COMMITTEE A.M. - 9:00 A.M

AGENDA COMMITTEE A.M. - 9:00 a.m. (Infrastructure & Development Services/ Public Health Services/Cultural Services)

Wednesday, August 19, 2020 Electronic Meeting

COVID-19 Message: To accommodate recommendations of public health authorities and those in self-isolation, this meeting will be accessible online to members of the public by clicking the URL link on the main page of the County of Lambton website, www.lambtononline.ca The link will be made available 15 minutes prior to the start of the meeting.

Page

1. Call to Order - Committee A.M.

Committee Members: M. Bird, M. Bradley, D. Ferguson, K. Marriott, S. Miller, L. Napper, I. Veen, B. White, and Warden B. Weber.

2. Disclosures of Pecuniary Interest

If any.

3. Medical Officer of Health Update on COVID-19: 9:00 A.M. to 9:15 A.M.

4. INFRASTRUCTURE & DEVELOPMENT SERVICES DIVISION

A) Correspondence to Receive and File 5 - 6 a) PW 09-06-20 A letter from Rick Goertz, P.Eng., Project Manager, Parsons dated July 6, 2020 regarding Repurposing the former North (westbound) Commercial Vehicle Inspection Facility (CVIF) on Highway 402 Detail Design and Class Environmental Assessment Study (GWP 3113-19-00) Notice of Study Commencement Letter.

B) Correspondence from Member Municipalities 7 a) PW 09-03-20 A letter from Mandi Pearson, Clerk/Operations Clerk, Town of Petrolia, dated June 11, 2020 regarding a resolution as passed by the Town of Petrolia at its June 8, 2020 Council meeting which concerns the St. Clair Region Conservation Authority (SCRCA) Drain Enclosure Policy.

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C) Information Reports 8 - 10 a) Information Report dated August 19, 2020 Regarding 2nd Quarter Statistics and Approval Authority Activity.

11 - 12 b) Information Report dated August 19, 2020 Regarding Work In Progress.

13 - 17 c) Information Report dated August 19, 2020 Regarding Building Services 2nd Quarter 2020 Statistics.

D) Reports Requiring a Motion 18 - 30 a) Report dated August 19, 2020 Regarding Tourism Oriented Directional Signing (TODS) Agreement.

31 - 36 b) Report dated August 19, 2020 Regarding Road Widening Dedications Along Various County Roads.

37 - 49 c) Report dated August 19, 2020 Regarding County of Middlesex Winter Maintenance Agreement.

50 - 52 d) Report dated August 19, 2020 Regarding Waste Management Master Plan Update Reserve.

E) Other Business

5. PUBLIC HEALTH SERVICES DIVISION

A) Correspondence to Receive and File 53 - 82 a) PH 09-07-20 A letter from Doug Elmslie, Chair, Board of Health of Haliburton, Kawartha, Pine Ridge District Health Unit, dated June 19, 2020 regarding a motion that was passed endorsing the Association of Local Public Health Agencies' response to the Public Health Modernization Discussion Paper.

83 - 84 b) PH 09-08-20 A letter from Mayor Andy Mitchell, Chair, Board of Health for Peterborough Public Health, dated June 25, 2020 regarding support for recommendations from the Simcoe Muskoka District Health Unit Board of Health, for the evolution of the Canada Emergency Response Benefit (CERB) into a basic income for all Canadians during the COVID-19 pandemic and beyond.

85 - 86 c) PH 09-09-20 A letter from Joe Faas, Chair, Chatham-Kent Board of Health for Chatham-Kent Public Health, dated July 27, 2020 regarding Basic Income for Income Security during COVID-19 Pandemic and Beyond. Chatham-Kent Public Health strongly recommends that the government take immediate action to evolve Canada Emergency Response Benefit (CERB) into legislation for a basic income as an effective long-term response to the issues of income security,

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poverty, food insecurity, and overall community health and well-being.

87 - 88 d) PH 09-10-20 A letter from Joe Faas, Chair, Chatham-Kent Board of Health for Chatham-Kent Public Health, dated July 30, 2020 regarding The Decriminalization of Personal Possession of Illicit Drugs. Chatham-Kent Public Health strongly supports the decriminalization of personal possession of illicit drugs together with comminuted commitment of resources to effectively address problematic substance use and reduce related harms and calls on the federal government to create a national task force to research drug policy reform.

B) Information Reports 89 - 93 a) Information Report dated August 19, 2020 Regarding COVID- 19 Activities Report Update.

94 - 98 b) Information Report dated August 19, 2020 Regarding Infectious Diseases Prevention and Control Program Update.

99 - 102 c) Information Report dated August 19, 2020 Regarding Smoke- Free Ontario Act, 2017 Legislative Amendments as of July 1, 2020.

103 - 105 d) Information Report dated August 19, 2020 Regarding Occupational Stress Injury Program Update.

106 - 107 e) Information Report dated August 19, 2020 Regarding Real Time Dispatching of Ambulances Update.

C) Other Business

6. CULTURAL SERVICES DIVISION

A) Correspondence to Receive and File 108 - 109 a) CUL 09-04-20 A letter from Lisa McLeod, Member of Provincial Parliament and Minister of Heritage, Sport, Tourism and Culture Industries, dated July 6, 2020, announcing approval of the Community Museum Operating Grant funds for the 2020-21 fiscal year to the Lambton Heritage Museum. Such funding assists museums in protecting and interpreting Ontario's cultural heritage and strengthens the capacity of organizations across the heritage sector.

110 - 111 b) CUL 09-05-20 A letter from Lisa McLeod, Member of Provincial Parliament and Minister of Heritage, Sport, Tourism and Culture Industries, dated July 6, 2020, announcing approval of the Community Museum Operating Grant funds for the 2020-21 fiscal year to the Oil Museum of Canada. Such funding assists museums in protecting and interpreting

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Ontario's cultural heritage and strengthens the capacity of organizations across the heritage sector.

B) Information Reports 112 - 118 a) Information Report dated August 19, 2020 Regarding Stage 3 Reopening - Cultural Services Division.

119 - 131 b) Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter 2020 Statistics.

C) Other Business

7. CORPORATE SERVICES DIVISION

A) Reports Requiring a Motion 132 - 138 a) Report dated August 19, 2020 Regarding Amendments to Procedural By-Law 33 of 2014 Electronic Meetings (Generally).

139 - 147 b) Report dated August 19, 2020 Regarding Amendments to Procedural By-Law 33 of 2014 - Proxy Vote.

8. IN-CAMERA

No reports were submitted.

9. ADJOURNMENT

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Direct: +1 519-681-8771 1069 Wellington Road South, Suite 214, London, ON N6E 2H6

PW 09-06-20

July 6, 2020

Mr. Jason Cole General Manager, Infrastructure & Development Services The Corporation of the County of Lambton 789 Broadway Street Box 3000 Wyoming, ON N0N 1T0

Re: Repurposing the former North (westbound) Commercial Vehicle Inspection Facility (CVIF) on Highway 402 Detail Design and Class Environmental Assessment Study (GWP 3113-19-00) Notice of Study Commencement Letter

Dear Jason Cole, The Ministry of Transportation Ontario (MTO) has retained Parsons Inc. to undertake the Detail Design and Class Environmental Assessment (EA) Study for the repurposing of the former North (westbound) Commercial Vehicle Inspection Facility (CVIF) to provide a location that permits short-duration parking of trucks. The CVIF is located on the north side of westbound Highway 402 approximately 800m west of Camlachie Road in the Town of Plympton-Wyoming (see key plan). The scope of work includes pavement resurfacing, pavement markings, portable washrooms and illumination.

Key Plan

PW 09-06-20 A letter from Rick Goertz, P.Eng., Project Manager, Parsons ... Page 5 of 147 AGENDA ITEM #a)

Hwy 402 - North CVIF Repurposing July 2020

This study is following the approved environmental planning process for a Group ‘C’ project under the Class Environmental Assessment (Class EA) for Provincial Transportation Facilities (2000). Group ‘C’ projects are considered approved, subject to compliance with the Class EA. The purpose of this letter is to introduce the detail design study and to solicit any comments that you may have. If you require further information or would like to discuss the project in greater detail, please feel free to contact me at (905) 917-3240 or at [email protected]. Sincerely,

Rick Goertz, P.Eng. Parsons Project Manager Information will be collected in accordance with the Freedom of Information and Protection of Privacy Act. With the exception of personal information, all comments will become part of the public record. cc: Muhammad Kamran Khan, MTO Project Manager Ronnie Heal-Reu, MTO Environmental Planner Marianne Alden, Parsons Environmental Lead

PW 09-06-20 A letter from Rick Goertz, P.Eng., Project Manager, Parsons ... Page 6 of 147 AGENDA ITEM #a)

June 11, 2020

County of Lambton, Warden & Council Municipalities of Lambton County, Mayor & Council

RE: Council resolution, SCRCA Drain Enclosure Policy

Please be advised that this matter was heard by Council at its Regular Council meeting held on June 8, 2020, and in this regard, Council enacted the attached resolution.

Moved: Joel Field Seconded: Don Welten

WHEREAS the Council of the Corporation of the Town of Petrolia received a presentation on June 8, 2020 from Mr. Ray Dobbin of R.Dobbin Engineering Inc. requesting that the Drain Enclosure Policy put into effect by the SCRCA be rescinded or reviewed when regarding consideration of existing channels including those constructed under the Drainage Act and privately; AND WHEREAS other municipal projects can also be affected including road crossings, site plans, etc.; AND WHEREAS the Drain Enclosure Policy in its present form will impede development within our Municipality; AND WHEREAS open channels within an urban setting are not appropriate for reasons including public safety, future maintenance and repair and potential effect of phragmites;

NOW THEREFORE the Council of the Corporation of the Town of Petrolia requests that through our SCRCA representative member Mayor Loosley, that support of Petrolia Council for the current SCRCA Drain Enclosure Policy to be reviewed or rescinded when applications are submitted regarding existing channels, including those constructed under the Drainage Act and privately be brought forward;

AND THAT the motion be circulated to the municipalities of Lambton;

Carried

Phone: (519)882-2350 Fax: (519)882-3373 Theatre: (800)717-7694

411 Greenfield Street, Petrolia, ON, N0N 1R0

www.town.petrolia.on.ca

PW 09-03-20 A letter from Mandi Pearson, Clerk/Operations Clerk, Town of... Page 7 of 147 AGENDA ITEM #a)

INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: PLANNING AND DEVELOPMENT SERVICES PREPARED BY: Jason Cole, P. Eng., General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 INFORMATION ITEM: 2nd Quarter Statistics and Approval Authority Activity

BACKGROUND

The department provides planning services for 10 of the 11 municipalities in the County of Lambton. In addition, the department administers the functions of Emergency Management, 9-1-1/Municipal Addressing and Woodlands Conservation County-wide.

DISCUSSION

Applications 2020 2019

Committee of Adjustment 39 49 Site Plan Control 12 9 Zoning By-Law Amendments 6 16 Official Plan Amendments 4 5 Woodlot Applications 0 0 Woodlot Notice of Intent to Cut 1 7 Woodlot Reviews 3 3 Letters of Compliance (Zoning Confirmations) 29 20 Plan of Subdivision/Condominium Applications 0 2 Plan of Subdivision/Condominium Extensions 2 1 Part Lot Control 0 0 Final Plan of Subdivision/Condominium Approvals 1 1 Draft Plan of Subdivision/Condominium Approvals 2 0 Plan of Subdivision/Condominium Amendments 1 0 Official Plan and Official Plan Amendment Approvals 2 2 Totals 102 115

Information Report dated August 19, 2020 Regarding 2nd Quarter Statistic... Page 8 of 147 AGENDA ITEM #a)

2nd Quarter Statistics and Approval Authority Activity (page 2) August 19, 2020

Official Plan Approvals

Official Plan Amendment No. 21 to the City of Sarnia Official Plan

This amendment was adopted by the City of Sarnia on the 10th day of February, 2020 via By-Law 11 of 2020. The amendment was approved on May 26, 2020.

Official Plan Amendment No. 21 allows for the westerly portion of the property known municipally as 939 Michigan Avenue to be severed and added to the medical clinic land located at 929 Michigan Avenue for the purpose of expanding the clinic's parking lot.

Official Plan Amendment No. 50 to the Town of Plympton-Wyoming Official Plan

This amendment was adopted by the Town of Plympton-Wyoming on the 10th day of February, 2020 via By-Law 6 of 2020. The amendment was approved on May 26, 2020.

Official Plan Amendment No. 50 enhances active transportation and street lighting policies in the Plympton-Wyoming Official Plan.

Final Approval of a Plan of Subdivision

Final approval for a plan of subdivision (County File No. 38T-18002) was granted on June 29, 2020 for land owned by Durco Construction Limited and legally described as Part Lot 27, Concession 11 (Corunna), Township of St. Clair. The final approval is for the development of 33 lots for single-detached dwellings, one pedestrian walkway block, one storm water management block, one floodplain block, one block for a sanitary pumping station, and two blocks for 0.3 metre reserves.

Draft Approval of Plans of Subdivision/Condominium

A plan of subdivision proposal by 2200911 Ontario Inc. to create 104 lots for single- detached dwellings received draft plan approval on April 28, 2019. The subject land is described as Part of Lot 19, Front Concession, Part of Part 1, Reference Plan 25R-9353, Town of Plympton-Wyoming.

A plan of condominium proposal by Sifton Properties Limited for the development of a vacant land condominium consisting of 66 townhouse units, common areas, exclusive use parking and rear yard amenity areas as well as accesses for rear yard maintenance received draft plan approval on May 5, 2020. The subject land is described as part of Block E, Plan 506, (Corunna), Township of St. Clair.

Extension to a Draft Approval of a Plan of Condominium

An extension to a draft approval of a plan of condominium (County File No. 38C-11004) was granted until June 17, 2021 on land owned by Baby's Point (Port Lambton) Settlement Ltd. and legally described as Concession 5, Lot E (geographic Township of

Information Report dated August 19, 2020 Regarding 2nd Quarter Statistic... Page 9 of 147 AGENDA ITEM #a)

2nd Quarter Statistics and Approval Authority Activity (page 3) August 19, 2020

Sombra), Township of St. Clair. The draft approval is for the development of 27 single detached dwellings and one block for a stormwater management pond.

An extension to a draft approval of a plan of condominium (County File No. 38C-16003) was granted until April 23, 2021 on land owned by 2054908 Ontario Inc. and legally described as Concession 10, Lot 9 (geographic Township of Plympton), Town of Plympton-Wyoming. The draft approval is for the development of 15 condominium units.

FINANCIAL IMPLICATIONS

Not applicable.

CONSULTATIONS

Municipalities, the public as well as provincial and other regulatory agencies, are routinely consulted in the planning and approval processes.

STRATEGIC PLAN

Application of Area of Effort #2: Communications - Providing progressive and effective communications that are relevant and clear and that promote opportunities for dialogue in order to improve collaboration and build relationships by:

• Clearly, completely, and concisely articulating County decisions and initiatives.

CONCLUSION

The Planning and Development Services Department will continue to provide quarterly updates for statistics and Approval Authority activity.

Information Report dated August 19, 2020 Regarding 2nd Quarter Statistic... Page 10 of 147 AGENDA ITEM #b)

INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

BACKGROUND

The following is a work in progress report for the Planning and Development Services Department.

DISCUSSION

Town of Plympton-Wyoming

Staff continues to work on a number of subdivision projects at various stages of the development process. A public meeting was held in July for an Official Plan Amendment and a Zoning Bylaw Amendment which had been delayed due to the emergency declaration. Staff continues to accept and process planning applications. An Official Plan Review meeting kick-off meeting was held August 4, 2020, with the Town of Point Edward, the Township of Warwick and the retained planning consultant.

Town of Petrolia

Three site plans have been completed, which include revisions to the previously approved Black Gold Brewery site plan and agreement, RMD affordable housing development on Tank Street, and final site plan for the McDonald's restaurant.

Staff is carrying out a preliminary review of three plans of subdivision.

Township of St. Clair

Work continues with the assistance of a Summer Student towards creating a draft of an updated Township of St. Clair Official Plan. Staff continues to work on several site plan approvals.

Information Report dated August 19, 2020 Regarding Work In Progress. Page 11 of 147 AGENDA ITEM #b)

Work In Progress (page 2) August 19, 2020

Municipality of Lambton Shores

Progress has been made with the assistance of a Summer Student towards creating a draft of an updated Lambton Shores Zoning By-law. Background work has been completed and the Municipality is finalizing its submission for Ontario Certified Site status for its industrial park in Forest. An unusually high number and variety of planning applications continue to be processed each month. Several subdivisions are actively in development in Grand Bend and Forest and continue to proceed in phases.

FINANCIAL IMPLICATIONS

Not applicable.

CONSULTATIONS

Ongoing consultations regarding the various projects are held with municipalities, review agencies, the public as well as community and interest groups.

STRATEGIC PLAN

 Clearly, completely, and concisely articulating County decisions and initiatives.

Application of Area of Effort #5: Partnerships - Developing stronger relationships with community partners, municipalities, and indigenous groups as a basis to build a shared community of interest by:

 Cultivating sustainable relationships that include strategies to improve communication and understanding, provide mutual assistance on projects, and fulfill Duty to Consult obligations.

CONCLUSION

The Planning and Development Services Department will continue to report regarding work in progress.

Information Report dated August 19, 2020 Regarding Work In Progress. Page 12 of 147 AGENDA ITEM #c)

INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: BUILDING SERVICES PREPARED BY: Corrine Nauta, Manager Jason Cole, P. Eng., General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 INFORMATION ITEM: Building Services 2nd Quarter 2020 Statistics

BACKGROUND

The Building Services Department provides Ontario Building Code inspections for nine of the 11 municipalities in the County of Lambton. Staff conducts plumbing and septic system inspections for the entire area. Property standards services are also supplied for nine member municipalities and the Department is also responsible for weed inspections. Contract services were provided on a cost recovery basis for Southwest Middlesex until July 17, 2020. Building inspection coverage is provided to Lambton Shores as requested.

DISCUSSION

In 2020, the Building Services Department continues to provide effective and efficient services to the local and contracted municipalities. Communication lines continue to be maintained and strengthened. Good working relationships exist between the County, Sarnia and Lambton Shores Building Departments. Staff recognizes the importance for property file completeness and is actively closing files. The services have been deemed essential pursuant to the Emergency Management and Civil Protection Act (EMCPA) and the Department remains open for business with very minor disruption.

Year-over-year the total number of building permits (new homes, renovations, storage sheds etc.) decreased by 20. New dwelling starts (65) decreased by 33 over the same period last year. The number of building permit inspections increased by 117. Property standards inspections increased by 185, while plumbing permit issuance decreased by 63 with inspections decreasing by 118. In total, the number of septic reports prepared for planning applications (severances, minor variances), enquiries and assessment requests has demonstrated a downward trend. The number of septic permits issued has decreasing by seven.

Southwest Middlesex is demonstrating a slight downward trend with 62 permits issued in 2020 compared to 78 permits in 2019.

Information Report dated August 19, 2020 Regarding Building Services 2nd... Page 13 of 147 AGENDA ITEM #c)

Building Services 2nd Quarter 2020 Statistics page 2) August 19, 2020

The Department statistics are attached to this report and include building statistics for the City of Sarnia and the Municipality of Lambton Shores.

FINANCIAL IMPLICATIONS

Statistical numbers are consistent with expectations for permit issuance and inspection. The year-end projection for the 2020 Budget is in a balanced status.

CONSULTATIONS

Building Departments at the City of Sarnia and the Municipality of Lambton Shores were consulted in preparation of this report.

STRATEGIC PLAN

• Supporting an atmosphere of clarity with local municipalities as to the provision of programs and services and the related contractual and partnership agreements.

• Cultivating sustainable relationships that include strategies to improve communication and understanding, provide mutual assistance on projects, and fulfill Duty to Consult obligations.

CONCLUSION

The Building Services Department remains optimistic with regards to another successful year in the County of Lambton for building, plumbing, septic, property standards, and weed inspection. Staff will continue to maintain open communication lines with all municipalities and their respective building departments.

Staff will also continue with the timely completion and closing of property files, while keeping our member municipalities updated on the progress with respect to Building Services issues.

Overall, the Building Services Department remains dedicated to providing essential services, effectively and efficiently to our local and contracted municipalities.

Information Report dated August 19, 2020 Regarding Building Services 2nd... Page 14 of 147 AGENDA ITEM #c)

2nd Quarter Building Statistics Year to Date Comparison - 2020 vs 2019

Number of Permits Value of Construction

2020 2019 2020 2019

Residential 189 222 $27,000,881 $34,206,474 Commercial 10 19 $1,745,500 $3,778,500 Industrial 47 20 $99,415,400 $75,664,795 Agricultural 42 44 $8,339,000 $9,403,807 Institutional 4 7 $348,000 $1,525,567

TOTALS 292 312 $136,848,781 $124,579,143

New Dwelling Units in County of Lambton

Municipality New Dwelling Units 2020 2019

Brooke-Alvinston 5 3 Dawn-Euphemia 0 1 Enniskillen 1 3 Oil Springs 2 0 Petrolia 11 19 Plympton-Wyoming 7 17 Point Edward 3 3 St. Clair 28 48 Warwick 8 4

TOTALS 65 98

Unless otherwise noted, dwelling units are single family dwellings.

