5.             SNOW GO ASSIST PILOT PROGRAM

 

PROGRAMME PILOTE D’AIDE SNOW-GO

 

 

 

Committee Recommendation

 

That Council approve that the Snow Go Assist Pilot Program be permanently integrated into the Snow Go Program.

 

 

Recommandation du comité

 

Que le Conseil approuve l’intégration permanente du Programme pilote d’aide Snow-Go au Programme Snow-Go.

 

 

 

 

 

Documentation

 

1.         Deputy City Manager, City Operations report dated 28 April 2010 (ACS2010-COS-PWS-0002).

 


Report to/Rapport au :

 

Transportation Committee

Comité des transports

 

and Council / et au Conseil

 

28 April 2010 / le 28 avril 2010

 

Submitted by/Soumis par:

Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint

City Operations/Opérations municipales

 

 

Contact/Personne resource:

John Manconi, General Manager/directeur générale, Public Works/ Travaux publics

613-580-2424, extension 2110,  John.Manconi@ottawa.ca

 

City Wide/à l’échelle de la ville

Ref N°: ACS2010-COS-PWS-0002

 

SUBJECT:    SNOW GO ASSIST PILOT PROGRAM

 

OBJET:          PROGRAMME PILOTE D’AIDE SNOW-GO

 

 

REPORT RECOMMENDATION

 

That Transportation Committee recommend that Council approve that the Snow Go Assist Pilot Program be permanently integrated into the Snow Go Program.

 

RECOMMENDATION DU RAPPORT

 

Que le Comité des transports recommande au Conseil d’approuver l’intégration permanente du Programme pilote d’aide Snow-Go au Programme Snow-Go.

 

 

BACKGROUND

 

The purpose of this report is to provide an analysis of the results of the three year Snow Go Assist Pilot Program that includes:

·         The effectiveness of the pilot program;

·         The accountability framework;

·         The funding assistance level; and,

·         The final recommendations.

 

 

On March 8, 2006, Council approved the following motion:

 

“That staff prepare for Transportation Committee and Council, for consideration for the 2007 Budget process, a report with a proposal to assist seniors and people with disabilities with snow clearing, based on Option 3:

(a)          Whereby the City provides a subsidy to seniors and people with      disabilities based upon either a flat rate or an application for subsidy based        upon actual costs; and,

(b)         Whereby the City provides funding to Agency(s) from the tax base for the       coordination of the supply and delivery of snow clearing services similar    to the Snow-Go Program subsidized by the former City of Ottawa.”

 

On September 27, 2006, Council approved the guidelines and accountability framework for the Snow Go Program and Snow Go Assist Pilot Program.  During this Council meeting a motion was carried which requested that volunteers be considered in the implementation of both programs.

 

The Snow Go Program and the Snow Go Assist Pilot Program were launched on October 1, 2007, and annual updates have been provided to Council in 2008 and 2009.  The programs were developed in consultation with the Senior Citizens Council of Ottawa-Carleton and with the co-operation of 11 home support agencies, which are responsible for the program implementation.

 

Snow Go Program:

The Snow Go Program provides a matching service for seniors and people with disabilities looking to hire an individual or contractors to clear snow and ice from private driveways and walkways. 

 

Annual funding in the amount of $60,000 is provided to the Senior Citizens Council and home support agencies to administer the program.  Residents who participate in this program are responsible for paying the individual or contractor removing the snow and ice.  During the intake process, home support agency staff identify potential applicants who may be eligible to receive financial assistance through the Snow Go Assist Program.

 

Snow Go Assist Pilot Program:

The Snow Go Assist Program is a three year pilot program that provides a total of $60,000 per year in financial assistance to eligible low-income seniors and people with disabilities looking to hire an individual or contractors to clear snow and ice from private driveways and walkways.  Approved participants may be reimbursed for 50 per cent of the cost of snow and ice clearing per event, up to a seasonal maximum of $250.  Document 1 presents the application form for Snow Go Assist financial assistance.  Currently, this program is in its third and final year.

 

Program Effectiveness:

Interest and participation in both the Snow Go and Snow Go Assist programs continues to increase.  During the 2008-2009 winter season, home support agencies served 994 seniors and people with disabilities through the Snow Go Program, and provided financial assistance to 180 participants through the Snow Go Assist Program.  Program results for the past three winter seasons are provided in Tables 1, 2 and 3.  The interim results for the current season show that there is an increase in participation for the Snow Go Assist Program.  However, participation for the Snow Go Program during this period is expected to be lower than anticipated due to lighter than average snow precipitation. 

