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City Council Agenda

June 27, 2016/ File No.:B06

CITY COUNCIL AGENDA REPORT

Subject: ERIN RIDGE TRAFFIC CALMING CONSULTATION COMMITTEE FEEDBACK

Recommendation(s) 1. That the “Report to Council, Erin Ridge Traffic Calming Neighbourhood

Consultation Committee, June 14, 2016”, provided as Attachment 1 to the June 27, 2016 agenda report entitled Erin Ridge Traffic Calming Consultation Committee Feedback, be received as information.

2. That the “Erin Ridge Traffic Calming Neighbourhood Consultation Committee

Meeting Notes”, provided as Attachment 2 to the June 27, 2016 agenda report entitled Erin Ridge Traffic Calming Consultation Committee Feedback, be received as information.

Purpose of Report The purpose of this report is for the Erin Ridge Traffic Calming Consultation Committee to provide a report to Council. In addition, two additional applications have been received to be considered by Council for inclusion on the Erin Ridge Traffic Calming Consultation Committee. If Council so desired, these applications could be considered for addition to the Committee. Council Direction On July 6, 2015 Council passed the following motion: (C334-2015) That Administration convene a citizens' committee to provide feedback on the implemented and planned Erin Ridge traffic calming measures and report to Council annually starting no later than Q2 of 2016, on the results of the committee feedback and any changes to the Erin Ridge traffic mitigation implementation plan. On January 25, 2016 Council passed the following motion:

City Council Agenda


(C42-2016) That the following members be appointed to the Erin Ridge Traffic Consultation Committee pursuant to the terms of reference of the committee:

• Murray Lambert • Sandy Scott • Bill Van Hoof • Brian Cyr • Elaine Jensen • Chris Manners • Karen Baniak • Tim Saunders • Dave McConkey • Frank Vagi • Angela Miller; and

That the details of the in camera discussion remain confidential pursuant to Section 17 of FOIP. Background and Discussion As per Council motion C334-2015 and as outlined within the mandate of the Erin Ridge Traffic Calming Consultation Committee, the Committee is presenting their Q2 2016 report to Council. This report is provided as Attachment 1 to the Agenda Report. Committee Membership The current approved committee group provides coverage, of at least one representative from four out of the six possible Erin Ridge zones. Two of the zones are currently full with three representatives, and two have two representatives of the possible three. During Committee meetings it was identified that additional Erin Ridge neighbourhood residents may be interested in participating as members of the Committee. Those who expressed interest were provided the application package that was previously distributed widely to the community for completion. These applications are provided as Confidential Attachment 4 to the Agenda Report. The applications represent:

1. One resident from a currently unrepresented zone of the community (Zone 3), as per Attachment 3: Erin Ridge Traffic Consultation Committee Representative Zone Map

2. One resident from a zone of the community that currently has two representatives (Zone 5), as per Attachment 3: Erin Ridge Traffic Consultation Committee Representative Zone Map

City Council Agenda


During the June 14, 2016 Traffic Committee meeting, a member (Mr. Brian Cyr) brought to the attention of the group that he would be moving from the community of Erin Ridge. As a requirement of involvement within the Committee is to be a resident of Erin Ridge or Erin Ridge North, Mr. Cyr will no longer be a Committee member and as such an opening is created in Zone 2 for potential membership moving forward.

Stakeholder Communications or Engagement The Erin Ridge Traffic Calming Consultation Committee has met on three

occasions to date: 1. March 8, 2016 2. May 3, 2016 3. June 14, 2016

Meeting notes are provided as Attachment 2 to the June 27, 2016 Agenda Report entitled Erin Ridge Traffic Calming Consultation Committee Feedback. Implications of Recommendation(s) a) Financial:

None at this time.

b) Legal / Risk: None at this time.

c) Program or Service: None at this time.

d) Organizational: None at this time.

Alternatives and Implications Considered If Council chose to consider adding additional members to the Erin Ridge Traffic Calming Consultation Committee without debate or discussion based on the attached applications, Council could appoint members based on the information received after the ‘Call for Interest’ process had finished by passing the following motion:

1. That the following members be appointed to the Erin Ridge Traffic Consultation Committee pursuant to the terms of reference of the committee:

Applicant Name [First Name, Last Name] Applicant Name [First Name, Last Name]

City Council Agenda


NOTE – resident names are identified within Attachment 4 (Confidential document): Applications for Erin Ridge Traffic Calming Consultation Committee

If Council chose first to enter into a discussion on the adding of additional members to the Erin Ridge Traffic Calming Consultation Committee, it is recommended move in camera to allow for a free and candid discussion of the applicants for the Committee.

