December 8, 1998

TORONTO CYCLING COMMITTEE:

I am enclosing for your information and any attention deemed necessary, Clause No.6 contained in Report No.13 of The Urban Environment and Development Services Committee, headed "Revised Terms of Reference for the Toronto Cycling Committee", which was adopted, as amended, by the Council of the City of Toronto at its meeting held on November25,26 and27,1998.

May I draw your attention to the amendment by Council found at the beginning of the Clause.

for City Clerk

J. A. Abrams/csb

Encl.

Clause sent to:Toronto Cycling Committee

Executive Director, City Planning

General Manager, Transportation Services

c:Secretary, Toronto Cycling Committee

CITY CLERK

Clause embodied in Report No. 13 of the Urban Environment and Development Committee, as adopted by the Council of the City of Toronto at its meeting held on November 25, 26 and 27, 1998.

6

Revised Terms of Reference for the

Toronto Cycling Committee.

(City Council on November 25, 26 and 27, 1998, amended this Clause by adding to Part (6), headed "Quorum", of the Terms of Reference for the Toronto Cycling Committee, the following paragraph:

"Notwithstanding subsection 9(4) of the Council Procedural By-law, if there is no quorum present 30 minutes after the start of the meeting, the Clerk shall call the roll and record the names of the Members present.")

The Urban Environment and Development Committee recommends the adoption of the recommendations of the Toronto Cycling Committee, embodied in the following communication (September 25, 1998) from the City Clerk:

Recommendations:

The Toronto Cycling Committee on September 22, 1998, recommended to the Urban Environment and Development Committee that:

(1)the Terms of Reference for the Toronto Cycling Committee contained in Appendix 'A' to the report (September 2, 1998) from the Executive Director, City Planning, and the General Manager, Transportation Services, be adopted, subject to:

(a)amending item "(4) Composition," insofar as it pertains to City Councillors and citizens-at-large, to provide for the appointment of:

-1City Councillor; and

-15citizens-at-large, to include equitable representation for all of the geographic districts of the City, and one cycle courier representative, selected through the Nominating Committee process;

so that item "(4) Composition" shall now read as follows:

"The Toronto Cycling Committee will be comprised of 21 members, including a Councillor and two citizens as Co-Chairs, as follows:

-1City Councillor;

-15citizens-at-large, including one cycle courier representative, equitably representative of all geographic districts of the City, selected through the Nominating Committee process;

-5representatives of the following organizations (one from each organization to be appointed):

-Toronto Pedestrian Committee;

-Toronto Bicycling Network;

- Community Bicycle Network;

- Toronto District School Board; and

- Toronto Catholic District School Board.

The above-mentioned five organizations may designate an alternate representative to attend meetings."; and

(b)deleting under the heading "(5) Term," the words "Council Members shall be appointed for the Term of Council,"and inserting in lieu thereof the following:

"Initially, the Member of Council shall be appointed for a term ending on May 31, 1999, and for a period of 18 months thereafter, and until his/her successor is appointed.";

(2)the City Clerk be authorized to begin the process of 15 citizen appointments to the Toronto Cycling Committee through the Nominating Committee;

(3)the Toronto Cycling Committee continue with the current membership until such time as Council has appointed a Councillor and citizen members, and the five designated organizations have named their representatives; and

(4)community cycling advisory groups be recognized in the Terms of Reference and be provided with minimal Secretariat support.

The Toronto Cycling Committee reports, for the information of the Urban Environment and Development Committee, having requested the Clerk of the Committee to canvass the existing members of the Toronto Cycling Committee for confirmation of their interest in continuing to serve on the Committee, until such time as the new membership has been appointed by Council.

Background:

The Toronto Cycling Committee had before it a joint report (September 2, 1998) from the Executive Director, City Planning, and the General Manager, Transportation Services, headed " Revised Terms of Reference for the Toronto Cycling Committee," responding to a request by Toronto City Council on May 13 and 14, 1998, for a report to be submitted to the Toronto Cycling Committee on any necessary revisions to the proposed Terms of Reference, wherein it recommend that the Toronto Cycling Committee recommend to the Urban Environment and Development Committee and Council that the Terms of Reference for the Toronto Cycling Committee be adopted and that the City Clerk be authorized to begin the process of citizen appointments.

The Toronto Cycling Committee also had before it a document (undated), headed "Composition of the Toronto Cycling Committee--Various Options," submitted by Mr. Daniel Egan, Planner, City Planning Division, Urban Planning and Development Services, outlining:

(a)the original proposal for the composition of the Toronto Cycling Committee, embodied in the communication (March 9, 1998) addressed to the Special Committee to Review the Final Report of the Toronto Transition Team from Mr. Jack Becker, Co-Chair, Toronto Cycling Committee [Clause No. 4 of Report No. 6 of The Special Committee to Review the Final Report of the Toronto Transition Team]; and

(b)an alternate membership model embodied in the aforementioned report (September 2, 1998) addressed to the Toronto Cycling Committee from the Executive Director, City Planning, and the General Manager, Transportation Services.