Information Report dated August 19, 2020 Regarding Building Services 2nd... Page 15 of 147 AGENDA ITEM #c)

Building Services Department 2nd Quarter Statistics Comparison 2020 vs. 2019

2nd Quarter Year-To-Date Building 2020 2019 2020 2019

Permits 172 204 292 312 Inspections 1914 1797 3415 3172 Property & Maintenance 512 327 819 440 Amount Invoiced $228,611 $184,401 $421,216 $328,700 Building Permit Value $49,208,381 $93,396,273 $136,848,781 $124,579,143

2nd Quarter Year-To-Date Plumbing 2020 2019 2020 2019

Permits 138 201 243 295 Inspections 562 680 1098 1099 Permit Revenue $34,514 $51,222 $101,276 $71,261

2nd Quarter Year-To-Date Septics 2020 2019 2020 2019

Septic Permits 27 34 50 43 Septic Backfill Permits 15 12 19 18 Severences 1 16 9 23 Minor Variances 4 11 10 19 Amendments 0 1 0 1 Private Sewage Assessments 1 4 1 8 Enquiry Requests 3 7 8 14 Enforcement Inspections 22 0 25 0 Subdivisions 0 0 0 0 Septic Revenue $15,050 $15,075 $18,925 $23,400

Information Report dated August 19, 2020 Regarding Building Services 2nd... Page 16 of 147 AGENDA ITEM #c)

2nd Quarter Building Statistics - 2020 vs. 2019

The City of Sarnia and The Municipality of Lambton Shores

The Municipality of Lambton Shores Number Value of Number Value of Type of Construction of Construction Permits ($) Permits ($) 2020 2020 2019 2019 Residential 57 10,786,530 80 14,809,273 Commercial 3 180,000 7 414,800 Industrial 0 0 1 43,000 Agricultural 6 829,000 8 1,022,000 Institutional 0 0 2 180,000 Other 1 100,000 0 0 TOTAL 67 11,895,530 98 16,469,073

The City of Sarnia Number Value of Number Value of Type of Construction of Construction Permits ($) Permits ($) 2020 2020 2019 2019 All Categories 122 13,469,011 200 24,454,577

TOTAL 122 13,469,011 200 24,454,577

New Dwelling Units

New Dwelling New Dwelling Municipality Units Units 2020 2019 Lambton Shores 40 34 Sarnia 34* 32**

TOTAL 74 60

Unless otherwise noted, dwelling units are single family dwellings. *Please Note: 7 of 34 are Multiple Family Dwelling Units **Please Note: 3 of 32 are Multiple Family Dwelling Units

Information Report dated August 19, 2020 Regarding Building Services 2nd... Page 17 of 147 AGENDA ITEM #a)

INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: PUBLIC WORKS PREPARED BY: Matt Deline, P. Eng., Manager Jason Cole, P. Eng., General Manager REVIEWED BY: Ron Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 SUBJECT: Tourism Oriented Directional Signing (TODS) Agreement

BACKGROUND

Canadian Tourism Oriented Directional Signing (TODS) Limited is currently under contract with the Ministry of Heritage, Sport, Tourism and Culture Industries and Ministry of Transportation to administer and manage the Provincial TODS program.

In late 1997, in conjunction with the provincial highway transfers, the County of Lambton entered into a ten year contract with Canadian TODS Limited for the provision of tourism oriented directional signs on the County Road System. In 2007, the agreement moved forward on a month-to-month basis until a renewed agreement was amended effective January 1, 2010 for a ten year term which expired December 31, 2019.

With the expiry of the previous agreement, Canadian TODS Limited has reached out to the County to extend the agreement for ten additional years, retroactive to January 1, 2020 and expiring December 31, 2029. The date range requested coincides with the expiration of the current agreement/contract between the Provincial Ministries' and Canadian TODS Limited.

DISCUSSION

An agreement is required between the County of Lambton and Canadian TODS Limited to permit Canadian TODS Limited to install and maintain Tourism Oriented Directional Signs on County of Lambton roadways under the Provincial program. Currently, Canadian TODS Limited manufacture, install and maintain signs on County Right-of-Way (ROW) and pay the County a permit fee of $150 per sign. The County reviews and approves requests for new sign installations on all County roads. These arrangements will remain the same under the new agreement. Contract and fee interaction with business owners are managed directly with Canadian TODS Limited through the provincial application system.

Report dated August 19, 2020 Regarding Tourism Oriented Directional Sign... Page 18 of 147 AGENDA ITEM #a)

Tourism Oriented Directional Signing (TODS) Agreement (page 2) August 19, 2020

The attached agreement and memorandum of understating (MOU) specifies a continuance of the most recent agreement between the County and Canadian TODS Limited and details obligations of each party as it relates to the signs. The duration of the agreement will run in parallel with the current terms between Canadian TODS Limited and the Province.

FINANCIAL IMPLICATIONS

Revenues from permit fees are not a complete cost recovery for County resources but do assist in offsetting expenses to administer the contract. The County issues a small number of these permits annually so the revenue stream is not lucrative but the proposed fee of $150 per permit approval will cover some administration costs for a staff person to visit the location and approve same.

CONSULTATIONS

Canadian TODS Limited and Corporate Services were consulted.

STRATEGIC PLAN

Application of Area of Effort #1: Economic Development - Working with bodies such as Sarnia Lambton Economic Partnership, Tourism Sarnia-Lambton, and the Western Sarnia-Lambton Research Park to develop public-private partnerships that build a balanced and sustainable economic future for Lambton County by:

 Building a consensus amongst all partners for the County's vision based on clearly defined roles and responsibilities for economic renewal and long-term sustainability strategies that include employment growth and choices, a balanced population demographic, and economic diversification targets.  Supporting agriculture and agri-business incubation, diversification, and growth.  Building on the success of community branding while executing and evolving, multi- faceted marketing plan that strengthens awareness of the benefits of the Lambton area.  Highlighting the cultural and recreational capacities of Lambton.  Actively pursuing the development of vibrant communities through programs that encourage retention and population growth.

CONCLUSION

The County of Lambton should enter a ten year contract with Canadian TODS Limited for the marketing, manufacture, installation and maintenance of tourism-oriented signage on the County Road System. The TODS signage continues the "trailblazing" signage located

Report dated August 19, 2020 Regarding Tourism Oriented Directional Sign... Page 19 of 147 AGENDA ITEM #a)

Tourism Oriented Directional Signing (TODS) Agreement (page 3) August 19, 2020

on the Provincial Highway System and allows businesses the opportunity to attract the travelling public.

RECOMMENDATIONS

a) That the contract with Canadian Tourism Oriented Directional Signing (TODS) Limited for the marketing, manufacture, installation and maintenance of tourism- oriented signs on the County Road System be accepted as presented.

b) That the contract be effective January 1, 2020 for a ten year term expiring December 31, 2029.

c) That the Warden and Clerk be authorized to execute the agreement on behalf of County Council.

d) That the appropriate By-Law be presented to County Council for its consideration.

Report dated August 19, 2020 Regarding Tourism Oriented Directional Sign... Page 20 of 147 AGENDA ITEM #a)

This agreement is made as of the 1st day of December , 1997, BETWEEN:

The County of the Lambton in the Province of Ontario Hereinafter referred to as the “Municipality”

-and-

Canadian TODS Limited, a limited company incorporated under the laws of the Province of Nova Scotia and having its principal office in and carrying on business in the Province of Ontario,

Hereinafter referred to as the “Company”

WHEREAS by agreement dated the 30”‘day of November 1996 between The Ministry of Transportation and the Ministry of Economic Development, Trade and Tourism, for the Province of Ontario and the Company, administration of the new Tourism Orientated Directional Signing Policy for Provincial Highways is under the sole jurisdiction of the Company;

AND WHEREAS support and co-operation of the Municipality is essential to the continuity and viability of the new Provincial Tourism Signing Policy for the benefit of the public, the Province of Ontario, and the Municipality;

AND WHEREAS the Municipality wishes to extend the said tourism signing policy to include signing on its municipal highways;

AND WHEREAS the Municipality and the Company wish to enter into an Agreement whereby the Company will implement and administer the Municipalitys tourism signing policy on its highways;

NOW THEREFORE, for and in consideration of the mutual promises, terms, conditions and covenants contained herein, and of other good and valuable consideration, the receipt and sufficiencyof which is hereby acknowledged, the parties hereto, intending to be legally bound, do hereby agree as follows:

1. Definitions

1.1 “Agreement“ means this agreement and includes all schedules attached to it or othen/vise intended to form a part of it, and amendments thereto.

1.2 “Contract means the contract between the Company and an Operator.

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1.3 “Maintenance" or “maintain” means the repair or replacement of illegible, damaged, defaced, leaning or broken signs and their supporting posts.

1.4 “Operator” means the person or entity contracting with the Company for the placement of signs.

1.5 “Sign” means the signs as specified in Schedule C to this Agreement.

1.6 “Site Plan” means the plan produced by the Company on which the number, type, and location of signs to be located along the Municipa|ity’s highways are shown, and which appears in Schedule A in this Agreement.

Schedules

The following are the Schedules attached to and forming a part of this Agreement:

Schedule A - Site Plan

Schedule B — Encroachment Permit Schedule C - Technical Standards and Specifications of Signs

Term of the Agreement

3.1 The Term of this Agreement shall commence on December 1, 1997 and shall continue for a period of 9 years until December 1, 2006, (the “Term").

3.2 The Municipalitygrants non-exclusive permission to the Company to erect and maintain tourism signs on its highways in accordance with the terms provided herein. The Municipality may enter into agreements with the Company or with other parties to provide other signage on or adjacent to its highways for any other purpose.

3.3 The Company acknowledges and agrees that, in the event that the Province of Ontario transfers title and or responsibility for any of its highways or any portion thereof to the Municipality, all Canadian TODS signs are to be removed from the transferred highways within 60 days of the transfer, unless encroachment permits are obtained for those signs from the Municipality in accordance with this Agreement.

Report dated August 19, 2020 Regarding Tourism Oriented Directional Sign... Page 22 of 147 AGENDA ITEM #a)

f) the Company will establish and maintain an office in Ontario which shall be open and staffed each business day during the Term; and

g) the Company will not use the Municipality's name or imply the municipality's support in marketing signs to operators without the prior written consent of the Municipality.

Administration

5.1 Before undertaking any activities on the highway, the Company must first obtain permit approval by obtaining an encroachment permit, in accordance with the requirements specified in Schedule B.

5.2 The Company will be responsible for preparing all necessary documents, including Site Plan and field reviews, to obtain the encroachment permit.

5.3 The encroachment permit application shall specify the design, type, number and location of all proposed signs on that part of the highway described in the Site Plan, which Site Plan becomes, and is, Schedule A to this Agreement.

5.4 Encroachment permits may be issued for individual signs, or for multiple signs in accordance with a Site Plan.

55 In the event of additions to or deletions to the number of signs covered by this Agreement, a revised Schedule A to this Agreement will be submitted by the Company to the Municipality for the Municipality's approval. When approved by the Municipality the revised Schedule A will replace the old.

Permit Types and Fees

G1 All permits issued by the Municipalitywill be valid for 10 years or for the duration of this Agreement, whichever is the lesser. Permits will be subject to a one-time fee as outlined below.

6.2 Fees for the encroachment permit will be reviewed annually, after which the Municipalityreserves the right to adjust the encroachment permit fee to reflect changes in the cost of issuing and administering the encroachment permit.

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6.3 Two types of permits may be issued to the Company:

Encroachmg[)_LPermit- Type A:

' For the insta|latio*n"6ftmultiple,_,n assembliesfor each direction of travel at freeway interchangesup tot T"maXimum,_numberpermissible under

’

' Schedule B. , ‘rK€sz«1Mi$.~ LawistzxuCmf'it*2*é*>iVnDVt~o?c‘¢fi/ll l Pmrvirrson ’l‘£

Encroachment Permit - Type B: €'ll3ilQ&;TC~Ef/ For the installation of a single sign assembly for each direction%“T@of travel at intersection or decision points only.

Fee: $150 per intersection

6.4 The Company will pay permit fees at the time of application for the encroachment permit.

Roles and Performance

7.1 The Company shall arrange and be responsible for the fabrication, construction, painting, erection and installationof signs, in accordance with the technical and material standards and specifications as shown in Schedule C to this Agreement.

7.2 The Company shall arrange for and be responsible for the maintenance, and where necessary the removal, of the signs,

7.3 The Company shall be responsible for:

8) Ensuring that all works carried out under the permit shall be in accordance with the Manual of Uniform Traffic Control Devices or as directed by the Municipality.

b) Ensuring compliance with the Occupational Health and Safety Act and all relevant statutes.

Ensuring that all works are carried out in accordance with the intersection layout described in the Site Plan.

All utility locates prior to work operations.

Ensuring that the work does not create any unnecessary impediment or interference with the traveling public.

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f) Ensuring the completed installation does not interfere with ditches or drains.

g) Ensuring that the work area is restored to a condition satisfactory to the Municipality.

h) The actions of its subcontractors, if any, and in ensuring that the work is carried out to the satisfaction of the Municipality and that no work is commenced without the prior knowledge of the Municipality.

i) Repairing signs immediately, but in any event not more than 48 hours, after becoming aware of the need for repair.

j) The relocation or removal of signs; in the event of highway reconstruction or repair, within 14 calendar days of the Municipality sending notice of the reconstruction or repair to the Company.

k) The relocation or replacement of signs which impair visibility at intersections or entrances, within 14 calendar days of the Municipality sending notice of the required relocation or replacement to the Company.

7.4 The Company shall be responsible for replacement or relocation of signs as a result of adjoining new development or entrances. The Company shall be reimbursed by the Municipality for reasonable costs.

7.5 The Company is the contact for the Municipality for any installation, removal, replacement or maintenance of signs.

7.6 The Municipality shall respond to the encroachment permit application within 14 days of receipt.

Liability and Indemnification

8.1 The Company agrees that the Municipality shall not be liable for any injury or damage (including death) to the person of the Company or to any of?cer, director, employee or agent of the Company, or for the loss of or damage to the property of the Company or any of its officers, directors, employees or agents that is in any manner based upon, caused by or in any way attributable to the Company’s performance under this Agreement.

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8.2 The Company agrees that it shall at all times indemnify and save harmless the Municipality, its officers, employees and agents from and against all claims, demands, losses, costs, damages, actions, suits or other proceedings by whomsoever made, sustained, brought or prosecuted, that are in any manner based upon, caused by or attributable to anything done or omitted to be done by the Company or any of its officers, directors, employees or agents in connection with services performed, purportedly performed or required to be performed by the Company under this Agreement.

8.3 Without restricting the generality of anything contained in paragraph 8.2 above, the Company shall maintain comprehensive all-risk general liability insurance acceptable to the Municipality and subject to limits of not less than $5 million inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof, completed operations or products insurance and automobile liability insurance acceptable to the Municipality for both owned and non-owned vehicles.

8.4 The Company shall arrange for the completion and submission to the Munici- pality of a certi?cate of liabilityinsurance for each policy of liabilityinsurance maintained under this Agreement and which shall include a provision requiring the insurer to give ten days written notice to the Municipality in the manner set forth in the policy conditions ifthe policy is to be changed or canceled.

8.5 in no event will the Municipality be responsible for indirect or consequential damages or loss of profit sustained by the Company, or by an Operator.

The Municipality shall not be liable to the Company or to any other person or company for the payment of any money pursuant to, or as a result of, or in any way connected with the Company’s performance pursuant to this Agreement.

Defaults and Remedies

Each of the following events constitutes default under this Agreement:

a) The Company fails to observe or perform a term, condition, obligation, or covenant in this Agreement and such failure continues for a period of twenty days after receipt by the Company of written notice of such failure; 0]‘

b) The Company becomes insolvent, bankrupt, or a receiver or manager, court appointed or othen/vise, is appointed for its assets; or

c) An order is made or a resolution is passed, or proceedings commenced for the windup, liquidation, or dissolution of the Company, or the Company is otnen/vise dissolved or ceases to carry on business.

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10. Confidentiality

Either party may distribute copies of this Agreement to anyone without the consent of the other party.

11. Assignment

The Municipality and the Company agree that this Agreement will be binding on all successors and assigns except as provided elsewhere in this Agreement. 12. Severability

If any provision of this Agreement is declared invalid, illegal or unenforceable by a court or other lawful authority of competent jurisdiction, this Agreement will continue in full force and effect with respect to all other provisions, and all rights and remedies accrued under such other provisions will survive any such declaration. Any invalid, illegal or unenforceable provision will, to the extent permitted by law, be severed and replaced by a valid provision which Comes closest to the intention underlying the invalid, illegal or unenforceable provision. 13. Non-Agent

It is agreed that this Agreement is a contract for a service, and the Company, its officers, directors, employees and agents are not, nor are they deemed to be, employees or agents of the Municipality.

14. Applicable Law

This Agreement is to be governed by and interpreted in all respects in accordance with the laws of the Province of Ontario and of Canada applicable laws.

15. Amendments

This Agreement may be amended, altered or modi?ed only by a written document signed by duly authorized officers of the Municipality and the Company. The schedules to this Agreement may also be amended, altered or modified only by a written document signed by the Company and authorized representatives of the Municipality.

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16. Waiver

No provision of this Agreement will be deemed to be waived, and no breach excused, unless such waiver or consent excusing the breach is in writing and signed by the party to be charged with such waiver or consent. A waiver of any provision of this Agreement or of any such breach of any provision is not to be deemed or construed to be a waiver of any other provision of this Agreement or of any other breach, whether of the same or of any other provision, nor shall any delay or omission on the part of any party to this Agreement to exercise or avail itself of any right it has or may have under this Agreement, operate as a waiver of any such breach or right, nor will any waiver or failure to enforce any of the provisions of this Agreement in any way affect the validity of the Agreement or any part of it.

17. Notices

Any notice, request, demand, consent, approval, correspondence, report or other communication required pursuant to or permitted under this Agreement must be in writing and must be given by personal delivery or transmitted by fax, telegram, facsimile or other electronic message which provides a hard copy, or be sent by first class mail, postage or charges prepaid, and addressed to the party to whom it is intended at its address as set out below:

To: The Corporation of the County of Lambton 789 Broadway Street, Box 3000, Wyoming, Ontario, NON 1T0 Attention: Clerk

Fax No. (519) 845 — 3160

To: Canadian TODS Limited c/o Minden, Gross, Grafstein & Greenstein 111 Richmond Street West, Suite 600 Toronto, Ontario, M5H 2H5 Attention: Alan D. Litwack Fax No. (416) 864 -1099

Any notice given as aforesaid shall be deemed to have been effectively given on the earlier of:

a) the date of delivery, if delivered during normal business hours, and if not, on the next following business day; or

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b) on the fifth business day after effectual posting in Canada, or four hours after being sent by fax during normal business hours.

Any party may, at any time, give notice in writing to the other in the manner provided for above of any change of address or fax number. 18. Arbitration

The Company and the Municipality shall use their best efforts to settle in a fair and reasonable manner any ?nancial or business or other dispute arising in connection with this Agreement, or the performance thereof. If such dispute cannot be settled by the parties between themselves, they shall settle it by arbitration pursuant to the Arbitration Act of Ontario and as follows: The party that desires an arbitration shall nominate one arbitrator and shall notify the other party of such nomination, who shall within thirty (30) days after receiving such notice nominate an arbitrator. The two arbitrators shall select a third arbitrator to act jointly with them. if the two arbitrators appointed by the parties shall fail within a further 15-day period to select a third arbitrator, either party may apply to a judge of the Ontario Court (General Division) to appoint such third arbitrator. if a second arbitrator is not nominated within thirty (30) days, then the first arbitrator may proceed to determine the dispute and his decision shall, subject to the provisions hereof, be binding upon the parties. The decision of the arbitrators or any two of them (or the decision of the single arbitrator, if only one is appointed in the circumstances described above) shall be given in writing and shall be final, binding on the parties, not subject to any appeal, and shall deal with the question of costs of arbitration and all matters related thereto.

IN WITNESS WHEREOF the Municipality and the Company have signed this Agreement by their duly authorized officers as of the day and year first above mentioned.

CANADIANTODS LIMITED

per: ~rb_;zmUu

/per./I

CORPORATION OF THE COUNTY OF LAMBTON

Wa rden :

Clerk:

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120 Whitmore Rd, Unit 8, Woodbridge, Ontario L4L—6A3 July 27, 2020

County of Lambton Public Works Department Hwy 21, Box 3000 Wyoming, Ontario NON 1T0

Attention:Matt Deline, P. Eng, GeneralManager Public Works

RE: Continuance of the Agreement to install Tourism Oriented Directional Signs on Lambton County roadways

The Parties signing below acknowledge and accept a continuance of the agreement made on the 15‘ day of December 1997 betweenCanadianTODS and Count of Lambton.

