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HomeMy WebLinkAboutDSD-2021-126 - Active Transportation and Trails Advisory Committee New Terms of ReferenceREPORT TO:Finance & CorporateServicesCommittee DATE OF MEETING:September 13, 2021 SUBMITTED BY:Barry Cronkite, Director, Transportation Services, 519-741-2200ext. 7738 PREPARED BY:Darren Kropf, Active Transportation Planning Project Manager, 519-741-2200 ext. 7314 WARD(S) INVOLVED:All DATE OF REPORT:September 2, 2021 REPORT NO.:DSD-2021-126 SUBJECT:Active Transportation and Trails Advisory Committee new terms of reference RECOMMENDATION: That the name and mandate of the Kitchener Cycling and Trails Advisory Committee be changed to Kitchener Active Transportation and Trails Advisory Committee; and, That the new terms of reference for the Kitchener Active Transportation and Trails Advisory Committee be adopted, effective January 1, 2022. REPORT HIGHLIGHTS: The purpose of this report isto approvenew terms of reference for the Cycling and Trails Advisory Committee, including a new name and expanded mandate to include all forms of active transportation and street safety issues. The key finding of this report isthat there is a desire by the community and staff to have an advisory committee that focuseson all road users and forms of street safety There are no financial implications. Community engagement includedsixdiscussions over the past eighteenmonthsat the Cycling and Trails Advisory Committee. This report supports People-friendly Transportation. BACKGROUND: The current terms of reference for the Cycling and Trails Advisory Committee was established on May 20, 2008 and lastreviewed in July 2016. In anticipation of a review of the terms of reference scheduled for July 2021, the committee began conversations in 2019 to explore adopting a broader mandate for the committee.This broader mandate would formally acknowledge that the committee is already considering issues related to pedestrian and street safety and encouragesthe committee to continue to do so. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. REPORT: Purpose ofname and mandatechange When theterms of reference wasdue for a review, several trends were emergingthat led to discussion of a new name and expanded mandate: Agenda items that did not specifically speak to cycling or trails were routinely being presented to the committee for their input. E.g. sidewalk infill, sidewalk snow clearing, 40 km/h speed limit pilot, traffic calming, micro mobility, etc.; Consultations for Complete Streets and Vision Zero, as well as informal engagement with residents, showed the community’s desire for a formal forum to discuss general street safety issues; Attention to pedestrian needs were only partially addressed in the existing terms of reference, with a focus on pedestrians using off-road trails but not on-road trails or sidewalks; Emerging forms of micromobility, such as e-scooters, are creating new options for getting around and newuses ofcity infrastructure,as well as potential conflicts between existing users; and, City council and the community has expressed increasing urgency in addressing climate change. With nearly 50% ofthe Region’s carbon emissions being in the transportation sector, a multi-modal approach is needed for this committee to advise on strategies to reach the city’s climate action goals. Summary of key changesin the new terms of reference Past and current advisory committee members and staff agreed on these key changes: A new name reflects a broader set of userson city streets; The purpose of the committeeis expandedto emphasize safety, accessibility, comfort and convenience of streets and trailsfor all users, with aspecificemphasis on protecting vulnerable users (pedestrians and cyclists). Previously, the purpose was limited to cycling and trail issues only; A definition of “Active Transportation” is provided: “Active Transportation includes any form of human-powered movement for transportation or recreational purposes, including walking, hiking, cycling, rolling, pushing a stroller, using a mobility aid, etc.”; Responsibilities of the committee putsa stronger emphasis on pedestrian safety and user experience (along with cycling) and how active transportation contributes to a well-balanced transportation mix; More inclusive language that recognizes various abilities is added throughout the document. E.g. “roll” is added alongside “walk” and “cycle” to include people using assisted devices, wheelchairs or strollers; A new responsibility was added that engagesthe community in promoting a positive culture of active transportation and recreation, through public consultations, social media campaigns, events, etc.as guided by the education objectives of the Cycling and Trails Master Plan; A new responsibility was added regarding encouraging recreational walking and cycling for healthy living, community building and vibrant neighbourhood life; and, New corporate strategies related to broader transportation initiatives are identified, including Complete Streets, Vision Zero and climate action. Benefits of new terms of reference Committee members and staff identifiedthe following benefits of the new terms of reference: The committee can review city