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02 - June 1, 2023 JAAC Agendad/o zuiuull�lr, o,�fir D+ NA101 ELGIN/CENTRAL ELGIN JOINT ACCESSIBILITY ADVISORY COMMITTEE ORDERS OF THE DAY Thursday, June 1, 2023, 3:00 p.m. St. Thomas Seniors Centre 225 Chestnut St. St. Thomas ON N5R 2135 NOTE FOR MEMBERS OF THE PUBLIC: This meeting will not be livestreamed. Minutes will be posted to the Elgin County website following the meeting. Accessible formats available upon request. 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. ADOPTION OF MINUTES 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 5. DELEGATIONS 6. REPORTS/BRIEFINGS 6.1 Accessibility Coordinator - Additions to Joint MYAP for Elgin County Heritage Centre 7. OTHER BUSINESS 8. CORRESPONDENCE 9. CLOSED MEETING ITEMS 10. MOTION TO RISE AND REPORT 11. DATE OF NEXT MEETING 12. ADJOURNMENT Pages K 5 gice] 1► We] :I►111Mil 0:1Ile] 1►11L971►1reTd91*1yl:j1111 Wail BILTApie] WYd9]LTA ILTA 111aI:10 MINUTES April 20, 2023, 3:00 p.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Todd Noble, Elgin County Councillor Dave Baughman, Municipality of Central Elgin Councillor Tom Marks Jenn Salverda George Corrin Staff Present: Delany Leitch, Deputy Clerk/Record Management Coordinator, Municipality of Central Elgin Sarah Savoie, Accessibility Coordinator Geoff Brooks, Director of Infrastructure/Community Services Stefanie Heide, Legislative Services Coordinator 1. CALL TO ORDER The Deputy Clerk called the meeting to order at 3:00 p.m. The Deputy Clerk welcomed new members, and roundtable introductions were made. 2. ELECTION OF CHAIR Moved by: Dave Baughman Seconded by: Councillor Noble RESOLVED THAT Tom Marks be elected as Chair of the Elgin/Central Elgin Joint Accessibility Advisory Committee for the 2023-2026 term. Motion Carried. K�e1„:Ti1%1 We] WiTr]:11►1Ue1 Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT the agenda for the April 20, 2023 meeting be approved as presented. Motion Carried. 4. ADOPTION OF MINUTES Moved by: Councillor Noble Seconded by: Dave Baughman RESOLVED THAT the minutes of the meeting held on September 13, 2022 be adopted. Motion Carried. Page 2 of 9 5. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 6. DELEGATIONS None. 7. REPORTS/BRIEFINGS 7.1 Accessibility Coordinator - JAAC Presentation The Accessibility Coordinator provided a presentation detailing the purpose of the committee and its responsibilities, consultation and training requirements, current and upcoming accessibility progress, and an update on Local Municipal Partner accessibility progress. The Accessibility Coordinator informed the Committee that a member of the public is experiencing issues accessing closed captions during Municipality of Central Elgin meetings. The Committee discussed recommending to the Municipality of Central Elgin and the County of Elgin that closed captions be enabled for live meetings. Moved by: Dave Baughman Seconded by: Councillor Noble RESOLVED THAT the Joint Accessibility Advisory Committee recommends that the Municipality of Central Elgin and County of Elgin turn on closed captions when recording all public meetings that will be posted online for the public to view. Motion Carried. 7.2 Director of Infrastructure and Community Services, Municipality of Central Elgin - East Road Multi -Use Path Port Stanley The Director of Infrastructure and Community Services presented a verbal report providing details on the multi -use path on East Road in Port Stanley. Moved by: Councillor Noble Seconded by: George Corrin RESOLVED THAT the East Road Multi -Use Path be approved as presented. Motion Carried. 7.3 Accessibility Coordinator - Snow Removal in Parking Lots The Accessibility Coordinator presented the report detailing issues in local municipalities regarding snow removal and the deposit of snow in accessible parking spaces. Moved by: Councillor Noble Seconded by: Dave Baughman RESOLVED THAT the Joint Accessibility Advisory Committee request that the Municipality of Central Elgin include a clause in the terms and conditions for snow clearing contracts that prohibits cleared snow from being deposited in accessible parking spaces. Motion Carried. 7.4 Accessibility Coordinator - Accessibility Status Report 2022 Page 3 of 9 The Accessibility Coordinator presented the report that provides details on the Joint Annual Accessibility Status Report 2022 for the Committee's endorsement. Moved by: George Corrin Seconded by: Jenn Salverda RESOLVED THAT the report titled "Joint Annual Accessibility Status Report 2022" dated April 25, 2023 be approved by the Joint Accessibility Advisory Committee; and THAT the report be forwarded to Elgin County Council for approval. Motion Carried. 8. OTHER BUSINESS The Accessibility Coordinator discussed meeting frequency for the remainder of the year. The Accessibility Coordinator advised the Committee that the Municipal Accessibility Advisory Committee of the City of St. Thomas would like to partner with the Joint Accessibility Advisory Committee to hold an Accessibility Open House, and will hold a joint committee meeting in June to plan the event. The Chair recommended that letters of recognition be sent to the past members of the Committee. 9. CORRESPONDENCE None. 10. CLOSED MEETING ITEMS None. 11. MOTION TO RISE AND REPORT None. 12. DATE OF NEXT MEETING The next meeting will be held at the call of the Chair. 13. ADJOURNMENT Moved by: Dave Baughman Seconded by: Councillor Noble RESOLVED THAT we do now adjourn at 4:00 p.m. to meet again at the call of the Chair. Motion Carried. Jenna Fentie, Tom Marks, Manager of Administrative Chair. Services/Deputy Clerk. 