agenda - city of st....

Agenda Public Works Standing Committee

Thursday, July 21, 2016

12:00 p.m.

Conference Room A, 4th floor City Hall

1

AGENDA

Public Works Standing Committee

July 21, 2016 – 12:00 p.m. – Conference Room A, 4th Floor, City Hall

1. Call to Order

2. Approval of the Agenda

3. Adoption of the Minutes

a. Minutes of May 27, 2016

4. Business Arising

a. Decision Note dated July 14, 2016, re: Multi Material Stewardship Board– 2016 Community Waste Diversion Fund Pilot Project For Clear BagMandatory Curbside Recycling

b. Decision Note dated July 14, 2016, re: Multi Material Stewardship Board– 2016 Community Waste Diversion Fund Proposal to change WasteApp to Allow Leaf Collection by appointment.

5. New Business

a. Decision Note dated July 14, 2016, re: Decorative Street Lighting in Galway

6. Other Business

The following items have been referred by various council members for discussion and no background attachments are available at this time.

a. For Discussion – Rodent Issues ( D. Breen)

b. For Discussion – Crack Sealing Program (S. O’Leary)

c. For Discussion – Water Street Infrastructure Project (D. Breen)

d. For Discussion – Accessibility and Inclusion at RHB (R. Ellsworth)

7. Date of Next Meeting

8. Adjournment

Minutes Public Works Standing Committee May 27, 2016, Conference Room A, 4th Floor City Hall

Present: Councillor Danny Breen, Chairperson Councillor Wally Collins Councillor Sandy Hickman Councillor Bruce Tilley Councillor Art Puddister Jason Sinyard, Deputy City Manager of Planning, Development and Engineering Steve Colford, Manager of Waste & Recycling Brian Head, Manager of Parks & Open Spaces Stacey Fallon, Legislative Assistant

ADOPTION OF AGENDA

Moved – Councillor Tilley; seconded – Councillor Hickman

That the agenda be adopted with: The removal of 4C which has been referred to Police and Traffic. The addition of the Canada Post mail boxes.

ADOPTION OF MINUTES

Moved – Councillor Tilley; seconded – Councillor Hickman

That the minutes of March 23, 2016 be approved as presented.

BUSINESS ARISING

Design Build Presentation from the Director of Engineering

The Deputy City Manager of Planning, Development and Engineering presented the above noted for information in the absence of the Director of Engineering. He advised that we have not used this way of development to date but choosing the right project they feel it could be a cost effective way to work.

NEW BUSINESS

Information Note dated March 7, 2016 re: Waste App, Reminder and Waste Wizard

The Manager of Waste & Recycling updated the committee of the above noted advising the committee of the number of issues collected and resolved by Recollect as well as those forwarded to the City. It is noted that Strategy and Engagement was heavily involved in marketing and communications to continue to promote this initiative.

P a g e | 2

Information Note dated May 20, 2016 re: Uncovered Garbage The Manager of Waste & Recycling updated the Committee on the above noted. He noted that the Waste and Recycling Division does not have staff specifically hired to enforce the regulation and By-law but were doing the best they could with what they have. He outlined the initiative they have taken but advised that if Council wanted more daily enforcement than more man power would be required or other duties dropped. It was noted that a new letter was done up and they would be paying close attention to repeat offenders that would then be sent for legal action. Decision Note dated May 18, 2016 re: Quidi Vidi Village Traffic Calming Study The above noted was deferred to Police and Traffic prior to the meeting. OTHER BUSINESS

Canada Post using gravel for ice control in front of the mailbox. Councillor Breen apprised the committee of the material that Canada Post is using for Ice control and the debris that has been left behind as well as some damage left by plowing. The Manager of Parks and Open Spaces advised he would have staff make contact with Canada Post to have it addressed.

