AGENDA MATERIAL

COMMITTEE OF THE WHOLE

MEETING DATE: MONDAY, NOVEMBER 4, 2019

LOCATION: S. H. BLAKE MEMORIAL AUDITORIUM (Council Chambers)

TIME: 6:30 PM MEETING: Committee of the Whole

DATE: Monday, November 4, 2019 Reference No. COW - 47/50

CLOSED SESSION in the McNaughton Room at 4:30 p.m.

Committee of the Whole - Closed Session Chair: Councillor T. Giertuga

Closed Session Agenda Items

Closed Session Agenda Items for November 4, 2019 will be distributed separately.

OPEN SESSION in S.H. Blake Memorial Auditorium at 6:30 p.m.

Committee of the Whole - Operations Session Chair: Councillor B. McKinnon

DISCLOSURES OF INTEREST

CONFIRMATION OF AGENDA

Confirmation of Agenda - November 4, 2019 - Committee of the Whole (Page 6)

With respect to the November 4, 2019 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

PRESENTATIONS

2019 Mayor's Community Safety Awards

Memorandum from Ms. K. Lewis, Director - Corporate Strategic Services, dated August 9, 2019 requesting that the annual Mayor's Community Safety Awards be presented at the November 4, 2019 Committee of the Whole meeting. (Pages 7-8)

Committee of the Whole - November 4, 2019 1 of 115 50th Anniversary Celebration Update

Memorandum from Ms. C. Olsen, Acting Director - Corporate Strategic Services, dated October 24, 2019 requesting to provide a presentation relative to the City of Thunder Bay's 50th Anniversary of Amalgamation. (Pages 9-10)

DEPUTATIONS

Potential Sale of Surplus Property

Correspondence from Mr. B. Valente, Mr. L. Valente and Dr. T. Valente, dated October 8, 2019 requesting to provide a deputation relative to the potential sale of surplus property. (Page 12)

Correspondence from Mr. K. Ramsdale, dated October 10, 2019 requesting to provide a deputation relative to the potential sale of surplus property. (Pages 13-14)

REPORTS OF COMMITTEES

EarthCare Advisory Committee Minutes

Minutes of Meetings No. 05-2019 and No. 06-2019 of the EarthCare Advisory Committee held on June 4, 2019 and September 10, 2019, for information. (Pages 15-26)

Parking Authority Board Minutes

Minutes of Meetings No. 06-2019, No. 07-2019 and No. 08-2019 of the Parking Authority Board held on June 11, 2019, July 9, 2019 and August 13, 2019, respectively, for information. (Pages 27- 35)

REPORTS OF MUNICIPAL OFFICERS

Climate Adaptation Update

Report No. R 154/2019 (Infrastructure & Operations) providing an update on the implementation of the City of Thunder Bay Climate Adaptation Strategy: Climate-Ready City, for information. (Pages 36-42)

Memorandum from Mr. J. Porter, Climate Adaptation Coordinator dated October 23, 2019 requesting to provide a presentation relative to the above noted. (Page 43)

Committee of the Whole - November 4, 2019 2 of 115 Page 2 of 5

Contract 12, 2019 - Solid Waste and Recycling Facility-Phase II Leachate Collection System Extension

Report No. R 149/2019 (Infrastructure & Operations - Engineering & Operations) recommending the award of Contract 12, 2019-Solid Waste and Recycling Facility-Phase II Leachate Collection System Extension to Nadin Contracting. (Pages 44-46)

With respect to Report No. R 149/2019 (Infrastructure & Operations – Engineering & Operations), we recommend that Contract 12, 2019 for Solid Waste and Recycling Facility - Phase II Leachate Collection System Extension be awarded to Nadin Contracting, which submitted the lowest tender in the amount of $1,000,263.01 (inclusive of HST); it being noted that the amount shown is based on estimated quantities; final payment for this Contract will be based on measured quantities for the complete work;

AND THAT the General Manager of Infrastructure and Operations report significant variations in the Contract quantities to City Council;

AND THAT the Mayor and Clerk be authorized to sign all documentation related to this matter;

AND THAT any necessary By-laws be presented to City Council for ratification.

Sports Field User Fees

At the August 26, 2019 City Council meeting, prior to ratification of the August 12, 2019 Committee of the Whole minutes, Report R 128/2019, relative to the above noted, was referred back to Administration for further consultation with community centres.

Report No. R 162/2019 (Infrastructure & Operations - Engineering & Operations) recommending that Administration implement sport field user fees. (Pages 47-50)

With respect to Report No. R 162/2019 (Infrastructure and Operations – Engineering & Operations), we recommend that Administration implement sport field user fees as outlined in this report;

AND THAT sport field fees as outlined be included in the 2020 Proposed Operation Budget and included in the list of fees presented in the User Fee By-law;

AND THAT any by-laws necessary be presented for ratification;

AND THAT the Mayor and Clerk be authorized to execute all necessary documentation.

Committee of the Whole - November 4, 2019 3 of 115 Page 3 of 5

Terms of Reference - Clean, Green and Beautiful Committee

Report No. R 159/2019 (City Manager's Office - Corporate Strategic Services) recommending that the Terms of Reference for the Clean, Green and Beautiful Committee, as appended to this Report as Attachment A, be approved. (Pages 51-59)

With respect to Report No. R 159/2019 (City Manager’s Office – Corporate Strategic Services), we recommend that the Terms of Reference for the Clean, Green and Beautiful Committee, as appended to this Report as Attachment A, be approved;

AND THAT any necessary by-laws be presented to City Council for ratification.

PETITIONS AND COMMUNICATIONS

Rainbow Crosswalk Cost Information

At the August 12, 2019 Committee of the Whole meeting, Thunder Pride Association provided a deputation relative to 2019 pride events, growth of the organization and gender neutrality. A resolution was passed directing Administration to report back on the potential installation and associated costs of a rainbow pedestrian crosswalk on or before November 30, 2019.

Memorandum from Ms. K. Dixon, Director - Engineering & Operations dated October 23, 2019 relative to the above noted, for information. (Pages 60-62)

Correspondence from J. Veltri, Thunder Pride Association, dated October 18, 2019 requesting to provide a deputation relative to the above noted. (Page 63)

Municipal Invasive Plant Strategy

At the May 6, 2019 Committee of the Whole meeting, EcoSuperior provided a deputation relative to invasive plants in the area and development of a Municipal Invasive Plant Strategy. A resolution was passed directing Administration to report back on this matter, as well as the financial impact of a Municipal Invasive Plant Strategy.

Memorandum from Mr. C. Halvorsen, Manager - Parks & Open Spaces dated October 24, 2019 relative to the above noted, for information. (Pages 64-66)

OPEN SESSION in the S.H. Blake Memorial Auditorium

Committee of the Whole - Community Services Session Chair: Councillor S. Ch'ng

Committee of the Whole - November 4, 2019 4 of 115 Page 4 of 5

REPORTS OF COMMITTEES

Multi-Use Indoor Sports Facility Committee Minutes

Minutes of Meetings No. 3-2019 and No. 4-2019 of the Multi-Use Indoor Sports Facility Committee held on September 18, 2019 and October 2, 2019, respectively, for information. (Pages 67-74)

The District of Thunder Bay Social Services Administration Board Minutes

Minutes of Meetings No. 14/2019 and No. 15/2019 (Closed) of The District of Thunder Bay Social Services Administration Board held on July 18, 2019, and minutes of Meetings No. 16/2019 and No. 17/2019 (Closed) held on September 26, 2019, for information. (Pages 75-98)

Thunder Bay District Health Unit - Board of Health Minutes

Minutes of Thunder Bay District Health Unit - Board of Health Meetings, held on June 19, 2019 and September 18, 2019 for information. (Pages 99-113)

PETITIONS AND COMMUNICATIONS

Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation – Nomination of Courthouse Hotel

Memorandum from Mr. M. Szybalski, Corporate Records Manager – Archivist, dated October 25, 2019 containing a motion relative to the above noted. (Pages 114-115)

With respect to the memorandum from Mr. M. Szybalski, Corporate Records Manager – Archivist, dated October 25, 2019 we recommend that the Courthouse Hotel be nominated for the Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation recognizing the project for its contribution to cultural heritage through adaptive reuse of a heritage building.

NEW BUSINESS

ADJOURNMENT

Committee of the Whole - November 4, 2019 5 of 115 Page 5 of 5

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Confirmation of Agenda

SUMMARY

Confirmation of Agenda - November 4, 2019 - Committee of the Whole

RECOMMENDATION

With respect to the November 4, 2019 Committee of the Whole meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

Committee of the Whole - November 4, 2019 6 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT 2019 Mayor's Community Safety Awards

SUMMARY

Memorandum from Ms. K. Lewis, Director - Corporate Strategic Services, dated August 9, 2019 requesting that the annual Mayor's Community Safety Awards be presented at the November 4, 2019 Committee of the Whole meeting.

ATTACHMENTS

1 K Lewis memo Aug 9 2019

Committee of the Whole - November 4, 2019 7 of 115

MEMORANDUM

TO: Krista Power, City Clerk

FROM: Karen Lewis, Director – Corporate Strategic Services DATE: August 9, 2019

RE: 2019 Mayor’s Community Safety Awards

Please be advised that the annual Mayor’s Community Safety Awards will be presented at the beginning of the Committee of the Whole meeting on Monday, November 4, 2019, at 6:30 p.m. in the S.H. Blake Memorial Auditorium.

These awards, presented by Thunder Bay Crime Prevention Council, are given in recognition of the individuals and groups making significant contributions to safety and well-being in Thunder Bay.

Mayor Bill Mauro, accompanied by sponsors, will present the awards. Short video clips and a program will highlight the contributions of each award recipient. As well, we will distribute a media release and post the videos to the website at thunderbay.ca/crimeprevention.

The Awards to be presented that evening are:

One Community Hero Award

One Young Leader Award

Up to four Outstanding Community Project Awards

Copy to: Lee-Ann Chevrette, Coordinator – Thunder Bay Crime Prevention Council Rebecca Eras, Communications Officer, Corporate Strategic Services

Committee of the Whole - November 4, 2019 8 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT 50th Anniversary Celebration Update

SUMMARY

Memorandum from Ms. C. Olsen, Acting Director - Corporate Strategic Services, dated October 24, 2019 requesting to provide a presentation relative to the City of Thunder Bay's 50th Anniversary of Amalgamation.

ATTACHMENTS

1 C Olsen memo dated Oct 24 2019

Committee of the Whole - November 4, 2019 9 of 115 Corporate Strategic Services Corporate Communications / Strategic Initiatives / Tourism Thunder Bay 500 Donald Street East Thunder Bay, ON P7E 5V3 Memorandum (807) 625-3859

TO: Dana Earle, Deputy City Clerk

FROM: Cynthia Olsen, Acting Director – Corporate Strategic Services

DATE: October 24, 2019

SUBJECT: 50th Anniversary Celebration Update November 4, 2019 – COW Meeting

We request the opportunity at the November 4, 2019, Committee of the Whole meeting to present an update relative to the 50th Anniversary Celebration Steering Committee and 2020 activities planned for the City of Thunder Bay’s 50th Anniversary of Amalgamation.

The presentation will be made by the following members of Administration:

• Cynthia Olsen, Acting Director - Corporate Strategic Services • Krista Power, City Clerk

Committee of the Whole - November 4, 2019 10 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Potential Sale of Surplus Property

SUMMARY

Correspondence from Mr. B. Valente, Mr. L. Valente and Dr. T. Valente, dated October 8, 2019 requesting to provide a deputation relative to the potential sale of surplus property.

Correspondence from Mr. K. Ramsdale, dated October 10, 2019 requesting to provide a deputation relative to the potential sale of surplus property.

ATTACHMENTS

1 Valente correspondence Oct 8 2019 2 Ramsdale correspondence Oct 10 2019

Committee of the Whole - November 4, 2019 11 of 115 Oct 8, 2019.

Names of those requesting Deputation and potential presenters: Mr. Bru~o Valente (owner), 433 Selkirk St S. 807-627-0482, [email protected] Mr. Louie Valente(spokesperson), 380 Hebert St.807-627-5726,[email protected] Dr. Tony Valente(communlcator by proxy), 431 Selkirk St S. Apt#1. 807-633-1771. Date requesting Deputation: Oct 21, 2019. Dear City Clerk,

The subject matter for Deputation is the request to purchase a portion of the back-lane situated between land already owned by sole proprietor of the Murphy Mansion, Mr. Bruno Valente. Location is back-lane between McGregor St. and Isabella St. We have pursued this complying with City profucols through the City of Thunder Bay Reality Services Division - Lisa Zawadzki has duly overseen this process.

The process involved application for lane closure and Its associated fees. To summarize briefly we have numerous reasons heavily supporting safety concerns - most of which are tled to thoroughfare connecting Vickers park indirectly to Mansion property, and to a lesser extent the thoroughfare from the nearby high school, and other delinquent public activities in general. There are documented crime statistics available regarding crime in Vickers park available to the public which are to be provided by the Thunder Bay Police (pending). Neighbourhood objections to lane purchase has resulted in administration NOT supporting our proposal. Neighbourhood objection is heavily based on the single argument: 1. Neighbours enjoy the convenience of walking access to Vickers park via the lane that intimately separates our property.

The deputation will outline offences and damages we have incurred, including, but not limited to: 1. Vandalism, 2. Graffiti, 3. Property damage, 4. Trespassing, 5. Theft, 6. Violence/altercations, 7. Alcohol abuse, 8. Drug abuse and associated contaminated paraphernalia, 9. Sanitation concerns (dog excrement), 1o. Motor violations/speeding, 11. Loss of privacy, 12. Lane maintenance.

The outcome we seek is for council to examine the evidence and arguments for-and-against lane purchase. The action we are hoping is for Council to evaluate this situation and do the right thing - allow lane purchase to proceed for the eventual purpose of lane closure, for the reasons outlined above. The efforts we have made to achieve desired outcome with Administration are: collegial communication in the spirit of abiding by process to serve the greater good; the offer of open communication with objectors to outline our sincere and transparent intents.

The Murphy Home is a symbol of beauty in Thunder Bay. Let's keep it that way. This is a debate of Convenience vs Safety. We hope you give us the opportunity to discuss our case and appreciate your efforts in helping us navigate this process.

Thank you,

Bruno Valente (owner), Louie Valente (spokesper Proxy)

Committee of the Whole - November 4, 2019 12 of 115 Scanned with CamScanner Hello,

Please note the following response to Speak to City Council has been submitted at Thursday October 10th 2019 12:28 PM with reference number 2019-10-10-007.

 Please state what agenda item you would like to speak about: Surplus & Sale of the South Portion of Lane Between Isabella St. East & McGregor Ave. - Part of Lane Plan W-697 - 108 ft x 15 ft

 What are you requesting from Council? other:

 If other: Deputation request to contest the designating of the above described portion of lane adjacent to 431 South Selkirk Ave. and 1715 East Isabella St. ( Lot 415 of Plan W697) as surplus to the City's and community's requirements.

 Have you already been in contact with City Administration in regards to the subject matter of your deputation request? Yes

 If yes, what was the outcome? To fill out this Request to Speak to Council and submit. Also, any presentation material for council members should be submitted by October 23rd in electronic form (.doc / .pdf)

 Please select the date of the meeting: Committee of the Whole - Monday, November 4th

 First name: KEITH

 Last name: RAMSDALE

 Email: [email protected]

 Phone: (807) 624-8023

Committee of the Whole - November 4, 2019 13 of 115  Organization you represent: (optional) Concerned Citizens of Vickers Park Area including those encompassed by Plan W-687.

 Please note the names of the presenters that will be attending with you: To be determined, following a community meeting planned for Tuesday October 22, 2019.

Committee of the Whole - November 4, 2019 14 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT EarthCare Advisory Committee Minutes

SUMMARY

Minutes of Meetings No. 05-2019 and No. 06-2019 of the EarthCare Advisory Committee held on June 4, 2019 and September 10, 2019, for information.

ATTACHMENTS

1 EAC June 4 2019 minutes 2 EAC Sept 10 2019 minutes

Committee of the Whole - November 4, 2019 15 of 115 MEETING: EARTHCARE ADVISORY COMMITTEE (EAC) PAGE 1 OF 6

DATE: June 4, 2019 MEETING NO.: 05-2019

TIME: 4:03 P.M.

PLACE: CEDC Boardroom, Suite 201, 34 Cumberland St. N.

CHAIR: Councillor A. Foulds

PRESENT: OFFICIALS: Councillor A. Foulds Ms. A. Coomes, Sustainability Coordinator Ms. M. Wanlin Mr. J. Porter, Climate Adaptation Coordinator Ms. S. Stiles Ms. M. Warywoda, Director – Environment Division Ms. J. Todd Ms. L. Grace, Administrative Assistant – Environment Division

1.0 WELCOME & DISCLOSURES OF INTEREST

The Chair, Councillor A. Foulds, called the meeting to order at 4:03 p.m. Due to lack of quorum, the meeting continued as an Information Session.

At 4:15 p.m., quorum was established. Councillor A. Foulds called for disclosures of interest. None were noted.

2.0 AGENDA APPROVAL

MOVED BY: Ms. J. Todd SECONDED BY: Mr. M. Wanlin

THAT the agenda for Meeting No. 05-2019 of the EarthCare Advisory Committee, held on June 4, 2019, including any additional information and new business, be confirmed.

CARRIED

3.0 MINUTES OF PREVIOUS MEETING

The Minutes of Meeting No. 04-2019 of the EarthCare Advisory Committee, held on May 7, 2019, to be confirmed.

MOVED BY: Ms. M. Wanlin SECONDED BY: Ms. S. Stiles

Committee of the Whole - November 4, 2019 16 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 2 OF 6

THAT the Minutes of Meeting No. 04-2019 of the EarthCare Advisory Committee, held on May 7, 2019, be confirmed.

CARRIED

4.0 BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Strategic Plan

The Committee discussed the content of a letter to be sent to the Strategic Plan on June 4, 2019.

MOVED BY: Ms. J. Todd SECONDED BY: Ms. S. Stiles

THAT a letter be sent to Corporate Strategic Services with recommendations from the EarthCare Advisory Committee for the Strategic Plan that follow the Sustainability Plan and Climate Adaptation Strategy.

CARRIED

4.2 Transportation Master Plan

A letter to Ms. K. Dixon, TMP Consultants and Thunder Bay City Council from Mr. K Shields, Citizen Cycling Advocate, was handed out separately at the meeting.

The Committee discussed the content of a letter to be sent to City Council with recommendations regarding the Transportation Master Plan.

MOVED BY: Ms. M. Wanlin SECONDED BY: Ms. S. Stiles

THAT a letter be sent to City Council that encourages the support of Transportation Master Plan actions that follow recommendations from the Sustainability Plan and Climate Adaptation Strategy.

CARRIED

5.0 SUSTAINABILITY REPORT

Ms. A. Coomes, Sustainability Coordinator, provided the following update relative to the 2019 GreenPrint, based on the Sustainability Plan.

Support Ongoing GHG Reductions

Committee of the Whole - November 4, 2019 17 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 3 OF 6

 The first meeting for the Community Energy Plan stakeholder working group was held on May 14. This group gave input into the RFP process and will meet again once the consultant has been hired for a kickoff event.  The Corporate Energy Management Plan for the next five years was adopted by City Council on June 3.  City Council approved the acceptance of funds for the Community Energy Plan at the June 3 Council Meeting.  The City of Thunder Bay is actively recruiting for the Mobility Coordinator Position.

Continue to Champion the Climate Adaptation Strategy

 Support investments in infrastructure that support the community to better prepare for, respond to and recover from potential impacts of climate change.

