2.             Integrated Street furniture Program -
Guiding PrincipLEs and work program

 

PROGRAMME INTÉGRÉ DE MOBILIER URBAIN -
PRINCIPES DIRECTEURS ET pROGRAMME DES TRAVAUX


 

 

Committee Recommendations as amended

 

That Council:

 

1.         Approve in principle the guiding principles outlined in this report as the basis for the development of an Integrated Street Furniture Program (ISFP), to be developed in consultation with the community and best practice research;

 

2.         Direct staff to report back in Q1 2009 on the results of public consultation, recommended policy and the specific elements and criteria that will form the basis of the Request for Proposal (RFP);

 

3.         Direct staff to ensure that unsolicited proposals are not accepted from proponents until the formal procurement process has been established.  Further, that any formal or informal communication from potential proponents be included in the formal public consultation.

 

4.         Approve one time funding in the amount of $275,000 to be funded from the City Wide Capital Reserve Fund to meet the requirements necessary for the development of the ISFP as outlined in this report.

 

5.         Approve that the guiding principles of the Integrated Street Furniture Program include accessibility for local business advertising by including, for consultation:

·        That advertising panels intended for local business advertising be 25% of the ad space under the ISFP, and that,

·        That advertising panels intended for local business advertising be limited to less than 1.25 sq. meters, and that,

·        That advertising panels intended for local business advertising be unlit, and that,

·        That advertising panels intended for local business advertising be offered at a cost that is less than 50 % of the published rate for lit panels, and that,

·        That advertising panels intended for local business advertising be offered in single unit quantities.

 

 

 

Recommandations modifiÉes du comité

 

Que le Conseil :

 

1.         donne son accord de principe aux principes directeurs énoncés dans le présent rapport en tant que fondement pour l’élaboration d’un Programme intégré de mobilier urbain (Integrated Street Furniture Program, ou ISFP), lequel sera préparé en consultation avec la collectivité et après consultation de la recherche en matière de pratiques exemplaires dans ce domaine;

 

2.         demande au personnel de faire rapport au début de 2009 sur les résultats de la consultation publique, sur la politique recommandée et sur les éléments précis et les critères qui serviront de base à la demande de proposition;

 

3.         enjoinge au personnel de s’assurer de ne pas accepter de propositions non sollicitées provenant d’auteurs de propositions, et ce, tant et aussi longtemps que le processus officiel d’achat n’aura pas été établi. D’autre part, le personnel devra aussi s’assurer que toute communication officielle ou non officielle d’éventuels auteurs de proposition est incluse dans le processus de consultation publique;

 

4.         approuve un financement unique au montant de 275 000 $, lequel proviendra du Fonds général de réserve pour immobilisations à portée générale en vue de répondre aux exigences nécessaires à l’élaboration de l’ISFP tel que décrit dans le présent rapport.

 

5.         approuve l’inclusion dans les principes directeurs du Programme intégré de mobilier urbain de l’accessibilité à la publicité d’entreprises locales, en prévoyant, à des fins de consultation, que :

·        les panneaux-réclame destinés à la publicité d’entreprises locales représentent 25 % de l’espace publicitaire prévu dans l’ISFP;

·        la surface des panneaux-réclame destinés à la publicité d’entreprises locales soit limitée à moins de 1,25 mètre carré;

·        les panneaux-réclame destinés à la publicité d’entreprises locales ne soient pas lumineux;

·        les panneaux-réclame destinés à la publicité d’entreprises locales soient offerts à un coût inférieur à 50 % du tarif publié pour les panneaux lumineux; et que

·        les panneaux-réclame destinés à la publicité d’entreprises locales soient offerts en quantité unitaire.

 

 

 

 

 

 

 

Documentation

 

1.      Deputy City Managers’ joint report (Public Works and Services and Planning, Transit and the Environment) dated 21 August 2008 (ACS2008-PWS-DCM-0001).

 

2.      Extract of Draft Minute, 3 September 2008 (available in English only).

 

 

Documents

 

1.      Rapport conjoint des Directeurs municipaux adjoints (Services et Travaux Publics et Urbanisme, Transport en commun et Environnement) daté le 21 août 2008 (ACS2008-PWS-DCM-0001).

