Terms of Reference: An Evidence Team for Jasper Place Area Redevelopment Plan Process, Phase I

 

1. PROJECT BACKGROUND The Jasper Place area, composed of the neighbourhoods of Britannia Youngstown, Canora, Glenwood and West Jasper Place, and a portion of the Stony Plain Road commercial corridor, has been identified for an Area Redevelopment Plan (ARP) process. The intent of the Area Redevelopment Plan process is to develop a local strategy for implementing City wide goals as put forward in Edmonton’s Municipal Development Plan The Way We Grow that accounts for local conditions and aspirations as put forward in the Revitalization Strategy. 2. MANDATE STATEMENT The mandate of the Evidence Team is to provide input into a set of learning scenarios that will help inform the Jasper Place ARP process. The Evidence Team will review the study methodology and identify community indicators to be used to evaluate the scenarios. The Evidence Team will also review the results of the learning scenarios for consistency and clarity of information, and will help disseminate findings to the wider community. The final report will be used to inform community members and City of Edmonton staff in subsequent phases of the ARP process. 3. GOAL Process - The Evidence Team will operate under the Terms of Reference established here. Product – A set of learning scenarios to inform the preparation of an Area Redevelopment Plan. 4. OBJECTIVE The overall objective is to create a shared and transparent source of evidence through collaboration between the City of Edmonton and Jasper Place community members through the creation of learning scenarios. The purpose of the learning scenarios is to understand the anticipated impacts of potential future development scenarios. These learning scenarios will be used to inform the drafting of ARP policy options and as a basis for technical studies in the second phase of the ARP process. The City will appoint a Modelling Support Consultant team, who will present a detailed approach to the learning scenario work. The Evidence Team will then make recommendations to refine the proposed methodology and identify what community outcomes will be tracked to evaluate each scenario. Once these parameters have been agreed to, the Modelling Support Consultant will begin testing the learning scenarios. The Evidence Team will be responsible for reviewing both interim and final findings to ensure consistency and clarity in the information provided. The Evidence Team will also help disseminate the findings of the learning scenarios to the wider Jasper Place community. 5. SCOPE The Evidence Team will help: guide the modelling methodology; identify which community outcomes are tracked and; determine how learning scenarios are assessed, with the understanding that the studies will:
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Terms of Reference: An Evidence Team for Jasper Place Area Redevelopment Plan Process, Phase I
 

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be used to understand the implications of different land use and development scenarios not consider individual development sites or applications consider quantifiable outcomes rather than more qualitative indicators make use of existing data

The mandate of the Evidence Team will conclude after the first phase of the project, however members may have the opportunity to continue serving on a subsequent advisory group. 6. DELIVERABLES The Evidence Team is responsible for making recommendations to the City on the proposed methodology, the indicators tracked and the assessment criteria to be considered in the learning scenarios. They are also responsible for reviewing interim findings and providing feedback on consistency and clarity of information. Evidence Team members will also play a key role in communicating information back to the broader community and raising awareness of the learning scenarios work. These deliverables will be provided through meeting dialogues and written comments. The Evidence Team will also provide input through a debriefing session at the end of the process. The City and its consultants will be responsible for delivering the modelling of each learning scenarios and reports on their findings. A consultation report based on feedback from the Evidence Team will also be delivered as part of this work. 7. DECISION-MAKING: A CONSENSUS-BASED APPROACH Consensus-based decision making will be employed by the Evidence Team in their work. Consensus-based decision making is the bringing together of people in attempt to address the interests or concerns that underlie the parties’ positions on an issue. In the context of the Evidence Team, this will mean members agreeing to recommendations on the learning scenarios methodology and community indicators will be used to evaluate the scenarios. The Evidence Team will make every attempt to fully understand the interests of all members and attempt to reach consensus recommendation. If consensus cannot be reached, the Evidence Team member(s) that are unsatisfied by the point in question must formally block the consensus, outline the reasons why it does not meet their interests, and propose a practical alternative to the issue. This perspective will then be presented to City staff to inform the City Project Team’s final decision. 8. MEMBERSHIP The Evidence Team will consist of community stakeholders with an interest in the future development of their community. The size of the Evidence Team needs to balance the desire of community members to participate with manageable and logistically feasible numbers. It is therefore proposed that the Evidence Team not exceed 15 members, excluding the facilitator and City staff members.