1. That Council move in camera to discuss a personnel matter in accordance with the provisions of Section 17 – Disclosure harmful to personal privacy, of the Freedom of Information and Protection of Privacy Act (FOIP) R.S.A. 2000, C.F-25, as amended.

2. That Council reconvene in public

3. That the following members be appointed to the Erin Ridge Traffic

Consultation Committee pursuant to the terms of reference of the committee:

Applicant Name [First Name, Last Name] Applicant Name [First Name, Last Name]

4. That details of the in camera discussion remain confidential pursuant to

Section 17 of FOIP. Strategic Connections a) City of St. Albert Strategic Plan (Policy C-CG-02)

Pillars of Sustainability BUILT ENVIRONMENT – We build our community towards the future to sustain balanced development, with a reverent eye to the past, honouring our unique settlement history and distinct identity. Governance Strategy Council is committed to ensuring that the City of St. Albert is a responsive, accountable government that delivers value to the community. Service Delivery Strategy Council is committed to ensuring that the City of St. Albert is engaging residents to identify opportunities to improve delivery of services to the community.

b) Long Term Plans (e.g. MDP, Social Master Plan, Cultural Master Plan, etc.)

Transportation Master Plan

City Council Agenda


c) Corporate Objectives (See Corporate Business Plan) Deliver programs and services that meet or exceed our standards Ensure our customers are very satisfied

d) Council Policies

C-TS-02 Neighbourhood Traffic Calming

e) Other Plans or Initiatives (Business Plans, Implementation Strategies, etc.) N/A

Attachment(s)

1. Report to Council, Erin Ridge Traffic Calming Neighbourhood Consultation Committee, June 14, 2016

2. Erin Ridge Traffic Calming Neighbourhood Consultation Committee Meeting Notes

3. Erin Ridge Traffic Calming Neighbourhood Consultation Committee Representative Zone Map

4. Terms of Reference, Erin Ridge Traffic Calming Neighbourhood Consultation Committee

5. CONFIDENTIAL: Applications for Erin Ridge Traffic Consultation Committee Originating Department(s): Planning & Engineering Author(s): General Manager Approval:

Dean Schick, Manager of Transportation Gilles Prefontaine, Chief Community Development Officer

City Manager Signature:

Date:

10342 – 138th Street, Edmonton AB, T5N 2J3 780.886.0354 [email protected] www.populus.ca

REPORT TO COUNCIL Erin Ridge Traffic Calming Neighbourhood Consultation Committee June 14, 2016 ______________________________________________________________________ BACKGROUND On July 6, 2015, Council requested that a Neighbourhood Consultation Committee be formed to provide feedback on the implemented and planned Erin Ridge traffic calming measures. The Committee will provide annual feedback, in the years 2016, 2017 and 2018 on the planned, proposed and implemented actions that will affect Erin Ridge traffic volume, speed, pedestrian crossing and other traffic related issues. The Committee consists of a maximum of 17 community members and an independent facilitator provided by the City of St. Albert. The meetings will take place quarterly through to the end of the second quarter of 2018. This is a total of 10 meetings (4 in 2016, 4 in 2017, 2 in 2018). THE COMMITTEE The following people have formed the Erin Ridge Traffic Calming Neighbourhood Consultation Committee:

ERIN RIDGE CONSULTATION COMMITTEE

SUPPORT

• Karen Baniak • Brian Cyr • Elaine Jensen • Murray Lambert • Chris Manners • Dave McConkey • Tim Saunders • Sandy Scott • Frank Vagi • Bill Van Hoof

Host / Facilitator: • Beth Sanders RPP, POPULUS

City of St. Albert: • Dean Schick CET, Manager of

Transportation • Gilles Prefontaine MBA, Chief

Development Officer

Two people selected to serve on the Committee are no longer available. The Committee is looking for people to represent geographic areas of the neighbourhood currently not on the Committee (zones 3 and 6). ACTIVITIES OF THE COMMITTEE The Committee has met three times: March 8, May 3 and June 14, 2016. To date the Committee has spent time getting to know each other and discern the role of the Committee, Council and Administration. The Committee accomplished the following in its first 4 months:

1. Prepared a Terms of Reference to guide its work and clarify roles and responsibilities

ATTACHMENT 1

Report to Council – Erin Ridge Consultation Committee, June 14, 2016, St. Albert Page 2 of 2

