1.0 Enabling Legislation. 2.0 Responsibilities. Active Transportation & Safe Roads Advisory Committee Terms of Reference

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1 1.0 Enabling Legislation The Municipal Act provides the municipality with the authority to create advisory committees for specific purposes. The Town of Whitby Council has deemed it advisable to establish an Active Transportation and Safe Roads Advisory Committee. The Town of Whitby supports and acknowledges the value of internal and external committees. The creation, amendment and dissolution of advisory boards and committees and appointments to committees shall be conducted in a fair and equitable manner and in accordance with applicable legislation and procedures. Appointed Committee members are expected to adhere to applicable corporate policies, including Policy Responsibilities 2.1 The Town of Whitby Active Transportation and Safe Roads Advisory Committee ( the Committee ) will advise Council on matters related to Safe Roads, active transportation and trails, monitor the implementation of the Cycling and Leisure Trails Plan and encourage, promote and participate in the planning of active transportation and Safe Roads policies, programs and facilities. To serve as a liaison between the community and the Town on matters pertaining to active transportation and Safe Roads; To monitor the implementation of active transportation components of the Cycling and Leisure Trails Plan, Waterfront Parks and Open Space Master Plan, Transportation Master Plan, and Official Plan and to take action to influence the progress, as necessary; Provide advice to staff in the development of transportation plans, policies, and programs to promote and encourage safety for all road and trail users; To advise on the development, delivery and maintenance of active transportation policies, programs and facilities; To educate residents and businesses regarding the environmental, social, economic and health benefits of active transportation; To promote, support, and increase active transportation as a more routine component of the work/school commute, shopping, socializing and entertainment endeavours; To encourage citizens to use forms of active transportation through public outreach, education programs and events (e.g. monthly walks, etc.); To educate the public on the benefits, necessities and safety aspects of active transportation and Safe Roads;

2 Provide input into the development of an effective public engagement strategy, including increased social media, in accordance with the Town of Whitby Social Media Policy; To support active transportation as an economic driver; To collaborate with adjacent municipalities to support active transportation; To promote and enhance continuous and integrated cycling and leisure trails (i.e. trails, sidewalks, bicycle lanes) within Whitby and with its neighbouring municipalities; Encourage legislation and policy changes that support and strengthen active transportation; Provide an increased understanding of active transportation and Safe Roads issues and concerns within the Town of Whitby; Advise on new or improved transportation initiatives for all road users including pedestrians and cyclists; and Assist in monitoring the effectiveness of all transportation and safety initiatives. Subcommittees may be formed to complete specific tasks related to the Committee s mandate and work plan but must report through the Committee. 3.0 Composition 3.1 The Committee shall be comprised of up to 10 citizen appointments and one (1) member of Council. The citizen appointments should represent a broad diversity of the community by including as many of the following sectors as possible: parents, business owners, seniors, active cyclists, etc. Page 2 Given the complexity of the potential concerns and solutions, staff are recommending stakeholder groups could attend meeting(s) as needed. The following groups (but not limited to these identified) could be invited to attend meetings to provide expertise related to a specific topic, or provide additional information regarding a topic of discussion: City of Oshawa Town of Ajax City of Pickering Township of Scugog Accessibility Advisory Committee CAA Central Lake Ontario Conservation Area (CLOCA) Community representatives such as area realtors, area businesses, etc. Downtown Development Steering Committee for Whitby and Brooklin Durham Student Transportation Services (DSTS) Durham District School Board (DDSB) Durham Catholic District School Board (DCDSB)

3 Durham Regional Police Service (DRPS) Durham Region Tourism Durham Region Transit (DRT) Durham Region Health Department Durham Cycling Club Heart and Stroke Foundation of Canada Local Architectural Conservation Advisory Committee (LACAC) Neighbourhood groups such as Neighbourhood Watch and Block Parent Ministry of Transportation (MTO) Parachute Canada Town of Whitby and Region of Durham, Planning Region of Durham, Traffic Engineering and Operations RTO6 Central Counties Tourism Waterfront Regeneration Trust 3.2 A Representative(s) from the Community and Marketing Services Department Public Works Department, and Planning Department shall serve as staff liaisons to the Active Transportation and Safe Roads Advisory Committee. Staff from other Town departments and/or members of agencies that are not on the Committee may attend meetings to provide expertise, as required. 3.3 Members on the Active Transportation and Safe Roads Advisory Committee shall be appointed for a two year term. 3.4 The Committee may form sub-committees as necessary to investigate or report on specific issues and then report back to the Active Transportation and Safe Roads Advisory Committee. The members of the sub-committees would schedule their meeting(s) as needed, at a time and location that is convenient for all members. 4.0 Committee Chair 4.1 The Chair shall be elected by a majority of Committee members for a one year term at the first meeting of each calendar year. An individual shall only act as Chair for a maximum of two consecutive years unless the Committee determines otherwise with majority consent of its membership. 4.2 The Chair's role is to provide guidance and leadership to the Committee in the completion of its mandate and conduct of meetings. 4.3 The Chair shall ensure that decorum is maintained at each meeting and that the rules of procedure, as per Procedural By-law are observed. 5.0 Vice-Chair Page 3

