Regular Council Meeting Agenda 47 – September 18, 2025

Council Regular Meeting – August 21, 2025

PDF pages 5 to 10.

REGULAR AGENDA – AGENDA 46
CORPORATION OF THE TOWNSHIP OF LAIRD
August 21, 2025, at 6:00 pm

Laird Township Council Chambers

Present: Mayor: Shawn Evoy

Councillors: Todd Rydall, Brad Shewfelt, Wayne Junor,

Regrets: Matt Frolick

Clerk: Jennifer Errington

Treasurer : Rhonda Crozier

Road Superintendent: David Pollari

1. Call to Order

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

2. Declaration of Pecuniary Interest

Councillor Shewfelt filed a declaration of pecuniary interest with Agenda Item 11.

a. Closed Session: proposed acquisition or disposition of land, as Councillor Shewfelt has a direct pecuniary interest in the matter to be discussed.

3. Agenda Approval

#186-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council hereby approves the August 21, 2025, agenda as presented.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Council Regular Meeting – July 17, 2025

b. Special Council Meeting – August 21, 2025

c. Recreation Committee Meeting – No scheduled meeting for July

#187-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves minutes of the Regular Council meeting of July 17, 2025, and the Special Council Meeting of August 12, 2025.

Carried.

6. Adoption of Accounts

a. General accounts to July 31, 2025

#188-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves the general accounts to July 31, 2025, in the amount of $1,913.07.

Carried.

b. Roads accounts to July 31, 2025

#189-25

Moved by: Wayne Junor

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council approves the roads account to July 31, 2025, in the amount of $37,481.80.

Carried.

7. Staff and Committee Reports

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

i. Road Superintendent Report

#190-25

Moved by: Wayne Junor

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council receives the Road Superintendent Report dated August 21, 2025, as presented.

Carried.

ii. Council Q&A

b. Clerk Administrator, Deputy Treasurer

i. Clerk’s Report

#191-25

Moved by: Brad Shewfelt

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council receives the Clerk’s Report dated August 21, 2025; and

Further be it resolved that Council approves the following actions arising from the report:

Climate Ready Infrastructure Grant:

That Council approves submitting an application to the Climate Ready Infrastructure grant program through Climate Ready Canada for a technical study focused on determining whether culverts are appropriately sized not only for current conditions but also for future climate scenarios.

Share Shed and Feral Cat Concerns:

That Council directs staff to:

• Notify the concerned ratepayer of the Share Shed policy;
• Contact the Ontario SPCA to inquire about available programs to manage the feral cat population at the Waste Disposal Site, including but not limited to the Working Cat Program;
• Report back to Council with findings and potential next steps regarding a humane and environmentally responsible approach to managing the feral cat population; and
• Communicate to the concerned ratepayer that the Township is actively exploring alternatives and has already begun relocating some feral cats to local farms.

Laird International Raceway – Rain Date Approval: That Council approves Laird International Raceway (LIR) to operate on Sunday, August 24, 2025, should inclement weather prevent racing on Friday, August 22, or Saturday, August 23, 2025. If weather conditions prevent the event from occurring, LIR is approved to reschedule the event to the weekend of September 5, 6, and 7, 2025, with Sunday, September 7, 2025, serving as the rain date for that weekend.

Carried.

ii. Task Summary Sheet & Recent Activity Log

iii. Concern/Information Log – Updates

#192-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council receives the August 21, 2025, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

iv. Council Q&A

c. Treasurer’s Report

i. Budget report up to June 30, 2025

#193-25

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Budget Report up to June 30, 2025.

Carried.

ii. Arrears Update – Verbal report

iii. Financial Audit Meeting August 14, 2025 – Verbal report

d. Recreation Committee & Recreation Sub-Committees

i. Finns’ Bay Wharf Sub-committee Minutes – June 25, 2025

ii. Pumpkin Point Park Sub-committee Minutes – July 22, 2025

iii. Fairgrounds Sub-committee Minutes – July 22, 2025

#194-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council receives the June 25, 2025 Finns’ Bay Wharf Sub-committee minutes, July 22, 2025, Pumpkin Point Park Sub-committee minutes and the July 22, 2025, Fairgrounds Sub-committee minutes; and

F urther That Council approves the Finns’ Bay Wharf Sub-committee motion 09-25 to have the Wharf gazebo made accessible by altering the West corner and installing a 36-inch door to match the existing entrance door and install a ramp and requests the committee to put required renovations in the 2026 budget.