plans and strategies more holistically from the point of view of all users, recognizing that all forms of transportation need to function together on the same streets; Residents and staff can bring to the committee abroader set ofissues related to street safety; Fosters greater equity in infrastructure by including typically vulnerable users like children and seniors on a wide variety of travel modes (e.g. walking, scooting, wheeling, etc.); Most Ontario cities use Active Transportation for their committee names and mandates; and Provides staff and City Council a better understanding of different modes of transportation. Important itemsthat remain an emphasis in the new terms of reference The committee identified several items in the current terms of reference that should remain a priority: Cycling will continue to be akeyarea of focus; Trails are specifically mentioned in the name to ensure issues specific to trails remain a focus; The committee will continue to balance its time focusing on transportation and recreation; Additional subcommittees can be struck each year, according to the skills and interests of current members. For example, this year the committee has subcommittees on bike parking, Vision Zero, Complete Streets, trails standards and events/promotions. In the past, subcommittees have included safety education, bike theft and bikefest planning. In addition, composition of the committee will remain the same, at 1 member of Council and 11 to 13 members of the community-at-large. Quorum will also remain the same at 5 members, as will reporting to the Community and Infrastructure Services Committee. Other namesthat were considered Initially, staff and the committee considered creating an entirely new advisory committee that would focus on street safety. This was quickly ruled out because it would create a large duplication of work since many street safety issues would also relate to cycling, and vice versa. Several other options were discussed by the committee. NameReason(s) it was not adopted Complete Streets & The term is not well-known in the community and may Trailsencourage the committee to over-emphasize infrastructure design at the expense of other issues like education and engagement. Street Safety & TrailsLoses the emphasis on vulnerable users (people walking, rolling and cycling) Streets & TrailsLoses the emphasis on vulnerable users (people walking, rolling and cycling) Pedestrian, Cycling Active transportation is a more succinct term and can also & Trailsreflect more generic street safety issues. Summary ofreviewprocess The Cycling and Trails Advisory Committee spent six meetings over the past eighteen months to reach consensus on the new name and expanded mandate proposed in this report. January 14, 2020 –The opportunity to review the name and mandate of the committee is introduced for initial discussion. February 11, 2020 –Terms of reference for other cities were reviewed and the committee identified the pros and cons of a name and mandate change. The committee passed a unanimous motion “That the committee supports further exploration of an expanded mandate and requests that staff draft new terms of reference for the committee to review.” August 11, 2020 –Several key changes to the terms of reference were generally agreed upon by the committee. However, due to delays caused by missed meetings during the start of the emergency pandemic, the committeeagreed that a final decision should be deferred to the new term of committeememberssince new members werealready being recruited according to the existing terms of reference. February 9, 2021 –First discussion with new term membersrevisited the pros and cons of a name and mandate change. March 9, 2021 –Specificoptions fora new name andexpanded mandatewere discussed further.The committee passed a unanimous motion:“That city staff be directed to draft new terms of reference that broadens the scope of the committee to Active Transportation and Trails” May 11, 2021 –New terms of reference were reviewed by the committee. A unanimous motionwas passed:“That the committee accept the new Terms of Reference and endorse its adoption to City Council.” STRATEGIC PLAN ALIGNMENT: This report supports People-friendly Transportation. FINANCIAL IMPLICATIONS: Capital Budget–The recommendation has no impact on the Capital Budget. Operating Budget–The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM –This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. CONSULT –In 2019, Complete Streets consultations engaged 610 residents on how to design streets for all modes of transportation. Residents identified the importance of planning for all modes of transportation. In fall 2020, Vision Zero consultations engaged 300 people on how safe they feel on city streets. Residents shared how important street safety is for all users. COLLABORATE -The Cycling and Trails Advisory Committee spent six meetings over the past 18 months to reach consensus on the newname and expanded mandate. PREVIOUS REPORTS/AUTHORITIES: GOV-BOA-114 Cycling and Trails Advisory Committee Terms of Reference (May 20, 2008) APPROVEDBY: Justin Readman, General Manager, Development Services ATTACHMENTS: Attachment A –Active Transportation and Trails Advisory Committee terms of reference POLICY Policy No:GOV-BOA-114 Approval Date:TBD Policy Title:ACTIVE TRANSPORTATION &TRAILS ADVISORY Reviewed Date:September 2021 COMMITTEE -TERMS OF REFERENCE Next Review Date:July 2026 Policy Type:COUNCIL Last Amended:2018-04-03 Category:Governance Replaces: Sub-Category:Board & Committee Author:City Clerk Repealed:June 23, 2014 Replacedby:I-114 Dept/Div:Corporate Services Department, Legislated Services Division Related Policies, Procedures and/or Guidelines: To be included at next review. 