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11 29 2013 Accessibility Advisory Committee AgendaPage Tnwnship of Proud Heritage, Exciting Future 1. ADOPTION OF AGENDA a) Motion to Adopt the Agenda. TOWNSHIP OF ORO- MEDONTE ACCESSIBILITY ADVISORY COMMITTEE MEETING AGENDA COUNCIL CHAMBERS Friday, November 29, 2013 TIME: 9:30 a.m. 2. DISCLOSURE OF PECUNIARY INTEREST 3. ADOPTION OF MINUTES OF PREVIOUS MEETING: 2 - 4 a) Minutes of Accessibility Advisory Committee meeting held on Friday, October 4, 2013. 4. PRESENTATIONS: None. 5. COMMUNICATIONS: 5 - 26 a) Report No. CS12013 -06, Donna Hewitt, Director of Corporate and Strategic Initiatives, re: Integrated Accessibility Standards Regulation. 27 - 48 b) Donna Hewitt, Director of Corporate and Strategic Initiatives, re: Accessibility Plan and Progress Report. 49 - 55 c) Shawn Binns, Director of Recreation and Community Services, re: Arena Plans. 6. ANNOUNCEMENTS None. 7. NEXT MEETING DATE Friday, January 24, 2014 9:30 a.m. 8. ADJOURNMENT a) Motion to Adjourn. Page 1 of 55 3.a) Minutes of Accessibility Advisory Committee meeting hel... 7nzxslrip fl Prwnd Heritage, Exciting Future THE TOWNSHIP OF ORO- MEDONTE ACCESSIBILITY ADVISORY COMMITTEE Council Chambers Friday, October 4, 2013 TIME: 9:12 a.m. 2010 - 2014 COUNCIL Present: Councillor Lancaster, Chair Andrew Brierley Randy Hazlett Regrets: Staff Present: Glen Taber Donna Hewitt, Director of Corporate and Strategic Initiatives Marie Brissette, Committee Coordinator; Jodi Alexandre, Inclusion Coordinator Also Present: None. 1. ADOPTION OF AGENDA a) Motion to Adopt the Agenda. Motion No. AAC131004 -1 Moved by Brierley, Seconded by Hazlett It is recommended that the agenda for the Accessibility Advisory Committee meeting of Friday, October 4, 2013 be received and adopted. Carried. 2. DISCLOSURE OF PECUNIARY INTEREST None declared. Page 1 of 3 Page 2 of 55 3.a) Minutes of Accessibility Advisory Committee meeting hel... Accessibility Advisory Committee Minutes — Friday, October 4, 2013. 3. ADOPTION OF MINUTES OF PREVIOUS MEETING: a) Minutes of Accessibility Advisory Committee meeting held on Thursday, May 30, 2013. Motion No. AAC131004 -2 Moved by Hazlett, Seconded by Brierley It is recommended that the draft minutes of the Accessibility Advisory Committee meeting of Thursday, May 30, 2013 be adopted as printed and circulated. 4. PRESENTATIONS: None. 5. COMMUNICATIONS: a) Justin Hodgkinson, Community Recreation Coordinator, re: Ontario Sport and Recreation Communities Fund [from the January 31, 2013 meeting]. Motion No. AAC131004 -3 Moved by Brierley, Seconded by Hazlett It is recommended that the information presented by Jodi Alexander, Inclusion Coordinator, re: Ontario Sport and Recreation Communities Fund be received. Carried. Carried. b) Marie Brissette, Committee Coordinator, re: Terms of Reference [from May 30, 2013 meeting]. Motion No. AAC131004 -4 Moved by Hazlett, Seconded by Brierley It is recommended that the information presented by Marie Brissette, Committee Coordinator, re: Terms of Reference be received. Carried. Page 2 of 3 Page 3 of 55 3.a) Minutes of Accessibility Advisory Committee meeting hel... Accessibility Advisory Committee Minutes — Friday, October 4, 2013. c) Marie Brissette, Committee Coordinator, re: Draft Accessibility Standard for Information and Communications [To be distributed at the meeting]. Motion No. AAC131004 -5 Moved by Brierley, Seconded by Hazlett It is recommended 1. That the information presented by Marie Brissette, Committee Coordinator, re: Draft Accessibility Standard for Information and Communications be received. 2. And That it is recommended to Council that the Draft Accessibility Standard for Information and Communications be adopted. 6. ANNOUNCEMENTS None. 7. NEXT MEETING DATE To be determined. 8. ADJOURNMENT a) Motion to Adjourn Motion No AAC131004 -6'' Moved by Hazlett, Seconded by Brierley It is recommended that we do now adjourn at 10:32 a.m. Councillor Lancaster, Chair Carried. Carried. Marie Brissette, Committee Coordinator Page 3 of 3 Page 4 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... REPORT Touinship of t(X' - Lam" ' Proud Heritage, Exciting Future Report No. CSI2013.06 To: Council Prepared By: Donna Hewitt, Director of Corporate and Strategic Initiatives and Marie Brissette, Committee Coordinator Meeting Date: November 6, 2013 Subject: Integrated Accessibility Standards Regulation Motion # Roll #: RECOMMENDATION(S): Requires Action X For Information Only It is recommended that: 1. That Report No. CSI2013 -06, Donna Hewitt, Director of Corporate and Strategic Initiatives, re: Integrated Accessibility Standards Regulation be received. 2. That draft Policy POL- AODA -03 Accessibility Standard for Information and Communications be adopted. 3. And That draft Policy POL -HR -5.01 Employee Accommodations be adopted. BACKGROUND: The Accessibility for Ontarians with Disabilities Act, 2005 ( "AODA ") was passed with the purpose of developing, implementing and enforcing accessibility standards in order to achieve accessibility for all persons with disabilities with respect to goods, services, facilities, accommodations, employment, buildings structures and premises. Ontario Regulation 429/07 entitled "Accessibility Standards for Customer Service" (Ontario Regulation 429/07) came into force on January 1, 2008, and required the public sector to be compliant on January 1, 2010. The Township adopted POL -AODA- 01, Accessibility Standards for Customer Service on October 9, 2009, and continuous training has been provided to Members of Council, staff, committee members, volunteer firefighters, hall board members, and has been integrated into contract tenders. Ontario Regulation 191111 entitled "Integrated Accessibility Standards Regulation" ( "IASR ") came into force in July 2011 and applies to: 1) Information and Communications; 2) Employment Recruit, Assessment, Selection and Retention; 3) Transportation; Corporate and Strategic Initiatives November 6, 2013 Report No. RC2013 -06 Page 1 of 5 Page 5 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 4) Accessible Transit (accessible buses, platforms. taxis and ferries); and 5) Design of Public Spaces. The intent of this report is to provide Council with an update on its requirements under the AODA to the public sector and its associated considerations /implications, in addition to ensuring that all stakeholders have equitable barrier free access to municipal services. It is important to note that the private sector is also required to comply with the AODA, however, compliance dates differ from the public sector. ANALYSIS: 1) Information and Communications This Standard establishes accessibility standards specific to information and communications for public sector organizations that provide goods and services to members of the public or third parties. This Standard specifically applies to documentation produced by the Township, such as agendas, brochures, invoices, emergency plans and public safety notices, as well as the Township's website and web content (discussed later in the report). Exemptions include special collections, archived materials, rare books and donations. The Township is required to be compliant by January 1, 2014. To be compliant, the Township shall: - Provide documents in an accessible format and communication supports, in a timely manner, at no cost greater than that provided for within the Township's Fees and Charges By -Law; - Consult with the individuals) seeking a formatted document; - Notify the public of the availability of accommodation; and - Notify the public that mechanisms for feedback are available. Examples of potential requests could include: documents produced in braille, obtaining a sign language interpreter for a meeting, reproducing information in an audio format etc. Costs associated with these requests are unknown at this time however, staff is reviewing partnerships with community service providers within the community to best address these requests in an efficient manner. Attachment 1 is the draft Accessibility Standard for Information and Communications Policy. Training on this Policy will be provided to Members of Council, all staff, volunteers, committee and hall board members. The Township has a legislative obligation to inform individuals in the private sector contracted by the Township which will become part of the contract process. Website and website content is required to be accessible in two stages. The Township is required to be World Wide Web Consortium Web Content Accessibility Guidelines "WCAG" 2.0 Level A compliant by January 1, 2014 and WCAG 2.0 Level AA by 2021. In testing using Analysis tools on the web, the Township's website is nearly entirely compliant to the WCAG 2.0 Level AA level. The Township is in the process of changing Corporate and Strategic Initiatives November 6, 2013 Report No, RC2013 -06 Page 2 of 5 Page 6 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... the platform for the website. The current platform of the website is Oracle, based and new platform will be Microsoft SharePoint based. The Information Technology Division is working with the County of Simcoe to ensure continued compliance. 2) Employment Recruit, Assessment, Selection and Retention This Standard establishes accessibility standards specific to the recruitment, selection, accommodation plans, and employment support and workplace emergency responses for Employees and candidates for employment. The Township is required to be compliant by January 1, 2014. To be compliant, the Township shall have an Employment Accommodation policy. A general statement included in job postings to address potential requests is as follows "The Township of Oro - Medonte is committed to an inclusive, barrier free environment. Accommodation will be provided in all steps of the hiring process. Please advise the Township of Oro - Medonte Human Resources Department if you require any accommodations to ensure that you can participate fully and equally during the recruitment and selection process." Examples of requests may be accommodations during recruitment via documentation provided in an accessible format, adjustable office equipment or for an interview to take place in a room that is accessible with an assistive device. Attachment 2 is the draft Human Resources Employment Accommodation Policy. Employees shall be notified of the Township's Accessible Workplace and offered accommodations where required. 3) Transportation This Standard does not apply to the Township at this time as it relates to accessible commuter rails, motor coaches, subways and specialized transportation services such as accessible transit. 4) Accessible Transit This Standard does not apply to the Township at this time as it relates to accessible buses, platforms and taxis. 