The Corporation ofthe County ofLambtonin the Province ofOntario. Hereinafterreferredto as ” the “A/[unicipality — and ~

Canadian TODS Limited, a limited company incorporated under the laws ofthe Province ofNova Scotia and having its principal o?icein and carrying on business in the Province of Ontario. Hereinafterreferredto as the “Company”.

The Agreement authorizes Canadian TODS Limited to install the tourism oriented directional signs on Lambton County roadways. This Continuance is for the period from January 1, 2020 to December 31, 2029 which is the expiration date of the contract between Canadian TODS and the Ministry of Tourism and Ministry of Transportation to manage the TODS program.

The individuals noted below have the authority to bind both Parties as noted above to the terms and conditionsset in the original Agreement datedDecember 1, 1997.

Canadian TODS Limited I have the authority to bind the Corporation

Per: Date: RanafvNichols, General Manager

The County of Lambton I have the authority to bind the Corporation

Per: Date:

Ph: 905-851-1822, Fax: 905-851-4724, Toll Free: 1-888-263-9333 www.canadiantods.ca

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INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: PUBLIC WORKS PREPARED BY: Matt Deline, P.Eng, Manager Jason Cole, P.Eng., General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 SUBJECT: Road Widening Dedications Along Various County Roads

BACKGROUND

As opportunities arise, the Public Works Department obtains property adjacent to County Roads to allow those road allowances to be upgraded to County standards.

Properties are most frequently acquired through two main methods:

 Private sale after direct negotiation with landowners as part of a capital project and in accordance with the County of Lambton Land Purchase Policy; and

 Transfers associated with municipal consent applications (i.e. severances and site plan approvals) in accordance with the Planning Act.

Following acquisition, a By-Law is required to dedicate these properties as County road allowance. Also, from time to time, properties are identified that the County has previously acquired but not yet dedicated as a road allowance. These properties are reported to County Council for dedication through By-Law as a 'housekeeping' exercise.

DISCUSSION

The properties that require dedication to incorporate them as part of the County Road network are shown on the attached map and detailed below:

County Road 7 (Lakeshore Road)

 Part of Lot 54, Concession 9, also known as Front Concession, geographic Township of Sarnia, designated as Parts 3 & 4 on Plan 25R-10939 (Fronting 1207- 1209 Lakeshore Road).

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Road Widening Dedications Along Various County Roads (page 2) August 19, 2020

 Part of Lot 55, Concession 9, also known as Front Concession, geographic Township of Sarnia, designated as Parts 2, 3 & 5 on Plan 25R-10917 (Fronting 1115 and 1117 Lakeshore for Sunripe Addition).  Part of Lot 71, Lake Road West Concession, geographic Township of Bosanquet, Municipality of Lambton Shores , designated as Part 4 on Plan RD184 ( Vance - NW Corner of Lakeshore Road and Proof Line).  Part of Lot 80 and 81, Lake Road East Concession, geographic Township of Bosanquet, Municipality of Lambton Shores , designated as Part 20 on Plan RD184 (Kaumanns Farms - Lakeshore Road opposite Lake View Haven Drive).  Part of Lot 69, Lake Road West Concession, geographic Township of Bosanquet, Municipality of Lambton Shores, designated as Part 2 on Plan RD184 (Hodgson Farms - Lakeshore, North of Proof Line).

County Road 12 (Townsend Line)

 Part of Lot 39, Concession South Boundary, geographic Township of Bosanquet, Municipality of Lambton Shores, designated as Part 8 on 25R-2473 (Fronting 5988 and 5996 Townsend Line).

County Road 16 (London Road)

 Part of Lot E South Side London Road, geographic City of Sarnia designated as Parts 4 & 6 on 25R10657 (499 and 503 London Road (Medical Building Expansion).

County Road 21 (Oil Heritage Road)

 Part of Lot 16, Concession 10, geographic Township of Enniskillen, Town of Petrolia, designated as Parts 3 & 4 on Plan 25R-10824 (4509 Petrolia Line at SE corner of Oil Heritage Road at Petrolia Line).

County Road 26 (Mandaumin Road)

 Part of Lot 1, Concession 3, geographic Town of Plympton-Wyoming, designated as Part 5 on Plan 25R10894 (Fronting 5590 Mandaumin Road).

County Road 31 (Kimball Road)

 Part of Lot 16, Concession 2, geographic Township of Sarnia, designated as Part 1 on Plan 25R-10755 (1409 Churchill Line - Widening along Kimball Road).  Part of Lot 16, Concession 1 and Part of Lot 16, Concession 2, geographic Township of Sarnia, designated as Parts 9, 10 and 11 on Plan 25R-10705 Subject to an Easement over Part 10 on 25R-10705 as in SP34216 amended by L132326 (4741 Kimball Road - Widening along Kimball Road).  Part of Lot 15, Concession 12, geographic Township of Moore, designated as Parts 2 & 4 on Plan 25R10862 (Fronting 4558 Kimball excluding Burns Cemetery).

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Road Widening Dedications Along Various County Roads (page 3) August 19, 2020

FINANCIAL IMPLICATIONS

These dedications will incur legal fees associated with property registration at the registry office. The cost to complete this work is identified annually in the budget.

CONSULTATIONS

Meetings and correspondence with property owners, local municipalities, and internal or external legal consultation is carried out as part of the property acquisitions.

STRATEGIC PLAN

Application of Area of Effort #3: To undertake a broad based community development initiative that enriches the quality of life and the future prospects of Lambton County by developing collaborative initiatives that respond to the following needs:

 Policies that enhance and protect municipal infrastructure.

CONCLUSION

Dedication and registration of the identified properties is required to include these lands as part of the road allowance.

RECOMMENDATIONS

a) That Part of Lot 54, Concession 9, also known as Front Concession, geographic Township of Sarnia, designated as Parts 3 & 4 on Reference Plan 25R-10939 be and are hereby dedicated as part of County Road 7 (also known as Lakeshore Road) within the County of Lambton.

b) That Part of Lot 55, Concession 9, also known as Front Concession, geographic Township of Sarnia, designated as Parts 2, 3 & 5 on Reference Plan 25R-10917 be and are hereby dedicated as part of County Road 7 (also known as Lakeshore Road) within the County of Lambton.

c) That Part of Lot 71, Lake Road West Concession, geographic Township of Bosanquet, Municipality of Lambton Shores, designated as Part 4 on Plan RD184 be and is hereby dedicated as part of County Road 7 (also known as Lakeshore Road) within the County of Lambton.

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Road Widening Dedications Along Various County Roads (page 4) August 19, 2020

d) That Part of Lot 80 and 81, Lake Road East Concession, geographic Township of Bosanquet, Municipality of Lambton Shores, designated as Part 20 on Plan RD184 be and are hereby dedicated as part of County Road 7 (also known as Lakeshore Road) within the County of Lambton.

e) That Part of Lot 69, Lake Road West Concession, geographic Township of Bosanquet, Municipality of Lambton Shores, designated as Part 2 on Plan RD184 be and is hereby dedicated as part of County Road 7 (also known as Lakeshore Road) within the County of Lambton.

f) That Part of Lot 39, Concession South Boundary, geographic Township of Bosanquet, Municipality of Lambton Shores, designated as Part 8 on Reference Plan 25R-2473 be and is hereby dedicated as part of County Road 12 (also known as Townsend Line) within the County of Lambton.

g) That Part of Lot E South Side London Road, geographic City of Sarnia designated as Parts 4 & 6 on Reference Plan 25R-10657 be and are hereby dedicated as part of County Road 16 (also known as London Road) within the County of Lambton.

h) That Part of Lot 16, Concession 10, geographic Township of Enniskillen, Town of Petrolia, designated as Parts 3 & 4 on Reference Plan 25R-10824 be and are hereby dedicated as part of County Road 21 (also known as Oil Heritage Road) within the County of Lambton.

i) That Part of Lot 1, Concession 3, geographic Town of Plympton-Wyoming, designated as Part 5 on Reference Plan 25R-10894 be and is hereby dedicated as part of County Road 26 (also known as Mandaumin Road) within the County of Lambton.

j) That Part of Lot 16, Concession 2, geographic Township of Sarnia, designated as Part 1 on Reference Plan 25R-10755 be and is hereby dedicated as part of County Road 31 (also known as Kimball Road) within the County of Lambton.

k) That Part of Lot 16, Concession 1 and Part Lot 16, Concession 2, geographic Township of Sarnia, designated as Parts 9, 10 and 11 on Reference Plan 25R-10705 Subject to an Easement over Part 10 on Reference Plan 25R-10705 as in SP34216 amended by L132326 (4741 Kimball Road - Widening along Kimball Road) be and are hereby dedicated as part of County Road 31 (also known as Kimball Road) within the County of Lambton.

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Road Widening Dedications Along Various County Roads (page 5) August 19, 2020

l) That Part of Lot 15, Concession 12, geographic Township of Moore, designated as Parts 2 & 4 on Reference Plan 25R-10862 be and are hereby dedicated as part of County Road 31 (also known as Kimball Road) within the County of Lambton.

m) That the appropriate By-Law be presented to County Council for consideration.

n) That the Warden and Clerk be authorized to register the By-Law in the local registry office for the purposes of designating the properties in question as part of the highway system.

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County of Lambton Corporation of the Fronting Road Widening Dedications County of Lambton Lakeshore Road Key Map N. of Proof Line General Location Overview Not to Scale Proof Li Fronting A.M. Committee Report - Dated August 19, 2020 Cliff Rd D-1 Lakeshore Road "Road Widening Dedications Along Various County Roads D-3 N. of Proof Line

³ Lakeshore Rd UnknownCedar Point Li

Fronting Lake ViewGlendale Haven Dr Dr Lakeshore Road D-4 D-2 Fuller Rd Opposite Lake View Haven Fronting 5988 and 5996 Townsend Line Fronting Fronting 1207-1209 Lakeshore Road Townsend Li 1117-1119 Lakeshore Road Hillsboro Rd

Lakeshore Hansard Unknown Elmsley Rd Haight Hubbard Li Sylvan Unknown

Albert St Tudor Hillcrest

Union St Bluepoint Dr Brush Rd Winton

Mills Cathcart Metcalfe Forest ² Beach Tyrie Vye Webster Grove Burr Discovery Li

Lori Retlaw Gurd Trinity Daley Joel Location View D-3 Robin Holden

Baxter Esser Not to Scale

Miller

Lecaron Beverley Kemsley Severin Lake Chipican Unknown Sandy Tawny Blackwell

O'Dell Lang Progress Dr Unknown Centre St

Pullen Kim Errol Twin Lakes Wheatley

Highbury Kiran Tank StTank

Eureka St

Fort Petrolia Victoria Hollywood Giffel James St Alice

Michigan Robert St Cardiff Dr Alexandra Finch Dr

Errol Confederation Li

Thomas Unknown GlenAllen VenetianBluewater Colbonre Berger Petrolia Li Louisa Modeland Rd Hay Cambridge Lancey St Third St Sole Ashby The Rapids

Indian Procor Dr

Newell Pineview Capri West St Dufferin Ave

Christina Front Rosedale Salisbury Fronting 5590 Point Edward Lite Errol Hall Franco East Side of 402 Princess St Fronting Bluewater Colborne Mandaumin Road Wiltshire Maude St

Fairweather Rd

Hagle 1409 Churchill Line 4509 PetroliaFirstAve Line 402 Berkshire Toro Mara Joe St Blackwell Srd Guthrie Bond Gladwish Dr

402 (Widening & McGregor Srd Highway Unknown Exmouth Quinn Oil Heritage Rd 40 Hwy Daylight Corner) Churchill Li Claxton Lambton Mall Waterworks Rd Nelson Seaway Pontiac Willa Capel Water Telfer Rd

Murphy

GardenCres

Brigden Rd Napier Elgin Maxwell Old London Plank Rd

Mandaumin Rd Cecil Ryan Elizabeth Oxford London Copland London Marshall Rd

Location View D-2 McGregor Srd Christina Maria Norman Afton Finch Not to Scale George Mayfair Kimball Rd Fronting Lochiel Bright Minto Conestoga

Superior Lasalle Li Cobden Bradford 4741 Kimball Road

Cromwell East Davis Oak Grey Sarnia Fairweather Rd

Cedar

Prestwick Modeland Research Park Palmerston Kathleen Johnston Fronting Russell HamptonWellington

Aberdeen Fronting

Vimy Ross Waubuno Rd . 499 andTalfourd 503 Lansdowne Trudeau Stuart 4558 Kimball Road Leckie Crawford London Road Devine Bedford

Lillian Page 36 of 147 Oslo

Harkness

Brock Queen Kintail Phillip Phillip Mitton Bennett Cardiff Turner AGENDA ITEM #b) Emma Molinari Location View D-4 Mack Savoy Ontario Confederation Not to Scale Rose Campbell Alice UpperCanada Legend

Samuel

Vanier Lougar

Roper Clifford St. Andrew Unknown McGregor Road Widening Dedication Railway Procor Unknown Administrative Boundaries Vidal Plank Roadways

Scott Local Roads County Roads Provincial Roads Location View D-1 Not to Scale AGENDA ITEM #c)

INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

BACKGROUND

Since 1997, the County of Lambton and County of Middlesex have made arrangements as neighbouring road authorities to share winter maintenance duties on various roads crossing the County boundary. This arrangement was seen as beneficial, allocating the winter road maintenance responsibilities to the County who could best carry out the work. In addition, mobile operations, such as plowing and salting, continue across the County boundary to a location that is safe and convenient for the equipment turn around for the return operations.

These arrangements were formalized in a 2005 Winter Maintenance Agreement between the County of Lambton and County of Middlesex, identifying the roads, limits, and conditions to which each County would patrol and carry out winter maintenance beyond the County boundary. An extension to the agreement was approved in 2010 with the more recent Winter Maintenance Agreement expiring in April 2020.

DISCUSSION

A new Winter Maintenance Agreement between the County of Lambton and the County of Middlesex, similar to the previous agreement, has been drafted to continue sharing winter duties on roads crossing the County boundary. Both Counties are required to provide a level of service to the "Minimum Maintenance Standards for Municipal Highways" established under Regulation 239/02 of the Municipal Act for all roads under this agreement. The new Agreement shall continue until April 2030 or until either party wishes to terminate.

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County of Middlesex Winter Maintenance Agreement (page 2) August 19, 2020

FINANCIAL IMPLICATIONS

No additional expenditures are required to facilitate the Lambton-Middlesex Winter Maintenance Agreement.

CONSULTATIONS

County of Middlesex and County of Lambton Public Works Staff & Corporate Services (Legal/Clerk) have been consulted as part of finalizing the new maintenance agreement.

STRATEGIC PLAN

Application of Area of Effort #3: Community Development - Capitalizing on opportunities that enrich the quality of life and future of the community by:

• Developing policies and practices that bolster and safeguard municipal infrastructure.

• Developing policies and strategies detailing how County services can be shared with or purchased by municipal partners.

CONCLUSION

The County should continue sharing winter maintenance responsibilities with the County of Middlesex on roads crossing the County boundary. The ten year extension will allow staff to update and modernize a long-term agreement that will function the most efficiently for both Counties.

RECOMMENDATIONS

a) That The Corporation of the County of Lambton enter into an agreement with the County of Middlesex to have winter maintenance on roads crossing the County boundary performed by the neighbouring County which can best carry out the work, on and subject to the terms and conditions of the agreement attached hereto as Appendix A.

b) That the Warden and Clerk be authorized to execute all relevant documentation.

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County of Middlesex Winter Maintenance Agreement (page 3) August 19, 2020

c) That the appropriate By-Law be presented to County Council for their consideration.

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WINTER MAINTENANCE SERVICES AGREEMENT

This AGREEMENT made in duplicate the _____ day of ______, 2020

B E T W E E N:

THE CORPORATION OF THE COUNTY OF MIDDLESEX

(hereinafter the “County of Middlesex")

OF THE FIRST PART

- and -

THE CORPORATION OF THE COUNTY OF LAMBTON

(hereinafter the "County of Lambton")

OF THE SECOND PART

WHEREAS:

A. The Parties are neighbouring upper-tier municipalities each with the capacity, rights, powers and privileges of a natural person under section 9 of the Municipal Act, 2001, S.O. 2001, Chapter 25, as amended or replaced (the “Municipal Act”), including but not limited to the power to enter into agreements;

B. The Parties each have authority over the highways under their respective jurisdictions in accordance with by-laws passed under section 11 of the Municipal Act;

C. The Parties wish to enter into a Winter Maintenance Services Agreement (this “Agreement”) under which each Party will perform winter maintenance on certain highways under the jurisdiction of the other;

D. The Parties acknowledge that jurisdiction over any highway described in this Agreement remains that of the municipality which established the highway by by- law, but that the municipality providing the services pursuant to the this Agreement is contractually responsible for the covenants contained in this Agreement.

NOW THEREFORE THIS AGREEMENT WITNESSETH THAT, in consideration of the payment of the sum of TWO DOLLARS ($2.00) from each Party to the other and for other good and valuable consideration, including the covenants herein, the receipt and sufficiency of which is hereby acknowledged, the Parties covenant and agree as follows:

______Initials

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Recitals

1. The above recitals are true and the same are hereby incorporated into this Agreement by reference.

Definitions

2. In this Agreement, in addition to terms defined elsewhere in this Agreement, the following terms have the following meanings:

(a) “Communication” means any notice, demand, request, consent, approval or other communication which is required or permitted by this Agreement to be given or made by the Parties to each other;

(b) “County of Lambton Highways” means highways under the jurisdiction of the County of Lambton;

(d) “Parties” means the County of Middlesex and the County of Lambton collectively, and “Party” means one of them.

(e) “Plow Damage” means any damage caused to a highway as a result of the Winter Maintenance Services.

(f) “Winter Maintenance Services” means sanding, salting, snowplowing and winter patrol operations.

Covenants

3. All obligations contained in this Agreement, even if not expressed to be covenants, shall be deemed to be covenants.

Term

4. This Agreement, subject to its termination provisions, shall remain in force and effect for a period of ten (10) years, commencing the 1st day of November, 2020 at 12:00 a.m. and ending on the 15th day of April, 2030 at 11:59 p.m.

County of Middlesex Highways

5. The County of Lambton hereby covenants and agrees to provide Winter Maintenance Services and to repair and be responsible for any resulting Plow Damage on the County of Middlesex Highways set out in Schedule “A” of this Agreement.

______Initials

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6. The County of Lambton shall provide Winter Maintenance Services and perform any Plow Damage repair on the County of Middlesex Highways set out in Schedule “A” of this Agreement, for the whole width of thereof, and in accordance with all applicable laws, including the "Minimum Maintenance Standards for Municipal Highways" established under Ontario Regulation 239/02 of the Municipal Act, as amended or replaced, and the Ontario Traffic Manual, as amended or replaced.

County of Lambton Highways

7. The County of Middlesex hereby covenants and agrees to provide Winter Maintenance Services and to repair and be responsible for any resulting Plow Damage on the County of Lambton Highways set out in Schedule “B” of this Agreement.

8. The County of Middlesex shall provide Winter Maintenance Services and perform any Plow Damage repair on the County of Lambton Highways set out in Schedule “B” of this Agreement, for the whole width thereof, and in accordance with all applicable laws, including the "Minimum Maintenance Standards for Municipal Highways" established under Ontario Regulation 239/02 of the Municipal Act, as amended or replaced, and the Ontario Traffic Manual, as amended or replaced.

Costs and Payment

9. The County of Lambton shall be responsible for all expenses connected with any work carried out by the County of Lambton pursuant to this Agreement, unless otherwise agreed to by the Parties in writing.

10. The County of Middlesex shall be responsible for all expenses connected with any work carried out by the County of Middlesex pursuant to this Agreement, unless otherwise agreed to by the Parties in writing.

11. For greater certainty, unless otherwise agreed to by the Parties in writing, neither Party will invoice the other or be responsible to the other for the monetary costs of providing Winter Maintenance Services or repairing Plow Damage pursuant to this Agreement on the basis that the work undertaken by each Party for the other is of equal value.

Liability, Indemnity and Insurance

12. The County of Lambton shall be responsible and liable for any and all damages arising from the performance of non-performance of its obligations under this Agreement. Without limiting the foregoing, the County of Lambton does hereby agree to release, indemnify, and save harmless the County of Middlesex, its

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Councillors, officers, employees, legal counsel, and agents, from and against any and all claims, actions, suits for or in respect of any cause, action, lack of action, matter or anything which may arise or result from the performance or non- performance of its obligations under this Agreement.

13. The County of Middlesex shall be responsible and liable for any and all damages arising from the performance of non-performance of its obligations under this Agreement. Without limiting the foregoing, the County of Middlesex does hereby agree to release, indemnify, and save harmless the County of Lambton, its Councillors, officers, employees, legal counsel, and agents, from and against any and all claims, actions, suits for or in respect of any cause, action, lack of action, matter or anything which may arise or result from the performance or non- performance of its obligations under this Agreement.

14. The County of Lambton and the County of Middlesex each covenant to carry a minimum of Ten Million Dollars ($10,000,000.00) public liability insurance during the term of this Agreement. Such insurance shall name the other County as an additional insured thereunder and contain the following endorsements: contractual liability, non-owned automobile liability, and cross liability with a severability of interest clause. Such policy shall include a 30 day written notice of cancellation, termination or material change.