Sewage back up cost clarification. Councillor Tilley asked for clarification surrounding cost for sewage backups on personal property for a constituent. Discussion took place and staff advised Councillor Tilley to pass the contact information along to the Manager of Water and Wastewater and they could look into it. Inquiry into wood pallets at Robin Hood Bay

Councillor Collins advised the Committee that someone had approached him regarding the placement of a piece of equipment at RHB to mulch the wood pallets. He advised someone would need to sort it to ensure nails and such didn’t get mixed in but it would be a benefit to keep the palettes out of the landfill. The manager of Waste and Recycling advised that others have also approached looking for the wood pallets and they need to look into whether tendering needs to take place. He advised he would look into it for Councillor Collins.

P a g e | 3

Requests to the MMSB for Funding The manager of Waste and Recycling advised the committee that due to timing issues he was unable to complete a decision note on the above noted but they had sent three requests to the MMSB for funding under their Community Waste Diversion Funding Program. The Three Projects were:

Leaf Collection by Appointment using our Recollect Software Improved Cardboard and Office Paper Ban at Robin Hood Bay Pilot Project for Clear Bag Mandatory Curbside Recycling.

Each project was for $10,000 funding requests. MMSB was made aware that due to timing issues, even if they approve the funding, final approval would need to come from Council. ADJOURNMENT

There being no further business, the meeting adjourned at 2:00 p.m. Councillor Danny Breen Chairperson

City of St. John’s PO Box 908 St. John’s, NL Canada A1C 5M2 www.stjohns.ca

Title: Multi Material Stewardship Board-2016 Community Waste Diversion Fund Pilot Project for Clear Bag Mandatory Curbside Recycling

Date Prepared: July 14, 2016

Report To: Public Works Standing Committee

Councillor and Role: Danny Breen, Chairperson-Public Works Standing Committee

Ward: City Wide

Decision/Direction Required:

Council is requested to tentatively approve the Pilot Project for Clear Bag Mandatory Curbside Recycling submitted to the Multi-Materials Stewardship Board (MMSB) under their 2016 Community Waste Diversion Fund. The MMSB selection committee has approved the funding request of $10,000. The funding is contingent upon council approval.

Discussion – Background and Current Status:

The Community Waste Diversion Fund is administered by the Multi-Materials Stewardship Board (MMSB). The Fund provides financial support to communities across Newfoundland and Labrador that are finding exciting new ways to divert waste from our landfills. The City submitted three proposals to the Board of which two have received tentative funding.

In October 2010, the City of St John’s implemented a voluntary curbside recycling program which in the first year reached just over a 70% participation rate. This program requires residents to sort their recycling into two different bags; one bag for containers and the other bag for fiber. In 2013, both the participation rate and tonnage received at the MRF were at their highest point. Since January 2014, tonnages have continued to fall and are not showing any signs of rebounding.

The proposal submitted to the MMSB was to implement a pilot program on one garbage route in the east end of St. John’s to test a mandatory curbside recycling and clear bag garbage program to determine potential issues that arise with residents. Each home would be allowed to use for privacy items an opaque 12”x 23”shopping bag per clear bag. Any recycling that is included with the garbage would be deemed unacceptable. These bags would be left behind at the curb to assist with educating the resident.

Assuming that the results are positive and recycling increases, the Waste and Recycling Division would recommend that a City-wide mandatory curbside program be implemented. This would support the goal of the Provincial Waste Management Strategy by diverting recyclable material from the landfill, thereby extending its life. It will also reduce collection costs for the City since tipping fees at the Robin Hood Bay Landfill are $20 per tonne for recyclables versus $67.60 per tonne for garbage.

The MMSB Selection Committee was very enthusiastic about the pilot clear bag program in St. John’s. The program is presently in place in central Newfoundland.

DECISION/DIRECTION NOTE


Key Considerations/Implications:

1. Budget/Financial Implications The MMSB has approved $10,000 for the initiative. $7,000 is for household recycling bins and $3,000 for a recycling brochure decal. The remaining $16,295 costs are in kind from the City and expected donated items. There is no additional budget for the City.

2. Partners or Other Stakeholders Multi-Materials Stewardship Board

3. Alignment with Strategic Directions/Adopted Plans Fiscally responsible, Environmental Responsible

4. Legal or Policy Implications It is a pilot project so the policy decision will have to be made after the results of the study are known.