5) Design of Public Spaces The Design of Public Spaces Standards (Accessibility Standards for the Built Environment) will come into effect on January 1, 2016. This mandates that all new construction of, or major changes related to: - Recreational trails /beach access routes; - Outdoor public eating areas; - Outdoor play spaces; - Outdoor paths of travel; Parking areas; and Corporate and Strategic Initiatives November 6, 2013 Report No. RC2013 -06 Page 3 of 5 Page 7 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... - Service- related elements such as service counters must conform to a certain set of standards. Organizations are not required to make changes to their existing public spaces. The standard only applies when organizations build new or make major changes to existing elements of public spaces. Prior to undertaking any construction or upgrade project related to the specific requirements of the Accessibility Standard for the Design of Public Spaces, the Township will consult the Accessibility for Ontarians with Disabilities Act, 2005 Ontario Regulation 191/11 Integrated Accessibility Standards Part IV.1 Design of Public Space Standards (Accessibility Standards for the Built Environment) and undertake consultation with the Township's Accessibility Advisory Committee, as required or as deemed appropriate. FINANCIAL / LEGAL IMPLICATIONS / RISK MANAGEMENT: 1) Information and Communications Accessible Documents: Expenses will depend on types and the number of requests for documents to be produced externally. Staff will be diligent in mitigating unplanned costs by promoting use of technology to provide documents to the requester(s). Accessible Website: Expenses should be minimal and incorporated in the cost of design and build of the new website. 2) Employment Recruit, Assessment, Selection and Retention Expenses will depend on types and number of requests. 3) Design of Public Spaces Costs will be factored into all design and budgeted accordingly. POLICIES /LEGISLATION: • Accessibility for Ontarians with Disabilities Act, 2005 • Ontario Regulation 191111 entitled "Integrated Accessibility Standards Regulation" CORPORATE STRATEGIC GOALS: • Service Excellence • External Relations • Customer Service • Quality of Life • Safe and Healthy Community Corporate and Strategic initiatives Report No. RC2013 -06 November 6, 2013 Page 4 of 5 Page 8 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... CONSULTATIONS: • Accessibility Advisory Committee; • Simcoe County Accessibility Working Group; • Ontario Network of Accessibility Professionals; ATTACHMENTS: • Attachment 1 — Draft Accessibility Standard for Information and Communications Policy • Attachment 2 — Draft Human Resources Employment Accommodation Policy CONCLUSION: Respectfully submitted: / Donna ewitt, Director of Corporate and Strategic Initiatives Shawn Binns, Director of Recreation and Community Services Harold Dayn rd, Manager of Information Technology al, _II Made B issette, Committ C• • rdinator ara Obee, Manager of Health Safety, Human Resources Corporate and Strategic Initiatives Report No. RC2013 -06 November 6, 2013 Page 5 of 5 Page 9 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... Township of Proud Heritage, Exciting Future Attachment 1 to Report No. CS12013 -06 Accessibility Standard for Information and Communications Department /Section All Policy and Procedures for POL- AODA -03 Subject Accessibility Standard for Information and Communications 1. Background 1.1 The Accessibility for Ontarians with Disabilities Act, 2005 ( "AODA ") was passed with the purpose of developing, implementing and enforcing accessibility standards in order to achieve accessibility for all persons with disabilities with respect to goods, services, facilities, accommodations, employment, buildings structures and premises. Enacted by Council: Motion # 1.2 Ontario Regulation 191/11 entitled "Integrated Accessibility Standards Regulation" ( "IASR ") came into force in July 2011. Part II of the IASR establishes accessibility standards specific to information and communications for public sector organizations and other persons or organizations that provide goods and services to members of the public or third parties. 2. Definitions "Accessible formats" may include, but are not limited to, large print, recorded audio, electronic formats such as HTML, PDF, TIFF and MS Word, braille, read, write or draw, closed captioning, assistive devices, sign language or interpretation, repeating, clarifying or restating the information, and other formats usable by persons with disabilities; "Communications" means the interaction between two or more persons or entities, or any combination of them, where information is provided, sent or received; "Communication supports" may include, but are not limited to, captioning, alternative and augmentative communication supports, plain language, sign language and other supports that facilitate effective communications; "Disability" shall mean: a) Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co- ordination, blindness or visual impediment, deafness or hearing Page 1 of 10 Page 10 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; b) A condition of mental impairment or a developmental disability; c) A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language; d) A mental disorder; or e) An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act. "Employees" shall mean every person who deals with members of the public or other third parties on behalf of the Township, whether the person does so as an employee, agent, volunteer or otherwise. "Information" includes data, facts and knowledge that exists in any format, including text, audio, digital or images, and that conveys meaning. "Person with a Disability" shall mean those individuals that are afflicted with a disability as defined under the Ontario Human Rights Code. "Township" shall mean the Corporation of the Township of Oro - Medonte. 3. Statement 3.1 The Township shall use reasonable efforts to ensure that its policies and procedures are consistent with the following principles: 1) Shall, upon request, provide or arrange for the provision of accessible formats and communication supports for persons with disabilities in a timely manner that takes into account the person's accessibility needs, at a cost that is no more than the regular cost charged to other persons; 2) Shall consult with the person making the request in determining the suitability of an accessible format or communication support; 3) Shall notify the public about the availability of accessible formats and communication supports; 4) Shall communicate with a person with a disability in a manner that takes into account the person's disability. 3.2 When communicating with a person with a disability, employees shall take the person's disability into account. The Township shall follow four core principles: 1) Dignity; 2) Independence; 3) Integration; and 4) Equal opportunity. 3.3 What can employees do to help persons with disabilities access our documents? 1) Ask how you can help; 2) Offer a variety of methods and formats of communication and how to interact with persons with disabilities; and 3) Understand the nature and scope of the service offered. Page 2 of 10 Page 11 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 3.4 This policy and applicable procedures applies to all persons who communicate with members of the public, including third parties on behalf of the Township, whether the person does so as an employee, member of Council, Committee or Advisory Group, agent, volunteer, student on placement, or otherwise, and all persons who participate in the provision of goods and services to members of the public or other third parties. 3.5 As provided by the IASR, exemptions to the provision of accessible documents may include: 1) When the technology to convert the information is not readily available; or 2) The information may be lost in the conversion process and cannot be conveyed in a meaningful way (examples: visual information in an architectural blueprint). 3.6 If it is not possible to convert the requested material, the Township will provide the requester with an explanation as to why the information or communications are unconvertible and a summary of the information or communications requested. 4. Communication Practice 4.1 In -house printed material and publications produced on behalf of the Township shall contain a note indicating "alternative formats are available upon request" and include relevant contact information. Where possible, Township publications shall adhere to the CNIB's Clear Print Standards', being, but not limited to: 1) Use high contrast colours for text and background (examples: black or dark blue text on a white or yellow background, or white /yellow text on a black/dark blue background, avoid use of red); 2) Printed material is most readable in black and white and reserve coloured text for titles, headlines or highlighted material; 3) Keep the text preferably between 12 and 18 points; 4) Leading space, which is the space between lines of text, should be at least 25 to 30 per cent of the point size; 5) Use an Arial or Tahoma font; 6) Use fonts with medium heaviness and avoid light type with thin strokes (examples: when emphasizing a word or sentence, use a bold or heavy font; avoid italics or upper -case letters); 7) Choose a monospaced (non - justified) font rather than one that is proportionally (justified) spaced, keep a wide space between letters; 8) Separate text into columns to make it easier to read; 9) Use wide binding margins or spiral bindings if possible; 10) Use flat pages; 11) Use a matte or non - glossy finish to cut down on glare; 12) Avoid watermarks or complicated background designs; 13) Use distinctive colours, sizes and shapes on the covers of materials to make them easier to tell apart; 14) Avoid using the return key to add multiple spaces. http: / /www.cnib.ca /en/ services / resources /Clearprint/ Documents /CNIB %20CIear %20Print %20 Guide.pdf Page 3 of 10 Page 12 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 4.2 Electronic materials and publications produced on behalf of the Township shall be provided in electronic formats such as, but not limited to, HTML, PDF, TIFF or MS Word. 4.3 Should the Township be requested to provide a person with a disability a public document or information, the Township will take into consideration the communication needs of the person with the disability and provide the document or information in a format that is agreed upon by the person with the disability. 4.4 If one form or method of communication cannot be used by a person with a disability, the Township will do their best to provide another form or method, or a combination. 