AGENDA - Accessibility Advisory Committee - 20160907Accessibility
Advisory Committee
Meeting Agenda
Wednesday, September 7, 2016
4 p.m.
Leksand Room
Aurora Town Hall
Public Release
August 31, 2016
Town of Aurora
Accessibility Advisory Committee
Meeting Agenda
Date: Wednesday, September 7, 2016
Time and Location: 4 p.m., Leksand Room, Aurora Town Hall
1.Declaration of Pecuniary Interest and General Nature Thereof
2.Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
3.Receipt of the Minutes
Accessibility Advisory Committee Meeting Minutes of June 1, 2016
Recommended:
That the Accessibility Advisory Committee meeting minutes of June 1, 2016, be
received for information.
4.Delegations
5.Matters for Consideration
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016 Page 2 of 4
1. Memorandum from Planner
Re: Site Plan Application (Submission #3)
Carpino Construction Inc.
Plan 246, Lots 17, 18, 19 and 21, Pt. Lots 15 and 16, Plan 36, Lot 7,
Pt. Lots 6 and 65R21549 Parts 1 to 3
Related Files: OPA-2015-04, ZBA-2015-10, File No. SP-2015-08
(Full-size drawings will be available at the meeting.)
Recommended:
1. That the memorandum regarding Site Plan Application (Submission #3),
Carpino Construction Inc., Plan 246, Lots 17, 18, 19 and 21, Pt. Lots 15
and 16, Plan 36, Lot 7, Pt. Lots 6 and 65R21549 Parts 1 to 3, Related
Files: OPA-2015-04, ZBA-2015-10, File No. SP-2015-08, be received; and
2. That the Accessibility Advisory Committee provide comment regarding the
Site Plan Application (Submission #3).
2. Memorandum from Planner
Re: Site Plan Application (Submission #2)
FGKW Retirement Living Inc.
145 Murray Drive
Part of Lot 77, Concession 1, WYS
File No. SP-2016-04
(Full-size drawings will be available at the meeting.)
Recommended:
1. That the memorandum regarding Site Plan Application (Submission #2),
FGKW Retirement Living Inc., 145 Murray Drive, Part of Lot 77,
Concession 1, WYS, File No. SP-2016-04, be received; and
2. That the Accessibility Advisory Committee provide comment regarding the
Site Plan Application (Submission #2).
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016 Page 3 of 4
3. Memorandum from Planner
Re: Site Plan Application – Third Submission
MHJH Holdings Inc.
75 Eric T Smith Way
Lot 4, Part of Block 11, Plan 65M-4324
File No. SP-2016-01
(Full-size drawings will be available at the meeting.)
Recommended:
1. That the memorandum regarding Site Plan Application – Third
Submission, MHJH Holdings Inc., 75 Eric T Smith Way, Lot 4, Part of
Block 11, Plan 65M-4324, File No. SP-2016-01, be received; and
2. That the Accessibility Advisory Committee provide comment regarding the
Site Plan Application (Third Submission).
4. Memorandum from Accessibility Advisor
Re: Accessible Considerations for Audio/Visual Equipment in Town Hall
Recommended:
1. That the memorandum regarding Accessible Considerations for
Audio/Visual Equipment in Town Hall be received; and
2. That the Accessibility Advisory Committee provide comments regarding
Accessibility Considerations for Audio/Visual Equipment specified for
Council Chambers and the Holland Committee Boardroom.
6. Informational Items
5. Extract from Council Meeting of June 14, 2016
Re: Joint Accessibility Advisory Committee and Parks and Recreation
Advisory Committee Meeting Minutes of May 31, 2016
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016 Page 4 of 4
Recommended:
1. That the Extract from Council Meeting of June 14, 2016, regarding the
Joint Accessibility Advisory Committee and Parks and Recreation Advisory
Committee Meeting Minutes of May 31, 2016, be received for information.
6. Extract from Council Meeting of June 14, 2016
Re: Accessibility Advisory Committee Meeting Minutes of June 1, 2016
Recommended:
1. That the Extract from Council Meeting of June 14, 2016, regarding the
Accessibility Advisory Committee meeting minutes of June 1, 2016, be
received for information.
7. New Business
8. Adjournment
TOWN OF AURORA
ACCESSIBILITY ADVISORY COMMITTEE
MEETING MINUTES
Date: Wednesday, June 1, 2016
Time and Location: 4 p.m., Leksand Room, Aurora Town Hall
Committee Members: Tyler Barker (Chair) (arrived 4:11 p.m.), John Lenchak (Vice
Chair), Gordon Barnes, James Hoyes, Jo-anne Spitzer, and
Councillor Sandra Humfryes
Member(s) Absent: None
Other Attendees: Councillor John Abel (arrived 4:36 p.m./departed 5:19 p.m.),
Gary Greidanus, Senior Landscape Architect, Chris Catania,
Accessibility Advisor, and Linda Bottos, Council/Committee
Secretary
The Vice Chair called the meeting to order at 4:09 p.m.
