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HomeMy WebLinkAboutPW 03-14 City o 2 = Report to Executive Committee PICKERING Report Number: PW 03-14 Date: September 8, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Seniors and Persons with Disabilities Snow Clearing Program - Expansion to the Hamlets of Brougham, Claremont, - Greenwood and Whitevale - File: A - 1440 Recommendation: 1. That Report PW 03-14 of the Director, Engineering & Public Works regarding expansion of the Seniors and Persons with Disabilities Snow Clearing Program to the Hamlets of Brougham, Claremont, Greenwood, and Whitevale be received; 2. That Council support expansion of the program from 350 to 375 participants, commencing in the 2014/2015 winter season in order to accommodate additional demand and expansion to the Hamlets of Brougham, Claremont, Greenwood, and Whitevale and; 3. That a nominal fee for the Seniors and Persons with Disabilities Snow Clearing Program be proposed by staff through the 2015 budget process and be proposed in the 2015 Summary of Fees Charges to be in effect for the 2015/2016 program. Executive Summary: On October 28, 2013 Council approved Report PW 06-13 which authorized staff to prepare a report on future expansion of the Seniors and Persons with Disabilities Snow Clearing Program to Hamlets north of Taunton Road for the 2014/2015 winter season. Staff are recommending an expansion to the Hamlets of Brougham, Claremont, Greenwood and Whitevale as well as an increase of 25 additional participants in order to accommodate expansion to the Hamlets. In a memorandum to the CAO dated July 24, 2014 issued to Members of Council as correspondence CAO 41-14, staff indicated that a fee be considered, in the 2015 budget process, which is a recommendation within this report. Financial Implications: The cost to expand the snow clearing program to the Hamlets will be determined after quotations have been received and a contractor is recommended for award for the 2014/2015 season. The 2014 Current Budget included an amount of$8,000.00 for Hamlet expansion. 59 Report PW 03-14 September 8, 2014 Subject: Seniors and Persons with Disabilities Snow Clearing Program Expansion to the Hamlets of Brougham, Claremont Greenwood and Whitevale Page 2 Discussion: The City of Pickering has been running the Seniors and Persons with Disabilities Snow Clearing Program since 1975 and over the years the program elements have been enhanced along with the number of participants being increased. In the 2012/2013 program and prior, registration was limited to 300 participants. In 2013/2014, the program was expanded to 325 during registration, but was increased to 350 participants through approval of a recommendation in Report PW 06-13 due to high demand, and in order to expand the boundary to Taunton Road from Third Concession Road. Report PW 06-13 (Attachment#1) also recommended that staff prepare a report for consideration on the possibility of expanding the program to include Hamlets north of Taunton Road for the 2014/2015 winter season. Staff have prepared an information notice/flyer that has been distributed to residents in the Hamlets of Brougham, Claremont, Greenwood and Whitevale, as well as their respective residents' associations and posted in community centres, on Facebook and Twitter. Approximately 550 notices were distributed by mail service. Seven notices (every Wednesday) will be submitted for the Community Page ad during September and October. The City is also including mention of the new registration process in September, Your City, Right Now newsletter. A media release is expected to go out in September. This outreach is being made to determine the level of interest for the expanded service. The Hamlets of Brougham, Claremont, Greenwood and Whitevale were chosen based on proximity, population and density. Although it is unknown how many participants there will be from the Hamlets, staff is recommending an expansion of 25 additional participants to the program. The level of service for the.program and the criteria to qualify for the program will not change from the previous year. Qualifications of the Program • Over 65 or if under 65 years, have proof of permanent disability (certified by a doctor, as having a permanent physical or cognitive limitation which prohibits from snow clearing). Proof of age is required. • Resident must live within the urban area of Pickering (south of Taunton Road), or within the hamlets of Brougham, Claremont, Greenwood, and Whitevale. • That,no one under the age of 65 resides in the home (with the exception of a person with a permanent physical or cognitive limitation which prohibits them from providing assistance). 