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
REGULAR AGENDA – AGENDA 64
CORPORATION OF THE TOWNSHIP OF LAIRD
September 17, 2026, at 6:00 pm
Laird Township Council Chambers
1. Call to Order
2. Declaration of Pecuniary Interest
3. Agenda Approval
Recommendation: BE IT RESOLVED THAT Council hereby approves the September 17, 2026, agenda as presented.
4. Delegations and Presentations
5. Adoption of Minutes of Previous Meeting
a. Council Regular Meeting – August 20, 2026 (PDF pages 5 to 10)
b. Recreation Committee Meeting – August 25, 2026 (PDF pages 11 to 13)
c. Recreation Committee Meeting – September 8, 2026 (PDF pages 14 to 25)
d. Council Special Meeting – September 9, 2026 (PDF pages 16 to 18)
Recommendation: BE IT RESOLVED THAT Council approves the minutes of the Regular Council meeting of August 20, 2026 and the Special Council meeting of September 9, 2026 and the Recreation Committee minutes of August 25, 2026 and September 8, 2026.
6. Adoption of Accounts
a. General accounts to August 31, 2026 (PDF page 19)
Recommendation: BE IT RESOLVED THAT Council approves the general accounts to August 31, 2026, in the amount of $7,418.98.
b. Roads accounts to August 31, 2026 (PDF page 20)
Recommendation: BE IT RESOLVED THAT Council approves the roads account to August 31, 2026, in the amount of $54,337.77.
7. Staff and Committee Reports
a. Road Superintendent (Roads, Waste Disposal & Recycling, and Maintenance)
i. Road Superintendent Report – Verbal Report (PDF pages 21 to 22)
Recommendation: BE IT RESOLVED THAT Council receives the Road Superintendent Report dated September 17, 2026, as presented.
ii. Council Q&A
b. Clerk Administrator, Deputy Treasurer
i. Cler k’s Report – Verbal Report (PDF pages 23 to 25)
Recommendation: BE IT RESOLVED THAT Council receives the Clerk’s Report dated September 17, 2026, as presented;
AND THAT Council authorize the Acting Road Superintendent and the returning Waste Disposal Attendant to attend the September 24, 2026 Landfill Operator Compliance Training hosted by the Township of Hilton Beach, at a cost of $112.50 plus applicable taxes per participant;
AND THAT Council approve engaging Planner Danielle Waters to review the Township’s current planning procedures and prepare updated Zoning By -law templates, at an estimated 10 hours of work billed at $150 per hour, noting that this expense is not included in the current budget but is required to ensure compliance with the Planning Act;
AND THAT Council authorize the provision of the Township’s dump trailer to assist the Sault Naturalists with transporting the dismantled Pumpkin Point Road Bird Watching Platform to the Waste Disposal Site, subject to staff availability;
FURTHER THAT all related expenses be approved as outlined.
ii. Task Summary Sheet & Recent Activity Log (PDF pages 26 to 28)
iii. Concern/Information Log – Updates (PDF pages 29 to 30)
Recommendation: BE IT RESOLVED THAT Council receives the September 17, 2026, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.
iv. Council Q&A
c. Treasurer’s Report
d. Recreation Committee & Recreation Sub-Committees
i. Bar River Hall Minutes – September 2, 2026 (PDF pages 31 to 32)
Recommendation: BE IT RESOLVED THAT Council receives the Bar River Hall Sub-committee minutes of September 2, 2026.
e. Cemetery Board
f. Planning Board
i. Memo: Joint Official Plan: Peer Review Status & Next Steps (PDF pages 33 to 35)
Recommendation: BE IT RESOLVED THAT Council receive the report titled Joint Official Plan – Peer Review Status & Next Steps dated September 17, 2026;
AND THAT Council direct staff to proceed with scheduling Laird Township’s Statutory Public Meeting for the Joint Official Plan on October (blank) 2026, with staff to issue the required 21-day notice;
AND FURTHER THAT Council discontinue efforts to secure an external peer reviewer at this time, noting that no qualified reviewer has confirmed availability.
g. Police Detachment Board
h. Algoma District Services Administrative Board (ADSAB)
i. Algoma District Municipal Association (ADMA)
8. Unfinished Business
9. New Business
a. Letter of Intent – Laird International Raceway (PDF pages 36 to 37)
Recommendation: BE IT RESOLVED THAT Council approves the Letter of Intent dated September 17, 2026 between The Corporation of the Township of Laird and 1001744321 Ontario Ltd., establishing the principal terms for the new lease of the Laird Fairgrounds.
b. 2027 Laird International Raceway (LIR) Schedule of Events (PDF page 38)
Recommendation: BE IT RESOLVED THAT Council receives the 2027 Laird International Raceway (LIR) Schedule of Events, as amended to correct the July event date from July 16 to July 15, and authorizes LIR to advertise the proposed dates, conditional upon Council’s approval of the Letter of Intent and the execution of the new lease agreement with 1001744321 Ontario Ltd.
10. Notices of Motion
11. Closed Session
Recommendation: BE IT RESOLVED THAT Council proceed into closed session at (blank) p.m. in accordance with Section 239(2) of the Municipal Act, 2001, for the following reasons:
- Personal matters about an identifiable individual – s.239(2)(b);
Closed Session Items
a. Approval of closed meeting minutes – August 20, 2026.
b. Employee medical leave update – s.239(2)(b).
c. Employee Return-to-work update – s. 239 (2)(b).
d. Potential Employee and preliminary suitability – s. 239 (2)(b).
Recommendation: BE IT RESOLVED THAT Council come out of closed meeting session at (blank) p.m. and continue with the Regular Council Meeting.
Consideration of and action on matters arising out of the closed meeting.
12. Communications and Correspondence
a. Support Resolution, RE: MFOA Request for the Permanent Doubling of the (PDF page 39) Ontario Community Infrastructure Fund (OCIF) Beyond 2026.
13. Mayor and Council Comments
14. By-laws
a. 2096-26 Conformity By-law (PDF page 40)
Recommendation: BE IT RESOLVED THAT Council adopts By-law 2096-26, being a by-law to confirm the proceedings of the meeting of Council held on September 17, 2026.
15. Adjournment
Recommendation: BE IT RESOLVED THAT this Council shall now adjourn to meet again on October 15, 2026 or until the call of the chair.
Supporting documents
Council Regular Meeting – August 20, 2026
PDF pages 5 to 10.
REGULAR AGENDA – AGENDA 62
CORPORATION OF THE TOWNSHIP OF LAIRD
August 20, 2026, at 6:00 pm
Laird Township Council Chambers
Present: Mayor: Shawn Evoy
Councillors: Todd Rydall, Wayne Junor, Matt Frolick, Brad Shewfelt
Clerk: Jennifer Errington
Treasurer: Rhonda Crozier (6:00 to 7:30 p.m.) Acting Road Supt.: Ed Lapish (6:00 to 8:44 p.m.) Guests: Jared Brice (6:00 to 6:53 p.m.)
1. Call to Order
Mayor Evoy called the meeting to order at 6:00 p.m.
2. Declaration of Pecuniary Interest
Mayor Evoy filed a declaration of pecuniary interest with Agenda item 9. e. Petition Drain Application – Plan H753 RCP Lot 52, as he is the owner of the property in question.
3. Agenda Approval
#186-26
Moved by: Wayne Junor
Seconded by: Todd Rydall
BE IT RESOLVED THAT Council hereby approves the August 20, 2026, agenda as presented, with the modification to bring 7. f. ii. Memo: Joint Official Plan – Statutory Public Meeting – September 2026 ahead of section 5.