15. The Parties each covenant to carry a minimum of Ten Million Dollars ($10,000,000.00) automobile third party liability insurance during the term of this Agreement.

16. The Parties shall provide proof of insurance identifying all lines of coverage by way of Certificate of Insurance in a form satisfactory to the other Party each year, or ten (10) days prior to renewal of the respective policy.

17. In addition to and without limiting any proof of insurance requirements in this Agreement, at any time requested by any Party, the Parties shall provide each other with proof of insurance.

Termination

18. Notwithstanding section 4, this Agreement may be terminated in its entirety by Communication in writing being given by either Party to the other no less than one (1) year prior to the intended termination date. In the spirit of this Agreement, such notice will presume that reasonable effort has been made to ensure such termination is well founded and that other options have been considered.

Notices

19. Any Communication must be in writing and either be:

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(a) delivered personally or by courier;

(b) sent by prepaid registered mail; or

(c) transmitted by facsimile, e-mail or functionally equivalent electronic means of transmission, charges (if any) prepaid.

Any Communication must be sent to the intended Party at its address for service listed on the signature pages of this Agreement or to any other address as any Party may at any time advise the other by Communication given or made in accordance with this section. Any Communication delivered to a Party to whom it is addressed will be deemed to have been given or made and received on the day it is delivered at that Party’s address, provided that if that day is not a Business Day then the Communication will be deemed to have been given or made and received on the next Business Day. Any Communication transmitted by facsimile, e-mail or other functionally equivalent electronic means of transmission will be deemed to have been given or made and received on the day on which it is transmitted; but if the Communication is transmitted on a day which is not a Business Day or after 4:00pm (local time of the recipient), the Communication will be deemed to have been given or made and received on the next Business Day.

Amendment and Waiver

20. No amendment, discharge, modification, restatement, supplement, termination or waiver of this Agreement or any section of this Agreement is binding unless it is in writing and executed by the Parties to be bound. No waiver of, failure to exercise, or delay in exercising, any section of this Agreement constitutes a waiver of any other section (whether or not similar) nor does any waiver constitute a continuing waiver unless otherwise expressly provided.

Assignment and Enurement

21. Neither this Agreement nor any right or obligation under this Agreement may be assigned by any Party, other than provided for herein, without the prior written consent of the other Parties. This Agreement enures to the benefit of and is binding upon the Parties and their respective heirs, executors, administrators, estate trustees, trustees, personal or legal representatives, successors and permitted assigns.

Dispute Resolution

22. Upon written request to resolve any disputes arising from this Agreement which is sent by one Party to another, the Parties hereby agree to resolve all disputes pursuant to this section. Upon receipt by the receiving Party of a written request to resolve disputes, the Parties shall first attempt to resolve all disputes by way of

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formal negotiation between the Parties and their appointed representatives. If the disputes cannot be settled within thirty (30) days from the receipt of the written request to resolve disputes by the receiving Party, then the Parties shall enter into a structured negotiation on a without prejudice basis with the assistance of a mediator agreed upon and appointed by them. If the disputes cannot be settled within ninety (90) days from the receipt of written request to resolve disputes by the receiving Party, or such longer period as may be agreed to by the Parties, the Parties shall, refer the matter forthwith to an arbitration which shall finally resolve the dispute(s). The aforementioned arbitration shall be conducted in accordance with the Ontario Arbitration Act, 1991, S.O. 1991, c. 17, as amended or replaced.

Entire Agreement

23. This Agreement constitutes the entire agreement between the Parties pertaining to Winter Maintenance Services and Plow Damage Repair, and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written, of the Parties. The Parties acknowledge that there are no representations, warranties or other agreements between the Parties in connection with the subject matter of this Agreement except as specifically set out in this Agreement and that no Party has been induced to enter into this Agreement in reliance on, and there will be no liability assessed, either in tort or contract, with respect to, any warranty, representation, opinion, advice or assertion of fact, except to the extent it has been reduced to writing and included as a term in this Agreement. Except as amended herein, the terms of this Agreement shall remain in full force and effect.

24. This Agreement includes the provisions of this Agreement, each of its Schedules, Ontario Regulation 239/02 of the Municipal Act, as amended or replaced, and the Ontario Traffic Manual, as amended or replaced, all of which shall be read together in the forming of this Agreement. In the event there is a conflict between the provisions of this Agreement and its Schedules, the provisions of this Agreement shall prevail.

Voluntary Enforceable Agreement

25. The Parties warrant that this Agreement is voluntary, that none of the Parties are under any legal disability and that each Party has had an opportunity to seek the advice of independent legal counsel with respect to this Agreement.

Counterparts

26. This Agreement may be executed and delivered by the Parties in one or more counterparts, each of which will be an original, and each of which may be

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delivered by facsimile, e-mail or other functionally equivalent electronic means of transmission, and those counterparts will together constitute one and the same instrument.

Severability

27. Each section of this Agreement is distinct and severable. If any section of this Agreement, in whole or in part, is or becomes illegal, invalid, void, voidable or unenforceable in any jurisdiction by any court of competent jurisdiction, the illegality, invalidity or unenforceability of that section, in whole or in part, will not affect:

(a) the legality, validity or enforceability of the remaining sections of this Agreement, in whole or in part; or

(b) the legality, validity or enforceability of that section, in whole or in part, in any other jurisdiction.

Governing Law

28. This Agreement is governed by, and is to be construed and interpreted in accordance with the laws of the Province of Ontario and the laws of Canada applicable in that Province.

[ONE (1) SIGNATURE PAGE FOLLOWS]

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IN WITNESS WHEREOF this Agreement has been executed by the Parties hereto on the date(s) set out below and the Parties agree that this Agreement shall be effective on the ____ day of ______, 2020.

THE CORPORATION OF THE COUNTY OF MIDDLESEX

Date: ______, 2020

Per: ______Cathy Burghardt-Jesson, Warden

Per: ______Kathleen Bunting, Clerk

We have authority to bind the Corporation

Address for Service: Attn: County Clerk Administration Offices, 399 Ridout Street North London, ON N6A 2P1

THE CORPORATION OF THE COUNTY OF LAMBTON

Date: ______, 2020

Per: ______

We have authority to bind the Corporation

Address for Service: Attn:

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SCHEDULE “A”

County Road Number 22, from the County boundary to Middlesex Road 6 (Class 2)

County Road Number 18, from the County boundary to Middlesex Road 81 (Class 3)

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SCHEDULE “B”

County Road Number 5, from the County boundary to King's Highway 21 (Class 4)

County Road Number 6, from the County boundary to Lambton Road 79 (Class 3)

County Road Number 12, from the County boundary to Lambton Road 79 (Class 2)

County Road Number 39, from the County boundary to Lambton Road 79 (Class 3)

County Road Number 80, from the County boundary to Lambton Road 79 (Class 3)

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INFRASTRUCTURE & DEVELOPMENT

SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: INFRASTRUCTURE & DEVELOPMENT SERVICES PREPARED BY: Jason Cole, P. Eng., General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 SUBJECT: Waste Management Master Plan Update Reserve

BACKGROUND

The County of Lambton manages the disposal of municipal solid household waste for all local municipal partners in a manner that is consistent with the County of Lambton Waste Management Master Plan (WMMP). The current WMMP was developed from 1987 to 1994 as the County assumed waste disposal services and became responsible for local landfills through the Sarnia-Lambton Act, 1989. At the time, the options for a new County owned landfill were pursued to the point of site selection before settling on a negotiated long-term arrangement with private landfill operator, Phillip Environmental. This provided the County with 25 years of municipal solid waste disposal capacity. The agreement was amended in 2008, with what is now Waste Management of Canada Corporation, to provide landfill services for the County until 2035. An update to the WMMP will be required to plan for disposal needs past the end of the County's current contract.

Lambton County Council, at its meeting July 8, 2020, endorsed the following motion:

#11: Stark/Loosley: That staff provide a report at the next meeting outlining an option to develop a reserve to fund a future County Waste Management Master Plan Update. Carried.

DISCUSSION

An update to the County WMMP will establish a new strategic direction to guide the County beyond its current disposal contract. A consulting services assignment with expertise in waste management planning will be required to complete this process. Initially, data will need to be collected through waste assessments and preliminary consultation to establish baseline performance and practices in the County. Building on this information, a public process will be utilized to set specific waste diversion goals and opportunities, confirm level of service for programming (such as household hazardous

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Waste Management Master Plan Update Reserve (page 2) August 19, 2020

waste collection), and prioritize end of life disposal options. Costs will also be established to fulfill the various directions and determine feasible outcomes. These considerations will all need to account for the provincial waste management policy environment.

The WMMP process will incorporate a strong public consultation component. It will require a steering committee to direct the process and Council may decide to establish a special committee as an intermediary body. The consulting team and County staff will be expected to work closely with local municipalities, stakeholders, and the public through various engagement methods to achieve a high level of legitimacy and trust through the public process. Progress will be brought forward to County Council at milestone stages for decision making.

It is anticipated that the plan will be developed over a two year period, including the initial consultant acquisition process and background research. A target timeline of 2023 to 2025 is proposed for the WMMP in order to coordinate the process within a single municipal and provincial election cycle. This will also allow a 10 year period to carry out implementation of the recommended strategies. Following completion of the WMMP, the County can pursue preferred options, which may include detailed studies, planning, design, and construction of new facilities and/or negotiations with long-term partners.

The cost to complete WMMP is expected to be in the order of $200,000. Subsequent studies will require additional funds, depending on the directions identified. Preliminary costing of option concepts will be established during the WMMP for decision making and planning purposes.

FINANCIAL IMPLICATIONS

An overall budget of $200,000 is estimated to complete the County's WMMP. It is possible to fund this work through an annual allocation of $70,000 per year over the next three years toward a dedicated reserve. This budget will not account for follow-up studies. The reserve budget can be reassessed as the WMMP progresses to plan for long-term implementation based on the outcomes and priorities that develop through the public process.

CONSULTATIONS

Municipal staff and private consultants engaged in waste management practices were consulted as part of the preparation for this report. The information in this report was also reviewed with the County of Lambton Finance, Facilities, and Court Services Division.

STRATEGIC PLAN

Application of Area of Effort #3: Community Development - Capitalizing on opportunities that enrich the quality of life and future prospects of the community by:

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Waste Management Master Plan Update Reserve (page 3) August 19, 2020

 Actively pursuing joint opportunities with community partners that contribute to the long-term growth and well-being of the Lambton community.

CONCLUSION

An update to the current WMMP is required in order to establish new long-term strategic direction for diversion and disposal of municipal solid waste within the County. This process is expected to cost about $200,000 and be completed over a two year period. To financially plan for this work, a reserve can be established with an annual contribution of $70,000 per year that will build to the estimated budget by the projected start date of 2023.

RECOMMENDATION

That Public Works Budget include an annual allocation of $70,000 per year for the years 2021, 2022, and 2023, toward a Solid Waste Management Reserve dedicated to fund an update of the County of Lambton Waste Management Master Plan.

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PH 09-07-2020

June 19, 2020

The Honourable Christine Elliott Minister of Health 5th Floor, 777 Bay St. Toronto, ON M7A 2J3 (Sent via email to: [email protected])

Dear Minister Elliott

RE: Endorsement of the Association of Local Public Health Agencies’ Response to the Public Health Modernization Discussion Paper

At its meeting held on June 18, 2020, the Board of Health for the Haliburton, Kawartha, Pine Ridge District Health Unit passed the following motion:

“THAT the Association of Local Public Health Agencies’ response to the Public Health Modernization Discussion Paper be endorsed and THAT a letter of support be sent to The Honourable Christine Elliott”.

Sincerely

BOARD OF HEALTH FOR THE HALIBURTON, KAWARTHA, PINE RIDGE DISTRICT HEALTH UNIT

Doug Elmslie Chair, Board of Health

DE/aln/ed

Cc (via email): Alison Blair, Executive Lead for Public Health Modernization Jim Pine, Special Advisor, Public Health Modernization Ontario Boards of Health Association of Local Public Health Agencies (alPHa)

Attachment

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PH 09-08-2020

Jackson Square, 185 King Street, Peterborough, ON K9J 2R8 P: 705-743-1000 or 1-877-743-0101 F: 705-743-2897 peterboroughpublichealth.ca

June 25, 2020

The Right Honourable Justin Trudeau, P.C., MP Prime Minister of Canada Office of the Prime Minister 80 Wellington Street Ottawa, ON K1A 0A2 [email protected]

The Honourable Chrystia Freeland, P.C., M.P. Deputy Prime Minister Privy Council Office Room 1000 80 Sparks Street Ottawa, ON K1A 0A3 [email protected]

The Honourable Bill Morneau, P.C., M.P. Minister of Finance 90 Elgin Street, 17th Floor Ottawa, ON K1A 0G5 [email protected]

Dear Prime Minister, Deputy Prime Minister and Minister Morneau:

Subject: Endorsement of the letter from Simcoe Muskoka District Health Unit, Basic Income for Income Security during COVID-19 Pandemic and Beyond

I am writing on behalf of the Board of Health for Peterborough Public Health to express support for recommendations from the Simcoe Muskoka District Health Unit (SMDHU) Board of Health, for the “evolution of the Canada Emergency Response Benefit (CERB) into a basic income for all Canadians, during the COVID-19 pandemic and beyond.”

As mentioned in the letter endorsed by SMDHU, from the Ontario Dietitians in Public Health, there is a lack of evidence that charitable food distribution systems can lower household food insecurity rates. Basic income is an evidence-based strategy to address poverty and household food insecurity in Canada.

Poverty and household food insecurity are severe problems in Peterborough. For example, half of single mothers in Peterborough are food insecure, worrying about running out of money for food.1 Also, many residents have little income left over after paying rent: Peterborough has the highest percentage of renting households with unaffordable shelter costs in Canada, and over half of local renters are housing insecure.2 There are also significant income challenges faced by rural communities, including those in the Peterborough County. Of note, net farm incomes in Ontario were almost 50% lower in 2019 when compared to 2017, highlighting risk of poverty for farmers.3

Serving the residents of Curve Lake and Hiawatha First Nations, and the County and City of Peterborough

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During the COVID-19 pandemic and beyond, local residents and all Canadians require adequate incomes to meet basic needs and live with dignity. Basic income is a strategy that has been shown to facilitate critical outcomes including housing stability, household food security, and improved physical and mental health. Basic income would also allow for flexibility of Canadians to meet needs in ways that are reflective of their cultures and traditions. A basic income is what our country needs to address impacts of COVID-19 and other adversity we will face, to allow for an equitable, healthy, and resilient future.

Sincerely,

Original signed by

Mayor Andy Mitchell Chair, Board of Health

/ag Encl.

cc: Local MPs Opposition Critics The Association of Local Public Health Agencies The Ontario Public Health Association Ontario Boards of Health

1 Peterborough Public Health. (2019). Limited Incomes Report: No Money for Food is Cent$less. Retrieved from: https://www.peterboroughpublichealth.ca/reports-and-data/ 2 United Way Peterborough and District. (2019). Housing is Fundamental. Retrieved from https://www.uwpeterborough.ca/housing- is-fundamental/ 3 Statistics Canada. (2020). Net Farm Income (x1000). Retrieved from https://www150.statcan.gc.ca/t1/tbl1/en/tv.action?pid=3210005201

Serving the residents of Curve Lake and Hiawatha First Nations, and the County and City of Peterborough

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PH 09-09-2020

Municipality of Chatham-Kent CK Public Health PO Box 1136, 435 Grand Avenue West, Chatham, ON N7M 5L8 Tel: 519.352.7270 Fax: 519.352.2166 Email [email protected]

July 27, 2020

The Right Honourable Justin Trudeau, P.C., MP Prime Minister of Canada Office of the Prime Minister 80 Wellington Street Ottawa, ON K1A 0A2 Sent via email: [email protected]

The Honourable Chrystia Freeland, P.C., M.P. Deputy Prime Minister Privy Council Office Room 1000 80 Sparks Street Ottawa, ON K1A 0A3 Sent via email: [email protected]

The Honourable Bill Morneau, P.C., M.P. Minister of Finance 90 Elgin Street, 17th Floor Ottawa, ON K1A 0G5 Sent via email: [email protected]

Dear Prime Minister Trudeau, Deputy Prime Minister Freeland, and Minister Morneau:

RE: Basic Income for Income Security during COVID-19 Pandemic and Beyond

At its meeting held on June 17, 2020, the Chatham-Kent Board of Health received correspondence to the federal government from Simcoe Muskoka District Health Unit, dated May 20, 2020, Timiskaming Health Unit, dated June 9, 2020, Haliburton, Kawartha, Pine Ridge District Health Unit, dated June 19, 2020. These letters request that the federal government transition the Canada Emergency Response Benefit (CERB) into a basic income for all Canadians during the COVID-19 response and beyond. The Board also endorses the May 11, 2020 resolution by the City of Kitchener to establish a universal basic income.

Income is one of the strongest predictors of health, and it makes sense that focusing on population health interventions to address socioeconomic factors will impact health outcomes far greater than individual focused interventions.

…/2

www.ckpublichealth.com

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Basic Income for Income Security during COVID-19 Pandemic and Beyond Page 2 of 2 July 27, 2020

Previous to COVID-19, Chatham-Kent residents have experienced lower median household incomes, higher rates of poverty (with more than one in four children living in low income), lower rates of post-secondary education, higher proportions of the population working in lower wage manufacturing, retail, and service occupations, as well as higher rates of lone-parent families, seniors, and people living alone. Socio-economic factors vary across the Municipality with some communities and neighbourhoods facing a higher degree of material deprivation than others. An examination of local chronic disease health inequities has shown significantly higher rates of chronic disease-related health care utilization and death in the most materially deprived areas compared to the least deprived areas of Chatham-Kent. Annual analysis of the local cost of a nutritious food basket has continued to illustrate how little money a family of four on a social assistance budget would have left to cover the costs of childcare, rural transportation, and other basic needs, after paying for shelter and healthy food. Furthermore, the most recent calculation of Chatham-Kent’s living wage well exceeded $16 per hour, and local costs of living have increased since that time.

As a result of the COVID-19 pandemic, we can anticipate the exacerbation of existing disparities, creating an even wider gap between those with opportunity and those without. Local concerns around homelessness, poverty, food insecurity, transportation, mental health and addictions, child and partner violence, and the needs of Indigenous people have been amplified.

The Board strongly recommends your government take immediate action to evolve CERB into legislation for a basic income as an effective long-term response to the issues of income security, poverty, food insecurity, and overall community health and well-being.

Sincerely,

Joe Faas Chair, Chatham-Kent Board of Health

C: Honourable Doug Ford, Premier of Ontario Dr. David Williams, Chief Medical Officer of Health Pegeen Walsh, Executive Director, Ontario Public Health Association Association of Local Public Health Agencies Ontario Boards of Health Honourable Dave Epp, MP, Chatham-Kent-Leamington Honourable Rick Nicholls, MPP, Chatham-Kent-Leamington Honourable Monte McNaughton, MPP, Lambton-Kent-Middlesex Chatham-Kent Municipal Council

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PH 09-10-2020

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PUBLIC HEALTH SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: Lambton Public Health PREPARED BY: Andrew Taylor, General Manager REVIEWED BY: Ron Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 INFORMATION ITEM: COVID-19 Activities Report Update

BACKGROUND

On March 17, 2020 the Province of Ontario enacted its declaration of emergency in response to the COVID-19 global outbreak. The County of Lambton enacted its emergency declaration on March 18, 2020, and Lambton Public Health (LPH) reported its first cases of COVID-19 on March 25, 2020.

As the County advances to week number 22 of the COVID-19 pandemic response, LPH continues to be busy responding to the current public health emergency and working to serve the needs of the local community.

The purpose of this report is to update County Council on the activities being undertaken by LPH in response to COVID-19. Staff last reported to County Council on this subject through the Committee A.M. Information Report COVID-19 Pandemic - Update, dated May 20, 2020.

DISCUSSION

Current Situation

Lambton Public Health continues to actively support the local COVID-19 pandemic response. To meet the increased work demands, LPH has redirected the majority of its staff operations to COVID-19 and is currently operating between 8:30 a.m. and 4:30 p.m., 7 days per week. At the time of writing this report, there were 326 confirmed COVID-19 cases, 25 reported deaths among those cases, 288 resolved cases and zero active institutional outbreaks. LPH's statistical and epidemiological data on COVID-19 cases is updated regularly at: https://lambtonpublichealth.ca/2019-novel-coronavirus/summary-of- covid-19-cases-in-lambton-county/

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COVID-19 Activities Report Update (page 2) August 19, 2020

In an effort to offer assistance with the surge in COVID-19 cases in Windsor-Essex, LPH redeployed three (3) public health nurses to assist with case management and contact tracing. LPH staff have been offering remote assistance since June 22, 2020. Staff will remain available to assist Windsor-Essex until their situation has stabilized, or until the County's requirements shift to the degree we can no longer assist. LPH is currently meeting the Province's targeted goal for all public health units to conduct contact tracing for 90% of all new cases within 24 hours.