 Infrastructure Canada announced that we were successful in the application to the National Disaster Mitigation and Adaptation Fund for a Community Flood Mitigation Project to significantly upgrade the stormwater system throughout Thunder Bay. The project’s total cost is $33.13 Million with the Federal share of the cost being $13.249 Million.

 RPWCO Climate Change Subcommittee – workshop to determine scope to develop a framework for the risk-based approach and produce a guidance document to implement the risk-based approach. Guest speakers included representatives from: Ontario Climate Consortium, Ramboll USA, Infrastructure Canada, Toronto Region Conservation Authority, and Emergency Management – City of Mississauga.

Community Education and Engagement

 EarthCare Annual Report went to Council on June 3. This consisted of achievements within the Corporation as well as the community on sustainability for 2018.  Arbor Day was held at Dalhousie Parkette – Saturday, May 25, 10 am – 12 pm; over 20 volunteers came out to help plant trees.  Public Works Day at Mountdale Public Works Yard was a success with over 900 visitors. EarthCare engaged children with the EarthCare plinko game.  Commuter Challenge Launch at City Hall – Friday, May 31, 2 pm – great turnout. Guest speakers included Thunder Bay Regional Health Sciences Centre CEO Jean Bartkowiak, Thunder Bay District Health Unit, Dr. Janet DeMille; Patty Hajdu, Minister of Employment, Workforce Development and Labour and Mayor Mauro.  Commuter Challenge is on right now. Mayor Paterson from Kingston challenged our Mayor Mauro for which city will get the higher participation rate. Remember to encourage your colleagues and log your commutes. Let’s beat Kingston!  EarthCare and City Parks are working together on the better impact volunteer portal to have volunteers sign up for events online starting with a pruning event in Marina Park in July.

Committee of the Whole - November 4, 2019 18 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 4 OF 6

6.0 CLIMATE ADAPTATION REPORT

Mr. J. Porter, Climate Adaptation Coordinator, provided the following update relative to the 2019 GreenPrint, based on the Climate Adaptation Plan.

GreenPrint Focus 2: Climate Adaptation

Dr. Dianne Saxe presented to City Administration May 17  Focused on business case for climate adaptation  Well attended by senior City Administration

EcoSuperior BEAN event-June 1  Building Eco-active neighbourhoods  Several neighbourhood families planted trees and a pollinator garden in County Park (with assistance from EcoSuperior, Werner Schwar and myself)  Media coverage in both CJ and TBT

Work on updating strategy indicators is ongoing.

GreenPrint Focus 3: Community Education and Engagement

Public Outreach

Public talk with Former Environmental Commissioner of Ontario Dr. Dianne Saxe May 16  We co-sponsored with Environment North and Lakehead Sustainability

Met with area non-profit conservation groups May 14  groups eager to work together  some discussion of sharing a staff administrator between organizations  Conservation Authority offered to host staff if necessary

Upcoming Events

Tour of methane capture plant with Climate Adaptation group June 11.

Presenting at Luncheon on Climate Change at Fort William First Nation on June 22  Small part of project “Climate Change and Health in Adaptation Fort William First Nation: Planning for Tomorrow, Today”, funded by Indigenous Services Canada  Will present on Climate Change with Graham Saunders and Julee Boan

Discussed a potential Climate Change Accord with FWFN. Mr. Jacob Porter will look into this.

Committee of the Whole - November 4, 2019 19 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 5 OF 6

7.0 WORKING GROUP UPDATE FROM LIAISONS

Community Greening: Emerald Ash Borer Intern started in May, Group will be looking at using flyover data collected to get an estimate of canopy cover. Marina Park Cleanup to happen in June.

Energy: The first stakeholder working group meeting for the Community Energy Plan was held in May to discuss the RFP to hire a consultant for the inventory, mapping, and plan.

Walkability: The Mobility Coordinator Position is posted; TBDHU has updated the Thunder Bay Walking Groups resource: https://www.tbdhu.com/sites/default/files/files/resource/2019-06/ Thunder%20Bay%20Walking%20Groups%20-%20Updated%20June%202019.pdf

Climate Adaptation: Tour of the methane capture plant on June 11th.

Waste: Surplus Computer project recommended that the 900 computers go to ReBOOT Canada to be refurbished and made available to other non-profit organizations.

Water: Low Impact Development training sessions held April 23rd and 24th were successful with over 60 participants.

Food: The Food Strategy is in the process of creating a new Implementation Plan to guide the Food Strategy Council from 2019-2024.

8.0 UPCOMING EVENTS – None

9.0 NEW BUSINESS

9.1 Indoor Turf Facility

The Committee discussed recommendations regarding the future indoor turf facility.

MOVED BY: Ms. M. Wanlin SECONDED BY: Ms. J. Todd

THAT a letter be sent to Council encouraging that Lead Gold Standards and regard for the Sustainability and Climate Adaptation plans be adopted in the construction of a new indoor turf facility.

CARRIED

10.0 NEXT MEETING

Committee meetings are held on the first Tuesday of each month, except July and August, at 4:00 p.m. in the CEDC Boardroom, Suite 201, 34 Cumberland St. N., Thunder Bay, unless otherwise notified.

Committee of the Whole - November 4, 2019 20 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 6 OF 6

The remainder of the 2019 meeting schedule is as follows:

 September 10, 2019 (2nd Tuesday, due to Labour Day Long Weekend)  October 1, 2019  November 5, 2019  December 3, 2019 (location to be determined)

11.0 ADJOURNMENT

The meeting was adjourned at 5:15 pm.

Committee of the Whole - November 4, 2019 21 of 115 MEETING: EARTHCARE ADVISORY COMMITTEE (EAC) PAGE 1 OF 5

DATE: September 10, 2019 MEETING NO.: 06-2019

TIME: 4:00 P.M.

PLACE: CEDC Boardroom, Suite 201, 34 Cumberland St. N.

VICE CHAIR: Ms. S. Costigan

PRESENT: OFFICIALS: Ms. M. Wanlin Ms. A. Coomes, Sustainability Coordinator Ms. S. Stiles Mr. J. Porter, Climate Adaptation Coordinator Ms. J. Todd Ms. M. Warywoda, Director – Environment Division Mr. L. Duffield Ms. L. Grace, Administrative Assistant – Environment Ms. S. Costigan Division

1.0 WELCOME & DISCLOSURES OF INTEREST

In the absence of the Chair, the Vice-Chair, Ms. S. Costigan called the meeting to order at 4:00 p.m. Ms. Costigan called for disclosures of interest. None were noted.

2.0 AGENDA APPROVAL

MOVED BY: Ms. J. Todd SECONDED BY: Ms. S. Stiles

THAT the agenda for Meeting No. 06-2019 of the EarthCare Advisory Committee, held on September 10, 2019, including any additional information and new business, be confirmed.

CARRIED

3.0 PRESENTATIONS

3.1 Zoning By-Law

Mr. Richard Togman gave an overview of the changes the Thunder Bay Chamber of Commerce would like to make to zoning infrastructure in the City of Thunder Bay. This would see the by- law changed to a multi-use model that promotes sustainability, walkability, age friendly mixed- income neighbourhoods. A question and answer period and discussion followed. A copy of Mr. Togman’s presentation will be sent to the EarthCare Committee after the meeting. The Chamber of Commerce is asking for support from the EarthCare Committee for the proposed changes.

Committee of the Whole - November 4, 2019 22 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 2 OF 5

MOVED BY: Mr. L. Duffield SECONDED BY: Ms. J. Todd

THAT the EarthCare Committee send a memo to Council supporting the proposed zoning by- law changes with respect to the Sustainability Plan.

3.2 Climate Adaptation Working Group

Ms. A. Klassen, Chair of the Climate Adaptation Working Group, had questions for the EarthCare Committee regarding the role of the group in the future. Discussion followed. The working group will be involved in the update of the new Sustainability Plan.

4.0 MINUTES OF PREVIOUS MEETING

The Minutes of Meeting No. 05-2019 of the EarthCare Advisory Committee, held on June 4, 2019, to be confirmed.

MOVED BY: Ms. S. Stiles SECONDED BY: Ms. M. Wanlin

THAT the Minutes of Meeting No. 05-2019 of the EarthCare Advisory Committee, held on June 4, 2019, be confirmed.

CARRIED

5.0 BUSINESS ARISING FROM PREVIOUS MINUTES - None

6.0 SUSTAINABILITY REPORT

Ms. A. Coomes, Sustainability Coordinator, provided the following update relative to the GreenPrint, based on the Sustainability Plan.

Green Print Focus 1: Supporting GHG Reductions

i. The RFP was out for one month in July. The successful proponent for the creation of the Municipal Energy Plan is Sustainable Solutions Group who will be working with WhatIf? Technologies and Arbora Management Services. ii. A full Climate Lens GHG assessment will be conducted on the components of the Community Flood Mitigation Project including the Boulevard Lake Dam rehabilitation, storm sewer upgrades, LID installations, and the separation of the approximately 6 kilometers of remaining combined stormwater and sanitary sewers. iii. 2019 was the most successful Commuter Challenge Thunder Bay has ever seen. Thunder Bay was the second city in Ontario, and the numbers this year were the best to date.

• 96 workplaces registered • 1437 individuals registered

Committee of the Whole - November 4, 2019 23 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 3 OF 5

• 1107 individuals participating • 12392 kg of CO2 avoided • 74897 kilometers travelled • 4650 litres in fuel saved

iv. Several research project ideas for students to take on have been submitted to Lakehead University Sustainability Office for EarthCare.

GreenPrint Focus 2: Climate Adaptation Strategy

i. Jacob and Amy will be working with the RPWCO Climate Change Subcommittee to develop a climate assessment framework for critical infrastructure and systems. ii. Lakehead University has requested another LID tour for their MEd Climate Change Education students. We will show them 3 different LID sites (Beverly, Winnipeg, and Memorial).

GreenPrint Focus 3: Community Education and Engagement

i. EarthCare and City Parks have been working together on the better impact volunteer portal to have volunteers sign up for events online. Shrub bed clean up at Marina Park and milkweed planting were two of the activities volunteers could help with over the summer. ii. EarthCare, Parks, and EcoSuperior will be working together to ‘Depave Paradise’ at the TD Bank on Memorial this fall. iii. Lake Superior Living Labs Network: Enhancing Capacity for Regenerative Social- Ecological Systems project is starting up this fall. This project will bring together three universities and key partner organizations working on sustainability issues in Thunder Bay, Sault Ste. Marie and Duluth with longer-term visions to expand connections across the Lake Superior watershed more broadly.

7.0 CLIMATE ADAPTATION REPORT

Mr. J. Porter, Climate Adaptation Coordinator, provided the following update relative to the 2019 GreenPrint, based on the Climate Adaptation Plan.

Greenprint Focus 2: Climate Adaptation

NCCN meeting – September 24 • Northern Climate Change Network • Meet with counterparts from across Northern Ontario • Presentations from FCM and on funding models

Preparing annual report • Present November 4

Greenprint Focus 3: Community Education and Engagement

Committee of the Whole - November 4, 2019 24 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 4 OF 5

City Hall sounds- All of August • Lower number of interactions, however, different populations than typically reached

Science Literacy Week – September 17 • Brodie Fireside Reading Room • Staying out of Hot Water

Healthy Neighbourhood Harvest- October 5, 6 • Collaborating with TBDHU • County Park and Franklin Park • To build healthy, connected, and eco-active neighbourhoods

8.0 WORKING GROUP UPDATE FROM LIAISONS

A discussion took place on roles of the working groups and the possibility of redefining working groups for the new Sustainability Plan. Also discussed was the role of EAC members as a liaison to working groups. An open house with EAC members and all working groups at the beginning of the new Sustainability planning process will be held to clearly define roles.

9.0 UPCOMING EVENTS

• TD Depave Paradise Project – September date TBD • Tree Day – September 25 at County Park 11am to 2 pm • Healthy Neighbourhood Harvest Events: October 5th County Park, October 6th Franklin Park. 1 to 4pm both days rain or shine

10.0 NEW BUSINESS

Ms. A. Coomes will be on maternity leave beginning in February 2020. The position of Sustainability Coordinator for her leave will be posted.

11.0 NEXT MEETING

Committee meetings are held on the first Tuesday of each month, except July and August, at 4:00 p.m. in the CEDC Boardroom, Suite 201, 34 Cumberland St. N., Thunder Bay, unless otherwise notified.

The remainder of the 2019 meeting schedule is as follows:

 October 1, 2019  November 5, 2019  December 3, 2019 (location to be determined)

12.0 ADJOURNMENT

Committee of the Whole - November 4, 2019 25 of 115 EARTHCARE ADVISORY COMMITTEE JUNE 4, 2019 PAGE: 5 OF 5

The meeting was adjourned at 5:39 pm.

Committee of the Whole - November 4, 2019 26 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Parking Authority Board Minutes

SUMMARY

Minutes of Meetings No. 06-2019, No. 07-2019 and No. 08-2019 of the Parking Authority Board held on June 11, 2019, July 9, 2019 and August 13, 2019, respectively, for information.

ATTACHMENTS

1 Parking Authority minutes June 11 2019 2 Parking Authority minutes July 9 2019 3 Parking Authority minutes Aug 13 2019

Committee of the Whole - November 4, 2019 27 of 115

Minutes of Meeting Parking Authority Board

MEETING #: 06 DATE: June 11, 2019 TIME: 11:00 AM PLACE: Community Services Boardroom CHAIR: Frances Larizza, Member

ATTENDEES: Brian Hamilton, Member Chris Krumpholz, Member Jonathan Paske, Supervisor – Parking Authority Kara Pratt – Waterfront BIA Representative Doug Vincent, Manager – Licensing & Enforcement REGRETS: Mark Smith, GM – Development & Emergency Services

1. Confirmation of Agenda

Moved by Brian Hamilton, seconded by Chris Krumpholz.

“With respect to the June 11, 2019 Parking Authority Board meeting, it is recommended that the agenda as printed, including any additional information and new business, be confirmed.”

CARRIED

2. Minutes of May 14, 2019 Meeting

Moved by Chris Krumpholz, seconded by Brian Hamilton.

“That the minutes of the Parking Authority Board meeting held May 14, 2019 be approved.”

CARRIED

3. Outstanding Items

Members were informed the RFP for Parking Management Solutions (mobile parking purchase, ticket management system, and online payments) is aiming to be evaluated by the end of June.

The RFP for engineering services for the 2019 Waterfront parkade upgrade project was awarded to KGS Group. A start-up meeting is to be determined.

Committee of the Whole - November 4, 2019 28 of 115 Page 2 of 3 Minutes of June 11, 2019 Meeting The RFP for engineering services for the 2019 Victoriaville parkade upgrade project was awarded to TBT Engineering. A start-up meeting is to be determined.

The RFP for engineering services for the Victoriaville parkade condition survey has closed and are to be evaluated.

Construction has begun on the Brodie & Arthur St parking lot and is expected to be completed in 2-3 weeks.

4. Financial Statement

Members had no concerns with the current financial statement.

5. Donald St. Reconstruction

Members were informed that the reconstruction on Donald St. will result in the loss of five metered spaces due to the new bump-outs being created. The loss of these spaces should not be a concern as there is unutilized, on-street spaces on the neighbouring Brodie St. and Syndicate Ave. blocks as well as in the Victoriaville parkade. Access to the parkade will not be affected by the construction on Donald St.

6. Free Parking

Members confirmed that personal vehicles parked in metered spaces are required to pay the meter or have a valid paid permit regardless of reason, purpose, or occupation. City marked vehicles, including police, are permitted to park at meter spaces as an annual fee is paid to Parking Authority.

7. New Business

Members requested that signage be posted around the Donald St. construction area to indicate to drivers that the parkade is still open and can be accessed via Syndicate Ave.

It was asked if parking in front of the Waterfront parkade on Court St. would be permitted. This could cause site line issues for vehicles exiting the parkade, more information will be gathered.

Security at the Waterfront parkade was discussed. Members were informed that providing additional guard shifts would be budget prohibitive. 24/7 security would cost an additional $130,000 per year. It was mentioned that the casino may offer to monitor cameras if they were installed at the Waterfront parkade. The BIA representative will gather more information.

Committee of the Whole - November 4, 2019 29 of 115 Page 3 of 3 Minutes of June 11, 2019 Meeting 8. Next Meeting

The next meeting will be July 9, 2019 at 11:00.

9. Adjournment

Moved by Brian Hamilton, seconded by Chris Krumpholz.

“That the June 11, 2019 Parking Authority Board meeting be adjourned.”

CARRIED

Meeting adjourned at 12:10 PM.

Committee of the Whole - November 4, 2019 30 of 115

Minutes of Meeting Parking Authority Board

MEETING #: 07 DATE: July 9, 2019 TIME: 11:00 AM PLACE: Community Services Boardroom CHAIR: Frances Larizza, Member

ATTENDEES: Brian Hamilton, Member Chris Krumpholz, Member Jonathan Paske, Supervisor – Parking Authority Kara Pratt – Waterfront BIA Representative Doug Vincent, Manager – Licensing & Enforcement REGRETS: Mark Smith, GM – Development & Emergency Services

1. Confirmation of Agenda

Moved by Chris Krumpholz, seconded by Brian Hamilton.

“With respect to the July 9, 2019 Parking Authority Board meeting, it is recommended that the agenda as printed, including any additional information and new business, be confirmed.”

CARRIED

2. Minutes of June 11, 2019 Meeting

Moved by Brian Hamilton, seconded by Chris Krumpholz.

“That the minutes of the Parking Authority Board meeting held June 11, 2019 be approved.”

CARRIED

3. Outstanding Items

Members were informed the RFP for Parking Management Solutions (mobile parking purchase, ticket management system, and online payments) will be evaluated at the end of July. At a preliminary review of the proposals there is a possibility that the mobile parking purchase and ticket management system parts may be delayed as these items were not budgeted for and there were some beneficial features presented in the proposals that were not requested in the RFP which may require more analysis. At a minimum the

Committee of the Whole - November 4, 2019 31 of 115 Page 2 of 2 Minutes of July 9, 2019 Meeting online payment part would be implemented as soon as possible. More information will be brought to the next meeting after all the proposals have been fully reviewed and evaluated.

The 2019 Waterfront and Victoriaville parkade upgrade projects are in progress.

The RFP for engineering services for the Victoriaville parkade condition survey has been awarded to DST Engineering. A start-up meeting is to be determined.

The Brodie & Arthur St. parking lot resurfacing is nearing completion.

Members opted to remove the “parkade monthly rentals” item from the outstanding list. This item was regarding allowing parkade cards to be used at both parkades. This item will be discussed in the future.

Member Brian Hamilton excused himself to attend a prior engagement.

4. Financial Statement

Members had no concerns with the current financial statement. The auditor’s report for the year-ending 2018 was provided for information. The report indicates that the Parking Authority reserve fund is at $335,340.

5. New Business

A concern was brought forward that the lighting in the Waterfront parkade is turning off too early in the morning while it is still dark outside. Members were advised that the photo sensors which control the lighting are being relocated by the electricians to help alleviate the issue.

6. Next Meeting

The next meeting will be August 13, 2019 at 11:00.

7. Adjournment

Moved by Chris Krumpholz, seconded by Frances Larizza.

“That the July 9, 2019 Parking Authority Board meeting be adjourned.”

CARRIED

Meeting adjourned at 12:00 PM.

Committee of the Whole - November 4, 2019 32 of 115

Minutes of Meeting Parking Authority Board

MEETING #: 08 DATE: August 13, 2019 TIME: 11:00 AM PLACE: Community Services Boardroom CHAIR: Frances Larizza, Member

ATTENDEES: Brian Hamilton, Member Chris Krumpholz, Member Jonathan Paske, Supervisor – Parking Authority Kara Pratt – Waterfront BIA Representative Doug Vincent, Manager – Licensing & Enforcement REGRETS: Mark Smith, GM – Development & Emergency Services

1. Confirmation of Agenda

Moved by Chris Krumpholz, seconded by Brian Hamilton.

