Regular Council Meeting Agenda 18 – January 18, 2024

REGULAR MINUTES — AGENDA 17

PDF pages 4 to 7.

REGULAR MINUTES — AGENDA 17
CORPORATION OF THE TOWNSHIP OF LAIRD
December 21, 2023 at 6:00 pm
Laird Township Council Chambers

Present: Mayor: Shawn Evoy

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

Road Superintendent: David Pollari

Treasurer: Rhonda Crozier

1. Call to Order

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

2. Declaration of Pecuniary Interest

3. Agenda Approval

#261-23

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council hereby approves the December 21, 2023 agenda as presented.

Carried.

4. Delegations and Presentations

5. Adoption of Minutes of Previous Meeting

a. Council Meeting — November 30, 2023

#262-23

Moved by: Matt Frolick

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council approves Council minutes of the Regular Meeting of November 30, 2023, as presented.

Carried.

6. Adoption of Accounts

a. General accounts to November 30, 2023

#263-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the general accounts to November 30, 2023, in the amount of $75,521.30, as presented.

Carried.

b. Roads accounts to November 30, 2023

#264-23

Moved by: Todd Rydal

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves the roads account to November 30, 2023, in the amount of $39,638.53 as presented.

Carried.

7. Staff and Committee Reports

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

i. Road Superintendent Report

• A lot of patching work due to the weather changes and rain.
• Brushing heavy areas, focusing on Riverside Drive, and once complete moving forward will be maintenance work around Township.
• Additional modifications were required on the truck, front frame on new truck is wider, modifications had to be made. A Pintle hitch was added to truck.
• Old truck to be listed for sale on GovDeals marketplace website.

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ii. Council Q&A

iii. | Plow Truck — Exhaust modifications

• Currently, the exhaust blows down which isn’t good for the vehicle, it will be budgeted in 2024 to have the modification to have the exhaust go up.

b. Clerk Administrator, Deputy Treasurer

i. Clerk's Report

ii, Council Q&A

#265-23

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT the Clerk’s Report dated December 21, 2023, be received as presented and arising from the report;

THAT Council directs staff to communicate with Algoma Public Health that the Boil Water Order will be kept in place at the Laird Hall and monthly water samples will be conducted for one year to have the order lifted.

THAT Council requests staff to set up a Laird Township Facebook page;

THAT Council directs staff to initiate having a new Township logo designed with an agricultural component; and

THAT Council directs staff to request Northern Insurance Brokers to increase the deductible for Liability from $5,000 to $15,000.

Carried.

Treasurer's Report

• Recreation Committee & Recreation Sub-Committees a Cemetery Board

o

* Planning Board

Police Service Board

e Algoma District Services Administrative Board

z

“ Algoma District Municipal Association (ADMA)

Unfinished Business

a. Task Summary Sheet & Recent Activity Log

b. Concern/Information Log — Updates

#266-23

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council receives the December 21, 2023, Task Summary Sheet & Recent Activity Log and the Concern/Information Log as presented.

Carried.

c. Memorandum: Complaint Policy

#267-23

Moved by: Wayne Junor

Seconded by: Todd Rydall

BE IT RESOLVED THAT Council receives the Complaint Policy report and Council adopts By-law 2004-23 being a by-law to approve a policy for municipal complaint reporting, as presented.

Carried.

d. Memorandum: Fairgrounds Rental: RCMP Musical Ride

#268-23

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the report on the Fairgrounds Rental: RCMP Musical Ride dated December 21, 2023 and that Council requests the Clerk to reach out to Laird International Raceway (LIR) to discuss the Thursday, July 11, 2024 date.

Carried.

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New Business

a. Preliminary 2024 Budget

#269-23

Moved by: Matt Frolick

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council receives the Preliminary 2024 Budget, and adopts the Preliminary 2024 Budget to have a budget in place for the start of the fiscal year, Council will review and revise the Budget and will adopt a Final Budget with the 2024 tax rates in March of each year

Carried.

b. Council Meeting move from February 15 to February 22, 2024

#270-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council approves to have the February 2024 Council meeting on February 22, 2024 and to advertise date change on website.

Carried.

c. Neebish Road Water Access - Discussion

• Councillor Rydall reported that he had received complaints that someone was purposely pushing snow into the Neebish Road Water Access. Councillor Rydall will speak with the people who may be pushing snow, and request that snow not be pushed into the water access.

10. Notices of Motion

11. Closed Session

12. Communications and Correspondence

a. Algoma Public Health — November 24, 2023, 2024 Municipal Levy Notice

b. Support Resolution from City of Greater Sudbury

Re: Amendment to the Occupational Health and Safety Act to Clarify the Definition of “Employer”

#272-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council of the Township of Laird supports the City of Greater Sudbury to request the province to amend the Occupational Health and Safety Act to clarify the definition of “employer” to exclude owners that have contracted with a constructor for a project.

Carried.

13. Mayor and Council Comments

14. By-laws

a. 2006-23 Tax Ratio 2024

#273-23

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council adopts By-law 2006-23 being a by-law to establish the 2024 Tax Ratios.

Carried.

b. 2007-23 Interim Tax Rate 2024

#274-23

Moved by: Todd Rydall

Seconded by: Wayne Junor

BE IT RESOLVED THAT Council adopts By-law 2007-23, being a by-law to set the 2024 Interim Tax Rates.

Carried.

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c. 2008-23 Conformity By-law

#275-23

Moved by: Todd Rydall

Seconded by: Matt Frolick

BE IT RESOLVED THAT Council adopts By-law 2008-23 being a by-law to confirm the proceedings of the meeting of Council held on December 21, 2023.

Carried.

15. Adjournment

#276-23

Moved by: Wayne Junor

Seconded by: Matt Frolick

BE IT RESOLVED THAT this Council shall now adjourn to meet again January 18, 2024 at 6:00 p.m. or until the call of the chair.

Carried.

Mayor —

Shawn Evoy

Clerk —

Jennifer Errington

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MINUTES OF THE LAIRD RECREATION COMMITTEE MEETING HELD AT THE

PDF pages 8 to 10.

MINUTES OF THE LAIRD RECREATION COMMITTEE MEETING HELD AT THE LAIRD TOWNSHIP OFFICE ON TUESDAY, DECEMBER 14, 2023

MEMBERS PRESENT: Donna Bos Matt Frolick

Rhonda Crozier Jo-Anne Entwistle Brenda Aelick Noah Crozier Shawn Evoy

REGRETS: Suzanne Evoy

The meeting was called to order by Matt Frolick, Acting Chairperson.

ON MOTION (No. R47-23) Moved by Shawn Evoy, seconded by Noah Crozier "That the committee approves the Main Recreation Committee Agenda of December 14, 2023 as presented." CARRIED

ON MOTION (No. R48-23) Moved by Shawn Evoy, seconded by Noah Crozier "That the committee approves the Main Recreation Committee Minutes of October 2023 as presented.” CARRIED

Committee Reports:

1. Bar River Hall: Hall is lifted and joists have been changed and repairs have been made. Committee is meeting to go over plans.

2. Laird Hall: The hall is decorated for Christmas. The boy scouts did some purging of their things. The water system is not working and signs are up not to drink the water.

3. G. W. Evoy Rink: Construction fence will be moved for the start of the rink.

4. Laird Fairgrounds: RCMP is hoping to hold a Musical Ride this summer. If so, preparation work is to be done.

Gazebo Trillium Grant repairs are completed.

5. Heritage Foundation is steaked out.

ON MOTION (No. R49-23) Moved by Donna Bos, seconded by Brenda Aelick "That the committee approves the account for October 2023 in the amount of $22,686.99 and November 2023 in the amount of 3,337.34 as presented." CARRIED

Business Arising from Minutes:

The secretary reported that the township broke even with expenses and revenue for the Pumpkin Fest 2023.

