TERMS OF REFERENCE. Steering Committee Burnaby Environmental Sustainability Strategy (ESS)

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1 TERMS OF REFERENCE Steering Committee Burnaby Environmental Sustainability Strategy (ESS) The Burnaby Environmental Sustainability Strategy (ESS) Steering Committee is being formed to set directions for environmental protection, stewardship, enhancement, and resilience in the city. Following on the successful completion of the Social Sustainability Strategy (SSS) and the award-winning Economic Development Strategy (EDS), the city is now starting the process to develop the ESS the third (and final) in the trilogy of economic, social and environmental sustainability strategies. The purpose of the three inter-related strategies is to ensure that the city continues to move toward becoming a more livable, vibrant and sustainable community a place that facilitates an engaged and active citizenry, a health economy, and strong respect for and stewardship of our natural environment. These three inter-related strategies are intended to help define how the city can evolve and build on its strengths, to become a more vibrant, resilient and sustainable community, integrated with healthy ecosystems. Similar to the first two strategies, Mayor Corrigan will chair the ESS Steering Committee a group of recognized leaders from the environmental sectors and the broader community assembled to help guide the overall ESS process. The ESS process is intended to use a community dialogue approach to provide the broadest possible opportunity for community input into the development of the ESS. Burnaby ESS Steering Committee Terms of Reference Page A-1

2 1.0 Process The ESS process is outlined in Figure 1 (attached) and proposes to engage the local community in the preparation of this key policy document. 2.0 Approach The City of Burnaby uses processes which actively engage the community in the development of key policies, plans and the building of the community (the approval of civic projects and the approval of private development applications). As such, a community dialogue approach is being proposed for the Burnaby ESS to provide the broadest possible opportunity for community input into the development of the ESS. The proposed community dialogue approach is anticipated to have the following benefits: 3.0 Role Who: This approach will allow anyone interested in environmental issues including individuals (residents, employees, students, and academics); and organizations (businesses, community stewardship groups, other government agencies, and non-for-profit agencies) an opportunity to learn, engage and contribute to this work. How: A full range of traditional (displays, open houses, InfoBurnaby articles, etc.) and new methods of engaging the community (digital surveys, workbooks, graphic recording, etc.) will be explored and presented to Council for approval for use at various stages of outreach planned throughout the proposed process. When: This approach is intended to allow for input at key decision points from the early stages of the process right through to the approval of the Final Burnaby Environmental Sustainability Strategy. What: By engaging the community broadly we hope to obtain community input on emerging environmental opportunities, trends, issues, concerns, future directions, future plans, and future actions. The Steering Committee is expected to help the city develop, refine and prioritize the key theme-based strategies that will be the essence of the Burnaby Environmental Sustainability Strategy through the use of a project governance structure shown in Figure 2 (attached). Community feedback on the strategies developed with the assistance of the Steering Committee, will contribute to the final document as submitted to Council for their consideration. Burnaby ESS Steering Committee Terms of Reference Page A-2

3 Technical support for the Steering Committee will be provided by: The core project team (city staff and a project consultant(s)). An Internal Project Coordinating Committee comprised of representatives from other city departments/divisions (including, Building, Engineering, Finance, Parks Recreation and Cultural Services, and Purchasing) will be engaged throughout the process using an Internal Project Coordination Committee. Other outside agencies potentially including the Burnaby Board of Trade, Metro Vancouver, TransLink, FREMP, Vancouver Port Authority, Ministry of the Environment, BC Hydro, Environment Canada, Department of Fisheries and Oceans Canada, and/or others will also be called upon on an as required basis. 4.0 Subject Area The desire for a complete and sustainable community within the City of Burnaby requires that the community s aspirations to protect and enhance a diverse natural environment are integrated with the economic and social realms in the broader community as they relate to each of the three component areas of sustainability (economic, social and environment) as outlined in Figure 3 (attached). It is increasingly evident, through global and local concerns, that human social and economic systems are dependent on a healthy environment (for example, the close relationship between ecological and human health). The ESS will need to recognize current practical and financial limitations to achieving this outcome, and will likely focus on areas of convergence between social, economic and environmental goals for early action. The ESS will likely focus on issues and opportunities of the highest benefit for the city, but will acknowledge our shared responsibility at both the regional and global scales. It will also likely seek leverage points for influencing larger scale positive change. Appropriate roles for the city in various initiatives will be identified, ranging from direct action/implementation, to collaboration with other agencies, to advocacy for change. The planning horizon for the ESS will be determined in consultation with the Steering Committee, however the vision for the future is anticipated to extend to at least 25 years or more, to encourage a visionary approach, followed up with back-casting techniques to identify appropriate goals, objectives and suggested actions within the various theme areas. Through this process, opportunities for early action will likely be identified, to allow the plan to gain traction and support in the community. 5.0 Issues to be Considered As shown in Figure 4 (next page), the possible topics to be discussed during the ESS process will be broad and include both ecological protection and sustainability of the built environment across the city. The selection and grouping of these topics into subject areas Burnaby ESS Steering Committee Terms of Reference Page A-3