 

2.      Extrait de l’ébauche du procès-verbal, le 3 septembre 2008 (disponible en anglais seulement).

 

 

 


Report to / Rapport au :

 

Transportation Committee

Comité des transports

 

and Council / et au Conseil

 

21 August 2008 / le 21 août 2008

 

Submitted by / Soumis par: R.G. Hewitt, Deputy City Manager / Directeur municipal adjoint, Public Works and Services / Services et Travaux Publics,

 and / et

Nancy Schepers, Deputy City Manager / Directrice municipal adjointe, Planning, Transit, and the Environment / Urbanisme, Transport en commun et Environnement

 

Contact Person/Personne ressource : Gary Craig, Manager / Gestionnaire,

Strategic Initiatives and Business Planning  / Initiatives stratégiques et Planification opérationnelle

(613) 580-2424 x 19037, Gary.Craig@ottawa.ca

 

City-wide / à l’échelle de la Ville

Ref N°: ACS2008-PWS-DCM-0001

 

 

SUBJECT:

Integrated Street furniture Program - Guiding PrincipLEs and work program

 

 

OBJET :

PROGRAMME INTÉGRÉ DE MOBILIER URBAIN – PRINCIPES DIRECTEURS ET pROGRAMME DES TRAVAUX

 

 

REPORT RECOMMENDATIONS

 

That the Transportation Committee recommend Council:

 

1.                  Approve in principle the guiding principles outlined in this report as the basis for the development of an Integrated Street Furniture Program (ISFP), to be developed in consultation with the community and best practice research;

 

2.                  Direct staff to report back in Q1 2009 on the results of public consultation, recommended policy and the specific elements and criteria that will form the basis of the Request for Proposal (RFP);

 

3.         Direct staff to ensure that unsolicited proposals are not accepted from proponents until the formal procurement process has been established.  Further, that any formal or informal communication from potential proponents be included in the formal public consultation.

 

4.                  Approve one time funding in the amount of $275,000 to be funded from the City Wide Capital Reserve Fund to meet the requirements necessary for the development of the ISFP as outlined in this report.

 

 

RECOMMANDATIONS DU RAPPORT

 

Le Comité des transports recommande au Conseil :

 

1.                  de donner son accord de principe aux principes directeurs énoncés dans le présent rapport en tant que fondement pour l’élaboration d’un Programme intégré de mobilier urbain (Integrated Street Furniture Program, ou ISFP), lequel sera préparé en consultation avec la collectivité et après consultation de la recherche en matière de pratiques exemplaires dans ce domaine;

 

2.                  de demander au personnel de faire rapport au début de 2009 sur les résultats de la consultation publique, sur la politique recommandée et sur les éléments précis et les critères qui serviront de base à la demande de proposition;

 

3.                  d’enjoindre au personnel de s’assurer de ne pas accepter de propositions non sollicitées provenant d’auteurs de propositions, et ce, tant et aussi longtemps que le processus officiel d’achat n’aura pas été établi. D’autre part, le personnel devra aussi s’assurer que toute communication officielle ou non officielle d’éventuels auteurs de proposition est incluse dans le processus de consultation publique;

 

4.            d’approuver un financement unique au montant de 275 000 $, lequel proviendra du Fonds général de réserve pour immobilisations à portée générale en vue de répondre aux exigences nécessaires à l’élaboration de l’ISFP tel que décrit dans le présent rapport.

 

 

BACKGROUND

 

This report is intended to provide details on the development of an Integrated Street Furniture Program for the City of Ottawa that, if approved, will see the creation of a common approach and set of guiding principles for the provision of various street furniture elements beginning in 2010. 

 

Street Furniture is a collective term used to describe functional elements installed on roadways for various purposes.  The range of elements considered street furniture can include, but is not limited to, amenities such as waste and recycling bins, benches, bus shelters, bicycle racks, newspaper boxes, information kiosks, banners, and floral displays. It can also include other infrastructure elements such as street lighting, trees, telephone booths and advertising pillars.

 

Over the past several years, Council has been approached with a number of unsolicited proposals related to advertising on street furniture. These individual proposals have been rejected in favour of direction to staff to create an Integrated Street Furniture Program.

