APPENDIX A TABLE OF CONTENTS

Transcription

1 APPENDIX A TABLE OF CONTENTS PRE NOTICE OF COMMENCEMENT CONSULTATION NOTIFICATION LETTER TO CONSULTATION GROUPS - ORIGINAL AND EXPANDED STUDY AREA CONSULTATION GROUP MEETING #1 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG) CONSULTATION GROUP MEETING #2 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG) CONSULTATION GROUP MEETING #3 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG) CONSULTATION GROUP MEETING #4 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG) ADDITIONAL MEETING OF BUSINESS CONSULTATION GROUP - Presentation - Meeting Notes PUBLIC OPEN HOUSE #1 AND PRESENTATION - Notice of Public Open House - Comment-Questionnaires - Information Bulletin - Exhibit List - Exhibits - Presentation - Completed Comment-Questionnaires Summary and Distribution of Participants - Presentation Question and Answer Summary VIKING RIDEAU MEETING - Presentation JOINT CONSULTATION GROUP MEETING ON MAINTENANCE AND STORAGE FACILITY - Agenda - Presentation - Meeting Notes PUBLIC OPEN HOUSE #2 - Notice of Public Open House - Comment-Questionnaires - Information Bulletin - Exhibits - Completed Comment-Questionnaires Summary and Distribution of Participants CONSULTATION GROUP MEETING #5 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG) PUBLIC OPEN HOUSE #3 AND PRESENTATION - Notice of Public Open House - Comment-Questionnaires - Exhibit List - Exhibits - Presentation - Completed Comment-Questionnaires Summary and Distribution of Participants - Presentation Question and Answer Summary FIRST NATIONS CORRESPONDENCE POST NOTICE OF COMMENCEMENT CONSULTATION NOTICE OF STUDY COMMENCEMENT CONSULTATION GROUP MEETING #6 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG) PUBLIC OPEN HOUSE #4 - Notice of Public Open House - Comment-Questionnaire - Exhibit List - Exhibits - Completed Comment-Questionnaire Summary and Distribution of Participants FIRST NATIONS CORRESPONDENCE NOTICE OF COMPLETION CHRONOLOGY OF CONSULTATION MEETINGS

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3 PRE NOTICE OF COMMENCEMENT CONSULTATION

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5 NOTIFICATION LETTER TO CONSULTATION GROUPS ORIGINAL AND EXPANDED STUDY AREA

6 12 August 2008 Agency Consultation Group Distribution List Dear Sir/Madame: Re: Downtown Ottawa Transit Tunnel: Planning and Environmental Assessment Study Agency Consultation Group City Of Ottawa Planning, Transit and the Environment 110 Laurier Avenue West, 4th Floor Ottawa, ON K1P 1J1 Tel. : ext.: Fax: Mohammad.Tayyaran@Ottawa.ca File Number: D DOTT The City of Ottawa invites you as well as other key associates in your agency, to participate in an Agency Consultation Group (ACG) for the Downtown Ottawa Transit Tunnel (DOTT): Planning and Environmental Assessment Study. The ACG will meet with the Study Team comprised of the City and consultants, at key stages during the study. The primary goal of the ACG will be to provide specialized expertise throughout all stages of the study. The ACG will also address the full range of technical issues and comment on the technical studies required to complete the Planning and Environmental Study and to ensure that the City of Ottawa is following the current procedures, legislation and addressing appropriate policies. Details regarding the ACG composition, roles and responsibilities, time commitments, administration, and notification of the first ACG meeting (9 September 2008) are described below. Composition of the ACG The ACG is comprised of representatives from the following Government Departments, City of Ottawa and other Agencies. Government of Canada: Canadian Environmental Assessment Agency Ontario Regional Office Environment Canada EPA Division Transport Canada Infrastructure Canada Department of National Defense Headquarters Public Works and Government Services Canada Fisheries and Oceans Canada Health Canada Ville d'ottawa Urbanisme, transport en commun et l environnement 110 avenue Laurier ouest, 4ième Étage Ottawa, (Ontario) K1P 1J1 Tél. : poste: Télécopieur: Mohammad.Tayyaran@Ottawa.ca Parks Canada National Capital Commission Natural Resources Canada Geomagnetic Laboratory Canadian Transportation Agency - Rail Infrastructure Directorate Province of Ontario: Ontario Ministry of Culture Ontario Ministry of the Environment Ontario Ministry of Natural Resources Ontario Ministry of Public Infrastructural Renewal Ontario Ministry of Transportation Ontario Secretariat for Aboriginal Affairs City of Ottawa: Public Works and Services Department Planning, Transit and the Environment (including OC Transpo) Business Transformation Services Community and Protective Services Ottawa Police Services Other Agencies: Rideau Valley Conservation Authority Société de Transport de l Outaouais (STO) Transport 2000 VIA Rail Canadian National Railway Hydro Ottawa Limited Hydro One Networks Inc. Bell Canada Enbridge City of Gatineau Role and Responsibility of the ACG Working Members The ACG Members will: Represent the interests of their department or agency; Attend all ACG meetings to ensure consistent two-way communication throughout the study; Identify planning and design issues early in the study so that they may be addressed in a timely manner; Review information provided by the Study Team in advance of each ACG meeting; Disseminate this information within their departments and agencies Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. The input from the ACG, other consultation groups and the general public will be reviewed after each Public Open House and, where appropriate, adjustments will be made to the study findings. All comments received will become part of the public record for the Study. H:\Reniajo\WORD\Tayyaran M\2008\ACG-letter.doc Page 2

