The committee’s role and responsibilities

Role

The role of the municipal accessibility advisory committee is to provide advice to the municipal government on a wide range of municipal processes to help make public services and facilities accessible to everyone.

Responsibilities

The three main activities of an accessibility advisory committee are to:

1. Advise municipal council about:
   • the requirements and implementation of accessibility standards
   • the preparation of accessibility reports
   • other matters for which the council may seek its advice
2. Review site plans and drawings described in section 41 of the Planning Act that the committee selects
3. Perform all other functions that are specified in the regulations

Providing advice

Accessibility advisory committees do advocate for change:

• focus on providing unbiased advice to municipal council
• avoid championing just one issue, take a broader view
• learn about the organization’s processes and scope of ability to effect change to understand potential constraints
• ensure that you are familiar the AODA and its standards

Learning about barriers to accessibility

Build your knowledge of barriers by engaging others. Keep in touch with these contacts to confirm your understanding as your committee works through an issue. Learning about barriers that someone experiences will expand your understanding of how to develop solutions or advice to accommodate more people.

For example:

• consider cross-disability issues, not just one concern such as wheelchair access
• understand that accessibility needs to be achieved over time
• consider how public feedback from people with disabilities could be brought forward and addressed and, if required, be included in accessibility planning
• establish achievable goals and priorities
• recognize that many factors – such as budgets – should be addressed when providing advice

Reviewing site plans

A site plan is a drawing, or set of drawings, of proposed improvements to a property. Municipalities may exercise further control over the details of development. They do this through a process called site plan control. Through this process they can:

• review a developer’s plans and either approve or ask for changes
• consider the accessibility of a development proposal

The municipality may pass by-laws that set out the areas that are subject to site plan control. These areas must be described in the official plan. The review of site plans by municipal staff ensures that developers will provide:

• properly located buildings that fit in well with nearby businesses and the community
• safe and easy access for pedestrians
• a good design for landscaping, parking and drainage

The site plan must also take into account the requirements of other agencies and departments that have jurisdiction.

The elements of a site plan

A site plan may include:

• buildings
• driveways
• entrances
• curbs or ramping
• parking areas
• sidewalks
• landscaping
• fences
• exterior lighting
• municipal services

In some cases, a site plan will also set out elevations and slopes of walkways.

The site plans design standards

The municipality sets the design standards for site plans, based on the requirements of the Ontario Building Code, the Planning Act and the AODA’s accessibility standards. Design standards help your municipality ensure new developments are accessible for all.

What you need to do

For the most part, barriers to access are created unintentionally during the design process. They are largely due to a lack of understanding of the issues. For that reason, accessibility issues should be addressed as early as possible in the site planning process.

Accessibility advisory committees can get involved in reviewing some site plans for:

• municipal offices
• community centres
• recreation centres
• other sports facilities
• other municipal facilities

Your accessibility advisory committee may not want or need to review every site plan submitted. Instead, you may want to set up processes to:

• Choose the types of developments you will review. For example, your committee may decide to focus on reviewing new municipal developments. It may choose site plan reviews according to the proposed use. For example, you may focus first on community centres, arenas and civic centres.
• Consult with municipal staff to determine what accessibility criteria you will use with site plans. Municipal staff can tell you which accessibility criteria can be enforced, or, if there are municipal standards already in place that you may use to review a site plan.
• Ensure that your municipality consults the accessibility advisory committee on certain types of site plans. For example, your municipality could include your accessibility advisory committee on the checklist of reviewers of these plans.

By law, municipalities must provide site plans and related drawings to accessibility advisory committees on request. Accessibility advisory committees need to:

• find out if their municipality has its own design guidelines and ensure that each committee member involved in reviewing site plans has a copy of the guidelines
• set up a process to receive notice when site plans are submitted
• request site plans in a timely fashion
• respond promptly to prevent delays in the approval process

While the role of an accessibility advisory committee is to provide advice to municipalities, the advice may not always be endorsed.

Some municipalities audit their municipal buildings and facilities to assess their accessibility and identify barriers to remove. Accessibility advisory committee members may be asked to participate in such an audit.

Conducting building audits and site visits

When conducting building audits and site visits, a mix of criteria is recommended for reviewing site plans for accessibility. Your accessibility advisory committee can start with the barrier-free design requirements of the Ontario Building Code and the requirements of the Design of Public Spaces standards under the Integrated Accessibility Standards Regulation (IASR). However, these are widely seen as minimum standards only. Plan to add other criteria to achieve the most suitable level of accessibility.

You are not restricted to just meeting the IASR. Municipalities and their accessibility advisory committees are free to go beyond the IASR to improve accessibility for their communities – so long as they meet minimum standards.