Council also approves the Finns’ Bay Wharf Sub-committee motion 10-25 to have the gravel be cut back by one load and the funds be used to purchase and install the life ring at the Finns’ Bay Wharf.

Council approves Fairgrounds sub-committee motion R34-25 to add the option of a $25.00 fee for having the horse arena groomed the following day by staff for evening rentals.

Carried.

iv. 2025 Committee and Board – Addition to Fairgrounds Sub-committee and resignations from Pumpkin Point Park Sub-committee and the Laird Hall Sub-committee.

#195-25

Moved by: Wayne Junor

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council approves adding Patrick Connolly as a member of the Fairgrounds Sub-committee and that Council accepts the resignation of Shawna DePlonty from the Pumpkin Point Park Sub-committee and the Laird Hall Sub-committee, with regrets, and would like to thank Shawna for her volunteer work.

Carried.

e. C emetery Board

f. Planning Board

g. Police Detachment Board

h. Algoma District Services Administrative Board

i. Algoma District Municipal Association (ADMA)

i. ADMA AGM – September 27, 2025, White River

BE IT RESOLVED THAT Council receives the ADMA correspondence and further that Council will send (blank) and (blank) to attend the September 27, 2025 meeting and will participate on the shared bus transportation.

Withdrawn.

8. Unfinished Business

a. Computer Purchase Options and Recommendation Report

#196-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approve the quote from Algoma Business Computers in the amount of $10,464.67 plus HST for the purchase of desktop computers, including full-service setup and a 3-year warranty, as per the specifications provided by the Township’s IT provider.

Carried.

b. Memo: Appointment of an Engineer for ECA Compliance

#197-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council appoint Algoma Engineering Co. to provide engineering services for the Township’s Environmental Compliance Approval (ECA) compliance at the Fairgrounds site, including preparation for and attendance at the pre-application consultation meeting with the Ministry of Environment, Conservation and Parks (MECP), at a cost of $5,000 plus HST, with fees as outlined in their submitted proposal;

And further that Staff be directed to notify the MECP of the appointment of a qualified person and provide estimated timelines for submission, in accordance with the requirements of the Inspection Report received July 3, 2025.

Carried.

c. Memo: Laird Fairgrounds Rental to LIR

#198-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council advises staff to not charge Laird International Raceway (LIR) any additional rental fees for their wrap-up weekend events.

Carried.

9. New Business

a. Fairgrounds Yard Light Replacement

#199-25

Moved by: Brad Shewfelt

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approve Black Fox Electric to install 4 300-watt flood lights for the horse barn area and 4 150-watt yard lights at the Laird Fairgrounds in the amount of $6,102.66 plus HST, to come out of working capital reserve; and

Further that Council approves Black Fox Electric to install horse arena lighting in the amount of $4,607.97 and to install 11 LED light figures in the LIR washrooms in the amount of $2,844.21.

Carried.

b. By-law Enforcement Officer – Best Buy Quote

#200-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council approves the Best Buy quote for a new laptop equipped with the necessary Microsoft Office program, contributing $215.00 to the joint purchase with the Townships of Macdonald, Meredith & Aberdeen Additional, Tarbutt and Hilton Township.

Carried.

c. 2025 Northeast Municipal Council Workshop

BE IT RESOLVED THAT Council reviews the save the date information on the upcoming 2025 Northeast Municipal Council Workshop on October 21 and 22, 2025, in Sudbury, and further that Council would like to register (blank) Councillors to attend. Tabled.

10. Notices of Motion

11. Closed Session

#201-25

Moved by: Todd Rydall

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council proceed into closed session at 7:51 p.m. in accordance with Section 239 (2) (c) a proposed or pending acquisition of disposition of land by the municipality or local board.

Carried.

a. Approval of closed meeting minutes of July 17, 2025.

Councillor Shewfelt excused himself from the council chambers due to declaration of conflict of interest for agenda item 11. b. Pending disposition of land by the municipality.

b. Pending disposition of land by the municipality

#202-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council come out of closed meeting session at 8:05 p.m. and continue with the Regular Council Meeting.