/2

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New Business:

ON MOTION (No. R50-23) Moved by Brenda Aelick, seconded by Jo-Anne Entwistle "That the committee approves of mailing out the recreation Season’s Greetings flyer as presented and sets a budget of $5 for each participant in the colouring contest." CARRIED Brenda Aelick reported that the office processed approximately 16 Santa Letters this year. The Winter Carnival is being planned for January 27, 2024.

The next meeting will be held Tuesday January 9, 2024 at 7:00p.m. at the Laird Township Boardroom.

ON MOTION (No. R51-23) Moved by Donna Bos and Seconded by Brenda Aelick "That the December 14, 2023 meeting by adjourned.” CARRIED

CHAIRPERSON:

SECRETARY:

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Township of Laird

General Cheques for December 2023

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

Date Passed by Council (Signed) Treasurer

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TOWNSHIP OF LAIRD – Road Department

PDF page 11.

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 | hereby certify that Accounts listed above have been paid, and amounts are charged to Road Expenditure Appropriation.

Date Passed by Council (Signed) Treasurer

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TOWNSHIP OF LAIRD – 5-Year Road Plan

PDF pages 12 to 16.

TOWNSHIP OF LAIRD

5-Year Road Plan

2024 2024 to 2028

Road Activity Rational |

Double Surface Treatment

Porchuck Road 1600 meters

O ve r new culvert on Government Road 100 meters NOTE: new to plan

Single Surface Treatment

Reids Highway to Porchuck 3200 meters

Neebish Highway to Government 1,500 meters NOTE: new to plan

Resurface Gravel

Porchuck 40 loads

Lake George Road 40 loads

Isbester Road Steads NOTE: remove from plan Yard (stock) 20 loads

Ditching

Cemetery Road 420 meteres west side #718 - #799

Lak e Geor ge Road E as t 80 0 m e te r s t o f in is h S o ut h S i de NO TE : n e w to plan Riverside Drive 700 meters southside NOTE: new to plan Ditching to cl ea n up brush and water issues

Culverts

Add spillway culverts to Lake George Road 1H@-#8152-west of # 79 6 NOTE: remove from p l an

@ #799

Cross Culvert Cemetery Road

Cross Culvert Lake George (across from 60' x 8' cross culvert NOTE: new to plan Fairgrounds) Stock at yard f or install at a future date.

N OT E : n ew t o 5 - y e a r pl an Br us hi ng

|Target Areas: Finns' Bay Road, Point D r i ve , Rieds Road, and Townline Road

Tree Limbing NOTE: n e w to 5-year plan | Ta r g et Areas: Pumpkin Point Road, Reids Road Ea st, G ov e rn m e nt Road

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TOWNSHIP OF LAIRD

5-Year Road Plan

2025 DRAFT 2024 to 2028

| Road | Activity | Rational

Double Surface Treatment

[Lake George Road East |1650 meters |

Single Surface Treatment

Bar River Road Tracks to Cemetery Road 3600 meteres

Lapish Road Tracks to Lake George Road 1400 meters

Resurface Gravel

Riverside 10 loads

Cemetery Road 15 loads

Lake Shore Drive 10 loads

Yard (stock) 20 loads

Ditching

R y da l l Mi ll Roa d f ro m # 8 7 ea st t o #178 no rth si de 4 50 m et e rs Finns' Bay Road Neebish west 300 meters to # 73 north side

Culverts

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TOWNSHIP OF LAIRD

5-Year Road Plan

2026 DRAFT 2024 to 2028

| Road | Activity | Rational

Double Surface Treatment

|

Single Surface Treatment

|Government Road |Townline to Pumpkin Point Road 15200 meters

Resurface Gravel

[Yard (stock) |25 loads

Ditching

|Neebish Road West |MacDonald Drive to Finns' Bay Rd |8 00 meters north side

Culverts

|

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TOWNSHIP OF LAIRD

5-Year Road Plan

2027 DRAFT 2024 to 2028

| Road | Activity | Rational

Double Surface Treatment

| |

Single Surface Treatment

Government Road Pumpkin Point to Bar River Rd 5100 meters Lapish Road

Resurface Gravel

|Yard (stock) |20 loads

Ditching

Lake George Road West 1050 meters bridge east to #104 south side Pumpkin Point Road West 150 meters Lakeview west to cross culvert south side

Culverts

|

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TOWNSHIP OF LAIRD

5-Year Road Plan

2028 DRAFT 2024 to 2028 NOTE: 2028 is new to plan

| Road | Activity | Rational

Double Surface Treatment

| | |

Single Surface Treatment

|Neebish Road West [Highway to Finns' Bay, 3,300 meters |

Resurface Gravel

Yard Stock 20 loads

Ditching

Calabougie - South Side Rydall's to Lake, approximately 1,000 meters L a ke G e o rg e R oa d Ea st B ot t o m of h il l t o la rge Cr os s C ul ve r ty , app roxim ately 700 m

Culverts

La rge cross culverty on Lake George Road 60 feet x 8 feet

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Memo: 2023 Council Remuneration Report

PDF pages 17 to 22.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: January 18, 2024

To: Mayor Evoy and Council

From: Rhonda Crozier, Treasurer

Subject: 2023 Council Remuneration Report

Background/Overview:

The Ontario Municipal Act, 2001 Section 284 as amended states that the Treasurer shall ‘provide to the council of the municipality an itemized statement of remunerations and expenses paid in the previous year’.

Analysis:

Attached is the itemized statement of remuneration and expenses paid in 2023.

Recommendation:

BE IT RESOLVED THAT Council receives the 2023 Council Remuneration report as presented.

ATTACHEMENT:

• Laird Council Expenditures 2023

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LAIRD COUNCIL EXPENDITURES

2023

EE | rs T MILE| AMEGETEING S&) SCS y

' NAME J HONOURARIUM | STIPEND $ MILEAGE JI TOTAL J | I | | | |

|MayorShawnEvoy ene 4,800.00; 300.00; 210.65 | _ 5,310.65 |

| | | |

pesuncillor Matt Frolick ee, | — racesar s 3,600.00; = (100.00; tamil

[CounciWaylnel oJurno r _— 3,600.00! 10000! =| _3,700.00

| ] | | |

[GqunciElde laoisn h ymca reece! eae 3,600.00| 100.00}. == 3,700.00 |

| | | | | (CounciTolddl oRyrda l ee 3,600.00; 100.00; _1 _ 3,700.00 |

19,200.00 700.00 210.65 20,110.65

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TASK SUMMARY SHEET RECENT ACTIVITY LOG

of the East end of the Laird Cemetery in the amount of $14,464.00 (HST

included).

Note: Work will not start until 2024 due to change of season

167-23 Council approves the high-end budget q u ot e from The Plumbers in the amount CLERK JE COMPLETED 24-Aug-23

of $22,250.00 plus HST

21-Sep-23 S t a f f Report Guardrail research ROADS DP I N PROGRESS

186-23 Council requests staff to provide a report ona Trailer By-law CLE RK JE IN P R O G R E SS 21-Sep-23

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TASK SUMMARY SHEET RECENT ACTIVITY LOG
|DATE | MOTION # |TASK [CATEGORY | CONTACT STATUS

21-Sep-23 191-23 CLERK JE IN PROGRESS Council re cei ves the Health and Safety Assessment Report from Business

Solutions, as presented and requests that the C le r k arrange to have the housekeeping issues resolved and have the HR Standing Committee make

recommendation on policy and procedure development.

Note: HR Standing Committee had its first meeting September 28, 2023 and has started review.