 

In 2006, Council considered a staff report entitled: “Integrated Street Furniture RFP Framework” ACS2006-PWS-SOP-0002 at its 23 August and 13 September meetings and approved the following recommendations as amended:

 

1.            Engage in a public consultation process on the guidelines for street furniture prior to the development of the RFP criteria, and report to Transportation Committee for approval.

 

2.   In the preparation of an RFP for the City’s integrated street advertising program, consider:

 

a)      Newly emerging technologies and the public service possibilities offered by use of electronically based technologies, and that those considerations at least include additional consultations with the industry regarding the possibilities.

 

b)      That any street advertising / litter-recycling / street furniture RFP not include panels set at right angles to movement on sidewalks and sized such that such movement is severely compromised, as typified by the proposed EUCAN panels.

 

c)      That the length of term of the agreement contained in the RFP guidelines be set at 10 years.

 

3.   Amend Document 1 to reflect the current policies governing bus advertising.

 

4.   That Council delegate to the Deputy City Manager, Public Works and Services, the authority to negotiate, finalize and execute all necessary documents and/or amendments to the existing contracts with Clear Channel Outdoor Company Canada and Creative Outdoor Advertising for contract extensions as outlined generally in the staff memo to Council (page 27 refers) dated September 8, 2006 (and including any necessary legal and procurement provisions) to provide for synchronized contract termination dates and an integrated street furniture program commencing in 2010.

 

In accordance with Council direction the following actions have been undertaken to date:

 

 

 

DISCUSSION

 

Project Purpose

 

The purpose of this project is to develop an Integrated Street Furniture Program (ISFP), which will establish a common approach and set of guiding principles for the provision of various street furniture elements required by the City of Ottawa beginning in 2010. It is intended that these services will meet the needs of street users such as pedestrians, cyclists, transit riders and motorists as well as the needs of adjacent land uses including retail, residential, and institutional land uses.

 

Project Scope

 

The ISFP will address the design, aesthetics, advertising, policy, RFP process and public consultation regarding the implementation of the City’s street furniture.  The scope of the program will be citywide and include rural, suburban and urban needs for furniture. Expansion will occur based on growth, design preferences and of the needs of community. If necessary, expansion of scope will be determined through consultation with Council and the public.

 

In particular, the scope of this program will be to examine advertising and service opportunities with the following elements of street furniture:

 

 

The consultation with Council and external stakeholders will provide feedback in order to determine which furniture elements advertising will be permitted on, the restrictions on quantity, size and locations in order to offset the capital and operating costs of providing the desired services.

 

At this time, this project is focusing solely on the design of the program and procurement process leading to the awarding of a contract. The project will not include in its scope items related to implementation and management of the contract. Recommendations related to implementation and management of the contract will be made and brought forward in a future report as required.

 

Project Size

 

Currently, the City derives approximately $ 1.07 million in yearly street furniture advertising revenue, $340,000 in yearly cost avoidance funded by the providers instead of the City, and a one-time savings of $2.1 million in capital cost savings given the service provider has installed at their cost transit shelters, litter bins and bicycle racks. One of the guiding principles of the ISFP is to expand the on-street furniture program, which may come with a corresponding increase in revenue to the City.  The full potential dollar value of this is unknown until such time as the proposals are evaluated through the procurement process.

 

Guiding Principles

 

There are three components to the ISFP: a policy document, design guidelines, and a Request for Proposal. In order to accurately reflect Council’s direction and intent, staff recommend that Council approve in principle the guiding principles that will form the basis of expectations for the ISFP program. The first three principles reflect current best practices for on-street furniture advertisement:

 

 

 

 

In the discussion surrounding the August 23rd and September 13th, 2006 Transportation Committee report titled “Integrated Street Furniture RFP Framework” (ACS2006-PWS-SOP-0002), Councillors have indicated that the following are also important principles to be reflected in the ISFP:

 

 

 

 

Through the principles approved by Committee as well as public consultations and research, the program will determine the most appropriate balance of principles that best reflects the interests of users.  The intent is to achieve the correct balance between levels of commercialization on streets while achieving the benefits of an externally funded program to provide required street furniture elements. The ISFP provides the opportunity to coordinate the amount and locations of advertising, while at the same time enhancing service and improving our streetscape.