Carried.

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

#203-25

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council hereby accepts the offer from Bradley Shewfelt in the amount of $650.00 for the purchase of Lot 10, RCP H762, declared surplus to the needs of the municipality;

AND THAT the purchaser shall be responsible for all legal fees incurred by both the Township and the purchaser, as well as any applicable sales taxes;

AND THAT the purchaser shall be required to consolidate the subject property with their existing abutting parcel, as Lot 10, RCP H762 is undersized and not suitable for independent development, in accordance with By-law 1048-22 – Policies and Procedures for the Sale of Real Property;

AND FURTHER THAT Council acknowledges that efforts were made to notify both abutting property owners, including the Thompsons, and that staff were unable to locate a valid mailing address for one party despite reasonable efforts.

Carried.

12. Communications and Correspondence

a. Canadian Land Access Systems, RE: CLAS Introduction, June 11, 2025

b. Riston McBride, RE: Summer Co-op Student, August 6, 2025

c. Jim and Jackie Junor, RE: Support for Stop the Spray Ontario, August 13, 2025

• Council requested that staff formally put forward the West Nipissing and Moonbeam Township support resolution.

d. Jacob Kluding, RE: Laird Heritage Tidbits, August 2025

13. Mayor and Council Comments

• Mayor Evoy presented information on Biosolids.

14. By-laws

a. 2060-25 Conformity By-law

#204-25

Moved by: Wayne Junor

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT Council adopts By-law 2060-25 being a by-law to confirm the proceedings of the meeting of Council held on August 21, 2025.

Carried.

15. Adjournment

#205-25

Moved by: Wayne Junor

Seconded by: Brad Shewfelt

BE IT RESOLVED THAT this Council shall now adjourn to meet again on September 18, 2025, at 6:00 p.m. or until the call of the chair.

Carried.

Mayor – (blank) Shawn Evoy

Clerk – (blank) Jennifer Errington

Back to the agenda

Recreation Committee Meeting – August 26, 2025

PDF pages 11 to 12.

MINUTES

LAIRD RECREATION COMMITTEE

August 26, 2025, at 7:00 pm

Laird Township Council Chambers

Present: Shawn Evoy, Matt Frolick, Rhonda Crozier, JoAnne Entwistle, Justine Lamming, Noah Crozier, Suzanne Evoy

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

#29-25

Moved by: Noah Crozier

Seconded by: Shawn Evoy

BE IT RESOLVED THAT Recreation hereby approves the August 26, 2025 agenda as presented. Carried

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Recreation Meeting – May 28, 2025

#30-25

Moved by: Jo-Anne Entwistle

Seconded by: Justine Lamming

BE IT RESOLVED THAT Recreation approves Recreation Committee minutes of the Regular Meeting of May 28, 2025. Carried

6. Committee Reports

a. Bar River Hall – The hall committee is planning a Fall Supper to be held Saturday Oct. 4, 2025.

b. Heritage – The plans for the new building have to be redone.

c. Laird Fairgrounds – AHA complained about the mess in the horse stalls and AHA also ran out of water at an event. Laird Fair had a rain downpour and it put the arena out of order. Attempts to clear the rain water resulted in longer drainage time. It was suggested that we investigate a way to surface drain the arena.

d. Laird Hall – The OTF grant application was not accepted. The hall requires a hand wash station this year. The committee will be selling coffee and muffins during the Sylvan Circle on Sept. 20, 2025.

e. Pumpkin Point Park – The Meet and Greet held in August had not a good turnout and the weather was questionable.

f. Finns’ Bay Wharf – Some changes were made to the budget. Next meeting Sept. 17/25.

7. Adoption of Accounts

a. Recreation accounts for May, June and July, 2025

#31-25

Moved by: Shawn Evoy

Seconded by: Noah Crozier

BE IT RESOLVED that the Recreation Committee approves the accounts for May 2025 in the amount of $6461.49, June 2025 in the amount of $18,143.71 and July 2023 in the amount of $4695.56. Carried

8. Unfinished Business New Business

a. Summer Program – The program has come to an end and the summer employees did a great job. The summer employee as caretaker assistant is still working until no longer needed.

b. Appreciation BBQ – The Appreciation BBQ went well. Attendance was down.

