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HomeMy WebLinkAboutNovember 15 2023Agenda Accessibility Advisory Committee November 15, 2023 7:00 pm Main Committee Room Hybrid Electronic Meeting For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Members of the public may observe the meeting proceedings by viewing the livestream. Page 1.Review and Approval of Agenda T. Higgins 2.Disclosure of Interest T. Higgins 3.Approval of Minutes T. Higgins 3.1 October 18, 2023 Meeting Minutes 1 4.Presentations/Delegations 4.1 Time 5.New Business 5.1 Welcoming new Members T. Higgins, All 7:05 5.2 Equity, Diversity, and Inclusion Strategy Jaclyn SanAntonio 7:10 5.3 Site Plans Review Isabelle Janton 7:20 5.4 The Ramp Report – Fall 2023 & Business Compliance – December 21, 2023 J. McLellan, Ajax- Pickering Board of Trade 7:50 5.5 Leading Equitable and Accessible Delivery (LEAD) – Project update and 2024 Accessibility Priorities T. Higgins 8:05 5.6 Creating an Accessibility Advisory Subcommittee – Re: building an Accessibility Orientation Symposium T. Higgins 8:20 8 10 20 Agenda Accessibility Advisory Committee November 15, 2023 7:00 pm Main Committee Room Hybrid Electronic Meeting For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 5.7 DRPS Children’s Games - 2023 and 2024 40th Anniversary T. Higgins 8:50 6.Correspondence 7.Other Business 8.AAC Member Roundtable Updates 9.Next Meeting – January 17, 2024 10.Adjournment Page 1 of 7 Minutes/Meeting Summary Accessibility Advisory Committee October 18, 2023 Electronic Meeting 7:00 pm Attendees: D. Currie S.Azhar B. Ferguson P. Milton M. Thorpe Ross C. Rudberg-Chin S. Snyders J. McLellan, Ajax-Pickering Board of Trade Councillor M. Brenner M. Murray, Manager, Community Services Administration I. Janton, Senior Planner – Site Planning T. Higgins, Accessibility Coordinator (Staff Liaison) J. Currie, Legislative Coordinator (Recording Secretary) Absent: A. Khan R. Rizvi Councillor M. Nagy Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 1. Review and Approval of Agenda T. Higgins reviewed the agenda items. Agenda approved. 2. Disclosure of Interest No disclosures of interest were noted. 3. Approval of Minutes Moved by B. Ferguson Seconded by D. Currie That the Minutes of the September 18, 2023, meeting of the Accessibility Advisory Committee be approved. - 1 - Page 2 of 7 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) Carried 4. Presentations/Delegations T. Higgins welcomed all in attendance to introduce themselves. 4.1 Recreation & Parks Master Plan Presentation – Marilou Murray M. Murray provided an overview of the Recreation and Parks Master Plan highlighting Pickering’s changing demographics and how the impact of issues pertaining to the pandemic are being addressed. The Community Engagement Strategy, including a city-wide survey, the dates of five focus group sessions, four Charrette’s, and a youth engagement partnership was shared with the Committee. M. Murray requested Committee Members to complete the online survey, to attend one of the community Charrette’s sessions, and to encourage community members to participate. M. Murray also requested that the Accessibility Advisory Committee select one Member to be its representative and attend one of the five focus group sessions. Discussion with the Committee Members ensued regarding: •the website updates occurring as required, when new information is available; •the Youth Survey and how it mirrors the regular survey, it is amended to exclude questions that may not apply to youth, such as taxes, and includes questions specific to youth activities and programs that would be of particular interest and what may be some barriers faced by youth in participation; •having sent the Catholic School Board invitations to participate in the Youth Focus Groups and that Community Services is waiting for a response; •the Recreation & Parks Master Plan forming its vision as it pertains to accessibility according to the feedback gathered from the planned Community Engagement; •additional engagement events being planned in both the East Shore and West Shore as well as other areas to accommodate a broader outreach and ensuring input from those unable to attend the scheduled focus group sessions and charrette’s; AAC Members to complete online survey and participate in the Community Engagement Strategy. - 2 - Page 3 of 7 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) • the Recreation & Parks Master Plan being a robust, all- encompassing plan and it including 80-120 recommendations; • reaching out to Community Associations as part of the Public Engagement Plan; • Pickle Ball being included in the sport related focus groups; • going beyond minimum accessibility standards to meet the expectations of the City of Pickering, accounting for 1 in 5 individuals living with disabilities, the increasing number of seniors, an increase in mental health associated disabilities, and various invisible disabilities; and, • the benefits of parks and outdoor space in terms of tranquility. 