 

Recommendations will be made as part of the overall program on the utilization of the revenue received from the use of the City’s right of way.  A number of options will be explored such as support for Transit, general revenues, and streetscape improvements that will be brought forward in a future report.

 

Research

 

A variety of North American cities have been successful in developing street furniture programs that has been offset with significant savings through contractual arrangements with advertising proponents. Staff has completed preliminary research on programs in Toronto, Vancouver, Philadelphia, Los Angeles, Minneapolis, and New York City. All have indicated similar principles and have quoted the following as their overall objectives:

 

-         To provide their residents and visitors with amenities to increase the liveability of the city

-         Encourage active street life

-         Improve the appearance of the streetscape

-         Improve and enhance service

-         To provide an opportunity to reduce the total amount of advertising while simultaneously increasing its overall value and revenue for the City

-         Coordinating the placement of advertising on street furniture to make streets more attractive

-         Achieving a higher level of service and maintenance at no cost to the City.

 

One municipality’s street furniture program, for example, completed an exercise in securing furniture elements through an RFP process that included transit shelters, litter / recycling receptacles, benches, multi-publication structures, information / wayfinding structures, postering / neighbourhood information pillars, public washrooms and bicycle parking units.  Advertising however was restricted to only transit shelters and the information pillars.

 

Various existing internal policies and procedures will be examined to inform the preparation of the ISFP, such as the development of a Special Streets Design Policy, Community Design Plans, the Downtown Urban Design Strategy and its implementing area plans, accessibility and advertising policies, labour relations and union contracting issues to name a few.  

 

Timelines

 

Given the present contract awards, timing is critical in achieving the expected results for an integrated street furniture policy, design and RFP.  The estimated milestones for this program are as follows:

·        September 2008 - Approval of guiding principles and funding

·        December 2008 - Public consultation complete

·        January 2009 - Report to Transportation Committee / Council on recommended policy, results of public consultation and recommended elements to be included in RFP

·        February-March 2009 - Development of RFP

·        April 2009 - Issue RFP

·        August 2009 - Award contract

·        July 2010 - Installation of street furniture begins

 

Based on previous supplier feedback, it is anticipated that installation of new street furniture for a project of this scale would take place over a 1-3 year period from awarding of contracts.

 

Additional Resources

 

Due to the complex nature and size of this program additional external technical expertise will be required to complete tasks within the pre-established timetable. Specifically funding will be required for the following program related expenditures:

 

Ø      Stakeholder Communications

Ø      Consultation facilitation and tools

Ø      Design consultation

Ø      Policy consultation

Ø      Business Case Analysis

 

Currently, a Fairness Commissioner has been retained to ensure a fair and transparent process with industry proponents. Ongoing requirements for this service are included in the financial implications sections of the report.

 

 

CONSULTATION

 

Consultation with external stakeholders will be a key success factor to the development of this program. The following identified stakeholders will be invited to participate in focus group discussions:

 

·        Business Improvement Areas (BIA),

·        Community Associations,

·        National Capital Commission (NCC),

·        Tourism industry representatives,

·        Current and potential proponents,

·        The design and technology community,

·        Arts and cultural groups,

·        General public.

 

Due to the length and breadth of this policy and RFP development, a temporary stakeholder advisory panel will be formed to provide input into the development of the communication approach. This group will be made up of representative(s) from the above identified stakeholder groups.

 

In addition, City Advisory Committees will be consulted, specifically:

·        Accessibility Advisory Committee,

·        Business Advisory Committee,

·        Environmental Advisory Committee,

·        Pedestrian and Transit Advisory Committee, and

·        Roads and Cycling Advisory Committee.

 

The focus for the consultation will be directed into the following areas:

 

·      Guiding Principles. Feedback on the set of guiding principles which will support the formation of the policy and eventual RFP.  This will cover aspects such as discussion on the amount of advertising that is acceptable.

 

·      Street Furniture Elements and Design. Determination of street furniture elements to be included in the RFP, the design and location of the elements, and what services can and should be provided.

 

Consultation will also serve to provide direction on what the advertising revenue will be used for after covering capital and operation costs in addition to identification of needs for future furniture element expansion.

