Staff Report #12
June 29, 2026
To All Commissioners
Re: Accessible Public Transit Service Advisory Committee – Terms of Reference and Meeting Protocol Update
Recommendation
The Commission:
- CONFIRM the updated Terms of Reference for the Accessible Public Transit Service Advisory Committee;
- CONFIRM the Meeting Protocols for the Accessible Public Transit Service Advisory Committee;
- DIRECT Administration to update the Corporate website with the updated Terms of Reference;
- DIRECT Administration to incorporate the new Terms of Reference and Meeting Protocol documents into the Committee Training package;
- DIRECT Administration to begin recording Accessible Public Transit Service Advisory Committee meetings and posting recordings on the Corporate website effective with the September 2026 meeting; and
- RECEIVE the report for information.
Background
At the April 27, 2026 meeting, the Commission approved the following motions in regard to the presentation of the 3rd Report – Accessible Public Transit Service Advisory Committee (APTSAC).
The Commission DIRECT Administration:
- Undertake a review of the Accessible Public Transit Service Advisory Committee Terms of Reference giving consideration to the duties of the Committee, the frequency of meetings, and the manner in which meeting agenda items are determined.
- Undertake a review of the training material provided to Committee members.
- Post to the corporate website and social media, a message about APTSAC with information about what the Committee does and that meetings are open to the public in person or to email for a link.
- That the General Manager or a delegate be requested to review with the new specialized transit provider the training provided to drivers to ensure compliance with AODA standards and their understanding of accommodations for persons with disabilities. An offer be extended to the provider that members of APTSAC are offering to assist in training to provide a lived experience perspective.
- Explore using AI-based summary tools for APTSAC minutes and report back on same.
- Report back to the Commission at the June meeting with recommendations stemming from these reviews.
Each of the specific directions is discussed in greater detail in the remainder of this report.
Accessible Public Transit Service Advisory Committee Terms of Reference
This direction called for Administration to review the current APTSAC Terms of Reference, giving consideration to the duties of the Committee, the frequency of meetings, and the manner in which meeting agenda items are determined. As part of this review, Administration conducted a scan of Terms of Reference documents from a number of transit systems/other jurisdictions as well as that of the City of London’s Accessibility Advisory Committee.
The revised Terms of Reference for APTSAC as set out in Enclosure I incorporates elements from other documents reviewed noting all amendments are intended to provide clarity to the role of the APTSAC and address issues that have arisen in the past with respect to the functionality of the APTSAC. The recommended amendments are compliant with the Accessibility for Ontarians with Disabilities Act (AODA) requirements as they relate to London Transit. The table below sets out each of the proposed amendments to the Terms of Reference and the supporting rationale for same.
| Proposed Amendment Section | Rationale |
| List of Duties | Updated to reflect work that is currently undertaken by APTSAC
Added clarification that APTSAC deals with broad systemic issues, not individual complaints . |
| Staff Support | Updated to reflect the manner in which various LTC staff support and/or attend APTSAC based on the topics of discussion. |
| Member Qualifications | Added requirement for general knowledge of the AODA, Ontario Human Rights Code and other legislation pertaining to public transit. |
| Attendance at Meetings | Cleaned up confusing language, noting no change to intent of the clause. |
| Meeting Date and Time | Amended to reflect the need to establish a meeting schedule each year that is aligned with the Commission’s Annual Work Plan and any accessibility-related items that require consultation with APTSAC.
Also amended to provide flexibility in the length of meetings depending on the agenda topics noting this will ensure adequate time for Committee feedback. |
| Meeting Agendas | Updated to reflect the role of APTSAC in executing the Commission approved Annual Work Plan.
Updated to reflect that “other items” added to APTSAC agendas by Committee members must be related to the mandate of the Committee. |
| NEW – Meeting Conduct | Added section relating to expected compliance with London Transit’s Mutual Respect in the Workplace Policy for members and Human Rights & Diversity Policy (Anti-Harassment, Anti-Sexual Harassment and Anti-Discrimination). |
| NEW – Meeting Protocols | Added section relating to the recommended Meeting Protocols document that establishes the manner in which meetings will be conducted. |
As set out in the table above, in addition to the revised Terms of Reference, Administration is recommending the adoption of a Meeting Protocols document for the APTSAC. The recommended Protocols are set out in Enclosure II. This document will be incorporated into the Committee Training Program for all members, and will be beneficial to the Committee secretary while ensuring meeting proceedings remain in compliance.
Accessible Public Transit Service Advisory Committee Training Material
This direction called for Administration to review the training material that is provided to Committee members. Historically, the training provided to Committee members has included an overview of each aspect of the Committee’s Terms of Reference, Discussion relating to the manner in which meetings are run, and an overview of the initiatives in the current Annual Work Program for which the Committee will receive reports and/or provide consultation on.