Some municipalities have developed accessibility criteria that go beyond minimum accessibility standards. For example:

• The City of London Facility Accessibility Design Standards
• The Town of Oakville (Universal Design Standards)

Site visits checklist

If members of the accessibility advisory committee conduct an audit of a municipal facility, they could also keep a record of the facility, who conducted the audit, what audit tool(s) were used, and the date the audit was conducted.

Universal design principles are used to make products, and places as useable and accessible as possible. The following checklist is based on these principles. It is a sample audit tool for accessibility advisory committees to use when they audit a facility for built environment features.

The checklist is divided into four sections:

• accessible approach and entrance
• access to goods, programs and services
• usability of restrooms
• additional access

Each section presents a series of questions based on the seven principles of universal design.

Principles of universal design

The principles of universal design below can help guide you when you review site plans and conduct a site evaluation.

1. Equitable use: the design can be used by people with diverse abilities.
2. Flexible use: the design accommodates a wide range of individual preferences and abilities.
3. Simple and intuitive use: the design is easy to understand, regardless of the user’s experience, knowledge, language skills or level of concentration.
4. Perceptible information: the design communicates necessary information effectively to the user, regardless of other conditions or the user’s abilities.
5. Tolerance for error: the design minimizes hazards and the adverse effects of accidental or unintended actions.
6. Low physical effort: the design can be used efficiently and comfortably with a minimum of fatigue.
7. Size and space for approach and use: appropriate size and space is provided for approach, reach, manipulation and use regardless of user’s body size, posture or mobility.

Rating a facility

You can use this checklist^{footnote 1[1]} to help you conduct accessibility audits of municipal buildings or facilities, guided by the seven principles of universal design.

Accessible approach and entrance

Principle 1: Equitable use

• Is there an accessible route from the street that is the same for everyone?
• Is the accessible route from parking spaces the same for all users?
• Is the main entrance the same for all users?
• Is the design appealing to all users, with accessibility well-integrated into the design?

Principle 2: Flexible use

• Is there more than one way to enter the building?
• If there is a ramp?
• Are there also stairs that are designed according to Ontario Building Code requirements and your municipal accessibility design guidelines, if such guidelines exist?

Principle 3: Simple and intuitive use

• Is the route to the building easy to find and use?
• Is the entrance easy to find?
• Can you see vertical transportation options from the entrance? (for example, elevators and escalators)

Principle 4: Perceptible information

• Is there exterior signage and is it usable by all people?
• Is lighting suitable?
• Is the building directory easy to find?
• Is the directory available in alternate format (for example, users with no or low vision)?

Principle 5: Tolerance for error

• Is the path of travel free of danger from cars?
• Does the path avoid unexpected level changes?
• Is there shelter at the entrance for use in bad weather?

Principle 6: Low physical effort

• Are the routes to entrances efficient, minimizing wasted effort?
• Can all people easily use inside and outside doors?

Principle 7: Size and space for approach and use

• Can outside building areas be used by people of all heights?
• Is there room to exit a vehicle, if using an assistive device such as a scooter or wheelchair or if carrying large items?

Access to goods, services, programs, activities

Principle 1: Equitable use

• Is the same, accessible route to the lobby and throughout the building available to everyone?
• Can all public spaces be used by everyone?
• Can seating be used by everyone?
• Can the entrance to each space be accessed by everyone?
• Can everyone make use of tables, counters, controls?
• Is the design appropriate for all users?
• Is the air quality satisfactory for most users?
• Are accessible features built into the overall design scheme?

Principle 2: Flexible use

• Does the interior route provide choice to users? (for example, if there is an elevator or escalator, are there also stairs designed according to Ontario Building Code requirements?)
• Are seating options varied (mix of heights, movable)?
• Can daily users adjust temperature controls in their local area?

Principle 3: Simple and intuitive use

• If there is more than one floor, is there a consistent layout?
• Are routes through the building easy to find?
• Are elevator and other key areas visible or clearly marked?
• Does signage address a wide range of literacy and language skills?

Principle 4: Perceptible information

• Does the building information system use a mix of symbols, print, and/or tactile methods to present vital information?
• Do all the rooms have signage in accessible formats with good contrast?
• Is the signage readable under a range of conditions?
• Are building acoustics designed for effective communication?
• Is lighting suitable?
• Are emergency alarms visible to people with hearing limitations?
• Are emergency maps or exits accessible for people with vision loss?

Principle 5: Tolerance for error

• Are hazardous elements eliminated, isolated or shielded? This includes:
  • Staircases (especially the undersides)?
  • Hanging signs or structural elements?
  • Access to dangerous areas?
• Is the path of travel free of tripping hazards?
• Are exit routes obvious?

