AGENDA COMMITTEE A.M. - 9:00 a.m. (Infrastructure & Development Services/ Public Health Services/Cultural Services)
Wednesday, February 19, 2020 County Building, Wyoming - Council Chambers
Page
1. Call to Order - Committee A.M.
Committee Members: Margaret Bird, Mike Bradley, Dave Ferguson, Kevin Marriott, Steve Miller, Lonny Napper, Ian Veen, Brian White, and Warden Bill Weber.
2. Disclosures of Pecuniary Interest
If any.
3. INFRASTRUCTURE & DEVELOPMENT SERVICES DIVISION
A) Correspondence to Receive and File 5 - 6 a) PD 04-02-20 A letter from Becky Dahl, Deputy Clerk, Clerk Services, Town of Collingwood dated January 21, 2020 regarding a resolution approved by the Town of Collingwood Council in regards to conservation authorities in Ontario.
7 b) PD 04-03-20 An email from Tracy Macdonald, Assistant Clerk, Corporate Services, Town of Orangeville received January 27, 2020 regarding a resolution approved by the Town of Orangeville in regards to environmental awareness and action.
8 c) PD 04-04-20 An email from Ruth Alcaidinho, Deputy Clerk/Insurance Co-Ordinator, Municipality of Strathroy- Caradoc received January 24, 2020 regarding a resolution approved by the Lower Thames Valley Conservation Authority in regards to watershed management programs.
9 - 11 d) PD 04-05-20 A letter from Doug Robertson, Chief Administrative Officer/Clerk/Director, Economic Development, Village of Merrickville-Wolford dated February 5, 2020 regarding a resolution approved by the Village of Merrickville- Wolford in regards to provincially significant wetlands designation.
12 e) PD 04-07-20 An email from The Ministry of Environment, Conservation and Parks (MECP) dated January 24, 2020
Page 1 of 136 Agenda: Committee A.M. - February 19, 2020
regarding Multi-stakeholder Engagement Consultations concerning Conservation Authorities.
B) Information Reports 13 - 17 a) Information Report dated February 19, 2020 Regarding Building Services 4th Quarter 2019 Statistics.
18 - 20 b) Information Report dated February 19, 2020 Regarding 2019 Year-end Statistics & 4th Quarter 2019 Approval Authority Activity.
21 - 23 c) Information Report dated February 19, 2020 Regarding Work In Progress.
24 - 26 d) Information Report dated February 19, 2020 Regarding Local Official Plan Reviews.
C) Reports Requiring a Motion 27 - 33 a) Report dated February 19, 2020 Regarding County of Lambton Gateway Sign Selection.
D) Other Business
4. PUBLIC HEALTH SERVICES DIVISION
A) Correspondence to Receive and File 34 - 36 a) PH 04-01-20 A letter from Gary McNamara, Chair, Board of Health and Theresa Marentette, Chief Executive Officer of Windsor-Essex County Health Unit ("WECHU") dated January 17, 2020 regarding the impact of provincially downloading 30% of funding of the Healthy Smiles Ontario ("HSO") program to local municipalities. WECHU passed a resolution and recommends to the Minister of Health that the HSO program retain its current funding and structure as 100% funded, merging it with the Ontario Seniors Dental Care Program to be a comprehensive dental care program for vulnerable children and seniors in Ontario.
B) Information Reports 37 - 42 a) Information Report dated February 19, 2020 Regarding Lambton Public Health - 2020 Draft Budget Impacts.
43 - 45 b) Information Report dated February 19, 2020 Regarding Seniors Advisory Council Update.
46 - 49 c) Information Report dated February 19, 2020 Regarding Electric-Kick Scooters; By-law Pilot Project.
50 - 53 d) Information Report dated February 19, 2020 Regarding Lambton Public Health's Relationship with Non-Profit Housing Groups.
Page 2 of 136 Agenda: Committee A.M. - February 19, 2020
54 - 57 e) Information Report dated February 19, 2020 Regarding Flu Surge Project and Community Paramedicine Funding Update - PH 04-06-20.
C) Other Business
5. CULTURAL SERVICES DIVISION
A) Information Reports 58 - 71 a) Information Report dated February 19, 2020 Regarding Libraries Fourth Quarter 2019 Statistics.
72 - 83 b) Information Report dated February 19, 2020 Regarding Fourth Quarter 2019 Statistics.
B) Reports Requiring a Motion 84 - 108 a) Report dated February 19, 2020 Regarding Library Policy Manual.
109 - 110 b) Report dated February 19, 2020 Regarding Libraries Donation Report, September 1, 2019 to December 31, 2019.
111 - 123 c) Report dated February 19, 2020 Regarding Hours of Operation - Lambton County Library.
124 - 129 d) Report dated February 19, 2020 Regarding Collections Management and Donation Report, September 1 to December 31, 2019.
130 - 133 e) Report dated February 19, 2020 Regarding Canatara Log Cabin - Relocation Proposal.
C) Other Business
6. FINANCE , FACILITIES AND COURT SERVICES DIVISION
A) Information Reports 134 - 136 a) Information Report dated February 19, 2020 Regarding Future Capital Needs/Provincial Downloading Pressures.
B) Other Business
7. IN-CAMERA
Recommendation
That the Chair declare the Committee go in-camera to discuss the following: a) to receive a report, seek instructions and formulate a response and strategy to negotiating landfill services, in accordance with section 239(2)(k) of the Municipal Act, 2001.
Page 3 of 136 Agenda: Committee A.M. - February 19, 2020
b) to receive a report, seek instructions and formulate a response to negotiations with a third party for fibre network connections within Lambton County, in accordance with section 239(2)(k) of the Municipal Act, 2001.
8. ADJOURNMENT
9. BREAK
10. Special Joint Meeting of Both Committees - 10:00 a.m. - 11:00 a.m.
Release of the 2020 Lambton County Draft Budget.
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Page 12 of 136 AGENDA ITEM #a) 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: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Building Services 4th Quarter 2019 Statistics BACKGROUND The Building Services Department provides Ontario Building Code inspections for nine of the 11 municipalities in the County of Lambton. In addition, 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 are provided on a cost recovery basis for Southwest Middlesex. Building inspection coverage is provided to Lambton Shores as requested. DISCUSSION In 2019, the Building Services Department provided effective and efficient services to the local and contracted municipalities. Communication lines continue to be maintained and strengthened. Good working relationships exist amongst the County, Sarnia and Lambton Shores Building Departments. Staff recognizes the importance for property file completeness and is actively closing files. Year-over-year the total number of building permits (new homes, renovations, storage sheds etc.) increased to 650. New dwelling starts (188) increased by 12 over the same period last year. The number of building permits inspections increased by 457. Property standards inspections increased by 202, while plumbing permit issuance increased by 43 with inspections increasing by 127. In total, the number of septic reports prepared for planning applications (severances, minor variances), enquiries and assessment requests has all demonstrated a slight downward trend. The number of septic permits issued has decreased by eight. Under the service agreement with Southwest Middlesex, an upward trend was observed, with 152 permits issued in 2019 compared to 120 permits in 2018. Information Report dated February 19, 2020 Regarding Building Services 4... Page 13 of 136 AGENDA ITEM #a) Building Services 4th Quarter 2019 Statistics (page 2) February 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 2019 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 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: • Supporting an atmosphere of clarity with local municipalities as to the provision of programs and services and the related contractual and partnership agreements. 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 Building Services Department saw 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 February 19, 2020 Regarding Building Services 4... Page 14 of 136 AGENDA ITEM #a) 4th Quarter Building Statistics Year to Date Comparison - 2019 vs 2018 Number of Permits Value of Construction 2019 2018 2019 2018 Residential 460 440 $64,902,538 $65,470,695 Commercial 46 24 $7,315,987 $16,347,031 Industrial 40 34 $138,292,095 $70,582,098 Agricultural 94 90 $25,110,880 $19,146,306 Institutional 10 20 $2,120,217 $4,122,000 TOTALS 650 608 $237,741,717 $175,668,130 New Dwelling Units in County of Lambton Municipality New Dwelling Units 2019 2018 Brooke-Alvinston 5 2 Dawn-Euphemia 2 3 Enniskillen 5 6 Oil Springs 0 2 Petrolia 30 40 Plympton-Wyoming 54 63 Point Edward 4 3 St. Clair 76 53 Warwick 12 4 TOTALS 188 176 Unless otherwise noted, dwelling units are single family dwellings. Petrolia: 29 single family dwellings; 1 granny suite Plympton-Wyoming: 39 single family dwellings; 15 townhouse units St. Clair: 75 single family dwellings; 1 dwelling relocated Warwick: 8 single family dwellings; 1 duplex (2 units), semi-detached (2 units) Information Report dated February 19, 2020 Regarding Building Services 4... Page 15 of 136 AGENDA ITEM #a) Building Services Department 4th Quarter Statistics Comparison 2019 vs. 2018 4th Quarter Year-To-Date Building 2019 2018 2019 2018 Permits 140 104 650 608 Inspections 1805 1429 6940 5897 Property & Maintenance 281 79 1156 767 Amount Invoiced $189,232 $146,855 $720,987 $609,798 Building Permit Value $31,894,664 $88,055,380 $237,741,717 $175,668,130 4th Quarter Year-To-Date Plumbing 2019 2018 2019 2018 Permits 169 126 627 652 Inspections 652 525 2439 2220 Permit Revenue $44,824 $33,089 $157,220 $165,963 4th Quarter Year-To-Date Septics 2019 2018 2019 2018 Septic Permits 22 30 82 117 Septic Backfill Permits 11 10 47 31 Severences 3 1 33 14 Minor Variances 5 4 31 11 Amendments 0 1 3 1 Private Sewage Assessments 3 2 15 8 Enquiry Requests 11 10 39 40 Enforcement Inspections 0 0 4 5 Subdivisions 0 0 0 0 Septic Revenue $12,225 $18,325 $47,225 $57,650 Information Report dated February 19, 2020 Regarding Building Services 4... Page 16 of 136 AGENDA ITEM #a) 4th Quarter Building Statistics The City of Sarnia and The Municipality of Lambton Shores The Municipality of Lambton Shores Value of Type/Number of Permits Construction Residential 90 $ 9,292,961 Commercial 7 $ 542,397 Industrial 1 $ 50,000 Agricultural 3 $ 44,000 Institutional 2 $ 92,350 Other 3 $ 11,576 TOTALS 106 $ 10,033,284 The City of Sarnia Value of Type/Number of Permits Construction All Categories 136 $ 57,408,916 TOTALS 136 $ 57,408,916 New Dwelling Units New Dwelling Municipality Units Lambton Shores 26 Sarnia 133 TOTALS 159 Unless otherwise noted below, dwelling units are Single Family Dwellings. Year End Comparison 2018 vs 2018 All Permit Categories Permits Value of Permits Value of Municipality 2018 Construction 2019 Construction Lambton Shores 256 $ 48,806,020 286 $ 42,759,316 Sarnia 542 $ 92,940,873 587 $ 110,389,302 New Dwelling Units New Dwelling New Dwelling Municipality Units 2018 Units 2019 Lambton Shores 90* 88*** Sarnia 105** 177**** * 1 of 90 Multiple Family Dwelling Unit ** 22 of 105 Multiple Family Dwelling Units *** 2 of 88 Multiple Family Dwelling Units **** 114 of 177 Multiple Family Dwelling Units Information Report dated February 19, 2020 Regarding Building Services 4... Page 17 of 136 AGENDA ITEM #b) INFRASTRUCTURE & DEVELOPMENT SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: PLANNING AND DEVELOPMENT SERVICES PREPARED BY: Ben Puzanov, RPP, Manager Jason Cole, P. Eng., General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 2019 Year-end Statistics & 4th Quarter 2019 Approval INFORMATION ITEM: Authority Activity BACKGROUND The Department provides planning services for 10 of the 11 municipalities in the County of Lambton. In addition, it manages the functions of Emergency Services, 9-1-1/Municipal Addressing and Woodlands Conservation County-wide. DISCUSSION Applications 2019 2018 Committee of Adjustment 167 132 Site Plan Control 22 31 Zoning By-Law Amendments 35 37 Official Plan Amendments 8 12 Woodlot Exemption Applications 0 0 Woodlot Notice of Intent to Cut 90 104 Woodlot Reviews 13 20 Letters of Compliance (Zoning Confirmations) 92 75 Plan of Subdivision/Condominium Applications 4 5 Plan of Subdivision/Condominium Extensions 6 7 Part Lot Control Exemptions 0 0 Final Plan of Subdivision/Condominium Approval 2 3 Draft Plan of Subdivision/Condominium Approval 6 1 Plan of Subdivision/Condominium Amendment 1 0 Official Plan and Official Plan Amendment 7 8 Approvals TOTALS 453 435 Information Report dated February 19, 2020 Regarding 2019 Year-end Stati... Page 18 of 136 AGENDA ITEM #b) 2019 Year-end Statistics and 4th Quarter 2019 Approval Authority Activity (page 2) February 19, 2020 Official Plan Approvals Official Plan Amendment No. 16 to the City of Sarnia Official Plan This amendment was approved on December 23, 2019. Official Plan Amendment No. 16 is a site-specific amendment that permits a converted dwelling containing a maximum of three dwelling units on the property known municipally as 146 Cameron Street. Draft Approval of Plans of Subdivision A plan of subdivision proposal by 1950745 Ontario Limited to create 10 lots for single- detached dwellings received draft plan approval on December 2, 2019. The subject land is described as Part of Lot 15, Concession 2, Plympton Street (Wyoming), Town of Plympton-Wyoming. A plan of subdivision proposal by Elio Comello, Luciana Comello, Michelle Lennox and Scott Lennox to create 14 lots for single-detached dwellings received draft plan approval on October 4, 2019. The subject land is described as Part of Lot 13, Front Concession; Parts 1 and 7, Reference Plan 25R-10228; 3424 Egremont Road, Town of Plympton- Wyoming. A plan of condominium proposal by Danbury Developments Inc. for the development of a standard condominium consisting of 36 townhouse units, common areas, exclusive use parking, rear yard amenity areas and access for rear yard maintenance received draft plan approval on October 3, 2019. The subject land is described as Part of Lots 225 and 226, Part of the Lane between Lots 225 and 226, Part of Albert Street, Plan 413, (Corunna), Township of St. Clair. A plan of subdivision proposal by 2200911 Ontario Inc. to create 28 lots for single- detached dwellings received draft plan approval on October 1, 2019. The subject land is described as Part of Lots 8 and 9, Concession 9, Egremont Road, Town of Plympton- Wyoming. A plan of subdivision proposal by BPS Ventures Inc. to create seven lots for single- detached dwellings received draft plan approval on November 26, 2019. The subject land is described as Part of Lots 50 and 51, Front Concession, 5706 Lakeshore Road, Town of Plympton-Wyoming. Extensions of Draft Plan Approval An extension to a draft approval of a plan of condominium (County File No. 38C-02002) was granted until November 28, 2020 for land owned by Corunna Condominium Project and legally described as Part of Lot 415, Plan 413, (Corunna), Township of St. Clair. The draft approval is for the development of 13 residential condominium units. Information Report dated February 19, 2020 Regarding 2019 Year-end Stati... Page 19 of 136 AGENDA ITEM #b) 2019 Year-end Statistics and 4th Quarter 2019 Approval Authority Activity (page 3) February 19, 2020 An extension to a draft approval of a plan of subdivision (County File No. 38T-07003) was granted until January 4, 2021 along with redline revisions to the plan for land owned by 2407028 Ontario Inc. and legally described as East Part Lot 16, Concession 2, 25R-8486, Parts 4 and 5 and Part East ½ Lot 17, Concession 2, (Wyoming), Township of Plympton- Wyoming. The draft approval is for the development of 112 lots for single-detached, semi- detached and street townhouse dwellings. Final Approval of a Plan of Subdivision Final approval for a plan of subdivision (County File 38T-08004) was granted on October 16, 2019 for land owned by Errol Woods Inc. and legally described as Part of Lots 23 and 24, Plan 3(PY), Part of Lot 18, Front Concession, Town of Plympton-Wyoming. The final approval is for the development of 69 lots for single-detached dwellings. FINANCIAL IMPLICATIONS Not applicable. CONSULTATIONS Planning staff, local 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. • Identifying, sharing with, and learning from individual stakeholders including the public; municipal partners; County Councillors and staff; indigenous residents; First Nation Band Councils; senior levels of government; and the news media. CONCLUSION The overall volume of applications increased during the last year, with a significant rise in draft plan of subdivision and condominium approvals that were issued. The Planning and Development Services Department will continue to report on statistics and approval authority activity. Information Report dated February 19, 2020 Regarding 2019 Year-end Stati... Page 20 of 136 AGENDA ITEM #c) INFRASTRUCTURE & DEVELOPMENT SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: PLANNING AND DEVELOPMENT SERVICES PREPARED BY: Ben Puzanov, RPP, Manager Jason Cole, P. Eng., General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Work In Progress BACKGROUND The following is a work in progress report for the Planning and Development Services Department. DISCUSSION County Official Plan Per County Council direction provided on October 2, 2019, the County settled its appeal of the Province's modifications to the minimum farm lot size policies contained in the new County Official Plan. Per the direction provided, discussions are continuing with BPS Ventures Inc. and JN Ventures Inc. regarding the companies' remaining appeal against the approval of the County Official Plan. Local Planning Appeal Tribunal proceedings regarding the outstanding appeal are scheduled for July of this year. Town of Plympton-Wyoming Staff continues to work with the Town on a number of subdivision projects at various stages of the development review process. An official plan amendment updating local policies regarding the provision of sidewalks, cycling lanes and street lights was adopted at the January 27, 2020 Town Council meeting. Staff are working on a number of additional policy projects with the Town, including a wind turbine siting study and policies for locating cannabis production and processing facilities. Town of Petrolia Draft policies have been prepared regarding cannabis production facilities for Town Council's consideration. The draft official plan amendment that would require the provision Information Report dated February 19, 2020 Regarding Work In Progress. Page 21 of 136 AGENDA ITEM #c) Work In Progress (page 2) February 19, 2020 of sidewalks, walkways and cycling infrastructure in new residential subdivisions and other developments will be reviewed at an upcoming public meeting. Township of Enniskillen At Township Council's December 17, 2019 meeting staff presented a report that provided an overview of the setbacks imposed by various Ontario municipalities for the siting of cannabis production facilities. The approaches taken by other municipalities are being considered by Council and will help in deciding whether similar regulations should be imposed on any future cannabis production facilities in the Township. Warwick Township Staff is drafting an official plan amendment for surplus farm residence severances in the Township. This amendment will be considered by Township Council in early 2020. 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 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. • Identifying, sharing with, and learning from individual stakeholders including the public; municipal partners; County Councillors and staff; indigenous residents; First Nation Band Councils; senior levels of government; and the news media. Information Report dated February 19, 2020 Regarding Work In Progress. Page 22 of 136 AGENDA ITEM #c) Work In Progress (page 3) February 19, 2020 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 February 19, 2020 Regarding Work In Progress. Page 23 of 136 AGENDA ITEM #d) INFRASTRUCTURE & DEVELOPMENT SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: PLANNING AND DEVELOPMENT SERVICES PREPARED BY: Ben Puzanov, RPP, Manager Jason Cole, P. Eng., General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Local Official Plan Reviews BACKGROUND Municipalities are required to update their official plans on a regular basis in order to ensure that land use planning policies remain consistent with the Provincial Policy Statement and are in compliance with the Planning Act. In the case of the County's local municipal partners, official plans are also required to conform to the County Official Plan. Each of those official plans establish a local context for the implementation of broad Provincial and County planning policies and create a framework for land use, growth and development that reflects local priorities and values. DISCUSSION The Ontario Government is currently reviewing the Provincial Policy Statement. Consultations concluded in October of 2019 and a revised document is expected to be released soon. The new County Official Plan is in full force and effect, save and except for a third-party appeal in Plympton-Wyoming. As such, the time is ideal for local municipalities to consider when to best initiate reviews of their official plans. All of the County's local municipal partners are in need of official plan updates, except for Lambton Shores, Petrolia and Oil Springs, as these communities have very recently updated their official plans or are currently in the process of doing so. Given the number of local official plans that require updating and planning staff's regular workload obligations, including development review, application processing and responding to inquiries, the Planning and Development Services Department has reached out to local staff to inquire whether their municipalities are interested in partnering to retain consultants to undertake the work. In order to keep costs down, all mapping work associated with the official plan reviews would be completed by the Department. The Township of Warwick and the Town of Plympton-Wyoming would like to partner with the County to retain a consultant and each has budgeted $50,000 for 2020 in order to do Information Report dated February 19, 2020 Regarding Local Official Plan... Page 24 of 136 AGENDA ITEM #d) Local Official Plan Reviews (page 2) February 19, 2020 so. The Village of Point Edward is in the process of considering this option. Given the local interest in partnering on the retainer of consultants to assist with local official plan reviews, staff is recommending that County Council earmark funds for 50% of the cost of the work up to $50,000 per project. Staff will be including $75,000 in the 2020 draft budget in order to initiate the work, with the balance expected to be included in the 2021 Budget. Should the official plan reviews progress earlier than expected, the 2021 funds may need to be advanced to 2020. Staff will be working with all of the County's local municipal partners in order to ensure official plan reviews are completed in a timely manner. In addition, two planning students will be recruited for the summer of 2020 in order to assist with some of this work as well as an update to a local Zoning By-Law. The students will be responsible for assisting planning staff with background research and data analysis. While the County does not provide planning advisory services to Sarnia, staff spoke with the City's Director of Community Development Services and Standards and it is understood that an official plan review is likely to be initiated in 2021. As such, staff recommend that a similar funding partnership arrangement be made with the City should Sarnia opt to retain a consultant in order to carry out the work. FINANCIAL IMPLICATIONS Staff will be including funds in the draft 2020 Budget in order to retain consultants with the County's local municipal partners for the purpose of updating local official plans. $75,000 is proposed to be budgeted for 2020, with the balance to be included in the 2021 Budget. If the projects are completed earlier than expected, next year's funds may need to be expended in 2020. CONSULTATIONS Local municipalities and members of the County's senior management team were consulted as part of the preparation of this report. STRATEGIC PLAN 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. Information Report dated February 19, 2020 Regarding Local Official Plan... Page 25 of 136 AGENDA ITEM #d) Local Official Plan Reviews (page 3) February 19, 2020 CONCLUSION The County's Planning and Development Services Department has been working with local municipal partners on arrangements that would expedite local official plan reviews. Funds to retain consultants to assist with this work in a number of communities will be included in the 2020 and 2021 Budgets for County Council's consideration. Information Report dated February 19, 2020 Regarding Local Official Plan... Page 26 of 136 AGENDA ITEM #a) INFRASTRUCTURE & DEVELOPMENT SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: INFRASTRUCTURE & DEVELOPMENT SERVICES PREPARED BY: Jason Cole, P. Eng., General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 SUBJECT: County of Lambton Gateway Sign Selection BACKGROUND Lambton County Council currently has $75,000 in approved funding allocated from the Opportunities and Contingency Reserve for the construction of a Gateway sign (also known as a municipal display sign) along Highway 402 at the County's east boundary. Further to the September 18, 2019 Infrastructure & Development Services Division Report to Committee A.M. titled County of Lambton Gateway Sign Update, land at the preferred site location has been secured and conceptual designs have progressed to the stage that a preferred sign option needs to be selected in order to finalize design. DISCUSSION In spring 2019, Stantec Consulting was retained to confirm location recommendations, develop design options, and establish cost estimates for Council's approval prior to finalizing design and proceeding with construction. Rendered concepts and a site plan layout for three sign options are attached to this report with cost estimates and considerations outlined as follows: Option 1: Internally Lit Cabinet with Stone Wall $89,650 • Based on original County concept; • Size of lettering and backlighting provides good visibility from highway; • Fairly low maintenance: o White sign may require occasional cleaning, and o Replacements of LED lights on occasion; • Additional coordination / cost to include masonry due to specialized contractor and materials; and • Likely more involved structural design due to wall component. Report dated February 19, 2020 Regarding County of Lambton Gateway Sign ... Page 27 of 136 AGENDA ITEM #a) County of Lambton Gateway Sign Selection (page 2) February 19, 2020 Option 2: Sign Panel on Posts $61,650 • Based on new 'Welcome to Lambton County' sign program; • Sign manufacturer can construct and install without specialized contractors; • Less involved structural design required; • Decreased visibility: o Smaller letters and logos, and o Ground lighting provides less visibility from highway; • More involved maintenance due to image panel replacements, snow build-up around ground lights, and replacement of exposed lighting; and • Ministry of Transportation may not permit due to imaging and letter size. Option 3: Internally Lit Cabinet with Painted Aluminum Base $80,150 • Additional design option produced by Consultant; • Size of lettering and backlighting provides good visibility from highway; • Fairly low maintenance: o Replacement of LED lights on occasion, and o Repaint of aluminum skirt after a number of years; • Sign manufacturer can construct and install without specialized contractors; and • Less involved structural design required. Notes: • Costs based on contractor reviewed concepts and constructed projects. • Design and contingency included in estimates. • Estimates prepared in the absence of foundation requirements; to be completed following geotechnical investigation as part of final design. • Landscape elements included in cost estimates, but may be phased or eliminated for cost control, if required. FINANCIAL IMPLICATIONS The approved County of Lambton 2016 Budget allocated $75,000 from the Opportunities and Contingency Reserve for the design and construction of the Gateway Sign project. This funding remains available to proceed with the identified work. Additional funds may be required based on County Council's preferred option selection. CONSULTATIONS The Ministry of Transportation and the land owner were consulted as part of the preparation of this report. In addition, the Tourism Sarnia-Lambton Wayfinding Planning and Implementation Committee, the Township of Warwick, and the County of Lambton Cultural Services Division were engaged and/or provided resource support in previous phases of this project. Report dated February 19, 2020 Regarding County of Lambton Gateway Sign ... Page 28 of 136 AGENDA ITEM #a) County of Lambton Gateway Sign Selection (page 3) February 19, 2020 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: • Actively pursuing joint opportunities with community partners that contribute to the long-term growth and well-being of the Lambton community. CONCLUSION Land has been secured and design concepts prepared for the County of Lambton Gateway Sign. These designs are presented for Committee A.M. and Council consideration. Based on budget, aesthetics, constructability and ongoing maintenance, Option 3 is recommended as the preferred option. RECOMMENDATIONS a) That Option 3, comprised of a sign with an internally lit LED cabinet, painted aluminum base, associated appurtenances and landscaping, be selected as the preferred County of Lambton Gateway Sign option. b) That the retained consultant finalize design Option 3, as described in paragraph (a) above, and proceed to tender for the construction of the selected County of Lambton Gateway Sign. c) That the associated budget for the County of Lambton Gateway Sign be adjusted to reflect the design and construction costs for the selected option. Report dated February 19, 2020 Regarding County of Lambton Gateway Sign ... Page 29 of 136 Report dated February 19, 2020 Regarding County ofLambton Gateway Sign ... Stantec 600-171 Queens Avenue London ON N6A 5J7 Tel. 519-645-2007 Copyright Reserved The Contractor shall verify and be responsible for all dimensions. DO NOT scale the drawing - any errors or omissions shall be reported to Stantec without delay. The Copyrights to all designs and drawings are the property of Stantec. Reproduction or use for any purpose other than that authorized by Stantec is forbidden. Consultants Legend Notes CONIFEROUS TREES LAMBTON COUNTY TWO-TONE BLUE 'WAVE' ICON TO BE ACRYLIC PUSH-THROUGH, ILLUMINATED WITH LED LIGHTING SYSTEM MAIN SIGN FEATURE TOWHITE BE PAINTED ALUMINUM CABINET AND SECURED TO BASE WITH INTERNAL METAL POLES Revision By Appd. YY.MM.DD "LAMBTON COUNTY" BLUE LETTERING TO BE ACRYLIC PUSH-THROUGH LETTERS, ILLUMINATED WITH LED LIGHTING SYSTEM ACRYLIC SIGN TO BE PIN-MOUNTED TO MASONRY WALL CONCRETE SILL LAMBTON BASE TO BE CONCRETE WITH NATURAL 1. 