Subsequent to Commission approval of the updated Terms of Reference and Meeting Protocol documents relating to the APTSAC, the training program will be updated to incorporate the new information. The following topics will be included in the updated training program:
- APTSAC Terms of Reference (detailed discussion on each element of the document)
- APTSAC Meeting Protocols
- Overview of the Accessibility for Ontarians with Disabilities Act (AODA) specific to the areas to which London Transit must comply
- Review of the Commission’s current Multi-Year Accessibility Plan
- Review of the initiatives included in the current Annual Work Program that APTSAC will be involved in (eg. receive reports, provide feedback, etc.).
This training will be provided to the newly appointed Committee as a whole at their first meeting, with one-off training provided to any member who joins the Committee part way through the four-year term.
Accessible Public Transit Service Advisory Committee Meeting Information on Corporate Website
This direction called for Administration to provide information on the Corporate website with respect to the role of the APTSAC as well as the fact that meetings are open to the public and details with respect to how members of the public can watch the meeting.
The APTSAC meeting page on the Corporate website already includes information with respect to the meetings being open to the public, with the option to attend in person at 450 Highbury Avenue, or to contact the Committee Secretary to obtain a link which allows for virtual participation. Additionally, the APTSAC Terms of Reference are posted on the corporate website, as are directions for anyone wishing to appear as a delegation at a future meeting.
Subsequent to Commission approval of the updated Terms of Reference, the corporate website will be updated to reflect the new document.
Accessible Public Transit Service Advisory Committee Member Feedback on Training
This direction called for the General Manager or designate to review with the new specialized transit provider the training provided to drivers to ensure compliance with AODA standards and their understanding of accommodations for persons with disabilities. Further, that an offer be extended to the provider that members of APTSAC are offering to assist in training to provide a lived experience perspective.
The service contract with the new specialized transit provider includes a provision which requires London Transit to review and sign off on the training program that will be provided to their drivers. This review will ensure that all aspects of the AODA are incorporated, as well as all aspects that are specific to London Transit operations (eg. use of on-board equipment, expectations for fare collection, reporting expectations, customer contact process, etc.).
This expectation was reiterated during the initial meeting with the new provider in order to ensure the parties have a consistent understanding of the expectations. Further, the new provider was advised that the training material relating to the provision of accessible services would be reviewed with APTSAC to allow them to provide feedback for consideration prior to the final London Transit sign off. Discussions were also held with respect to whether there was interest in members of APTSAC assisting with the training, and the provider indicated that the process they utilize relies on professional trainers delivering the material including knowledge assessments in order to ensure that all drivers are provided with consistent training. They did however acknowledge that any examples of lived experience that APTSAC provides during their review of the training material may be incorporated into the training material based on London Transit’s recommendations during the review process.
Administration is holding monthly meetings with the new service provider to ensure all aspects of the transition remain on track. Once Administration receives the training material for review, it will be shared with APTSAC at the next available meeting.
Accessible Public Transit Service Advisory Committee Minutes
This direction called for Administration to explore the use of AI Summary bot tools for the preparation of APTSAC minutes. This direction stemmed from commentary received from APTSAC that the public and Commission would benefit from greater clarity with respect to the discussions that take place during APTSAC meetings noting the current minutes capture only formal motions.
Administration reviewed the potential use of summary bot tools and identified the following issues with this approach:
- The introduction of a summary bot tool will increase the workload associated with the creation of Committee minutes as each topic of conversation that has been captured will need to be edited in order to only capture the key elements of the discussion and ensure accuracy.
- In order to ensure consistency with an approach of this nature, formal guidelines would need to be developed for the manner in which the verbatim discussions would be edited. This process would also introduce the potential for the minutes of discussion to unintentionally alter the intent of the commentary.
Given the overall intent behind this recommended review was to ensure that those wishing to have a better understanding of the discussion held at APTSAC meetings, coupled with the fact that meetings will continue to be held in a hybrid format going forward, Administration recommends that going forward, APTSAC meetings be recorded and posted on the Corporate website following the meeting and that minutes continue to maintain the current format.
This approach allows members of the public who are not available during the time of the meeting to view the video at their leisure. It also aligns with the practice that members of the public wishing to view the meeting virtually need to contact the Commission Secretary in advance to receive a meeting link, noting that should they not request a link in advance they will now have the opportunity to review the video once it is posted on the website. Finally, this approach also provides Commission members with the opportunity to review the video should they wish to have further insight into the discussions held at the meeting.
Enclosures
I – Accessible Public Transit Services Advisory Committee Terms of Reference
II – Accessible Public Transit Services Advisory Committee Meeting Protocols
Recommended by:
David Butler, Director of Operations – Conventional
Shawn Wilson, Director of Operations – Specialized
Katie Burns, Director of Planning
Joanne Galloway, Director of Human Resources
Craig Morneau, Director of Fleet & Facilities
Caroline Roy, Manager of Corporate Communications
Concurred in by:
Kelly S. Paleczny, General Manager