The Vice Chair relinquished the Chair to Tyler Barker at 4:38 p.m. following
consideration of Delegation (a).
1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2. APPROVAL OF THE AGENDA
Moved by James Hoyes
Seconded by Jo-anne Spitzer
THAT the agenda as circulated by Legal and Legislative Services be approved.
CARRIED
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 1 of 7
Accessibility Advisory Committee Meeting Minutes
Wednesday, June 1, 2016 Page 2 of 7
3. RECEIPT OF THE MINUTES
Accessibility Advisory Committee Meeting Minutes of April 13, 2016
Moved by James Hoyes
Seconded by Gordon Barnes
THAT the Accessibility Advisory Committee meeting minutes of April 13, 2016, be
received for information.
CARRIED
4. DELEGATIONS
The Committee consented to waive the requirements of the Procedural By-law to permit
the delegate additional time as required.
(a) Jacek Baldyga, Senior Inspector, Building Services
Re: Overview of New Accessibility Amendments to the Ontario Building
Code (OBC)
Mr. Baldyga presented an overview of the accessibility amendments to the
Ontario Building Code, which came into effect on January 1, 2015. He
highlighted key changes in the categories of: barrier-free path of travel;
visitable suites in apartment buildings; visual fire alarms and smoke alarms;
barrier-free washrooms; universal washrooms; expanded renovation
requirements; pools and spas; other elements; and implementation.
Moved by Tyler Barker
Seconded by Jo-anne Spitzer
THAT the delegation by Jacek Baldyga be received for information.
CARRIED
5. MATTERS FOR CONSIDERATION
1. Extract from Council Meeting of May 24, 2016
Re: Item 1(12) – PRS16-025 – Award of Tender PRS2016-22 for the
Construction of the Queen’s Diamond Jubilee Park Accessible
Playground
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 2 of 7
Accessibility Advisory Committee Meeting Minutes
Wednesday, June 1, 2016 Page 3 of 7
Staff noted that the Committee had previously reviewed the concept plan in June
2015. Parks staff provided an update noting the playground structures,
accessibility elements, and barrier-free connectivity of the Park, and explained
the rationale for not including the previously suggested fitness stations along the
path.
The Committee discussed various aspects of the Park and suggested that the
official opening of this fully accessible Park should be celebrated, possibly
around the time of the Invictus Games being held in Toronto in September 2017.
Moved by Gordon Barnes
Seconded by Councillor Humfryes
THAT the Extract from Council Meeting of May 24, 2016, regarding Item 1(12)
– PRS16-025 – Award of Tender PRS2016-22 for the Construction of the
Queen’s Diamond Jubilee Park Accessible Playground, be received; and
THAT the following Accessibility Advisory Committee final comments regarding
the final conceptual design of the Queen’s Diamond Jubilee Park Accessible
Playground be considered by staff:
Suggestion to double the number of handicapped parking spaces on the
north side of the Park;
Suggestion to provide connectivity to the path from the handicapped
parking space on the south side of the Park; and
Suggestion to compile a list of sensory items and options for use in this
Park and future parks.
CARRIED
2. Memorandum from Accessibility Advisor
Re: James Lloyd Park Accessible Features – Final Comments
Staff noted that the Committee had previously reviewed the Park plan in March
2016. Parks staff reviewed the proposed playground features and accessibility
components, and noted that the surface being used is an engineered wood fibre
surface that would not be appropriate for the previously suggested scooping play
station. The Committee discussed various aspects of the Park.
Moved by Councillor Humfryes
Seconded by Gordon Barnes
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 3 of 7
Accessibility Advisory Committee Meeting Minutes
Wednesday, June 1, 2016 Page 4 of 7
THAT the memorandum regarding James Lloyd Park Accessible Features –
Final Comments be received; and
THAT the following Accessibility Advisory Committee final comments regarding
the James Lloyd Park Accessible Features be considered by staff:
Suggestion to ensure appropriate connectivity throughout the Park; and
Suggestion to ensure adequate ground-level interactivity in the playground.
CARRIED
3. Memorandum from Planner
Re: Application for Site Plan Amendment, 2nd Submission, Green
Storage Inc., 27 Allaura Boulevard, File No. SP-2015-07
Staff provided an overview of the proposed site plan and accessibility
components. The Committee discussed various aspects of the site plan.
