Regular Council Meeting Agenda 24 – June 27, 2024

Additional pages in the package

PDF pages 5 to 6.

May 16, 2024

To Laird Township / Jennifer

To seek Pre approval, in favor in principal

From Mike and Lorrie Rollin / Harvey Matthews

Regards to : Severed lot (1.6 acres) on LakeView Drive

Discussion

We would like a lot on River Side Drive. Due to Algoma Health restrictions on lot size for septic and well we would need to increase size to 3 or 4 acres from the original size of 1.6 acres. The existing second severed lot on Lake View is under size and is a very low, wet and not well drained area for building a dwelling.

We have spoken to the Planning Board about different options such as lot adjustment / lot addition. Or do we have to consolidate the second severance back to the farm and then create a new lot? Has the number of severances increased since that time back in 1990 when this was initially completed when only two lots were allowed?

The potential dwelling in question would go between Harvey Matthews and the corner dwelling approximately in the middle. A driveway would be made and a culvert would be needed. Please pass along guidelines and any participation from Township with the culvert and ditches as well as any restrictions. See attached diagram.

We look forward to your response and direction on this matter.

Thank you

Harvey Matthews

Mike and Lorrie Rollin 705-257-9535

PDF page 6 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 6, or contact the Township office for an accessible format.

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REGULAR MINUTES – AGENDA 22

PDF pages 7 to 14.

REGULAR MINUTES – AGENDA 22
CORPORATION OF THE TOWNSHIP OF LAIRD
May 23, 2024, at 6:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

Councillors: Wayne Junor, Todd Rydall, Matt Frolick Clerk: Jennifer Errington

Road Superintendent: David Pollari

Delegates: Kevin Fairburn

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#92-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council hereby approves the May 23, 2024 agenda as presented with modifications to move item 9 c. Trailer Permit Request to the start of Agenda.

Carried.

4. Delegations and Presentations

New Business

9 a. Trailer Permit Request – 166 Lake George Road West, active Building Permit 24-09, requesting to use trailer as accommodations while building.

#93-24

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council approves a trailer permit to allow for one trailer to be used as a dwelling on 166 Lake George Road West. The trailer permit is active for the duration of the building permit 24-09, expiring April 26, 2025.

Carried.

5. Adoption of Minutes of Previous Meeting

a. Council Meeting – April 18, 2024

b. Recreation Committee Minutes – April 30, 2024

#94-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves Council minutes of the Regular Meeting of March 21, 2024 and the Recreation Committee minutes of April 30, 2024.

Carried.

6. Adoption of Accounts

a. General accounts to April 30, 2024

#95-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves the general accounts to April 30, 2024, in the amount of $4,746.15.

Carried.

b. Roads accounts to March 31, 2024

#96-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the roads account to April 30, 2024, in the amount of $26,360.90 as presented.

Carried.

7. Staff and Committee Reports

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

i. Road Superintendent Report

#97-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED that Road Superintendent Report dated May 23, 2024, be received as presented and arising from the report;

That Council approves the purchase of the Lake George culvert; and

That Council approves the purchase of TMG Industrial 72” flail mower.

Carried.

ii. Council Q&A

iii. Road Tour – May 25, 2024 at 9 a.m., schedule?

iv. Amalgamated Tender Results – Bituminous Surface Treatment

#98-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council awards the Bituminous Surface Treatment East Algoma Road Superintendents Association (EARSA) Amalgamated Tender to Beamish Construction Inc. in the amount of $120,312.00 for 33,600 m 2 of single surface treatment on Neebish and Reids Road and $81,585.00 for 11,100 m 2 of double surface treatment of Porchuck Road and the section over the new Government Road culvert.

Carried.

v. Skid Steer Flail Mower – recommendation

vi. Government Road Culvert – purchase?

b. Clerk Administrator, Deputy Treasurer

i. Clerk’s Report

#99-24

Moved by: Matt Frolick

Seconded by: Todd Rydall

Be it resolved that Clerk’s Report dated May 23, 2024, be received as presented and arising from the report;

That Council directs the Clerk to communicate with North Shore Agricultural Society that approval was granted to replace the existing horse arena boards and not to alter the design by adding a 5th board, in order to alter the design Council requires a recommendation from Laird Fairgrounds Sub-committee be provided to Council for consideration;

That Council directs the Clerk to consult with JP Stefanizzi of SVF to ensure Asset Management compliance and ask for a clear scope of work required from JP Stefanizzi;

That Council approves the quote of Ironside Consulting Services Inc. in the amount of $4,200.00 plus HST to develop a fulsome HR Manual to ensure that all the necessary policies and procedures are in place; and

That Council approves the budget of $900.00 for the Recreation Committee library boxes project.

Carried.

ii. Council Q&A

iii. HR Standing Committee Minutes of April 15, 2024

#100-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the HR Standing Committee minutes of April 15, 2024.

Carried.

c. Treasurer’s Report

i. 2023 Financial Snapshot

#101-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the 2023 Financial Snapshot.

Carried.

ii. Final Budget 2024 – Passed April 18, 2024 #74-24

#102-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the Final Budget 2024, passed at the April 18, 2024 Council meeting, presented with modifications to remove working notes and highlighting.

Carried.

d. Recreation Committee & Recreation Sub-Committees

i. Finns’ Bay Wharf Sub-Committee Minutes of May 1, 2024

#103-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Finns’ Bay Wharf Sub-Committee minutes of May 1, 2024.

Carried.

ii. 2024 Committee and Board – resignations

#104-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council accepts the resignation of Kelsey Bailey from the Recreation Committee and the Bar River Hall Committee and the resignation of Stephen Zimmerman from the Finns’ Bay Wharf Committee, with regret, and would like to thank both Kelsey and Stephen for their volunteer work.

Carried

e. Cemetery Board

f. Planning Board

g. Police Detachment Board

i. Delegation of Authority

#105-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

WHEREAS under the Community Safety and Policing Act, 2019, it is mandated that members of detachment boards undergo record checks to ensure suitability for their roles;

AND WHEREAS timely and thorough record checks are essential to maintain the integrity and credibility of detachment boards;

AND WHEREAS efficient administration of record checks requires designated authority to oversee the process and ensure compliance with legal requirements;

AND WHEREAS the Clerk Administrator possesses the requisite administrative expertise and responsibility to manage such processes effectively;

BE IT RESOLVED that the authority to ensure that record checks for detachment board members are conducted in accordance with the Community Safety and Policing Act, 2019, is hereby delegated to the Clerk Administrator of the Township of Laird;

BE IT FURTHER RESOLVED that the Clerk Administrator is authorized to establish procedures, guidelines, and timelines for the conduct of record checks, in consultation with relevant stakeholders and legal counsel;

BE IT FURTHER RESOLVED that the Clerk Administrator is empowered to take any necessary actions to ensure compliance with legal requirements and the expeditious completion of record checks, including engaging external agencies or consultants if deemed necessary;

BE IT FURTHER RESOLVED that this delegation of authority shall remain in effect until rescinded or modified by further resolution of the Council of the Corporation of the Township of Laird.

ii. Appointment(s) to new Detachment Board

#106-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

WHEREAS the Community Safety and Policing Act mandates the establishment of detachment boards to oversee policing services in our community;

AND WHEREAS, it is essential to have representation from our council on the detachment board to ensure effective governance and accountability;

AND WHEREAS, Mayor Shawn Evoy has demonstrated a commitment to public safety and community welfare, and possesses the necessary qualifications and experience to serve on the detachment board;

AND WHEREAS, under the Community Safety and Policing Act, 2019, all board members are required to undergo record checks to ensure suitability for their roles;

AND WHEREAS, the appointment of Mayor Shawn Evoy is pending the outcome of the required record checks as mandated by the Community Safety and Policing Act, 2019;

BE IT RESOLVED that Mayor Shawn Evoy is hereby provisionally appointed as the representative to the Sault Ste. Marie O.P.P. detachment board established under the Community Safety and Policing Act, 2019, pending the outcome of the required record checks;

BE IT FURTHER RESOLVED that Mayor Shawn Evoy is authorized to represent the interests of the Township of Laird on the detachment board and to participate fully in its proceedings, including decision-making processes and policy discussions, subject to the successful completion of record checks;

BE IT FURTHER RESOLVED that Mayor Shawn Evoy serve on the detachment board for the duration of their term as a member of the Township of Laird council, or until such time as their appointment is rescinded or modified by further resolution of the council;

BE IT FURTHER RESOLVED that Mayor Shawn Evoy is encouraged to collaborate with other members of the detachment board, law enforcement agencies, community stakeholders, and residents to promote effective policing services and address public safety concerns in our community.