 

·      Procurement. This consultation, mainly with potential proponents and industry experts, will serve to guide the revenue expectations, ad location, design options and all other elements related to the RFP and procurement process.

 

Consultation with Proponents

 

As previously stated, a number of unsolicited proposals have been received from proponents for potential street furniture contracts.  A Fairness Commissioner has been retained and given the process identified in this report; it has been recommended by the Fairness Commissioner that any proponents submitting unsolicited proposals be advised that proposals will not be considered until the formal procurement process is put in place. All proposals will be received at that time and all must follow the outlined procurement process in order to be included in the evaluation in order to ensure a fair and equitable process.

 

As outlined above there will be a formal consultation process built in for the potential proponents.  An Expression of Interest will be placed on Merx in September requesting that any interested parties make themselves known to the City in order to be included in the formal consultation process.  The Fairness Commissioner has recommended that any formal or informal communication from potential proponents be directed to the formal public consultation process in order to ensure a fair and transparent process.

 

Council will be apprised of developments through regular communiqués and memos throughout the two- year process leading up to July 1, 2010. Council will also be invited to participate in consultations that will be undertaken as part of the program’s consultation strategy.

 

 

CITY STRATEGIC PLAN

 

Although not specifically identified in the City Strategic Plan, the ISFP supports the transformation priority of sustainable finances identified in the City Strategic Plan.  This priority speaks to fiscal responsibility and financial sustainability and highlights new sources of funding and techniques are secured to ensure growth pays for itself. 

 

 

FINANCIAL IMPLICATIONS

 

Based on the experience of other municipalities, the cost to retain the resources required for hiring consultants on the, policy, design documents, and RFP preparation is estimated to be  $275,000.

 

No funds are available in the PTE and PWS 2008 Budget for the costs of developing the policy and design guidelines along with the RFP preparation as identified in the Draft Integrated Street Furniture Program report.  The requested funding would represent a one-time capital cost to the City in order to complete the specified work. Subject to Committee and Council approval, one-time funding from the City Wide Capital Reserve Fund would be required.  

 

 

DISPOSITION

 

Subject to approval of this report, the project team will commence the development of the Integrated Street Furniture Program as described and will engage appropriate external resources to achieve the deliverables identified.



           

Transportation committee

Report 21

10 september 2008

                                                                                                                                                                                         

 

Comité des transports

rapport 21

le 10 septembre 2008

Extract of draft minute 23

3 september 2008

 

extrait de l’ébauche du procès-verbal 23 - le 3 septembre 2008

 

 

            Integrated Street furniture Program - Guiding PrincipLEs and work program

PROGRAMME INTÉGRÉ DE MOBILIER URBAIN - PRINCIPES DIRECTEURS ET pROGRAMME DES TRAVAUX

ACS2008-PWS-DCM-0001     CITY WIDE / À L'ÉCHELLE DE LA VILLE

 

Gary Craig, Manager, Strategic Initiatives and Business Planning, gave a detailed overview of the report.  A copy of his presentation is held on file.

 

David Gray, President, Creative Outdoor Advertising spoke in support of local advertising and recommended ensuring that this program include local advertisers.  He made note of the fact that local advertising is local businesses that use street furniture to advertise (approximately 600 individual local businesses in Ottawa).  Local advertisers have a defined format and pay a different price because they are local; if the national format is used in this program, the local businesses will lose out because it is too expensive.  He emphasized therefore, how critical it was to ensure that such advertisers have a place on the street because they generate a lot of revenue for the City (33% to that which the City receives).  As part of the guiding principles, Mr. Gray asked the Committee to instill that both markets that currently use the advertising be considered in the ISFP.  A copy of his presentation is held on file.

 

Responding to questions raised as a result of these comments, Mr. Craig confirmed it was staff’s intent to include both and is why they want to have consultations with all stakeholders, including proponents.  He added that this would be part of what staff would be bringing back to the Committee in January.  Councillor Bloess was confident this would be an issue raised by the BIAs.

 

When asked whether there was anything in the current guideline that would protect the local element, Mr. Craig explained that they have not gone to that level of detail but would take that into consideration.  Councillor Legendre indicated his intention to put forward a Motion to address this particular concern.