9. New Business

a. The Budget Update will be available next meeting.

b. Plans for the Pumpkin Fest to be held Saturday Sept. 27, 2025 were discussed. The committee is in favour of paying for face painting if needed.

c. It was the consensus of the committee to allow for dog classes at the Laird Fairgrounds Gazebo during week nights this fall.

d. Shawn Evoy reported that Crystal Wells would like to sit on the Main Recreation Committee and the Bar River Hall Committee and Tianna Alton would like to sit on the Bar River Hall Committee.

e. The committee would like a Community Events Calendar on our website and look into a notification process.

10. Adjournment

#32-25

Moved by: Shawn Evoy

Seconded by: Justine Lamming

BE IT RESOLVED THAT this Recreation Committee shall now adjourn to meet again Sept. 30, 2025 at 7:00 p.m. or until the call of the chair.

Carried.

Chair – (blank) Matt Frolick

Secretary – (blank) Rhonda Crozier

Back to the agenda

General accounts to August 31, 2025

PDF page 13.

Township of Laird

General Cheques for August 2025

ACCOUNTS CERTIFIED CORRECT

Motion # (Signed) Mayor

To Treasurer of Laird Township Authority Herewith To issue Cheques in payment of Accounts Certified by Clerk as listed above.

(Signed) Clerk

I hereby certify that Accounts listed above have been paid, and amounts are charged to proper expenditure appropriation.

Date Passed by Council (Signed) Treasurer

Back to the agenda

Roads accounts to August 31, 2025

PDF page 14.

TOWNSHIP OF LAIRD

Road Department

VOUCHER LISTING

ACCOUNTS CERTIFIED CORRECT

Motion # (Signed) Road Superintendent

To Treasurer of Laird Township Authority Herewith To issue Cheques in payment of Accounts Certified by Road Superintendent as listed above.

(Signed) Mayor I hereby certify that Accounts listed above have been paid, and amounts are charged to Road Expenditure Appropriation.

Date Passed by Council (Signed) Treasurer

Back to the agenda

Task Summary Sheet & Recent Activity Log

PDF pages 15 to 16.

Agenda 47 ‐ September 18, 2025 1 of 2

TASK SUMMARY SHEET RECENT ACTIVITY LOG

Agenda 47 ‐ September 18, 2025 2 of 2

TASK SUMMARY SHEET RECENT ACTIVITY LOG

DATE MOTION # TASK CATEGORY CONTACT STATUS TARGET DATE

17‐Jul‐25 174‐25 CLERK JE IN PROGERESS Nov‐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 offet labour.

Note: Clerk has participated in a Access2Pay meeting to explore product, working on preparing report back to Council.

Back to the agenda

Concern/Information Log – Updates

PDF page 17.

Agenda 47 ‐ September 18, 2025

TOWNSHIP OF LAIRD

Registered Concern/Information Log

DATE CONCERN ACTION COMMENTS IN RETURN

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.

Admin, Concern‐Information Log 17

Back to the agenda

Fairgrounds Sub-committee Minutes – September 9, 2025

PDF pages 18 to 19.

MINUTES OF THE LAIRD FAIRGROUNDS COMMITTEE MEETING HELD AT THE LAIRD FAIRGROUNDS ON TUESDAY, SEPT. 09, 2025

MEMBERS PRESENT: Pat Connolly Vasco Dias Ashley Boychuk Jim Withers Brad Shewfelt Justine Lamming

SECRETARY: Rhonda Crozier

Call to order 7:018 pm by Ashley Boychuk Acting Chair

ON MOTION (No. R36-25) Moved by Brad Shewfelt, seconded by Jim Withers "That the committee approves the Agenda of Sept. 09, 2025 as circulated.”

CARRIED

ON MOTION (No. R37-25) Moved by Justine Lamming, seconded by Vasco Dias "That the committee approves the Minutes of July 22, 2025, as circulated.”

CARRIED

Business Arising out of the Minutes:

The committee discussed holding a Free Access Night next year and would like the municipality to set things up.

The committee discussed setting up a small arena next to the existing arena. Ashley Boychuk is to get a quote for our next meeting.