5. New Business 5.1 Review of Site Plans File: 23-009270 – PLAN 40M2625 BLK 291 & PLAN 40M2631 I. Janton provided an overview of the pre-submission proposal for a proposed Catholic Elementary School at the intersection of Sapphire Drive, Hibiscus Drive and Burkholder Drive. Discussion ensued with Committee Members regarding: • the area for portables being a placeholder to accommodate future expansion and that ramps should be considered for accessibility; • whether the number of handicapped parking spaces could exceed the minimum requirement; • whether the proposed theater space was accessible; • the benefit to providing David Lepofski’s video “Accessibility Problems at Ryerson University Student Learning Centre” to developers in Pickering; https://www.youtube.com/watch?v=4oe4xiKknt0 • the presence of accessible areas in the site plan’s theater; • whether the Universal Washrooms are accessible; • whether having only one elevator meets accessibility standards, especially in the event of an emergency; - 3 - Page 4 of 7 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) • an evacuation plan from the second floor for those living with a disability in the event of an emergency; and, • developers accounting for unique needs and demographics of the area they are proposing to build in. File: S 11/23 – 1355 Kingston Road I. Janton provided an overview of the Site Plan for proposed mixed use residential towers at Pickering Town Centre site. There will be three towers at 50-55 story’s, 1877 units, 785 m2 of commercial space, and includes underground parking. The application presented is submitted to address the stormwater management system, the construction of the towers will come at a later date. Discussion ensued with Committee Members regarding: • I. Janton providing cross section images of the stormwater management system; • there being public access to the private owned park area, • the number of units that will be designated as accessible units, • the accessibility needs of larger families and if the two-story units can accommodate them, • the historic lack of accessibility of underground parking in general and if this will be addressed, • inviting CentreCourt to attend a future meeting and inviting them to express in writing their accessibility vision for this property; • offering documents that provide an accessibility lens to CentreCourt, giving them insight to Pickering’s expectations; • the possibility of providing similar documents to all developers, and bringing this concept back to planning to build it into the application process; • providing a symposium or accessibility orientation, sharing the vision of Pickering’s expectations, and asking the developers to mirror this in their plans; • providing Pickering’s expectations prior to the Accessibility Advisory Committee review, allowing for early collaboration, noting that Pickering is asking for more than the legislated minimum Accessibility for Ontarians with Disabilities Act (AODA) and Ontario Building Code standards; • the orientation material being provided by the Accessibility Advisory Committee; T. Higgins to provide I. Janton with documents to provide CentreCourt along with AAC notes to developer. - 4 - Page 5 of 7 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) • a motion to build an accessibility orientation style symposium at the pre-consultation stage of the application process; • developers site plan including a document outlining their vision of accessibility as it pertains to the submission; • the effectiveness of having conversations regarding accessibility earlier in the building application process, and how it is harder to change plans after approval, • adding a step including an accessibility orientation to the pre- consultation phase of site plan applications, Moved by B. Ferguson Seconded by C. Rudberg-Chin That representatives of the Accessibility Advisory Committee meet with the Planning Division of the City Development Department to discuss the methodology around site-planning approval, introducing the idea of a symposium to the pre consultation phase as well as requiring developers to include early documentation of their accessibility lens. Carried Further Discussion ensued with Committee Members regarding: • developers questioning steps that are not mandated; • clarification that should the new requirement be implemented it would only be applied to new developments; • the benefit of providing parameters at an early stage and creating a more collaborative process; • bringing this motion to Council to mandate the mentioned additional steps; and, • bringing the discussion of creating a subcommittee to the next agenda. 