Carried.
4. Delegations and Presentations
5. Adoption of Minutes of Previous Meeting
a. Council Regular Meeting – July 16, 2026
b. Recreation Committee Meeting – No meeting in July
#187-26
Moved by: Todd Rydall
Seconded by: Matt Frolick
BE IT RESOLVED THAT Council approves minutes of the Regular Council meeting of July 16, 2026.
Carried.
6. Adoption of Accounts
a. General accounts to July 31, 2026
#188-26
Moved by:
Seconded by:
BE IT RESOLVED THAT Council approves the general accounts to July 31, 2026, in the amount of $3,373.45.
Carried.
b. Roads accounts to July 31, 2026
#189-26
Moved by: Brad Shewfelt
Seconded by: Wayne Junor
BE IT RESOLVED THAT Council approves the roads account to July 31, 2026, in the amount of $25,523.71.
Carried.
7. Staff and Committee Reports
a. Road Superintendent (Roads, Waste Disposal & Recycling, and Maintenance)
i. Road Superintendent Report – Verbal Report
#190-26
Moved by: Brad Shewfelt
Seconded by: Wayne Junor
BE IT RESOLVED THAT Council receives the Road Superintendent Report dated August 20, 2026, as presented;
AND THAT Council sets the Fall Road Tour for Wednesday, August 26, 2026 at 2:00 p.m.;
AND FURTHER THAT Council directs the Clerk to post public notice of the Road Tour.
Carried.
ii. Council Q&A
b. Clerk Administrator, Deputy Treasurer
i. Clerk’s Report – Verbal Report
#191-26
Moved by: Wayne Junor
Seconded by: Matt Frolick
BE IT RESOLVED THAT Council receives the Clerk’s Report dated August 20, 2026, as presented;
AND FURTHER THAT Council approves the use of volunteers at the Waste Disposal Site Share Shed, and directs staff to proceed with onboarding Elizabeth Hooper subject to completion of safety orientation.
Carried.
ii. Task Summary Sheet & Recent Activity Log
iii. Concern/Information Log – Updates
#192-26
Moved by: Todd Rydall
Seconded by: Brad Shewfelt
BE IT RESOLVED THAT Council receives the August 20, 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 Hall Minutes – July 29, 2026
#193-26
Moved by: Matt Frolick
Seconded by: Brad Shewfelt
BE IT RESOLVED THAT Council receives the Laird Hall Sub-committee minutes of July 29, 2026.
Carried.
e. Cemetery Board
f. Planning Board
i. Information: Desbarats to Echo Bay Planning Board at its July 20, 2026 meeting approved the consent application L2026-03_Gjos for the purpose of creation of one (1) lot, pertaining to lands at 43 Isbester
Road, subject to the conditions outlined in Appendix D of the approval documentation.
ii. Memo: Joint Official Plan – Statutory Public Meeting – September 2026 This item was moved ahead of Section 5 as approved under Resolution #186-26.
Jared Brice spoke to the memo and provided an overview of the Planning Board’s direction regarding the Joint Official Plan statutory public meetings and recommended next steps.
Council discussed the Draft Joint Official Plan, noting the importance of confirming whether Council’s previously submitted comments had been incorporated.
Council did not pass a motion on the memo.
Council directed staff to organize a meeting with the Township’s Planner on the evening of September 2, 2026, for the purpose of conducting a peer review of the Draft Joint Official Plan and to verify whether Council’s original comments have been captured.
g. Police Detachment Board
h. Algoma District Services Administrative Board (ADSAB)
i. Algoma District Municipal Association (ADMA)
8. Unfinished Business
9. New Business
a. Council Phone Poll – Laird Hall Additional Work Request – July 30, 2026 #194- 26
Moved by: Todd Rydall
Seconded by: Brad Shewfelt
WHEREAS Council participated in a phone poll on July 30 and July 31, 2026 to provide preliminary approval for additional work required at Laird Hall;
BE IT RESOLVED THAT Council receives the recommendation of staff to relocate the heat pump, generator, and propane tank while contractors and staff are on site completing the foundation repairs, and directs staff to complete the required drainage work, including sloping of the back parking lot;
AND THAT Council approves the additional work to fill in the ditch to create space for future parking, requiring the purchase of four lengths of culvert pipe and three couplers, with gravel supplied from Township stock, and with the work completed using employee time;
Council authorizes staff to undertake this work and to contract services as required on a Time and Material basis, and further directs that the Acting Road Superintendent approve all Time and Material costs associated with completing this phase of work.
Carried
b. Memo: Request for Council’s Approval in Principle – Proposed 2.2 acre Lot Creation
#195-26
Moved by: Matt Frolick
Seconded by: Brad Shewfelt
BE IT RESOVED THAT Council receive the report titled Request for Council’s Approval in Principle – Proposed 2.2 acre Lot Creation dated August 20, 2026;
AND THAT Council supports the proposed lot creation in principle, subject to the policies of the new Joint Official Plan once adopted and subject to all requirements of the Echo Bay to Desbarats Planning Board at the time of application. Provided the spacing between lots allows for the creation of a future lot.
Carried.
c. Re-Align Grave Marker Tender Results
#196-26
Moved by: Brad Shewfelt
Seconded by: Todd Rydall
BE IT RESOLVED THAT Council awards the tender to Bailey Contracting for 80 stones at the unit rate quoted. The Cemetery Board will identify the stones to be adjusted and provide lines.
Carried.
d. Memo: Open Arena Horse Night Extension Request
#197-26
Moved by: Wayne Junor
Seconded by: Matt Frolick
BE IT RESOLVED THAT Council receive the report titled Open Arena Night Extension Request dated August 20, 2026;
AND THAT Council extends the Open Arena Horse Nights, ending September 30, 2026.
Carried.
Mayor Evoy excused himself from the council chambers due to a declaration of pecuniary interest, and Councillor Rydall filled in as Head of Council for agenda item 9. e. Petition Drain Application – Plan H753 RCP Lot 52. Petition Drain Application – Plan H 753 RCP Lot 52
#198-26
Moved by: Wayne Junor
Seconded by: Brad Shewfelt
WHEREAS, a petition for drainage works has been received by the Council of the Township of Laird under Section 4 of the Drainage Act, R.S.O. 1990, c. D. 17 ;
AND WHEREAS, the petitioner has requested the construction, improvement, and/or maintenance of a drainage system to address water management issues affecting their property;
BE IT RESOLVED THAT Council proceed with the petition submitted from Shawn Evoy for drainage works at 847 Bar River Road East and instruct the Clerk to proceed with the notice required under Section 5 of the Drainage Act ; and
BE IT FURTHER RESOLVED, that pursuant to Section 8 (1) of the Drainage Act, R.S.O. 1990 , Council hereby appoints K. Smart Associates Limited as the Engineer to examine the areas requiring drainage and to prepare the necessary report for the petitioned drainage works affecting Plan H753 Lot 52;
AND THAT the Drainage Superintendent and the appointed Engineer proceed with all requirements of a petition drain under the Drainage Act .
Carried.
10. Notices of Motion
11. Closed Session
#199-26
Moved by: Todd Rydall
Seconded by: Brad Shewfelt
BE IT RESOLVED THAT Council proceed into closed session at 7:55 p.m. in accordance with Section 239(2) of the Municipal Act, 2001, for the following reasons:
- Personal matters about an identifiable individual – s.239(2)(b);
- Proposed or pending acquisition of land – s.239(2)(c);
- Labour relations or employee negotiations – s.239(2)(d).
