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HomeMy WebLinkAboutCSD-09-051 - Leaf Collection UpdateREPORT REPORT T0: DATE OF MEETING: SUBMITTED BY: PREPARED BY: WARD(S) INVOLVED: DATE OF REPORT: REPORT NO.: SUBJECT: Mayor Zehr and Members of Council September 21, 2009 Jim Witmer Director of Operations Jim Witmer Director of Operations All September 17, 2009 CSD-09-051 LEAF COLLECTION UPDATE RECOMMENDATION: "That the leaf collection program identified as Option 2 (Residents required to place leaves in bags or containers) outlined in Community Services Department report CSD-09- 048, which consists of the elimination of the curb-side leaf collection program, be approved; and, That a by-law be enacted to repeal Chapter 635 (Garbage) of the City of Kitchener Municipal Code which permits the placing of loose leaves at the curb in the autumn; and, That the closure of the following leaf dump site located at 75 Ardelt Place be approved; and further; That the closure of the following leaf dump sites not be undertaken until after a review of the 2009 leaf collection season: Schaefer Park, Hofstetter Park, Cherry Park and East Forest Trail Parking Lot." REPORT: Further to Council's direction to staff at the Community Services Committee on September 14tH 2009: "That staff be directed to report back to the September 21, 2009 Council meeting with additional information on the following: an indication from the Region of Waterloo as to their response to the proposed changes to the City's loose leaf collection program; a communications plan detailing how residents will be informed about the changes; • information as to the feasibility of distributing 3-5 yard waste bags to residents as part of the communications plan; • about support available in the community for seniors and those who may be unable to take care of their own leaves; and, • information regarding the final number of leaf drop-off sites and their locations." Staff has reviewed or are reviewing the previous recommendations and have the following update. Discussion with Region of Waterloo City staff are continuing to work with Regional staff to address the impact of the proposed elimination of raking leaves to the curb in order to determine the most cost effective and efficient way of transitioning this change for the best interests of all parties involved. We will have a verbal update on our discussions. Communications Planning Given the changes to the 2009 leaf collection program affect a wide range of citizens from all across the city, an extensive communications plan is being developed to ensure saturation of the message within the community. A similar communications program to that which was used to introduce the Tag and Tow Bylaw to residents in the winter of 2008 will be implemented for this initiative. That particular program was extremely successful not only in getting the message to citizens, but in ensuring that the message was kept in front of residents throughout the duration of the winter months. Over the next two months -beginning this week -the City will utilize several methods to reach citizens with information, including: ^ Media releases and/or advisories (as required} ^ Letters by address to those residents who currently have loose leaf collection ^ Print advertising ^ Radio advertising ^ Information brochures delivered to every Kitchener household ^ Your Kitchener -front page story ^ Highlighted link on the front page of the City's website ^ Door hanger-to be used by Bylaw and Operations staff ^ Letter for repeat offenders - to be used in conjunction with bylaw enforcement ^ FAQs provided to contact centre employees who deal with questions from residents ^ Posters for local retailers where yard waste bags are sold -encouraging residents to pickup bags/no loose leaf collection ^ Posters for community centres, pools and arenas (re: changes and seeking students who may be able to assist seniors} ^ Posters for high schools -seeking students who may be able to assist seniors ^ Information on City's Facebook page Key messages that will be highlighted to citizens within these communications materials include: the changes to the program (no loose leaf collection}; remaining options for the disposal of leaves; locations of drop off sites; list of agencies that can support residents who may not be able to take care of their own leaves; where residents can find more information about the collection program; potential for costs of leaf removal charged back to residents who repeatedly violate the bylaw by raking out. Staff is still working to finalize the costing on the implementation of this communications plan however it is estimated that it will cost $21,000 - $24,000. For more details about each of the communication tools and the proposed timelines and their cost, please refer to the appended document. Options for residents who require assistance with leaf collection Over the past week, staff has been in contact with several community organizations to determine the level of support that may be available to residents who are unable to take care of their own leaves. The following is a list of organizations that have indicated that they may be able to provide assistance to residents -based on the resources they have available in any given week. Additionally, it is important to note that eligibility requirements (i.e. some agencies provide support exclusively to those 55+) and fees may apply, so residents must call for details. Agency or Group Name Details Community Support Connections Residents can call the office to arrange for a volunteer (s} to come to their home. ^ Cost to residents is $14lhour. Job Cafe (Working Centre) Residents can call the Job Cafe with the day and time that they would like someone to come and they will schedule someone to go to the home. ^ $10lhour cash paid upon completion of job. 55+ Employment Services -Odd Job Squad Call office for the referral of individuals who will come do the work. ^ Home owner contacts worker directly for estimate, fees and scheduling. ^ Cost will depend on size of job/hours it takes to complete. House of Friendship Workers may be available at a cost of $10lhour. ^ Call the day work is required to see if any one is available. High School Students Students can rake leaves and apply the hours spent toward their 40 hours of community service requirement. ^ Staff is currently still working on ways to help make connections between students and residents who require assistance ^ Cost to residents - $0 CoK Volunteer Resources Post volunteer opportunities on city website. In addition to the above noted agencies and organizations, staff are