“With respect to the August 13, 2019 Parking Authority Board meeting, it is recommended that the agenda as printed, including any additional information and new business, be confirmed.”

CARRIED

2. Minutes of July 9, 2019 Meeting

Moved by Brian Hamilton, seconded by Chris Krumpholz.

“That the minutes of the Parking Authority Board meeting held July 9, 2019 be approved.”

CARRIED

3. Outstanding Items

Members were informed the submissions for the RFP for Parking Management Solutions (mobile parking purchase, ticket management system, and online payments) have been evaluated. Information and input on the submissions are now being gathered from other City departments. Product demonstrations from acceptable submissions are still to be scheduled and evaluated.

Committee of the Whole - November 4, 2019 33 of 115 Page 2 of 3 Minutes of August 13, 2019 Meeting The 2019 Waterfront and Victoriaville parkade upgrade projects are in progress.

The Victoriaville parkade condition survey is in progress.

The Brodie & Arthur St. parking lot resurfacing is complete and customers have began using it again. Only the landscaping remains.

4. Financial Statement

Members were advised that fine revenue is approximately 10% below budget. Due to being short staffed with officers some of the year, losing a seasoned officer, and the many days this past winter where meters were not enforced due to the amount of snow and the snowbanks, has seen a decrease in tickets issued. This was also the first full year after fine amounts were increased last mid-year, which can also explain some variance from the budget estimate figure. There were no concerns with the current financial statement.

5. 2020 Proposed Capital Budget

Members were provided budget information for Parking Authority’s 2020 proposed capital projects, which include:

a. Parking meters - $20,000. Replacement of meter parts.

b. Waterfront parkade rehabilitation - $350,000. Concrete repair, caulking replacement, and surface sealant to P3 level. Stair tread and stairwell door replacement.

c. Victoriaville parkade rehabilitation - $370,000. Lighting system upgrade, asphalt replacement, and retaining wall repairs.

d. Ticket issuing device replacement - $10,000.

Replacement of enforcement devices and software.

6. New Business

A request for free parking at the Waterfront parkade was made for the 2019 Culture Days event. Board members denied the request.

Prior to submitting the 2020 operating budget and in following with Parking Authority’s previously constructed financial plan, members approved in principle the following rate increases for 2020:

Committee of the Whole - November 4, 2019 34 of 115 Page 3 of 3 Minutes of August 13, 2019 Meeting a. $0.25 to the meter rate, from $1.25/hr to $1.50/hr. b. $1.00 to the surface lot and parkade monthly rental rates, from $52 to $53 and $59 to $60 respectively. c. $0.25 to the parkade hourly rate, from $1.00/hr to $1.25/hr.

Members were advised that new “no smoking, no vaping” signage is being installed at both parkade locations and that parkades are included under the new smoking bylaw.

Members suggested identification signage for municipal parking lots. Parking Authority will investigate and bring information to a future meeting.

7. Next Meeting

The next meeting will be September 10, 2019 at 11:00.

8. Adjournment

Moved by Chris Krumpholz, seconded by Frances Larizza.

“That the August 13, 2019 Parking Authority Board meeting be adjourned.”

CARRIED

Meeting adjourned at 12:05 PM.

Committee of the Whole - November 4, 2019 35 of 115 Corporate Report

DEPARTMENT/ Infrastructure & Operations REPORT NO. R 154/2019 DIVISION

DATE PREPARED 10/110/2019 FILE NO.

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Climate Adaptation Update

RECOMMENDATION

For information only.

EXECUTIVE SUMMARY

This Report provides information on progress made in implementing the City of Thunder Bay Climate Adaptation Strategy: Climate-Ready City.

DISCUSSION

In the face of climate change, the City of Thunder Bay recognizes the need for adaptation to reduce the unavoidable damages stemming from the impacts of climate change. This year, the City of Thunder Bay will work towards achieving the fifth and final milestone of ICLEI Canada’s Building Adaptive & Resilient Communities Program, in recognition of the monitoring and review of the Climate Adaptation Strategy.

The City’s Climate Adaptation Strategy (Strategy) is a long-term initiative that involves participation and engagement across all City Departments as well as collaboration amongst community stakeholders. This Report highlights progress made on the implementation of the Strategy, relative to its seven Strategic Directions identified below.

Strategic Direction Progress Highlights

Integrate: Integrate climate adaptation into plans, policies, procedures, projects, and investment decisions. 1. The Asset Management policy, approved by Council February 2019, integrated climate and sustainability considerations. The City will continue to work to incorporate climate adaptation considerations into asset management practices and procedures. 2. The newly approved Transportation Master Plan and Active Transportation Plans include recommended measures for both climate change mitigation and adaptation.

Committee of the Whole - November 4, 2019 36 of 115 Corporate Report No. R 154/2019

3. A flood access and egress study is underway to determine what road/culvert/bridge/flood plain mitigation works and costs would be required to meet the MNRF Technical Guide requirements.

Assess Potential Threats: Understand the risks specific to climate change impacts. 4. The Lakehead Region Conservation Authority (LRCA) has completed a detailed flood mapping evaluation on McVicar creek to identify infrastructure impacted based on a wide variety of storm intensities. Updated flood mapping evaluations for the Kamview River, Pennock Creek and Mosquito Creek are currently underway, expected to be finished in March 2020. 5. A flood mitigation study of the Intercity-area is ongoing to inform future infrastructure projects. 6. Working with the Climate Risk Institute through the Northern Climate Change Network, work has begun on identification and adoption of an improved set of indicators for climate adaptation tracking. 7. The City is working with the Regional Public Works Commissioners of Ontario climate change subcommittee to develop a climate resilience assessment framework for critical infrastructure and systems.

Increase Resilience: Increase resilience of infrastructure and natural landscapes. 1. The City planted 1000 trees this year, contributing to improved canopy cover and stormwater management. 2. Rebate programs, including the residential drainage rebate and rain garden rebate, continue to be offered by the City through EcoSuperior to help citizens manage stormwater on their property. 3. The LRCA completed dredging of the Neebing-McIntyre Floodway, removing 4500 cubic meters of material. This maintenance helps support the continued functioning of the floodway in extreme weather. 4. Two green infrastructure facilities were constructed this year, one on Hinton Avenue and one in the Pioneer Ridge parking lot. The facilities treat a combined catchment area of 2.7 hectares, provide 650 cubic metres of flood storage, and are estimated to treat approximately 7900 cubic meters of runoff annually. Seventeen green infrastructure facilities have been installed throughout the City since Council adopted the Stormwater Management Plan for Sustainable Surface Water Management in 2016, treating a catchment area of over 20 hectares, and adding 2380 cubic metres of flood storage.

Inform and Equip: Provide information, tools and training on climate adaptation to facilitate and accelerate action. 1. EarthCare continues to deliver an information session through Corporate Orientation sessions with new city employees to provide education and training from a climate change perspective. 2. The Thunder Bay Climate Change Connection website (climatechangetbay.com) provides citizens and organizations with a set of locally relevant resources related to Climate Change and Adaptation. This web site is maintained and promoted by EarthCare Thunder Bay.

Page 2 Committee of the Whole - November 4, 2019 37 of 115 Corporate Report No. R 154/2019

3. The City arranged two days of training on Low Impact Development and Green Infrastructure facilities. The training was attended by 60 people, including City of Thunder Bay staff, consultants, and contractors. Attendees were trained on best practices and latest innovations in Low Impact Development planning and design. 4. EarthCare engaged with the public via booths, presentations, and public events, including bringing in subject matter experts like Dr. Dianne Saxe, former Environmental Commissioner of Ontario, to increase community knowledge of climate change and support citizens response and recovery from extreme weather events. 5. EarthCare partnered with the Thunder Bay District Health Unit (TBDHU) to hold two Healthy Neighbourhood Harvest events. The goal was to foster connections between neighbours, improve neighbourhood level resilience, and to inform about services provided by the City that contribute to a more sustainable, healthy, and eco-active community. EarthCare and the TBDHU will continue to partner for a series of ward meeting presentations focused on healthy built environments.

Finance: Plan for the financing and long term implementation of adaptive actions. 1. The National Disaster Mitigation Program approved $57,500 in funding to support a study to determine what the road/culvert/bridge/flood plain mitigation works and costs would be required to meet the MNRF Technical Guide requirements for safe access and egress. 2. The National Disaster Mitigation and Adaptation Fund committed $13 million over ten (10) years for a Community Flood Mitigation Project to significantly upgrade the stormwater system throughout Thunder Bay. 3. TD Friends of the Environment Fund provided $8,000 in support of the DePave Paradise project on Memorial Avenue. The project worked with volunteers to manually remove 100 square meters of asphalt, replacing it with greenspace. The area reduced the amount of impermeable surfaces, and engaged participants in the topic of stormwater management. 4. An FCM Climate and Asset Management grant of $52,000 supported the City of Thunder Bay’s creation of an asset management policy, strategy and governance framework that aligns with the City’s Climate Adaptation Strategy and other social, economic and environmental sustainability goals. 5. Letters of support were provided for projects seeking funding and supporting climate adaptation in Thunder Bay. Organizations included EcoSuperior, Lakehead University, Climate Risk Institute, Jacobs, and Quest Canada.

Network & Collaborate: Investigate opportunities to increase the resiliency of the region through networks and strategic collaboration. 1. The City is participating in numerous networks and programs including the Climate Risk Institute’s Northern Climate Change Network, the Lake Superior Living Labs Network, The Regional Public Works Commissioners of Ontario Climate Change Subcommittee, ICLEI BARC, and the advisory committee for the Thunder Bay District Health Unit’s Climate Change and Health Assessment for the region. 2. The City of Thunder Bay continues to collaborate and network with other communities throughout Ontario and Canada. EarthCare has been invited to present on climate

Page 3 Committee of the Whole - November 4, 2019 38 of 115 Corporate Report No. R 154/2019

adaptation successes and lessons learned through conferences, webinars, and public gatherings.

Respond and Recover: Plan for efficient response and recovery to extreme weather events and disasters. 1. The Municipal Emergency Operations Control Group is in the process of updating the current Emergency Response Plan for the Corporation. 2. The Infrastructure and Operations Department reviewed and updated their departmental Emergency Response Plan.

Climate Change Indicators

Nineteen (19) key indicators continue to be collected to measure success and track how the City and community are preparing for, responding to, and recovering from priority climate change impacts. The 2018 indicators are the third set of data collected and are measured against the 2016 baseline year. The indicators were developed to align with the goals, objectives, and actions of the Strategy, are process-based (illustrate trends), have the ability to tell a story representing a complex situation and where data is reasonably available. This list of indicators is intended to be updated this year, based on best practices, new available data sources, and lessons learned since the implementation of the Climate Adaptation Strategy.

Fewer weather-related events were experienced in 2016 to 2018 in comparison to previous years; as such the baseline data (in some cases, zero data) may be skewed. Indicators will continue to be collected over the long term and will provide the ability to analyze trends and help to inform future decisions. This year represents the first year a flood watch was issued for the Lake Superior shoreline, as opposed to riverine flooding. This was due to record high water levels of Lake Superior this season.

A review of Climate Adaptation initiatives are also presented to Council as part of the EarthCare Sustainability Plan Annual Report.

LINK TO EARTHCARE SUSTAINABILITY PLAN

This Report supports Goal 4 of the EarthCare Sustainability Plan 2014-2020 to “Build community resilience to reduce the risks inherent in climate change, and take advantage of opportunities for sustainable initiatives associated with current and future impacts of climate change” and is an outcome of Corporate Action 4.B.b. to “Develop a Climate Adaptation Strategy to support existing adaptive actions that build resilience and address vulnerabilities”.

Page 4 Committee of the Whole - November 4, 2019 39 of 115 Corporate Report No. R 154/2019

FINANCIAL IMPLICATION

There are no financial implications associated with this report.

CONCLUSION

It is concluded that the City of Thunder Bay is making progress on the implementation of the Climate Adaptation Strategy and will continue with its successful implementation and strategic direction.

BACKGROUND

The City of Thunder Bay Climate Adaptation Strategy developed by EarthCare Thunder Bay was adopted by City Council in 2015, 184/2015 (Infrastructure and Operations).

A presentation on the progress of the development of the Climate Adaptation Strategy was presented to City Council on February 2, 2015.

A call to action to climate change adaptation from the Great Lakes and St. Lawrence Cities Initiative was answered by Mayor Keith Hobbs on April 16, 2014.

Climate adaptation was first recognized in the 2012 EarthCare Annual Report to Council.

REFERENCE MATERIAL ATTACHED

Attachment A: 2018 Climate Adaptation Indicators

PREPARED BY:J ACOB PORTER, CLIMATE ADAPTATION COORDINATOR

THIS REPORT SIGNED AND VERIFIED BY: DATE: (NAME OF GENERAL MANAGER)

Kerri Marshall, General Manager – Infrastructure & Operations October 24, 2019

Page 5 Committee of the Whole - November 4, 2019 40 of 115 Attachment A - 2018 Climate Adaptation Indicators

Indicator Trend Data Source Notes 2016 2017 2018

Overarching Indicators

# of Environment Canada warnings per Level of impact of extreme weather on the Environment 4 extreme cold warnings (8 days), 2 snowfall warnings (2 days), 2 winter storm warnings (6 days, including 1 in April) one extreme heat warning (3 9 11 15 annum community Canada days), 5 severe thunderstorm warnings (5 days)

1 flood # of instances and # of days on flood watch One riverine flood warning. Extended flood watch for Lake Superior Threat that flooding poses to the community LRCA 0 0 warning, and flood warning shoreline. 1 flood watch

# of weeks in declared low water condition Drought warning LRCA 5 0 0

Tracked every 3-5 years with new aerial surveys . Methods for calculating Risks associated with peak flows and urban have been changed to rely on information from canopy studies. 2016 and % of impervious area within City limits City of Thunder Bay 2017 data has been changed to reflect this. 17.8% 14.7% 14.7% flooding

Goal 1: Integrate climate change adaptation into operational procedures as well as land-use, financial, and strategic planning.

Degree to which resources are being allocated to % of annual expenditures that are directly This year the full stormwater budget has been included for the first time, $591 K $1.39 M $3.81 M climate change adaptation; reflects the level of City of Thunder Bay attributed to adaptation reflecting approximately an increase of $2 M. 0.336% 0.72% 2.08% priority which the City is placing on adaptation

13 of 142 corporate reports entered made at least one reference to climate % of Corporate Reports that include climate Degree to which the City is embedding adaptation adaptation and/or the Climate Adaptation Strategy in 2018. There was a City of Thunder Bay 4.0% 6.0% 9.2% adaptation measures in its activities significant decrease in total number of total reports, which led to a larger increase in percentage.

Goal 2: Respond and recover effectively from sustained and/or multiple extreme events in the region.

# of times and # of days Municipal Emergency Control Group (MECG) response Control group was activated to deal with flooding evacuees from 0 times 0 times 0 times Changing climate and its impact on the community City of Thunder Bay is triggered in response to weather-related Kasheschewan First Nation. 0 days 0 days 0 days events

# of times and # of days fire response is 52 calls due to high heat and dry conditions, 72 for high wind, 107 due to 3 days Level of service required to address weather- City of Thunder Bay snowstorms. 1 day >6 days triggered in response to weather-related 67 related issues Fire Database Days recorded as greater than six to reflect that calls for high heat and dry 64 responses 231 responses events condition were spread throughout month of May. responses

# of hours of power failures per customer Thunder Bay Hydro Adverse weather is defined as an interruption resulting from rain, ice 0.02 are triggered in response to adverse Impact of climate change on critical infrastructure storms, snow, winds, extreme temperatures, freezing rain, frost, or other 1.56 0.24 Hydro Database weather extreme weather conditions.

Committee of the Whole - November 4, 2019 41 of 115 Attachment A - 2018 Climate Adaptation Indicators

Indicator Trend Data Source Notes 2016 2017 2018

Goal 3: Support the community in preparing for, responding to, and recovering from extreme weather events.

# of people engaged in activities through City of Thunder Bay EarthCare related to climate change Effort and success of the City’s outreach activities 586 1340 1723 Climate Adaptation adaptation

# of hits on climate change adaptation City of Thunder Bay Includes climatechangetbay.com, climatereadycity.com, and the climate Level of interest amongst citizens 2099 1606 4221 section of the City’s website Climate Adaptation adaptation section of the city website.

Goal 4: Consider climate change impacts in the design, construction, and maintenance of physical infrastructure while considering affordability and co-benefits.

# of weather-related by-pass events at the Ability of the City’s infrastructure to address the City of Thunder Bay By-pass or spill does not necessarily mean that the effluent was not treated 8 3 4 Water Pollution and Control Plant changing climate Environment to at least some degree.

# of days Bare Point Water Treatment Plant Capacity of the system to respond to extreme City of Thunder Bay >90% = 0 >90% = 0 >90% = 0 operated >90% and >100% capacity weather Environment >100% = 0 >100% = 0 >100% = 0

% of design Average Annual Flow Capacity Sufficiency of the waste water treatment plant City of Thunder Bay Decrease is due to weather related factors. 100.7% 93.6% 83.2% Utilized capacity Environment

Capacity of the system to respond to extreme City of Thunder Bay # of frozen water services Increase reflects extreme cold in January and February 2018. 17 14 153 temperatures Environment

City of Thunder Bay Hectares of catchment areas of Low Impact How much stormwater is treated through LIDs 16.9 Low Impact 7.5 20.1 Development sites before being released into the waterways Development

# of days the Neebing-McIntyre Floodway Capacity of the floodway to respond to extreme LRCA 12 0 0 diverted flow precipitation / snow melt events

Goal 5: Foster resiliency of the City 's natural landscape to ongoing changes in climate.

Resilience of the City to climate change and the City of Thunder Bay Last tracked in 2017 . Percentage is within urban City limits. New aerial % of municipality with tree canopy coverage surveys are required for updated data. Last aerial survey was done in 2017, 25.0% 27.7% 27.7% ability of the City to increase the forest cover Parks and 2017 data was updated to included recently analysed results.

5.7% for entire municipality. Parkland and Open Space Ability of the City to maintain natural ecosystems City of Thunder Bay 8.5% within urban limits. % of municipality dedicated to parkland which in turn provide a wide range of co-benefits Additional info: the overall riparian integrity is 86% (defined as the % of 5.7% 5.7% 5.7% Parks in responding to a changing climate riparian corridor, 30m on each side of the watercourse, which has native vegetation cover).

*Note: Indicators have been updated based on best available data.

Committee of the Whole - November 4, 2019 42 of 115 Infrastructure and Operations Victoriaville Civic Centre 111 S. Syndicate Ave P.O. Box 800 Thunder Bay, ON P7C 5K4

Tel: (807) 625-2471 MEMORANDUM Fax: (807) 625-3588

TO: Krista Power, City Clerk

FROM: Jacob Porter, Climate Adaptation Coordinator

DATE: October 23rd, 2019

RE: Climate Adaptation Report on Progress – R154/2019 Request to Present Information- November 4, 2019, COW Meeting

I respectfully request an opportunity to provide a presentation relevant to Corporate Report 154/2019 – Climate Adaptation Progress Report to the Committee of the Whole at their meeting on Monday, November 4th, 2019. Mr. Jacob Porter and Mrs. Amy Coomes will present a PowerPoint Presentation highlighting Climate Adaptation progress relative to the Climate Adaptation Strategy for 2019.

