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HomeMy WebLinkAboutINS-14-021 - Kitchener Cycling Advisory Committee - Terms of Reference Staff Rep►�►r I r Infrastruc�ture5ervrresDepartment wvwuukitchenerra REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 23, 2014 SUBMITTED BY: Jim Witmer, Director of Operations (741-2600 ext. 4657) Justin Readman, Director of Transportation (741-2600, ext. 7038) PREPARED BY: William Sleeth, Landscape Architect (741-2600, ext. 4401 Josh Joseph, Transportation Demand Management Coordinator (741-2600, ext. 7152) WARD(S) INVOLVED: All DATE OF REPORT: June 11, 2014 REPORT NO.: INS-14-021 SUBJECT: Kitchener Cycling Advisory Committee —Terms of Reference RECOMMENDATION: That Council Policy 1-114 (Kitchener Cycling Advisory Committee - Terms of Reference) be repealed and replaced with the draft Council Policy (Cycling and Trails Advisory Committee - Terms of Reference), attached as Appendix `A' to Infrastructure Services Department report INS-14-021, and That the Cycling and Trails Advisory Committee begins its first term in January 2015. BACKGROUND: The Multi-use Pathways and Trails Master Plan was approved by Kitchener Council on May 14, 2012. One of the recommendations within the plan was to address the mandate of the Cycling Advisory Committee. Recommendation 5-10 of the approved master plan stated: "Review the mandate of the current Cycling Advisory Committee through 2012, with the goal of broadening their role to include all aspects of active transportation, including the Multi-use Pathway Network. Following the review, staff and the current Cycling Advisory Committee will report back to Council with a recommended course of action for the Committee's new mandate starting in 2013." Discussions were held in 2012 with the Cycling Advisory Committee regarding possible changes to the mandate. No recommendation to Council was made and the current committee mandate is unchanged. The multi-use pathway and trail network serves a variety of users with different requirements, including cycling. Having a committee which can represent this diversity of users will facilitate the setting of priorities and directions for improvements and expansion of the multi-use pathway network. A citizen advisory committee providing advice and oversight on the implementation of 11 - 1 both the Cycling Master Plan and the Multi-use Pathways and Trails Master Plan would provide a broader platform of public involvement. This issue was discussed at the meeting of the Community and Infrastructure Services Committee of January 13, 2014 and it was resolved: "That staff be directed to engage in consultation with the Kitchener Cycling Advisory Committee (KCAC), Grand River Accessibility Advisory Committee (GRAAC) and other appropriate committees/ groups, to either establish a new committee or broaden the terms of reference for the KCAC to include multi-use pathways and trails; and further That staff be directed to bring forward the revised terms of reference for the KCAC or recommendation to establish a new committee to the June 9, 2014 Community and Infrastructure Services Committee meeting, for potential implementation in January 2015." REPORT: Staff prepared the following possible options for consideration regarding the Cycling Advisory Committee mandate: Options for revised mandate: A. No change— Kitchener Cycling Advisory Committee B. Active Transportation Advisory Committee C. Cycling Advisory Committee with Trails Sub-committee D. Establish a new Trails Advisory Committee and retain existing Cycling Committee An additional option was introduced, discussed and ultimately endorsed at the Kitchener Cycling Advisory Committee meeting of June 10, 2014 as follows: E. Cycling and Trails Advisory Committee A. No Change Existing mandate: Kitchener Cycling Advisory Committee Purpose and Scope The purpose of the Cycling Advisory Committee is to provide community input and assist Council in creating a livable and environmentally friendly City that is accessible and safe for people of all ages and abilities to cycle and that the transportation system can appropriately accommodate cyclists. The Cycling Advisory Committee advises Council and Staff on the design, development and delivery of bicycle policies, programs and facilities to promote and enhance cycling in the City of Kitchener. 11 - 2 Responsibilities a) Advise Council and Staff on cycling issues that are in accordance with the City of Kitchener Bikeway Study as well as the Regional Cycling Master Plan and the City's Official Plan Policies. b) Assist in monitoring the priority, extent and effectiveness of cycling facility construction c) Assist in the development of support programs (education, safety and security) on an ongoing basis. d) Advise on measures required to implement the City's commitment to cycling. e) Assist the City in developing cycling policies and strategies. f) Liaise with other municipalities, governments and agencies with regards to programs, policies, legislation, continuity and connectivity. g) Serve as a forum for the public and/or agencies to discuss all matters regarding cycling within the City. h) Act as an advocate for cycling in the City, promoting and increasing public awareness of cycling as a sustainable and healthy form of transportation. i) Measure and celebrate success B. Active