Agenda Regional Fire Services Committee Thursday, September 25, :00 a.m. Conference Room A 4 th Floor, City Hall New Gower St.

Transcription

1 Agenda Regional Fire Services Committee Thursday, September 25, :00 a.m. Conference Room A 4 th Floor, City Hall New Gower St.

2 AGENDA REGIONAL FIRE SERVICES COMMITTEE September 25, :00 p.m. Conference Room A, City Hall 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA & MINUTES a. Minutes of March 15, DELEGATIONS 4. BUSINESS ARISING 5. NEW BUSINESS a. Memorandum dated September 25, 2018 re: Regional Fire 2019 Budget and 2018 Q2 Financial Update b. Information Note dated September 20, 2018 re: Renaming of 911 Manager and Fire Prevention Position c. Information Note dated September 21, 2018 re: Upcoming Tender Purchases d. Information Note dated September 20, 2018 re: SAREX (Search and Rescue Exercise) Event e. Decision Note dated September 20, 2019 re: Collaboration of Regional Emergency Management 6. OTHER BUSINESS 7. ADJOURNMENT

3 MINUTES REGIONAL FIRE SERVICES COMMITTEE Thursday, March 15, :00 p.m. - Conference Room A, City Hall Present Councillor Sandy Hickman, City of St. John s, Co-Chair Councillor Andrew Ledwell, Mount Pearl, Co-Chair Jason Silver, City of Mount Pearl Terri-Lynn Smith, Town of Paradise Don Byrne, Deputy Fire Chief Derek Coffey, DCM Finance and Administration, City of St. John's Kevin Breen, City Manager, City of St. John's David Day, Manager - Emergency Preparedness, City of St. John's Jerry Peach, Director of Regional Fire Services & Fire Chief Kenessa Cutler, Legislative Assistant Adoption of Agenda Moved by Councillor Ledwell; Seconded by Councillor Hickman That the agenda be adopted as presented with the following additions: New Ladder Truck Status Update Chief Peach Retirement - June 1, 2018 Adoption of Minutes CARRIED UNANIMOUSLY Moved by Councillor Ledwell; Seconded by Councillor Hickman That the minutes of December 8, 2017 be approved with the following correction: Business Arising New Business Deputy Fire Chief Don Byrne s name was misspelled. CARRIED UNANIMOUSLY Information Note dated February 28, 2018 re: Self-Contained Breathing Apparatus The above listed information note was presented by Deputy Fire Chief Don Byrne. He stated the current SCBA is out-of-date and must be updated. The cost is estimated to be between $500,000 and $600,000.

4 Page 2 He explained that Rick Squires, Manager of Supply Chain, recommended that the SCBA should be acquired via RFP. Deputy Chief Byrne stated an evaluation team will be working on the RFP to ensure the equipment meets the specifications required. Decision Note dated February 15, 2018 re: SJRFD VHF Radio Replacement Project David Day, Manager of Emergency Preparedness, spoke to the above listed. He explained that the SJRFD currently uses an analog, two-channel, VHF radio system for dispatching and communication. The system is 13 years old and needs replacement. Concurrently, the Province is proposing the development of a digital P25 Emergency Responder Mobile radio network, and though no definite timeline has been provided for the start of this project it would fit nicely with what is required. SJRFD has begun researching options for replacement and has two options: 1. to go to market for a commercial digital solution or 2. to take part in the Provincial initiative. Moved by Councillor Hickman; Seconded by Councillor Ledwell It is recommended that a Request for Proposals for Land Mobile Radio Consultations be issued to complete: 1. A needs analysis for the department s operational and technical requirements. 2. A list of options available to the department for replacement of the current system taking into consideration the needs analysis and the current progress of the provincial P25 initiative. With an optional costing: 1. To develop a tender for replacement of the system. 2. To provide technical support in the tender evaluation. 3. To provide project management of the installation and commissioning of the replacement system. CARRIED UNANIMOUSLY Information Note dated February 13, 2018 re: 2018 Firefighter Recruitment Process Chief Peach spoke to the above listed information note. He stated there are 82 applicants taking the written exam on March 27 th out of approximately 100 applicants total. Interviews will take place between April 20 th and 30 th and training will start July 16 th. He stated many of the applicants have exceptional experience and training and that interest in recruitment remains high. Information Note dated February 3, 2018 re: Fire Prevention Initiative with Municipalities and Service NL Chief Peach explained the above listed came about because there have been multiple buildings built to meet Service NL s requirements [i.e. meeting the National Building Code (NBC) requirements] that do not meet the requirements of the SJRFD. Deficiencies are