60 CORP0227-07/01 revised Report PW 03-14 September 8, 2014 Subject: Seniors and Persons with Disabilities Snow Clearing Program Expansion to the Hamlets of Brougham, Claremont Greenwood and Whitevale Page 3. • Level of Service • Seniors and Persons with Disabilities snow clearing begins when City ploughs have completed their routes (City staff begin clearing snow from municipal roads once the snow has stopped, and after 5 cm (2 inches) of snow has accumulated). • Clearing should be completed within 24 hours; however, timing is not guaranteed. • Lower driveway apron: a 12ft wide by 12ft deep portion of the driveway adjacent to the street.' • Walkway: approximately 2ft wide path from the cleared driveway to the closest house entry. • Concrete sidewalk: all sidewalks fronting and adjacent to the property (if applicable). • Shoveling the entire driveway is not included. As indicated in the memorandum to the Chief Administrative Officer dated July 24, 2014 (issued to Members of Council as correspondence CAO 41-14) (Attachment#2), staff are considering a fee for the program. • Staff have undertaken a review of charges for similar services from other Durham municipalities. The Town of Whitby and City of Oshawa do not charge a fee for their program. The Town of Ajax has two options; municipal sidewalk and windrow for $30 plus HST and.municipal sidewalk, windrow, driveway and pathway to door for$130 plus HST. The Municipality of Clarington charges $60 plus HST for municipal sidewalk and windrow. In order to offset the cost of running the program, staff will recommend a nominal fee during the 2015 budget process for the service. The fee will be proposed in the 2015 Summary of Fees & Charges. If approved, the rate will be advertised in the promotion of the 2015/2016 program prior to registration. Any fee proposed.will go into effect for the 2015/2016 program. Attachments: 1: Report PW-06-13 2. Correspondence CAO 41-14 • CORP0227-07/01 revised 61 Report PW 03-14 September 8, 2014 Subject: Seniors and Persons with Disabilities Snow Clearing Program Expansion to the Hamlets of Brougham, Claremont Greenwood and Whitevale Page 4 Prepared & Approved/Endorsed By: • Rich rd Holb• n, P. Eng. D' tor, Engineering & Public Works RH:ds Recommended for the consideration of Pickering 'ty Council t1 veJJ 25,2 Tony Prevedel, P.Eng. Chief Administrative Officer 6 2 CORP0227-07101 revised - PuiO3-1�- City o� ! s Report to Council IRI ISMICRWr Report Number: PW 06-13 Date: October 28, 2013 From: Richard W. Holborn Director, Engineering & Public Works Subject: Seniors and Persons with Disabilities Snow Clearing Program - File: A-1440 Recommendation: 1. That Report PW 06-13 from the Director, Engineering & Public Works regarding the Seniors and Persons with Disabilities Snow Clearing Program be received; 2. That Council approve an exemption to Purchasing Policy—09.03—Single Source Item (d), which states: "the extension or reinstatement of an existing contract would prove most cost effective or beneficial. The extension shall not exceed one year." This will allow an additional one year extension to Gray's Landscaping and Snow Removal, to provide snow removal for seniors and persons with disabilities, for the period of November 1, 2013 to April 30, 2014; 3. That Council support the expansion of the program from 300 to 350 participants and adjust the boundary to make Taunton Road the northern most limit in order to include the new Duffin Heights neighbourhood for the 2013/2014 winter season; 4. That Council authorize staff to prepare a report on future expansion of the program for the 2014/2015 winter season to include Hamlets, north of Taunton Road; and 5. That the appropriate City of Pickering officials be authorized to take the necessary action in order to give effect thereto. Executive Summary: Due to the increased demand for participation in the Seniors and Persons with Disabilities Snow Clearing Program, staff are recommending that the program be expanded from 300 to 350 participants, and that the boundary for the program be extended north to Taunton Road. Staff will be reviewing future needs and service parameters and will report back to.Executive Committee on the feasibility of expanding the program to Hamlet areas. In lieu of preparing a one year contract for the 2013/2014 winter season, staff is recommending that Gray's Landscaping and Snow Removal, who has been our contractor for the last three seasons, be provided a further one year extension of their contract based on their 2012/2013 unit prices and a proration of their guaranteed minimum payment to reflect the increase in participants from 300 to up to 350. 