2. Prepared a work plan to map out its work into 2018 3. Learned about the Neighbourhood Traffic Calming Policy and process 4. Learned about 2016 Erin Ridge Traffic Mitigation Plan implementation 5. Provided advice to Administration on 2016 consultation activities in Erin Ridge 6. Discussed the June 22, 2016 open house and the coming resident survey 7. Provided feedback on traffic calming options for 2016 8. Discussed options to accommodate the school opening in November 2016 9. Discussed preliminary traffic counts 10. Compiled a report to Council to document its activities 11. Learned about the five “E”s of traffic safety: engineering, enforcement, education,

evaluation and encouragement THANK YOU Thank you for bringing this group together and providing the support and resources for our work to make the community a safer place. Submitted by the Erin Ridge Consultation Committee ______________________________________________________ Attachment:

1. Erin Ridge Traffic Calming Neighbourhood Consultation Committee Terms of Reference (June 14, 2016)

ATTACHMENT 1


Meeting #1, March 8, 2016 Erin Ridge Traffic Calming Neighbourhood Consultation Committee Meeting Notes ______________________________________________________________________


SUPPORT

Present:

• Murray Lambert • Bill Van Hoof • Sandy Scott • Chris Manners • Elaine Jensen • Karen Baniak • Dave McConkey • Frank Vagi • Bryan Cyr

Regrets:

• Angela Miller • Tim Saunders

Facilitator: • Beth Sanders RPP,

POPULUS City of St. Albert: • Dean Schick CET, Manager

of Transportation • Gilles Prefontaine MBA,

Chief Development Officer

1. Introductions + Agenda. The Committee introduced themselves with their names and a

brief comment on why they “said yes” to serve on the Committee. City of St. Albert and POPULUS staff introduced themselves and made introductory remarks. Ms. Sanders outlined the purpose of the evening. Summary:

a. The purpose of the meeting is roles, responsibilities, and orientation.

b. Everyone in the room knows each other.

c. Diversity in the room (and lack of) is recognized (not all parts of the neighbourhood represented).

d. Committee has a desire to inform city and neighbourhood design, as well as provide feedback on Erin Ridge specifics.

e. Committee recognizes the need to: a) get around, and b) do it safely.

2. Review Call for Interest. The Committee reviewed the Call for Interest that was approved by Council. It provides basic guidance for the Committee. Summary:

ATTACHMENT 2

MEMO – Meeting Notes, Erin Ridge Consultation Committee #1, March 8, 2016, St. Albert Page 2 of 3

a. The purpose of Committee is to provide feedback to Council. Council is involving citizens through, and with, the Committee.

b. Reporting lines, from the Committee to Council are clear.

c. The Committee will provide a report to Council, at least annually.

d. Administration is available to provide support and expertise.

e. Changes to the Committee, and its role/scope, need to be approved by Council.

3. Orientation to Traffic Calming in St. Albert and Erin Ridge. Dean Schick provided an overview of traffic calming efforts in St. Albert generally, and specifically in Erin Ridge.

4. Review of Neighbourhood Traffic Calming Policy and Process. Dean Schick provided an overview of the Traffic Calming Policy and process. The Policy is going to City Council for approval on April 4, 2016. The process is going to Council for information only; Administration is responsible for the implementation of the Policy. Administration is open to feedback from the Committee.

Summary:

a. The Committee provided feedback to Administration on the Traffic Calming Policy, as well as the process.

b. Role clarity: Council sets policy direction, Administration implements the policy with process.

c. The Policy and process set the stage for the Committee’s work.

d. The Erin Ridge Neighbourhood Consultation Committee is a pilot of the Traffic Calming process.

e. The Committee will have valuable feedback on how/when/where it makes sense for the City of St. Albert to use a Neighbourhood Consultation Committee.

5. 2016 Erin Ridge Traffic Mitigation Plan Implementation. Dean Schick asked for the Committee’s advice on whether to proceed with construction plans as outlined in this document. While Dean has decision-making authority for this decision, he seeks advice.

Summary:

a. Waiting a year, to allow this Committee and the Traffic Calming Policy and process to unfold makes sense. It also makes sense to take any action that will accommodate the opening of the school in September.

b. Some items in the Implementation Plan need discussion. Homework: are there any items that make sense to go ahead?

c. No clear advice provided.

6. Meeting Schedule. The first meeting was scheduled by the City of St. Albert, to get started. The attached preliminary work plan was developed by the Committee to help discern when Committee meetings make sense.

