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HomeMy WebLinkAboutGRACC - 2023-01-26 Grand River Accessibility Advisory Committee Date: Thursday, January 26, 2023 Location: Zoom Meeting Present: Paula Saunders, Carrie Speers, Teresa McQuillin (Co-Chair), Amy Ross (City of Waterloo), Janis McKenzie (City of Kitchener), Jennifer Walker (Region of Waterloo), Jolene MacDonald, Candice Greenley (Township of Wilmot), Trevor Tamlin, Councillor Chantal Huinink (Region of Waterloo), Councillor Jason Deneault (City of Kitchener), Lolita Paroski (City of Kitchener), Heather Clark-Harris, Alex Smyth (Township of Woolwich), Amy Harron (Township of Wellesley) Regrets: Robyn Jackson, Ashley Sage (Township of North Dumfries) 1. Welcome and Introductions 3. Declarations of Pecuniary Interests None 4. Region of Waterloo, Space Optimization, Joanne Leeson The overall project objective is to transition from a traditional office set up of employees each having their own personal workspace to one that is a bookable and shared hybrid arrangement. As an alternative to personal workspaces, optimized space design incorporates more collaboration spaces of various types and introduces shared, bookable workspaces. This will ultimately provide more choice and flexibility to employees by providing office configurations better suited to daily activities. The intent is to reuse existing layouts as much as possible. One of the facilities scheduled to be renovated under the project is 20 Weber Street East. The design requirements of this facility are unique however, as the first two floors (there are four in total) are less focused on the objective to optimize space and more focused on providing several different services to the public. This facility was initially built in 1963 and then fully renovated to LEED Gold Certification in 2015, ensuring the Ontario Building Code and Region Accessibility Standards were incorporated into the redesign. Members of GRAAC were consulted twice throughout the design of this facility and their recommendations incorporated during the renovations in 2015. The overall design of 20 Weber is shaped like a boomerang, where there is a centre corridor/lobby from the main floor, all the way up to the 4th floor. On either side of the centre corridor of each floor is an east wing and a west wing. Throughout this document, the wings will be referred to as either east/west or Queen/Frederick. The 20 Weber property is within 1 city block, where the streets that surround it are Queen and Frederick. The west wing is closer to Queen Street and the east wing is closer to Frederick. Upon entry into the building and into the main lobby, there is a service desk to the left, which will have a security guard stationed for most of the day. When not at their desk, the security guard will periodically be completing rounds throughout the building. Comments/Feedback • Is the front entrance still stairs? No, it is a slope down now • What does accessible exam room mean? Room size to fit wheelchairs, sinks and exam tables should also be accessible to make it fully accessible • Is there anyone checking the washroom accessibility checklist this committee put together? Lolita will forward washroom accessibility checklist • Accessibility audit requested —Carrie and Paula would like to be included • Tactile strips —wayfinding? • Strobe lights for fire and emergency alarms for staff and public areas —staff will investigate this • Waiting areas — is the seating mobile or stationery? Variety of chairs to be utilized, width and height etc. • Computer area —adjustable desks, lighting adjustable? Pods —shorter term use so no, computer station desks have not been discussed 5. City of Waterloo Status Update, Amy Ross General Requirements Commitments: Accessibility Policy • The City of Waterloo Accessibility Policy was, updated in May 2017 and continues to be reviewed and updated as required. • The Accessibility Policy is available to the public on the city website. Accessibility Plan • In 2018, Council approved The City of Waterloo Multi-Year Accessibility Plan for 2018-2022. The Accessibility Plan is available to the public on the city website. • The annual status update is presented to the City of Waterloo's Accessibility Advisory Committee at the end of each year. • The annual status update is available to the public on the city website. • A new Multi-Year Accessibility Plan is under development that will incorporate the findings of the Accessibility & Inclusion Review conducted in 2022. Procurement • Procurement training with new Project Managers continued with a section highlighting accessibility in the training. • The City of Waterloo Buyer's Guide that is distributed to all new staff includes accessibility requirements to follow. • The Purchasing