5. Types of Disabilities Below are a few types of disabilities and in no wa 5.1 Physical Disabilities ,A., excludes other types of disabilities. Physical disabilities include a range of functional limitations in moving or coordinating one or more parts of the body (i.e. muscle weakness, tremors, paralysis, Muscular Dystrophy, tendonitis, etc.). A physical disability may affect an individual's ability to: 1) Perform manual tasks such as holding a pen, turning a key or gripping a door knob; 2) Move around independently; 3) Walk for long distances; 4) Sit or stand for extended periods of time; 5) Control the speed or coordination of movements; 6) Coordination and balance; 7) Manipulate objects; and /or 8) Have strength or endurance. Information and Communication Procedures: Ask if they require assistance as people with disabilities often have their own way of doing things; 1) Do not touch, lean on or interfere with their assistive equipment as this is part of their personal space; 2) Advise of the Township's use of the CNIB's Clear Print Standards and ask if they require an alternative format (i.e. audio, PDF, HTML, TIFF, large print, provide the information electronically); 3) Offer a verbal explanation of the information they are seeking; 4) Ask for their format preference and provide the document or information accordingly. 5.2 Deaf, Deafened and Hard of Hearing Hearing loss may cause problems in distinguishing certain frequencies, sounds or words. A person who is deaf, deafened or hard of hearing may be unable to: • Maintain conversations over the telephone; • Understand speech in noisy environments; and /or • Pronounce words clearly enough to be understood. Page 4 of 10 Page 13 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... Information and Communication Procedures: 1) Ask if they require assistance as people with disabilities often have their own way of doing things; 2) Do not touch, lean on or interfere with their assistive equipment as this is part of their personal space; 3) Advise of the Township's use of the CNIB's Clear Print Standards and ask if they require an alternative format (i.e. audio, PDF, HTML, large print, provide the information electronically); 4) Ask for their format preference and provide the document or information accordingly. 5.3 Vision Disabilities Vision disabilities can include loss of peripheral (side) vision, lack of central vision therefore the person cannot see straight, tunnel vision where a person can only see straight ahead, some people can see the outline of objects while others can see the direction of light, and some people are completely blind. Vision loss may result in: • Difficulty reading or seeing faces; • Difficulty maneuvering in unfamiliar places; • May restrict a person's ability to read signs, locate landmarks or see hazards; • Inability to differentiate colours or distances; • A narrow field of vision; • The need for bright light, or contrast; and /or • Night blindness. Information and Communication Procedures: 1) Don't assume the person can't see the document; 2) Advise of the Township's use of the CNIB's Clear Print Standards and ask if they require an alternative format (i.e. audio, PDF, HTML, TIFF, large print, provide the information electronically); 3) Offer a verbal explanation of the information they are seeking. 5.4 Deaf - Blindness Disabilities Deaf - blindness is a combination of hearing and vision loss. A person with this disability may utilize sign language systems, Braille, telephone devices, communication boards or a combination of these. Many people who are deaf -blind use the services of an Intervener who relays the information to the person with the disability. Deaf - blindness may result in great difficulty to: • Access goods and services; • Communicate; • Learn or comprehend; and /or • Orientation and mobility. Information and Communication Procedures: 1) Don't assume the person can't see the document or can't hear you; 2) As if the person requires the information in Braille or if the person utilizes a screen reader (examples: JAWs, Dragon Naturally Speaking, Kurzweil) and if the person desires the document to be formatted to be read by a screen reader. Page 5 of 10 Page 14 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 5.5 Speech Disabilities Speech disabilities involve the partial or total loss of the ability to speak, and includes difficulty with: • Pronunciation; • Pitch and loudness; • Hoarseness or breathiness; and /or • Stuttering or slurring. Information and Communication Procedures: 1) Don't assume the person can't understand the information; 2) Advise of the Township's use of the CNIB's Clear Print Standards and ask if they require an alternative format (i.e. audio, PDF, HTML, TIFF, large print, provide the information electronically); 3) Offer a verbal explanation of the information they are seeking. 5.6 Intellectual or Developmental Disabilities Intellectual disabilities affect a person's ability to think and reason and the person may have difficulty with: • Understand verbal or written information; • Conceptual information; • Perception of sensory information; and /or • Memory. Information and Communication Procedures: 1) Don't assume the person can't understand the information; 2) Advise of the Township's use of the CNIB's Clear Print Standards and ask if they require an alternative format (i.e. audio, PDF, HTML, TIFF, large print, provide the information by email); 3) In written information, use the Glenn Pound Methodology's of Plain Language2, being, but not limited to: • Say what you mean, write what you mean; • Use the verb form rather than the noun form (avoid use of impersonal tone); • Use an active voice rather than a passive voice by using the word order: subject, verb and object); • Use positive rather than negative; • Cut out unnecessary words; • Keep paragraphs short; • Leave space between paragraphs; 4) Offer a verbal explanation of the information they are seeking; 5) Offer to provide the document in an abbreviated format and with extra white space. 2 Glenn Pound for MTML Incoming, Metro Toronto Movement for Literacy (March 2000) Page 6 of 10 Page 15 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 5.7 Learning Disabilities Learning disabilities include a range of disorders that affect the how a person receives, expresses or processes information and can result in difficulty with: • Reading, mathematical skills, writing and /or fine motor skills; • Problem solving; • Time management; • Orientation and following directions; and /or • Processing information. Information and Communication Procedures: 1) Use the Glenn Pound Methodology's of Plain Language3, being, but not limited to: • Say what you mean, write what you mean; • Use the verb form rather than the noun form (avoid use of impersonal tone); • Use an active voice rather than a passive voice by using the word order: subject, verb and object); • Use positive rather than negative • Cut out unnecessary words; • Keep paragraphs short; • Leave space between paragraphs; • Be generous with white space. 2) Give them the time they need to get their point across; 3) Ask if they understand; 4) Make sure you understand what they are asking for and if you don't, ask them again; 5) Provide one piece of information at a time; 6) Be prepared to explain and provide examples regarding information; 7) Remember that the person is an adult and unless you are advised otherwise, can make their own decisions; 8) Provide the information in various forms (i.e. verbal, written, drawings); 9) Speak directly to the person; and /or 10)Be patient and ask a coworker for assistance if you require it. 5.8 Mental Health Disabilities Mental health disabilities include a range of disorders; however there are three main types: anxiety, mood and behavioral. People with mental health disabilities may appear: • Irritated; • Aggressive; • Abrupt; • Indecisive; and /or • Spontaneous laughter or anger. 3 Glenn Pound for MTML Incoming, Metro Toronto Movement for Literacy (March 2000) Page 7 of 10 Page 16 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... Information and Communication Procedures: 1) Don't assume the person can't understand the information; 2) Advise of the Township's use of the CNIB's Clear Print Standards and ask if they require an alternative format (i.e. audio, PDF, HTML, large print, provide the information electronically); 3) Use the Glenn Pound Methodology's of Plain Language4, being, but not limited to: • Say what you mean, write what you mean; • Use the verb form rather than the noun form (avoid use of impersonal tone); • Use an active voice rather than a passive voice by using the word order: subject, verb and object); • Use positive rather than negative; • Cut out unnecessary words; • Keep paragraphs short; • Leave space between paragraphs; 4) Offer a verbal explanation of the information they are seeking; 6) Offer to provide the document in anabbreviated format and with extra white space. 6. Assistive Devices. A person with a disability may provide their own assistive device for the purpose of obtaining, using and benefiting from information and documentation. At all times, it is the responsibility of the person with the disability to be in care and control of the assistive device. 7. Feedback / Complaint Forms. 7.1 The Township will invite and welcome any feedback or complaints and view it as an opportunity to learn and improve. 7.2 The Feedback / Complaint Form, attached to this Policy as Appendix "A ", will be posted on the Township's website at www.oro - medonte.ca, or provided upon request in a manner that takes into account the person's disability. 7.3 Feedback or complaints from members of the public shall be received by the Office of the Chief Administrative Officer in any communicative form appropriate for the person providing feedback or complaint. 7.4 Any responses will be coordinated appropriately per the direction of the Chief Administrative Officer in a timely manner. 7.5 Feedback or complaint will be reviewed by the appropriate employees to ensure that all appropriate and available measures will be undertaken by the Township in the provision of information and documentation to persons with disabilities. 4 Glenn Pound for MTML Incoming, Metro Toronto Movement for Literacy (March 2000) Page 8 of 10 Page 17 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 7.6 Feedback or complaint will be considered highly confidential to ensure the protection of personal information. 7.7 If feedback or complaint is received verbally, the employee shall produce the feedback or complaint in a written format and repeat the information to the person providing the feedback or complaint to ensure accuracy. 