HomeMy WebLinkAboutSUS 03-23Report to
Executive Committee
Report Number: SUS 03-23
Date: March 6, 2023
From: Kyle Bentley
Director, City Development & CBO
Subject: Re-examination of Diabetes Canada Textile Drop Box Initiative
- Council Resolution #223/20
- File: D-7001
Recommendation:
1. That Report SUS 03-23 regarding the Diabetes Canada Textile Drop Box Initiative be
received;
2. That Council adopt one of the following options:
Option A: That the City of Pickering does not enter into a partnership agreement with
Diabetes Canada for a Textile Drop Box Initiative; or
Option B: That the City of Pickering does enter into a partnership agreement with
Diabetes Canada for a Textile Drop Box Initiative and that staff be directed to draft a
partnership agreement for Council’s consideration that includes:
i. a one-year pilot project whereby Diabetes Canada Textile Drop Boxes will be
installed on the following three City of Pickering properties: i) the southeast corner
of the South Esplanade municipal parking lot; ii) the southwest side of the gravel
arena parking lot at Chestnut Hill Developments Recreation Complex; and iii)
Dunmoore Park; and
ii. that staff be directed to report back to Council in Q2 2024 with results of the pilot
project and provide recommendations for next steps;
3. That staff be directed to develop and implement a community education and outreach
program pertaining to textile diversion within the City of Pickering; and
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Executive Summary: At the Executive Committee Meeting of January 9, 2023,
Report SUS 01-23 (see Attachment #1) was referred back to staff to re-examine the textile
drop box initiative with Diabetes Canada, and report back to Council prior to 2023 budget
deliberations.
As requested, staff revisited their examination of the potential of partnering with the Diabetes
Canada Textile Diversion program to allow drop boxes to be installed on City properties.
SUS 03-23 March 6, 2023
Subject: Re-examination of Diabetes Canada Textile Drop Box Initiative Page 2
In January 2023, staff met with Diabetes Canada representatives to review their program and
the associated operational requirements.
Based on discussion with Diabetes Canada staff, site selection must consider the following:
• available space;
• ability for a collection truck to service the site;
• visibility to the public to encourage donations; and
• security of the site to discourage vandalism/illegal dumping.
Site selection was then reviewed with Community Services Department staff. Each facility was
assessed against the above criteria, as well as the following considerations:
• parking requirements of City facility users; and
• regular City staff presence to monitor the bins and report issues as necessary.
As a result, two locations met these requirements:
1. southeast corner of the South Esplanade municipal parking lot; and
2. southwest side of the gravel arena parking lot at Chestnut Hill Developments Recreation
Complex.
Subsequently, a third location with adequate space on the west side of the City was
considered by staff within the Operations Department:
3. Dunmoore Park.
Site approval is subject to a review by Diabetes Canada leadership team and operational staff.
City staff received confirmation that Diabetes Canada would consider these areas for their
textile diversion program should the City proceed.
During recent visits to various drop box locations throughout Durham Region, staff noted that
units regularly had items improperly disposed of around the units. Illegal dumping of non-textile
materials outside of the bins is problematic because it can result in the area looking unkempt,
litter and pest issues and resident complaints. It can be expected that the same issue will
occur at Pickering sites.
To help address these instances, Diabetes Canada will provide the municipality with a number
to call to report issues, and will respond to complaints within 24 hours. Operationally, City staff
will also require that the sites be serviced by Diabetes Canada seven days week, at least until
there is an understanding of bin usage. City staff will also work with Diabetes Canada to revise
bin branding to include Diabetes Canada contact information that residents can use to report
an issue at a site.
To fully assess the program, should the City of Pickering enter into a partnership agreement
with Diabetes Canada, staff will prepare a draft partnership agreement for Council’s
consideration. It is recommended that the partnership be for a one-year pilot project, at which
time staff will report back to Council with the results, and recommended next steps. During the
pandemic, Diabetes Canada stopped servicing their bins. Staff would seek to include language
in the agreement to address any similar occurrence, and provide the municipality the ability to
remove the units at no expense to the City.
SUS 03-23 March 6, 2023
Subject: Re-examination of Diabetes Canada Textile Drop Box Initiative Page 3
As per Report SUS 01-23, residents have many opportunities to divert textiles through existing
drop boxes, home collection services, and storefronts. The City can play a role in educating
residents about the importance of using textile diversion opportunities. To support this effort,
staff will include messaging on a variety of platforms including the City’s website to evenly
promote known registered charities that use textile diversion programs to raise funds.
