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Terms of Reference for the Regional NiagaraBicycling Committee 2003 - 2006
Approved by Public Works & Utilities CommitteeMay 31, 2005
and Ratified by Regional Council June 9, 2005
Overview
In August 2003,
the Region completed a final report on the Regional Niagara Bikeways Master
Plan, as part of the Niagara Region Transportation Strategy. This plan was
substantially approved by Regional Council on January 20, 2005. The Bikeways
Master Plan updates and builds upon the work of the former
Regional Niagara Bicycling Study, approved by Regional
Council on February 16, 1995. The 2003 plan provides a 20-year strategy,
identifying network priorities and sets out the implementation tools necessary
to develop a Region-wide on and off-road bikeways network.
As the Plan is implemented, the Regional
bikeways network will foster an increase in local bicycle commuting and
recreational cycling, while enhancing Niagara Region's role as one of the
premier tourist destinations in North America. From the 1995 study, Regional Council agreed to establish a bicycling advisory committee, as a sub-committee of Public Works and Utilities Committee, to direct the implementation of the study. It was viewed that the Committee could play a useful, active role in providing input on a wide range of topics and issues related to bicycling. The 2003 study identified that the Regional Niagara Bicycling Committee (RNBC) has been an invaluable resource in developing new and innovative policies and programs to encourage cycling and improve safety, and have contributed to the development of the 2003 Regional Niagara Bikeways Master Plan. The RNBC should be a partner in implementing the Plan and should continue to have a valuable role in representing the interests of all cyclists in the Region. The experience and knowledge of the members of this Committee are an asset that should be consulted for advice during the implementation of the Plan.
To provide a structure and focus for the Committee, a Terms of Reference was prepared for Regional Council approval. The original Terms of Reference for the Committee were approved by Regional Council on June 15, 1995, with subsequent approval on updated terms of reference in February 3, 2000.
The following sections set out the details of the Terms of Reference for the Regional Niagara Bicycling Committee. They are based upon the previously approved Terms of Reference and the recommendations of the August 2003 Regional Niagara Bikeways Master Plan. Information is provided in Section 3.0 on the RNBC’s mandate (i.e., long-term goals and short-term objectives), the composition of its membership, the recruitment/selection process, the term of office of the RNBC, meeting format, method of reporting, use of special task forces, the lead department and, finally, staff support and funding to the RNBC.
It is intended that these Terms of Reference be reviewed and refined every 3 years (the term of Regional Council and the RNBC) to ensure that they remain current and meaningful.
Table of Contents
Overview
3.0 REGIONAL NIAGARA BICYCLING COMMITTEE 3.1 Type 3.2 Name 3.3 Mandate 3.3.1 Long-Term Goals 3.3.2 Short-Term Objectives 3.4.1 Voting Member Positions 3.4.2 Non Voting Member Positions 3.7 Meetings 3.7.1 Schedule 3.7.2 Quorum and Voting 3.7.3 Record of Proceedings 3.7.4 Chair 3.9 Task Forces 3.12 Support Services to the RNBC 3.13 Funding 3.14 Conflict of Interest
1.0 Background
On January 20, 2005 Regional Council approved (subject to further discussion with local municipalities on the bicycle network) the Regional Niagara Bikeways Master Plan prepared by Marshall Macklin Monahan, consultants for Niagara Region.
The Bikeways Master Plan was part of the Region’s efforts to develop a comprehensive Regional Niagara Transportation Strategy. The rationale for the Bikeways Master Plan was to develop a longer-term plan to guide the implementation of a system of bikeways in the Region of Niagara over the next 20 years (2002-2022). The study builds upon and updates the work done in the 1995 Bicycle Master Plan and is seen as a unique opportunity to promote a healthy lifestyle, tourism and economic opportunities throughout the Niagara region.