63 Report PW 06-13 . October 28, 2013 Subject: Seniors and Persons with Disabilities Snow Clearing Page 2 Financial implications: Gray's Landscaping and Snow Removal has agreed to provide this service for the 2013/2014 winter season at the 2012/2013 unit prices per location. The guaranteed minimum payment per season will be prorated to adjust the number of properties in the program from 300 to up to 350. The additional cost impact to the guaranteed minimum payment, which covers the first six snow clearings of the season, amounts to $ applicable 250 5� plus a licable HST. Discussion: The Seniors Snow Removal program commenced in 1975 with very few seniors and disabled persons participating. Since that time the program has expanded to encompass over 300 participants. City of Pickering staff were originally utilized to provide the service, but with the growth of the City and the program, the work was eventually tendered out to private contractors. • During the planning stages for the 2013/2014 program registration, staff made the decision to increase the program registration limit to 325 participants to acknowledge new development in Duffin Heights and previous year's demand for the program, as some residents had to be placed on a waiting list. This information was provided to Council in CAO Correspondence CAO 72-13 on September 26, 2013 (Attachment#1). Due to the successful registration held October 9, 2013 at the Pickering Recreation Complex, the program is full at 325 participants, and there are still residents on the waiting list. Staff is now recommending that the program be expanded to up to 350 participants for the 2013/2014 winter season. As mentioned in correspondence CAO 72-13 staff will be reviewing options to increase the service parameters for the 2014/2015 program. That information will be contained in a future report to the Executive Committee. Gray's Landscaping and Snow Removal was awarded the Seniors and Persons with Disabilities Snow Clearing contract through the award of Quotation Q-74-2010. The • award was a two year contract for the winter of 2010/2011 and 2011/2012. Through clause 09.03 (d) of the Purchasing Policy, the contract was extended for one year, which was the winter of 2012/2013. Although the Purchasing Policy only allows for extensions of one year, staff recommends a further one year extension with Gray's Landscaping and Snow Removal for the winter of 2013/2014. This extension will allow time for staff to review the service parameters and prepare a new multi year procurement document commencing the winter of 2014/2015. Previous to the hiring of Gray's Landscaping and Snow Removal in 2010, the program experienced numerous problems with delivery of service. Gray's has reduced complaints to a minimum, and service is being provided in a timely fashion. The Contractor visits each address at the end of the season to inspect, clean up and repair any damage that may have occurred during snow clearing at no additional cost to the City of Pickering. • 64 • Report PW 06-13 October 28, 2013 • Subject: Seniors and Persons with Disabilities Snow Clearing Page 3 It is the recommendation of the Engineering & Public Works Department that the contract for the Seniors and Persons with Disabilities Snow Clearing Program be extended to Gray's Landscaping and Snow Removal for the 2013/2014 season. Attachments: 1. CAO Correspondence CAO 72-13 2. Letter from Gray's Landscaping & Snow Removal dated September 10, 2013 Prepared By: Approved/Endorsed By: , I, j.._Grt Smit Richard Hol••rn, P. Eng. Hager, Operations& Fleet Services Di ector, Engineering & Public Works GS:Ir Recommended for the consideration of Pickering City Council G 2/-ZOO Tony Prevedel, P.Eng. Chief Administrative Officer • 65 ATTAChMiEN I;._ / TO REPORT# Ft() 01,-13 CAO 72-13 Cirq 00 _ _ Memo _ To: Mayor Ryan and • September 26, 2013 Members of Council From: Tony Prevedel Chief Administrative Officer Copy: Director, Engineering & Public Works . Customer Care Centre • Subject: Seniors and Persons with Disabilities