Additionally, social media, eNewsletters, and/or digital/Curbex signage will be used to direct
viewers to the City’s website. Staff are also exploring the opportunity to host events that would
further support textile diversion.
Financial Implications: Not applicable to this report.
Discussion: This report is intended to provide an update to the Report SUS 01-23 on the
January 9, 2023 Executive Committee Meeting agenda (see Attachment #1). Report SUS 01-23
was referred back to staff to re-examine the textile drop box initiative with Diabetes Canada,
and report back to Council prior to pre-budget deliberations.
Diabetes Canada has approximately 4,500 bins across Canada, 1,000 of which are on
municipal properties. Diabetes Canada has partnered with a number of municipalities in Peel
and York regions. Within Durham Region, only the City of Oshawa has a partnership
agreement with Diabetes Canada at this time.
The City of Oshawa has units at four facilities. Oshawa staff report that the sites are very well
used and that Diabetes Canada staff are good to work with on the program. Staff also noted
that unfortunately, some residents use the site as an opportunity to drop off non-textile
materials outside the units (see below photos from two Oshawa sites). To help address the
matter, some of their sites receive collection seven days a week. Diabetes Canada also
provided municipal staff with a phone number to call if additional service was required, and
Diabetes Canada would respond within 24 hours.
Diversion Bins at Oshawa Facilities
SUS 03-23 March 6, 2023
Subject: Re-examination of Diabetes Canada Textile Drop Box Initiative Page 4
Potential Pilot Program
Staff from both Diabetes Canada and the City of Pickering reviewed the viability of municipal
locations to host textile diversion bins. Based on those criteria three locations were proposed:
1. the southeast corner of the South Esplanade municipal parking lot;
2. the southwest side of the gravel arena parking lot at Chestnut Hill Developments
Recreation Complex; and
3. Dunmoore Park.
Should the City of Pickering seek to enter into a partnership agreement, staff will work with
Diabetes Canada and the City’s Legal Services to prepare a draft partnership agreement for
consideration by Council. It’s recommended by staff that the arrangement be for a one-year
pilot project at the above noted City of Pickering properties. At the conclusion of the pilot, staff
would report back to Council with results and provide recommendations for next steps.
Similar to Oshawa, staff will request that the units be serviced seven days a week. Staff will
also request the partnership agreement reflect servicing needs to include removal of all debris
and materials inside and outside of the bin, and that the area around the bin is left free of any
materials or debris. In addition, staff will request that the partnership agreement include
language that enables the municipality to remove units at no expense to the City should
Diabetes Canada neglect to provide adequate servicing of their bins. Over time, the number of
service days may be adjusted to reflect actual need. Should a site be regularly problematic, an
alternate arrangement or removal of the units may need to be explored.
In addition, appropriate City staff within Customer Care, Community Services (Facilities) and
Operations (Roads and Parks) Departments would be advised to contact Diabetes Canada
should an issue arise and provided with a direct line to their key staff. City staff will also work
with Diabetes Canada to revise bin branding to include Diabetes Canada contact information
that residents can use to report an issue directly, without needing to contact the municipality.
Currently, most units only display contact information to request a porch pick up.
In some cases, textile diversion bins have come under scrutiny due to concerns about where
the collected materials go, how much of what is collected is diverted, or the authenticity of the
charity itself. To validate collection, Diabetes Canada provides a monthly diversion report to
each partner indicating the amount (weight) of textiles collected. On a quarterly basis, partners
receive a more detailed report that provides life cycle analytics related to the amount of textiles
collected and diverted. Diabetes Canada data collection reporting is overseen by York
University.
Community Safety
Concerning safety and in response to incidents involving individuals trying to enter bins,
Diabetes Canada reported that in 2019 they completed a national initiative to modify and
retrofit their bins across Canada. Diabetes Canada reported that the modifications removed
pinch points and entry constraints of the bins to eliminate the possibility of someone getting
stuck or caught while trying to enter the bin. Additional signs, with text and visual direction
warning of the dangers of attempted entry or misuse, are adhered to all Diabetes Canada
SUS 03-23 March 6, 2023
Subject: Re-examination of Diabetes Canada Textile Drop Box Initiative Page 5
clothing donation bins. Diabetes Canada staff noted that the bins have been reviewed by a
third-party engineer and have been deemed safe for public use with respect to both intended
and unintended use.
Education and Outreach
It is important to help educate residents about the importance of using textile diversion
opportunities. To support this effort, City staff will include messaging on a variety of web and
social media platforms. For example the existing ‘Recycle Your Textiles’ section under the
Take Action section of the City website will be expanded, and placed in a more prominent
location. Social media messages, Sustainable Pickering eNewsletter, and digital/Curbex
signage will be used to direct people to visit the website for details on how they can divert
textiles. When using corporate communication channels, it is important for the City to evenly
promote textile diversion opportunities and not only one charity.