Moved by James Hoyes
Seconded by John Lenchak
THAT the memorandum regarding Application for Site Plan Amendment, 2nd
Submission, Green Storage Inc., 27 Allaura Boulevard, File No. SP-2015-07,
be received; and
THAT the following Accessibility Advisory Committee comments regarding the
proposed Site Plan Amendment be considered by staff:
Appreciation extended to the developer for placing the snow storage away
from the handicapped parking spaces; and
Suggestion to implement appropriate sequencing of vestibule double doors.
CARRIED
4. Memorandum from Planner
Re: Application for Site Plan Amendment, FGKW Retirement Living Inc.,
145 Murray Drive, Part of Lot 77, Concession 1, WYS, File No. SP-
2016-04; Related File No. SP-1987-20
Staff provided an overview of the proposed site plan and accessibility
components. The Committee discussed various aspects of the site plan.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 4 of 7
Accessibility Advisory Committee Meeting Minutes
Wednesday, June 1, 2016 Page 5 of 7
Moved by Councillor Humfryes
Seconded by John Lenchak
THAT the memorandum regarding Application for Site Plan Amendment,
FGKW Retirement Living Inc., 145 Murray Drive, Part of Lot 77, Concession
1, WYS, File No. SP-2016-04; Related File No. SP-1987-20, be received; and
THAT the following Accessibility Advisory Committee comments regarding the
proposed Site Plan Amendment be considered by staff:
Suggestion to relocate the parking spaces to be adjacent to the building;
Suggestion to increase the number of handicapped parking spaces to four
(4) spaces; and
Request that the Accessibility Advisory Committee receive a second
submission of the Site Plan Amendment for further comment.
CARRIED
6. INFORMATIONAL ITEMS
5. Extract from Council Meeting of May 10, 2016
Re: Accessibility Advisory Committee Meeting Minutes of April 13, 2016
Moved by John Lenchak
Seconded by Gordon Barnes
THAT the Extract from Council Meeting of May 10, 2016, regarding the
Accessibility Advisory Committee meeting minutes of April 13, 2016, be received
for information.
CARRIED
7. NEW BUSINESS
The Committee noted that two handicapped parking spaces on the west side of Town
Park have been blocked during the Farmer’s Market on Saturday. Staff agreed to
follow up with the appropriate department to resolve the matter.
The Committee suggested that the issue of making Council Chambers fully accessible
should be revisited and addressed in the 2017 Budget process if possible.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 5 of 7
Accessibility Advisory Committee Meeting Minutes
Wednesday, June 1, 2016 Page 6 of 7
The Committee noted that the Ontario government has implemented a volunteer-
driven initiative, as reported at a recent Trails and Active Transportation Committee
meeting, to provide access to conservation areas for people with mobility issues
through the use of a Trail Mobile. The Committee suggested that similar options be
investigated for Aurora.
New Business Motion No. 1
Moved by Councillor Humfryes
Seconded by Jo-anne Spitzer
THAT the Accessibility Advisory Committee recommend to Council:
THAT staff be directed to investigate and report back to the Committee
regarding the feasibility and options for providing enhanced access to the
Town’s trails system.
CARRIED
The Committee suggested that the review process should be revised so that the
Committee has an opportunity to provide comment on all phases, including the final
phase, of site plan applications submitted for the Committee’s feedback.
The Committee advised of accessibility and mail delivery issues with respect to
Canada Post and its community mailboxes.
The Committee noted that the 2016 Magna Hoedown fundraising event will be held
in September and that further information will be shared when available.
The Committee noted that the matter of standardized accessible parking in all
municipalities was being put forward by an Ontario Member of Provincial
Parliament and there may be an opportunity for the Member to delegate at a future
Committee meeting.
Staff gave an update regarding automatic door openers for the Aurora Family
Leisure Complex and Joint Operations Centre.
Staff gave an update regarding the accessible modifications being applied to
Council Chambers.
Staff gave an update regarding National Access Awareness Week activities.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 6 of 7
Accessibility Advisory Committee Meeting Minutes
Wednesday, June 1, 2016 Page 7 of 7
8. ADJOURNMENT
Moved by Councillor Humfryes
Seconded by John Lenchak
THAT the meeting be adjourned at 6:17 p.m.
