AGENDA - Accessibility Advisory Committee - 20180509
Accessibility
Advisory Committee
Meeting Agenda
Wednesday, May 9, 2018
4 p.m.
Holland Room
Aurora Town Hall
Public Release
May 3, 2018
Town of Aurora
Accessibility Advisory Committee
Meeting Agenda
Date: Wednesday, May 9, 2018
Time and Location: 4 p.m., Holland Room, Aurora Town Hall
1.Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3.Receipt of the Minutes
Accessibility Advisory Committee Meeting Minutes of April 4, 2018
Recommended:
That the Accessibility Advisory Committee meeting minutes of April 4, 2018, be
received for information.
4.Delegations
5.Matters for Consideration
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018 Page 2 of 3
6. Informational Items
1. Memorandum from Accessibility Advisor
Re: National Access Awareness Week Update
Recommended:
1. That the memorandum regarding National Access Awareness Week Update
be received for information.
2. Memorandum from Accessibility Advisor
Re: Accessible Trailer Application
Recommended:
1. That the memorandum regarding Accessible Trailer Application be received
for information.
3. Memorandum from Senior Policy Planner
Re: Library Square Design
Recommended:
1. That the memorandum regarding Library Square Design be received for
information.
4. Extract from Council Meeting of March 27, 2018
Re: Accessibility Advisory Committee Meeting Minutes of February 7, 2018
Recommended:
1. That the Extract from Council Meeting of March 27, 2018, regarding the
Accessibility Advisory Committee meeting minutes of February 7, 2018, be
received for information.
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018 Page 3 of 3
5. Extract from Council Meeting of April 24, 2018
Re: Accessibility Advisory Committee Meeting Minutes of March 7, 2018
Recommended:
1. That the Extract from Council Meeting of April 24, 2018, regarding the
Accessibility Advisory Committee Meeting Minutes of March 7, 2018, be
received for information.
7. New Business
8. Adjournment
Town of Aurora
Accessibility Advisory Committee
Meeting Minutes
Date: Wednesday, April 4, 2018
Time and Location: 4 p.m., Holland Room, Aurora Town Hall
Committee Members: Tyler Barker (Chair), John Lenchak (Vice Chair), Gordon
Barnes, James Hoyes, Jo-anne Spitzer, and Councillor John
Abel
Member(s) Absent: None
Other Attendees: Matt Zawada, Ivy Henriksen, Acting Accessibility Advisor,
and Nicole Trudeau, Council/Committee Secretary
The Chair called the meeting to order at 4:08 p.m.
1. Approval of the Agenda
Moved by John Lenchak
Seconded by Jo-anne Spitzer
That the agenda as circulated by Legislative Services be approved.
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Minutes
Page 1 of 4
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 4, 2018 Page 2 of 4
3. Receipt of the Minutes
Accessibility Advisory Committee Meeting Minutes of March 7, 2018
Moved by Gordon Barnes
Seconded by James Hoyes
That the Accessibility Advisory Committee meeting minutes of March 7, 2018, be
received for information.
Carried
4. Delegations
None
5. Matters for Consideration
None
6. Informational Items
1. Verbal Update from Acting Accessibility Advisor
Re: Introduction of New Accessibility Advisor
Staff introduced Mr. Matt Zawada who will be joining the Corporate Services
department in the role of Accessibility Advisor, effective April 9, 2018, noting that
Matt will be supporting the Accessibility Advisory Committee, and working on
National Access Awareness Week and the 2018 Municipal Election.
Moved by John Lenchak
Seconded by Gordon Barnes
1. That the verbal update regarding Introduction of New Accessibility Advisor be
received for information.
Carried
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Minutes
Page 2 of 4
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 4, 2018 Page 3 of 4
2. Verbal Update from Acting Accessibility Advisor
Re: National Access Awareness Week Project Plan
Staff provided an update on the draft plan for National Access Awareness Week
2018 including an Information Fair, Accessibility Advisory Committee Public
Open House, and historical display at Town Hall with the Aurora Museum &
Archives.
Moved by Councillor Abel
Seconded by Jo-anne Spitzer
1. That the verbal update regarding National Access Awareness Week Project
Plan be received for information.
Carried
3. Extract from Council Meeting of February 27, 2018
Re: Accessibility Advisory Committee Meeting Minutes of January 10, 2018
Moved by John Lenchak
Seconded by Gordon Barnes
1. That the Extract from Council Meeting of February 27, 2018, regarding the
Accessibility Advisory Committee meeting minutes of January 10, 2018, be
received for information.