An inventory of existing textile diversion avenues throughout the City was created. Pickering
residents currently have access to a variety of convenient ways to divert usable textiles from
the garbage, including:
• over twenty-five drop box locations;
• store fronts (e.g., Salvation Army, H&M, Value Village); and
• organizations that will pick up textiles from their home (e.g., Diabetes Canada, Kidney
Foundation).
Conclusion
As directed by Council in January 2023, staff re-examined the City’s participation in the
Diabetes Canada Textile Drop Box Initiative. Should the City of Pickering enter into a
partnership agreement with Diabetes Canada for a Textile Drop Box Initiative, staff will
proceed as per the recommendations set out in this report.
Attachment:
1. Report SUS 01-23
SUS 03-23 March 6, 2023
Subject: Re-examination of Diabetes Canada Textile Drop Box Initiative Page 6
Prepared By:
Original Signed By
Kristy Gagen
Coordinator, Environmental Engagement
Original Signed By
Chantal Whitaker, BESc (Hons), CSR-P
Manager, Sustainability & Strategic
Environmental Initiatives
Approved/Endorsed By:
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
KG:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report SUS 03-23
Report to
Executive Committee
Report Number: SUS 01-23
Date: January 9, 2023
From: Kyle Bentley
Director, City Development & CBO
Subject: Review of Diabetes Canada Textile Drop Box Initiative
-Council Resolution #223/20
-File: D-7001
Recommendation:
1.That Report SUS 01-23 of the Director, City Development & CBO, regarding the Diabetes
Canada Textile Drop Box Initiative, be received for information;
2.That Council endorse staff’s recommendation that the City of Pickering not enter into a
partnership agreement with Diabetes Canada to install textile drop boxes on City of
Pickering properties or adjacent to City facilities; and
3.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: This report is intended to provide an update and recommendation
in regards to Council Resolution #223/20 (see Attachment #1), where staff were directed to
review the potential of partnering with the Diabetes Canada Textile Diversion program to allow
drop boxes to be installed on City properties/facilities.
This process was delayed due to the COVID-19 closure of Diabetes Canada offices and their
Textile Diversion program. Once staff resumed their review, a number of important factors
were explored. Currently, there are numerous existing textile diversion opportunities in the
City, including over 25 textile drop box locations, store fronts at Value Village, Salvation Army,
and H&M; and charities that arrange for textile pick-up directly from a resident’s home.
There are multiple charities that use textile drop boxes to raise funds. Partnering with one sole
charity may be not equitable. In addition, during multiple site visits to various drop box locations,
including those of Diabetes Canada, staff continually found the units to have items littering the
surrounding area (see photos on page 3). If these bins were located on City property or were
adjacent to a City facility, it would result in the area looking unkempt, and the potential for
many Customer Care complaints requesting the City to clean it up. Other issues may include
garbage being dropped off, and pest issues. This problem was exacerbated during the
pandemic, when Diabetes Canada stopped servicing their bins, leaving very large amounts of
donations littering the parking lots, and the responsibility of clean up to others.
Based on this review, staff do not recommend that the City enter into a license agreement with
Diabetes Canada to have textile drop boxes installed on City of Pickering properties/facilities.
SUS 01-23 January 9, 2023
Subject: Review of Diabetes Canada Textile Drop Box Initiative Page 2
It is recognized that waste diversion, including of textiles, is essential. To that end, staff will
employ a variety of City platforms to promote these avenues to educate residents about existing
textile diversion opportunities and its importance.
Financial Implications: Not applicable to this report.
Discussion: On January 27, 2020, Council received a delegation from Ryan Michaels, National
Senior Associate, Government and Strategic Partnerships, Diabetes Canada. Mr. Michaels
proposed establishing a partnership with the City of Pickering to develop a textile diversion
program. A primary focus of the program was the placement of textile diversion drop boxes,
located on both City and privately owned properties in the community.
In consideration of Mr. Michael’s proposal, Council directed staff to form a working group,
including staff representatives from By-law, Facilities, Sustainability and Planning, to work with
Diabetes Canada, in an effort to review creating a partnership, and to report back to Council at
its April 27th meeting on an implementation plan.
Unfortunately, the COVID-19 global pandemic resulted in a shutdown of Diabetes Canada
offices and their Textile Diversion program. Diabetes Canada staff were not available for
discussion and no pick-ups were being done, leaving many bin sites in participating plaza and
municipalities overflowing with donations. Given the closure of Diabetes Canada and a
reprioritization due to COVID-19, further action on the project was deferred until such time as
Diabetes Canada reopened.