Carried.

h. Algoma District Services Administrative Board

i. Algoma District Municipal Association (ADMA)

8. Unfinished Business

a. Task Summary Sheet & Recent Activity Log

b. Concern/Information Log – Updates

#107-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the May 23, 2024, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

c. Sale of Surplus Equipment – Bid Results

#108-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT as per the recommendation of the Treasurer, Council accepts the offer of Bidder #2 in the amount of $6,215.00 (HST included).

Carried.

d. Bar River Hall Exterior Repairs – Tender #2 Results

#109-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

Recommendation: BE IT RESOLVED THAT Council awards the Bar River Hall Exterior Repairs Tender #2 to Stobie Mechanical & Welding in the amount of $180,154.19 plus HST.

Carried.

9. New Business

a. Government Road Bridge Request for Contractor Pricing

#110-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council accepts the tender pricing for the Government Road Bridge repairs of Phoenix Group in the amount of $47,469.28 plus HST and further that Council approves the estimate of Tulloch Engineering with the modification to remove survey monitoring and scale back on construction monitoring by 1/4 in the amount of $7,190.00 plus HST to provide engineer/support with the government road bridge expansion joint repairs.

Carried.

b. RFP Waste Disposal Site Monitoring and Operations Reporting Results

#111-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council accepts the proposal of Greenstone Engineering and enters into a 3-year contract for $12,340.50 per year, plus HST.

Carried.

c. Finns’ Bay Road North Intersection Concern – Ron Ambeault

#112-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the concern of Ron Ambeault dated April 30, 2024, and that Council requests staff to remove the yield sign on Finns’ Bay North and replace it with a Stop Sign.

Carried.

d. Grade 5/6 Echo Bay Central School letters

#113-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the letters from Grade 5/6 Echo Bay Central School students, and based on discussion, each Councillor will respond to the letter they received.

Carried.

e. Amending Agreement with Xplore Inc.

#114-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council authorizes the Clerk to sign the agreement with Xplore Inc.

Carried.

f. Trefry Centre Senior of the Year Award

#115-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council selects Janet Arnold for the Senior of the Year award through the Dr. Harold S. Trefry Memorial Center.

g. Planning: Severance/Lot Adjustment – Approval in principle

#116-24

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council rejects the proposed application to consolidate the existing second severed lot on Lake View with the farm and create a new lot on Riverside Drive.

Carried.

10. Notices of Motion

11. Closed Session

#117-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council proceed into closed session at 8:33 p.m. in accordance with Section 239 (2) (d) of the Municipal Act in order to discuss labour relations or employee negotiations.

Carried.

a. Approval of closed meeting minutes of April 18, 2024

b. Labour relations or employee negotiations.

#118-24

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council come out of closed meeting session at 8:56 p.m. and continue with the Regular Council Meeting.

Carried.

#119-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council hires the following summer students: Abbigail Daynard, Ruby Rose, Jacob Kluding, and Ristan McBride.

Carried.

#120-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council hires Ed Lapish as Senior Machine Operator, conditional to meeting all requirements.

Carried.

12. Communications and Correspondence

a. OMAFRA, RE: New stormwater fee structures impact – April 16, 2024

b. Dr. Harold S. Trefry Memorial Center, RE: Thank you – May 9, 2024

13. Mayor and Council Comments

14. By-laws

a. 2015-24 Final Tax Rates By-law

#121-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2015-24 Final Tax Rates 2024 authorizing tax bills be issued, as presented.

Carried.

b. 2016-24 Council Remuneration By-law

#122-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2016-24 being a by-law to update Mayor and Councillor remuneration.

Carried.

c. 2017-24 Detachment Boards – Establishing By-law

#123-24

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2018-24 being a by-law to establish the Sault Ste. Marie O.P.P Detachment Board pursuant to the Community Safety and Policing Act, 2019.

Carried.

d. 2018-24 Conformity By-law

#124-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2018-24 being a by-law to confirm the proceedings of the meeting of Council held on May 23, 2024.

Carried.

15. Adjournment

#125-24

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT this Council shall now adjourn to meet again June 20, 2024 at 6:00 p.m. or until the call of the chair.

Carried.

PDF page 14 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 14, or contact the Township office for an accessible format.

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SPECIAL MEETING MINUTES – AGENDA 23

PDF pages 15 to 16.

SPECIAL MEETING MINUTES – AGENDA 23
CORPORATION OF THE TOWNSHIP OF LAIRD
May 27, 2024, at 3:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

Councillors: Wayne Junor, Todd Rydall

Regrets: Matt Frolick

Clerk: Jennifer Errington

Delegates: Jared Brice, Brad Shewfelt

1. Call to Order

Mayor called meeting to order at 3:00 p.m.

2. Declaration of Pecuniary Interest

3. Agenda Approval

#126-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council hereby approves the May 27, 2024 special meeting agenda as presented.

Carried.

4. Delegations and Presentations

a. Agricultural Advisory Committee Laird Representatives: Dick Beitz and Brad Shewfelt and Agricultural Advisory Committee Secretary: Jared Brice

i. Prime Agricultural Designation map presentation (continued)

5. Adoption of Minutes of Previous Meeting

6. Adoption of Accounts

7. Staff and Committee Reports

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

b. Clerk Administrator, Deputy Treasurer

c. Treasurer’s Report

d. Recreation Committee & Recreation Sub-Committees

e. Cemetery Board

f. Planning Board

g. Police Detachment Board

h. Algoma District Services Administrative Board

i. Algoma District Municipal Association (ADMA)

8. Unfinished Business

a. Prime Agricultural Official Plan Designation

#127-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT as per the recommendation of the Laird Agricultural Advisory Committee members and the discussion with Council, that Council directs the Laird Agricultural Advisory Committee members to submit the Laird Agricultural map with the recommended prime agricultural areas as presented on may of May 27, 2024 to the Agricultural Advisory Committee, a committee of the Echo Bay to Desbarats Planning Board.

Carried.

9. New Business

10. Notices of Motion

11. Closed Session

12. Communications and Correspondence

13. Mayor and Council Comments

14. By-laws

a. 2019-24 Conformity By-law

#128-24

Moved by: Wayne Junor

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council adopts By-law 2019-24 being a by-law to confirm the proceedings of the special meeting of Council held on May 27, 2024.

Carried.

15. Adjournment

#129-24

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT this Council shall now adjourn to meet again June 20, 2024 at 6:00 p.m. or until the call of the chair.

Carried.

Mayor – (blank) Shawn Evoy

Clerk – (blank) Jennifer Errington

Back to the agenda

MINUTES OF THE LAIRD RECREATION COMMITTEE MEETING HELD AT THE

PDF pages 17 to 18.

MINUTES OF THE LAIRD RECREATION COMMITTEE MEETING HELD AT THE LAIRD TOWNSHIP OFFICE ON WEDNESDAY, MAY 29, 2024

MEMBERS PRESENT: Suzanne Evoy Shawn Evoy Donna Bos Rhonda Crozier Jo-Anne Entwistle

REGRETS: Noah Crozier Matt Frolick Brenda Aelick

The meeting was called to order by Shawn Evoy, Chairperson.

ON MOTION (No. R19-24) Moved by Donna Bos, seconded by Suzanne Evoy "That the committee approves the Main Recreation Committee Agenda of May 29, 2024 with adding the name “Evoy” to Motion # 18-24 and as presented." CARRIED

ON MOTION (No. R20-24) Moved by Donna Bos, seconded by Jo-Anne Entwistle "That the committee approves the Main Recreation Committee Minutes of April 30, 2024, as presented." CARRIED

Committee Reports:

1. G. W. Evoy Rink: Playground equipment being looked into.

2. Laird Hall: Jo-Anne Entwistle reported on the unapproved minutes from the Laird Hall meeting held May 28, 2024.

3. Bar River Hall Tender #2 Exterior Repairs has been awarded to Stobie’s Mechanical and should be started soon. Tender #3 Interior Repairs is being prepared to be sent out.

