CITY OF HAMILTON. PUBLIC WORKS DEPARTMENT Transit Division. Date: May 5, 2005 Prepared by: Don Hull Extension1860

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1 CITY WIDE IMPLICATIONS CITY OF HAMILTON PUBLIC WORKS DEPARTMENT Transit Division Report to: Chair and Members Public Works, Infrastructure & Environment Committee Submitted by: Scott Stewart, C.E.T. General Manager Date: May 5, 2005 Prepared by: Don Hull Extension1860 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) (City Wide) RECOMMENDATION: (a) (b) (c) That the Terms of Reference for establishing a Transit Master Plan Steering Committee (TMPSC) attached as Appendix A to Report PW05011b be approved. That Committee designate four (4) members of Council to the Transit Master Plan Steering Committee in accordance with the Terms of Reference referred to in recommendation a) of this report. That the Terms of Reference for the establishment of a Transit Master Plan Task Force (TMPTF) attached as Appendix B to Report PW05011b be approved. Scott Stewart, C.E.T. General Manager Public Works EXECUTIVE SUMMARY: Recommendation (c) of Report PW05011, Provincial Gas Tax Public Transit Funding Strategy, dated December 17, 2004 and approved by Council on April 11, 2005, directed Staff to prepare a Terms of Reference for the creation of a Steering Committee for the consideration and approval of Public Works, Infrastructure & Environment Committee to contain, at a minimum mandates to: prepare a Transit Master Plan; prepare a Transit Growth and Asset Management Plan; and to provide ongoing advice and recommendations to PWIE respecting future Gas Tax allocations.

2 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 2 of 12 A recommended Terms of Reference for the creation of the Steering Committee is attached to this report as Appendix A for the consideration of Committee. Further, individual Council members expressed an interest in creating a Transit Task Force for the purpose of gathering citizen input on future Gas Tax investment in the Public Transit programs (HSR) and (ATS). A Terms of Reference for the creation of a Task Force to report to the Steering Committee is attached to this report as Appendix B for the consideration of Committee. BACKGROUND: The information/recommendations contained within this report have City wide implications and relate to matters/facilities/programming/property within the entire City. The Gas Tax Agreement between the City and the Province requires the development and adoption of a Ridership Growth and Asset Management Plan for submission to the Province prior to The Transit Division Business Plan contains a number of initiatives that may provide the framework for this plan: Increase public transit ridership Improve mobility for persons with disabilities Strengthen the sustainability of the transit system Provide higher levels of safety for customers and employees Stabilize/Reduce the cost of service to transit users Improve transit efficiency and effectiveness through technological innovation ANALYSIS OF ALTERNATIVES: There are no identifiable alternatives to the Council direction provided in report PW FINANCIAL/STAFFING/LEGAL IMPLICATIONS: Financial There are no tax levy implications. Expenditures associated with the Steering Committee meetings are included in the 2005 Transit Division budget. Staffing It is anticipated that the staff support required for the Steering Committee can be provided with existing resources. Consultant assistance deemed necessary by the Steering Committee towards the preparation of the Ridership Growth and Asset Management Plan would be a Gas Tax eligible expenditure. Legal The Gas Tax Agreement between the City and the Province requires development and adoption of a Ridership Growth and Asset Management Plan for submission to the Province prior to 2006.

3 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 3 of 12 POLICIES AFFECTING PROPOSAL: At their June 30, 2004 meeting, Council resolved that the 2 cent per litre provincial gas tax be used to improve the City s public transportation services rather than to mitigate taxes. Recommendation (h) of Report PW05011 approved by Council on April 11, 2005 directed that all future Gas Tax funding allocations in excess of the allocations approved within the 2005 Capital and Operating budgets be allocated by Council approval of recommendations supported by the Transit Master Plan Steering Committee. CONSULTATION WITH RELEVANT DEPARTMENTS/AGENCIES: Capital Planning & Implementation and Finance & Administration will be consulted through their ongoing representation on the Steering Committee. CITY STRATEGIC COMMITMENT: City of Hamilton Strategic Goals & Objectives The provision of additional funding for improved public transit and the development of a sound business plan for the most effective utilization of these funds meet the City goals of A City That Spends Wisely and Invests Strategically and A Great City in Which to Live. Official Plan The Official Plan stipulates that the public transit system should be affordable, efficient, convenient and accessible, stressing easy access to activity areas. Transit service must be provided at a level sufficient to move people throughout the urbanized area of the City and especially into the City Centre in downtown Hamilton. Inter-city commuter transit connections to the Greater Toronto Area must also be enhanced as an essential component of the public transit system. Vision 2020 Goals - Changing Our Mode of Transportation To develop an integrated sustainable transportation system for people, goods and services which is environmentally friendly, affordable, efficient, convenient, safe and accessible. To encourage a shift in personal lifestyle and behaviour towards transportation choices that enhance personal health and fitness, save money, and have the lowest environmental cost. Growth Related Investment Decisions Strategy (GRIDS) Direction #6 - Expand transportation options that encourage travel by foot, bike and transit and enhance efficient inter-regional transportation connections. Roadmap to Sustainability Objective 1: A Better Deal for Hamilton Priority 1: Continue to develop a strong relationship with both levels of government to promote and ensure that Hamilton s unique community needs are being heard and addressed.

