TRANSPORTATION COMMITTEE
	TO:	Mayor and Members of Council
	FROM:	Alan Brown, Director of Engineering
	PREPARED BY:	Lloyd Fernandes, Transportation Engineer
	DATE OF MEETING:	2003-Sept-29
	SUBJECT:	Cycling and Pedestrian Advisory Committee (CPAC)

RECOMMENDATION:

THAT the Terms of Reference for the proposed Town of Markham Cycling and Pedestrian Advisory Committee (CPAC) be adopted.

AND THAT additional resources and budget to manage the CPAC in combination with the development of the bicycle implementation plan be considered in the 2004 budget process.

AND THAT subject to the 2004 operating budget consideration, engineering staff be authorized to establish a Town of Markham Cycling and Pedestrian Advisory Committee (CPAC) in accordance with the details outlined in the attached terms of reference.

PURPOSE:

This report provides a response to Transportation Committee’s request for the establishment of a Town of Markham Cycling and Pedestrian Advisory Committee including a terms of reference based on current practices.

BACKGROUND

Transportation Committee was provided an overview of the 1998 Town-wide Bicycle System Study and an outline of the components required in an implementation plan by Engineering Staff late last year.

As a result of this presentation, Transportation Committee requested engineering staff to initiate work on the implementation plan study. In addition, Transportation Committee requested that engineering staff report back on the establishment of a Town of Markham Cycling and Pedestrian Advisory Committee.

Engineering staff has been working, with consultant assistance, to develop both a terms of reference for a Town of Markham Cycling and Pedestrian Advisory Committee and an implementation plan for the cycling network. A detailed report and presentation with respect to the latter will be provided at the October 20^th transportation committee meeting including:

§ The findings of Phase 1 work related to the development of a short-term implementation plan; and

§ An outline for the proposed Phase 2 requirements to develop a long-term implementation plan and the required study budget.

DISCUSSION

The bike implementation study was highlighted as a key “short-term” initiative (2-5 years) outlined in the MTPS-2002 as per the education component of the four-point transportation strategy.

Key Components of CPAC Terms of Reference

This report focuses on the establishment of a Town of Markham Cycling and Pedestrian Advisory Committee (CPAC). In particular it provides specifics as to the need, role, membership, required budget and establishment of a Cycling and Pedestrian Committee for the Town of Markham. The attachment is a terms of reference outlining the specifics of the proposed committee. It should be noted that the successes and failures of other cities including Toronto, Windsor and the Regions of Niagara and Waterloo were taken into account in order to customize a Pedestrian and Cycling Committee for the Town of Markham.

Key highlights of the terms of reference for the CPAC are listed below. The Town of Markham CPAC will:

• Serve as a public outreach vehicle to assist for the development and promotion of on and off-road cycling and pedestrian facilities;
• Be comprised of minimum 10 and at most 20 members. Included will be council representation, stakeholder (cyclists, pedestrian enthusiasts, club members), representatives of the two school boards, TRCA, public health, police and regional Transportation staff.
• Require a three (3) year term for members starting January of each year. Adjustments to the start date may be required to co-incide with the Phase 2 development of the overall town-wide cycling implementation plan, (to be further discussed at the October 20^th transportation committee meeting).
• Assist in the pursuit of public and private funding opportunities.
• Have monthly scheduled meetings, with a minimum of six meetings per year.
• Communicate comments, responses and requests to Council through reports via the Transportation Committee as required.

CPAC Staffing and Funding Requirements

The efforts of CPAC will be critical to the success of an active transportation system. In order to foster this active transportation system a significant commitment on the part of the Town is required, including the dedication of both staff resources and funding. These two elements will be vital to continue the Town’s efforts to reduce the “car-first” culture and work towards the goal of a balanced transportation system.

CPAC Staffing Requirements

With respect to staff resources it is anticipated that the CPAC will result in an initial commitment of approximately one to two days of staff time per month as it relates to briefing/debriefing and attendance at the monthly meeting. However, as the committee evolves the staff time could equate to one to two (1 to 2) days per week on average for a transportation staff member to co-ordinate, organize and manage meetings, as well as act upon the meeting outcomes, developing reports to committees, and co-ordination with other departments and advisory groups. Accordingly, in order to address the evolution of the committee it is requested that the engineering department be given the authorization to obtain professional assistance in the form of a qualified consultant on retainer. An initial estimate of $25,000 annually should be allocated for budgetary purposes to offset the one to two day requirement of current staff resources.

CPAC Funding Requirements

With respect to funding, appropriate budget for committee activities should be allocated for the costs associated with not only the preparation of meeting material but also outreach to the community. This outreach may include brochures to communicate the attributes of walking and biking, maps to illustrate the evolution of the cycling and pedestrian network and/or events to promote the use of the available facilities to residents, employees and businesses in Markham. As indicated in the attachment an estimated $20,000 should be budgeted annually to support the efforts of the committee.

FINANCIAL CONSIDERATIONS:

The financial requirements related to funding for staff resources and budget for operations of the CPAC that require consideration in the 2004 budget process are listed below:

§ An estimated $25,000 per year in the Engineering Department budget starting in 2004 to retain a qualified professional consultant on retainer to assist transportation staff.

§ An estimate of $20,000 per year, starting in 2004 should to be budgeted to account for the CPAC operations including the development of outreach material.

The capital budget requirements related to the implementation of Phase 1 of the cycling network will be outlined at the October 20^th Transportation Committee meeting.

ATTACHMENT: Proposed Town of Markham Cycling and Pedestrian Advisory Committee Terms of Reference

Alan Brown, C.E.T. Director of Engineering

Jim Baird, M.C.I.P., R.P.P. Commissioner of Development Services

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