Official Plan and Integrated Mobility Plan

About This Document

These Terms of Reference (ToR) outline the roles and responsibilities of the Kingston Official Plan Update & Integrated Mobility Plan Community Advisory Group (CAG) members and staff. This document will be reviewed during the first meeting and agreed upon by all CAG members. Any changes to the ToR will be made in consultation with the Project Team and CAG members.

Let’s Talk About Kingston’s Official Plan & Integrated Mobility Plan

A Community Advisory Group (CAG) is a panel of up to 25 community members who are selected to provide advice to the City of Kingston on a project based on their specific connection to a project, knowledge and/or experience.

The Kingston Official Plan Update & Integrated Mobility Plan Community Advisory Group (CAG) will help guide the City of Kingston in the development of these plans. CAG members may draw from their personal and/or professional experiences to provide local insights to shape these plans that will ultimately shape how Kingston will develop and grow in the years to come.

The selection process is data-driven, ensuring that the perspectives of historically marginalized communities, as well as those of future residents, are considered. The result is a CAG that has a diverse makeup, where the representation of equity-deserving communities is prioritized.

CAG members must live in the City of Kingston or represent a group or organization that is active in Kingston. CAG will be composed of 18 to 20 community members and 5 to 7 representatives of community groups or organizations that are active in Kingston.

Terms of Reference: Community Advisory Group Members

• Additional meetings may be called when additional consultation is required for the Kingston Official Plan Update & Integrated Mobility Plan.

• The first Meetings will typically be held on weekday evenings, in an attempt to accommodate the schedules of a range of CAG participants.

• Meetings will primarily be held virtually. A link to the meeting will be available in advance.

• The first meeting will take place in person (location TBD) on Saturday, September 28 from 11am - 2pm.

Compensation

CAG members will be be compensated $225 upon completion of the project, at a rate of $75 per meeting for their participation, at the end of the project.

Conditions of Membership

• CAG members are required to abide by the Community Guidelines. Failure to do so may result in removal from the Kingston Official Plan Update & Integrated Mobility Plan CAG.

• CAG members are required to abide by the Terms of Reference detailed in this document. Failure to do so may result in removal from the Kingston Official Plan Update & Integrated Mobility Plan CAG.

• CAG members are expected to provide feedback to the Project Team based on the group they represent.

• CAG members who are absent for 2 or more meetings may be removed from the Kingston Official Plan Update & Integrated Mobility Plan CAG.

• If a CAG member is representative of a group/organization:

  • Only one member of each group/organization may be in attendance at each meeting.

  • If a CAG member cannot attend a meeting, they may send one representative from their group/organization in their place.

  • The organizations represented by CAG members will be shared publicly, on the project website and in other project communications.

• CAG members’ participation in the Kingston Official Plan Update & Integrated Mobility Plan CAG shall be for a minimum of two (2) years.

• CAG members may end their participation in the Kingston Official Plan Update & Integrated Mobility Plan CAG at any time, including prior to the term limit of two (2) years. It is the responsibility of the CAG member to notify the Project Team of their intent to end their participation.

• It is the responsibility of CAG members to remain in communication with the Project Team by replying to emails, responding to calendar invites, and through other modes of communication. Failure to respond to the Project Team’s communications for a period of 6 weeks or more may result in removal from the Kingston Official Plan Update & Integrated Mobility Plan CAG.

Conflict of Interest

• CAG members must declare any conflict of interest with respect to any agenda items being reviewed, and take direction from the Project Team about their participation in the review of any such agenda items.

• If members are not sure about whether there is a conflict of interest, they are responsible for seeking clarification from the Project Team. Any declared conflicts will be recorded in the meeting summary.

• CAG members are expected to be transparent with the Project Team and with other committee members about any personal, professional, civic or other roles they hold that may present a conflict of interest, regardless of whether they are formally representing those interests on the Kingston Official Plan Update & Integrated Mobility Plan CAG.

• Be respectful of all participants;

• Be open to all ideas;

• Adhere to the established process and time frame;

• Change process during a session only by group decision, if necessary;

• Allow everyone the opportunity to speak;

• Allow people to speak without interruption;

• Try to include everyone; and

• Turn cell phones off/mute.

• CAG members may speak to the media about their individual perspective on the project.

• As individual members’ opinions are not necessarily representative of the views of the entire CAG, in the event that members receive media inquiries about the Kingston Official Plan Update or Integrated Mobility Plan and/or the CAG, those inquiries should be referred to the City media relations by emailing communications@cityofkingston.ca.

• Members should avoid speaking on behalf of the larger Community Advisory Group in any formal public setting, unless prior arrangements have been made with City staff.

• The Project Team will set meeting agendas based on the needs of the Official Plan update and Integrated Mobility Plan.

• The agenda and any supplementary background information will be shared approximately one (1) week before the meeting. Members are expected to review this material prior to each meeting.

• The Project Team will use various tools and methods to facilitate conversation and gather feedback from members of the Kingston Official Plan Update & Integrated Mobility Plan CAG.

• If CAG members require additional accommodation, support or training to meaningfully participate or use the tools or methods provided in the meeting, it is the responsibility of the CAG member to notify the Project Team, ideally with two weeks advance notice where possible.

• The Project Team will be responsible for providing adequate support and resources to the CAG member to ensure their full participation.

• Project Team will ensure notes are taken and a summary circulated to members for review following each of the meetings.

• Meeting summaries will be posted to the project webpage after members have had the opportunity to review them.