Carried.
Closed Session Items
a. Approval of closed meeting minutes – July 16, 2026.
b. Employee medical leave update – s.239(2)(b).
c. Cemetery property land acquisition – ownership clarification and direction –
s.239(2)(c).
d. Staff wage recommendation – s.239(2)(d).
e. Employee compensation request – s. 239 (d)(b)(d)
#200-26
Moved by: Matt Frolick
Seconded by: Todd Rydall
BE IT RESOLVED THAT Council come out of closed meeting session at 8:44 p.m. and continue with the Regular Council Meeting.
Carried.
Consideration of and action on matters arising out of the closed meeting.
12. Communications and Correspondence
a. Rachel McBride, RE: Letter of Appreciation of the Use of Laird Hall and Bar River Hall, July 17, 2026
b. Ministry of Emergency Preparedness and Response, RE: Alert Ready, July 18, 2026
c. Dr. Harold S. Trefry Memorial Centre, RE: Thank you for the donation, July 30, 2026
d. Ontario Provincial Conservation Agency, RE: Transition Committee to support new regional conservation authority, July 30, 2026
13. Mayor and Council Comments
Council revisited the request raised earlier in the meeting by the Acting Road Superintendent regarding succession planning for the Grounds Keeper position. Council discussed the operational benefits of hiring a seasonal Grounds Keeper ahead of the 2027 season to allow for overlap and training with the current Grounds Keeper.
#201-26
Moved by: Brad Shewfelt
Seconded by: Todd Rydall
BE IT RESOLVED THAT Council directs staff to advertise for the seasonal Grounds Keeper so that they can train with the current Grounds Keeper.
Carried.
14. By-laws
a. 2092-26 Compliance Audit Joint Committee for Central Algoma Area.
#202-26
Moved by: Todd Rydall
Seconded by: Matt Frolick
BE IT RESOLVED THAT Council adopts By-law 2092-26, being a by-law to authorize the appointment of a Compliance Audit Joint Committee for Central Algoma Area Municipalities.
Carried.
b. 2093-26 Fuel Agreement with Tarbutt Township
#203-26
Moved by: Brad Shewfelt
Seconded by: Matt Frolick
BE IT RESOLVED THAT Council adopts By-law 2093-26, being a by-law to authorize the execution of a fuel services agreement between the Township of Laird and the Township of Tarbutt.
Carried.
c. 2094-26 Conformity By-law
#204-26
Moved by: Todd Rydall
Seconded by: Matt Frolick
BE IT RESOLVED THAT Council adopts By-law 2094-26, being a by-law to confirm the proceedings of the meeting of Council held on August 20, 2026.
Carried.
15. Adjournment
#205-26
Moved by: Matt Frolick
Seconded by: Brad Shewfelt
BE IT RESOLVED THAT this Council shall now adjourn to meet again for a Special Meeting on September 9, 2026 or until the call of the chair.
Carried.
Mayor – (blank) Shawn Evoy
Clerk – (blank) Jennifer Errington
Recreation Committee Meeting – August 25, 2026
PDF pages 11 to 13.
MINUTES
LAIRD RECREATION COMMITTEE
August 25, 2026, at 7:00 pm
Laird Township Council Chambers
Present: Matt Frolick, Rhonda Crozier, Suzanne Evoy, Joanne North, Noah Crozier, Shawn Evoy, JoAnne Entwistle, Justine Lamming
1. Call to Order
Chair Matt Frolick called the meeting to order at 7:01 p.m.
2. Declaration of Pecuniary Interest
3. Agenda Approval
#31-26
Moved by: JoAnne Entwistle
Seconded by: Justine Lamming
BE IT RESOLVED THAT Recreation hereby approves the August 25, 2026 agenda, with modification to add to New Business - Misc. Items from the email from the mayor. Carried
4. Delegations and Presentations
5. Adoption of Minutes of Previous Meeting
a. Recreation Meeting – June 23, 2026, Laird Hall Meeting – July 29, 2026, Finns Bay Wharf Meeting - June 24, 2026
#32-26
Moved by: Jo-Anne Entwistle
Seconded by: Shawn Evoy
BE IT RESOLVED THAT Recreation approves Recreation Committee minutes of the Regular Meeting of May 26, 2026, the Laird Hall Committee minutes of July 29, 2026 and the Finns Bay Wharf Committee minutes of June 25, 2026, as presented. Carried
6. Committee Reports
a. Bar River Hall – The hall is being rented by groups that would usually rent Laird Hall. The water system is being repaired.
b. Finns Bay Wharf – The Meet and Greet was held in poor weather but had a reasonable turnout about 40 people.
The Outhouse is on site but not set up yet.
c. Laird Fairgrounds – Free Access Horse Night is going well. Some concerns about LIR using Gazebo’s Outdoor Washrooms
d. Laird Hall – Foundation ’s extensive repairs that were completed were reported and minimal things left to do. Concerns about the safety of a trench was reported and the mayor will investigate.
e. Heritage – The Drawings are being approved and then the Tenders will be sent out.
f. Pumpkin Point Park – The caretaker has reported that trees need trimming around the turnaround because they are hanging over. Caretaker needs help with the placement of the dock for the boat launch and fixing the mechanism that sticks on the new garbage can.
Page 2
7. Adoption of Accounts
a. Recreation accounts for June 2026
#33-26
Moved by: Shawn Evoy
Seconded by: Noah Crozier
BE IT RESOLVED that the Recreation Committee approves the accounts for June 2026 in the amount of $6472.01, as presented. Carried
b. Recreation accounts for July 2026
#34-26
Moved by: Shawn Evoy
Seconded by: Justine Lamming
BE IT RESOLVED that the Recreation Committee approves the accounts for July 2026 in the amount of $42,233.30, as presented. Carried
8. Unfinished Business
a. The Summer Employees that were working for the Summer Camps, etc. in Echo Bay are just about finished their employment. There supervisor said they worked out and did a good job. The Summer Employee for Heritage has been kept on to complete some tasks and is very helpful with staff. The Summer Employee helping the Caretaker is completed his employment.
b. The committee discussed the Pumpkin Fest information from the Committee Meeting on August 24/ 2026.
#35-26
Moved by: Shawn Evoy
Seconded by: JoAnne Entwistle
BE IT RESOLVED that the Recreation Committee approves of hiring event staff to oversee inflatables and to also help with event cleanup after the event is over and is requesting a budget for this. Carried
#36-26
Moved by: Noah Crozier
Seconded by: Justine Lamming
BE IT RESOLVED that the Recreation Committee approves of selling merchandise for the event at cost. Carried
#37-26
Moved by: Shawn Evoy
Seconded by: Justine Lamming
BE IT RESOLVED that the Recreation Committee approves of holding a pizza party for those setting up for the event on Friday evening and is requesting a budget for this. Carried
#38-26
Moved by: Justine Lamming
Seconded by: Shawn Evoy
BE IT RESOLVED that the Recreation Committee approves of Adult Pumpkin competition Prize to be an Antique milk jug display with annual winner names. Carried
9. New Business
a. Recreation Committee Meeting Dates was discussed along with other suggested by an email from the mayor.