Snow Clearing Program File: 0-2040 Over the years, we have modified the Seniors and Persons with Disabilities Snow Clearing program to ensure those residents who really need the service are able to receive it. This has, of course, always been based on our available budget dollars. The current program limit is 300 households, serving residents in our urban area (south of Rossiand Road). However, this year we have extended the area to south of Taunton Road to ensure residents in Duffin Heights are included. Traditionally, the program would be filled within a month. However, our records indicate that last year the program was filled within`a week of the start of registration, and we had 29 residents on our waiting list, as compared to 9 the year before. In order to provide us with an opportunity to review the actual need, I-have asked staff to increase the cap of 300 to 325 this year. Since we have never served the residents in our hamlets (north of Taunton Road); we are looking at the feasibility of.doing so. Staff are currently investigating the cost to extend the service north of Taunton Road. A report is being prepared to provide options for Council's consideration to increase the service parameters for the Fall 2014 -Winter 2015 snow clearing program. • The report will also request Council's consideration to extend the contract with our existing service provider by one year, to provide us with time to complete a review of our program needs. It should be pointed out that we have received excellent service from our existing provider. Our walk-in registration will be held on Wednesday, October 9, 2013 at Pickering Recreation Complex. Following that, residents can register through the Customer Care Centre. - TO REPO RT# P� 66"13 ATTACHMENT#r._.._. 1 of -- .s , tsia ..koq�.. Lanistaping&& Royal September 10; 2013 • Attention: Rob Gagen As per,our phone discussion, we are willing to price hold for both seniors and facility snow contracts for a one year extension. Thank you for the opportunity to work with the City again. We are looking forward to it. Ben Gray • • • 708 Front Rd PHONE (647)223-4403 Pickering,On FAX . (905)837-5028 .....+...... UW1P2 EMAIL grays_snowremoval @hotmail.com • WEB SITE www.graysiandscapingsnow.ca :::..:.. ..: .cs 67 A,T R ACHMENT#. 2 TO REPORT# P 03—I L{--. __I.& 0 PICKERING Office of r� q 4 file fallow VP a To Tony Prevedel `/i Mayor . ... Corn Serb,. ly.24,.2014 Chief Administrative Officer ✓Council, c&R Directors `.'. E16.Services From Richard Holborn % $MT 4-, . Oper&Fac Director, Engineering &Public Works Ay _' Cierk;: Corp Services dire' Office:Sustain Judy Hodgson Human Res. ,Plan & Dev - Division Head, City Administration Legal & LS Copy: Supervisor, Customer Care Supervisor, Parks Operations Coordinator, Communications - • Subject: Seniors and Persons with Disabilities Snow Clearing Program • File: 0-2040-002 • Staff are initiating the following recommendation from the Council endorsed Report PW 06-13, dated October 28, 2013, regarding the Seniors and Persons with Disabilities Snow Clearing Program: • "That Council authorize staff to prepare a report on future expansion of the program for the 2014/2015 winter season to include Hamlets north of Taunton Road." Staff are preparing a report for the Executive Committee meeting'of September 8, 2014 to recommend program expansion to the Hamlets of Brougham, Claremont, Greenwood and • Whitevale. Prior to the report being considered by Council, staff will need to prepare for enrolment, and issue a Request for Quotation to retain a contractor. The City's arrangement with Gray's Landscaping and Snow removal had previously been extended to April 30, 2014 through a • Council approved exception to the Purchasing Policy as a recommendation in Report PW 06-13. A new quotation document is being prepared and will be.issued. • The report will also recommend that a fee be considered in the 2015 budget process to be implemented during the 2015/201.6 (Novembe"r 2015 — March 2016) winter season. Our existing program was expanded for the 2013/2014-Winter season-from 300 to 350 participants, and the boundary was extended further north from Rossland Road/Third Concession Road to Taunton Road to include new residents in the Duffin Heights neighbourhood. 68 - j • The report currently being prepared retains the current service level, however, we will be .