Transportation Advisory Committee Possible mandate: (adapted from the Regional Municipality of Waterloo Active Transportation Advisory Committee terms of reference) Kitchener Active Transportation Advisory Committee Purpose and Scope The purpose of the Active Transportation Advisory Committee is to provide community input and assist Council in creating a livable and environmentally friendly City that is accessible and safe for people of all ages and abilities to walk and cycle and that the transportation system can appropriately accommodate pedestrians and cyclists. The Active Transportation Advisory Committee advises Council and Staff on the design, development and delivery of pedestrian and cycling policies, programs and facilities to promote and enhance walking and cycling (active transportation) in the City of Kitchener. The Active Transportation Advisory Committee will serve as a forum for the public and/or agencies to raise their viewpoints on particular cycling and pedestrian issues and/or findings. Responsibilities 11 - 3 a) Assist the City in developing new active transportation policies, strategies and programs. b) Advise Council and staff on measures and policies required to implement the City's commitment to a healthy and livable city through active transportation and assist in implementing the policies and objectives of the Transportation Master Plan, Cycling Master Plan for the 21St Century, the Multi-use Pathways and Trails Master Plan, the Pedestrian Charter and Official Plan policies. c) Advise Council and Staff on cycling and pedestrian (active transportation) issues in accordance with the Transportation Master Plan, Cycling Master Plan for the 21St Century, the Multi-use Pathways and Trails Master Plan, the Pedestrian Charter and Official Plan policies. d) Advise Council and Staff in addressing active transportation issues received from other governments and agencies (ie. Studies, policies, programs, legislation etc.) e) Assist in monitoring the extent and effectiveness of active transportation facility construction and support programming (encouragement, education, and enforcement) on an ongoing basis. Appendix `A' attached to this report provides a more detailed draft Terms of Reference for the Active Transportation Committee. C. Cycling Advisory Committee with Trails Sub-committee Possible mandate (amendment to the existing Cycling Advisory Committee mandate) The Terms of Reference for the existing Cycling Advisory Committee would remain generally as exists currently, with the addition of the following: Kitchener Cycling Advisory Committee — Multi-use Pathways and Trails Focus Group Purpose and Scope The Multi-use Pathways and Trails Focus Group is a sub-committee of the Cycling Advisory Committee. The role of this sub-committee is to provide consultation and input regarding the planning and implementation of the `off-road' cycling and pedestrian infrastructure. The focus group will assist the Cycling Advisory Committee in the preparation of recommendations to Council and Staff on the implementation of the Multi-use Pathways and Trails Master Plan, the `off-road' components of the Cycling Master Plan, the Pedestrian Charter as it relates to `off-road' infrastructure, the Ontarians with Disabilities Act and Official Plan policies related to cycling and pedestrian infrastructure outside of road rights-of-way throughout Kitchener, through the recommendations of the Cycling Advisory Committee. Responsibilities 11 - 4 a) Advise Council and Staff, through the Cycling Advisory Committee, on cycling and pedestrian issues that are in accordance with the Multi-use Pathways and Trails Master Plan, the Pedestrian Charter, Ontarians with Disabilities Act and the City's Official Policies Plan in regard to cycling and pedestrian infrastructure outside of road rights-of-way. b) Assist in monitoring the priority, extent and effectiveness of multi-use pathway and trail facility construction and improvement. c) Assist in the development of support programs (education, safety and security) on an ongoing basis. d) Assist the City in developing pedestrian and cycling policies and strategies, including universal accessibility with regard to the multi-use pathway and trail network. e) Liaise with other municipalities, governments and agencies with regards to programs, policies, legislation, continuity and connectivity. f) Serve as a forum for the public and/or agencies to discuss all matters regarding cycling, pedestrian and universally accessible use of the multi-use pathway and trail network within the City. D. New Multi-use Pathways and Trails Advisory Committee And Existing Cycling Advisory Committee The Terms of Reference for the existing Cycling Advisory Committee would remain generally as per the mandate shown in Option A. A second Multi-use Pathways and Trails Advisory Committee would be created to provide advice and oversight from a diverse group of trail users. Possible mandate Multi-use Pathways and Trails Advisory Committee Purpose and Scope The Multi-use Pathways and Trails Advisory Committee is to provide consultation and input regarding the planning and implementation of the `off-road' cycling and pedestrian infrastructure. The Multi-use Pathways and Trails Advisory Committee will assist Council and staff in the implementation of the Multi-use Pathways