5.2 39th Annual Durham Regional Police Service (DRPS) Children’s Games – November 5th, 2023 T. Higgins provided an overview of the Annual Durham Regional Police Service (DRPS) Children’s Games being held November 5th, 2023 at 9am-1pm. Pickering has historically hosted the games at the Recreation Complex and has been a key partner with the Durham Police in helping support children with disabilities. T. Higgins to organize a meeting with AAC Members and Kyle Bentley, Director, City Development & Chief Building Official. - 5 - Page 6 of 7 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) The 39th Annual DRPS Children’s Games will be held at the Durham College Sports Complex this year but will return to the Recreation Complex next year for the 40th Annual DRPS Children’s Games – 2024. The Accessibility Advisory Committee Members are strongly encouraged to attend. T. Higgins to send invitations with the event details to Council through their Executive Assistants. Discussion ensued among Committee Members regarding: • the suitability of the rebuilt Football Dome for the games; and, • the facilities being confirmed for next year’s event. 5.3 LEAD Project - Update T. Higgins provided a brief outline of the work that was done with the Abilities Centre on the LEAD Project. The LEAD Project document was provided, and Members are encouraged to review for discussion at the next committee meeting. AAC Members to review the LEAD Project document for discussion at the November 15, 2023 Committee Meeting. 6. Correspondence There were no items of correspondence. 7. Other Business T. Higgins announced T. Lyle-Gravlev and P. Milton’s resignation from the Accessibility Advisory Committee, thanking them for their work. J. McLellan suggested Stopgap.ca and the December 21, 2023, Business Compliance as items of discussion for the November 15, 2023 Meeting Agenda. T. Higgins to add two items to the November 15, 2023 Agenda. 8. AAC Member Roundtable Updates None 9. Next Meeting – November 15, 2023 10. Adjournment - 6 - Page 7 of 7 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) Moved by C. Rudberg-Chin That the meeting be adjourned. Carried Meeting Adjourned: 9:08 pm - 7 - City Development Department Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7 T. 905.420.4617 | F. 905.420.7648 | Toll Free 1.866.683.2760 | citydev@pickering.ca | pickering.ca October 30, 2023 Subject: Pre-submission Proposal – File Number S 14/23 Durham District School Board 1100 Azelea Avenue City of Pickering A pre-submission proposal for a future site plan application has been received by the City Development Department for the above-noted property. Proposal The applicant is proposing to develop the subject lands for a 2-storey Public Elementary School in the Lamoreaux Neighbourhood of Seaton with an approximate GFA of 6,300 square metres. The school will also include a Child Care Centre. Response Required By We are presently reviewing this plan in accordance with the City’s pre-submission proposal review process. Please forward your comments to my attention by November 29, 2023. We are only accepting digital copies of the submitted materials. Please find the submitted materials for your review at this link: https://cityofpickering.sharefile.com/d-s75ccab2d97d746a9884c1e9e178d746d If you require any additional materials that have not been provided, please advise. If you wish to discuss this matter, please contact me at 905.420.4660, extension 2091 or by email at ijanton@pickering.ca Regards, Isabelle Janton Senior Planner, Site Planning IJ:ij J:\Documents\Development\D-3900 Site Plans (S Applications)\2020-2029\2023\S14-23 DDSB - Seaton Elementary\Letters\Presub Agency Circulation 1st Sub.doc - 8 - Dragonfly Ave n u e B u r k h o l d e r D riv e Azalea A v e n u e Skyridge Bouleva r d C a m e o S t r e e t Belcourt Stre e t Flore ntinePlace Cact u s C r e s c e n t HibiscusDrive S apphire Drive Sepi a S q u a r e T i g e rlily Tr a il Marathon Avenue Cari n a T e r r a c e PelicanTrail Fa l l H a r v e s t C r e s c e n t T a n g re e n T r a il PeterMatthewsDrive Citri n e S t r e e t Enc h a n t e d C r e s c e n t P uru s Path CeriseManor At h e n a P a t h Ap r i c o t L a n e Ki n g p e a k Cres c ent Orenda Street 1:4,000 SCALE:© The Corporation of the City of Pickering Produced (in part) under license from: © King's Printer, Ontario Ministry of Natural Resources. All rights reserved.; © His Majesty the King in Right of Canada, Department of Natural Resources. All rights reserved.; © Teranet Enterprises Inc. and its suppliers. All rights reserved.; © Municipal Property Assessment Corporation and its suppliers. All rights reserved. City DevelopmentDepartment Location MapFile:Applicant:Municipal Address: S 14/23 THIS IS NOT A PLAN OF SURVEY. Date: Oct. 25, 2023 ¯ E Durham District School Board1100 Azalea Ave SubjectLands L:\PLANNING\01-MapFiles\S\2023\S 14-23 Oak Ridges Seaton\S14-23_LocationMap.mxd - 9 - - 10 - - 11 - - 12 - - 13 - - 14 - - 15 - - 16 - - 17 - - 18 - - 19 - 0 Time for action – nothing has been planned so far. 1 A good start – we are planning ways to do this. 2 Steadily improving – we have started doing this. (Note: Adherence to AODA, Ontario building code accessibility requirements, universal design principles and other accessibility and inclusion legislation would earn this rating.) 