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01 - July 9, 2024 Joint Accessibility Advisory Committee MeetingOZ5 ElgmCounty Elgin/Central Elgin Joint Accessibility Advisory Committee Orders of the Day Tuesday, July 9, 2024, 3:30 p.m. Council Chambers 450 Sunset Drive St. Thomas ON Note for Members of the Public: Please click the link below to watch the Committee Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. Pages 1. Call to Order 2. Approval of Agenda 3. Adoption of Minutes 2 4. Disclosure of Pecuniary Interest and the General Nature Thereof 5. Delegations 6. Reports/Briefings 6 6.1 Legislative Services Coordinator - AccessAbility Open House Report 7 (verbal) 6.2 Director of Human Resources - Introduction of Human Resources Manager (verbal) 6.3 Manager of Administrative Services/Deputy Clerk - Updates to Joint 8 Accessibility Advisory Committee Terms of Reference 6.4 Manager of Administrative Services/Deputy Clerk - Administration Building Elevator Project Completion (verbal) 6.5 Manager of Administrative Services/Deputy Clerk - Member Recruitment (verbal) 7. Other Business 8. Correspondence 9. Closed Meeting Items 10. Motion to Rise and Report 11. Date of Next Meeting 12. Adjournment Elgin/Central Elgin Joint Accessibility Advisory Committee Minutes November 7, 2023, 3:30 p.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Tom Marks, Chair Dave Baughman, Municipality of Central Elgin Councillor Jenn Salverda Members Absent: Todd Noble, Elgin County Councillor Staff Present: Sarah Savoie, Accessibility Coordinator Jenna Fentie, Manager of Administrative Services/Deputy Clerk Delany Leitch, Deputy Clerk/Record Management Coordinator, Municipality of Central Elgin Stefanie Heide, Legislative Services Coordinator 1. Call to Order The meeting was called to order at 3.36 p.m. with Tom Marks in the chair. 2. Approval of Agenda Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT the agenda for the November 7, 2023 meeting of the Joint Accessibility Advisory Committee be approved as presented. Motion Carried. 3. Adoption of Minutes Moved by: Jenn Salverda Seconded by: Dave Baughman RESOLVED THAT the minutes of the meeting held on June 1, 2023 be adopted. 1 Page 2 of 14 Motion Carried. 4. Disclosure of Pecuniary Interest and the General Nature Thereof None. 5. Delegations 5.1 Sylvia Baliko, Regional Coordinator - Central Region, Tetra Society of North America - Tetra Society of North America Presentation The Regional Coordinator - Central Region, Tetra Society of North America provided a presentation to the Committee. Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT the presentation from the Tetra Society of North America be received and filed. Motion Carried. 6. Reports/Briefings 6.1 Accessibility Coordinator - Elgin County and its LMPs Joint Diversity, Equity, and Inclusion Plan 2024-2026 The Accessibility Coordinator presented the report titled "Elgin County and its LMPs Joint Diversity, Equity and Inclusion Plan 2024-2026" to the Committee. Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT the report titled "Elgin County and its LMPs Joint Diversity, Equity and Inclusion Plan 2024-2026" dated November 7, 2023 from the Accessibility Coordinator be reviewed and forwarded to Council for approval. Motion Carried. 6.2 Accessibility Coordinator - Review of Policies The Accessibility Coordinator presented the report titled "Updates to the Accessibility Policy, Emergency Response Policy, and Accommodations Policy" to the Committee. Moved by: Jenn Salverda Seconded by: Dave Baughman 2 Page 3 of 14 RESOLVED THAT the report titled "Updates to the Accessibility Policy, Emergency Response Policy, and Accommodations Policy" dated November 7, 2023 from the Accessibility Coordinator be reviewed and forwarded to Council for approval. Motion Carried. 6.2.1 2.130 Elgin County Accessibility Policy 6.2.2 2.130.1 Emergency Workplace Response for Employees with Disabilities 6.2.3 2.80.2 Accommodations in the Workplace 6.3 Accessibility Coordinator - Updates on Accessibility Initiatives (verbal) 6.3.1 Joint Annual Accessibility Status Report The Accessibility Coordinator provided a verbal update on the status of the Joint Annual Accessibility Status Report. The Accessibility Coordinator stated that this report is an annual requirement to demonstrate that the County and its Local Municipal Partners are committed to the goals that are set out in the Joint Multi -Year Accessibility Plan. The draft of the report has been completed for 2023, and expects that the report will be presented to the Committee in early 2024 for approval. 6.3.2 Accessibility Compliance Report The Accessibility Coordinator noted that the Accessibility Compliance Report is a bi-annual report that must be submitted to the Ministry for Seniors and Accessibilities by December 31. The Accessibility Coordinator stated that the County has submitted their report, and has extended an offer of support to Elgin's Local Municipal Partners to ensure reports are submitted by the deadline. 