12. 2008 CITY OF OTTAWA MUNICIPAL ACCESSIBILITY PLAN

PLAN D'ACCESSIBILITÉ MUNICIPAL 2008 DE LA VILLE D'OTTAWA

Committee Recommendations

That Council approve:

1. Subject to the 2008 budget process, the 2008 City of Ottawa Municipal Accessibility Plan (COMAP) for implementation, as required by the Province’s Accessibility for Ontarians with Disabilities Act, 2005 (AODA); and

2. Subject to the 2008 budget process, the human resourcing required to support compliance with new provincially legislated accessibility standards by establishing of a full time position located in Client Services and Public Information branch, Business Transformation Services, with primary responsibilities as outlined in this report.

Recommandations du comité

Que le Conseil municipal approuve :

1. sous réserve du processus budgétaire 2008, le Plan d’accessibilité municipal 2008 de la Ville d’Ottawa pour mise en œuvre, comme l’exige la Loi de 2005 sur l’accessibilité pour les personnes handicapées de l’Ontario; et

2. sous réserve du processus budgétaire 2008, la dotation en personnel nécessaire pour assurer la conformité avec les nouvelles normes provinciales d’accessibilité en créant un poste à temps plein au sein de la Direction des services à la clientèle et de l'information au public, Services de transformation des activités, dont la ou le titulaire aura les responsabilités décrites dans ce rapport.

Documentation

1. Executive Director's report (Business Transformation Services) dated 20 November 2007 (ACS2007-BTS-EXD-0008).

2. Document 1 - City of Ottawa Municipal Accessibility Plan 2008 was previously distributed to all members of Council and is held on file with the City Clerk.

3. Extract of Draft Minute, 19 November 2007.

Report to/Rapport au :

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

and Council / et au Conseil

20 November 2007 / le 20 novembre 2007

Submitted by/Soumis par : Stephen A. Finnamore, Executive Director, Business Transformation Services / Directeur exécutif, Services de transformation des activités

Contact/Personne ressource : Mary Reid, Corporate Accessibility Specialist, Client Services & Public Information / Spécialiste de l’accessibilité, Services à la clientèle et Information au public (613) 580-2424 x28433, Mary.Reid@ottawa.ca

City Wide / À l'échelle de la ville		Ref N°: ACS2007-BTS-EXD-0008

SUBJECT:	2008 CITY OF OTTAWA MUNICIPAL ACCESSIBILITY PLAN
OBJET :	PLAN D’ACCESSIBILITÉ MUNICIPAL 2008 DE LA VILLE D’OTTAWA

REPORT RECOMMENDATIONS

That the Corporate Services and Economic Development Committee recommend City Council approve:

RECOMMANDATIONS DU RAPPORT

Que le Comité des services organisationnels et du développement économique recommande au Conseil municipal d’approuver :

BACKGROUND

Under the Ontarians with Disabilities Act (ODA), municipalities are required to develop and make public annual accessibility plans which show how barriers faced by people with disabilities are being identified, removed and prevented. This requirement will continue under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).

The City of Ottawa Municipal Accessibility Plan 2008 (COMAP), Ottawa's fifth Municipal Accessibility Plan, is both a report on the actions taken in 2007 and a plan for 2008, providing information about initiatives for the next 1-3 years. The report satisfies the provincial requirements, however more importantly, it speaks to residents, visitors and employees with disabilities about the City’s commitment to remove barriers that limit their participation in Ottawa life.

COMAP is about making accessibility everyday business; it is about being accountable to and working with Ottawa citizens to implement Council’s directive to enhance accessibility and inclusion throughout the City. COMAP is a public document directed to Council and to the community at large.

DISCUSSION

Developed by the Accessibility Steering Committee (ASC), in consultation with the Accessibility Advisory Committee (AAC), COMAP 2008 continues the evolution towards greater accessiblility through practical measures and initiatives. Initiatives are designed to follow Council and community direction while reflecting legislative requirements and internal capacity.

Council Direction

The inclusion of people with disabilities is a corporate-wide vision directed by Council through the 2007-2010 City Strategic Direction, Ottawa 20/20 and previous Municipal Accessibility Plans.

As the City continues to build a caring and inclusive community, it has recognized that inclusion means all citizens regardless of disability or type of disability: visible or non-visible. Council direction has reflected the premise that accessible, affordable programs and services, facilities and infrastructure are integral to the economic and social inclusion of residents with disabilities.

The City has supported the direction the province has taken in becoming fully accessible knowing that accessibility, in general, is good for the City. Greater accessibility is, without exception, good for the whole community translating into improved services, greater civic participation and economic benefits. Features designed for accessibility have been quickly incorporated into day-to-day activities and business. Features such as automatic door openers, accessible web designs, plain language documents to simultaneous text portrayal of meeting proceedings are adding value to City services. Through making accessibility everyday business, the City improves quality of life for all citizens.