3.0m COUNTY STONE VENEER Issued By Appd. YY.MM.DD File Name:161413878_l-lc HE HS HE 19.07.23 Dwn. Chkd. Dsgn. YY.MM.DD Permit-Seal DECIDUOUS SHRUBS 6.0m LOW-LYING ORNAMENTAL GRASSES / PERENNIALS Client/Project NATURAL STONE ACCENTS COUNTY OF LAMBTON DECORATIVE HWY 402 DISPLAY SIGN LAMBTON COUNTY SIGN - OPTION 1 Warwick, ON Canada Title CONCEPTUAL SIGN OPTION 1 Project No. Scale Eppel, Hillary by: 161413878 3:54 PM Page 30 of136 Drawing No. Sheet Revision AGENDA ITEM#a) \\ca0217-ppfss01\work_group\01614\active\161413878\design\drawing\landscape\sheet_files\161413878_L-LC.dwg 2019-12-18 LC-1 1 of 4 0 ORIGINAL SHEET - ANSI D Report dated February 19, 2020 Regarding County ofLambton Gateway Sign ... Stantec 600-171 Queens Avenue London ON N6A 5J7 Tel. 519-645-2007 Copyright Reserved The Contractor shall verify and be responsible for all dimensions. DO NOT scale the drawing - any errors or omissions shall be reported to Stantec without delay. The Copyrights to all designs and drawings are the property of Stantec. Reproduction or use for any purpose other than that authorized by Stantec is forbidden. Consultants Legend Notes CONIFEROUS TREES NOTE: SIGN TO BE ILLUMINATED FROM GROUND Revision By Appd. YY.MM.DD MAIN SIGN FEATURE TO BE ALUPANEL IN EX7 FRAME, WITH POTENTIAL FOR ALUPANEL TO BE INTERCHANGEABLE 2.7m 1. Issued By Appd. YY.MM.DD File Name:161413878_l-lc HE HS HE 19.07.23 Dwn. Chkd. Dsgn. YY.MM.DD Permit-Seal DECIDUOUS SHRUBS NATURAL STONE ACCENTS LOW-LYING ORNAMENTAL GRASSES / PERENNIALS Client/Project 4.0m COUNTY OF LAMBTON DECORATIVE HWY 402 DISPLAY SIGN Warwick, ON Canada LAMBTON COUNTY SIGN - OPTION 2 Title CONCEPTUAL SIGN OPTION 2 Project No. Scale Eppel, Hillary by: 161413878 3:54 PM Page 31 of136 Drawing No. Sheet Revision AGENDA ITEM#a) \\ca0217-ppfss01\work_group\01614\active\161413878\design\drawing\landscape\sheet_files\161413878_L-LC.dwg 2019-12-18 LC-2 2 of 4 0 ORIGINAL SHEET - ANSI D Report dated February 19, 2020 Regarding County ofLambton Gateway Sign ... Stantec 600-171 Queens Avenue London ON N6A 5J7 Tel. 519-645-2007 Copyright Reserved The Contractor shall verify and be responsible for all dimensions. DO NOT scale the drawing - any errors or omissions shall be reported to Stantec without delay. The Copyrights to all designs and drawings are the property of Stantec. Reproduction or use for any purpose other than that authorized by Stantec is forbidden. Consultants Legend Notes CONIFEROUS TREES LAMBTON COUNTY TWO-TONE BLUE 'WAVE' ICON TO BE ACRYLIC PUSH-THROUGH, ILLUMINATED WITH LED LIGHTING SYSTEM WHITE PAINTED ALUMINIUM PANEL HALO LIGHTING FROM EDGE OF MAIN SIGN ONTO WHITE PANEL MAIN SIGN TO BE NATURAL BRUSHED ALUMINUM CABINET "LAMBTON COUNTY" BLUE LETTERING TO BE ACRYLIC By Appd. YY.MM.DD PUSH-THROUGH LETTERS, ILLUMINATED WITH LED Revision LIGHTING SYSTEM ACRYLIC PANEL TO BE BACKLIT 1.8m WITH WITH LED LIGHTING SYSTEM LAMBTON LIGHT BLUE PAINTED ALUMINIUM CABINET TO BE INSET FROM MAIN SIGN 1. COUNTY Issued By Appd. YY.MM.DD NATURAL STONE ACCENTS 3.0m File Name:161413878_l-lc HE HS HE 19.07.23 Dwn. Chkd. Dsgn. YY.MM.DD Permit-Seal 6.0m DECIDUOUS SHRUBS Client/Project LOW-LYING ORNAMENTAL COUNTY OF LAMBTON GRASSES / PERENNIALS BLUE PAINTED ALUMINIUM CABINET BASE DECORATIVE HWY 402 DISPLAY SIGN Warwick, ON Canada LAMBTON COUNTY SIGN - OPTION 3 Title CONCEPTUAL SIGN OPTION 3 Project No. Scale Eppel, Hillary by: 161413878 3:54 PM Page 32 of136 Drawing No. Sheet Revision AGENDA ITEM#a) \\ca0217-ppfss01\work_group\01614\active\161413878\design\drawing\landscape\sheet_files\161413878_L-LC.dwg 2019-12-18 LC-3 3 of 4 0 ORIGINAL SHEET - ANSI D Report dated February 19, 2020 Regarding County ofLambton Gateway Sign ... N N Stantec 600-171 Queens Avenue London ON N6A 5J7 Tel. 519-645-2007 QUAKER RD Copyright Reserved The Contractor shall verify and be responsible for all dimensions. DO PROJECT SITE NOT scale the drawing - any errors or omissions shall be reported to Stantec without delay. PROJECT BOUNDARY The Copyrights to all designs and drawings are the property of Stantec. Reproduction or use for any purpose other than that authorized by Stantec is forbidden. HWY 402 Consultants Legend POWER RD KEY MAP SCALE 1:3000 3.0m WIDE TURF MAINTENANCE ACCESS ROAD QUAKER ROAD QUAKER CONIFEROUS TREE Notes PROPOSED CULVERT UNDER ACCESS APPROXIMATE EXTENTS ROAD ALONG EXISTING DITCH OF BERM DECIDUOUS SHRUB DECORATIVE ARMOUR STONE SET INTO SLOPE APPROXIMATE LOCATION OF COUNTY OF LAMBTON HIGHWAY SIGN Revision By Appd. YY.MM.DD LOW-LYING PERENNIAL LOW-LYING ORNAMENTAL GRASS 1. Issued By Appd. YY.MM.DD File Name:161413878_l-lc HE HS HE 19.07.23 Dwn. Chkd. Dsgn. YY.MM.DD Permit-Seal Client/Project COUNTY OF LAMBTON DECORATIVE HWY 402 DISPLAY SIGN Warwick, ON Canada HIGHWAY 402 Title CONCEPTUAL LAYOUT AND PLANTING PLAN COUNTY OF LAMBTON SIGN - CONCEPTUAL LAYOUT AND PLANTING PLAN Project No. Scale Eppel, Hillary by: 161413878 3:57 PM Page 33 of136 Drawing No. Sheet Revision AGENDA ITEM#a) \\ca0217-ppfss01\work_group\01614\active\161413878\design\drawing\landscape\sheet_files\161413878_L-LC.dwg 2019-12-18 LC-4 4 of 4 0 ORIGINAL SHEET - ANSI D AGENDA ITEM #a) PH 04-01-20 January 17, 2020 The Honorable Christine Elliott Minister of Health and Deputy Premier Hepburn Block 10th Floor 80 Grosvenor Street Toronto, ON M7A 1E9 Dear Minister Elliott: On December 18, 2019, the Windsor-Essex County Board of Health passed the following Resolution regarding Healthy Smiles Ontario Funding. WECHU’s resolution as outlined below recognizes the growing need, and increase in dental decay, among vulnerable children in Windsor-Essex and existing barriers to access to care. The WECHU recommends that HSO retain its current funding and structure as 100% funded, merging it with the Ontario Seniors Dental Care Program to be a comprehensive dental care program for vulnerable children and seniors in Ontario: Windsor-Essex County Board of Health RECOMMENDATION/RESOLUTION REPORT – Healthy Smiles Ontario Funding December 19, 2019 ISSUE Healthy Smiles Ontario (HSO) is a publically funded dental care program for children and youth 17 years old and under from low-income households. The Ministry of Health introduced HSO in 2010 as a 100% provincially funded mandatory program for local health units, providing $1,529,700 in funding for children in Windsor-Essex (2019). HSO covers regular visits to a licensed dental provider within the community or through public health units. In April 2019, the provincial government introduced its 2019 Budget Protecting What Matters Most (Minister of Finance, 2019). Following the release of the provincial budget, the Ministry of Health introduced changes to the funding models for health units effective January 2020. The changes in funding for local health units include a change from a 25% municipal share, 75% provincial cost- shared budget for mandatory programs to 30% and 70% respectively. In addition, the Ministry notified health units that formerly 100% provincially funded mandatory programs such as HSO would now share these costs with municipalities at the rate of 30%, a download of approximately $458,910.00 to local municipalities. BACKGROUND Oral health is vital to our general health and overall well-being at every stage of life. Most oral health conditions are largely preventable and share common risk factors with other chronic diseases, as well as the social determinants of health, such as income, employment and education, whereby those in the lowest income categories have the poorest oral health outcomes. Approximately 26% of children (0-5 yrs) and 22.6% of children and youth (0-17yrs) in Windsor- PH 04-01-20 A letter from Gary McNamara, Chair, Board of Health and Ther... Page 34 of 136 AGENDA ITEM #a) Essex County live in low-income households, compared to 19.8% and 18.4% in Ontario (Windsor- Essex County Health Unit, 2019). Tooth decay is one of the most prevalent and preventable chronic disease, particularly among children. In Windsor-Essex from 2011 to 2016, the number of children screened in school with decay and/or urgent dental needs increased by 51%. Tooth decay is also the leading cause of day surgeries for children ages one to five. The rate of day surgeries in Windsor-Essex in 2016 was 300.6/100K compared to 104.0/100K for Ontario, representing a significant cost and burden to the healthcare system (WECHU Oral Health Report, 2018). For children, untreated oral health issues can lead to trouble eating and sleeping, affect healthy growth and development, speech and contribute to school absenteeism. In 2016, the MOHLTC integrated six publicly funding dental programs into one 100% funded program, providing a simplified enrolment process and making it easier for eligible children to get the care they need. The HSO program was part of Ontario’s Poverty Reduction Strategy commitment to build community capacity to deliver oral health prevention and treatment services to children and youth from low-income families in Ontario. Windsor-Essex Health Unit operates two dental clinics, one in Windsor and one clinic in Leamington. The WECHU provides preventative and restorative services with a team of registered dental hygienists, general dentists and a pediatric dentist. There is about a six-month wait list for services in our current clinics. The number of preventative oral health services provided through the WECHU dental clinics has increased year over year from 1,931 in 2011 to 7,973 in 2017 (WECHU Oral Health Report, 2018). Community dentists are not required to take patients under the Healthy Smiles Ontario program which can create barriers to accessing services. Changes to the funding model for HSO will not affect the services provided by local dentists and is only applied to local health units. Mixed model funding for public health units and private fee-for-service dental providers, poses a risk to the delivery of the HSO program in Ontario. Based on the data and analysis in the 2018 Oral Health report, the Windsor-Essex County Health Unit proposed recommendations to improve the oral health status in Windsor-Essex including: Improve access to oral health services within Windsor- Essex and advocate for improved funding for oral health services and expansion of public dental programs such as Healthy Smiles Ontario to priority populations. Given the growing urgent need and increase in dental decay among vulnerable children in Windsor-Essex and recognizing the existing barriers to access to care, the WECHU recommends that HSO retain its current funding and structure as 100% funded, merging it with the Ontario Seniors Dental Care Program to be a comprehensive dental care program for vulnerable children and seniors in Ontario. PROPOSED MOTION Whereas the WECHU operates a dental clinic in Leamington and Windsor for HSO eligible children with wait times for services exceeding 6 months, and Whereas one in four children under five years (26.0%), one in five children under 17 years (22.6%), and one in ten seniors (11.4%) in Windsor and Essex County live in poverty, and Whereas inadequate access and cost remain barriers to dental care for Windsor and Essex County residents, 23.7% report that they lack dental insurance that covered all or part of the cost of seeing a dental professional, and Whereas indicators show an overall trend of declining oral health status among children in Windsor and Essex County compared to Ontario, and PH 04-01-20 A letter from Gary McNamara, Chair, Board of Health and Ther... Page 35 of 136 AGENDA ITEM #a) Whereas the rate of oral health day surgeries for children in Windsor and Essex County (300.6/100K) far exceeds that of Ontario (100.4/100K), and Whereas there is an increased difficulty in obtaining operating room time for dental procedures in Windsor-Essex with wait times exceeding 1 year for children in need of treatment, and Whereas there is a chronic underfunding of the Healthy Smiles Ontario program creating barriers to accessing services among local dentists, and Now therefore be it resolved that the Windsor-Essex County Board of Health recognizes the critical importance of oral health for vulnerable children and youth, and FURTHER THAT, urges the Ministry of Health to reconsider its decision to download 30% of the funding of the Healthy Smiles Ontario Program to local municipalities, and FURTHER THAT this resolution be shared with the Ontario Minister of Health, the Chief Medical Officer of Health, the Association of Municipalities of Ontario, local MPP’s, the Association of Public Health Agencies, Ontario Boards of Health, the Essex County Dental Society, the Ontario Association of Public Health Dentistry, the Ontario Dental Association and local municipalities and stakeholders . References: Windsor-Essex County Health Unit. (2019). Community Needs Assessment 2019 Update. Windsor, Ontario Windsor-Essex County Health Unit. (2018). Oral Health Report, 2018 Update. Windsor, Ontario We would be pleased to discuss this resolution with you and thank you for your consideration. Sincerely, Gary McNamara Theresa Marentette Chair, Board of Health Chief Executive Officer c: Hon. Doug Ford, Premier of Ontario Hon. Patty Hadju, Minister of Health Dr. David Williams, Chief Medical Officer of Health, Ministry of Health & Long Term Care Pegeen Walsh, Executive Director, Ontario Public Health Association Association of Local Public Health Agencies – Loretta Ryan Association of Municipalities of Ontario Essex County Dental Society Ontario Association of Public Health Dentistry Ontario Dental Association Ontario Boards of Health WECHU Board of Health Corporation of the City of Windsor – Clerk’s office Corporation of the County of Essex – Clerk’s office Local MPP’s – Percy Hatfield, Lisa Gretzky, Taras Natyshak, Rick Nicholls Local MP’s – Brian Masse, Irek Kusmeirczyk, Chris Lewis, Dave Epp PH 04-01-20 A letter from Gary McNamara, Chair, Board of Health and Ther... Page 36 of 136 AGENDA ITEM #a) PUBLIC HEALTH SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: Lambton Public Health PREPARED BY: Andrew P. Taylor, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Lambton Public Health - 2020 Draft Budget Impacts BACKGROUND On April 11, 2019 the province of Ontario released its 2019 budget, which set out amongst other things a significantly altered vision for local public health units and emergency land ambulance operations. In short, Ontario's plan proposes to reduce provincial spending on local public health through the downloading of new costs to municipalities. In an effort to keep County Council informed about the financial impacts of modernization, staff has provided updates for Council on May 1st and August 22, 2019, which resulted in Council adopting various resolutions opposing changes. Since this time, the province has done a full "reset" and has initiated modernization consultations with all public health and emergency health services stakeholders, including municipalities. The purpose of this report is to provide Council with staff's assessment of the financial impact of this provincial downloading on the County's 2020 Draft Budget, and to update Council on the status of the Ministry of Health's (MOH) modernization consultations. DISCUSSION 2020 Draft Budget for Lambton Public Health Effective January 1, 2020 the MOH increased the municipal portion of its public health unit related cost-share to 30 percent from 25 percent. Previous to this year the majority of Lambton Public Health's (LPH) programs were funded 75/25 percent provincial/municipal. This new change to the cost-share formula will impact LPH's 2020 budget by $369,473 - an additional burden on the local tax levy. Further, the Province has shifted the burden of costs for a number of programs that the MOH previously funded at 100 percent to municipalities. Now, the costs of those programs are required to be cost-shared 70/30 percent provincial/municipal. This means that also Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 37 of 136 AGENDA ITEM #a) Lambton Public Health - 2020 Draft Budget Impacts (page 2) February 19, 2020 effective on January 1, 2020, municipalities are required to contribute 30 percent towards public health programs that were previously fully ministry funded. For 2020 LPH operations, this will have an additional $538,350 impact on levy. In response, the Warden, in his capacity as Chair of the LPH Board of Health, has written to both the Premier and the Minister of Health to voice opposition to the new cost-share formula, and to request that any future changes for public health funding be phased in over five years commencing in fiscal 2021-22. To date, no formal response has been received, so staff do not have any additional information to provide at this time on 2021 budgetary impacts. However, in future, staff anticipates more provincial downloading of costs to municipalities for public health related programs. Update on Provincial Modernization Consultations with Stakeholders: With respect to modernization, the Ontario government is renewing consultations with municipal governments and the public health sector under the leadership of Special Advisor Jim Pine, who is also the Chief Administrative Officer of the County of Hastings. What we know at this time is that the Province has done a full "reset", which means that it has not made any decisions about its previously announced changes for public health units and emergency health services (i.e., ten mega-merger model, autonomous boards of health, etc.), other than the aforementioned cost-sharing downloads. This renewal is positive news and the MOH has affirmed its commitment to a broader engagement with public health stakeholders. Staff has confirmed that Lambton County's consultation session is rescheduled for March 30, 2020 in Windsor, Ontario. In preparation, Lambton County Council has put together its Strategic Planning and Provincial Downloading Committee to review, understand and react to any provincial policy changes that may negatively impact on the County's financial position. Staff will continue to monitor the consultation process and update Council on any developments. FINANCIAL IMPLICATIONS The County's 2020 LPH Draft Budget has been developed based on the aforementioned cost downloads. In an effort to reduce the impact of these downloads on the local tax levy, LPH management has implemented cost reduction measures to alleviate the impact. Such measures include: gapping vacant positions, suspending the replacement of unfilled positions, and eliminating overtime where possible. Nonetheless, despite these efforts, Council will see an increase of $907,823 in LPH's 2020 Draft Budget, a sum required to fund the costs that the Province has downloaded onto Lambton County, which is net of management cost-saving initiatives. Note, however, in an effort to provide additional stability as municipalities shift to the new funding model, the Province restated its commitment to ensuring that municipalities are protected from any cost increase that exceeds 10 percent of existing costs. For LPH, this Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 38 of 136 AGENDA ITEM #a) Lambton Public Health - 2020 Draft Budget Impacts (page 3) February 19, 2020 will result in $153,000 of one-time transitional support in 2020, to offset the above-noted financial impact of the announced changes. Also, the Province confirmed its intention to provide 100 percent base funding for Lambton County, in an annualized amount of $536,000 to support low-income seniors' dental care. County Council approved this new LPH funding allocation through the Committee AM minutes dated September 18, 2019, through the report - Ontario Seniors Dental Care Program. The only other eligible 100 percent ministry revenue allocation that the County receives supports the Medical Officer of Health Compensation Initiative. In considering this matter, staff conducted a review of the County's taxation contribution to the LPH budget over the past six years to examine its actual 75/25 percent provincial/municipal cost-share contributions. The local taxation contribution to LPH's budget is noted in Appendix B. On average, Lambton County's local portion of LPH's budget over this period was $2.1 Million per year. During this period, i.e. between 2015 and 2019, the County's local levy contribution to LPH's budget remained relatively flat. However, because of the Province's recent downloading, in 2020 LPH will be seeking a total request of $3.0 Million from the local tax levy, which represents an increase of $899,273 over 2019 levels. This significant increase is a direct result of the new provincial downloading of costs in the amount of $907,823, which is reflected in Appendix A for reference. CONSULTATIONS The Chief Administrative Officer, General Manager, Finance, Facilities and Court Services, General Manager, Corporate Services, Medical Officer of Health and Public Health Services Division management were consulted on the subject matter of this report. STRATEGIC PLAN The County of Lambton values a learning organization that embraces and plans for change, is flexible and innovative, and is committed to continuously improving its programs and services through its strong partnerships. CONCLUSION The current LPH Draft Budget anticipates an increased levy requirement of $907,823 which became effective beginning on January 1, 2020. County Council is responsible for the delivery of mandatory public health at the local level. Should Council reject the Province's changes, and not proportionately increase its cost-share portion, then actions would have a corresponding negative impact on eligible revenues. In other words, Lambton County would not be eligible to receive its provincial funding allocation and this would impair the ability to achieve our mandate. LPH management is working towards Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 39 of 136 AGENDA ITEM #a) Lambton Public Health - 2020 Draft Budget Impacts (page 4) February 19, 2020 mitigating the impact of these additional costs, while still ensuring that programming offered is appropriate to meet the needs of the public. The government of Ontario has moved ahead with its plan to increase costs on municipalities and all health units have been advised that funding is restrictive and they should plan for zero growth funding. These are challenging times and the demand for public health services is increasing due to: opioid misuse, vaccine hesitancy, infectious disease and outbreak management, mental health and addictions, and new regulatory policy related to alcohol, climate change, cannabis and vaping. Public health is a good investment and every $1 dollar invested in public health saves money in future healthcare. The Ministry of Health's Modernization Consultation session is scheduled on March 30, 2020 in Windsor, Ontario. Lambton's Strategic Planning and Provincial Downloading Committee will participate in the consultations and respond to any policy changes that may negatively impact on the County. Staff will continue to monitor the consultation process and update Council on any developments. Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 40 of 136 Information Report dated February 19, 2020 Regarding Lambton Public Heal... Appendix A Impact of Provincial Downloading on 2020 LPH Draft Budget Impact on County's draft 2020 budget 2019 Ministry Approved Grant 75% to 70% 100% to 70% Total Annual Decrease Section A - MOH Base Funding Mandatory Programs @ 75% (PHD & HPD) 5,542,100 369,473 - 369,473 Related Programs Funded @ 100% (PHD) Enhanced Food Safety - Haines Initiative 25,000 - 7,500 7,500 Enhanced Safe Water 15,500 - 4,650 4,650 Harm Reduction Program Enhancement 150,000 - 45,000 45,000 Healthy Smiles Ontario Program 633,800 - 190,140 190,140 Infectious Diseases Control Initiative 166,700 - 50,010 50,010 MOH/AMOH Compensation Initiative** 149,000 - - - Needle Exchange Program Initiative 46,300 - 13,890 13,890 Nursing Initiatives 392,100 - 117,630 117,630 Ontario Seniors Dental Care Program** 536,800 - - - Smoke-Free Ontario Strategy 365,100 - 109,530 109,530 Sub-Total 2,480,300 - 538,350 538,350 One -Time Funds* Needle Exchange Program Initiative 57,700 - - - Public Health Inspector Practicum Program 10,000 - - - Sub-Total 67,700 - - - Page 41 of 136 Sub-Total Section A 8,090,100 369,473 538,350 907,823 AGENDA ITEM #a) Section B - MCYS Base Funding Healthy Babies Healthy Children @ 100% 933,093 - - - Total Ongoing Provincial Funding 9,023,193 369,473 538,350 907,823 * 2020 funding allocation not confirmed Information Report dated February 19, 2020 Regarding Lambton Public Heal... APPENDIX B County's Multi-Year Levy Analysis for LPH 2015 2016 2017 2018 2019 2020 Actual Actual Actual Actual Actual Proposed Levy County Levy $2,185,660.00 $2,240,289.00 $1,869,848.00 $2,040,174.00 $2,045,600.00 $2,944,873.00 Levy increase (decrease) from prior year $54,629.00 ($370,441.00) $170,326.00 $5,426.00 $899,273.00 Average levy over 6 year period $2,221,074.00 Page 42 of 136 AGENDA ITEM #a) AGENDA ITEM #b) PUBLIC HEALTH SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LAMBTON PUBLIC HEALTH Michael Gorgey, Manager, Health Promotion PREPARED BY: Anita Trusler, Supervisor, Health Promotion Andrew Taylor, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Seniors Advisory Council Update BACKGROUND On October 2, 2019, Navigating Senior Care Lambton (NSCL) provided County Council with a report titled "Hearing Our Voices" along with a presentation which made a proposal to create an Elders' Council made up of County residents to identify seniors' issues, which could then be addressed at a County level. The following motion was adopted: #4: Veen/Dennis: a) That staff prepare a report providing an inventory of all social programs and services offered to seniors in Lambton County. b) That staff strike a task force with Navigating Senior Care Lambton to make recommendations to County Council on the following: i. The establishment of a Seniors' Advisory Committee of County Council tasked with identifying gaps in services and programs available to seniors in Lambton County. ii. The governance and operating model of any proposed Seniors' Advisory Committee including: aa. Membership of such Committee from County Council, Lambton County Staff, members of Navigating Senior Care Lambton, and other members of the community as recommended by the task force. Information Report dated February 19, 2020 Regarding Seniors Advisory Co... Page 43 of 136 AGENDA ITEM #b) Seniors Advisory Council Update (page 2) February 19, 2020 bb. Goals and objectives of any proposed Seniors' Advisory Committee, including terms of reference. c) That the said report be submitted to County Council by January 31, 2020. Carried. Additionally, at A.M. Committee on October 16, 2019, the following motion was adopted: #10: Marriott/Loosley: a) That staff be directed to provide a presentation for County Council, at the November 27, 2019 meeting, to highlight several of the initiatives and community supports that are currently serving to support an aging population in Lambton County. b) That staff conduct the presentation, prior to County Council making its decision on the need for a new Lambton Seniors' Advisory Committee. Carried. On November 27, 2019 staff satisfied the above motions. During its meeting on February 5, 2020 Council also received correspondence CC-02-2020 from NSCL requesting that a two week extension to March 31, 2020 for reporting back to Council. The purpose of this report is to update County Council on the work that has been completed to date to satisfy the above motions. DISCUSSION During December 2019, Public Health staff conducted research and engaged in discussions with community age-friendly/seniors' advisory councils in Hamilton, Barrie, Peterborough, Chatham-Kent and Windsor to help inform local decision making. Staff also secured an environmental scan of 11 Councils on Aging in Ontario. On January 13, 2020, Lambton Public Health (LPH) hosted a consultant led Age-Friendly Community Planning Workshop to consult with community stakeholders on proposed evidence-based models of Age-Friendly Community Planning Committees or Seniors Advisory Committees. Nineteen participants representing 14 organizations and/or committees that support local seniors provided stakeholder input at the workshop. Also, LPH has met with NSCL and continues planning to report back to County Council as required. Information Report dated February 19, 2020 Regarding Seniors Advisory Co... Page 44 of 136 AGENDA ITEM #b) Seniors Advisory Council Update (page 3) February 19, 2020 FINANCIAL IMPLICATIONS All activities associated with this work are included in LPH's approved budget, which are funded cost-share funded 70/30 percent provincially/municipally. CONSULTATIONS LPH has worked in consultation with Lambton Elderly Outreach, Red Cross, Alzheimer Society of Sarnia-Lambton, Seniors Information Network, Family Counselling Centre, Sarnia-Lambton Elder Abuse Network, Age-Friendly Sarnia, United Way, County of Lambton Long-Term Care and County of Lambton Social Services Division. LPH has also worked in consultation with the Ontario Age-Friendly Communities Outreach Program and the municipalities of Chatham-Kent, Windsor, Barrie, Hamilton and Peterborough. STRATEGIC PLAN Age-Friendly Community development supports the County of Lambton Strategic Plan by promoting the value and importance of a healthy community, as well as LPH's Healthy Aging strategic priority. CONCLUSION LPH has been working to gather research and evidence to inform future task force discussions with Navigating Senior Care Lambton. Staff are supportive of NSCL's request for an extension, and remain committed to working together with this group to satisfy Councils instructions. A follow-up report will be submitted to County Council no later than May 6, 2020. Information Report dated February 19, 2020 Regarding Seniors Advisory Co... Page 45 of 136 AGENDA ITEM #c) PUBLIC HEALTH SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LAMBTON PUBLIC HEALTH Michael Gorgey, Manager, Health Promotion PREPARED BY: Kelley Elliott, Health Promoter Andrew Taylor, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Electric-Kick Scooters; By-law Pilot Project BACKGROUND The Ontario Government recently approved an Electric Kick-Scooter (e-scooter) Pilot Project to allow e-scooters on Ontario roadways where municipalities pass a by-law permitting their use. This pilot project started January 1, 2020 and will continue over the next five years. E-Scooters are electric with a maximum power output of 500W and maximum speed of 24 km/hr. They do not have pedals or a seat. They have two wheels of a maximum diameter of 430 mm (17 inches) with brakes, and a maximum weight of 45 kg (99 pounds). The Province of Ontario has created operator and safety requirements under the "Pilot Project - Electric Kick-Scooters" section of the Highway Traffic Act (Ontario Regulation 389/19). In general, e-scooters rules are the same as those for bicycles. The e-scooter is not deemed a motor vehicle under the Act, meaning they are not allowed on roadways. Municipalities that want to allow e-scooters to operate on their roads must pass by-laws to permit their use. The purpose of this report is to provide information to local municipalities on the risks and benefits of allowing e-scooters on municipal roads. DISCUSSION E-scooters offer an affordable, greenhouse gas (GHG), emission-free mode of transportation. Potential benefits include helping residents get to transit, reduce reliance on motor vehicles within urban areas, and reduce greenhouse gas emissions due to reduced motor vehicle use. These emerging vehicles have been popular in other jurisdictions as a result of sharing programs (e.g. rentals). Due to their affordability, e- Information Report dated February 19, 2020 Regarding Electric-Kick Scoot... Page 46 of 136 AGENDA ITEM #c) Electric-Kick Scooters; By-law Pilot Project (page 2) February 19, 2020 scooters are expected to become popular in Ontario; especially with teenagers and persons without a vehicle. Despite the benefits, e-scooter injuries can be serious with injuries to the head and face commonly noted. Other jurisdictions have noted when head injuries have occurred, helmets were often not worni. In Ontario, helmets are required for e-scooter riders less than 18 years of age and are recommended for all riders regardless of age. Fractures involving forearms were also frequently cited. In addition to e-scooter rider injuries, individuals with vision and/or hearing impairment, young children, the elderly, and people distracted by mobile devices were at increased risk of collision with e-scootersii. When e-scooter incidents involve a pedestrian, animal, or other vehicle resulting in personal injury or property damage it must be reported to a police officer. The police must then submit the appropriate provincial form to the Provincial Registrar (Ministry of Transportation) within a 10-day period. Education on proper incident and injury classification will be important for health care providers and police partners as e-scooter injury data is commonly misclassifiediii or unreportediv. In terms of injury cause, excess speed was identified in several injury reports. As with any mode of transportation, higher speeds can result in an increased number of injuries as well as injury severity. Education and enforcement of e-scooter speed limits 24 km/hr. will be important to reduce the risk of injury to pedestrians and riders. Municipalities interested in permitting e-scooters in their community should consider the condition of their roads. An Austin Public Health study noted about 55% of the injured scooter riders were injured in the street and, among the interviewed riders, half believed surface conditions (e.g. pothole, crack) contributed to their injuriesv. A 2019 Consumer Report survey of 3,000 American adults noted e-scooter riders were confused about what traffic laws they should follow.vi Ontario riders will likely have the same issues since the pilot project does not require riders to be licensed and users may have little to no understanding of rules of the road. Mandatory education of riders is recommended to reduce their risk of injury. Increasing the age of use to 18 could also result in riders having a driver's license and an understanding of rules of the road. Further, although prohibited by local by-law, given the propensity of local cyclists to bike on sidewalks (due to safety concerns), it is anticipated that e-scooter users will also ride on sidewalks. Sarnia injury data has noted cyclists riding on sidewalks are injured when they enter the roadway and are struck by turning vehicles. Public education will be very important to reduce similar occurrences with e-scooters. As municipalities decide if they want to proceed with allowing e-scooters on roadways they should identify how they want to embed these devices into their existing transportation structure (e.g. local roads, transit connections, multi-purpose paths). Information Report dated February 19, 2020 Regarding Electric-Kick Scoot... Page 47 of 136 AGENDA ITEM #c) Electric-Kick Scooters; By-law Pilot Project (page 3) February 19, 2020 Impacts of e-scooter use found from rider surveys (from e-scooter sharing programs) noted a reduction in vehicle use (personal, Uber, Lyft, taxi, etc.) which is positive in terms of reducing GHG emissions, and riders also reported being less engaged in active transportation (e.g. walking, biking). Lambton Public Health staff are available to work with municipalities in adopting healthy public policies. They can assist municipal staff in drafting e-scooter by-laws that take into consideration the above risks while extending the benefits to local residents. FINANCIAL IMPLICATIONS All activities related to this initiative are cost share funded 70/30 percent provincially/municipally. CONSULTATIONS General Manager and Manager of Infrastructure and Development Services Division with the County of Lambton. STRATEGIC PLAN Implementation of an e-scooter pilot program aligns with the mission of the County of Lambton Strategic Plan, which includes promotion of economic growth, environmental stewardship and enhanced quality of life. Such a program also aligns with the Lambton Public Health Strategic Plan for Healthy Environments. CONCLUSION Electric-kick scooters warrant further investigation for compatibility with local infrastructure and cultural priorities. They offer benefits such as an affordable, greenhouse gas (GHG) emission-free transportation alternative and unintended consequences such as a reduction in active transportation (e.g. walk, bike) and increased emergency department (ED) visits and hospitalizations of both riders and other road users (e.g. pedestrians). Education of all road users (riders, drivers), particularly those that are most vulnerable (e.g. children, youth, seniors, non-drivers-licensed riders, physically challenged) will be important to reduce the risk of injury. Mandatory helmet use for e-scooter riders of all ages could reduce head injuries. Increasing the minimum age of use to 18 for riders could improve rider safety by increasing the number of riders understanding road rules. i News from the Nations Health. American Journal of Public Health. Nov 2019; 109 (11) Information Report dated February 19, 2020 Regarding Electric-Kick Scoot... Page 48 of 136 AGENDA ITEM #c) Electric-Kick Scooters; By-law Pilot Project (page 4) February 19, 2020 ii Sikka, N. Vilia, C., Sttratton, M., Ghassemi, M., Pourmand, A. Sharing the sidewalk: A case of E-scooter related pedestrian injury. American Journal of Emergency Medicine. Sept 2019; 37(9). iii Solanti, S., Plevin, R., Peterson, S., Vision Zero SF Injury Prevention Research Collaborative. 2019. A Methodology for Emerging Mobility Injury Monitoring in San Francisco, California Utilizing Hospital Trauma Records: Version 2.0. San Francisco, CA. Available at: https://www.sfdph.org/dph/EH/PHES/PHES/TransportationandHealth.asp iv Solanti, S., Plevin, R., Peterson, S., Vision Zero SF Injury Prevention Research Collaborative. 2019. A Methodology for Emerging Mobility Injury Monitoring in San Francisco, California Utilizing Hospital Trauma Records: Version 2.0. San Francisco, CA. Available at: https://www.sfdph.org/dph/EH/PHES/PHES/TransportationandHealth.asp v Austin Public Health (APH), Epidemiology and Disease Surveillance Unit Epidemiology and Public Health Preparedness Divison. Dockless Electric Scooter-Related Injuries Study. September-November 2018. April 2019 vi Felton, R., Safety glitch lets some shared electric scooters exceed local speed limits. Consumer Reports. June 7, 2019. Information Report dated February 19, 2020 Regarding Electric-Kick Scoot... Page 49 of 136 AGENDA ITEM #d) PUBLIC HEALTH SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LAMBTON PUBLIC HEALTH Chad Ikert, Manager, Health Protection PREPARED BY: Lori Lucas, Supervisor, Health Protection Andrew Taylor, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 Lambton Public Health's Relationship with Non-Profit INFORMATION ITEM: Housing Groups BACKGROUND At its Committee AM meeting on November 20, 2019, Council requested that a report be brought back regarding the relationship between the County and non-profit housing groups. The following report is provided in response to the request. DISCUSSION Lambton Public Health’s (LPH) involvement with non-profit housing groups is typically complaint-based. The Healthy Environments Protocol under the Ontario Public Health Standards require Boards of Health to investigate potential health hazards and respond by preventing or reducing exposure to health hazards in accordance with the Health Hazard Response Protocol, 2018 (or as current). A health hazard is defined in the Health Protection and Promotion Act as: a) a condition of a premises; b) a substance, thing, plant or animal other than man, or a solid, liquid, gas or combination of any of them; or c) that has or that is likely to have an adverse effect on the health of any person; Each year, LPH responds to many health hazard complaints in relation to rental property issues and concerns. The majority of these complaints relate to for-profit housing, but on occasion, they also include non-profit housing groups. Some of complaints that LPH investigates at rental properties include, but are not limited to mould, bed bugs, sewage back-ups, pests and sanitation. See Appendix A for a summary of complaints that LPH investigated at rental properties between 2015-2019. Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 50 of 136 AGENDA ITEM #d) Lambton Public Health's Relationship with Non-Profit Housing Groups (page 2) February 19, 2020 LPH's role in these investigations is often a facilitative one to ensure landlords and tenants are adhering to rental standards. Collaboration and co-operation between landlords and tenants is integral in solving matters quickly with little disruption. In Ontario, landlords have a legal obligation to maintain their properties in a state which allows for the reasonable enjoyment of the premises and to ensure rental units are fit for habitation and in compliance with health standards. Tenants are responsible to report concerns and cooperate with the landlord’s efforts to mitigate issues within a reasonable timeline. Many complaint investigations require LPH to work closely with and/or refer to other agencies. These agencies include, but are not limited to municipal by-law and property standards who also have enforcement interventions related to rental properties; Fire Rescue Services; and the County of Lambton Housing Services Department. The Landlord and Tenant Board (LTB) is another agency available to landlords and tenants to provide assistance with resolving disputes. If a landlord refuses to take action when a tenant notifies them of a maintenance or pest problem, tenants may obtain assistance or advice from a legal clinic or make a Maintenance Application (T6) to the LTB. After a hearing, the LTB has the authority to issue orders to the landlord to enforce compliance. Similarly, landlords can apply to Ontario’s Landlord and Tenant Board for an order to evict a tenant if a tenant seriously and unreasonably interferes with the landlord’s efforts to deal with issues. In December 2000, the province passed the Social Housing Reform Act which required municipalities to assume responsibilities for the programs previously administered by both the Canada Mortgage and Housing Corporation and the province. With this, the province transferred rights, interest, liabilities and obligations to the County of Lambton as the Consolidated Municipal Service Manager for the social housing portfolio. The County of Lambton Housing Services Department has been responsible for ensuring that the ten non-profit housing providers included in the Housing Services Act operate under their individual operating agreements or the Housing Services Act and remain compliant with all appropriate legislative requirements. To limit the County's exposure to liabilities, staff conducts operational reviews, annual financial reconciliations as well as Building Condition Assessment and Capital Reserve Fund Studies. Among other things, the providers are required to submit annual information returns that are supported by audited financial statements. Through in-depth reviews, the County of Lambton Housing Services Department ensures there are no outstanding mortgage, tax or utility arrears, operating deficits, rental arrears with no action to collect, high vacancy rates or allegations of fraud or mismanagement. If there are concerns about a project falling into difficulty, Housing Department staff would work with the provider to rectify areas of concern. Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 51 of 136 AGENDA ITEM #d) Lambton Public Health's Relationship with Non-Profit Housing Groups (page 3) February 19, 2020 LPH works closely with the Housing Services Department to address complaints received regarding both non-profit housing providers as well as County owned social housing units. See attached Appendix B for the number of non-profit housing providers and County owned social housing. FINANCIAL IMPLICATIONS All activities related to this program are cost-share funded 70% provincially and 30% municipally. CONSULTATIONS Kelly Hall, Manager of Housing Services Department was consulted during the preparation of this report. STRATEGIC PLAN The Healthy Environments Program is consistent with the vision, mission and values, and areas of effort identified in the strategic plan. The program supports the value of Lambton County as a healthy community. CONCLUSION Lambton Public Health’s involvement with non-profit housing groups is typically complaint-based only. Each year, LPH responds to many health hazard complaints in relation to rental property issues and concerns. The majority of these complaints relate to for-profit housing, but on occasion they also include non-profit housing groups. LPH’s role in these investigations is often facilitative in nature to ensure landlords and tenants are adhering to rental standards. The Housing Services Department works closely with the non-profit housing providers identified in the Housing Services Act to ensure each provider is operating under its individual operating agreement and/or remains compliant with all appropriate legislative requirements. Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 52 of 136 AGENDA ITEM #d) Lambton Public Health's Relationship with Non-Profit Housing Groups (page 4) February 19, 2020 Appendix A Complaints at Rental Properties (2015-2019) Frequency Complaint Reported Topic 2015 2016 2017 2018 2019 Indoor Air Quality (i.e. mould, etc.) 43 44 31 28 37 Pests 7 20 14 24 18 Sanitation/Maintenance 8 3 6 7 17 Sewage 4 9 4 10 2 Bed Bugs 10 10 16 16 11 Outdoor Air Quality 1 0 0 0 1 Drinking Water 0 3 2 0 2 Appendix B Number of Non-Profit/Co-op and County Owned Social Housing Units Non-Profit/Co-op County Owned Social Housing 405 units 830 units Information Report dated February 19, 2020 Regarding Lambton Public Heal... Page 53 of 136 AGENDA ITEM #e) 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: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 Flu Surge Project and Community Paramedicine Funding INFORMATION ITEM: Update - PH 04-06-20 BACKGROUND Every year, the Erie St. Clair Local Health Integration Network (ESC LHIN) invests additional resources in efforts to mitigate seasonal spikes in hospital emergency department (ED) visits due to seasonal influenza (flu) cases. Historically, these resources have been directed to additional hospital beds and staffing to address increased visits to the ED. Many of these patients utilize 911 (Ambulance) resources for flu-like symptoms and are transported to the ED by paramedics. Staff last updated Council on a proposal that was submitted to the ESC LHIN to utilize Community Paramedics (CP's) to aid in treating patients presenting with flu-like illness in the community versus in the hospital ED (via land Ambulance) through the Committee AM minutes dated November 20, 2019, report - 2018-19 Ambulance Offload Time Summary. Further, staff last reported on its efforts to secure permanent base funding though the Committee AM minutes dated April 17, 2019, report - Community Paramedic Pilot Program Funding - Update. The purpose of this report is to update Council on the status of the flu surge capacity proposal and to update on recent CP base funding discussions with the ESC LHIN. DISCUSSION Supporting added capacity during flu surge season is a 'proof of concept' project that seeks to use CP's to provide treatment for patients with confirmed cases of Influenza in their home setting in the community. With the goal of mitigating unnecessary transport to the ED and aid in the containment of the virus, CP's will treat symptomatic patients in their place of residence. This method would also aim to increase patient satisfaction and improved overall experience. Information Report dated February 19, 2020 Regarding Flu Surge Project a... Page 54 of 136 AGENDA ITEM #e) Flu Surge Project and Community Paramedicine Funding Update - PH 04-06-20 (page 2) February 19, 2020 Working with approved medical directives through local a Medical Director, CP's will assess and treat pre-screened residents of retirement homes in Lambton County who will call the CP number directly instead of calling 911. Following a thorough assessment, if a patient tests positive for Influenza, the CP will treat the patient's symptoms and arrange for follow up care with the patients primary care provider as required. Evaluation of the program includes 911 call avoidance, ED visit avoidance, increased access to primary care, referrals to community resources, patient and stakeholder satisfaction surveys. The overall goal of this program is to provide patients with the right care, delivered by the right provider, at the right time while working in a coordinated approach with multiple providers. This will result in an efficiency of care by delivering the most appropriate care right to the residents rather than transporting the patient to the care. Utilizing CP's to treat influenza in the community in a controlled setting will allow more patients to stay at home, decrease ED and Ambulance utilization and reduce the spread of influenza. The ESC LHIN provided confirmation on January 15, 2020 that the project was approved and funded through to March 31, 2020. Further, staff has continued to work with senior leadership at the ESC LHIN following changes announced in the spring of 2019 regarding possible government restructuring of emergency health services. The ESC LHIN provided formal confirmation of additional one- time 100% funding to support the CP Program for the 2019/20 fiscal. See attached correspondence dated February 4, 2020. Staff will continue working with our community partners to secure permanent and sustainable base funding for the CP program and will report back to County Council if unsuccessful. FINANCIAL IMPLICATIONS All costs associated with the Flu Surge Project are 100% funded through a one-time grant of $61,900 provided by the ESC LHIN. These funds are available for use for the 2019-20 fiscal. Further, the ESC LHIN has confirmed that the Community Paramedicine Pilot Program is also eligible for an additional one-time 100% grant in the amount of $95,000, through the 2019/20 fiscal, which will serve to support the program to the end of March 2020. CONSULTATIONS In preparation of this report staff consulted: Bluewater Health, Erie St. Clair Local Health Integration Network, North Lambton Community Health Centre, Twin Bridges Nurse Practitioner Clinic and the Southwestern Ontario Regional Base Hospital Program. Information Report dated February 19, 2020 Regarding Flu Surge Project a... Page 55 of 136 AGENDA ITEM #e) Flu Surge Project and Community Paramedicine Funding Update - PH 04-06-20 (page 3) February 19, 2020 STRATEGIC PLAN The CP Program continues to support the vision of Lambton County working together and piloting new ideas to meet the needs of residents. Building on the success of the existing pilot program, this project serves the continual improvement of patient care. CONCLUSION Utilizing Community Paramedics for patients with suspected influenza has the potential to reduce the need for Ambulance resources, ED resources and aligns with the current government's broader strategy of reducing 'hallway medicine'. Further, this initiative supports the strategy of providing more efficient and cost effective proactive - versus reactive - care in the community. Staff will continue working with our community partners to secure permanent and sustainable base funding for the CP Program and will report back to County Council if unsuccessful. Information Report dated February 19, 2020 Regarding Flu Surge Project a... Page 56 of 136 AGENDA ITEM #e) PH 04-06-20 Information Report dated February 19, 2020 Regarding Flu Surge Project a... Page 57 of 136 AGENDA ITEM #a) CULTURAL SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LIBRARY HEADQUARTERS PREPARED BY: Darlene Coke, Manager, Library Services Andrew Meyer, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Libraries Fourth Quarter 2019 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 eLibrary 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 opportunity for innovation and creation through the use of technology such as 3D 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 fourth-quarter 2019 statistics for the Libraries are attached. DISCUSSION Statistics & Use In 2019, overall library use closely aligned with usage statistics from the year prior (2018). Inter-library loan - Lambton's use of inter-library loan began to rebound in Q4, after the service was re-instated in Q3. (Council will recall Lambton implemented Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 58 of 136 AGENDA ITEM #a) Libraries Fourth Quarter 2019 Statistics (page 2) February 19, 2020 some restrictions to the program in an effort to reduce the direct costs Lambton will now face as a result of the change in the way the Province will fund the service.) Reference Queries - This statistical category is tabulated manually by library staff and refers to requests for information made directly by a library user that involves the knowledge, use, recommendation, interpretation or instruction in the use of one or more information sources or bibliographic tools by library staff. This category can be subject to interpretation by individual staff members and care was taken in 2019 to provide this precise definition to staff to ensure that this statistical category is more clearly understood and less subjectively measured. Internet Use, Wireless Internet Use and e-Circulation - The use of Internet on public computer workstations, the use of wireless Internet, and the borrowing of electronic library resources such as e-books and e-magazines closely matched last year's usage. In the past several years, the usage of these electronic resources had steadily grown year over year. It will be of interest in 2020 to determine if the popularity of these resources will continue to grow, or whether the initial growth in these areas has now reached a plateau. Library Programs - By the end of the calendar year, library staff had offered a comparable number of programs in 2019 compared to 2018; however, program attendance trended lower this calendar year. The closure of the Florence Library from August to November, the absence of air conditioning in a large portion of the Sarnia Library over the summer, and the temporary closure of the Sarnia Library Theatre and meeting rooms for renovations, all likely contributed to the reduction in program attendance. Florence Library Fire - During the third week of November, the Florence Library was re-opened following a fire that took place in August 2019. The Township of Dawn-Euphemia was required to replace flooring and drywall, re-paint the ceilings, and undertake a large amount of cleaning. The Libraries Department lost all of its physical assets at the site with the exception of the service desk and the shelving. To date, the Libraries Department has incurred expenses totaling $69,340 (taxes included). Discussions with the County of Lambton's insurance adjuster and the Township of Dawn-Euphemia's insurance adjuster are ongoing. Ontario Public Library Week - From October 20 to 26, 2019, Lambton County Library celebrated Ontario Public Library Week with a number of events and programs at most of its locations. In addition to literary events, Lambton County Archives / Lambton County Library Headquarters opened its doors and held a ribbon cutting to commemorate the conclusion of an approximate $350,000 renovation project to the twenty-seven-year-old building. Public tours of the building followed the event. One Book Lambton Launch - Also during Ontario Public Library Week, Lambton County Library staff and the Library's partner, The Book Keeper (an independent Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 59 of 136 AGENDA ITEM #a) Libraries Fourth Quarter 2019 Statistics (page 3) February 19, 2020 book store in Sarnia) launched the selected title of this year's One Book Lambton read: The Reason You Walk by Wab Kinew. Lambton County Library is encouraging all of Lambton's residents to read the selected title and discuss the book with family and friends. Programs and events will be held at various libraries from February to April that highlight themes from the book. Full details of planned programs can be found at www.onebooklambton.ca. Some of those programs include: o Book discussions will be held at 15 libraries. o An Educator from St. Joseph's Hospice will speak at five libraries about coping through loss. o A film screening of the documentary, "Aftershock", with filmmaker Dwayne Cloes and guest speaker Geraldine Robertson will take place at three libraries, and in two community locations. Ms. Robertson is featured in the documentary and is a survivor of two residential schools. She will speak about her experiences and answer questions following the screening. o Barry and Deb Milliken from Kettle and Stony Point First Nations will provide a morning of tranditional storytelling, drumming and singing at the Forest Library. o An online book discussion will be hosted at the One Book Lambton Facebook Group from February 3 to April 20. o Additional programs, with details still to be confirmed, including a special guest speaker event in April. Sarnia Library Renovation - The City of Sarnia started a renovation project in Q4 at the Sarnia Library. Specifically, the City will be consolidating the number of front-facing public entrances from Christina Street to create one, accessible entrance that aligns with the public elevator to the second floor. The County of Lambton will align new security gates that incorporate Radio Frequency Identification (RFID) within this new front entrance to provide an improved theft prevention program. In addition to the accessibility improvements to the first floor, the City's contractors are adding two barrier-free washrooms to the second-floor lobby, and expanding the theatre lobby by removing a wall and a set of doors. Library staff are working with colleagues in the Museums, Gallery & Archives Department to determine how the Library may incorporate historical displays in this renovated space. It is anticipated that the renovation will conclude by the end of February 2020. Radio-Frequency Identification (RFID) - In Q3 2019, the Libraries Department started work on its scheduled capital project, the conversion to RFID. Staff have affixed RFID tags to all library materials located in Regions 2, 3 and 4. These RFID tags essentially replace the role of the barcode found on library materials, and the tags permit the transmission of data to the Library's computer system. These tags will eliminate the need for staff to manually operate barcodes reducing strain on limbs, will reduce human errors during the check-in / check-out process, will provide improved theft protection and inventory control, and will provide the Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 60 of 136 AGENDA ITEM #a) Libraries Fourth Quarter 2019 Statistics (page 4) February 19, 2020 infrastructure necessary to pursue self-service kiosks in the future. In Q1 2020, RFID tags will be affixed to library materials in Regions 5 and 1. The second phase of the project will begin in Q2 2020 when the equipment is made available in all locations, and staff receive training on its operation. FINANCIAL IMPLICATIONS A few unexpected events in 2019 resulted in unanticipated expenses or shortfalls in revenue but wherever possible, staff took steps to mitigate financial implications. The Department experienced increased costs related to the Province's adjustment to its funding of the inter-library loan program, and less bookings were available at the Sarnia Library Theatre and meeting rooms to accommodate the renovation of the facility. As well, the fire at the Florence Library resulted in unanticipated costs; however, discussions with insurance adjusters are continuing. 