5 Page 3 occurring all too often and this initiative will endeavor to prevent them. Under the initiative, the SJRFD will be consulted during the planning stages of these buildings to ensure that buildings meet the Life Safety Code as well as the NBC. Information Note dated February 6, 2018 re: Provincial Occupational Health and Safety Inspections of SJRFD Stations and Facilities Chief Peach spoke to the above listed. The Provincial occupational health and safety inspections of SJRFD stations and facilities are complete and the outcome has been very positive. No major deficiencies have been found and any minor hazards have been addressed or are in the process of being addressed. Health and Safety Officer Terry Burden stated the inspectors were happy with the cooperation shown and how quickly items were remedied. Chief Peach asked if there were any outstanding items that have yet to be addressed, Terry stated the process is 95% complete. Other Business Residential Fireworks Councillor Hickman inquired about the residential fireworks issue. He suggested the City s fireworks display should be moved from Quidi Vidi to somewhere more visible to curtail residential fireworks displays. Chief Peach explained that the Explosives Regulatory Division has authority on the subject and their regulations were integral in determining that Quidi Vidi is the best location for the fireworks display. He also explained that the Northeast Avalon Fire Chiefs tried to put a resolution forward to their provincial association to ban the import and sale of backyard fireworks, but it did not gather momentum. New Ladder Truck Status Update Chief Peach stated the new ladder truck is about to be launched and will be based out of the Central Fire Station. Staff will be completing training in April and the truck should be up and running in June or July. Fire Chief Peach Retirement June 1, 2018 Fire Chief Peach announced that he will be retiring on June 1 st of this year; he thanked the Committee for their support over the last four years. Committee members and City Manager Kevin Breen wished him well and thanked him for his service. Adjournment There being no further business, the meeting adjourned at 1:06 p.m. Councillor Hickman Co-Chairperson

6 Date: September 25, 2018 To: From: Re: Chair & Members, Regional Fire Committee Kris Connors, CMA, CPA Manager, Budget and Treasury Regional Fire 2019 Budget and 2018 Q2 Financial Update The draft budget for the St. John s Regional Fire Department (SJRFD) for fiscal 2019 has been prepared. At a high level, the major changes from 2018 to 2019 can be summarized as follows: 1. Salaries & Wages: $1.4 M (5%) increase to salaries and wages and payroll costs to bring budget in line with negotiated increases, step progressions, and historical actuals for pensions and benefits. 2. Management Fee: The City s administration and management fee remains unchanged at $807,605 for Light and Power: $54,223 increase due to projected rate increases. 4. Materials & Supplies: $75,000 increase for protective clothing and uniforms as required by the collective agreement. $20,000 increase for vehicle repair parts due to increasing need and the U.S. exchange rate. 5. Contribution to Motor Vehicle Reserve: $423,450 reduction as 2018 s budget included the final payment on a recently acquired quint. Staff are currently reviewing future fleet requirements and may revise the annual reserve contribution, if required.

7 Page 2 A summary of the SJRFD s operating expenditures and the calculation of the total net cost attributable to its partners is provided below. The figure is adjusted for the 911 Communications Centre and the stand by fees to the towns: For draft budget purposes, allocation of the cost to St. John s, Mount Pearl, and Paradise is based on assessed values from the last assessment cycle, which are reflective of property values as at January 1, The allocation will be adjusted once the most recent assessments have been completed and will be reflective of property values as at January 1, Stand-by and 911 Communication Centre allocations are based on estimates of call

8 Page 3 volumes and agreements with the associated communities. As such, the cost allocations to each municipality for 2019 are projected as follows: It is important to note that these amounts are estimates. Final billings to all members are adjusted at year end to reflect actual expenditures for the year. A detailed 2019 Draft Budget report is attached. Also attached is a 2018 report of budget versus actuals, as of the end of June 30, The surplus of $1.97 M is due to the delay between when expenditures are incurred and the receipt of revenues. As the system operates on a 100% cost recovery basis, the deficit at year end will be $0. Kris Connors, CPA, CMA Manager, Budget and Treasury Attachments: SJRFD Budget Report SJRFD Q2 Budget versus Actual Report

9 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Maintenance Fire Department 51000s PERSONNEL SERVICES SALARIES AND WAGES 287, ,138 2, % LABOUR OVERTIME 1,500 1, % CAR ALLOWANCE - 3,000 (3,000) % EMPLOYER CONTRIBUTIONS 73,387 72, % 51000s PERSONNEL SERVICES Total 362, ,503 (345) -0.10% 55000s MATERIALS & SUPPLIES PROTECT. CLOTH. & UNIFORMS % 55000s MATERIALS & SUPPLIES Total % Maintenance Fire Department Total 362, ,803 (345) -0.09% Fire Protection 51000s PERSONNEL SERVICES SALARIES AND WAGES 20,279,559 19,679, , % LABOUR OVERTIME 500, , % EMPLOYER CONTRIBUTIONS 242, ,847 4, % PENSION-CURRENT SERVICE 2,298,516 1,772, , % PENSION-DEFINED CONTRIBUTIONS 10,000 25,000 (15,000) % CANADA PENSION PLAN 595, ,000 29, % UNEMPLOYMENT INSURANCE 268, ,000 (47,400) % PAYROLL TAX 494, ,000 74, % GROUP INSURANCE 1,034, , , % WORKERS COMPENSATION INS. 274, ,000 (92,005) % 51000s PERSONNEL SERVICES Total 25,997,695 24,638,300 1,359, % 52000s CONTRACTUAL SERVICES TELEPHONE % CELLULAR PHONES & PAGERS 3,920-3, % PURCHASE OF WATER % PROF. & SPECIAL SERVICES 60,000 60, % RADIO LICENSE FEES 9,900 9, % EMPLOYEE EDUCATION COURSES % EMPLOYEE EDUCATION ASSIST % MEDICAL EXAMINATIONS 36,277 36, % REPAIRS TO REC. EQUIPMENT 7,500 7, % REPAIRS TO OTHER EQUIPMENT 15,000 15, % MTCE. OF FIRE EQUIPMENT 21,900 21, % SOFTWARE MAINTENANCE 35,000 35, % SERVICING RADIO EQUIP. 32,225 32, % COMPUTER COMMUNICATION LINE 5,800 5, % 52000s CONTRACTUAL SERVICES Total 228, ,047 3, % 55000s MATERIALS & SUPPLIES FOOD AND REFRESHMENTS 3,400 3, % GASOLINE 30,000 30, % DIESEL FUEL 45,000 45, % SAFETY EQUIPMENT 75,390 75, % HAND TOOLS & SMALL EQUIP. 21,400 21, % SMALL EQUIP. REPAIR PARTS 19,500 19, % PROTECT. CLOTH. & UNIFORMS 435, ,000 75, % REC. EQUIPMENT & SUPPLIES 12,000 12, % TOILETRIES 39,000 39, % FIRST AID SUPPLIES Page 1 of 15 14,600 14, %