CARRIED
COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS
ADOPTED BY COUNCIL AT A LATER MEETING.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Minutes
Page 7 of 7
100 John West Way
Box 1000
Aurora, ON L4G 6J 1 Phone: 905-727-3123 Ex t 4347
Email: dmacmartin@aurora.ca
www.aurora.ca
INTERNAL MEMORANDUM
DATE: August 2, 2016
TO: B.Butler, Planning & Building Services
A.Bazar, Planning & Building Services
G.Greidanus, Parks, Recreation & Cultural Services
J.McDonald, Central York Fire Services
C.Catania, Accessibility Advisory Committee
FROM: Drew MacMartin, Planning & Building Services
RE: Site Plan Application (Submission #3)
Carpino Construction Inc.
Planning & Building Services
Plan 246 Lots 17, 18, 19 and 21 Pt. Lots 15 and 16 Plan 36 Lot 7 Pt. Lots 6
and 65R21549 Parts 1 to 3
Related Files: OPA-2015-04, ZBA-2015-10
File No. SP-2015-08
Enclosed please find the third submission for the above noted Application for your
departments review and comment. We kindly request that you submit any comments and/or
any recommended revisions that you may require on or before August 19, 2016. If your
department's comments and/or responses have not been received by this date, we will
assume you have no further comments/ concerns.
Should you have any questions regarding the above noted proposal, please contact me at
Ext. 4347.
Attach.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 1
Page 1 of 4
1681 Langstaff Road, Units 1-5Vaughan Ontario, L4K 5T3CARPINO CONSTRUCTION INC.URBAN TOWNHOUSE CONDOMINIUMAURORA, ONTARIOTREASURE HILL HOMES15963SP-1SITE PLAN1:250AUGUST 2015BBRGproject numberdrawingdatechk'ddrawnscaleprojectownerno.daterevisionDO NOT SCALE DRAWINGSAll drawings are the property of the Architect and must bereturned upon request.Contractor shall check all dimensions and report anydiscrepancies to the Architect before proceeding with the work.GUTHRIEMUSCOVITCHA R C H I T E C T STel:(416) 252-5679 Fax: (416) 252-9637770 Brown's Line, Toronto, Ontario M8W 3W2The contractor and/or engineeer shall verify u/s footingelevations and soil bearing capacity prior to excavation and thecommencement of work.KEY MAPCONSULTANT CREDITSNOTESAccessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 1
Page 2 of 4
project numberdrawingdatechk'ddrawnscaleprojectownerno.daterevisionDO NOT SCALE DRAWINGSAll drawings are the property of the Architect and must bereturned upon request.Contractor shall check all dimensions and report anydiscrepancies to the Architect before proceeding with the work.GUTHRIEMUSCOVITCHA R C H I T E C T STel:(416) 252-5679 Fax: (416) 252-9637770 Brown's Line, Toronto, Ontario M8W 3W2The contractor and/or engineeer shall verify u/s footingelevations and soil bearing capacity prior to excavation and thecommencement of work.1681 Langstaff Road, Units 1-5Vaughan Ontario, L4K 5T3CARPINO CONSTRUCTION INC.URBAN TOWNHOUSE CONDOMINIUMAURORA, ONTARIOTREASURE HILL HOMES15963BE-5BLOCK ELEVATIONSBLK 51:100AUGUST 2015BBRGAccessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 1
Page 3 of 4
project numberdrawingdatechk'ddrawnscaleprojectownerno.daterevisionDO NOT SCALE DRAWINGSAll drawings are the property of the Architect and must bereturned upon request.Contractor shall check all dimensions and report anydiscrepancies to the Architect before proceeding with the work.GUTHRIEMUSCOVITCHA R C H I T E C T STel:(416) 252-5679 Fax: (416) 252-9637770 Brown's Line, Toronto, Ontario M8W 3W2The contractor and/or engineeer shall verify u/s footingelevations and soil bearing capacity prior to excavation and thecommencement of work.1681 Langstaff Road, Units 1-5Vaughan Ontario, L4K 5T3CARPINO CONSTRUCTION INC.URBAN TOWNHOUSE CONDOMINIUMAURORA, ONTARIOTREASURE HILL HOMES15963BE-6BLOCK ELEVATIONSBLK 61:100AUGUST 2015BBRGAccessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 1
Page 4 of 4
INTERNAL MEMORANDUM
DATE: August 12, 2016
TO: B. Butler, Planning & Building Services
A. Bazar, Planning & Building Services
G. Greidanus, Parks, Recreation & Cultural Services
S. Stein, Central York Fire Services
C. Catania, Accessibility Advisory Committee
J. Massadeh, Traffic/Transportation Analyst
FROM: Drew MacMartin, Planning & Building Services
RE: Site Plan Application (Submission #2)
FGKW Retirement Living Inc.