4. Pumpkin Point Park Swings are down to one section with two swings.

5. Finns Bay Wharf Meet and Greet is rescheduled for Sun. Aug. 11, 2024. Jo-Anne Entwistle reported on the unapproved minutes from the Wharf meeting of May 1, 2024.

6. Laird Fairgrounds A report was prepared by Brenda Aelick and was read aloud.

7. Heritage Committee Waiting on stamped drawings for the building.

ON MOTION (No. R21-24) Moved by Jo-Anne, seconded by Suzanne Evoy "That the committee approves the account for April 2024 in the amount of $4221.79 as presented." CARRIED

ON MOTION (No. R22-24) Moved by Jo-Anne, seconded by Donna Bos "That the committee approves of Brenda Aelick doing dog classes at the gazebo this summer."

CARRIED

Business Arising from Minutes:

The Appreciation BBQ is a go for this Sunday, June 2, 2024.

Council has approved an addition to the budget for Library Boxes this year. ON MOTION (No. R23-24) Moved by Jo-Anne Entwistle, seconded by Donna Bos "That the recreation committee approves of hiring Ruby Rose, Abbigail Daynard, Jacob Kluding, and Riston McBride for summer employees this year." CARRIED

The next meeting will be held Tuesday, June 25, 2024 at 7:00p.m. at the Laird Township Boardroom.

ON MOTION (No. R24-24) Moved by Suzanne Evoy

"That the May 29, 2024 meeting by adjourned.” CARRIED

CHAIRPERSON: (blank)

SECRETARY: (blank)

Back to the agenda

Township of Laird – General Cheques for May 2024

PDF pages 19 to 20.

Township of Laird

General Cheques for May 2024

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

TOWNSHIP OF LAIRD Road Department

VOUCHER LISTING

ACCOUNTS CERTIFIED CORRECT

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Memo: Financial Report as of May 31, 2024

PDF pages 21 to 33.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 27, 2023

To: Mayor Evoy and Council

From: Rhonda Crozier, Treasurer Deputy-Clerk

Subject: Financial Report as of May 31, 2024

Background/Overview:

The purpose of this report is to provide Council with a comparison of the budget amounts with actual revenues and expenditures for operating departments and projects as of May 31, 2024.

Information/Discussion:

At the end of May 2024, overall operating revenues were at 32% and expenditures 36% of their annual budgeted amounts.

Roads Capital Budget requires some line-item description changes to include Resurfacing Gravel of Lake George Road East which is in the 5-Year Plan. The Road Superintendent is in favour of changing the wording of Garage Power Wash $10,000 and Garage Upgrades $10,000 to cover Resurfacing Gravel of Lake George Road East for this year and would like items that are removed to be included in the 2025 budget.

Repairs to the Government Road Bridge were unforeseen and total approximately $55,000 for this year. I am in favour of the funding coming out of Working Capital Reserves.

Road Capital of Cross Culvert Lake George Road East stock was not budgeted but the Road Superintendent is in favour of the cost coming out of the overage of the Surface Treatment Budget this year.

Recommendation:

Be it resolved that the report from the Treasurer-Deputy Clerk be received; and that Council approves the line item description changes of Garage Power Wash and Garage Upgrades to read Lake George Road East Resurfacing Gravel; and further that Council approves the funding for the Government Road Bridge coming out of the Working Capital Reserves; and further that Council approves the funding for the Cross Culvert Lake George Road East stove coming out of the overage from the Surface Treatment budget overages.

Attachments:

• Budget Balance as of May 30, 2024

TOWNSHIP OF LAIRD

2024 BUDGET

Changes March Draft Budget are bolded!

Fixed costs/revenue are italic!

PDF page 23 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 23, or contact the Township office for an accessible format.

FINAL BUDGET 2024

2024 2024

Description 31-May

RECREATION OPERATING

FINAL BUDGET 2024

2024 2024

Description 31-May

GENERAL OPERATING EXPENDITURES

GENERAL GOVERNMENT

FINAL BUDGET 2024

2024 2024

Description 31-May

ENVIRONMENTAL SERVICES

FINAL BUDGET 2024

2024 2024

Description 31-May

RECREATION OPERATING EXPENDITURES

Bar River Hall

Wages

Building Maintenance

FINAL BUDGET 2024

2024 2024

Description 31-May

Main Recreation

FINAL BUDGET 2024

2024 2024

Description 31-May

Laird Fairgrounds Cont…..........

FINAL BUDGET 2024

2024 2024

Description 31-May

HARDTOP MAINTENANCE

FINAL BUDGET 2024

2024 2024

Description 31-May

STORMS

FINAL BUDGET 2024

2024 2024

Description 31-May

OTHER EXPENDITURES

CEMETERY BOARD OPERATING

FINAL BUDGET 2024

Description

Capital Transportation Cont…...........

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LAIRD HALL COMMITTEE MEETING MINUTES

PDF pages 34 to 46.

LAIRD HALL COMMITTEE MEETING MINUTES

Date: May 28 , 2024

Time: 6:00 p.m. Place: Laird Township Hall

PRESENT: Faye Crozier, Dick Beitz, Wayne Junor, Linda Kiraly, Jo-Anne Entwistle(Recording Secretary), Cheryl Frenette (Chair), Jennifer Errington (Laird Township Clerk)

CHAIR: Cheryl Frenette

REGRETS: Shawna Deplonty(medical)

1. CALL TO ORDER/REVIEW AGENDA

(ON MOTION # 08-24) Moved by Heather Taylor, Seconded by Wayne Junor “That the meeting be called to order by Cheryl Frenette, chairperson, and that the committee approve the Laird Hall Meeting Agenda of May 28, 2024.”

CARRIED

2. MINUTES OF FEBRUARY 6, 2024 (printed & circulated)

(ON MOTION # 09-24) Moved by Heather Taylor, Seconded by Dick Beitz “That the committee approve the Laird Hall Sub-Committee minutes of February 6, 2024” CARRIED

3. DELEGATIONS AND PRESENTATIONS-

Clerk Jennifer Errington reviewed the following By-Laws:

Bylaw 1079-03 Violence and Harassment

Bylaw 1072-23 Terms of Reference of Laird Recreation and Sub Committees Bylaw 1097-23 Procedural Governance

4. BUSINESS ARISING FROM MINUTES

1) Boy Scouts usage of Laird Hall-The Scout leader has cleaned out some trophies and a cupboard. He will contact the Laird Hall caretaker when he will be removing more Scout materials.

2) Laird Hall Chairs

(ON MOTION #10-24) Moved by Linda Kiraly, Seconded by Heather Taylor “That the Laird Township Staff be requested to bring the plastic chairs from Laird Fair Grounds to Laird Hall. The Township Staff be requested to advertise the gray chairs for sale for $5.00 per chair on the Laird Township Face Book page (Market Place). Six gray chairs will be retained and moved to Laird Fair Grounds. To request Laird Council to consider purchasing a compatible dolly for the plastic chairs or modify the existing dolly.” CARRIED

3) Items to possibly sell or donate: organ, china, stemware, (ON MOTION #11-24) Moved by Dick Beitz, Seconded by Faye Crozier “That a representative of the Laird Hall Committee contacts a member of the family who donated the organ to see if they would like either the organ or plaque from the organ back. Otherwise, Township Staff are requested to advertise the organ on Market Place.” CARRIED

China and Stemware: DEFERRED until the committee can determine the origin of these items.

4) Floor Curling - condition of hall after the curling group continues to be an issue with the hall caretaker. Recreation representative will take the concern to Main Recreation Committee.

5) Trillium Grant Application-Grant application is under review.