Should you have any questions regarding this request please contact me at 625-2776

Sincerely,

Jacob Porter Climate Adaptation Coordinator

cc: K. Marshall – General Manager – Infrastructure & Operations

Committee of the Whole - November 4, 2019 43 of 115 Corporate Report

DEPARTMENT/ Infrastructure & Operations- REPORT NO. R 149/2019 DIVISION Engineering & Operations

DATE PREPARED 10/01/2019 FILE NO.

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Contract 12, 2019 - Solid Waste and Recycling Facility-Phase II Leachate Collection System Extension

RECOMMENDATION

With respect to Report No. R 149/2019 (Infrastructure & Operations – Engineering & Operations), we recommend that Contract 12, 2019 for Solid Waste and Recycling Facility - Phase II Leachate Collection System Extension be awarded to Nadin Contracting, which submitted the lowest tender in the amount of $1,000,263.01 (inclusive of HST); it being noted that the amount shown is based on estimated quantities; final payment for this Contract will be based on measured quantities for the complete work;

AND THAT the General Manager of Infrastructure and Operations report significant variations in the Contract quantities to City Council;

AND THAT the Mayor and Clerk be authorized to sign all documentation related to this matter;

AND THAT any necessary By-laws be presented to City Council for ratification.

EXECUTIVE SUMMARY

This report recommends Contract No. 12, 2019 for Solid Waste and Recycling Facility - Phase II Leachate Collection System Extension be awarded to the lowest bidder, Nadin Contracting. Sufficient capital funds are available to complete this work.

DISCUSSION

As a result of the call for tenders, three [3] responses as listed below were received for Contract No. 12, 2019 – Solid Waste and Recycling Facility - Phase II Leachate Collection System Extension. The tendered costs include the applicable HST. The bids have been checked for mathematical errors and the corrections noted.

Committee of the Whole - November 4, 2019 44 of 115 Corporate Report No. R 149/2019

CONTRACTOR TENDER OPENING BID CORRECTED BID Nadin Contracting $1,000,263.00 $1,000,263.01 Makkinga Contracting $1,794,519.67 As Tendered P.N.I.Contracting $2,022,097.74 As Tendered

The pre-tender estimate for this contract was $1,140,396.00

The work to be performed under this Contract involves preparing a 17,000 square metre area in the East Cell for future waste disposal following approved environmental standards and regulations for the landfill. The work includes extending the existing leachate collection piping and installing a new High Density Polyethylene (HDPE) geomembrane liner at the base of the landfill cell.

The extended leachate system will collect the leachate generated from waste, and divert it into the existing treatment system. This area is within the approved waste disposal zone for the landfill site.

LINK TO EARTHCARE SUSTAINABILITY PLAN

This project supports Goal 10 of the EarthCare Sustainability Plan 2014-2020 to “ensure that water resources in the local watershed are protected and enhanced,” by collecting and treating the leachate that is generated from the landfill.

FINANCIAL IMPLICATION

The 2018 and 2019 Solid Waste and Recycling Services Rate Supported Capital Budgets include the funding for the Phase II Leachate Collection System Extension.

The following financial breakdown is provided

Contract Tendered Price: $1,000,263.01 Less HST Rebate: $99,495.19 Subtotal: $900,767.82 Engineering and Other City Costs: $40,000.00 TOTAL COST: $940,767.82

This contract includes a contingency allowance for work that is unforeseen. These funds can only be expended with the approval of the General Manager of Infrastructure and Operations.

CONCLUSION

It is concluded that Contract 12, 2019 be awarded to the low bidder, Nadin Contracting and that all work should proceed.

BACKGROUND

Page 2 Committee of the Whole - November 4, 2019 45 of 115 Corporate Report No. R 149/2019

The 2018 and 2019 Capital Budget, Corporate Report 1/2018 (Corporate Services and Long Term Care – Finance) Proposed 2018 Operating and Capital Budget and Corporate Report 1/2019 (Corporate Services and Long Term Care – Finance) Proposed 2019 Operating and Capital Budget, includes the rate supported funds for this project.

REFERENCE MATERIAL ATTACHED

None.

PREPARED BY: Matthew Miedema, P. Eng., Project Engineer

THIS REPORT SIGNED AND VERIFIED BY: DATE: (NAME OF GENERAL MANAGER)

Kerri Marshall, General Manager – Infrastructure & Operations October 24, 2019

Page 3 Committee of the Whole - November 4, 2019 46 of 115 Corporate Report

DEPARTMENT/ Infrastructure and Operations – REPORT NO. R 162/2019 DIVISION Engineering & Operations

DATE PREPARED 10/21/2019 FILE NO.

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Sports Field User Fees

RECOMMENDATION

With respect to Report No. R 162/2019 (Infrastructure and Operations – Engineering & Operations), we recommend that Administration implement sport field user fees as outlined in this report;

AND THAT sport field fees as outlined be included in the 2020 Proposed Operation Budget and included in the list of fees presented in the User Fee By-law;

AND THAT any by-laws necessary be presented for ratification;

AND THAT the Mayor and Clerk be authorized to execute all necessary documentation.

EXECUTIVE SUMMARY

This report recommends sports field user fees be introduced for youth rep-league sports teams, and that further planning and coordination with Community Services be carried out in order to apply a consistent outdoor sport field user fee for youth house league sports teams.

At this time it is recommended that a $550 fee per team for youth rep-league sports teams be applied in the 2020 operating budget. Proposed fees are based on the duration of the leagues seasons.

DISCUSSION Sport Organization and Team Summary

The City of Thunder Bay outdoor sports fields service a variety of adult and youth sports organizations, either as their primary field venue, or as a supplement to artificial turf field venues. The organizations include two (2) Adult Soccer House Leagues, one (1) Adult Baseball House League, five (5) Adult Softball House Leagues, five (5) Youth Soccer House Leagues, two (2) Youth Soccer Rep Leagues, One (1) Youth Football House League, two (2) Youth Baseball House Leagues, and one (1) Youth Softball House League. In total these organizations represent 416 teams including over 6,350 players.

Committee of the Whole - November 4, 2019 47 of 115 Corporate Report No. R 162/2019

Additional Community Centre Consultation Summary

A consultation survey was sent to each of the community centres which included questions about the team composition, field usage, turf and amenity safety, field maintenance services, and fees. In addition, a meeting was held at the North End Recreation Centre to discuss Report 128/2019 (Infrastructure & Operations - Parks & Open Spaces) and provide any clarifications required. The consensus of the community centre groups was that they are trying to keep the fees for the house leagues that they organize as low as possible (typically around $40 per child) and that any increase, including an increase of $10 per child, would have a significant negative impact on their enrollment numbers. They also indicated that many of the facilities that they are operating out of are not as substantial as those being used by some of the other house leagues, and that the scale of the sports operations across the centres varied greatly.

User Fee Rational

Outdoor sports fields require dedicated staff and equipment resources in order to maintain and prepare fields prior to use throughout the various league seasons. Typical duties include initial field setup at the beginning of the year, regular grass cutting, and chalking and lining grass and infields. In addition, these fields require additional top dressing, hole and depression filling, fertilization and aeration to promote field heath and improve the overall safety and quality of the fields. Administration has estimated the costs of these dedicated resources at approximately $215,000 annually, including labour, equipment, materials, and contracted services. These costs are currently funded through a combination of operating and capital accounts.

Since these are organized leagues that require registration, versus activities that are free and open to the public, a cost recovery of 30-50% of operating costs is the suggested approach to base team user fees on. Based on the 2019 user fee schedule Administration will recover approximately 23% of operating costs through sport field user fees currently in place.

Proposed Fees and Agreements

After consultation with community centres it has been determined that further planning and coordination is required with Community Services in order to apply a consistent outdoor sport field user fee to the variety of youth house league sports teams that currently operate.

At this time it is recommended that the expansion of sports field user fees be limited to youth rep-league sports teams. The following team fees are proposed by Administration for both adult organized league teams, and youth rep-team leagues:

9-15 week season: $300 team fee 16 weeks or more season: $550 team fee

Resulting costs per player would range from $15/player for a $300 team fee; $22-31/player for a $550 team fee. A reduction factor will be considered for teams that perform their own infield grooming and/or lining.

Page 2 Committee of the Whole - November 4, 2019 48 of 115 Corporate Report No. R 162/2019

Adult men’s baseball operating out of Baseball Central has also been identified as a unique case where the volunteer efforts by the organization maintaining the field as well as the grounds far exceed the fees that would apply under the proposed fee structure. It is estimated that the league completes more than 140 hours of labour each week cleaning the site, maintaining the field, mowing grass, raking and maintaining the infields including covering them. Administratio n recommends that user fees be waived for adult men’s baseball and that an agreement be put in place to formalize this arrangement.

It is also proposed that a “field rental” fee be introduced for the recently reconstructed CP4 soccer field in Chapples that will be in operation as of 2020. The premier field rate will be aligned with the Fort William Stadium field rate which is approximately $55/hr. The premier field fees would apply to all users in addition to any team user fees that would apply. The number of premier field rentals that will occur is unknown at this time, and therefore has not been included in the projected revenue for 2020. As additional premier and artificial turf fields are constructed in Chapples the same user fee as agreed to for CP4 would apply.

Blocks of time for other natural turf fields will also be offered in cases when leagues do not play a full season on the field but would like access for 25hrs or less. The block of time rate will be $250 for 25hrs.

FINANCIAL IMPLICATION

Implementation of the user fees outlined in this report will result in an estimated additional $14,300 of revenue annually beginning in 2020 and will result in total fee recovery of approximately 29% of annual operating costs. It is important to note that the proposed fees do not provide any contribution to capital costs for renewal of sports fields.

CONCLUSION

It is concluded that sport field user fees continue to be applied to adult organized league teams and be expanded to apply to youth organized rep-team leagues, beginning in 2020.

BACKGROUND

During the 2019 budget process Administration introduced additional sports field user fees within the user fee schedule. At the time concerns were brought forward by the sports organizations with respect to the timing of the fee introduction, as well as the amounts being proposed. As a result the proposed fees were removed from the 2019 budget and Council directed Administration to conduct further consultation with the sports teams and report back to Council in August of 2019.

Page 3 Committee of the Whole - November 4, 2019 49 of 115 Corporate Report No. R 162/2019

Administration reported back to the Committee of the Whole on August 12, 2019 in report R 128/2019 (Infrastructure and Operations – Parks and Open Spaces) proposing the following fee structure that applied to both house and rep-league teams:

6-8 week season: $100 team fee 9-15 week season: $300 team fee 16 weeks or more season: $550 team fee

Prior to ratification of the fee recommendations a resolution was passed instructing Administration to consult with all Community Centres and to report back prior to the 2020 budget process.

REFERENCE MATERIAL ATTACHED:

None

PREPARED BY:Cory Halvorsen, Manager of Parks and Open Spaces

THIS REPORT SIGNED AND VERIFIED BY: DATE: (NAME OF GENERAL MANAGER)

Kerri Marshall, General Manager – Infrastructure & Operations October 24, 2019

Page 4 Committee of the Whole - November 4, 2019 50 of 115 Corporate Report

DEPARTMENT/ City Manager's Office - Corporate REPORT NO. R 159/2019 DIVISION Strategic Services

DATE PREPARED 10/21/2019 FILE NO.

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Terms of Reference - Clean, Green and Beautiful Committee

RECOMMENDATION

With respect to Report No. R 159/2019 (City Manager’s Office – Corporate Strategic Services), we recommend that the Terms of Reference for the Clean, Green and Beautiful Committee, as appended to this Report as Attachment A, be approved;

AND THAT any necessary by-laws be presented to City Council for ratification.

EXECUTIVE SUMMARY

The Terms of Reference set out the key objectives of and the scope of work for the Clean, Green & Beautiful Committee.

At the Wednesday, May 15, 2019 meeting of the Clean, Green & Beautiful Committee, the proposed revisions to the Terms of Reference were approved for presentation to Committee of the Whole.

The Clean, Green & Beautiful Committee is recommending that the previous Terms of Reference, as set out in the memorandum from Councillor R. Johnson, Chair – Clean, Green & Beautiful Committee, dated March 7, 2016 and appended to this Report as Attachment B, be replaced by those appended to this Report as Attachment A.

DISCUSSION

Committees of Council are required to review their Terms of Reference annually and update as necessary. At the Clean, Green & Beautiful Committee meeting on Wednesday, May 15, 2019 the Terms of Reference were reviewed.

The Composition was changed to define the youth representative as (29 and under), add a medium business representative (11-100 employees) and one additional citizen representative.

Committee of the Whole - November 4, 2019 51 of 115 Corporate Report No. R 159/2019

When the Committee was created in 2007, the annual budget was set at $300,000 (approximately 1 per cent of the typical gross capital budget). In more recent years, in response to the budget constraint, it has been set at $200,000. This is now reflected in changes to the wording in Resources and Finances.

FINANCIAL IMPLICATION

There are no financial implications associated with this report.

CONCLUSION

It is concluded that the Terms of Reference of the Clean, Green & Beautiful Committee have been appropriately revised by the Committee and should be approved.

BACKGROUND

Following on the recommendations from the Mayor’s Task Force on Civic Pride established in 2004, Thunder Bay City Council adopted a Corporate Policy to establish an advisory committee on Clean, Green & Beautiful initiatives in January 2007. The purpose of the committee is to develop a common vision to enhance the function, look and feel of where we live, work and play through public art, beautification, heritage and environmental greening initiatives.

In 2015, the Committee updated its Terms of Reference, as set out in the memo from Councillor Rebecca Johnson dated March 7, 2016 which were approved by council on March 21, 2016.

REFERENCE MATERIAL ATTACHED

Attachment A – Clean, Green & Beautiful Committee – Terms of Reference (proposed May 15, 2019) Attachment B - Clean, Green & Beautiful Committee – Terms of Reference (February 18, 2015)

PREPARED BY: KELLY HELL, ADMINISTRATIVE ASSISTANT – COPORATE, STRATEGIC SERVICES

THIS REPORT SIGNED AND VERIFIED BY: DATE:

NORM GALE, CITY MANAGER October 25, 2019

Page 2 Committee of the Whole - November 4, 2019 52 of 115 Attachment A Corporate Report R 159/2019 COW November 4, 2019

CITY OF THUNDER BAY CLEAN, GREEN & BEAUTIFUL COMMITTEE TERMS OF REFERENCE

Amended May 15, 2019

1. NAME OF COMMITTEE

The Committee shall be named the City of Thunder Bay Clean, Green & Beautiful Committee.

2. BACKGROUND

Following on the recommendations from the Mayor’s Task Force on Civic Pride established in 2005, Thunder Bay City Council adopted a Corporate Policy to establish an advisory committee on Clean, Green and Beautiful initiatives in January 2007. The purpose of the committee is to develop a common vision to enhance the function, look and feel of where we live, work and play through public art, beautification, heritage and environmental greening initiatives.

3. RESOURCES and FINANCES

When the Clean Green and Beautiful Committee was created in 2007, the annual budget was set at $300,000 (approximately 1 per cent of the typical gross capital budget). In more recent years, in response to budget constraint, it has been set at $200,000.

A proposed allocation to the Clean Green and Beautiful Reserve Fund is included in the annual capital budget. In 2019, Council approved an allocation of $200,000 and this forms the base for the annual forecast.

As part of the annual budget process, project budgets are presented through Corporate Strategic Services on behalf of the Committee and the Administrative teams who may have responsibility for specific projects.

4. OBJECTIVES

a) Establish a long-term strategy that will provide for the future of Thunder Bay’s beautification.

b) Identify and prioritize short and long term projects to enhance the image of the City through public art, beautification, heritage and environmental greening.

c) Collaborate with business and community organizations to implement Clean, Green and Beautiful projects and initiatives.

Committee of the Whole - November 4, 2019 53 of 115 Attachment A Corporate Report R 159/2019 COW November 4, 2019

d) Implement Clean, Green and Beautiful projects and initiatives working with the City of Thunder Bay Administration.

e) Engage the community in fostering civic pride. 5. DELIVERABLES

a) To make recommendations to City Council on the annual Clean, Green and Beautiful plan, reporting on achievements in the year past and the plans for the year to come.

b) To identify opportunities for Clean, Green and Beautiful elements to be incorporated into proposed city projects and encourage the inclusion of public art in consultation with the Public Art Committee.

c) To oversee the development of strategies to involve and recognize voluntary private sector participants.

d) To engage City Administration on community priorities.

e) To review and implement the annual Clean, Green and Beautiful Action Plan.

f) To review requests to fund initiatives under Emerging Projects that will work in partnership with groups through public art, beautification, heritage and environmental greening initiatives.

g) To implement the Clean, Green and Beautiful Annual Awards program.

h) To submit Committee meeting minutes to City Council.

6. COMMITTEE MEMBERSHIP

The following summarizes the key components of the structure for implementing Clean, Green and Beautiful. It will consist of an oversight committee that reports directly to City Council.

The Clean, Green and Beautiful Committee is comprised of:

The Mayor One member of City Council Landscape Designer Thunder Bay Art Gallery Architectural Labour Representative Professional Local Artist Environmental Ministry of Tourism, Culture and Sport Representative Heritage Advisory Committee Representative Public Art Committee Representative Youth/Student Representative (29 and under) Two Citizen Representatives

Committee of the Whole - November 4, 2019 54 of 115 Attachment A Corporate Report R 159/2019 COW November 4, 2019 One Large Business Representatives (over 100 employees) One Medium Business Representative (11 to 100 employees) One Small Business Representative (10 employees and under)

Other members of City Council may attend and participate in the meetings of the Committee at the permission of the Chair, but shall not vote at the meeting. The term of the Clean, Green and Beautiful Committee will conclude with the term of City Council and be subject to renewal. 7. ROLES and RESPONSIBILITIES

The voting members of the Committee will annually select a Chair and Vice-Chair.

Quorum for meetings will require at least eight voting members to be in attendance.

All others whether members of Council or administration may participate in discussions and debates on matters before the Committee, and provide information, advice and assistance to the Committee.

8. GOVERNANCE

The Clean, Green and Beautiful Committee will strive to reach decisions by consensus. If consensus cannot be attained, voting on motions and questions before the Committee shall be in accordance with the procedural rules for City Council and its Committees.

9. MEETING LOGISTICS

The Committee will meet monthly except during July and August, unless by call of the Chair. The agenda and meeting materials will be circulated in advance of the meeting.

10. CONTACTS

Corporate Strategic Services Administrative Assistant will act as Clerk to the Committee and will provide administrative support including co-ordinating the distribution of agendas and minutes, correspondence to and on behalf of members, and booking of meeting rooms etc.

The Committee reports to City Council through Corporate Strategic Services.

Administrative Contact: Ms. K. Lewis, Director – Corporate Strategic Services Email: [email protected] Phone: (807) 625-3859

Committee Coordinator – Corporate Strategic Services Phone: (807) 625-2805

Committee of the Whole - November 4, 2019 55 of 115 Revised February 18, 2015 Attachment B Corporate Report R 159/2019 COW November 4, 2019 TERMS OF REFERENCE CLEAN, GREEN AND BEAUTIFUL COMMITTEE

1. Background

Following on recommendations from the Mayor’s Task Force on Civic Pride established in 2005, City Council adopted a Corporate Policy to establish an advisory committee on Clean, Green and Beautiful initiatives in January 2007. The purpose of the committee is to develop a common vision to enhance the function, look and feel of where we live, work and play through public art, beautification, heritage and environmental greening initiatives.