Carried
4. Extract from Council Meeting of March 27, 2018
Re: Summary of Committee Recommendations Report No, 2018-03
Moved by John Lenchak
Seconded by Councillor Abel
1. That the Extract from Council Meeting of March 27, 2018, regarding the
Summary of Committee Recommendations Report No. 2018-03, be received
for information.
Carried
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Minutes
Page 3 of 4
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 4, 2018 Page 4 of 4
7. New Business
The Committee discussed requirements for accessibility standards for customer
service under the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c.
11, as amended (the “Act”), including a document made available at Maunder’s
Food Shop that outlines policies and procedures governing the provision of its goods
or services to persons with disabilities.
Staff reminded Committee members that the Town is accepting nominations for the
2018 Community Recognition Awards until Friday, April 6, 2018, and the awards will
be presented at a ceremony on Monday, May 28, 2018. The Nomination Form was
provided to the Committee.
The Committee discussed the need to include more inclusive pictures of people with
disabilities in marketing communications from the Town. Staff agreed to contact the
Manager of Corporate Communications on the Committee’s feedback.
To make the electoral process more accessible for all voters, the Chair requested
that the Committee have an opportunity to test online voting and to review the
accessibility plan for the 2018 Municipal Election.
The Committee agreed to reschedule the Accessibility Advisory Committee meeting
of June 6, 2018, to June 20, 2018.
8. Adjournment
Moved by James Hoyes
Seconded by Councillor Abel
That the meeting be adjourned at 5:28 p.m.
Carried
Committee recommendations are not binding on the Town unless adopted by Council.
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Minutes
Page 4 of 4
Memorandum
Date: May 9, 2018
To: Accessibility Advisory Committee
From: Matt Zawada, Accessibility Advisor
Re: National Access Awareness Week Update
Recommendation
1. That the memorandum regarding National Access Awareness Week Update be
received for information.
Background
National Access Awareness Week (NAAW) was created in response to a request from
Rick Hansen following his 40,000 km Man in Motion World Tour, organized to raise
awareness about the need for accessibility for people with disabilities. The week
celebrates achievements made by and for people with disabilities and promotes access
for people with all disabilities who encounter barriers that prevent full participation in
day-to-day activities.
To recognize NAAW, the Town of Aurora intends to host an accessibility information
fair, a community meet and greet with the Accessibility Advisory Committee, historical
museum display and two staff lunch and learn sessions, in addition to the formal launch
of the Town’s annual Accessibility Plan.
NAAW will be recognized from May 28, 2018 - June 1, 2018 with the goal of helping
local agencies network and display information from local disability groups and support
agencies servicing Aurora and the immediate area. This will occur by having information
displays at Town Hall and available during the meet and greet with the Accessibility
Advisory Committee members.
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 ext. 4212
Email: mzawada@aurora.ca
www.aurora.ca
Town of Aurora
Corporate Services
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 1
Page 1 of 2
National Access Awareness Week Update
May 9, 2018 Page 2 of 2
The Aurora museum has also committed to doing a museum historical disability install
for the week of NAAW at Town Hall across from Access Aurora customer service
counter.
Funding for the event will be coming from the Corporate Services accessibility operating
budget with an estimated cost of $2000 to be used for marketing materials, newspaper
ad and light refreshments for the public open house/meet and greet with AAC members.
Attachments
None
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 1
Page 2 of 2
Memorandum
Date: May 9, 2018
To: Accessibility Advisory Committee
From: Matt Zawada, Accessibility Advisor
Re: Accessible Trailer Application
Recommendation
1. That the memorandum regarding Accessible Trailer Application be received for
information.
Background
Approved by Council, the Town of Whitchurch-Stouffville bought a fully accessible,
portable washroom ready to be used in March of 2017. The purpose of the trailer is to
give people with disabilities the opportunity to fully participate in local events and
festivals. The unit is available for rental for Municipality-supported events and school
boards. Rental price is $550 plus HST per day, plus a $550 damage deposit. The renter
will supply portable water to the trailer.
All requests for the accessible trailer would be considered and processed as a formal
accessibility request through the Accessibility Advisor. The trailer can only be booked
for events from May to October, with all requests being complete and submitted to the
Town of Whitchurch-Stouffville no later than January 31 of each year. The Town of
Whitchurch-Stouffville will review all requests and notify organizations whose request
have been approved by February 28 each year.
The Town of Aurora special events team may want to consider the trailer for larger
outdoor events when accessible facilities may not be readily available to the
public/attendees. The accessible trailer may be considered for events such as Ribfest,
Canada Day, and the New Beginnings. Funding would be available via the Corporate
Services accessibility operating budget upon request.