and Trails Master Plan, the `off-road' components of the Cycling Master Plan, the Pedestrian Charter as it relates to `off-road' infrastructure, the Ontarians with Disabilities Act and Official Plan policies related to cycling and pedestrian infrastructure outside of road rights-of-way throughout Kitchener. Responsibilities g) Advise Council and Staff on cycling and pedestrian issues that are in accordance with the Multi-use Pathways and Trails Master Plan, the Pedestrian Charter, 11 - 5 Ontarians with Disabilities Act and the City's Official Policies Plan in regard to cycling and pedestrian infrastructure outside of road rights-of-way. h) Assist in monitoring the priority, extent and effectiveness of multi-use pathway and trail facility construction and improvement. i) Assist in the development of support programs (education, safety and security) on an ongoing basis. j) Assist the City in developing pedestrian and cycling policies and strategies, including universal accessibility with regard to the multi-use pathway and trail network. k) Liaise with other municipalities, governments and agencies with regards to programs, policies, legislation, continuity and connectivity. 1) Serve as a forum for the public and/or agencies to discuss all matters regarding cycling, pedestrian and universally accessible use of the multi-use pathway and trail network within the City. Representation Membership of the sub-committee will include members of the public representing the full range of users of the multi-use pathways and trails, including the interests of cyclists, walkers, seniors and universal accessibility. E. Cycling and Trails Advisory Committee The proposal for a cycling and trails advisory committee was first introduced and discussed at the Kitchener Cycling Advisory Committee meeting on June 10, 2014 and following considerable discussion was endorsed by the committee and staff. Possible Mandate The draft Terms of Reference attached to the report as Appendix `A' details this mandate. PUBLIC CONSULTATION: The following citizen groups and committees were contacted in regards to the proposed change to the terms of reference for the Kitchener Cycling Advisory Committee: • Kitchener Cycling Advisory Committee (KCAC) • Grand River Accessibility Advisory Committee (GRAAC) • Mayor's Advisory Committee for Kitchener Seniors (MACKS) • Happy Hoofers —Seniors Walking Group • Resoles— Seniors Walking and Hiking Group • Regional Municipality of Waterloo— Public Health (RMOW— Public Health) The following is a summary of the comments received from these groups: 11 - 6 KCAC The issue of a possible change to the terms of reference was discussed at three separate meetings of the Kitchener Cycling Advisory Committee in 2014. This included a review of this draft report by the committee on June 10, 2014.The committee passed the following motion as a recommendation to Council: To repeal motion made by Mr. P. Walberg on April 8, 2014 to establish a new Pedestrian and Accessibility Committee and retain the existing Cycling Committee, and instead endorse in principle, the concept of a Cycling and Trails Committee composed of 11 to 13 members of the Community-at-large, with the mandate of implementing the Cycling Master Plan and the Multi-use Pathways and Trails Master Plan. The KCAC, in embracing this revised terms of reference, would like to ensure a continued emphasis on cycling within the work of the new committee and supports the selection of members based on their awareness and experience with the needs of all users of the cycling and trail network. GRAAC The following points were raised by members of GRAAC: • It seems appropriate to broaden the mandate of the cycling advisory committee to include the diversity of users of the multi-use pathway and trail system • A citizen advisory committee responsible for all aspects of active transportation would be valuable • GRAAC members were in favor of a single committee to address active transportation not separate committees for cycling and other modes • A single committee would better facilitate the shared use of the multi-use pathways amongst all users • GRAAC members supported the membership of at least one member of an active transportation committee which has an expertise in accessibility. This would not be a member of GRAAC serving on a second committee and this person would not represent GRAAC in any formal capacity • Significant issues of accessibility related to the multi-use pathways and active transportation, such as major projects and design standards, should continue to be referred to GRAAC for consultation MACKS It was clear from the discussion with this committee that a greater focus beyond cycling was required for a citizen advisory committee and that this should include: • Consultation regarding walking and cycling facilities and infrastructure both within the road rights of way and outside of the road rights of way 11 - 7 • Oversight of the connectivity of all active transportation modes (walking and cycling) with the public transportation systems and the transportation system as a whole • Ensure implementation of the trail system and its improvement as detailed in the Multi- use Pathways and Trails Master Plan, including its use for walking and cycling and its universal accessibility. Happy Hoofers The Happy Hoofers, a Senior Citizen