10 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % MISCELLANEOUS MATERIALS % 55000s MATERIALS & SUPPLIES Total 695, ,960 75, % 56000s CAPITAL OUT OF REVENUE MOTOR VEHICLES 650,000 1,073,450 (423,450) % OTHER EQUIPMENT 16,000-16, % COMPUTER SYSTEMS 48,700 48, % 56000s CAPITAL OUT OF REVENUE Total 714,700 1,122,150 (407,450) % Fire Protection Total 27,637,322 26,606,457 1,030, % Page 2 of 15

11 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Communication Centre 51000s PERSONNEL SERVICES SALARIES AND WAGES 915, ,761 20, % LABOUR OVERTIME 7,500 7, % EMPLOYER CONTRIBUTIONS 32,985 32, % PAYROLL COST 200, , % 51000s PERSONNEL SERVICES Total 1,156,681 1,135,010 21, % 52000s CONTRACTUAL SERVICES TELEPHONE 31,600 31, % CELLULAR PHONES & PAGERS % SOFTWARE MAINTENANCE 78,670 78, % COMPUTER COMMUNICATION LINE 5,420 5, % 52000s CONTRACTUAL SERVICES Total 116, , % 55000s MATERIALS & SUPPLIES STATIONERY & OFFICE SUPPL. 1,500 1, % 55000s MATERIALS & SUPPLIES Total 1,500 1, % 56000s CAPITAL OUT OF REVENUE FURNITURE % COMPUTER EQUIPMENT 4,500 4, % 56000s CAPITAL OUT OF REVENUE Total 4,500 4, % Communication Centre Total 1,279,251 1,256,700 22, % Page 3 of 15

12 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Goulds Volunteer Fire Dept s PERSONNEL SERVICES SALARIES AND WAGES 111, , % GROUP INSURANCE 10,000 10, % 51000s PERSONNEL SERVICES Total 121, , % 52000s CONTRACTUAL SERVICES TELEPHONE 2,000 2, % LIGHT & POWER 12,804 10,670 2, % MEDICAL EXAMINATIONS 1,000 1, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT % REPAIRS TO BUILDINGS % OVERHEAD DOORS % REPAIRS TO PLUMBING % REPAIRS TO ELECTRICAL % REPAIRS TO OTHER EQUIPMENT % MTCE. OF ALARM SYSTEMS % MTCE. OF OTHER EQUIPMENT % MAINTENANCE OF BUILDINGS 1,800 1, % SERVICING OF OFFICE EQUIP. 1,000 1, % 52000s CONTRACTUAL SERVICES Total 22,804 20,670 2, % 55000s MATERIALS & SUPPLIES ELECTRICAL SUPPLIES % SAFETY EQUIPMENT 3,000 3, % PROTECT. CLOTH. & UNIFORMS 5,000 5, % CLEANING SUPPLIES % 55000s MATERIALS & SUPPLIES Total 8,760 8, % 57000s GRANTS & SUBSIDIES GRANTS TO OTHER GROUPS 88,000 88, % 57000s GRANTS & SUBSIDIES Total 88,000 88, % Goulds Volunteer Fire Dept. Total 241, ,129 2, % Page 4 of 15

13 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Central Fire Station 52000s CONTRACTUAL SERVICES LIGHT & POWER 46,800 39,000 7, % TECHNICAL SERVICES % EXTERMINATORS % CLEANING OF WINDOWS 3,100 3, % CLEANING BY CONTRACT 27,787 27, % OVERHEAD DOORS 3,500 3, % REPAIRS TO HEAT & REFRIG. 3,413 3, % REPAIRS TO PLUMBING % MTCE. OF ALARM SYSTEMS % MTCE. OF OTHER EQUIPMENT 4,900 4, % MAINTENANCE OF BUILDINGS 8,140 8, % MAINTENANCE OF GROUNDS 1,170 1, % MAINTENANCE OF ELEVATORS 2,780 2, % RENTAL OF OTHER EQUIPMENT % SNOW CLEARING & ICE CONTROL 14,490 14, % 52000s CONTRACTUAL SERVICES Total 117, ,410 7, % 55000s MATERIALS & SUPPLIES CALCIUM CHLORIDE % DIESEL FUEL % PROPANE 1,800 1, % FURNACE FUEL 68,250 68, % PLUMBING SUPPLIES % ELECTRICAL SUPPLIES 1,920 1, % TIMING MECHANISMS % CLEANING SUPPLIES % FLAGS % 55000s MATERIALS & SUPPLIES Total 73,338 73, % Central Fire Station Total 190, ,748 7, % Page 5 of 15