6.3.3 General Updates 6.3.3.1 Accessibility Coordinator Position The Accessibility Coordinator provided an update that the Accessibility Coordinator Position is coming to an end on November 30, 2024. She advised that the County's Human Resources department will provide support to the Committee until further notice. 6.3.3.2 Upcoming Initiatives The Accessibility Coordinator advised that County staff will begin advertising for the vacant position on the Committee. 3 Page 4 of 14 The Accessibility Coordinator advised the Committee that the north elevator in the County Administration Building is now open, and construction on the new south elevator is still underway. The Accessibility Coordinator advised the Committee that the County is currently redeveloping the County's website and refreshing the County logo. 7. Other Business I101rem 8. Correspondence None. 9. Closed Meeting Items None. 10. Motion to Rise and Report None. 11. Date of Next Meeting The Joint Accessibility Advisory Committee will meet again at the call of the Chair. 12. Adjournment Moved by: Dave Baughman Seconded by: Jenn Salverda RESOLVED THAT we do now adjourn at 4.16 p.m. to meet again at the call of the Chair. Katherine Thompson, Manager of Administrative Services/Deputy Clerk. Tom Marks, Chair. 0 Page 5 of 14 2024 AccessAbility Open House General Statistics - 17 vendors - 50 gift bags given out - 39 ballots received for door prizes - 83 drink tickets given out Response Summary from Ballot Questions How did you hear about this event? Radio I Posters I Social Media TV I Word of Mouth 3 13 1 11 1 1 10 How likely are you to attend a future event? Likely Maybe I Not Likely 27 15 10 Vendor Feedback General Comments 11 forms received from vendors, all but one likely to attend in future, 1 maybe - Great to have a VOLT hockey demo - Great networking with other vendors - Change season, go back to weekday (afternoon, early evening) - Speaker series throughout the year - Bring back food trucks - More outdoor signage to bring in the public - Maybe 3 hour event instead of 5? - Enjoyed choir performance last year enjoyed - Representatives from ODSP/DSO or Passport Canada to give presentations, answer questions, Special Olympics, Community Living - Send posters out to apartment buildings (such as 200 Chestnut Street) - E-mail vendor application to Sledge Hockey - Thames Valley Children's Network - New vendor to invite for 2025: George Bray Sports Association Inc. Page 6 of 14 2024 AccessAbility Open House General Statistics - 17 vendors - 50 gift bags given out - 39 ballots received for door prizes - 83 drink tickets given out Response Summary from Ballot Questions How did you hear about this event? Radio I Posters I Social Media TV I Word of Mouth 3 13 1 11 1 1 10 How likely are you to attend a future event? Likely Maybe I Not Likely 27 15 10 Vendor Feedback General Comments 11 forms received from vendors, all but one likely to attend in future, 1 maybe - Great to have a VOLT hockey demo - Great networking with other vendors - Change season, go back to weekday (afternoon, early evening) - Speaker series throughout the year - Bring back food trucks - More outdoor signage to bring in the public - Maybe 3 hour event instead of 5? - Enjoyed choir performance last year enjoyed - Representatives from ODSP/DSO or Passport Canada to give presentations, answer questions, Special Olympics, Community Living - Send posters out to apartment buildings (such as 200 Chestnut Street) - E-mail vendor application to Sledge Hockey - Thames Valley Children's Network - New vendor to invite for 2025: George Bray Sports Association Inc. Page 7 of 14 ElginCounty Report to Joint Accessibility Advisory Committee From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: June 25, 2024 Subject: Updates to Joint Accessibility Advisory Committee Terms of Reference Recommendation(s): RESOLVED THAT the Joint Accessibility Advisory Committee approve the proposed changes to the Joint Accessibility Advisory Committee Terms of Reference; and THAT the updated Terms or Reference be brought to Central Elgin Council and Elgin County Council for their consideration. Introduction: Staff are recommending several adjustments to the current Joint Accessibility Advisory Committee Terms of Reference to accurately reflect current job titles and to adjust the required number of annual meetings. Background and Discussion: The current Joint Accessibility Advisory Committee Terms of Reference indicate that the Committee is required to meet at a minimum, four (4) times a year, with the option to meet more frequently as required. If there are no current accessibility projects underway and no requests for