ATTACHMENT 2

MEMO – Meeting Notes, Erin Ridge Consultation Committee #1, March 8, 2016, St. Albert Page 3 of 3

The Committee decided that Tuesdays were a good day of the week to meet. 6 - 9 PM is a good time of day. The following meeting dates were chosen:

a. May 3, 2016, 6 – 9 PM.

b. June 2016 (to be scheduled after the consultation events).

c. Additional dates to be finalized in May and June.

7. Next Steps. The Committee recognized that more information was needed to outline their role in City of St. Albert engagements. A Terms of Reference is needed, including what Committee members’ agreements about how they will work together, including communications. It was agreed that the public message for now is that the Committee is just getting started, with a focus on orientation and clarity around roles and purpose. (For example, the Committee informs the decision-making of Council and should not be put in a position where they are caught conflict between the City and their neighbours.) The following actions were identified throughout the course of the meeting:

a. Dean Schick – Send redlined Traffic Calming process document to the Committee

b. Dean Schick – Send list of Committee members and contact information to Committee

c. Committee – Look for representatives from off Bellerose, where Boudreau and Bellerose come together

d. Dean Schick – Send most recent Implementation Plan to Committee

e. Committee – Review the Implementation Plan and identify any actions that should be implemented in 2016.

f. Beth Sanders – Prepare a draft Terms of Reference, to include roles and responsibilities

______________________________________________________________________ NOTE – These summary notes are not intended to be detailed meeting minutes. Notes provided by Beth Sanders RPP, POPULUS. Attachment: Work Plan – Prelim – Erin Ridge TC Committee

ATTACHMENT 2


Meeting #2, May 3, 2016 Erin Ridge Traffic Calming Neighbourhood Consultation Committee Meeting Notes ______________________________________________________________________


SUPPORT

Present:

• Murray Lambert • Bill Van Hoof • Sandy Scott • Chris Manners • Karen Baniak • Frank Vagi • Elaine Jensen

Regrets:

• Dave McConkey • Tim Saunders • Bryan Cyr





1. Introductions + Agenda. All introduced themselves with their names and a brief

response to this question: What’s new in the neighbourhood this spring?

• Lots of kids running out on the road this spring • A parking issue in the Gazette • More traffic and parking issues – too close to crosswalk indicators – hard to see

the pedestrians • Husband building a fence to keep in the dog. While working watching the traffic

and notices it is ridiculous. 95% going over the speed limit. Today – an RCMP officer pulled someone over

• Speeds are increasing. No fear, because no one is enforcing it • More garbage – related to construction? • Renewal of traffic speed. The tree way stop is the start of a drag strip. Little

enforcement • Erin Ridge North is getting more and more development – extended • Greener sooner than ever, more people than ever • Bikes are out • Parking next to soccer fields • Concerns need to feed into the solutions we will look for • Ellesmere site, Diversified bussing issue – will use the Save-On parking lot • Vehicular, pedestrian and cycle traffic is increased • Are we conveying our interests to the people who enforce?

ATTACHMENT 2

MEMO – Meeting Notes, Erin Ridge Consultation Committee #2, May 3, 2016, St. Albert Page 2 of 3

Ms. Sanders outlined the agenda and purpose of the evening.

2. Update on Committee Membership. No new members.

a. M. Lambert has one candidate in the process. Application can be sent to Council or D. Schick. Name will be sent to Council when the Committee’s report goes to Council in June.

3. Terms of Reference. The Committee reviewed the draft Terms of Reference drafted by B. Sanders. The revised document is attached and will be finalized at the June 14, 2016 meeting of the Committee.

4. Update and Discussion of Erin Ridge Traffic Calming. D. Schick shared the following information.

a. Traffic counting took place in the neighbourhood from April 19-29. Three kinds of counts: video vehicle detection at select intersections; video detection of vehicle and pedestrian movements; and vehicle counts, speed and classification. The numbers will be available in a couple weeks and available at the June meeting for discussion.

b. A draft brochure about traffic calming was shared for comment.

c. Feedback from the Committee on 2015 traffic calming: a pedestrian curb extension will be installed at the pedestrian crossing on Eldorado Drive. D. Schick to confirm other improvements to take place in advance of the school’s opening in November 2016.

5. Upcoming Consultation Events. D. Schick advised:

a. A communication plan is being prepared and will be shared when available. The exact dates of what is happening has not been finalized. It would make sense for the Committee to meet in June.

b. An online survey is being assembled for Erin Ridge Traffic Calming (Metroquest). Suggestions: provide a link to the survey with the utility bills; use a photo in Erin Ridge. D. Schick will send a link to the Committee to review and provide feedback by the end of the week.

c. Possibility for a field trip with the consultation consultant.