Page 3
#39-26
Moved by: Shawn Evoy
Seconded by: JoAnne Entwistle
BE IT RESOLVED that the Recreation Committee supports and recommends that Council change the Recreation Committee Meeting monthly date to the second Tuesday of every month. Carried
#40-26
Moved by: JoAnne Entwistle
Seconded by: Justine Lamming
BE IT RESOLVED that the recreation committee directs the secretary to attempt to implement the suggestions to revamp the minutes, agendas and meetings for better transparency.
10. Items Requiring Council Approval or Consideration
a. Request for Road Department labour at Pumpkin Point Park
b. Motion to change the recreation meeting to the second Tuesday of every month.
11. Adjournment
#41-26
Moved by: Shawn Evoy
BE IT RESOLVED THAT this Recreation Committee shall now adjourn the meeting and will meet again September 9, 2026. Carried
Chair – (blank) Matt Frolick
Secretary – (blank) Rhonda Crozier
Recreation Committee Meeting – September 8, 2026
PDF pages 14 to 25.
MINUTES
LAIRD RECREATION COMMITTEE
September 8, 2026, at 7:00 pm
Laird Township Council Chambers
Present: Matt Frolick, Rhonda Crozier, Suzanne Evoy, Joanne North, Noah Crozier, JoAnne Entwistle, Justine Lamming
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
#42-26
Moved by: JoAnne Entwistle
Seconded by: Suzanne Evoy
BE IT RESOLVED THAT Recreation hereby approves the September 8, 2026 agenda as presented. Carried
4. Delegations and Presentations
5. Adoption of Minutes of Previous Meeting
a. Recreation Meeting – August 25, 2026 and Bar River Community Centre Meeting - September 2, 2026
#43-26
Moved by: Justine Lamming
Seconded by: Suzanne Evoy
BE IT RESOLVED THAT Recreation approves Recreation Committee minutes of the Regular Meeting of August 25, 2026 and the Bar River Community Center Committee minutes of September 2, 2026, as presented. Carried
6. Committee Reports
a. Bar River Hall – The hall committee is planning a Fall Supper Oct. 3, 2026
b. Finns Bay Wharf – The Outhouse still needs to be put in place and they are having another meeting Sept. 30, 2026.
c. Laird Fairgrounds – Free Access Horse Night is ongoing until end of September. Looking for someone to work the entrance table at the Swap Meet Sept. 19, 2026.
d. Laird Hall – Next meeting Sept. 22, 2026. Coffee Break being held during Sylvan Circle sponsored by the hall committee.
e. Heritage –
f. Pumpkin Point Park –
g. G. W. Evoy Rink –
h. Main Recreation – Planet Youth Terms of Reference were reviewed.
Page 2
#44-26
Moved by: Noah Crozier
Seconded by: Joanne North
BE IT RESOLVED THAT Recreation accepts the reports from the Sub-Committees, as presented. Carried
7. Adoption of Accounts
a. Recreation accounts for August 2026
#45-26
Moved by: Joanne North
Seconded by: Suzanne Evoy
BE IT RESOLVED that the Recreation Committee approves the accounts for August 2026 in the amount of $108,435.83 and the Recreation Budget Variance, as presented. Carried
8. Unfinished Business
9. New Business
10. Items Requiring Council Approval or Consideration
a.
11. Adjournment
#46-26
Moved by: Suzanne Evoy
Seconded by: Justine Lamming
BE IT RESOLVED THAT this Recreation Committee shall now adjourn the meeting and will meet again October 13, 2026. Carried
Chair – (blank) Matt Frolick
Secretary – (blank) Rhonda Crozier
Council Special Meeting – September 9, 2026
PDF pages 16 to 18.
SPECIAL AGENDA – AGENDA 63
CORPORATION OF THE TOWNSHIP OF LAIRD
September 9, 2026, at 5:00 pm
Laird Township Fairgrounds: 127 Lake George Road East
Present: Mayor: Shawn Evoy
Councillors: Todd Rydall, Wayne Junor, Brad Shewfelt
Regrets: Matt Shewfelt
Clerk: Jennifer Errington
Acting Road Supt.: Ed Lapish (6:00 to 8:44 p.m.) Guests: Mark Lajamb, Jeremy Van Hoek, Donnie Varcoe
1. Call to Order
Mayor Evoy called the meeting to order at 5:00 p.m.
2. Declaration of Pecuniary Interest
3. Agenda Approval
#206-26
Moved by: Brad Shewfelt
Seconded by: Wayne Junor
BE IT RESOLVED THAT Council hereby approves the September 9, 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 – End-of-Season Site Visit
Council conducted the annual end-of-season walkthrough of the Laird International Raceway as required under Section 6.1(16) of the Lease Agreement to ensure the Premises is left in good condition and not in disrepair.
i. General Condition of Grounds and Facilities
Council inspected the general condition of the Premises. Council noted that guardrail repairs remain outstanding; the Tenant advised that replacement guardrails are available and will be installed. Council also noted vehicles remaining on the Premises, and the Tenant committed to arranging their removal.
Council confirmed that washroom fixtures and toilets have been replaced. Structural repairs to the washroom building remain outstanding. Council recommended that the Tenant install a pressure tank in the canteen buildings to address water pressure concerns, consistent with the pressure tank installed in the public washrooms.
ii. Outstanding Items from 2025 Season – Completion Review
Council confirmed that all outstanding items identified during the 2025 season have been completed.
iii. Outstanding Items from June 3, 2026 Site Meeting – Completion
Review
Council reviewed the outstanding items identified during the June 3, 2026 walkthrough. Council confirmed that guardrail repairs remain outstanding and will be completed by the Tenant.
iv. Lease Compliance Review
Council conducted a review of compliance with several obligations under the Lease Agreement, including:
- Grandstand Structural Engineer Report Council confirmed whether the Tenant submitted the required annual structural engineer inspection prior to the first race, as required under s. 6.1(4).
- Public Washrooms – Maintenance & Shared Repairs
Council reviewed the condition of the public washrooms. The Tenant reported that approximately $3,000 in repairs were completed, and the Township installed 1/4 turn shut off valves. Council confirmed that all required washroom maintenance items have been completed. ‑ ‑
- Grounds Maintenance & Drainage Council confirmed grass cutting, general grounds upkeep, and proper drainage from the centre of the track, as required under
ss. 6.1(14–15).
- Fuel Handling & Environmental Compliance
Council verified compliance with Ministry of Environment requirements and confirmed that no underground fuel tanks had been installed, pursuant to s. 6.1(3).
- Noise Testing Compliance
Council confirmed that noise testing is conducted at the property line, 108 feet from the track, in accordance with the Lease. Council also confirmed that racing does not occur after 11:00 p.m.
- Race Schedule Compliance
Council confirmed compliance with permitted racedays, hours, and maximum number of races under ss. 6.1(10–12).
v. Lease Agreement Timeline
Council discussed the current lease agreement (June 1, 2022 – May 31, 2027) and initiated preparations for renewal discussions with the Tenant.
Council was advised that Laird International Inc. will be the contracting party for the new lease. Jeremy Van Hoek will serve as the primary contact for lease negotiations, with Mark Lajambe also involved. Jeremy noted concerns regarding the age and condition of the grandstands and requested an agreement in principle to provide clarity for future responsibilities. Council requested that Jeremy obtain an agreement in principle for Council’s review.
Jeremy advised that arrangements are being made to clean under the bleachers and begin guardrail work.
