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HomeMy WebLinkAboutGRAAC - 2014-08-28Grand River Accessibility Advisory Committee Date: August 28th, 2014 Location: Conestoga Room, City Hall, Kitchener Present: Andrew Tutty (Co- Chair), Greg Moore (Co- Chair), Keri Cameron, Sharon Giles, Carrie Speers, David Kuhn, Laura Master, Amanda Moorhead, Paula Saunders, Mike Shipley, Christine Taylor, Vanessa Lopak (Region of Waterloo), Pam Albrecht (City of Kitchener, City of Waterloo),Julia Sippel (Township of Wellesley), Kaitlyn Draker (North Dumfries), Val Hummel (Township of Woolwich), Linda Pretty (Recorder) Regrets: Anthony Cashin, Dorothy Staal, Councillor Jean Haalboom (Region of Waterloo), Councillor Jeff Henry (City of Waterloo), Councillor Berry Vrbanovic (City of Kitchener), Johanna Ellis (City of Kitchener) Absent: Dawn Clelland Guests: Dianna Saunderson (City of Kitchener), Daphne Livingston (City of Kitchener), Don Patten (StopGap) 1.0 Welcome and Introductions • Andrew Tutty called the meeting to order. • Andrew Tutty welcomed all members; round table introductions. 2.0 Approval of May Minutes and June Agenda • Motion by Mike Shipley, seconded by Carrie Speers to accept the August Agenda; all in favour. • Motion by Sharon Giles, seconded by Greg Moore to accept the June minutes; all in favour 3.0 Declarations of Pecuniary Interest • There were no pecuniary interests to declare. 4.0 Accessible Elections — Pam Albrecht (City of Waterloo); Dianna Saunderson & Daphne Livingston (City of Kitchener) City of Waterloo Pam reviewed a memo that she had previously emailed to the group regarding information on how the City of Waterloo is making provisions for accessibility in the upcoming municipal elections in October 2014 (written information was provided). • Elections staff will be trained regarding AODA accessible customer service. • All voting locations have been audited for accessibility and are wheelchair accessible. • Voters can request assistance to mark their ballot, either from an election worker or a person they bring with them. Person providing assistance must swear an Oath of Secrecy. • Staff will be available to provide assistance at any poll location on advance /election day. Although all voting locations are accessible, accessible voting equipment will be available at The Waterloo Memorial Recreation Complex advance voting locations. This equipment allows people who are blind or have low vision, people with physical disabilities and people with reading and writing difficulties to vote independently. Along with this equipment, an ASL interpreter will be available at The Waterloo Memorial Recreation Complex on October 15, 16, 17, and 18 from 2 p.m. - 4 p.m. Election staff will be trained in the use of this equipment and will be available to provide assistance. • Accessible voting options to be publicized on voter registration cards, and via local agencies that serve people with disabilities. • GRAAC members are encouraged to publicize information about accessibility at the elections to people and groups in their networks. Comments: • There is no bus service to the Waterloo Rec Complex which will potentially make it difficult for people to get to the facility. Action: • Pam will raise the concern re lack of bus service to the Waterloo Rec Complex to the Waterloo Clerk's Department. City of Kitchener Dianna Saunderson & Daphne Livingston, both from the City of Kitchener Clerk's Department, attended the meeting to share information with GRAAC on what the City is doing to make the election accessible to everyone. Both Dianna and Daphne are part of an Election Steering Committee helping to co- ordinate the election. • Accessible tabulators will be available at all advance poll locations: Country Hills Community Centre, Stanley Park Community Centre, Doon Pioneer Park Community Centre, Forest Heights Community Centre and City Hall. • Advance poll dates are October 15, 16, 17 from 2:00 to 8:00 p.m. and October 18 from 9 a.m. to 3:00 p.m. • Election workers will be trained to help with tabulators. • All locations are accessible, however, some locations (i.e. schools) do not have push buttons on the doors — at those locations, staff will be available to help. Inspections were done to ensure staff is located where they need to be. August 28, 2014 — GRAAC Minutes Page 2 • Staff will also be available to assist in marking ballots at all advance polls and on election day. As with the City of Waterloo, City of Kitchener staff will swear an Oath of Secrecy. • Following elections, a report will be forwarded to Council informing them of what was done to make the elections accessible. Comments received will be included in the report. • Information about the election is on the City of Kitchener website and there are posters and a comprehensive communication plan, including social media, Your Kitchener, etc. • Kitchener residents may see if they are on the voter list by visiting the website (http: / /www.kitchener.ca /en /insidecitvhall /Election- Voter- Information.asp). Residents can add their names to the voter list using the online form until October 19. • Voters have to show proper ID on election day — ID can include driver's license, library card, hydro bill or the voter may swear an oath if they have no ID at that time. • Advance polls will also have large magnifying sheets available; voters are welcome to bring their own assistive devices. Action: Pam will send details of the City of Kitchener accessible elections to GRAAC members. Members are asked to contact Pam with questions. 5.0 Community Ramp Project; StopGap Foundation — Don Patten In the GRAAC agenda package sent to members, background information, including a PowerPoint presentation about the StopGap project was included. • StopGap is a community organization working to improve accessibility in the built environment. • Don had contacted Pam to initiate the project in KW and Region and attended GRAAC to share information with them. • The project is not a "City" project, however municipalities have an interest as ramps would be used on municipal right -of -way and some steps of the project may require Council approval. • Interested businesses would have to sign off on the liability. • Ramps are built by volunteers with building materials usually donated from local businesses such as Home Depot. There is no cost to a business. • High school students have accrued community service hours by volunteering. • Ramps are purpose -built to each location; they are lightweight and structurally sound and can be easily set up and taken down. • GRAAC members may share the PowerPoint presentation with their contacts to bring more recognition to the project. • Anyone can become involved — both businesses who want to become more accessible or to