1.POLICY 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, rolland cycle on city streets and trails. 1.2.To advise Council and Staff on the design, development and delivery of active transportationand trail policies, programs and facilities in order to promote and enhance safe walking, rollingand 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 active transportation, street safetyand trail use issues or topics. 2.DEFINITIONS: Active Transportationincludes any form of human-powered movement for transportation or recreational purposes,, including walking, hiking, cycling, rolling, pushing a stroller, using a mobility aid, etc. 1of 4 Policy No:GOV-BOA-114 Policy Title:ACTIVE TRANSPORTATION & TRAILS ADVISORY COMMITTEE - TERMS OF REFERENCE 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only: Other: CouncilLocal Boards & Advisory Committees 4.POLICY CONTENT: Responsibilities 4.1Assist Council and Staff in developing active transportationand trails policies, strategies and programs. 4.2Advise Council and staff on current issues, 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 and Trails Master Plan, CompleteStreets guidelines, the Pedestrian Charter,Official Plan policies, and similar street and active transportation initiatives. 4.3Advise Council and Staff in addressing issues related to active transportationand trails received from other governments and agencies (i.e. Studies, policies, programs, legislation etc.) 4.4Liaise with other municipalities, governmentsand agencies with regards to programs, policies, legislation, continuity and connectivity. 4.5Assist in monitoring the extent and effectiveness of active transportation and trail infrastructure. 4.6Support active transportation and trail programming (encouragement, education, events, culture of active living, etc.) 4.7Serve as a forum for the public and/or agencies to discuss all matters regarding active transportation,trailsand street safetywithin the City. 2of 4 Policy No:GOV-BOA-114 Policy Title:ACTIVE TRANSPORTATION & TRAILS ADVISORY COMMITTEE - TERMS OF REFERENCE 4.8Act as an advocate for active transportation and recreationand the use of active transportation andtrailinfrastructurein the City, promoting and increasing public awareness of active transportationas sustainable and healthy forms of transportation. 4.9Celebrate successesin active transportation and trails. Composition 4.10The composition of the Committee will be: a)1 member of Council; and b)11 to 13 members of the Community-at-large. 4.11In 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, interestand demonstrated expertise in the areasof active transportation and trails. 4.12Members will be appointed for a term of two years. 4.13The Committee shall, from amongst its members, choose a Chair and Vice Chair. 4.14Quorum for this Committee shall be 5 members. 4.15Where Committee feels that a sub-committee is required, said sub-committee is to be ad hoc in nature with a specific, clearly articulated mandate.Each sub-committee’s mandate is to be reviewed annually to determine whether it needs to continue. Membership on sub-committees may be expanded to include people who are not advisory committee members, to take advantage of addedexpertiseand perspectives. Meetings 4.16Meetings shall be conducted in accordance with Municipal Code Chapter 25 (Procedures)as adopted by Council. 4.17The Committee shall endeavour to meet monthly, for approximately two hours. 3of 4 Policy No:GOV-BOA-114 Policy Title:ACTIVE TRANSPORTATION & TRAILS ADVISORY COMMITTEE - TERMS OF REFERENCE 4.18Pursuant to Chapter 25 (Procedures),all meetings are open to the public, except as permitted by the Municipal Act, 2001. Minutes 4.19Minutes shall be kept by the Committee Administrator and will be distributed to all members of Council and the Corporate LeadershipTeam. Reporting 4.20The Active Transportationand Trails Advisory Committee is an advisory committee established by Kitchener City Council in accordance with these adopted Terms of Reference. Members are bound by these Terms of Reference and are responsible to Council. 4.21The Committee shall report through the Community and Infrastructure Services Committee unless the Council representative, in consultation with staff, deems it expedient that a report be made directly to Council. 5.HISTORY OF POLICY CHANGES AdministrativeUpdates 2016-06-01-I-114 policy template re-formatted to new numbering system and given number GOV-BOA-114. 2018-04-03-Department name change due to corporate re-organization. Formal Amendments 2014-06-30 -Resolutionto repeal & replace passed by Council, seereport INS- 14-021. 2021-09-13 (Proposed)–Expanded mandate to active transportation and updated formatting. 4of 4