2. Finances

Under the approved Clean, Green and Beautiful Policy there are two mechanisms to fund initiatives: 1. On an annual basis, 1% of the typical Gross Capital Budget is included for consideration in the Annual Budget as dedicated funding for the Clean, Green and Beautiful programs and initiatives. [The annual allocation since 2007 has been $300,000.] Unspent dollars are transferred into the Clean, Green and Beautiful Reserve Fund to fund future related capital initiatives. 2. New capital projects are funded through project budgets presented as part of the Annual Budget process.

3. Objectives

1. Establish a long-term plan that will provide for the future of Thunder Bay’s beautification.

2. Identify and prioritize short- and long-term projects to enhance the image of the City through public art, beautification, heritage and environmental greening.

3. Identify and recommend private sector investment strategies and resources to implement projects.

4. Work with Members of Administration to implement Clean, Green and Beautiful strategies.

5. Engage the community in a civic pride campaign to support the understanding that Thunder Bay is a great place to live, work and play.

1 Committee of the Whole - November 4, 2019 56 of 115 Revised February 18, 2015 Attachment B Corporate Report R 159/2019 COW November 4, 2019

4. Membership

The following summarizes the key components of the structure for implementing Clean, Green and Beautiful. It will consist of an oversight committee that reports directly to Council and receive advices from an Administrative Team.

The Clean, Green and Beautiful Committee is comprised of:

The Mayor One member of City Council Landscape Designer Architectural Thunder Bay Art Gallery Heritage Advisory Committee Public Art Committee Ministry of Culture Environmental Representative Labour Representative Professional Local Artist Youth/Student Representative One (1) Citizen Representative Business Representative (one (1) Large business/one (1) Small business)

Other Members of City Council may attend and participate in the meetings of the Committee at the permission of the Chair, but shall not vote at the meeting.

The voting members of the Committee will select a Chair and Vice Chair. Quorum for meetings will require at least seven (7) voting members to be present. All others whether Members of Council or Administration may participate in discussions and debates on matters before the Committee, and provide information, advice and assistance to the Committee.

The Administrative Team will work with the members of the Committee to assist in the implementation of the projects.

City Manager’s Office Corporate Services & Long Term Care Infrastructure & Operations Community Services Development & Emergency Services

5. Roles and Responsibilities

The purpose of the Clean, Green and Beautiful Committee is to:

2 Committee of the Whole - November 4, 2019 57 of 115 Revised February 18, 2015 Attachment B Corporate Report R 159/2019 COW November 4, 2019

 Make recommendations to City Council on an annual Clean, Green and Beautiful Plan reporting on achievements in the year past and the plans for the year to come  Identify opportunities for Clean, Green and Beautiful elements to be incorporated into proposed City projects and encourage the inclusion of public art in consultation with the Public Art Committee  Oversee the development of strategies to involve and recognize voluntary private sector participants and  Receive advice from the Administrative Team on community priorities.

The purpose of the Administrative Team is to:

 Support and provide input to the Committee in the development of the annual Clean, Green and Beautiful Plan  Support and assist with the annual Council-approved Clean, Green and Beautiful Plan, and  Provide, on an annual basis, an overview of short- and long-term capital projects and programs.

6. Governance

The Clean, Green and Beautiful Committee will strive to reach decisions by consensus; if consensus cannot be attained, voting on motions and questions before the Committee shall be in accordance with the procedural rules for City Council and its Committees.

7. Assumptions

It is assumed that:  it is in the best interest of the community at large and the City to have a plan to work together and identify opportunities that will further enhance Thunder Bay and meet the strategic initiative of being one of the best-run cities in Canada  projects and programs funded under Clean, Green and Beautiful will report back a year after completion on accomplishments and outcomes

8. Meetings

The Committee will meet monthly except during July and August , unless by call of the chair. The agenda and meeting materials circulated in advance.

9. Deliverables

3 Committee of the Whole - November 4, 2019 58 of 115 Revised February 18, 2015 Attachment B Corporate Report R 159/2019 COW November 4, 2019

1. The Committee will meet with stakeholder groups to promote the vision, gather input and make recommendations to City Council on priorities for projects and Clean, Green and Beautiful initiatives.

2. The Committee will review requests to fund initiatives under emerging projects that will work in partnership with groups to enhance the function, look and feel of where we live, work and play through public art, beautification, heritage and environmental greening initiatives.

3. The Committee will advise Council as to any issues of potential public concern or potential deviations from the approved plan.

11. Term of the Committee

The term of the Clean, Green and Beautiful Committee will conclude with the term of Council and be subject to renewal.

12. Contact

The Administrative contact for this Committee is: Council Support Clerk Office of the City Clerk Phone: 807-625-2285 Fax: 807-625-2233

4 Committee of the Whole - November 4, 2019 59 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Rainbow Crosswalk Cost Information

SUMMARY

At the August 12, 2019 Committee of the Whole meeting, Thunder Pride Association provided a deputation relative to 2019 pride events, growth of the organization and gender neutrality. A resolution was passed directing Administration to report back on the potential installation and associated costs of a rainbow pedestrian crosswalk on or before November 30, 2019.

Memorandum from Ms. K. Dixon, Director - Engineering & Operations dated October 23, 2019 relative to the above noted, for information.

Correspondence from J. Veltri, Thunder Pride Association, dated October 18, 2019 requesting to provide a deputation relative to the above noted.

ATTACHMENTS

1 K Dixon memo dated Oct 23 2019 2 J Veltri deputation request dated Oct 18 2019

Committee of the Whole - November 4, 2019 60 of 115

Memorandum

TO: Members of Council

FROM: Kayla Dixon P. Eng., MBA Director of Engineering & Operations

DATE: October 23, 2019

SUBJECT: Rainbow Crosswalk Cost Information November 4, 2019 – COW Meeting

Thunder Pride made a deputation to the August 12, 2019 Committee of the Whole meeting. Following the deputation, Council asked for costing information to install a rainbow crosswalk in the City, as well as identification of possible community funding sources.

Administration received an estimate to contract the painting of a four leg crosswalk similar to the one below with thermoplastic paint of approximately $35,000. Thermoplastic paint is more expensive to install, but generally lasts about five years, in comparison with other road paint that has to be reapplied annually. Costs will vary depending on the number of legs, and width of crossings chosen. It should be noted that the City’s Roads crews are being trained to install this type of paint and will be able to complete this work going forward to reapply or if the coloured crosswalks are damaged.

Committee of the Whole - November 4, 2019 61 of 115 Page 2

In discussion with Thunder Pride, it was expressed that the City should consider other types of crosswalks as well to be more inclusive of other members of the community. Costs will be similar for the variations discussed. Thunder Pride was in favour of the painted crosswalk being at the Bay/Algoma intersection as it is central to their events, although other locations were discussed as options as well. Thunder Pride has indicated they would be willing to provide up to half of the costs for either a two legged or four legged crosswalk based on the costs indicated above. Administration has not been able to confirm with the Bay/Algoma Business Association if they would contribute any funds to the installation.

Thunder Pride’s 10th Anniversary is in 2020 and they would like to see an installation by June 1st to be ready for their event. This should be possible, but paint installation is surface and weather dependent, and therefore cannot be guaranteed so early in the season.

There are several decisions that would have to be made around the installation, such as location and crosswalk colours. It is suggested that Clean, Green and Beautiful work with Thunder Pride and other relevant community stakeholders to provide a recommendation to Council on the implementation details if a budget item is approved. Engineering can be a resource to provide information on feasibility and costs of specific locations.

KD cc: Norm Gale – City Manager Krista Power - City Clerk Kerri Marshall – General Manager – Infrastructure & Operations

Committee of the Whole - November 4, 2019 62 of 115 From: [email protected] Sent: October 18, 2019 10:14 AM To: Krista Power ; Dana Earle Subject: New Response Completed for Speak to City Council

Hello,

Please note the following response to Speak to City Council has been submitted at Friday October 18th 2019 10:13 AM with reference number 2019-10-18-003.

• Please state what agenda item you would like to speak about: Report on Rainbow Crosswalk - Thunder Pride Association

• What are you requesting from Council? funding request/financial assistance

• Have you already been in contact with City Administration in regards to the subject matter of your deputation request? Yes

• If yes, what was the outcome? Want to make a deputation to council regarding the report to council on the Rainbow Crosswalk and ask for the funding Approx $10,000 from the city to support the installation of the Rainbow and Transgender crosswalks It doesn't have any dates in NOV?

• Please select the date of the meeting: Committee of the Whole - Monday, January 14th

• First name: Jason

• Last name: Veltri

• Email: [email protected]

• Phone: (647) 545-8753

• Organization you represent: (optional) Thunder Pride Assocation

• Please note the names of the presenters that will be attending with you: Ashley Moreau & Annalicia Kaban

Committee of the Whole - November 4, 2019 63 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Municipal Invasive Plant Strategy

SUMMARY

At the May 6, 2019 Committee of the Whole meeting, EcoSuperior provided a deputation relative to invasive plants in the area and development of a Municipal Invasive Plant Strategy. A resolution was passed directing Administration to report back on this matter, as well as the financial impact of a Municipal Invasive Plant Strategy.

Memorandum from Mr. C. Halvorsen, Manager - Parks & Open Spaces dated October 24, 2019 relative to the above noted, for information.

ATTACHMENTS

1 C Halvorsen memo dated Oct 24 2019

Committee of the Whole - November 4, 2019 64 of 115

Memorandum

TO: Members of Council

FROM: Cory Halvorsen, C.E.T. Manager – Parks & Open Spaces

DATE: October 24, 2019

SUBJECT: Municipal Invasive Plant Strategy November 4, 2019 - Committee of Whole Meeting

The following memo was requested at the May 6, 2019 COW meeting following a deputation presented by EcoSuperior regarding a proposed Municipal Invasive Plant Strategy. Administration was asked to report back regarding the financial impact of a Municipal Invasive Plant Strategy and potential sources of funding.

Financial Impact

A recent economic impact study completed by the Regional Public Works Commissioners of Ontario estimates that the average Ontario Municipality is spending $218,148 annually on all types of invasive species, with the majority of costs currently being related to Emerald Ash Borer. The City of Thunder is currently budgeting $700,000 annually for Emerald Ash Borer.

Since the infestation level of invasive plants is still at a relatively small and manageable level in Thunder Bay we are not yet incurring significant costs in order to respond to priority locations; therefore, Administration will continue to rely on existing Forestry and Horticulture resources and budget to proactively respond to high priority invasive plants in 2020.

Estimating the financial impact of a Municipal Invasive Plant Strategy for the City of Thunder Bay requires further development of the draft strategy. The financial impact will consist of a combination of operational costs related to prevention, eradication, containment and long-term control, combined with costs related to potential damage of property. It is expected that effective allocation of resources for prevention, eradication and containment will reduce the overall financial impacts of long term control and damage to property. Administration will continue to develop the Invasive Species Strategy, which will encompass invasive plants, with a report to Council planned for fall of 2020 as directed in the Earthcare 2014-2020 Sustainability Plan.

Potential Funding Sources

There are currently no external funding sources identified that are available directly to the City that would support the invasive plant strategy.

Administration was able to access support and resources through the MNRF in 2019 to remediate a site of Phragmites, and it appears that this type of aid will continue to be an option in 2020.

Committee of the Whole - November 4, 2019 65 of 115 Page 2

2019 Activity Update

In 2019, the Forestry and Horticulture Section investigated two reported locations of Phragmites on municipal property. One location at the south end of Shipyard Road was removed by City crews and also spray treated afterwards by Ministry of Natural Resources and Forestry (MNRF) crews. The other location near Pool 6 lands could not be located and appeared to have been removed during recently completed construction. In addition to Phragmites investigations, City crews were deployed four times to remove Himalayan Balsam along McVicar Creek between Algoma Street North and River Street. The internal costs to complete all of these remediations amounted to approximately $5,000 in labour.

An Invasive Plant Strategy Stakeholder meeting was held on October 8, 2019, which included invitees from the Ministry of Transportation, Ministry of Natural Resources and Forestry, Lakehead Regional Conservation Authority, EarthCare, EcoSuperior and the Thunder Bay Field Naturalists. Moving forward, Administration will work with this group as the Invasive Plant Strategy is developed to ensure regional impacts and information are appropriately considered and look to provide a coordinated effort to manage invasives.

Regards,

CH cc: Krista Power – City Clerk Norm Gale – City Manager Kerri Marshall – General Manager – Infrastructure & Operations

Committee of the Whole - November 4, 2019 66 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Multi-Use Indoor Sports Facility Committee Minutes

SUMMARY

Minutes of Meetings No. 3-2019 and No. 4-2019 of the Multi-Use Indoor Sports Facility Committee held on September 18, 2019 and October 2, 2019, respectively, for information.

ATTACHMENTS

1 Sept 18 2019 minutes 2 Oct 2 2019 minutes

Committee of the Whole - November 4, 2019 67 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 1 of 4

DATE: WEDNESDAY, SEPTEMBER 18, 2019 MEETING NO. 03-2019

TIME: 5:31 P.M.

PLACE: MARTIN ROOM CITY HALL – 3RD FLOOR 500 DONALD STREET EAST

CHAIR: MAYOR B. MAURO

PRESENT: OFFICIALS: Mayor B. Mauro Ms. K. Power, City Clerk Councillor A. Aiello Ms. L. Lavoie, Committee Coordinator Councillor M. Bentz Councillor A. Foulds RESOURCE PERSONS: Councillor K. Oliver Ms. K. Robertson, General Manager – Community Services Mr. G. Broere, Director – Asset Management Ms. L. Paradis, Manager – Budgets & Long-Term Planning Mr. J. Howie, Policy Assistant to the Mayor Ms. L. McEachern, Director – Planning Services Division

1.0 DISCLOSURES OF INTEREST

None.

2.0 AGENDA APPROVAL

MOVED BY: Councillor M. Bentz SECONDED BY: Councillor A. Aiello

With respect to the September 18, 2019 Multi-Use Indoor Sports Facility Committee meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

CARRIED

3.0 CONFIRMATION OF PREVIOUS MINUTES

The Minutes of the Multi-Use Indoor Sports Facility Committee Meeting No. 02-2019 held on September 10, 2019 to be confirmed.

MOVED BY: Councillor A. Aiello SECONDED BY: Councillor A. Foulds

Committee of the Whole - November 4, 2019 68 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 2 of 4

THAT the Minutes of Meeting No. 02-2019 held on September 10, 2019 be confirmed.

CARRIED

4.0 NEW BUSINESS – PRIVATE TURF FACILITY UPDATE

It was the consensus of committee that the order of the agenda be changed to allow Private Turf Facility Update to be presented as the next item.

Ms. L. McEachern, Director – Planning Services Division provided information about the process required to build the above-noted facility. The applicant’s first step is to apply for a zoning by-law amendment. The earliest possible Public Meeting date to present a report relative to a zoning by-law amendment would be November 18, 2019. Approval of a zoning by-law amendment is followed by a 20 day appeal period. Ms. L. McEachern noted that once the appeal period ends and the zoning by-law amendment is complete, the process to obtain a service agreement, access agreement and building permit may be initiated by the applicant.

To date, the above-noted process has not been initiated.

5.0 APPLICATION UPDATE - INVESTING IN CANADA INFRASTRUCTURE PROGRAM: COMMUNITY, CULTURE AND RECREATION STREAM

Memorandum from Ms. K. Robertson, General Manager – Community Services, dated September 16, 2019 containing information and a recommendation relative to the above- noted funding program.

Ms. K. Robertson provided a PowerPoint Presentation entitled Proposed Multi-use Indoor Sports Facility – Chapples Park Administration Update.

The deadline to apply for Investing in Canada Infrastructure Program (ICIP) is November 12, 2019. Nominated projects will be announced between January and March 2020 and the funding decision will be made between April and September 2020.

The original timeline for construction of the facility includes gathering of public feedback in January 2020, tender call in May 2020, estimated construction start in August 2020 and estimated facility completion and opening in December 2021 or early 2022.

Due to the ICIP timeline, construction could potentially be delayed.

Committee of the Whole - November 4, 2019 69 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 3 of 4

Ms. K. Robertson provided details about ICIP. $407 million in Federal funding and $320 million in Provincial funding will be available for the Community, Culture and Recreation stream over 10 years, starting in 2019-20. The project funding formula will be 40% Federal contribution, 33.33% Provincial contribution and 26.67% applicant contribution.

There are two categories for funding: Multi-purpose projects, with a $50 million funding cap per project, and rehabilitation projects with a cap of $5 million. There will be no funding for work completed prior to approval.

Details about the operating model must be provided with the ICIP application.

Eligible applicants may submit more than one project. There was discussion relative to whether applications should be submitted for multiple projects.

Administration recommended that an ICIP application be submitted for funds of up to $35 million to accommodate construction of a proposed multi-purpose indoor sports facility, including provision for the equivalent of 6 indoor tennis courts/8 pickleball courts, given that the anticipated incremental municipal cost is $2.85 million and that the inclusion of tennis be contingent on leveraging 73.3% funding from other levels of government.

6.0 INDOOR TENNIS/PICKLEBALL

Ms. K. Robertson, General Manager – Community Services presented pros and cons of the three potential building solutions for indoor tennis and pickleball.

Administration recommended that the facility design include a pre-engineered metal building over six indoor tennis courts as an addition, attached to the proposed Multi- Use Indoor Sports Facility.

There was discussion relative to the three potential building solutions for indoor tennis.

It was the consensus of committee to defer the decision on indoor tennis to the next committee meeting.

7.0 POTENTIAL OPERATING MODELS

Document entitled Potential Operating Models – Proposed Multi-use Indoor Sports Facility, presented at the September 10, 2019 Committee meeting, was represented for discussion.

Discussion relative to this item was deferred to the next committee meeting.

Committee of the Whole - November 4, 2019 70 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 4 of 4

8.0 NEW BUSINESS

8.1 Terms of Reference

Ms. K. Power, City Clerk informed those present that the committee’s Terms of Reference will be presented for approval at Committee of the Whole on September 30, 2019.

9.0 NEXT MEETING DATE

The next meeting is scheduled for Wednesday, October 2, 2019 at 5:30 p.m.

10.0 ADJOURNMENT

The meeting was adjourned at 7:52 p.m.

Committee of the Whole - November 4, 2019 71 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 1 of 3

DATE: WEDNESDAY, OCTOBER 2, 2019 MEETING NO. 04-2019

TIME: 5:36 P.M.

PLACE: MCNAUGHTON ROOM CITY HALL – 3RD FLOOR 500 DONALD STREET EAST

CHAIR: MAYOR B. MAURO

PRESENT: OFFICIALS: Mayor B. Mauro Ms. K. Power, City Clerk Councillor A. Aiello Ms. L. Lavoie, Committee Coordinator Councillor M. Bentz Councillor A. Foulds RESOURCE PERSONS: Councillor K. Oliver Ms. K. Robertson, General Manager – Community Services Mr. G. Broere, Director – Asset Management Ms. D. Paris, Director – Finance Mr. J. Howie, Policy Assistant to the Mayor

1.0 DISCLOSURES OF INTEREST

None.

2.0 AGENDA APPROVAL

MOVED BY: Councillor K. Oliver SECONDED BY: Councillor A. Foulds

With respect to the October 2, 2019 Multi-Use Indoor Sports Facility Committee meeting, we recommend that the agenda as printed, including any additional information and new business, be confirmed.

CARRIED

3.0 INDOOR TENNIS/PICKLEBALL

Memorandum from Ms. K. Robertson, General Manager – Community Services, dated September 16, 2019, relative to Invest in Canada Infrastructure Funding Program (ICIP), presented at the September 18, 2019 committee meeting, re- presented for discussion.

Committee of the Whole - November 4, 2019 72 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 2 of 3

Copy of PowerPoint presentation entitled Proposed Multi-use Indoor Sports Facility – Chapples Park Administration Update, presented at the September 18, 2019 committee meeting, re-presented for discussion.

