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Operations Department
Report
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Report To: General Government Committee
Date of Meeting: January 2, 2018
Report Number: OPD -003-2018 Resolution: GG -019-18, GG -020-18, GG -021-18,
GG -022-18 & GG -023-18
File Number: By-law Number:
Report Subject: Seniors Snow Removal Program
Recommendation:
1. That Report OPD -003-2018 be received; and
2. That Council provide direction related to the fees for the Senior Citizen and Physically
Disabled Sidewalk and Driveway Windrow Snow Clearing program for the 2018-2019
season.
Municipality of Clarington
OPD -003-18
Paae 2
Report Overview
This report provides an update on the current status of the Senior Citizen and Physically
Disabled Sidewalk and Driveway Windrow Snow Clearing program.
1. Background
On October 13, 1992 the Council for the Town of Newcastle passed Resolution #C-
667-92 which stated:
"THAT, in accordance with Council's direction, removal of snow
and ice from sidewalks and driveway windrows be provided for
senior citizens and the physically disabled..."
The Senior Citizens and Physically Disabled Sidewalk and Driveway Windrow Snow
Clearing Program has been offered each winter season since. Over time the
program has expanded to include Bowmanville and Courtice as well as the
surrounding hamlet areas.
Eligibility
For residents to be eligible for this service, applicants must be 65 years of age or
older or be physically disabled, occupy a single family dwelling which fronts a
Municipal street in the specified urban areas or the urbanized areas of the specified
hamlet's, and have no able bodied persons under the age of 65 years residing on the
property. Senior citizens must provide proof of age; physically disabled applicants
must provide a doctor's certificate.
Service
The sidewalk snow clearing service for participants starts when a snowfall ends and
only when there is more than two centimeters of snow on sidewalks. The driveway
windrow snow clearing will begin when accumulations reach 15 cm and all snow
plowing on all municipal streets has been completed.
Call Out
During the winter season Staff monitor weather and road conditions to ensure that
the contractor is called out to perform clearing of sidewalks and windrows to meet
both the policy set by Operations Department and the expectation of our residents.
Due to weather variations not all areas require clearing at every call out. Winter
events that encompass the whole municipality are deemed to be "full call outs".
Participation Fee
In August of 2009 due to budget issues Resolution C-575-09 was passed resulting in
the cancellation of the Senior Citizens and Physically Disabled Sidewalk and Driveway
Windrow Snow Clearing Program.
Municipality of Clarington
OPD -003-18
e3
On November 9, 2009 in response to residents, Council passed Resolution #C-664-09
stating:
"THAT, the annual administrative fee for the 2009/2010 Senior
and physically disabled Sidewalk/Windrow Snow Clearing
Service be set at $60 per registered property."
Attachment #1 provides a brief overview of a similar service offered by our
neighbouring communities within the Durham Region.
2. Financial
2.1 The Senior Citizens and Physically Disabled Sidewalk and Driveway Windrow Snow
Clearing Program is provided as an additional service to area residents and is not, nor
was it ever intended to be, a core service.
2.2 The budget for the Seniors Snow removal Program has been consistently over -spent
every year since 2013 inclusive. The main drivers for the additional expenses relate to
the increase in the number of registered program applicants and also the requirement
for more frequent contracted call -out service. For context, the total number of
applicants has increased by 52 between 2013 and 2016 and the frequency of service
call -outs has gone up by an average of five (5) over the same period of time.
2.3 The current funding model for the program is comprised of a net operating budget of
$35,000 plus an estimated annual revenue of $15,000. The recovery amount is the
annual administration fee of $60 plus HST, which is charged to each registered
applicant. The current annual budget and service recovery amounts have not
increased since 2012 and 2009, respectively.
2.4 In an effort to address the annual budget shortfalls that have been experienced, the
Operations Department has submitted reports to Council in 2011, 2012 and 2014 that
have each recommended an increase to the $60 annual program administration fee.
These recommendations, however, have not been supported.
2.5 The following table provides details on the actual budget expenditures for the past five
years of the Senior Snow Removal Program:
Year
2016
2015
2014
2013
2012
Actual Expense
$71,302
$62,672
$66,329
$58,354
$44,513
Actual Revenue
$35,000
$35,000
$35,000
$35,000
$35,000
Net Cost
$19,200
$17,820
$16,480
$14,840
$14,320
Net Budget Shortfall
-$17,102
-$9,852
-$14,849
-$8,514
$4,807
Municipality of Clarington
OPD -003-18
Paae 4
2.6 In September 2017 anew tender was issued for the contracting of the Senior Snow
Clearing. The successful bid is 48% higher than previous years and will have a
significant impact on actual expenses going forward.
3. Summary
It is estimated, with the new contract that commenced November 2017, the cost of the
program will be $85,554. Of course this is subject to winter conditions and the amount
of call outs required to meet the program objectives. At the current rate of $60 per
registrant and based on 300 registrants this will have a net impact of $68,446.
4. Strategic Plan Application
Not applicable.
Submitted by:
Frederick J. Horvath
Director of Operations
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: Susan Hajnik, Operations Technician, Operations Department 905-263-2291
or shainik clarington.net
Attachment 1 — Senior Sidewalk and Driveway Windrow Snow Clearing Survey
Municipality of Clarington
OPD -003-18
SENIOR SIDEWALK AND DRIVEWAY WINDROW SNOW CLEARING SURVEY
Pickering
Whitby
Ajax
Oshawa
Clarington
Program in Place
Yes
Yes
Yes
Yes
Yes
Number of Properties
440
800
250-300
2100-2500
Annually
Lineal Metre of
Not tracked
Not tracked
Not tracked
Not tracked
71100 m
sidewalk cleared
Do you contract out?
yes
In house
In house
In house (12
yes
sidewalk plows &
2 contracted
Standards for call out
2" after city
5 cm (2") for
5 cm - 24 hrs
2.5 cm (1") for
2.5 cm (1") for
plows complete
sidewalks
after snow stops.
sidewalks
sidewalks
10 cm (4") for
20 cm (8") for
15 cm (6") for
windrow
windrow
windrow
How much time
Up to 72 hours
2nd day after a
No limit on
Must be bare
12 hours from
allowed for
snow fall
completion
sidewalk by
call out
completion
midnight the day
after precipitation
stops
Any fee charged to
$180.80 (tax
$60.00 +HST
residents?
$39.55 (tax included)
no
included)for
No charge
driveway,
sidewalk,
windrow & one
walkway to door
$33.90 (tax included)
for sidewalk &
windrow