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Home My WebLink AboutNovember 20, 2024Accessibility Advisory Committee Agenda November 20, 2024 Hybrid Electronic Meeting – 7:00 pm Main Committee Room 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 2.Disclosure of Interest 3.Approval of Minutes 3.1 October 16, 2024 Meeting Minutes 1 4.Presentations/Delegations None 5.New Business 5.1 Introduction of new AAC Members -Tim Higgins 7:05 5.2 AAC Member Training -Tim Higgins 7:20 5.3 2025 Schedule of AAC Meetings -Tim Higgins 7:30 6 5.4 Site Plans Review -Isabelle Janton 7:35 5.5 Council Chamber Project -Diana Poida, Vince Plouffe 8:00 7 5.6 Sub-Committee – Update -Tim Higgins, Kevin Sullivan, Carla Rudberg- Chin, Brian Ferguson 8:30 6.Correspondence -C0)of- P1CKER1NG Accessibility Advisory Committee Agenda November 20, 2024 Hybrid Electronic Meeting – 7:00 pm Main Committee Room For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 7.Other Business 8.AAC Member Roundtable Updates 9.Next Meeting – January 15, 2024 10.Adjournment -C0)of- P1CKER1NG Page 1 of 5 Minutes/Meeting Summary Accessibility Advisory Committee October 16, 2024 Hybrid Electronic Meeting Main Committee Room 7:00 pm Attendees: B. Ferguson A. Khan C.Rudberg-Chin S. Snyders K. Sullivan M. Wilson A. Topple, Ajax-Pickering Board of Trade Councillor M. Brenner S. Karwowski, Director, Finance & Treasurer V. Plouffe, Division Head, Operations Services J. Robertson, Senior Financial Analyst I. Janton, Senior Planner – Site Planning D. Poida, Senior Project Manager, Capital Projects Elio Ibrahim, Consultant, PSD City Wide T. Higgins, Accessibility Coordinator J. Currie, Legislative Coordinator Absent: Councillor M. Nagy S.Azhar D.Currie M. Shackleton Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 1. Review and Approval of Agenda Moved by C. Rudberg-Chin Seconded by B. Ferguson That the Agenda for the October 16, 2024, Meeting of The Accessibility Advisory Committee Meeting be approved. Carried 2. Disclosure of Interest - 1 -- 1 - -Cd:fof- P1CKER1NG Page 2 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) No disclosures of interest were noted. 3. Approval of Minutes Moved by M. Wilson Seconded by B. Ferguson That the Minutes of the September 18, 2024, meeting of the Accessibility Advisory Committee be approved. Carried 4. Presentations/Delegations 4.1 Seaton Recreation Complex & Library Design Update: Preview •D. Poida, Senior Project Manager, Capital Projects and V. Plouffe, Division Head, Operations Services With the aid of a Power Point presentation, D. Poida, Senior Project Manager, Capital Projects, provided a brief overview of three proposed options for the Seaton Recreation Complex & Library design. D. Poida noted the projected timeline of the project and that the final plans would include enhanced accessibility features, providing greater accessibility standards than what was required by the Ontario Building Code. D. Poida solicited Members of the Committee to complete the online survey at: Seaton Recreation Complex & Library | Let's Talk Pickering (letstalkpickering.ca) A brief discussion ensued between Members of the Committee and staff regarding: •what accessibility features were planned for the main pool and gymnasium; •whether visual inclusion of accessibility would be included in promotional materials; •whether the skating trail would be accessible; •whether there would be an accessible emergency exit plan from the second floor; •clarification that the City would refer to the CSA Group Accessibility Standards to provide enhanced accessibility and go above the minimum regulated standards as set out by the Ontario Building Code; •clarification of the number of elevators that were being proposed; and, Members of the Committee to complete the online survey. - 2 -- 2 - Page 3 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) •clarification that the Seaton Recreation Complex & Library Design would be presented to the AAC again, prior to finalization. 4.2 Asset Management Plan/Levels of Service Project -J. Robertson, Senior Financial Analyst and Elio Ibrahim, Consultant, PSD City Wide S. Karwowski, Director, Finance & Treasurer provided a brief overview of Asset Management and Community Levels of Service. J. Robertson, Senior Financial Analyst, introduced E. Ibrahim, Consultant, PSD City Wide. With the aid of a PowerPoint presentation, E. Ibrahim spoke to the Assets and Services managed by the City of Pickering. He summarized the role of community engagement in determining and managing levels of service for municipal infrastructure, what information would be collected, and how this information would inform decision making. E. Ibrahim highlighted the relevance to the Accessibility Advisory Committee and concluded by soliciting Members of the Committee to complete the online survey available at the following link: https://letstalkpickering.ca/levelsofservice A brief discussion ensued between Members of the Committee, Staff, and E. Ibrahim regarding: •whether the finalized data would be shared with the AAC; •whether the survey was reaching disadvantaged communities; •clarification of what were core and what were discretionary assets; and, •how the Asset Management Plan could be integrated with the City of Pickering’s Five Year Accessibility Plan. Members of the Committee to complete the online survey. 5. New Business 5.1 Sub-Committee Update -K. Sullivan, C. Rudberg-Chin, and B. Ferguson B. Ferguson provided a brief update and summary of the Accessibility Sub-Committee’s work with the Planning Department concerning residential housing accessibility recommendations and findings regarding the Accelerating Accessibility Coalition (the “Coalition”) membership. T. Higgins to invite Members of the Coalition to a future committee meeting. - 3 -- 3 - Page 4 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) B. Ferguson noted next steps as identifying contributors and stakeholders and what could be done in the community to achieve accessibility goals and in implementing increased standards. B. Ferguson noted useful accessibility guides such as the Universal design guide, the CSA Group Accessibility Standards, and the City of Vaughan’s inclusive design standards. B. Ferguson to provide links to the noted accessibility guides to T. Higgins. 