7 Time Commitments During the 20-month period for the Planning and Environmental Assessment Study, four (4) ACG meetings are planned, with an expected duration of 2 to 3 hours each. These meetings will be held at Ottawa City Hall in the morning, and are scheduled as follows: Meeting 1: 9 September 2008 Meeting 2: end of September 2008 Meeting 3: mid October 2008 Meeting 4: mid February 2009 The City may schedule additional meetings, if necessary, in order to respond to new information and circumstances as they emerge during the course of the study. Administration The City of Ottawa s Program Manager, Mr. Mohammad R. Tayyaran will chair the ACG meetings and be responsible for the following administrative duties: Ensure adequate notification to members of upcoming meetings; Distribute meeting agendas and circulate materials for review; and Distribute (by ) all meeting notes following each meeting. We look forward to seeing you at the initial ACG meeting. In the interim, if you have any questions, I can be reached at ext Sincerely, Mohammad Tayyaran, Ph.D., P.Eng. Program Manager Transportation-Environmental Assessments Planning, Transit and the Environment Division Transportation and Infrastructure Planning Division The Study Team recognizes that tight study timelines limit the time for review and comment on study materials and as such endeavors to provide as much review time as practical. Accordingly, study materials and progress reports will be provided to the ACG members throughout the study as they become available, and best efforts will be made to provide all relevant study materials within two weeks prior to each ACG meeting. First ACG Meeting The first ACG Meeting is scheduled to take place as follows: Date: 9 September 2008 Time: Place: 9:00 a.m. Festival Control Room 1 st Floor (near the north entrance), City of Ottawa 110 Laurier Avenue West I will send out an with the meeting agenda and supporting materials shortly. Please confirm your attendance and contact coordinates (individual name and title, telephone, fax, and mailing address) by return Mohammad.Tayyaran@ottawa.ca H:\Reniajo\WORD\Tayyaran M\2008\ACG-letter.doc Page 3 H:\Reniajo\WORD\Tayyaran M\2008\ACG-letter.doc Page 4

8 Distribution List Government of Canada: Canadian Environmental Assessment Agency Ontario Regional Office Environment Canada EPA Division Transport Canada Infrastructure Canada Department of National Defense Headquarters Public Works and Government Services Canada Fisheries and Oceans Canada Health Canada Parks Canada National Capital Commission Natural Resources Canada Geomagnetic Laboratory Canadian Transportation Agency - Rail Infrastructure Directorate Province of Ontario: Ontario Ministry of Culture Ontario Ministry of the Environment Ontario Ministry of Natural Resources Ontario Ministry of Public Infrastructural Renewal Ontario Ministry of Transportation Ontario Secretariat for Aboriginal Affairs City of Ottawa: Public Works and Services Department Planning, Transit and the Environment (including OC Transpo) Business Transformation Services Community and Protective Services Ottawa Police Services Other Agencies: Rideau Valley Conservation Authority Société de Transport de l Outaouais (STO) Transport 2000 VIA Rail Canadian National Railway Hydro Ottawa Limited Hydro One Networks Inc. Bell Canada Enbridge City of Gatineau 12 August 2008 Business Consultation Group Distribution List Dear Sir/Madame: Re: Downtown Ottawa Transit Tunnel: Planning and Environmental Assessment Study Agency Consultation Group File Number: D DOTT The City of Ottawa invites you to participate in a Business Consultation Group (BCG) for the Downtown Ottawa Transit Tunnel (DOTT): Planning and Environmental Assessment Study. The BCG will meet with the Study Team comprised of the City and consultants, at key stages during the study. The primary goal of the BCG will be to review work-to-date and provide comments on study activities, issues and concerns that reflect each group s needs and values. Information reports will be distributed to facilitate understanding and to enable the BCG to provide meaningful feedback. Details regarding the BCG composition, roles and responsibilities, time commitments, administration, and notification of the first BCG meeting (9 September 2008) are described below. Composition of the BCG The BCG is comprised of representatives from the following business, commercial and institutional organizations: Building Owners and Managers Association ByWard Market BIA Downtown Rideau BIA Greater Ottawa Chamber of Commerce Ottawa Tourism and Convention Authority Preston Street BIA Sparks Street Mall BIA and Management Board Bank Street Promenade BIA Downtown Ottawa Coalition University of Ottawa H:\Reniajo\WORD\Tayyaran M\2008\ACG-letter.doc Page 5 City Of Ottawa Planning, Transit and the Environment 110 Laurier Avenue West, 4th Floor Ottawa, ON K1P 1J1 Tel. : ext.: Fax: Mohammad.Tayyaran@Ottawa.ca Ville d'ottawa Urbanisme, transport en commun et l environnement 110 avenue Laurier ouest, 4ième Étage Ottawa, (Ontario) K1P 1J1 Tél. : poste: Télécopieur: Mohammad.Tayyaran@Ottawa.ca