6. Work Plan + Meeting Schedule. The next meeting will take place on June 14, 2016. Some of the consultation will be complete at this time, perhaps with some preliminary results. B. Sanders will prepare a draft report to Council on behalf of the Committee. This will be reviewed and finalized on June 14, 2016 and will be presented to Council on June 27, 2016. The September meeting date will be confirmed in June.

Tentative June 14, 2016 Agenda:

1. Introduction and Agenda

2. Review of May 3, 2016 Meeting Notes

3. Finalize Terms of Reference

4. Report to Council (Review and finalize, decide who will attend)

5. Update on Consultation Activities

6. Update on April 2016 Traffic Count Results

ATTACHMENT 2

MEMO – Meeting Notes, Erin Ridge Consultation Committee #2, May 3, 2016, St. Albert Page 3 of 3

7. Discussion: What to do to get ready for the school to open

8. Work Plan + Meeting Schedule

i. Confirm September, October dates

ii. Find time to learn about enforcement

9. Next Steps

7. Next Steps. The following actions were identified throughout the course of the meeting:

a. B. Sanders – Send link to Jeff Speck TED talk

b. B. Sanders – Update and circulate the Terms of Reference

c. Committee – Review the Terms of Reference and be prepared to finalize at the June 14 meeting

d. G. Prefontaine – Arrange for enforcement conversation with the Committee (set them up to learn about enforcement)

e. D. Schick – Share the data from the traffic count ahead of the June meeting

f. D. Schick – Send the traffic calming brochure to the Committee for comment

g. Committee – Send feedback to D. Schick on the traffic calming brochure. (D. Schick to provide timeline; likely a week)

h. D. Schick – Send a link to the online survey to the Committee

i. Committee – Send feedback to D. Schick on the online survey. (D. Schick to provide a timeline for feedback; likely a week)

A bit about what the Committee knows and understands differently as a result of meeting:

• Traffic counts, and the technologies used to capture them • Clearer understanding of what we are doing – was confused last time • Inner conflict before, we’re onto something now, wanting to follow the process • Better idea of direction we are moving in; last time it was organizational • Good idea to have someone to come and explain about enforcement and we

need to phone and complain about enforcement and put some heat on RCMP to step it up

______________________________________________________ NOTE – These summary notes are not intended to be detailed meeting minutes. Notes provided by Beth Sanders RPP, POPULUS. Attachments:

1. May 3, 2016 Terms of Reference 2. Work Plan – Prelim – Erin Ridge TC Committee

ATTACHMENT 2


Meeting #3, June 14, 2016 Erin Ridge Traffic Calming Neighbourhood Consultation Committee Meeting Notes ______________________________________________________________________


SUPPORT

Present:

• Murray Lambert • Bill Van Hoof • Sandy Scott • Chris Manners • Karen Baniak • Frank Vagi • Elaine Jensen • Tim Saunders • Brian Cyr

Regrets:

• Dave McConkey





1. Introductions + Agenda. Ms. Sanders outlined the agenda and purpose of the evening.

All introduced themselves with their names and a brief response to this question: What do you notice in Erin Ridge these days?

a. School construction and parking issues associated with it. Trucks park too close to crosswalks.

b. Lots of traffic. People are getting tired of the traffic.

c. Lots of speeding and infractions. And recently a succession of gravel trucks, adding to the noise.

d. More commercial areas to the north mean more traffic in Erin Ridge.

e. Traffic not bad lately – might be because I leave home earlier and later.

f. People parking near the soccer fields – hard as a driver to see the pedestrians. Worried about soccer kids at night.

g. Speed on Everitt Drive is an issue.

2. Update on Committee Membership. a. Brian Cyr is moving out of Erin Ridge at the end of the month and will no longer

be on the Committee. This is his last meeting.

b. Two people have made applications to join the Committee, from Zones 3 and 5. Council will consider their applications at their June 27, 2016 meeting.

ATTACHMENT 2

MEMO – Meeting Notes, Erin Ridge Consultation Committee #3, June 14, 2016, St. Albert Page 2 of 4

3. Terms of Reference. The Committee reviewed the draft Terms of Reference first seen on May 3, 2016, to provide final comments and to include in the upcoming report to Council. The updated Terms of Reference is attached (dated June 14, 2016).