14 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Kenmount Rd. Fire Station 52000s CONTRACTUAL SERVICES LIGHT & POWER 38,330 31,942 6, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT % OVERHEAD DOORS % REPAIRS TO PLUMBING % MTCE. OF AIR CONDITIONING % MTCE. OF OTHER EQUIPMENT 4,050 4, % ASBESTOS ABATEMENT % MAINTENANCE OF BUILDINGS 4,290 4, % MAINTENANCE OF GROUNDS 1,170 1, % 52000s CONTRACTUAL SERVICES Total 51,391 45,003 6, % 55000s MATERIALS & SUPPLIES PROPANE 1,200 1, % ELECTRICAL SUPPLIES % TIMING MECHANISMS % CLEANING SUPPLIES % FLAGS % 55000s MATERIALS & SUPPLIES Total 2,040 2, % Kenmount Rd. Fire Station Total 53,431 47,043 6, % Page 6 of 15

15 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Mt. Pearl Fire Station 52000s CONTRACTUAL SERVICES LIGHT & POWER 35,100 29,250 5, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT % OVERHEAD DOORS 3,900 3, % REPAIRS TO PLUMBING % MTCE. OF AIR CONDITIONING % MTCE. OF OTHER EQUIPMENT 2,470 2, % MAINTENANCE OF BUILDINGS 83,400 83, % MAINTENANCE OF GROUNDS 1,950 1, % 52000s CONTRACTUAL SERVICES Total 128, ,845 5, % 55000s MATERIALS & SUPPLIES PROPANE 1,500 1, % ELECTRICAL SUPPLIES % TIMING MECHANISMS % CLEANING SUPPLIES % FLAGS % 55000s MATERIALS & SUPPLIES Total 2,565 2, % Mt. Pearl Fire Station Total 131, ,410 5, % Page 7 of 15

16 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Brookfield Rd. Fire Station s CONTRACTUAL SERVICES LIGHT & POWER 28,080 23,400 4, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT 1,462 1, % OVERHEAD DOORS 1,000 1, % REPAIRS TO HEAT & REFRIG % REPAIRS TO PLUMBING % MTCE. OF OTHER EQUIPMENT % MAINTENANCE OF BUILDINGS 3,900 3, % MAINTENANCE OF GROUNDS 1,657 1, % 52000s CONTRACTUAL SERVICES Total 37,379 32,699 4, % 55000s MATERIALS & SUPPLIES PROPANE 2,180 2, % FURNACE FUEL 3,780 3, % ELECTRICAL SUPPLIES % TIMING MECHANISMS % CLEANING SUPPLIES % FLAGS % 55000s MATERIALS & SUPPLIES Total 7,010 7, % Brookfield Rd. Fire Station. Total 44,389 39,709 4, % Page 8 of 15

17 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % West End Fire Station 52000s CONTRACTUAL SERVICES LIGHT & POWER 61,117 50,931 10, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT % OVERHEAD DOORS 1,900 1, % REPAIRS TO HEAT & REFRIG % REPAIRS TO PLUMBING % MTCE. OF OTHER EQUIPMENT % MAINTENANCE OF BUILDINGS 5,363 5, % MAINTENANCE OF GROUNDS 1,463 1, % 52000s CONTRACTUAL SERVICES Total 71,718 61,532 10, % 55000s MATERIALS & SUPPLIES DIESEL FUEL % PROPANE 1,140 1, % ELECTRICAL SUPPLIES % TIMING MECHANISMS % CLEANING SUPPLIES % FLAGS % 55000s MATERIALS & SUPPLIES Total 2,507 2, % West End Fire Station Total 74,225 64,039 10, % Page 9 of 15

18 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Kent's Pond Fire Station 52000s CONTRACTUAL SERVICES LIGHT & POWER 41,987 34,989 6, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT % OVERHEAD DOORS 1,140 1, % REPAIRS TO HEAT & REFRIG % REPAIRS TO PLUMBING % MTCE. OF OTHER EQUIPMENT % MAINTENANCE OF BUILDINGS 3,900 3, % MAINTENANCE OF GROUNDS 1,657 1, % SNOW CLEARING & ICE CONTROL % GARBAGE COLLECTION % 52000s CONTRACTUAL SERVICES Total 50,461 43,463 6, % 55000s MATERIALS & SUPPLIES PROPANE 1,800 1, % FURNACE FUEL 9,750 9, % ELECTRICAL SUPPLIES % TIMING MECHANISMS % FLAGS % 55000s MATERIALS & SUPPLIES Total 12,360 12, % Kent's Pond Fire Station Total 62,821 55,823 6, % Page 10 of 15