9 Carleton University Canadian Federation of Independent Business National Capital Business Alliance Regroupement des gens d affaires (RGA) National Arts Centre Rideau Centre Congress Centre Arts Court Role and Responsibility of the BCG The BCG Members will: Represent the interests and values of their organizations; Attend all BCG meetings to ensure consistent two-way communication throughout the study; Review information provided by the Study Team in advance of each BCG meeting; Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. The input from the BCG, other consultation groups and the general public will be reviewed after each Public Open House and, where appropriate, adjustments will be made to the study findings. All comments received will become part of the public record for the Study. Time Commitments During the 20-month period for the Planning and Environmental Assessment Study, four (4) BCG meetings are planned, with an expected duration of 2 to 3 hours each. These meetings will be held at Ottawa City Hall during the afternoon. Meeting 1: 9 September 2008 Meeting 2: end September 2008 Meeting 3: mid October 2008 Meeting 4: mid February 2009 The City may schedule additional meetings, if necessary, in order to respond to new information and circumstances as they emerge during the course of the study. as they become available, and best efforts will be made to provide all relevant study materials within two weeks prior to each BCG meeting. First BCG Meeting The first BCG Meeting is scheduled to take place as follows: Date: 9 September 2008 Time: Place: 1:00 p.m. Festival Control Room 1 st Floor (near the north entrance), City of Ottawa 110 Laurier Avenue West I will send out an with the meeting agenda and supporting materials shortly. Please confirm your attendance and contact coordinates (individual name and title, telephone, fax, and mailing address) by return Mohammad.Tayyaran@ottawa.ca We look forward to seeing you at the initial PCG meeting. In the interim, if you have any questions, I can be reached at ext Sincerely, Mohammad Tayyaran, Ph.D., P.Eng. Program Manager Transportation-Environmental Assessments Planning, Transit and the Environment Division Transportation and Infrastructure Planning Division Administration The City of Ottawa s Program Manager, Mr. Mohammad R. Tayyaran will chair the BCG meetings and be responsible for the following administrative duties: Ensure adequate notification to members of upcoming meetings; Distribute meeting agendas and circulate materials for review; and Distribute (by ) all meeting notes following each meeting. The Study Team recognizes that tight study timelines limit the time for review and comment on study materials and as such endeavors to provide as much review time as practical. Accordingly, study materials and progress reports will be provided to the BCG members throughout the study H:\Reniajo\WORD\Tayyaran M\2008\BCG-letter.doc Page 2 H:\Reniajo\WORD\Tayyaran M\2008\BCG-letter.doc Page 3

10 Distribution List Building Owners and Managers Association ByWard Market BIA Downtown Rideau BIA Greater Ottawa Chamber of Commerce Ottawa Tourism and Convention Authority Preston Street BIA Sparks Street Mall BIA and Management Board Bank Street Promenade BIA Downtown Ottawa Coalition University of Ottawa Carleton University Canadian Federation of Independent Business National Capital Business Alliance Regroupement des gens d affaires (RGA) National Arts Centre Rideau Centre Congress Centre Arts Court 12 August 2008 Public Consultation Group Distribution List Dear Sir/Madame: Re: Downtown Ottawa Transit Tunnel: Planning and Environmental Assessment Study Agency Consultation Group File Number: D DOTT The City of Ottawa invites you to participate in a Public Consultation Group (PCG) for the Downtown Ottawa Transit Tunnel (DOTT): Planning and Environmental Assessment Study. The PCG will meet with the Study Team comprised of the City and consultants, at key stages during the study to review work-to-date and provide comments on study activities, issues and concerns that reflect each group s needs and values. Information reports will be distributed to facilitate understanding and to enable the PCG to provide meaningful feedback. Details regarding the PCG composition, roles and responsibilities, time commitments, administration, and notification of the first PCG meeting (9 September 2008) are described below. Composition of the PCG A Public Consultation Group will be formed to enable community and special interest groups to provide direct input to the study and comment on local issues and concerns. PCG members will include, but are not limited to: City of Ottawa Advisory Committees: Pedestrian and Public Transit Advisory Committee Roads and Cycling Advisory Committee Accessibility Advisory Committee Local Architectural Conservation Advisory Committee Environmental Advisory Committee Arts, Heritage and Culture Advisory Committee City Centre Coalition Disabled & Proud Ontario Disability Directorate H:\Reniajo\WORD\Tayyaran M\2008\BCG-letter.doc Page 4 City Of Ottawa Planning, Transit and the Environment 110 Laurier Avenue West, 4th Floor Ottawa, ON K1P 1J1 Tel. : ext.: Fax: Mohammad.Tayyaran@Ottawa.ca Ville d'ottawa Urbanisme, transport en commun et l environnement 110 avenue Laurier ouest, 4ième Étage Ottawa, (Ontario) K1P 1J1 Tél. : poste: Télécopieur: Mohammad.Tayyaran@Ottawa.ca