19-Oct-23 208-23 Council declares Plan H762, Lot 28 RCP as surplus land; and as pet Bylaw 1048- CLERK JE IN PROGRESS 22, being a by-law to establish policies an d procedures for the sale of real

pr ope rty , the sale procedure under se cti on 13 wa s followed an d the property will be sold to Greg and Tracy Reidt in the amount of $1,100.00; and furthermore, Council directs the Clerk to start the process.

30-Nov-23 244-23

necessary.

Note: to b e advertised on GovDeals

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TASK SUMMARY SHEET RECENT ACTIVITY LOG

|DATE |MOTION # [TASK |CATEGORY | CONTACT STATUS

30-Nov-23 253-23 Council receives the Annual Report Notice of Motion an d that Co unc il requests CLERK JE IN PROGRESS the Clerk to amend Notice By-law 814-03 to in clu de the annual report

requirement to provide a high-level summary of the past year's activities of Council, Staff and volunteers.

21-Dec-23 265-23 Council request staff to set up a Laird Township Fa cebo ok page CLERK/ADMI JE/BA IN PROGRESS

265-23 Council directs staff to initiate having a new Township logo designed with an ADMIN BA IN PR OGR ESS

21-Dec-23

agricultural component.

268-23 Council requests the Clerk to reach out to Laird International Raceway (LIR) to CLERK JE IN PROGRESS

21-Dec-23

discuss the Thursday, July 11, 2024 date

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TOWNSHIP OF LAIRD

Registered Concern/Information Log

DATE CONCERN ACTION COMMENTS IN RETURN January 4, 2023 State of Waste Disposal Site, concerns of Have attendant clean up issues, and it is in Progress safety with glass jars on cement floor, suggested to have a Share S h ed and Recycling c a rd b o ar d not broken down between bins. policy.

Share shed is over full.

June 19, 2023 Share Shed at Waste Disposal Site, concerns _|Formalize Share Shed policy, staff have been |In Progress that staff are taking items prior to Laird directed that no items are to be taken by c o mm u n it y getting a chance to see what has |township employees from share shed or been dropped off anything else brought to the site. But, no formal policy.

September 12, 2023 Co ncer n that neighbouring properties built Request Council to consider a side set-back In Progress, By-law Enforcement their dr ivew ays on the very edge of the for driveways within the Laird Township Officer handling matter. property lines that b oa r d er their property. zoned as "Cottage" so future property owners Concerns with structures on property that are not confronted with the same. Clerk will may be deemed mobile or temporary. ask By-law Enforcement Officer to attend site to investigate mobile home concern.

FINE LINE IN THE STAFF-COUNCILLOR RELATIONSHIT'

Quo te f r o m M un ic ip al W o rl d

Dealing with Problems - First of all the councillor should be taking enquiries to t h e 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

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Memo: Township Logo

PDF pages 23 to 26.

TOWNSHIP OF LAIRD
MEMORANDUM

Date: January 18, 2024

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Township Logo

Background/Overview:

At the December 21, 2023, Council meeting, the Clerk presented the Clerk's report that outlined that staff was trying to track down a vector file for the Township logo to have decals made for the new Plow Truck. It was recommended by staff that if we were to have a company create a vector file, this would be a good opportunity to design a new logo that better represents the Township. Council discussed the matter and passed motion # 265-23, “That Council directs staff to initiate having a new Township logo designed with an agricultural component”.

Staff have initiated the new logo, attached are two logo designs, that both have the agricultural elements that was requested along with the water feature to represent Lake George.

Recommendation:

It is recommended that Council choose a design from the two options.

BE IT RESOLVED THAT Council receives the report on the Township Logo dated January 18, 2024, and that Council requests the Clerk to have the design finalized as the Township logo and have all appropriate formats created.

ATTACHEMENT:

• Logo Design

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PDF page 24 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 24, or contact the Township office for an accessible format.

Laird Township Committees and Boards Approved -

Main Recreation Committee (maximum 9 members -1 council)

Name Role Donna Bos Note: Thinking about steping down Jo-Anne Entwistle Laird Hall Rep & Wharf Rep Suzanne Evoy Rink Rep

Matt Follick Chair & Council Representative Brenda Aelick Fairgrounds Rep

Rhonda Crozier Secretary-Treasurer PPP Rep Shawn Evoy Council Representative & BRH Rep Noah Crozier Member

Kelsey Siddall New: Pending Council approval Recreation Sub-Committees:

Bar River Community Centre - 1 Council

Name Role Allen Cook

Pam Cook

Shawn Evoy Chair & Main Rec/Council Rep Suzanne Evoy

Marlene Paquette

Heather Frolick Caretaker

Kelsey Bailey

Matt Frolick Council Rep

G.W. Evoy Memorial Rink - 1 Council

Name Role Allen Cook

Suzanne Evoy Note: Will stay unless a younger person steps up Darin Evoy

Merril Evoy Chair

Shawn Evoy

Laird Fairgrounds Committee - 1 Council

Name Role Ed Lapish Council Rep

Brad Shewfelt O. F.A. member

Brenda Aelick Chair / Main Rec Rep Vasco Dias grounds manager Colleen Alloi

Jim Withers

Chuck Siddall

Rhonda Crozier Secretery

Laird Hall Community Centre - 1 Council

Name Role Dick Beitz

Shawna Deplonty

Heather Taylor Caretaker

Cheryle Frenette

Linda Kiraly

Jo-Anne Entwistle Rec Rep

Wayne Junor Council Rep

Faye Crozier New: Pending Council approval

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Pumpkin Point Park Committee - 1 Council

Name Role Dick Beitz

Shawna Deplonty

Rhonda Crozier Secretary Kathy Sutherland Chair Vasco Dias Grounds Manager Todd Rydall Council Rep Finns' Bay Wharf Committee - 1 Council

Name Role Donna Connolly

John Ranta

Todd Rydall Chair/Council John Hooper

Arla Luepkes

Joanne Entwistle Rec Rep Karilina Dick

Brad Shewfelt

Stephen Zimmermann

Laird Heritage Committee - 1 Council

Name Role Linda MacDonald

Suzanne Evoy

Colleen Orr

Jennifer Errington Secretary/Clerk Shawn Evoy Council Rep Laird Cemetery Board - 1 Council

Name Role Dick Beitz

Beth Bruce

Shawn Evoy Chair/Council Rep Merril Evoy

Darin Evoy

Matt Frolick Council Rep Allen Cook

Brad Shewfelt

Jennifer Errington Secretary-Treasurer Emergency Management Program Committee

Name Role

E. Shawn Evoy Chair/Mayor Jennifer Errington

Rhonda Crozier CEMC

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Memo: Cell Phones

PDF pages 27 to 59.

TOWNSHIP OF LAIRD

MEMORANDUM

Date: January 18, 2024

To: Mayor Evoy and Council

From: Jennifer Errington, Clerk Administrator

Subject: Cell Phones

Background/Overview:

In the past, all Road Department equipment and the municipal office were outfitted with a 2-way radio system so that staff could communicate with one another. Over time some of the radios in the vehicles quit working and around that time cell phones were becoming more prominent, and a decision was made around 2015 to quit using the 2-way radio system, at the time the Road Superintendent had a municipal cell phone. Currently, the Road Superintendent uses their personal cell phone and is provided a monthly stipend of $25.00 to compensate for the use of the personal cell phone for Municipal business.

Since 2015, the road department staff have not had an internal communication system in place. The Road Superintendent, when he sends his staff to do a job has no way to communicate with them unless the individual uses their own personal phone. Itis a safety issue not to be able to communicate with staff that are working alone, lack of communication also can create delays in productivity, as the person potentially could sit idle until the Superintendent checks in on them if there is an issue at a job site. All road department staff should have a cell phone whether it be a municipal cell phone or a monthly stipend to compensate for the use of the employee's personal cell phone. Currently, the Grounds Manager has a municipal cell phone.