5. Engagement and Communications Considerations An extensive communication and engagement plan will have to be developed and implemented for the 675 residences who would be in the pilot.

6. Human Resource Implications Existing staff resources will be used.

7. Procurement Implications N/A

8. Information Technology Implications N/A

9. Other Implications N/A

Recommendation:

It is recommended that Council approve this proposal which will allow the $10,000 in approved funding from the Multi Material Stewardship board to be used only if the automated garbage system is not approved for funding in the 2017 budget.

Prepared by/Signature:

Stephen Colford, P. Eng., MBA Manager-Waste & Recycling

Approved by/Date/Signature:

Lynnann Winsor, M.A.Sc., P. Eng Deputy City Manager - Public Works

Attachments: Pilot Project for Clear Bag Mandatory Curbside Recycling Proposal

Page | 1

Pilot Project for Clear Bag Mandatory Curbside Recycling

Community Profile

The City of St John’s is located on the most easterly point of Newfoundland and

Labrador and is the capital city of the province with a population base of

approximately 110,000 people with 46,000 households. The City is currently

providing a weekly garbage collection, a bi‐weekly voluntary recycling collection

and a weekly collection of leaves in paper bags for the month of November at the

curb.

History of Waste Management for St John’s

In November of 2007, the Provincial Government officially designated Robin Hood Bay as the site for the Eastern Region’s Integrated Waste Management Facility.

The Robin Hood Bay Waste Management Facility is owned and operated by the City of St. John's. The Eastern Waste Management committee contracts with the City of St. John's to provide waste disposal services for other municipalities in the Eastern Region.

Currently there is a 10 bag limit on the number of bags that can be set out for

weekly garbage collection. This limit has been in place for numerous years.

In October 2010, the City of St John’s implemented a voluntary curbside recycling

program which in the first year reached just over a 70% participation rate. This

program requires residents to sort their recycling into two different bags; one bag

for containers and the other bag for fibre. In 2013, both the participation rate

and tonnage received at the MRF were at their highest point. Since January 2014,

tonnages have continued to fall and are not showing any signs of rebounding.

Staff Description to Oversee the Project:

Steve Colford is the Manager of Waste and Recycling and has been in this position

since 2013. He has extensive knowledge of the City’s operations due to his 23

years with the City. He is an expert with waste and recycling issues and is eager

to move programs forward that continue to extend the life of the Robin Hood Bay

Landfill.

Page | 2

Jonathan Murphy is the Waste Management Engineer for the landfill and one of

his responsibilities is the overseeing of the collection staff for the recycling and

garbage. He has been with the City since 2013 and has a full understanding and

expertise with the disposal and recycling of waste of all kinds.

Janine Piller is the Waste Diversion Supervisor and has been employed with the

City for the past 9 years. She organized and implemented the first pilot program

for curbside recycling and organics. She was a major lead with implementing the

full scale curbside recycling program for the City. She has worked in waste

management for the past 25 years and has extensive knowledge of the industry.

Jim Downey is a Waste Diversion Assistant and has been working with Waste and

Recycling Division since 2008. Jim was involved with the continuation of the

curbside pilot program along with the implementation of the full scale curbside

recycling program. He has extensive knowledge with meeting the public in many

formats: door to door, trade shows, presentations and understands the

importance of gaining public support. He is very well versed in the recycling and

waste industry.

Mike Morris is a Waste Diversion Assistant and has been working with Waste and

Recycling Division since 2010. He has extensive knowledge with meeting the

public in many formats: door to door, trade shows, presentations and

understands the importance of gaining public support. He is very well versed and

very knowledgeable with the recycling and waste industry.

Project Description

Implement a pilot program to test a mandatory curbside recycling and clear bag

garbage program to determine potential issues that arise with residents. Each

home would be allowed to use for privacy items an opaque 12”x 23”shopping bag

per clear bag. Any recycling that is included with the garbage would be deemed

unacceptable. These bags would be left behind at the curb to assist with

educating the resident.