6) Back Door- if possible a new mechanism will be put on the door instead of installing a new door

7) Budget-2024 Budget as approved by Laird Council-review

8) Five Year Plan- discussion and review

Year 1-lighting, signage, fire door, septic upkeep, storage reorganization, Year 2-acoustic tiles-remove, recover and reinstall

-paint main hall, kitchen, entrance way, bathrooms

-outside vent replacement

Year 3-strip floor, varnish and repaint lines

Year 4-replace island and new counter tops

Year 5-Finish year 1-4

-upgrade washroom sinks and counter tops

9) Water quality issue-water has tested acceptable thus far. The next test is May, 29, 2024. The water will be tested in the fall so that there has been four seasons of testing.

5. OTHER/NEW BUSINESS:

1) Sylvan Circle Tour September 21, 2024 Coffee Break

(ON MOTION #12-24) Moved by Linda Kiraly, Seconded by Heather Taylor “That the Laird Hall Committee offer a Morning Coffee Break during the Sylvan Circle Tour, September 21, 2024 from 10:00 - noon. CARRIED

2) Laird Facebook Page- Laird Township now has a Facebook page monitored by Laird Township Staff

3) Propane tank replacement-a new rental propane tank has been installed at Laird Hall. The old tank has been sold.

6. CORRESPONDENCE

7. QUESTIONS AND CONCERNS

1) Five Year Plan will be reviewed at the next meeting

8. DATE OF NEXT MEETING: Tuesday, October 1, 2024 at 6:30 p.m. at Laird Hall

ADJOURNMENT

(ON MOTION #13-24) Moved by Dick Beitz, Seconded by Wayne Junor. ‘That the May 28, 2024 meeting be adjourned and the Laird Hall Committee will meet again on Tuesday, October 1 at 6:30 p.m. at the Laird Hall.”

CONSULTANT SCOPE CHANGE REQUEST 1

Desbarats to Echo Bay Planning Board –

Consulting services to complete the Joint

Project Name: JLR Project No.: 32563-000

Official Plan for the Desbarats to Echo

Bay Planning Area

Desbarats to Echo Bay Planning Board

Client Name: PO / Contract No.:

Tarbutt Township

Jared Brice

Client Contact:

Administrative and Planning Assistant

Description and Reason for the Change:

The initial scope of work for the completion of the joint Official Plan of the Desbarats to Echo Bay Planning Area was determined in the project proposal dated from June 22, 2023 and signed by the Client on August 22, 2023.

This scope change request proposed to update the Official Plan review timeline and scope of work. New steps and tasks not accounted for in the original proposal will include the following:

Draft Official Plan

1. A review of the most recent legislative and policy changes including consideration for how the Official Plan will be affected by the upcoming new Provincial Planning Statement 2024. This will be addressed in the Recommendations and Findings Memo.

2. Review the Draft Official Plan Report based on the updated OP Schedules

Final Official Plan adoption

3. Additional scope to re-familiarize with background research and materials given the project delays that have occurred in 2023-2024.

4. Delays fees estimated to $2,554 will be added to the Official Plan adoption phase.

GIS mapping

5. Definition of the urban settlements area will consist of a delineation of the settlement areas of Desbarats and Echo Bay based on existing draft OP schedules, aerial observations, the outcomes of the LEAR analysis and additional consultation with the Planning Board.

6. JLR will provide GIS mapping support to complete the OP schedules based on the Ministries comments and the land use planning analysis. This work will be conducted on lump sum basis and will involve the reproduction of the settlement’s areas delineation and confirming the proposed boundaries with the Planning Board and the Township’s Councils.

Demographic / land supply analysis

7. Further refinement is required for to complete the land supply analysis upon the delineation of the urban settlements areas of Desbarats and Echo Bay.

Schedule

8. Extend the project completion date to the end of October 2024.

Management and Coordination

9. Coordination and management related tasks that are not included in the scope of work will be undertaken on an hourly basis and a description of the task will be provided.

CONSULTANT SCOPE CHANGE REQUEST 1

Additional consulting services outside the scope of these services will be provided on an hourly basis according to the following 2024 rates schedule plus 7% disbursement (fee and expenses).

Jason Ferrigan $262.50/hour

David Welwood $197.50/hour

Soumaya Ben Miled $142.50/hour

Kris Kerwin $175.00/hour

Christina Kamwendo $127.5/hour

Assumptions and Exclusions:

• Same as the project proposal, dated June 22, 2023

Additional Deliverables:

• Land use schedules for the new Official Plan
• A revision to the Findings and Recommendations Memo to address the most recent provincial legislative and policy changes.

*The terms and conditions of the original agreement will apply for the proposed additional scope of work.

Impact to Schedule:

Original Completion Date: May 31, 2024 Revised Completion Date: October 31, 2024

Additional Fees for this Scope Change

JLR Sub-Consultants Expenses Total Value of Scope Change

$29,097.25 $ $ $29,097.75

CONSULTANT SCOPE CHANGE REQUEST 1

Issued David Welwood, Senior

on: June 3, 2024 By: Planner

J.L. Richards & Signature

Associates Limited

Jason Ferrigan, Principal

By: Associate, Chief Planner

J.L. Richards & Signature

Associates Limited

Client Approval:

Signature Additional Jared Brice, Administrative

Distribution: and Planning Assistant

Kris Kerwin, Senior GIS

Technologist

Project: Joint Official Plan Desbarats to Echo Bay Principal: Total Budget: $ 29,097.75

Jason Ferrigan

Planning Board

Client: Desbarats to Echo Bay Planning Board JLR PM: Dave Welwood JLR #: 32563-000 Rev.: 0

clerk@lairdtownship.ca

From: Pam Walsh <Pam.Walsh@blindriver.ca>

Sent: June 7, 2024 2:31 PM

To: Aileen Singh; Amanda Richardson (clerkadmin@stjosephtownship.com); Amy Sonnenburg; Andrew Wannan; Beth West; Beverly Nantel; Bill Rosenberg; Bruce Mines; Carol Trainor; Cheryl Fort; Debbie Rydall; Enzo Palumbo; Hilton Twp; Janet Boucher; Janet Maguire; Jennifer Errington; Jillian Hayes; Jim Dunbar; Jocelyn Twp; Jody Wildman; Judy Davis (jdavis@brucemines.ca); Juli Roy Ward (cao@whiteriver.ca); Karen Von Pickartz; Katie Scott; Keith Stobie; Kern; Lacey Kastikanen; Lars Moffatt; Lennox Smith; Lorraine Mousseau; Lynn Watson; Matthew Seabrook; Matthew Shoemaker; Maury O'Neill; Melanie Pilon; Natalie Bray; Natashia Hallett; Pam Lortie; Rachel Tyczinski; Robert Hope; Sally Hagman; Shawn Evoy; Shelley Casey; Steve Hemsworth; Tara Anderson Hart; Tony Moor; Twp of NS (municipalclerk@townshipofthenorthshore.ca)

Subject: ADMA - Annual General Meeting - SAVE THE DATE - September 21, 2024 Attachments: ADMA Membership Survey Results April 2024.pdf

Hi,

The ADMA Annual General Meeting (aka Fall Meeting) will be September 21, 2024 in Blind River at the Community Centre, 110 Indiana Avenue.

Your executive is working on securing presenters from North Shore Health Network and the Ontario Fire Marshal for this meeting. A formal meeting invite will follow this save the date email.

There are also a number of constitutional changes to be presented at this meeting.

Please forward any agenda item requests to me no later than September 11, 2024.

Attached for your convenience are the ADMA survey results from April.

Enjoy the coming summer months, see you in September!

Pam Walsh, CCSS

Deputy Clerk

Get notified about:

-Road Closures

-Public Meeting

-Service Interruptions

-and more.

Enroll by downloading the Voyent Alert! App TODAY!

Town of Blind River

11 Hudson Street

Blind River, ON P0R 1B0

Bus: 705-356-2251 ext. 210

Fax: 705-356-7343

Cell: 705-227-1572

pam.walsh@blindriver.ca

This email is intended for the original recipient only and may contain confidential information that may be exempt from disclosure under applicable law. Please notify sender if you are not the intended party and delete the email.