5.2 Letter of Support – Playground Replacements Moved by B. Ferguson Seconded by C. Rudberg-Chin That the Accessibility Advisory Committee endorse and provide a letter of support to accompany the City submission for grant funding for playground replacement at seven Pickering community parks with new, accessible playgrounds. Carried 5.3 Site Plans Review -I. Janton I. Janton provided an overview of two proposed Site Plan Applications including the Miller Waste site at 1280 Squires Beach and Watsons Glenn Golfclub house at 7th Concession and Lakeridge. No accessibility issues or concerns were noted. 5.4 Durham Region Transit (DRT) Service Level Cuts – Update -Councillor M. Brenner Councillor Brenner provided a brief update on service changes that DRT made at the end of 2023. A brief discussion ensued between Members of the Committee and Councillor Brenner regarding clarification of what services were migrated to On Demand services and the reintroduction of bus stops in more ideal locations. 6. Correspondence There were no items of correspondence. 7. Other Business Committee Members noted that a follow up presentation provided by S. Karwowski, and the Finance team regarding Budget would provide valuable input to the AAC. T. Higgins to invite the Finance Department to - 4 -- 4 - Page 5 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) provide a future presentation. 8. AAC Member Roundtable Updates T. Higgins surveyed the members for updates and Members of the Committee shared experiences and initiatives pertaining to Accessibility. M. Wilson announced their resignation and noted the valuable experience and the great work done by the Accessibility Advisory Committee. 9. Next Meeting – November 20, 2024 10. Adjournment Moved by C. Rudberg-Chin Seconded by M. Wilson That the meeting be adjourned. Carried Meeting Adjourned: 9:07 pm - 5 -- 5 - 2025 AAC Meeting Calendar January 15, 2025 @ 7:00 pm February 19, 2025 @ 7:00 pm March 19, 2025 @ 7:00 pm April 16, 2025 @ 7:00 pm May 21, 2025 @ 7:00 pm June 18, 2025 @ 7:00 pm September 17, 2025 @ 7:00 pm October 15, 2025 @ 7:00 pm November 19, 2025 @ 7:00 pm - 6 -- 6 - pickering.ca Council Chambers Renovation Pickering Civic Complex Schematic Design One the Esplanade, Pickering - 7 - -04;6f- P1CKER1NG pickering.capickering.ca 4 3 2 1 Agenda Key Improvements AV Systems New Floor Layout Interior Perspectives - 8 - -04;6f- P1CKER1NG pickering.ca Key Improvements •New and fully integrated AV systems •Improved meeting management tools •Accessibility and new seating layout for better user experience •New treatment(s) to improve acoustics •Security enhancements •Privacy mode for in-camera meetings •Prepare for future expansion of council - 9 - -04;6f- P1CKER1NG pickering.ca AV Systems •Camera to speaker Integration Speaker visible on screen which replaces current wide angle static camera position With labels of name/title for each meeting participant to be displayed online and in the Chamber Ability to have multiple meeting participants shown on screens in the Chambers • Request to speak The meeting Chair will view a list with people that request to speak and coordinates controls & order of speakers •Electronic voting •Meeting management software integration Integration with the City’s meeting management software (used to build agendas, minutes, livestream, etc.) •Monitors and power outlets One screen for each councillor’s desk, the central desks (meeting chair, CAO and City Clerk) and staff desks Electrical outlets and ports at every councillor and staff desk to plug in their devices •Remote participation for meeting attendees Council, staff, public can participate remotely, with visibility on screens in Chambers and on Livestream •Closed session (In-Camera) privacy Audio controls for the AV systems that will ensure privacy for closed sessions Acoustic separation between the council chambers and interior and exterior spaces to ensure speech privacy for closed session s Access controls -ability to lock the entrance doors from the meeting’s host, CAO and City Clerk desks - 10 - -04;6f- P1CKER1NG pickering.ca Accessibility and new seating layout •Floor area at the lobby level with a raised dais for the council and staff (1 step higher) •A central desk for the meeting chair and seating for CAO and City Clerk on both sides •8 desks for councillors – 6 for existing positions plus 2 for future growth •12 desks for directors and support staff to be located behind councillors with additional seats along the walls •Back drop and back room for IT staff with emergency exit •The glass sliding doors from the chambers to the lobby will be filled in to allow for in-camera sessions privacy. •Enhanced security - separation between council and public area though glass railing •Delegation podium located central with adjustable height •Dedicated accessible seating areas •Fixed upholstered public seating for optimal seating comfort and sound absorption •Reserved media seats Floor plan - 11 -P1CKER1NG i xrr ro oomOR ! ! ! @ 111 M ONTO RS EE) PIJJIIC IEAIIHG OIY 921U.l$ SHOWN +VG i TA-"'F f)Jl TOOfACES ARCHITECT THE VENTIN GRO s UP LTD pickering.ca Interior perspective front view *This is a conceptual rendering and not an exact representation of the materials or spaces depicted. The design and materiality will change and evolve as the project progresses. - 12 - -Cdt;~f- P1CKER1NG pickering.ca Interior perspective side view *This is a conceptual rendering and not an exact representation of the materials or spaces depicted. The design and materiality will change and evolve as the project progresses. - 13 - -Cdt;~f- P1CKER1NG pickering.ca Vince Plouffe Division Head, Operations Services Operations Department 905.420.4660 ext. 3233 vplouffe@pickering.ca Diana Poida Senior Project Manager, Capital Projects Operations Department 905.420.4660 ext. 1031 dpoida@pickering.ca Questions - 14 - -04;6f- P1CKER1NG