19 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Fire Prevention 51000s PERSONNEL SERVICES SALARIES AND WAGES 770, ,068 24, % LABOUR OVERTIME 1,000 1, % EMPLOYER CONTRIBUTIONS % 51000s PERSONNEL SERVICES Total 772, ,193 24, % 52000s CONTRACTUAL SERVICES CELLULAR PHONES & PAGERS % MEMBERSHIPS 1,000 1, % MTCE. OF OTHER EQUIPMENT 1,000 1, % 52000s CONTRACTUAL SERVICES Total 2,130 2, % 55000s MATERIALS & SUPPLIES TRAINING SUPPLIES 9,360 9, % EDUCATIONAL SUPPLIES 9,700 9, % STATIONERY & OFFICE SUPPL. 2,500 2, % MISCELLANEOUS MATERIALS % 55000s MATERIALS & SUPPLIES Total 21,750 21, % Fire Prevention Total 795, ,943 24, % Page 11 of 15

20 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Regional Fire Administration 51000s PERSONNEL SERVICES SALARIES AND WAGES 605, ,075 12, % CAR ALLOWANCE (500) % EMPLOYER CONTRIBUTIONS 149, ,876 3, % 51000s PERSONNEL SERVICES Total 755, ,451 15, % 52000s CONTRACTUAL SERVICES TRAVELLING EXPENSES 6,800 6, % TELEPHONE 44,400 44, % CELLULAR PHONES & PAGERS 1,490 12,700 (11,210) % INFORMATION SERVICES 111, , % AUDIT SERVICES 1,000 1, % ADMINISTRATION & MANAGEMENT 807, , % ARBITRATION FEES 48,700 48, % CLAIMS 2,500 2, % ENGINEERING CONSULTANTS % FITNESS MEMBERSHIPS 43,900 43, % EMPLOYEE EDUCATION COURSES 32,570 32, % EMPLOYEE TRAINING % MEDICAL EXAMINATIONS 110, , % PROPERTY INSURANCE 80,761 80, % MEMBERSHIPS 1,900 1, % SOFTWARE MAINTENANCE 26,300 26, % MAINTENANCE OF COMPUTERS 2,900 2, % RENTAL/LEASE OF PROPERTY % COMPUTER COMMUNICATION LINE 54,120 54, % MISCELLANEOUS % 52000s CONTRACTUAL SERVICES Total 1,377,831 1,389,041 (11,210) -0.81% 55000s MATERIALS & SUPPLIES SPECIAL DESIGNED EQUIP. 1,000 1, % PROMOTION & AWARDS 1,920 1, % STATIONERY & OFFICE SUPPL. 10,400 10, % 55000s MATERIALS & SUPPLIES Total 13,320 13, % 58000s FINANCIAL CHARGES LONG-TERM DEBT CHARGES 875, , % PAST SERVICE COST 1,484,001 1,484, % PRINCIPAL PAYMENTS LTD 460, , % 58000s FINANCIAL CHARGES Total 2,820,421 2,820, % Regional Fire Administration Total 4,967,106 4,963,233 3, % Page 12 of 15

21 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Mechanical Division 51000s PERSONNEL SERVICES SALARIES AND WAGES 268, ,432 3, % LABOUR OVERTIME 10,000 10, % TOOL ALLOWANCE % EMPLOYER CONTRIBUTIONS 70,349 69, % 51000s PERSONNEL SERVICES Total 349, ,220 4, % 52000s CONTRACTUAL SERVICES CELLULAR PHONES & PAGERS % REPAIRS TO OTHER EQUIPMENT % EQUIP. REPAIRS - CONTRACTED 59,760 59, % SOFTWARE MAINTENANCE 2,500-2, % 52000s CONTRACTUAL SERVICES Total 62,810 59,760 3, % 55000s MATERIALS & SUPPLIES VECH. & EQUIP. REPAIR PARTS 130, ,000 20, % TIRES 10,000 10, % SUBSCRIPTIONS 1,300 1, % MISCELLANEOUS MATERIALS % 55000s MATERIALS & SUPPLIES Total 141, ,300 20, % Mechanical Division Total 553, ,280 27, % Page 13 of 15

22 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Paradise Fire Station 52000s CONTRACTUAL SERVICES LIGHT & POWER 61,117 50,931 10, % EXTERMINATORS % CLEANING OF WINDOWS % CLEANING BY CONTRACT % OVERHEAD DOORS 1,900 1, % REPAIRS TO HEAT & REFRIG % REPAIRS TO PLUMBING % MTCE. OF OTHER EQUIPMENT % MAINTENANCE OF BUILDINGS 4,400 4, % MAINTENANCE OF GROUNDS 1,200 1, % 52000s CONTRACTUAL SERVICES Total 70,248 60,062 10, % 55000s MATERIALS & SUPPLIES DIESEL FUEL 2,000 2, % PROPANE 1,140 1, % ELECTRICAL SUPPLIES % TIMING MECHANISMS % CLEANING SUPPLIES % FLAGS % 55000s MATERIALS & SUPPLIES Total 4,020 4, % 56000s CAPITAL OUT OF REVENUE SAFETY EQUIPMENT - CAPITAL % 56000s CAPITAL OUT OF REVENUE Total % Paradise Fire Station Total 74,268 64,082 10, % Page 14 of 15

