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Home My WebLink AboutCS 29-23 Report to Executive Committee Report Number: CS 29-23 Date: November 6, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Accessibility for Ontarians with Disabilities Act -2023 Compliance Report -File: A-1440-001 Recommendation: 1. That Council endorse the City of Pickering 2023 Accessibility Compliance Report prepared by City staff and endorsed by the Accessibility Advisory Committee, as set out in Attachment 1; 2. That staff be authorized to submit the City of Pickering 2023 Accessibility Compliance Report to the Government of Ontario Ministry for Seniors and Accessibility; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Accessibility for Ontarians with Disabilities Act (AODA) is a law that was enacted in 2005 that sets out a process for developing and enforcing accessibility standards. There are five accessibility standards that the City must meet in order to comply with the legislation: customer service standard; information and communications standard; transportation standard; employment standard; and the design of public spaces standard. As a designated public sector organization with one or more employees, the City of Pickering is legally required to file a 2023 accessibility compliance report by December 31, 2023. The compliance report is a checklist of 12 questions encompassing the broad range of AODA requirements for municipalities. The report was completed by Pickering’s Accessibility Coordinator following consultations with, and endorsement by, the Pickering Accessibility Advisory Committee (September 20, 2023), the Accessibility Core Staff Team (October 5, 2023) and other relevant City staff. The City is in full compliance with the requirements of the Act. Financial Implications: There are no financial implications regarding Pickering’s 2023 Accessibility Compliance Report. CS 29-23 November 6, 2023 Subject: Accessibility for Ontarians with Disabilities Act Page 2 Discussion: The City of Pickering has a commitment to accessibility. The City has met the legislated requirements, as outlined in the compliance report in the following ways: 1. The City of Pickering has implemented written policies on how to achieve accessibility by meeting all applicable requirements for AODA. • On April 25, 2022, as per Resolution #876/22, Council approved updates to the Hiring Policy (HUR 040) and the Accessibility Policy (ADM 090) in order to achieve compliance of the AODA. The Hiring Policy was amended to include more detailed language regarding timing of the workplace response to emergencies, individual accommodation plans and return to work process. The accessibility policy was amended to include more specific language regarding who is trained, what training is included, the timing of training and record keeping. 2. The City of Pickering has established a multi-year accessibility plan. • On December 13, 2021, as per Resolution #748/21, Council approved the City of Pickering Accessibility Plan (2021 – 2025). This is the second Accessibility Plan. The first plan ran from 2016 – 2020 and was approved by Council on November 16, 2015 (Resolution #105/15). The Accessibility Plan is updated every five years and is posted on the City’s website. • In June 2023, the City of Pickering submitted an Accessibility Plan (2023 – 2027) for the Pickering Museum Village, as a requirement of the Ministry of Heritage, Sport and Culture Industries, Standards for Community Museums Program. 3. The City of Pickering provides training on the Human Rights Code as it pertains to people with disabilities. • The City of Pickering’s Orientation Policy (HUR 180) requires that employees complete training related to AODA. This includes training on the Human Rights Code as it pertains to people with disabilities. A new online and on-demand AODA training has been provided to City of Pickering staff since January 2023. Training is provided as part of new employee orientation and is recorded by the Human Resources Department once completed. 4. The City of Pickering has a process for receiving and responding to feedback that is accessible to people with disabilities and notifies the public about the availability of accessible formats and communication support. • The City of Pickering Accessibility Standards for Customer Service Procedure (ADM 090-001) outlines how the City notifies the public about accessible formats and communication supports as well as how we receive and respond to feedback. Information and Communications Standard: 5. The City of Pickering maintains a website that conforms to the World Wide Web Consortium Web Content Accessibility Guidelines 2.0 Level AA. CS 29-23 November 6, 2023 Subject: Accessibility for Ontarians with Disabilities Act Page 3 6. The City of Pickering provides training about providing goods, services or facilities to persons with disabilities. 