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Terms of Reference: An Evidence Team for Jasper Place Area Redevelopment Plan Process, Phase I
 

In order to ensure the perspectives of those affected by the ARP are equally represented, the following allocations of positions are recommended: 4 2 2 1 5 1 Community League members (1 from each neighbourhood) Business owners or employees, including BRZ representation Members of the Jasper Place Revitalization Committees Youth representative (under 35) Residents, including at least 2 homeowners and 2 renters Local not-for-profit or housing service organization

In addition to one community league representative from each neighbourhood, other members will also be drawn as evenly as possible from each of the four neighbourhoods. The opportunity to join the Evidence Team will be advertised in Community League and Revitalization Strategy Newsletters, as well as City and community websites. Targeted emails will also be sent to Revitalization Strategy contact lists and to residents who have made comments on development applications in the area. The City will also solicit applicants through existing networks, such as NextGen and the Business Revitalization Zone. Interested applicants will be requested to complete a brief application form indicating which of the four neighbourhoods they are based in and which category of participant they would represent. Applicants would also need to provide a brief statement outlining their experience and interest in joining the Evidence Team. Experience with community advisory or volunteer groups, knowledge of City initiatives, familiarity with urban modelling or research would all be valued, as well as a strong interest in local development. If less than 15 individuals apply, efforts will be made to maintain the relative representation outlined above. 9. ROLES AND RESPONSIBILITIES Project Support The Evidence Team will be actively supported in its work by a Project Manager (City staff member), a Project Team (City staff members), a Professional Facilitator (Alberta Community Support), and professional Modelling support consultant (consultant to the City).  The Project Leader will be responsible for the overall coordination of the process, including communications, organizing Evidence Team meetings, managing project resources, the delivery of the final product to City Council. The Project Manager is the primary contact for Evidence Team members and will participate in Evidence Team meetings. The Project Team will be composed of staff from the Urban Planning & Environment Branch supported by a small group of City of Edmonton subjectmatter experts who are available to provide key guidance and supportive documentation/resources over the course of the study. They will attend Evidence Team meetings as needed and record meeting minutes and key decisions made. The Project Team will also provide a summary after each

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Terms of Reference: An Evidence Team for Jasper Place Area Redevelopment Plan Process, Phase I
 

meeting to be circulated via the Project Manager to the rest of the Evidence Team.   The Professional Facilitator will be responsible for leading Evidence Team meetings (“Facilitator role” is discussed in greater detail on pg. 6). The Modelling support consultant will model different development scenarios and assess these against community indicators identified by the Evidence Team and City. They will provide their findings in a professional, well-illustrated and easy-to-read final report.

Evidence Team Members As outlined above, the Evidence Team is responsible for providing clear recommendations and guidance on the learning scenario methodology, evaluation of the learning scenarios and feedback on the process. Members are expected to provide perspectives from their areas of interest. Their responsibility is to:  Contribute to realistic and instructive development scenarios to be tested by the modelling support consultants, taking into account availability of information and time constraints. Agree on a set of indicators by which to assess the development scenarios. These indicators must be based on quantitative outcomes and existing data sets. Review the preliminary and final findings to ensure consistency and clarity of information. Help disseminate the findings of the learning scenarios to the broader public Be familiar with background materials as provided and as required. Demonstrate a desire to succeed and a willingness to work. Be prepared to generate and discuss new ways of doing things and options for addressing challenges. Commit to the development and timely delivery of the final product. Attend all meetings (when this is not possible use the “buddy system” to keep each other informed). Commit to the Code of Conduct outlined here.

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Facilitator The facilitator will be selected from outside the membership of the Evidence Team through the Alberta Community Support team. Rather than participating as a member in consensus-based decision making, the Facilitator will create the conditions for the Evidence Team’s discussion and remind the Evidence Team of its mandate. The Facilitator will act to:      Support the Evidence Team as it strives to deliver its mandate. Ensure all parties meet their roles and responsibilities and work within the defined project scope. Set the agendas for meetings. Set the tone for the Evidence Team’s work. Facilitate the group in an effective, efficient and impartial manner.

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Terms of Reference: An Evidence Team for Jasper Place Area Redevelopment Plan Process, Phase I
 

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Summarize key decisions made at previous meetings at the start of each meeting with the Evidence Team. Work with the Project Manager to ensure that the work of the Evidence Team is proceeding effectively and make recommendations on how to improve or finetune the process throughout. Work with Evidence Team members one-on-one where appropriate. Commit to the Code of Conduct outlined here.