Municipal administrative staff do not have municipal cellphones, other than the administrative assistant who also “wears the hat” of By-law Enforcement Officer/Dog Catcher. The Dog Catcher roll has a municipal cell phone to take after hour dog complaint calls and for safety reasons when attending a call. Municipal administrative staff have been using their personal cell phones on a regular basis to communicate with Council, staff and the odd time outside calls as the office only has two phone lines and there are times where all three staff members need to make a phone call! The Clerk Administrator and the Treasurer who is the Community Emergency Management Coordinator (CEMC) in the Emergency Management Plan (EMP) are both required to be on call and have their personal cell phones listed in the plan, if an emergency was to arise these individuals are required to report immediately and activate the EMP. Therefore, it is recommended that the Clerk Administrator and the Treasurer have a cell phone whether it be a municipal cell phone or a monthly stipend to compensate for the use of the employee’s personal cell phone.

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Other positions such as the Waste Disposal Site attendant and the Hall Caretakers work alone and consideration should be given to providing a municipal cell phone or a monthly stipend to compensate for the use of the employee’s personal cell phone. The Hall Caretakers have their phone numbers distributed and advertised so that the public can contact them to make bookings. If an emergency was to arise at the Waste Disposal Site, currently there is no communication plan in place to ensure that the attendant would be able to call for help or communicate with other staff.

Recommendation:

BE IT RESOLVED THAT Council receives the report on Cell Phones dated January 18, 2024, and that Council requests the Treasurer to provide a monthly stipend in the amount of $25.00 to the staff positions to compensate for the use of personal cell phones and Directs the Clerk to prepare an acknowledgment to be signed by those employees who receive the monthly stipend.

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Letter of Concern regarding Regional Public Health Ontario Laboratories

December 18, 2023

We, the undersigned, are a group of retired senior managers who were long term employees of Public Health Ontario (PHO), with extensive knowledge of regional laboratory operations and the public health system. We are writing to express our concerns with PHO’s laboratory modernization plan, discussed recently in the Office of the Auditor General of Ontario’s Value-for-Money Audit: Public Health Ontario {report dated December 2023).

Our major concern rests with the recommendation to close 6 of the 10 regional, fully accredited laboratories based in Peterborough, Orillia, Hamilton, Kingston, Sault Ste. Marie and Timmins, which serve communities in 15 public health unit jurisdictions. This change will impact about 85 laboratory personnel and a number of Infection, Prevention and Control (IPAC) staff who are also housed in some of those sites. In addition to these closures, there is a concerning recommendation to gradually eliminate drinking water testing services for Ontarians who draw their water from private drinking water systems (e.g. wells). We believe the associated risks to public health were not properly analyzed during the investigative process and such measures, if approved by the Ontario government, could be detrimental.

The regional laboratory sites serve all of PHO’s clients located outside the Greater Toronto Area (GTA). They act as a first contact when specific testing is required by public health units, hospital and community labs, long term care homes, clinicians and private citizens within their regions; and they provide access to over 270 diagnostic tests related to diseases of public health significance listed in O. Reg 135/18 under the Health Protection and Promotion Act. The high number of specimens processed during the COVID pandemic at these locations is a testament to the ability of these labs to respond quickly to emerging pathogens, to manage outbreaks and to assist with surveillance.

The Auditor General's report has a financial focus, and in this respect, inefficiencies are outlined which we acknowledge need to be addressed. However, PHO’s regional laboratory sites indicated for closure offer analyses requiring specialized training, such as the identification of parasites, ticks (important due to the increasing risk of Lyme disease), and pathogenic fungi. Having multiple sites competent in these specialty tests adds backup support into the system and enables the management of surge capacity, especially in outbreak situations. Two of these regional sites are also associated with postsecondary institutions, providing academic placements and research opportunities.

In addition to the diagnostic testing of medical samples, regional laboratory locations conduct the majority of testing for indicators of bacterial contamination in private drinking water systems, as well as public drinking water and beach water submitted by Ontario Parks and public health unit staff, supporting their Safe Water programs under Ontario public health standards. With water samples being time and temperature sensitive, any increase in the transportation time can have a negative impact on sample integrity. The current geographical configuration of PHO’s laboratory network allows clients direct access to information and testing, and samples are transported from drop off depots in the communities quickly and efficiently. Loss of these regional labs could result in increased courier costs, increased turn-around times, and possible rejection of samples, due to integrity issues. In short, their closing will have a direct and dramatic impact on PHO’s ability to achieve its mandate: the protection and promotion of public health.

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PHO’s laboratory sites test between 150,000 to 175,000 private drinking water samples each year at no cost to the submitter. With the recommendation to phase out PHO’s drinking water service, private citizens who do not have access to municipally treated drinking water will have to submit their samples to a licensed private laboratory, which currently can cost more than $150 per sample. Considering the current economic state in Ontario, some residents may consider the cost prohibitive and decide not to monitor their water source, thereby reducing sampling rates. As a result, people will be unaware of the quality of their drinking water, which can put them at a higher risk of contamination. Private drinking water sources, in particular, are susceptible to contamination at significantly higher rates than municipal systems. With the removal of this testing service at PHO, there will also no longer be a centralized database containing bacteriological test results that are available for PHO’s researchers or public health unit staff, who use it to determine contamination rates in their regions.

The Report of the Walkerton Inquiry (2002) discusses the tragic impact of provincial budget cuts on water testing services in the 1990s in Walkerton, Ontario. In 1996, the Ministry of Environment regional laboratories were closed as a cost saving measure, and the testing that they performed on municipal drinking water systems was privatized. Justice Dennis O’Connor, who authored the Walkerton report, highlighted how this action “connected directly” to the Walkerton E.coli O0157:H7 and Campylobacter jejuni outbreak in May 2000 (part 1, p. 406), which resulted in seven deaths and 2,300 illnesses. Recognizing the importance of the private drinking water testing service offered by Ontario’s public health laboratory sites, Justice O’Connor suggested that the province maintain free, bacteriological water testing for private well owners.

| _ .

Overall, we are concerned that, if the recommendation to close 6 of the 10 regional PHO locations and to phase out private water testing is approved, there will be serious negative impacts on public health. Rather than reduce health inequities across the province of Ontario, we feel the proposed changes will do the opposite. We caution the provincial government against acting on these recommendations without fully understanding the ramifications and the complex logistics required in specimen handling to deliver timely results. While the Auditor General’s report has a financial focus, which is important, we caution that an up-to-date, independent impact assessment be carried out using a public health focus. Stakeholders, including members of the public, should be consulted, as well. As we have seen in the past, an effective public health network is needed, not only to ensure essential day-to-day testing, but also to respond to emerging public health emergencies, such as Walkerton, SARS, West Nile and COVID.