By-Law, approved by council in 2019 also references the need to incorporate accessibility requirements. • All City of Waterloo RFX's include an AODA clause. • Project Managers are requested to include accessibility requirements in the RFP and RFT on a project specific basis. Training • New staff receives mandatory accessibility training through corporate orientation or through e-learning modules. • Part time and seasonal staff receive mandatory accessibility training through an e-learning module created specifically for City of Waterloo staff. • The Corporate accessibility training brochures were updated in late 2017 and are provided to staff and volunteers. • The City of Waterloo is providing training for staff in diversity, equity, and inclusion (DEI) and has an Introduction to Diversity, Equity, and Inclusion training program for all staff along with numerous webinars throughout the year addressing a variety of topics specific to DEI. Training in 2022 was augmented with the following workshops: o Accessible Presentation Techniques - Digital Accessibility for Mac and Windows o Sorry, Not Sorry— Understanding the Diversity within Disability o Beyond Accessibility— Creating a Culture of Inclusion o Hidden Mobility Disabilities o Abilities Centre Tour Standards Commitments: Information and Communications Standards • The City of Waterloo has statements on the website informing people that accessible formats and communication supports are available upon request. • Staff are trained to provide accessible formats and communication supports upon request. Resources to assist staff are posted on the City of Waterloo intranet. • Given the amount and complexity of websites that municipalities manage, the City of Waterloo was not able to report compliance with the AODA requirements for websites in 2021. A significant portion of city websites do meet the standard. A comprehensive review completed in December 2021 indicated a 90/100 score for WCAG AA compliance for the main website, Waterloo.ca. The largest issue is technical PDF content that may not be perceivable or operable for all users. In 2022 the following actions were taken: o Address issues identified by the review noted above ■ Removed old/unnecessary content ■ Converted large portions of the non-compliance sections of the website to html ■ Remediation of documents o Initial planning for a digital strategy that fully encompasses accessibility o Continue to provide training to staff about creating accessible content o Purchased software to test document accessibility o Conduct reviews on a quarterly basis, allowing staff to pinpoint and address content that is non- compliant o Piloted a new way of sharing budget process documents Employment Standards • Policies and practices are reviewed on an ongoing basis with respect to recruitment, hiring and interviewing as per the requirements under the employment standards. • The City of Waterloo job postings advise applicants that accommodations are available through all stages of the recruitment process and candidates who are selected for an interview are advised again when invited for the interview. • The City of Waterloo notifies successful applicants of accommodations available to them through the offer of employment letter. • The City of Waterloo notifies all employees through mandatory staff accessibility training that if they do require an accommodation or accessible formats/communication supports to do their job that this can be available to them and that employees need to let their supervisor know. The supervisor and staff person work together towards an accommodation plan. • Individualized workplace emergency response plans are created for employees with disabilities. • The City of Waterloo has 2 procedures to support the early and safe return to work of employees recovering from non-occupational or occupational injury/illness (Sick Leave and Medical Accommodation Procedure and WSIB Return to Work Procedure). • The Diversity, Equity and Inclusion (DEI) working groups continued their work to review current practices and procedures related to accessing policies, procedures and to address systemic and structural barriers. • In 2020, The City of Waterloo introduced the Respect in the Workplace Policy and Program which sets expectations of respectful behaviour and to prevent disrespectful, harassing, or discriminatory workplace behaviours. This Policy and Program was reviewed in 2022 • Development and implementation of accommodation plans continue to be informed by the Human Rights Accommodation procedure which outlines the process for requesting, reviewing, and implementing accommodations and supports. • In 2022, full-time Accessibility Advocate began their work to support the community and the corporation. • A new