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10. CODE OF CONDUCT In addition to the expectations outlined above, Evidence Team members are expected to conduct themselves according to the following guidelines:    Members are encouraged to speak frankly, collaboratively, and openly at the meetings. Members agree to treat each other with respect and dignity at all times. Members will stay focused on the tasks at hand, as outlined in the Terms of Reference. Issues outside this focus area will be tabled for discussion outside of the meeting time. Members will work towards consensus on matters before the Evidence Team. If consensus cannot be reached, support the decision-making process as outlined above. Members will respect the decisions that the group has made during the meeting even if not all members were present or consensus cannot be reached. Comments, discussions and decisions at meetings will be recorded in summary minutes without individual attribution, unless requested. However, if and where applicable, those individuals making a presentation associated with a specific agenda item will be identified in the minutes. Members will not attribute specific comments to others in any discussion they may have outside meetings, but their own interests on issues may be discussed. Members must identify any confidential material they may wish to share with the Evidence Team and how it will be used. The Evidence Team must agree to accept the confidential material. When interim or draft reports are tabled, they will be clearly designated as drafts. A member should make it a high priority to be in attendance at all meetings. If a member cannot attend for two consecutive meetings, they will need to review if they can continue to participate in the group or if an alternate should be named. Where the Evidence Team agrees it is appropriate, members are encouraged to share draft documents within their communities or sectors as part of the consensus building process. Such documents should clearly indicate the draft nature of the findings, the degree of consensus on the material. To avoid a conflict of interest, members of the Evidence Team, and any companies they represent, shall not be eligible to provide consulting services for the project.

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Removal of a Member
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Terms of Reference: An Evidence Team for Jasper Place Area Redevelopment Plan Process, Phase I
 

The Evidence Team many remove any member who fails to comply with their role and responsibilities. Evidence Team members may request the facilitator lead the group in an assessment of conduct to determine if a breach of roles and responsibilities has occurred, with members of the Project Team consulted as appropriate. If this is found to be the case, the Evidence Team can remove the member by a vote of 2/3 majority, which will then be confirmed by the Project Team. Confidentiality The information received and collected in the course of planning and preparing the learning scenarios through the Evidence Team is subject to the protections and provisions of the Freedom of Information and Protection of Privacy Act (FOIP) as well as City of Edmonton rules respecting records management and retention. Members agree to respect the confidentiality of any information identified as confidential that is distributed to the Evidence Team. Evidence Team members also agree to respect the confidentiality of discussions that occur in Evidence Team meetings. Members are free to share and circulate any information obtained during the meetings that has not been identified as confidential. While members may share draft findings to other interested parties as part of the consensus building process, such documents should clearly indicate the draft nature of the findings, the degree of consensus on the material, and whether the document(s) can be made public. 11. BUDGET AND SUPPORT Budget for the Modelling Consultant has been provided by Edmonton City Council through operation budgets. The City of Edmonton will cover all costs associated with the Modelling Consultant, the production and distribution of any interim and final deliverable(s), and all costs associated with hosting meetings for the Evidence Team as well as other stakeholder engagement and public education initiatives. The City will not cover any costs incurred by the participation of members on the Evidence Team including travel. As indicated on page 3 (Project Support), the City will provide significant resources to directly support the work of the Evidence Team and the preparation of the final deliverable through allocation of the staff time. 12. TIMELINE & TIME COMMITTMENT The Evidence Team will be convened in November 2012 and will conclude its responsibilities in January/February 2013. It is anticipated that there will be a full day kick-off session to begin the process. This event would include an overview of the Evidence Team’s mandate, as well as a detailed workshop with the Modelling Support Consultants to refine the learning scenarios to be undertaken. Evidence Team members would then receive an interim report from the Consultants in November for review. A half day workshop may be convened to review and refine these findings. Once finalized, the consultants would present the Evidence Team a summary of findings, focusing on the insights gained through the learning scenarios. Evidence Team members will also participate in a debriefing session with the facilitator to discuss their experience with the process. Members from the Evidence Team may join a later advisory committee through the selection established for this phase of the project, or other consultation events delivered in the second phase of the ARP process.

DRAFT – to be finalized with Evidence Team members Updated October 11, 2012

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