Legislative Requirements

The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) was enacted to achieve an accessible province by the year 2025. This legislation applies to private, public, and voluntary sectors. It mandates accessibility of goods, services, facilities, accommodation, employment, buildings, structures, and premises. It sets forward a process of developing and regulating provincial accessibility standards in the areas of customer service, information and communications, the built environment, and employment, as well as sector-specific groups, such as transportation.

The AODA also requires municipalities to work with the community of people with disabilities in planning and monitoring accessibility work.

The Accessibility Standards for Customer Service, Ontario Regulation 429\07 is the first standard to be regulated becoming effective January 1, 2008 with full compliance required by 2010. This standard applies to all services, whether provided in person, by phone, mail or electronically. The standard contains specific obligations, including:

· Development of policies, procedures and practices governing the delivery of accessible services,

· Review of existing policies for consistency with described principles,

· Establishment of an accessible feedback process, as well as

· Training requirements for all staff who deal with the public and/or are involved in policy development.

COMAP 2008 addresses policy review and staff training to meet the 2010 deadline for compliance with the provincial accessibility standards on customer service. The goal is to provide staff with the appropriate tools (training and information resources) in order to identify, remove and prevent barriers in their service or business areas.

Last year’s plan, COMAP 2007 presented a relatively even pace to barrier identification and removal while preparing to achieve on-time compliance with the first two standards: customer service and information and communications. These efforts will continue and include branch driven initiatives and wherever feasible corporate-wide responses in areas of policy, training, guidance, coherency and co-ordination.

The Information and Communications Standard, currently under development, will require technical and policy solutions in order to provide equitable access to information whether delivered by print, telephone, electronically, in person or through public meetings.

While last year’s COMAP prepared the ground work for compliance with customer service standards, the 2008 report signals preparations for information and communication standards.

Standards for the built environment and employment will be completed before 2010 with incremental compliance periods. A proposed transportation standard has undergone public review and will also be completed prior to the 2010 deadline.

Accessibility achievements and progress during the last few years, places the City of Ottawa in a strong position as it endeavours to meet public expectations and AODA requirements. COMAP 2008 further proposes that efforts continue in building a foundation throughout infrastructure, services and programs to meet the remaining standards. These continued efforts which build towards full accessibility, will help avoid overly expensive last-minute accommodations required to meet legislative deadlines.

The City is continuing to work with the provincial government on the development and implementation of standards associated with the AODA. The City reviews and submits feedback to proposed standards as they are developed. The City also provides a representative to the committee developing standards for information and communications.

Approach

The City’s approach is to work with the community of people with disabilities, accessing expertise and guidance through the Accessibility Advisory Committee, extensive community dialogues, and corporate channels for public input. Opportunities to work with community partners is leading to solutions which are effective, practical and can positively influence the quality of life for all Ottawa residents.

In the spirit of full inclusion and AODA legislation, care must be taken to continually ensure a cross disability approach. This is accomplished through understanding and responding to accommodation requirements associated with any and all disabilities, visible and non-visible alike.

To achieve the greatest efficiency and effectiveness, accessibility improvements will proceed in an integrated and simultaneous manner with coherence between departments and branches.

Likewise the City will want to partner with other authorities such as the National Capital Commission, hospital, health and educational boards, to share resources and ensure accessibility planning makes sense across jurisdictions.

2007 Highlights

Significant progress was made in 2007 to improve access to services and programs by residents and visitors with disabilities. Some of the major achievements are as follows.

· The Community Pass pilot program offering low fare bus passes to persons with disabilities, who have low incomes, grew to almost 4,000 subscribers per month.

· Amendments to the Taxi By-Laws are addressing the need for equitable levels of on-demand taxi services 24\7. The number of accessible taxicabs on the road increased from 25 to 105 in 2007.

· A community forum for people with disabilities was co-hosted by the Accessibility Advisory Committee and Corporate Accessibility Steering Committee to gather feedback on the City’s direction with accessibility.

· Over 1,000 physical barriers were removed from City facilities and 50 City buildings were audited.

· Adaptive technology (AT) software and accessible workstations are being installed in Ottawa Public Libraries to enhance access to public Internet sites.

· 31% of intersections with traffic lights now have Audible Pedestrians Signals, increased from 25% in 2007.

· 80 low-floor busses were added to the public transit system bringing the total fleet of buses to 71% being accessible with low floor access.

· Training modules in the delivery of accessible municipal services and an internal, online accessibility resource were developed.

· A server based TTY system is being piloted in the 3-1-1 contact centre providing TTY callers with direct access to agents.