Recruitment Policy was developed in 2022 (approved in 2023) Design of Public Spaces Standards • City of Waterloo staff consult with GRAAC before constructing new or redeveloping existing municipal recreational trails, outdoor play spaces, and exterior paths of travel, rest areas and on-street parking spaces. GRAAC has developed an accessibility comments sheet for each of these areas to help staff with accessibility considerations. • City of Waterloo public consultations are open to all members of the public. • The City of Waterloo Accessibility Standards document, approved by council in June 2016 prepared to assist in implementing the Design of Public Spaces Standards, and is used under the City of Waterloo's Site Plan Approval process and shared with developers. • Annually review and update the chart, the City of Waterloo procedures for preventative and emergency maintenance of the accessible elements in public spaces and procedures for dealing with temporary disruptions when accessible elements are not in working order. Customer Service Standards • The customer service standards are included in the Accessibility Policy. • The corporate training brochures for staff and volunteers include the customer service standards. • The mandatory accessibility training for staff includes the customer service standards. • Staff resources related to customer service standards are available on the staff intranet. The Province of Ontario reviews all standards, which may require updates to existing policies, training, manuals, bylaws etc. Because of the reviews, revisions to current standards or new standards may be introduced which will include new requirements and compliance deadlines. Those revisions and any actions related to them will be captured in the City of Waterloo annual status update. No revisions to the current standards were introduced in 2022. Consultation with the Grand River Accessibility Advisory Committee (GRAAC): As municipal projects arise, the Grand River Accessibility Advisory Committee review site plans and provide suggestions on how to best improve and achieve accessibility. In 2022, GRAAC advised on: • Eby Farm Playground • City of Waterloo City-wide Accessibility Audit • Waterloo Park Circuit • City of Waterloo Parking lot resurfacing, Dupont & Station • City of Waterloo Election Accessibility Plan • Construction Communications Initiative Site visits in 2022: • Waterloo Memorial Recreational Complex construction completion review • East Side Library Branch construction completion review • Grey Silo Golf Course • Dupont Parking lot • Albert McCormick Community Centre • Moses Springer Community Centre • Waterloo City Centre — new smartphone enabled elevator controls • Waterloo Service Centre • Rink in the Park • Manulife Sportsplex and Healthy Living Centre • Waterloo Tennis Club • Waterloo Museum • Canadian Clay and Glass Museum • Bechtel Park Building B • Waterloo Public Library (main branch) • Manulife Soccer and Sports Centre • Parkview Cemetery • Uptown Parkade • Erbsville Community Centre • Button Factory Arts • Button Factory elevator installation construction completion review Other participation: • Infrastructure Canada Green & Inclusive Community Building grant announcement -Albert McCormick Community Centre • Accessibility & Inclusion Review The impact of COVID-19 on GRAAC The pandemic continued to have an impact on GRAAC in 2022. Having successfully shifted to online meetings in the fall of 2020, GRAAC was able to hold its usual complement of meetings in 2022 via Zoom. In 2022, there were reduced numbers of members. Site visits resumed, which allowed for improved consultation on city construction projects. At this time, virtual meetings are planned once again for 2023 and will remain until public health officials deem that it is safe to gather in person. Initiatives for 2023: • Strategic Plan Consultations • Waterloo City Centre Universal Washroom • Albert McCormick Community Centre Universal Washroom • Interior Accessibility Design Guidelines • Multi-Year Accessibility Plan completion • Accessibility Policy Review • Public Washrooms • Waterloo Fire Master Plan • Indoor community spaces Master Plan • Bechtel Park ball diamond accessible washroom • Waterloo Park ball diamonds 3 & 4 trails • Urban Design Manual refresh 6. Township of Wilmot Status Update, Candice Greenley Community Services Updates: • Completion of Mike Schout Wetlands Preserve Boardwalk—opening spring 2023 • Accessible buttons added to lower-level Admin Building washrooms • Design of new parking lot for Admin Building with accessible features • New safety flooring in Concession booth Wilmot Recreation Complex • Changed gender specific signage in Admin Building Washrooms to universal signage Infrastructure Services Updates: • Removed, replaced and/or installed sidewalks to comply with the AODA o Upgrade various intersections with tactile plate in through sidewalk deficiency program o Replaced sidewalks and added tactile plates on Wilmot Street from Church Street to Huron Street o Added new section of sidewalk, including tactile plates, linking 236 Wilmot Street to 90 Wilmot Street • Council and budget approval for a Level 2 Type B Pedestrian Crossover on Hamilton Road • Anticipated completion in 2023 • Council and budget approval for a Level 2 Type B Pedestrian Crossover on Hamilton Road • Anticipated completion in 2023 Legislative Services Updates: • Accessible and Inclusive Elections o The Township created an Election Accessibility Plan to ensure that the 2022 Municipal Election accommodated, encouraged, and inspired confident participation of person with disabilities o A section of the Township's election website was dedicated to accessibility o Provided candidates with accessible resources upon request o More days and more ways for electors to vote • Four days for in-person voting at accessible locations • Each voting location was inspected for accessibility that included requirements under the AODA's Design of Public Spaces Standard and the Ontario Building Code • Staff created an Accessibility Checklist for each voting location which ensured each location was accessible. • An accessibility kit was provided to each voting station which included notepads, pens, magnifying sheets, etc. • Support persons accompanied electors to assist with communications, mobility, personal care, or medical needs • Service animals were permitted in all voting places • 10 days for online and telephone voting • Internet and telephone voting method allowed electors to vote using accessibility features such as screen magnifiers, brightness or contract views, screen readers, TTY telephone assistance or any other assistive device they may use • Internet and telephone voting allowed the elector to vote anywhere in the world with an Internet connection or telephone. These two (2) methods negated the need to travel to polls • Overall, staff determined the 2022 Municipal Election in Wilmot met our pre-established goal of providing the best opportunity for all electors to vote as independently as possible. Communications Updates: • Several updates and ongoing improvements on the Township's website working towards complete AODA compliance • Staff are eliminating PDF fillable forms on the website and replacing them with online forms via Form Builder. • Legacy PDF documents on the Township's website may not be WCAG 2.0 Level AA compliant. When possible, these documents were removed, and the information was posted on the website directly or staff provided documents in an alternate format, if requested. • Ongoing staff training will continue in 2023 to address inaccessible documents and ensure the use of AODA protocols on the Township's website. Comments/Feedback • Breakdown of the types of voting —online and telephone utilized the most • Did it increase the voting numbers —the numbers did increase, most votes then any other municipality in the region and the most votes received for this municipality 7. BREAK 8. Built Environment Sub-Committee Updates • CofW Button Factory o Tactile indicators in place and are working o Washroom needs attention- plans to do so o Art supplies are movable o Getting in and now accessible to the second floor • CofW Moses Springer o Elevator available to get into the building o Washrooms need attention o Waiting area accessible o Arena better but could still use updating regarding getting to and from accessible seating to non- accessible seating o Amy Ross to arrange a visit to the pool for Spring/Summer • CofK Doon Pioneer Community Centre o Plans to install two ramps (side of building and back of building) in case of emergency o Looked at width of doors in older area of building and installing automatic door openers 10. Committee Updates • No updates 11. Councillor Reports • Councillor Jason Deneault, City of Kitchener o No updates • Councillor Chantal Huinink, Region of Waterloo o Discussed the option at council meeting having the LRT doors open automatically, will keep the committee posted on any updates 12. Co-chair/Staff Reports • Jenny Walker, Region of Waterloo o Council approved new GRAAC members o Checklist approved for building checks o GRT coming in February to provide the annual update • Lolita Paroski, City of Kitchener o New GRAAC members will be joining the committee in February o Preliminary orientation held o Elections to be held in February—Ashley Sage will send an email with the details Please send regrets to Janis McKenzie — ianis.mckenziep_kitchener.ca Next Regular Meeting —Thursday February 23, 2023, at 1:30pm, ZOOM