New Business:

The committee approved of adding a $500 budget for a bar freezer to the 2026 Operating Budget for the Laird Fairgrounds.

The committee discussed the issues and numerous complaints with the horse arena drainage. The committee members are going to see if a quote can be obtained to investigate with a camera and have it repaired.

New lights and toilets are being installed in the raceway washrooms. The gates are unlocked to access during fairground rentals. The committee would like some signage for the raceway washroom in the 2026 Operating Budget.

It was reported that the capital budget for the Outside Gazebo Washrooms amount of $5000 was used for an Engineer regarding an environmental study.

The committee discussed the plan for a layout of the Gazebo kitchen. It was the consensus of the committee to allow Pat Connolly to draft us a design plan for our next meeting.

ON MOTION (No. R38-25) Moved by Justine Lamming, seconded by Brad Shewfelt

"That the committee approves of the amount of $275 for a full day rental of the Laird Fairgrounds.” CARRIED

The Caretaker reported that he has been working on the horse stall improvements and has completed some but has more to do.

The Swap Meet is coming up on Saturday, September 20/25 from 8am to 3pm and the Pumpkin Fest is coming up on Saturday, September 27/25 from 10am to 2pm.

The secretary is going to look into having the Gazebo doors keyed alike.

Pat Connolly reported that the N.S.A.S. will be fixing the light fixture in the Gazebo that was broken during the fair.

ON MOTION (No. R39-25) Moved by Justine Lamming, seconded by Pat Connolly "That the committee approves of a deposit being collected for larger event rentals of the Gazebo like weddings and stags.” CARRIED

Budget:

The secretary reported on the status of the operating and capital projects.

Five-Year Plan:

a) Updated

2025 – announcer booth electrical, arena drainage, gazebo sinks 2026 – fencing at baseball diamonds, wheelchair accessible gazebo doors, painting arena board & posts, painting concession booths and barns, repair section of horse stalls, repair to one ball diamond, repairs to lighting 2027 – repair section of horse stalls, repairs second ball diamond, budget for section of playground equipment, pickleball/tennis/basketball courts 2028 – budget for section of playground equipment, repair section of horse stall, alter and repair fencing

2029 – install extra arena, budget for section of playground equipment

The next meeting will be held at the Laird Township Boardroom on Tuesday, November 18, 2025 at 7pm.

ON MOTION (No. R40-25) Moved by Jim Withers

“That the Sept. 9, 2025 meeting be adjourned @ 8:30 pm.” CARRIED

CHAIRPERSON: (blank)

SECRETARY: (blank)

Back to the agenda

Laird Fairgrounds Water Meters - ESTIMATE

PDF page 20.

Estimate

Plumbers Plus

483 Second Ave.

Sault Ste. Marie, Ontario, Canada

P6C 4N5

705-575-7695

info@plumbersplus.ca

HST# 75391 8705 RT001

BILL TO ESTIMATE #

113

ESTIMATE DATE

Township of Laird 08/09/2025 3 Pumpkin Point Road West

Echo Bay, Ontario

P0S 1C0

DESCRIPTION AMOUNT

Install two(2) 1" brass water meter and two(2) 1-1/4" brass water meter 2,985.00 in water room at the Laird Fairgrounds. This will allow the Township to meter the water use of each distribution point.

Price includes all material and labour.

Subtotal 2,985.00

HST 13.0% 388.05

TOTAL $ 3,373.05

Back to the agenda

Memo: Blue Box Program – Change Notice

PDF pages 21 to 25.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: September 18, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Blue Box Program – Change Notice

Background/Overview

The Township of Laird entered into a Depot Operations Agreement with Circular Materials Ontario (CMO) on September 22, 2024, for services related to Blue Box materials. The initial term of the agreement was scheduled to run from October 1, 2025, to December 31, 2025.

CMO has issued a Change Notice under the Change Management clause of the agreement. The Change Notice extends the Township’s Blue Box depot operations into 2026 and beyond, to ensure uninterrupted access to Blue Box services for our residents.

Summary of changes in the Change Notice:

• Extension of Agreement :

The agreement will be extended for a period of three (3) years, from January 1, 2026, to December 31, 2028.

• Revised Monthly Compensation:

The monthly compensation will decrease from $628.59 to $531, reflecting a regional cost average.