 

Councillor Bédard asked whether this particular issue (national and local advertisers) would be sorted out when the bids are submitted in response to the RFP.  Mr. Craig preferred to get that matter dealt with in the January report because the RFP should reflect whether or not and how much the City wants to recognize locally-based advertising in the program.  The councillor believed the City should provide for locals to advertise, but felt it would come out anyway if there is more money to be made by providing for that business.  Mr. Gray indicated that if there is a bid from a national firm, while the local bid might be worth $300K a year, a firm like Creative Outdoor Advertising cannot compete with a firm that only bids national.  He was not suggesting the City wants to do that, but instead, suggested that the government indicate the importance of having local panels in Ottawa, in addition to the national panels.  He recommended that the guiding principles state that the City wants to have an advertising venue available for nationals, but in order for locals to consider an RFP response or bid, they also want to see a venue for their local business.

 

            Mr. Hewitt advised that this is a critical issue and would be looked at during the consultation period.  In January, staff will report back on the recommended policy results of the public consultation as well as the recommended elements to be included in the RFP.  He anticipated that through that consultation, staff would find the nuances that will allow them to balance the revenue generating side and the service side.  Eventually, Council would make that decision as to what balance they are looking to achieve and if local is important (as he expected it would be), it will come through loud and clear from a number of different sources.  Staff would ensure that that is reflected in the January report.  When asked whether the Committee should pass a Motion or give direction to staff to ensure this is addressed, the Deputy City Manager indicated he would take that as direction.

 

            Councillor Legendre preferred it be a Motion as opposed to direction to staff.

 

Councillor Bédard questioned the timing of the implementation (new program would not be implemented until 2010) and inquired what happens between now and then.  He explained that he has been waiting for three years to get litter bins on a section of Montreal Road and has been repeatedly told he would have to wait because there are no bins available, there is no money in the budget to purchase more and even if some could be provided, there is no operating and maintenance budget available.  He found it quite unsettling that the Committee is being asked to approve an expenditure of $275,000 to hire a consultant to look at putting more garbage cans on the streets.  When asked whether bins would not be available until the end result of this study, Mr. Craig advised that what is being proposed will replace what is on the street and to come up with a new contract to deal with various elements; provision of additional receptacles, et cetera, would need to be the subject of a budget discussion.

 

The councillor asked if contract extensions could be offered until 2010 and staff confirmed this could be done, but it becomes a budget issue in terms of cost recovery.  The councillor further inquired whether or not it is the contractor that determines where the street furniture goes and the Deputy City Manager advised that this would be done in consultation with staff and the contractors.  He explained that all locations have been through a process of approval.  He recognized this is an awkward period at the moment, but explained that it is a lengthy process and has a potentially higher dollar value.  The City is at the tail end of the current contract, and there is not a lot of interest by those involved in enhancing services if they are not to be involved in the contract at the end of the process.  He suggested staff could bring that to them, but indicated they are struggling to keep the level of service even acceptable now.

 

Councillor Bédard expressed frustration that he may have to wait until 2010 to get more garbage cans and John Manconi, Director of Surface Operations suggested that the councillor could wait for this program, or put forward a direction to staff to increase the appropriate budgets.  When asked how much would be required to increase the budget to address this problem, the Director indicated staff could bring back some estimates in time for Council’s consideration of the 2009 budget.  He cautioned Committee members however, that there are difficult issues that would need to be addressed, including the number of bins, whether it would be on a ward-by-ward basis, whether or not the bins have advertising, et cetera.  He confirmed that garbage bins are a core service and there are those without advertising.  He suggested staff could bring back some options, but at the same time, he did not want to compromise the principles laid out in the report i.e., maximizing revenue and service, et cetera.

