Guideline E: Terms of Reference for Parking Appeals Committee

Responsible Office: Campus Parking Services
Responsible Officer: Director, Business Operations
Effective Date: July 1, 2020
Approving Authority: Associate Vice-President, Physical Resources


The Parking Appeals Committee (committee) is responsible to the Associate Vice-President (Physical Resources).

 

To provide an appeal process for internal parking violations over which the University has sole jurisdiction. For greater clarity, the committee has no standing with respect to any parking or traffic violations issued by an external authority having jurisdiction, whether federal, provincial, or otherwise, including Campus Community Police, municipal bylaw enforcement and provincial offenses enforcement.

To consider an appeal request in instances where a violation notice or decision notice has been issued contrary to Guideline D: Regulations of PR Policy 1.2.23: Traffic and Parking or otherwise in error. In accordance with section A6.2 Appeals in Guideline A: Principles and Standards of PR Policy 1.2.23: Traffic and Parking, appeal requests are considered, with appeal meetings being granted and conducted, with appropriate decision notices being issued in accordance with section A6.2 Appeals in Guideline A: Principles and Standards of PR Policy 1.2.23: Traffic and Parking.

To make any recommendations the committee feels necessary concerning additions, deletions or revisions to Guideline D: Regulations of PR Policy 1.2.23: Traffic and Parking to Campus Parking Services for consideration.

Committee membership shall include one representative from each of the following groups appointed by the Associate Vice-President (Physical Resources), in consultation with their respective union/ association executive:

  • Canadian Union of Public Employees Local 1334 (CUPE 1334)
  • Canadian Union of Public Employees Local 3913 (CUPE 3913)
  • Central Student Association (CSA)
  • Exempt Staff Group
  • Faculty Association
  • Graduate Student Association (GSA)
  • Ontario Nurses Association Local 15 (ONA 15)
  • Ontario Secondary School Teacher’s Federation (OSSTF/TARA)
  • Professional/Managerial Staff Association (PSA)
  • Unifor Local 2003
  • United Steelworkers Local 4120 (USW Local 4120)
  • University of Guelph Food Service Employees Association (UGFSEA)
     

Committee members shall be appointed for a two (2) year term. Appointments for a shorter term may be made where appropriate. When the two (2) year term has expired, the position will be offered to all members of the respective union/ association. Campus Parking Services will contact unions/ associations requesting respective committee representation be provided. If multiple members from their respective union/ association express interest in serving as committee members, that union/association will determine which member will be responsible for representing their union/association. If no new members come forward, then the standing member may be re-appointed for one (1) additional two (2) year term without further reappointment. It is intended that only one-half of the committee memberships expire concurrently in an effort to maintain continuity of the committee between appointment terms.

The appointment of, or the rescission of the appointment of, a committee member may be made, with prior written notice, normally at least five business days in advance, by the respective union/ association of the committee member to the secretary.

In the event a member is unable to participate in meetings or committee-related tasks for an extended period of time, an interim committee member may be appointed. The appointment of, or the rescission of the appointment of, an interim committee member may be made, with prior written notice, normally at least five business days in advance, to the University designate, by respective union/ association. The interim committee member may participate in meetings or committee-related tasks for the time that the replaced committee member remains unable to participate, unless such appointment is rescinded sooner by another appointment by the appointing party, or automatically with return of the replaced member. The secretary will be informed in advance of a meeting of any temporary substitution of committee members.

Appointments for unexpired terms (caused by leave of a member) may be made at any time. The above terms would apply for filling a vacant appointment.

A committee chair shall be elected from among the committee members by the committee members at the beginning of the fall semester for a two (2) year term, and no less than one (1) year, as a non-voting member.

The Assistant Manager, Campus Parking Services, or the Assistant Manager’s designate, will be the University representative to the committee ex officio with non-voting rights. The University representative may, in the University representative’s reporting capacity, attend any committee meeting to provide clarification, guidance and/ or support to the committee.

The committee secretary shall be provided by Campus Parking Services as a non-voting resource person. The committee secretary shall assume the duties as acting committee chair in the absence of the committee chair or to achieve quorum as set out in section E4. Meetings below.

Appeal requests will be appropriately considered and, if appeal requests are to be considered further, appeal meetings will be appropriately granted and conducted with decision notices being appropriately issues in accordance with section A6.2 Appeals in Guideline A: Principles and Standards of PR Policy 1.2.23: Traffic and Parking. Quorum shall consist of any three (3) committee members, excluding the committee chair. If necessary to achieve quorum, the committee secretary shall assume the duties as acting committee chair to allow the committee chair to assume the duties of a committee member with voting rights.

Meetings will be conducted periodically to review and provide recommendations, if any, for consideration for any additions, deletions or revisions proposed to Guideline D:  Regulations of PR Policy 1.2.23: Traffic and Parking for any additions, deletions or revisions to Guideline D: Regulations of PR Policy 1.2.23: Traffic and Parking that the committee believes necessary. Quorum shall consist of 50% plus one (1) committee members, not including the committee chair. If necessary to achieve quorum, the committee secretary shall assume the duties as acting committee chair to allow the committee chair to assume the duties of a committee member with voting rights.

The committee is advisory to Campus Parking Services.

Committee members are responsible for maintaining confidentiality of personal information disclosed to them during the course of performing their duties, except where disclosure of information is specifically required by law.

The Terms of Reference for the Parking Appeals Committee shall be reviewed at least every three years by the Associate Vice-President (Physical Resources).

 

APPROVED: ____________________________________ DATE: ______________________

Associate Vice-President (Physical Resources)