• Discontinuation of Non-Eligible Materials:

As of January 1, 2026, Non-Eligible materials will no longer be accepted as part of the Blue Box program.

Definition: Non-Eligible Sources

Non-Eligible sources are those that do not qualify for Blue Box service under the new program guidelines. These include:

• Industrial or commercial properties (excluding any residential units on such properties)
• Not-for-profit organizations
• Municipal buildings or facilities
• Daycares
• Places of worship
• Campgrounds and trailers
• Commercial farms (excluding the residential home on the farm property)

Based on MPAC (Municipal Property Assessment Corporation) data, CMO has determined that 3.7% of sources in the Township of Laird are non-eligible.

Required Actions:

• The Township must implement measures to prevent the co-mingling of Non-Eligible and Eligible Blue Box materials. These may include: A Council resolution confirming that preventative measures will be

o

enacted;

Clear signage at depot sites;

o

Provisions of separate bins for Eligible and Non-Eligible materials;

o

Submission of documentation (e.g., resolution and photos of depot setup)

o

to CMO.

Council Decision Required:

Council must determine whether to:

1. Continue collecting Blue Box materials from non-eligible sources — which would require the Township to provide and fund separate collection bins;

OR

2. Discontinue Blue Box service to non-eligible sources following the end of the transition period on December 31, 2025.

RECOMMENDATION

That Council approve the Change Notice issued by Circular Materials Ontario, and that staff be directed to prepare a detailed report and plan addressing the management of non-eligible materials starting January 1, 2026. This plan should also evaluate the cost and operational implications of continuing or discontinuing Blue Box service for non-eligible sources.

Recommended Resolution :

BE IT RESOLVED THAT the report from the Clerk dated September 18, 2025, regarding the Blue Box Program – Change Notice be received;

AND THAT Council authorizes staff to approve the Change Notice as presented;

AND FURTHER THAT staff be directed to prepare a report outlining a plan to manage non-eligible materials as of January 1, 2026, with options and associated costs of continuing to or discontinuing Blue Box service for non-eligible sources.

ATTACHMENT

• Change Notice – June 30, 2025

June 30, 2025

CHANGE NOTICE

Depot Operations Agreement Number 2024-00-149

WHEREAS Circular Materials Ontario (“ CMO ”) and The Corporation of the Township of Laird (“ Contractor ”) entered into a Depot Operations Agreement for services related to Blue Box Material Number 2024-00-149 with an effective date of 22-09-2024 (the “ Agreement ”);

AND WHEREAS pursuant to Section 8.8 of the Agreement, CMO is issuing a Change Notice to extend the Agreement Term for a period of three (3) further one (1) year terms from the Agreement expiry date of December 31, 2025, which begins on January 1, 2026, and expiries on December 31, 2028.

This Change Order is applicable to the depots listed in the accompanying Schedule A.

The Contractor shall review and confirm the proposed changes described below are acceptable:

1. Contractor would provide depot services for residential blue box material to the households receiving depot garbage services in The Corporation of the Township of Laird at the locations, on the days and for the hours of operation listed in Schedule A.

2. The Change Order would be effective January 1, 2026:

a. The following definitions would be removed:

i. Non-Eligible Source;

ii. Non-Eligible Source Blue Box Material Unit Price; and

iii. Non-Eligible Source Deduction.

b. Section 3.2 (a) would be revised to read: “The Contractor will receive Blue Box Material as defined in the Regulation delivered by Eligible Sources to a Depot.”

c. The words “as set out in Exhibit 4” would be deleted from Section 3.2(e).

d. Section 3.3 would be deleted.

e. Section 4.1 would be deleted and replaced with the following:

“ 4.1 Scope of Promotion and Education Services

(a) The Contractor shall have primary responsibility for providing persons associated with Households the following information about Collection Services:

(i) the location of every depot collection site and its hours of operation;

(ii) a telephone number and email address at which persons may receive responses to questions or concerns relating to Collection Services.