11 Dalhousie Community Association Centretown Citizens Community Association Action Sandy Hill Federation of Citizens Association of Ottawa-Carleton Hintonburg Community Association Lowertown Community Association Heritage Ottawa University of Ottawa Student s Association (undergraduates) University of Ottawa Graduate Student s Association (GSAED) Role and Responsibility of the PCG The PCG Members will: Represent the interests and values of residents, land owners/users and interest groups in their individual wards and City as a whole; Attend all PCG meetings to ensure consistent two-way communication throughout the study; Review information provided by the Study Team in advance of each PCG meeting; Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. The input from the PCG, other consultation groups and the general public will be reviewed after each Public Open House and, where appropriate, adjustments will be made to the study findings. All comments received will become part of the public record for the Study. Time Commitments During the 20-month period for the Planning and Environmental Assessment Study, four (4) PCG meetings are planned, with an expected duration of 2 to 3 hours each. These meetings will be held at Ottawa City Hall during the evening. Meeting 1: 9 September 2008 Meeting 2: end of September 2008 Meeting 3: mid October 2008 Meeting 4: mid February 2009 The City may schedule additional meetings, if necessary, in order to respond to new information and circumstances as they emerge during the course of the study. The Study Team recognizes that tight study timelines limit the time for review and comment on study materials and as such endeavors to provide as much review time as practical. Accordingly, study materials and progress reports will be provided to the PCG members throughout the study as they become available, and best efforts will be made to provide all relevant study materials within two weeks prior to each PCG meeting. First PCG Meeting The first PCG Meeting is scheduled to take place as follows: Date: 9 September 2008 Time: Place: 6:30 p.m. Festival Control Room 1 st Floor (near the north entrance), City of Ottawa 110 Laurier Avenue West I will send out an with the meeting agenda and supporting materials shortly. Please confirm your attendance and contact coordinates (individual name and title, telephone, fax, and mailing address) by return Mohammad.Tayyaran@ottawa.ca We look forward to seeing you at the initial PCG meeting. In the interim, if you have any questions, I can be reached at ext Sincerely, Mohammad Tayyaran, Ph.D., P.Eng. Program Manager Transportation-Environmental Assessments Planning, Transit and the Environment Division Transportation and Infrastructure Planning Division Administration The City of Ottawa s Program Manager, Mr. Mohammad R. Tayyaran will chair the PCG meetings and be responsible for the following administrative duties: Ensure adequate notification to members of upcoming meetings; Distribute meeting agendas and circulate materials for review; and Distribute (by ) all meeting notes following each meeting. H:\Reniajo\WORD\Tayyaran M\2008\PCG-letter.doc Page 2 H:\Reniajo\WORD\Tayyaran M\2008\PCG-letter.doc Page 3

12 Distribution List City of Ottawa Advisory Committees: Pedestrian and Public Transit Advisory Committee Roads and Cycling Advisory Committee Accessibility Advisory Committee Local Architectural Conservation Advisory Committee Environmental Advisory Committee Arts, Heritage and Culture Advisory Committee City Centre Coalition Disabled & Proud Ontario Disability Directorate Dalhousie Community Association Centretown Citizens Community Association Action Sandy Hill Federation of Citizens Association of Ottawa-Carleton Hintonburg Community Association Lowertown Community Association Heritage Ottawa University of Ottawa Student s Association (undergraduates) University of Ottawa Graduate Student s Association (GSAED) 10 December 2008 Expanded Agency Consultation Group Distribution List Dear Sir/Madame: Re: Downtown Ottawa Transit Tunnel: Planning and Environmental Assessment Study Agency Consultation Group The City of Ottawa invites you as well as other key associates in your agency, to participate in an Agency Consultation Group (ACG) for the expanded study scope associated with the Downtown Ottawa Transit Tunnel (DOTT): Planning and Environmental Assessment Study. This study was initiated in June 2008 and will be completed by January Background The DOTT s original study limits extends Light Rail Transit (LRT) from Bayview Station, through the downtown to the VIA Rail Station. A key component of the undertaking of this study is the engagement of agencies, businesses and the public for comments and feedback. In August 2008, three separate consultation groups (Agency, Business, and Public) were established, with membership from groups within the study area - the general broader public will be consulted through formal Open Houses. Since August, the consultation groups have met with the City on three separate occasions to review and comment on work being progressively undertaken by the Study Team. On 28 November 2008, City Council directed staff to expand the study scope of the DOTT project to include LRT extensions from Bayview Station to Tunney s Pasture in the west, and from the VIA Rail Station to Blair Station in the east. In view of this decision and the expanded study area, the City invites you to join the existing Agency Consultation Group (ACG). We are arranging an initial meeting to allow you to familiarize yourself with the study process and the work undertaken to date. Role and Responsibility of the ACG Working Members The ACG will meet with the Study Team comprised of the City staff and consultants, at key junctures during the study. The primary goal of the ACG will be to provide specialized expertise throughout all stages of the study. The ACG will also address the full range of technical issues and comment on the technical studies required to complete the Planning and Environmental Study and to ensure that the City of Ottawa is following the current procedures, legislation and addressing appropriate policies. Details regarding the ACG H:\Reniajo\WORD\Tayyaran M\2008\PCG-letter.doc Page 4 City Of Ottawa Tel. : ext.: Ville d'ottawa Tél. : poste: 27890