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 aligns 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 Lambton County Library continues to be well used by library card holders. Library staff continue to work towards developing programs and services that meet the needs of library patrons and provide them with great experiences. Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 61 of 136 AGENDA ITEM #a) Libraries Fourth Quarter 2019 Statistics CIRCULATION YTD Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total % General Alvinston 2,242 2,587 2,791 2,391 10,011 9,005 111% Arkona 1,934 1,901 2,174 1,489 7,498 8,541 88% Bookmobile 1,043 1,958 1,724 1,657 6,382 2,380 268% Brigden 2,383 1,963 1,822 2,306 8,474 11,689 72% Bright's Grove 11,716 11,561 14,833 10,507 48,617 49,854 98% Camlachie 1,409 1,818 2,279 1,739 7,245 8,498 85% Corunna 7,140 7,190 8,741 7,067 30,138 30,556 99% Courtright 1,433 1,608 1,754 1,330 6,125 5,724 107% Florence 2,069 2,207 1,248 1,226 6,750 9,992 68% Forest 10,427 10,489 12,513 10,518 43,947 39,846 110% Grand Bend 8,486 8,050 9,004 8,457 33,997 36,691 93% Headquarters 1,481 729 913 1,027 4,150 7,395 56% Inwood 1,068 1,135 1,067 773 4,043 4,033 100% Mallroad 24,007 25,730 27,112 25,349 102,198 95,782 107% Mooretown 2,207 1,744 1,395 1,665 7,011 5,655 124% Oil Springs 896 1,032 1,099 996 4,023 5,358 75% Petrolia 11,269 12,199 14,222 11,599 49,289 52,853 93% Pt. Edward 4,497 4,952 5,410 4,442 19,301 21,505 90% Pt. Franks 1,411 1,467 2,541 1,302 6,721 6,789 99% Pt. Lambton 1,231 1,234 1,441 1,307 5,213 5,894 88% Sarnia 41,700 41,032 46,613 38,143 167,488 199,702 84% Shetland 522 554 1,332 1,117 3,525 6,428 55% Sombra 1,866 1,429 1,309 1,106 5,710 6,299 91% Thedford 1,702 978 1,332 1,320 5,332 6,408 83% Watford 3,304 2,975 3,581 2,424 12,284 15,553 79% Wilkesport 616 950 844 536 2,946 3,482 85% Wyoming 6,760 6,852 8,593 6,466 28,671 28,275 101% TOTALS 154,819 156,324 177,687 148,259 637,089 684,187 93% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 62 of 136 AGENDA ITEM #a) INTERNET USE Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General Alvinston 335 363 489 453 1,640 1,811 91% Arkona 35 41 37 16 129 283 46% Bookmobile 0 0 0 0 0 0 0% Brigden 425 412 503 318 1,658 2,506 66% Bright's Grove 295 405 542 343 1,585 1,892 84% Camlachie 29 27 50 34 140 151 93% Corunna 742 899 913 715 3,269 3,053 107% Courtright 91 133 107 61 392 662 59% Florence 249 290 120 158 817 1,469 56% Forest 1013 1,027 1535 1155 4,730 4,082 116% Grand Bend 238 308 530 311 1,387 1,649 84% Headquarters 0 0 0 0 0 0 0% Inwood 116 108 150 104 478 833 57% Mallroad 2536 2,727 2828 2356 10,447 9,450 111% Mooretown 91 54 26 39 210 200 105% Oil Springs 93 122 56 51 322 762 42% Petrolia 1296 1,526 1868 1714 6,404 6,189 103% Pt. Edward 210 194 246 236 886 881 101% Pt. Franks 40 30 63 29 162 219 74% Pt. Lambton 47 41 43 51 182 231 79% Sarnia 7393 7,680 8359 6969 30,401 29,909 102% Shetland 18 25 84 132 259 64 405% Sombra 104 56 63 80 303 319 95% Thedford 169 19 65 102 355 284 125% Watford 177 225 511 326 1,239 953 130% Wilkesport 88 97 40 18 243 311 78% Wyoming 336 383 895 393 2,007 1,373 146% TOTALS 16,166 17,192 20,123 16,164 69,645 69,536 100% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 63 of 136 AGENDA ITEM #a) REFERENCE QUERIES Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General Alvinston 171 223 195 170 759 598 127% Arkona 133 163 171 114 581 925 63% Bookmobile 0 835 524 257 1,359 0 0% Brigden 43 120 145 97 405 2,322 17% Bright's Grove 1,058 931 950 972 3,911 6,435 61% Camlachie 113 224 312 236 885 490 181% Corunna 428 430 508 530 1,896 3,088 61% Courtright 130 162 141 122 555 660 84% Florence 96 95 32 33 256 508 50% Forest 548 600 652 676 2,476 3,020 82% Grand Bend 202 160 364 217 943 2,392 39% Headquarters 0 0 0 0 0 0 0% Inwood 114 97 71 81 363 359 101% Mallroad 1,915 2,043 2,372 2,951 9,281 9,382 99% Mooretown 158 151 144 173 626 767 82% Oil Springs 44 32 63 91 230 1,041 22% Petrolia 245 436 593 550 1,824 3,034 60% Pt. Edward 385 338 442 349 1,514 2,516 60% Pt. Franks 50 42 94 35 221 600 37% Pt. Lambton 206 155 186 227 774 622 124% Sarnia 3,601 1,301 1,244 876 7,022 15,145 46% Shetland 12 56 105 107 280 291 96% Sombra 148 155 134 131 568 508 112% Thedford 44 40 62 87 233 314 74% Watford 148 140 151 114 553 840 66% Wilkesport 22 76 71 61 230 483 48% Wyoming 492 703 798 784 2,777 2,197 126% TOTALS 10,506 9,708 10,524 10,041 40,522 58,537 69% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 64 of 136 AGENDA ITEM #a) VOLUNTEER HOURS Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General Alvinston 0 0 0 0 0 12.0 0% Arkona 0 0 0 0 0 0 0% Bookmobile 0 0 0 0 0 0 0% Brigden 0 0 0 0 0 2.0 0% Bright's Grove 19.5 18.25 18.5 17.5 73.75 70.8 28% Camlachie 0 0 0 0 0 0 0% Corunna 0 0 0 0 0 0 0% Courtright 2.5 0 0 0 2.5 3.0 83% Florence 0 0 0 0 0 0 0% Forest 0 0 0 0 0 0 0% Grand Bend 0 0 0 0 0 0 0% Headquarters 0 0 0 0 0 0 0% Inwood 0 0 0 0 0 10.0 0% Mallroad 0 0 0 0 0 0 0% Mooretown 0 0 0 0 0 0 0% Oil Springs 0 0 0 0 0 0 0% Petrolia 0 0 0 0 0 80.0 0% Pt. Edward 0 0 0 0 0 0 0% Pt. Franks 0 0 0 0 0 0 0% Pt. Lambton 0 1.35 0 0.25 1.6 1.5 90% Sarnia 0 0 0 0 0 0 0% Shetland 0 0 0 0 0 0 0% Sombra 0 0 0 0 0 2.0 0% Thedford 0 0 0 0 0 0 0% Watford 0 0 0 0 0 0 0% Wilkesport 0 0 0.5 0 0.5 2.8 0% Wyoming 0 0 0 12 12 60.0 0% TOTALS 22 19.6 19 29.75 90.35 244 37% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 65 of 136 AGENDA ITEM #a) LIBRARY PROGRAMS (#) Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General 0 0 0 0 0 22 0% Alvinston 42 57 45 56 200 177 113% Arkona 4 6 16 36 62 42 148% Bookmobile 0 0 0 0 0 0 0% Brigden 21 32 28 28 109 96 114% Bright's Grove 145 159 116 135 555 517 107% Camlachie 6 13 28 14 61 154 40% Corunna 64 46 74 81 265 276 96% Courtright 43 31 16 30 120 131 92% Florence 25 27 14 12 78 134 58% Forest 100 80 101 94 375 283 133% Grand Bend 33 24 53 28 138 413 33% Headquarters 0 2 0 0 2 0 0% Inwood 13 19 30 17 79 97 81% Mallroad 123 115 109 103 450 335 134% Mooretown 12 11 23 20 66 70 94% Oil Springs 10 28 22 19 79 116 68% Petrolia 40 69 68 42 219 178 123% Pt. Edward 71 71 62 46 250 157 159% Pt. Franks 7 9 13 17 46 19 242% Pt. Lambton 25 33 42 38 138 71 194% Sarnia 134 185 166 254 739 798 93% Shetland 13 40 33 32 118 92 128% Sombra 2 14 20 15 51 56 91% Thedford 23 22 35 60 140 79 177% Watford 29 33 79 81 222 185 120% Wilkesport 15 19 23 21 78 92 85% Wyoming 68 81 83 65 297 282 105% TOTALS 1,068 1,226 1,299 1,344 4,937 4,872 101% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 66 of 136 AGENDA ITEM #a) LIBRARY PROGRAMS (ATTENDANCE) Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General - 1,516 0% Alvinston 349 598 460 918 2,325 1,444 161% Arkona 149 308 455 233 1,145 753 152% Bookmobile 0 0 0 0 0 0 0% Brigden 211 167 206 197 781 855 91% Bright's Grove 2,394 2,808 1,785 2,209 9,196 9,709 95% Camlachie 45 75 163 200 483 800 60% Corunna 1,024 835 1,371 1,017 4,247 5,794 73% Courtright 210 185 154 221 770 1,232 63% Florence 336 267 164 177 944 826 114% Forest 2,180 2,467 2,281 2,892 9,820 5,971 164% Grand Bend 784 692 738 361 2,575 8,590 30% Headquarters 0 0 0 0 0 0 0% Inwood 35 48 231 47 361 457 79% Mallroad 958 727 2,139 1,449 5,273 4,126 128% Mooretown 122 151 527 515 1,315 974 135% Oil Springs 10 29 126 54 219 491 45% Petrolia 251 530 969 586 2,336 3,479 67% Pt. Edward 570 600 856 925 2,951 2,267 130% Pt. Franks 79 128 256 137 600 207 290% Pt. Lambton 172 367 541 436 1,516 546 278% Sarnia 1,024 3,725 2,350 1,780 8,879 13,475 66% Shetland 37 159 178 278 652 454 144% Sombra 0 36 182 98 316 468 68% Thedford 369 153 300 687 1,509 1,161 130% Watford 174 615 825 656 2,270 1,506 151% Wilkesport 50 56 100 76 282 549 51% Wyoming 984 1,033 1,138 1,225 4,380 5,620 78% TOTALS 12,517 16,759 18,495 17,374 65,145 73,270 89% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 67 of 136 AGENDA ITEM #a) COMMUNITY PROGRAMS (#) Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General 0 0 0% Alvinston 4 6 3 12 25 38 66% Arkona 0 0 0 0 0 7 0% Bookmobile 0 0 0 0 0 0 0% Brigden 17 6 1 13 37 61 61% Bright's Grove 15 12 20 13 60 94 64% Camlachie 19 6 12 27 64 110 58% Corunna 36 29 29 32 126 106 119% Courtright 0 0 0 0 0 1 0% Florence 3 1 0 2 6 8 75% Forest 43 41 37 31 152 192 79% Grand Bend 9 2 2 0 13 32 41% Headquarters 0 0 0 0 0 0 0% Inwood 0 0 0 0 0 0 0% Mallroad 18 17 13 17 65 135 48% Mooretown 0 0 0 1 1 0 0% Oil Springs 1 0 0 0 1 0 0% Petrolia 14 4 2 12 32 31 103% Pt. Edward 31 34 12 25 102 72 142% Pt. Franks 17 18 20 14 69 61 113% Pt. Lambton 0 0 0 0 0 0 0% Sarnia 2 0 0 5 7 10 70% Shetland 2 3 3 0 8 1 800% Sombra 1 1 0 0 2 12 17% Thedford 0 0 0 0 0 5 0% Watford 3 2 0 8 13 22 59% Wilkesport 3 0 2 3 8 25 32% Wyoming 43 25 25 53 146 142 103% TOTALS 281 207 181 268 937 1,165 80% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 68 of 136 AGENDA ITEM #a) COMMUNITY PROGRAMS (ATTENDANCE) Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % General 0 0 0% Alvinston 20 56 13 111 200 273 73% Arkona 0 0 0 0 0 28 0% Bookmobile 0 0 0 0 0 0 0% Brigden 127 23 10 87 247 874 28% Bright's Grove 165 122 183 162 632 492 128% Camlachie 74 51 120 154 399 1,227 33% Corunna 321 353 167 285 1,126 1,074 105% Courtright 0 0 0 0 0 9 0% Florence 63 35 0 15 113 292 39% Forest 295 219 157 170 841 1,190 71% Grand Bend 180 14 11 0 205 287 71% Headquarters 0 0 0 0 0 0 0% Inwood 0 0 0 0 0 0 0% Mallroad 165 120 138 216 639 811 79% Mooretown 0 0 0 11 11 0 0% Oil Springs 0 0 0 0 0 0 0% Petrolia 0 10 9 96 115 186 62% Pt. Edward 335 379 75 191 980 431 227% Pt. Franks 183 198 208 110 699 556 126% Pt. Lambton 0 0 0 0 0 0 0% Sarnia 26 0 0 17 43 26 165% Shetland 9 20 14 0 43 8 538% Sombra 0 1 0 0 1 88 1% Thedford 0 0 0 0 0 44 0% Watford 46 8 0 47 101 331 31% Wilkesport 22 0 14 18 54 51 106% Wyoming 593 290 192 379 1,554 1,222 127% TOTALS 2,624 1,899 1,311 2,169 8,003 9,500 84% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 69 of 136 AGENDA ITEM #a) INTERNET WIRELESS USE Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % Daily Clients 307 333 320 305 1,265 1,267 100% Daily Sessions 1,283 1,238 1,122 1,258 4,901 4,706 104% Total Clients 6,328 7,100 6,743 10,873 31,044 28,343 110% Total Sessions 110,782 108,894 97,882 112,034 429,592 416,363 103% ELECTRONIC INFORMATION SERVICES Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % Electronic Databases 7,733 7,783 4,045 6,638 26,199 32,051 82% Early Literacy Stations 1,804 896 983 978 4,661 5,971 78% NextReads 4,419 4,263 5,607 4,208 18,497 16,979 109% TOTAL 13,956 12,942 10,635 11,824 37,533 43,099 87% INTER-LIBRARY LOANS Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % Ittems Borrowed 738 180 156 305 1,379 2,853 48% Items Loaned 513 120 202 159 994 2,665 37% TOTAL NUMBER OF VOLUNTEERS Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % 2 4 2 4 12 40 30% E-CIRCULATION Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % 88,237 71,588 82,398 83,641 325,864 336,271 97% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 70 of 136 AGENDA ITEM #a) WEBSITE VISITS Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % Library 162,963 143,591 148,322 186,651 641,527 597,455 107% Theatre 559 440 315 754 2,068 1,844 112% TOTAL 163,522 144,031 148,637 187,405 643,595 599,299 107% Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % Facebook Friends 1,168 1,319 1378 1,499 5,364 3,777 142% Twitter Followers 1,006 743 755 764 3,268 2,826 116% SARNIA LIBRARY THEATRE & MEETING ROOM RENTALS Q1-2019 Q2-2019 Q3-2019 Q4-2019 YTD 2018 Total YTD % Internal Bookings Bookings 93 51 19 470 210 248 85% Hours 276.8 165.5 47.5 114 604 557.0 108% Attendance 381 263 221 632 1,497 2,284 66% External Bookings Bookings 123 133 22 82 360 398 90% Hours 532.75 507.5 96.5 370.4 1,507 1,569.00 96% Attendance 7,179 4,812 1787 10,393 24,171 23,792 102% Total Bookings 216 184 41 129 570 646 88% Total Hours 809.55 673.0 144.00 484.4 2,111 2,126 99% Total Attendance 7,560 5,075 2,008 11025 25,668 26,076 98% Information Report dated February 19, 2020 Regarding Libraries Fourth Qu... Page 71 of 136 AGENDA ITEM #b) CULTURAL SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: MUSEUMS, GALLERY AND ARCHIVES PREPARED BY: Laurie Webb, Manager Andrew Meyer, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Fourth Quarter 2019 Statistics BACKGROUND Lambton Heritage Museum (LHM) and the Oil Museum of Canada, National Historic Site (OMC), manage collections of over 35,000 artifacts that serve to interpret the settlement and development of the area, and celebrate Lambton's oil heritage. The Lambton County Archives (LCA) preserves family genealogical records, local newspapers, land records, historic images, maps and community histories. The Judith & Norman Alix Art Gallery (JNAAG) collection contains over 1,200 Canadian paintings, drawings, and sculptures that represent significant Canadian art history with many considered national treasures, including over 26 works by the Group of Seven. The Museums and Archives tell the stories of Lambton County through the preservation and presentation of artifacts, culture and local history. They encourage residents and visitors to experience the unique heritage of Lambton County through participatory museum programs, special events and outreach. The JNAAG provides a full range of art education and public programs including talks, tours, and special events that seek to inspire creativity and excitement for the visual arts within the community. Detailed fourth quarter 2019 statistics for the Museums, Gallery and Archives are attached. DISCUSSION Lambton Heritage Museum General museum entry during the fourth quarter of 2019 reflected previous years' trends. The majority of visitors came either through the Holidays @ Heritage Christmas program or the Lambton Fall Colour & Craft Festival, although the province-wide labour action by teachers in the elementary school system did have a small impact on the attendance Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 72 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 2) February 19, 2020 figures. The Nibi Yoga Series was introduced this year and it was consistently well attended. Oil Museum of Canada The Oil Museum saw strong visitation numbers in the fourth quarter of 2019. School programming was slightly impacted by the province-wide labour action by the teachers' unions, but strong attendance at the Christmas PD Day Open House bolstered the overall figures for the end of the year. Judith & Norman Alix Art Gallery During the fourth quarter, over 3,000 visitors and participants explored and experienced their community through art. School tour visits decreased compared to the same quarter in 2018, a result of the province-wide labour actions by Ontario teachers' unions. JNAAG offered 74 program opportunities for the novice to the expert: 20 youth programs, 10 adult programs, 16 family activities, 10 community programs, and 18 guided tours. Lambton County Archives Visitor statistics for the Lambton County Archives for the fourth quarter remain strong with workshops in high demand. Year-to-date numbers have surpassed the 2018 analytics. The majority of inquiries continue via the website and email to connect with the Lambton County Archives. Community Involvement The Museums, Gallery & Archives partner with various local, provincial and national organizations to expand the reach of the collections and services into the greater community. A brief description of each of these partnerships is found in the table below. Heritage Sarnia-Lambton The Manager, Museums, Gallery & (LHM, OMC, LCA) Archives continues to chair the Heritage Sarnia-Lambton Network Committee. Ontario Museums Association The Manager, Museums Gallery & Archives (LHM, OMC, LCA, JNAAG) was the chair of the 2019 Ontario Museum Association (OMA) Awards of Excellence Selection Committee, and presented the winning awards at the OMA Conference in October. The OMA Awards of Excellence are designed to recognize outstanding contributions to the Ontario museum community, with emphasis on innovation; advancing the museum profession in Ontario and encouraging high standards of excellence in the museum field. The Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 73 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 3) February 19, 2020 Manager also continues to sit on the Regional Museums Network Committee through the Ontario Museum Association, as a liaison between local museums and the Association. Nibi Yoga Series Linda Weir of Expedition Inner Wisdom (LHM) offered a series of five yoga workshops at LHM. The theme of the yoga program was Josephine Mandamin, an Indigenous matriarch who walked around the Great Lakes to raise awareness about water conservation. This theme tied into the Canada's Waterscapes travelling exhibition. Grand Bend Farmers Market LHM has become the new location of the (LHM) Grand Bend Farmers' Market. Every Wednesday from May to October, local residents and visitors can visit the Market location in the Museum parking lot to support local farmers and purchase fresh fruits, vegetables and preserves. Robert McLaughlin Gallery, Oshawa The Slipstream exhibition, on loan from the (JNAAG) Robert McLaughlin Gallery, featured the works of Guelph-based artist Jenn E Norton. Norton's work uses stereoscopic interactive video, installation, sound, and kinetic sculpture to explore the boundaries of virtual and physical realms. Jenn E Norton, Guelph Jenn E Norton's exhibition Siphonophora is (JNAAG) an immersive installation inspired by both the natural and the man-made world. Robert McLaughlin Gallery, Oshawa As a part of JNAAG’s mandate to support (JNAAG) emerging regional artists, London artist James Kirkpatrick’s exhibition To The Unseen Future, curated and originated by JNAAG, travelled to the Robert McLaughlin Gallery in Oshawa. Sarnia-Lambton Alzheimer's Society Partnering with the Sarnia-Lambton (JNAAG) Alzheimer's Society, JNAAG has developed a twice-monthly program called "Inspirational Moments". The program includes an exhibition tour and hands-on art-making activity designed and delivered by a team of docents and instructors to participants living with early-stage dementia and their care partners. From December 6, 2019 to March 8, 2020 an exhibition of Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 74 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 4) February 19, 2020 works drawn from the portfolio of program participants is mounted. Art & Ideas Series JNAAG partnered with artists, educators, (JNAAG) and curators, drawn from the regional artistic community, for a series of talks connected to the current exhibitions. Presenters included: artist Jenn E Norton and dancer Katie Ewald discussing the Slipstream video installation; writer/editor Emma Doran examining the life of dancer Loie Fuller and her influence on popular culture; Educator Veronica Carter, University of Waterloo Fine Arts Faculty, exploring the art nouveau movement and its connection to everything from interiors and furniture to jewellery, ceramics and fine art. Museum London, London; Lambton The Thomson's Painting exhibition, open County Archives until March 15, marks 100 years since the (JNAAG, LCA) acquisition of Tom Thomson's painting Chill November by the Sarnia Women's Conservation Art Association. The exhibit mines the Lambton County and JNAAG archives to explore the history of the painting. For the first time in fifteen years the work is reunited with its original sketch Wild Geese: Sketch for Chill November on loan from Museum London. Pathways Health Centre for Children The JNAAG continues to develop and (JNAAG) deliver programing specially designed for youth living with disabilities and their care partners. The Art Pod program was sparked by a suggestion from Pathways Health Centre for Children in 2018 to offer a hands-on fine-art program for youth. This program is offered free, once a month, and continues to grow in attendance and success. South Western International Film In November, JNAAG partnered with Festival (SWIFF) SWIFF to offer 11 free short-film screenings (JNAAG) and several film workshops for youth. SWIFF, started in 2015 by Sarnia filmmaker Ravi Srinivasan, blends Canadian content with international films. Srinivasan said he wanted to be a filmmaker while growing up in Sarnia, but there were not many opportunities to learn about the art form. Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 75 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 5) February 19, 2020 When he launched the festival, he wanted to also offer workshops to “foster and cultivate students who have an interest and passion for this kind of work.” jobPath Employment Discovery JNAAG continues its partnership with (Community Living) jobPath Employment Discovery and (JNAAG) Community Living. Staff design an exhibition tour and hands-on art activity to support jobPath's mission to develop hirable skills and stress management techniques for individuals in the community struggling to find employment. The majority of participants in this program have never visited a gallery or worked with fine-art materials prior to their participation in jobPath. Western University, Faculty of Education In December, JNAAG hosted a Western Alternative Field Placement University Faculty of Education student (JNAAG) completing an Alternative Field Experience placement. The three-week placement focused on developing youth and adult tours in French. Even with work-to-rule action in place at area schools, the student was successful in delivering four tours to French speaking school groups and offered a series of three free guided tours to the public. Ontario Petroleum Institute (OPI) Staff has been working with OPI to update (OMC) and expand the school program offerings at OMC, particularly surrounding the development of the "Travelling Trunk" Museum programs for in-school use by teachers. Staff also attended the annual OPI Conference, hosting a booth detailing OMC's offerings. Oil, Gas, Salt Research Library (OGSRL) Staff is actively working with the OGSRL to (OMC) develop mutually beneficial programs and partnerships particularly surrounding education and outreach to local school groups. Dawn Quilt Trail The Museum continues to partner with the (OMC) Dawn Quilt Trail with the installation of a quilt block and new field sign south of the Museum. The block includes directional signage to OMC. Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 76 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 6) February 19, 2020 Brigden Fair Staff participated in the Brigden Fair (OMC) "Agriculture in the Classroom" Program, and brought information about the local oil history to local student participants in the days leading up to the Thanksgiving weekend. London Gem and Mineral Show Staff participated in the annual Gem & (OMC) Mineral Show, educating visitors about the unique geology of Lambton County which results in the local oil fields. Enbridge Gas, Inc. Staff hosted a meeting of Enbridge Gas at (OMC) OMC, continuing an ongoing partnership with the energy company. Wellings Retirement/MGM Staff selected unidentified photo binders (LCA) and mounted display photos to share with the retirement communities. The purpose was to encourage thoughtful conversations and story sharing with residents while identifying photos. MGM has already booked a follow-up workshop for 2020. Routes to Roots Genealogy Series Routes to Roots is a twelve-month (LCA) workshop series consisting of both beginner and specialty workshops on genealogy. The series is available to members only. The fourth quarter programs focused on Beginners Genealogy. Ontario Genealogical Society, Lambton The LCA has an ongoing partnership with Branch (OGS) the local OGS branch, including providing (LCA) space for meetings and housing of the branch's historic research materials. Property Workshops Workshops were held at the LCA and (LCA) Shetland, Watford and Forest Libraries. Guidance was offered to navigate the ONLAND website, a free resource that shares access to official property related information and documents. Participants learned how to use information from ONLAND to connect with the LCA collections and the local libraries. Lambton County Library Two-hour genealogy workshops are (LCA) growing in demand at the libraries. With an emphasis on online resources, the Archives Assistant shares information on how to start a family tree. Patrons can access the online resources at the library, at Lambton Archives, or from home. Workshops were Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 77 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 7) February 19, 2020 hosted at Alvinston, Corunna, and Petrolia Libraries. Archives staff also distributed binders of unidentified photos to the libraries in each region to allow the community the opportunity to provide identification of images. The binders spend one month at a library before being rotated to another in the region. Once a full rotation is complete, the binders are returned to the Archives and new ones are sent out. Local Media Partnerships Staff continues to supply scanned copies of (LCA) images from the collection for Phil Egan's history columns in the Sarnia Journal. Staff is also supplying images from the Sarnia Observer Negative Collection to Sarnia This Week, and they are highlighting these images in a regular feature. Sombra Museum The Archivist was invited to present about (LCA) the Archives, the Collections, and the importance of history in Lambton communities. Guests were then invited to converse with the Archivist to share their historical knowledge of the community. Lambton County Library Staff is working with various libraries to offer (LCA) historical images of the local community for display in the branch, and is offering programming related to the LCA staff expertise in various library branches. Sarnia Historical Society Staff continues to work with local (LCA) journalist/author Phil Egan to assist with research for the Historical Society's upcoming publication on the history of the Sarnia Police Force. FINANCIAL IMPLICATIONS None. CONSULTATIONS None. Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 78 of 136 AGENDA ITEM #b) Fourth Quarter 2019 Statistics (page 8) February 19, 2020 STRATEGIC PLAN The exhibitions, programs and outreach of the Museums, Gallery and Archives 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 The Museums, Gallery and Archives saw a strong increase in community reach and visitation during the fourth quarter of 2019. Overall, the full 2019 attendance and community reach figures are consistent with, or show an increase over, 2018. Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 79 of 136 AGENDA ITEM #b) Lambton Heritage Museum Statistics Fourth Quarter 2019 2019 Visitors Q4 Q3 Q2 Q1 YTD 2018 General Museum Entry 112 1567 2843 855 5377 4496 School Tour Participants 844 38 882 1404 Free Passes* 18 204 188 31 441 299 974 1809 3031 886 6700 6199 Special Events Paint Ontario Opening 632 632 350 Me, You & Us Special Features 105 105 Unlock Lambton Event 0 45 Group Tours 0 30 Grand Bend Studio Tour/Waterscapes Opening/Friends of Pinery Plant Sale 188 188 176 Waterscapes Speakers Series 130 30 160 North Lambton Quilt Guild Opening 42 42 Library Creative Writing Contest Ceremony 25 25 Volunteer Events 7 37 44 33 Fall Colour and Craft Festival 4427 4427 3999 4434 192 260 737 5623 4633 Other Facility Users Walking for Wellness Group 52 52 Yoga Series 39 39 Facility Rental 58 58 69 39 58 0 52 149 69 Education & Outreach PA Day Program 21 14 41 12 88 School Kit Users** 100 25 75 150 350 150 Outreach Displays 200 Kettle & Stony Point/Lambton Shores Joint Open House 75 75 100 39 150 150 439 350 Total Heritage Museum Community Reach 5547 2098 3441 1825 12911 11251 *Free passes include Liuna-LCEA local #3020 members who visit the site, community free passes, artists in the Paint Ontario Art Show and Sale and passes checked out through the Lambton County Library System. **School kit users are estimated as classes of 25 students, with each week's rental considered one "use" of 25 Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 80 of 136 AGENDA ITEM #b) Oil Museum of Canada Statistics Fourth Quarter 2019 2019 Visitors Q4 Q3 Q2 Q1 YTD 2018 General Museum Entry 302 951 499 60 1812 2320 School Program Participants 433 157 178 60 828 715 Other Groups 63 245 153 49 510 409 Other visitors 138 468 18 3 627 487 Picnic & Grounds Users 28 257 296 1 582 87 964 2078 1144 173 4359 4018 Other facilty users Cultural Pass 1 2 7 10 15 Meeting/Research 51 31 2 84 210 Gift Shop 10 4 16 3 33 26 Family Reunions 120 120 12 61 156 18 12 247 263 Programs/Events PD Day event 316 44 360 46 "Commons" Podcast 5 5 Union Gas Display Opening Event 66 66 Black Gold Fest 362 362 125 Horse & Wagon Tours 225 225 176 Doors Open Lambton County 106 106 316 693 66 49 1124 347 Outreach & Community Partners Unlock Lambton 45 Chamber of Commerce Event 20 20 Sarnia Rock & Fossil Club 40 40 Research 4 4 Innovative Community Museums 15 15 OMA Exhibit Writing Course 15 15 P.A.W.R. Poker Run 93 93 Ontario Petroleum Institute 19 19 Sunshine Club Presentation 15 15 Boomers Luncheon Presentation 35 35 McNaughton PS STEAM night 93 93 Ontario Petroleum Institute Conference 55 55 Museum On Air 8 8 6 Brigden Fair 328 328 Rock & Gem Show 10 10 12 338 0 348 64 750 63 Total Museum Community Reach 1679 2927 1576 298 6480 4691 Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 81 of 136 AGENDA ITEM #b) Judith & Norman Alix Art Gallery Statistics Fourth Quarter 2019 2019 Visitors Q1 Q2 Q3 Q4 YTD 2018 Exhibition visitors 2922 1475 1448 1514 7359 7595 First Friday Evening 392 692 451 648 2183 2999 School Tour Visitors 146 227 90 75 538 602 Other Tour Visitors 170 103 147 99 519 540 3630 2497 2136 2336 10599 11736 Lecture Series Lecture Series Participants 105 89 83 39 316 294 Cultivation Event Participants 105 231 57 168 561 659 Outreach 0 40 0 0 40 0 210 360 140 207 917 953 Programming Family Activities 603 237 227 275 1342 1735 Artwalk 0 150 Youth Programs 218 260 172 163 813 1111 Adult Programs 94 142 70 63 369 510 Other Programs 91 107 82 77 357 202 Other visitors 291 216 148 164 819 440 1297 962 699 742 3700 4148 Total Visitors 5137 3819 2975 3285 15216 16837 Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 82 of 136 AGENDA ITEM #b) Lambton County Archives Statistics Fourth Quarter 2019 2019 Visitors Q4 Q3 Q2 Q1 YTD 2018 Member visits 87 100 82 33 302 257 Non member visits 143 124 134 82 483 371 OGS vists 38 27 53 50 168 261 268 251 269 165 953 889 Research Requests Genealogy 299 317 296 262 1174 815 Local History 150 264 263 261 938 1118 449 581 559 523 2112 1740 Total Hours Spent in Room By Researchers 490.5 683 587.75 400.25 2161.5 2047 Average hours/person 1.83 2.76 2.18 2.12 2.22 9.34 Education & Community Partners Petrolia Heritage Committee Open House 225 225 Heritage Week Display 810 810 Workshops @ LCA 24 26 15 65 Archives Awareness Week Programming 64 64 OGS Presentation 32 32 Age Friendly Expo 900 900 Library Outreach Programming 21 2 10 33 Doors Open Lambton County 39 39 Routes to Roots Beginners Genealogy 7 31 38 Wellings of Corunna Open House 33 33 LCA/Lib HQ Open House 54 54 Historic Photos Memory Workshop @ MGM 18 18 157 98 1006 1050 2056 1503 Total Archives Community Reach 425 349 1275 1215 3264 3087 Information Report dated February 19, 2020 Regarding Fourth Quarter 2019... Page 83 of 136 AGENDA ITEM #a) CULTURAL SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LIBRARY HEADQUARTERS PREPARED BY: Darlene Coke, Manager, Library Services Andrew Meyer, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 SUBJECT: Library Policy Manual BACKGROUND Lambton County Council serves as the Lambton County Public Library Board, pursuant to Bill 113 which received Royal Assent on June 23, 1994. Lambton County Library operates as an operating department (Libraries Department) within the organizational structure of the Cultural Services Division. The Library operates in accordance with a number of policies that have been adopted by Lambton County Council and / or senior staff members of the Library. DISCUSSION At the November 20, 2019 Committee A.M. Meeting, Committee members received a report outlining the Libraries Department's plans to revise its Policy Manual. Many policies date to the Library Board's origins in the 1990s and changes are required to reflect changing trends and build capacity for future opportunities. Over the next six months, new or revised policies will be included in the Committee package for consideration. The third set of draft policies is included in the Committee's package for review and summaries of substantial changes are noted below for the Board's information. Internet & Computer Services Policy: This policy was first drafted in 1998 and revised a decade later. Many of its components remain intact from the 2008 edition; however, language was included to refer to personal devices brought into the library. Language was strengthened concerning the user's need to be aware of the sensibilities of other Library users and how they may be impacted by their computer activity; and in smaller spaces where active programming is underway, users may be asked to refrain from accessing certain information, or from using computers entirely. Additionally, language was added to reflect the role of staff in Report dated February 19, 2020 Regarding Library Policy Manual. Page 84 of 136 AGENDA ITEM #a) Library Policy Manual (page 2) February 19, 2020 assisting users to critically evaluate the content they are reading and to offer general support to computer users. Video Surveillance Policy: This is a new policy to the Department. Currently, the Village of Point Edward provides video surveillance equipment in the Point Edward Library and the County of Lambton provides video surveillance at the Sarnia Library. The policy formalizes several of the Department's current practices concerning access and storage of video surveillance, and ensures safeguards are in place against inappropriate use. Privacy & Access to Personal Information Policy: Currently, the Library adheres to the Corporation's policy concerning the collection and access of personal information. This policy formalizes many of the Department's current practices. In the event the Library wishes to one day seek accreditation, it is necessary for the Library to adopt its own Departmental policy outlining its practices. Branch Closures Policy: In 1989, Council approved a policy that stated in its entirety, "If a Library Branch's circulation falls below 6,000 circulations per year for 5 consecutive years, the Branch will be closed, and adjustments will be made in January annually." The revised policy removes the tie between a branch closure and the arbitrary circulation statistic of 6,000 uses. Historically, libraries solely housed books, and a library's use could be evaluated solely on its circulation. However, today a library is used for much more than simply the pick-up and drop- off of books. Today, libraries are meeting places, locations to access free wireless Internet or a computer workstation, a place to meet a social services Caseworker, a place to job search, a place to use emerging technology like 3D printers, and places to make and design. The decision to close a library location should involve not just its circulation statistics, but other data as well that can be provided by the Library such as the number of users, the community's demographic profile, etcetera. The closure of a library may also be necessitated by a local municipality that wishes to design new neighbourhoods and incorporate libraries in a more strategic location. The revised policy also distinguishes between permanent closures and temporary closures. Rules of Conduct Policy: The majority of the content of this policy remains similar to previous policies. This policy includes an addition of an appeals process, for patrons who wish to appeal a decision to suspend their library privileges. Currently there is no formal appeal process. FINANCIAL IMPLICATIONS None. Report dated February 19, 2020 Regarding Library Policy Manual. Page 85 of 136 AGENDA ITEM #a) Library Policy Manual (page 3) February 19, 2020 CONSULTATIONS A number of library employees were consulted in the creation of these policies including: Technical Services Supervisor, Community Library Supervisor, Facilities Supervisor and the Executive Assistant / Administrative Services Supervisor. In addition to library staff, the General Manager, Cultural Services, and the General Manager, Corporate Services / Deputy CAO were also consulted in the formation of these policies and report. STRATEGIC PLAN The development of these policies follows the direction set forth by the Corporation's strategic plan. These library services allow for the provision of efficient and responsive services to Lambton's residents, and also help achieve a healthy community. Aspects of the policies also follow the directions set forth by library strategic planning documents, or public libraries' mandates of promoting early literacy. CONCLUSION The adoption of these library policies will assist the Department in moving forward with its efforts to modernize operations in an efficient manner. RECOMMENDATIONS That Lambton County Council approve the following policies: Internet & Computer Services Policy, Video Surveillance Policy, Privacy & Access to Personal Information Policy, and the Branch Closures Policy, in the form attached hereto. Report dated February 19, 2020 Regarding Library Policy Manual. Page 86 of 136 AGENDA ITEM #a) THE CORPORATION OF THE COUNTY OF LAMBTON LAMBTON COUNTY LIBRARY POLICY MANUAL Internet & Computer Services Section Index Subject: Policy A04 #01 Approved By: Effective Date: June 1, 2020 Lambton County Council Revision Date: January 1, 2020 Drafted on: January 1, 2020 PURPOSE The purpose of this policy is to establish and define the free use of public access computers and free Internet access using The Corporation of the County of Lambton network or wireless connection where provided. POLICY Lambton County Library provides members of the public with free access to computers with select computer software and with free Internet access through The Corporation of the County of Lambton's network and wireless connection at all of its libraries. Providing computer and Internet access helps the Library achieve its goals of providing equal access to information and resources to meet the educational, cultural and recreational needs of the community. Access to computers and the Internet also provides enhanced accessibility to ideas and information. This policy is in accordance with the Ontario Library Association’s Statement on the Intellectual Rights of the Individual, Lambton County Library’s Rules of Conduct, The Corporation of the County of Lambton Internet Acceptable Use Policy, The Corporation of the County of Lambton Privacy Policy, Canadian Federation of Library Associations' Statement on Intellectual Freedom and Libraries, and the Canadian Federation of Library Associations Public Access to the Internet Position Statement. RESPONSIBILITY The responsibility for the implementation of this policy lies with the Manager, Library Services. This authority may be delegated to staff members in the Libraries Department. Internet & Computer Services Policy Page 1 of 5 Rev. January 2020 A04.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 87 of 136 AGENDA ITEM #a) DEFINITIONS "Child / Children" are individuals from birth up to and including age twelve (12). "Internet" is a largely unregulated, worldwide environment which contains information and opinions that range in scope from reliable and authoritative to controversial or offensive. "Parent(s)" are any individuals who are either the natural, adoptive, foster parent, or legal guardian of the child. "User" is any person using Lambton County Library services. This includes Lambton County Library patrons as well as visitors to Library facilities. INTERNET FILTERING STATEMENT Lambton County Library does not filter or control electronic information accessed through online and Internet resources. REGULATIONS 1. General Principles 1.1. Lambton County Library users are subject to federal, provincial and municipal legislation regulating Internet use, including the provisions of the Criminal Code regarding obscenity, child pornography, sedition and the incitement of hate. The use of the Library's Internet services for illegal purposes is prohibited and may result in prosecution. 1.2. User-created files will not be saved on the Library's computers. Files that are saved will be removed. Users may store files on personal removable storage media. 1.3. User-supplied software shall not be installed on the Library's computers, and users may not modify or reconfigure software installed on the Library's computers or devices. 1.4. Library staff are active intermediaries between users and Internet resources and are essential to the provision of relevant, accessible, high quality Library services. Staff will support the user in effective, efficient and responsible use of the Library Internet service. Staff can help users determine the reliability, currency and accuracy of sites accessed on the Internet. 1.5. It is the responsibility of Lambton County Library and its staff to: 1.5.1. Ensure that access to, and use of, the computers and Internet are consistent with the Library's adoption of the Canadian Federation of Library Associations' Statement on Intellectual Freedom; 1.5.2. Ensure the public's equitable access to workstations and the Internet, and ensure the efficient use of the resources provided. Accordingly, the Library will set rules for Internet access and reserve the right to modify rules whenever and wherever necessary. These rules may include setting Internet & Computer Services Policy Page 2 of 5 Rev. January 2020 A04.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 88 of 136 AGENDA ITEM #a) time limits for use, using a reservation system for scheduling time, and others; 1.5.3. Make users aware of the Library's Internet & Computer Services Policy; 1.5.4. Use reasonable efforts to ensure compliance with the appropriate policy / policies and agreement; 1.5.5. Take reasonable measures to ensure the privacy and confidentiality of Internet and public access computer users; 1.5.6. Consider the provision of computer training as part of the Library's program planning. 2. Library Responsibilities 2.1. Lambton County Library assumes no responsibility for: 2.1.1. Any content found on the Internet other than content directly displayed on its own website; 2.1.2. Monitoring or controlling any of the information on the Internet including the availability of information links; 2.1.3. Any direct or indirect damages arising from the use of its connection to Internet services; 2.1.4. Any damages to personal property used in conjunction with the computer (e.g. USB, headphones, etc.); 2.1.5. The security and privacy of any online transactions; 2.1.6. Any expenses incurred or the potential repercussions of a third party using personal / banking / credit card information that has been entered on a Library computer terminal; 2.1.7. Data transmitted over the wireless network; 2.1.8. The safety of personal devices that are used to connect to the Library's wireless network; 2.1.9. Printing from the wireless connection; 2.1.10. Loss of any files, work or any other data. 3. User Responsibilities 3.1. The user is responsible for the following: 3.1.1. Users will be required to accept the Public Access Computer and Internet Use Agreement when signing on to the public access computers or wireless connection. 3.1.2. Users are responsible for determining the reliability, currency and accuracy of sites accessed and information found using the Internet. 3.1.3. Users are responsible for respecting the rights of others when accessing Internet sites in Library space. Users must be aware that Library computer workstations are in public areas shared by people of all ages and sensibilities. Some content is age inappropriate for children. Some content may be offensive, objectionable and / or intimidating to other Library patrons, visitors or staff. As such, users may be asked to refrain from accessing such content, as required, or Lambton County Library may temporarily bar access to computer workstations to accommodate Library programming, if required. 3.1.4. Users are prohibited from the infringement of copyright and other Internet & Computer Services Policy Page 3 of 5 Rev. January 2020 A04.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 89 of 136 AGENDA ITEM #a) intellectual property rights. 3.1.5. Users are required to pay any fees associated with the use of public computers, such as printing. 3.1.6. In using the Internet or the wireless network, users are subject to federal, provincial and municipal legislation related to Internet use, including provisions of the Criminal Code. 3.1.7. Library computers and access may not be used: 3.1.7.1. To access sites or transmit materials which violate any Canadian legislation such as defamatory, discriminatory or obscene materials; 3.1.7.2. To display overt sexual images; 3.1.7.3. To send fraudulent, harassing or obscene messages; 3.1.7.4. For illegal, actionable or criminal purposes or to seek access to unauthorized areas. Examples of such illegal activities include, but are not limited to, harassment or stalking, libel, illegal commerce or solicitation, hacking or tampering with other computer systems, viewing, downloading and / or printing child pornography. 3.2. Users who deliberately violate the rules may have their Library or computer privileges suspended. 4. Use by Children 4.1. Children may access all information and use all facilities provided by Lambton County Library. 4.2. The Library will ensure that children's access to the Internet is consistent with the Children's Services Policy, the Canadian Federation of Library Associations' Statement on Intellectual Freedom and Libraries, and any applicable federal, provincial and municipal legislation. 4.3. It is the right and responsibility of parents and guardians to monitor and determine their children's access to materials and resources, including the Internet. The Library accepts no responsibility for enforcing restrictions which a parent or guardian places on a child's use of the Internet resources. 5. Consequences of Improper Use 5.1. Illegal use will be reported to law enforcement. 5.2. Any person violating the Internet and Computer Use Policy risks suspension of computer or Library privileges, suspension from the Library for a period of time and / or prosecution. 5.3. Misuse or abuse of computers or programs is not tolerated. In the case of staff and volunteers, The Corporation of the County of Lambton Internet Acceptable Use Policy will be implemented. Internet & Computer Services Policy Page 4 of 5 Rev. January 2020 A04.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 90 of 136 AGENDA ITEM #a) ASSOCIATED DOCUMENTS Canadian Federation of Library Associations' Public Access to the Internet Position Statement Canadian Federation of Library Associations' Statement on Intellectual Freedom and Libraries The Corporation of the County of Lambton Internet Acceptable Use Policy The Corporation of the County of Lambton Privacy Policy Lambton County Library Children's Services Policy Lambton County Library Procedural Rules of Public Computer / Internet Use Lambton County Library Rules of Conduct Ontario Library Association’s Statement on the Intellectual Rights of the Individual POLICY HISTORY REVISION DATE PREPARED BY Manager, Library Reviewed/Revised January 1, 2020 Services General Manager, Reviewed/Revised August 1, 2008 Cultural Services Created May 13, 1998 Chief Librarian Internet & Computer Services Policy Page 5 of 5 Rev. January 2020 A04.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 91 of 136 AGENDA ITEM #a) THE CORPORATION OF THE COUNTY OF LAMBTON LAMBTON COUNTY LIBRARY POLICY MANUAL Section Index Subject: Video Surveillance Policy A20 #01 Approved By: Effective Date: June 1, 2020 Lambton County Council Revision Date: January 1, 2020 Drafted on: January 1, 2020 PURPOSE The purpose of this policy is to outline how Lambton County Library (the Library) uses video surveillance in its Library facilities. POLICY In an effort to provide a healthy and safe environment to its employees, patrons and visitors, Lambton County Library may use video surveillance in its Library facilities. The information that is gathered from video surveillance will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56, the Lambton County Library Privacy & Access to Personal Information Policy, County of Lambton Freedom of Information and Protection of Privacy Policy (A19.02) and County of Lambton Records Management Policy (A12.01). RESPONSIBILITY The responsibility for the implementation of this policy lies with the Manager, Library Services. This authority may be delegated to staff members in the Libraries Department. DEFINITIONS "Access" means any of the following: Libraries Department staff may provide a summary of the information collected; The video may be viewed, in the presence of authorized Library staff; If required by law enforcement or in relation to litigation, a copy of the record may be provided. "Facility / facilities" includes all library branches, buildings and property where Lambton County Library provides service. Video Surveillance Policy Page 1 of 4 Rev. January 2020 A20.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 92 of 136 AGENDA ITEM #a) "Video surveillance system" or "System" refers to any system or device that enables continuous or periodic recording, observing or monitoring of facilities and/or individuals. REGULATIONS 1. General principles 1.1. The use of video surveillance systems to enhance security, and specific camera positions, will be determined on the basis of reasonable and justifiable grounds for the provision of safety and security. 1.2. Each proposed camera position will be assessed on a case-by-case basis to determine the effects the System may have on personal privacy. The Library will take all reasonable steps to mitigate any adverse effects. No camera will be placed so that it views into an area where individuals have a greater expectation of privacy, such as washrooms. 1.3. Signage will be installed in a clearly visible location at all facilities which are subject to surveillance. Signage will advise all persons entering the facility that the facility is under video surveillance. 1.4. All locations for systems and cameras and all signs require the approval of the General Manager, Cultural Services, in conjunction with the Facilities Supervisor. 1.5. The Manager, Library Services is authorized to designate persons to operate video surveillance systems. The Manager will maintain a list of all persons designated and only those who have been designated may be permitted to operate the system. 1.6. The Facilities Supervisor is responsible for establishing an appropriate training program for the operation of the equipment, including operator responsibilities with respect to protection of privacy and confidentiality and for ensuring that all system operators are trained appropriately. 2. Use of Information Collected 2.1. The information collected through video surveillance is used only: 2.1.1. To assess the effectiveness of safety and security measures taken at a particular facility; 2.1.2. To investigate an incident involving the safety or security of people, facilities or assets; 2.1.3. To provide law enforcement agencies (upon request), with evidence related to an incident under police investigation; 2.1.4. To provide evidence as required to protect the municipalities' legal rights; 2.1.5. To respond to a request for information under the Municipal Freedom of Information and Protection of Privacy Act; 2.1.6. To investigate any incidents or allegations of misconduct; 2.1.7. To investigate an incident involving an insurance claim. 3. Records Management 3.1. The information collected through video surveillance will be system-deleted within a three-week period. A record will be created from the information Video Surveillance Policy Page 2 of 4 Rev. January 2020 A20.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 93 of 136 AGENDA ITEM #a) collected only for the purposes as outlined in Section Two (2) (Use of Information Collected) of this policy. No other records will be created or retained. 3.2. In the event any information collected through video surveillance is used in a police investigation or leads to the banning of a patron, such evidence will become a permanent record. 3.3. The Manager, Library Services (or designate) is responsible for determining when a record will be created. 4. Custody 4.1. The Corporation of the County of Lambton maintains custody of all records created by video surveillance systems owned by the County of Lambton. 4.2. Records will be retained for the period specified in Section 3 of the Video Surveillance Policy. 4.3. The Manager, Library Services is responsible for ensuring the security of any records, from creation through to final disposition. 5. Access 5.1. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, as amended, access to the records created by video surveillance systems is restricted. Access is limited to: 5.1.1. Individuals responsible for the operation or administration of the system; 5.1.2. Individuals who have a legitimate need to access the information for one of the purposes listed under the Use of Information Collected (Section 2) of this policy; 5.1.3. Individuals whose request for access under the Municipal Freedom of Information and Protection of Privacy Act, as amended, has been granted; 5.1.4. By such other individuals as permitted by law. 6. Access Procedures 6.1. Only those having a legitimate need to view the record will be given access. 6.2. A Lambton County Library Access Request Form must be completed and submitted to the Manager, Library Services. In making a determination, the Manager may consult with the County of Lambton Legal Services Department. 