Ten principle objectives were developed for the Plan:
1. Develop an understanding of the current and future demand for cycling in the Niagara region. 2. Provide a comprehensive review of the cycling network, including levels of safety of all users. 3. Develop an appropriate network to meet the full range of existing and future cycling needs in the Niagara region. 4. Review jurisdiction roles with respect to funding mechanisms. 5. Develop appropriate standards, facilities, programs and implementation methods/approaches. 6. Review the implementation status of the existing Regional bikeways system and estimate the financial costs associated with improving the system. 7. Define the implementation priorities. 8. Integrate long term roads and trails systems planning. 9. Improve co-ordination of work among local agencies, as it relates to on and off-road cycling facilities. 10. Deliver a Master Plan and Implementation Strategy that: clarifies the roles of Regional staff, the RNBC, local municipalities, the Niagara Parks Commission and other partners; provides a bikeways network development plan and implementation priorities; provides recommended planning and design guidelines for developing the network; and estimates the costs for implementing the Plan over the next twenty years.
The final plan involved a substantial amount of municipal and public input. 2.0 Rationale
The 1995 Regional Bicycling Study concluded that in order to be successful in encouraging bicycling, three things are needed:
- staff committed to bicycling initiatives; - political support for bicycling initiatives; and - an active bicycling Committee.
These aspects are still relevant today. The 2003 Regional Niagara Bikeways Master Plan concluded that the Region has made great strides in each of these areas. With respect to the RNBC, the 2003 study acknowledged the useful experience and expertise of the Committee and identified that the RNBC should help implement the Plan and help represent the interests of all cyclists in the Region.
Section 9.3 of the Plan sets out a proposed list of amended general bicycling policies, one of which reconfirms the provision of a forum for public and agency input into Regional cycling decisions through the Regional Niagara Bicycling Committee. Some of the broad policy areas that this Committee would play a role in include:
- providing input on cycling issues, projects, policies and programs on an ongoing basis; - examining opportunities for cycling routes along abandoned railway right-of-ways, utility corridors, waterways and other linear corridors; - monitoring the implementation of the Regional Niagara Bicycling Network and support programs; - participating as volunteers in bicycling initiatives and programs; and - providing as part of an annual report, the RNBC’s list of recommended on and off-road bikeway network implementation priorities for the subsequent year, based on the Regional Niagara Bikeways Master Plan or other route opportunities as they arise.
Given the wide variety of possible topics and issues related to bicycling, it will be important to set out clear and achievable long-term goals, and a series of short-term objectives moving toward these goals. Bicycling must be considered amongst the many priorities facing the Niagara Region. Moreover, co-ordination between Regional and local bicycling initiatives should be sought. Finally, it is important to remember that financial and staff resources at the Niagara Region are limited. Any budget expenditures to undertake bicycling initiatives must be justified on a project-specific basis and approved by the Public Works and Utilities Committee.
A substantial amount of volunteer assistance and initiatives from others (e.g., bicycling clubs and public-at-large individuals) will be important in implementing visible and successful projects.
The following Terms of Reference are intended to provide a structure and focus for the RNBC. The Terms of Reference should be reviewed and refined every three years (the term suggested for the RNBC) to ensure that they remain current and meaningful. 3.0 Regional Niagara Bicycling Committee
3.1 Type
A sub-committee of the Niagara Region Public Works and Utilities Committee.
3.2 Name
The name of the Committee is the Regional Niagara Bicycling Committee (RNBC).
3.3 Mandate
3.3.1 Long-term Goals
(a) To advise the Public Works and Utilities Committee on: - bicycling issues as they affect the Regional Niagara Policy Plan and Regional Roads Capital Works program; - Maintenance of the Niagara Region Bicycle Network, signage, and integration with other local or agency bicycling systems in Niagara; - the integration of bicycling facilities into significant development proposals as they arise like the Greater Niagara Circle Route, the Waterfront Trail, and the TransCanada Trail; and - the promotion of safe bicycling.