Council agreed to proceed with drafting a new lease agreement with Laird International Inc. and to schedule a meeting with the Tenant to
discuss renewal terms, proposed amendments, and expectations for the next lease period.
b. Fairgrounds Horse Barn Repairs
The Acting Road Superintendent informed Council that the 2026 budget includes $5,000 for repairs to the horse barns. Due to current staffing shortages, it is not feasible to complete the work in house using municipal labour. The Acting Road Superintendent requested authorization to use the allocated $5,000 to hire a contractor to complete ‑ the required repairs.
#207-26
Moved by: Todd Rydall
Seconded by: Brad Shewfelt
BE IT RESOLVED THAT Council amends the 2026 budget to authorize the use of the $5,000 allocated for horse barn repairs to hire a contractor to complete the work.
Carried.
10. Notices of Motion
11. Closed Session
12. Communications and Correspondence
13. Mayor and Council Comments
14. By-laws
a. 2095-26 Conformity By-law
#208-26
Moved by: Wayne Junor
Seconded by: Brad Shewfelt
BE IT RESOLVED THAT Council adopts By-law 2095-26, being a by-law to confirm the proceedings of the meeting of Council held on September 9, 2026.
Carried.
15. Adjournment
#209-26
Moved by: Todd Rydall
Seconded by: Brad Shewflet
BE IT RESOLVED THAT this Council shall now adjourn to meet again on September 17, 2026, at 6:00 p.m. or until the call of the chair.
Carried.
Mayor – (blank) Shawn Evoy
Clerk – (blank) Jennifer Errington
General accounts to August 31, 2026
PDF page 19.
Township of Laird
General Payables for August 2026
| Name | Description | Journal No. | Amount |
|---|---|---|---|
| Barb's Embroidery | Admin. Misc. | J1315 | 272.72 |
| Brant Coulter | By-Law Mileage | J1790 | 70.70 |
| Stone's Office Supply | Office Supplies | J1793 | 204.51 |
| Heritage Home Hardware | J1795 | 23.88 | |
| encompassIT.ca | Tax Program | J1836 | 119.06 |
| Sage50CT Accounting | Subscriptions | J1841 | 4,230.16 |
| Imperial Cleaning | Office Main. | J1842 | 254.40 |
| Rogers | By-Law Cell Aug. | J1955 | 5.09 |
| Doteasy | Subscriptions | J1956 | 706.43 |
| Glen Irwin | By-Law Mileage | J1958 | 113.40 |
| Jennifer Errington | Admin. Mileage | J1959 | 161.70 |
| Brenda Aelick | J1960 | 107.80 | |
| Rogers | By-Law Cell July | J2205 | 5.09 |
| Starlink | Internet | 152.64 | |
| NWORA | Council Donation | 355.14 | |
| Bell | Admin | 421.22 | |
| Emerg. Man. | 99.11 | ||
| Heritage Home Hardware | Office Supplies | J2207 | 49.80 |
| Amazon - Brenda Aelick | By-Law Supplies | J2215 | 66.13 |
| TOTAL | $7,418.98 |
ACCOUNTS CERTIFIED CORRECT
Motion # (Signed) Mayor
To Treasurer of Laird Township Authority Herewith To issue 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
Roads accounts to August 31, 2026
PDF page 20.
TOWNSHIP OF LAIRD
Road Department
VOUCHER LISTING
| Name | Description | Journal No. | Amount |
|---|---|---|---|
| Payroll | 17,221.16 | ||
| Superior Glass | Capital - Shop Windows | J1787 | 6,248.06 |
| Black Fox Electric | Capital - Roof Heat Trace | J1789 | 5,235.62 |
| Toromont Cat | Grader | J1833 | −1,401.43 |
| 133.75 | |||
| 597.43 | |||
| Backhoe | 1,211.72 | ||
| 277.09 | |||
| 1/2 ton | 184.81 | ||
| Co-Op | J1838 | 1,724.44 | |
| Wheeled Excavator | 899.81 | ||
| Backhoe | 1,446.12 | ||
| Grader | 867.66 | ||
| Miller Powerline Construction | Projects - Street Lights | J1843 | 661.44 |
| Part Source | 1/2 Ton | J1844 | 227.29 |
| K Smart Ass. | Drainage | J1846 | 66.14 |
| Stobie Mechanical | Projects - Shop Trim | J1847 | 337.77 |
| Sand Shed | 3,280.64 | ||
| Ditching | 2,909.25 | ||
| TMS Truck Centre | Dump/Plow Truck | J1954 | 978.34 |
| Rogers | Shop Office Aug. | J1955 | 15.52 |
| Jennifer Errington | Shop | J1959 | 11.40 |
| Bell | J2205 | 103.58 | |
| Rogers | Shop Office July | 15.52 | |
| Heritage Home Hardware | Shop | J2207 | 52.97 |
| Princess Auto - Ed Lapish | Shop | J2209 | 283.80 |
| Traction | Dump/Plow Truck | J2216 | 290.72 |
| Grader | 290.72 | ||
| Windsor Salt | Sanding | J2221 | 5,690.28 |
| Toromont Cat | Grader | J2222 | 193.86 |
| Backhoe | 193.86 | ||
| R& R Engineering | Bridges | J2224 | 1,882.56 |
| Part Source | 1/2 Ton | J2226 | 100.70 |
| Stobie Mechanical | Ditching | J2230 | 1,831.68 |
| Vasco Dias & Evan Ayotte | Shop | 273.49 | |
| TOTAL | $54,337.77 |
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
Road Superintendent Report – Verbal Report
PDF pages 21 to 22.
The Township of Laird
Roads Department Report to Council
Submitted by: Ed Lapish, Acting Roads Superintendent
Reporting Period : September 2026
Work Completed
Winter sand and salt are ready for the upcoming winter season.
The bus turnaround on Riverside Drive is complete.
At the Bar River Hall Park, all the ditching material has been levelled and is ready to settle over the winter.
The plow truck safety work is complete. The plow truck will also be undercoated for the winter season.
We are working with Tarbutt Township to grind the hill on Town Line Road to the intersection. We have put down four loads of recycled asphalt. It is our hope that this will help stiffen up the hill before surface treatment.
A load of gravel has been applied to the boat launch and levelled. The trees around the shop have all been cleaned up.
I have started removing the shoulders from the hills.
Work In Progress
The drain at Laird Hall still needs to be installed.
The Isbester cross culvert will be installed.
The accessible bathroom at the Wharf will be installed.
Ditching work is needed on Town Line Road. One cross culvert at the lower end also needs to be replaced.
For Your Information/ Consideration
I would like to request a motion from Council to consider getting the Roads Department its own Visa card. Currently, I have been using my personal Visa for Roads Department purchases and waiting to be reimbursed. Having a Roads Department Visa would make it easier to purchase materials and supplies when needed without having to use personal funds.
After the Cloudy Lake Road culvert collapsed, I started looking into the Township's Asset Management Plan for culverts.
Some action will be required, and I will continue to review the culvert information and bring forward any concerns or recommendations to Council.
Cler k’s Report – Verbal Report
PDF pages 23 to 25.
TOWNSHIP OF LAIRD
REPORT TO COUNCIL
Date: September 17, 2026
To: Mayor Evoy and Council
From: Jennifer Errington, Clerk Administrator
Subject: September Clerk’s Report
Landfill Training – September 24, 2026
The Township of Hilton Beach is hosting a 2-hour Landfill Operator Compliance Training session on September 24, 2026. This course is intended for landfill owners and operators, Public Works staff, and municipal supervisors. It is a required component under our Environmental Compliance Approval (ECA), covering environmental safety, regulatory obligations, and operational best practices.