consultation before the Committee, it can be difficult to generate content to fill Committee meeting agendas. Staff are recommending that the Terms of Reference be changed to require the Committee to meet two (2) times a year, with the option to meet more frequently as required. This would ensure that the meetings held have sufficient content, and are a prudent use of Committee Members' valuable time. Reducing the required number of meetings would not preclude the Chair from calling meetings as frequently as required to deal with consultation issues as they may arise. Other changes to the Terms of Reference reflect that the position of Accessibility Coordinator is no longer filled at the County of Elgin. Accessibility will now be the responsibility of the Manager of Human Resources within the Human Resources Department. This change is reflected in the revised Terms of Reference. Page 8 of 14 The Terms of Reference have also been updated to indicate that meetings will be held at the Elgin County Administration Building or virtually unless otherwise indicated. Proposed revisions are indicated in red in the attached Terms of Reference. Should the Committee approve these proposed revisions, a revised copy of the Terms of Reference will go to Central Elgin Council and Elgin County Council for final approval. Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ❑ Delivering mandated ® Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: Central Elgin Council will be required to approve changes to the Terms of Reference. Communication Requirements: None. Conclusion: Changes to the Joint Accessibility Advisory Committee Terms of Reference are proposed to reflect staffing changes and to reduce the number of required meetings from four (4) annually, to two (2) annually, retaining the option to call meetings as needed. All of which is Respectfully Submitted Katherine Thompson Manager of Administrative Services/Deputy Clerk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 9 of 14 County of Elgin/Central Elgin Joint Accessibility Advisory Committee Terms of Reference Preamble These Terms of Reference are developed under the provisions of the Accessibility for Ontarians with Disabilities Act (AODA). The purpose of the aforementioned legislation is to improve opportunities for people with disabilities and to provide for their involvement in the identification, removal and prevention of barriers. The Committee shall be known as the Joint Accessibility Advisory Committee. In conjunction with the Accessibility for Ontarians with Disabilities Act, the Joint Accessibility Advisory Committee shall provide advice to participating municipal councils in relation to accessibility planning and legislated standards Participating Municipalities Central Elgin County of Elgin Definitions "Barrier" means anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy or practice. "Disability" means, a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device, b) a condition of mental impairment or a developmental disability, c) a learning disability, or a dysfunction in one or more of the processes, involved in understanding or using symbols or spoken language, d) a mental disorder, or Page 10 of 14 e) an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997; ("handicap") "Permanent Disability" means as a disability that is permanent and long-term, that impacts a person's ability to engage in routine activities such as participating in Committee meetings, unless accommodations are provided. The disability is often life- long and may be a result of injury, illness, or genetics. The person is not expected to recover and will require accommodations for the duration of their membership. "Temporary Disability" means a disability that affects you for a short period of time. These conditions usually keep you incapacitated for a few days, weeks, months, or years but typically result in the eventual recovery. This type of disability often includes illnesses or injuries that require temporary accommodations in order to participate in Committee meetings. Legislated Duties • Advise Councils, regarding the preparation, implementation and effectiveness of the multi -year accessibility plans of the participating municipalities. • Advise participating municipalities on the accessibility of buildings, structures or premises that the municipalities lease, purchase, construct or significantly renovate. • Review and advise municipalities on the accessibility of site plans and drawings described in Section 41 of the Planning Act that the committee selects. • Advise councils about the requirements and implementation of accessibility standards and the preparation of accessibility reports and such other matters for which the councils may seek its advice. • Perform all other functions specified in the Accessibility for Ontarians with