Since the Province permitted the County of Lambton to advance to Stage 3 (effective on Friday July 24, 2020), staff have been busy fielding phone calls, emails and social media inquiries from the public, schools, health care partners, and the business community. A great deal of staff time has been required to update and produce communication materials for a variety of audiences and completing and submitting required reports to the Province.

LPH's response teams for workplaces, parents/caregivers, health care providers and vulnerable populations are responding to hundreds of calls and emails weekly. Emerging themes are identified to inform communications tools such as website content and social media channels for these sectors. Written material is kept up to date with local updates and links to provincial guidance documents as requirements are adjusted.

Between March 18th and August 6th, 2020 LPH staff responded to 8104 calls, 749 emails and social media responses related to COVID-19. The most common questions relate to: preparing for returning back to school, wearing of face coverings/masks, calls for test results and calls about people and businesses that are not following guidelines.

LPH has conducted special training sessions for local day care operators, non-profits and social service agencies. Weekly outreach visits to the shelter locations have been conducted in partnership with the County's Social Services Division and Emergency Medical Services (EMS). This COVID mobile testing team includes a Public Health Nurse, a trained Community Paramedic, and a Social Worker who work closely to monitor and assess clients. These wellness visits ensure that vulnerable residents have a regular check-in to provide the necessary support services they need. The team is currently in process of scheduling a second round of surveillance testing for group homes and shelters during the month of August 2020.

Testing

Other ongoing testing in congregate settings, as required by the Province, continues in coordination with the County's local health system partners, which includes Bluewater Health, EMS and Ontario Health. Local long-term care and retirement home testing is taking place two (2) times per month as part of risk mitigation, and this testing is now being completed internally by the homes.

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COVID-19 Activities Report Update (page 3) August 19, 2020

Lambton Public Health has reached out to all local farms that employ Temporary Foreign Workers (TFWs) to conduct assessments, review isolation plans and offer surveillance testing for COVID-19. To date, testing has been completed at seven (7) farms and 182 workers have been tested.

Lambton Public Health also continues to work in partnership with local assessment centres located in Sarnia, Petrolia and Grand Bend to provide guidance and scientific/technical expertise for community testing. Staff are also planning for next steps and discussions have been initiated with the local assessment centres to develop a sustainability and capacity plan to support the community in the long-term when flu, cold and other respiratory illnesses surface in the community. To support this initiative, the mobile testing team (in partnership with Bluewater Health and EMS) will play a key part in this planning.

School Reopening Plan

Local educational institutions are planning for students of all ages to return to school in various capacities beginning in September 2020. LPH has been working with Lambton College and local school boards to help interpret Ministry of Education and Ministry of Health requirements and guidance and prepare for students' return to school.

Temporary Pandemic Pay

In coordination with the Financial Services Division, Temporary Pandemic Pay (TPP) payouts were processed for all eligible front-line public health unit staff during the August 13th payroll cycle. The Ministry's TPP initiative is in effect between April 24, 2020 through August 13, 2020, for eligible employees. All costs associated with the TPP initiative for Ontario's public health units are 100% Ministry funded.

Lambton Strong Campaign

On August 6th, LPH released its first communications tool introducing the #LambtonStrong tagline, which will be featured in a COVID-19 targeted communications campaign. This communications initiative is designed to increase knowledge and understanding of the four pillars to prevention and shift behaviours locally for those between the ages of 18-39 to encourage better and continued adherence to recommended safety measures:

- Stay home if you're sick; - Practice Physical Distancing; - Wear a mask or face covering when physical distancing is not possible; - Use good hand hygiene.

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COVID-19 Activities Report Update (page 4) August 19, 2020

This campaign supports County Council's most recent direction to encourage and support the use of masks and face coverings when distancing is not possible, and acknowledges that COVID -19 has changed every facet of our lives, from how we work, to how we look and interact with each other. Lambton Strong recognizes that County residents have been working hard to help each other – our friends, families, neighbours, everyone in Lambton County – to learn to live with and navigate this new normal. The first #Lambton Strong communications tool can be accessed https://lambtonpublichealth.ca/strong/.

COVID-19 Survey

Lambton Public Health Staff released a recent survey's results that assessed the impact that the COVID-19 pandemic has had on community members’ health and behaviours. The work was conducted by an external research company, who conducted a telephone survey between May and June 2020.

The survey results found that while the majority of Lambton County residents have adhered to public health measures, many have experienced emotional, social and financial impacts related to the COVID-19 pandemic. These insights help to inform LPH about the challenges and pressures that people face and this information can guide LPH's work with Lambton County community partners. Some of the key findings include:

• While overall community mental health remains strong, more than 1 in 4 people state that their mental health has changed for the worse since COVID-19. • The majority of people are practicing COVID-19 preventative measures, with 90% reporting that they maintain physical distancing and avoid large gatherings. • Certain groups are more vulnerable to the negative impacts of the pandemic, including those who are unemployed, make a lower income or have poor mental health. • About one third of parents had to seek accommodations at work to care for their children. • While the majority of residents feel that they can access their healthcare provider, 40% had to cancel or postpone appointments because of COVID-19.

The full survey report is available online at https://lambtonpublichealth.ca/wp- content/uploads/2020/08/Lambton-Public-Health_COVID-June-30-2020_Final.pdf.

FINANCIAL IMPLICATIONS

As previously reported, Lambton Public Health will incur increased costs for: staffing, overtime, information technology and communication supports, supplies, enhanced cleaning, etc. in 2020 as a direct result of the COVID-19 pandemic. The Ministry of Health has acknowledged that all local Boards of Health are expected to take all necessary measures to respond to COVID-19 and that a process for reimbursement of one-time extraordinary related expenditures is in place.

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COVID-19 Activities Report Update (page 5) August 19, 2020

CONSULTATIONS

The Medical Officer of Health, Ministry of Health Finance Branch, interim Communications Consultant, and LPH Managers and Supervisors were consulted, as appropriate.

STRATEGIC PLAN

The mandatory Infectious Diseases Prevention and Control and Public Health Emergency Preparedness Programs are consistent with the principles and values identified in the County of Lambton Strategic Plan. These programs encourage Lambton's residents to care for one another and support the value of Lambton County as a healthy community. Lambton Public Health's mission is to promote and protect the health of Lambton County's citizens, including the prevention of disease.

CONCLUSION

The COVID-19 pandemic has profoundly impacted the health care sector, governments, businesses, and individual citizens. The number of cases is expected to rise locally and staff continue to monitor and conduct contact tracing and case management of suspected exposures in a timely manner. Given the unknown duration of the COVID-19 response, it is important to maintain a sustainable public health approach in order to maintain a safe and healthy workforce. Lambton Public Health continues to work with community partners to further strengthen our community's response to COVID-19.

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PUBLIC HEALTH SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LAMBTON PUBLIC HEALTH Chad Ikert, Manager, Health Protection PREPARED BY: Crystal Palleschi, Supervisor, Health Protection Andrew Taylor, General Manager REVIEWED BY: Ron Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 Infectious Diseases Prevention and Control Program INFORMATION ITEM: Update

BACKGROUND

The Ontario Public Health Standards requires public health departments to implement the Infectious and Communicable Diseases Prevention and Control (ICDPC) Standard to monitor, trace, and control infectious diseases (ID) of public health significance. The goal of the program is to reduce the burden of communicable diseases and other infectious diseases of public health significance. Lambton Public Health’s (LPH) Infectious Diseases Prevention and Control (IDPC) program plays a critical role in monitoring and reducing the spread of infectious diseases in Lambton County.

The purpose of this report is to provide an update on LPH's IDPC program. The most recent update on this program was provided to Committee A.M. on August 22, 2019.

DISCUSSION

Lambton Public Health's IDPC program is administered in accordance with the requirements specified in the Ministry of Health (MOH) ICDPC Standard and Infectious Diseases Protocol. The program is administered under the direction of the Medical Officer of Health by Public Health Nurses, Public Health Inspectors, and Registered Practical Nurses. These staff are responsible for the management and investigation of all ID sporadic cases and outbreaks of reportable diseases in Lambton County in order to minimize public health risk.

Management of ID's - Sporadic Cases

All cases of diseases of public health significance are required to be reported to the local public health unit/department. Public health's management of sporadic cases is comprised of such activities as case management including where applicable: contact tracing,

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Infectious Disease Prevention and Control Program Update (page 2) August 19, 2020

specimen collection, chemoprophylaxis administration, counseling on disease prevention and control measures, and surveillance for further cases. Investigation of ID's also requires determination of the likely source of the infection and may require facility inspections.

Infectious disease investigations can be time intensive and complex. An investigation may last a few days or many months, as can be the case in the investigation of active tuberculosis. Mandatory reporting for all cases of diseases of public health significance to the MOH is accomplished by using the database system called the integrated Public Health Information System (iPHIS).

There are more than 65 diseases of public health significance specified in the Health Protection and Promotion Act. Appendix A details the total number of disease investigations conducted by the IDPC team from 2010 to July 31, 2020.

Management of ID Outbreaks

Management of confirmed or suspected outbreaks of ID both in the community and in institutional facilities is conducted by the IDPC team in consultation with the Medical Officer of Health. When an outbreak is verified and declared, IDPC staff work to manage and control the outbreak by instituting prevention and control measures. Mass immunization clinics may be offered if warranted. Epidemiological analyses to determine population at risk and likely source of infection are conducted and may include collecting exposure histories, inspecting facilities that have been epidemiologically linked to the outbreak, collecting environmental and clinical samples, and conducting product trace- back. Appendix B details the total number of outbreaks investigated by the IDPC team in Lambton County from 2010 to July 31, 2020.

Additionally, when an outbreak is declared, notification and communication of outbreak information is distributed to relevant community partners and to the population at risk, including persons in settings associated with the outbreak. If prevention and control efforts require public compliance with implemented and/or recommended control measures, a media advisory/public health alert would be issued. In some instances, it may be necessary to issue a media advisory/public health alert to advise unidentified contacts of potential exposures of the appropriate follow-up actions that are required.

In accordance with the requirements of the IDPC Standard, the department has a 24/7 public health on-call system for receiving and responding to reports of IDs and/or outbreaks within the community.

Surveillance

Lambton Public Health conducts surveillance of infectious diseases of public health importance within Lambton County including their associated risk factors and emerging trends. Surveillance data is reported to LPH from such sources as schools, long-term care homes, licensed child care settings, public health units, government bodies, and health care providers. Data is also received from other countries. This data is analyzed and used

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Infectious Disease Prevention and Control Program Update (page 3) August 19, 2020

to inform local practice. Surveillance can also serve as an early warning system for impending public health emergencies; document the impact of an intervention; track progress towards specified goals; and monitor and clarify the epidemiology of health problems to allow priorities to be set and to inform public health policy and strategies.

Disease updates are regularly sent to Lambton County health care providers and health care facilities (such as Bluewater Health) to inform them about circulating disease trends, surveillance, and applicable disease testing information.

Inspection

The IDPC team is also responsible for regularly inspecting settings associated with risk of infectious diseases of public health significance to ensure compliance with associated infection prevention and control standards. These settings include licensed child care settings, long-term care homes, group homes, and personal service settings, such as barber shops/hair salons, nail salons, and tattoo and body piercing establishments.

Education and Health Promotion

Lambton Public Health works with community partners to improve public knowledge of infectious diseases of public importance and infection prevention and control practices. Formal and informal education sessions are provided to our community partners. This year to date, the IDPC team has mainly provided education related to COVID-19 to partners such as long-term care, daycares, personal service settings, non-profit organizations and faith communities.

Lambton Public Health also participates on committees, advisory bodies, and networks with hospitals, long-term care homes, and community groups to provide consultation on the development and maintenance of infection prevention and control policies and procedures, and to review surveillance systems, local epidemiology of IDs and reporting requirements.

FINANCIAL IMPLICATIONS

All activities related to Lambton Public Health's IDPC Program are cost share funded 70% provincially and 30% municipally, as approved within LPH's 2020 Budget.

CONSULTATIONS

None.

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Infectious Disease Prevention and Control Program Update (page 4) August 19, 2020

STRATEGIC PLAN

The IDPC Program supports all people in Lambton County to strive for safety, health, and well-being. The IDPC Program is consistent with the mission, values, and domains and strategic priorities identified in the strategic plan, 2014 to 2019.

CONCLUSION

By providing the community with education, facility inspections, surveillance and outbreak management, Lambton Public Health’s IDPC program plays a critical role in preventing, monitoring and reducing the incidence of infectious diseases in Lambton County.

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Infectious Disease Prevention and Control Program Update (page 5) August 19, 2020

Appendix A

Number of reportable disease investigations*, 2010 to July 2020 450

400

350

300

250

200

150

100

50 158 125 133 199 203 185 216 219 286 195 416 0 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020

Note: *As of July 29, 2020; Includes all confirmed, probable and suspect cases where Lambton was the diagnosing health unit; excludes sexually transmitted and blood-borne infections; includes 300 COVID-19 cases which have been investigated by staff from multiple LPH teams to date in 2020.

Appendix B

Number of outbreak investigations completed, 2010 to July 2020 30

15 Number 10

15 17 24 17 24 25 17 19 27 19 20 0 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020

Note: As of July 29, 2020; Includes all outbreaks investigated by LPH, including those that were not confirmed. COVID- 19 was the identified agent for nine of the 20 outbreak investigations to date in 2020.

Sources: Appendix A: Public Health Ontario Infectious Disease Query, as of July 29, 2020; Appendix B: Ministry of Health and Long-Term Care, iPHIS Ontario, as of July 29, 2020

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PUBLIC HEALTH SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LAMBTON PUBLIC HEALTH Michael Gorgey, Manager, Health Promotion PREPARED BY: Jennifer Graham, Health Promoter Andrew Taylor, General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 Smoke-Free Ontario Act, 2017 Legislative Amendments as INFORMATION ITEM: of July 1, 2020

BACKGROUND

The Smoke-Free Ontario Act, 2017 (SFOA) is provincial legislation that regulates the sale, supply, display, promotion and use of tobacco and vapour products (i.e. e-cigarettes, vapes, e-liquid, etc).1 Regarding vapour products, the SFOA prohibits the sale or supply of vapour products to anyone under 19 years of age; prohibits the display and promotion of vapour products, with exceptions; and prohibits the use of vapour products in enclosed workplaces and other specified public places.1

The SFOA is enforced locally by Lambton Public Health (LPH) Enforcement Officers (EOs) using a progressive enforcement approach. Progressive enforcement utilizes warnings and a graduated charging system that reflects the frequency and severity of the level of non-compliance. Enforcement of the SFOA is part of a comprehensive tobacco control strategy that is necessary to ensure legislation is effective.2 In 2019, inspections resulted in 225 educational activities being delivered, as well as 10 warnings and six (6) charges issued to retailers.

The purpose of this report is to inform County Council of the legislative amendments to the SFOA that took effect on July 1, 2020. These amendments impact the sale of vapour products in order to reduce the impact of vaping products on youth and non-users of tobacco products.

DISCUSSION

Vapour products are ubiquitous; they are available to purchase in-person and online from retailers including:

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Smoke-Free Ontario Act, 2017 Legislative Amendments as of July 1, 2020 (page 2) August 19, 2020

 Specialty Vape Stores (SVS): retailers who have registered as an SVS in order to be exempt from certain restrictions under the SFOA. Individuals must be 19 years of age to enter these stores. There are five (5) SVS retailers in Lambton County.  Non-SVS (e.g. convenience stores): retailers who are not provided exemptions under the SFOA. There are no age restrictions to enter these stores. There are 83 non-SVS retailers in Lambton County.  Cannabis Retail Stores (CRS): Individuals must be 19 years of age to enter these stores. However, CRS are not regulated under the SFOA; they are regulated under the Cannabis License Act, 2018 and enforced by the Alcohol and Gaming Commission of Ontario (AGCO).1 Three applications for proposed CRSs in Lambton County are currently under consideration by the province.

Data from 2018-2019 showed that 65% of youth obtained vapour products from social sources (e.g. friends, family) and 25% obtained products from retail.3 This highlights the importance of enforcing both sale and supply as regulated under the SFOA.

There are three significant amendments to the SFOA that will take effect starting July 1, 2020:

1. Flavour Restrictions 2. Nicotine Restrictions 3. Display and Promotion Restrictions

Flavour Restrictions:

The sale of flavoured vapour products will be restricted to SVS and CRS. Non-SVS retailers can only sell unflavoured, menthol, mint, and tobacco flavoured products.1

As of 2019, it was found that 36% of Canadian teens had tried vaping, while 31% vaped daily.4 Research has shown that flavours are appealing to youth and contribute to vaping experimentation and initiation; flavours are one of the top reasons youth report for trying and using vapour products.5,6 This is consistent with lessons learned from tobacco research.6 Vapour product research has also shown that youth who vaped non-traditional flavours such as candy or dessert were more likely to continue vaping than youth who vaped unflavoured, menthol, mint, and tobacco flavoured products.7 Decreasing wide- spread availability of flavours will help to decrease appeal, access, and exposure to vapour products, and contributes to their de-normalization.

The SFOA amendments now make vapour product flavour prohibitions enforceable under the SFOA. Therefore, LPH's EOs will now be able to address flavour non-compliance at non-SVS retailers immediately, as opposed to referring the non-compliance to Health Canada.

Nicotine Restrictions:

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Smoke-Free Ontario Act, 2017 Legislative Amendments as of July 1, 2020 (page 3) August 19, 2020

The sale of vapour products with high nicotine concentrations (>20 mg/mL) will be restricted to SVS. There is no nicotine concentration limit for SVS vapour products.1 The majority of vapour products contain nicotine and a 2019 Statistics Canada report found that of teens who had vaped in the past month, 87% had vaped products containing nicotine.4,5 While vapour product nicotine concentrations vary, most nicotine salt e-liquids range between 18-42mg/mL and these high concentration nicotine vapour products deliver similar nicotine doses as smoking cigarettes.5 Research also shows youth who use vapour products are up to 4 times more likely to subsequently smoke cigarettes.8

Restricting high nicotine concentration vapour products to SVS helps protect youth and non-users of tobacco products from inducements, exposure to and dependence on nicotine that could result from vapour product use.

Display and Promotion Restrictions:

Specialty Vape Stores must ensure that vapour product displays and promotions are not visible from outside their stores.1

As of January 1, 2020 the government of Ontario banned vapour product promotions at non-SVS retailers. However SVS retailers were still able to display or promote as long as this advertisement took place entirely within the SVS (e.g. promotion visible through glass windows).

High exposure to vapour product advertising has been shown to increase the odds of youth being open to using vapour products and being highly curious about them.9 Fortunately, researchers believe that comprehensive vapour product advertising and promotion restrictions may have similar reductions in use as those observed for tobacco.10

The July 1, 2020 amendments that restrict SVS display and promotions so they are not visible from outside the stores will help ensure promotions are not visible to youth and other non-users of vapour products. The new restrictions align with the minimum display and promotion restrictions that apply to Tobacconists. CRS are exempt from these prohibitions under the SFOA as their display and promotion are regulated under the Cannabis Licence Act, 2018.1

FINANCIAL IMPLICATIONS

Costs associated with the SFOA legislative amendments and enforcement and education activities with vapour product retailers are cost-share funded 70% provincially and 30% municipally, as approved within LPH's 2020 Budget.

CONSULTATIONS

None.

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Smoke-Free Ontario Act, 2017 Legislative Amendments as of July 1, 2020 (page 4) August 19, 2020

STRATEGIC PLAN

Smoke-Free Ontario Act, 2017 enforcement and education activities help protect youth and non-users of tobacco products from the harmful effects of vapour products, and support compliance with the law. This is consistent with the vision, mission, and principles and values identified in the County's Strategic Plan and supports the County of Lambton Strategic Plan principle of believing in a healthy community.

This work also supports LPH's Strategic Plan and its mission to work with the community to assess, promote, and protect health, prevent disease and injury, and advocate for healthy public policy.

CONCLUSION

The SFOA legislative amendments, when coupled with enforcement and education activities, can help to protect youth and non-tobacco users from inducements to use vapour products. Enforcement and education activities will continue to promote awareness of, and compliance with, the legislation for vapour product retailers.