13 composition, roles and responsibilities, time commitments, and notification of the first ACG meeting (18 December 2008) are described below. The ACG Members will: Represent the interests of their department or agency; Attend all ACG meetings to ensure consistent two-way communication throughout the study; Identify planning and design issues early in the study so that they may be addressed in a timely manner; Review information provided by the Study Team in advance of each ACG meeting; Disseminate this information within their departments or agencies as appropriate; Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. Time Commitments During the remaining 13-month period for the Planning and Environmental Assessment Study, three (3) ACG meetings are planned, with an expected duration of 2 to 3 hours each. These meetings will be held at Ottawa City Hall in the morning, except for the initial meeting which will be held in the afternoon and involve members of all three consultation groups. The meetings are scheduled as follows: Meeting 1: 18 December, 2008 Meeting 2: 22 January, 2009 Meeting 3: early May, 2009 The City may schedule additional meetings, if necessary, in order to respond to new information and circumstances as they emerge during the course of the study. Please confirm your attendance and contact coordinates (individual name and title, telephone, fax, and mailing address) by return Dennis.Gratton@ottawa.ca We look forward to seeing you on 18 December In the interim, if you have any questions, please contact Mr. Dennis Gratton, Senior Project Manager, at (613) ext Sincerely, Vivi Chi, P.Eng. Manager, Transportation & Infrastructure Planning Division Infrastructure Services and Community Sustainability Department City of Ottawa Information Distribution The Study Team recognizes that the study timelines are tight which may limit the time for review and comment on study materials. The Study Team endeavors to provide as much review time as practical and therefore study materials and progress reports will be provided throughout the study as they become available. Best efforts will be made to provide all relevant study materials within two weeks prior to each ACG meeting. First ACG Meeting While ACG, BCG, and PCG meetings are typically held separately, the first meeting will be a joint event for new members of all three groups, and is scheduled as follows: Date: 18 December 2008 Time: 1:00 p.m. Place: Colonel By Room 2 nd Floor, City of Ottawa 110 Laurier Avenue West Agenda: 1.Introduction: Study Team, Consultation Group Members 2.Project Overview 3.Confirm Role and Responsibilities 4.Recap of all Work Undertaken To-date 5.Process Moving Forward