(Joint report dated September 2, 1998, addressed to the

Toronto Transit Commission from the Executive Director, City Planning,

and the General Manager, Transportation Services.)

Purpose:

To recommend revisions to the proposed Terms of Reference for the Toronto Cycling Committee.

Recommendation:

It is recommended that the Toronto Cycling Committee recommend to the Urban Environment and Development Committee and to Council that the Terms of Reference for the Toronto Cycling Committee, attached as Appendix 'A' to this report, be adopted and that the City Clerk be authorized to begin the process of citizen appointments to the Toronto Cycling Committee.

Background:

At its meeting of May 13 and 14, 1998, Toronto City Council adopted Clause No. 4 of Report No.6 of The Special Committee to Review the Final Report of the Toronto Transition Team and, in so doing, adopted, in principle, the proposed Terms of Reference and instructed the Interim Functional Leads for Transportation and Planning to report to the Toronto Cycling Committee on any necessary revisions.

Discussion:

Staff of the Planning and Transportation Departments are proposing a more concise Terms of Reference for the Toronto Cycling Committee (attached as Appendix 'A'). By eliminating background information, duplication and appendices and by focusing on essential information, the proposed Terms of Reference has been reduced from 14 pages to 4 pages. While we have attempted to retain most of the intent of the Terms of Reference produced jointly by the former Cycling Committees, we are recommending substantive changes to three sections: the composition of the Committee; term of membership; and the Sub-Committee responsibilities. These recommended changes are described below.

The proposed changes to the Terms of Reference reflect, for the most part, comments and suggestions made by Cycling Committee and Sub-Committee Co-Chairs at our meeting with them on September 1, 1998. We have also consulted with City Clerk's and Legal staff in preparation of this report.

Composition:

In order to ensure the effectiveness of committee meetings we are recommending a smaller Committee and a simpler nomination process.

We recommend that the number of members be reduced from 31 to a maximum of 21. A smaller Committee will enable individual members more opportunity for discussion and will facilitate effective decision-making. We have proposed reducing the number of groups and organizations represented in favour of a majority of members being citizens at-large. There will also be opportunities for other citizens and members of local groups and agencies to participate fully in Sub-Committee meetings

We have also proposed that the citizen members and the cycle courier representative be appointed by the Nominating Committee. The Nominating Committee has a clearly defined process for citizens applying for appointments to a City committee. Applicants must attend an orientation session before applying for appointment. Short-listed applicants are interviewed by the Nominating Committee and successful candidates are recommended to Council for appointment. The former Toronto City Cycling Committee had an excellent record of participation by citizens selected through an identical process over the past several years.

Term of Membership:

The Co-Chairs of the Toronto Cycling Committee and the Sub-Committees felt that a two-year staggered membership similar to the former Toronto City Cycling Committee, whereby half of the positions would become available each year, would provide better continuity among citizen members than a three-year term coinciding with the term of Council.

Sub-Committee Responsibilities:

To ensure more effective allocation of staff resources to support the Sub-Committees we are proposing changes to the Sub-Committee responsibilities to better reflect staff expertise. For example, the proposed Planning and Facilities Sub-Committee would deal with all physical infrastructure matters rather than having all three Sub-Committees deal with various elements of the physical infrastructure.

In addition, we are recommending a fourth Sub-Committee to develop a communications strategy for the Cycling Committee. This is an opportune time for the new Committee to evaluate the effectiveness of the communications vehicles of the former committees, such as the Cyclometer newsletter and the web-sites and identify priorities for the new Committee. This will likely require several meetings of Committee Members over the short term but may not require regular ongoing meetings similar to the other Sub-Committees.

Conclusion:

City Planning and Transportation Services staff recommend a number of changes to the proposed Terms of Reference for the Toronto Cycling Committee in order to ensure an efficient and productive Committee and effective allocation of staff resources.

Contact Name and Telephone Number:

Mr. Daniel Egan, City Planning Division, Urban Planning and Development Services, 392-1142.

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(Appendix 'A')

Proposed Terms of Reference for the Toronto Cycling Committee

(1)Purpose of the Committee:

To advise City Council and its Departments, Agencies, Boards, and Commissions, on the design, development and delivery of bicycle policies, programs and facilities to promote and enhance cycling within the new City of Toronto.

(2)Goal:

A liveable and environmentally friendly City that is accessible and safe for people of all ages and abilities to get around by bicycle and to ensure the role of cycling in a transportation system appropriately balanced among all road users.

(3)Focus:

The Toronto Cycling Committee will focus on:

• representing cyclists' interests within the City;
• physical infrastructure (planning, design standards, operations, maintenance);
• education, safety and security of cyclists and other road users;
• promoting bicycle use;
• environment, air quality and economic development issues related to cycling;
• better integration of transit-bicycle trips; and
• co-ordinating initiatives with cycling interests outside the City of Toronto.