7. The City of Pickering provides information in an accessible format. • In December 2020, the City of Pickering coordinated Accessible Documents training for 26 staff from across the corporation. In 2020, the City of Pickering updated the City website and all public facing documents to meet Accessible Document Standards, as outlined by the Province of Ontario. Accessible Document Training is available to all staff via the City of Pickering Intranet. Customer Service Standards: 8. The City of Pickering’s Accessibility Standards for Customer Services, section 08 (ADM 090-001), outlines the process for providing customer service to a person with a disability that is accompanied by a support person. • On December 13, 2021, the Service and Support Animals Initiative Monograph was presented to City Council (Report CS 37-21, Resolution #748/21). This initiative was developed in response to feedback from local businesses looking for clarification on how to support people with disabilities and support animals. The City of Pickering launched a stakeholder survey and consultation and worked with the Ontario Ministry for Seniors and Accessibility, Aequum Global Access Inc., The Inclusive Design Research Centre of OCAD University, and a team of local stakeholders to complete the monograph. The City of Pickering launched a public awareness campaign in 2021 on best practices for providing customer service to people using support animals. Employment Standards: 9. The City of Pickering does not currently employ persons with disabilities for whom individualized emergency response information is required by the AODA. Design of Public Spaces: 10.The City of Pickering meets the general requirements as outlined in the Design of Public Spaces Standards. • In 2023, the City of Pickering reconstructed four playgrounds to be fully accessible with the addition of rubber safety surfacing, accessible walkways, site furniture, safety railings and/or fencing and play equipment that is fully compliant with AODA. The four parks are: St. Mary Park, Forestbrook Park, Progress Frenchman’s Bay East Park and Southcott Park. 11.The City of Pickering has an established Accessibility Advisory Committee (AAC) that meets as per policy ADM 040. The AAC reports to Council annually and provides advice to Council about site plans and drawings. CS 29-23 November 6, 2023 Subject: Accessibility for Ontarians with Disabilities Act Page 4 Attachment: 1. 2023 Accessibility Compliance Report for the City of Pickering to the Ministry for Seniors and Accessibility. Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Laura Gibbs Sarah Douglas-Murray Division Head, Culture and Community Director, Community Services Programming Original Signed By Timothy Higgins Accessibility Coordinator SDM:lg Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 29-23 2023 Accessibility Compliance Report for the City of Pickering to the Ministry for Seniors and Accessibility 1 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 1. Has your organization created and implemented written policies on how to achieve accessibility by meeting all applicable accessibility requirements in the IASR? Yes https://www.ontario.ca/laws/regulation/110191#BK3 https://www.ontario.ca/page/how -create-accessibility-plan-and- policy 2. Has your organization established and implemented a multi-year accessibility plan? (If Yes, please answer additional questions) Yes https://www.ontario.ca/laws/regulation/110191#BK4 https://www.ontario.ca/page/how -create-accessibility-plan-and- policy 2.a. Does your organization have a website? (If Yes, please answer additional questions) Yes https://www.ontario.ca/laws/regulation/110191#BK4 https://www.ontario.ca/page/how -create-accessibility-plan-and- policy 2.a.i. Is your organization’s accessibility plan posted on your organization’s website? Yes https://www.ontario.ca/laws/regulation/110191#BK4 https://www.ontario.ca/page/how -create-accessibility-plan-and- policy 2.a.ii. Does your organization provide the accessibility plan in an accessible format when requested? Yes https://www.ontario.ca/laws/regulation/110191#BK4 https://www.ontario.ca/page/how -create-accessibility-plan-and- policy 2.b. Does your organization update the accessibility plan at least once every 5 years? Yes https://www.ontario.ca/laws/regulation/110191#BK4 https://www.ontario.ca/page/how -create-accessibility-plan-and- policy 3. Does your organization provide training on: The AODA Integrated Accessibility Standards