14 10 December 2008 Expanded Business Consultation Group Distribution List Dear Sir/Madame: Re: Downtown Ottawa Transit Tunnel: Planning and Environmental Assessment Study Business Consultation Group The City of Ottawa invites you to participate in an Business Consultation Group (BCG) for the expanded study scope associated with the Downtown Ottawa Transit Tunnel (DOTT): Planning and Environmental Assessment Study. This study was initiated in June 2008 and will be completed by January Background The DOTT s original study limits extends Light Rail Transit (LRT) from Bayview Station, through the downtown to the VIA Rail Station. A key component of the undertaking of this study is the engagement of agencies, businesses and the public for comments and feedback. In August 2008, three separate consultation groups (Agency, Business, and Public) were established, with membership from groups within the sudy area - the general broader public will be consulted through formal Open Houses. Since August, the consultation groups have met with the City on three separate occasions to review and comment on work being progressively undertaken by the Study Team. On 28 November 2008, City Council directed staff to expand the study scope of the DOTT project to include LRT extensions from Bayview Station to Tunney s Pasture in the west, and from the VIA Rail Station to Blair Station in the east. In view of this decision and the expanded study area, the City invites you to join the existing Business Consultation Group (BCG). We are arranging an initial meeting to allow you to familiarize yourself with the study process and the work undertaken to date. Role and Responsibility of the BCG Members The BCG will meet with the Study Team comprised of the City staff and consultants, at key junctures during the study. The primary goal of the BCG will be to review work-to-date and provide comments on study activities, issues and concerns that reflect each group s needs and values. Information reports will be distributed to facilitate understanding and to enable the BCG to provide meaningful feedback. Details regarding the BCG composition, roles and responsibilities, time commitments, and notification of the first BCG meeting (18 December 2008) are described below. The BCG Members will: Represent the interests and values of their organizations; Attend all BCG meetings to ensure consistent two-way communication throughout the study; Review information provided by the Study Team in advance of each BCG meeting; Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. Time Commitments During the remaining 13-month period for the Planning and Environmental Assessment Study, three (3) BCG meetings are planned, with an expected duration of 2 to 3 hours each. These meetings will be held at Ottawa City Hall in the afternoon. The meetings are scheduled as follows: Meeting 1: 18 December, 2008 Meeting 2: 22 January, 2009 Meeting 3: early May, 2009 The City may schedule additional meetings, if necessary, in order to respond to new information and circumstances as they emerge during the course of the study. Information Distribution The Study Team recognizes that the study timelines are tight which may limit the time for review and comment on study materials. The Study Team endeavors to provide as much review time as practical and therefore study materials and progress reports will be provided throughout the study as they become available. Best efforts will be made to provide all relevant study materials within two weeks prior to each BCG meeting. First BCG Meeting While ACG, BCG, and PCG meetings are typically held separately, the first meeting will be a joint event for new members of all three groups, and is scheduled as follows: Date: 18 December 2008 Time: 1:00 p.m. Place: Colonel By Room 2 nd Floor, City of Ottawa 110 Laurier Avenue West Agenda: 1.Introduction: Study Team, Consultation Group Members 2.Project Overview 3.Confirm Role and Responsibilities 4.Recap of all Work Undertaken To-date 5.Process Moving Forward Please confirm your attendance and contact coordinates (individual name and title, telephone, fax, and mailing address) by return Dennis.Gratton@ottawa.ca City Of Ottawa Tel. : ext.: Ville d'ottawa Tél. : poste: 27890

15 We look forward to seeing you on 18 December In the interim, if you have any questions, please contact Mr. Dennis Gratton, Senior Project Manager, at (613) ext Sincerely, 10 December 2008 Expanded Public Consultation Group Distribution List Vivi Chi, P.Eng. Manager, Transportation & Infrastructure Planning Division Infrastructure Services and Community Sustainability Department City of Ottawa Dear Sir/Madame: Re: Downtown Ottawa Transit Tunnel: Planning and Environmental Assessment Study Public Consultation Group The City of Ottawa invites you to participate in a Public Consultation Group (PCG) for the expanded study scope associated with the Downtown Ottawa Transit Tunnel (DOTT): Planning and Environmental Assessment Study. This study was initiated in June 2008 and will be completed by January Background The DOTT s original study limits extends Light Rail Transit (LRT) from Bayview Station, through the downtown to the VIA Rail Station. A key component of the undertaking of this study is the engagement of agencies, businesses and the public for comments and feedback. In August 2008, three separate consultation groups (Agency, Business, and Public) were established, with membership from groups within the study area - the general broader public will be consulted through formal Open Houses. Since August, the consultation groups have met with the City on three separate occasions to review and comment on work being progressively undertaken by the Study Team. On 28 November 2008, City Council directed staff to expand the study scope of the DOTT project to include LRT extensions from Bayview Station to Tunney s Pasture in the west, and from the VIA Rail Station to Blair Station in the east. In view of this decision and the expanded study area, the City invites you to join the existing Public Consultation Group (PCG). We are arranging an initial meeting to allow you to familiarize yourself with the study process and the work undertaken to date. Role and Responsibility of the PCG Members The PCG will meet with the Study Team comprised of the City and consultants, at key stages during the study to review work-to-date and provide comments on study activities, issues and concerns that reflect each group s needs and values. Information reports will be distributed to facilitate understanding and to enable the PCG to provide meaningful feedback. Details regarding the PCG composition, roles and responsibilities, time commitments, and notification of the first PCG meeting (18 December 2008) are described below. The PCG Members will: Represent the interests and values of residents, land owners/users and interest groups in their individual wards and City as a whole;