Key Resources

O’Connor, Dennis R. (2002). Report of the Walkerton Inquiry. 2 parts. Toronto: Ontario Ministry of the Attorney General. https://www.archives.gov.on.ca/en/e_records/walkerton/index.html

Office of the Auditor General of Ontario. (2023). Value-for-Money Audit: Public Health Ontario. https://auditor.on.ca/en/content/annualreports/arreports/en23/AR_publichealth_en23.pdf

Signatories

Rena Retallick

Former Operations Director, Regional Public Health Laboratories

CONTACT: rena.retallick@gmail.com

Jean Cousineau

Former Technical Manager, Timmins Regional Public Health Laboratory

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Elizabeth Pszczolko

Former Manager, Thunder Bay Regional! Public Health Laboratory

John Jessop

Former Manager, Sault Ste. Marie, Sudbury and Timmins Regional Public Health Laboratories

Leslee Shuttleworth

Former Manager, Ottawa Public Health Laboratory

Robin Eddington

Former Manager, Orillia Public Health Laboratory

Cindy Froats

Former Manager, Kingston Public Health Laboratory

Pamela O’Brien

Former Manager, Peterborough Public Health Laboratory

Suzan Breton

Former Manager, Sault Ste. Marie Public Health Laboratory

Monica Murphy

Former Quality and Technical Manager, Public Health Laboratories Former Manager, Windsor Public Health Laboratory

Debbie Sikora

Former Manager, Kingston Public Health Laboratory

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info@lairdtownship.ca

From: Sharp Young, Brandy <SharpyoungB@sah.on.ca>

Sent: November 28, 2023 9:19 AM

Cc: Calibani,Rose

Subject: SAH to Install New Radiation Therapy Unit

Good morning,

As an SAH partner, we are writing to share with you, information that will impact cancer patients requiring radiation therapy in Algoma. SAH is pleased to share that we will be replacing our radiation therapy treatment equipment with a new, state-of-the-art unit.

The Algoma District Cancer Program (ADCP) has been providing radiation therapy services with a single treatment unit since its inception in 2011. From 2011 to 2022, SAH has provided treatment to 4,458 patients, an average of 371 patients per year. Approximately 90% of patients requiring radiation treatment have received it locally since 2011 with the exception of some patients requiring specialized treatment.

Cancer Care Ontario mandates that treatment units be replaced every 12 years and our unit now requires replacement. This will result in the interruption of radiation treatment services for approximately 5 months. As a result, patients requiring radiation treatment or radiation/chemotherapy treatment beginning February 11, 2024 will be referred to the Northeast Cancer Centre (NECC) in Sudbury. Patients who are already receiving treatment on February 11 will also be referred to the NECC in Sudbury. Consultations, pre-treatment planning and follow up appointments will continue at SAH. Installation is expected to be completed by July 2024.

To support patients and families that will be affected during the equipment downtime, the team in the cancer program will be available to answer questions and provide guidance. SAH has also created a patient package that provides information about transportation, accommodation, parking and how to access the Northern Ontario Travel grant to help offset travel costs.

The linear accelerator vendor is Varian Medical Systems. The cost of the unit is $2.25 million, which is funded by Cancer Care Ontario. SAH is grateful for generous community donations to the Sault Area Hospital Foundation, which will support additional costs related to the project.

SAH and the Northeast Cancer Centre are committed to ensuring that there are no gaps in treatment and that patients experience a smooth transition of their care. We recognize that this interruption in local radiation therapy services is both stressful and inconvenient for patients and their families. Installation of a new state-of-the-art treatment unit will ensure that that this vital treatment will continue to be available close to home in the near future.

Please see our media release for more information: SAH to Install New Cancer Radiation Treatment Unit. If you have any questions, please do not hesitate to reach out.

Best regards,

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Ontario rYg Fondation

Trillium af Trillium

Foundation V, de l'Ontario

An agency of the Government af Onlario

Un organisme du gouvernement de | Ontario

Capital Grant

Improve community facilities and spaces. Capital grants provide funding over one year to help organizations respond to the capital needs of Ontario’s

communities.

NEXT DEADLINE

March 6, 2024, 5:00 pm ET

TERM LENGTH

Maximum 12 months

AMOUNT AWARDED (PER YEAR)

Minimum $10,000 Maximum $200,000

Improve community spaces

Programs and services that support the people of Ontario are delivered locally in a range of community buildings and spaces. These places provide opportunities for activity, recreation and connection and play an important role in creating healthy and vibrant communities where everyone feels a sense of belonging.

In the Capital grant stream, OTF funds projects that update buildings, enhance spaces, and purchase fixed and non-fixed equipment so people and communities can thrive.

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Upcoming granting cycle

Apply for a grant from February 7, 2024 until the application deadline of March 6, 2024 at 5:00 PM ET.

Important updates

OTF has updated the Capital grant application and requirements.

* Take time to review the Capital grant application questions

(/resources/community-investments-grant-resources/capital-grant-application-resources/capital-grant-application-questions)

and resources

(/resources/community-investments-grant-resources/capital-grant-application-resources) before applying for a grant.

e Explore the new application chec«\ist to help you gather required information.

Application supports

¢ One on one coaching calls are now available to discuss your capital project with an OTF Program Manager. Book a 20-minute coaching call (/support/application-coaching). ® Webinars will begin in January 2024 to learn about eligibility criteria for applicants and Capital grant application requirements. Register for a support webinar (/support/support-webinars). * Contact OTF’s Support Centre for general questions and technical support at otf@otf.ca or 1 800 263-2887.

Who is eligible to apply

OTF grants support the work of non-profit organizations, small municipalities and Indigenous communities to help them deliver direct community-based programs and services in Ontario.

Review the eligibility criteria below to help you determine if you are a fit with who we fund.

View eligibility criteria for applicants

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Interested applicants must:

® deliver programs and services in one of four sectors: sports and recreation, arts and culture, environment, human and social services.

* have a primary purpose, presence, and reputation for delivering community-based programs and services with direct community benefit in one of OTF’s 16 geographic catchment areas in Ontario. * demonstrate the financial and organizational capacity to manage OTF funds, and deliver and complete the proposed project as per OTF's “nancial Need and Health of Applicants policy (/who-we-are/our-policies/financial-need-and-health-applicants-policy). ¢ demonstrate that it is the appropriate organization or community to carry out the proposed project.

In addition to these requirements, applicants must be one of the following:

Non-profit organizations

The following types of organizations may be eligible for funding. They are required to have at least one full year of registration and/or incorporation and operating.

e Acharitable organization registered with the Canada Revenue Agency

¢ An organization incorporated as a not-for-profit corporation without share capital in a Canadian jurisdiction

Indigenous communities

The following Indigenous communities may be eligible for funding:

® A First Nation

© First Nations seeking funding for their libraries must apply on behalf of the library. e¢ A Chartered Community Council, operating under the Métis Nation of Ontario © An Inuit community

Municipalities, libraries and local services boards

¢ A municipality with a population of 20,000 or less, county library boards and local services boards serving populations of 20,000 or less are only eligible to apply for funding in two of OTF's Funding

Priorities:

© Foster physically active lifestyles; or

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© Enriching lives through arts, culture and heritage

¢ A municipality with a population of 20,000 or less must apply on behalf of its cultural or recreation agencies, including municipal libraries and museums.

° Municipalities with a population of over 20,000 are not eligible for funding.

Learn more about eligibility criteria for applicants (/who-we-are/our-policies/eligibility-policy).

Religious entities

An organization that is a religious entity or a faith-based group and is a registered charity or not-for-profit corporation may be eligible for funding. The organization needs to provide direct program and services to the community at large which are not religious activities and do not include a requirement to participate in any dimensions of faith.

Learn more about eligibility crit religious entities

(https://otf.ca/who-we-are/our-policies/eligibility-policy#religious-entities).

Ineligible applicants and activities

OTF funding is available to applicants that meet specific requirements related to their mission and mandate, how they operate, their proposed projects and the community need. Find out who and what is not eligible for OTF funding (https://otf.ca/who-we-are/our-policies/eligibility-policy#ineligible-applicants).

Use the application checklist

The Capital grant application involves specific information about applicants and their proposed projects. The submitted information helps us evaluate if all eligibility criteria are met and eligible projects are then scored for overall strength and clarity.

Along with the application checklist:

e Review the Capital grant application questions

(/resources/community-investments-grant-resources/capital-grant-application-resources/capital-grant-application-questions)

and e Understand how we assess grant applications.