The cost of the course is $112.50 plus applicable taxes per participant.
It is recommended that the Acting Road Superintendent and the returning Waste Disposal Attendant attend this training to ensure continued compliance with our ECA and to support safe and effective landfill operations.
Pumpkin Point Road Bird Watching Platform Demolition
In May 2026, the President of the Sault Naturalists, Ron Prickett, requested assistance from the Township for the demolition of the Bird Watching Platform located on Pumpkin Point Road. At that time, the group asked whether the Township could provide large garbage bins (dumpsters) for disposal of the dismantled structure. Council discussed the request and approved waiving the tipping fees for the disposal of the old platform.
Mr. Prickett has recently contacted the office again seeking further assistance. The group would like to know whether the Township could provide a trailer to transport the dismantled platform to the Waste Disposal Site, as they do not have the means to move the material themselves.
The Roads Department does have a trailer; however, staffing levels are currently extremely limited, which may affect our ability to provide this support.
Council is asked to determine whether they wish to offer this additional assistance or provide alternative direction.
Restricted Acts (“Lame Duck”) Status
The Clerk has reviewed Council’s status under section 275 of the Municipal Act, 2001 . For the 2026 Municipal Election, four of the five members of Council have been nominated as candidates, including the Mayor, who has been acclaimed. As more than
75% of Council is seeking re-election, the Township of Laird is not in a Restricted Acts position and Council continues to retain full authority to conduct municipal business.
Planning Procedure Review and Preparation of Zoning By-law Templates
Staff are requesting Council approval to engage Danielle Waters, Planner, to complete a review of the Township’s current planning procedures and prepare updated Zoning By-law templates, including: Notice of Public Meeting, Letter of Complete Application, Public Meeting Sign, Notice of Passing, No Appeals Notice, and a standardized Planning Report outline.
Significant legislative changes to the Planning Act over the past several years have created new procedural requirements and documentation standards. To ensure that the Township’s processes remain compliant and that staff are equipped with accurate, up-to-date tools, a professional review is recommended.
Ms. Waters has provided a time estimate of 10 hours at a rate of $150 per hour. While this expense is not included in the current budget, staff consider the work essential for maintaining compliance and supporting consistent, defensible planning administration.
Fall Road Tour – August 26, 2026
Staff wish to advise Council that the Road Tour Report is not included in this agenda. Due to ongoing staffing shortages, increased training requirements, and a high volume of operational demands, staff were unable to complete the report in time for this meeting. Preparation of the Road Tour summary requires input from the Acting Road Superintendent, who is currently on vacation, and several sections cannot be finalized without his review.
Staff will bring forward the full Road Tour Report at the October Council Meeting.
Swap Meet – Fairgrounds (Saturday, September 19, 2026)
The Recreation Committee is seeking additional volunteer support for the Swap Meet at the Fairgrounds. Assistance is required at the gate to collect the entry fee and monitor admissions. At this time, one committee member is available to staff the gate from 8:00
a.m. to 11:30 a.m.
We still need a volunteer to cover the 11:30 a.m. to 2:00 p.m. shift and return the cash box to the Township office at the end of the event.
Staff will continue efforts to secure coverage, but Council is asked to be aware of the gap and provide any suggestions or assistance in identifying a suitable volunteer.
Important Dates
a) Swap Meet Fairgrounds – Saturday, September 19, 2026
b) Pumpkin Fest – Saturday, September 26, 2026
c) Fall Supper at Bar River Hall – TBA
d) Fall Road Tour – TBD September ??, 2026
RECOMMENDATION:
BE IT RESOLVED THAT Council receives the Clerk’s Report dated September 17, 2026, as presented;
AND THAT Council authorize the Acting Road Superintendent and the returning Waste Disposal Attendant to attend the September 24, 2026 Landfill Operator Compliance Training hosted by the Township of Hilton Beach, at a cost of $112.50 plus applicable taxes per participant ;
AND THAT Council approve engaging Planner Danielle Waters to review the Township’s current planning procedures and prepare updated Zoning By -law templates, at an estimated 10 hours of work billed at $150 per hour, noting that this expense is not included in the current budget but is required to ensure compliance with the Planning Act;
AND THAT Council authorize the provision of the Township’s dump trailer to assist the Sault Naturalists with transporting the dismantled Pumpkin Point Road Bird Watching Platform to the Waste Disposal Site, subject to staff availability;
FURTHER THAT all related expenses be approved as outlined.
Task Summary Sheet & Recent Activity Log
PDF pages 26 to 28.
TASK SUMMARY SHEET RECENT ACTIVITY LOG
| DATE | MOTION # | TASK | CATEGORY | CONTACT | STATUS | TARGET DATE |
|---|---|---|---|---|---|---|
| 19-Oct-23 | 231-23 | Council receives the draft Unassumed Road Policy and requests the Clerk make amendments as discussed and prepare a by-law to adopt the policy Note: Draft Unassumed Road Policy has been reviewed by legal counsel, further review and discussion with legal counsel are required in order to refine policy. * Staff are currently working on confirming that the roads listed in policy are actually unassumed (owned by township) and which ones are private. | CLERK | JE | IN PROGRESS | Oct-26 |
| 17-Jul-25 | 174-25 | Council directs staff to schedule a formal proposal review with Access2Pay, explore funding options, and to return to Council with a recommendation as to how this system or others like it may free up an equal or better amount of staff labour and make the case that this system pays for itself in offset labour. Note: Clerk has participated in a Access2Pay meeting to explore product, working on preparing report back to Council. | CLERK | JE | IN PROGERESS | Oct-26 |
| 18-Sep-25 | 211-25 | … AND THAT staff be directed to coordinate with the Township of Macdonald, Meradith and Aberdeen Additional to obtain a joint engineering review, if possible, in the interest of cost- sharing and project alignment. Note: During 2026 OSIM we will have Engineer recommendations for repairs. | CLERK | JE | IN PROGRESS | Oct-26 |
| 19-Feb-26 | 33-26 | Council directs staff to set up a meeting with the Drainage Superintendent to discuss drains in the Township. | CLERK | JE | COMPLETE | Aug-26 |
TASK SUMMARY SHEET RECENT ACTIVITY LOG
| DATE | MOTION # | TASK | CATEGORY | CONTACT | STATUS | TARGET DATE |
|---|---|---|---|---|---|---|
| 19-Feb-26 | 35-26 | Council directs staff to sell surplus tires stored at the Municipal Garage in consultation with Road Superintendent. Note: Struggling to find a buyer. | RDS | EL | IN PROGRESS | Oct-26 |
| 19-Feb-26 | 39-26 | Council directs staff to gather updated quotes for service contracts for an electrician, plumber, furnace repairs and handyman repairs. | TREASURER | RC | IN PROGRESS | Oct-26 |
| 19-Feb-26 | 39-26 | Council authorizes the Heritage Sub-Committee to submit an application to the NOHFC for funding towards the future museum building. | TREASURER | RC | IN PROGRESS | Oct-26 |
| 19-Feb-26 | 39-26 | Council authorizes the Laird Fairgrounds Sub-Committee to submit an application to NOHFC for funding towards the gazebo kitchen project. Note: Application is in draft form, working on quotes. | TREASURER | RC | IN PROGRESS | Oct-26 |
| 19-Feb-26 | 40-26 | Staff be directed to arrange appropriate signage for the Municipal Garage. Note: In process of getting design/quotes for signage. | ADMIN | BA | IN PROGRESS | Oct-26 |
| 19-Mar-26 | 65-26 | Council directs staff to schedule the Annual Road Tour for September of each year. | CLERK | JE | COMPLETE | Sep-26 |
| 21-Apr-26 | Amend By-law 624-86 | CLERK | JE | IN PROGRESS | Oct-26 | |
| 21-May-26 | 116-26 | Council directs 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. | CLERK | JE | IN PROGRESS | Oct-26 |
TASK SUMMARY SHEET RECENT ACTIVITY LOG
| DATE | MOTION # | TASK | CATEGORY | CONTACT | STATUS | TARGET DATE |
|---|---|---|---|---|---|---|
| 21-May-26 | 118-26 | Council directs staff to dispose of the residential hood vents. Note: On hold - we may be able to use these if we are a boil water only kitchen. | TREASURER | RC | ON HOLD | |
| 30-Jun-26 | 163-26 | Council requests that the Clerk obtain a quote from DCR HVAC for the required ductwork repairs at Laird Hall. | CLERK | JE | IN PROGRESS | Oct-26 |
| 20-Aug-26 | 191-26 | Council approves the use of volunteers at the Waste Disposal Site Share Shed, and directs staff to proceed with onboarding Elizabeth Hooper subject to completion of safety orientation. | CLERK | JE | IN PROGRESS | Oct-26 |
Concern/Information Log – Updates
PDF pages 29 to 30.
