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HomeMy WebLinkAbout2015-01-13 KITCHENER CYCLING AND TRAILS ADVISORY COMMITTEE MINUTES JANUARY 13, 2015 CITY OF KITCHENER Kitchener Cycling and Trails Advisory Committee met on this date commencing at 4:05 p.m. Present: Ms. M. Generoux, Ms. G. Mitchell, Ms. S. Taka, Ms. V. Van Cappellen, Councillor Y. Fernandes, Messrs. M. Boos (Vice-Chair), T. Boutilier, L. Chandler, P. Dedes (Chair), D. Hoshowsky, D. Kropf, and K. Young. Staff: Messrs. M. Parris, D. Pimentel, J. Readman, Ms. D. Saunderson, and Ms. M. Lanoue, Regrets: Ms. D. Chapman, Mr. J. Sanderson 1. WELCOME AND COMMITTEE MEMBER INTRODUCTIONS  Introductions were carried out. 2. ELECTIONS OF COMMITTEE CHAIR AND VICE-CHAIR  Ms. Saunderson began by describing the roles and responsibilities of chair and vice-chair. She encouraged all to consider this position.  Nominations for Chair - Mr. Boos nominated Mr. Dedes – he was willing to stand  Nominations for Vice-Chair –> Mr. Boos and M. Chandler were willing to stand for the position. Ms. Saunderson handed out paper ballots which were tallied by Mr. Pimentel. Mr. Boos received 7 votes and Mr. Chandler received 5 votes.  It was resolved that Mr. Dedes fills the chair position and Mr. Boos fills the vice-chair position of the Kitchener Cycling and Trails Advisory Committee.  Mr. Dedes suggests that members write down their email to ensure that all members are included if information is circulated.  Ms. Saunderson reminds the committee that if they would like to add items to the agenda they are to contact Mr. Pimentel. If he is unavailable they can contact the chair or vice-chair. 3. PRESENTATION – COMMITTEE ORIENTATION AND ADVISORY COMMITTEE ROLES, RESPONSIBILITIES, AND RELATIONSHIPS  Ms. Saunderson began her presentation by thanking the volunteers on behalf of the City. She outlined that: - There are a minimum number of members that must be present to be able to make a recommendation to council. - The creation of sub-committees is the responsibility of the committee itself and each one cannot exceed 4 people. KITCHENER CYCLING AND TRAILS ADVISORY COMMITTEE MINUTES JANUARY 13, 2015 CITY OF KITCHENER - The committee must engage in a work plan which will go to council for approval. - The advisory committee can make recommendations through reports. All recommendation must be positive and voted on by the majority of the committee. The recommendation will then be brought to the clerk’s department and will be worded as if from council’s voice. If committee does not agree with the change in wording they must bring their concerns to Mr. Pimentel’s attention. - Two types of items can come to committee: presentations and delegations. - Committee members must be recognized by the chair before speaking and the topic must be relevant to the agenda item. - Any committee vote must have a mover but does not require a seconder. All members must vote. A tie is equivalent to a loss and a no vote is considered a negative. - Members should not enter into conflicts of interest, and should declare any before the start of a meeting (does not affect quorum).  Mr. Pimentel notes that for the Cycling and Trails Advisory Committee there must be 6 members present for quorum; therefore, sub-committees can have 5 people. Ms. Saunderson explained that the number was changed when Trails became a part of the committee’s mandate. 4. PRESENTATION – KCTAC INFORMATION  Mr. Pimentel informed the committee that they would be receiving USB sticks containing all of the information about to be presented. He then went through the Transportation department’s flow chart.  Mr. Parris went over the Trail department’s flow chart.  Mr. Pimentel addressed the roles and responsibilities of the committee’s administrator and said that approving the previous meeting’s minutes would be the first item on each month’s agenda. Mr. Boos said that the committee is not obligated to approve minutes and Mr. Hoshowsky inquired if the minutes could be shared with the public. Mr. Pimentel stated that all minutes will be posted online and reviewed before the start of each meeting.  Mr. Pimentel listed a number of expected timelines including the time of each meeting (the second Tuesday of every month) and the time that the agenda and would be sent out.  Mr. Pimentel proceeded to explain the hierarchy of roadways so as to inform members which roads were under city jurisdiction.  Mr. Chandler asked if the Region of Waterloo had a Cycling and Trail Advisory Committee. Mr. Dedes revealed that they did not have one but that they do have an Active Transportation Committee. Mr. Chandler suggests that this committee contact the Region’s committee. KITCHENER CYCLING AND TRAILS ADVISORY COMMITTEE MINUTES JANUARY 13, 2015 CITY OF KITCHENER  Mr. Parris explained the hierarchy of trails. Mr. Hoshowsky asked if the trail running along Fisher Hallman from Highland to Victoria was a Regional or City trail. Mr. Parris clarified that the trail was regional as it is located within their right of way.  Mr. Pimentel went over the list of items that could be found on the member’s USB stick.  Mr. Pimentel finished the presentation by explaining the purpose of having sub-committees and presenting committee members with the name and mandate of previous sub-committees. 