8. Training. 8.1 The Township will ensure that all persons to whom this policy applies receives training as required by Ontario Regulation 191/11 entitled "Integrated Accessibility Standards Regulation ", as soon as reasonably practicable, and reviewed when any amendments are made to the Township's policy and procedures. 9. Non - Compliance. 9.1 Failure to comply with this policy and applicable procedures will result in disciplinary action up to and including dismissal 10. Review and Amendments 10.1 The Accessibility Advisory Committee shall be responsible for the review process and any recommendation of any subsequent amendments to this policy document. Review and amendments shall take place within the first quarter of every year, or as reasonably possible. It is the responsibility of all employees of the Township of Oro - Medonte to ensure that they are aware of this policy by completing POL -HR -01 -Form 1. Page 9 of 10 Page 18 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... Appendix "A" Feedback / Complaint Form Thank you for visiting the Corporation of the Township of Oro - Medonte. We value all of our customers and strive to meet everyone's needs. Your feedback is important to us. By answering the following questions you will help our organization to better assist you. 1 Date and time of your visit: 2 Did we respond to your customer services needs today? ❑ Yes, ❑ No 3 Was the information and documentation you were seeking provided to you in an accessible format? ❑ Yes ❑ Somewhat ❑ No (please explain below) 4 Did you encounter any problems in accessing our information and documentation? ❑ Yes (please explain below) ❑ Somewhat (please explain below) ❑ No Please provide an explanation or add any other comments you may have: Contact information (optional): Thank you, Management Page 10 of 10 Page 19 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... Township ojerkonte, Proud Heritage, Exciting Future Policy Department /Section HUMAN RESOURCES Policy # POL -HR -5.01 Subject EMPLOYMENT ACCOMMODATION PURPOSE: To establish a Policy for the Township of Oro - Medonte that outlines the Corporation's legal obligations to eliminate disadvantage by accommodating needs of current and potential employees in accordance with the Ontario Human Rights Code. This policy validates the Township as an equal opportunity employer which meets the requirements set forth by the Accessibility for Ontarians with Disabilities Act (AODA) and which is willing to accommodate any applicant pursing employment upon request. Enacted by Council: Motion # SCOPE: This policy applies to all full -time, part -time, seasonal, contract and student /co -op employees, as well as all Township job applicants, at all locations of the Corporation, members of Council and persons appointed by Council to Committees /Working Groups. Where any provision of this policy conflicts with the terms of the collective agreement, the collective agreement will prevail. DEFINITIONS: Barriers Individuals can experience discrimination as a result of physical (building design), attitudinal (stereotypes or prejudices) or systemic barriers. Systemic barriers in the workplace are formal or informal policies, practices or rules which, when applied in the same way to everyone, may have the effect of unfairly excluding or restricting the participation of some individuals (i.e. a work schedule that conflicts with religious observance days). Duty to Accommodate Duty to accommodate refers to the obligation of an employer to take steps to eliminate the disadvantage caused by systemic, attitudinal, or physical barriers that unfairly exclude individuals or protected groups. Under the Ontario Human Rights Code, every person has the right to equal treatment with respect to employment on the basis of: race, ancestry, place of Page 1 of 6 Page 20 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status, or disability. Employment Accommodation There are two types of accommodation: a. Universal Accommodation: the elimination of employment and physical barriers (i.e. modifying facilities, policies and practices; and, b. Individual Accommodation: an adaption or adjustment that enables individuals to compete for employment on responsibilities. Undue Hardship Undue hardship refers to the extent to which an employer must ati:empt to accommodate the needs of an employee on grounds protected under the Ontario Human Rights Code. Accommodation requires more than a minimal effort on the part of the employer. The employer must take all reasonable steps to see that an employee can be accommodated in the workplace; however, there are limits to accommodating an employee. If the employer can show that further efforts to accommodate would create significant hardship as an employer, they have met their legal obligations. an equal basis or to perform their essential job Three factors which will be considered in determining undue hardship are: 1) Cost of Accommodation, i.e. whether or not the cost threatens the viability of the employer; 2) Outside sources of funding; and 3) Health and safety requirements. Other factors may also be relevant. Each accommodation situation must be assessed on its own set of circumstances to determine if the employer has reached the point of undue hardship. POLICY: The Corporation of the Township of Oro - Medonte values individual differences, respects individual needs, and supports accessibility, diversity and fairness in our treatment of all individuals. The goal of this Employment Accommodation Policy is to establish and maintain an inclusive workplace, and to provide workplace accommodation as required. The Township recognizes its duty to accommodate to the point of undue hardship, and commits itself to an accommodation process that occurs as quickly and confidentially as possible. Accommodation Process The Township's commitment to accommodation extends to all employment activities: recruitment and selection, orientation, working conditions, promotion, training, performance management, career development, workforce transition, return to work and all other employment activities as required. For instance, applicants may request accommodation for an interview or test, a new employee may request an accommodation upon commencing a Page 2 of 6 Page 21 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... new job during an offer of employment or someone who has been in a job for a while may make an accommodation request for a training session he or she is attending. In addition, the Township commits to taking into account the accessibility needs of employees with disabilities, as well as any individual accommodation plans, when using its performance management process, when providing career training & development and during the redeployment of employees. Accommodation in the Recruitment & Selection Process The following outlines the accommodation process to be followed by Human Resources during the recruitment/ selection phase of employment: 1. Human Resources shall ensure that qualifications are reasonable and pertain to the job when constructing a job posting. The posting should focus on the education, experience, skills, and abilities that reflect the bona fide occupational requirements of the job. 2. Human Resources shall ensure that all potential applicants are aware that the Township will take steps to accommodate any special needs in the interview or testing process. Job applicants must identify their needs up front and provide timely information about how their situation or condition may affect their abilities to perform in an interview or test in order to receive pre - employment accommodation. 3. Human Resources shall communicate the offer of accommodation to all applicants at the beginning of the selection process. This may involve explaining to candidates the assessment methods and formats to be used. This will prove to be especially helpful for persons with disabilities as it helps them identify whether they need an accommodation and the type of accommodation required for each stage of the assessment. 4. When an applicant makes a request for accommodation, Human Resources will ask the individual to identify what he or she will need in order to be able to allow him or her to compete on an equal basis with other candidates. Human Resources should try and obtain as much information on the person's needs as possible in a professional and sensitive manner. In most, cases, the candidate is the best source of information. 5. Human Resources must ensure that any accommodations made do not change the nature of the qualification being assessed or the level at which it is assessed. Accommodations should be designed to allow for assessment of candidates without placing them at an advantage or disadvantage when compared to other candidates. Accommodations which may be provided during the interview or testing process include: • Providing alternatives to written testing (i.e. audiocassettes, oral test) or large print for people with visual impairments; • Hiring a sign language interpreter for an applicant who is deaf; • Allowing a person with a speech disability additional interview time; Page 3 of 6 Page 22 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... • Changing the selection schedule to accommodate parental responsibilities or religious observance; or, • For positions where understanding of spoken English is not a requirement of the position, allowing a job applicant whose understanding of spoken English may act as a barrier to fair testing of job - related abilities to use an English- second language dictionary during a selection test. 6. It is the responsibility of Human Resources to record all details of requests for accommodations and to document all steps taken in the accommodation process. After a conditional offer of employment has been made, Human Resources will remind the individual of the Township's commitment to provide accommodation in the workplace. Human Resources will ask whether an accommodation is required for the individual to achieve the expected outcomes of the job. Workplace Emergency Response Information The Township shall provide individualized workplace emergency response information to employees who have a disability, if the disability is such that the individualized information is necessary and as soon as the Township is aware of the need for accommodation due to the employee's disability. If an employee who receives individualized workplace emergency response information requires assistance and with the employee's consent, the Township shall provide the workplace emergency response information to the person designated by the Township to provide assistance to the employee. The Township shall review the individualized workplace emergency response information when:, 1. The employee moves to a different location in the organization; 2. The employee's overall accommodations needs or plans are reviewed; and, 3. The Township reviews its general emergency response policies. Employee Accommodation Request If the individual requiring accommodation is an existing employee or an employee returning to work from a disability leave, he or she is responsible for requesting accommodation. However, there may be some circumstance where a Supervisor and /or Manager may initiate the discussion of the need for accommodation. For example, during an attendance management meeting a manager may ask whether a workplace accommodation is necessary. If the individual requiring accommodation is an existing employee or an employee returning to work, the following process for employment accommodation shall be followed: 1. Supervisors and /or Managers should encourage employees to submit their request for accommodation in writing, giving as much notice as possible. All written requests for accommodation will be addressed. Page 4 of 6 Page 23 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... 