Disabilities Act. Consultation Requirements The Committee is expected, per the AODA requirements, to be consulted: • When establishing, reviewing and updating your multi -year accessibility plans • When developing accessible design criteria in the construction, renovation or placement of bus stops and shelters 2 Page 11 of 14 • When determining the proportion of on -demand accessible taxicabs needed in the community • On the need, location and design of accessible on -street parking spaces when building new or making major changes to existing on -street parking spaces • Before building new or making major changes to existing recreational trails to help determine particular trail features • On the needs of children and caregivers with various disabilities in their community when building new or making major changes to existing outdoor play spaces • On the design and placement of rest areas along the exterior path of travel when building new or making major changes to existing exterior paths of travel For detailed information on the role of Municipal Accessibility Advisory Committees, please visit: How to Serve on a Municipal Accessibility Advisory Committee: Guide Composition The Committee shall consist of five (5) members and shall be comprised of: Four residents with disabilities, from the County, at large OR three residents with disabilities, plus a member of the who is a person interested in issues relating to persons with disabilities (through work, school or caregiver role), or a parent/guardian representing children with disabilities Mayor or Deputy Mayor from Central Elgin A majority of members must have a disability as defined by the Ontarians with Disabilities Act and the Accessibility for Ontarians with Disabilities Act. Appointments Committee members shall serve a four (4) year term. No member shall serve more than two (2) consecutive terms unless no candidates come forward. Staff members from Central Eglin and Elgin County will undertake a bias -free recruitment and selection process. A recommendation will be sent to participating Councils regarding the selected candidates. Committee members will be chosen for their life experience with a disability and their knowledge of such and/or expertise in barrier -free initiatives or disability issues. Each member of the Committee shall serve as an independent representative to the Committee and shall not represent concerns of only one disability or group. 3 Page 12 of 14 JAAC Chair The Chair of the Committee shall be elected at the first meeting of the Committee for the term of Council. Staff Support The County's Administrative Services Department will act as the secretary and the Ih....kirnain :Resources Il: epai a nl will act as the facilitator to the Joint Accessibility Advisory Committee. A representative from each participating municipality will attend meetings and provide support. Accommodations Should a member of the committee be unable to attend meetings, they may request an accommodation. Accommodations will be decided upon by: the JAAC Chairperson, Central Elgin Deputy Clerk or designate, and the kirnain Il:Resources :: epartu nI or designate. If an accommodation is granted, an accommodation plan will be developed for a three- month period. At that time, the individual may request to have the accommodation extended or terminated. If an extension is granted, the extension will be taken to the JAAC for approval. If the members disability is permanent and will require a continuation of the accommodation plan, the accommodations will remain in place for the duration of the JAAC term. Accommodations might include, but are not limited to: accessible formats, communication supports, closed captioning, or electronic participation in a meeting. Meetings Meetings will be held at Hie Counlyf Il: lgg n AdrnlnlslraLon Il:3Wlill 'Bung or vlil alH , unless otherwise noted. The Joint Accessibility Advisory Committee will meet Iwo (2) times per year. The Committee will meet on a date a specified by the Committee. Additional meetings will be held as needed. Meetings will conform to appropriate requirements of the Municipal Act, 2001. A quorum shall consist of a majority of voting members. Electronic Participation 0 Page 13 of 14 Members may participate electronically in a meeting. The member participating electronically shall be counted in determining whether or not a quorum is present, and can vote per the County of Elgin's Procedural By -Law. Absences If a Committee member is absent for three (3) consecutive meetings without notice or justifiable reason, their membership will be reviewed by staff support followed by a recommendation to Council regarding their membership. Agendas Members must submit agenda items at least two (2) weeks in advance of a meeting to allow staff enough time to research and respond accordingly. 5 Page 14 of 14