Mr. G. Broere, Director – Asset Management informed those present that a report relative to award of the Request for Proposal (RFP) for Prime Consultant for Architectural and Engineering Services will be presented at the October 28, 2019 Committee of the Whole meeting.

There was discussion relative to the three potential building solutions for indoor tennis.

At the request of the Chair, Councillor A. Foulds assumed the Chair.

MOVED BY: Mayor B. Mauro SECONDED BY: Councillor K. Oliver

With respect to the inclusion of tennis in the Multi Use Indoor Sports Facility, we recommend that an air supported structure over 4 existing courts at Thunder Bay Community Tennis Centre be included in the development of the construction documents associated with this project.

LOST

MOVED BY: Mayor B. Mauro SECONDED BY: Councillor A. Aiello

With respect to the inclusion of tennis in the Multi Use Indoor Sports Facility, we recommend that tennis be excluded in the development of the construction documents associated with this project;

AND THAT the potential of up to 1.5 million dollars be provided to the Thunder Bay Community Tennis Centre to work in partnership with the City of Thunder Bay on the creation of an air supported structure at Chapples Park;

AND THAT the City’s financial support be subject to confirmation of total project funding, due diligence review of the business plan, and future budget approval by Council;

AND THAT any agreements between the partners be created in form and content satisfactory to the City Solicitor and the City Treasurer;

Committee of the Whole - November 4, 2019 73 of 115 MEETING: MULTI-USE INDOOR SPORTS FACILITY COMMITTEE PAGE 3 of 3

AND THAT the Mayor and City Clerk be authorized to sign any agreements relative to this project;

AND THAT any necessary by-laws be presented to City Council for ratification.

CARRIED

Mayor B. Mauro resumed the Chair.

Ms. K. Power, City Clerk noted that a memo from the Chair containing the above- noted resolution will be presented as New Business at the October 7, 2019 Committee of the Whole meeting.

4.0 POTENTIAL OPERATING MODELS

Document entitled Potential Operating Models – Proposed Multi-use Indoor Sports Facility, presented at the September 10, 2019 Committee meeting, was represented for discussion.

Discussion relative to this item was deferred to the next committee meeting.

5.0 NEW BUSINESS

6.0 NEXT MEETING DATE

The next meeting is scheduled for Wednesday, October 9, 2019 at 5:30 p.m.

7.0 ADJOURNMENT

The meeting was adjourned at 7:03 p.m.

Committee of the Whole - November 4, 2019 74 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT The District of Thunder Bay Social Services Administration Board Minutes

SUMMARY

Minutes of Meetings No. 14/2019 and No. 15/2019 (Closed) of The District of Thunder Bay Social Services Administration Board held on July 18, 2019, and minutes of Meetings No. 16/2019 and No. 17/2019 (Closed) held on September 26, 2019, for information.

ATTACHMENTS

1 TBDSSAB minutes July 18 2019 2 TBDSSAB minutes (closed) July 18 2019 3 TBDSSAB minutes Sept 26 2019 4 TBDSSAB minutes (closed) Sept 26 2019

Committee of the Whole - November 4, 2019 75 of 115 THE DISTRICT OF THUNDER BAY BOARD MINUTES Soc1AL SERVICES ADMINISTRATION BOARD

MINUTES OF BOARD MEETING NO. 14/2019 OF THE DISTRICT OF THUNDER BAY SOCIAL SERVICES ADMINISTRATION BOARD

DATE OF MEETING: July 18, 2019

TIME OF MEETING: 10:00 a.m.

LOCATION OF MEETING: TBDSSAB Headquarters 231 May Street South, 3rd Floor Boardroom Thunder Bay, ON CHAIR: Lucy Kloosterhuis

PRESENT: OFFICIALS: Albert Aiello William (Bill) Bradica, Chief Administrative Officer, Acting Kim Brown Director - Client Services Division Shelby Ch'ng Georgina Daniels, Director - Corporate Services Division Jody Davis Ken Ranta, Director - Housing Services Division Andrew Foulds Sarah Strey, Recording Secretary James Foulds Diana Hennel, Administrative Assistant Brian Hamilton Kevin Holland GUESTS: Lucy Kloosterhuis Aaron Park, Manager, Housing & Homelessness Programs Elaine Mannisto Barry Caland, Manager, Facilities Aldo Ruberto Brook Latimer, Supervisor, Communications & Engagement REGRETS: Roxanne Brunelle, Manager, Human Resources Rebecca Johnson Jennifer Lible, Manager, Client Services Ray Lake Louise Piercey, Manager, Child Care & Early Years Wendy Wright Programs Keri Greaves, Manager, Finance Kristyn Lovato"Day, Data & Research Analyst

Note: For the purposes of the Minutes references to TBDSSAB or the Board refers to The District of Thunder Bay Social Services Administration Board of Directors as relevant to specific agenda items; references to TBDHC or the Board refers to the Directors of Thunder Bay District Housing Corporation as relevant to soecific agenda items. References to CAO refer jointly to the Chief Administrative Officer of TBDSSAB and Senior Administrator of TBDHC.

BOARD MEETING

DISCLOSURES OF INTEREST

None.

Committee of the Whole - November 4, 2019 76 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 2 of 9 July 18, 2019

NEW BUSINESS

Aldo Ruberto, Board Member requested a presentation regarding Tiny Homes be added to the September Agenda.

William Bradica, CAO advised that under the Board Governance and Procedural By-law, requests by outside organizations to appear before the Board must be filed with the CAO.

CONFIRMATION OF BOARD MEETING AGENDA

Resolution No. 19/70

Moved by: Kim Brown Seconded by: Albert Aiello

THAT with respect to the agendas for the Board Regular and Closed Session meetings of The District of Thunder Bay Social Services Administration Board for July 18, 2019, we approve the agendas as printed;

AND THAT we approve any additional information and new business.

CARRIED

PRESENTATIONS

Non-Profit Housing Funding Model

William Bradica, CAO, gave a brief overview regarding the above noted presentation.

Ken Ranta, Director - Housing Services, and Georgina Daniels, Director - Corporate Services gave a presentation relative to the above noted. Copies of the presentation were distributed at the meeting.

William Bradica, CAO, provided further information.

Ken Ranta, Director - Housing Services, and Georgina Daniels, Director - Corporate Services, responded to questions.

MINUTES OF PREVIOUS MEETINGS

Board Meetings

Minutes of Meeting No. 12/2019 (Regular Session) and 13/2019 (Closed Session) of TBDSSAB, held on June 20, 2019, were presented for confirmation.

Committee of the Whole - November 4, 2019 77 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 3 of 9 July 18, 2019

Resolution No. 19/71

Moved by: Shelby Ch'ng Seconded by: James Foulds

THAT the Minutes of Meeting No. 12/2019 and 13/2019 (Regular and Closed Session) of The District of Thunder Bay Social Services Administration Board, held on June 20, 2019, be confirmed.

CARRIED

CLOSED SESSION MEETING

Administration recommended that the Board adjourn to a closed meeting relative to security of the property of the Board regarding the receipt of information relative to the Program Cost­ Sharing Formulae.

Resolution No. 19/72

Moved by: Kim Brown Seconded by: Andrew Foulds

THAT the Board adjourns to Closed Session relative to the receipt of information with respect to security of the property of the Board regarding the Program Cost­ Sharing Formulae

CARRIED

At 10:47 a.m. Ken Ranta, Director - Housing Services Division, Keri Greaves, Manager, Finance, Brook Latimer, Supervisor, Communications and Engagement, left the meeting room and the Board Meeting went into Closed Session.

At 11 :02 a.m. the Regular Session reconvened following the end of Closed Session.

REPORTS OF ADMINISTRATION

Bertrand Court and Mcivor Court Regeneration Strategy Update

Report No. 2019-33, (Housing Services Division) was presented to the Board to provide an update relative to the Bertrand Court and Mcivor Court regeneration strategies and future actions.

Ken Ranta, Director- Housing Services Division responded to questions.

Committee of the Whole - November 4, 2019 78 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 4 of 9 July 18, 2019

Resolution No. 19/73

Moved by: James Foulds Seconded by: Albert Aiello

THAT with respect to Report No. 2019-33, (Housing Services Division), we, The District ofThunder Bay Social Services Administration Board (the Board), accepts and approves the development direction for the Bertrand Court and Mcivor Court properties; AND THAT the Board directs Administration to prepare a report with recommended direction for the Bertrand Court property to be presented at the September 2019 Board meeting.

CARRIED

Community Housing Renewal Strategy

Report No. 2019-34, (Housing Services Division) was presented to the Board to provide information related to the implementation of the provincial government's new Community Housing Renewal Strategy, and the proposed Investment Plan and Rental Housing funding investment.

Ken Ranta, Director - Housing Services Division provided a summary of the proposal and responded to questions.

William Bradica, CAO responded to questions.

Resolution No. 19/74

Moved by: Albert Aiello Seconded by: Jody Davis

THAT with respect to Report No. 2019-34 (Housing Services Division), we authorize the Chair and the Chief Administrative Officer, to execute the Transfer Payment Agreement and Investment Plan for the new Community Housing Renewal Strategy programs and submit to the Ministry of Municipal Affairs and Housing (MMAH);

AND THAT we approve Administration's recommendation that $750,000 from the 2019-20 Ontario Priorities Housing Initiative (OPHI) Rental Housing Component funding be utilized by The District of Thunder Bay Social Services Administration Board (TBDSSAB) for the construction of six (6) fully accessible units at Mcivor Court;

AND THAT we approve Administration's recommendation to trade the remaining $425,530 from the Year 1 Rental Housing Component to the Year 3 Rental Housing Component;

Committee of the Whole - November 4, 2019 79 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 5 of 9 July 18, 2019

AND THAT any necessary By-law be presented to the Board, for consideration.

CARRIED

At 11 :26 a.m. Barry Caland, Manager, Facilities, and Aaron Park, Manager, Housing & Homelessness Programs, left the meeting.

At 11 :27 a.m. Keri Greaves, Manager, Finance entered the meeting.

Review of the Approval and Signing Authorization Policy and TBDSSAB Initiated Agreement Templates

Memorandum from Shelby Ch'ng, Board Member, dated July 4, 2019, was presented to the Board to recommend Administration review the Approval and Signing Authorization Policy and TBDSSAB Initiated Agreement templates.

Shelby Ch'ng, Board Member provided further information.

A discussion was held regarding TBDSSAB's Corporate Complaint Policy, and TBDSSAB's Code of Conduct Policy.

Georgina Daniels, Director - Corporate Services provided further information related to TBDSSAB Initiated Agreement Templates.

William Bradica, CAO responded to questions.

Resolution No. 19/75

Moved by: Shelby Ch'ng Seconded by: Elaine Mannisto

THAT with respect to the Memorandum dated July 4, 2019 from Shelby Ch'ng, Board Member, we The District of Thunder Bay Social Services Administration Board, direct Administration to review the Approval and Signing Authorization Policy (Policy #CS-01 :79), the TBDSSAB Initiated Agreement templates, and any other related documents, specifically with respect to actions taken by TBDSSAB­ funded agencies that undermine other TBDSSAB-funded agencies;

And THAT Administration present any recommendations for amendment to Policy #CS-01 :79 and the related TBDSSAB Initiated Agreement templates to the Board at the September 2019 Board meeting.

CARRIED

Committee of the Whole - November 4, 2019 80 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 6 of 9 July 18, 2019

At 11 :45 a.m. Louise Piercey, Manager, Child Care & Early Years Programs entered the meeting.

2019 2nd Quarter Financial Reports

Report No. 2019-35, (Corporate Services Division}, was provided the Board with information related to the 2019 Second Quarter Financial Report, and projection to year-end.

Georgina Daniels, Director - Corporate Services, Keri Greaves, Manager, Finance, and William Bradica, CAO responded to questions.

TBDSSAB Investment Policy and Strategy

Report No. 2019-36, (Corporate Services Division), was provided to the Board with information regarding the TBDSSAB Investment Policy and related investment strategy.

First Report- Child Care and Early Years Pedagogist Network

Report No. 2019-37 (Client Services Division), was provided to the Board with information relative to a new model for child care and early years capacity building that supports the Child Care and Early Years service system and aligns with How Does Learning Happen? Ontario's Pedagogy for the Early Years.

Resolution No. 19/76

Moved by: Jody Davis Seconded by: Kim Brown

THAT with respect to Report No. 2019-37, (Client Services Division), we, The District of Thunder Bay Social Services Administration Board (the Board), approve the receipt ofthe First Report-for a Child Care Early Years Pedagogical Network Model.

AND THAT the Board Direct Administration to prepare a report with recommendations on a new pedagogist network model for the child care and early years' system to be presented at the November Board meeting for the Board's consideration.

CARRIED

At 12:00 p.m. the Board Chair called for a lunch break and Louise Piercey, Manager, Child Care & Early Years left the meeting.

Committee of the Whole - November 4, 2019 81 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 7 of 9 July 18, 2019

At 12:29 p.m. Jennifer Lible, Manager - Client Services Division entered the meeting room and the meeting resumed.

Continuation of the Community Social Reinvestment Fund

Report No. 2019-38, (Client Services Division) was provided to the Board with a recommendation regarding the continuation of the Community Social Reinvestment Fund. Copies of the report were provided at the meeting, and prior to the meeting under separate cover.

At 12:31 p.m. Albert Aiello, Board Member declared a conflict of interest and left the meeting.

A brief discussion was held regarding the continuation of the Community Social Reinvestment Program (CSRP).

Resolution No. 19/76A

Moved by: Kevin Holland Seconded by: James Foulds

THAT with respect to Report No. 2019-38 (Client Services Division), we The District of Thunder Bay Social Services Administration Board, discontinue the Community Social Reinvestment Program effective December 31, 2019;

AND THAT recipient organizations that have any unspent Community Social Reinvestment Program funds as at December 31, 2019 are allowed to utilize those funds by June 30, 2020;

AND THAT current recipient organizations be advised of the Board's decision.

CARRIED

At 12:38 p.m. Kristyn Lovato-Day, Data & Research Analyst entered the meeting.

At 12:50 p.m. Jennifer Lible, Manager - Client Services left the meeting, and Albert Aiello, Board Member entered the meeting.

2019 Association of Municipalities of Ontario Briefings Package

Report No. 2019-39 (CAO's Office) was provided to the Board relative to the 2019 Association of Municipalities of Ontario {AMO) briefings Package.

William Bradica, CAO provided a summary of the report.

Committee of the Whole - November 4, 2019 82 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 8 of 9 July 18, 2019

Resolution No. 19/77

Moved by: Andrew Foulds Seconded by: Kevin Holland

THAT with respect to Report No. 2019-39 (CAO's Office), we, The District of Thunder Bay Social Services Administration Board (TBDSSAB or the Board), approve of the 2019 Association of Municipalities of Ontario (AMO) Briefings Package, as presented;

AND THAT we direct the Chief Administrative Officer (CAO) to submit delegation requests to the appropriate provincial Ministries;

AND THAT the CAO attend the 2019 AMO conference to provide support to the Board Chair and other Board members in their meetings with provincial officials regarding these issues.

CARRIED

CORRESPONDENCE

The District of Thunder Bay Social Services Administration Board Advocacy Issue

A copy of a letter from the Honourable Lisa Macleod, Minister of Children, Community and Social Services dated June 18, 2019 relative to TBDSSAB's advocacy regarding the correlation between foster care and homelessness was presented to the Board, for information only.

2019-2020 Home For Good Operating Allocation

A Letter from the Honourable Steve Clark, Minister of Municipal Affairs and Housing regarding Home For Good (HFG) 2019-20 Operating Allocation was presented, for information only.

BY-LAWS

Administration presented the following resolution regarding By-law Number 05-2019, for consideration.

Committee of the Whole - November 4, 2019 83 of 115 Minutes of TBDSSAB Board Meeting No. 14/2019 Page 9 of 9 July 18, 2019

Resolution No. 19/78

Moved by: Andrew Foulds Seconded by: Kevin Holland

1. A By-law to authorize the execution of a Transfer Payment Agreement between The District of Thunder Bay Social Services Administration Board and Her Majesty the Queen in Right of Ontario as represented by the Minister of Municipal Affairs and Housing and for the administration of the Canada-Ontario Community Housing Initiative and the Ontario Priorities Housing Initiative.

Explanation: A By-law to authorize the execution of a Transfer Payment Agreement between The District of Thunder Bay Social Services Administration Board and Her Majesty the Queen in Right of Ontario as represented by the Minister of Municipal Affairs and Housing.

Authorization: Board Meeting 2019July18

BY-LAW NUMBER 05-2019

CARRIED

NEXT MEETING

The next meeting of The District of Thunder Bay Social Services Administration Board will be held on Thursday, July 26, 2019 at 10:00 a.m., in the 3rd Floor Boardroom, TBDSSAB Headquarters, 231 May Street South, Thunder Bay, Ontario.

ADJOURNMENT

Resolution No. 19/79

Moved by: Andrew Foulds Seconded by: Albert Aiello

THAT the Board Meeting No. 14/2019 of The District of Thunder Bay Social Services Administration Board, held on July 18, 2019, be adjourned at 11 :45 a.m.

CARRIED d ------Chief Administrative Officer Committee of the Whole - November 4, 2019 84 of 115 THE DISTRICT OF THUNDER BAY SOCIAL SERVICES ADMINISTRATION BOARD BOARD MINUTES

MINUTES OF BOARD (CLOSED SESSION) MEETING NO. 15/2019 OF THE DISTRICT OF THUNDER BAY SOCIAL SERVICES ADMINISTRATION BOARD

DATE OF MEETING: July 18, 2019

TIME OF MEETING: 10:06 a.m.

LOCATION OF MEETING: TBDSSAB Headquarters 231 May Street South, 3rd Floor Boardroom Thunder Bay, ON CHAIR: Lucy Kloosterhuis

PRESENT: OFFICIALS: Albert Aiello William (Bill) Bradica, Chief Administrative Officer Kim Brown Georgina Daniels, Director - Corporate Services Division Shelby Ch'ng Jody Davis GUESTS: Andrew Foulds Roxanne Brunelle, Manager, Human Resources James Foulds Brian Hamilton Kevin Holland Lucy Kloosterhuis Elaine Mannisto Aldo Ruberto

REGRETS: Rebecca Johnson Ray Lake Wendy Wright

Note: For the purposes of the Minutes references to TBDSSAB or the Board refers to The District of Thunder Bay Social Services Administration Board of Directors as relevant to specific agenda item; references to TBDHC or the Board refers to the Directors of Thunder Bay District Housing Corporation as relevant to specific agenda item. References to CAO refer jointly to the Chief Administrative Officer of TBDSSAB and Senior Administrator of TBDHC.

BOARD MEETING

DISCLOSURES OF INTEREST

None.

Committee of the Whole - November 4, 2019 85 of 115 Minutes of TBDSSAB Board (Closed Session) Meeting No. 15/2019 Page 2 of 2 July 18, 2019

REPORTS OF ADMINISTRATION

Post-Budget Provincial Funding Reductions

Memorandum to CAO from Georgina Daniels, Director - Corporate Services dated July 3, 2019 was provided to the Board with information regarding the financial impact of potential changes to cost-sharing formulae.

William Bradica, CAO responded to questions.

ADJOURNMENT

Resolution No. 19/CS07

Moved by: Elaine Mannisto Seconded by: Shelby Ch'ng

THAT the Board (Closed Session) Meeting No. 15/2019 ofThe District of Thunder Bay Social Services Administration Board, held on July 18, 2019, be adjourned at 11 :02 a.m., to reconvene in Open Session to consider the remaining agenda items.