3 Time for improvement – we have done this but have yet to fully review and develop. 4 A role model – are we really that good? We have done this and measured how effective it was. Following a review, we have made improvements. There is evidence that it has worked. LEAD Rating System Leading Equitable and Accessible Delivery (LEAD) A system-Integrated Approach to Accessibility and Inclusion Prepared for : Prepared by: AC Staff Self-Assessment dates: Number of Participants: - 20 - Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Combine EDI and accessibility reports to Council Work with Council and Senior Management on reviewing reports from EDI and accessibility lens Identify accessibility champions in Council to drive implementation, embedding accessibility in City priorities Identify accessibility training needed for Council and Directors, including recommended Key Performance Indicators (KPIs) related to accessibility Consider restructuring accessibility accountabilities to be combined with EDI, both under CAO, in one office, similar to Office of Sustainability Include accessibility advisory committee liaison/representatives on EDI advisory committee, and vise versa, to build synergy and cohesion Include accessibility KPIs in EDI strategy Accessibility Core Staff Team and accessibility advisory committee work together to determine key priorities for this Council term Senior leadership sign off on accessibility priorities as part of EDI Strategy Share accessibility KPIs widely across all departments, with Directors committing to sharing and implementing them in their Divisions Ensure the public can access Council and advisory committee meetings in-person, on virtual platforms and by phone Ensure Council meeting room is wheelchair accessible, schedule facility upgrade for a ramp in work plan Senior Leadership Diversification Senior Leadership Succession Planning includes diversity representation CAO, Directors and HR develops succession planning inclusive of diversity representation Strength: New Council is supportive of EDI and accessibility, and Pickering is on track with AODA compliance Leading Equitable and Accessible Delivery (LEAD): An improvement toolkit making your organization better at supporting people with disabilities to be active participants in all you do Theme: Leadership Rating: 2.5 Principle: We are led by visionary, forward-thinking and passionate leaders who consider accessibility, equity, diversity, and inclusion of people with disabilities and diverse identities as important parts of organizational and business development. Council Meeting Accessible to the Public The public can access Council meeting in-person, virtually or by phone Council and Senior Management Leadership in Accessibility Council and Senior Leadership Team apply EDI and accessibility lens to all City priorities EDI and Accessibility Combined Under CAO EDI and accessibility are in one office under CAO Accessibility Priorities Accessibility priorities are determined and outlined in EDI Strategy and shared widely across the organization - 21 - Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Clerks Office ensures policies and by-laws are review by EDI and Accessibility teams, Advisory Committees and Community Working Committees, on a regular basis Conduct policy review, similar to standard Operational Procedure review, which is done annually Ensure by-laws do not pose barriers for maximum accessibility, such as public participation in Council and committee meetings virtually Department and Project managers review Project management process template to ensure EDI and accessibility are considered at the beginning of the design process, with a sign-off checklist to indicate this step is done Ensure Accessibility Advisory Committee is consulted early in Facility/Site Planning review, and that their input is necessary before site plans are approved CAO ensures there is representation from Finance, IT, Corporate services, Fire Dept., Suppliers and services and Clerks Office on the Accessibility Core Staff Team Have cross-divisional meetings regularly to share EDI, accessibility and other best practices and new initiatives, such as new software, to increase shared learning and collaboration EDI and Accessibility Part of Project Management Process Input from EDI, Accessibility staff teams and advisory committees are sought at the beginning of project planning process There is regular cross- departmental meetings, including EDI and Accessibility teams, to increase shared learnings and collaboration