Activities:

A garbage route has already been chosen. It is route 2B01 in the east end of St

John’s. It has 675 residences and contains a good cross section of high to low

Page | 3

income residents to provide results from the various income levels for tonnages

and reactions to the change.

Location: Route 2B01.

Organizing and developing information and communication plan with the

communication department.

Establish a base line of garbage weights and recycling weights one month prior to

beginning the program.

The 675 residents will be provided with blue bags and clear bags with full

instructions on when, how and what the residents must do.

Depending on the communication plan hold two evening information sessions for

residents to find out all about the pilot, provide bags and additional information.

Residents who attend will be required to sign up. This may reduce the number of

home visits the staff would have to make.

Page | 4

The Waste Diversion Assistants would visit homes that had not attended the

information session to explain the pilot, provide bags and instructions, as well as,

inform residents that this is a mandatory pilot. Garbage not sorted properly will

be left behind. Residents would be provided with two recycling bins for sorting

their recycling inside the home as a gift for their cooperation.

Collection for garbage in clear bags would be weekly. Clear bags with recycling in

them or garbage in coloured bags would be tagged and left behind.

Collection of recycling would be collected bi‐weekly.

Each collection of garbage and recycling will be weighed and recorded.

Duration: 13 weeks beginning Sept 13st to Dec 6th, 2016.

Timeline:

Date Tasks

22‐Jun Go to Public Works Committee for approval

04‐Jul Approval from Council

05‐Jul Request for supply of Clear bags and Blue Bags

05‐Jul Meet with Communications to develop and organize a communications plan

12‐Jul Check to determine that all information is being created

02‐Aug Base line weights for garbage and recycling to start

15‐Aug Begin delivering material to residents

10‐Sep Finalize delivery of materials

14‐Sep First Day of collection garbage and recycling

14 Sept to 6 Dec Monitor the results from each collection Jim and Mike to make home visits regarding errors.

Results from the pilot could indicate the savings to the City on tipping fees due to

more material being recycled. Recycling tipping fees are $20.00 per tonne

compared to $67.60 for garbage.

A full report would be provided summarizing all of the results from the pilot. This

would include the location, number of residents who cooperated, reactions from

the residents, weights before and during of the garbage and the recycling,

samples of material used for communications and final recommendation to be

presented to council.

Page | 5

Assuming that the results are positive to be presented to council, the Waste and

Recycling Division would recommend that a City wide mandatory curbside

program be put in place. This would support the Provincial Waste Management

Strategy as more material being diverted from the landfill, thus extending the life

of the landfill.

Item Requested Contribution from MMSB In Kind

Recycling Bins $7,000.00

Envelopes for bags & brochures $1,000.00

Blue Bags $3,948.75

Clear Bags $4,826.25

Stickers for Bins $2,000.00

stickers for bags $2,000.00

Calendar $200.00

Brochure decal for recycling $3,000.00

Evening Door to Door Visits $4,401.54

Day time Door to Door Visits $4,702.50

Waste Diversion Supervisor $2,016.00

Waste Management Engineer $800.00

Public Meetings Rental Locations(2) $400.00

Totals $10,000.00 $26,295.04


Title: Multi Material Stewardship Board-2016 Community Waste Diversion Fund Proposal to Change Waste App to Allow Leaf Collection by Appointment

Date Prepared: July 14, 2016

Report To: Public Works Standing Committee

Councillor and Role: Danny Breen, Chairperson-Public Works Standing Committee

Ward: City Wide

Decision/Direction Required:

Council is requested to approve the Leaf Collections by Appointment proposal which was submitted to the Multi-Materials Stewardship Board (MMSB) under their 2016 Community Waste Diversion Fund. The MMSB selection committee has approved the funding request of $10,000. The funding is contingent upon council approval.

Discussion – Background and Current Status:

The Community Waste Diversion Fund is administered by the Multi-Materials Stewardship Board (MMSB). The Fund provides financial support to communities across Newfoundland and Labrador that are finding exciting new ways to divert waste from our landfills. The City submitted three proposals to the Board of which two have received tentative funding.