still in the process of obtaining information from others to confirm their ability to provide assistance. There may also be other avenues (like the Volunteer Action centre) that could assist via postings on their website seeking volunteers to rake leaves for citizens who are unable to do so. Information about all of the options for low-cost/no cost assistance would be included in appropriate communications materials going to the public. Provision of bags to residents Staff has reviewed the feasibility of providing 3-5 bags to residents and are not recommending this option for the following reasons: ^ Access to, storage of and acquisition of up to 250,000 bags within such short notice. Providing the bags to the residents will cost upwards of $125,000 and could create an expectation that we would continue to do so from this point forward; ^ Providing bags may confuse residents and detract from the other more preferred options of composting, mulching and using the City's leaf depots as the more cost effective solution which also ensures less impact on our Regional partners; and Leaf drop-off sites Based on the discussion with members of Council, and to assist residents and the Region during this transition, we are recommending that the following leaf depots be made available for leaf drop off in 2009: 1. Schaeffer Park (Bloomingdale Rd.) 2. Breithaupt Park (Kinsman Park off Union St.) 3. Kitchener Auditorium (Ottawa St. N. 4. Meinzinger Park Soccer Fields (Homer Watson Blvd) 5. Lions Arena (Rittenhouse Rd.) 6. South West Optimist Sports Field (Pioneer Dr.) 7. Cherry Park (Strange St. at Waverly Rd.) 8. Victoria St. E. at Eastforest Trail (Eastforest Trail parking lot) 9. Hofstetter Park (Hoffstetter Ave off King St. E.) FINANCIAL IMPLICATIONS: The proposed extensive communication plan will require $21,000 - $24,000 to implement and is proposed to be recovered from the reduced expenditures associated with the revised leaf collection program. COMMUNICATIONS: A summary of the proposed plan is appended. ACKNOWLEDGED BY: Pauline Houston, General Manager, Community Services Department Summary of Public Awareness Campaign for Leaf Collection Program 2009 Total Cost: $21, 000 - $24, 000 Campaign launch: immediately following Council approval on Sept. 21. Tool & Timing Message Cost Letter to residents who - Curbside collection is no longer Cost of postage currently receive loose leaf allowed To be determined based collection - Leaf collection options (onsite on # of letters required. compost, bag for yard waste, take First week of October directly to landfill) - List/map of drop off locations - Where to find assistance if you cannot bag your own leaves Media Releases - Se t 21: Announcing decision o Sept 21 - Oct: 5: Announcing opening of drop-off o Oct 5 sites, reminder about no curbside o End of November collectionlwhere to find assistance if $0 (weather dependent) required - DEC 1: Announcing closure of drop off sites. Print Advertising - Curbside collection is no longer allowed Approx. $5,000 Weeks of Sept 25, Oct. 7, 30, - Leaf collection options (onsite November 4. compost, bag for yard waste, take directly to landfill) - List/map of drop off locations - Where to find assistance if you cannot bag your own leaves Radio Advertising Oct. 5, 12, 19, 26 - Curbside collection is no longer (alternating weeks) allowed Approx. $6,500 KOOL FM - Leaf collection options (onsite 21 X 30 sec. spots compost, bag for yard waste, take KFun directly to landfill) 21 X 30 sec. spots - Visit www.kitchener.ca for more information Oct 5, 12 570 News 21 X 30 sec. spots/ week Tool & Timing Message Cost Brochures - Curbside collection is no longer Printing: o Update to existing allowed annual brochure - Leaf collection options (onsite Approx. $5,000 (based on compost, bag for yard waste, take last year's quantity and o Anticipated delivery to directly to landfill) quotes. Waiting on quotes homes the week of Oct. - List/map of drop off locations for this year.) 5 - Where to find assistance if you cannot bag your own leaves Delivery: Approx $6,300 - NOTE: To be mailed via Canada post to ensure all homes receive - Ensures area covered by the shared services agreement is covered through delivery and specific messaging. Your Kitchener front page - Curbside collection is no longer $0 o Story in Nov/Dec. edition allowed o Delivery to homes Oct. - Leaf collection options (onsite 29. compost, bag for yard waste, take directly to landfill) - List/map of drop off locations - Reminder that drop off sites are leaves only - Where to find assistance if you cannot bag your own leaves Comprehensive link on front - Reasons for changes to the program $0 of city's website - Curbside collection is no longer allowed To be live by Sept. 25 - Leaf collection options (onsite compost, bag for yard waste, take directly to landfill) - List/map of drop off locations - Reminder that drop off sites are leaves only - Where to find assistance if you cannot bag your own leaves. - FAQs Door hanger (or similar) -For non-compliers. To be delivered by Minimal - operations or by-law staff to residents who To be printed in-house To be ready for use by Oct. 12 rake their leaves to the curb. Act as a Used as required reminder/warning Tool & Timing Message Cost Letter to repeat offenders -Will be delivered by staff to those $0 residents who have already been warned To be ready for use by Oct. 12 and in situations where staff will remove Used as re uired leaves from the roadwa . Information supplied to - Curbside collection is no longer $0 contact centre staff allowed - Leaf collection options (onsite To be supplied by end of day compost, bag for yard waste, take Sept. 22; updated as required. directly to landfill) - List/map of drop off locations - Reminder that drop off sites are leaves only - Where to find assistance if you cannot bag your own leaves (contact info and details) Colour posters for local Reminder to pick up yard waste bags for $1/poster/flyer retailers where yard waste leaf collection and reinforcement that loose To be printed in-house bags are sold leaf collection is no longer permitted Can also be posted in community centres, pools and senior centres. To be supplied by Oct. 15 Poster for Community Advertising to students to look for $0 Centres neighbours wanting assistance with leaf To be printed in-house raking for com service hours To be posted by Oct. 15 Poster for high schools Advertising to students to look for $0 neighbours wanting assistance with leaf To be printed in-house To be posted by Oct. 15 raking for com service hours. Staff is currently confirming that this advertising is possible.