Cross-Departmental Update and Learning Outcome Theme: Governance and Structure Rating: 2.5 Principle: Our organization is based on a responsive and accountable governance structure which supports improving accessibility and inclusion and reducing systemic barriers for people with disabilities and diverse identities. Strength: Library has good examples of policy review; EDI and accessibility are part of Library’s Strategic Plan Policy and Bi-law Review Policies and bi-laws are reviewed regularly - 22 - Project Outcomes Actions Resources Comments Short/Medium /Long Term Project Lead Starting Date Ending Date Integrate EDI Strategy and Accessibility Multi-Year Plan in current Corporate Strategic plan Gather input from community task force before finalizing the Corporate Strategy, or plan for community task force involvement in the next strategy review Departmental or smaller strategies indicate how they align with the Corporate Strategic Plan, with EDI and accessibility strategy embedded; make cross references, so that they align and do not get lost Combine EDI reports from anti-racism task force and other groups, or show clearly how they align and intersect, in the introductory or summary section Share the Corporate Strategic Plan widely internally and with provincial, regional and community partners Departmental reports include a section on EDI and accessibility Council members apply EDI and accessibility lens in strategy discussions EDI and accessibility are standing agenda items on Council and Senior Leadership/Directors meetings EDI and Accessibility on Monthly Directors Meeting Agenda Theme: Strategy Rating: 2 Principle: We develop strategic plans which deliver desirable and sustainable outcomes for our target audience, responding to the needs of people with disabilities and diverse identities in that target audience. Strength: There is a push to have EDI incorporated in all the strategies; Library has a Strategic Plan for the next four years, and their strategic plan and policies are reviewed regularly EDI and accessibility is integrated in Corporate Strategic Plan, and departmental Strategies align with them EDI and accessibility integrated in Corporate Strategic Plan - 23 - Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Finance work with Core Staff Team or department leads to clarify budgets for accessibility, where accessibility is incorporated in the budgets, and types of accessibility budgeted for, e.g. website and accommodations Consider each department having an EDI and accessibility budget, to increase cohesive accountability and ability to respond to department -specific needs Finance clarifies how and when the city can make up for accessibility funding gaps in grants, reducing inequity and ambiguity Ensure all grant applications include accessibility budget lines AC Impact Report? In grant reports, indicate what EDI and accessibility impact resulted from the investment Consult accessible housing advocates and experts on standards for accessible housing Accessible Housing Network Develop accessibility requirements for accessible units besides parking, entrances and common areas, to be part of contracts with developers Accessibility Budget Lines in Grant Application In all grant applications, accessibility is budgeted, to ensure AODA compliance and best practices There are requirements for accessible units of developersAccessible Housing Theme: Financial Management Rating: 2.6 Principle: We secure, plan, and manage present and future financial resources to invest in products, programs and services that serve and benefit our target audience, including people with disabilities. Strength: The Finance department has always supported accessibility Core Staff Team initiatives, and money has always been found for accommodation; city Treasurer recognizes certain accessibility budgets need to be increased. Clarification on accessibility budget allocation All departments know there are budgets to support accessibility, and where and how to access them - 24 - Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Suppliers and Services department has representation on the Accessibility Core Staff Team to learn about accessibility requirements Accessible Word Document guidelines - Microsoft Suppliers and Services model document accessibility and require venders to do likewise Accessible Procurement / Social Procurement Review RFPs and contracts to ensure there are clear statements on accessibility requirements, which venders have to sign off on Use inclusive language in RFPs to indicate venders with accessible, equitable and inclusive practices, such as employee diversity, accessibility training, resulting in additional points to their score Inform and educate venders, consultants and contractors on accessibility requirements in information sessions, or provide a resource tip sheet DEI lead educates Suppliers and Services