(b) The Contractor shall:

(i) distribute CMO’s Promotional and Educational Materials at the direction of CMO;

(ii) support local Promotional and Educational events organized by CMO at the direction of CMO; and

(iii) use messaging and images provided by CMO in the Contractor’s Promotion and Education Materials for the purposes of the Collection Services in this Agreement and for no other purpose. ”

(c) The number of Households receiving Promotion and Education Services shall be recorded in Section 1.9(a) of Exhibit 6 and may be updated to reflect any Change Orders under this Agreement.

f. Exhibit 4: Blue Box Material Accepted in Collection System would be deleted, and the Table of Contents and paragraph 6 of the Recitals would be revised accordingly.

g. Exhibit 6: Compensation Section 1.9 (c) and Section 1.11 would be deleted.

h. The definition of Residential Depot Operation Costs in Exhibit 6: Compensation would be revised to read : “Residential Depot Operation Costs” means $ 531, effective January 1, 2026, and subsequently as adjusted in accordance with Section 1.10 of this Exhibit” .

i. Section 1.9 (c) of Exhibit 6: Compensation would be revised to read: “ $0.35 multiplied by 560 (the number of Households that receive depot only Promotion and Education Services for such calendar month) and divided by twelve (12); plus” .

3. Any capitalized terms used herein but not defined shall have the meaning attributed to such terms in the Agreement or the SOW, as applicable.

Schedule A

1. Exhibit 2 : Staffed Depots would be updated to the following:

Saturday: 9:00 am to 5:00 pm

Holidays Closed

Back to the agenda

Memo: Laird Fairgrounds Sewage ECA – Topographical Survey

PDF pages 26 to 28.

TOWNSHIP OF LAIRD
REPORT TO COUNCIL

Date: September 18, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk

Subject: Laird Fairgrounds Sewage ECA – Topographical Survey

Background/Overview

At the Council meeting held on August 21, 2025, Council appointed Algoma Engineering Co. to prepare for and attend a pre-application consultation meeting with the Ministry of Environment, Conservation and Parks (MECP) regarding the Laird Fairgrounds Sewage Environmental Compliance Approval (ECA).

Algoma Engineering Co. has been in contact with the MECP; however, the date of the pre-design consultation meeting has not yet been confirmed. Regardless of the outcome of this meeting, a topographic survey will be required to prepare detailed approval drawings addressing deficiencies identified in the Algoma Engineering Co.’s technical memorandum.

Algoma Engineering Co. has provided Council with two (2) survey options:

• Option A – $3,500

Area limited to the existing raised septic field bed (outlined in red on attached sketch).

• Option B – $6,000

Expanded survey coverage (outlined in blue) to allow for design flexibility should MECP require a new septic field bed. This may be necessary if the MECP does not permit the existing fairgrounds washrooms (currently discharging to a holding tank) to connect into the existing leaching bed, or if loading rates exceed design capacity. Algoma Engineering Co. would like to have two (2) potential locations for a future field bed in the event soil conditions are undesirable.

Rationale for Approval in Advance of MECP Consultation:

• There is no guarantee the pre-consultation will be scheduled before winter conditions.
• Snow cover will prevent survey work until spring, which would delay the design and regulatory approval process.
• Approving the survey now ensures readiness to proceed with ECA application drawings immediately following MECP direction.

RECOMMENDATION

That Council authorize Algoma Engineering Co. to proceed with a topographical survey of both the Red and Blue Zones as identified on the attached sketch, at a total cost of $6,000 , to provide flexibility should MECP require additional disposal bed siting.

Recommended Resolution:

BE IT RESOLVED THAT the report from the Clerk dated September 18, 2025, regarding the Laird Fairgrounds Sewage ECA – Topographical Survey be received;

AND THAT Council authorizes Algoma Engineering Co. to proceed with a topographical survey of both the Red and Blue Zones as proposed, at a total cost of $6,000, to support the Environmental Compliance Approval (ECA) process for the Laird Fairgrounds.

ATTACHEMENT

• Laird Fairgrounds Sketch

PDF page 28 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 28, or contact the Township office for an accessible format.

Back to the agenda

Memo: Christmas Closure 2025

PDF page 29.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: September 18, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Christmas Closure 2025

Background/Overview

Administrative staff respectfully request Council’s approval to close the municipal office the at noon on Christmas Eve, Wednesday, December 24, 2025 and open again Friday, January 2, 2026, to allow for Christmas celebrations and regeneration. Based on the statutory holidays, to be off these days, three days would be taken as vacation time or banked time.