 

Table 1:  Snow Go Program Statistics

 

Snow Go Program

Program Period Total

 

2007/2008

 

2008/2009

2009 – 2010

(Sept – Feb 2010)*

Telephone Calls

3,893

3,977

2,227

Program Participants

816

994

689

Estimated Income of Snow Removal Workers who participate in the program

$253,054

$273,634

$145,847

*2009-2010 interim values are estimates only

 

 

Table 2:  Snow Go Assist Pilot Program Statistics

 

Snow Go Assist Pilot Program

Program Period Total

2007/2008

2008/2009

2009 – 2010

(Sept – Feb 2010)*

Telephone Calls

1,301

1,789

1,210

Program Participants

112

180

184

Ineligible Applicants

203

190

263

Participation in both the Snow Go and Snow Go Assist Programs

39

77

45

*2009-2010 interim values are estimates only.

 

 

 

 

 

Table 3:  Snow Go and Snow Go Assist Pilot Program Financial Expenditures

 

 

Snow Go

Snow Go Assist Pilot

2007/2008

2008/2009

Oct 2009 – Feb 2010*

2007/2008

2008/2009

Oct 2009 – Feb 2010 *

Total Annual Funding

$60,000

$60,000

$60,000

$60,000

$60,000

$60,000

Program Coordination, Advertising, Communication and Recognition

$54,668

$64,870

$60,000

$4,650

$4,450

$4,000

Grants provided to program participants

N/A

N/A

N/A

$16,775

$32,424

$40,000

Total Funds Spent

$54,668

$60,000

$60,000

$21,425

$36,874

$44,000

Funds Returned to the City

$5,332

N/A

$0

$38,575

$23,126

To be confirmed

In-kind support provided by the agencies

 

$4,870

$5,000

$6,700

$10,800

$11,000

*2009-2010 interim values are estimates only.

 

 

Accountability Framework:

The following elements are included in the design of the Snow Go Assist Program to ensure accountability. 

 

Funding Assistance Level:

Funding levels for the Snow Go Assist Program were designed in cooperation with the Senior Citizens Council and home support agencies.  Eligible participants may receive up to 50 per cent of the snow and ice removal expense, not to exceed $250 per participant per program period (October to April).

 

The eligibility criteria was designed to meet the Council approved objectives of the Program.  However, there are many circumstances where potential applicants do not meet established criteria but are in need of the services.  To ensure the Program serves those in need of the funding, two categories were developed to assist in the determination of eligibility:

·         Special Circumstances:  When an applicant does not meet the established criteria (details are provided in Document 1) they must provide proof of their special circumstances.  For example, a temporary physical disability would require a medical note.

·         Extreme Circumstances:  Applied when the applicant is not financially able to contribute 50 per cent of the cost of snow and ice clearing for their private driveways and walkways.  Under these circumstances, up to 75 per cent of the cost per event, up to a maximum of $250 per term, may be approved by the Senior Citizens Council.  In addition to providing proof of senior or persons with disability status, applicants must provide proof that they are not able to contribute 50 per cent of the snow and ice removal costs.

 

The home support agencies will consider applicants under these categories if their circumstances suggest that they would be eligible for the Program.  The Senior Citizens Council provides final approval for all extreme circumstances.

 

Program Criteria:

·         Eligibility criteria, program objectives, applications and payment processes have been defined in cooperation with City staff, the Senior Citizens Council, and home support agencies;

·         Low income is defined as an annual income of below $25,000 for a single individual and below $32,000 for a household (two or more persons); and,

·         A senior is considered any person over the age of 60 years.

·         Detailed eligibility criteria are provided in Document 1.

 

Application Process:

·         Participants must show proof of active enrolment in one or more select programs that prove status as a low income senior and/or person with disabilities;

·         Applicants must sign a disclaimer that states there is no person(s) physically able to perform the work sharing the residence with the applicant;

·         Workers are screened to ensure that they do not live at the same address as the applicant;

·         Requests for approval under the “Extreme Circumstances” category are submitted by the agencies to the Senior Citizens Council for approval; and,

·         Applicants who are denied funding have the option to appeal through the Public Works Department.

 

Reporting:

·         An annual Purchase of Service Agreement is signed between the Senior Citizens Council and the City; and,

·         The City requires an annual report to be submitted by the home support agencies and the Senior Citizens Council.

 


DISCUSSION

 

It is recommended that based on the successful implementation of the three year pilot program, the Snow Go Assist Program be permanently integrated into the Snow Go Program.  Funding currently exists in the operation budget for both the Snow Go and Snow Go Assist programs.