4. Report to Council / Presentation to Council. A draft report was circulated to the Committee prior to the meeting. Minor edits were made (final version attached). Frank Vagi and Karen Baniak will make the presentation to Council on Monday June 27, 2016.

5. Update and Discussion of Erin Ridge Traffic Calming + and Upcoming Consultation Events. D. Schick shared information and the Committee discussed. Highlights of the conversation:

a. Maps were shared with the data received to date; more data is being collected right now for a few more locations due to some technical difficulties, as well as shortcutting information. No information on the speeds yet.

b. Consultation events and timing:

i. The Open House will take place on June 22, 2016 at the Alliance Church on Villeneuve Road. Committee is invited to attend.

ii. Simple survey to seek support for traffic calming in principle (55% in support needed). Objective is to involve the community and say they want it. If no support, will not walk away but see if more engagement is needed.

iii. Every postcard/survey will be manually reviewed to ensure one vote per household.

iv. The survey results will be available in September for review by the Committee.

v. Plans will be developed and options for the neighbourhood to consider, including costs.

vi. A final plan will go to the community for support by survey.

vii. Construction in 2017.

viii. Throughout the process – we need to understand what is working well and what process improvements are necessary.

c. Role of the committee:

a. The postcard survey: talk to neighbours and let them know they received the postcard in the mail. Ask them to fill it out and tell them how to send it in.

b. Open house: attend part of the event if possible. No expectation for the Committee to push traffic calming, but rather observe and listen, and be in conversation. Help promote and encourage neighbours to attend.

d. Erin Ridge Drive / Eldorado Drive school – There is concern about how traffic will work in and around the school when it opens on Remembrance Day.

a. A number of suggestions were made, but it was recognized that more information is needed: the number of buses and from where, their schedule (any staggering?), where they will stack up and how many will fit in the queue on site, mode split, number of students expected to park in the parking lot and roadways, number of students 16+, number of staff, the timelines to reach school capacity.

ATTACHMENT 2


b. The true impact of the school will be seen when it opens. There will be opportunities to make appropriate changes at that time. Data is needed.

6. Work Plan + Meeting Schedule. The next meeting will take place on

a. The next meetings will take place on September 14 and October 26, 2016.

b. Tentative Sept 14, 2016 Agenda:

i. Introductions and Agenda

ii. Review of June 14, 2016 Meeting Notes

iii. Update on Spring 2016 Traffic Count Results

iv. Enforcement: Learning and Discussion

v. Update on Consultation Activities

vi. Erin Ridge School Data Discussion

vii. Work Plan + Meeting Schedule

viii. Next Steps

c. Desired outcomes for the enforcement discussion on September 14:

i. Understand the infractions in the neighbourhood.

ii. Understand how enforcement is happening now and with the school (How is enforcement currently taking place? How will it work with the school? Will there be any enforcement changes? How can we get traffic stops?)

iii. Understand enforcement decision-making (Will photo enforcement happen? How can we get it scheduled? Who determines the enforcement pattern?)

iv. Understand the pros and cons of enforcement strategies (Do driver speed feedback signs work? Does police presence make a difference? Is a blitz more helpful than sporadic enforcement?)

v. Understand how citizens and the Committee can assist enforcement personnel (What can we do as citizens? What can we do as a Committee?)

vi. Share the experiences in the neighbourhood.

d. October 26, 2016 – roll up sleeves to explore consultation results, explore options for traffic calming plan for 2017 construction.

7. Next Steps. The following actions were identified throughout the course of the meeting:

a. G. Prefontaine – Confirm the Committee’s presentation to Council can take place at 6pm (June 27, 2016).

a. D. Schick – Send update on Erin Ridge Drive bulb-out to Committee.

b. D. Schick – Look into no parking signage at intersection near crosswalk sign and inform Committee.

c. D. Schick – Collect Erin Ridge School data (see above) and share it with the Committee (for discussion at next meeting).

ATTACHMENT 2


d. D. Schick – Arrange for enforcement “representative” attendance.