145 Murray Drive
Part of Lot 77, Concession 1, WYS
File No. SP-2016-04
Enclosed please find the revised second submission number for the above noted
Application for your departments review and comment. We kindly request that you submit
any comments and/or any recommended revisions that you may require on or before
August 26, 2016. If your department’s comments and/or responses have not been received
by this date, we will assume you have no further comments/ concerns.
Should you have any questions regarding the above noted proposal, please contact me at
Ext. 4347.
Attach.
100 John West Way
Box 1000
Aurora, ON L4G 6J1
Phone:905-727-3123 Ext. 4347
Email: dmacmartin@aurora.ca
www.aurora.ca
Planning & Building Services
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 2
Page 1 of 4
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Item 2
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Item 2
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INTERNAL MEMO
100JohnWestWay,
Box 1000,
Aurora, ON L4G 6J1
Phone: 905-727-3123 Ext. 4343
Email: Lkuk@aurora.ca
www.aurora.ca
DATE: August 19, 2016
TO: 8.Butler, Planning and Building Services
S.Sample, Planning and Building Services
G.Greidanus, Parks & Recreation Services
R.Schell, Central York Fire Services
C.Catania, Accessibility Advisory Committee
FROM: Lawrence Kuk, Planning and Building Services
RE: Site Plan Application -Third Submission
MHJH Holdings Inc.
75 Eric T Smith Way
Lot 4, Part of Block 11, Plan SSM-4324
File No. SP-2016-01
Planning and Building Services
On May 2016, Council approved the above noted site plan application. A site plan
agreement was never finalized.
Due to the unexpected cost, the Owner made revisions to the approved site plan. In
general, the Owner moved the entire building closer to Eric T Smith Way to reduce the
height of the retaining wall in the rear of the property. There have been no changes to
the building size or gross floor area. Minor windows and door changes were revised.
Please find attached the revised drawings. I would appreciate receiving your comments
by September 5, 2016.
Please contact me at Ext. 4343 should you have any questions regarding the above
noted proposal.
Attach.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 3
Page 1 of 2
Issued for Site Plan ApprovalIssued for Pricing and BudgetingIssued for Record Set of Dwgs.Issued for Building PermitIssued for TenderingIssued for ConstructionSHEET NO. DATE OFA-100DWG.CHKD BYDRAWN BYSCALEDRAWING NAMEDWLRDGPROJECT NO.15060NO. DATE REVISIONSBYDRAWING ISSUEIssued for Design ApprovalPARTICULARSDATEBYPROJECT1:300PROPOSEDPINNACLETOOL WORKSAUG. 16,2016SITE PLANA-1001SCALE: 1:300SCH-4LAST PLOTTING DATE: AUG. 16,2016ERIC T. SMITH WAYAURORA, ONTARIOSITE PLANCITY FILE #ACTUAL CONSTRUCTION NORTHKEY MAPN.T.S.This drawing, as an instrument of service, is provided by and is the property ofVenchiarutti Gagliardi Architect Inc. The contractor must verify and accept responsibilityfor all dimensions and conditions on site and must notify Venchiarutti Gagliardi ArchitectInc. of any variations from the supplied information.Venchiarutti Gagliardi Architect Inc. is not responsible for the accuracy of survey,structural, mechanical, electrical, etc, engineering information shown on this drawing.Refer to the appropriate engineering drawings before proceeding with the work.Construction must conform to all applicable codes and requirements of authorities havingjurisdiction. This drawing is not to be scaled.Venchiarutti Gagliardi Architect Inc. is not responsible for any environmental conditions,geotechnical conditions or any pollutants found on siteAll architectural symbols indicated are graphic representations only.This drawing is not to be used for construction purposes until the architectural seal issigned by the Architect of Record1.21.16E.T.1. FEB.18,16 SPA COMMENTSDWL2. APR. 7,16 GENERAL REVISIONSDWLW:/15060 - Pinnacle Tool Works (Aurora)/2. Drawings/2.5.1. Architectural/Conceptual & Design Development/Scheme 4/2016/08.16.163. JUNE27,16 GENERAL REVISIONSRA4. JUNE29,16 GENERAL REVISIONSRA5. AUG. 9,16 GENERAL REVISIONSDWL6. AUG. 11,16 GENERAL REVISIONSDWL7. AUG. 16,16 REVISIONS TO SITE ANALYSIS RA
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 3
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Memorandum Corporate Services
Date: September 7, 2016
To: Accessibility Advisory Committee
From: Chris Catania, Accessibility Advisor
Re: Accessible Considerations for Audio/Video Equipment in Town Hall
Recommendation
1.That the memorandum regarding Accessible Considerations for Audio/Video
Equipment in Town Hall be received; and
2.That the Accessibility Advisory Committee provide comments regarding
accessibility considerations for the audio/video equipment specified for
Council Chambers and Holland Boardroom.