The first proposal is to develop a more economical, efficient and improved environmental foot print approach for the seasonal collection of the leaves in November by going to an appointment based system. This would be accomplished by changing our existing waste app and web page to allow residents to create an appointment for the date they want their leaves in paper bags to be collected on. Depending upon the success we would determine whether this service could be provided in the spring as well as the fall. The long range plan will be not to accept leaves in plastic bags.

The MMSB Selection Committee was very enthusiastic about the potential for by-appointment leaf collection to expand to other months of the year, as well as the potential applicability of the new program to other waste streams that could be collected at the curbside seasonally/by appointment.

Key Considerations/Implications: 1. Budget/Financial Implications

The MMSB has approved $10,000 for the initiative. $8,750 is for the changes to the Waste appand $1,280 is for advertising. There is no additional budget cost to the City.

2. Partners or Other StakeholdersMulti-Materials Stewardship Board

3. Alignment with Strategic Directions/Adopted PlansFiscally responsible, Environmental Responsible

4. Legal or Policy ImplicationsN/A

DECISION/DIRECTION NOTE


5. Engagement and Communications Considerations The communication plan for our existing leaf collection will have to be modified to account for the change in service delivery to residents. It is hoped by broadening the use of the waste app that more residents will be engaged in using our other available waste management tools such as the garbage day reminders and “Put Waste in its Place” lookup tool.

6. Human Resource Implications As part of their duties a Waste & Recycling Division staff member will have to create route maps each day for a month to be provided to our drivers.

7. Procurement Implications N/A

8. Information Technology Implications Recollect Systems Inc will be engaged to modify our existing waste app and web page to allow residents the ability to make appointments online for leaf collection. Our LIS Division will be required to provide training in the use of the mapping tool.

9. Other Implications N/A

Recommendation:

It is recommended that Council approve this proposal which will allow the $10,000 in approved funding from the Multi Material Stewardship board to be used.

Prepared by/Signature:

Stephen Colford, P. Eng., MBA Manager-Waste & Recycling

Approved by/Date/Signature:

Lynnann Winsor, M.A.Sc., P. Eng Deputy City Manager - Public Works

Attachments: Leaf Collection by Appointment Proposal

LEAF COLLECTION BY APPOINTMENT

Community Profile

The City of St John’s is located on the most easterly point of Newfoundland and Labrador. It is the capital city of the province with a population base of approximately 110,000 people with 46,000 households. The City is currently providing a weekly garbage collection, a bi-weekly voluntary recycling collection and a weekly collection of leaves in paper bags for the month of November at the curb.

The City does not have a consistent distribution of trees throughout the city. This makes the collection of leaves inefficient.

History of Waste Management for St John’s

In November of 2007, the Provincial Government officially designated Robin Hood Bay as the site for the Eastern Region’s Integrated Waste Management Facility. The Robin Hood Bay Waste Management Facility is owned and operated by the City of St. John's. The Eastern Waste Management committee contracts with the City of St. John's to provide waste disposal services for other municipalities in the Eastern Region.

In the City of St. John’s there is a 10 bag limit on the number of bags that can be set out for weekly garbage collection. This limit has been in place for numerous years. Leaves placed in plastic bags are counted in this ten bag limit.

In October 2010, the City of St John’s implemented a voluntary curbside recycling program.

In the fall of 2013, in order to reduce the amount of leaves being placed in plastic garbage bags it was decided to promote different ways for residents to dispose of leaves. Information sent to residents requested that residents first mulch their leaves or compost them, and as a last resort set them out in paper yard waste bags at the curb for collection. For the month of November only, the first curbside collection of leaves took place in the City. Sixty three tonnes of leaves were collected and composted at the landfill. For the following two years, 2014 and 2015, collections were approximately 100 tonnes each year. All of the leaves have been composted. Leaves that were in plastic bags were landfilled.