provide materials and people who would like to help out by volunteering. • No accidents have been reported to date. • A list of businesses in Uptown Waterloo with one -step entrances was compiled in an audit done a few years ago. August 28, 2014 — GRAAC Minutes Page 3 • Information about the project is on the website (www. stopgap. com). • GRAAC was supportive of the project moving forward throughout the Region. Action: Pam will send Don's contact information and a hyperlink to the Stopgap website to GRAAC members. Members are encouraged to advise Pam if they have questions or comments. BREAK 6.0 Follow -Up Processes — Pam Albrecht & Vanessa Lopak At the last GRAAC meeting, members voiced a desire for follow up when they provide advice re built environment. • Pam and Vanessa acknowledged that this it is necessary that staff "close the loop" when engaging the advisory committees or the public and work to ensure that anyone who approaches GRAAC (or other committees) provides feedback on the issue being addressed. This is a broader issue than GRAAC alone. • Pam and Vanessa are working on a "Guide to GRAAC", that they can share with staff to provide guidance on working with the committee. It is important to come back to the committee to report and follow -up and it is important for staff liaisons to GRAAC to ensure follow -up is done. • Important that follow -up happens with all projects that come to GRAAC, not just those pertaining to the built environment • Ways for staff to provide follow -up — PowerPoint presentations, email, tour of facilities, attendance at a meeting. Comments and Discussion • Want to ensure our recommendations are being heard — to know we are doing a good job we need feedback. • Celebrate our successes. • Include follow -up initially with the invitation so person coming knows at the onset that follow -up is required. • GRAAC's Terms of Reference does not allow for the committee to "audit" • Staff value and respect GRAAC's care and concern about how accessible the community is. • GRAAC serves 6 municipalities and there is no corporate policy to say staff are required to follow -up with GRAAC, although they can be encouraged to do so as part of Best Practices. Staff will usually respond if a question is asked of them and are willing to come to GRAAC for input on things that aren't necessarily required. • If there are items you are interested in hearing about — let staff or the co- chairs know. • Police Station at Weber /Columbia: Members will go on a tour of the station outside of a regular GRAAC meeting time. Vanessa will pick a date and email the group. • Is there potential to have GRAAC meetings at another location besides City Hall? August 28, 2014 — GRAAC Minutes Page 4 Benton Street Garage: Workers are trying to ensure that the old paint that is being scraped off, doesn't go in the sewer system - will keep GRAAC updated. Break 7.0 Built Environment Update — Paula Saunders • The Button Factory is replacing the ramp beside the building. Currently in the design stage, proposing a concrete and metal ramp for increased durability. Paula and small group of GRAAC members advised no issue from an accessibility perspective. City of Waterloo Heritage Committee has also approved the design. • Waterloo Uptown Parkade is being resurfaced. All accessible parking spots will be re- located to the ground floor and will meet Design of Public Spaces Standard (AODA) requirements. • Victoria Park Playstructure: The playground at Victoria Park will be replaced. Pam and Paula went to a meeting to look at 9 different proposals for a new structure. They reviewed the designs and made recommendations on good accessible design. Proposals have gone to an evaluation committee group that met on Tuesday. The final decision will be made by an evaluation committee (Pam isn't on that committee) who will look at a wide variety of issues, including durability, ease of maintenance, overall design and accessibility. Pam will find out if there will be opportunity for GRAAC to have further input. Paula proposed the creation a checklist for GRAAC to use when reviewing a site plan or doing a building tour, to ensure nothing is missed and to be consistent. The checklist could potentially be shared with architects so they have the info. Anyone interested in helping to create the checklist should contact Paula. 8.0 Councillor Reports • No councillors were able to attend the meeting. 9.0 Co -Chair Reports The Conestoga Room is not available for the October GRAAC meeting, therefore, it was recommended that the October meeting be cancelled. A suggestion was made to tour the police station instead. Action: Vanessa will explore the possibility of touring the Weber Street Police Station on the day of the scheduled GRAAC meeting. Staff will contact GRAAC as soon as possible to confirm. 10.0 Staff Reports • Staff had nothing additional to report. 1-.10NEI August 28, 2014 — GRAAC Minutes Page 5 11.0 GRAAC Processes —Val Hummel • Val led a short session on strategies for putting forward motions /voting during a meeting, based on Parliamentary Procedures — Roberts Rules of Order. • The group felt the committee has a good balance and that members are comfortable with how GRAAC is operating and how are things are working. • It is important for all voices to be heard. • Members are encouraged to communicate concerns to co- chairs before the meeting so they can be brought forward. Also, if an item was missed from the agenda, talk to a co- chair and ask for it to come forward. • It was felt that sometimes discussion occurs a bit late — is there a way to have the concept discussion before the meeting? • Members are encouraged to review the agenda early and do a little prep work before the meeting. • When you have a complex issue what is your best practice? Do not put a motion on the floor until it is discussed. Chair has right to say no to a motion and request discussion. • Chair is supposed to be neutral and facilitate discussion. However, if they wish to offer their view, they have to step out of chair role, offer an opinion and then reassume the chair after. • In order to make a good decision, members are encouraged to ask for more information. A motion can be postponed — no one should vote unless they are clear on what they are voting on. Motions can be opposed. • Motions should be clearly composed. • If the GRAAC Terms of Reference doesn't clearly state what to do, then members should refer to Roberts Rules of Order. Action: Val will send information about motions and voting to the committee via email. 12.0 Adjournment • Motion to adjourn at 4:OOpm by Carrie Speers and seconded by Amanda Moorhead. Next meeting is Thursday September 25, 2014 in the Conestoga Room, Kitchener City Hall August 28, 2014 — GRAAC Minutes Page 6