Regulation? Yes https://www.ontario.ca/laws/regulation/110191#BK7 https://www.ontario.ca/page/how -train-your-staff-accessibility Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 3.a. Does your organization provide training on: The Human Rights Code as it pertains to people with disabilities? Yes https://www.ontario.ca/laws/regulation/110191#BK7 https://www.ontario.ca/page/how -train-your-staff-accessibility 4. Does your organization have a process for receiving and responding to feedback that is accessible to people with disabilities? Note: This requirement is applicable regardless of whether customers are permitted on your premises (If Yes, please answer an additional question) Yes https://www.ontario.ca/laws/regulation/110191#BK1 1 https://www.ontario.ca/page/how -make-information-accessible 4.a. Does your organization notify the public about the availability of accessible formats and communication supports with respect to the feedback process? Note this requirement is applicable regardless of whether customers are permitted on your premises. Yes https://www.ontario.ca/laws/regulation/110191#BK1 1 https://www.ontario.ca/page/how -make-information-accessible 2 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 5. Does your organization have one (or more) website(s) which it controls directly or indirectly (‘controls’ means that your organization is able to add, remove and/or modify content and functionality of the website)? * (If Yes, please answer an additional question) Yes https://www.ontario.ca/laws/regulation/110191#BK1 4 https://www.ontario.ca/page/how -make-websites-accessible 5.a. Do all your organization’s internet websites conform to World Wide Web Consortium Web Content Accessibility Guidelines 2.0 Level AA (except for live captions and pre-recorded audio descriptions)? In the comments box, please list the complete names and addresses of your publicly available web content, including websites, social media pages, and apps. * Yes List from Communications to follow. https://www.ontario.ca/laws/regulation/110191#BK1 4 https://www.ontario.ca/page/how -make-websites-accessible 3 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 6. Does your organization provide training about providing goods, services or facilities to persons with disabilities to the following? • Staff and volunteers • People involved in developing accessibility policies • People providing goods, services or facilities on behalf of the organization (If Yes, please answer an additional question) Yes Yes Yes https://www.ontario.ca/laws/regulation/110191#BK1 53 https://www.ontario.ca/page/how -make-customer-service- accessible 4 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 6.a. Does the training include all of the following: * • A review of the purposes of the AODA? • A review of the purposes of the Customer Service Standards? • How to interact and communicate with persons with various types of disability? • How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person? • How to use equipment or devices available on the provider’s premises or otherwise provided by the provider that may help with the provision of goods, services or facilities to a person with a disability? • What to do if a person with a particular type of disability is having difficulty accessing the provider’s goods, services or facilities? Yes Yes Yes Yes Yes Yes https://www.ontario.ca/laws/regulation/110191#BK1 53 https://www.ontario.ca/page/how -make-customer-service- accessible 5 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 7. Does your organization provide information in an accessible format? * (If Yes, please answer additional questions) Yes https://www.ontario.ca/laws/regulation/110191#BK1 55 https://www.ontario.ca/page/how -make-information-accessible 7.a. Is the provision of information in accessible format done so in a timely manner that takes into account the individual’s disability? Yes https://www.ontario.ca/laws/regulation/110191#BK1 55 https://www.ontario.ca/page/how -make-information-accessible 7.b. Is the provision of information in accessible format at a cost no more than the regular cost charged to other persons Yes https://www.ontario.ca/laws/regulation/110191#BK1 55 https://www.ontario.ca/page/how -make-information-accessible 8. Does your organization ever require a person with a disability to be accompanied by a support person when on your premises? * (If Yes, please answer an additional question) Yes https://www.ontario.ca/laws/regulation/110191#BK1 51 https://www.ontario.ca/page/how -make-customer-service- accessible 6 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 8.a. Does your organization do all of the following before requiring