4 and subsequent sub-committee workshops will be developed through dialogue with the ESS Steering Committee. Figure 4 Possible Topics for the ESS Air quality Biodiversity Climate change mitigation/adaptation Composting Corporate Energy Planning District energy (renewable heat) Drinking water Energy conservation (reduce consumption) Energy re-use (waste-to-energy) Environmental education Environmental partnerships Environmental stewardship (local and global) Environmentally sensitive areas (ESA s) Green buildings Green economy (business attraction and retention) Green infrastructure Green urban design Habitat management Human health Integrated pest management Interagency coordination Parks and open space Parks planning and management Public involvement Recycling Reducing emissions (green house gases) Regional responsibility Renewable energy (solar, wind, other) Resource management (liquid and solid) Risk management Stream protection Sustainable business (triple bottom line) Transportation demand management Transportation supply (choices) Urban agriculture Urban land use planning (density/zoning) Waste reduction (liquid and solid) Water conservation and re-use Water quality (receiving waters) Watershed management Burnaby ESS Steering Committee Terms of Reference Page A-4

5 6.0 Relationship to Burnaby s Official Community Plan (OCP) The Steering Committee will be asked to recognize that the ESS is not a stand alone document, but will need to continue to have a strong relationship to the Burnaby Official Community Plan (OCP) as an expression of the community s economic, social and environmental aspirations. The city also intends to use the ESS, SSS and EDS to inform the process of updating the community s vision for its future as expressed in the Burnaby OCP and Regional Context Statement (RCS) update related to the final adoption of the Regional Growth Strategy (RGS) by the Metro Vancouver Board of Directors on 2011 July Process Objectives The ESS will need to be both innovative and pragmatic, in order to meet the following objectives for the ESS process: build on our current environmental achievements; 8.0 Mandate account for the City of Burnaby s role and the role of others in environmental matters at all levels local, regional, provincial, national and global; support and integrate the social and economic objectives of our community (as defined by the EDS and the SSS); reflect the latest science and understanding of various environmental issues, opportunities and technologies; advance our standards for environmental protection and enhancement through flexible and adaptive actions and programs that allow for changes in priorities and trends; and increase our resilience to existing, emerging, and future environmental challenges. The members of the Steering Committee will be expected to undertake the following tasks (as shown in Figure 1 attached): Attend round table discussion No. 1 to receive briefing presentations on the Burnaby Official Community Plan (OCP), the Burnaby EDS, the Burnaby SSS, and to review the proposed Burnaby ESS process, the Steering Committee structure, the proposed schedule of Steering Committee meetings and sub-committee workshops. Two other items will also likely be tabled for the information of the Steering Committee: and overview of Sustainability Sustainability 101 (a summary report for the benefit of the Steering Committee members from the broader community); and Discussion Paper No. 1 Take Stock. Attend round table discussion No. 2 to assist in setting the draft guiding principles, the draft subject areas, and public consultation strategies. One of the key inputs Burnaby ESS Steering Committee Terms of Reference Page A-5

6 into this discussion will involve reviewing the Draft Environmental Context Report (what we have been doing), reviewing case studies (what others have being doing), and reviewing the Discussion Paper No. 2: Guiding Principles. Attend round table discussion No. 3 to develop a vision statement and to confirm draft subject areas. This will involve reviewing a summary of the public consultation input received on the draft subject areas, and reviewing the Discussion Paper No. 3: Directions (Subject Areas). Participate as chair or a member in a minimum of two (2) sub-committee meetings (subject-specific workshops) on one subject area of interest. Attend round table discussion No. 4 to confirm the goals, objectives and key actions for each subject area or emerging theme. This will involve the review of the Discussion Paper No. 4: Theme-Based Goals, Objectives, and Suggested Actions, and review of the draft report outline for the Burnaby ESS. Attend round table discussion No. 5 to review and provide feedback on the Draft Burnaby Environmental Sustainability Strategy. This will involve reviewing a summary of the public consultation input received on the subject areas discussions, and reviewing the Draft Burnaby Environmental Sustainability Strategy as produced by the core project team. Attend round table discussion No. 6 to review and provide feedback on the Final version of the Burnaby Environmental Sustainability Strategy. This will involve reviewing a summary of the public consultation input received on the Draft Burnaby Environmental Sustainability Strategy, and reviewing the Final Burnaby Environmental Sustainability Strategy as produced by the core project team. 9.0 Chair The Steering Committee will be chaired by Mayor Corrigan, as was the case for both the EDS and SSS. Mayor Corrigan will use the role as chair of the ESS Steering Committee to ensure that the resulting ESS will: be both innovative and pragmatic; build on our current environmental achievements and assets; set new directions for the future that complement and support the EDS and the SSS; and respect the realities of the city s financial limitations and mandate. Burnaby ESS Steering Committee Terms of Reference Page A-6