Background
The Town is proceeding with an upgrade to the audio and video capabilities for both the
Council Chambers and Holland Boardroom. This upgrade will enhance existing
features, including additional requirements for meetings that are in line with current day
technology.
This upgrade will enhance and/or add accessibility features required for full participation
in both locations. This includes, but not limited to: high definition, high contrast
resolution of video projection; wireless hearing assist/amplification of audio capabilities;
split screen video projection display for electronic notetaking; and capability for future
video conferencing.
The audio/video upgrade will remove a couple of barriers identified in the Town of
Aurora’s Accessibility Plan. This includes the capability for electronic notetaking and
audio conferencing for meetings in the Holland Boardroom assisting those with hearing
disabilities.
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 4
Page 1 of 8
Accessible Considerations for Audio/Video Equipment in Town Hall
September 7, 2016 Page 2 of 2
Attached is the current list of audio/video requirements for Council Chambers and the
Holland Boardroom. Additional comments and feedback from the Accessibility Advisory
Committee are necessary to address any further requirements.
Attachments
Attachment 1 – Audio/Video Systems Upgrade Requirements List
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 4
Page 2 of 8
TOWN OF AURORA – COUNCIL CHAMBERS & HOLLAND BOARDROOM
Audio/Video Systems Upgrade
REQUIREMENTS LIST
Council Chambers “and” Holland Boardroom
# Requirement Description Comment
Audio [Functional]
1 Room acoustics design and configured for optimal audio output and for recording (for
microphones and multimedia presentations)
2 Control settings for adjustment of audio levels, automatic and manual audio leveling for
listening and recordings
3 Stationary high definition microphone with active indicator light for each member
4 Microphone system integration for requesting speakers queuing, tracking of speakers,
and remote microphone on/off controls
5 Wireless multi-channel high definition microphones with built-in status indicator
information
6 Audio/Video storage cabinet/room must provide adequate space, ventilation and power
for wireless microphone control system and charging system
7 Hearing assistive technology control system and charging station
8 Integration of hearing assistive audio such as hearing loops, FM transmitters, and/or
infrared systems
9 Room pick-up for room audio.
Audio [Non-Functional]
1 All audio leveling functions should be easy to operate or override manually with a single
button
2 Microphone active indicator light should be bright and clearly visible to all members
3 Microphones should have a movable range which is suitable to reach the speaker sitting
comfortably
4 Wireless microphones should be long lasting, lightweight and stand up to short drops
and bumping
5 Microphone queuing system should be viewable to all members and easily interpreted
with names or seat location
6 Shared hearing assistive devices should be discreet ,light weight, long lasting, and well-
suited for hygienic cleaning
Video [Functional]
1 HD digital video camera for whole room viewing (wired coax or network based)
2 HD digital video camera able to compensate for variable bright and low light conditions
3 Video feed systems to provide picture in picture capability for room over view and
display what is on the projector
4 Audio/Video Receiver must be able to interface with current Hauppauge USB Digitizer -
if retaining this system (or other quoted model)
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
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Page 3 of 8
Attachment 1
5 Integration and compatibility with current Adobe Media Encoder – if retained
6 Digitizer upgrade to a fully digital USB digitizer that is compatible with Adobe Media
Encoder – if retained.
7 Capabilities of the video projector feeds to “freeze screen image” as required, while
working on the next image feed in the background before projecting or “unfreeze”
8 Projector resolution controls, brightness and contrast for visual sharpness and clarity
from various viewing distances
9 Large size 16 : 10 projection screen for optimal viewing
10 Capability of electronic note taking and to display on screen for the deaf
Video [Non-Functional]
1 Video systems to compensate for, and not interfere with, any existing ceiling-mounted
projectors
2 Easy video brightness, contrast configuration and resolution settings for optimal viewing
3 Single button video recording and save settings with date and time stamp
4 Single button video streaming start/stop for webcast
General System [Functional]
1 Replacement of the Crestron Audio/Video control system
2 Integration of both Council Chambers and Holland Room audio/video main system for
consistency of operation
3 Multiple control panels with capabilities for centralized control of all related system
endpoints and functions
4 Seamless function integration and independence of systems in the Council Chambers
and the Holland Boardroom
5 Secure internal network access to shared audio/video content
6 Archiving of recorded audio/video files on the network storage server
7 Capability for live-streaming of Council and Committee meetings to the web and
YouTube
8 Suitable power, grounding and ventilation for all audio/video system storage space
9 Compatible with V-Brick appliance/server for recording storage
10 Capability for push button command of audio and video live streaming
11 Capability for push button audio and video recording
12 Elimination of any equipment feed-back, noise, buzzing, etc.
13 Capabilities for future expansion – easy scalable design solution
14 Complete cable management and cable connection jacks for connection to audio /
projector / HDTV / visualizer / network / etc.