23 2019 Draft Budget - St John's Regional Fire Department prepared September 20, Draft Budget 2018 Approved Budget % Emergency Preparedness 51000s PERSONNEL SERVICES SALARIES AND WAGES 88,175 85,692 2, % CAR ALLOWANCE - 6,000 (6,000) % EMPLOYER CONTRIBUTIONS 21,603 20, % 51000s PERSONNEL SERVICES Total 109, ,686 (2,909) -2.58% 52000s CONTRACTUAL SERVICES TELEPHONE 1,600 3,000 (1,400) % CELLULAR PHONES & PAGERS 620 1,900 (1,280) % INTERNET CHARGES % PROF. & SPECIAL SERVICES 5,800 5, % EMPLOYEE TRAINING 6,080 6, % MEMBERSHIPS % REPAIRS TO RADIO EQUIPMENT % SERVICING OF OFFICE EQUIP % MISCELLANEOUS % 52000s CONTRACTUAL SERVICES Total 16,470 19,150 (2,680) % 55000s MATERIALS & SUPPLIES STATIONERY & OFFICE SUPPL. 1,450 1, % 55000s MATERIALS & SUPPLIES Total 1,450 1, % 56000s CAPITAL OUT OF REVENUE COMPUTER EQUIPMENT 3,400 3, % 56000s CAPITAL OUT OF REVENUE Total 3,400 3, % Emergency Preparedness Total 131, ,686 (5,589) -4.09% Grand Total 36,598,804 35,441,086 1,157, % Page 15 of 15

24 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING Revenues Miscellaneous - 8,205 (8,205) 0.00% Recovery Fire Department 35,441,086 17,853,836 17,587, % 35,441,086 17,862,041 17,579, % Expenditures Personnel services (Schedule 1) 28,203,063 13,225,615 14,977, % Contractual services (Schedule 2) 2,306, ,624 1,308, % Materials and supplies (Schedule 3) 893, , , % Other charges (Schedule 4) 4,038,471 1,342,204 2,696, % 35,441,086 15,889,174 19,551, % Excess (shortfall) of revenues over expenditures - 1,972,867

25 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING SCHEDULE 1 Personnel services Labour regular 22,661,317 10,120,945 12,540, % Labour overtime 520, ,145 62, % Pension & benefits 5,011,996 2,647,269 2,364, % Car and tool allowances 9, , % 28,203,063 13,225,615 14,977, %

26 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING SCHEDULE 2 Contractual Services Travelling Expenses 6,800-6, % Mileage - 80 (80) 0.00% Telephone 81,945 25,356 56, % Cellular Phones & Pagers 14,600 4,732 9, % Light & Power 271, , , % Purchase Of Water % Information Services 111, , % Internet Charges % Advertising (250) 0.00% Prof. & Special Services 65,800 32,503 33, % Audit Services 1,000-1, % Administration & Management 807, , , % Radio License Fees 9,900 8,528 1, % Arbitration Fees 48,700-48, % Claims 2,500 9,180 (6,680) (267.19%) Recruitment Expenses - 55 (55) 0.00% Technical Services % Employee Education Courses 32,570 44,700 (12,130) (37.24%) Employee Education Assist. - 2,936 (2,936) 0.00% Employee Training 6,080 4,738 1, % Medical Examinations 147,277 53,264 94, % Exterminators 2,400 1,301 1, % Property Insurance 80,761-80, % Vehicle Insurance (206) 0.00% Cleaning Of Windows 6,700 3,546 3, % Memberships 3,650 2,112 1, % Cleaning By Contract 33,538 10,429 23, % Repairs To Rec. Equipment 7,500-7, % Repairs To Buildings % Overhead Doors 15,250 12,382 2, % Repairs To Radio Equipment % Repairs To Heat & Refrig. 3,413-3, % Repairs To Plumbing % Repairs To Electrical % Repairs To Other Equipment 15,340 3,610 11, % Equip. Repairs - Contracted 59,760 14,163 45, % Mtce. Of Air Conditioning (738) 0.00% Mtce. Of Fire Equipment 21,900 13,385 8, % Mtce. Of Alarm Systems 1,200 1,633 (433) (36.08%) Mtce. Of Other Equipment 12,710 2,737 9, % Asbestos Abatement %

27 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING Maintenance Of Buildings 115,193 43,916 71, % Maintenance Of Grounds 10,267-10, % Maintenance Of Elevators 2, , % Software Maintenance 139,970 64,505 75, % Maintenance Of Computers 2,900 2, % Servicing Of Office Equip. 1, % Servicing Radio Equip. 32,225 25,854 6, % Rental/Lease Of Property % Computer Communication Line 65,340 30,492 34, % Snow Clearing & Ice Control 14,490 12,608 1, % Garbage Collection - 1,084 (1,084) 0.00% Miscellaneous % 2,262, ,230 1,273, %