1 Smoke-Free Ontario Act, 2017, S.O. 2017, c. 26, Sched. 3 - O. Reg. 268/18: GENERAL 2 Smoke-Free Ontario Scientific Advisory Committee, Ontario Agency for Health Protection and Promotion (Public Health Ontario). (2016) Evidence to guide action: Comprehensive tobacco control in Ontario (2016). Toronto: Queen's Printer for Ontario. 3 Health Canada. (2019, December 23). Summary of results for the Canadian Student Tobacco, Alcohol and Drugs Survey 2018-19.Retrieved from https://www.canada.ca/en/health-canada/services/canadian-student- tobacco-alcohol-drugs-survey/2018-2019-summary.html 4 Statistics Canada. (2020, March 4). Canadian tobacco and nicotine survey, 2019. Retrieved from https://www150.statcan.gc.ca/n1/daily-quotidien/200305/dq200305a-eng.htm 5 Health Canada. (2019, March 3). Reducing youth access and appeal of vaping products: Potential regulatory measures. Retrieved from https://www.canada.ca/en/health-canada/programs/consultation- reducing-youth-access-appeal-vaping-products-potential-regulatory-measures/document.html 6 Public Health Ontario. (2019, November). Ontario Tobacco Monitoring Report 2018. Retrieved from: https://www.publichealthontario.ca/-/media/documents/tobacco-report-2018 7 Leventhal, A. M., Goldenson, N. I., Cho, J., Kirkpatrick, M. G., McConnell, R. S., Stone, M. D., …Barrington-Trimis, J. L. (2019). Flavored e-cigarette use and progression of vaping in adolescents. Pediatrics, 144. doi: https://doi.org/10.1542/peds.2019-0789 8 Berry, K. M., Fetterman, J. L., Benjamin, E. J., Bhatnagar, A., Barrington-Trimis, J. L., Leventhal, A. M., & Stokes, A. (2019). Association of electronic cigarette use with subsequent initiation of tobacco cigarettes in US youths. JAMA Network Open, 2. doi:10.1001/jamanetworkopen.2018.7794 9 Margolis, K. A., Donaldson, E. A., Portnoy, D. B., Robinson, J., Neff, L. J., & Jamal, A. (2018). E-cigarette openness, curiosity, harm perceptions and advertising exposure among U.S. middle and high school students. Preventive Medicine 112, 119–125. doi: 10.1016/j.ypmed.2018.04.017 10 O'Connor, S., Pelletier, H., Bayoumy, D., & Schwartz, R. (2019). Interventions to prevent harms from vaping. Retrieved from https://www.otru.org/wp-content/uploads/2019/05/special_vape_interventions.pdf

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PUBLIC HEALTH SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: EMERGENCY MEDICAL SERVICES PREPARED BY: Steve Pancino, Manager Andrew Taylor, General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 INFORMATION ITEM: Occupational Stress Injury Program Update

BACKGROUND

Lambton Emergency Medical Services (EMS) has a comprehensive Occupational Stress Injury (OSI) program comprised of an Employee Assistance Program, an OSI Prevention and Action Plan Policy, Procedures for Follow-up with Report of Injured Worker, staff training and more recently the introduction a staff-driven Peer Support Team.

The purpose of this report is to update County Council on the OSI program and to provide an overview of steps taken to support staff during the current pandemic. The most recent update on the OSI program was provided to Committee A.M. through the report dated August 22, 2019.

DISCUSSION

The EMS Peer Support Team is an active forward facing support program, which is designed to prevent, reduce and treat stress-related problems among paramedic peers and their families. Since its inception in 2019, the team continues to provide support for paramedics by providing emotional support during and after times of personal or professional crisis and being a mechanism through which staff (or family) can be referred externally for professional assistance.

During the period between August 2019 through to July 28, 2020 the following statistics have been observed across 113 contacts:

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Occupational Stress Injury Program Update (page 2) August 19, 2020

Fig. A Fig. B Initial Contacts Contact Method

12 Work 14 Related 28 In Person 28 Personal Text 23 Phone 73 Other Other 35

Fig. C Follow - Up

9 Provided 43 Not Required 61 Other

In addition to the 73 work related contacts as described in Fig. A, the team has made an additional 150 contacts with staff during the current pandemic.

In June, the department introduced the services of a Psychology Practice which specializes in OSI and has a team that is dedicated to treating emergency services personnel. This firm is under contract to specifically support the EMS Peer Support Team members by:

 Providing consultation, advice and oversight to the EMS Peer Support Team;  Debriefing work relating to major incidents;  Quality control/assurance of the Peer Support Team from a clinical perspective;  Continuing Medical Education

In addition to enhancing routine operational items (eg. personal protective equipment and cleaning protocols), the department has introduced additional monitoring and balancing of crew workload, increased the frequency of communication and updates to staff and has

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Occupational Stress Injury Program Update (page 3) August 19, 2020

specific follow-up guidelines when paramedics treat or transport confirmed COVID-19 patients.

FINANCIAL IMPLICATIONS

All costs associated with these paramedic support programs are included in the 2020 approved EMS Budget, which is cost-share funded 50/50 provincial/municipal.

CONSULTATIONS

None.

STRATEGIC PLAN

The Occupational Stress Injury plan supports the values of Lambton County as a caring community while enhancing quality of life through the provision of responsive and efficient services.

CONCLUSION

Lambton Emergency Medical Services continues to work to ensure that our front-line paramedic staff has the resources required to support them both in routine ambulance service delivery and during unique circumstances such as the current pandemic. As best practices and new challenges emerge, the department continues to work diligently to meet the needs of our staff and our community.

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PUBLIC HEALTH SERVICES DIVISION

BACKGROUND

Real Time Dispatch (RTD) is a technology platform that enables 911 ambulance dispatch information to be sent directly from the Central Ambulance Communications Centre (CACC) to an ambulance. This includes information such as call location, mapping of routes, patient demographics, and ambulance arrival/departure times without using traditional radio communications between paramedics and ambulance communication officers.

Through the Committee A.M. Report dated January 16, 2019, staff provided an update for County Council on its continued efforts to obtain approval from the Ministry of Health (MOH) to implement this technology in Lambton County.

The purpose of this report is to update Council on the status of this Project.

DISCUSSION

In mid-March of 2020, the MOH contacted Lambton EMS to request the completion of a readiness assessment for the implementation of RTD. EMS worked with its community stakeholders and the assessment was completed and returned to the MOH in early April 2020, and approval by the MOH to proceed was subsequently provided. The necessary upgrades to ambulance automatic vehicle location (AVL) hardware and Wi-Fi infrastructure was undertaken and this work was completed at the end of May 2020. Testing of the technology was completed at the end of June and staff training commenced the week of July 13, 2020.

The RTD project went live on July 27 2020. While the project is at its infancy at the time of writing this report, preliminary indications are that Lambton EMS is seeing improved data accuracy and more efficient use of its ambulance resources. Staff will continue to monitor

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Real Time Dispatching of Ambulances Update (page 2) August 19, 2020

the new program and work with stakeholders in ensuring the technology is performing as anticipated. This will include a comprehensive data review to compare system performance prior to implementation and post implementation.

FINANCIAL IMPLICATIONS

All costs associated with the provision of land ambulance services are eligible to receive 50/50 provincial/municipal cost-share funding from the Province (MOH). In anticipation of project approval by the MOH, the costs associated with implementing this technology were included in the 2020 EMS approved budget.

CONSULTATIONS

Wallaceburg Central Ambulance Communications Centre, Ministry of Health Southwest Field Office, Interdev Technologies, Tach West Technologies.

STRATEGIC PLAN

The implementation of Real Time Dispatch continues to support the vision of Lambton County working together and piloting new ideas to meet the needs of residents. This project serves to meet the objective of continual improvement of patient care and the delivery of service to the community.

CONCLUSION

Utilizing Real Time Dispatch technology is anticipated to increase operational efficiency, improve data quality and to improve ambulance response times to residents of the County of Lambton.

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Ministry of Heritage, Ministère des Industries du Sport, Tourism and patrimoine, du sport, du Culture Industries tourisme et de la culture

Minister Ministre

6th Floor 6e étage 438 University Avenue 438, avenue University Toronto, ON M5G 2K8 Toronto (Ontario) M5G 2K8

July 6, 2020

Mr. Bill Weber Warden, Lambton County Lambton Heritage Museum [email protected]

Dear Mr. Weber:

Re: Community Museum Operating Grant/Pay Equity 2020-21 Transfer Payment Ontario Case Number: 2020-06-1-1441497424

I am pleased to approve a grant of $46,758 for your museum under the Community Museum Operating Grant program for the 2020-21 fiscal year. You will also receive pay equity funding in the amount of $1,110.

This funding helps museums across our province to protect and interpret Ontario’s cultural heritage and strengthen the capacity of organizations in the heritage sector.

I acknowledge the immediate impact of COVID-19 on Ontario’s heritage, sport, tourism and culture industries and on the long-term sustainable operations of organizations in the sector. This is an unprecedented event, and the operations of many museums have been disrupted. My ministry will continue to work with you in the coming days, weeks and months to ensure that when this public health crisis is over, Ontario will once again be in the best position to welcome back the world to our province. The Ontario government is committed to a strong culture sector. Museums play a significant role in contributing to lifelong learning and the creation of vibrant, creative communities. The Ministry is pleased to be able to continue its support for community museums

For further information about your grant, please contact Shannon Khan, Culture Programs Advisor by email: [email protected] or Elka Weinstein, Museum and Heritage Programs Advisor, [email protected].

CUL 09-04-20 A letter from Lisa McLeod, Member of Provincial Parliament ... Page 108 of 147 AGENDA ITEM #a)

Our government values your dedication to the cultural community in Ontario and I wish you success in your activities.

Kindest regards,

Lisa MacLeod Minister of Heritage, Sport, Tourism and Culture Industries

C.: Laurie Webb, Manager

CUL 09-04-20 A letter from Lisa McLeod, Member of Provincial Parliament ... Page 109 of 147 AGENDA ITEM #b)

Ministry of Heritage, Ministère des Industries du Sport, Tourism and patrimoine, du sport, du Culture Industries tourisme et de la culture

Minister Ministre

6th Floor 6e étage 438 University Avenue 438, avenue University Toronto, ON M5G 2K8 Toronto (Ontario) M5G 2K8

July 6, 2020

Mr. Bill Weber Warden, Lambton County Oil Museum of Canada [email protected]

Dear Mr. Weber:

Re: Community Museum Operating Grant/Pay Equity 2020-21 Transfer Payment Ontario Case Number: 2020-06-1-1441777494

I am pleased to approve a grant of $20,974 for your museum under the Community Museum Operating Grant program for the 2020-21 fiscal year. You will also receive pay equity funding in the amount of $1,100.

This funding helps museums across our province to protect and interpret Ontario’s cultural heritage and strengthen the capacity of organizations in the heritage sector.

For further information about your grant, please contact Shannon Khan, Culture Programs Advisor by email: [email protected] or Elka Weinstein, Museum and Heritage Programs Advisor, [email protected].

CUL 09-05-20 A letter from Lisa McLeod, Member of Provincial Parliament ... Page 110 of 147 AGENDA ITEM #b)

Our government values your dedication to the cultural community in Ontario and I wish you success in your activities.

Kindest regards,

Lisa MacLeod Minister of Heritage, Sport, Tourism and Culture Industries

C.: Laurie Webb, Manager, Museums & Archives

CUL 09-05-20 A letter from Lisa McLeod, Member of Provincial Parliament ... Page 111 of 147 AGENDA ITEM #a)

CULTURAL SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: CULTURAL SERVICES DIVISION Andrew Meyer, General Manager PREPARED BY: Laurie Webb, Manager, Museums, Gallery & Archives Darlene Coke, Manager, Libraries REVIEWED BY: Ron Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 INFORMATION ITEM: Stage 3 Reopening - Cultural Services Division

BACKGROUND

On May 6, 2020, Lambton County Council considered a staff report "Hours of Operation - Cultural Services Facilities" that recommended providing staff with the authorization to respond to the Provincial framework for reopening the province by making any necessary adjustments to hours of operation. The motion is as follows:

#6: Rombouts/Miller:

a) That Lambton County Council authorizes staff to temporarily adjust public hours of operation at cultural facilities, as necessary and within the approved budget, in order to facilitate the gradual approach to reopening that is outlined in the provincial framework.

b) That any changes related to the reopening of cultural facilities or the adjustment of public hours of operation be communicated to local municipalities and brought to Council for its review and direction at the first available meeting. Carried.

At its meetings of June 3 and July 8, Council received updates on necessary adjustments made to hours of operation and the phased recall of Cultural Services Division staff in response to the Stage 1 and Stage 2 reopening criteria.

On July 20, 2020, Premier Ford announced that the County of Lambton was permitted to progress to Stage 3 of its framework for reopening as early as Friday, July 24 at 12:01 a.m., which includes the easing of additional restrictions related to public access to cultural facilities. To support this transition to Stage 3, the County is gradually recalling

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Stage 3 Opening - Cultural Services Division (page 2) August 19, 2020

additional library staff back to work from the current indefinite layoff in order to prepare for limited public access and reactivation of select services.

DISCUSSION

The lifting of restrictions by the Province under Stage 2 and Stage 3 allows for further reactivation of the workforce in anticipation of limited public access and services within Lambton's libraries, theatre, museums, archives and gallery. Based on operational need, additional staff will be recalled over the course of the summer. It is anticipated that the balance of all permanent Cultural Services Division staff will be reactivated effective Tuesday, September 8, 2020, provided that the HVAC replacement work is completed by the City of Sarnia at the Sarnia Library. With reduced operational requirements and some functions, such as in-person public programming and community outreach not yet activated under the modified service model, some casual workers and all student pages will remain on indefinite layoff until further notice.

The intention at this time is to progress to limited public access to libraries, museums, gallery and archives (including measures such as timed-entry/appointment-in-advance) as early as September 2, 2020. Facilities will remain closed to the public until this date, and in some cases longer, to make the necessary preparations to support public access, including measures for physical distancing, flow management, and contact tracing in each facility.

Stage 3 of reopening the libraries, theatre, museums, archives and gallery follows public health guidance and the sector-specific guidelines developed by the Province. The following COVID-19 safety planning is currently being undertaken to prepare for public access:

. Enabling physical distancing by redesigning spaces/interactions and implementing flow management; . Cleaning and disinfecting equipment and high-touch surfaces as frequently as necessary to maintain a sanitary environment; . Developing processes for recording each patron’s name and contact information to support effective contact tracing; . Considering timed-entry, requiring all patrons to book an appointment in advance, wherever possible, for the purposes of physical distancing, flow management, and contact tracing; . Assigning seating or spaces where possible to ensure physical distancing; . Following sector-specific workplace safety guidance.

Below you will find a summary of the lifting of restrictions announced as part of the Stage 3 reopening that are relevant to Cultural Services.

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Stage 3 Opening - Cultural Services Division (page 3) August 19, 2020

Museums, Archives & Galleries

The Oil Museum of Canada, the Lambton Heritage Museum, the Lambton County Archives and the Judith & Norman Alix Art Gallery were permitted to reopen in Stage 2, following the lifting of restrictions that took effect on June 19 in Lambton County. This resulted in the recall of additional staff on July 6 in order to prepare for a gradual progression to limited public access to museums, gallery and archives. The move to Stage 3 allows high-contact surfaces such as interactive exhibits and displays to open, provided they are cleaned and disinfected frequently. Additionally, special events, instructional classes and performances at these locations may proceed, but are subject to gathering limits (50 people for indoor events and 100 people for outdoor events) and physical distancing measures.

Beginning September 2, 2020, Lambton Heritage Museum will reopen featuring the annual Paint Ontario Art Show & Sale postponed from March. The following week, on September 9, 2020, the Oil Museum of Canada will allow public access by timed ticket entry and the Lambton County Archives will allow researcher access by scheduled appointment. The Judith & Norman Alix Art Gallery will reopen on October 2 with new exhibitions developed by staff, including a special exhibition from the permanent collection featuring the works of the Group of Seven.

The temporary public hours of operation in this modified service model at the museums, gallery and archives are as follows (public hours and visitor numbers will be monitored for necessary adjustments and communicated as required):

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY TEMPORARY PUBLIC HOURS OF OPERATION FOR MUSEUMS, GALLERY & ARCHIVES - TIMED ENTRY BY SCHEDULED APPOINTMENT LAMBTON HERITAGE closed closed 11AM-4PM 11AM-8:30PM 11AM-4PM 11AM-4PM closed* MUSEUM OIL MUSEUM OF closed closed 11AM-4PM 11AM-8:30PM 11AM-4PM 11AM-4PM closed CANADA JUDITH & NORMAN closed closed 11AM-4PM 11AM-8:30PM 11AM-4PM 11AM-4PM closed ALIX ART GALLERY LAMBTON COUNTY closed closed 11AM-4PM 11AM-8:30PM 11AM-4PM 11AM-4PM closed ARCHIVES *Lambton Heritage Museum will be open on Sundays for the duration of the Paint Ontario Art Show & Sale.

Libraries

All Lambton County libraries were permitted to resume limited on-site services during Stage 2, beginning on June 19. Despite the lifting of restrictions to permit some public access, it was determined that staff resources would continue to focus on the delivery of

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Stage 3 Opening - Cultural Services Division (page 4) August 19, 2020

contactless curbside pickup and that libraries would remain closed to the public. Stage 3 now allows libraries to reopen for all on-site services as long as materials that are circulated, returned or accessed within the library are disinfected or quarantined before being recirculated. While plans are in place to allow for limited public access in the coming weeks, the reactivation of services will be aligned with the department's ability to implement appropriate measures to protect employees and patrons, and not all aspects of Stages 3 and 4 will be immediately implemented.

Effective as early as September 8, 2020, the intent is to continue contactless curbside pickup service at the current 13 library locations. Curbside pickup will be activated at the downtown Sarnia Library location as soon as current renovation work is completed. It is anticipated that renovations will be completed in September. With elementary schools scheduled to re-open in September, the department also plans to re-open its two libraries located within elementary schools (Grand Bend and Brigden) for a total of 16 curbside pickup locations across the County. In addition, staff will also facilitate limited public access at these same 16 locations by appointment (wherever possible) for public computer access, Wi-Fi use and in-person reference services only. Patrons will not be able to browse the library space for physical materials, due to the guidelines surrounding disinfection and quarantine of materials. Instead, patrons will be directed to use the curbside pickup service or can request materials to be retrieved by library staff through scheduled in-person reference services.

The temporary public hours of operation in this modified service model at the libraries for curbside pickup, public computer and Wi-Fi use, and in-person reference services are as follows (public hours and patron use will be monitored for necessary adjustments and communicated as required):

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY LOCATIONS & PUBLIC HOURS OF OPERATION FOR CURBSIDE PICKUP, PUBLIC COMPUTER & WI- FI USE, AND IN-PERSON REFERENCE SERVICES BY SCHEDULED APPOINTMENT ALVINSTON 3PM-6PM 3PM-6PM 11AM-2PM BRIGDEN * 4PM-7PM 4PM-7PM 11AM-2PM BRIGHT'S 12PM-6PM 12PM-6PM 12PM-6PM 12PM-6PM 11AM-2PM 11AM-2PM GROVE CORUNNA 11AM-2PM 3PM-6PM 11AM-2PM 3PM-6PM 11AM-2PM 11AM-2PM FLORENCE 3PM-6PM 11AM-2PM FOREST 12PM-6PM 12PM-6PM 12PM-6PM 12PM-6PM 10AM-4PM 10AM-4PM GRAND BEND * 4PM-7PM 4PM-7PM 4PM-7PM 11AM-2PM MALLROAD 12PM-6PM 12PM-6PM 12PM-6PM 12PM-6PM 10AM-4PM 10AM-4PM OIL SPRINGS 11AM-2PM 3PM-6PM PETROLIA 12PM-6PM 12PM-6PM 12PM-6PM 12PM-6PM 12PM-6PM 10AM-4PM

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Stage 3 Opening - Cultural Services Division (page 5) August 19, 2020

WATFORD 3PM-6PM 11AM-2PM 3PM-6PM 11AM-2PM

WYOMING 1PM-7PM 1PM-7PM 1PM-7PM 10AM-4PM 10AM-4PM SARNIA 10AM-7PM 10AM-7PM 10AM-7PM 10AM-7PM 10AM-7PM 10AM-4PM 1PM-4PM *Separate hours of access will also be facilitated for students at these elementary school locations during the school day (not shown). Library operations at the schools are pending approval by the Lambton-Kent District School Board.

Sarnia Library Theatre

Concerts, artistic events, theatrical productions, performances, and movie theatres may resume operations under Stage 3, including rehearsals, with the following restrictions:

. Performers must maintain physical distancing of two metres from every other person, except from other performers where necessary for purposes of the performance. . Audiences are subject to the number of people that can maintain physical distancing of at least two metres and cannot exceed gathering limits of 50 indoors and 100 outdoors. . Performers and staff are not included in the gathering limits. . Plexi-glass or some other impermeable barrier is required between the audience and singers as well as players of brass or wind instruments.

These new parameters have been taken into consideration for future programming at the Sarnia Library Theatre, which could allow for the implementation of some events and live performances by community organizations. At this time, the theatre will only be made available for digital recording and broadcast, with no audience access.

While the above-noted lifting of restrictions for museums, galleries, libraries and theatre spaces can now be implemented as Lambton County has advanced to Stage 3, there is no requirement to activate these services, and each employer is to proceed to Stage 3 only when able to implement appropriate measures to protect employees and patrons. The ability to reactivate services will also be dictated by such things as building capacity and physical distancing requirements, staff resources, and operational need.

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Stage 3 Opening - Cultural Services Division (page 6) August 19, 2020

As staff progress to Stage 3 of reopening, the Cultural Services Division will adhere to public health guidance and the sector-specific guidelines developed by the Province to support occupational health and safety requirements. As the Province lifts or reintroduces restrictions to support its reopening framework, senior administration will continue to follow public health guidelines to determine how to proceed with the reactivation of additional services and an eventual return to full service when permitted. Every phase of the reopening plan will require careful consideration of public health guidance and occupational health and safety requirements, supported by the full cooperation of staff to ensure the safe and effective resumption of operations.