Principle 6: Low physical effort

• Is the route efficient, minimizing wasted effort?
• Are there places to sit and rest along long corridors?
• Are there railings in long corridors?
• Can doors and windows be opened easily?

Principle 7: Size and space for approach and use

• Can people using wheelchairs, scooters, walkers and strollers enter and exit easily?
• Within each area, is there a clear line of sight to important elements for any seated or standing user?
• Can all components be used by people of different heights?
• Can all controls be reached and used by people with varied abilities?
• Is there adequate space to use equipment (strollers, luggage carts, walkers, wheelchairs)?

Usability of restrooms

Principle 1: Equitable use

• Is a restroom with accessible features located as conveniently as other rest rooms?
• Is the accessible design appropriate for all users?
• Are accessible features built into the design?
• Is the air quality satisfactory for most users (well vented, no scented cleaning or air freshening products)?

Principle 2: Flexible use

• Is there a family restroom that parents with children and others needing help can use?

Principle 3: Simple and intuitive use

• Is the route to the rest room easy to find and use?
• Is the entrance easy to find?
• Are the soap dispensers and faucets well placed and easy to use?

Principle 4: Perceptible information

• Is the rest room signage usable by people with low or no vision or limited literacy (including pictograms)?
• Is lighting suitable?

Principle 5: Tolerance for error

• Have tripping hazards been eliminated?
• Are all fixtures free from objects that block and limit their use?
• Are heated pipes shielded to prevent burns?
• Can toilet stall doors be closed and locked with limited manual dexterity?
• Can people with children and/or using equipment easily get in and out of the stall?

Principle 6: Low physical effort

• If there are multiple floors, is there an accessible rest room on each floor?
• Does the route to the restroom minimize wasted effort?
• Can the door be opened with ease, limited strength?
• Can all controls be operated with ease by people with limited strength?
• Are there grab bars in all accessible toilet stalls?

Principle 7: Size and space for approach and use

• Can the features be used by people of different heights?
• Does the stall door provide room to enter and exit if using any equipment, packages, luggage?
• Is there room for a helper or parent in the toilet stall?
• Is the space free of obstacles that interfere with use (trash receptacles, supply storage)?

Additional access

Principle 1: Equitable use

• Are drinking fountains reachable by children, as well as short, tall and seated users?
• Are telephones with text displays available with other phones?
• Is the design appropriate for all users?
• Are accessible features built into the design?

Principle 2: Flexible use

• Are public telephones usable by people at different heights?
• Does the pay phone allow multiple calling options (credit card, calling card, coin, collect)?
• Does the telephone “booth” design provide a place to write comfortably?

Principle 3: Simple and intuitive use

• Are fountains and phones readily found?
• Do the designs of phones and fountains make them as easy to use as possible?

Principle 4: Perceptible information

• Is signage provided in legible fonts and pictograms?
• Is lighting suitable?
• Does the acoustical environment allow for effective telephone use?

Principle 5: Tolerance for error

• Does the position of the phone and/or fountain avoid hazards?
• Are protruding objects shielded?
• Does the location of the phone assure some privacy?

Principle 6: Low physical effort

• Is the phone and/or fountain easy to use by tall, short or seated people?
• Is there a place to sit while using the phone?

Principle 7: Size and space for approach and use

• Does the placement of the phone or fountain allow for use by a person using any equipment?

Participating in consultations

The Integrated Accessibility Standards Regulation states that municipalities must consult with the public, people with disabilities, and their accessibility advisory committees (if they have one):

1. When establishing, reviewing and updating their multi-year accessibility plans
2. When developing accessible design criteria in the construction, renovation or placement of bus stops and shelters
3. When determining the proportion of on-demand accessible taxicabs required in the community
4. On the need, location and design of accessible on-street parking spaces when building new or making major changes to existing on-street parking spaces
5. Before building new or making major changes to existing recreational trails to help determine some trail features
6. On the needs of children and caregivers with various disabilities in their community when building new or making major changes to existing outdoor play spaces
7. On the design and placement of rest areas along the exterior path of travel when building new or making major changes to existing exterior paths of travel.

Additionally, municipalities that provide conventional transportation and specialized transportation must consult with the public, people with disabilities, and their accessibility advisory committees (if they have one):

• When gathering feedback on their accessibility plan through an annual public meeting.

Reviewing plans of subdivision

Under the Ontario Planning Act, municipalities must consider accessibility when reviewing draft plans of a subdivision. In some cases, it may not be clear to officials what to look for when reviewing a draft plan. Municipal accessibility advisory committees can help guide this process.