7 10.0 Composition The Steering Committee will be chaired by Mayor Derek Corrigan. The Steering Committee is proposed to consist of members of Council, in association with visionary and well respected leaders in key environmental, business, government, non-profit organizations, and academic sectors of the community. The membership of the Steering Committee will represent the cross section of the environmental subject areas and broad community interests to ensure that the resulting ESS is both innovative and pragmatic, and will build on our current environmental achievements and assets. In making Steering Committee member selections, emphasis would be placed on selecting people who live or work in Burnaby Supporting Staff Resources The following city staff will serve key roles as resources to the Steering Committee: Director Planning and Building Director Engineering Director Parks, Recreation and Cultural Services Long Range Planner (Project Manager) Ecosystem Planner (Project Coordinator) Assistant Director Engineering, Environmental Protection Manager Parks Planning and Design, Parks, Recreation and Cultural Services Mayor s Office, Communications Executive Assistant to the Mayor, Mayor s Office Administrative Officer, Office of the City Clerk 12.0 Nominees Subject to Council approval, potential Steering Committee members will be selected by Mayor Corrigan for being leaders in their respective area; for demonstrating a belief in the potential that Burnaby has; for being visionary; and for having a broad base of experience upon which they can draw. It should be noted that the city reserves the right to invite others to sit on the sub-committees, once the priority subject areas have been confirmed Commitment Required Steering Committee members will be asked to attend about 10 meetings over the course of the ESS process. Steering Committee members will be asked to commit to attend: a minimum of seven (7) round-table meetings (to assist in setting the overall priorities for subject areas and themes for the pending sub-committee work, to review the draft report, and to review the final report); Burnaby ESS Steering Committee Terms of Reference Page A-7

8 a minimum of two (2) sub-committee meetings (subject-specific workshops in an area of interest and expertise) to occur in support of the development of action plans for each of the key subject areas or themes which emerge from the early stages of the process; and there may also be a need to attend one (1) or two (2) additional meetings to share information from other related processes which may be underway in parallel to the ESS. It should be noted that the city may also issue periodic information packages to the Steering Committee members throughout the process Timeline The overall process is estimated to occur over about 24 months and the anticipated timing of the Steering Committee round table meetings is shown in Figure 1 (attached). The Steering Committee members participation in the sub-committees would likely take place in the fall of 2012 / winter of 2013 with the draft updated Burnaby ESS being targeted for circulation for comments in the spring of Guiding Principles The Steering Committee will be asked to: build on the success of the existing Burnaby EDS and Draft SSS; identify emerging trends and how Burnaby could position itself to maximize benefits to the community 25 years from now; focus on making Burnaby the best it can be; challenge the way the city and other levels of government currently do business; sit on a sub-committee which may be outside of their core area of expertise; and contribute to the process in an open-minded and constructive manner Consultation Members of the Steering Committee are expected to respect and consider the full range of views presented by the other members of the Steering Committee, the public at large, the project consultant, and the core project team. The Steering Committee may be called on to provide advice on public consultation strategies (the types, timing, and format of public outreach methods) to be used by the core project team. The various phases of public consultation outlined in Figure 1 (attached) shall require the prior approval of Council. Burnaby ESS Steering Committee Terms of Reference Page A-8

9 17.0 Communication In an effort to reduce the environmental impact of information sharing and to increase the following of information sharing, the project team will pursue establishing an information hub for the Steering Committees to use as a digital resource and reference centre City Resources The Steering Committee members shall have a significant opportunity for input and influence over the key strategies contained within the ESS, which, in turn, will be presented to the broader community for review and Council consideration. Any capital or operating expenditures required to support specific recommendations or actions within the ESS shall be submitted for the consideration of Council for review in relation to other city priorities, as part of the annual preparation of the city s financial plan and five year capital plan Extraordinary Funding No budget beyond the requirements of the ESS process itself has been established at this time. However, the Steering Committee shall limit the scope of their work to that which is deemed acceptable, affordable, and practical by the Steering Committee Chair. p:\environmental sustainability strategy\council reports\no nov 7\2011 nov 7\ess steering committee terms of reference.docx Burnaby ESS Steering Committee Terms of Reference Page A-9

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11 Figure 2 Burnaby ESS Steering Committee Terms of Reference Page A-11

12 Figure 3 Burnaby Environmental Strategy (ESS) CONCEPTUAL POLICY FRAMEWORK Environment Environmental preservation & regeneration Community livability Comprehensive sustainability Society Social equity & well being Sustainable development Social & economic equity LEGEND The Range of Possibilities Economy Economic development & vitality Burnaby ESS Steering Committee Terms of Reference Page A-12