and other departments on applying a DEI and accessibility lens to engaging community partners, venders, contractors and consultants Identify barriers for venders, contractors and consultants from marginalized communities, and consider having more flexibility in the procurement criteria or process for smaller venders or on smaller budget projects Apply an equity and socially responsible approach to procurement rather than just based on the lowest bid Disseminate bidding opportunities to marginalized communities beyond posting on just one website Provide supports to new and smaller venders by hosting an ‘open house’ and information sessions for venders, resource tip sheets and staff contact information for accommodation requests Black Business Network, LGBTQ Business network? All Divisions’ partnerships and vender connections are diverse, equitable and inclusive, similar to DEI- specific initiatives and events Procurement and partnerships from DEI Lens Theme: Supplier and Partnership Management Rating: 2 Principle: We seek out and build partnerships with funders and organizations with similar values and commitments to accessibility, equity, diversity, and inclusion, to achieve strategic disability-inclusion outcomes. The disability and diverse communities and organizations which represent and serve them are our key partners. Strength: There are good examples of Library venders with inclusion training and organizations from marginalized groups getting additional points in the vetting process. Clear Accessibility Requirements in Request for Proposals (RFPs) There are clear accessibility requirements which venders sign off on - 25 - Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Review recruitment policy and EDI strategy to ensure that there is a clear reference to accessibility Identify diverse representation gaps using annual employee census, and develop strategies to increase diverse representation, so that Pickering staff reflect the population they serve CNIB quarterly employer network session, Conduct education sessions for HR and hiring managers on disability inclusion, the value in hiring persons with disabilities, and dispel any misconceptions and unconscious bias EDI lead works with HR and hiring managers on implementing HR practices from an EDI lens, explaining the need for an intentional and equitable approach HR work with hiring managers to remove barriers in the recruitment, application and selection process, such as eliminating extraneous requirements, and responding to accommodation requests Post job ads widely on various job boards, attend job fairs specifically for marginalized groups, such as newcomer, disability and Indigenous Proactively reach out to educational institutions to recruit students and graduates for co-op and internship opportunities, considering diverse lived experience of marginalization as additional assets for increasing workforce diversity Consider including short survey for self-identification in all job applications, not just for EDI roles, valuing applicants’ lived experience as an additional asset to consider. Career Advancement for equity- deserving groups Volunteers and staff from Equity-deserving groups are actively supported in their career advancement Conduct employee satisfaction/engagement survey, with questions on accessibility, equity, diversity, inclusion, and sense of belonging to identify employee needs Enhance current Emerging Leaders Program or succession planning practice from an EDI lens, intentionally supporting staff from marginalized communities to advance in their careers, such as a dedicated pathway Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Include accessibility training in annual EDI training curriculum, in addition to recognition day events, made available to all staff Expand accessibility training to all staff, such as anti-ableism, types of disabilities, accessible information formats and communication systems Combine multiple groups in need of accessibility training to receive training together, while providing various formats, such as both in- person and virtual, and access to session recordings Have subject matter experts from the Accessibility Core Staff Team conduct specific accessibility training, such as accessible facilities, parks and recreation outdoor spaces, available to all staff and easily accessible online Theme: People Resources- Workforce Development Rating: Principle: We develop and manage our workforce to be representative of the population we serve. Our organization integrates accessibility, equity, diversity, and inclusion in our people resource strategy, as part of performance excellence, innovation and problem-solving. Strength: Employee census is part of EDI multi-year strategy, and there are Education Assistance and Employee Assistance programs, and annual succession planning in Public Works Rating: 2.2 Theme: People