This is the accessible web version of the agenda package. Pages that are scanned images are listed with a link to that page of the PDF. To get any part of this package in another format, contact the Township office at 705-248-2395 or info@lairdtownship.ca.
Agenda
SPECIAL MEETING AGENDA – AGENDA 28
CORPORATION OF THE TOWNSHIP OF LAIRD
September 12, 2024, at 5:00 pm
Laird Township Fairgrounds: 127 Lake George Road East
1. Call to Order
2. Declaration of Pecuniary Interest
3. Agenda Approval
Recommendation: BE IT RESOLVED THAT Council hereby approves the September 12, 2024 agenda as presented.
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. Fairgrounds Site Visit
i. Water system (well, plumbing, treatment system) – Road Superintendent and Senior Machine Operator to provide overview of issues with the water system and discuss solutions.
ii. Laird International Raceway – Council to conduct annual site visit as per lease agreement to ensure the Premises is left in good condition and not in disrepair.
b. Amendment to Fairgrounds Rental Fee Schedule – Laird Fairgrounds Committee would like to add an option to rent the horse arena during the day for 4 hours (11 a.m. to 3 p.m.) with a fee of $50.00. (encl)
Recommendation: BE IT RESOLVED THAT Council approves the amendment to add a fee of $50.00 for weekday rentals for 4 hours (11 a.m. to 3 p.m.).
10. Notices of Motion
11. Closed Session
12. Communications and Correspondence
13. Mayor and Council Comments
14. By-laws
a. 2027-24 Conformity By-law (encl)
Recommendation: BE IT RESOLVED THAT Council adopts By-law 2027-24 being a by-law to confirm the proceedings of the meeting of Council held on September 12, 2024.
15. Adjournment
Recommendation: BE IT RESOLVED THAT this Council shall now adjourn to meet again September 19, 2024 at 6:00 p.m. or until the call of the chair.
Supporting documents
Additional pages in the package
PDF pages 2 to 3.
RENTAL FEES (2022)
WHOLE FACILITY: $475 for weekend (Saturday and Sunday.) Includes gazebo, kitchen and surrounding grounds inside fence, excluding race track. A security deposit of $175 will be required and refunded should grounds be left in good condition.
GAZEBO: Includes kitchen, washroom, dance area and bar facilities - $150 per day. A security deposit of $75 will be required and refunded should area be left in good condition.
2024 Gazebo is still undergoing a renovation and some areas have limited use.
HORSE FACILITY: Two barns, arena and one small concession booth - $350 for weekend (Saturday and Sunday.) One day - $175; after 6 p.m. - $35. A security deposit of $150 for weekend rental and $65 for one day will be required and refunded should grounds be left in good condition. Should gazebo area be required, with horse facilities, an additional $125 per day is to be charged.
WINTER STORAGE: $15/ft, including tongue length for indoor, $50 for outdoor storage. Must fill out information sheet and agree to remove boats, trailers, etc. on a specific date. Fee to be paid upon storage of units in October of each year. Form absolving Laird Fairgrounds Management Board of any liability must also be signed prior to depositing items.
COMMERCIAL: $500 For Friday (set up day), Saturday and Sunday. Extra days will be charged out at $100 per day. A deposit of $250 will be required and refunded should grounds be left in good condition.
TABLE RENTALS: Tables may be rented from the facility only if not required for another rental. The fee per day would be $30.00. With a security deposit of $150, refunded when tables are returned in same condition as when rented. Should the Grounds Supervisor advise that tables are not fit to be moved, no rental shall be made.
NOT FOR PROFIT ORGANIZATIONS: Sunday Schools, 4H, Boy Scouts, etc. No charge. A deposit of $25 is required and will be reimbursed if grounds left in good condition. May only be rented out at this rate, should no one else ask for dates.
LAYOVER Fees: Travelers with horses that wish to use the fairgrounds/barns for an overnight layover will be charged $50.00 providing grounds are not previously rented.
RENTAL FEES will be re- visited every 2 (two) years or as deemed necessary by the Laird Fairgrounds Committee.
THE GROUNDS ARE NOT TO BE RENTED WITHOUT A SIGNED RENTAL AGREEMENT and CERTIFICATE OF INSURANCE, PAYMENT IN FULL IN ADDITION TO REQUIRED SECURITY DEPOSIT.