______________________________________________________ NOTE – These summary notes are not intended to be detailed meeting minutes. Notes provided by Beth Sanders RPP, POPULUS. Attachments:

1. Terms of Reference (June 14, 2016) 2. Erin Ridge NCC Report to Council (June 14, 2016) 3. Work Plan – Prelim – Erin Ridge TC Committee

ATTACHMENT 2

Erin Ridge

Zone 1 - Murray Lambert

Sandy Scott

Bill Van Hoof

Zone 2 - Brian Cyr

Elaine Jensen

Chris Manners

Zone 3 - No Representation

Zone 4 - Karen Baniak

Tim Saunders

Zone 5 - Dave McConkey

Frank Vagi

Zone 6 - Angela Miller

ATTACHMENT 3


TERMS of REFERENCE Erin Ridge Traffic Calming Neighbourhood Consultation Committee June 14, 2016 ______________________________________________________________________

The Call for Interest The following elements were approved by St. Albert City Council as part of its call for interested citizens to serve on the Committee:

• Committee Objectives • The Committee • Term • Public Engagement Spectrum

These items are established by Council and form the foundation for the Committee’s Terms of Reference, to guide them in their work.

Committee Objectives On July 6th, 2015, Council requested that a Neighbourhood Consultation Committee (or the Committee) be formed to provide feedback on the implemented and planned Erin Ridge traffic calming measures through Council motion C334-2015 (listed below as reference). The objectives of this Committee are as follows:

• That the Committee receive and report back, at a minimum, annual feedback in 2016, 2017 and 2018 on the planned, proposed, and implemented actions that will affect Erin Ridge traffic volume, speed, pedestrian crossing, and other traffic related issues. These include, but are not limited to:

o ENGS-057 Erin Ridge Traffic Mitigation Strategies o ENGS-058 Neighbourhood Traffic Calming Strategies

Council Motion for reference: (C334-2015) That Administration convene a citizens' committee to provide feedback on the implemented and planned Erin Ridge traffic calming measures and report to Council annually starting no later than Q2 of 2016, on the results of the committee feedback and any changes to the Erin Ridge traffic mitigation implementation plan.

The Committee The Committee shall be comprised of eighteen (18) members including one (1) Committee Facilitator and seventeen (17) representatives from the community at large:

• Committee Facilitator – City of St. Albert

ATTACHMENT 4

Terms of Reference - Erin Ridge Traffic Calming Neighbourhood Consultation Committee (June 14 2016) Page 2 of 5

• Community Members at Large including: o 14 Residential Members at Large based on geography as set forth by the

Neighbourhood Map provided as Attachment 1 to this ‘Call for Interest’. Members shall be appointed as a minimum of 1 member per zone, to a maximum of 3 members per zone, up to a total of 14 Residential Members at Large.

o 2 Commercial Member at Large representing businesses within the Neighbourhood

o 1 Institutional Member at Large representing schools, hospitals, government, churches, etc. within the Neighbourhood

• Council shall determine the appointments to the Committee annually as part of their annual Committee appointments process. Council will determine the final appointments to the Committee, using the following as criteria for membership: • Skills and/or experience are directly related to the objective of the Committee • Interest in contributing perspectives from areas of expertise and experience • The ability to work collaboratively with people who share different experiences • Willingness and ability to attend and participate in meetings of the Committee

(frequency of meetings may vary due to needs and progress of the objective)

Term The Committee shall meet, at a minimum, quarterly starting in Q1 2016 until the end of 2018. Meetings shall be held in the evening on an agreed upon date convenient for the majority of Committee members. Additional meetings may be held at the discretion of the Committee. Annual reports are to be reviewed and approved by the committee prior to its presentation to council and are due to be presented by the Committee to Council starting in 2016.

Public Engagement Spectrum

The Committee is considered at the ‘Involve’ level of the Public Engagement Spectrum. The purpose of the Committee is to foster communication that becomes two–way and that information is shared with the public and opportunities for feedback are provided. The intent is to raise awareness and understanding about traffic calming measures in the Erin Ridge neighbourhood, and to receive and report on residents’ concerns on the effectiveness of the Erin Ridge traffic measures. At this stage, the City and the public have the opportunity to listen to and learn about each other’s plans, views, issues and expectations.

ATTACHMENT 4


Additional Terms In addition to the terms outlined in the Call for Interest, the elements below also guide the work of the Committee.

Outcomes The outcomes sought as this initiative unfolds, and upon its completion, include the following:

1. It is understood how/when/where it makes sense for the City of St. Albert to use a Neighbourhood Consultation Committee in the implementation of traffic calming measures.

2. City design and neighbourhood design are informed and influenced by the experience of the Erin Ridge Neighbourhood traffic calming process.

3. Traffic calming measures in Erin Ridge are practical, affordable and allow people to move around and do so safely.

Roles and Responsibilities The text below outlines the roles and responsibilities of the parties involved.