Attachments
Attachment 1 – Accessible Trailer Application and Accessible Trailer Brochure
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 ext. 4212
Email: mzawada@aurora.ca
www.aurora.ca
Town of Aurora
Corporate Services
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 2
Page 1 of 5
Accessible Trailer Booking Requests
Allocation
The accessible trailer will be allocated on an annual basis. The trailer can be booked for May-October
events. The accessible trailer is for outdoor use only.
Allocation is based on the following priority:
1.Town of Whitchurch-Stouffville hosted events
2.York Region; Municipalities and School Board events
3.Other events as approved by the Director of Leisure and Community Services
Town of Whitchurch-Stouffville hosted events will have priority over all bookings. Precedence will be
given to recurring annual events. Organizations will have to reapply every year, prior to January 31 to
maintain priority status for that year. Bookings will be confirmed by February 28. Subsequent
bookings will be considered.
The Town of Whitchurch-Stouffville reserves the right to determine allocation of the accessible trailer
without prejudice.
Booking Process
1.Interested organizations are to complete an Accessible Trailer Booking Request form and
submit to the Town of Whitchurch-Stouffville, no later than January 31st of each year.
2.The Town of Whitchurch-Stouffville will review all requests and notify organizations whose
request have been approved, by February 28 each year.
3.Applications submitted after the January 31st due date will be considered on an individual
4.Successful applicants will be required to sign a permit for the rental of the trailer by a signing
authority of the organization and thereby agreeing to the Terms and Conditions of rental.
5.Organizations will be required to submit a copy of their insurance coverage, with a minimum of
$5 million liability, naming the Town of Whitchurch-Stouffville as additionally insured.
6.The rental cost is $550+HST per day.
7.Organizations will also be required to submit a damage deposit of $550 (payable by credit
card, only), which will only be returned upon satisfactory inspection of the trailer and
compliance of all terms of the permit.
8.Signed permit, copy of liability insurance, payment and damage deposit is due 30 days from
when the permit is issued. Failure to submit any one of these items will void the booking.
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 2
Page 2 of 5
Accessible Trailer Booking Request
Deadline Date: January 31
Please complete one Booking Request for each event
Organization Details
Name of Organization:
Main Contact: Secondary Contract:
Email Address: Email Address:
Phone Number: Phone Number:
Alt. Phone: Alt. Phone:
Event Details
Event Name:
Full Address of Event:
Dates/Times Requested:
Is this an annual event? Yes No Unsure
Additional Comments:
Personal information contained in this form is collected under the authority of Municipal Freedom Information and
Protection of Privacy Act Section 39 (2) and will be used for the purpose of requesting rental of the Accessible Trailer
and general data collection which does not personally identify participants. Questions about this collection should be
directed to the Manager of Parks and Facilities, Town of Whitchurch-Stouffville, 111 Sandiford Drive, Stouffville, ON
L4A 0Z8 (905) 640-1910 or 1-855-642-8697 x 2289.
Completed Applications can be submitted in person to 111 Sandiford Dr., Stouffville, ON, L4A 0Z8 or via email to
facilityoperationsclerk@townofws.ca
Successful applicants will be notified by February 28
Applicant Signature: Date:
For Office Use Only
Date Received: Received By:
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 2
Page 3 of 5
Accessible Trailer
Rent for your May-October
Outdoor Events!
FEATURES:
• Mobile, universal washroom
• Air conditioned
• Wheelchair ramp
• Two fully accessible washrooms
• Fully motorized adult size change table
• Motorized transfer lift
• Flush toilets and sinks
• Locking door and “Emergency Assistance Required” notification light
How to Book
This unit is available for rental for Municipally supported events and
school boards.
Please complete the Accessible Trailer Booking Request
available at www.townofws.ca/facilityrentals/
Send completed requests to
facilityoperationsclerk@townofws.ca or
111 Sandiford Drive, Stouffville, ON, L4A 0Z8
For more information, please contact Facility Operations Clerk at
facilityoperationsclerk@townofws.ca or 905-640-1900
Lift and Change Table;
• Table and lift suitable for adult use
• Patrons are required to bring their own sling and change pad
• Fully motorized transfer and lift
• Fully motorized change table
• Washrooms have enough space for occupant and caregiver
• Privacy lock and “Emergency Assistance Required” notification
light and lock override. Accessibility Advisory Committee Meeting Agenda Wednesday, May 9, 2018Item 2 Page 4 of 5
Expectations
Town of Whitchurch-Stouffville Staff:
• Trailer will be delivered and set up by Town of Whitchurch-
Stouffville staff at an agreed upon time. The trailer will also be
taken down and picked up by Town staff.
• A circle check will be completed with the designated
representative of the renter with regards to the condition of
the trailer at drop off and at pick up.