CARRIED

Chair Chief Administrative Officer

Committee of the Whole - November 4, 2019 86 of 115 THE DISTRICT OF THUNDER BAY BOARD MINUTES SOCIAL SERVICES ADMINISTRATION BOARD

MINUTES OF BOARD MEETING NO. 16/2019 OF THE DISTRICT OF THUNDER BAY SOCIAL SERVICES ADMINISTRATION BOARD

DATE OF MEETING: September 26, 2019

TIME OF MEETING: 10:03 a.m.

LOCATION OF MEETING: TBDSSAB Headquarters 231 May Street South 3rd Floor Boardroom Thunder Bay, ON CHAIR: Lucy Kloosterhuis

PRESENT: OFFICIALS: Albert Aiello William {Bill) Bradica, Chief Administrative Officer, Acting Kim Brown Director - Client Services Division Jody Davis Georgina Daniels, Director - Corporate Services Division Andrew Foulds Ken Ranta, Director - Housing Services Division James Foulds Glenda Flank, Recording Secretary Kevin Holland Diana Henne!, Administrative Assistant Lucy Kloosterhuis Elaine Mannisto GUESTS: Aldo Ruberto Kristyn Lovato-Day, Acting Supervisor, Communications & Wendy Wright Engagement Crystal Simeoni, Manager, Property Management REGRETS: Diane Atkinson, Manager, Client Services Shelby Ch'ng Roxanne Brunelle Crupi, Manager, Human Resources Shari Mackenzie, Senior Human Resources Officer Brian Hamilton Rebecca Johnson Louise Piercey, Manager, Child Care & Early Years Programs Ray Lake

Note: For the purposes of the Minutes references to TBDSSAB or the Board refers to The District of Thunder Bay Social Services Administration Board of Directors as relevant to specific agenda items; references to TBDHC or the Board refers to the Directors ofThunder Bay District Housing Corporation as relevant to specific agenda items. References to CAO refer joinUy to the Chief Administrative Officer of TBOSSAB and Senior Administrator of TBDHC.

BOARD MEETING

DISCLOSURES OF INTEREST

None.

Committee of the Whole - November 4, 2019 87 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 2 of 10 September 26, 2019

NEW BUSINESS

None.

CONFIRMATION OF BOARD MEETING AGENDA

It was noted that in the Agenda on page 2 the date under the Child Care and Early Years Advisory Table should be July 18 and the date under the Community Homelessness Prevention Initiative Advisory Table should be July 16, 2019.

Resolution No. 19/79

Moved by: James Foulds Seconded by: Elaine Mannisto

THAT with respect to the agendas for the Board Regular and Closed Session meetings of The District of Thunder Bay Social Services Administration Board for September 26, 2019, we approve the agendas as printed;

AND THAT we approve any additional information and new business.

CARRIED

MINUTES OF PREVIOUS MEETINGS

Board Meetings

Minutes of Meeting No. 14/2019 (Regular Session) and 15/2019 (Closed Session) of TBDSSAB, held on July 18, 2019, were presented for confirmation.

It was noted that Ray Lake appears under Present and Regrets for both the Regular and Closed Session Minutes and should be removed from the Present column.

Resolution No. 19/80

Moved by: Kim Brown Seconded by: Kevin Holland

THAT the Minutes of Meeting No. 14/2019 and 15/2019 (Regular and Closed Session) of The District of Thunder Bay Social Services Administration Board, held on July 18, 2019, respectively, be confirmed as corrected.

CARRIED

Committee of the Whole - November 4, 2019 88 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 3 of 10 September 26, 2019

Committee Meetings

Child Care and Early Years Advisory Table

Draft Minutes of the Child Care and Early Years Advisory Table meeting held on July 18, 2019, were presented for information only.

Community Homelessness Prevention Initiative Advisory Table

Draft Minutes of the Community Homelessness Prevention Initiative Advisory Table meeting held on July 16, 2019, were presented for information only.

CLOSED SESSION MEETING

Administration recommended that the Board adjourn to a closed meeting relative to identifiable individuals regarding the 2020 Market Rent Increase and Rent Supplement Program Update and 2020 Annual Increases.

Resolution No. 19/82

Moved by: Kevin Holland Seconded by: Kim Brown

THAT the Board adjourn to Closed Session relative to the receipt of information with respect to identifiable individuals regarding the 2020 Market Rent Increase and Rent Supplement Program Update and 2020 Annual Increases.

CARRIED

At 10:06 a.m. the Board Meeting went into Closed Session.

At 10:09 a.m. the Regular Session reconvened following the end of Closed Session.

REPORTS OF ADMINISTRATION

FIRST REPORT: TBDSSAB 10 Year Housing & Homelessness Plan - 5 Year Update

Report No. 2019-40 (Housing Services Division) was presented to the Board to provide Administrations new recommendations for the TBDSSAB's 1 OHousing & Homelessness Plan - 5 Year Update, for consideration.

Committee of the Whole - November 4, 2019 89 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 4 of 10 September 26, 2019

Ken Ranta, Director - Housing Services Division provided a brief background and overview of the 5 Year Update and responded to questions.

William Bradica, CAO provided further information and responded to questions.

Lucy Kloosterhuis, Board Chair suggested that a Special Board Meeting be set to discuss this document in detail in order to ensure all questions are answered.

On consensus, a meeting was set for October 16, 2019 starting at 5:00 p.m. Administration will incorporate all consensus changes made by the Board into the 5 Year Update Report and then provide the revised draft to the Board for consideration at the November 2019 Board meeting.

Resolution No. 19/81

Moved by: James Foulds Seconded by: Kevin Holland

THAT with respect to Report No. 2019-40, (Housing Services Division} we, The District of Thunder Bay Social Services Administration Board (the Board}, approve the receipt of the First Report - TBDSSAB 10 Year Housing and Homelessness Plan- 5 Year Update;

AND THAT any consensus changes to the proposed Plan resulting from the Board discussion be included in a revised draft for the Board's consideration prior to December 2019.

CARRIED

2020 Market Rent Increase

Report No. 2019-41 {Housing Services Division} relative to requesting the Board's approval of the 2020 market rent increases for TBDSSAB units, was presented for consideration.

Resolution No. 19/83

Moved by: Elaine Mannisto Seconded by: Kim Brown

THAT with respect to Report No. 2019-41 (Housing Services Division} we, The District of Thunder Bay Social Services Administration Board, approve the 2020 market rents as outlined in Confidential Attachment #1 of Report No. 2019-41, presented in Closed Session.

AND THAT any approved market rent increase be effective February 1, 2020.

CARRIED

Committee of the Whole - November 4, 2019 90 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 5 of 10 September 26, 2019

Rent Supplement Program Update & 2020 Rent Increases

Report No. 2019-42 (Housing Services Division) was presented to the Board to provide an update of subsidy paid to Rent Supplement landlords and to provide notify the Board of the 2020 rent increases for Rent Supplement landlords, for consideration.

Resolution No. 19/84

Moved by: Kevin Holland Seconded by: Albert Aiello

THAT with respect to Report No. 2019-42 (Housing Services Division) we, The District of Thunder Bay Social Services Administration Board (TBDSSAB or the Board), approve the discontinuation of the annual Rent Supplement Program Update & 2020 Rent Increases report through the repeal ofTBDSSAB Resolution No. 11 /42(A);

AND THAT requests for rental increases in excess of the allowable guideline amount as determined annually by the Ministry of Municipal Affairs and Housing be brought to the Board for consideration.

CARRIED

At 10:50 a.m. Diane Atkinson, Manager, Client Services entered the meeting room and Crystal Simeoni, Manager, Property Management left the meeting room.

Sault Ste. Marie DSSAB Home Ownership Pilot

Memorandum from Aldo Ruberto, Board Member, dated August 29, 2019 providing an article regarding the above noted, was presented to the Board for information and discussion.

Aldo Ruberto, Board Member provided a brief background of his reasons for presenting the article to the Board, responded to questions and provided clarification.

William Bradica, CAO provided further information and responded to questions.

Ken Ranta, Director - Housing Services Division responded to questions.

At 10:52 a.m. Roxanne Brunelle Crupi, Manager Human Resources and Shari Mackenzie, Senior Human Resources Officer entered the meeting room.

Committee of the Whole - November 4, 2019 91 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 6 of 10 September 26, 2019

A discussion was held regarding the option of proceeding with this type of a project or developing other creative solutions for housing, the different costs and the various funding possibilities.

On consensus, Administration was directed to research the different possibilities for developing housing to fill some of the need for single housing units and report back to the Board in the spring of 2020.

Provincial Funding Changes

William Bradica, Chief Administrative Officer, provided a verbal update relative to provincial funding changes that have occurred including the changes outlined in the letter from The Honourable Todd Smith, Minister of Children, Community and Social Services, dated September 19, 2019 regarding the 2020 Ontario Works Program Delivery Funding Allocation (OWPDF), which was presented for information and discussion.

William Bradica, CAO responded to questions and provided clarification with respect to the changes that are expected to the OWPDF and Child Care and Early Years program delivery and expansion funding for 2019 through to 2022. Mr. Bradica explained that approximately $450,000 in reductions from the 2019 Board approved OW program delivery have already been made by Administration.

On consensus, the Board directed that given the timing of the provincial announcement on funding changes, Administration could exceed the 50/50 provincial municipal cost share for OWPDF for the 2019 year only.

At 11 :50 a.m. Louise Piercey, Manager, Child Care & Early Years Programs, entered the meeting room and Diane Atkinson left the meeting room.

2019 Ontario Works Client Satisfaction Survey

Report No. 2019-43 (CAO Division) relative to providing the Board with the results from the 2019 Ontario Works Client Satisfaction Survey, was presented for information.

William Bradica introduced Kristyn Lovato-Day, Acting Supervisor, Communications and Engagement and Diane Atkinson, Manage Client Services to answer any questions regarding the Satisfaction Survey.

Kristyn Lovato-Day, Acting Supervisor, Communications and Engagement responded to questions.

Committee of the Whole - November 4, 2019 92 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 7 of 10 September 26, 2019

TBDSSAB 2019 Second Quarter Operational Report

Report No. 2019-44 (CAO Division) provided under separate cover, was presented to the Board outlining the trends within TBDSSAB programs and services, for information.

Kristyn Lovato-Day, Acting Supervisor, Communications & Engagement provided a high level overview of the new charts and graphs provided in the Report and responded to questions.

William Bradica, CAO provided clarification and responded to questions.

Diane Atkinson, Manager, Client Services also responded to questions.

The Board Chair called for a lunch break at 12:00 noon.

The meeting reconvened at 12:35 pm with all Board Members and remaining members of Administration in attendance.

Workplace Diversity and Inclusion Policy

Report No. 2019-45 (CAO Division) relative to presenting the Board with information related to the implementation of a Workplace Diversity and Inclusion Policy, was presented for consideration.

Resolution No. 19/85

Moved by: Elaine Mannisto Seconded by: Kim Brown

THAT with respect to Report No. 2019-45 (CAO Division), we, The District of Thunder Bay Social Services Administration Board approve the Workplace Diversity and Inclusion Policy as presented;

AND THAT we authorize the Chief Administrative Officer to make amendments to the Policy with respect to housekeeping items, as may be required from time to time.

CARRIED

At 12:40 p.m. Roxanne Brunelle Crupi, Manager, Human Resources and Shari Mackenzie, Senior Social Policy Analyst left the meeting room.

Committee of the Whole - November 4, 2019 93 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 8 of 10 September 26, 2019

Increase to Maximum Daily Rates for Child Care Codes

Report No. 2019-46 (Client Services Division) was presented to the Board to provide background on the request for approval for an increase to the maximum per diem rates TBDSSAB pays for child care fee subsidy.

Resolution No. 19/86

Moved by: Kim Brown Seconded by: James Foulds

THAT with respect to Report No. 2019-46 (Client Services Division), we, The District of Thunder Bay Social Services Administration Board, approve the increase in the maximum child care rates for fee subsidy recipients effective January 1, 2020 as presented in Report No. 2019-46.

CARRIED

December 2019 Mortgage Renewal - Lendrum Court

Report No. 2019-47 (Corporate Services Division) was provided to advise the Board of the upcoming mortgage renewal arrangements for the Lendrum Court Property, for consideration.

Ken Ranta, Director - Housing Services Division responded to questions.

Resolution No. 19/87

Moved by: Wendy Wright Seconded by: Andrew Foulds

THAT with respect to Report No. 2019-47 (Corporate Services Division), we, The District of Thunder Bay Social Services Administration Board (TBDSSAB or the Board), approve the Ministry Resolution as attached, to be duly signed in accordance with TBDSSAB By-Law No. 01-2017 (Governance and Procedural);

AND THAT we authorize the Board Chair and Chief Administrative Officer to execute the mortgage financing documents related thereto.

CARRIED

Committee of the Whole - November 4, 2019 94 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 9 of 10 September 26, 2019

Review of the Approval and Signing Authorization Policy and the TBDSSAB Initiated Agreement Templates

Administration was directed to review the language of the Approval and Signing Authorization Policy and the TBDSSAB Initiated Agreement Templates for any language regarding actions taken by TBDSSAB funded agencies that undermine other TBDSSAB funded agencies at the July 4, 2019 meeting.

A memorandum from Georgina Daniels, Director - Corporate Services Division, dated September 8, 2019 was presented to the Board providing the results of the review of the language in the documents referred to in the Memorandum from Shelby Ch'ng dated July 4, 2019.

Georgina Daniels, Director - Corporate Services Division responded to questions.

CORRESPONDENCE

TBDSSAB Annual Report

A letter from The Honourable Parry Hajdu, P.C., dated July 11, 2019 and a letter from Mr. Michael Gravelle, MPP, dated July 12, 2019 regarding receipt of The District of Thunder Bay Social Services Administration Board Annual Report for 2018, were presented to the Board for their information.

Community Homelessness Prevention Initiative

A letter from Assistant Deputy Minister, Janet Hope, dated July 31, 2019 regarding The District of Thunder Bay Social Services Administration Board 2019-20 Investment Plan Approval, was presented for information.

City of Thunder Bay Resolution

A letter from Mayor Bill Mauro, City of Thunder Bay, dated September 17, 2019 relative to making a request regarding the above noted, was presented for discussion.

A brief discussion was held regarding the letter and Lucy Kloosterhuis, Board Chair advised that in a the Mayor had informed her, in a telephone conversation, that this request was made to let the residents of Thunder Bay know that the City of Thunder Bay has no control over TBDSSAB's budget.

BY-LAWS

Committee of the Whole - November 4, 2019 95 of 115 Minutes of TBDSSAB Board Meeting No. 16/2019 Page 10 of 10 September 26, 2019

NEXT MEETING

The next meeting of The District of Thunder Bay Social Services Administration Board will be held on Thursday, October 17, 2019, in the 3rd Floor Boardroom, TBDSSAB Headquarters, 231 May Street South, Thunder Bay, Ontario.

ADJOURNMENT

Resolution No. 19/88

Moved by: Wendy Wright Seconded by: Andrew Foulds

THAT Board Meeting No. 16/2019 of The District of Thunder Bay Social Services Administration Board, held on September 26, 2019, be adjourned at 12:50 p.m.

CARRIED

~ ------Chief Administrative Officer

Committee of the Whole - November 4, 2019 96 of 115 THE DISTRICT OF THUNDER BAY SOCIAL SERVICES ADMINISTRATION BOARD BOARD MINUTES

MINUTES OF BOARD (CLOSED SESSION) MEETING NO. 17/2019 OF THE DISTRICT OF THUNDER BAY SOCIAL SERVICES ADMINISTRATION BOARD

DATE OF MEETING: September 26, 2019

TIME OF MEETING: 10:06 a.m.

LOCATION OF MEETING: TBDSSAB Headquarters 231 May Street South 3rd Floor Boardroom Thunder Bay, ON CHAIR: Lucy Kloosterhuis

PRESENT: OFFICIALS: Albert Aiello William (Bill) Bradica, Chief Administrative Officer Kim Brown Georgina Daniels, Director - Corporate Services Division Jody Davis Ken Ranta, Director - Housing Services Division Andrew Foulds Glenda Flank, Recorder James Foulds Diana Hennel, Administrative Assistant Kevin Holland Lucy Kloosterhuis GUESTS: Elaine Mannisto Crystal Simeoni, Manager, Property Management Aldo Ruberto Kristyn Lovato-Day, Acting Supervisor, Communications & Wendy Wright Engagement

REGRETS: Shelby Ch'ng Brian Hamilton Rebecca Johnson Ray Lake

Note: For the purposes of the Minutes references to TBDSSAB or the Board refers to The District of Thunder Bay Social Services Administration Board of Directors as relevant to specific agenda item; references to TBDHC or the Board refers to the Directors ofThunder Bay District Housing Corporation as relevant to specific agenda item. References to CAO refer joinUy to the Chief Administrative Officer of TBDSSAB and Senior Administrator of TBDHC.

BOARD MEETING

DISCLOSURES OF INTEREST

None.

Committee of the Whole - November 4, 2019 97 of 115 Minutes of TBDSSAB Board (Closed Session) Meeting No. 17/2019 Page 2 of 2 September 26, 2019

REPORTS OF ADMINISTRATION

2020 Market Rent Increase

Memorandum from Crystal Simeoni, Manager, Property Management, dated August 23, 2019 was presented to the Board to provide the confidential attachment to Report No. 2019-41 2020 Market Rent Increase, for consideration in Open Session.

At 10:07 a.m. Aldo Ruberto, Board Member entered the meeting room.

Rent Supplement Program Update and 2020 Annual Increases

Memorandum from Ken Ranta, Director - Housing Services Division, dated September 4, 2019 was presented to provide the confidential attachment to Report No. 2019-42, Rent Supplement Program Update and 2020 Annual Increases, for consideration by the Board in Open Session.

ADJOURNMENT

Resolution No. 19/CS0B

Moved by: Albert Aiello Seconded by: James Foulds

THAT the Board {Closed Session) Meeting No. 17/2019 ofThe District ofThunder Bay Social Services Administration Board, held on September 26, 2019, be adjourned at 10:09 a.m., to reconvene in Open Session to consider the remaining agenda items.

CARRIED

«~Chair Chief Administrative Officer

Committee of the Whole - November 4, 2019 98 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Thunder Bay District Health Unit - Board of Health Minutes

SUMMARY

Minutes of Thunder Bay District Health Unit - Board of Health Meetings, held on June 19, 2019 and September 18, 2019 for information.

ATTACHMENTS

1 BOH minutes June 19 2019 2 BOH minutes Sept 18 2019

Committee of the Whole - November 4, 2019 99 of 115

BOARD OF HEALTH MEETING

MINUTES OF THE MEETING: June 19, 2019

TIME OF MEETING: 1:00 P.M.

PLACE OF MEETING: BOARDROOM – FIRST FLOOR

CHAIR: MR. JAMES MCPHERSON

BOARD MEMBERS PRESENT: ADMINISTRATION PRESENT:

Ms. Alana Bishop Dr. J. DeMille, Medical Officer of Health and Chief Mr. Andrew Brigham Executive Officer Mr. Dave Hamilton Ms. L. Roberts, Director of Health Promotion Ms. Deborah Harris Shallow Mr. L. Dyll, Director of Corporate Services Ms. Maria Harding Ms. T. Rabachuk, Director of Health Protection Mr. John MacEachern Ms. K, Belanger, Manager of Sexual Health and Harm Mr. James McPherson Reduction Ms. Karen O’Gorman Ms. C. Tait, Manager of Oral & Visual Health and District Ms. Kristen Oliver Offices Mr. Don Smith Ms. J. Piper, Manager of Substance Misuse, Injury Mr. Jim Vezina Prevention and Tobacco Ms. Michelle Warywoda Ms. S. Stevens, Executive Assistant

REGRETS: Mr. Norm Gale Mr. Greg Vallance

CALL TO ORDER

The Chair called the meeting to order at 1:00 p.m.