2. The Supervisor and /or Manager, in consultation with Human Resources, must undertake the following steps: • Explore the accommodation request; • Identify the essential functions of the employee's job; and, • Determine the precise job - related limitation. • Note: Every effort possible shall be taken to protect the privacy of the employee's personal information. 3. The Supervisor and /or Manager, in consultation with Human Resources and the employee requesting accommodation, shall discuss accommodation solutions and assess the effectiveness each would have in allowing the individual to perform the job optimally. Accommodation solutions shall also be assessed based on costs, benefits and detriments flowing from the accommodations. • Note: It is crucial that the employee requesting accommodation participate in the development of their own individual accommodation plan. Where the employee is represented by the bargaining unit, the employee has the right to request the participation of a bargaining agent representative in the development of the accommodation plan. 4. If necessary, the Township can request an evaluation by an outside medical or other expert, at the Township's expense, to assist in determining if accommodation can be achieved and, if so, how accommodation can be achieved. 5. Reasonable efforts will be made to adopt an accommodation which meets the preferences of the employee. However, ultimate authority concerning the choice of a reasonable accommodation resides with the Township. 6. Once the accommodation option has been selected, the chosen accommodation should be implemented as quickly as possible. In some cases it may be necessary to provide interim accommodation. While waiting for an accommodation to be put in place, a Supervisor and /or Manager may exempt an employee from some essential duties and /or arrange to have those duties performed by someone else. 7. In certain circumstances, it may be necessary to monitor the success of the specific accommodation. For example, with respect to accommodations for persons with disabilities, it is often necessary to review, modify or upgrade accommodations as disability - related needs and accommodation options change over time. The frequency with which the individual accommodation plan will be reviewed and updated and the manner in which it will be reviewed will depend on the individual accommodation plan. 8. The duty to accommodate does not create an endless obligation on the Township as an employer. If an individual accommodation plan is denied or discontinued, Human Resources will communicate the reasons for the denial to the employee in writing. Individual circumstances, the ability to perform the essential duties of the job, the Page 5 of 6 Page 24 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... success of accommodation attempts, the cooperation of the employee, and performance issues will all be relevant in determining whether a particular accommodation can be provided or continued. Where the provision of accommodation raises the likelihood of causing undue hardship, the employee will be informed of these reasons. It shall be the responsibility of all employees of the Township of Oro - Medonte to ensure that they are aware of this policy by completing POL -HR- 1.01 -Form 1. Page 6 of 6 Page 25 of 55 5.a) Report No. CSI2013 -06, Donna Hewitt, Director of Corpor... Council Meeting Minutes — November 13, 2013. 9. IDENTIFICATION FROM THE PUBLIC OF AN AGENDA ITEM OF INTEREST: 10. REPORTS OF MUNICI ° OFFICERS: a) Hugh Murray, Fire Chief, re: Fire ter Plan. A PowerPoint presentation was presented. M n No. C131113 -3 • Moved by • tanche, Seconded by Meyer Be it resolved that th 'owerPoint presentation presented by Hugh Murray, Fire and Brad Bigrigg re: Fire ster Plan be received and that staff report back at a future Council meeting. ief Carried. b) Report No. CSI2013 -06, Donna Hewitt, Director of Corporate and Strategic Initiatives, re: Integrated Accessibility Standards Regulation [deferred from November 6 meeting]. Motion No. C131113 -4 Moved by Crawford, Seconded by Evans Be it resolved 1. That Report No. CS12013 -06, Donna Hewitt, Director of Corporate and Strategic Initiatives, re: Integrated Accessibility Standards Regulation be received. 2. That draft Policy POL- AODA -03 Accessibility Standard for Information and Communications be adopted. 3. And That draft Policy POL -HR -5.01 Employee Accommodations be adopted. • in Dunn, CAO re: Lake Simcoe Regional Airport. Motion No. C13 Moved by Coutanche, Secon•e. • Meyer Be it resolved 1. That the verbal information presented by Robin •. • n, CAO re: Lake Simcoe Regional Airport be received. 2. And That the Director of Corporate Services /Clerk bring forwa agreement for Council's consideration. Carried. he appropriate arried. Page 3 of 9 Page 26 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Proud Het• tape, Exciting Future 2013 -2017 Multi -Year Accessibility Plan Page 27 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Table of Contents 1.0 Introduction 3 2.0 Municipal Profile 4 3.0 Accessibility Advisory Committee 5 3.1 Accessibility Advisory Committee Members 5 4.0 Accessibility Planning 6 4.1 Council's Commitment to Accessibility Planning 6 4.2 Objectives of the Multi -Year Accessibility Plan 6 4.3 Barriers 7 4.4 Barrier Identification Methodology 7 4.5 Consultation Activities 8 4.6 Review and Monitoring Process 8 4.7 Communication of the Plan 8 Appendix 1: Accessibility Standards 9 Appendix 2a: Township of Oro - Medonte Achievements 2009, 2010 17 Appendix 2b: Township of Oro - Medonte Achievements 2011 19 Appendix 2c: Township of Oro - Medonte Achievements 2012 20 Appendix 3: Township of Oro - Medonte Multi -Year Accessibility Plan 21 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 2 of 22 Page 28 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... 1.0 Introduction: The purpose of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), as enacted by the Provincial Government, is to achieve accessibility with respect to goods, services, facilities, employment, buildings, structures and premises by January 1, 2025. The AODA consists of the following accessibility standards: Customer Service, Information and Communication, Employment, Built Environment, and Transportation. All standards, with the exception of Transportation, apply to the Corporation of the Township of Oro - Medonte (the Township). The Transportation standard will only apply to organizations that are in the business of providing or licensing passenger transportation services in the public and private sector. A summary of these standards is included in Appendix 1 of this report. The AODA was developed to assist organizations in both the public and private sector in identifying barriers to accessibility. Even though the AODA received Royal Assent on June 13, 2005 and is now the law, the Planning requirements of the Ontarians with Disabilities Act, 2001 (ODA) remain in force until the Act is repealed. Under the ODA, all municipalities have a legal obligation to prepare a multi -year accessibility plan which is to be reviewed no less than once every five years. The ODA specifies that municipalities must consult with people with disabilities in preparing their accessibility plan. Municipalities of 10,000 or more residents are required to establish a local accessibility advisory committee, and a majority of their members must be people with disabilities. This document represents the 2013 — 2017 multi -year accessibility plan as prepared by Township staff in consultation with the Township's Accessibility Advisory Committee (AAC). The Accessibility Plan describes the measures the Township has taken in the past, and the measures that the Township will take in the future to identify, remove and prevent barriers for people with disabilities who use the facilities and services of the Township. The Corporation of the Township is committed to the identification and removal of barriers, as well as the prevention of new barriers, for person with a disability in the years ahead. Through continued association with the AAC and staff, the Township can provide equal access to the Township's goods and services for people with disabilities. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 3 of 22 Page 29 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... 2.0 Municipal Profile: The Township of Oro - Medonte 148 Line 7 South P.O. Box 100 Oro, ON LOL 2X0 (705) 487 -2171 The Township is a diverse and beautiful community with a central location in Ontario. With a population of 20,078, the Township covers a land area of 61,000 hectares, stretching from the westerly border with Barrie, the southerly border with Lake Simcoe, the easterly border with Orillia and Severn Township and the northerly border shared with Tay and Severn Townships. The Township's prime location provides residents and visitors alike with the riches of rural life and the convenience of a short drive to Barrie, Orillia and the Greater Toronto Area. The Township is accessible by: Provincial Highways 11, 12 and 400 and the County of Simcoe road systems; The Lake Simcoe Regional Airport operated by the municipalities of Oro - Medonte and Barrie which is located in the Township; - The Canadian Pacific Rail line, which passes through the Township as it travels from Toronto to Vancouver; - The Lake Country Oro - Medonte Rail Trail which links the Cities of Barrie and Orillia; and - Lake Simcoe, which borders the Township to the South. The Township's natural beauty, strategic location, excellent quality of life and progressive municipal government have made us one of the fastest growing rural, family- oriented municipalities in Ontario. The Township has a very large land base and contains within it many small settlement areas. The following is a list of the settlement areas in Oro - Medonte: Craighurst Moonstone East Oro Oro Station Edgar Prices Corners Forest Home Rugby Guthrie Shanty Bay Hawkestone Sugar Bush Horseshoe Valley Warminster Jarratt For further information on the Township's Multi -Year Accessibility Plan, please contact: Donna Hewitt, Director of Corporate and Strategic Initiatives (705) 487 -2171 ext. 2537 or dhewitt @oro- medonte.ca 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 4 of 22 Page 30 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... 