4 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 4 of 12 Priority 2: Work with our municipal partners to establish a New Deal for communities which would include new sources of revenues for municipalities, including the City of Hamilton. Action: Pursue opportunities for better cost-sharing of existing programs and services. Objective 2: Financial Stability Priority 1: Ensure affordable property taxes through fiscal stability. Priority 3: Ensure that reserves and reserve funds are maintained at levels required to sustain capital investments. Priority 5: Re-invest in our aging stock of infrastructure. Action: Maintain appropriate reserve contributions for self-insured and self-sustaining operating programs. Action: Continue to improve the alignment of operating budgets with actual costs. Action: Develop and implement a life-cycle costing strategy for all capital investments including fleet Objective 3: Diversify the City s Revenue Base Priority 1: Diversify and expand non-tax revenues Priority 2: Pursue new revenue sources Action: Align user fees with program costs while developing programs to ensure access for those most in need. Action: Develop a plan in consultation with the community to achieve a sustainable level of revenue generation through user fees. Action: Pursue new/enhanced revenue sources and revenue sharing with senior levels of government (e.g. fuel tax, PST rebate, hotel tax, sales, employment/income taxes).

5 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 5 of PURPOSE Transit Master Plan Steering Committee Terms of Reference Appendix A To prepare for approval by Council: Transit Growth and Asset Management Plan(s); a Transit Master Plan; and to provide ongoing advice and recommendations to Public Works Infrastructure and Environment Committee and Council respecting future Gas Tax allocations. 2. MANDATE The mandate of the Steering Committee shall be to: a) Provide overall guidance and direction to Staff towards the preparation of the City s Ridership Growth and Asset Management Plan(s) as required for submission to the Province under the terms of the Gas Tax Agreement; b) Provide recommendations to the Public Works, Infrastructure and Environment Committee respecting all future Provincial Gas Tax allocations; c) Create and oversee a Transit Master Plan Task Force. The Task Force will provide ongoing advice and recommendations to the Steering Committee related to future Gas Tax allocations as well as community input for improvements to the City s Conventional Transit (HSR) and Specialized Transit (ATS) programs. 3. MEMBERSHIP COMPOSITION The Steering Committee shall be composed of the following: a) Four members of City Council 4. STAFF SUPPORT a) Representation from Transit, Capital Planning & Implementation, and Finance & Administration. b) Additional Staff representation at the discretion and direction of the Steering Committee. 5. REPRESENTATION A quorum shall be achieved when 50% plus one of the voting membership body is present.

6 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 6 of FUNDING a) The City s Transit Division shall provide for the administrative costs of operating the Committee(s), including the cost of meeting places and clerical support services, but excluding members salaries or mileage. b) The Committee shall have delegated authority to draw from Gas Tax reserve for Consulting services deemed necessary by the Committee, with the understanding that the Gas Tax Agreement confirms that Consulting fees associated with the creation of the Ridership Growth and Asset Management Plan(s) is an eligible expenditure. 7. MEETINGS a) The Steering Committee shall meet at the discretion of the Chairperson, but with sufficient frequency to complete the Ridership Growth and Asset Management Plan(s) in time for submission and approval by Council and the Province prior to January b) The meetings will be scheduled at the call of the Chairperson. c) The meetings shall be at locations as designated by the Steering Committee. 8. MINUTES AND AGENDA a) The Minutes of the Committee meetings shall be prepared by City staff and forwarded to Committee members. Amendments to the Minutes, as necessary, shall be included and dealt with in the subsequent meeting of the Steering Committee. b) The Committee agendas shall be proposed by the Chairperson. Requests for discussion of items not on the Agenda may be granted by the Chairperson. 9. AMENDMENTS TO THE TERMS OF REFERENCE The Terms of Reference may be amended periodically by consensus of the Steering Committee.