Agenda 24 ‐ June 27, 2024 1 of 2

TASK SUMMARY SHEET RECENT ACTIVITY LOG

Agenda 24 ‐ June 27, 2024 2 of 2

TASK SUMMARY SHEET RECENT ACTIVITY LOG

Agenda 24 -June 27, 2024

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.

Tender #3 Interior Repairs for the Bar River Hall Exterior Repairs was by invitation, six contractors were invited to participate, and one submitted a tender by the June 14, 2024, due date.

On review of the tender submitted, it is recommended that Bar River Hall Interior Repairs Tender #2 be awarded to Stobie Mechanical & Welding in the amount of $206,328.00 plus HST.

Back to the agenda

Memo: Proposed New Building Permit Fees

PDF pages 47 to 50.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 27, 2024

To: Mayor Evoy and Council

From: Brenda Aelick, Administrative Assistant

Subject: Proposed New Building Permit Fees

Background:

At the March 21, 2024 Council meeting, Council reviewed the Building Permit Annual Report for 2023, attached. Based on the information provided in the report Council passed motion #49-24 “BE IT RESOLVED THAT Council receives the report on Building Permits 2023 and that the Treasurer requests that the Building Permit By-Law 940-13 be amended to cover future costs associated with building permits”. Based on review and feedback from neighbouring municipalities of Central Algoma the following are the proposed building permit fee increases:

Proposed new Building permit fees Based on feedback from other municipali�es

SCHEDULE “A”

This is Schedule “A” to By-law #940-13
Classes of Permits and Permit Fees

1. CLASS OF PERMIT PERMIT FEE

a) To construct or renovate a Building

i) with a residential construction value of $25.00 increase to $40 less than $1,000.00.

ii) with a residential construction value of $30.00 plus $5.00 for $1,000.00 of value or portion thereof increase ii) to; $100 plus $5.00 for each $1,000.00 of value or portion thereof

iii) with a commercial construction value of $40.00 increase to $50

less than $1,000.00

iv) with a commercial construction value of $50.00 plus $5.00 for each $1,000.00 or more $1,000.00 of value or portion thereof.

b) To move a building. $45.00 increase to $50

c) To demolish a building $40.00 increase to $50-$250 price based on building use; residence $75, accessory $50, commercial $250

d) To authorize occupancy of a building $50.00 Increase to $100 (when required)

e) Partial permit 25% of Total Permit Fee

f) Conditional permit 25% of Total Permit Fee

g) Change of use permit $75.00 increase to$250

h) Add abandoned permit fee? Can be added to taxes as non-levy item if not paid.

2. Where building permit fees are based on the value of the proposed work, such valuation shall be based on the following;

a) construction of outbuildings, (sheds, garages, farm buildings etc.)

b) construction of decks, patios, landings

i) uncovered $25.00 per sq. ft. increase to $30

ii) covered 35.00 per sq. ft. increase to $40

c) construction of carports 35.00 per sq. ft. increase to $40

d) construction of :

g) Renovation of:

i) house exterior $5.00 per sq. ft. Change to i) minor exterior alterations (siding, windows, doors $100 set fee)

ii) house interior 10.00 per sq. ft. Change to ii) minor interior alterations ($100 set fee)

h) installation of solar panels $50.00 per sq ft.

i) roofing with one free load to disposal site $60.00 per permit increase to $75 (permit number to be used at waste disposal site)

Note : Commercial & Industrial rates may be determined by consultation with the Chief Building Official, Council and the Sault Ste. Marie Building Department.

3. The determination of whether a permit is required and what class of permit is required is at the discretion of the Chief Building Official.

4. The building permit fee for any building or work begun prior to the issuance of a building permit for such building or work shall be double (i.e. 2 times) the regular permit fee.

5. Any project $500,000.00 and over will have the fee set by Council and the Chief Building Official.

Process Overview:

In order to make changes to the building permit fees Council must provide public notice and hold a public meeting as required by Section 1.9.1.2 of Ontario Regulation 332/12 under the Building Code Act.

1.9.1.2. Change of Fees

(1) Before passing a by-law or resolution or making a regulation under clause 7 (1) (c) of the Act to introduce or change a fee imposed for applications for a permit, for the issuance of a permit or for a maintenance inspection, a principal authority shall,

(a) hold the public meeting required under subsection 7 (6) of the Act,

(b) ensure that a minimum of 21 days notice of the public meeting is given in accordance with Clause (c), including giving 21 days notice to every person and organization that has, within five years before the day of the public meeting, requested that the principal authority provide the person or organization with such notice and has provided an address for the notice,

(c) ensure that the notice under Clause (b),

(i) sets out the intention of the principal authority to pass the by-law or resolution or make a regulation under section 7 of the Act and whether the by-law, resolution or regulation would impose any fee that was not in effect on the day the notice is given or would change any fee that was in force on the day the notice is given,

(ii) is sent by regular mail to the last address provided by the person or organization that requested the notice in accordance with Clause (b), and

(iii) sets out the information described in Clause (d) or states that the information will be made available at no cost to any member of the public upon request, and

(d) make the following information available to the public:

(i) an estimate of the costs of administering and enforcing the Act by the principal authority ,

(ii) the amount of the fee or of the change to the existing fee, and

(iii) the rationale for imposing or changing the fee.

Based on the requirements of the Building Code Act, Council must hold a public meeting and provide a public notice. The notice requirements of Notice By-law 814-03 will be followed, providing a minimum of 21 days' notice prior to a public meeting. The notice must outline the estimate of the costs of administering and enforcing the Act, the amount of the fee or of the change to the existing fee, and the rationale for imposing or changing the fee.

Recommendation:

The information that is to be made to the public may take a bit to put together, as we are now into summer months and staff holidays. Therefore, it is recommended that the Public Meeting be held at the September 19, 2024 Council meeting. This will give staff plenty of time to prepare the information required to be provided in the notice.

If Council is in agreement with the proposed fee increases it is recommended that Council pass the following motion:

BE IT RESOLVED THAT Council requests staff to prepare a public notice, as required by Section 1.9.1.2 of Ontario Regulation 332/12 under the Building Code Act, to provide information supporting the proposed increases in Building Permit fees and to have the Public Meeting on September 19, 2024, prior to passing the Building Permit Fee amendment by-law.

Attachment:

• Memo: Building Permit Annual Report for 2023

Back to the agenda

Memo: Building Permit Annual Report for 2023

PDF pages 51 to 53.

TOWNSHIP OF LAIRD

MEMORANDUM

Date: March 21, 2024

To: Mayor Evoy and Council

From: Rhonda Crozier, Treasurer

Subject: Building Permit Annual Report for 2023

PURPOSE:

The Ontario Building Code Act, SO 1992 C23, as amended, Section 7(4) prescribes that

a municipality is required to prepare a report every twelve (12) months that contains

information about fees prescribed for the application and issuance of permits, for

maintenance inspections and orders and costs of the municipality to administer and

enforce the Act in its area of jurisdiction.

There have been no changes to the existing fee schedules in 2023.

BACKGROUND INFORMATION:

Recommendation:

BE IT RESOLVED THAT Council receives the report on Building Permits 2023 and that the Treasurer requests that the Building Permit By-Law 940-13 be amended to cover future costs associated with building permits.

Wednesday, June 5, 2024

Dear Clerk and Council, I wanted to let you know that I, Edward Lapish will be resigning from my seat on Laird Council. This will be effective immediately. I appreciate the experiences this position has provided me and the connections I have made.

Thank you for your time,

Edward Lapish

Back to the agenda

Memo: Vacant Council Office

PDF pages 54 to 70.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: June 27, 2024

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Vacant Council Office

Issue/Origin:

On June 5, 2024, Ed Lapish filed a letter with the Clerk, resigning from the office of council. Council will declare the seat vacant at the June 27, 2024 Council meeting. Once declared, Council has 60 days to either appoint an individual to fill the vacancy or pass a by-law declaring a by-election.

Background/Overview:

The purpose of this report is to outline the options available to fill the vacancy in the office of council, as a result of the resignation of Ed Lapish.