 

Snow Go Assist funding has not been completely allocated in any year during the pilot phase.  However, it is recommended that the funding levels remain at $60,000 annually as it is expected that participation will continue to increase as the target audience becomes more familiar with the program, and as the cohort of seniors continues to grow.  The City, the Senior Citizens Council and home support agencies will continue to promote the program to the target audiences.

 

It is difficult to estimate the total annual demand for the subsidy due to variability in winter severity.  To assist with the varying needs of the home support agencies, funding is distributed based on demand.

 

The Snow Go Assist Program has required more administration services than originally anticipated.  As a result, agencies are requesting support to help minimize the administration requirements for the program.  The agencies have advised that if no suitable methods can be found, additional funds may be required.  The City, in collaboration with home support agencies and the Senior Citizens Council, continue to identify methods to reduce administration requirements while maintaining accountability and transparency.  The goal is to continue with current levels of funding for administration and, should this continue to be an issue, the Public Works Department will identify it as a budget pressure in future budgets.

 

During Council approval of the Snow Go and Snow Go Assist Pilot programs, a motion was carried which requested that volunteers be considered in the implementation of both programs.  The use of volunteers was considered, however it proved to be difficult to implement because there is a requirement that every volunteer be Police and reference checked, which would add to the demand for increased administration services.  In addition, the volunteer base is limited, and it may be difficult to find volunteers who can commit to a regular schedule.

 

 

RURAL IMPLICATIONS

 

The Snow Go and Snow Go Assist programs are available city-wide.  The recruitment of snow removal workers for the Snow Go Program continues to be a challenge for many agencies as the availability of workers varies annually and geographically.  This is a particular challenge in the rural areas, and as such, services cannot be guaranteed.  To reduce the limited availability of snow removal workers, participants in the Snow Go Assist Program have the option to use workers who are not associated with the Snow Go Program.  The City will continue to work with home support agencies to recruit snow removal workers.

 

 

CONSULTATION

 

The Snow Go Assist Pilot Program was developed in consultation with the Senior Citizens Council of Ottawa-Carleton, and with the cooperation of 11 home support agencies that are responsible for the implementation of the Program.  The Senior Citizens Council, home support agencies, the Seniors Advisory Committee, the Accessibility Advisory Committee, the City’s Accessibility and the Senior’s offices were consulted on the results of the three year pilot program.  Consultation included meetings, email and telephone discussions.  Very positive feedback was obtained through the consultation process.

 

In addition to the support received for the report recommendation, the following comments were taken into consideration in the development of this report:

·         Clients are appreciative of the financial assistance from the City of Ottawa;

·         The application form is concise, easy to complete, and respectful;

·         The application process completed by home support agency staff helps to identify other areas where the client may require support and services;

·         It was recommended that contractors have liability insurance in the event that someone slips and falls;

·         Home support agencies recommend consideration of methods to minimize the administration requirements.  The agencies have advised that if no suitable methods can be found, additional funds may be required;

·         More training of Call Centre staff would be beneficial to provide basic information to callers prior to transferring the call to a home support agency;

·         More effort is required to secure individuals/contractors to provide the snow removal services;

·         More promotion of the Program is required to increase participation;

·         Consideration should be given to extend the eligibility to 55 years of age as a senior, and to revise the definition of low income to reach a broader audience;

·         The Program does not cover clearing of snow from car or house roofs; and,

·         Snow removal costs in rural areas are higher than in urban areas.

 

The Seniors Advisory Committee received a presentation on the program on April 7, 2010.  At the meeting, the Committee suggested that the program be transferred to another department/branch that is more directly involved in social services and community funding programs.  The Committee also suggested that additional funds be allocated to support administration of the program by the home support agencies. 

 

 

COMMENTS BY THE WARD COUNCILLOR(S)

 

This is a city-wide report.

 

 

LEGAL/RISK MANAGEMENT IMPLICATIONS

 

There are no legal/risk management impediments to the implementation of this report’s recommendation.

 

 

CITY STRATEGIC PLAN

 

The principles of the Sustainable, Healthy and Active Living City Priority are reflected.  The City of Ottawa is committed to initiatives that meet the needs of all citizens through its social services, social housing, supported living and public health services.  It strives to promote social inclusion and address inequalities that ensure equal access to services for all.

 

TECHNICAL IMPLICATIONS

 

There are no technical implications associated with this report.

 

 

FINANCIAL IMPLICATIONS

 

There are no financial implications resulting from the recommendation contained in this report.

 

 

SUPPORTING DOCUMENTATION

 

Document 1 – Application Form for Snow Go Assist Funding (on file with the City Clerk)

 

 

DISPOSITION

 

Following Council’s approval, the Public Works Department will continue to work in partnership with the Senior Citizens Council and the home support agencies to deliver the Snow Go and Snow Go Assist programs.