TOWNSHIP OF LAIRD
Complaint & Concern Log
Date
Category General Location Summary Action Taken Status YYYY-MM-DD
2026-03-12 Damaged culvert Government road Road operator damaged a culvert. Will address this in spring. OPEN
2026-06-19 Road Safety Concern Pumpkin Point Road When events take place at the Council needs to decide if they want to OPEN Laird Hall people are parking on implement no parking on one side of both sides of Pumpkin Point road the road. If Council were to do this it and person feels this is a safety would require a by-law. concern.
2026-07-21 Registered Concern - Finns' Bay Road North Accessory building placement may By-law Enforcement investigated, OPEN Zoning not be withing yard set backs, also inforcement actions have been taken
| items appear to be stored on to have items removed from Municipal muncipal property. property. | |
| 2026-07-31 | Registered Concern - Lake Shore Drive Concerns of people living in trailer, By-law Enforcement and CBO to OPEN Zoning/Property Standards generator running 24/7. investigate. |
| 2026-08-18 | Drainage Pumpkin Point Road Resident says ditch in front of his Rd Dept to assess OPEN house does not drain |
| 2026-08-25 | Hwy repairs All Hwy intersections Hwy needs to have better signage Contacted MTO and notify of closed intersections CLOSED |
| 2026-08-26 | Missing stop sign Lake George E and GovernNotified Rd Dept Rd Dept replaced CLOSED |
| 2026-08-31 | Compliment Cemetery Informed caretaker CLOSED |
Wanted to express how pleased
they are with the care and detail
put into maintain the cemetery
PDF page 30 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 30, or contact the Township office for an accessible format.
Bar River Hall Minutes – September 2, 2026
PDF pages 31 to 32.
BAR RIVER COMMUNITY CENTRE COMMITTEE MEETING
MINUTES
SEPT. 2, 2026
LOCATION: BAR RIVER COMMUNITY CENTRE
PRESENT: Shawn Evoy Pam Cook Suzanne Evoy Heather Frolick
Matt Frolick Al Cook Katie Hunter
The meeting was called to order at 7:00pm by Shawn Evoy, Chairperson. The parameters around the Neighbours Aid program were discussed. MOVED by Matt Frolick, SECONDED by Pam Cook that a donation for $1000 be made to Bruce & Heather Gormley. CARRIED.
The accessible washroom renovation was discussed. Shawn will followup on the start of a tendering process.
The Fall Dinner was discussed and a date of October 3 rd was set.
MOVED by Suzanne Evoy, SECONDED by Matt Frolick that ticket prices be set at $25/person.
CARRIED.
Heather will reach out to Rhonda about adding the dinner to the Township Newsletter. The menu was discussed and Heather will circulate it to members (attached). The need to cover more food costs was discussed. It was decided that we would offer an “ingredient sponsor” opportunity to the community where they could cover the cost of a main food ingredient.
Heather will reach out to Thomson Farms about their apple cider.
The date for the Christmas Dance was set for Friday, Dec. 18, 2026. Heather will contact Ken Findlay about the band availability.
The next meeting was set for Monday, Sept. 21, 2026 at 7:00pm.
MOVED by Matt Frolick, SECONDED by Al Cook that the meeting be adjourned. CARRIED. Meeting adjourned at 7:45pm.
FALL DINNER MENU
Turkey – 6 (19-20lb each) Same as last year (small pan leftover) Mashed potatoes (60lbs) More than last year (very little leftover) Dressing (100 cups) Less than last year (2 pans leftover) Turnip (25 lbs) Less than last year (a pan leftover) Carrots (30 lbs) Less than last year (a pan leftover) Gravy (2 16qt pots) Less than last year (½ pot leftover) Dinner rolls (14 dozen) Less than last year (2 dozen leftover) Cranberries (6 bags) Double last year (ran out quickly) Apple crisp Less than last year (a pan leftover) Apple cider (24 bottles) Double last year (ran out quickly)
Memo: Joint Official Plan: Peer Review Status & Next Steps
PDF pages 33 to 35.
TOWNSHIP OF LAIRD
MEMORANDUM
Date: September 17, 2026
To: Mayor Evoy and Council
From: Jennifer Errington, Clerk Administrator
Subject: Joint Official Plan: Peer Review Status & Next Steps
Purpose:
To update Council on efforts to arrange a peer review of the Draft Joint Official Plan and to obtain direction on whether to continue pursuing an external reviewer or proceed with scheduling Laird Township’s Statutory Public Meeting.
Background:
At the August 20, 2026 Council meeting, staff presented a memorandum outlining the Planning Board’s direction regarding the Joint Official Plan process. The memo noted that:
“Member municipalities are encouraged to hold their Statutory Public Meetings in September 2026.”
“Council is asked to select a preferred date and time so notice preparation can begin.”
Following discussion, Council directed staff to organize a meeting with the Township’s Planner on the evening of September 2, 2026 for the purpose of conducting a peer review of the Draft Joint Official Plan and verifying whether Council’s original comment s have been captured.
Update on Peer Review Efforts
Staff contacted Danielle Waters, the Township’s Planner, to request the peer review.
Ms. Waters advised that she could not undertake the review due to a conflict of interest, as she also serves as a Planner for the Desbarats to Echo Bay Planning Board.
Ms. Waters provided the name of an alternate Planner who may be able to complete the review; however, as of the date of this report, no response has been received from the recommended individual.
At this time, staff cannot confirm the availability of any qualified external reviewer.
Statutory Notice Requirements
Under the Planning Act, a minimum 21 ‑ day notice is required for a Statutory Public Meeting.
Because the peer review has not been completed and no meeting date was set for September, Laird Township can no longer meet the September timeline followed by the other municipalities.
The earliest feasible meeting date is now October 2026, provided Council selects a date immediately so notice preparation can begin.
Current Situation
- All other member municipalities have scheduled and issued notice for their Statutory Public Meetings this week.
- Laird Township remains the only municipality without a confirmed meeting date.
- The Planning Board requires Laird’s date to finalize coordinated notice materials .
- Further delay may affect the Board’s ability to submit the Joint Official Plan within the statutory sequence.