As per the Municipal Act (the “Act”), the following rules apply to filling vacancies:

Filling vacancies

263 (1) If a vacancy occurs in the office of a member of council, the municipality shall, subject to this section,

(a) fill the vacancy by appointing a person who has consented to accept the office if appointed; or

(b) require a by-election to be held to fill the vacancy in accordance with the Municipal Elections Act, 1996 . 2001,

c. 25, s. 263 (1).

Rules applying to filling vacancies

(5) The following rules apply to filling vacancies:

1. Within 60 days after the day a declaration of vacancy is made with respect to the vacancy under section 262, the municipality shall,

i. appoint a person to fill the vacancy under subsection (1) or (4), or

ii. pass a by-law requiring a by-election be held to fill the vacancy under subsection (1).

2. Despite paragraph 1, if a court declares an office to be vacant, the council shall act under subsection (1) or (4) within 60 days after the day the court makes its declaration.

3. Despite subsections (1) to (4), if a vacancy occurs within 90 days before voting day of a regular election, the municipality is not required to fill the vacancy. 2001, c. 25, s. 263 (5).

Council will declare the office of a councillor vacant on June 27, 2024. Pursuant to Section 263(5)3 of the Act, should an office become vacant within 90 days before voting day in a municipal election, the municipality is not required to fill the vacancy. As the

next municipal election are not scheduled until 2026, the vacant council office must be filled.

Council must decide whether to appoint a “qualified elector” as to fill the vacancy or hold a by-election by enacting a by-law within sixty (60) days of declaring the seat vacant, which means no later than August 26, 2024.

A “qualified elector” is an individual who is:

• A Canadian citizen;
• 18 years or older;
• A resident, owner or tenant of land in the Township of Laird, or the spouse of an owner or tenant of land; and
• Not prohibited by law from holding office.

The term of office for a person appointed or elected to fill a vacancy is the remainder of the current term of Council. The current term of Council ends on November 14, 2026.

Analysis:

Options for filling the Vacancy of the Office of a Councillor

As noted above, Section 263 of the Act provides Council with two options for filling the vacancy:

• Appoint a qualified person; or
• Hold a by-election

The Township of Laird has a Council Vacancy Policy, the policy provides for an accountable and transparent process for filling of Council vacancies that occur during the term of office. In making its determination, the policy states, that Council will consider the costs and timelines associated with filling a vacancy by appointment or by by-election.

The following options outline processes that are established in the Council Vacancy Policy.

Option 1 – Filling a Vacancy by Call for Nominees

An appointment by an open call for qualified persons would allow any member of the public to submit an application to the Township to be considered for appointment.

Overview of Process

Should Council choose to fill the vacancy using a call for nominees, applications would be accepted between 9:00 a.m. on July 2, 2024 and 2:00 p.m. on August 2, 2024. Information will be made available on the Township’s website, in a Township newsletter,

in the local newspaper The North Shore Sentinel, and promoted on the Township’s social media account. The Clerk shall conduct an information session for all interested Candidates on Tuesday, July 16, 2024 at 6 p.m.

During the application period, each applicant would be required to make an appointment with the Clerk’s office during regular office hours (Monday-Friday, 9 a.m. to 12 noon and 1:00 p.m. to 5:00 p.m.) to submit the following information:

• A completed Council Vacancy Application Form and Declaration of Qualifications;
• Identification confirming applicant’s residency within the Township of Laird, or their status as an owner or tenant of land in the Township of Laird; or the spouse or an owner or tenant of land in the Township of Laird; and
• A personal statement, no longer than two (2) letter-sized page, identifying why the individual feels they are qualified and the best candidate to fill the vacancy.

At the end of the application period (2:00 p.m. on August 2, 2024), the Clerk would review the applications received and verify eligibility of each applicant.

The list of certified applicants will be posted on the Township’s website for the public. The list of certified applicants and their written personal statements would be included on the agenda of a Special Council meeting scheduled for August 8, 2024 at 6:00 p.m. At the meeting, candidates will be sequestered in an adjacent room until it is their time, each of the candidates shall be afforded the opportunity to address Council for a period of not more than ten (10) minutes, followed by questions from members of Council.

Upon hearing all the submissions of the Candidates, Council will proceed to vote, following the procedures outlined in the Council Vacancy Policy. If Council chooses to do option 1, it is recommended that Council request the Clerk to amend the Council Vacancy Policy to follow the procedure of the Municipal Election Act for a tied vote, as the policy only has a process for determining who receives the greatest number of votes and has also received (more than one-half of the votes).

Advantages and Disadvantages of Option 1

Advantages Disadvantages

Ensures every interested and qualified Process will consume significant staff individual is provided the opportunity to resources during the month of July, be considered by Council. during summer vacation period. Allows applicants the opportunity to address Council.

Provides an opportunity to identify and select an individual possessing a skill set

that may not currently be represented on

Council.

Minimal costs associated with this

process.

Option 2 – Filling a Vacancy by By-Election

If Council wishes to fill a vacancy by by-election, Council is to pass a by-law requiring a by-election to be held to fill the Council vacancy. As noted earlier, after declaring a seat vacant, a by-law to call a by-election must be passed within 60 days of declaring the seat vacant (deadline to pass the by-law would be August 26, 2024).

Overview of Process

Under Section 65 of the Municipal Elections Act, 1996, if Council determines that a by-election is to be held, the Clerk is responsible for setting the date of nomination day, which is to be a day not less than thirty (30) and not more than sixty (60) days after enacting the by-law authorizing a by-election. Voting day shall be forty-five (45) days after nomination day.

The following table outlines the likely dates related to a by-election:

Method of By-Election

The method of the by-election would be by traditional method, in person with paper ballot voting with a manual count.

The estimated cost to conduct a traditional by-election would be $12,000.00. This would include costs for additional external election staff, paper ballots, advertising, and miscellaneous printing.

Advantages and Disadvantages of Option 2

Considerations

The advantage of appointing someone through Option 1 includes lower costs than conducting a by-election; the process can be completed very quickly thereby avoiding a prolonged period of time without a full council and is less labour intensive, thereby allowing staff to focus on regular operations.

The advantage of a by-election is that it will ensure that a democratic process is employed for all electors within the Township of Laird.

The current term of Council is almost halfway through its term of Council with the next regular election scheduled for October 26, 2026. If an individual is appointed, through Option 1 the vacancy would be filled by August 8, 2024 at which time the appointee would have approximately 27 months in office. If a by-election is held, the individual elected would take office at the end of November and would have approximately 24 months in office.

Recommendation:

THAT Council directs staff to implement the following motion:

Proposed Recommendation – Option 1

That the Office of Councillor Vacancy be filled by an open call for nomination from qualified individuals;

That the Clerk provide notice to the public of the method selected by Council, the application period, individual qualifications, and other relevant considerations necessary for interested members of the community to be considered for appointment;

That the Clerk be delegated the authority to amend the Council Vacancy Policy procedures to include a process for a tied vote to be consistent with the principles of the Municipal Election Act; and

That the selection and appointment of a candidate take place at a Special Council Meeting to occur on August 8, 2024 at 6:00 p.m.

OR

Proposed Recommendation – Option 2

That the Office of Council vacancy be filled by holding a by-election;

That the Clerk provide notice to the public of the method selected by Council;

That the Clerk be authorized to bring forward the necessary by-law to hold a by-election to fill the vacancy of council by traditional method, in-person pater ballot voting with a manual count, to be held on November 14, 2024; and

That the by-law be brought forward to the August 15, 2024 Council meeting.

clerk@lairdtownship.ca

From: Jessica Dias <diasj5@hotmail.com>

Sent: June 5, 2024 1:06 PM

To: clerk@lairdtownship.ca

Subject: Re: Trailer Permit

Hello and good day to all council members!

I have finally put some ducks in a row and have attained a building permit. If I could ask for use of a trailer during this next chapter that would be tremendously helpful.

Then if the trailer is not sold by the end, it will only be stored as I will not have use for it unless travelling.

Thank you

Jessica‐Joy Dias

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.

Energy Conservation and Demand Management Plan

Municipality of Laird 1 of 8

Introduction

Laird is a small rural Municipality with a population of approximately 1,047 persons and consists of 5 full-time staff and 10 part-time/seasonal staff. The Municipality of Laird has been committed to corporate energy management since the early 2000s.