(b) To promote bicycle tourism in Niagara that builds on the beauty of the Niagara region, its fruitlands, wineries and other natural and man-made attractions.
(c) To raise the profile of bicycle tourism in Niagara as it contributes to the economic health of the region.
(d) To co-ordinate the Niagara Region’s efforts on bicycle promotion and facilitation with those of local municipalities and agencies.
(e) To examine opportunities for bicycling along major off-road linear corridors.
(f) To regularly monitor and review progress on the implementation of the Regional Niagara Bikeways Master Plan including the identification of route deficiencies for utilitarian and recreational cycling.
(g) To recommend the provision of on-road bicycle lanes and/or off-road bicycle paths connecting residential, recreational, industrial and commercial areas as well as existing recreational trails.
(h) To encourage and facilitate, Region-wide bicycling programs, events and tours.
(i) To act as a central registry in Niagara for information on local bicycling clubs, events and bicycle planning initiatives.
(j) To encourage cycling amongst residents of Niagara: - as a health promoting activity with all the benefits that accrue with physical activity; - as an environmentally sustainable, quieter form of transportation that helps to reduce reliance on private automobile use; - as a method of reducing society’s fossil fuel consumption and its inherent pollution of our environment; - as a financial tool in assisting municipalities to reduce their budgets for traditional municipal transportation services that require extensive ongoing and expensive infrastructure improvements;
(k) To make recommendations regarding financial and policy programs that help increase utilitarian cycling participation as an alternative to the private automobile;
(l) To encourage and support the enforcement of existing legislation that addresses bicycling issues; and
(m) To provide input and advice on cycling matters for any project or activity, public or private that may have implications on the Regional Niagara Bikeways Master Plan and cycling in Niagara. 3.3.2 Short-Term Objectives
(a) To participate with and assist local municipalities, the Province, other agencies or the private sector in the development of local bicycle studies and facilities that integrate well with the approved Regional network.
(b) To recommend to the Public Works and Utilities Committee a list of recommended on and off-road bikeway network implementation priorities for the subsequent year, based on the Regional Niagara Bikeways Master Plan or other route opportunities as they arise. This would include initiatives such as priority Regional Roads projects that can be signed and marked for both recreational and utilitarian bicycling.
(c) To provide input into the design of appropriate bicycling route sign or signs that can be used in identifying routes along the Regional Bicycle Network for utilitarian, touring or recreational purposes, based on recognized and acceptable standards.
(d) To assist in the preparation and updating of a detailed bicycling map suitable for broad public distribution.
(e) To provide input and advice, on issues related to bicycling regarding proposed Regional Roads projects and initiatives, as well as municipal, provincial, private or other agency undertakings that may have a bicycling component or implications.
(f) To provide advice on scheduling for the maintenance and cleaning of roads identified on the Regional Bicycling network.
(g) To encourage and help facilitate where possible one Region-wide bicycling event annually.
(h) To provide advice to both the Regional Planning Services Committee and the Public Works and Utilities Committee, as well as municipal and other agencies, on long-range planning policies, zoning provisions or development matters that may have a bicycling component.
(i) To encourage and support programs for bicycling education through school programs, CAA promotional literature and other means.
(j) To meet on an annual or semi-annual basis with other local and/or Regional bicycling advisory committees to share information and provide advice on current bicycling issues. 3.4 Membership
It is proposed that the RNBC membership be comprised from elected representatives, special interest groups, the public-at-large, local municipal appointees, the Ministry of Transportation of Ontario (MTO), Regional staff and others. Voting members and non-voting support members can be drawn from areas identified below, with the final numbers making up the RNBC determined after a response is received from invitations and selections. 3.4.1 Voting Members
(a) Regional Councillors
The RNBC shall consist of at least three Regional Councillors, with voting privileges (with one appointed as Chair) preferably representing the following Committees of Council.