The difficulty with the collection effort has been having trucks driving all of the routes with some days collecting very few bags of leaves. Other days there were too many leaves for one or two vehicles. There is a need to know how many collections there will be for each day to assist with better planning of routes and use of resources.

In 2013, a new Waste app, “St John’s Waste and Recycling”, was purchased through ReCollect Systems which offers reminders for garbage and recycling collection days along with a waste widget “Put Waste In Its Place”. The widget allows residents to search any item they need to dispose of and they will be provided with the various options. There is also the ability to send educational campaigns to its users.

Staff Description to Oversee the Project:

Steve Colford is the Manager of Waste and Recycling and has been in this position since 2013. He has extensive knowledge of the City’s operations due to his 23 years with the City. He is an expert with waste and recycling issues and is eager to move programs forward that continue to extend the life of the Robin Hood Bay Landfill.

Jonathan Murphy is the Waste Management Engineer for the landfill and one of his responsibilities is the overseeing of the collection staff for the recycling and garbage. He has been with the City since 2013 and has a full understanding and expertise with the disposal and recycling of waste of all kinds.

Janine Piller is the Waste Diversion Supervisor and has been employed with the City for the past 9 years. She organized and implemented the first pilot program for the curbside recycling and organics program and was a major lead with implementing the full scale curbside recycling program for the City. She has worked in Waste Management for the past 25 years and has gained extensive knowledge of the industry.

Rick Sampson has been with the city for over 22 years and has been the foreperson for the collectors for garbage and recycling since the start of the recycling program in October 2010. Rick has a very good understanding of the issues arising with the collection of the different waste streams set out to the curb for collection.

Mike Johns has been with the city for over 32 years and has been the foreperson for the collectors for garbage and recycling since August 2013. Mike has a very good understanding of the issues arising with the collection of the different waste streams set out to the curb for collection.

Project Description

Develop a more economical, efficient and improved environmental foot print approach for the collection of the leaves by creating an online registration by appointment. Determine whether this service could be provided in the spring as well as the fall. The long range plan will be not to accept leaves in plastic bags.

Activities:

1. Determine the mapping process with LIS. 2. Determine the information and potential for the ReCollect program. 3. Communication plan created for the information to go to residents. 4. Send out the information on how to register for leaf collection by appointment. 5. Implement the appointments. 6. Create the route maps for each collection day from the appointments. 7. Collect each area each day for the month of November. 8. Record weights. 9. Evaluate results.

Duration: Each area for each day for the month of November.

Timeline:

Date Tasks

July 15/16 Investigate with ReCollect a program for collection by appointment July 15/16 Work with LIS to have a program to create daily routes from the appointments. Sept 01/16 Training with LIS Sept 01/16 Create communications plan for appointments for leaf collection Sept 01/16 Meet with Call Centre to educate the Supervisor of the change Oct 01/16 Install app for appointments Oct 15/16 Start receiving appointment Oct 31/16 Create collection route for Tuesday's first collection Nov 1/16 Do the first collection route for leaves and continue through to Nov 30. Nov 01/16 Record tonnages for leaves throughout the month Dec 01/16 Analyze results January Final report with recommendations for public work committee meeting February Recommendations for council approval

This could reduce the amount of material going to the landfill changing behavior to mulch or compost leaves or as a last resort put them to the curb in paper yard waste bags. Leaves in paper bags would be composted at the landfill not landfilled.

The overall goal would be to create a more efficient, economical and improved environmental foot print approach for the collection of leaves for the fall and the spring. The long range goal would be to not accept leaves in plastic bags.

This proposal could see a reduction in leaves being landfilled, diverting material away from the landfill and increasing the regions and provinces diversion rates.

Budget:

Item Requested Contribution from MMSB

In Kind

Recollect Program $8,750 Creating Program w LIS $640Advertising $1,250Creating Communications Plan $3,024Education of creating route map $1,008Creating the daily map $462Collections of leaves $4,907Foreperson to oversee collection $7,040Analyzing results and report $1,680TOTAL $10,000 $18,763

agenda - city of st....

Documents