3.0 Accessibility Advisory Committee: The AODA requires that municipalities with populations greater than 10,000, which includes the Township, form an Accessibility Advisory Committee (AAC). The AAC must be made up of at least 51 % of person with a disability. The committee's role is to develop, prepare and review the municipality's Accessibility Plan (the Plan). This Plan must be made available to the public. The Multi -year Accessibility Plan identifies which actions the Township used in previous years as well as future plans to identify, remove and prevent barriers confronting people with disabilities. Additionally, the AAC must: a) Advises Council about the requirements and implementation of accessibility standards and the preparation of accessibility reports and such other matters for which Council of the Township (Council) may seek its advice; b) Review in a timely manner the site plans and drawings described in section 41 of the Planning Act that the committee selects; and c) Perform all other functions that are specified in the regulations. 2005, c. 11, s. 29(4). (Source: Accessibility for Ontarians with Disabilities Act, 2005, S.O.2005, c.11,s.28). The AODA defines the role of the AAC as to advise Council on the requirements and the implementation of the AODA standards and the preparation of the AODA standards reports. 3.1 Accessibility Advisory Committee Members: Councillor Marty Lancaster Chairperson Randy Hazlett Resident Glen Taber Resident Andrew Brierley Resident Donna Hewitt Director, Corporate and Strategic Initiatives Marie Brissette Committee Coordinator 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 5 of 22 Page 31 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... 4.0 Accessibility Planning: 4.1 Council's Commitment to Accessibility Planning: People with disabilities represent a significant and growing part of our population. According to Statistics Canada, 1.85 million people in Ontario have disabilities which represent 15.5% of Ontario's population. Disability tends to increase with age. In two decades it is estimated that 20% of the population with have disabilities. Enhancing the ability of people with disabilities to live independently and contribute to the community will have positive effects on the future prosperity in Ontario. Improving accessibility is a shared responsibility. The ODA and the AODA require that the provincial and municipal governments and key public sector organizations review their policies, programs and services through the development of a multi -year annual accessibility plan. Municipal governments play a crucial role in the Planning and development of our communities: in their streets, parks, public transit, libraries, social housing, ambulance services, public buildings and elections. Responsibilities, which include enforcing the barrier -free access requirements of the Ontario Building Code and implementing key accessibility considerations under the ODA and AODA, are crucial to realizing a vision of local communities that improve accessibility and mobility for their residents. The ODA and AODA builds on relationships and practices which currently exist among councilors, planners, builders and community groups to make municipalities more accessible to people with disabilities. The new legislative requirements provides standards that all organizations in the private and public sector, including the Township, must follow to ensure that existing barriers for people with disabilities are removed over time and that no new barriers are created. The Township wishes to demonstrate leadership in working with people with disabilities to create innovative approaches and solutions for an accessible community. Council appointed an Accessibility Advisory Committee to update our Accessibility Plan, report on accomplishments and act in an advisory capacity as required. 4.2 Objectives of the Accessibility Plan: The objectives of the Plan are to: 1) Review previous efforts to identify, remove and prevent barriers to people with disabilities (Recent Initiatives). 2) Describe the process that the Township will use to identify, remove and prevent barriers to people with disabilities in the future. 3) Identify the measures that the Township will take in the coming years to identify, remove, and prevent barriers to people with disabilities (listed in priority). 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 6 of 22 Page 32 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... 4) Identify the means in which the Township will make the accessibility plan and report of accomplishments available to the public. 4.3 Barriers: A "barrier" is anything that may prevent a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, architectural barrier, informational or communication barrier, attitudinal barrier, technological barrier, or a policy or a practice. A summary of the standards which reference these barriers is included in Appendix 1 of this report. An example of each type of barrier is shown below: Barrier Type Example Physical A door knob that cannot be operated by a person with limited upper - body mobility and strength. Architectural A hallway or door that is too narrow for a wheelchair or scooter. Informational Typefaces (fonts) that are too small to be read by a person with low vision. Communicational A website that is not accessible to people who are blind. A person who talks loudly when addressing a person who is deaf. Attitudinal A receptionist who ignores a customer in a wheelchair. Technological A paper tray on a laser printer that requires two strong hands to open. Policy /Practice A practice of announcing important messages over an intercom that people with hearing impairments cannot hear clearly. 4.4 Barrier Identification Methodology: In 2009 AECOM Canada Architects Ltd. conducted building condition audits on the Oro - Medonte Community Arena and the eight municipally owned community halls. The audits which formed part of the Strategic Facility Plan reviewed the facilities and provided recommendations, cost estimates and phasing for enhanced accessibility to these facilities. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 7 of 22 Page 33 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... These recommendations, coupled with the facility assessments conducted by the AAC in 2008 and 2011, form the basis for our Accessibility Plan as they pertain to physical and architectural barriers and are outlined in Appendix 3. In addition to physical and architectural barriers, recommendations to remove other barriers identified in the Communication and Information Standard and the Employment Standard are also included in Appendix 3. 4.5 Consultation Activities: Input on this plan has been received from municipal staff and the members of the AAC. 4.6 Review and Monitoring Process: Following the approval of the Accessibility Plan, staff will monitor the progress on the actions required in the Plan, and will be reviewed as a reoccurring agenda item for the AAC. Minutes from the AAC are forwarded to Council for receipt. The Plan will be updated no less than once every 5 years, in consultation with the AAC, and presented to Council for consideration. A report outlining the progress and accomplishments with respect to implementation of the Plan will be prepared annually, reviewed by the AAC and presented to Council. 4.7 Communication of the Plan: Copies of the Plan and the report of accomplishments will be made available upon request from the Township Office and on the Township's website at www.oro- medonte.ca in a format suitable to the requester. Notice will also be placed in the Recreation and Community Brochure and in our biweekly community newspage which is distributed to all Township residents. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 8 of 22 Page 34 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Appendix 1 Accessibility Standards Customer Service Standard The Accessible Customer Service Standard regulation was approved by the Lieutenant - Governor and came into force on January 1, 2008. The Accessibility Standards for Customer Service, Ontario Regulation 429/07 requires that the Township establish policies, procedures and practices on the provision of goods and services to people with disabilities. Additionally, all staff, including volunteers and other third parties who work on behalf of the Township, must have mandatory customer service training regarding the provision of the Township's goods and /or services to person with a disability. Every person who participates in the development of the Township's policies, practices and procedures governing the provision of goods or services to members of the public or other third parties, must also receive the customer service training. The following is a summary of the fourteen (14) requirements of the Accessible Customer Service Standard (Source: Accessible Customer Service Standard, Ontario Regulation 429/07, p. 12 — 13): The following requirements of the customer service standard apply to all providers that are covered by the standard. If you are a provider, you must: 1. Establish policies, practices and procedures on providing goods or services to people with disabilities. 2. Set a policy on allowing people to use their own personal assistive devices to access goods and services and about any other measures the Township offers (assistive devices, services, or methods) to enable them to access your goods and use your services. 3. Use reasonable efforts to ensure that policies, practices and procedures are consistent with the core principles of independence, dignity, integration and equality of opportunity. 4. Communicate with a person with a disability in a manner that takes into account his or her disability. 5. Train staff, volunteers, contractors and any other people who interact with the public or other third parties on your behalf on a number of topics as outlined in the customer service standard. 