7 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 7 of 12 Transit Master Plan Task Force Terms of Reference Appendix B 1.0 MANDATE The Task Force will provide ongoing advice and recommendations to the Steering Committee related to future Gas Tax allocations as well as community input for improvements to the City s Conventional Transit (HSR) and Specialized Transit (ATS) programs. 2.0 ROLES & RESPONSIBILITIES The role of the Transit Master Plan Task Force (TMPTF) is to review and provide timely advice and recommendation on the Ridership Growth and Asset Management Master Plan(s) and Transit Master Plan implementation process. The TMPTF shall report to the Steering Committee and Council through the Transit Division. The role and responsibilities of the Task Force include but are not limited to the following: (1) Review and understand the approved City of Hamilton Ridership Growth and Asset Management Plan(s). (2) Review the operation of the City s transit system and current services; (3) Provide a community-based forum to present a wide range of input to the Transit Master Plan; (4) The TMPTF shall review reports, studies, and other documents on transit management issues that may be presented to the TMPTF by the City, consultants, community organizations or the general public. The Task Force shall provide input and recommendations to the City regarding these issues through the Ridership Growth & Asset Master Plan Steering Committee and the Transit Division; (5) Assist in exploration of new transit management practices and solutions; (6) Examine and advise on issues brought forward by members of the general community, including businesses, residents, education and local organizations; (7) Assist in identifying and resolving community concerns regarding the public transit system; (8) Gather information and provide feedback on the performance and overall public acceptance of the Master Plan; (9) Communicate Steering Committee decisions with their respective stakeholder groups, and the general community, when applicable; and (10) Designate representatives to participate or present information at staff meetings, Steering Committee meetings, City Council and at public events.

8 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 8 of MEMBERSHIP TERMS AND CONDITIONS The Task Force membership will reflect a broad range of social, economic and environmental interests in the community, including residents, businesses, education and local organizations. The terms and conditions of membership are the following: (1) The member must be a resident of the City of Hamilton and at least 18 years old; (2) Membership is open to any person who fully accepts these Terms of Reference; (3) Membership is voluntary; (4) New members will be approved by the Steering Committee and Council through an application and interview process; (5) Members must report any conflict of interest issues prior to decisionmaking; (6) Members shall operate in a consensus mode, allowing members to discuss their respective views and opinions and to listen to others; (7) Members are asked to review all documents, agendas and minutes presented to them to make informed decisions; and (8) Some activities of the Task Force will require additional time commitments dependent upon the nature of the project undertaken. 4.0 TASK FORCE ORGANIZATION & OPERATION 4.1 Representation Task Force meetings shall be open to all members of the community, including: Task Force members Public participants City representatives, including staff and Councillors 4.2 Membership Composition The Task Force shall have a maximum of fifteen (15) members. Membership of the Task Force is to be comprised of the following: Two representatives from the education sector One representative from H.A.B.I.A. One representative from T.U.G. One representative from the Senior s Advisory Committee One representative from the Accessibility Committee for Persons with Disabilities One representative from the Chamber of Commerce Two representatives from the public Six members of the public representing each of the Transit Service Areas (Ancaster, Dundas, Flamborough, Glanbrook, Hamilton, Stoney Creek,)

9 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 9 of 12 In the event of a vacancy, every effort will be made to fill the position from the sector vacated. However if there is insufficient interest in any particular sector, the position may be filled by a representative of another sector or a public member until such time as it is possible to obtain representation from that sector. In the event of a vacancy in one of the public positions representing the area rated municipalities, the vacancy shall be filled by a representative of the municipality vacated. 4.3 Operation (1) A quorum shall be achieved when 50% plus one member of the TMPTF membership body is present. (2) The Chairperson and a Vice-Chairperson shall be selected annually by election. Nominations for each of the positions will be received from the membership body. The nominated individuals will have the opportunity to accept or decline the nomination. Members will be allowed to vote for the individuals who accept the nomination. The person receiving the largest number of votes will be elected for the respective position. (3) In the absence of the Chairperson, the Vice-Chairperson or a designate appointed by the Chairperson should assume the role and rights of the Chairperson. (4) The Chairperson has the responsibility of facilitating the meeting. In the absence of the Chairperson, the Vice-Chairperson or designate will facilitate the meeting. (5) Decision-making will be based on the principle that everyone has a right to express his or her opinion. Decisions will be made by a vote of 50% plus one. (6) Voting members of the TMPTF are allowed to make motions for decisionmaking. Motions cannot be passed if a quorum is not achieved. (7) In the event that a member is absent from a meeting and does not agree with the advice or recommendations from the meeting, his/her dissent may be registered in person or by proxy with another member at the following meeting. (8) Staff are non-voting members. (9) Rules of procedure for TMPTF meetings may be established or changed with the consent of the TMPTF members, provided that the changes do not conflict with the standard procedures for other City Volunteer Committees.