6.3. When access to a record is given, the following information will be logged for audit purposes: 6.3.1. The date and time at which the access was allowed or the date on which disclosure was made; 6.3.2. The identification of the party who was allowed access or to whom disclosure was made; 6.3.3. The reason for allowing access or disclosure; 6.3.4. The extent of the information to which access was allowed or which was disclosed; 6.3.5. Provisions for the return of the record or its destruction. 6.4. Anyone who is authorized to have access to any record created through video surveillance systems will be required to sign a written agreement regarding his Video Surveillance Policy Page 3 of 4 Rev. January 2020 A20.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 94 of 136 AGENDA ITEM #a) or her duties, obligations and responsibilities with respect to the use and disclosure of the record. 7. Unauthorized Disclosure 7.1. Any County of Lambton employee having knowledge of an unauthorized disclosure of a record must immediately inform the Manager, Library Services of the breach. The Manager will inform the Freedom of Information Co-ordinator and together they will undertake the appropriate course of action as outlined in the County of Lambton's Freedom of Information (Privacy) Breach Policy (A19.03). 7.2. Any unauthorized disclosure of information is cause for disciplinary action up to and including termination of employment. ASSOCIATED DOCUMENTS The Corporation of the County of Lambton Freedom of Information and Protection of Privacy Policy (A19.02) The Corporation of the County of Lambton Freedom of Information (Privacy) Breach Policy (A19.03) The Corporation of the County of Lambton Records Management Policy (A12.01) Ontario's Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56 Lambton County Library Access Request Form POLICY HISTORY REVISION DATE PREPARED BY Manager, Library Created January 1, 2020 Services Video Surveillance Policy Page 4 of 4 Rev. January 2020 A20.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 95 of 136 AGENDA ITEM #a) THE CORPORATION OF THE COUNTY OF LAMBTON LAMBTON COUNTY LIBRARY POLICY MANUAL Privacy & Access to Personal Section Index Subject: Information Policy A12 #01 Approved By: Effective Date: June 1, 2020 Lambton County Council Revision Date: January 1, 2020 Drafted on: January 1, 2020 PURPOSE The purpose of this policy is to outline how Lambton County Library (the Library) protects patron privacy and personal information, collects personal information, uses personal information, stores personal information and discloses personal information. POLICY Lambton County Library adheres to its legal responsibility to protect the rights of the Library’s members to privacy. The Lambton County Library abides by the provisions of the Public Libraries Act, R.S.O. 1990, Chapter P. 44 and the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56. RESPONSIBILITY The responsibility for the implementation of this policy lies with the Manager, Library Services. This authority may be delegated to staff members in the Libraries Department. DEFINITIONS "Disclosure" means revealing information that was intended to remain confidential. "Parent" is any person who is either the natural, adoptive, foster parent or legal guardian of the child. "Personal information" is identifiable information about an individual such as name, phone, address, email, date of birth, financial transactions, etc. "Record" is information created, collected, received and / or maintained as evidence of activity, in pursuance of legal obligations or in the transaction of business. Examples Privacy and Access to Personal Page 1 of 5 Rev. January, 2020 Information Policy Libraries Department A12.01 Report dated February 19, 2020 Regarding Library Policy Manual. Page 96 of 136 AGENDA ITEM #a) include, but are not limited to, emails, text messages, voicemail, correspondence, photographs, video recordings, etc. "Spam" is an electronic message sent without explicit or implied consent of the recipient. REGULATIONS 1. General Principles 1.1. Lambton County Library adheres to The Corporation of the County of Lambton's Freedom of Information and Protection of Privacy Policy (A19.02). 1.2. In conducting its business, the Library collects confidential patron information including, but not limited to: 1.2.1. Records identifying the names, addresses, contact information or identification and PIN numbers of Library members; 1.2.2. Records identifying the materials borrowed by any Library member; 1.2.3. Outstanding financial account balances; 1.2.4. Interlibrary loan transactions; 1.2.5. Reserves placed, trapped or held; 1.2.6. Suggestions for purchase of Library materials submitted by Library users; 1.2.7. Databases and other files or materials consulted by, or on behalf of, Library users; 1.2.8. Customer comments; 1.2.9. Program registration information; 1.2.10. General correspondence. 1.3. Lambton County Library uses video surveillance equipment at some locations. Information collected through video surveillance equipment at Lambton County Library facilities will be used in accordance with the regulations set out in the Lambton County Library Video Surveillance Policy. 1.4. Lambton County Library collects the following information when registering a new user: 1.4.1. Name; 1.4.2. Address; 1.4.3. Telephone number; 1.4.4. Name of parent (in the case of children under the age of 14); 1.4.5. Email address (optional); 1.4.6. Date of birth (optional); 1.4.7. Gender 1.4.8. Language. 1.5. Personal information is collected and used by internal staff for the purpose of providing Library services including but not limited to the following: 1.5.1. Access to Library materials and services; 1.5.2. Program registration; 1.5.3. Computer use and bookings; 1.5.4. Automated telephone system; Privacy and Access to Personal Page 2 of 5 Rev. January, 2020 Information Policy Libraries Department A12.01 Report dated February 19, 2020 Regarding Library Policy Manual. Page 97 of 136 AGENDA ITEM #a) 1.5.5. eNewsletters and marketing of Library resources and services; 1.5.6. Electronic communications including email alerts for holds, fines, fees or outstanding library materials and membership expiration notices; 1.5.7. Library fund development; 1.5.8. Fraud prevention or abuse of Library services; 1.5.9. Room bookings; 1.5.10. Theatre rentals. 1.6. Information will only be used for the purpose of conducting Library business and will not be disclosed except with the consent of the individual or as required by law. 1.7. Consent to collect personal information is provided by any one of the following scenarios: 1.7.1. Verbally by the patron at the time of registration and / or event booking; 1.7.2. Patron accepting a Lambton County Library card; 1.7.3. Patron completing and submitting an application form; 1.7.4. Patron completing and submitting an electronic form through the website. 1.8. Individuals may choose not to provide all requested information. Some Library services may not be available to individuals who have chosen not to provide complete personal information. 1.9. Parents must be available to give consent for a child to access Library services. 2. Disclosure of Personal Information 2.1. Lambton County Library has a responsibility to respect the privacy of individuals and the confidential nature of personal information. 2.2. Staff may view and amend patron information as required to perform appropriate library functions. 2.3. Staff are not permitted to view or amend records outside the scope of their duties. 2.4. Personal information may be provided to law enforcement officers and / or other authorities by the Manager, Library Services, or designate. Other Library staff are not permitted to release personal information. 2.5. Personal information will be disclosed in accordance with The Corporation of the County of Lambton Freedom of Information and Protection of Privacy Policy (A19.02). 2.6. Parents and legal guardians may request access to library records children. Access to records may be provided in accordance with The Corporation of the County of Lambton Freedom of Information and Protection Privacy Policy (A19.02). 2.7. Patrons may request access to personal information using a Lambton County Library Access to Information Form. 2.8. Staff who are registered as patrons of the Library have the same privacy and confidentiality rights as members of the public. 3. Accuracy 3.1. Lambton County Library will request updates to patrons' personal information at the time of Library membership renewal. Privacy and Access to Personal Page 3 of 5 Rev. January, 2020 Information Policy Libraries Department A12.01 Report dated February 19, 2020 Regarding Library Policy Manual. Page 98 of 136 AGENDA ITEM #a) 3.2. Patrons may change their personal information by visiting any Library location. 3.3. Photo identification with a current address is required to verify patron records. 4. Retention of Information 4.1. Personal information is retained in accordance with The Corporation of the County of Lambton Records Management Policy (A12.01). 4.2. Personal information is collected voluntarily and stored electronically in a central secured database. 4.3. Personal information is used to create borrower record. Borrower records allow the Library to assign resources and services to an individual. 4.4. Resource and service transactions remain on the database: 4.4.1. As long as circulation records indicate an item remains on loan. 4.4.2. As long as fees or fines associated with Library materials or services remain unpaid. 4.4.3. As a historical record of items lost, material fees and fines remain attached to all borrower records. 4.4.4. To provide circulation record and to assist Library staff with the selection of materials for patrons unable to independently attend the Library. 5. Disposition of Records 5.1. Records are disposed of in accordance with The Corporation of the County of Lambton Records Management Policy (A12.01). 6. Exceptions 6.1. If patrons do not return items on time, or owe the Library money from fines, lost or overdue items, etc., Lambton County Library reserves the right to provide such information to other libraries, a collection agency, or to take other legal action if warranted for collection purposes. 6.2. Nothing in this policy prevents Library staff from using Library members' information in order to conduct the legitimate business of the Library. This includes, but is not restricted to, the circulation of materials, the collection of outstanding financial accounts, and circumstances related to the temporary or permanent banning of patrons. ASSOCIATED DOCUMENTS The Corporation of the County of Lambton Freedom of Information and Protection of Privacy Policy (A19.02) The Corporation of the County of Lambton's Records Management Policy (A12.01) Lambton County Library Access to Information Form Lambton County Library Video Surveillance Policy Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56 Public Libraries Act, R.S.O. 1990, Chapter P. 44 Privacy and Access to Personal Page 4 of 5 Rev. January, 2020 Information Policy Libraries Department A12.01 Report dated February 19, 2020 Regarding Library Policy Manual. Page 99 of 136 AGENDA ITEM #a) POLICY HISTORY REVISION DATE PREPARED BY Manager, Library Created January 1, 2020 Services Privacy and Access to Personal Page 5 of 5 Rev. January, 2020 Information Policy Libraries Department A12.01 Report dated February 19, 2020 Regarding Library Policy Manual. Page 100 of 136 AGENDA ITEM #a) THE CORPORATION OF THE COUNTY OF LAMBTON LAMBTON COUNTY LIBRARY POLICY MANUAL Section Index Subject: Branch Closures Policy H01 #01 Approved By: Effective Date: June 1, 2020 Lambton County Council Revision Date: January 1, 2020 Drafted on: January 1, 2020 PURPOSE The purpose of this policy is to provide guidelines surrounding the permanent or temporary closure of a Lambton County Library (the Library) facility, whether permanently or temporarily. POLICY Lambton County Library acknowledges that circumstances may arise which require the permanent or temporary closure of a library facility. The Branch Closures Policy outlines potential situations that occur which may cause a closure, and the process to be followed when undertaking a building closure. This policy pertains to all library facilities where library staff members are employed. In its decision making processes, Lambton County Library will adhere to The Corporation of the County of Lambton Building Closure Policy (H01.03). RESPONSIBILITY The responsibility for the implementation of this policy lies with the Manager, Library Services and the General Manager, Cultural Services. DEFINITIONS "Upper-Tier" is the County government itself, The Corporation of the County of Lambton. "Lower-Tier" are any of the eleven local municipalities within the County of Lambton which includes the Municipality of Brooke-Alvinston, the Township of Dawn-Euphemia, the Township of Enniskillen, the Municipality of Lambton Shores, the Village of Oil Springs, the Town of Petrolia, the Town of Plympton-Wyoming, the Village of Point Branch Closures Policy Page 1 of 3 Rev. January 2020 H01.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 101 of 136 AGENDA ITEM #a) Edward, the City of Sarnia, the Township of St. Clair, and the Township of Warwick. "Ratepayers" are any persons who contribute to and/or benefit from the facilities and services funded by tax property contributions. "Temporary Closures" are unexpected closures of a library facility due to emergency or unforeseen circumstances. REGULATIONS 1. The Public Libraries Act, 1984 (c. 57, s. 21) states "…shall operate a branch library in each local municipality … where County Council and the Council of the municipality concerned agree otherwise…" 2. Permanent Library Closures 2.1. Circumstances may require the permanent closing of a library facility. Circumstances include but are not limited to: 2.1.1. Building condition; 2.1.2. Inactive use; 2.1.3. Change in community demographics; 2.1.4. Governance boundary changes. 2.2. Both the lower-tier and upper-tier municipality must be in agreement to permanently close a Library facility. Otherwise, unless requested by law, the Library shall remain open pending further discussions and negotiations between the local municipality and the County of Lambton. 2.3. Recommendations to permanently close a library must be presented to upper- and lower-tier governments for their consideration. 2.4. Lambton County Library will provide statistical data to allow for informed decision making in both upper and lower-tier governments. 2.5. The Corporation of the County of Lambton will work in conjunction with any impacted lower-tier municipality to communicate the permanent closure to ratepayers. 3. Temporary Library Closures 3.1. Circumstances may require the temporary closure of a library branch or mobile library services. 3.2. Circumstances causing a suspension of service could include: 3.2.1. Inclement weather; 3.2.2. Disaster; 3.2.3. Building renovation; 3.2.4. Health and safety concerns; 3.2.5. Maintenance; 3.2.6. Staff shortages. 3.3. Staff members are to assume facilities will remain open unless otherwise directed by their immediate Supervisor or designate. Branch Closures Policy Page 2 of 3 Rev. January 2020 H01.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 102 of 136 AGENDA ITEM #a) 3.4. If a determination is made to close a facility, the Manager, Library Services (or designate) will contact the impacted Supervisors who will oversee staff notification. 3.5. Building closures are conducted in accordance with The Corporation of the County of Lambton Building Closure Policy (H01.03). 3.6. The Corporation of the County of Lambton will undertake to communicate the temporary closure to library patrons. 3.7. The Corporation of the County of Lambton and the Manager, Library Services will take the appropriate steps to re-open the Library when a temporary closure is deemed complete. ASSOCIATED DOCUMENTS The Corporation of the County of Lambton Building Closure Policy (H01.03) POLICY HISTORY REVISION DATE PREPARED BY Manager, Library Reviewed/Revised January 1, 2020 Services September 14, Created Chief Librarian 1989 Branch Closures Policy Page 3 of 3 Rev. January 2020 H01.01 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 103 of 136 AGENDA ITEM #a) THE CORPORATION OF THE COUNTY OF LAMBTON LAMBTON COUNTY LIBRARY POLICY MANUAL Section Index Subject: Rules of Conduct Policy R02 #05 Approved By: Effective Date: June 1, 2020 Lambton County Council Revision Date: January 1, 2020 Drafted on: January 1, 2020 PURPOSE The purpose of this policy is to outline the rules of conduct that are enforced by Lambton County Library (the Library). POLICY Lambton County Library strives to ensure that its premises are safe and inclusive. Lambton County Library aims to provide free and equitable services for the safe enjoyment of all. Rules of conduct are established in accordance with the Ontario Human Rights Code, the Canadian Charter of Rights and Freedoms, the Ontario Public Libraries Act, and the County of Lambton Workplace Violence, Harassment and Sexual Harassment Prevention Policy (H04.18(a)). RESPONSIBILITY The responsibility for the implementation of this policy lies with the Manager, Library Services, Community Library Supervisor, Assistant Library Supervisors, Library Technicians, Community Librarians, Branch Assistants, Maintenance Workers and any other front-line service staff. DEFINITIONS "Appeal" is the process of requesting a review of a suspension from library premises. "Library facilities" includes all library branches, buildings and property where Lambton County Library operates service. Rules of Conduct Policy Page 1 of 5 Rev. January 2020 R02.05 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 104 of 136 AGENDA ITEM #a) "Library privileges" includes all use of library services, as well as contacting the library in person, by phone, email or using web services for which a Library card is required. "Re-instatement" occurs when a suspension from Lambton County Library ends and library privileges are restored. The person must apply for reinstatement to the Manager, Library Services after the suspension period has ended. "Suspension" is when a member of the public is banned and is not allowed to enter the specified library buildings or be on library property at any time for any reason for the time period that the suspension is in place. "Violence", for the purpose of this policy, includes, but is not limited to physical acts (e.g. hitting, shoving, pushing, kicking, sexual assault) and any verbal threat, behaviour or action which is interpreted to carry the potential to harm or endanger the safety of others, result in an act of aggression, destroy or damage property, even in the absence of fear of immediate bodily harm. REGULATIONS 1. General Principles 1.1. Rules of Conduct will be posted in each facility and online in an effort to outline the expected and appropriate behaviour of patrons and visitors to Lambton County Library. 1.2. Members of the public and staff are expected to abide by the laws and regulations of Canada and the Province of Ontario including but not limited to: 1.2.1. Criminal Code of Canada 1.2.2. Human Rights Code (Ontario) 1.2.3. Copyright Act 1.2.4. Child, Youth and Family Services Act 1.2.5. Trespass to Property Act 1.2.6. Public Libraries Act 1.2.7. Smoke-Free Ontario Act 1.3. Patrons and visitors will be respectful of others. 1.3.1. Disruptive, threatening, abusive or insulting language is not tolerated. 1.3.2. Disruptive, threatening, abusive or insulting behaviour is not tolerated and may include fighting, or arguing. 1.3.3. Illegal activity including but not limited to theft of patrons' or staff members' belongings, or assault, will not be tolerated and will be reported to law enforcement. 1.3.4. Smoking and vaping is prohibited in all facilities. Eating / drinking is only permitted in designated areas and / or at designated times. 1.3.5. Respect the sensibilities of others when viewing or listening to material in the library. 1.3.6. Patrons and visitors must be clothed and wearing footwear. 1.4. Patrons and visitors will be respectful of employees working for The Corporation of the County of Lambton, contractors, partners and / or guests of the Library. Rules of Conduct Policy Page 2 of 5 Rev. January 2020 R02.05 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 105 of 136 AGENDA ITEM #a) 1.5. Patrons and visitors will be respectful of the Library's property and its contents. 1.5.1. The use of sports equipment is not allowed on library property or inside the premises. 1.5.2. Entry into restricted areas, such as areas designated as 'staff only', is prohibited by members of the public unless accompanied by an authorized person. 1.5.3. Theft, damage, vandalism or the unauthorized use of Library materials, equipment and property is prohibited. 1.5.4. Interfering with the designated use of any equipment including computers and networks is prohibited. 1.5.5. Illegal activity will be reported to law enforcement. 1.5.6. Library materials and / or equipment may not be taken into washrooms. 1.6. Service animals are welcome in the Library. Documentation may be required to confirm the animal's service animal status. Other animals are only allowed during authorized programs. 1.7. Photographing, filming or video recording of Library facilities, Library staff and users on Library property must not be conducted without the prior written approval of the Library. 1.8. Members of the public must open all bags, books and papers for inspection if requested by staff or an authorized person. 1.9. Children requiring supervision must not be left unattended on library premises, as outlined in the Children's Services Policy. 1.10. Members of the public must adhere to the regulations set forth in Lambton County Library Policies. 1.11. Discrimination and harassment will not be tolerated under any circumstances. 1.12. Patrons and visitors are encouraged to keep their personal belongings with them at all times as the library is not responsible for lost / stolen items. 1.13. Patrons and visitors must follow the instructions of staff or authorized individuals during times of emergency or emergency drills. Patrons and visitors must also vacate the building when directed. 2. Consequences of Failing to Comply with the Rules of Conduct 2.1. Employees of Lambton County Library will make every effort to apply the Rules of Conduct Policy in a fair, dignified and positive manner for the benefit of everyone. 2.2. Anyone choosing to disrespect the policies of the library and refusing to modify behaviour will be asked to leave. This could result in suspension of Library privileges, suspension of computer privileges, eviction from library, cost-recovery charges, and / or prosecution. 2.3. Lambton County Library has discretion in determining whether a person will be excluded, the time period of the exclusion and will take into consideration the severity of the misconduct, the circumstances surrounding the incident and any mitigating factors. 2.4. Individuals who engage in any unacceptable behaviour, as defined in this policy may, depending on the severity, receive one warning or be asked to leave Rules of Conduct Policy Page 3 of 5 Rev. January 2020 R02.05 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 106 of 136 AGENDA ITEM #a) immediately from the premises and if necessary, be placed under suspension for a period of time. The suspension may apply to all programs, facilities, properties and services if warranted. When illegal activity is conducted on Library premises, the activity will be reported to law enforcement. 2.5. Length of suspension will be determined by the Manager, Library Services or his / her designate and will depend on the severity of the situation. Incidents resulting in a suspension from programs, facilities, properties or services will generate a written Trespass to Property Notice. 2.6. Front-line library staff are provided with authorization to immediately request a patron or visitor, who has violated the Rules of Conduct, to leave the facility. Serious incidents will be documented by staff and / or patrons, and will be evaluated to determine a course of action which may include a suspension of Library privileges including the issuance of a trespass notice, prosecution, etc. 2.7. Staff will verbally communicate the violation of the Rules of Conduct when removing a patron or visitor for the day. Written warnings or trespass notices will be issued by registered mail or by authorized individuals on occasion. 3. Appeals & Reinstatements 3.1. A person has a right to appeal a decision to suspend library privileges, in writing, to Lambton County Library during the period of the suspension. 3.2. Lambton County Library will use the following criteria when determining whether to grant an appeal or to reinstate Library privileges: 3.2.1. The safety of the public and library staff and the circumstances surrounding the suspension; 3.2.2. The past behaviour of the person making the application with regard to the Rules of Conduct; 3.2.3. The person's reasons for appealing his / her suspension or seeking reinstatement, as well as other mitigating factors; 3.2.4. Where applicable, whether the person has reimbursed the Library for all expenses incurred as a result of the person's actions; 3.2.5. Whether the suspension procedures were applied in accordance with the provisions of this Policy. 3.3. A person may appeal the suspension within no more than 30 days of the suspension by using the Appealing a Library Suspension Form available online or request the form be mailed to the patron / visitor. An appeal can also be requested in writing; however, it must include the following: 3.3.1. Patron's name 3.3.2. Patron's address and telephone number 3.3.3. Location and date of suspension 3.3.4. Detailed reason for appeal and appellant's arguments for appealing the decision under appeal 3.4. The General Manager, Cultural Services (or designate) will review the appeal and make a decision. His / her decision is final. 