In 2012, the Municipality submitted its first Corporate Energy Conservation and Demand Management (CDM) Plan to the Ontario Ministry of Energy in compliance with the former Ontario Regulation 397/11 Green Energy Act, replaced by the former Ontario Regulation 507/18 Electricity Act, and again replaced by the current Ontario Regulation 25/23 made under the Electricity Act, 1998.

Ontario Regulation 25/23: Broader Public Sector: Energy Reporting and Conservation and Demand Management Plans require Broader Public Sector (BPS) organizations to develop an Energy Conservation and Demand Management (CDM) plan and update it every five years. Our updated CDM plan was developed in compliance with the regulation and covers the period from 2025 to 2029. Council approved the plan on June 20, 2024.

Our updated CDM plan builds on the municipality’s previous conservation and demand management efforts as outlined in past plans found here CDM 2019. This updated plan also continues to build on experience gained in energy conservation and demand management over the last five years. In addition, this update supports our transportation and fleet asset plans, and incorporates our emissions reductions plans.

Hard copies of the CDM plan are available at the municipal officer at 3 Pumpkin Point Road West.

Required Elements of the Plan are:

1. Information on the Municipalities annual ENERGY CONSUMPTION during the last year for which complete information is available for the full year compared to baseline.

2. The GOALS, OBJECTIVES, AND TARGETS of the Municipality to conserve and reduce energy consumption.

3. The Municipalities proposed MEASURES AND PLAN FOR COST SAVINGS (estimates), proposed measures and the estimated length of time these measures will be in place.

4. A report on any RENEWABLE ENERGY GENERATION FACILITY operated by the Municipality. (NOT APPLICABLE)

Energy Conservation and Demand Management Plan

Municipality of Laird 2 of 8

Energy Consumption

Reporting Year: 2021

Facilities included in this report:

Municipal Office

The Municipal office is heated with Furnace Oil and has fluorescent lighting.

1440 sq feet

40 hours per week

Energy Conservation and Demand Management Plan

Municipality of Laird 3 of 8

Municipal Community Hall is heated with Furnace Propane and has Florescent Lights 2,924 sq feet

15 hours per week

G.W. Evoy Rink

Municipal Community rink is heated with Furnace Propane and has Florescent Lights 2016 sq feet

30 hours per week (seasonally)

Goals, Objectives, and Targets

Our goal is to position the Municipality with an energy management strategy that aligns with the provincial target to reduce levels of GHG emissions 30% from 2005 levels by 2030. The municipality will strive to continuously reduce energy consumption and manage demand to reduce energy costs and contribute to an efficient transition of the energy system. We are committed to creating new partnerships and working with other BPS organizations to better manage energy use across community.

Municipal Office

The objective is to be energy efficient and operate cost-effectively while continuing to provide services and meet the needs of the residents.

Goals are:

• To have routines in place to reduce overall energy consumption in off-peak periods;
• To seek funding and/or create a reserve to fund efforts to increase the energy efficiency of the building and operations contained therein;
• To consider the validity and accessibility of technology to reduce the consumption energy.

Energy Conservation and Demand Management Plan

Municipality of Laird 4 of 8

Target:

• Reduce overall energy consumption of facilities by 5% over five years (2025-2029) and by 30% by 2035.

Municipal Garage

The objective is to be energy efficient and operate cost-effectively while ensuring service provision for roads and facilities, and meeting the needs of residents.

Goals are:

• To have routines in place to reduce overall energy consumption in off-peak periods;
• To seek funding and/or create a reserve to afford to increase the energy efficiency of the building and operations contained therein;
• To consider the validity and accessibility of technology to reduce energy consumption.

Target:

• Reduce overall energy consumption of facilities by 2.5% over five years (2025-2029) and by 30% by 2035.
• Reduce fuel consumption by budgeting for a hybrid/electric vehicle over the next five years (2025-2029) to transition at least 25% of the fleet to hybrid/electric by 2035.

Laird Township Community Hall

The objective is to be energy efficient and cost-effective while at the same time meeting needs of the Municipality.

Goals are:

• To have routines in place to reduce energy consumption in off-peak periods;
• To seek funding and/or create a reserve to afford to increase the energy efficiency of the building;
• To consider the validity and accessibility of technology to reduce consumption of energy.

Target:

• Reduce overall energy consumption of facilities by 2% over five years (2025-2029) and by 30% by 2035.

Energy Conservation and Demand Management Plan

Municipality of Laird 5 of 8

Bar River Community Hall

The objective is to be energy efficient and cost-effective while at the same time meeting needs of the Municipality.

Goals are:

• To have routines in place to reduce energy consumption in off-peak periods;
• To seek funding and/or create a reserve to afford to increase the energy efficiency of the building;
• To consider the validity and accessibility of technology to reduce energy consumption.

Target:

• Reduce overall energy consumption of facilities by 3% over five years (2025-2029) and by 30% by 2035.

G.W. Evoy Rink

The objective is to be energy efficient and cost-effective while at the same time meeting needs of the Municipality.

Goals are:

• To have routines in place to reduce energy consumption in off-peak periods;
• To seek funding and/or create a reserve to afford to increase the energy efficiency of the building;
• To consider the validity and accessibility of technology to reduce energy consumption.

Target:

• Reduce overall energy consumption of facilities by 5% over five years (2025-2029) and by 30% by 2035.

Measures and Plan for Cost Savings

Municipal Office

Technical Measures: In 2003 our new Administrative Building was constructed. Since then, energy consumption has been very low. Annual monitoring of consumption takes place. Measures are in place to keep consumption low and the Municipality will investigate if consumption increases considerably.

Organizational Measures: There is no new construction in the foreseeable future, however, if there was to be it is the position of the Municipality to seek the highest, most affordable and practical options in construction and equipping to meet energy conservation and efficiencies targets. This may include hiring local contractors

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Municipality of Laird 6 of 8

and using local supplies to reduce the footprint created by shipping and importing goods, services, or labour.

Behavioral Measures: All of staff are involved in the budgeting process and how it affects each department, therefore having an understanding of the need for reducing energy costs during peak times and when facilities are not in use. Staff are asked for suggestions and participation on how to achieve savings on energy costs and new purchases and changes are discussed concerning their efficiency and effectiveness.

Municipal Garage

Technical Measures: In 2021 the Municipal Garage had the garage roof replace with increased level of insulation to R-20 and a new continuous vapour barrier which will reduce heat loss, eliminate damming and reduce heating and cooling energy costs and consumption. In 2018 the heating source was replaced with a new propane furnace. In 2010 we completed the retrofit of all florescent lighting in the garage.

Organizational Measures: There is no new major construction in the foreseeable future, however, there is plans for 2024 to replace the garage exhaust fan with one that will be energy efficient, and ceiling upgrades are also planned to help reduce heat loss. It is the position of the Municipality to seek the highest, most affordable, and practical options in construction and equipping to meet energy conservation and efficiency targets. This may include hiring local contractors and using local suppliers to reduce the footprint created by shipping and importing goods, services or labour.

Behavioral Measures: All of staff is involved in the budgeting process and how it affects each department, therefore having an understanding of the need for saving on energy costs when able. Staff are asked for suggestions and participation on how to achieve savings on energy costs and new purchases and changes are discussed with respect to their efficiency and effectiveness.

Laird Township Community Hall

Technical Measures: In 2020 the oil furnace was replaced with a new propane furnace and heat pump. The new unit had a 97% efficiency rating which will help to reduce heating and cooling energy costs and consumption. In 2010 a complete retrofit of all florescent lighting in the hall.

Organizational Measures: There is no new construction or renovations in the foreseeable future, however if there was to be it is the position of the Municipality to seek the highest quality, most affordable and practical options in construction and equipping to meet energy conservation and efficiencies targets, in addition to

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Municipality of Laird 7 of 8

measures that would reduce our environmental footprint. Examples include purchasing locally rather than shipping from a foreign country, bulk purchasing rather than one item at a time, utilizing local contractors and labour whenever possible, and negating the need for measures that leave a negative environmental impact or lead to increased consumption of fossil fuels.