10 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 10 of Terms of Office (1) The Term of Office for members is three years. (2) Membership will be staggered, with one third of the citizen members terms of office expiring each year. (3) Members can normally serve for a maximum of two terms of office. Incumbent members who wish to re-apply for the position must complete an application form stating their intentions. (4) If a member is absent for three meetings in a calendar year without approval from the Task Force, the member will be subject to replacement by the Task Force. New members will be elected through the application and interview process. 4.5 Meetings (1) The TMPTF shall meet at least four (4) times per year. Additional meetings may be scheduled at the discretion of the TMPTF. (2) A meeting schedule shall be prepared and forwarded to TMPTF members for information prior to the scheduled meetings. (3) The location of meetings shall be at sites as designated by the TMPTF and the staff representative. 4.6 Minutes and Agenda (1) The Minutes of the TMPTF meetings shall be provided by staff. Amendments to the minutes, as necessary, shall be dealt with at a subsequent meeting of the TMPTF. (2) The Chairperson and staff shall prepare the agenda in advance of the meeting. (3) The Chairperson may propose items for the agenda. Minutes and a draft meeting agenda will be forwarded to TMPTF members prior to each meeting. (4) The Chairperson may grant requests for discussion of items not on the agenda at the beginning of each meeting as part of the agenda approval. (5) Minutes of the meetings will be forwarded to the Steering Committee and the Public Works, Infrastructure and Environment Committee and will be posted on the City s web site. 4.7 Representation on Other Committees Task Force representation on other committees may be requested from time to time. The TMPTF will designate representatives as required. At the present time these committees include: Accessibility Committee for Persons with Disabilities (ACPD) Seniors Advisory Committee

11 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 11 of CITY OF HAMILTON SUPPORT SERVICES Staff will contribute technical information and support services to assist the TMPTF with its activities. The City of Hamilton representatives, including staff and Councillors, are non-voting members of the TMPTF. The staff function shall be to: (1) Provide accurate information to the TMPTF for the TMPTF to contribute informed advice and recommendations; (2) Provide information management services for the TMPTF, including cocoordinating meetings, assisting with the development of meeting agendas, preparing support materials as required by the TMPTF; (3) Provide the TMPTF with reasonable access to the City s consultants. (4) Ensure that the TMPTF has the opportunity to provide input on staff recommendations pertaining to the transit system, where possible; (5) Staff recommendations on the Ridership Growth & Asset Management Plans should receive input from the TMPTF before being presented to the Steering Committee, where possible; (6) Ensure the information presented at TMPTF meetings are documented in the form of minutes to reflect the discussion at the meetings, which will be available for general viewing; (7) Provide for the administrative costs of operating the TMPTF, including the cost of meeting places and clerical support services, but excluding members salaries; (8) Assist with providing travel arrangements for events scheduled by the TMPTF. 6.0 PUBLIC PARTICIPATION The public is encouraged to attend and participate in TMPTF meetings. The meetings shall be advertised in advance of the scheduled meeting. Conditions for public participation are the following: (1) The Chairperson or designate has the responsibility to ensure that the meeting proceeds in an orderly fashion to address agenda items; (2) The Chairperson or designate will give the public an opportunity to ask questions and give input after issues are discussed by the TMPTF; (3) The timeframe allotted for public questions and comments will be a regular item on the agenda at the discretion of the TMPTF; (4) Public participants will not be allowed to make motions at the meetings. TMPTF members may put forth motions based on information provided by public participants; (5) Public participants will not be allowed to vote; and (6) Public attendees will be required to provide their names and other pertinent information to the representative who is recording minutes for the meeting.

12 SUBJECT: Provincial Gas Tax Transit Master Plan Steering Committee Terms of Reference (PW05011b) - (City Wide) - Page 12 of AMENDMENTS TO THE TERMS OF REFERENCE (1) The TMPTF may make recommendations to the Steering Committee to amend the TMPTF Terms of Reference. (2) The Terms of Reference shall be subject to periodic review at a time corresponding with the term of Council and the TMPTF may recommend amendments to the Steering Committee. (3) Amendments to the Terms of Reference shall not be in force until they are approved by the Steering Committee. April 11, 2005