28 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING SCHEDULE 3 Materials and supplies Food And Refreshments 3,400 1,402 1, % Gasoline 30,000 12,179 17, % Diesel Fuel 47,887 26,240 21, % Propane 10,760 4,102 6, % Furnace Fuel 81,780 34,053 47, % Vech. & Equip. Repair Parts 110,000 53,928 56, % Tires 10,000 2,867 7, % Plumbing Supplies (73) (14.99%) Electrical Supplies 5,525 5, % Timing Mechanisms 2, , % Safety Equipment 78,390 40,015 38, % Special Designed Equip. 1,000-1, % Hand Tools & Small Equip. 21,400 10,851 10, % Small Equip. Repair Parts 19,500 3,581 15, % Protect. Cloth. & Uniforms 365,300 79, , % Rec. Equipment & Supplies 12,000-12, % Promotion & Awards 1, , % Toiletries 39,000 24,030 14, % Cleaning Supplies % First Aid Supplies 14,600 8,825 5, % Training Supplies 9, , % Educational Supplies 9,700 5,581 4, % Subscriptions 1,300-1, % Stationery & Office Suppl. 15,850 7,218 8, % Linens (660) 0.00% Flags - 1,516 (1,516) 0.00% Miscellaneous Materials % 893, , , %

29 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING SCHEDULE 4 Other Charges Motor Vehicles 1,073, , , % Other Equipment - 10,203 (10,203) 0.00% Furniture - 2,047 (2,047) 0.00% Computer Systems 48,700-48, % Computer Equipment 7,900-7, % Grants To Other Groups 88,000 76,730 11, % Long-Term Debt Charges 875, , , % Past Service Cost 1,484,001-1,484, % Principal Payments Ltd 460, , , % 4,038,471 1,342,204 2,696, %

30 ST. JOHN'S REGIONAL FIRE DEPARTMENT Schedule of Revenues and Expenditures For the Six Months Ending Saturday, June 30, 2018 APPROVED Y.T.D. BUDGET % BUDGET BUDGET ACTUAL REMAINING REMAINING SCHEDULE 5 Net expenditure by program 1256 Maintenance Fire Department 362, , , % 2491 Fire Protection 26,606,457 12,638,483 13,967, % 2492 Communication Centre 1,256, , , % 2493 Goulds Volunteer Fire Dept. 239, , , % 2494 Central Fire Station 182,748 88,567 94, % 2495 Kenmount Rd. Fire Station 47,043 19,829 27, % 2496 Mt. Pearl Fire Station 125,410 24, , % 2497 Brookfield Rd. Fire Station. 39,709 22,209 17, % 2499 West End Fire Station 64,039 43,546 20, % 2501 Kent's Pond Fire Station 55,823 39,106 16, % 2502 Fire Prevention 770, , , % 2503 Regional Fire Administration 4,963,233 1,465,689 3,497, % 2504 Mechanical Division 526, , , % 2505 Paradise Fire Station 64,082 29,804 34, % 2531 Emergency Preparedness 136,686 58,488 78, % 35,441,086 15,889,174 19,551, %

31 INFORMATION NOTE Title: Renaming of Manager, 911 & Fire Prevention Date Prepared: September 20, 2018 Report To: Regional Fire Services Committee Ward: NA Issue: The position of Manager, 911 & Fire Prevention will be renamed as Deputy Chief of Support Services. Discussion Background and Current Status: Prior to 2008, the Deputy Chief of Support Services position was responsible for the following Divisions: 911 Communications Fire Prevention Training In 2008, the 911 Communications Centre was placed under a new Division titled Communications (911) and Program Development. In 2015, the Training Division was placed under the Operations Division. At that time, it was determined that the Deputy Chief of Support Services was no longer required given it was supervising 5 members in the Fire Prevention Division and the Fire Chief was able to perform second call along with the Deputy Chief of Operations. The Fire Prevention Division was moved under Communications (911) & Program Development and renamed 911 & Fire Prevention Division. With the recent promotion of Director of Regional Fire Services (Fire Chief), the Manager, 911 & Fire Prevention position has become vacant and therefore provides the opportunity to reevaluate the management structure to determine how to better structure the existing Divisions and how to continue to meet NFPA standards which played a vital role in the Department obtaining a 1:1 insurance rating. The Deputy Chief of Support Services would be responsible for the following Divisions: 911 Communications, Fire Prevention, and Training. The position will also be responsible for the oversight of Occupational Health and Safety. Also, to ensure that the Department continues to meet NFPA 1710, both Deputy Chiefs will once again share on-call duties ensuring that a supervisory chief officer responds to full alarm assignments. Until 2015, this was the standard Departmental structure. St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

32 The current position of Manager, 911 & Fire Prevention is graded at Grade 6 however this position will be graded at Step 7 (similar to Deputy Chief of Operations) to accommodate for the extra duties and on-call status. Key Considerations/Implications: 1. Budget/Financial Implications The position will increase from a range of $102,608 - $132,398 to 117,998 - $152,256. The initial promotion will result in an increase of $8,439 and then will increase each year for 3 more years until it reaches the top of the scale at $152,256. An evaluation of existing management positions over the next three years and subsequent transitioning of responsibilities is scheduled to show a cost savings with the redundancy of one management position and the reclassification of another management position, which is projected to be on a lower salary scale. 2. Partners or Other Stakeholders NA 3. Alignment with Strategic Directions/Adopted Plans This proposal aligns with Effective Organization in creating a knowledgeable and engaged workforce. 4. Legal or Policy Implications NA 5. Engagement and Communications Considerations NA 6. Human Resource Implications Human Resources will be involved in the job competition for a new Deputy Chief of Support Services. 7. Procurement Implications NA 8. Information Technology Implications NA 9. Other Implications NA St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