15 Cabling infrastructure upgrades including managed network switches
16 Procedures and functions for system pre-testing (including automatic all systems good
check)
17 Documented standard operating procedures and any other supporting documentation
18 Intuitive and clearly identifiable preprogrammed button operation of all systems
19 Uniformity of configuration, setup, operation, and control features for both systems
20 Live-streaming and recording functionality in both rooms must function in the same way
for operational consistency
21 Countdown clock/timer to be shown on all control panels and also visible from the
delegate podium, with integrated pre-set time settings and options
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
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22 Wall clock time synchronization with all other time clocks in the audio/video system
23 Recording in progress indicator or studio light as a visual indicator when the room is
being recorded
24 Control panel capable of inserting a backup memory card for recording of audio/video
without having to go into the back A/V room
25 Enhanced lighting controls on the control panel for Council Chambers and Holland Room
26 Capabilities to track and display voting results by council or committee members
27 Demonstrated integration with other meeting management software solutions
28 Assessment of current equipment that may be retained and connected to the new
system: (such as: amplifier, Elmo, A/V component rack, projector, camera)
29 Security controls and passwords to protected control panel function areas
30 Access control for network sharing and storage
31 Must comply with infrastructure standards already set in place for data and
communication technology
32 Compatible with Microsoft windows based systems and networking protocols
General System [Non-Functional]
1 One touch pre-programmed buttons for most common functions
2 Easy to use and understand all the system functions, intuitive user interface
3 Must provide detailed physical and logical diagram of the entire A/V system and all
components for Council Chambers and Holland Room
4 Provide programming source code for Crestron system for future modification
requirement
5 Active responsiveness, information feedback of system status for audio and video
recording functions (currently one button provides little feedback on system up)
6 Ongoing Staff Training for general users and system operators
7 Ability for system audits for system uptime, access, usage, and changes
8 Controls for content data retention schedules and data cleanup
9 System design for disaster recovery and business continuity
10 System redundancy for automatic or manual failover functions
11 Performance of the entire system must be fast and responsive under all load conditions
12 Privacy requirements – opt out options as may be necessary and verifiable
13 Must be serviceable and system administration by trained operators
14 System must have scalability, compatibility and/or adaptability of the hardware or
software architecture, installation, and licensing
15 Automated Routine system back-up of configurations and data.
16 User self-help features and documentation
17 Accessibility features of the control system for operating and for observing as an
attendee (assistive technologies)
18 Meet wheelchair accessibility requirements for managing or using the a/v system
equipment in Council Chambers and Holland Room
Council Chambers
# Requirement Description Comment
Audio [Functional]
1 Must eliminate microphone challenges at the desks in the Council Chambers where they
need to lean over too much for the mic to pick up the speaker
Mandatory (C)
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 4
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2 Microphones at Council Chambers desks must be unobtrusive so as to not be in the way
of covering the face
Mandatory (C)
3 Must eliminate any and all audio issues as currently there is an intermittent humming /
buzzing sound that can be distracting to the speaker
Mandatory (C)
4 Must improve overall sound quality for the participants and the recording / live feed Mandatory (C)
5 All buttons to activate/deactivate the microphones must be durable and hold up to
regular use over time
Mandatory (C)
6 Need individual volume control on microphones Mandatory (C)
Audio [Non-Functional]
1 Delegation microphones must not be cumbersome, or complicate, so they must be easy
to use and very intuitive
Video [Functional]
1 Quality of the video feed for our GC meetings needs to be improved for example:
watching videos via YouTube it is difficult to make out the individual speaking
Mandatory (C)
2 Wants better cameras in chambers to capture and transmit a higher quality image Mandatory (C)
3 Provide the ability to separate the video feed to one or two screens in Council Chambers
4 Assess the Council Chambers video camera above the main doors to make a decision to
keep or replace
5 Separation of the two projection screens from one video signal to two, so that different
information can be shown on the separate screens
Video [Non-Functional]
General System [Functional]
1 Councillors want a way to request to speak – for the chair Mandatory (C)
2 Councillors also want to get the attention of the Mayor Mandatory (C)
3 Queuing the order of speaking is necessary – for the chair, who goes first, second, third
etc.
