August 31, 1999

 To:Chair and Members of the Etobicoke Community Council

From:Karen V. Bricker, MCIP

Director of Community Planning, West District

 Subject:Access to Public Meetings - Etobicoke Community

 Purpose:

To respond to Community Council's request for a report on access to public meetings.

 Financial Implications:

The financial implications of this report have been detailed in the Chief Administrative Officer's report of May 19, 1999, to the Strategic Policies and Priorities Committee as adopted by City Council on June 9, 10, 11, 1999.

 Recommendation:

It is recommended that, until departmental business and action plans are developed to address access issues, Council direct the appropriate staff working out of the Etobicoke Civic Centre:

a) to ensure that all public meetings are held in locations that are physically accessible to persons with disabilities;

b) to provide copies of reports in a large print format, upon request; and,

c) to ensure that any notices or communications inviting public participation clearly indicate that requests for special need services will be accommodated with sufficient notice.

 Background:

On December 16, 1998, Etobicoke Community Council received a report from the Etobicoke Barrier Free Accessibility Committee (attached as Exhibit No. 1). The Accessibility Committee requested Community Council to provide information on: "what provisions, policies or procedures are currently in place for the co-ordination of all public meetings with regard to:

confirmation that both the building, and the required rooms are barrier free accessibility (sic) with appropriate parking and pedestrian connections;

confirmation that provisions are made for those people with visual and hearing impairments, within a predetermined time period prior, to be informed at the public meetings;

expenses and availability for translation of materials are available to City staff when required; and,

expenses and availability for sign language interpreters are available to City staff when required."

The Etobicoke Community Council requested that staff review the request for information and report back to Community Council.

 Discussion

On February 2, 1999, Toronto City Council received the draft final report of the Task Force on Community Access and Equity. Among other matters, the report addressed the need to increase citizen participation in the City's affairs by taking specific actions to increase the participation of all communities within the City.

Council referred the report to the Chief Administrative Officer for a further report to the Strategic Policies and Priorities Committee respecting the financial implications of the Task Force's report. On June 9, 10, 11, Toronto City Council received a report from the Chief Administrative Officer with respect to Resources for Access and Equity Functions.

Among other matters, the Chief Administrative Officer's report recommended the establishment of a corporate Access and Equity Unit to be located within the Strategic and Corporate Policy Division of the Chief Administrative Officer's office. In addition, all Department's within the City's administration are to incorporate access and equity initiatives into their multi-year business plans. Each Department is to take responsibility for integrating access and equity core values, objectives and policies into their normal business activities and establish action plans to meet access and equity objectives. An annual internal audit will measure the performance of the corporation in achieving its access, equity and human rights goals.

In addition to the actions arising out of the Task Force Report, on February 2, 1999, Council adopted a report from the Executive Director of Human Resources with respect to the provision of attendant care services at public meetings. That report recommended that:

City of Toronto Departments, Agencies, Boards and Commissions ensure that any notice or communication inviting public participation clearly indicate that requests for special need services will be accommodated with notice; and,

The appropriate City official be authorized and directed to take the necessary actions to give effect hereto.

Etobicoke based staff from all of the operating departments have examined the number and types of public meetings currently being held in the Etobicoke community. It is apparent that the majority of the meetings held in Etobicoke are organized by staff working for a City Department or by the Ward Councillors. Thus the majority of public meetings held in Etobicoke will be accessible when departmental business and action plans are completed to address the access and equity issue.

Until the departmental business and action plans are completed, there are several matters that City Staff based in Etobicoke can undertake to provide improved accessibility to meetings:

Staff can ensure that all meetings are located in locations that are physically accessible to persons with disabilities; and,

Staff can provide copies of reports in a large print format upon request.

In addition, staff will implement the recent directives of City Council with respect to attendant care.

A draft copy of this report was circulated to senior staff of the departments based in the Etobicoke Civic Centre. They concur with the recommendations of this report.

 Conclusion:

The issues raised by the Etobicoke Barrier Free Accessibility Committee are being adequately addressed through the establishment of a corporate Access and Equity Unit and through the preparation of departmental business and action plans. In the interim, until the plans have been created, Etobicoke based staff can enhance access to public meetings through the measures identified in this report.

  Contact Name:

David Oikawa Tel: 394-8230

Manager, Community Planning, West District OfficeFax: 394-6063

      Karen V. Bricker, MCIP

Director of Community Planning

West District

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