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1) Gather your organization information and assess your eligibility

Organization details

* Incorporation number and year of incorporation (not-for-profits only) ° Charitable registration number and year of registration (registered charities only) number (for all applicants) (/submitting-your-business-number)

Financial information

® Financial statements for your organization's 2 recent fiscal years, which need to be completed within 6 months of your fiscal year-end

¢ Accumulated surplus and deficit documentation (if applicable)

¢ All applicants, except for Municipalities, First Nations, Métis or Inuit communities, need to comply

with and submit financial information that meet Financial Statement Requirements (/resources/financial-statement-requirements).

Governance information

e List of current board of directors. Your board must meet application requirements (/resources/community-investments-grant-resources/capital-grant-application-resources/capital-grant-application-questions)

e List of current senior staff, Director level and above

© By-laws

e All applicants, except for Municipalities, First Nations, Métis or Inuit communities, need to provide governance information.

Not eligible? |f applicants do not meet OTF’s requirements, their application will not proceed for a full

review.

2) Gather your project information and documentation

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For each of the following items, use the grant application questions (/resources/community-investments-grant-resources/capital-grant-application-resources/capital-grant-application-questions)

to understand all requirements:

° Identify your project objective and activities

® Prepare your project plan

¢ Identify budget items that align to your project plan

® Obtain quotes and estimates for goods and services valued above $5,000 ¢ Provide photos and diagrams related to your project

¢ Provide your proof of ownership or a 5-year lease agreement

3) Complete and submit your application

Granting Portal

OTF requires all grant applications to be submitted through its Granting Portal. Before starting an application, you will be asked to complete a short questionnaire to ensure you are a fit for this grant

stream.

e Returning users: Sign-in to the Granting Portal when the application becomes available. e New users: To access available grant applications, create an OTF account (https://services1.otf.ca/s_csignup.jsp?token=XVtQHUUGYFTYShZZXxJWQHZYEI8H3Q%3D).

Final reminders

e Start your application as soon as it becomes available and work with your team to finalize requirements

e Once’submitted, your application is final and cannot be changed

¢ Applications submitted after the deadline will not be accepted

e Learn how OTF makes application decisions

(/who-we-are/about-us/how-we-make-application-decisions)

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What we fund

Capital grants are a good fit for projects that update buildings, enhance spaces, and purchase fixed and non-fixed equipment. Explore what we fund below through the Capital grant stream.

Funding priorities

OTF invests in projects that help build healthy and vibrant communities. OTF’s funding priorities focus on areas that identify the types of change OTF invests in. Select the funding priority that best meets the goal of your project:

* Foster physically active lifestyles

* Help people build stronger connections and a deeper sense of belonging in their community ® Enrich lives through arts, culture and heritage

® Support youth to develop stronger social, emotional and leadership skills ® Support participation in the conservation and restoration of the environment e Enable economically vulnerable people to meet their basic needs and/or strengthen their financial stability

Explore these priorities as part of OTF’s Grant Investment Framework

(/our-grants/grant-investment-framework).

Project objectives

As you plan your application and gather your documentation, choose the main objective for your project:

¢ Maintain or increase access to a program or service

® Extend the life of a facility or space

¢ Improve a facility or space to make it more accessible

Project activities

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You can deliver your capital project and improve the infrastructure in your community through a maximum of three project activities:

* Purchase equipment

® Repair, renovate and/or retrofit a facility structure or space

e Enhance or improve an outdoor structure or space

Applicants that are installing fixed equipment, adding outdoor installations, or renovating, repairing, or retrofitting facilities or spaces are required to provide 1 of the following documents:

° Proof of ownership, such as a current year tax bill with roll number, current year Property Assessment

Notice with roll number (from MPAC), land transfer document, title or deed; or

¢ A lease agreement with at least 5 years remaining at the time of the grant application deadline date.

Learn more about Lease Agreement Requirements (/resources/lease-agreement-requirements).

Project budget and eligible costs

You can apply for funding to cover project costs across 3 budget categories. Prepare and complete a budget that meets application requirements.

Eligible amounts

Your project budget needs to be a minimum of $10,000 and cannot exceed $200,000.

Budget categories

For each category, you can have up to five budget items. Include a short description for each item and a

detailed cost breakdown.

e Construction and renovation costs: This includes materials and/or contractor costs

¢ Equipment costs: This includes fixed and non-fixed equipment

* Developmental costs: Up to 20% of the total project budget can be for developmental costs associated with construction, such as the development of engineering plans, legal fees, or survey costs

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Quotes and estimates

For each goods and services valued above $5,000, a minimum of one quote or estimate is required. However, OTF prefers to receive two or more quotes or estimates to help your organization establish accurate budget amounts and demonstrate the best value for money.

Multiple sub-contracts with a supplier on the same project:

° Multiple sub-contracts with a supplier on the same project will be considered as a cumulative total.

This means if the total of these goods and/or services exceeds $5,000, a minimum of one itemized

quote or estimate (preferably two or more from different suppliers) needs to be uploaded. * An itemized quote or estimate breaks down the cost of each good and service into line items.

All documentation needs to be:

© Prepared by a third-party professional

¢ Dated and obtained within 6 months prior to the application deadline

¢ Completed with information about the vendor or supplier

Ineligible costs

Certain activities and items are not eligible for funding. These include:

® Taxes, such as GST and HST, for which the recipient is eligible for a tax rebate, and all other costs

eligible for rebates.

e Contingency costs: Funds that are reserved or set aside for an emergency © Costs incurred before the approval of the OTF grant

© General capital fundraising drives and/or capital campaigns

© Where OTF funding represents a component of a larger project, applicants must demonstrate either that the OTF funded components can be completed independently or that other funding sources have been secured, before OTF releases any funds to the grantee. If the funds to complete the project are not secured in full within one year of the signing of the Grant Contract, the grant will be rescinded.

® Program staff and program costs

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Read the full list of what is not elig5/ « funding

(https://otf.ca/who-we-are/our-policies/eligibility-policy#ineligible-activities).

How we assess grant applications

Submitted applications are assessed by experienced staff and local volunteers.

Discover OTF’s assessment criteria for Capital grant applications to help you prepare a complete application.

View OTF’s assessment criteria

Assessment criteria: Eligibility of applicants

All applicants need to:

¢ Fit with who we fund (/who-we-are/our-policies/eligibility-policy).

° Demonstrate a primary purpose, presence, and reputation for delivering programs and services with direct community benefit in Ontario.

* Comply with requirements aro ind certain political activities (/who-we-are/our-policies/eligibility-policy)

® Have the right type of complete financial statements (/resources/financial-statement-requirements)

based on its total revenues and fiscal! year-end date. If needed, the application also includes required documentation for accumulated surplus and deficit

(https://otf.ca/resources/financial-statement-requirements#prepare-your-documents). e Have a minimum of 3 active board members as of the application deadline. e Provide a clear organizational structure and have proper oversight for effective management of conflict of interest and accountability.

¢ Demonstrate strong financial capacity and the ability to manage the grant (if applicable, based on past OTF grants).

Note:

¢ Applicants that do not meet eligibility criteria will not have their applications proceed to a full review. e OTF reserves the right to ask successful applicants for updated organization information at any time throughout the life of the grant.

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Assessment criteria: Eligibility of projects

OTF reviews the eligibility of projects based on the following areas:

° The project complies with eligibility requirements outlined in OTF policies (/who-we-are/our-policies) and on the Capital grant page.

® The project fits with the funding priority selected.

¢ The project fits with the purpose of Capital grants and the selected project objective. * The necessary documentation meets requirements.

° The applicant has the capacity to deliver the project as outlined.

Assessment criteria: Clarity and strength of projects

Projects are evaluated and scored based on the following criteria:

Community benefit and relevance (30%)

e The application clearly explains the fit with the selected funding priority and the selected project objective.

® The project responds to a community need or opportunity.

e The anticipated local benefits are realistic and achievable.