 

            Councillor Leadman had some concerns about the use of the term “common elements” when describing what the street furniture would look like.  She was concerned it would go against that which the BIAs and community design plans have put in place to create a unique location and feel for a particular community.  She was also concerned about ‘visual clutter’ and contractors putting in street furniture without consulting.  She wanted to know how this would impact the bins the BIAs purchased themselves.  Responding to these concerns, Mr. Craig provided the following information:

·        Staff want to look at ideas for changing the look of what the City currently has

·        The “common look and feel” does not mean destroying the look and feel of a unique area; rather, they are trying to have a common look for all street furniture i.e., bike racks, bus shelters, et cetera, but it would blend in with the area without detracting from it

·        Staff would be consulting on this in working with stakeholders and contractors; they will bring the draft elements back to the Committee for review

 

Councillor Bloess wondered what staff would do if they found they are unable to meet those expectations if the consultations cannot be completed in December.  While he advised that staff are working to complete the consultation within the set timeframe, Mr. Craig offered that should they be unable to complete it, they would advise accordingly as part of their report to the Committee in January.  He further confirmed that the next report would also discuss how to maximize revenues vs. service.

 

Councillor Legendre recognized there is not only an issue of a shortage of litter bins, but also the physical clutter caused by numerous vending boxes being situated together.  He recalled the e-mail he had sent to the Deputy City Manager dated 30 July which spoke to this and other issues, but which had not been addressed in the staff report.  The councillor was pleased to hear from staff that this program would address the issue of physical clutter because in some situations, it would appear that the City has lost control of some of it’s public space.  Ernest McArthur, Legal Counsel confirmed that the municipality has not lost control of it’s public spaces and that it can dictate how they are to be used.

 

The councillor went on to suggest that the RFP needs to be absolutely clear what it is the City can achieve with this program and that if there are to be contracts for the collection of recyclables, the system should be set up in such a fashion that contamination of that stream does not occur by people putting garbage in a bin that is clearly marked for recycling.  He asked that between now and the issuing of the RFP, staff analyze the ability to generate a benefit, or abandon it.  Mr. Craig advised that staff will work to determine how best to achieve that, so people will have an expectation that if they are putting a glass container in the stream to be recycled, that it would be.  The councillor suggested that even if the City cannot achieve it, it should go with the best thing and achieve what it can.

 

Following on previous comments made about visual identity, Councillor Bédard inquired about heritage areas and wanted confirmation that the current approach will respect that the furniture can be tailored to specific areas.  Mr. Craig confirmed that this was staff’s intent and in consultation with stakeholders.  Responding to a question posed by the councillor, Mr. Manconi added that the current on-street recycling bins were the result of a pilot begun by the former City of Ottawa and the intent of this program is to bring those together with bus shelters/benches and litter bins and to give them all a common look.

 

Councillor Leadman asked who removes the garbage from the private bins in the City and was advised by Mr. Manconi that this is done by the contractor as the advertising company has an obligation to service those units.  When asked whether staff intend to use the revenues generated from this program to expand the program, Mr. Craig advised that that would be one option, noting that the expectation is that if the program is expanded, there would be accompanying revenue to offset that expansion.  He confirmed that the majority of that revenue received from advertising comes from transit shelters and these monies are used to offset the cost of transit services.

 

When asked whether staff had a plan with respect to where they want to expand the program, Mr. Craig advised that staff did not, but that this would be addressed through the consultation process.  He confirmed that the January report will outline what the parameters of service and advertising are and while the stakeholders are internal (staff), he assured the Committee there would be BIA representatives that will want to discuss their plans for this program and a consolidation of that consultation is what will be reflected in the January report.

 

Councillor Leadman found the amount recommended for a consultant ($275,000) to be quite expensive and wanted more financial clarification on that amount and whether or note the funds are available.  Mr. Craig confirmed that the amount was based on what other municipalities have spent and the monies would come from the City-wide reserve fund.

 

Councillor Legendre introduced the following Motion:

 

WHEREAS local business is an important part of the City’s economy;

 

AND WHEREAS local business currently uses the City’s street furniture as a necessary mechanism for advertising;

 

AND WHEREAS the Integrated Street Furniture program has identified a series of principles to guide RFP development;

 

THEREFORE BE IT RESOLVED that the guiding principles of the Integrated Street Furniture Program include accessibility for local business advertising by requiring:

·        That advertising panels intended for local business advertising be 25% of the ad space under the ISFP,

·        That advertising panels intended for local business advertising be limited to less than 1.25 sq. meters,

·        That advertising panels intended for local business advertising be unlit,

·        That advertising panels intended for local business advertising be offered at a cost that is less than 50% of the published rate for lit panels, and,

·        That advertising panels intended for local business advertising be offered in single unit quantities.