Resources-Training Strength: Staff receive onboarding AODA and job-specific accessibility training, and library has good examples of training curriculum on EDI, Indigenous culture, and homelessness A variety of EDI and accessibility training is available to all staff Annual accessibility training curriculum available to all Staff Recruitment from EDI Lens HR and hiring managers understand the need for equitable, diversified and inclusive recruitment, and implement strategies to reach workforce representation goals - 26 - Adapt the training curriculum from Pickering Library to develop a similar curriculum for City staff, or open up their training to all City staff Provide a variety of training approaches, in-person, online, Lunch and Learns, Regional or external webinars, best practice guidelines, short training segment in team meetings, and staff newsletters with accessibility tips Senior managers attending training encourage attendance from their department, and disseminate learning to their teams Training Coordinator shares EDI and accessibility learnings and resources through various internal channels, such as staff email Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Managers provide a safe space and initiate discussions on what helps staff to succeed in their role, during performance reviews or check-ins, without making accommodation a big issue or a source of contention with other employees. Consider Library example. Expand workplace flexibility practiced in CAO office to other Divisions, if applicable Managers incorporate EDI and accessibility in performance reviews or check ins with staff Increase recognition of efforts and achievements related to EDI and accessibility, such as personal , peer or organizational commendations, to motivate continuous and collective commitment Theme: People Resources-Accommodations and Recognition Rating: 3 Training learnings and resources disseminated across the corporation curriculum available to all Staff Strength: There is a good culture of accommodation. Library has good examples of discussions on what affects staff to be successful in their role, and incorporation of EDI in performance reviews. There are also Employee Service and Customer Service Excellence Awards Accommodation Discussion Normalized Manager and staff feel comfortable initiating discussions on workplace variation and flexibility Staff are held accountable to implement accessibility and EDI in their work, and efforts and achievements are recognized Accessibility Accountability and Recognition - 27 - Project Outcomes Actions Resources Comments Short/Medium/Lo T Project Lead Starting Date Ending Date Continue to use co-design approach with marginalized communities, addressing intersectionality between all the identity groups Replicate accessible and inclusive programs for evening times or year- round when the need arises Durham Transit Accessibility Durham Transit improves accessibility to meet increasing needs Advocate with other municipalities and the Region for accessibility improvements on Durham transit to meet the growing needs of the senior and disability communities Ontario Tech research on Durham Active Transit (Mikaeli) Theme:Program and Service Delivery Rating: 3.25 Principle: Our programs and services are developed, managed and improved to increase benefits to our target audience, including those with disabilities and diverse identities. Our program partners are equally committed to the participation of people of varying abilities and diverse backgrounds in their programs and services. Strength: Excellent accessible and inclusive City and Library children, youth, seniors and newcomer programs and events, in program design, event planning, staff hiring and training, financial support, assistive equipment, and continuous learning and improvement Program Co-Design with Marginalized Groups Programs are co-designed with persons from marginalized communities (Black, Indigenous, newcomer, 2SLGBTQ+ and disability) - 28 - Project Outcomes Actions Resources Comments Short/Medium /L T Project Lead Starting Date Ending Date Information Access Besides social media Provide multiple ways for information and communication access besides social media Provide various ways the public can access information and conduct business at the City or Library without total reliance on computers and social media, such as using printouts, phone and in-person assistance Provide multiple methods for public participation and feedback at Council and committee meetings Revamp Library feedback channels to be well-publicized and standardized Share accessibility improvements based on feedback from the public alongside feedback requests, to show public feedback is needed and acted on. Consult Council members, disability groups and the public on positive accessibility symbols, icons and images for the website and signage and way-finding at new buildings