Mandatory (C)
4 Recording the vote electronically – who voted which way - a summary of the vote after
the fact
Mandatory (C)
5 Voting buttons needed on a touch panel Mandatory (C)
6 Every Councillor should have their own screen – eliminate sharing of screens Mandatory (C)
7 Screens should be interactive – possibly integrate the use of tablets (for meeting
management system) into Council Chambers meetings
Mandatory (C)
8 Streaming with picture in picture
9 Increased size of the Mayor’s control panel, currently very small (3-4”) and limited in
functionality
10 More capabilities for the Mayor’s control panel screen to control lights, screen selection
of what they are viewing, control of blinds, queuing system control (for the ability to
manage the requests to speak)
11 Replace all A/V cabling including connection boxes underneath the desks in Council
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 4
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Chambers
12 Addition of a new microphone queuing system with the replacement of the Council desk
microphones
13 Projector screen on the Right side from the main entrance to Council Chambers needs to
be pushed back into the wall so that people don’t bump into it on their way down the
ramp
General System [Non-Functional]
Holland Boardroom
# Requirement Description Comment
Audio [Functional]
1 Wired and wireless microphones must not interfere with the function of the Town’s
induction loop hearing assist technology
2 Audio system to integrate with the Town’s induction loop hearing assist technology
3 Microphones suitable for to video conferencing
4 Existing Built in audio speakers and amplifier (currently in cabinet and ceiling mount
speakers)
5 Advisory Committee will require 11 MICs (9 members, 1 secretary, and 1 delegate)
6 Integration of the Holland Room hearing loop into the main Audio/Video system for
microphones and audio controls
7 Assessment and integration of the FM transmitter and receivers for hearing assistive
portable headsets for function and reliability
Audio [Non-Functional]
Video [Functional]
1 Integrated use of existing wall mounted HDTV keeping in mind the line of sight for all
attendees
2 Future ready for Video Conferencing solution as needed (Skype etc. using PC or HDTV
3 Keeping in mind optimal line of sight for the video camera (projector device out of the
camera view)
4 Keeping in mind optimal line of sight for video conferencing (avoiding the backs of
people’s heads)
5 Use existing (aging) 4:3 projector or new wide screen projector with wide pulldown
screen (short throw?)
6 Additional whiteboard space with integrated whiteboard marker eraser storage
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
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Page 7 of 8
Video [Non-Functional]
General System [Functional]
1 Projection functions on the control panel monitor needs to be able to accommodate the
additional buttons for the Holland Room
General System [Non-Functional]
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 4
Page 8 of 8
Page 1 of 1
7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1 (with the exception of sub-items 7, 8, 11, 13, and 19), 2 and 3 were identified as items
not requiring separate discussion.
Moved by Councillor Pirri
Seconded by Councillor Kim
THAT the following recommendations with respect to the matters listed as “Items Not
Requiring Separate Discussion” be adopted as submitted to Council and staff be authorized to
take all necessary action required to give effect to same:
1.General Committee Meeting Report of June 7, 2016
THAT the General Committee meeting report of June 7, 2016, be received and the
following recommendations carried by the Committee be approved:
(21)Joint Accessibility Advisory Committee and Parks and Recreation Advisory
Committee Meeting Minutes of May 31, 2016
THAT the Joint Accessibility Advisory Committee and Parks and Recreation
Advisory Committee meeting minutes of May 31, 2016, be received for
information.
CARRIED
EXTRACT FROM
COUNCIL MEETING OF
TUESDAY, JUNE 14, 2016
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 5
Page 1 of 1
Page 1 of 1
7.ADOPTION OF ITEMS NOT REQUIRING SEPARATE DISCUSSION
Items 1 (with the exception of sub-items 7, 8, 11, 13, and 19), 2 and 3 were identified as items
not requiring separate discussion.
Moved by Councillor Pirri
Seconded by Councillor Kim
THAT the following recommendations with respect to the matters listed as “Items Not
Requiring Separate Discussion” be adopted as submitted to Council and staff be authorized to
take all necessary action required to give effect to same:
1.General Committee Meeting Report of June 7, 2016
THAT the General Committee meeting report of June 7, 2016, be received and the
following recommendations carried by the Committee be approved:
(22)Accessibility Advisory Committee Meeting Minutes of June 1, 2016
THAT the Accessibility Advisory Committee meeting minutes of June 1, 2016,
be received; and
THAT the Accessibility Advisory Committee recommend to Council:
New Business Motion No. 1
THAT staff be directed to investigate and report back to the Committee
regarding the feasibility and options for providing enhanced access to the
Town’s trails system.
CARRIED
EXTRACT FROM
COUNCIL MEETING OF
TUESDAY, JUNE 14, 2016
Accessibility Advisory Committee Meeting Agenda
Wednesday, September 7, 2016
Item 6
Page 1 of 1