1. ATTENDANCE AND ANNOUNCEMENTS

The Chair presented regrets from Mr. Gale and Mr. Vallance.

Dr. J. DeMille presented a certificate of appreciation to Mr. Andrew Brigham, as his term ends on June 29, 2019.

2. DECLARATIONS OF INTEREST

There were no declarations of conflict of interest. Committee of the Whole - November 4, 2019 100 of 115

Thunder Bay District Health Unit June 19, 2019 Board of Health (Regular Session) Minutes Page 2 of 7

3. AGENDA APPROVAL

Resolution No. 71-2019

MOVED BY: J. Vezina SECONDED BY: D. Hamilton

THAT the Agenda for the Regular Board of Health Meeting to be held on June 19, 2019, be approved as amended.

CARRIED

4. INFORMATION SESSION

4.1 Harm Reduction

Mr. Rick Thompson, Outreach Worker in the Superior Points Needle Exchange Program provided a presentation on Harm Reduction work in the District of Thunder Bay, and responded to questions from the Board.

5. MINUTES OF THE PREVIOUS MEETINGS

5.1 Thunder Bay District Board of Health

The Minutes of the Thunder Bay District Board of Health Meeting held on May 15, 2019, to be approved.

Resolution No.:72-2019

MOVED BY: J. MacEachern SECONDED BY: J. Vezina

THAT the Minutes of the Thunder Bay District Board of Health (Regular and Closed Session) Meeting held on May 15, 2019, be approved.

CARRIED

5.2 Thunder Bay District Board of Health – Executive Committee

The Minutes of the Executive Committee meeting of February 19, 2019, were presented, for information.

The Minutes of the Executive Committee meeting of April 17, 2019, were presented, for information.

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Thunder Bay District Health Unit June 19, 2019 Board of Health (Regular Session) Minutes Page 3 of 7

6. MATTERS ARISING FROM THE MINUTES

There were no matters arising from the previous minutes.

7. BOARD OF HEALTH (CLOSED SESSION) MEETING

Resolution No.: 73a-2019

MOVED BY: D. Harris Shallow SECONDED BY: J. Vezina

THAT the Board of Health move in to a closed session to receive information relative to the security of the property of the board of the Board; and to receive information explicitly supplied in confidence by an agency of the Province.

CARRIED

At 1:30 p.m., the Board of Health moved into closed session. The following individuals left the meeting room.

Ms. Kandace Belanger, Manager of Sexual Health & Harm Reduction Ms. Carolyn Tait, Manager of Oral & Visual Health and District Offices Ms. Janice Piper, Manager of Injury Prevention Ms. S. Stevens, Executive Assistant

At 2:17 p.m., the Board of Health moved out of closed session to resume regular business. The following individuals returned to the meeting room.

Ms. Carolyn Tait, Manager of Oral & Visual Health and District Offices Ms. S. Stevens, Executive Assistant

8. DECISIONS OF THE BOARD

8.1 Dental Program for Low Income Seniors Report No. 44-2019, (Oral & Visual Health) relative to providing the Board of Health with an overview of the mandated dental program for low-income seniors and recommendations for approval of funding was presented.

Resolution No.: 74 -2019

MOVED BY: K. O’Gorman SECONDED BY: D. Hamilton

Committee of the Whole - November 4, 2019 102 of 115 Thunder Bay District Health Unit June 19, 2019 Board of Health (Regular Session) Minutes Page 4 of 7

8. DECISIONS OF THE BOARD (Continued)

8.1 Dental Program for Low Income Seniors (Continued)

THAT with respect to Report No. 44– 2019 (Ontario Seniors Dental Care Program), we recommend the acceptance of 100% operational funding for the 2019/2020 fiscal year from the Ministry of Health and Long-Term Care in the amount of $612,400.00;

AND THAT the Director of Corporate Services and Manager of Finance be authorized to complete any administrative requirements as required.

CARRIED

8.2 Main Reception Renovations

Report No. 43-2019 (Information Systems and Property) relative to recommendations for approval of the use of Capital Reserve funds for continued renovations to the main reception area was presented.

Resolution No.:75-2019

MOVED BY: K. O’Gorman SECONDED BY: A. Brigham

THAT with respect to Report No. 43 – 2019 (Information Systems and Property), we recommend approval of the use of Capital Reserve funds for the completion of renovations to the Main Reception Area up to a total contract cost of $30,000 (taxes extra); AND THAT the Director of Corporate Services and Manager of Finance be authorized to complete any administrative requirements of the Main Reception renovation contract as required.

CARRIED

8.3 Vehicle Lease Renewal

Report 40 - 2019 (Finance) relative to recommendations for renewal of vehicle leases for the period of July 29, 2019 – July 28, 2022, was presented.

Resolution No.: 76-2019

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8. DECISIONS OF THE BOARD (Continued)

8.3 Vehicle Lease Renewal

MOVED BY: M. Harding SECONDED BY: D. Harris Shallow

THAT with respect to Report No. 40 - 2019 (Finance), we recommend that the contract for Lease of four (4) vehicles be awarded to Performance Kia for three (3) years commencing July 29, 2019 to July 28, 2022 at a total contract cost of $83,887.20 (taxes extra);

AND THAT the Director of Corporate Services and Manager of Finance be authorized to complete any administrative requirements of the Leased Vehicle contract(s) as required.

CARRIED

8.4 Health Protection Renovations

At the Board of Health (Closed Session) held earlier in the day, Report No. 41- 2019 (Information Systems and Property) containing recommendations relative to the above noted was presented.

At that time the Board of Health was advised that the resolution as contained in the report would be presented in open session for consideration.

Resolution No.: 73c-2019

MOVED BY: D. Hamilton SECONDED BY: J. Vezina

THAT with respect to Report Number 41-2019 (Information Systems and Property) we recommend that Administration proceed as directed.

CARRIED

8.5 2020 Budget Parameters

At the Board of Health (Closed Session) held earlier in the day, Report No. 39- 2019 (Finance) containing recommendations relative to the above noted was presented.

At that time the Board of Health was advised that the resolution as contained in the report would be presented in open session for consideration.

Committee of the Whole - November 4, 2019 104 of 115 Thunder Bay District Health Unit June 19, 2019 Board of Health (Regular Session) Minutes Page 6 of 7

8. DECISIONS OF THE BOARD (Continued)

8.5 2020 Budget Parameters

Resolution No.: 74d-2019

MOVED BY: J. MacEachern SECONDED BY: D. Harris Shallow

THAT with respect to Report Number 39-2019 (Finance) we recommend that Administration proceed with preparing the 2020 Operating Budget within the parameter of 0% increase to the Board of Health approved budget levels for 2019.

CARRIED

9. COMMUNICATIONS FOR INFORMATION

9.1 TBDHU Strategic Plan 2017-2020

Dr. J. DeMille, Medical Officer of Health and Chief Executive Officer provided the Board of Health with an overview of the Strategic Plan pillars and areas of progress, for information.

9.2 alPHa AGM & Conference Update

A report on the Association of Local Public Health Agencies Annual General Meeting and Conference held in Kingston, Ontario on June 9-11, 2019, was provided to the Board of Health by the members that attended the conference.

10. NEXT MEETING

The next regularly scheduled Board of Health meeting will be held on Wednesday, September 18, 2019, at 1:00 p.m.

11. ADJOURNMENT

Resolution No.: 77-2019

MOVED BY: A. Brigham SECONDED BY: D. Harris Shallow

THAT the Regular Board of Health meeting held on June 19, 2019, be adjourned at 2:40 p.m.

CARRIED Committee of the Whole - November 4, 2019 105 of 115 Thunder Bay District Health Unit June 19, 2019 Board of Health (Regular Session) Minutes Page 7 of 7

______Chair, Board of Health Medical Officer of Health/Chief Executive Officer

______Recording Secretary

Committee of the Whole - November 4, 2019 106 of 115

BOARD OF HEALTH MEETING

MINUTES OF THE MEETING: September 18, 2019

TIME OF MEETING: 1:00 P.M.

PLACE OF MEETING: BOARDROOM – FIRST FLOOR

CHAIR: MR. JAMES MCPHERSON

BOARD MEMBERS PRESENT: ADMINISTRATION PRESENT:

Ms. Alana Bishop Dr. J. DeMille, Medical Officer of Health and Chief Mr. Norm Gale Executive Officer Mr. Dave Hamilton Ms. L. Roberts, Director of Health Promotion Ms. Deborah Harris Shallow Mr. L. Dyll, Director of Corporate Services Ms. Maria Harding Ms. T. Rabachuk, Director of Health Protection and Chief Mr. John MacEachern Nursing Officer Mr. James McPherson Mr. D. Hrychuk, Manager of Finance Ms. Karen O’Gorman Ms. S. Sawula, Manager of Healthy Living Ms. Kristen Oliver Ms. S. Stevens, Executive Assistant and Secretary to the Mr. Don Smith Board of Health Mr. Greg Vallance

REGRETS: Mr. Jim Vezina Ms. Michelle Warywoda

CALL TO ORDER

The Chair called the meeting to order at 1:02 p.m.

1. ATTENDANCE AND ANNOUNCEMENTS

The Chair presented regrets from Mr. Vezina and Ms. Warywoda.

2. DECLARATIONS OF INTEREST

There were no declarations of conflict of interest.

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Thunder Bay District Health Unit September 18, 2019 Board of Health (Regular Session) Minutes Page 2 of 7

3. AGENDA APPROVAL

Resolution No. 82-2019

MOVED BY: J. MacEachern SECONDED BY: K. O’Gorman

THAT the Agenda for the Regular Board of Health Meeting to be held on September 18, 2019, be approved as amended.

CARRIED

4. INFORMATION SESSION

4.1 Northern Fruit and Vegetable Program Enhancement Project - Understanding Our Food Systems

Mr. Vincent Ng, Public Health Nutritionist, along with Dr. Charles Levkoe from Lakehead University and Ms. Jessica McLaughlin from the Indigenous Food Circle provided a presentation on the results of the Understanding Our Food Systems project which examined food security in fourteen road accessible First Nations in the District of Thunder Bay.

5. MINUTES OF THE PREVIOUS MEETINGS

5.1 Thunder Bay District Board of Health

The Minutes of the Thunder Bay District Board of Health Meeting held on June 18, 2019, to be approved.

Resolution No.:83-2019

MOVED BY: K. O’Gorman SECONDED BY: J. MacEachern

THAT the Minutes of the Thunder Bay District Board of Health (Regular and Closed Session) Meeting held on June 18, 2019, be approved.

CARRIED

6. MATTERS ARISING FROM THE MINUTES

There were no matters arising from the previous minutes.

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Thunder Bay District Health Unit September 18, 2019 Board of Health (Regular Session) Minutes Page 3 of 7

7. BOARD OF HEALTH (CLOSED SESSION) MEETING

The agenda was amended to move the in-camera session to the end of regular business.

8. DECISIONS OF THE BOARD

8.1 Program Based Grants – 2019 Public Health Funding and Accountability Agreement

Report No. 49-2019, (Finance) relative to recommendations for approval of the one-time and base funding grants for the 2019-2020 funding year was presented.

Resolution No.: 85-2019

MOVED BY: M. Harding SECONDED BY: D. Hamilton

THAT with respect to Report No. 49 – 2019 (Finance) we recommend that effective January 1, 2019, the New Schedules to the Public Health Funding and Accountability Agreement with the Ministry of Health and Long-Term Care be approved, accepting up to $13,769,100 in base funding and up to $10,000 in one-time funding for the 2019-20 funding year to support the provision of mandatory and related public health programs and services in the District of Thunder Bay.

AND THAT the Director of Corporate Services and Manager of Finance be authorized to complete any administrative requirements of the submission and implementation process, as required.

CARRIED

8.2 General Insurance Program Renewal

Report No. 50-2019 (Finance) relative to recommendations for renewal of the General Insurance Policy for the Thunder Bay District Health Unit was presented.

Resolution No.:86-2019

MOVED BY: M. Harding SECONDED BY: G. Vallance

THAT with respect to Report No. 50 - 2019 (Finance), we recommend that the insurance program renewal for the Committee of the WholeThunder - November 4,Bay 2019 District Health Unit from Frank Cowan 109 of 115 Thunder Bay District Health Unit September 18, 2019 Board of Health (Regular Session) Minutes Page 4 of 7

8. DECISIONS OF THE BOARD (Continued) 8.2 General Insurance Program Renewal (Continued)

Company Limited, effective October 20, 2019 to October 20, 2020, at a total cost of $74,785 (taxes extra) be approved;

AND THAT the Director of Corporate Services and Manager of Finance be authorized to complete any administrative requirements of the General Insurance Program Renewal, as required.

CARRIED

8.3 By-law and Policy Review

A memorandum from Dr. J. DeMille, Medical Officer of Health and Chief Executive Officer, dated September 12, 2018, and containing a resolution, relative to the above noted was presented.

Resolution No.: 87-2019

MOVED BY: D. Smith SECONDED BY: M. Harding

THAT the Board of Health approves the recommendations of the Executive Committee as contained in Report No. 48-2019 – Annual Review: Board of Health Policies and Amalgamated By-law, and passed by Resolution No. 80-2019 at their meeting held on September 11, 2019, relative to the annual review of the Board of Health’s Amalgamated By-law and policies;

AND THAT the Board of Health's Amalgamated By-law be numbered By-law No.: 2019-01;

AND THAT By-law No.: 2018-01 be repealed.

CARRIED

8.4 alPHa Fall Symposium

A memorandum from Dr. J. DeMille, Medical Officer of Health and Chief Executive Officer, dated September 18, 2019, and containing a resolution relative to the above noted was presented.

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8. DECISIONS OF THE BOARD (Continued) 8.4 alPHa Fall Symposium

Resolution No.: 88-2019

MOVED BY: D. Hamilton SECONDED BY: D. Smith

THAT the following members of the Board be authorized to attend the 2019 alPHa Fall Symposium, scheduled to be held in Toronto, Ontario, on November 6 - 7, 2019:

1. Don Smith 2. Karen O’Gorman 3. Maria Harding 4. James McPherson

AND THAT all expenses be paid in accordance to Policy No. BH-02-04 - Board Members’ Reimbursement.”

CARRIED

9. COMMUNICATIONS FOR INFORMATION

9.1 HBHC Fiscal Year Change

A memorandum from Ms. L. Roberts, dated September 18, 2019, relative to providing the Board of Health with the changes to the Health Babies Healthy Children fiscal year and budget submission was presented for information.

9.2 Nutritious Food Basket

The results of the Nutritious Food Basket Survey, relative to providing the Board of Health with details on the cost of eating well in the district of Thunder Bay, was presented for information.

9.3 Public Health Modernization

Report Number 51-2019 (MOH/CEO) relative to providing an update on public health modernization, was presented for information.

Committee of the Whole - November 4, 2019 111 of 115 Thunder Bay District Health Unit September 18, 2019 Board of Health (Regular Session) Minutes Page 6 of 7

9. COMMUNICATIONS FOR INFORMATION (Continued)

9.5 Board of Health Evaluation Summary Chair

Report No. 45-2019 (MOH/CEO) containing the summary results of the Board of Health as presented to the Executive Committee at their meeting of September 11, 2019, was presented for information.

7. BOARD OF HEALTH (CLOSED SESSION) MEETING

Resolution No.: 84a-2019

MOVED BY: M. Harding SECONDED BY: D. Hamilton

THAT the Board of Health move in to a closed session to receive information explicitly supplied in confidence by a province or territory or by a Crown agency of any of them; and to receive information relative to employee relations or negotiations.

CARRIED

At 1:53 p.m., the Board of Health moved into closed session. The following individuals left the meeting room.

Ms. S. Sawula, Manager of Healthy Living Mr. D. Hrychuk, Manager of Finance Ms. S. Stevens, Executive Assistant/Secretary to the Board of Health All members of the public and media

At 2:50 p.m., the following individuals also left the meeting room:

Dr. J. DeMille, Medical Officer of Health/Chief Executive Officer Mr. L. Dyll, Director of Corporate Services Ms. T. Rabachuk, Director of Health Protection/Chief Nursing Officer Ms. L. Roberts, Director of Health Promotion

At 2:52 p.m., the Board of Health moved out of closed session to resume regular business. The following individuals returned to the meeting room:

Dr. J. DeMille, Medical Officer of Health/Chief Executive Officer Mr. L. Dyll, Director of Corporate Services Ms. T. Rabachuk, Director of Health Protection/Chief Nursing Officer Ms. L. Roberts, Director of Health Promotion Ms. S. Stevens, Executive Assistant/Secretary to the Board of Health

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10. NEXT MEETING

The next regularly scheduled Board of Health meeting will be held on Wednesday, October 16, 2019, at 1:00 p.m.

11. ADJOURNMENT

Resolution No.: 89-2019

MOVED BY: D. Smith SECONDED BY: D. Harris Shallow

THAT the Regular Board of Health meeting held on September 18, 2019, be adjourned at 2:55 p.m.

CARRIED

______Chair, Board of Health Medical Officer of Health/Chief Executive Officer

______Recording Secretary

Committee of the Whole - November 4, 2019 113 of 115

MEETING DATE 11/04/2019 (mm/dd/yyyy)

SUBJECT Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation – Nomination of Courthouse Hotel

SUMMARY

Memorandum from Mr. M. Szybalski, Corporate Records Manager – Archivist, dated October 25, 2019 containing a motion relative to the above noted.

RECOMMENDATION

With respect to the memorandum from Mr. M. Szybalski, Corporate Records Manager – Archivist, dated October 25, 2019 we recommend that the Courthouse Hotel be nominated for the Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation recognizing the project for its contribution to cultural heritage through adaptive reuse of a heritage building.

ATTACHMENTS

1 M Szybalski memo dated Oct 25 2019

Committee of the Whole - November 4, 2019 114 of 115

Office of the City Clerk Fax: 623-5468 Memorandum Telephone: 625-2230

TO: Mayor B. Mauro Councillor B. Hamilton Councillor A. Aiello Councillor R. Johnson Councillor M. Bentz Councillor B. McKinnon Councillor S. Ch’ng Councillor K. Oliver Councillor A. Foulds Councillor A. Ruberto Councillor C. Fraser Councillor Peng You Councillor T. Giertuga

FROM: Mr. M. Szybalski, Corporate Records Manager – Archivist

DATE: October 25, 2019

SUBJECT: Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation – Nomination of Courthouse Hotel November 4, 2019 – COW Meeting

The Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation is awarded by the Ontario Heritage trust for the delivery of conservation programs. To eligible a candidate must have completed in the past year a specific conservation activity or project that is an exceptional contribution to natural or cultural heritage. The Thunder Bay Courthouse Hotel is an excellent example of adaptive reuse of built heritage.

The Thunder Bay Heritage Advisory Committee passed the following motion at its meeting on October 24, 2019:

With respect to the Lieutenant Governor’s Ontario Heritage Awards, the Heritage Advisory Committee recommends that the Courthouse Hotel be nominated for Excellence in Conservation.

CARRIED

Nominations submitted by municipal councils must be supported by a motion of council. The Heritage Advisory Committee respectfully asks that Council supports the Committee’s recommendation.

Please consider the following motion at the November 4, 2019 Committee of the Whole meeting:

With respect to the memorandum from Mr. M. Szybalski, Corporate Records Manager – Archivist, dated October 25, 2019 we recommend that the Courthouse Hotel be nominated for the Lieutenant Governor’s Ontario Heritage Award for Excellence in Conservation recognizing the project for its contribution to cultural heritage through adaptive reuse of a heritage building.

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