° The project budget is appropriate to achieve the anticipated impact.

Project plan and feasibility (30%)

e The project plan is clear and provides details about how the project will be implemented including the deliverables, key tasks, and timelines for the project.

e The project plan is feasible, ready-to-go, can be completed within reasonable timelines and it demonstrates a high likelihood of success.

Project budget (30%)

e The project budget is clear and the identified costs correspond with the project plan, deliverables and key tasks.

® The costs are appropriate, reasonable and valid for the activities outlined in the project plan.

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° All funds needed for the project are secured or there is a reasonable plan to secure the remaining funds.

Program participation for populations experiencing barriers (10%)

® The project will help populations experiencing barriers (e.g., socio-economic, geographic, cultural, gender, abilities and/or racial) to participate in the program.

What happens after you submit an application

After you submit a grant application, there are a few critical elements you should be aware of so you can begin your project efficiently and easily.

Read what happens after you apply

Assessing and making recommendations

* OTF staff first review your application and information available on your organization's website and social media accounts.

¢ We verify that your group meets eligibility criteria.

e lf you are eligible, our experienced staff and local volunteers score your application against the project

assessment criteria.

® Local Grant Review Team volunteers make funding recommendations to the OTF Board of Directors.

e Learn more about how we make application decisions

(/who-we-are/about-us/how-we-make-application-decisions).

Notification of funding decision

¢ The final list of approved grants is sent to Ontario Members of Provincial Parliament (MPPs) to give them an opportunity to congratulate successful applicants directly, when possible. e All applicants are then notified of the final decision, approximately 4-5 months from the deadline date. © All OTF decisions are final and there is no appeal process.

Orientation meeting

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¢ Successful applicants take part in a mandatory orientation meeting with an OTF Program Manager. * These meetings cover key expectations and requirements of the grant and need to be completed before grants can be activated.

° As part of the orientation, groups review the Grantee Requirements

(/resources/current-grantee-resources/grantee-requirements).

Activating a grant

° After the orientation meeting, the Signatory Contact for the grant receives the Grant Contract by email, along with electronic signing instructions. The contract is a legal agreement between the applicant and OTF.

* Once the contract has been received by the Signatory Contact, they must be review it, sign it , and submit it back to OTF within 60 days of receipt to remain valid.

* Grants are activated once contracts are signed and returned electronically to OTF. * Grant payments are made through electronic funds transfer (EFT) once a grant becomes active.

During your grant

* Reporting and monitoring

© Grantee engagements will take place throughout the life of a grant. © Grantees submit a final report when the project is complete. The report covers the achievement of the project, metric, and learnings.

¢ Grant recognition

° As outlined in the Grant Recognition Requirements

(/resources/current-grantee-resources/grant-recognition-requirements), grantees are to publicly recognize OTF and its funder, the Government of Ontario, at an event and through other recognition activities.

¢ Completion

© After OTF staff approve the final report, grant hold-back funds are released and the grant is closed.

¢ Grantee compliance

© Arandom sample of grants are subject to a Grantee Compliance Audit. © Grants can be audited for compliance at any point within the grant’s life, or after the grant has

been closed.

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Most common application mistakes

Review some of the most common mistakes applicants make in their applications. This information will help you prepare a grant application that meets eligibility and application requirements.

Explore some common mistakes

Applicant is not compliant with OTF policies

As part of the assessment process, OTF ensures that applicants comply with OTF’s granting policies:

® Anti-Discrimination Policy (/who-we-are/our-policies/anti-discrimination-policy) ® Eligibility Policy (/who-we-are/our- policies/eligibility: policy)

® Financial Need and Health of Applican Dp.

(/who-we-are/our-policies/financial-need-and-health-applicants-policy)

When applicants do not meet these policies, the application will be declined.

Applicant does not fit with who we fund

Applicants are assessed according to OTF’s eligibility criteria (/who-we-are/our-policies/eligibility-policy). When applicants do not meet these requirements, the application will not proceed to a full review.

For example: An organization does not clearly explain that its mission and mandate is to directly deliver programs and services in Ontario.

Responses do not include enough information

OTF receives a very high volume of grant applications. While we review and assess all submitted applications, applicants can forget to provide enough detail to give OTF a full, and clear picture of their project. This often includes:

e Answers that don’t provide relevant information about the project and organization. ® Missing information about how the project will be delivered.

Applications that don't have all of the answers fully completed will be declined.

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Documents are missing or incorrect

Various documentation is required as part of the application. Certain documents are commonly missed or

incorrect. Here are some examples:

* Submitting the wrong proof of ownership documents.

¢ Providing a lease agreement that do not show a minimum of 5 years remaining at the time of application deadline.

* Quotes and estimates that are not submitted, are missing dates or don’t clearly go with a budget item.

Applications that are missing documents or have incorrect documentation will be declined.

Financial documents don’t meet requirements

Wrong type of financial statements

The size of your organization's revenue determines who should be preparing your financial statements to submit with your grant application. Most common mistakes with this requirement are for:

¢ Organizations with revenues less than $99,999: Financial statements can be prepared by staff, internal

bookkeeper, board member, or an accountant.

e Organizations with revenues $100,000 or more: Financial statements need to be prepared externally

and with different criteria, dependant on total revenues.

Applications that contain the wrong type of financial statements will not proceed to a full review,

Review the Financial Statement Requirements (/resources/financial-statement-requirements).

Missing surplus or deficit information

Organizations with an accumulated surplus or deficit need to include additional documentation with the application. This information provides further explanation for staff reviewing the application. Applications that do not provide this documentation will not proceed to a full review.

Review the Financial Statement Requirements (/resources/financial-statement-requirements) and use the Financial Position Calculator (/resources/financial-position-calculator) to determine if you have an

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accumulated surplus or deficit.

Incomplete or inaccurate project budget

The project budget is a critical part of the application. It shows how grant funds will be used and ensures funds are used effectively. There are a number of common mistakes related to the project budget. Ineligible costs

Budgets often include costs that are ineligible for funding.

Budget items are not aligned to the project plan

Applicants need to clearly explain how their budget items are connected to their project and project plan. Applicants often forget to include:

® Clear cost breakdowns for each budget item.

® Appropriate and reasonable costs for the activities outlined in the project plan. When budgets do not meet requirements, the application will be declined.

Applications do not explain the benefit to local community

The project is not at a community level

OTF has divided Ontario into 16 areas, called catchments, and applicants need to select one catchment area where the primary activities of the project will take place. Applications that indicate impact at a province-wide or national level will be declined.

The community need is not clear

Ensure that you have created a link between your budget items and the benefit these will have in your community and/or for community members. For example, if your budget includes the purchase of new computers, explain how this item will directly benefit community. If the budget does not meet requirements, the application will be declined.

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OTF support can help

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5th Floor

Toronto ON

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Ministry of Agriculture, Ministére de l’Agriculture, de

Food and Rural Affairs |'Alimentation et des Affaires rurales

Office of the Minister Bureau du ministre

77 Grenville Street, 11th Floor 77, rue Grenville, 11° étage

Toronto, Ontario M7A 1B3 Toronto (Ontario) M7A 1B3

Tel: 416-326-3074 Tél. : 416 326-3074

www.ontario.ca/OMAFRA www.ontario.ca/MAAARO

December 18, 2023

Jennifer Errington

Clerk/Treasurer

Township of Laird

lairdtwp@soonet.ca

Dear Ms. Errington:

Our government is committed to supporting economic growth in rural communities and ensuring Ontario is open for business. The Rural Economic Development (RED) program is just one tool for communities to complete outcome-based projects that will have tangible benefits across the province. This aligns with our government's priorities to remove barriers to investment, open doors to rural economic development and create good jobs throughout Ontario.