As per the Employment Agreement, vacation time of one week or more in duration shall be reported to Council. The Clerk requests to be off from Monday, December 22, 2025, to January 2, 2026, taking two full weeks off.

The Waste Disposal Site will not be affected by the holiday this year and will be open as usual.

The roads department will technically be closed on the statutory holidays but will work as needed for winter operations.

If this recommendation is approved, the municipal office will be closed from noon on Wednesday, December 24, until Friday, January 2.

FINANCIAL IMPACT

There is very minimal financial impact, save for reduced use of heat and hydro. Staff would be required to use their own time for December 29, 30, and 31.

RECOMMENDATION

BE IT RESOLVED that the report from the Clerk regarding Christmas Closures be received; That Council authorizes the closure of the municipal office from noon on Wednesday, December 24 until 9 a.m. on Friday, January 2, 2026; and acknowledge the Clerk’s vacation request for two weeks from December 22, 2025, to January 3, 2026, inclusive.

Back to the agenda

LIR Schedule Approval & Procedure for Curfew Extension

PDF pages 30 to 32.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: September 18, 2025

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: LIR Schedule Approval & Procedure for Curfew Extension

Background/Overview

LIR Schedule Approval

As per Section 6.1 (10) of the Laird International Raceway (LIR) Lease Agreement:

“The Tenant shall schedule races on the Premises only on Thursdays and Saturdays for the race year, May to September, and the Final Show weekend is able to be on a Friday and Saturday. The schedule must be established and submitted to the Landlord prior to the start-up of the racing season to secure dates.”

The 2026 LIR Schedule has been submitted for Council’s review and approval, see attached. The schedule includes a number of items requiring Council’s specific authorization, as outlined below.

Items for Council Consideration

1. Opening Weekend - Friday Race Request

LIR is requesting approval for a Friday race on June 26, 2026 , for the Opening Weekend. Under the current lease, Friday races are only permitted for the Final Show weekend.

2. Additional Friday Rain Date Request

LIR is also requesting a rain date on Friday, July 10, 2026 . This would also be outside the permitted schedule under the lease.

3. Sunday Rain Date Approvals

To streamline operations and avoid multiple requests during the season, LIR is requesting pre-approved Sunday rain dates for:

June 28, 2026 (Opening Weekend)

o

August 22, 2026 (Final Show Weekend)

o

Procedure for Curfew Extensions

Section 6.1 (11) of the lease agreement states:

“The Tenant shall not permit vehicles to race later than 11:00 p.m. on a race day, however, music for the Final Show weekend can play until 12:00 midnight.”

LIR is requesting the establishment of a clear, simplified procedure when racing may require up to 10 minutes beyond the 11:00 p.m. curfew . In the past, LIR would contact the previous Clerk, and she would then get approval from the previous Mayor.

RECOMMENDATION

It is recommended that Council approve the 2026 Laird International Raceway Schedule as submitted, including the requested deviations from the lease terms, and that a formal procedure be adopted for minor curfew extensions.

Recommended Resolution:

BE IT RESOLVED THAT the report from the Clerk Administrator dated September 18, 2025, regarding the Laird International Raceway 2026 Schedule and Procedure for Curfew Extension be received;

AND THAT Council approves the 2026 Laird International Raceway Schedule, including the following exceptions to the lease agreement:

• A Friday race on June 26, 2026, for Opening Weekend;
• A rain date on Friday, July 10, 2026;
• Pre-approved Sunday rain dates on June 28, 2026, and August 22, 2026;

AND THAT Council approves the following procedure for race night curfew extensions:

• That if LIR requires up to 10 additional minutes past the 11:00 p.m. curfew, the Raceway shall contact the Mayor directly for approval in advance.

ATTACHEMENT

• 2026 LIR Schedule

PDF page 32 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 32, or contact the Township office for an accessible format.

Back to the agenda

2061-25 Conformity By-law

PDF page 33.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-law Number 2061-25

BEING A BY-LAW to confirm proceedings of the meeting of Council,
September 18, 2025.

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 18, 2025, 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 18 th day of September 2025.

Mayor (blank)

Shawn Evoy

Seal

Clerk (blank)

Jennifer Errington

Back to the agenda