__FecO:mrfterldifig-increasing the participation to at least 375 residents in order to effectively capture Hamlet•resiidept t • : The 2014 Current budget was approved with a line item of$8,000 pertaining to.expansion to the .. Hamlets: This amount will suffice for November and December 2014. In order to determine the level Of interest for this program in the Hamlets of Brougham, Claremont, Greenwood and Whitevale:; Corporate Communications staff are preparing notices to be posted in. • hamlet facilities and s ervicecentres, distributed to residents' associations, mail-outs and promoted •- through our`website, sociahmedia and the community page, and other promotional opportunities. In order to-meet thesetight timelines we are seeking your concurrence to proceed. • • Changes tb the Registration'Process -As you are aware, we are inundated with applicants on the one-dayiegistr-atron-period.We are recommending a change to the registration process to streamline the process and enhance the overall customer service experience. The following provides a brief overview: • extend the registration period over a one month period to alleviate the rush of a one day registration period • persons with disabilities previously approved in the.2013/2014 program will not need to reapply, instead we will make contact with them to confirm that they still require the service • • 'persons with a permanent disability will be given priority • • initiate a lottery system for the remaining spots; and promote it accordingly to provide a fair opportunity for all We will'also be communicating this information with our Seniors Clubs to obtain their assistance in promoting the changes to the system. We certainly recognize that we will not be able to satisfy all applicants; however, we feel that these changes to the overall process will be not.only be fair, but effective. Ongoing promotion will be key to ensure these changes are communicated effectively. Please let me know if you require,any additional information. • Ric and Holborn Judy Hodgson Di ector, Engineering &Public Works . Division Head, City Administration Attachment Notice to Hamlet Residents July 24, 2014 Page2of2 Seniors and Persons with Disabilities Snow Clearing Program 69 City of Pickering Seniors & Persons with Disabilities Snow Clearing Program Opens to Qualifying Residents of Hamlets Brougham, Claremont, Greenwood, and Whitevale The City of Pickering is extending its Seniors and Persons with Disabilities Snow Clearing Program to its hamlets. Previously limited to the urban area of Pickering (south of Taunton Road), the program will now accommodate more residents to effectively serve those ---------- -=- living in our hamlets. Some Facts About our Service Do I Qualify? When do you come to clear my mow? • r_iearino begins once the snow has stopped, and after 5 cm or r of snow has accumulated In order to'qualify for the program you must meet all of • when Cite ploughs have completed their routes the following criteria: • clearing should be completed viithin 24 hours; hiov,everr,timing is not guarante. •. You are over 65 or if under 65 years, have proof of permanent disability (certified by a doctor, as having What gets cleared? a permanent physical or cognitive limitation which A. Lower drtvewayapron:a'12 ft.wide try 12 ft prohibits you from clearing snow). Proof of age is dee..p portio Hafthedrivewayadjacent€o the required. stmt • You live within the urban area of Pickering (south of B. Walkway an approximately ft.wide path from cleared driveway to the closest house entry_ Taunton Road), or within the hamlets of Brougham, C. eteleaik.a►tswa►kstrortnand Claremont, Greenwood, and Whitevale. adjacent to your Prop'- 1 Of applicable). • There'is no one under the age of 65 residing in your • home (with the exception of a person with a What Is not Induded? permanent physical or cognitive limitation which • shovelling the entire drVe ay prohibits them from providing assistance). Are you a qualifying hamlet resident interested in the program'? We want to hear from you! ' I � I ' I I ® ' ® In order to anticipate registration numbers, we're _ u - encouraging residents to contact our Customer Care I I I i Centre to express their interest in this new service. Our staff will provide registration details to all those - - interested as they become available. L. Visit pickering.ca, or contact our friendly Customer Care' staff for more information. Cif;oo A T. 905.683.7575 :414= TTY. 905.420.1739 T `_/�_;;3: .�� : C't A 3; © �-_— tY PP email: customercare @pickering.ca pickering.ca