(4)Composition:

The Toronto Cycling Committee shall be comprised of 21 members, including a Councillor and two citizens as Co-chairs, as follows:

3City Councillors, at least one representing the Urban Environment and Development Committee;

1312 citizens at-large, with equitable representation for all geographic districts of the City, and 1 cycle courier selected through the Nominating Committee process;

51 representative appointed by each of the following organizations:

-Toronto Pedestrian Committee;

-Toronto Bicycling Network;

-Community Bicycle Network;

-Toronto District School Board; and

- Toronto Catholic District School Board.

The above-mentioned organizations may designate an alternate representative to attend meetings.

(5)Term:

Council Members shall be appointed for the term of Council.

Citizens and the cycle courier member shall be appointed for a two-year term or until their successors are appointed or City Council terminates an appointment. Half of these positions would become available each year. Membership on the Committee shall be limited to a maximum of two terms. Reappointment to the Committee shall require a minimum of one year off after two consecutive terms.

Representatives of the five organizations are appointed according to the procedures of their organizations.

(6)Quorum:

Quorum shall be nine members.

(7)Attendance:

In order to be a member in good standing, regular attendance at meetings is required. A member who is absent (or not represented by an alternate where terms of the Member's appointment permits same) for three consecutive meetings, without providing the Committee with written or verbal notification and reason for such absence, shall be deemed to have resigned from the position.

(8)Compensation:

No compensation shall be made to members of the Committee for their participation.

(9)Meetings:

The Toronto Cycling Committee meetings shall, generally, be held monthly or at the call of the Chair, with the provision that at least six meetings shall be held per year.

The Committee may consider holding meetings in different areas of the City to encourage participation from all areas of the City. Meetings are open to the public.

The meetings shall be advertised with a proposed agenda at least two weeks in advance through the various cycling newsletters, on Internet through the City's and the Toronto Cycling Committee's web site, the Toronto Cycling Committee's voice mail telephone line, and elsewhere, as practical. The meeting announcement and proposed agenda shall be available through the City Clerk's office.

Ad hoc meetings of all or part of the Toronto Cycling Committee may be convened, as required. The location, frequency, and participation of these meetings shall be at the discretion of the Chair and of the Toronto Cycling Committee.

(10)Staff Support:

The Cycling Committee's notices, agendas, minutes and correspondence will be prepared by City Clerk's staff. The Committee will be supported by staff dedicated to working on cycling issues, and by staff of the City's service areas as warranted, including:

-Urban Planning and Development Services;

-Works and Emergency Services;

-Economic Development, Tourism and Culture;

-Corporate Services;

-Toronto Transit Commission; and

-Toronto Police Service.

(11)Reporting:

The Toronto Cycling Committee shall report, in consultation with staff, principally to the Urban Environment and Development Committee of the City of Toronto Council and to other Standing Committees, Departments, Agencies, Boards and Commissions, as required. Joint reporting may be appropriate in some cases, depending on the subject and on departmental and standing committee interests. This will include work program and budget proposals to be considered within the budgets of the appropriate Departments, Agencies, Boards, and Commissions.

(12)Sub-Committees:

Toronto Cycling Committee members are expected to participate actively on at least one sub-committee. Sub-Committee Chairs shall be members of the Toronto Cycling Committee and elected by the Committee. Sub-Committees are open to full participation by the public. Sub-Committees shall report, in consultation with staff, to the Toronto Cycling Committee.

The location and frequency of Sub-Committee meetings shall be at the discretion of the Chair of each Sub-Committee and of the Toronto Cycling Committee.

City Clerk's staff will arrange meeting rooms for Sub-Committees. Sub-Committees will be supported by staff, where possible, with expertise pertinent to the focus of each Sub-Committee meeting.

While the Committee may modify the number and purpose of sub-committees according to its priorities, the initial structure will consist of the following four Sub-Committees:

(A)The Network Planning and Facilities Sub-Committee provides input to staff and makes recommendations to the Toronto Cycling Committee on the design, development and delivery of policies, programs and facilities to improve the physical infrastructure for cyclists, including bicycle parking, on-street bicycle lanes and routes, off-street trails, development within rail and hydro corridors, maintenance, intersection design and signage.

(B)The Safety and Education Sub-Committee provides input to staff and makes recommendations to the Toronto Cycling Committee on the design, development and delivery of policies and programs to improve the safety of cyclists and other road users, including skills training for cyclists (including CAN-BIKE program); education related to the use of on-street and off-street facilities; education of others on cycling matters including motor vehicle drivers; and legislation affecting cycling.

(C)The Promotion and Development Sub-Committee provides input to staff and makes recommendations to the Toronto Cycling Committee on the design, development and delivery of policies and programs to promote and enhance cycling including co-ordinating Bike Week; stimulating economic development through partnerships with business, government and local communities; working directly with corporate and community groups to increase bicycle use in general; and integration of bicycle-transit trips.

(D)The Communications Sub-Committee works with staff to develop and maintain a communications strategy to promote the City's cycling program and make cycling information accessible to residents of the City, including special events such as the Toronto International Bike Show booth; and communications media such as Cyclometer and the Cycling Committee's web site.