To further our commitment to supporting rural communities, | am pleased to share with you that a new intake for the RED program will be opening in January 2024.

When the intake is open, we will be sharing additional information with you directly. You will also be able to find all program information, including how to apply, on my ministry’s website at: ontario.ca/REDprogram.

If you have further questions at this time, you are welcome to contact the Agricultural Information Contact Centre at 1-877-424-1300 or ag.info.omafra@ontario.ca.

| encourage you to take advantage of this funding opportunity and submit an application for your economic development project when the intake is open. Together, we can ensure Ontario’s communities thrive.

Please accept my best wishes.

Sincerely,

Lisa M. Thompson

Minister of Agriculture, Food and Rural Affairs

G Good things grow in Ontario Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2 A bonne terre, bons produits Bureau principal du ministére: 1, rue Stone ouest, Guelph (Ontario) N1G 4Y2

Foodland

Terre nourriciére

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O Nn ta r i O & (https://www.ontario.ca/page/government-ontario)

Rural Economic Development program

Funding to help create jobs and boost growth in your rural community.

The next intake for the RED program will open in January 2024. The updated program guidelines and application will be available at that time. Please check back here for updates.

How it works

Ontario's Rural Economic Development (RED) program provides cost-share funding to support activities that create strong rural communities in Ontario, and opens doors to rural economic development through:

e funding assistance to address barriers to economic development, better position rural communities to attract and retain jobs and investment, and enhance economic growth

e funding to build community capacity and support for economic development in Ontario’s rural communities

e investments in rural communities to help diversify and grow local economies - making economic growth more inclusive so rural Ontario continues to share in the province's economic prosperity

This page provides a summary of the RED program. Read the RED program guidelines for the full details about eligibility, program funding and application requirements.

Who is eligible

To be eligible for the program you must be:

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a municipality

a not-for-profit entity

an Ontario Indigenous community or organization

a Local Services Board

Funding amounts

Economic Diversification and Competitiveness Stream: up to 50% of eligible project costs to a maximum of $150,000.

Strategic Economic Infrastructure Stream: up to 30% of eligible project costs to a maximum of $250,000.

Calculation of costs

The calculation of cost-share funding for all selected projects will be based on the total eligible costs outlined in the application.

e Funding may be provided at the amount or percentage requested, or ata reduced amount or percentage (subject to limits within each stream). e The project's maximum eligible costs cannot be increased. e The timeframe of the project cannot be extended without the written approval of the Ministry of Agriculture, Food and Rural Affairs (OMAFRA) (in its sole discretion).

All selected applicants must enter into a contribution agreement with the Province of Ontario. All applicants have joint and several liability for any funded project.

Program streams

Economic Diversification and Competitiveness Stream

Economic diversification and competitiveness projects:

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e remove barriers to business and job growth

e support investment attraction

e strengthen sector and regional partnerships

e diversify regional economies in rural Ontario

All costs for projects in this stream must be non-capital.

The table below summarizes the eligible project types.

Projec Description Example projects t type

Entrepr Projects that support

; e Coaching/mentorship eneurs business Start-up or

hip/Bus succession in the e Business succession iness community support (for example, SUCCeSS connecting buyers and ion retiring business owners)

e Familiarization tours

Busines Projects that proactively

e Projects that are part of

; /business-retention-and-

business growth ; expansion-program) with activities including: °o collecting business and market data

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Projec Description Example projects

t type

°o writing and implementing action plans

• executing actions to support local businesses in the community

Downto Projects that focus on

wn identifying and Revitalization (DR) revitaliz implementing actions that

Program ation improve and promote

(https://www.ontario.ca/page traditional town centres

/downtown-revitalization-program) with activities including:

• growing customer traffic through events and activities

°o attracting business to locate in downtowns through marketing activities

° organizational coordination efforts

• core area promotion

Technol Projects that support

e Digital training and businesses and ogy

Support Services for communities to improve

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Projec Description Example projects t type

adoptio their digital capabilities businesses n/innov and participate in the Improving development ation information economy

and planning approvals initiativ

process es

Coordination of business approvals (for example, licensing, public health, permits)

Attracti Projects that implement

Employee-pooling projects on and strategies for attracting

retentio and retaining people Workforce-oriented n of policy/regulatory workers improvements /immigr

Workforce attraction ants/yo

marketing uth

Career days/events

Network development (service providers/ businesses)

Workforce or sector-based training

Youth training

Intern/apprentice matching system

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Projec Description Example projects t type

Collabo Projects that implement

promotional e Promotional campaigns rative marketing or

outlined in an across at least marketi activities

or 2 communities (for ng and existing marketing

plan that example, investment outreac communications

across attraction, tourism) h will have an impact

sectors, value chains, or

multiple communities in a

region

Sector/ Projects that implement

. e Buyer-seller forums value strategies to strengthen

chain and coordinate e Network development (for

develop collaboration across example, events, ment sectors or value chains coordination)

e Specialized business training

Strategic Economic Infrastructure Stream

This stream focuses on priority economic infrastructure projects that improve physical assets identified as strategically important to the community.

Enhancements would rehabilitate and renew the assets to preserve the unique character of a community and quality of life and enhance it for future generations.

The costs for projects in this stream must be minor capital costs.

The table summarizes the eligible project types.

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Project Description Example projects

type

economic development an established attraction

t ou ri s m 5

attraction

e Recreational trail rehabilitation

Redevelo Minor capital projects to

pment of redevelop interior of vacant e Development of vacant and/or underutilized buildings to an incubator or achieve an economic innovation hub and/or

development outcome © Youth centre underutili

e A gr i -f o od hu bs re e

buildings

Streetsca Minor capital projects as defined

through previously completed ° Waytinding ping and la nd sc ap i Strategies that improve the design sIgnage q u al i t y o f p u bl i c a r ea s © Beautific ation ng

(for example, decorative lighting,

banners,

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Project Description Example projects type

murals, street furniture, public art, trees)

e Wi-fi equipment/soft ware for public use

Selection process

Once the application is submitted and the intake period closes, eligible applications will be assessed on the criteria outlined in these guidelines, including, for example: e basic eligibility criteria

e reducing economic barriers

e alignment with the Rural Economic Development program's outcomes e project work plan

e collaboration and partnerships

e regional, sector, or value chain impacts

e sustainability beyond the project timelines

e project budget, including reasonable and eligible project costs e project oversight

e financial commitment

Decisions

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Applicants will be notified as funding decisions are reached, usually within 3 months from the posted intake closure date, however, timing may vary.

Related

RED projects (https://www.ontario.ca/page/rural-economic-development-program-projects)

Updated: December 29, 2023 Published: January 25, 2022

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By-law 2009-24

PDF page 60.

THE CORPORATION OF THE TOWNSHIP OF LAIRD

By-law Number 2009-24

BEING A BY-LAW to confirm proceedings of the meeting of Council, January 18, 2024.

WHEREAS Section 5(3) of the Municipal Act, R.S.O. 2001, as amended requires a municipal council to exercise its power by by-law except where otherwise provided;

AND WHEREAS in many cases, action which is taken or authorized to be taken by a Council or a Committee of Council does not lend itself to an individual by-law;

THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF LAIRD
HEREBY ENACTS AS FOLLOWS:

1. THAT the action of the Council at its meeting on January 18, 2024, in respect to each motion, resolution and other action passed and taken by the Council at its said meeting, is, except where prior approval of the Ontario Municipal Board is required, hereby adopted, ratified and confirmed.

2. THAT the Mayor and the proper officers of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required, and to execute all documents as may be necessary and directed to affix the Corporate Seal to all such documents as required.

READ and passed on Open Council this 18" day of January 2024.

Mayor

Shawn Evoy

Seal

Clerk

Jennifer Errington

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