· Social recreation and day programs were provided to youth/adults with developmental disabilities, over 300 City and community partner staff received ‘Get Active Now’ training, French language resources were purchased for autism programs and Phase II of the Brewer Park – Rotary Accessible Playground was completed.

· The City’s equity and diversity survey was re-launched in two branches in an on-going effort to determine the extent to which the City’s workforce is representative of the Ottawa community.

· An accessibility policy and new accessibility design guidelines were developed by Real Property and Asset Management (RPAM).

· An accessibility audit of ottawa.ca identified gaps between the current level of access and requirements of internationally accepted accessibility standards (W3C Priority 2).

· The Snow-Go Assist Pilot Program was introduced to assist with snow removal for seniors and persons with disabilities who have limited income and personal resources.

· AccessAbility Day, first proclaimed by the City of Ottawa in 2004, was celebrated in partnership with Disabled Persons Community Resources (DPCR) and CTV Ottawa.

Challenges

While the City is recognized provincially for its progressiveness in several areas of accessibility, residents indicate that accessibility levels fall well below what is required. City staff concurs and note that current services will also fall short of AODA standards.

As COMAP 2007 suggested, “AODA standards and community expectations will necessitate a significant increase to these investments in the following four years”. [1]

Accessibility Standards for Customer Service, the first set of AODA standards, was codified in July 2007. The City must be in full compliance by January 1, 2010, a deadline that poses significant challenges. While the City is well positioned to comply, additional work is required to be fully up to speed. As four more AODA standards will be made regulatory by 2010 it becomes crucial that the City be able to respond in ways that are effective and efficient. While the Ministry of Community and Social Services is developing resources to assist in meeting AODA standards, the Province of Ontario does not provide financial support for compliance obligations.

Compliance with the AODA will require additional resources within departmental budgets that are specifically earmarked for accessibility. These projects will include:

· review of city-wide, departmental and branch policies, procedures and practices,

· provision of training to front-line staff, managers and senior staff,

· retrofitting existing City facilities and City infrastructure to improve physical access,

· ensuring that new designs meet current and emerging needs,

· identifying and removing barriers from City services,

· improving access to transit services,

· accommodating disability-related needs at public events and meetings,

· providing equitable access to information services and communication, and

· providing opportunities for all citizens to participate in health, wellness and fitness programs, cultural and City events and educational programs (disability related supports, accommodations, barrier removal, etc.).

Many of the budget requirements associated with accessibility are one-time investments. Once completed, the continued maintenance and vigilance to ensure new barriers are not created will become part of general operating budgets. Training in the delivery of accessible services and application of accessibility into policy development is also primarily a one-time expenditure; as accessibility knowledge and skills are maintained through regular orientation and cyclical training processes, as well as on-line resources. As accessibility becomes everyday business, costs are minimized and absorbed into operational budgets.

Council’s direction has been to move progressively and incrementally towards full accessibility. This is resulting in a strong foundation for compliance with AODA standards and for meeting public expectations. The approach has ensured wise expenditures protecting the City against exorbitant costs that can accompany last minute efforts to meet legislative requirements.

Resourcing to Meet Legislative Requirements

In 2005, City Council approved the hiring of a Corporate Accessibility Specialist to facilitate accessibility planning, lead the City's response to AODA, ensure staff have adequate knowledge for delivery of accessible services, and provide an essential link between the City and community of persons with disabilities. An Accessibility Specialist with Transit Services and an Inventory Officer with RPAM provide departmental and technical accessibility guidance.

As AODA standards become regulated and enforced, there is an expanded requirement for tracking and monitoring compliance efforts. As standards are comprehensive and cover all City services, programs, infrastructures and employment opportunities, as well as policy, procedures and practices they impact the work of most City employees. In order to fulfill, track and monitor compliance with AODA standards, a new position has been identified and submitted through the budget process. Located in Client Services and Public Information branch , this position will co-ordinate, track, and monitor the City’s compliance with AODA obligations and accessibility standards as well as ensuring that documentation and reporting mechanisms are in line with legislated requirements. The position will also address policy implications of newly regulated accessibility standards.

Wherever possible, a corporate response to newly regulated accessibility requirements will be implemented, ensuring an efficient and effective use of resources and avoiding duplication of effort. Support will be provided to branches in their compliance measures by expert guidance and linkages to appropriate resources/information.

Business Transformation Services will continue to monitor requirements, assess City resources and current capacity, and report back to Council.

Eighteen branches will undertake a total of 58 initiatives in 2008 that identify, remove and/or prevent barriers in the City’s on-going commitment to reach full accessibility. These are listed in full in Attachment 2 to the COMAP 2008 report.