Options for Council
Council is asked to provide direction on one of the following options:
Option 1 – Continue Seeking an External Peer Reviewer
Council may direct staff to continue attempting to secure an independent Planner to conduct a peer review of the Draft Joint Official Plan.
Implications:
- May provide Council with additional assurance regarding whether its comments have been incorporated.
- May result in further delay, as no reviewer has yet confirmed availability.
- Could push the Public meeting later into October or November.
Option 2 – Proceed with Scheduling the Statutory Public Meeting
Council may choose to proceed with scheduling the Statutory Public Meeting without an external peer review.
Implications:
- Allows staff to issue the required 21-day notice immediately.
- Aligns Laird Township with the Planning Board ’ s statutory process.
- Council may still raise concerns or request clarifications at the Public Meeting or during the adoption stage.
RECOMMENDATION
That Council select Option 2 and proceed with scheduling Laird Township’s Statutory Public Meeting in October 2026, enabling staff to issue the required 21-day notice and maintain progress in the Joint Official Plan process.
Recommended Motion:
BE IT RESOLVED THAT Council receive the report titled Joint Official Plan – Peer Review Status & Next Steps dated September 17, 2026;
AND THAT Council direct staff to proceed with scheduling Laird Township’s Statutory Public Meeting for the Joint Official Plan on October (blank) 2026, with staff to issue the required 21-day notice;
AND FURTHER THAT Council discontinue efforts to secure an external peer reviewer at this time, noting that no qualified reviewer has confirmed availability.
Letter of Intent – Laird International Raceway
PDF pages 36 to 37.
LETTER OF INTENT
PROPOSED NEW LEASE – LAIRD FAIRGROUNDS
Date: September 17, 2026
BETWEEN:
THE CORPORATION OF THE TOWNSHIP OF LAIRD
(the “Landlord”)
-and-
1001744321 Ontario Ltd.
(the “Tenant”)
RE: NEW TENANT OF THE LAIRD FAIRGROUNDS
This Letter of Intent (“LOI”) sets out the principal terms upon which The Corporation of the Township of Laird (the “Landlord”) and 1001744321 Ontario Ltd. (the “Tenant”) intend to enter into a new lease respecting the property commonly known as the Laird Fairgrounds (the “Premises”) which will substantially incorporate the terms, conditions, covenants, rights and obligations contained in the Existing Lease and in this LOI, subject to any amendments as may be mutually agreed upon and will, when executed, replace the existing lease..
1. Premises
The Premises shall consist of Part of Lot 16, RCP H-746 in the Township of Laird, being those lands presently known as the “Laird Fairgrounds”, located on part of the lands identified as PIN 31470-0196, substantially as described in the Existing Lease and its Schedule “A”.
2. Term
The term of the New Lease shall be five (5) years , commencing on the 1st day of October, 2026 and ending on the 30th day of September, 2031 , unless terminated earlier pursuant to the provisions of the New Lease.
3. Rent
The annual Rent payable by the Tenant shall be Twenty-Eight Thousand Dollars ($28,000.00) (CAN) per annum , plus applicable taxes, if any.
The annual Rent shall be paid in two equal installments of Fourteen Thousand Dollars ($14,000.00) each, payable on the 15th day of July and the 15th day of August in each year during the Term.
The first such payments shall be due on July 15, 2027 and August 15, 2027, and the final payments shall be due on July 15, 2031 and August 15, 2031.
5. Age and Condition of Premises – End of Term
Section 7.2 of the New Lease shall include the following provision:
“The Tenant and the Landlord acknowledge and agree that the Premises, including the buildings, structures, fixtures and improvements located thereon, are, for the most part, more than twenty (20) years old and will be subject to continued age, deterioration and reasonable wear and tear during the Term. Upon the expiration or earlier termination of this Lease, the Tenant shall be entitled to return the Premises to the Landlord in their then-existing, ‘as-is’ condition, subject to the Tenant having performed its maintenance and repair obligations under this Lease during the Term. The parties acknowledge that, due to the age and condition of the Premises, at the end of the lease term some or all of the Premises may no longer be suitable for the same use or purpose for which they were suitable at the commencement of the Term, and the Tenant shall shall not be responsible for restoring, replacing or upgrading facilities solely because of age, ordinary deterioration, obsolescence or reasonable wear and tear for the purpose of making them suitable for such continued use.”
6. Acceptance
If the foregoing accurately reflects the parties’ intentions, this LOI may be accepted by execution below.
THE CORPORATION OF THE TOWNSHIP OF LAIRD
Per: (blank)
Name: Shawn Evoy
Title: Mayor
Per: (blank)
Name: Jennifer Errington
Title: Clerk Administrator
Date: (blank)
1001744321 Ontario Ltd.
Per: (blank)
Name: Mark Lajambe
Title: Partner
Date: (blank)
Per: (blank)
Name: Jeremy Van Hoek
Title: Partner
Date: (blank)
We have authority to bind the Corporation
2027 Laird International Raceway (LIR) Schedule of Events
PDF page 38.
PDF page 38 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 38, or contact the Township office for an accessible format.
Support Resolution, RE: MFOA Request for the Permanent Doubling of the Ontario Community Infrastructure Fund (OCIF) Beyond 2026.
PDF page 39.
MFOA Request for the Permanent Doubling of the Ontario Community
Infrastructure Fund (OCIF) Beyond 2026
WHEREAS recent municipal infrastructure funding programs by the Government of Canada and Province of Ontario have tended to prioritize growth-related or housing-enabling infrastructure projects over infrastructure renewal needs;
AND WHEREAS the Government of Ontario has regulated municipal infrastructure asset management through O. Reg 588/17 (Asset Management Planning for Municipal Infrastructure) under the Infrastructure for Jobs and Prosperity Act, 2015 ;
AND WHEREAS municipal asset management plans and the Financial Accountability Office of Ontario have identified that municipalities have significant state-of-good-repair backlogs and renewal needs for infrastructure;
AND WHEREAS the Government of Ontario doubled the Ontario Community Infrastructure Fund (OCIF) from $200M/year to $400M/year for 2021-2026 but has not publicly committed to maintaining this level of funding beyond 2026;
AND WHEREAS the OCIF has become a vital and indispensable resource for municipalities, assisting them with improving their asset management programs and meeting community-preserving infrastructure renewal needs;
AND WHEREAS increased geopolitical uncertainty is threatening the economic prosperity of Canada, Ontario, and every municipality;
AND WHEREAS municipal infrastructure is a key enabler and preserver of economic prosperity;
AND WHEREAS the Municipal Finance Officers’ Association of Ontario (MFOA) has heard from its members and their municipalities concerns regarding the potential erosion of existing municipal infrastructure and thus service levels in light of the ongoing focus on housing-enabling infrastructure by grant funding programs;
NOW THEREFORE BE IT RESOLVED that THE MUNICIPALITY OF (blank) supports MFOA’s letter to the Ministry of Infrastructure requesting that the doubling of the Ontario Community Infrastructure Fund be made permanent in advance of the allocations for the 2027 calendar year, helping municipalities to continue building housing-enabling infrastructure while preserving the economic value provided by existing infrastructure.
2096-26 Conformity By-law
PDF page 40.
THE CORPORATION OF THE TOWNSHIP OF LAIRD
By-law Number 2096-26
BEING A BY-LAW to confirm proceedings of the meeting of Council,
September 17, 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 September 17, 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 17 th day of September 2026.
Mayor (blank)
Shawn Evoy
Seal
Clerk (blank)
Jennifer Errington