5. SUB-COMMITTEE DISCUSSION  Mr. Young began by saying that he believes the sub-committee addressing education is a high priority.  Mr. Boutilier inquired as to how the new trail addition to the committee would affect sub-committees and if three sub-committees would be sufficient. Mr. Dedes agreed that the questions should be pondered as members revise the sub-committee titles and mandates. He suggests that old members speak of their experience in each of the sub-committees.  Mr. Boos asked if the old sub-committee work plans could be found on the USB sticks. Mr. Pimentel said that they were not on the USBs, but that the work plans would be sent to members by email.  Ms. Generoux spoke of the items that last year’s education, safety and promotion sub-committee addressed. These items included making flyers, and helping with events.  Mr. Boutilier spoke of items that were covered by last year’s infrastructure and technical sub-committee. These items included reviewing road crossing configurations, addressing the gap in the TransCanada trail, looking at the capital budget and providing advice.  Ms. Van Cappellen spoke of the report card that was the main focus of last year’s planning evaluation and governance sub-committee. She said that the report card tool will be addressed by council in February. Mr. Boos said that evaluation is a Cycling Master Plan mandate and wondered if trails had an evaluation process. Councillor Fernandes notes that this report card is the city’s first attempt and is open to feedback and could possibly be altered to include questions relating to trails. Ms. Van Cappellen agreed that it is a living document and must be reviewed bi- annually.  Mr. Chandler Stated that it would be best if trails were incorporated into the mandate for each existing sub-committee as opposed to creating an additional sub-committee exclusively for trails.  Mr. Pimentel presented the deadlines for making sub-committee decisions and Mr. Parris reminded members that each sub-committee must elect its own chair. KITCHENER CYCLING AND TRAILS ADVISORY COMMITTEE MINUTES JANUARY 13, 2015 CITY OF KITCHENER 6. OTHER ITEMS (REPORT CARD) – QUESTIONS  Mr. Pimentel inquired whether or not the committee wanted to endorse the report card before it is presented to council. Mr. Dedes stated that the committee does not have to endorse it as the report card is the work of last year’s committee. Mr. Young agreed that items approved by last year’s committee should not have to be approved by this year’s committee.  Mr. Boutilier informed the committee of a video clip which explained how the Netherlands became a cycling nation. He suggested that it be shown to council so that they can see that making cities more cycling oriented is possible. Ms. Van Cappellen agreed and said that it was only possible because they made a conscious decision to change how they travel. Councillor Fernandes suggested that, in the interest of time, only small clips should be shown to council. Ms. Van Cappellen Agreed and stated that she already had images that speak to the report card. Ms. Taka suggests that they take the important narrative points from the video and incorporate those into the presentation instead of showing the clip.  Mr. Dedes stated that the presentation should be kept focused on the report but kept broad enough for appeal. He did not want to see the report simply put onto slides.  Councillor Fernandes informed the committee members that this report card deserves the public’s attention and the members who participated in the creation of the report should attend the presentation. Mr. Dedes agreed that those who participated should be publicly acknowledged. Mr. Boutilier emphasized that participants should be present in case council has any questions. Ms. Van Cappellen suggested having a press release.  Mr. Dedes asked if there were any other questions.  Mr. Pimentel handed out photography release forms and volunteer forms for committee members to fill out.  Mr. Dedes asked committee members if they wanted to do a coldest ride of the year and suggested that members put something together soon.  Mr. Dedes suggests that the committee continue discussing sub- committees as there was still time remaining. Mr. Boos pointed out that the mandate for sub-committees 2 and 3 mentioned trails but number 1 did not and so it should be amended. Ms. Generoux presented the committee with some items sub-committee 1 could have in their work plan.  Mr. Boos recommended that the report card be given to the police service board after it has been presented to council. Ms. Generoux said she had a contact on the board.  Mr. Boutilier suggested that bike valet be continued this year at larger city events such as Blues Fest and Big Music Fest. He also mentioned that sub-committee 2 should look into completing the Trans Canada Trail.  Mr. Dedes circulated a list where members could record their top two preferences for sub-committees. He suggested that everyone look over the documents found on the USB stick as they are very beneficial. KITCHENER CYCLING AND TRAILS ADVISORY COMMITTEE MINUTES JANUARY 13, 2015 CITY OF KITCHENER 7. ADJOURNMENT On a motion by Mr. Young It was resolved and carried: “The meeting adjourned at 5:49 pm”