a person with a disability to be accompanied by a support person on your premises: • Consult with the person with a disability? • Determine a support person is necessary to protect the health or safety of the person with a disability or others on premises? • Determine that there is no other way to protect the health or safety of the person with a disability or others on premises? Yes Yes Yes https://www.ontario.ca/laws/regulation/110191#BK1 51 https://www.ontario.ca/page/how -make-customer-service- accessible 9. Does your organization employ any persons with disabilities for whom you have provided individualized workplace emergency response information? * (If Yes, please answer additional questions) No https://www.ontario.ca/laws/regulation/110191#BK2 8 https://www.ontario.ca/page/how -provide-accessible-emergency- information-staff 7 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 9.a. Does your organization review the individualized workplace emergency response information for all of the following? * • When the employee moves to a different location in the organization? • When the employee’s overall accommodation needs or plans are reviewed? • When your organization reviews its general emergency policies? N/A https://www.ontario.ca/laws/regulation/110191#BK2 8 https://www.ontario.ca/page/how -provide-accessible-emergency- information-staff 9.b. Do any of the employees for whom your organization has provided individualized workplace emergency response information require assistance? * (If Yes, please answer additional questions) N/A https://www.ontario.ca/laws/regulation/110191#BK2 8 https://www.ontario.ca/page/how -provide-accessible-emergency- information-staff 9.b.i Has your organization, with the employee’s consent, provided the workplace emergency response information to the person designated to provide assistance to the employee? N/A https://www.ontario.ca/laws/regulation/110191#BK2 8 https://www.ontario.ca/page/how -provide-accessible-emergency- information-staff 8 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 9.b.ii Was the individualized workplace emergency response information provided as soon as practicable after your organization became aware of the need for accommodation due to the employee’s disability? N/A https://www.ontario.ca/laws/regulation/110191#BK2 8 https://www.ontario.ca/page/how -provide-accessible-emergency- information-staff 10. Since January 1, 2017, has your organization constructed new or redeveloped any of the following items? • Outdoor public use eating areas • Outdoor play space • Off-street parking • Service counter • Fixed queuing guides • Waiting areas (If Yes, please answer additional questions) Yes https://www.ontario.ca/laws/regulation/110191#BK9 1 https://www.ontario.ca/page/how -make-public-spaces-accessible 10.a. Where applicable, do the newly constructed or redeveloped items meet the general requirements as outlined in the Design of Public Spaces Standards? Yes https://www.ontario.ca/laws/regulation/110191#BK9 1 https://www.ontario.ca/page/how -make-public-spaces-accessible 9 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 10.b. Does your organization’s multi-year accessibility plan include procedures for preventative and emergency maintenance of the accessible elements in public spaces, and for dealing with temporary disruptions when accessible elements are not in working order? Yes https://www.ontario.ca/laws/regulation/110191#BK1 47 https://www.ontario.ca/page/how -make-public-spaces-accessible 11. Is your organization a municipality with population of 10,000 or more? * (If Yes, please answer additional questions) Yes https://www.ontario.ca/laws/statute/05a11#BK38 https://www.ontario.ca/page/mun icipal-accessibility-advisory- committees 11.a. Has your organization established an accessibility advisory committee as described in Section 29 of the AODA? (If yes, please answer additional questions) Yes https://www.ontario.ca/laws/statute/05a11#BK38 https://www.ontario.ca/page/mun icipal-accessibility-advisory- committees 11.a.i Is the majority of members in the committee persons with disabilities? Yes https://www.ontario.ca/laws/statute/05a11#BK38 https://www.ontario.ca/page/mun icipal-accessibility-advisory- committees 10 Compliance Question Number Question Recommended Response Link to e-Laws URL Link to Compliance assistance URL 12. Has the committee provided advice to council about site plans and drawings (as described in Section 41 of the Planning Act) as well as advice on the requirements and implementation of accessibility standards? Yes https://www.ontario.ca/laws/statute/05a11#BK38 https://www.ontario.ca/page/mun icipal-accessibility-advisory- committees 11