- Public Works and Utilities (1) - Planning Services (1) - Public Health Services (1)
(b) Interest Group Representation
Representatives from the Niagara bicycling community, as well as other special interest bodies, should be requested to participate. It is recommended that the following organizations appoint one voting representative, except where otherwise indicated, as well as an alternate.
- Other local Cycling Club/Group, e.g. St. Catharines Cycling Club (1) - Brock University/Niagara College (1) - School Boards (2) - Cycling retailer or tour operator (1) - Cycling advocacy group representative from the Ontario Cycling Association or Velo Ontario Cycling Alliance (Cycle Ontario) (1)
(c) Public-at-Large
There may be members of the public-at-large that have no affiliation to local clubs, but have a genuine interest in promoting and advocating bicycling.
Two groups of Public-at-Large voting members should be obtained for the RNBC. Twelve should be established to geographically represent the interests of residents from each of the twelve local municipalities in the Region. Each Mayor and/or Local Municipal Council should nominate their representative (12).
Four should also be appointed by the RNBC who have no formal affiliation to local clubs or organizations, but have a genuine interest in promoting and advocating cycling (4). 3.4.2 Non Voting Member Positions
Non voting members would include Regional Staff as resource support, agencies and other government positions that can offer expertise and assistance as follows. An alternate should be identified should the main representative be unable to attend meetings.
(a) Niagara Region Staff
Representatives from each of the following departments are required as resource staff, but without voting privileges. - Public Works - Transportation Services Division (1) - Planning and Development (1) - Police Service (1) - Public Health (1)
(b) Other Agencies and Governments
The Niagara Parks Commission is a long standing agency in Niagara that offers bicycle facilities. The Ministry of Transportation of Ontario since moving to St. Catharines, has provided a resource staff member to the RNBC. This Ministry also manages the Province’s Bicycle Policy. The Niagara Economic and Tourism Corporation incorporates cycling as part of the Region’s tourism promotion. These areas should provide one non-voting member each to the RNBC.
- Niagara Parks Commission (1) - Ministry of Transportation of Ontario (1) - Niagara Economic and Tourism Corporation (1)
(c) Municipal
Not all projects or topics may be of interest to each and every local municipality. When issues arise that specifically affect one or more municipalities, it is recommended that municipal representatives (i.e., local Planning, Public Works and/or Parks & Recreation staff) be invited to attend an RNBC meeting as required.
For information purposes, all RNBC meeting notes shall be distributed to the Clerk and/or a designated contact person in each local municipality for distribution to the departments identified above.
Where there are local Bicycle Advisory Committees in place, a representative of the local Committee will be requested to sit as a non-voting member on the RNBC. At present, this includes the City of Niagara Falls Trails and Bikeway Committee, the Port Colborne Trails and Bikeways Committee, and the Town of Lincoln Trails and Bikeways Committee.
(d) Others
The Ontario Cycling Association, which is based in Toronto, has expressed an interest in the Niagara Region initiatives to meet the needs of bicyclists. While the Association would be a valuable source of information on bicycling matters, their formal and regular participation on the RNBC is unlikely. They have requested copies of all meeting notes when they are available.
Other local groups that are interested in receiving meeting notes will be sent copies upon request.
The following interest groups have been identified as having an interest in cycling-related issues in the Niagara area and elsewhere. It is recommended that representatives from these areas be contacted to attend meetings for issue specific items, as non-voting guests.
- Canadian Automobile Association - Public Transit Authority - Ontario Trucking Association - Insurance Association
The lead department (i.e. Public Works) solicits appointments from participating Regional departments and the MTO. Also, nominations for selections shall be requested from identified special interest groups and the public-at-large who shall provide profile information on areas of expertise, bicycling experience and special project interests.