Behavioral Measures: All of staff are involved in the budgeting process and how it affects each department, therefore having an understanding of the need for saving on energy costs when able. Staff provide input on how to achieve savings in energy costs and consumption, and new purchases and changes are discussed with respect to their efficiency and effectiveness.

Bar River Community Hall

Technical Measures: In 2017 the oil furnace was replaced with a new propane furnace. In 2010 we completed the retrofit of all florescent lighting in the hall.

Organizational Measures: The Bar River Community Hall is currently under major renovations which include items such as new windows, doors, insulation, siding, LED light fixtures, new ceiling fans, and appliances. It is the position of the Municipality to seek the highest, most affordable, and practical options in construction and equipping to meet energy conservation and efficiency targets.

Behavioral Measures: All of staff are involved in the budgeting process and how it affects each department, therefore having an understanding of the need for saving on energy costs when able. Staff is asked for their suggestions on how to achieve savings on energy costs and new purchases and changes are discussed with respect to their efficiency and effectiveness.

G.W. Evoy Rink

Technical Measures: In 2024 the oil furnace was replaced with a propane furnace. In 2010 we completed the retrofit of all florescent lighting in the hall.

Organizational Measures: There is no new construction in the foreseeable future, however, if there was to be it is the position of the Municipality to seek the highest, most affordable, and practical options in construction and equipping to meet energy conservation and efficiencies targets.

Behavioral Measures: All of staff are involved in the budgeting process and how it affects each department, therefore having an understanding of the need for saving on energy costs when able. Staff is asked for their suggestions on how to achieve savings on energy costs and new purchases and changes are discussed with respect to their efficiency and effectiveness.

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Renewable Energy Generation Facility

N/A

Conclusion

The 2025-2029 Energy Conservation and Demand Management Plan for the Municipality of Laird will assist the Municipality in meeting energy-related goals, reporting requirements as per O. Reg. 25/23, and striving for continuous improvements related to both industry best practices and internal practice improvements. These goals will be established annually through Council’s approved budget.

March 31, 2024

RE: 2024 Annual User Fee

To Whom It May Concern

The annual user fee which allows your township or first nation band to designate the Sault Ste. Marie & District SPCA as your pound facility, is now due. The annual fee for 2024 has been held at $800.00. Fees associated with animal intake and disposition have also been adjusted to reflect the fees we charge in our municipality (see attached).

Demands for our animal sheltering services continues to be in high demand, resulting in us operating at capacity consistently for more than 2 years. Payment of your annual user fee ensures that we will hold space for animals delivered by your by-law officer to us as strays as defined in your by-laws. Last year we encountered numerous individuals from several different townships delivering stray animals to us. We did our best to accommodate these animals. Going forward, we will be directing these individuals back to their respective townships and by-law officers to facilitate intake at our facility. If your township is experiencing a specific animal control issue that you require assistance with, we are more than happy to work with your by-law officer to resolve the matter.

Please forward the name and contact information for your by-law officer along with your payment. If your by-laws have been amended during the past year, please enclose a copy of the revised by-law. Payments are due by May 31, 2024.

Sincerely,

Cindy Ross

Executive Director

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TOWNSHIP and FIRST NATION REQUIREMENTS FOR USE OF THE

PDF pages 71 to 77.

TOWNSHIP and FIRST NATION REQUIREMENTS FOR USE OF THE SAULT STE. MARIE & DISTRICT SPCA AS A POUND FACILITY

Townships and First Nations that choose to use the Sault Ste. Marie & District SPCA as their designated pound facility as per the Research for Animals Act, R.S.O. 1990 must meet the following requirements:

Payment of annual user fee, set annually by the Board of Directors.

o

Provide a copy of their current animal control by-laws.

o

Provide the name and contact information for your by-law officer and notify our

o

office of any changes to this information.

All dogs are to be delivered to our facility by your by-law office r during office

o

hours. If an after-hour delivery is necessary, our animal control officer must be

paged and an after-hours fee will be applied.

By-law officers must present a completed dog admission form at the time of

o

delivery to our facility.

Townships will be responsible for any veterinary expenses for dogs that require

o

emergency care during their holding period.

Dogs that are not claimed by their owners and deemed unadoptable will be

o

euthanized and the township will be responsible for the cost.

Townships will be responsible for cremation costs of euthanized animals.

o

Payment of fees for daily impound for dogs not claimed by an owner.

o

The shelter will charge the current pound and service fees to owner’s claiming their

o

dog. The township will not be required to pay impound fees in these instances.

FEES FOR 2024

The Sault Ste. Marie & District SPCA cannot accept animals from townships who do not meet all the above requirements.

NOTE: The annual user fee and associated service costs apply only to animals received at our facility through the enforcement of animal control by-laws. A dog/dogs being impounded as a result of charges under the Dog Owner’s Liability Act will not be received at the shelter without prior approval and agreement to costs.

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Algoma Veterinary Committee

c/o A Klazinga

202 Waltonen Road, Bruce Mines, Ontario

POR 1CO

June 10, 2024

Dear Clerk Treasurer

As in past years, we are seeking your municipality's support of the livestock veterinary services in your area through the Veterinary Assistance Program. This program is a joint effort of the local Veterinary Services Committee (VSC) representing eligible livestock owners, the provincial Ministry of Northern Development and Mines(MNDM), participating contract veterinarians and municipalities who contribute to the operating costs of the local Veterinary Services Committee, on behalf of livestock owners in their municipalities.

The purpose of the program is to make veterinary services available to livestock owners at costs comparable to other parts of the province. MNDM pays a travel subsidy to participating veterinarians. The amount paid is $20.00 for each dollar paid by the municipalities. The travel subsidy allows participating veterinarians to charge a flat rate call fee which is considerably less than if charged out at the $2.20/km suggested by the Ontario Veterinary Medical Association.

Without the travel subsidy, costs to most producers would be prohibitive and without the call volume it would likely affect the feasibility for veterinarians to provide services. Besides the economic affect, the local veterinary services are important for animal welfare, disease surveillance and public health.

The amounts requested from each municipality are based on historical census number, with increases being adjusted to accommodate for increased operating costs for the local VSC. These services are largely the result of the provincial ministry no Longer providing the clerical services as in the past. The call volume in a municipality is also considered.

Please find enclosed the invoice for the current year. Kindly submit to the above address.

Many thanks,

Jason Koivisto, Chairman

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Algoma Veterinary Committee c/o A Klazinga 202 Waltonen Road, Bruce Mines, Ontario POR 1CO

June 10, 2024

Municipality of the Township of Laird

R.R.#4

Echo Bay, Ontario POS 1CO

Membership fees 2024 $449.46

Make cheque payable to: Algoma Veterinary Committee

Kindly submit payment promptly.

If you have any questions, please contact Jason Koivisto 705-943-6013

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By-law 2020-24

PDF page 78.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-law Number 2020-24

Being a By-law providing for the erection of a stop sign at an intersection.

WHEREAS Section 137 (a) of The Highway Traffic Act (R.S.O. 1990, Chapter H8) provides that the Council of a municipality may by By-Law provide for the erection of stop signs at intersections on highways under its jurisdiction and every sign so erected shall comply with the regulations of the Ministry of Transportation;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE
TOWNSHIP OF LAIRD ENACTS AS FOLLOWS:

1. The intersection of the Highways set out in Column 1 are designated as an intersection where a stop sign shall be erected at the location shown in Column 2 to replace an existing yield sign.

Column 1 Column 2 Intersection Facing Traffic

Neebish Road West Northbound on Finns’ Bay North and Finns’ Bay Road North

2. The penalties provided in Section 214 of The Highway Traffic Act shall apply to offenses against this By-Law.

3. That every sign so erected shall comply with the regulations of the Ministry of Transportation.

Passed in open meeting this 20 th day of June, 2024.

Mayor -

Clerk -

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By-law 2021-24

PDF page 79.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-law Number 2021-24

BEING A BY-LAW to confirm proceedings of the meeting of Council, June
27, 2024.

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 27, 2024, 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 27 th day of June 2024.

Mayor (blank)

Shawn Evoy

Seal

Clerk (blank)

Jennifer Errington

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