CITY OF ST. ALBERT – COUNCIL Role:

1. Provide policy direction to City of St. Albert Administration 2. Involve citizens in their decision making 3. Approve annual municipal budget

Responsibilities: 1. Receive the advice of the Committee 2. Set policy direction for the City of St. Albert 3. Review funding requests for neighbourhood traffic calming

ERIN RIDGE TRAFFIC CALMING NEIGHBOURHOOD CONSULTATION COMMITTEE Role:

1. Advise City Council directly, as a voice of diverse and informed citizens, on traffic calming in the Erin Ridge neighbourhood

2. Advise City Council on the use of a Neighbourhood Consultation Committee

Responsibilities: 1. Provide informed feedback on traffic calming related matters in Erin Ridge 2. Provide a written report to City Council, at least annually 3. Advise City Council about how well the design of the city and the Erin Ridge

neighbourhood works 4. Review proposed traffic calming implementation strategies and action 5. Advise Administration about how to engage and consult Erin Ridge residents 6. Prepare a work plan and schedule that provides focus to the Committee’s efforts 7. Listen to the range of interests in the community

Note – as appropriate, Administration will test implementation ideas with the Committee

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CITY OF ST. ALBERT – ADMINISTRATION Role:

1. Implement Council directives 2. Implement the traffic calming plan and process 3. Provide administrative support to the Committee 4. Engage and consult with the residents of Erin Ridge

Responsibilities: 1. Provide an impartial meeting chair/facilitator 2. Provide the materials the Committee needs to do its work 3. Provide technical information and advice to the Committee 4. Create project funding request

Note – as appropriate, Administration will test implementation ideas with the Committee.

FACILITATOR / MEETING CHAIR

Role: 1. Chair the Committee’s meetings 2. Keep track of the Committee’s needs 3. Prepare an agenda and list of materials needed for the meeting

Responsibilities: 1. Ensure the purpose of the meeting is clear 2. Ensure everyone has an opportunity to participate and speak 3. Ensure the materials needed for the meeting are on hand 4. Document a meeting summary 5. Document a report to Council, at least annually 6. Support and coach the Committee to prepare a work plan and schedule for its work

Note – The meeting chair is a facilitator under contract with City of St. Albert Administration to support the Committee when it meets.

Agreements The following agreements guide the work of the Committee.

8 qualities of good meetings: 1. We hold all personal information in confidence. 2. We listen to each other with compassion and curiosity. 3. We ask for what we need and offer what we can. 4. We agree to watch our time and energy, and pause or take a break when we need to. 5. We share responsibility for the quality of our meetings. 6. We are here to serve the whole neighbourhood and the city. 7. We speak with intention, noting what is relevant to the conversation. 8. We listen with attention, respectful of the learning process for all members of the group.

On how we work together: 1. We are here to figure out how to:

a. best get around our neighbourhood, and b. do it safely with all modes of transportation.

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2. The decisions of the Committee will be made by consensus. 3. The Committee will agree on all messages of the Committee, to Council, Administration

and to the neighbourhood. 4. The Committee will choose a spokesperson for the Committee. 5. The Committee will speak as a group, with one voice.

On how we will communicate with others: 1. Direct to Council. The Committee will communicate directly to City Council, at least

annually, with an annual report. All reports to Council will be in the public domain. 2. Direct to Administration. While performing its work, the Committee will work closely with

Administration to learn about traffic calming policy and implementation. 3. Listen to our neighbours. Committee members will identify themselves in the

neighbourhood and be available to hear their neighbours’ thoughts and feelings about traffic in Erin Ridge. In conversation with neighbours, the Committee will:

a. Listen well b. Encourage active participation of neighbours in Administration’s consultation

activities (“you have a voice, here’s your opportunity to use it”) c. Acknowledge that official feedback to the City of St. Albert is through

Administration 4. The Committee will be present when Administration consults the neighbourhood to

observe and listen. Note - Communication with the neighbourhood will be done primarily by City Administration to ensure that the Committee is not put in a position of having to defend City Administration’s work and finding themselves unexpectedly in the center of neighbourhood conflict. Further, the intention is for participation on the Committee to be an informative, rewarding and positive experience for citizens.

Changes to the Role / Scope of the Committee Changes to the Committee, and its role/scope, need to be approved by Council.

Meeting Schedule The Committee will meet from 6-9pm on Tuesdays. It will meet six times a year, at its discretion.

Attachments a. ENGS-057 Erin Ridge Traffic Mitigation Strategies b. ENGS-058 Neighbourhood Traffic Calming Strategies c. Work Plan – Prelim – Erin Ridge TC Committee

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