walking group, advised that they do not see a need for a committee to voice their needs and concerns regarding walking and trails. They advised that simply having a staff person contact is sufficient. There was no interest in serving on such a committee. Resoles This is a Senior Citizen walking and hiking group operating out of the Breithaupt center. There is interest in having a voice on a citizen committee regarding walking and hiking in Kitchener and some may be willing to serve on this committee. RMOW— Public Health The Waterloo Region Active Living Network (http://www.wraln.com/), through its Advocacy Committee, has been working for the past two year in developing a Physical Activity Charter for Waterloo Region. The Network did some research about Physical Activity/Active Living Charters in Ontario, implemented a consultation with key stakeholders about the need for a Physical Activity Charter and did a presentation to Kitchener Community Service Committee (June 19, 2012). In response to some of the CSC questions, the Network completed a Blueprint for Physical Activity Action Report and started friendly visits to some staff and councillors (Region and municipalities) in 2013. Our goal is to get endorsement for the Physical Activity Charter for Waterloo Region by Regional Council and the local municipalities' councils as we know that responsibilities for some areas of work (e.g. sports and recreation) differ between both levels of government. Other Municipalities All of the municipalities within our region, including the Regional Municipality of Waterloo, have citizen advisory committees established to advise their Councils regarding walking and cycling. These committees have different mandates and areas of focus. Regional Municipality of Waterloo The Regional Municipality of Waterloo established, in 2011, an Active Transportation Advisory Committee (ATAC) to assist the Region and advise Regional Council and staff on active transportation policies, strategies and programs and on measures required to implement the Region's commitment to active transportation. Cambridge The City of Cambridge has had, for many years, the Cambridge Trails Advisory Committee (CTAC) whose original mandate included both on-road cycling and off-road trails. 11 - 8 This committee had a sub-committee which focused on on-road cycling. In 2008 Cambridge established a second committee of Council, the Cambridge Cycling Advisory Committee. Waterloo The City of Waterloo, in 2007, established the Waterloo Advisory Committee on Active Transportation, also known as the Transportation and Trails Committee. Its mandate is to advise Council on existing and proposed modes of transportation for the planning and development of a safe, sustainable and accessible transportation system. The focus of this committee is both on-road and off-road walking and cycling. Guelph The City of Guelph's Cycling Advisory Committee met its mandate and was subsequently dissolved in February 2013. However, a local advocacy group has largely filled a similar role, working regularly and closely with city staff on cycling matters, the Guelph Coalition for Active Transportation (GCAT). SUMMARY AND STAFF COMMENTS: One of the assets implemented and maintained by the Operations Division is the multi-use pathways and trails network. A public advisory committee with a broader mandate would provide for focused public input by all users of the multi-use pathways and trails and the inter- connection of cycling and pedestrian routes throughout the City. Such a committee could provide valuable guidance and clarification of priorities as we implement the Multi-use Pathways and Trails Master Plan and the Cycling Master Plan for the 21St Century. A single advisory committee, rather than separate committees for cycling and other modes of active transportation, will permit a more thorough and collaborative approach to issues of shared use of multi-use pathways and assist in addressing any conflicting priorities. The current cycling advisory committee has made significant contributions to the implementation of cycling infrastructure and programs. This valuable work is recognized by staff and we encourage a continued strong focus for the proposed Cycling and Trails Committee on the issues of cycling. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The implementation of a cycling and trails advisory committee is consistent with the Kitchener Strategic Plan through: • Leadership and Community Engagement, by providing citizens with the opportunity to be "engaged and active in the decision making process" as it affects the cycling and pedestrian infrastructure • Environment, by ensuring public involvement in a "good, green transportation plan" and being part of a "community that focuses significant energy and resources on becoming more environmentally friendly". FINANCIAL IMPLICATIONS: The implementation of a Cycling and Trails Advisory Committee does not impact current Capital or Operating budgets or forecasts. 