3.5. At the conclusion of the suspension, a patron / visitor must ask for his / her Library privileges to be considered for re-instatement. Requests for re- instatement are to be directed to the Manager, Library Services and completed Rules of Conduct Policy Page 4 of 5 Rev. January 2020 R02.05 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 107 of 136 AGENDA ITEM #a) on the Request for Re-instatement of Library Privileges Form available online. The form can also be mailed to a patron / visitor upon request. A request for re- instatement of library privileges can also be requested in writing; however, it must include the following: 3.5.1. Patron's Name 3.5.2. Patron's Address and Telephone Number 3.5.3. Location and Date of Suspension 3.5.4. Reasons for Requesting Re-instatement ASSOCIATED DOCUMENTS Canadian Charter of Rights and Freedoms The Corporation of the County of Lambton Workplace Violence, Harassment and Sexual Harassment Prevention Policy (H04.18(a)) Lambton County Library Appealing a Library Suspension Form Lambton County Library Children's Services Policy Lambton County Library Request for Re-instatement of Library Privileges Form Ontario Human Rights Code POLICY HISTORY REVISION DATE PREPARED BY Manager, Library Revised January 1, 2020 Services Branch Services Revised October 1, 2015 Manager Created July 2, 2001 Chief Librarian Rules of Conduct Policy Page 5 of 5 Rev. January 2020 R02.05 Libraries Department Report dated February 19, 2020 Regarding Library Policy Manual. Page 108 of 136 AGENDA ITEM #b) CULTURAL SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LIBRARY HEADQUARTERS PREPARED BY: Darlene Coke, Manager, Library Services Andrew Meyer, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 Libraries Donation Report, September 1, 2019 to SUBJECT: December 31, 2019 BACKGROUND Lambton County Library receives occasional monetary donations from individual patrons and supporters, community organizations and local businesses. DISCUSSION The following donations were received from the period of September 1, 2019 - December 31, 2019: A $400 donation from Kathleen Bush, Sarnia for use at the Sarnia Library. A $100 donation from E. Goraya, Bright's Grove, for the purchase of e-resources. A $20 donation from Esther Miller, Sarnia, for the use of the mobile library service. A $50 donation from Patricia Murphy, Peoria, IL, USA, for the purchase of books and magazines for the benefit of Forest Library. A $20 donation from Doris Braekevelt, Sarnia, in memory of Lorne Braekevelt, for use at Mallroad Library. A $200 donation from Susanne McRae, Plympton-Wyoming, for the purchase of adult books and DVDs for the benefit of Forest Library. A $350 donation from Allan McDowell, Sarnia, for use at the Sarnia Library. A $50 donation from Karen Wallbank, Grand Bend, for the purchase of children's books. A $500 donation from Fred Willert, Grand Bend, for use at Grand Bend Library. A $500 donation from Leah Klompstra, Sombra, for the sponsorship of five programs delivered by Heaven's Wildlife Rescue. A $50 honorarium, gifted to a library employee from the Probus Club of Grand Bend for a speaking engagement, which in turn was submitted for the library's use. Report dated February 19, 2020 Regarding Libraries Donation Report, Sept... Page 109 of 136 AGENDA ITEM #b) Libraries Donation Report, September 1, 2019 to December 31, 2019 (page 2) February 19, 2020 A $140,577.15 donation from the estate of Otto Schuldt for children's programs and services at the Petrolia Library. This payment marks the final distribution of the estate, which previously donated $300,000 to the County of Lambton for the same use. $389.57 from donation boxes in all 25 library locations. $3,037.20 in used book sales in all 25 library locations. FINANCIAL IMPLICATIONS Donations are recorded as revenue in the department's budget each year. CONSULTATIONS The Executive Assistant / Administrative Services Supervisor was consulted to obtain detailed financial information from the Corporation's financial information system. STRATEGIC PLAN Any monetary donations offset the costs of operating Lambton's library services which support the Strategic Plan's principles and values including a healthy community, a shared community of interest, and a learning organization. CONCLUSION Lambton County Library is fortunate to have the support of many individuals and community organizations which allow the library to enhance its offerings. RECOMMENDATIONS That the Libraries Donation Report, September 1, 2019 to December 31, 2019 be accepted and letters of appreciation be sent in accordance with the County's Recognition Policy. Report dated February 19, 2020 Regarding Libraries Donation Report, Sept... Page 110 of 136 AGENDA ITEM #c) CULTURAL SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: LIBRARY HEADQUARTERS PREPARED BY: Darlene Coke, Manager, Library Services Andrew Meyer, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 SUBJECT: Hours of Operation - Lambton County Library BACKGROUND Lambton County Library currently establishes its hours of operation by applying a policy adopted in 2000 that reads as follows: The hours of opening of each library branch will be determined by allowing one hour of opening for every 1,000 library uses. Library uses include circulation, reference inquiries, Internet use, and programme attendance. These will be tabulated annually with adjustments being made on July 1 of each year. The minimum number of branch hours will be twelve and the maximum of 65. Adjustments will be made only if there are more than two hours that are affected. On April 18, 2018, Committee A.M. considered a staff report that presented changes to library hours based on the existing policy. The report noted that a new policy was desirable, given that the delivery of library service now includes so much more than simply the provision of books to cardholders, and that community consultation was also necessary. The motion stemming from that meeting is as follows: #6: Weber/Cook: a) That Lambton County Council direct staff to provide a revised Branch Hours of Opening Policy for Council's consideration that incorporates new metrics such as wi-fi usage, community demographic data and passive library use, and is informed by community consultation with local municipalities. b) That this policy be prepared by the close of 2018 so that any budgetary implications can be taken into account during the 2019 budget deliberations. Carried. On February 20, 2019, Committee AM considered a staff report that examined hours of operation at all cultural facilities, including libraries, museums and archives, and the art Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 111 of 136 AGENDA ITEM #c) Hours of Operation - Lambton County Library (page 2) February 19, 2020 gallery. The report noted that rather than establish hours of operation with only data available to the library, it would be more desirable to engage the services of an external polling firm to examine awareness, usage and satisfaction amongst residents (including both users and non-users of cultural services) through a survey. The motion stemming from that meeting is as follows: #6: White / Broad: That Lambton County Council authorize staff to undertake a Community Needs Assessment and Analysis to support informed decision-making regarding service hours of operation across the Division. Carried. On November 20, 2019, Committee AM received the Community Needs Assessment Report, followed by a presentation from the Principal of Probe Research. The Community Needs Analysis revealed many insights including but not limited to: While satisfaction with operating hours tends to be marginally lower than for other attributes, it is also clear from the data (and from focus group feedback) that the issue is not that operating hours are inconvenient, but rather that residents are less likely to be aware of what these hours are. Therefore, the County should take additional steps to make residents more aware of the hours at specific branches, including making signage more prominent at branches. (Overview, page 6) In a related vein, the discussion regarding overlapping hours revealed there is perhaps less resistance to the idea of changing library hours at nearby branches than it seemed at first. Here again, the key factor is to do an effective job of communicating what these changes in hours are so that residents are well- informed and can plan their branch visits accordingly. Other measures to minimize the impact on those who may have difficulty getting to a library branch further from their community (such as delivering materials to homebound residents) should also be considered. (Overview, page 6) A plurality indicate weekends (especially Saturday) is their preferred time of the week to visit a library, while similar numbers prefer to visit during a weekday, or expressing no preference. Afternoons are the most popular time of day for visitation. (Final Telephone Survey Results, page 15) At the November 20, 2019 Committee AM meeting, the following motion was carried: #16: Weber/Broad: a) That Lambton County Council accept the Community Needs Assessment Research Overview and its associated recommendations. b) That Lambton County Council authorize staff to utilize the data collected through the Community Needs Assessment process to inform future decision- making related to its operational policies and procedures. Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 112 of 136 AGENDA ITEM #c) Hours of Operation - Lambton County Library (page 3) February 19, 2020 c) That Lambton County Council direct staff to use the information from the Community Needs Assessment to develop a new policy for library hours of operation, and review operational hours at the Judith and Norman Alix Art Gallery and museum properties for potential adjustments prior to the 2020 budget deliberations. d) That Lambton County Council direct staff to develop a new strategic and operational plan for the Cultural Services Division, drawing from insights in the Community Needs Assessment. Carried. DISCUSSION In the last several decades, library use has changed drastically from buildings that only housed books, to buildings that provide computer access and Internet access, do-it- yourself technology like Makerspaces and expanded children's programming. As rural landscapes continue to change across the province, libraries are also now acting as community centres where people meet and socialize. Libraries are continuing to evolve as new demands and technologies emerge and libraries are poised to fill gaps and help address issues such as rural sustainability, bridging the divide between digital haves- and digital have-nots, and promoting innovation and encouraging economic development. Historically, Lambton County Library has relied only on the physical use of materials to determine each library branch's hours of operation. Given the substantial change in the uses of libraries, it is now imperative to also consider data including: wireless Internet usage, number of active library card holders, number of Integrated Library System (ILS) transactions and the number of libraries within a lower-tier municipality. However, despite the data alone, the association known as Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO), of which Lambton County Library is a member, has developed a number of best practices which have been formalized into a set of Guidelines. The Guidelines serve as a developmental tool for rural, urban and county library systems and outline the effective level of service for a community. The Guidelines were developed using the collective expertise of library CEOs across the province and through the use of comparative data and research from other jurisdictions. The Guidelines also take into account trends and changes in rural and urban Ontario. ARUPLO Guidelines categorize libraries into four types: Small, Medium, Large and Urban. As part of the Cultural Services Division's re-organization process in 2018, library locations in Lambton were categorized using similar metrics into four types known as A, B, C and D. In addition to outlining the best practices for staffing, collection sizes, public seating, and number of computers, the ARUPLO Guidelines also outline hours of operation required for appropriate service levels, suggesting that libraries should be open the following number of hours per week: Small Libraries (In Lambton, "D" Category Libraries): 20 to 25 hours per week Medium Libraries (In Lambton, "C" Category Libraries): 25 to 45 hours per week Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 113 of 136 AGENDA ITEM #c) Hours of Operation - Lambton County Library (page 4) February 19, 2020 Large Libraries (In Lambton, "B" Category Libraries): 45 to 65 hours per week Urban Libraries (In Lambton, "A" Category Libraries): 65+ hours per week Current Lambton County Library policy dictates that the minimum weekly hours for any library shall be 12. Following ARUPLO Guidelines would result in a total of 100 enhanced hours of operation at 13 of Lambton's most rural locations at a minimum. Given the expanding mandate of public libraries in Ontario, it is desirable for libraries to be open for longer periods of time to provide enhanced opportunities for residents to access the Internet, to help combat the effects of social isolation, to act as innovation incubators, and to provide increased access to buildings as community hubs which provide opportunities to expand service delivery to other government services. However, to do so will require increased financial resources, driven primarily by staffing costs and it may be desirable to phase in these changes over the next two-year period. There is an immediate need to adjust hours of operation at some libraries, based on measurable data, to improve operational efficiencies and to accommodate future growth of the social service outreach initiative, where caseworkers can meet with members of the public in library locations. On the following document titled Appendix B, Proposal 1 outlines how some library branches' hours could be adjusted to permit these operational efficiencies. These changes would only result in the addition of one operating hour per week; however, there would be no increases to the FTE calculation or increased staffing costs to facilitate that change. Proposal 2 outlines changes that would be necessary to ensure that the library branches' hours fall more closely in line with standards set forth through the examination and comparison of measurable data, including increases and decreases to hours at each location as appropriate. An examination of five years' worth of data was undertaken to determine the average annual public usage in a variety of categories. In addition to aligning the opening hours to address the findings from the data, the proposal increases the hours of operation at Lambton's smallest libraries to provide the minimum number of weekly hours set forth by ARUPLO. The adjustment of hours would result in an overall investment of an additional 90 hours per week. These additional hours would result in an increased FTE calculation of 3.49 which would reflect approximately six new part-time positions. To ensure a process is in place to determine library hours of opening in the future, the 2001 Branch Hours of Opening Policy was revised, and the revised policy is attached to this report for consideration. The policy includes additional criteria for consideration, such as population data and wireless Internet statistics, and sets forth the requirement to follow best practices as outlined by ARUPLO Guidelines. FINANCIAL IMPLICATIONS There is no financial impact to Proposal 1, outlined in Appendix A and Appendix B attached to this report. For Proposal 2, there would be an estimated annual financial Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 114 of 136 AGENDA ITEM #c) Hours of Operation - Lambton County Library (page 5) February 19, 2020 impact of $117,000 to increase the Department's FTE calculation by 3.49 FTE creating six additional part-time positions to cover the increased hours of operation. This increase will be mitigated in part through new, multi-year early literacy funding made available through a partnership with the Social Services Division. The Children's Services Department currently receives funding for early literacy initiatives through the Province of Ontario. For the 2020 year, the Children’s Services Department has committed to providing $40,000 of this provincial funding to the Libraries Department, and will look to provide annual funding moving forward of approximately $64,000 (assuming no change to this Provincial funding envelope). The increased hours made possible through Proposal 2 will extend the availability of literacy services in Lambton County, and allow the library to enhance its existing programs that satisfy the mandate for early learning literacy funding. It would be desirable to implement Proposal 2 in May of 2021. In its first partial year of implementation, the enhanced hours of service outlined in Proposal 2 would be fully funded from early literacy funding and an existing operating reserve. The full impact of the increase would be realized in 2022, which would be estimated at $53,000 (after the early literacy funding is applied). These approximate costs reflect wages and benefit costs for the six additional part-time positions to provide coverage for the expanded hours of service. CONSULTATIONS Several staff members were consulted in the creation of this report including the Community Library Supervisor and the Technical Services Supervisor. The ARUPLO Guidelines were consulted, in addition to five years of user data generated by Lambton County Library. STRATEGIC PLAN The addition of hours of opening at selected libraries supports the County of Lambton's strategic plan in a number of areas including economic development and community development. Libraries provide educational and entrepreneurial opportunities, enhance the cultural and recreational capacities of Lambton, and help develop vibrant communities. Enhanced hours of operation help to address poverty reduction and homelessness, help to promote social belonging, help Lambton to achieve its goal of becoming a learning community, and help to address the needs of an aging population. Extended hours of operation at Lambton's libraries also support a number of strategic initiatives in the County of Lambton Cultural Plan including enhancing access, visibility and community engagement, creating and delivering great experiences, maximizing the value of our collections and spaces, building cultural capacity and raising our profile, and managing our resources efficiently and effectively. Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 115 of 136 AGENDA ITEM #c) Hours of Operation - Lambton County Library (page 6) February 19, 2020 CONCLUSION Several years have passed since Lambton County Library altered its operating hours based on a comprehensive review of usage data. After looking at data spanning a five- year period from 2015 to 2019, it is necessary at a minimum, to adjust some of the hours (time of the day and/or day of week) to better align service across its 25 locations. However, the opportunity to review the usage data also provides an opportunity to reflect on the role libraries serve in society today. Libraries are continuing to undergo a momentous transformation and are no longer the facilities they once were. Rather than buildings filled with books, libraries are now having to transform their interiors to accommodate various pieces of technology, provide flexible activity space, balance quiet, passive use with learning through play, and help address complex social concerns such as poverty, homelessness, mental illness, aging at home, and social isolation. There is an immediate need to adjust the hours of operation at library locations by altering the days of the week and/or times of the day. However, there is a larger need to examine the total number of hours that are available for public use and to make adjustments to ensure professional best practices are followed, and to ensure Lambton County Library is using its resources to their full potential. With no impact to the staffing budget, adjustments could be made in 2020 to adjust the hours of operation as outlined in Proposal 1 - Appendix B. Proposal 2 would be implemented in May 2021. The financial implications would require approval as part of the 2021 budget process. To meet best practices as established by ARUPLO, and to maximize the use of space to offer full-scale library service, it is desirable to pursue changes to Lambton County Library's hours of operations. RECOMMENDATIONS a) That Lambton County Council adopt the changes to the Lambton County Library Branch Hours of Opening as outlined in Proposal 1 - Appendix B effective September 5, 2020. b) That Lambton County Council refer the changes to the Lambton County Library Branch Hours of Opening as outlined in Proposal 2 - Appendix B to the 2021 budget deliberations. c) That Lambton County Council, acting as the Lambton County Library Board, approve the Branch Hours of Operation Policy. Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 116 of 136 Page 117 of 136 of 117 Page Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Lambton - Operation of Hours Regarding 2020 19, February dated Report -. 1 .7. L..-.|...... z:.;.!»,a§i.. ...n.._, ..x s A ul:.n_u ns|x|nuwl)1J...n...w§aM.w___l.Iw¢,=_...w.1.”$ - aw ; “.1 _u_ 3 3 o 23 o..n:uo 3 +8 AGENDA ITEM #c) ITEM AGENDA AGENDA ITEM #c) Appendix B: Proposed Branch Hours of Operation Status Quo - Operational Changes based on Efficiencies ARUPLO Guidelines CURRENT PROPOSAL #1 PROPOSAL #2 Location Hours of Total Hours of Total Hours of Total Operation Hours Operation Hours Operation Hours Alvinston TUE 200-830 23 MON 1000-300 23 MON 1000-300 25 Library THU 200-830 TUE 300-800 TUE 300-800 FRI 200-830 THU 1000-300 THU 1000-300 SAT 1000-130 FRI 300-800 FRI 300-800 SAT 1000-100 SAT 1000-300 Arkona Library TUE 400-800 12 MON 300-700 12 MON 300-800 20 THU 300-800 WED 1000-200 WED 1000-300 SAT 1000-100 SAT 1000-200 THU 300-800 SAT 1000-300 Brigden MON 400-900 25 MON 200-700 25 MON 200-700 25 Library TUE 400-900 TUE 200-700 TUE 200-700 WED 930-1230 WED 1000-300 WED 1000-300 and 400-700 THU 200-700 THU 200-700 THU 400-900 FRI 1000-300 FRI 1000-300 SAT 900-100 Bright's Grove MON 930-800 50 MON 1000-800 50 MON 1000-800 50 Library TUE 930-800 TUE 1000-800 TUE 1000-800 WED 930-800 WED 1000-800 WED 1000-800 THU 930-800 THU 1000-800 THU 1000-800 SAT 1100-300 FRI 1000-300 FRI 1000-300 SUN 1100-300 SAT 1000-300 SAT 1000-300 Camlachie MON 400-800 16 MON 1000-200 16 MON 1000-300 20 Library WED 400-800 WED 400-800 WED 300-800 THU 400-800 THU 400-800 THU 300-800 SAT 900-100 SAT 1000-200 SAT 1000-300 Corunna MON 1000-800 48 MON 1000-700 48 MON 1000-700 45 Library TUE 1000-800 TUE 1000-700 TUE 1000-700 WED 1000-800 WED 1000-700 WED 1000-700 THU 1000-800 THU 1000-700 THU 1000-700 FRI 1000-200 FRI 1000-700 FRI 1000-400 SAT 1000-200 SAT 1000-100 SAT 1000-100 Courtright TUE 300-700 12 TUE 1000-200 12 TUE 1000-300 20 Library THU 300-700 THU 400-800 WED 300-800 SAT 900-100 SAT 1000-200 THU 300-800 SAT 1000-300 Florence TUE 400-800 12 TUE 1000-200 12 MON 300-800 20 Library THU 400-800 THU 400-800 TUE 1000-300 SAT 1000-200 SAT 1000-200 THU 300-800 SAT 1000-300 Forest Library MON 930-900 65 MON 900-800 65 MON 900-700 55 TUE 930-900 TUE 900-800 TUE 900-700 WED 930-900 WED 900-800 WED 900-700 THU 930-900 THU 900-800 THU 900-700 FRI 930-900 FRI 900-500 FRI 900-500 SAT 930-500 SAT 900-500 SAT 900-200 SUN 1200-500 SUN 1100-200 Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 118 of 136 AGENDA ITEM #c) Status Quo - Operational Changes based on Efficiencies ARUPLO Guidelines CURRENT PROPOSAL #1 PROPOSAL #2 Location Hours of Total Hours of Total Hours of Total Operation Hours Operation Hours Operation Hours Grand Bend MON 900-400 49 MON 900-700 49 MON 900-700 49 Library and 500-800 TUE 900-700 TUE 900-700 TUE 900-400 WED 900-700 WED 900-700 and 500-800 THU 900-700 THU 900-700 WED 900-400 FRI 900-300 FRI 900-300 and 500-800 SAT 900-1200 SAT 900-1200 THU 900-400 and 500-800 FRI 900-300 SAT 1000-100 Inwood Library TUE 400-800 12 TUE 400-800 12 MON 300-800 20 THU 400-800 THU 1000-200 TUE 300-800 SAT 900-100 SAT 1000-200 THU 1000-300 SAT 1000-300 Mallroad MON 930-800 65 MON 900-800 65 MON 900-800 66 Library TUE 930-800 TUE 900-800 TUE 900-800 WED 930-800 WED 900-800 WED 900-800 THU 930-800 THU 900-800 THU 900-800 FRI 930-800 FRI 900-500 FRI 900-800 SAT 930-500 SAT 900-500 SAT 900-800 SUN 1200-500 SUN 1200-500 Mooretown MON 400-800 12 MON 900-100 12 MON 900-200 20 Library WED 400-800 WED 400-800 TUE 300-800 SAT 900-100 SAT 900-100 WED 300-800 SAT 900-200 Oil Springs TUE 400-800 12 TUE 1000-200 12 MON 1000-300 20 Library THU 400-800 THU 400-800 TUE 1000-300 SAT 900-100 SAT 1000-200 WED 300-800 FRI 300-800 Petrolia MON 930-800 65 MON 900-800 65 MON 1000-800 60 Library TUE 930-800 TUE 900-800 TUE 1000-800 WED 930-800 WED 900-800 WED 1000-800 THU 930-800 THU 900-800 THU 1000-800 FRI 930-800 FRI 900-600 FRI 1000-600 SAT 900-430 SAT 900-600 SAT 900-600 SUN 1100-400 SUN 1100-200 SUN 1100-200 Point Edward MON 1200-500 25 MON 1000-300 25 MON 1000-300 30 Library TUE 200-700 TUE 200-700 TUE 200-700 WED 1200-500 WED 1000-300 WED 1000-300 FRI 200-700 FRI 200-700 THU 200-700 SAT 1000-300 SAT 1000-300 FRI 1000-300 SAT 1000-300 Port Franks MON 400-800 12 MON 1000-200 12 MON 300-800 20 Library WED 300-800 WED 300-700 TUE 300-800 SAT 900-1200 FRI 1000-200 WED 1000-300 FRI 1000-300 Port Lambton MON 600-900 12 MON 1000-200 12 MON 200-700 20 Library WED 600-900 WED 300-700 WED 1000-300 THU 600-900 SAT 1000-200 THU 200-700 SAT 900-1200 SAT 1000-300 Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 119 of 136 AGENDA ITEM #c) Status Quo - Operational Changes based on Efficiencies ARUPLO Guidelines CURRENT PROPOSAL #1 PROPOSAL #2 Location Hours of Total Hours of Total Hours of Total Operation Hours Operation Hours Operation Hours Sarnia Library MON 930-900 65 MON 900-800 66 MON 900-800 68 TUE 930-900 TUE 900-800 TUE 900-800 WED 930-900 WED 900-800 WED 900-800 THU 930-900 THU 900-800 THU 900-800 FRI 930-530 FRI 900-800 FRI 900-800 SAT 930-530 SAT 900-500 SAT 900-500 SUN 200-500 SUN 200-500 SUN 1200-500 Shetland MON 400-800 12 MON 1000-200 12 MON 1000-300 20 Library WED 400-800 WED 400-800 TUE 300-800 SAT 100-500 FRI 1000-200 WED 300-800 FRI 1000-300 Sombra TUE 300-700 12 TUE 300-700 12 MON 1000-300 20 Library THU 300-700 THU 1000-200 TUE 200-700 SAT 1000-200 FRI 1000-200 THU 200-700 FRI 1000-300 Thedford TUE 400-800 12 TUE 1000-200 12 TUE 1000-300 20 Library THU 300-800 THU 400-800 WED 300-800 SAT 1000-100 FRI 400-800 THU 1200-500 FRI 300-800 Watford MON 1000-700 35 MON 1000-600 35 MON 1000-600 35 Library TUE 1000-700 TUE 1200-800 TUE 1200-800 THU 1000-700 WED 1000-600 WED 1000-600 FRI 1000-300 THU 1200-800 THU 1200-800 SAT 1100-200 SAT 1000-100 SAT 1000-100 Wilkesport MON 500-800 12 TUE 900-100 12 MON 200-700 20 Library WED 500-800 THU 300-700 WED 900-200 THU 500-800 SAT 900-100 THU 200-700 SAT 900-1200 FRI 900-200 Wyoming MON 1200-800 48 MON 1000-800 48 MON 900-500 45 Library TUE 1200-800 TUE 1200-800 TUE 1200-800 WED 1200-800 WED 1000-800 WED 900-500 THU 1200-800 THU 1200-800 THU 1200-800 FRI 900-500 FRI 900-500 FRI 900-500 SAT 900-500 SAT 900-100 SAT 900-200 Total Hours 723 724 813 Net Change Addition of 1 Addition of Weekly 90 Weekly Hours Hours Addition of 52 Addition of Yearly 4,680 Yearly Hours Hours Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 120 of 136 AGENDA ITEM #c) THE CORPORATION OF THE COUNTY OF LAMBTON LAMBTON COUNTY LIBRARY POLICY MANUAL Branch Hours of Operation Section Index Subject: Policy R05 #01 Approved By: Effective Date: September 5, 2020 Lambton County Council Revision Date: January 2, 2020 Drafted on: January 2, 2020 PURPOSE The purpose of this policy is to establish how Lambton County Library (the Library) will determine its hours of operation for both library services and its facilities. POLICY Lambton County Library will follow, wherever possible and within available resources, the established guidelines set forth by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) when establishing hours of operation. When determining hours of operation, Lambton County Library will also examine data gathered from its Integrated Library System (ILS) and Statistics Canada, program participation statistics and feedback gathered from community needs analyses. Library hours of operation will respond to the needs of the community. As a result, libraries may be open at any time throughout the week, including evenings and weekends. Lambton County Library will review its hours of operation once per term of Council and will present any changes for consideration to Lambton County Council. RESPONSIBILITY The responsibility for the implementation of this policy lies with the Manager, Library Services. This authority may be delegated to staff members in the Libraries Department. Branch Hours of Operation Policy Page 1 of 3 Rev. January 2020 R05.01 Libraries Department Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 121 of 136 AGENDA ITEM #c) REGULATIONS 1.1. General Principles 1.1.1. Lambton County Library will undertake a community needs analysis every four years to gather community feedback concerning hours of operation. 1.1.2. A minimum of three months' notice will be provided to Library patrons and staff when library hours will be adjusted. 1.1.3. Lambton County Library will communicate the change in hours of operation to the lower-tier municipalities by direct correspondence. 1.1.4. Lambton County Library will communicate the change in hours of operation to the public through the local media and electronic communication tools. 1.1.5. Lambton County Library will determine the hours of opening using criteria established by ARUPLO. 1.1.6. In the event of provincial direction, municipal restructuring, or other unanticipated developments, Lambton County Library reserves the right to make changes to hours of operation in response to those developments. 1.2. Library Categorization and Criteria 1.2.1. Each Library will be categorized using the Guidelines set forth by ARUPLO and also informed by data including: annual circulation, hours of operation, checkout transactions, population served, number of active library cardholders, and program delivery hours. 1.2.2. Each Library's categorization will determine the number of weekly hours it will be open to serve the public. 