Members will be evaluated and appointed on the basis of experience, how their knowledge and skills complement the expertise of the RNBC, diversity of ages and gender, and their availability to attend RNBC meetings and serve on task forces. The selection committee will be made up of Regional Councillors, with assistance of Regional staff who will provide input if requested. 3.6 Term
The RNBC shall be appointed by Regional Council, beginning in January, for a three-year term, concurrent with Regional Council’s elected term of office. 3.7 Meetings
3.7.1 Schedule
Meetings shall be held once per month, generally on the second Thursday of each month. RNBC meetings will be open to the general public. Task forces will meet as needed to review specific issues, referred to them by the Committee, and may include local municipal representatives. 3.7.2 Quorum and Voting
Achieving consensus should be the goal of the RNBC. If no consensus can be achieved, a vote may be required.
A quorum for RNBC meetings shall be determined by the Chair at the beginning of each meeting. Approval on any motion shall require 50% plus one of the voting members in attendance at the meeting. 3.7.3 Record of Proceedings
A secretary shall be appointed by the Committee from Public Works staff. The secretary shall record notes of RNBC meetings and circulate them to the membership with copies made available to others upon request. Resolutions and motions on particular issues shall be highlighted and recorded in the meeting notes for timely action and follow-up by appropriate individuals and staff. Meeting notes of all RNBC meetings shall be included on Public Works and Utilities Committee meeting agendas with specific notations against recommendations to be noted as “receive for information”, “refer to staff” or “approve”. 3.7.4 Chair
A Chair and Vice-Chair of the RNBC shall be chosen from amongst the elected Council representatives on the RNBC at the first meeting of each three-year term. In the absence of the elected Chair at a meeting, another voting member will be requested to take the Chair for that meeting.
Regional staff, with input from the RNBC Task Force Chairs, should prepare an annual progress report to summarize the work of the RNBC and set out the Committee’s objectives for the following year, pursuant to the annual report mention in Section 3.3.2 Short Term Objectives (b). This report should also include a budget estimate request for Committee led activities and special projects or studies. This annual RNBC report should be submitted to the Public Works and Utilities Committee.
In addition, the RNBC may choose to prepare separate reports on particular issues throughout the year for consideration by the Public Works and Utilities Committee on any matter affecting cycling in the Niagara Region or implementation of the Regional Niagara Bikeways Master Plan. 3.9 Task Forces
Task forces of the RNBC may be established to deal with specific issues or projects. These task forces may include:
- Network Task Force; - Education and Enforcement; - Encouragement and Promotion; and - Policy Planning.
Local municipal participation should be sought on task forces depending on the nature of specific projects. It is expected that other members of the public or the bicycling community may wish to serve as a resource pool to assist the RNBC on specific projects undertaken by a task force. Task forces generally shall be chaired by a member of the RNBC and shall report back formally to the RNBC with recommendations on assigned projects. All members of the RNBC will, from time to time, be expected to serve on task forces reviewing particular applications or issues. 3.10 Lead Department
The lead department is the Niagara Region Public Works Department. 3.11 Staff Resources
Staff from Public Works, Planning, Public Health, Police Service and the Niagara Economic and Tourism Corporation are available to assist on the RNBC. However, it is recognized that staff time and the level of participation will be dependent on other departmental priorities as determined by Regional Council. 3.12 Support Services to the RNBC
Support services for the RNBC shall be provided on a shared basis by the participating Regional departments. This shall include organization of meetings, meeting rooms, agenda and provision of background information. 3.13 Funding
Niagara Region Public Works is to identify appropriate support funding in its annual Capital/Current budgets to fund activities of the RNBC. Additional funding may be assigned, depending on the nature of the studies or events proposed by the RNBC for a particular year. The management of the annual RNBC budget shall be the responsibility of the Public Works Department Transportation Services Division and any allocation is subject to Regional Council approval. 3.14 Conflict of Interest
Voting members of the RNBC will be expected to declare any pecuniary conflict of interest at the start of each meeting, and if any such conflicts, either actual or perceived are declared, will not take part in the discussion or voting related to the items identified.
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