The Arterial Roads Review Ad hoc Steering Committee met on September 6, 2007 at 12:39 p.m. in the Council Chamber, Regional Administrative Headquarters, 10 Peel Centre Dr., Brampton.

Regional Chair E. Kolb presided.

1. ELECTION OF CHAIR AND VICE-CHAIR

RECOMMENDATION ARRASC-1-2007:

That Councillor Paterak be appointed Chair of the Arterial Roads Review Ad hoc Steering Committee for the term ending September 6, 2009, or until a successor is appointed;

And further, that Councillor Sanderson be appointed Vice-Chair of the Arterial Roads Review Ad hoc Steering Committee for the term ending September 6, 2009, or until a successor is appointed.

 Councillor R. Paterak assumed the Chair.

2. DECLARATIONS OF CONFLICTS OF INTEREST - Nil

3. APPROVAL OF AGENDA

RECOMMENDATION ARRASC-2-2007:

 That the agenda for the September 6, 2007, Arterial Roads Review Ad hoc Steering Committee meeting be approved.

4. DELEGATIONS - Nil

a) Terms of Reference for the Arterial Roads Review Ad Hoc Steering Committee (ARRASC)

Councillor Saito noted that the mandate for the Arterial Roads Review Ad hoc Steering Committee (ARRASC) does not specifically outline a role for the Committee beyond the development of the terms of reference for the Phase Two study of the arterial roads review process. She suggested that the mandate of the Committee should include a policy and oversight role for the staff working group during Phase Two.

Damian Albanese, Director, Transportation, advised members of the Committee that it is the intention of staff for the Committee to have a continued role in the arterial roads review process, beyond the development of the terms of reference for Phase Two, although that was not specifically stated in the mandate section of the terms of reference.

David Szwarc, Chief Administrative Officer, clarified that the terms of reference were based on the approved Council resolution which established the Committee (2007-784), and that the resolution did not provide for a role beyond the development of the terms of reference. He suggested that a recommendation from the Committee could provide for an expansion of the mandate, subject to approval by Regional Council.

Councillor Paterak asked if a preamble to the mandate for the terms of reference might be appropriate, to note that the end goal of the Committee is to develop a rational, comprehensive arterial roads system. Mitch Zamojc, Commissioner of Environment, Transportation and Planning Services suggested that such a preamble could be included in the terms of reference for the staff working group for Phase Two, rather than for the Committee.

Mitch Zamojc advised the Committee that the staff working group will look to the Committee for advice and direction regarding Phase Two in terms of what the working group should be reviewing, and what aspects should be the focus of the roads system the Phase Two study (i.e. economic concerns, human resources and collective bargaining, jurisdiction, et cetera). He advised that the staff working group will develop discussion papers for consideration by the Committee on those areas which the Committee identify as the focus of the study.

Councillor Paterak requested that the proposed revisions to the terms of reference be circulated to members of the Committee 10 days prior to the next meeting, in order to provide an opportunity for members of the Committee to provide comments prior to the printing of the agenda.

RECOMMENDATION ARRASC-3-2007:

That staff revise the draft terms of reference for the Arterial Roads Review Ad hoc Steering Committee (ARRASC) to include the role of the Committee in Phase Two of the arterial roads review, beyond the development of the Terms of Reference;

And further, that members of the Committee be provided a draft of the ARRASC terms of reference staff report 10 days in advance of the next meeting of the Committee, in order to allow members of the Committee an opportunity to comment on the staff report prior to the report being printed with the agenda.

b) Regional and Area Municipal Staff Appointments to the Arterial Roads Review Staff Working Group (Oral)
Discussion led by Damian Albanese, Director, Transportation Division

Received

Damian Albanese advised that Regional staff would be requesting participation from area municipal staff on the arterial roads review staff working group for Phase Two.

Councillor Paterak suggested that the staff representatives should be from the fields of transportation planning and roads construction/engineering. He asked that the staff working group members be provided the opportunity to appoint a designate to attend in their place, in order to ensure that meetings are not cancelled due to poor attendance. Councillor Paterak also reminded members of the Committee that, in accordance with the Procedure By-law 57-2006, they have the ability to appoint an alternate to attend in their stead, to avoid delays in the process due to lack of quorum at ARRASC Committee meetings.

Mitch Zamojc advised that all of the area municipal public works, transportation and planning commissioners will be invited to be members of the staff working group. He advised that staff plan to determine, in consultation with area municipal staff, a list of key contacts in order to ensure that the correct staff are consulted on various issues such as staffing and seniority, which could be affected in the event that roads are transferred from one level of municipal government to another.

c) Discussion Regarding the Establishment of the Scope/Objectives and Work Plan for the Arterial Roads Review Staff Working Group (Oral)
Discussion led by Damian Albanese, Director, Transportation Division

Received

Damian Albanese advised that the staff working group will look to the ARRASC Committee for direction during Phase Two of the arterial roads review, in order to determine the work plan and deliverables of the study. He stated that the working group will provide discussion papers for review, and that the Committee will be requested to consider the discussion papers in their decisions. Councillor Paterak requested that such discussion papers be sent 10 days in advance of Committee meetings, separately from the Regional Council and Committee agenda packages, in order to provide an opportunity to review the discussion papers prior to distribution of the agenda packages.

In summary, Mitch Zamojc advised that staff will:

- revise the terms of reference to add information regarding the role of the Committee in Phase Two of the arterial roads review;

- provide a revised version of the ARRASC terms of reference to members of the Committee for review 10 days prior to the next meeting;

- communicate with key contacts at the area municipalities to develop a formal list of members for the staff working group; and

- staff will employ the formal Region of Peel working group process to establish the membership of the working group, and communicate expectations regarding attendance and appointments of alternates.

6. UPDATES - Nil

 
7. COMMUNICATIONS - Nil

 
8. OTHER BUSINESS - Nil

 
 9. NEXT MEETING

 Councillor Prentice requested that the next meeting be scheduled following Regional Council meeting on October 25, 2007.

RECOMMEDATION-ARRASC-4-2007:

That a meeting of the Arterial Roads Review Ad hoc Steering Committee (ARRASC) be scheduled for Thursday, October 25, 2007, immediately following Regional Council.

The next meeting date of the Arterial Roads Review Ad hoc Steering Committee is scheduled for Thursday, October 25, 2007, immediately following Regional Council, Regional Administrative Headquarters, Council Chamber, 5th floor, 10 Peel Centre Drive, Brampton, Ontario.

Please forward regrets to Julie Ireland, Legislative Specialist, (905) 791-7800, extension 4502 or at julie.ireland@peelregion.ca.

10. ADJOURNMENT

The meeting adjourned at 1:10 p.m.