1.2.3. The Library hours of operation will be determined by the following factors: 1.2.3.1. Circulation statistics; 1.2.3.2. Program attendance; 1.2.3.3. Public computer use; 1.2.3.4. Wi-fi users and visits; 1.2.3.5. Integrated Library System (ILS) transactions; 1.2.3.6. Time of day data for ILS transactions; 1.2.3.7. Number of libraries in the lower-tier municipality; 1.2.3.8. Distance to the next closest Lambton County Library location; 1.2.3.9. Population data from Statistics Canada; 1.2.3.10. Results from the most recent community needs analysis; 1.2.3.11. Number of active library card holders; 1.2.3.12. Hours of operation at neighbouring libraries within each lower-tier municipality. ASSOCIATED DOCUMENTS Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) Guidelines for Rural/Urban Public Library Systems Lambton County Library Branch Closure Policy Lambton County Library Data Collection Policy Branch Hours of Operation Policy Page 2 of 3 Rev. January 2020 R05.01 Libraries Department Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 122 of 136 AGENDA ITEM #c) Lambton County Library Planning Policy Ontario Public Libraries Act Ontario Public Library Guidelines Reorganization 2017 Summary POLICY HISTORY REVISION DATE PREPARED BY Manager, Library Revised January 1, 2020 Services Revised July 1, 2001 Chief Librarian Created July 20, 1994 Chief Librarian Branch Hours of Operation Policy Page 3 of 3 Rev. January 2020 R05.01 Libraries Department Report dated February 19, 2020 Regarding Hours of Operation - Lambton Co... Page 123 of 136 AGENDA ITEM #d) CULTURAL SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: MUSEUMS, GALLERY AND ARCHIVES PREPARED BY: Laurie Webb, Manager Andrew Meyer, General Manager REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 Collections Management and Donation Report, September SUBJECT: 1 to December 31, 2019 BACKGROUND The Manager, Museums, Gallery and Archives reviews donations to the Lambton Heritage Museum, the Oil Museum of Canada, the Judith & Norman Alix Art Gallery and the Lambton County Archives to ensure they align with the mandate of each facility and serve to enhance the respective collections of each site. As the governing body of the Museums, Gallery and Archives, Committee A.M. must review all artifact/art donations offered to these facilities and approve their acceptance into the permanent collection, after consideration of the recommendations of the Manager, Museums, Gallery & Archives. Included in this report are cash donations received at each location. The following donations cover the period from September 1 to December 31, 2019. DISCUSSION LAMBTON HERITAGE MUSEUM Items Recommended for Acceptance Life jacket from the S.S. Huronic from William Jeffrey, Sarnia. Mourning box from the Burley family from Debbie Page, Thedford. Projectile points, fossils, and celts from Euphemia Township, and four paintings by Emma Kerby from Brian Gawne, West Lorne. Framed collection of Indigenous projectile points owned by Joseph Brenner of the Colonial Hotel and three tavern permits (1911-1914) from Larry Mason, Grand Bend. Domino set and wooden sewing chest from Lorrie McIntyre, Toronto. Report dated February 19, 2020 Regarding Collections Management and Dona... Page 124 of 136 AGENDA ITEM #d) Collections Management & Donation Report (page 2) February 19, 2020 1920s flapper-style wedding dress of Claudia Thompson from Katharine Moody, Collingwood. Children's kimono from Shanghai from Pauline Hitsman, Grand Bend. Windsor chair, goblet, portrait of soldier, souvenir china (four pieces), merchant crock, lighthouse painting, and child's rocking camel from Ron Van Horne, Forest. Items Recommended for Refusal Assorted hand tools, saws; duplicates of item already in collection. Large weigh wagon used to weigh crops in the field; lacking local historical significance. Food Preservation instruction manual; outside mandate. Cattle yoke; duplicate of item already in collection. Book: Every-Day Cook-book and Encyclopedia of Practical Recipes, 1892; referred to Lambton County Archives. Printing press; lacking clear provenance and a duplicate of item already in collection. Quilt by wife of W.H. Taylor, MPP for McGillivray in 1890; outside mandate. Wooden wheelbarrow, two wedding dresses with pictures, baby dress and other baby items; duplicates of items already in collection. Alvinston newspaper, circa 1890s; referred to Lambton County Archives. Cradle rolls; referred to Lambton County Archives. Various textiles, meter sticks, pegs, cards, dining room chairs; duplicates of item already in collection. Shell gas station cup; outside mandate. Various issues of the London Free Press; referred to Lambton County Archives. Items Purchased Two John Goodison signs salvaged from a threshing machine. Antique oil painting by Bill Rumford. Stoneware merchant crock from N. Hall, Port Lambton. JUDITH AND NORMAN ALIX ART GALLERY Items Recommended for Acceptance Three paintings: Schooner Yacht Kestrel by William Armstrong, The Skeptic by Frederick James McNamara Evans, and East Coast, Seaforth, ON by William Nichol Cresswell from Ron Van Horne, Forest. Report dated February 19, 2020 Regarding Collections Management and Dona... Page 125 of 136 AGENDA ITEM #d) Collections Management & Donation Report (page 3) February 19, 2020 OIL MUSEUM OF CANADA Items Recommended for Acceptance Clothing owned by Clara Fairbank from Pat McGee, Oil Springs. Imperial Oil barrel from Paul Schieman, Corunna. Thank you letter and certificate from the Oil Museum of Canada, 1958 from Phil Morningstar, Oil Springs. Copy of a photograph of International driller George MacIntosh from Lorna Mays, Mississauga. Two Oil Springs school photographs from Margaret (Peggy) Melton, Petrolia. Items Recommended for Acceptance into Education Collection Chamber pot from Donna Barnes, Oil Springs. Items Recommended for Refusal Jardiniere pot; referred to Lambton Heritage Museum. LAMBTON COUNTY ARCHIVES Items Recommended for Acceptance Laureate Omicron Minutes between 1993 and 1994 from Betty Cole, Sarnia. Sarnia ferry dock postcard from Heather Ashe, Point Edward. 1915 January Session, County of Lambton Council Minutes, 1919 Highway Improvement Act from Brian Gawne, West Lorne. Fifteen land instruments regarding the Sheppard family transactions on Lot 16, Concession 7 Bosanquet Township from Alan Campbell, Sarnia. Twenty-four cabinet card images and one information card of the Duncan Family from Andy Nolan, London. One cabinet card photo of Annie Hage from Lisa Lawlis, Napanee. Over 400 photos regarding Alvinston and surrounding vicinity people and scenery from Ruth Leitch, Petrolia. Fifty cabinet card/tintype photos collected by donor's relatives. Includes one photo album containing warden photos from 1930s and 1940s from Diane Park, Inwood. Victory Cookbook, Year One Marshall Gowland Manor auxiliary notes, St. Andrews Sunday School greeting card, Sunoco emergency phone cap, Imperial Theatre booklet from Maxine Quinn, Sarnia. Two boxes of photographs, news clippings, promotional ads, meeting minutes, show pictures, show programs, awards, and crests for Century Club from Robert Jones, Sarnia. Report dated February 19, 2020 Regarding Collections Management and Dona... Page 126 of 136 AGENDA ITEM #d) Collections Management & Donation Report (page 4) February 19, 2020 Seventy-nine boxes including council minutes, disbanded committees, annexation material, park histories, pictures, Clearwater pictures and local history materials, and Sports Hall of Fame information from the City of Sarnia. One cabinet card family portrait and one 1950s LCCVI class photo from Rick Mackenzie, Petrolia. Ten Brigden Women's Institute minute books, one Brigden Tweedsmuir History scrapbook, miscellaneous documents and photos from the Brigden Women's Institute from Patricia Blackman, Oil Springs. Oil Springs booklet: Hard Oiler, Sketches in Crude Oil, Rivers of Oil, Dusters and Gushers, Petrolia Postcard, news article on Charlie Fairbank, Oil by Ed Gould, Petrolia Centennial books from Tom Dennison, St. Catherine's. Book: A Collection of Arkona Highlights: Celebrating 150 Years of Community from Judy McLellan, Parkhill. Helps Family Genealogy from Lambton Genealogical Society, Wyoming. Earthways publication 1996 to 2007 from Felicia Nicol, Brigden. Two photo albums of Bluewater Bridge construction (photos taken by Eileen Dunn) from Maureen Russell, Point Edward. Four scrapbooks and one file on Ralph Ferguson's life and career from Dolores Ferguson, Watford. Five books from Camden Agricultural Society, Two Dawn Township Historical Society calendars of Section Schools, Knox Presbyterian Church 1906 journal, meeting papers, pictures, closing church bulletin, history notes of Percival Sanderson from Sandy Sanderson, Dresden. Arkona United Church meeting minutes, photos, booklets, annual reports, histories, and society information from Glen Stott, Arkona. Collection of Marie Prevost movie ephemera from Rob Brooks, Mississauga. News clippings, funeral cards, family photos, old house photos, Carr/Armstrong family histories from Glen and Edna Annett, Petrolia. Rotary records for Alvinston, photos of Alvinston community from Ruth Leitch, Petrolia. Book: First Steps awarded to teacher Richard Graham of Plympton School in 1867, news article on Mandaumin Church, three undated S.S no.3 school photos from Edward Scott, Sarnia. Union Gas material including annual reports, calendars, books, land deeds dating back to the crown, presentations, badges, magazines, and the 1896 Alvinston voters list from Doug Jarvis, Oil Springs. Over 100 years of Lambton musical history including photos, programmes, and band histories, biographical information on international drillers from Norm Sutherland, Petrolia. Watford Council photos 1951 to 1997, Warwick Council photos 1950 to 2000, cemetery map and information for Watford, Watford High School photos, annexation and historical files from the Township of Warwick. Fourteen boxes of Betty-Lou Snetselaar research containing notes, meeting minutes, book information, photos, genealogy, and local history research primarily on Enniskillen Township from Gord Perry, Oil Springs. Report dated February 19, 2020 Regarding Collections Management and Dona... Page 127 of 136 AGENDA ITEM #d) Collections Management & Donation Report (page 5) February 19, 2020 Two books: Sarnia-Lambton Community Stories (Volume I and II) from Sheila Hewitt, Petrolia. Lambton Seniors Association material after dissolution. Includes 25th Anniversary plaque, awards, photo albums, recognition certificates, and newsletter discs from Janet Love, Sarnia. Register book for Lambton County 2nd Division Court, Watford from Jane Joris, Watford. Items Recommended for Refusal Seven local history books; duplicates of material already in the collection. 1878 Historical Atlas; poor condition, duplicate of material already in collection. Cash Donations LAMBTON HERITAGE MUSEUM Individual Donations: $344.00 Corporate Donations: $50.00 OIL MUSEUM OF CANADA Individual Donations: $692.19 Corporate Donations: $3,750.00 Robert Cochrane Memorial Fund: $4,000.00 LAMBTON COUNTY ARCHIVES Used Books: $490.65 Donation Box: $190.70 Specified Donations: $1,150.00 JUDITH & NORMAN ALIX ART GALLERY General Donations: $5,410.00 Member Donations: $3,430.00 Donation Box: $2,440.00 FINANCIAL IMPLICATIONS Artifact purchases are funded through a collections acquisition reserve. Report dated February 19, 2020 Regarding Collections Management and Dona... Page 128 of 136 AGENDA ITEM #d) Collections Management & Donation Report (page 6) February 19, 2020 CONSULTATIONS None. STRATEGIC PLAN The ongoing collection and preservation of local heritage artifacts and Canadian art supports the County of Lambton's Strategic Plan’s Principles and Values of a Healthy Community by "providing a host of cultural and lifestyle services while understanding and respecting the environment." CONCLUSION The continued support of collections development, demonstrated through the generous donations received as well as the financial support, illustrates the relevance of the Museums, Gallery and Archives and their services to the community. RECOMMENDATION That Lambton County Council accept the Collections Management and Donation Report, September 1 to December 31, 2019 and letters of appreciation be sent in accordance with the County’s Recognition Policy. Report dated February 19, 2020 Regarding Collections Management and Dona... Page 129 of 136 AGENDA ITEM #e) 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 REVIEWED BY: Stéphane Thiffeault, Deputy Chief Administrative Officer MEETING DATE: February 19, 2020 SUBJECT: Canatara Park Log Cabin - Relocation Proposal BACKGROUND The City of Sarnia owns a historic log cabin structure located within Canatara Park (1000 Lake Chipican Drive in the City of Sarnia). The cabin has served as one of the many park amenities enjoyed by the public since being relocated to the site in 1971; currently it sits just outside of the Children's Animal Farm. Over the past several years, the City of Sarnia has worked in collaboration with community partners to investigate the possible restoration or replication of the cabin to facilitate public programming at the park. At its meeting of January 20, 2020, City of Sarnia Council approved an agreement to have the existing log cabin and its supporting infrastructure replicated with a new cabin, constructed by the Seaway Kiwanis Club of Sarnia, on behalf of the City. As a result of this decision, The City of Sarnia has informed the County it has a mandate to remove the existing original cabin from the park, as it is surplus to the needs of the City. Due to the historical value of the log cabin as one of the oldest structures located in Lambton County, the Cultural Services Division approached City of Sarnia staff to discuss the possibility of relocating the original log cabin to the Lambton Heritage Museum (LHM) to ensure its long-term preservation. As Council is aware, the LHM site already features a collection of heritage structures that have been relocated from across Lambton County over the past forty years. These structures include the Tudhop Home (1857, formerly of Bosanquet Township), Cameron Presbyterian Church (1867, formerly of Euphemia Township), the Springvale Beef-Ring Slaughterhouse (formerly of Bosanquet Township), Ravenswood Blacksmith Shop (formerly of Bosanquet Township), and the Rokeby School House (1899, formerly of Brooke Township). There is currently no log cabin structures located at LHM, and the 1830s Canatara Park log cabin would serve to address an era not currently represented at the Museum site. Report dated February 19, 2020 Regarding Canatara Log Cabin - Relocation... Page 130 of 136 AGENDA ITEM #e) Canatara Park Log Cabin - Relocation Proposal (page 2) February 19, 2020 DISCUSSION History of the Canatara Park Log Cabin For historical context, the log cabin was originally constructed in Goderich in the 1830s, where it was used as a residence for over a century. In the 1930s, the cabin was disassembled, the logs numbered and then floated down Lake Huron to its first Sarnia location at 1572 Lakeshore Road, on land owned by Maud Hanna (who donated a separate parcel of land that would become Canatara Park) and her daughter and son-in- law, Margaret and Harry Spaulding. A number of structures and additions were made to the log cabin once it was reassembled in Sarnia, where it was used as a private summer residence. The Spaulding family indicates that many notable visitors spent time in the cabin while in this location, including Sir Frederick Banting, the Nobel laureate who co-discovered insulin. The log cabin was used as a summer residence by Margaret Spaulding and her extended family until it was eventually sold to the family of Sarnia contractor, developer, and City Councillor Lorne Hay around 1970. In the early 1970s, rising lake waters and subsequent storm erosion left the log cabin in a precarious position, and the structure was at risk of tumbling into the lake. To save the log cabin, the Hay family decided to donate it to the City of Sarnia and have it relocated to Canatara Park with the financial support of the Seaway Kiwanis Club in May 1971. The cabin was donated to the City in memory of Lorne Hay for the use and enjoyment of the public. For decades following, the cabin became the focal point for Christmas and Easter activities in Canatara Park. In 1989, City of Sarnia Council passed a By-Law (9791) designating the site where the cabin is located in Canatara Park as being one of “Historic or Architectural Value or Interest” under the Ontario Heritage Act. In 2019, the City amended this By-Law to facilitate the restoration and/or replication of the log cabin, with the intent of salvaging and maintaining as much original material as is possible, to maintain the heritage value and interest of the property. As part of this amendment, the heritage designation was also clarified to confirm its design value as representative of an early example of a style, with specific note of the cabin's cedar shingles and square log construction. As noted above, in early 2020 the City of Sarnia Council approved an agreement with the Seaway Kiwanis Club to construct a new replica cabin in Canatara Park, presenting the opportunity to transfer ownership of the cabin to the County of Lambton and relocate it to the LHM site. The Seaway Kiwanis Club intends to move forward with the construction of the new cabin in September 2020, setting the timeline for removal of the original log cabin. Logistics and Costs Associated with the Relocation of the Log Cabin To investigate this relocation further, Cultural Services Division staff consulted with the log cabin restoration advocacy group to ensure their support for the relocation and to better Report dated February 19, 2020 Regarding Canatara Log Cabin - Relocation... Page 131 of 136 AGENDA ITEM #e) Canatara Park Log Cabin - Relocation Proposal (page 3) February 19, 2020 understand the logistics involved, based on the research they had undertaken. In 2018, the restoration advocacy group obtained a quotation from a log cabin builder for the restoration of the 18' x 26' log cabin at the existing site, including options for restoration in place ($69,100) or disassembly, reassembly and restoration in place ($85,000). The option to relocate and restore the cabin was not considered as part of this initial proposal. As such, a subsequent proposal was recently pursued by the County of Lambton with a heritage restoration contractor to outline the anticipated costs associated with only the dismantling, cataloguing and transportation of the cabin to LHM (estimated at $28,000). Once at the site, it is anticipated that the reassembly and full restoration of the cabin will require an estimated $80,000, to be funded through a multi-year capital campaign with the fundraising support of the log cabin restoration advocacy group. Once at the LHM site, the cabin would be incorporated into the restoration plans for the other historic structures located at the museum. The potential exists to partner with the heritage restoration contractor to develop a field school at the museum where traditional skills in heritage restoration can be taught to students. This opportunity would significantly reduce the cost of labour and limit the restoration costs to expenses related to materials only. To enable the relocation to move forward, staff at the City of Sarnia has confirmed that the cabin is a surplus asset, and there are no commitments to the original owners or to service organizations that prevent its removal from the Canatara Park site. The City has also confirmed that the relocation of the cabin will not violate any current heritage designations on the structure, and the existing heritage designation will be addressed by the City. FINANCIAL IMPLICATIONS The immediate financial implications related to the dismantling, cataloguing and relocation of the cabin are estimated at $28,000. The contractor has indicated if the integrity of the existing structure is deemed to be adequate, the cabin, which rests on steel girders, could be properly banded and relocated intact by an oversize freight transport company without dismantling at a reduced cost of approximately $12,000. The cabin was moved in this manner in 1971. Staff at the City of Sarnia have confirmed a commitment of $10,000 previously set aside for the demolition of the cabin which can be made available to support the cost of the relocation. This leaves a remaining balance of $2,000 to $18,000, depending on the approach to relocation, which will be acquired through fundraising by the City of Sarnia and the restoration advocacy group to ensure there is no budgetary impact for the relocation of the log cabin. Once relocated, the cost to reassemble and restore the cabin would be supported through fundraising efforts in collaboration with community partners. Further, there are opportunities to mitigate costs associated with establishing a new foundation for the cabin at LHM as part of planned parking lot and site improvements scheduled to take place this summer. Report dated February 19, 2020 Regarding Canatara Log Cabin - Relocation... Page 132 of 136 AGENDA ITEM #e) Canatara Park Log Cabin - Relocation Proposal (page 4) February 19, 2020 CONSULTATIONS Cultural Services Division staff consulted with staff at the City of Sarnia, including Sutheat Tim, City Solicitor /Director of Legal and Clerk Services, and Max Williams, Planner / Secretary and Staff liaison for the Sarnia Heritage Committee. County staff also engaged with the log cabin restoration advocacy group (including representatives from the families that previously held ownership of the cabin) to ensure their support for the relocation of the structure. The CAO and the General Manager, Corporate Services / Deputy CAO were also consulted in the formation of this report. STRATEGIC PLAN Lambton Heritage Museum provides services that contribute to Lambton's goal of being a learning community. With respect to the Corporate Strategic Plan, the proposal to relocate the Canatara Park log cabin facilitates leisure opportunities to Lambton's residents, and allows for responsive and efficient services and collaborative efforts with our municipal and community partners. This project also specifically addresses priorities identified in Building A Creative Economy: A Cultural Plan for Lambton County (2011) related to heritage preservation, and Goal One in the Lambton County Museums' 2014-2018 Strategic Plan to provide outstanding facilities, exhibits and interpretation, specifically Item 1.2 "Implement a schedule of dynamic, changing exhibits that focus on local stories". The ongoing collection and preservation of local heritage artifacts supports the County of Lambton Strategic Plan’s Principles and Values of a Healthy Community by "providing a host of cultural and lifestyle services while understanding and respecting the environment." CONCLUSION With recent developments in Canatara Park, staff at the City of Sarnia have a mandate to remove and relocate an early 19th Century log cabin to ensure its long-term preservation. This structure, possibly the oldest residential building in Lambton County, could serve to enhance the existing inventory of historic structures located at the Lambton Heritage Museum, and provide opportunities for future heritage restoration programming at the site. RECOMMENDATION That Lambton County Council endorse the proposal to relocate the historic log cabin at Canatara Park to Lambton Heritage Museum site, and that this relocation be subject to a satisfactory agreement between the City of Sarnia and the County of Lambton regarding the transfer of ownership, and conditional upon the City of Sarnia covering all costs associated with relocating the cabin. Report dated February 19, 2020 Regarding Canatara Log Cabin - Relocation... Page 133 of 136 AGENDA ITEM #a) FINANCE, FACILITIES AND COURT SERVICES DIVISION REPORT TO: CHAIR AND COMMITTEE MEMBERS DEPARTMENT: FINANCE, FACILITIES AND COURT SERVICES DIVISION Larry Palarchio, CPA, CMA, General Manager PREPARED BY: Stéphane Thiffeault, General Manager, Corporate Services REVIEWED BY: Ronald G. Van Horne, Chief Administrative Officer MEETING DATE: February 19, 2020 INFORMATION ITEM: Future Capital Needs/Provincial Downloading Pressures BACKGROUND The Corporation of the County of Lambton (the "County") owns, operates, maintains, repairs and, from time to time, replaces various capital assets including, roads, bridges, culverts, information systems/technology, and buildings and lands, to name but a few, so that it can deliver its multitude of programs and services to the public. It also invests in new capital assets from time to time for the same purposes. Much of the subject matter of this report will be addressed in detail, in the County's next Asset Management Plan. That plan will be provided to Council in the next 12-18 months. However, in light of the significant grant requests currently before Council staff believe it prudent to provide Council with a reminder of the expenditures and investments that the County will incur for its own future Tangible Capital Assets and anticipated investments. Staff believe that these future financial needs ought to be kept in mind as Council contemplates and considers significant grant requests that will, themselves, if granted, add to the County's mid-to-long term financial pressures. DISCUSSION As noted above, the County has a significant number of assets including real property and related assets in its portfolio that will require additional capital contributions and investments in the mid-to-long term future. By way of example only, these include: Social Housing Rental Units: The County is currently in the fourth (4th) year of a 10-year capital rehabilitation plan. In six (6) years, that plan will need to be updated and refreshed. Further investments will be required to maintain the County's portfolio of rental units. Information Report dated February 19, 2020 Regarding Future Capital Need... Page 134 of 136 AGENDA ITEM #a) Future Capital Needs (page 2) February 19, 2020 Long-Term Care Homes: The County's three (3) Long-Term Care Homes will require significant maintenance, repair, and investments in the short-term. A further report from the Long-Term Care Division will be presented to Council once that capital sustainability plan is finalized. That report will address building conditions and capital investments required to repair the Division's real property assets in the very near future. County Road Network: In addition to the targeted renewal of thirty (30) kilometres of roadway each year, an increased number of bridge and culvert structures are scheduled for significant repair or replacement works over the next five (5) years, as identified in the Capital Roads Construction Program reported annually. Beyond these renewal projects, improvements to intersections and hard surfacing the last of the County's gravel roadways will be required. General Infrastructure: The County will need to continue, if not increase, its amortization reserves to maintain its current assets such as bridges, roads, facilities, depots, fleet vehicles, and equipment. New Facility: Provided that an agreement is soon reached on this matter, the County may wish to acquire this facility and if so, that decision will demand that funds to be put aside starting as early as 2021 for the eventual purchase of the facility. In short, the inspection, maintenance, repair, replacement and anticipated investments in the aforementioned assets will require significant capital investments. That alone will place additional pressure on the County's budget in the upcoming years. In addition to the County's own capital requirements, the County continues to face additional financial pressures as a result of provincial downloading. By way of example: Children's Services: administration costs for children's services were formerly funded 100% by the Province. They will now be shared 50:50. This will continue to place pressures on the local levy budget. Public Health: as Council knows, municipalities are being asked to shoulder a greater share of the costs required to deliver programs. This will also place additional financial pressures on the local levy budget. Public Works: Although the province announced the Ontario Community Infrastructure Funding (OCIF) contributions to municipalities for 2020, funding commitments under this program are subject to year-to-year review. There is a risk that OCIF funding could be discontinued. Elimination of OCIF would, naturally, result in additional pressure on the local tax levy. Information Report dated February 19, 2020 Regarding Future Capital Need... Page 135 of 136 AGENDA ITEM #a) Future Capital Needs (page 3) February 19, 2020 The financial consequences of provincial downloading are projected to continue to have an impact on the local budget at least for the short-to-mid-term future. These will be continuing, ongoing expenses that the local tax levy will have to bear. They will not be one-time expenses. Suffice it to say that the County's own future capital requirements and projected investments, coupled with the consequences of provincial downloading, will on their own necessitate additional levy requirements in the future. These realities are relevant, in staff's opinion, to Council's deliberations over the significant grant requests currently before Council. Decisions made today will compound future financial pressures tomorrow. FINANCIAL IMPLICATIONS The County faces significant capital requirements as well as financial downloads now and in the future. It is currently conservatively estimated that the County's own capital project needs in the short to mid-term future will necessitate another $2,800,000.00 to $6,000,000.00 per annum from the local tax base. These costs and reserve pressures will result in significant tax levy increases presently estimated within the 3.5% to 7.5% per annum. The County will face significant projects in the short to mid-term future and difficult priorities will need to be set so as to avoid, or, in the alternative, gradually spread over time, to the extent possible, increases in the local tax levy. Additional grant commitments will serve to exacerbate these financial pressures and challenges. CONSULTATIONS The Chief Administrative Officer and all General Managers were consulted on the subject matter of this report. 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: Developing policies and practices that bolster and safeguard municipal infrastructure. CONCLUSION See above. Information Report dated February 19, 2020 Regarding Future Capital Need... Page 136 of 136“ _._. .:._mwm_uowmmm mmmo_.