Reviewing official plans

Municipalities use official plans to guide their development. These are the municipalities’ strategic planning documents and are not the same as accessibility plans. An official plan:

• sets out a municipality’s long-term vision for the use of land in the community
• provides direction to council, developers, and citizens
• covers things like housing, public transit and parks.

Every official plan is prepared with input from the municipality’s citizens and other interested stakeholders. Municipalities must update their official plans every five years. Before doing so, they must hold a special meeting of council to discuss any revisions needed. This meeting must be open to the public.

Tip

The five-year review of your municipality’s official plan is a good time for your accessibility advisory committee to provide input. The plan may affect how accessible your municipality is for people with disabilities.

Budgeting for accessibility

Some municipalities have a dedicated “accessibility fund” in place. This is considered a best practice. It helps ensure there is money to pay for the recommendations brought forward by accessibility advisory committees and municipal staff.

Many municipalities have also hired an accessibility coordinator to guide the accessibility planning process.

Dedicated annual funds for accessibility improvements may vary from one municipality to another. It’s up to each municipality to assess its needs.

What if your municipality does not want to set up a dedicated accessibility fund? Another option could be that each department includes a line for accessibility that could be attached to a particular project to cover costs such as those related to the development of documents in alternate formats.

Providing accessible places to vote

The Municipal Elections Act governs municipal elections in Ontario. It states that in choosing a location for a voting place, the clerk shall have regard to the needs of electors with disabilities. Accessibility advisory committees may provide advice to help municipalities plan for accessibility. The checklist provided in this document can also help.

Working with the media

The media can give your accessibility advisory committee opportunities to inform the public about an issue or problem in your municipality. Ensure that you:

• Follow your corporate and/or municipal media policy
• Understand the policy
• Consult with your municipal council before contacting the media

Accessibility advisory committees can be part of a team, but only if there is trust. Leading by example to build trust will demonstrate the value of the accessibility advisory committee as part of the organization’s team approach.

Often, we fear the media because we worry that the facts will be distorted, or, that the story will leave the wrong impression. While that may happen in some cases, the advantages of media coverage are significant. They are well worth the time it takes to prepare for a successful media encounter.

Creating change: where to start

What is preventing your municipality from improving accessibility? Take a step back and look at what’s not working. Identify actions. Then prioritize them. The following questions can guide you:

• What strategies or actions can we accomplish within one year? Five? Ten?
• What are the most exciting?
• What are the most frustrating?
• What are the easiest to accomplish?
• What will be the hardest to accomplish?
• What will have the most impact?
• What will be more affordable?
• What are most important for the committee?
• What are you most committed to working on?

While this list of questions is not complete, it can help you plan more strategically. This is an effective, positive and forward-thinking way to plan for accessibility.

Removing barriers: how to set priorities

How do you decide what steps to take first to remove barriers in your community? You can consider serveral criteria. Here are few suggestions:

• practicality
• feasibility
• engagement and participation
• impact
• support for accessibility standards

The following questions can help your municipality and accessibility advisory committee prioritize actions to remove barriers to accessibility.

Practicality

• Will this action help your municipality reach its accessibility goals?
• Is it a logical way to reach the goals?
• Has it been tried in your community or elsewhere? (for example, is it a best practice?)
• Has it worked?
• Does common sense or logic suggest that it will work?
• Does research or expert opinion support the plan? How?

Feasibility

• Have you identified local resources to carry out the accessibility plan? (skills, equipment)
• How easy will it be to mobilize them?
• Have you identified additional resources, if needed?
• Is the plan cost-effective?
• Are there any actions you could take right away? Should you do these first to achieve quick success?

Engagement and participation

• Are there ways your accessibility advisory committee can ensure the accessibility plan is being well-communicated to people with disabilities and encourage more meaningful support for it in your community?
• Will the people or groups most affected by the accessibility plan take part in implementing it?
• Do community members feel the accessibility plan adequately reflects common barriers they may be experiencing?
• Does the accessibility advisory committee’s planning consider barriers that have been identified through the municipality’s feedback process, as required under the AODA?
• Have you coordinated your accessibility advisory committee’s goals and objectives with other groups, advocates or partners?

Impact

• Does the accessibility plan address the barriers you have identified?
• Will the actions have a long-term impact?
• Will they affect many people in the community?
• Will your plan create major change? How?
• Are there any health and safety concerns?

Meeting requirements of accessibility standards

• Does your accessibility plan address the requirements in the AODA and IASR?
• What is the timeline to meet AODA requirements?
• How can these be addressed in short- and long-term planning?