4 5.1 The Vice-Chair shall be elected by a majority of Committee members for a oneyear term at the first meeting of each calendar year. 5.2 An individual shall act as Vice-Chair for a maximum of two consecutive years. 5.3 The Vice-Chair acts in the Chair s absence and assumes the role and responsibilities of the Chair. 6.0 Councillors 6.1 A member of Council shall be appointed to the Active Transportation Advisory Committee to fulfill the responsibility of acting as the liaison between Council and the Committee; respond to Committee members questions; interpret Council s direction to the Committee; provide updates on Committee activities to Council and to provide updates on Council activities to the Committee. 7.0 Committee Members 7.1 The Active Transportation and Safe Roads and Safe Roads Advisory Committee members shall contribute time, knowledge skill and expertise to the fulfillment of the Committee s mandate; research issues relevant to their Committee s mandate as required; work with staff to implement Council s decisions relevant to the Committee s mandate and commit to attending regular meetings during the year. 7.2 The appointment of a citizen member to the Committee shall be rescinded should the member be absent from three consecutive meetings or absent from over 50% of meetings in one year, unless excused by the Committee due to extenuating circumstances. The Town Clerk shall maintain the master record of member attendance. 7.3 Where a vacancy occurs in the Committee for any reason, Council shall by resolution appoint a person qualified to serve on the Committee for the remainder of the term for which his/her predecessor was appointed. 8.0 Town Staff 8.1 The Community and Marketing Services Department, Public Works Department, and Planning Department will provide administrative support, including: Addressing administrative duties including correspondence, reports, presentations, etc. Following up on Committee issues The Clerk s Division shall provide administrative support, including: Distribution of the agenda Page 4

5 Notification to members of upcoming meetings Recording and circulating minutes 8.2 The Community and Marketing Services Department, Public Works Department, and Planning Department shall act as subject matter experts and provide information to assist the Committee in reaching decisions. 9.0 Reporting 9.1 The Community and Marketing Services Department, Public Works Department, and Planning Department and the Active Transportation and Safe Roads Advisory Committee will provide an annual report at year end to Council to communicate its activities in the preceding year and to set goals for the coming year. Page 5 Reports regarding matters related to the mandate of the Committee will be made to the Operations Committee. 9.2 The Community and Marketing Services Department, Public Works Department, and Planning Department and the Active Transportation and Safe Roads Advisory Committee will prepare and provide an annual work plan for consideration by Council in fulfilling its mandate Meeting 10.1 The Active Transportation and Safe Roads Advisory Committee shall determine the meeting time and location at the first meeting of each calendar year. It is expected that the Active Transportation and Safe Roads Advisory Committee will meet quarterly. Sub-committees may be formed with meetings scheduled as necessary The meeting schedule will be distributed to the Committee members All meetings shall be open to the public The meeting structure, agenda, and minute formats will meet the individual needs of the Active Transportation and Safe Roads Advisory Committee. In general, the following components will be included: a) Date, time and location of meeting b) Members present c) Members absent/regrets d) Disclosures of interest e) Approval of previous minutes f) Presentations/deputations g) General business and reports

6 h) Correspondence i) Other business j) Closed session, if required k) Next meeting l) Adjournment 11.0 Conflict of Interest 11.1 Committee members are deemed not to have pecuniary conflict of interest in that they have no decision making ability. However, members should be cognizant of any perceived conflict in terms of issues, which may serve to benefit them personally. Members shall not use their status on the Committee for personal or political gain Budget 12.1 The Community and Marketing Services Department, Public Works Department and Planning Department shall be responsible for the Active Transportation and Safe Roads Advisory Committee budget The Commissioners of the Community and Marketing Services, Public Works, and Planning Department will present a draft budget for review by the Committee on an annual basis, prior to submission to Council for approval The citizen members of the Active Transportation and Safe Roads Advisory Committee are strictly voluntary and remuneration would not be provided. Page 6