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Agenda
REGULAR AGENDA – AGENDA 46
CORPORATION OF THE TOWNSHIP OF LAIRD
August 21, 2025, at 6:00 pm
Laird Township Council Chambers
ADDENDUM
8. c. Memo: Laird Fairgrounds Rental to LIR
Recommendation: BE IT RESOLVED THAT Council confirms that Laird International Raceway (LIR) shall be required to rent the Laird Fairgrounds for the 2025 Mike Parsons Memorial final race weekend at the commercial rate of $500.00, in accordance with the Township’s Fee Schedule and the Fairgrounds Sub-committee motion R014-23;
AND THAT the requirement for rental will remain in effect until such time as a new lease agreement is negotiated and executed for the 2027 season and beyond, which may incorporate the use of the full fairgrounds during the final race weekend.
TOWNSHIP OF LAIRD
REPORT TO COUNCIL
Date: August 21, 2025
To: Mayor Evoy and Council
From: Jennifer Errington, Clerk
Subject: Laird Fairgrounds Rental to LIR
Background/Overview
At the June 5, 2025, Special Council meeting held at the Laird Fairgrounds/Laird International Raceway (LIR), the lease holder of LIR, Donnie Varcoe, raised the issue of having to rent the fairgrounds for his Mike Parsons Memorial final race weekend in August to allow for camping. Donnie asked Council why he was required to rent the grounds. Council discussed this matter, and the Clerk's meeting notes indicated that Council would consider putting in the next lease agreement that LIR would have access to the whole fairgrounds for the final weekend.
Staff have been charging the commercial rate of $500.00 for the use of the Fairgrounds for the final weekend, as the Laird Fairgrounds Committee previously reviewed the rates and the usage. The event is considered a commercial activity, as LIR charges $50.00 per campsite, with campers having access to Township washrooms and utilities. The Fairgrounds Sub-committee passed the following motion at its August 8, 2023, meeting:
ON MOTION (No. R014-23)
Moved by: Jim Withers
Seconded by: Brad Shewfelt
“That LIR be allowed to rent the grounds (no buildings) as per Fee Schedule of $500.00 plus a $250 deposit that will be returned if grounds are left in same condition as found.”
CARRIED
Based on the discussion at the June 5, 2025 Special Council meeting, staff were under the understanding that the grounds would continue to be rented to LIR for the final weekend, and that once negotiations begin in 2026 for the new lease agreement to take effect in 2027, the weekend rental of the fairgrounds would be included in the new lease. Staff assumed the $500.00 rental fee would be incorporated into the lease agreement, thereby eliminating the need for separate rental paperwork and insurance documentation.
Staff contacted LIR to complete the paperwork for the 4 th Annual Mike Parsons Memorial rental, only to receive a response from Donnie Varcoe indicating that he believed Council had stated at the June 5, 2025, meeting that LIR should never have been charged for use
of the fairgrounds during the final race weekend. Donnie also stated he intended to seek reimbursement for last year’s rental fees, based on his interpretation of Council’s remarks.
Therefore, Staff require clear direction from Council. Both the Laird Fairgrounds Sub-committee and Township Staff believe the $500.00 commercial rental fee for the full use of the grounds is justified, given that:
- LIR is operating a commercial event and generating income by charging $50.00 per campsite;
- Campers have access to Township utilities and washroom facilities;
- Grounds maintenance and cleanup have historically been required after these events;
- The Sub-Committee has budgeted for this rental as part of its anticipated revenue for the year.
This is the 4 th Annual Mike Parsons Memorial race weekend. Notably, camping was not permitted during the first year on the Fairgrounds, as access to the fairgrounds was not included in the lease. The grounds were rented for the 2 nd and 3 rd annual final race weekends.
RECOMMENDATION
That Council provide clear direction to staff regarding the rental of the Laird Fairgrounds to Laird International Raceway (LIR) for the final race weekend of the 2025 season (Mike Parsons Memorial), specifically whether the Township will continue to charge the $500.00 commercial rental rate as established by the Fairgrounds Sub-committee, or whether Council wishes to waive the rental fee based on discussion at the June 5, 2025 Special Council meeting.
Staff recommends maintaining the existing practice of charging the $500.00 commercial rental fee for use of the Laird Fairgrounds during the final race weekend, as:
- LIR is generating revenue by charging campers $50.00 per site;
- Campers have access to Township utilities and washroom facilities;
- Past events have resulted in additional clean-up and grounds maintenance by Township staff;
- The Fairgrounds Sub-committee has budgeted for this rental revenue.
Recommended Resolution:
BE IT RESOLVED THAT Council confirms that Laird International Raceway (LIR) shall be required to rent the Laird Fairgrounds for the 2025 Mike Parsons Memorial final race weekend at the commercial rate of $500.00, in accordance with the Township’s Fee Schedule and the Fairgrounds Sub-committee motion R014-23;
AND THAT the requirement for rental will remain in effect until such time as a new lease agreement is negotiated and executed for the 2027 season and beyond, which may incorporate the use of the full fairgrounds during the final race weekend.