Highlights of 2008 Initiatives

Some of the initiatives planned for 2008 are to:

Access community expertise through community dialogue and accessible, multi-media channels for citizen feedback,
Address training requirements for front line staff through a review of existing training, provision of on-line accessibility resources and provision of corporate training in the delivery of accessible municipal services,
Address communication barriers as identified by the Evaluation of Information Services - 2006 project, specifically as related to access to information through the City’s web site, TTY services, and public consultations,
Apply an accessibility lens when determining community funding priorities,
Purchase 80 low floor, accessible buses as replacements, to accommodate growth, and to meet the targeted date of 2017 for 100% of fleet to be low floor buses,
Audit 50 City facilities and remove 500 – 800 barriers through the Accessibility Program, as well as general retrofitting and renewal programs,
Support artistic activity through drop-in studio space, exhibitions for residents with mental illnesses, the Special Needs Artists Initiative, workshops and dance programs,
Ensure a minimum of 5% of new affordable housing units are fully accessible and a significant portion are visit-able, i.e. are accessible for people visiting the unit,
Promote job opportunities to people with disabilities through a partnership with the Ministry of Community and Social Services,
Integrate emergency preparedness guidelines that address needs associated with disabilities into the City’s “Are You Ready” public education campaign,
Implement the Ottawa Police Service Organizational Framework on Accessibility; share and exchange knowledge/resources between the City of Ottawa and Ottawa Police Service, and
Improve access to Ottawa Public Library services through physical retrofit projects, installation of adaptive technologies to public computer sites and adding accessibility features to the web site.

PUBLIC CONSULTATION

The Corporate Interdepartmental Accessibility Steering Committee (ASC) and individual City branches consulted with the Council appointed Accessibility Advisory Committee (AAC) throughout the year. While such consultations address specific issues and initiatives, they also act to further the City’s broader understanding of barriers and effective solutions. The expertise and experience of AAC members contributed greatly to the development of COMAP 2008.

Constructive input was gathered at the Community Forum for Persons with Disabilities, extensive discussions with community leaders, City staff and through a review of best practices from other jurisdictions.

Regular contact was maintained with the Accessibility Directorate of Ontario to ensure that the City is informed of developments within AODA and the Standards Development Councils. The City has committed to working closely with other sectors and the Province by sharing expertise and collaboratively developing standards to move forward to a fully accessible province.

FINANCIAL IMPLICATIONS

Requirements of the Accessibility for Ontarians with Disabilities Act, 2005 have cost impacts that the City is addressing on an annual basis. Departments have identified initiatives for 2008-2010 that furthers the accessibility work and prepares the City for compliance with legislated requirements.

It is anticipated that financial resources will be required in the next few years as accessibility standards become codified in provincial law and enforced.

The financial implications associated with the 2008 projects are noted with each initiative in Attachment 2 - 2008 City of Ottawa Municipal Accessibility Plan. Additional funding requirements for initiatives that cannot be accommodated from within existing resources will be brought forward for Council approval in the 2008 Draft Operating and Capital Budget. The total costs of these initiatives is $8,815,000 and are as follows:

Facility Audits and Retrofits – estimated costs are $1M.in 2008, Real Property Asset Management Branch (Accessibility Program),
Snow-Go Program – estimated costs are $120,000 per year, Surface Operations Branch,
Provincial Accessibility Standards – estimated costs are $100,000 per year for the next three years (2008 – 2010), Client Services and Public Information Branch,
Barrier Free Sidewalks and Pathways – estimated costs are $50,000 in 2008, Traffic & Parking Operations Branch,
Accessibility Renovations to Ruth Dickenson Library Entrance – estimated costs are $300,000 in 2008, Ottawa Library Services,
Specialized Library Services – estimated costs are $25,000 in 2008, Ottawa Library Services, and
Automated Next Stop Announcement System - estimated costs are $7.22 M in 2008, Transit Services Branch.

The additional funding requirements associated with the 2009 & 2010 initiatives are within the respective branch’s 2009 & 2010 budget forecasts, and will be brought forward for Council approval in the relevant annual operating budget.

SUPPORTING DOCUMENTATION

DOCUMENT 1 - City of Ottawa Municipal Accessibility Plan 2008 (Previously distributed to all members of Council and held on file with the City Clerk.)

DISPOSITION

Business Transformation Services staff will undertake the coordination of the implementation of the 2008 City of Ottawa Municipal Accessibility Plan (COMAP). Staff in each City portfolio will ensure that accessibility works are undertaken in their respective areas. The Accessibility Steering Committee will report back annually on the progress made on implementing COMAP 2008.

[1] Report to CSEDC; City of Ottawa Municipal Accessibility Plan 2007, presented January 16, 2007