Following the lifting of COVID-19 restrictions, and Diabetes Canada’s reinstatement of staff
and service, City staff resumed work on the project file and completed the following tasks:
• researched existing diversion opportunities that residents can access;
• completed an audit of current textile drop boxes; and
• reviewed other municipal practices.
An inventory of existing textile diversion opportunities throughout the City was created.
Pickering residents currently have access to a variety of convenient ways to divert usable
textiles from the garbage, including:
• over twenty-five drop box locations;
• store fronts (e.g., Salvation Army, H&M, Value Village); and
• organizations that will pick up textiles from their home (e.g., Diabetes Canada,
Kidney Foundation).
SUS 01-23 January 9, 2023
Subject: Review of Diabetes Canada Textile Drop Box Initiative Page 3
Also, Diabetes Canada is not the only charity that collects textiles. It may not be equitable to
enter into a sole partnership with only one particular charity. Lastly, as noted above, during the
pandemic, Diabetes Canada stopped servicing their bins, leaving very large amounts of
donations littering the parking lots. The mess became the responsibility of others to clean up.
The materials had to be disposed of as garbage since the goods had been exposed to the
weather. Although Diabetes Canada has resumed servicing units, based on inspections, the
bins quite often have donated materials surrounding them. If these bins were located on City
property or adjacent to a City facility, it will result in the area looking unkempt, litter and pest
issues, and Customer Care complaints.
Photos of Diabetes Textile Diversion Bins
Based on that review, at this time, staff do not recommend that the City enter into a license
agreement with Diabetes Canada to have textile drop boxes installed on City of Pickering
properties/facilities.
To help educate residents about the importance of using existing textile diversion opportunities
staff will include messaging on a variety of platforms. For example a ‘Recycle Your Textiles’
section was added to the City’s website under the Take Action section for Waste and Litter.
Social media messages and promotions through an eNewsletter will also be used.
Attachment:
1. Council Resolution #223/20
SUS 01-23 January 9, 2023
Subject: Review of Diabetes Canada Textile Drop Box Initiative Page 4
Prepared By:
Original Signed By
Kristy Gagen
Coordinator, Environmental Engagement
Original Signed By
Chantal Whitaker, BESc (Hons), CSR-P
Manager, Sustainability & Strategic
Environmental Initiatives
Approved/Endorsed By:
Original Signed By
Kyle Bentley, P. Eng.
Director, City Development & CBO
KG:ld
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report SUS 01-23
Legislative Services Division
Clerk’s Office
Directive Memorandum
January 30, 2020
To: Kyle Bentley
Director, City Development & CBO
From: Susan Cassel
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council held on
January 27, 2020
Notice of Motion
Textile Diversion Strategy
Council Decision Resolution #223/20
WHEREAS, the City of Pickering has been approached by Diabetes Canada and York
University to develop a Textile Diversion Strategy;
And Whereas, Diabetes Canada is the largest charitable clothing recycler with over 30
years of collection experience, diverting over 45 million kilograms of textiles each year;
And Whereas, over 205 Canadian Municipalities have partnered with Diabetes Canada
who operate over 1000 bins on Municipal property;
And Whereas, Diabetes Canada is a member of the National Zero Waste Council;
And Whereas, Diabetes Canada is a not for profit Organization with revenues generated
from Textile Diversion helps support 11 million Canadians with diabetes including
approximately 27000 individuals from Pickering;
And Whereas, through a Textile Diversion Strategy an estimated 3,000,000 kilograms of
textiles can be diverted from landfill;
And Whereas, this Textile Diversion program will help support York University’s National
Textile Diversion Study;
And Whereas, the implementation of a Textile Diversion program in partnership with
Diabetes Canada and their charitable partners will have no financial implications for the
City of Pickering and enable Pickering to regulate the placement of textile diversion
receptacles on public and private properties;
Now therefore be it resolved that the Council of The Corporation for the City of
Pickering:
1. Supports in principle the implementation of a Textile Diversion Strategy; and,
2. Directs Staff, through the Office of the CAO, to form a working group including
Staff representatives from By-law, Facilities, Sustainability and Planning to work
with Diabetes Canada in an effort to review creating a partnership and report
back to Council at its April 27th meeting on an implementation plan.
Please take any action deemed necessary.
Susan Cassel
Copy: Chief Administrative Officer
Director, Community Services & Deputy CAO
Director, Corporate Services & City Solicitor