11 - 9 COMMUNITY ENGAGEMENT: Public consultation was conducted during early 2014 with various citizen groups as identified in the body of this report and the recommendation here-in presented has taken this into account. CONCLUSION: The implementation of the recommendation for a cycling and trails advisory committee will provide for more robust and broad public involvement in the delivery of the active transportation infrastructure and assist council and staff in clarifying public priorities as plans for on and off road pedestrian and cycling facilities and programs are realized. ACKNOWLEDGED BY: Pauline Houston, Deputy CAO, Infrastructure Services Department 11 - 10 APPENDIX `A' COUNCIL POLICY RESOLUTION POLICY NUMBER: I- DATE: MAY 26, 2014 POLICY TYPE: BOARD and COMMITTEE SUBJECT: CYCLING AND TRAILS ADVISORY COMMITTEE — TERMS OF REFERENCE POLICY CONTENT: 1. PURPOSE 1.1. To provide community input and assist Council in creating a livable and environmentally friendly City that is accessible and safe for people of all ages and abilities to walk and cycle and that the transportation system can appropriately accommodate pedestrians and cyclists. 1.2. To advise Council and Staff on the design, development and delivery of cycling and trail policies, programs and facilities to promote and enhance walking and cycling (active transportation) in the City of Kitchener. 1.3. To serve as a forum for the public and/or agencies to raise their viewpoints on particular cycling and trail use issues and/or findings. 2. RESPONSIBILITIES 2.1. Assist Council and Staff of the City of Kitchener in developing new cycling and trails policies, strategies and programs. 2.2. Advise Council and staff on measures and policies required to implement the City's commitment to a healthy and livable city through active transportation and assist in implementing the policies and objectives of the Transportation Master Plan, Cycling Master Plan for the 21St Century, the Multi-use Pathways and Trails Master Plan, the Pedestrian Charter and Official Plan policies. 11 - 11 2.3. Advise Council and Staff on active issues related to cycling and trails in accordance with the Transportation Master Plan, Cycling Master Plan for the 21St Century, Multi-use Pathways and Trails Master Plan, Regional Cycling Master Plan, the Pedestrian Charter and Official Plan policies. 2. RESPONSIBILITIES (Cont'd) 2.4. Advise Council and Staff in addressing issues related to cycling and trails received from other governments and agencies (i.e. Studies, policies, programs, legislation etc.) 2.5. Liaise with other municipalities, governments and agencies with regards to programs, policies, legislation, continuity and connectivity. 2.6. Assist in monitoring the extent and effectiveness of cycling and trail facility construction and support programming (encouragement, education, safety and security and enforcement) on an ongoing basis. 2.7. Serve as a forum for the public and/or agencies to discuss all matters regarding cycling and trails within the City. 2.8. Act as an advocate for cycling and the use of multi-use pathways and trails in the City, promoting and increasing public awareness of active walking and cycling as sustainable and healthy forms of transportation. 2.9. Measure and celebrate success. 3. COMPOSITION 3.1. The composition of the Committee will be: a) 1 member of Council b) 11 to 13 members of the Community-at-large. 3.2. In filling the community-at-large positions Council will endeavor to include as membership in the Committee, private citizens from throughout the City. The membership is drawn from residents with skills and demonstrated expertise in the area of cycling who may also have an awareness of the needs of all users of the multi-use pathways and trail network, including universal accessibility and not as representatives of particular agencies, organizations or interest groups. 11 - 12 3.3. Members will be appointed for a term of two years ending November 30. 3.4. The Committee shall, from amongst its members, choose a Committee Co-Chair who is not a member of Council, to co-chair the committee with the appointed Council Co-Chair. Quorum 3.5. Quorum for this Committee shall be 5 members. Sub-Committees 3.6. Where Committee feels that a sub-committee is required, said sub-committee is to be ad hoc in nature with a specific, clearly articulated mandate. 3. COMPOSITION (Cont'd) 3.7. Each sub-committee's mandate is to be reviewed annually to determine whether it needs to continue. 3.8. Membership on sub-committees may be expanded to include people who are not advisory committee members, to take advantage of individual expertise. 4. MEETINGS 4.1. Meetings shall be conducted in accordance with Municipal Code Chapter 25 (Procedures) as adopted by Council. 4.2. The Committee shall endeavour to meet monthly. 4.3. Meetings shall commence at 4:00 p.m., with a goal of being a maximum of two (2) hours in duration. 4.4. Pursuant to Chapter 25 (Procedures), all meetings are open to the public, except as permitted by the Municipal Act, 2001. Minutes 4.5. Minutes shall be kept by the Committee Administrator and will be distributed to all members of Council and the Corporate Management Team. 5. REPORTING 5.1. The Cycling and Trails Advisory Committee is an advisory committee established by Kitchener City Council in accordance with these adopted Terms of Reference. 11 - 13 Members are bound by these Terms of Reference and are responsible to Council. 5.2. The Committee shall report through the Community and Infrastructure Services Committee unless the Council Co-Chair, in consultation with staff, deems it expedient that a report be made directly to Council. 11 - 14