3 Page 4 of 9 Elgin',', PrD,d,resslwa by Nature . Recommendation(s): Report to Joint Accessibility Advisory Committee FROM: Sarah Savoie, Accessibility Coordinator DATE: June 1, 2023 SUBJECT: Additions to Joint MYAP for Elgin County Heritage Centre THAT the Joint Accessibility Advisory Committee approve the amendments to Elgin County and Local Municipal Partners Joint Multi -Year Accessibility Plan 2021-2026 to include accessibility progress, goals and timelines specific to the Elgin County Heritage Centre. Introduction: Elgin County and its Local Municipal Partners ("LMPs") prepared a Joint Multi -Year Accessibility Plan ("Joint MYAP") spanning 2021-2026 that outlines accessibility progress, goals and timelines for all of Elgin County. It is recommended that the Joint MYAP be amended to include accessibility progress, goals and timelines that are specific to the Heritage Centre. Discussion: The Joint MYAP outlines accessibility progress and goals spanning 2021-2026. When Elgin County and its LMPs were in the process of creating the Joint Multi -Year Accessibility Plan there were progress, goals and timelines established that covered all Elgin County departments, services, and facilities. The Heritage Centre is required to have an Accessibility Plan in place when applying for provincial museum grants including the Community Museums Operating Grant and Heritage Organization Development Grant. While the Joint MYAP intends to cover all County departments and facilities, in order to ensure a strong grant application, the Heritage Centre is recommending amendments to the Joint MYAP to include progress, goals and timelines that are directly relevant to the museum and its facilities and services. Page 5of9 E Below is a list of all the amendments that are being recommended by the Heritage Centre to include in the Joint MYAP: General Requirements Goals Continue training of Heritage Centre staff, Elgin County Museum Advisory Committee members, and volunteers on the AODA and Ontario Human Rights Code as it pertains to people with disabilities Timeline —Ongoing • Continue training Heritage Centre staff, Committee members and volunteers on AODA and OHRC Information and Communication Progress Heritage Centre collaborates with Legislative Services Department and Cultural Services Department staff to upload content to the website to ensure it is compliant with the WCAG 2.0 Level A and AA requirements Goals • Following website redevelopment - develop robust accessible document training strategy for website content uploaders onto the County Site, including Library and Heritage Centre staff • Provide social media training for Heritage Centre and Cultural Services staff for web content accessibility to ensure that social media posts are compliant with the IASR requirements Timeline —Ongoing • Provide social media training for Heritage Centre and Cultural Services staff Employment Goals Continue to ensure that volunteer recruitment and onboarding for Heritage Centre volunteers is compliant with the AODA requirements Update Heritage Centre volunteer application form to ensure public knows accommodations and accessible formats and/or communication supports are available upon request during the recruitment process for Elgin County Museum Advisory Committee members and volunteers Page 6of9 Timeline —Ongoing 3 • Ensure volunteer recruitment and onboarding for Heritage Centre volunteers is AODA compliant Timeline—2021-2023 • Update Heritage Centre volunteer application form to ensure public knows accommodations, accessible formats and/or communication supports are available upon request during the recruitment process Design of Public Spaces Progress • Elgin County Heritage Centre constructed in 2017 o Building is equipped with designated accessible parking spaces, a universal washroom, accessible door operators at entrances, paved walkways and accessible ramp for barrier free path of travel • Elgin County Heritage Centre continues to consider people with disabilities who use mobility aids and wheelchairs when designing exhibits and displays to ensure full access to facilities for all visitors Goals • Create Universal Washroom Emergency Call Button Alarm Procedure for all County facilities equipped with universal washrooms o Collaborate with Heritage Centre and Admin Building staff to ensure procedure is implemented for universal washroom and training is provided as needed • Create Service Counter Design Guidelines including mobility device friendly access to be shared with Local Municipal Partners o Consider placement and location of information, signage, brochures etc. o Redesign service counter area and desk in the Heritage Centre to make more accessible for all visitors Timeline—2021-2023 • Collaborate with Heritage Centre and Admin Building staff to implement and provide training on procedure Page 7of9 Timeline—2024-2026 • Redesign of Heritage Centre service counter area Customer Service Progress • Considers people with disabilities when providing services to the public including school group programs and public events o Ensures exhibits, displays and facilities are accessible to all visitors, and accommodations are made available upon request Goal • Ensure all Heritage Centre staff, Museum Advisory Committee members and volunteers receive the accessible Customer Service Standard training Timeline —Ongoing • Training for Heritage Centre staff, Committee members and volunteers on Customer Service Standard Financial Implications: No financial implications. Alignment with Strategic Priorities: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. 9 Page 8of9 Local Municipal Partner Impact: 5 Elgin County and all its Local Municipal Partners must post the Joint MYAP on their websites. If the Joint MYAP is updated or amended, the new version should replace the existing version that is posted on LMPs websites. LMPs may opt to present the changes to their Councils for approval before adding the revised Joint MYAP to the website. Communication Requirements: Any updates or amendments to the Joint MYAP must be brought to the Joint Accessibility Advisory Committee to consult on and approve. Once approved by the Committee, the amendments will be taken to County Council. Upon approval by County Council, the updated Joint MYAP will go to all the Local Municipal Councils to be received for information and posted online. Conclusion: As outlined above, the recommended amendments to the Joint MYAP would ensure specific progress, goals and timelines are included and will help to demonstrate the Heritage Centres commitment to accessibility and compliance with the AODA. This will help strengthen the grant application when applying to provincial museum grants. All of which is Respectfully Submitted Approved for Submission Sarah Savoie Jenna Fentie Accessibility Coordinator Manager of Administrative Services/Deputy Clerk Page 9of9