• Paper products and soap will be fully stocked upon delivery, with re
placement products included.
• Provide orientation to trailer use to renter.
Renter:
• Provide a level, flat surface on concrete or asphalt that meet the
requirements for the Town staff to deliver the trailer in a safe
manner (see Diagram 1). Maintain set up requirements for the
trailer as per Diagram 2.
• Provide 20 amp power supply. An emergency generator is
included in the unit.
• Supply potable water to trailer.
• Ensure that the trailer is pumped as required during the event.
The water supply shall only be topped up at this time.
• Maintain ongoing supervision of the trailer throughout the event.
Please note that the trailer includes an “Emergency
Assistance Needed” notification light.
• Monitor use of trailer for cleanliness and replenish
provided paper products and soap.
• Renter will complete a general clean of the inside of the trailer
– washrooms, toilets, counters, change table, etc. before
trailer is picked up by staff.
• When preparing for trailer pick up, trailer’s power will be
disconnected, the septic shall be pumped out and all
potable water emptied.
• Provide clear access for truck to attach trailer for transport as per
Diagram 1.
Caution: The septic tank must be pumped before additional water is
added.
Spacing Requirements for Pick Up and Drop Off
Please note that a pull through location is strongly recommended
Diagram 1
Diagram 2
Layout During Event
Rental Pricing
$550 + HST per day,
plus $550 damage deposit Accessibility Advisory Committee Meeting Agenda Wednesday, May 9, 2018Item 2 Page 5 of 5
Memorandum
Date: May 9, 2018
To: Accessibility Advisory Committee
From: Fausto Filipetto, Senior Policy Planner
Copy: Marco Ramunno, Director of Planning and Development Services
Re: Library Square Design
Recommendation
1. That the memorandum regarding Library Square Design be received for
information.
Background
The Town is in the detailed design stages of preparing a plan for Library Square. This
concept was approved by Council in December 2017. The square is proposed to be
located between the Aurora Public Library and Church Street School; which is now
being used as parking for the two facilities. The square is proposed to be at the current
grade of the Library. As part of this plan, an expansion to the Church Street School is
also envisioned which would be used as community space. We are currently in the
process of preparing a schematic for the building expansion which would connected to
the historic structure by a glass atrium. The atrium would also provide a connection
between Victoria Street and the Square.
To provide parking for the proposed Square and expanded Church Street School, 77
spaces are proposed north of the Church Street School in the area which until recently
housed the Town’s former Library and Senior’s Centre. Two barrier free parking spaces
are proposed toward the Library’s main entrance, now accessibly from the existing
laneway located on the north side of the library. Two more accessible parking spaces
are proposed in the new parking area north of the Church Street School expansion;
close to Victoria Street.
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 ext. 4342
Email: ffilipetto@aurora.ca
www.aurora.ca
Town of Aurora
Planning and Development
Services
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 3
Page 1 of 3
Library Square Design
May 9, 2018 Page 2 of 2
The square is designed to be accessible from Yonge Street, through the Library, from
the proposed parking areas by ramps and from Victoria Street through the proposed
atrium.
The plan is tentatively scheduled for Council in early June and staff would therefore like
to provide the Accessibility Advisory Committee an opportunity at this time to see the
plan and provide any comments which they feel are necessary.
Attachments
Attachment 1 – Library Square Design, April 18, 2018
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 3
Page 2 of 3
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Page 1 of 1
5. Consent Agenda
Moved by Councillor Thompson
Seconded by Councillor Thom
C1. General Committee Meeting Report of March 20, 2018
1. That the General Committee meeting report of March 20, 2018, be received and
the following recommendations carried by the Committee approved:
(C9) Accessibility Advisory Committee Meeting Minutes of February 7, 2018
1. That the Accessibility Advisory Committee meeting minutes of February 7,
2018, be received for information.
Carried
Extract from
Council Meeting of
Tuesday, March 27, 2018
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 4
Page 1 of 1
Page 1 of 1
5.Consent Agenda
Moved by Councillor Mrakas
Seconded by Councillor Pirri
C1. General Committee Meeting Report of April 17, 2018
1.That the General Committee meeting report of April 17, 2018, be received and
the following recommendations carried by the Committee approved:
(R12) Accessibility Advisory Committee Meeting Minutes of March 7, 2018
1.That the Accessibility Advisory Committee meeting minutes of March 7,
2018, be received for information.
Carried
Extract from
Council Meeting of
Tuesday, April 24 , 2018
Accessibility Advisory Committee Meeting Agenda
Wednesday, May 9, 2018
Item 5
Page 1 of 1