16 Attend all PCG meetings to ensure consistent two-way communication throughout the study; Review information provided by the Study Team in advance of each PCG meeting; Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. Time Commitments During the remaining 13-month period for the Planning and Environmental Assessment Study, three (3) PCG meetings are planned, with an expected duration of 2 to 3 hours each. These meetings will be held at Ottawa City Hall during the evening, except for the initial meeting which will be held in the afternoon and involve members of all three consultation groups. The meetings are scheduled as follows: Meeting 1: 18 December, 2008 Meeting 2: 22 January, 2009 Meeting 3: early May, 2009 The City may schedule additional meetings, if necessary, in order to respond to new information and circumstances as they emerge during the course of the study. Please confirm your attendance and contact coordinates (individual name and title, telephone, fax, and mailing address) by return Dennis.Gratton@ottawa.ca We look forward to seeing you on 18 December In the interim, if you have any questions, please contact Mr. Dennis Gratton, Senior Project Manager, at (613) ext Sincerely, Vivi Chi, P.Eng. Manager, Transportation & Infrastructure Planning Division Infrastructure Services and Community Sustainability Department City of Ottawa Administration The City of Ottawa s Manager of Transportation and Infrastructure Planning, Ms. Vivi Chi, will chair the PCG meetings and will be assisted by Mr. Dennis Gratton. Collectively, they will be responsible for the following administrative duties: Ensure adequate notification to members of upcoming meetings; Prepare meeting agendas and circulate materials for review; and Distribute (by ) all meeting notes following each meeting. The Study Team recognizes that tight study timelines limit the time for review and comment on study materials and as such endeavors to provide as much review time as practical. Accordingly, study materials and progress reports will be provided to the PCG members throughout the study as they become available, and best efforts will be made to provide all relevant study materials within two weeks prior to each PCG meeting. Date: 18 December 2008 Time: 1:00 p.m. Place: Colonel By Room 2 nd Floor, City of Ottawa 110 Laurier Avenue West Agenda: 1.Introduction: Study Team, Consultation Group Members 2.Project Overview 3.Confirm Role and Responsibilities 4.Recap of all Work Undertaken To-date 5.Process Moving Forward

17 CONSULTATION GROUP MEETING #1 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG)

18 AGENDA DOTT Planning and EA Study Date: Tuesday, 9 September 2008 Place: Festival Control Room 1 st Floor (near the north entrance), City of Ottawa 110 Laurier Avenue West Meeting no.: Consultation Group Meeting #1 1. Introduction: Study Team 2. Project Overview 3. Confirm Role and Responsibilities 4. Study Design and Schedule 5. Communications Plan 6. Project Need and Justification 7. Preferred Solution to the Undertaking City Of Ottawa Planning, Transit and the Environment 110 Laurier Avenue West, 4th Floor Ottawa, ON K1P 1J1 Tel. : ext.: Fax: Mohammad.Tayyaran@Ottawa.ca Ville d'ottawa Urbanisme, transport en commun et l environnement 110 avenue Laurier ouest, 4ième Étage Ottawa, (Ontario) K1P 1J1 Tél. : poste: Télécopieur: Mohammad.Tayyaran@Ottawa.ca

19 Meeting Agenda Downtown Ottawa Transit Tunnel Planning and Environmental Assessment Study Consultation Group Meeting #1 Presentation Introduction: Study Team, ACG members Project Overview Confirm Role and Responsibilities Study Design and Schedule Communications Plan Project Need and Justification Preferred Solution to the Undertaking 9 September 2008 Study Area Ottawa s Current Transit System 34 km of Transitway 37 transit stations 19 Park & Ride Lots 8 km of LRT lanes Interprovincial transit service coordination 92 M annual transit trips 355,000 per day 119 annual trips per capita Direct Service no or minimal transfers

20 Context for the Study Previous TMP from 2003 Ottawa 20/20 Strategic Directions Previous Transit Planning Initiatives Mayor s Task Force on Transportation Council Direction to Initiate Tunnel EA Ongoing TMP Update Context Previous TMP completed in 2003 Currently under review as part of OP Update Ottawa 20/20 Strategic Directions Mayor s Task Force on Transportation Council direction to initiate Tunnel EA TMP Update Option 4 Recommended Plan Scheduled to be complete in November 2008 Staged decision-making Rapid Transit Network - Downtown focus Supplementary transit network Supporting road network & implementation plan Deliverables Policies, targets Transportation Network Costs, Implementation Plan Supporting document for the OP

21 DOTT Planning and EA Study Two-stage study initiated Planning Stage (underway) EA Stage (when planning completed) EA will follow the new Provincial Regulation for Transit Projects and meet CEAA requirements Builds on TMP and prior planning work ACG Roles and Responsibilities The ACG Members will: Represent the interests of their department or agency; Attend all ACG meetings to ensure consistent two-way communication throughout the study; Identify planning and design issues early in the study so that they may be addressed in a timely manner; Review information provided by the Study Team in advance of each ACG meeting; Disseminate this information within their departments and agencies Provide feedback on information provided and comment on ideas and issues raised at meetings; and Work towards a consensus to allow the City to achieve project milestones. The input from the ACG, other consultation groups and the general public will be reviewed after each Public Open House and, where appropriate, adjustments will be made to the study findings. All comments received will become part of the public record for the Study. Study Design and Schedule Document Study Schedule Blueprint for the Planning and EA Stages The document lays out Context Requirements Work plan, and Consultation strategy Schedule is tight but achievable