FINANCIAL IMPLICATIONS

The full workforce has not been recalled to work and as a result, the Division will see savings in staff wages for casuals and student employees until the full staffing complement returns to work. However, the Division has incurred extra costs in making changes to support the health and safety requirements of the Province such as, but not limited to, the provision of personal protective equipment (PPE), cleaning supplies, additional contracted cleaning services and plexi-glass barriers. It is anticipated that the savings in staff wages to date have off-set the extra expenses incurred related to health and safety control measures, however, this position may change if more staff are recalled to work, or if additional expenses are incurred to modify service delivery in response to the pandemic.

CONSULTATIONS

Several staff members were consulted in the creation of this report and to support the preparations for Stage 3 reopening of libraries, theatre, museums, gallery and archives, including the support of Corporate Manager, Human Resources, Labour Relations Consultant, Health & Safety Coordinator, Manager, Museums, Gallery & Archives, Manager, Libraries, and Community Library Supervisor.

STRATEGIC PLAN

The ability to quickly respond and adapt to the evolving pandemic situation and respond to Provincial guidelines for reopening demonstrates Lambton County's Vision Statement as an innovative community "creatively working together and piloting new ideas in order to meet the current and future needs, aspirations, and values of Lambton County residents".

CONCLUSION

Preparations for limited on-site services and restricted public access at Cultural Services facilities are underway in compliance with guidelines set out in the Provincial Stage 2 and Stage 3 reopening framework. The intention at this time is to progress to limited public access to Lambton's libraries, theatre, museums, gallery and archives (including

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Stage 3 Opening - Cultural Services Division (page 7) August 19, 2020

measures such as timed-entry/appointment-in-advance) as early as September 2, 2020. Facilities will remain closed to the public until this date, and in some cases longer, to make the necessary preparations to support public access, including measures for physical distancing, flow management, and contact tracing in each facility.

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CULTURAL SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LIBRARIES PREPARED BY: Darlene Coke, Manager Andrew Meyer, General Manager REVIEWED BY: Ron Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 INFORMATION ITEM: Libraries 2nd Quarter 2020 Statistics

BACKGROUND

Lambton County Library provides services to the public through 25 libraries and a mobile library service. In-library services include books, audio books, magazines, audio-visual materials, story hours, guest speakers, reference services and Internet access. The Sarnia Library is also home to the Sarnia Library Theatre which is available for rent and has hosted many community events, concerts, celebrations, film screenings and more.

In recent years, Lambton County Library has built an expanding e-Library which provides access to electronic books, magazines, newspapers, digital media such as music and movies, and educational courses from any device connected to the Internet, along with a library card. In 2016, Lambton introduced a Makerspace to the Sarnia Library and in 2017 rolled out a Mobile Makerspace to the remaining 24 branch libraries. Makerspaces offer opportunities for innovation and creation through the use of technology such as 3-D printers which are not typically available in most households.

Statistics on the usage of various programs / services are maintained throughout the year and reported to Lambton County Council quarterly. Detailed second quarter 2020 statistics for the Libraries are attached.

DISCUSSION

The 2nd quarter statistics reveal how the provincial closure orders, in response to the COVID-19 pandemic, have negatively impacted overall usage of Lambton's libraries. Councillors will recall that Lambton County Library cancelled all programs and events beginning on March 13, and would go on to close all locations effective end of day on March 16, 2020.

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Libraries 2nd Quarter 2020 Statistics (page 2) August 19, 2020

Lambton County Library began to offer contactless curbside pickup service on June 8, 2020 at 13 locations; however, the libraries remain closed to the public. While more than 12,000 items circulated in the first three weeks of contactless curbside pickup, this activity falls below regular usage levels in the pre-COVID-19 environment.

While borrowing physical materials was not possible from mid-March until June, the use of Lambton County Library's electronic services, particularly e-books and online resources such as Ancestry Online Library Edition soared. The number of unique borrowers and the number of check-outs were the highest the library has encountered in the history of providing this service to library cardholders. If usage continues at its present rate, the Library's electronic circulation will surpass its usage statistics from last year.

By the end of June, Lambton County Library turned its attention to programming and how it would transition its annual Summer Reading Program to an online experience. Staff quickly pivoted to create an online and telephone registration process and developed online and at-home programming to support the summer activity that encourages summer-time reading.

Also at the end of June, a concerted effort was made to ask library cardholders to return the materials they had checked out before the libraries closed in March. Approximately 25,000 items had been borrowed, and the library suspended the accumulation of fines during this period, and will continue to suspend the accumulation of fines until the fall. Front-line library staff are to be commended for the work they put forth handling large numbers of returns, while also adapting to a new service model delivering items through a curbside pickup system. Presently, the majority of these items have been returned to the library. Library staff will follow-up with patrons with any outstanding materials from this period and will apply replacement costs to accounts where materials are considered lost.

Over the summer months, staff will be finalizing plans to continue a gradual re-opening of library service. This may include the addition of three more libraries to contactless curbside pickup, the expansion of additional online programs and the ability for patrons to access public computers, wireless Internet or reference services by appointment at select locations.

FINANCIAL IMPLICATIONS

The majority of the Department's staffing complement was placed in a lay-off position during the closure of library facilities. While the Department has realized savings in wages and benefits during this period, the Department has also faced unanticipated costs that are necessary to adhere to the guidance documents and ensure that employees and members of the public are protected from the spread of COVID-19. These costs include items such as enhanced cleaning at facilities, the purchase of personal protective equipment, increasing use of supplies such as hand sanitizer, soap and paper towels, signage for curbside pickup and advertising costs to communicate curbside pickup and promote electronic resources. Also, it is important to note that the Department has lost revenue in room / theatre bookings, donations, used book sales, courier billings and fines.

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Libraries 2nd Quarter 2020 Statistics (page 3) August 19, 2020

CONSULTATIONS

A number of staff within the library system were consulted in the creation of this report including the Technical Services Supervisor, the Community Library Supervisor and the Facilities Supervisor.

STRATEGIC PLAN

The array of library services offered in Lambton all align with the County of Lambton's Mission Statement to provide residents with "an enhanced quality of life through the provision of responsive and efficient services. Such promotion is accomplished by working with municipal and community partners".

CONCLUSION

It continues to be an unprecedented time for libraries across the province as communities adjust to the inability and / or reduced ability to physically access their library for entertainment and educational resources. The pandemic has created an opportunity for libraries to introduce its e-resources to library users who have not used the service in the past, and users are sure to discover the convenience that e-resources provide. In the months ahead, library services may look different; however, Lambton County Library looks forward to continuing its efforts to introduce plans that meet the community's needs, and working within the necessary public health measures to keep its users and employees safe.

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 121 of 147 AGENDA ITEM #b)

Libraries 2nd Quarter Statistics 2020

*Data for the month of March is incomplete and in-library use and reference queries is not reported for these locations.

Circulation YTD Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total %

General Alvinston 2,165 299 2,464 10,011 25% Arkona 1,423 123 1,546 7,498 21% Bookmobile 1,727 33 1,760 6,382 28% Brigden* 1,944 1 1,945 8,474 23% Bright's Grove 9,342 1,699 11,041 48,617 23% Camlachie 1,684 15 1,699 7,245 23% Corunna 6,527 883 7,410 30,138 25% Courtright 1,328 32 1,360 6,125 22% Florence 1,514 315 1,829 6,750 27% Forest 10,502 1,283 11,785 43,947 27% Grand Bend* 6,748 14 6,762 33,997 20% Headquarters 971 111 1,082 4,150 26% Inwood 811 - 811 4,043 20% Mallroad 23,114 3,232 26,346 102,198 26% Mooretown* 1,518 18 1,536 7,011 22% Oil Springs 699 123 822 4,023 20% Petrolia 12,023 1,363 13,386 49,289 27% Pt. Edward 3,971 892 4,863 19,301 25% Pt. Franks 889 25 914 6,721 14% Pt. Lambton 1,358 9 1,367 5,213 26% Sarnia 35,188 301 35,489 167,488 21% Shetland 579 18 597 3,525 17% Sombra 1,107 306 1,413 5,710 25% Thedford 1,055 386 1,441 5,332 27% Watford 2,925 456 3,381 12,284 28% Wilkesport 465 6 471 2,946 16% Wyoming 5,759 691 6,450 28,671 22% TOTALS 137,336 12,634 - - 149,970 637,089 24%

pg. 1

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 122 of 147 AGENDA ITEM #b)

Internet Use Q1-2020 Q1-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD %

General

Alvinston 357 - 357 1,640 22%

Arkona 38 - 38 129 29%

Bookmobile 0 - - - -

Brigden* 248 - 248 1,658 15%

Bright's Grove 262 - 262 1,585 17%

Camlachie 21 - 21 140 15%

Corunna 663 - 663 3,269 20%

Courtright 69 - 69 392 18%

Florence 213 - 213 817 26%

Forest 1,045 - 1,045 4,730 22%

Grand Bend* 246 - 246 1,387 18%

Headquarters - - - - -

Inwood 64 - 64 478 13%

Mallroad 2,235 - 2,235 10,447 21%

Mooretown* 61 - 61 210 29%

Oil Springs 43 - 43 322 13%

Petrolia 1,549 - 1,549 6,404 24%

Pt. Edward 137 - 137 886 15%

Pt. Franks 9 - 9 162 6%

Pt. Lambton 66 - 66 182 36%

Sarnia 6,573 - 6,573 30,401 22%

Shetland 29 - 29 259 11%

Sombra 102 - 102 303 34%

Thedford 141 - 141 355 40%

Watford 334 - 334 1,239 27%

Wilkesport 25 - 25 243 10%

Wyoming 469 - 469 2,007 23%

TOTALS 14,999 - - - 14,999 69,645 22%

pg. 2

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 123 of 147 AGENDA ITEM #b)

Reference Queries Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD %

General Alvinston 182 - 759 0% Arkona 140 - 581 0% Bookmobile 0 - 1,359 0% Brigden* 88 - 405 0% Bright's Grove 911 - 3,911 0% Camlachie 202 - 885 0% Corunna 591 - 1,896 0% Courtright 94 - 555 0% Florence 69 - 256 0% Forest 635 - 2,476 0% Grand Bend* 228 - 943 0%

Headquarters 0 - - 0% nwood 63 - 363 0% Mallroad 2,081 - 9,281 0% Mooretown* 87 - 626 0% Oil Springs 86 - 230 0% Petrolia 992 - 1,824 0% Pt. Edward 323 - 1,514 0% Pt. Franks 34 - 221 0% Pt. Lambton 280 - 774 0% Sarnia 959 - 7,022 0% Shetland 61 - 280 0% Sombra 152 - 568 0% Thedford 58 - 233 0% Watford 144 - 553 0% Wilkesport 53 - 230 0% Wyoming 713 - 2,777 0%

TOTALS 9,226 - - - - 40,522 0%

pg. 3

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 124 of 147 AGENDA ITEM #b)

Volunteer Hours

Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD %

General

Alvinston 0 0 - 0%

Arkona 0 0 - 0%

Bookmobile 0 0 - 0%

Brigden* 0 0 - 0%

Bright's Grove 12 0 12 73.75 16%

Camlachie 0 0 - 0%

Corunna 0 0 - 0%

Courtright 2.5 0 2.5 2.5 100%

Florence 0 0 - 0%

Forest 0 0 - 0%

Grand Bend* 0 0 - 0%

Headquarters 0 0 - 0%

Inwood 0 0 0%

Mallroad 0 0 - 0%

Mooretown* 0 0 - 0%

Oil Springs 0 0 - 0%

Petrolia 0 0 0%

Pt. Edward 0 0 - 0%

Pt. Franks 0 0 - 0%

Pt. Lambton 1 0 1 1.6 63%

Sarnia 0 0 - 0%

Shetland 0 0 - 0%

Sombra 0 0 0%

Thedford 1 0 1 - 0%

Watford 0 0 - 0%

Wilkesport 0 0 0.5 0%

Wyoming 12 0 12 12.0 100%

TOTALS 28.5 0 0 0 28.5 90.35 32%

pg. 4

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Library Programs (#) YTD Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total %

General 0 0 0 0 0% Alvinston 53 0 53 200 27% Arkona 14 0 14 62 23% Bookmobile 0 0 0 0 0% Brigden 39 0 39 109 36% Bright's Grove 108 0 108 555 19% Camlachie 28 0 28 61 46% Corunna 64 0 64 265 24% Courtright 31 0 31 120 26% Florence 20 0 20 78 26% Forest 97 0 97 375 26% Grand Bend 44 0 44 138 32% Headquarters 0 0 0 2 0% Inwood 18 0 18 79 23% Mallroad 86 0 86 450 19% Mooretown 18 0 18 66 27% Oil Springs 25 0 25 79 32% Petrolia 103 0 103 219 47% Pt. Edward 58 0 58 250 23% Pt. Franks 17 0 17 46 37% Pt. Lambton 42 0 42 138 30% Sarnia 197 0 197 739 27% Shetland 32 0 32 118 27% Sombra 21 0 21 51 41% Thedford 41 0 41 140 29% Watford 60 0 60 222 27% Wilkesport 29 0 29 78 37% Wyoming 69 0 69 297 23%

TOTALS 1,314 - - - 1,314 4,937 27%

pg. 5

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 126 of 147 AGENDA ITEM #b)

Library Programs (attendance) YTD Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total %

General - - -

Alvinston 299 0 299 2,325 13%

Arkona 92 0 92 1,145 8%

Bookmobile - 0 - - 0%

Brigden 179 0 179 781 23%

Bright's Grove 1,664 0 1,664 9,196 18%

Camlachie 160 0 160 483 33%

Corunna 817 0 817 4,247 19%

Courtright 212 0 212 770 28%

Florence 111 0 111 944 12%

Forest 1,248 0 1,248 9,820 13%

Grand Bend 235 0 235 2,575 9%

Headquarters - 0 - - 0%

Inwood 90 0 90 361 25%

Mallroad 655 0 655 5,273 12%

Mooretown 380 0 380 1,315 29%

Oil Springs 73 0 73 219 33%

Petrolia 610 0 610 2,336 26%

Pt. Edward 391 0 391 2,951 13%

Pt. Franks 58 0 58 600 10%

Pt. Lambton 444 0 444 1,516 29%

Sarnia 1,201 0 1,201 8,879 14%

Shetland 104 0 104 652 16%

Sombra 69 0 69 316 22%

Thedford 267 0 267 1,509 18%

Watford 185 0 185 2,270 8%

Wilkesport 65 0 65 282 23%

Wyoming 606 0 606 4,380 14%

TOTALS 10,215 - - - 10,215 65,145 16%

pg. 6

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 127 of 147 AGENDA ITEM #b)

Community Programs (#) YTD Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total %

General 0 0 0 0% Alvinston 4 0 4 25 16% Arkona 0 0 0 0 0% Bookmobile 0 0 0 0 0% Brigden 11 0 11 37 30% Bright's Grove 11 0 11 60 18% Camlachie 28 0 28 64 44% Corunna 29 0 29 126 23% Courtright 0 0 0 0 0% Florence 7 0 7 6 117% Forest 20 0 20 152 13% Grand Bend 0 0 0 13 0% Headquarters 0 0 0 0 0% Inwood 0 0 0 0 0% Mallroad 14 0 14 65 22% Mooretown 0 0 0 1 0% Oil Springs 0 0 0 1 0% Petrolia 10 0 10 32 31% Pt. Edward 35 0 35 102 34% Pt. Franks 14 0 14 69 20% Pt. Lambton 0 0 0 0 0% Sarnia 0 0 0 7 0% Shetland 3 0 3 8 38% Sombra 0 0 0 2 0% Thedford 1 0 1 0 100% Watford 6 0 6 13 46% Wilkesport 2 0 2 8 25% Wyoming 37 0 37 146 25%

TOTALS 232 - - 0 232 937 25%

pg. 7

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 128 of 147 AGENDA ITEM #b)

Community Programs (attendance) YTD Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total %

General - - 0%

Alvinston 11 0 11 200 6% Arkona 0 0 - - 0% Bookmobile 0 - - 0%

Brigden 80 0 80 247 32%

Bright's Grove 141 0 141 632 22%

Camlachie 168 0 168 399 42%

Corunna 273 0 273 1,126 24% Courtright 0 0 - - 0%

Florence 51 0 51 113 45%

Forest 106 0 106 841 13%

Grand Bend 0 0 - 205 0% Headquarters 0 0 - - 0% Inwood 0 0 - - 0%

Mallroad 134 0 134 639 21%

Mooretown 0 0 - 11 0% Oil Springs 0 0 - - 0%

Petrolia 62 0 62 115 54%

Pt. Edward 150 0 150 980 15%

Pt. Franks 99 0 99 699 14% Pt. Lambton 0 0 - - 0%

Sarnia 0 0 - 43 0%

Shetland 14 0 14 43 33%

Sombra 0 0 - 1 0% Thedford 0 0 - - 0%

Watford 19 0 19 101 19%

Wilkesport 13 0 13 54 24%

Wyoming 318 0 318 1,554 20%

TOTALS 1,639 - - - 1,639 8,003 20%

pg. 8

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 129 of 147 AGENDA ITEM #b)

Internet Wireless Usage Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD % Daily Clients 267 112 379 1,265 30% Daily Sessions 1,125 615 1,740 4,901 36% Total Clients 5,757 1,823 7,580 31,044 24% Total Sessions 102,354 55,967 158,321 429,592 37%

Electronic Information Sources YTD Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total %

Electronic Databases 8,462 10,593 19,055 26,199 73%

Early Literacy Stations 1,028 - 1,028 4,661 22% NextReads 4,271 - 4,271 18,497 23% TOTAL 13,761 10,593 - - 24,354 49,357 49%

e-Circulation Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD % 91,912 109,962 201,874 325,864 62%

Website Visits Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD %

Library 148,806 106,765 255,571 641,527 40%

Theatre 417 1,493 1,910 2,068 92%

TOTAL 149,223 108,258 - 257,481 643,595 40%

Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD %

Facebook Friends 1,848 1,966 3,814 5,364 71%

Twitter Followers 794 801 1,595 3,268 49%

pg. 9

Information Report dated August 19, 2020 Regarding Libraries 2nd Quarter... Page 130 of 147 AGENDA ITEM #b)

Inter-library Loans Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD % Ittems Borrowed 173 35 208 1,379 15% Items Loaned 223 17 240 994 24%

Total Number of Volunteers Q1-2020 Q2-2020 Q3-2020 Q4-2020 YTD 2019 Total YTD % 4 0 4 12 33%

Sarnia Library Theatre & Meeting Room Rentals* *Due to COVID-19, rental information is incomplete.

Q2 Q2 Q2 Q2 Q1- Q2- Q3- Q4- 2019 YTD YTD East Rm Patio Theatre West Rm 2020 2020 2020 2020 Total % Internal Bookings

Bookings 0 - - 62 - 62 210 30%

Hours 0 - - 156.5 - 157 604.0 26%

Attendance 0 - 0 119 - 119 1,497 8% External Bookings

Bookings 0 0 0 66 - 66 360 18%

Hours 0 0 0 149.25 - 149 1,507.00 10%

Attendance 0 - 0 284 - 284 24,171 1% Total Bookings 0 0 - - 128 - 128 570 22% Total Hours 0 0 - - 305.75 - 306 2,111 14% Total Attendance 0 0 - - 403 - 403 25,668 2%

pg. 10

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CORPORATE SERVICES DIVISION

REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LEGAL SERVICES / CLERK'S PREPARED BY: Stéphane Thiffeault, General Manager REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: August 19, 2020 Amendments to Procedural By-Law No. 33 of 2014 - SUBJECT: Electronic Meetings (Generally)

BACKGROUND

At its April 1, 2020 meeting, County Council amended its Procedural By-Law No. 33 of 2014 (hereinafter, "Procedural By-Law") to allow for Council meetings to proceed electronically while an emergency declared pursuant to s. 7.0.1 of the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9 was in effect.

As Council will recall, the Province of Ontario declared an emergency on March 17, 2020 and then adopted on March 19, 2020 the Municipal Emergency Act, 2020 through Bill 187 that allowed municipalities to:

 hold meetings (open session, closed session, regular and special meetings) entirely or partially electronically; and

 count all Members participating electronically (i.e. remotely) as part of the meeting's quorum, together with any attending in person.

The amendments brought upon through Bill 187, being the Municipal Emergency Act, 2020, were always meant to be temporary in nature.

On July 21, 2020, the Province of Ontario passed Bill 197, the COVID-19 Economic Recovery Act, 2020 ("Bill 197"). Bill 197 repealed the above-noted amendments, which will consequently require an amendment to the County's Procedural By-Law if Council wishes to maintain the option to meet electronically, for any reason, after the County's declaration of emergency has been lifted. Please note, there is currently no need to amend Council's Procedural By-Law if Council wishes to only allow for electronic meeting during an active emergency declaration.

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Amendments to Procedural By-Law - Electronic Meetings (page 2) August 19, 2020

Amongst other things, Bill 197 expands when Council members may participate in electronic meetings if Council permits such participation through an amendment to its Procedural By-Law.