6. Train staff, volunteers, contractors and any other people who are involved in developing your policies, practices and procedures on the provision of goods or services on a number of topics as outlined in the customer service standard. 7. Allow people with disabilities to be accompanied by their guide dog or service animal in those areas of the premises you own or operate that are open to the public, unless the animal is excluded by another law. If a service animal is excluded by law, use other measures to provide services to the person with a disability. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 9 of 22 Page 35 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... 8. Permit people with disabilities who use a support person to bring that person with them while accessing goods or services in premises open to the public or third parties. 9. Where admission fees are charged, provide notice ahead of time on what admission, if any, would be charged for a support person of a person with a disability. 10. Provide notice when facilities or services that people with disabilities rely on to access or use goods or services are temporarily disrupted. 11. Establish a process for people to provide feedback on how you provide goods or services to people with disabilities and how you will respond to any feedback and take action on any complaints. Make the information about your feedback process readily available to the public. Public Sector organizations must also: 1. Document in writing all policies, practices and procedures for providing accessible customer service and meet other document requirements set out in the standard. 2. Notify customers that documents required under the customer service standard are available upon request. 3. When giving documents required under the customer service standard to a person with a disability, provide the information in a format that takes into account the person's disability. Deadline for compliance: January 1, 2010. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 10 of 22 Page 36 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Integrated Accessibility Standards This regulation establishes the accessibility standards for: Information and Communications; Employment and Transportation. This regulation applies to every designated public sector organization, which includes the Township and to every other person or organization that provides goods, services or facilities to the public and that has at least one employee in Ontario. As a large designated public sector organization having more than 50 employees, the Township shall comply with the dates specific to this classification. 1. General: Accessibility Policies: Every obligated organization shall develop, implement and maintain policies governing how the organization achieves accessibility through meeting its requirements under the standards of the regulation. There is a requirement to include a statement of organizational commitment to meeting the accessibility needs of person with a disability in a timely manner and further that these policies will be made available publicly and in an accessible format upon request. Deadline for compliance: January 1, 2013. Accessibility Plans: Every obligated organization shall: Establish, implement, maintain and document a multi -year accessibility plan which outlines the organization's strategy to prevent and remove barriers and meet its requirements under the regulation. Post the Plan on the organization's website and make it available in an accessible format upon request. Review and update the Plan at least every five years in consultation with their AAC and person with a disability. Prepare an annual status report on the progress of measures taken to implement the Plan and post this status report on their website and make it available in an accessible format upon request. Deadline for compliance: January 1, 2013. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 11 of 22 Page 37 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Procuring /Acquiring Goods, Services or Facilities: Every obligated organization shall incorporate accessibility criteria and features when procuring /acquiring goods, services or facilities, except where it is not practical to do so and if determined not practical, shall provide an explanation upon request. Deadline for compliance: January 1, 2013. Self- Service Kiosks: Obligated organizations shall incorporate accessibility features when designed, procuring or acquiring self - service kiosks (an interactive electronic terminal intended for public use that allows users to access 1 or more services /products) Deadline for compliance: January 1, 2013. Training: Every obligated organization shall provide training on the requirements of accessibility standards referred to in this regulation to all employees, volunteers, individuals who participate in developing organizational policies or who provide goods and services on behalf of the organization. Training will be appropriate to the duties of the individual and will be delivered as soon as practical and whenever changes to policies are made. Further the organization will maintain printed records of training provided including dates and names of trainees. Deadline for compliance: January 1, 2014. 2. Standards: Information and Communication Standard The Information and Communication Standard includes communications between two or more individuals where information (data, facts or knowledge) is sent or received in text audio, digital or image formats. Feedback: Every obligated organization that receives or sends feedback shall ensure that processes are accessible to person with a disability by providing /arranging for the provision of accessible formats /supports upon request. Deadline for compliance: January 1, 2014. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 12 of 22 Page 38 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Accessible Formats /Supports: Every obligated organization, upon request, shall provide /arrange for the provision of accessible formats /supports in a timely manner and at no additional cost beyond what is regulated under the Fees and Charges By -Law. The person making the request will be consulted with to determine the suitability of format or support, however, the final decision rests with the organization. The public shall be notified of the availability of accessible formats /supports. Deadline for compliance: January 1, 2015. Emergency Plans /Public Safety Information: If an obligated organization prepares emergency procedures, plans or public safety information and that information is made available to the public then that information must be available in an accessible format as soon as possible upon request. Deadline for compliance: January 1, 2012. Websites and Web Content: The Municipality shall make its internet website and content conform to the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 initially at Level A, and subsequently Level AA as follows: January 1, 2014 — new websites and content — Level A January 1, 2021 — all websites and content — Level AA If the municipality controls directly or through a contractual relationship that allows for modification, then web content published after January 1, 2012 must comply with Level A. Note: Other requirements pertaining to education materials, educators and libraries are included, but do not apply to the municipality and have not been included in the Plan. Employment Standard The Employment Standard applies to those organizations that have paid employees — it does not apply to volunteers or non -paid individuals. Recruitment: During the recruitment process, the Township shall notify its employees and the public about the availability of accommodation for applicants with disabilities, 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 13 of 22 Page 39 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Selection Process: Notify job applicants, who are selected to participate in the selection process for a job, that accommodations are available upon request pertaining to the materials /processes to be used. And if the applicant requests an accommodation that the employer shall consult with the applicant and provide for a suitable accommodation with the ultimate decision resting with the employer. Offers of Employment: Notify the successful applicant of its policies for accommodating employees with disabilities. Informing Employees: Notify its employees of its policies used to support employees with disabilities including job accommodations; and Notify new employees, as soon as possible, as to their policies /practices with respect to accessibility and provide information to all employees when changes are made to their existing accessibility policies. Communication Supports for Employees: When an employee with disability requests, the Township will consult with the employee and provide the information needed to perform their job and any additional information that is available to other employees in accessible formats /communication support that is suitable, with the ultimate decision resting with the Township. Accommodation Plans for Employees: Shall develop and have in place a written process for the development of documented individuals accommodation plans for employees with disabilities; o The development process shall include: • The manner that the individual requesting the accommodation can participate in the development of the Plan; • The means by which the employee is assessed; • The manner in which the employer can request an evaluation by an outside expert (at the owner's expense) to determine if, how accommodation can be achieved; • The manner in which the employee can request participation by the bargaining agent or another representative; • The steps taken to protect privacy; • The frequency that plans will be reviewed and updated; • If an individual accommodation plan is denied, the manner that the employee will be notified of the denial; • The means of providing the individual accommodation plan in a format that takes into account the disability; Plans shall document the accessible formats /communications supports, include individualized workplace emergency response information and any other accommodations provided. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 14 of 22 Page 40 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Return to Work: Not overriding any other return to work process created under any other statute, the Township shall develop a return to work process that includes a documentation process for those who have been absent due to a disability and require a disability related accommodation to return to work; The process shall outline the steps the employer will take to facilitate the return to work and will use individual documented accommodation plans. Performance Management: When using performance management, the Township shall take into account the accessibility needs of employees with disabilities and individual accommodation plans. Career DevelopmentlAdvancement: An employer that provides career development and advancement to its employees shall take into account the accessibility needs of its employees with disabilities and individual accommodation plans. Redeployment: An employer that uses redeployment shall take into account the accessibility needs of its employees with disabilities and individual accommodation plans. Deadline for compliance: January 1, 2014. Workplace Emergency Response Information: Shall provide individualized workplace emergency response information to employees who have a disability, if the disability is such that it is necessary and the Township is aware; With the employee's consent, the Township shall provide the emergency response information to the individual designated to assist the employee; Shall provide this information as such as practical after the Township becomes aware of the need for accommodation; Shall review individual workplace emergency response information when the employees changes location within the organization; when the employee's accommodation needs are reviewed and when the Township updates its general emergency response policies. Deadline for compliance: January 1, 2012. Transportation Standard: The Transportation Standard is a sector - specific standard. This standard will apply only to organizations that are in the business of providing or licensing passenger transportation services in the public and private sector, e.g. fixed route and public transit services, taxi services and school transportation. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 15 of 22 Page 41 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Built Environment Standard: The Built Environment Standard will address all elements of the built environment in both indoor and outdoor spaces including access, egress, circulation, parking, signage, and security. This standard is in development. It is expected that it will apply to all new construction or major renovations. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 16 of 22 Page 42 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Appendix 2a Township of Oro - Medonte Achievements 2009, 2010 Areas Addressed Customer Service Standard 5 staff trained as Accessibility Standards for Customer Service training facilitators Accessible Customer Service policies developed and reviewed by AAC Accessible Customer Service Training provided to all staff and Volunteers Facilities Established Accessibility reserve fund to assist in funding facility accessibility upgrades Completed building condition audits which provided accessibility recommendations on Township Community Halls and Oro - Medonte Community Arena and development of the Draft Strategic Facility Plan Oro - Medonte Community Arena Enhanced signage for designated parking spaces and access to elevator Hawkestone Hall Designated parking area and provided signage Installed exterior lighting Installed barrier free power operator on front door Jarratt Hall Improved transitions to ramp Washrooms — Lowered counters and changed hardware Old Town Hall Provided signage indicating ramp at rear of facility Oro - Medonte Administration Office Lowered counters for accessible service Increased widths of washroom entrances Added power door operator on bathrooms Other Accessibility Advisory Committee participation in a number of workshops and training including: Simcoe County Accessibility Network Symposium; A.M. C. T. 0 — Accessibility Workshop — Accessibility Standards for Customer Service; S.C.A.P.D — Workshop Introduction of revised policies and procedures for inclusion in Recreation programs and Summer Camps, associated staff training. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 17 of 22 Page 43 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Customer Service Survey conducted throughout the Township to determine levels of service and identify and service barriers. Development of fully accessible playground concept and recreation area for Buffalo Springs Development in partnership with developer. 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 18 of 22 Page 44 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Appendix 2b Township of Oro - Medonte Achievements 2011 Areas Addressed Customer Service Standard Accessible Customer Service Training provided to all new staff, volunteers and members Council Accessible Customer Service policies reviewed by AAC Facilities AAC conducted a site tour of all municipal facilities Oro - Medonte Administration Office Re- painted designated stalls and provide signage. Provided accessible curbing at rear of Facility. Removed all interlocking walkway stones and replaced with poured concrete walkways. 4TH Line OPP /Nurse Practitioner -Led Clinic Installed barrier free power door openers on front door Installed barrier free power door opener on public washroom Lowered counters in reception area Other Developed and submitted application for Enabling Accessibility Fund to install a fully accessible playground at Bayview Memorial Park. Accessibility Advisory Committee participated in A.M.C.T.O — Update on Upcoming Requirements under the Accessibility for Ontarians with Disabilities Act (AODA) 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 19 of 22 Page 45 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Page 46 of 55 Appendix 2c Township of Oro - Medonte Achievements 2012 Areas Addressed Customer Service Standard Accessible Customer Service Training provided to all new staff, and volunteers Employment Standard Developed Employment Standards Policies for: Recruitment; Informing Employees of Supports Available; Provision of Information and Communications in Accessible Formats; Workplace Emergency Response Information; Individual Accommodation Plans; Return to Work; Performance Management; Career Development and Advancement, and Redeployment Facilities AAC conducted a site tour of all municipal facilities Developed a draft facility accessibility audit checklist Eady Community Hall Designated parking area and provided signage Jarratt Hall Designated parking area and provided signage Edgar Community Hall Designated parking area and provided signage Outdoor Spaces Successful with Enabling Accessibility Fund Application — Installed fully accessible playground at Bayview Memorial Park. Installed accessible playground features at the Hawkestone Park Other Updated Municipal Procurement Policy to ensure the Township incorporates Accessibility criteria when procuring /acquiring goods, services or facilities. Created a Township Accessibility Policy which outlines our commitment to the AODA and ensuring access to municipal services. Staff attended a one -day workshop hosted by Accessibility Experts Ltd on Information and Communications Standard — Accessible Document One Day Workshop 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 20 of 22 Page 46 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Appendix 3 Township of Oro - Medonte Multi -Year Accessibility Plan Priority A — within 12 months Priority B —1 - 2 Years Priority C - 3 - 5 Years Recommendation Priority Notes Customer Service Standard Accessible Customer Service Training provided to all new staff and Volunteers A Annually Accessible Customer Service policies reviewed by AAC C Following 2014 election Information and Communications Standard Development of a feedback/communication policy and tools to ensure processes are accessible to person with a disability - providing /arranging for the provision of accessible formats /supports upon request. B Identification of providers of alternative accessible formats /supports (braille, audio etc.) such that the Township will be able to respond to requests in a timely manner. C Notification of the availability of accessible formats /supports to be made on the municipal website and through corporate communications with the public. C Facilities Finalize facility accessibility audit checklist A Oro - Medonte Community Arena Barrier Free Dressing Room A New Concept Plan includes 2 barrier free change rooms Review "New" Facility conceptual plan for appropriate layout A Complete as part of Strategic Facility Plan Incorporate Built Env. Standards in further detailed design of a new facility if this direction is taken A Review and revise standards in conjunction with built environment Hawkestone Hall Lower Mirrors in bathrooms A Outstanding Provide lift to basement C Review based on degree of facility use 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 21 of 22 Page 47 of 55 5.b) Donna Hewitt, Director of Corporate and Strategic Initi... Jarratt Hall Eliminate drop between kitchen area and concrete floor B Review based on degree of facility use Include Modifications to ramp to meet current OBC and provide a power door operator B Review based on degree of facility use Eady Community Hall Modify Ramp to meet current OBC A Under Review Include Ramp to stage C Review based on degree of facility use Modify counters and cabinetry In basement C Review based on degree of facility use Power operator installed on front Door C Review based on degree of facility use Provide lift to basement C Review based on degree of facility use Old Town Hall Designate parking spaces and provide signage B Outstanding — location of ramp vis a vis parking lot is not appropria for sign installation. Modify Ramp to comply to current OBC and add power Operator C Review based on degree of facility use Edgar Community Hall Provide hard surface from stalls to ramp C Review based on degree of facility use Enhance bathroom to be Accessible C Review based on degree of facility use Include power operator to exterior Door C Review based on degree of facility use Carley Community Hall Exterior ramp and power operator installed C Review based on degree of facility use Replace two bathroom stalls with accessible bathroom C Review based on degree of facility use Oro - Medonte Administration Office Lower counters and hardware in bathrooms A Outdoor Spaces AAC to review regional and township Classification of park B Pave Trail/Walking Access to Horseshoe Valley Memorial Park A Included in 2013 Budget Pave Trail/Walking Access to Bayview Memorial Park A Included in 2013 Budget 2013 -2017 Multi -Year Accessibility Plan Township of Oro - Medonte Page 22 of 22 Page 48 of 55 5.c) Shawn Binns, Director of Recreation and Community Servi... 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