 

When asked to comment on the Motion, Mr. Hewitt explained that in general, he appreciated the issues brought forward and confirmed that staff would examine those during the consultation process.  However, was concerned about the arbitrary nature of that in terms of the absence of what might be learned by consulting and that having specific per centages at this early stage could potentially lead the City in a different direction that otherwise would have occurred.  Mr. Craig added that staff are not at this level of detail and suggesting using the bullets as the basis for consultation, with a view to asking if those are appropriate amounts, et cetera.  This could then be reported to the Committee in January.

 

When asked to provide clarification on the intent of his Motion, Councillor Legendre explained that the City is currently at the stage of starting the public consultations and if staff learn there is a problem with what is being put forward in the Motion, it can be amended before the RFP is released.  The Chair suggested a slight amendment to the Motion to change the words “by requiring” to “by including”.  The councillor accepted this amendment and following a brief discussion with the Deputy City Manager, made an additional amendment to include following those words, “for consultation”.

 

Councillor Bédard felt the Motion was too technical and would be too restraining and preferred that the bullets be dropped from the Motion, so that it would end as follows:

 

THEREFORE BE IT RESOLVED that the guiding principles of the Integrated Street Furniture Program include accessibility for local business advertising.

 

While he respected the councillor’s concerns, Councillor Legendre explained that whether or not the figures were right or wrong, would be part of the consultation process and could be amended accordingly.  He posited that it at least offers some specificity to the consultation and people would respond.  He urged Committee to reject the Bédard amendment.

 

Councillor Bédard reminded the Committee that there was only one delegation that spoke and suggested there could well have been others that might have suggested different numbers.  He argued that his Motion would leave it open so everyone can have their say; he did not want staff to come back and say that 25% is not the right amount; he wanted them to tell Committee what the percentage is that the industry should be.

 

Moved by G. Bédard

 

That the Motion be amended to read as follows:

 

WHEREAS local business is an important part of the City’s economy;

 

AND WHEREAS local business currently uses the City’s street furniture as a necessary mechanism for advertising;

 

AND WHEREAS the Integrated Street Furniture program has identified a series of principles to guide RFP development;

 

THEREFORE BE IT RESOLVED that the guiding principles of the Integrated Street Furniture Program include accessibility for local business advertising.

 

            LOST

 

YEAS (3): R. Bloess, G. Bédard, M. McRae

NAYS (3): J. Legendre, D. Thompson, C. Leadman

 

Moved by J. Legendre:

 

WHEREAS local business is an important part of the City’s economy;

 

AND WHEREAS local business currently uses the City’s street furniture as a necessary mechanism for advertising;

 

AND WHEREAS the Integrated Street Furniture program has identified a series of principles to guide RFP development;

 

THEREFORE BE IT RESOLVED that the guiding principles of the Integrated Street Furniture Program include accessibility for local business advertising by including, for consultation:

·        That advertising panels intended for local business advertising be 25% of the ad space under the ISFP, and that,

·        That advertising panels intended for local business advertising be limited to less than 1.25 sq. meters, and that,

·        That advertising panels intended for local business advertising be unlit, and that,

·        That advertising panels intended for local business advertising be offered at a cost that is less than 50 % of the published rate for lit panels, and that,

·        That advertising panels intended for local business advertising be offered in single unit quantities.

 

CARRIED, with G. Bédard dissenting

 

That the Transportation Committee recommend Council:

 

1.         Approve in principle the guiding principles outlined in this report as the basis for the development of an Integrated Street Furniture Program (ISFP), to be developed in consultation with the community and best practice research;

 

2.         Direct staff to report back in Q1 2009 on the results of public consultation, recommended policy and the specific elements and criteria that will form the basis of the Request for Proposal (RFP);

 

3.         Direct staff to ensure that unsolicited proposals are not accepted from proponents until the formal procurement process has been established.  Further, that any formal or informal communication from potential proponents be included in the formal public consultation.

 

4.         Approve one time funding in the amount of $275,000 to be funded from the City Wide Capital Reserve Fund to meet the requirements necessary for the development of the ISFP as outlined in this report.

 

CARRIED, with C. Leadman dissenting on Recommendation 4