While the vendor highlights convenience features, Laird’s current mail volume is manageable without a postage meter. Manual stamping does not create a significant operational burden.

Financial Comparison

Options for Council

Option 1 – Renew Lease (PostBase 30)

• Maintains current workflow
• Higher annual cost
• No refund for existing ink unless renewing

Option 2 – Upgrade to PostBase Fusion S3

• Newer technology
• Lower ink costs
• Highest annual cost

Option 3 – Discontinue Postage Meter and Purchase Postage at Echo Bay Post Office (Recommended)

• Lowest long-term cost
• One-time return-shipping costs and ink loss
• Mail volume is manageable without a meter

RECOMMENDATION

That Council direct staff to discontinue the postage meter lease and transition to purchasing postage directly from the Echo Bay Post Office, as this option provides the lowest long-term cost to the Township even after accounting for return-shipping costs and the loss of unused ink value.

Recommended Motion:

That Council pass the following motion:

BE IT RESOLVED THAT the Township discontinue the postage meter lease and transition to purchasing postage directly from the Echo Bay Post Office, as this remains the lowest-cost option;

AND THAT staff return the postage meter equipment to DeLage Landen Financial Services Canada Inc. and the required component to Francotyp-Postalia Canada Inc., and cover associated return-shipping costs;

AND THAT staff dispose of or sell the Township’s unused postage meter ink in a practical and cost-effective manner.

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Municipal Property Assessment Corporation (MPAC), RE: MPAC’s exploratory work on a new revenue management system, June 3, 2026

PDF pages 77 to 78.

PDF page 77 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 77, or contact the Township office for an accessible format.

PDF page 78 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 78, or contact the Township office for an accessible format.

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2088-26 Final Tax Rates 2026 and to Repeal By-law 2085-26

PDF pages 79 to 80.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-Law No. 2088-26

BEING A BY-LAW to set and levy final tax rates and to repeal By-law 2085-26, and to further provide for penalty and interest in default of payment thereof for 2026.

WHEREAS Section 312 of the Municipal Act, 2001 , as amended, provides that the Council of a local municipality shall pass a by-law to levy a separate tax rate on the assessment in each property class; and

WHEREAS Section 307 and 308 of the said Act require tax rates to be established in the same proportion to tax ratios; and

WHEREAS the sum required for general municipal expenses purposes is estimated at $2,083,088; and

WHEREAS certain education rates are provided in various regulations, and commercial and industrial education amounts have been requisitioned by the Province; and

WHEREAS By-law 2085-26, passed on May 21, 2026, contained incorrect tax rates and must be repealed and replaced;

NOW THEREFORE the Council of the Corporation of the Township of Laird enacts as follows:

1. THAT the following tax rates are hereby adopted for the year 2026:

MUNICIPAL EDUCATION TOTAL

2. THAT all taxes shall become due and payable in two installments as follows:

50% of the final levy shall become due and payable on July 17, 2026.

50% of the final levy shall become due and payable on September 18, 2026.

3. THAT on all taxes of the levy which are in default, a penalty of 1.25 per cent shall be added, and thereafter a penalty of 1.25 per cent per month will be added on the first day of each and every month the default continues, until December 31, 2026.

4. THAT on all taxes in default on January 1, 2027, interest shall be added at the rate of 1.25 per cent per month for each month or fraction thereof in which the default continues.

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5. THAT penalties and interest added in default shall become due and payable and shall be collected as if the same had originally been imposed and formed part of such unpaid tax levy.

6. THAT taxes are payable to the Township of Laird, at the Municipal Office, 3 Pumpkin Point Road West, R. R. #4, Echo Bay, ON P0S 1C0.

7. That By-law 2085-26 is hereby repealed in its entirety.

8. THAT this by-law comes into force and take effect upon the date of passing.

PASSED in open meeting this 18 th day of June 2026.

Mayor (blank)

Shawn Evoy

Seal

Clerk (blank)

Jennifer Errington

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2089-26 Interim Community Fire Safety Officer

PDF page 81.

THE CORPORATION OF THE TOWNSHIP OF LAIRD By-Law No. 2089-26

Being a by-law to appoint an Interim Community Fire Safety Officer.

WHEREAS subsection 2(1)(a) of the Fire Protection and Prevention Act, 1997 (“FPPA”) requires municipalities to provide public fire safety education and fire prevention programs appropriate to local needs and circumstances;

AND WHEREAS the Township previously appointed Janice Catling as Community Fire Safety Officer by By-law 870-08, passed February 6, 2008;

AND WHEREAS the Township has been advised that Ms. Catling has relocated and is no longer able to perform the duties of Community Fire Safety Officer, resulting in a vacancy in the position;

AND WHEREAS Council deems it necessary to appoint an Interim Community Fire Safety Officer to ensure continuity of mandatory public education functions and participation in provincial fire safety initiatives;

NOW THEREFORE the Council of The Corporation of the Township of Laird enacts as follows:

1. Interim Appointment

1.1 The Clerk Administrator is hereby appointed as the Interim Community Fire Safety Officer for the Township of Laird.

1.2 The Interim Community Fire Safety Officer shall carry out the duties associated with public fire safety education and fire prevention programming as required under the FPPA and as appropriate to the Township’s needs.

2. Term of Appointment

2.1 This interim appointment shall remain in effect until Council appoints a permanent or joint Community Fire Safety Officer by subsequent by-law.

3. Repeal

3.1 By-law 870-08 is not repealed, but the appointment made under that by-law is deemed vacant due to the departure of the appointee.

3.2 Any by-law or motion inconsistent with this by-law is hereby superseded to the extent of the inconsistency.

4. Effective Date

4.1 This by-law shall come into force and take effect on the date of its passing.

PASSED in open meeting this 18 th day of June 2026.

Mayor (blank)

Shawn Evoy

Seal

Clerk (blank)

Jennifer Errington

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2090-26 Conformity By-law

PDF page 82.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-law Number 2090-26

BEING A BY-LAW to confirm proceedings of the meeting of Council, June
18, 2026.

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 June 18, 2026, 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 in Open Council this 18 th day of June 2026.

Mayor (blank)

Shawn Evoy

Seal

Clerk (blank)

Jennifer Errington

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