Dynamic forward Motion Wheelchair symbol, Communication Symbol (from Glenda) Videos Captioned and Described Videos posted on the website or used by the City and Library have captioning and audio description Ensure videos have captioning or written script available, and use descriptive language or audio description, ensured by accessibility experts in each dept., Similar to experts in accessible documents in each dept. Theme: Communication and Marketing Rating: 3.5 Principle: We ensure that all our communications and marketing materials, including social media, are accessible and culturally appropriate. We meet or exceed accessible communication and information standards, and adopt a variety of communication methods, as people understand and perceive information in different ways. Strength: The City has accessible document experts in each dept, and Library does own marketing with alt text for images on social media; all aspects of accessible information and communication requirements have been met Multiple Feedback channels for the Public The public can access information, participate in meetings and give feedback in multiple ways - 29 - Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Engineering, Facilities, Parks and Recreation, and other operations depts. have communication channels and regular meetings to collaborate on design needs Include gathering input from other depts. such as Communication (for signage), engineering and by-law, Early in the Capital project management work plan Oakville design standards on signage? Ensure building upgrades include related outdoor and parks and recreation upgrades, such as parking lots, park washrooms and charging stations Review emergency plans (evacuation and lock-down procedures) to make sure there are plans for persons with disabilities, Ensure staff, volunteers and the public know how to access emergency plans Conduct emergency evacuation and lock-down practice with disability considerations, such as using an Evac Chair Consider adding an accessibility checklist in Health and safety audits Budget and schedule annual accessibility audits, possibly with external subject matter experts and persons with lived experience of disabilities Record accessibility gaps and improvements for future reference, such as avoiding interlocking bricks Ontario Trillium Fund Use audit reports for grant applications Celebrate accessibility features and related improvements with the public and external partners as part of a campaign for an accessible and inclusive community Accessibility Maintenance and Upgrades Accessibility features are maintained or improved along with general building maintenance and upgrades Include in annual work plans and budgets accessibility maintenance and upgrades Project Outcomes Actions Resources Comments Short/Medium/Long Term Project Lead Starting Date Ending Date Continue training on creating accessible internal Documents Assess intranet applications to ensure accessibility for users with various disabilities, consulting organizations serving disability groups CNIB Tech Store? CHS, Fable Tech? Include accessibility with security testing and audits on a regular basis IT keeps up with accessibility trends and developments, and includes accessibility upgrades at every opportunity, such as during website revitalization Take initiative in soliciting feedback from staff and the public when using online applications and platforms for consultation, meetings and events, such as committee and Council meetings Recruit end-user testers for website and online platform accessibility Rating: 1.7 Theme:Facility Support Rating: 2.1 Principle: We purchase, rent, and use accessible facilities and Information Technologies, and support our partners to do the same. We make the most of opportunities to make improvements to our facilities and technologies, to increase participation of people with disabilities and diverse identities. Strength: Team working on facility and park and recreation accessibility is very strong and dedicated Theme: Digital Technology Support Collaboration Between Multiple Departments. Engineering, Facilities and Parks and Recreation departments communicate and collaborate to meet each department’s design requirements Disability-Inclusive Emergency Plan Staff are aware of emergency plan and procedure for persons with disabilities Conduct annual accessibility audits of facilities with accessibility subject matter experts and persons with lived experience of disabilities Regular Accessibility Audits Intranet and other internal systems comply with WCAG2.0AA minimum requirement or aboveIntranet Accessibility Website and online platform accessibility are continuously improved based on constant learning on digital accessibility and feedback from end-users Continuous Website and Digital Technology Improvement Strength: Website accessibility meets WCAG 2.0AA requirement - 30 -