This report addresses the amendments required to the Procedural By-Law if Council wishes to avail itself of the expanded rights to hold electronic meetings prescribed in the Municipal Act, 2001 through Bill 197. It specifically speaks to a suggested amendment that is in keeping with Council's decision dated November 29, 2017, when Council opted not to permit individual members to participate electronically while Council was otherwise meeting in person.

DISCUSSION

As noted above, the provision of the Municipal Act, 2001 allowing electronic Council meetings during a declared emergency were repealed with the coming into force of Bill 197. In its stead, Bill 197 amended the Municipal Act, 2001 to permit participation in open and closed Council meetings electronically, if Council amends its Procedural By-Law to so allow.

Bill 197, the COVID-19 Economic Recovery Act Amendments - Schedule 12

Bill 197 enacts a new provision in the Municipal Act, 2001 that reads as follows:

238 (3.1) The applicable procedure by-law may provide that a member of council, of a local board or of a committee of either of them, can participate electronically in a meeting to the extent and in the manner set out in the by-law.

238 (3.3) The applicable procedure by-law may provide that,

(a) a member of a council, of a local board or of a committee of either of them who is participating electronically in a meeting may be counted in determining whether or not a quorum of members is present at any point in time; and

(b) a member of a council; of a local board; or of a committee of either of them can participate electronically in a meeting that is open or closed to the public.

Bill 197 clearly permits Council to amend its Procedural By-Law to allow individual members or, alternatively, all of Council, to participate electronically.

Prior Council Decision on Individual Members Opting to Participate Electronically

Formerly, the Municipal Act, 2001 was amended by Bill 68 to allow Council, at its option, to allow individual members to participate electronically in Council open session meetings - but not closed session meetings.

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Amendments to Procedural By-Law - Electronic Meetings (page 3) August 19, 2020

A report was presented to Council for its consideration on November 29, 2017 that included suggested amendments to Council's Procedural By-Law if Council wished to permit individual members to participate in open session meetings of Council electronically.

Council will recall that it rejected the option at that time on the basis that, per Council, members should attend meetings to fulfill their public mandates. Thus, in effect, Council has already turned its mind to whether individual members should be permitted the option, to be exercised on an individual basis, to participate electronically in Council meetings that are otherwise scheduled in person.

Council has not, however, turned its mind on permitting a meeting (closed and open session) to be held electronically for all of Council post COVID-19 declarations of emergency, which is now permitted through Bill 197.

2020 Post Declaration of Emergency Amendments

If Council wishes to avail itself of the ability to schedule electronic meetings of Council for reasons other than declared emergencies, it is recommended that the Procedural By-Law be slightly amended to permit the Warden to schedule electronic Council meetings much like those that have been held since March 2020 due to the declared emergencies.

If Council wishes to proceed with such option, the current Procedural By-Law would have to be amended as follows:

1. delete the current Part 25 of the Procedural By-Law;

2. replace the current Part 25 with the following provisions:

Part 25: Electronic Meetings

25.1 For the purposes of this Part 25, the following capitalized term has the following meaning and all other capitalized terms shall have the meaning given to them in Part 2 hereof:

"Electronic Meeting" means a meeting called by the Warden and held in full or in part through such electronic means selected by the Warden, in consultation with the Clerk, taking into account the County of Lambton's resources, which may include, but not be limited to, audio telephone conference, video telephone conference, or online through the Internet or otherwise via the Internet, and with or without in person attendance.

25.2 Notwithstanding any other Part hereof, at the call of the Warden a regular or special meeting of Council (including, for greater certainty, any Committee meeting) may be conducted by Electronic Meeting, in accordance with this Part and any other protocol and/or policy as may be approved by Council from time to time.

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Amendments to Procedural By-Law - Electronic Meetings (page 4) August 19, 2020

25.3 A Member attending and present during an Electronic Meeting shall be counted for purposes of quorum at the commencement and at any point in time during the Meeting, and shall be entitled to vote as if they were attending the Meeting in person.

25.4 An Electronic Meeting may include a Closed Meeting, which shall be conducted with members of the public excluded therefrom and in accordance with this Part.

25.5 A public notice of an Electronic Meeting shall include sufficient information as to provide the public with the ability to reasonably access and/or otherwise observe, by such means identified in the notice, the open session of the Electronic Meeting.

25.6 Despite any other Part hereof any person desiring to present verbally to, or to make a request of, or present correspondence to, Council at and/or during an Electronic Meeting, shall first give the requisite notice thereof to the Clerk and meet all other requirements of these Rules of Procedure, and provided such requirements have been met, shall only be permitted to make such presentation, request or present such correspondence in writing, provided further that such written presentation, request and/or correspondence is received by the Clerk no later than 12:00 noon on the sixth working day immediately preceding the Electronic Meeting.

25.7 The Rules of Procedure shall continue to apply to an Electronic Meeting held pursuant to this Part 25. In the event of any inconsistency and/or conflict between this Part 25 and any other Part of these Rules of Procedure, this Part 25 shall prevail to the extent of the inconsistency and/or conflict.

and

3. adopt the above-noted amendments effective as of September 2, 2020.

If adopted, the foregoing will permit Council to continue to schedule meetings electronically after the emergency declared by the County of Lambton is lifted, at the Warden's call.

Note, however, that if adopted, the amendment will not permit individual members of Council to opt to participate electronically in any open or closed session of Council, in keeping with Council's decision of November 29, 2017.

If this amendment is adopted, it's "all or nothing", meaning that the Warden could only call an electronic meeting of Council and all of Council would participate electronically instead

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Amendments to Procedural By-Law - Electronic Meetings (page 5) August 19, 2020

of in-person. The current electronic meeting Protocol adopted by Council on April 1, 2020 would remain in effect.

If, however, Council wishes to permit individuals to participate in Council meetings electronically while a meeting is taking place in person, the following addition to the above-noted amendments should be adopted:

25.6(b) Any Member may participate in an open and/or closed Meeting electronically by such electronic means made available by the County, and such Member so participating shall be counted for purposes of quorum at the commencement and at any point in time during the Meeting, and shall be entitled to vote as if the Member were attending the Meeting in person.

FINANCIAL IMPLICATIONS

None. The County currently has the technology and software licenses to continue to host electronic meetings while at the same time keeping those meetings reasonably open, electronically, to the public.

CONSULTATIONS

The Chief Administrative Officer and Corporate Manager, Information Technology were consulted on the subject matter of this report.

STRATEGIC PLAN

N/A.

CONCLUSION

Bill 197 amended the Municipal Act, 2001 to allow members of Council to participate electronically in open and closed session meetings provided that Council permits so in its Procedural By-Law. The option is no longer restricted to when a declared emergency is in effect. Accordingly, Council now has the option to amend its Procedural By-Law to permit, in the future, and at the call of the Warden, full Council electronic meetings. If adopted, this flexibility will allow Council, through the Warden, to quickly adapt to any emergency or unexpected event preventing Council to meet in person.

If Council were to adopt the amendment suggested herein, Council would be permitted to hold electronic meetings at the call of the Warden. Individuals members would not, however, be permitted to participate electronically while Council is meeting in person. This may not be an issue for individual members as many members of County Council

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Amendments to Procedural By-Law - Electronic Meetings (page 6) August 19, 2020

have appointed local alternate members to act in their stead when they are otherwise not able to attend a Council meeting.

If Council wishes to move forward with these amendments, Council will have to adopt the recommendation set out below. If it wishes to allow individual members to participate electronically during an in-person meeting, Council will have to incorporate the above- noted Part 25.6(b) amendment into its resolution.

RECOMMENDATIONS

It is recommended:

(a) That By-Law No. 33 of 2014 be amended, effective as of the date that s. 1 of Schedule 12 of Bill 197, COVID-19 Economic Recovery Act, 2020, comes into force, as follows:

a. the current Part 25 is hereby repealed and replaced with the following:

Part 25: Electronic Meetings

25.1 For the purposes of this Part 25, the following capitalized term has the following meaning and all other capitalized terms shall have the meaning given to them in Part 2 hereof:

25.4 An Electronic Meeting may include a Closed Meeting, which shall be conducted with members of the public excluded therefrom and in accordance with this Part.

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(b) That a By-Law amending By-Law No. 33 of 2014 to repeal the current Part 25 thereof and permit electronic meetings of Council be presented to Council for adoption.

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CORPORATE SERVICES DIVISION

BACKGROUND

On July 21, 2020, Bill 197, the COVID-19 Economic Recovery Act, 2020 ("Bill 197"), received Royal Assent. Amongst other things, Bill 197 allows Council to amend its Procedural By-Law to permit Members of Council to appoint one another as a proxy, in the circumstances permitted by the Municipal Act, 2001.

Bill 197 amends the Municipal Act, 2001 by adding a new s. 243.1 that reads as follows:

243.1 (1) The procedure By-Law may provide that, in accordance with a process to be established by the Clerk, a Member of Council may appoint another Member of Council as a proxy to act in their place when they are absent subject to the following rules:

1. A Member of a local Council appointed as an Alternate Member of the upper-tier Council under section 267 [where a Member cannot attend meetings for a period in excess of one month] may appoint a Member of the upper-tier Council as a proxy to act in their place when they are absent from the upper-tier Council.

2. A Member who is unable to attend a meeting of the upper-tier Council and for whom an Alternate Member is appointed under section 267 shall not appoint a proxy.

3. A Member appointed as an Alternate Member of the upper-tier Council under section 268 [ad hoc absences] shall not appoint a proxy.

4. A Member who is unable to attend a meeting of the upper-tier Council and for whom an Alternate Member is appointed under section 268 shall not appoint a proxy if the appointed Member is acting on their behalf at the meeting.

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Amendments to Procedural By-Law - Proxy Votes (page 2) August 19, 2020

243.1 (2) The following rules apply with respect to the appointment of another Member of Council to act as a proxy under subsection (1):

1. A Member shall not appoint a proxy unless the proxyholder is a Member of the same Council as the appointing Member.

2. A Member shall not act as a proxy for more than one Member of Council at any one time.

3. The Member appointing the proxy shall notify the Clerk of the appointment in accordance with the process established by the Clerk.

4. For the purpose of determining whether or not a quorum of Members is present at any point in time, a proxyholder shall be counted as one Member and shall not be counted as both the appointing Member and the proxyholder.

5. A proxy shall be revoked if the appointing Member or the proxyholder requests that the proxy be revoked and complies with the proxy revocation process established by the Clerk.

6. Where a recorded vote is requested under section 246, the Clerk shall record the name of each proxyholder, the name of the Member of Council for whom the proxyholder is voting and the vote cast on behalf of that Member.

7. A Member who appoints a proxy for a meeting shall be considered absent from the meeting for the purposes of determining whether the office of the Member is vacant under clause 259 (1) (c). [emphasis mine]

Accordingly, if Council wishes to avail itself of the proxy nominating process set out in s. 243.1 of the Municipal Act, 2001 and thus permit individual Members to appoint another Member of Council as his or her proxy from time to time, subject to the rules laid out in the Municipal Act, 2001, Council will have to:

1. amend its Procedural By-Law; and

2. adopt the attached copy of the Proxy Protocol.

DISCUSSION

With these amendments, there are now at least (2) means for a County Council Member to ensure his or her representation at County Council in the event of his or her absence.

(a) Alternate Members

On and subject to prescribed limitations, the Municipal Act, 2001 allows local Councils to appoint Alternate Members for County Council Members as follows:

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Amendments to Procedural By-Law - Proxy Votes (page 3) August 19, 2020

 for the purposes of s. 267, if the County Council Member is projected to be unable to act as a Member of County Council for a period in excess of one (1) month; and

 for the purposes of s. 268, if the County Council Member is unable to attend any meeting of County Council for any reason.

Therefore, there is a process for local municipal Councils to ensure local representation to County Council, as noted above. Alternate members have been appointed for many of our Council members.

(b) Proxy Vote

In addition to the option available to local municipal Councils as set out above, if adopted by Council, Bill 197 allows individual Members of County Council to appoint another Member of County Council as their proxy should they be unable to attend a County Council meeting, provided the process defined by the Clerk is followed.

If County Council wishes its Members to benefit from the flexibility of appointing another Member of County Council as their proxy, the Procedural By-Law has to be amended by adding a new Part 26 that, Staff suggests, reads as follows:

Part 26 - Proxy Vote

26.1 On and subject to the rules set out in Part 26.2 below, and provided that the process set out in writing by the Clerk and adopted by Council from time to time for the appointment of a proxy is complied with, a Member may appoint another Member of Council as that Member's proxy to act in that Member's place when that Member is unable to attend a Council meeting, to the extent permitted pursuant to s. 243.1 of the Municipal Act, 2001.

26.2 The following may appoint a proxy to act in their place at County Council:

(a) a Member of a local Council appointed as an Alternate Member of the upper-tier Council under section 267 of the Municipal Act, 2001 may appoint a Member as a proxy to act in their place when they are absent from County Council;

(b) a Member who is unable to attend a meeting of County Council and for whom an Alternate Member is appointed under section 267 shall not appoint a proxy;

(d) a Member who is unable to attend a meeting of County Council and for whom an Alternate Member is appointed under section 268 shall not

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Amendments to Procedural By-Law - Proxy Votes (page 4) August 19, 2020

appoint a proxy if the appointed Member is acting on their behalf at the meeting.

In addition to the above-suggested amendment to the Procedural By-Law, Council should endorse the process for appointment of a proxy set out in Appendix "A" attached. It speaks to the following:

 the notice that a Member must provide to the Clerk when he or she appoints a proxy;

 the information required to be communicated to the Clerk when providing such notice;

 the deadline by which such notice is to be submitted to the Clerk for the proxy to be recognized at County Council; and

 the process a Member shall follow to revoke a proxy.

FINANCIAL IMPLICATIONS

None.

CONSULTATIONS

The Chief Administrative Officer was consulted on the subject matter of this report.

STRATEGIC PLAN

N/A.

CONCLUSION

Bill 197 amended the Municipal Act, 2001 to allow Members of Council to, to the extent permitted, appoint another Member of Council as their proxy should they not be able to participate in a meeting. If Council wishes to avail itself of that option, the Procedural By- Law must be amended and the protocol attached hereto as Appendix "A" adopted.

If Council wishes to avail itself of the proxy rules set out in the Municipal Act, 2001, it must amend its Procedural By-Law as suggested below. There is no requirement to adopt these proxy rules.

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Amendments to Procedural By-Law - Proxy Votes (page 5) August 19, 2020

RECOMMENDATIONS

It is recommended:

(a) That By-Law No. 33 of 2014 be amended, effective as of September 2, 2020, by adding thereto a new Part 26 that reads as follows:

Part 26 - Proxy Vote

26.2 The following may appoint a proxy to act in their place at County Council:

(b) a Member who is unable to attend a meeting of County Council and for whom an Alternate Member is appointed under section 267 shall not appoint a proxy;

(d) a Member who is unable to attend a meeting of County Council and for whom an Alternate Member is appointed under section 268 shall not appoint a proxy if the appointed Member is acting on their behalf at the meeting.

(b) That a By-Law amending By-Law No. 33 of 2014 be presented to Council for adoption.

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SCHEDULE "A"

THE CORPORATION OF THE COUNTY OF LAMBTON POLICY MANUAL Protocol Governing the Section Policy Subject: Appointment of a Proxy C12 #02 Approved By: Effective Date: TBD County Council

Revision Date: TBD

PURPOSE

This document sets out the Clerk of The Corporation of the County of Lambton's Council protocol applicable to the process to be observed by Members of County Council wishing to appoint another Member of County Council as their proxy for any meeting of County Council that that Member cannot attend.

PROTOCOL

Definitions

For the purposes of this Protocol, all capitalized terms shall have the meaning ascribed to them in the Rules of Procedure.

Appointment of a Proxy

A. A Member (including an eligible Alternate Member of a Member of County Council, if one is appointed by the Council of the Member's local municipality) may only appoint a proxy to the extent permitted by law including, without limitation, the Municipal Act, 2001 and its regulations.

B. A Member (including, where applicable and permitted, that Member's Alternate Member) shall only appoint a proxy in writing preferably by completing the appointment form attached hereto as Appendix 1 ("Proxy Form"). The appointment shall clearly and legibly identify the following:

a. the name of the Member (or Alternate Member, as the case may be) making the appointment; b. the name of the Member that the individual is appointing as his or her proxy (hereinafter, the "proxyholder"); c. the date(s) of the County Council meeting(s) for which the proxyholder is authorized by the Member to act for the Member; and d. confirmation that the proxyholder has agreed to act as that Member's proxy.

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Mandatory Notice and Communication of Appointment

A. Verbal proxy appointments are not permitted and shall not be accepted by the Clerk.

B. The Member (including, where applicable and permitted, that Member's Alternate Member) shall communicate the appointment of his or her proxy directly to the Clerk, in writing, either by letter, facsimile or electronic-mail (e-mail) as soon as reasonably possible but by no later than 4:00 p.m. on the day prior to the County Council meeting, by submitting the information stipulated above and/or a completed and signed Proxy Form.

C. If for any reasonable reason the Member (including, where applicable and permitted, that Member's Alternate Member) is unable to communicate his or her appointment of a proxy directly to the Clerk as required pursuant to paragraph B. immediately above, his or her proxyholder may do so on behalf of the Member provided that the proxyholder does so by no later than the commencement of the County Council meeting and delivers to the Clerk, on behalf of the appointing Member, written confirmation, signed by the appointed Member, that he or she has been appointed the Member's proxy for that meeting.

D. If the Member fails to so communicate the appointment of his or her proxy strictly in accordance with paragraph B. immediately above or his or her proxyholder fails to do so in accordance with paragraph C. immediately above, the Clerk shall reject the proxy and the intended proxyholder shall not be entitled to act for the Member at the meeting of County Council.

E. The Clerk shall inform County Council of his or her decision taken in accordance with paragraph D. immediately above to reject a proxy appointment, which decision may be amended, reversed or otherwise dealt with by majority decision of County Council.

F. There shall be no dispute between the Member, the proxyholder, Clerk and County Council arising from the Clerk's and County Council's decision not to recognize and/or otherwise accept a proxy appointment not strictly communicated in accordance with paragraph B. and/or C. above.

G. The Clerk shall verbally inform County Council of any, and all, compliant proxy appointments at the start of each County Council meeting after taking the roll call. The Clerk shall reveal to County Council the name of each Member that has been appointed as a proxy and by whom, and the proxyholder shall confirm, verbally, that he or she is acting as a proxy for the Member who has appointed him or her.

Rights of Proxyholder A. A proxyholder shall only exercise such rights of a proxyholder conferred by the Municipal Act, 2001 and its regulations.

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Amendments to Procedural By-Law - Proxy Votes (page 8) August 19, 2020

B. The Clerk, Warden and/or any other Member of County Council shall not be required to carry out any due diligence on the rights of the proxyholder under any proxy appointment.

Revocation of Proxy

A. The appointing Member may revoke any proxy at any time in writing by delivering notice to that effect by letter, facsimile or e-mail to the Clerk and/or the Warden at any time prior to the commencement of the County Council meeting where the proxyholder was to act as the Member's proxy. The Member's revocation shall not be subject to any dispute between the Member, the proxyholder, the Clerk or County Council.

Minutes and Records

A. The minutes of County Council shall record and identify any Member appointed as a proxyholder for another Member.

B. The Clerk shall maintain a record of all proxy appointments until December 31st of the third calendar year following the date of the proxy appointment.

Obligations of Member and Proxyholder

A. Despite any proxy appointment, each of the proxyholder and appointing Member shall continue to be subject to, and observe, any and all obligations applicable to his or her office set out by law including, without limitation, the Municipal Act, 2001 and the Municipal Conflict of Interest Act.

B. For the avoidance of any doubt, nothing herein exempts any Member and/or proxyholder from any duty, obligation, restriction, consideration, etc… imposed by law.

ASSOCIATED DOCUMENTS

 By-Law No. 33 of 2014

POLICY HISTORY REVISION DATE PREPARED BY Policy Created August 2020 Legal Services/Clerk's

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APPENDIX 1 TO PROTOCOL GOVERNING THE APPOINTMENT OF A PROXY

COUNTY COUNCIL PROXY NOMINATION FORM

From: (print name of Member)

To: (print name of Member appointed as your proxy)

AND TO: County of Lambton Clerk

Date:

Subject: County Council Proxy Appointment

A. I hereby confirm that the Member of County Council identified in the "To" line above has been appointed my proxy in accordance with, and subject to, s. 243.1 of the Municipal Act, 2001 to act on my behalf at the County Council meeting(s) identified in paragraph B. below.

B. County Council meeting date(s): (print date(s)): ______

C. I understand that this proxy appointment is not valid unless provided directly to the Clerk in accordance with the County of Lambton's Protocol Governing the Appointment of a Proxy.

D. This proxy appointment shall be valid unless and until revoked by me in writing and such revocation is communicated directly to the Clerk and/or Warden prior to the start of the County Council meeting identified above in accordance with the County of Lambton's Protocol Governing the Appointment of a Proxy.

______(Signature)

______(Print Name)

______Date

Report dated August 19, 2020 Regarding Amendments to Procedural By-Law 3... Page 147 of 147