22 Communications Plan Significant public interest in this study from a variety of stakeholders Communication/Consultation activities iti will include: Consultation Group Meetings Presentations to ACPDR (NCC) Public Open Houses Meetings with Individual Stakeholders Consultation with Aboriginal Communities Presentations to Committee and Council Advertisement of upcoming study events and the Notices of Commencement/Completion City s project website Direct notification of interested stakeholders As per the new Transit Project Assessment Process, the City has 120 days to consult with stakeholders and complete the EA report from the time the Notice of Commencement is published. Project Need and Justification TMP update indicates a substantial shortfall in transit capacity through the downtown Prior work supports the need for an LRT tunnel to address the City s needs Council direction to initiate this study indicates that public input supports the technical work The adoption of the new TMP and OP are based on implementing an LRT network The new Provincial Regulation for Transit EA studies permits the City to rely on the prior planning work to focus the study and move forward with design and construction Current Conditions Transitway uses reserved lanes along Albert/Slater Carries approximately 10,000 passengers per hour per direction Corridor effectively at capacity (180 buses per hour) Limited ability to accommodate increased demand Growth Projections City s current growth projections for Greater Ottawa-Gatineau predict a 2031 population of 1,504, and employment of 866,000 Growth will result in increased travel demand d Ottawa s Inner Area is the most significant destination for travel during the a.m. peak

23 Future Growth in Primary Desire Lines 2031 Transit Trip Assignments 2031 Downtown Transit Demand Preferred Solution Focus is on an LRT LRT-based based solution from Bayview Station to Train Station, with a tunnel under the central portion of downtown Looked at Mixed operation on street Elevated Underground

24 Downtown On-street North-South LRT solution Downtown Elevated Bus Tunnel Study (1988) Not Recommended High volume of vehicles Growth capacity issues Size of LRT vehicles cannot be accommodated Physical limitation of the surface environment Not Recommended Visual impact Emergency vehicle access Unacceptable street presence Downtown Tunnel 3-km tunnel from the Escarpment to U of O Three options reviewed BRT Shared BRT/LRT LRT Next Steps Next Consultation Group meeting scheduled for late September/early October Information will be presented on: Baseline conditions Alignment options Evaluation criteria LRT Tunnel Recommended

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33 CONSULTATION GROUP MEETING #2 - Agenda - Presentation - Meeting Notes (ACG, BCG, PCG)

34 Agenda Downtown Ottawa Transit Tunnel (DOTT) Planning and Environmental Assessment Study Date: Wednesday, October 29 th 2008 Place: Festival Control Room 1 st Floor (near north entrance) City of Ottawa 110 Laurier Avenue West Meeting No: Consultation Group Meeting #2 1. Introduction: Study Team 2. Brief Project Recap 3. Study Schedule Update 4. Study Area Baseline Conditions Overview 5. Project Planning and Design Parameters 6. Alternative Transit Alignments and Stations 7. Draft Evaluation Criteria and Methodology 8. Process Moving Forward

35 Meeting Agenda Downtown Ottawa Transit Tunnel Planning and Functional Design Study Consultation Group Meeting #2 Presentation 29 October 2008 Introduction: Study Team, ACG members Brief Project Recap Study Schedule Update Study Area Baseline Conditions Overview Project Planning Objectives and Design Criteria Alternative Transit Alignments and Stations Draft Evaluation Criteria and Methodology Process Moving Forward DOTT Project Recap Two-stage study initiated Planning Stage (underway) EA Stage (when planning completed) EA will follow the new Provincial Regulation for Transit Projects and meet CEAA requirements Builds on TMP and prior planning work Current Conditions Transitway uses reserved lanes along Albert/Slater Carries approximately 10,000 passengers per hour per direction Corridor effectively at capacity (180 buses per hour) Limited ability to accommodate increased demand

36 2031 Downtown Transit Demand Option 4 Recommended Plan Project Need and Justification TMP update indicates a substantial shortfall in transit capacity through the downtown Prior work supports the need for an LRT tunnel to address the City s needs Council direction to initiate this study indicates that public input supports the technical work The adoption of the new TMP and OP are based on implementing an LRT network The new Provincial Regulation for Transit EA studies permits the City to rely on the prior planning work to focus the study and move forward with design and construction Study Schedule Update Study schedule has been updated 2 nd Round Consultation Group Meetings (today) 3 rd Round Consultation Group Meetings (late-nov) Public Open House set for December 9 th Present to Committee and Council February 2009 EA portion of the Study July-December 2009 Schedule is tight but achievable

37 Baseline Conditions Overview Baseline Conditions Land Use Baseline Conditions report includes: Human Environment ((transportation, p, land use,, planning p g policy ) p y ) Physical Environment (soils, wildlife, natural areas ) Draft Project Setting document to be completed and distributed shortly Document is dynamic and will be updated and refined as the study progresses Baseline Conditions Municipal Sewers Baseline Conditions Trend to Bedrock