33 Conclusion/Next Steps: Commence a job competition for a new Deputy Chief of Support Services. Prepared by/signature: Sherry L. Colford, Fire Chief/Director Approved by/date/signature: Attachments: St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

34 INFORMATION NOTE Title: Upcoming Tender Purchases Date Prepared: September 21, 2018 Report To: Regional Fire Services Committee Ward: NA Issue: To update the RFSC on scheduled tender purchases to be released before end of Discussion Background and Current Status: As part of a new 3 year fleet replacement strategy, it was identified that a Utility Pick Up situated in Goulds Station 7 needed to be replaced. The Utility Vehicle residing at Goulds Station 7 is currently 11 years old and due to the body condition, mileage and mechanical issues that need to be addressed, it will be replaced this year, with a tender being released in the coming week. Through the rotation of existing fleet, the new Utility Pick Up will be placed in management and will be speced for specific needs so that in the event of sudden failure within our fleet we will already have an immediate replacement to keep our front line operations at full capacity. A tender is set to be released for the purchase of 15 new tablets, to be placed in our frontline fleet. The new tablets will allow the Department to remove paper maps and hard copy pre-fire plan binders from the frontline vehicles, and provide firefighters with immediate access to relevant information when performing their duties at an incident. Key Considerations/Implications: 1. Budget/Financial Implications The projected cost for a new Utility Pick Up is estimated at $60,000, which will come from fleet replacement capital. This purchase has already been identified as part of the 3 year fleet strategy and is already reflected in the capital budget. The projected cost for 15 new tablets is estimated at $15,000 and has already been identified in the existing 2018 budget. 2. Partners or Other Stakeholders NA St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

35 3. Alignment with Strategic Directions/Adopted Plans This aligns with Responsive and progressive in identifying and delivering on projects, strategies and programs. 4. Legal or Policy Implications NA 5. Engagement and Communications Considerations 6. NA 7. Human Resource Implications 8. NA 9. Procurement Implications The Manager of Mechanical Services will work with Supply Chain for the release of the Utility Pick Up tender. Information Services has already commenced work on the tender for new tablet specificatins based on SJRFD operational needs. 10. Information Technology Implications No information technology implications for the Utility Pick Up. IT have been in consultation with SJRFD on implementation and set up of the frontline tablets. 11. Other Implications NA Conclusion/Next Steps: Release both tenders once completed and procure before the end of Prepared by/signature: Sherry L. Colford, Fire Chief/Director Approved by/date/signature: Attachments: St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

36 INFORMATION NOTE Title: SAREX (Search and Rescue Exercise) Event Date Prepared: September 20, 2018 Report To: Regional Fire Services Committee Ward: NA Issue: To update the RFSC on a multi-agency event taking place on October 4 at Cuckhold s Cove Discussion Background and Current Status: The Health Care Foundation in partnership with the RNC are holding a fundraiser for Mental Health & Addictions. The event is called Operation: Cliffhanger. It involves a cliff rescue and search and rescue (land and water) at Cuckholds Cove on October 4 (October 5 if inclement weather). Donors will have an opportunity to donate $10,000 to be placed in one of 20 positions as part of the exercise. The SJRFD are offering 4 of those positions (attached information). Agencies involved are RNC, SJRFD, Eastern Health, Rovers Search and Rescue, Cougar Helicopters, Universal Helicopters, Coast Guard, and Canadian Aviation Search and Rescue Association and (CASARA). The SJRFD will have its High Angle Rescue Team lowering a stretcher down the cliff face to the water s edge where the Coast Guard Fast Rescue Craft (FRC) will take the casualty aboard and prepare him/her for helicopter lift. While the Health Care Foundation are fund raising for this event, the agencies are treating it as a multi-agency exercise to prepare for such an incident, which has not been practiced to this extent for 10 years. However if the event does not raise enough funds, the multi-agency exercise will be postponed for a later date. Key Considerations/Implications: 1. Budget/Financial Implications Financial commitment will be the overtime costs for a 12 member High Angle Rescue Team for a day of training and the day of the event. 2. Partners or Other Stakeholders Heath Care Foundation, RNC, SJRFD, Eastern Health, Rovers Search and Rescue, Cougar Helicopters, Universal Helicopters, Coast Guard, and Canadian Aviation Search and Rescue Association and (CASARA). 3. Alignment with Strategic Directions/Adopted Plans This aligns with a Culture of Cooperation to improve multi-level government relations. St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

37 4. Legal or Policy Implications SJRFD waiver forms have already been reviewed and approved by the Legal Department, and Risk Management have been made aware and insurance notified on the event. 5. Engagement and Communications Considerations All media communications will be handled through the Health Care Foundation and RNC. Social media for SJRFD and City of St. John s will post SJRFD involvement and share any other social media posts by RNC or Health Care Foundation. 6. Human Resource Implications NA 7. Procurement Implications NA 8. Information Technology Implications 9. NA 10. Other Implications NA Conclusion/Next Steps: SJRFD will proceed with training on September 24 in preparation for the October 4 event. Prepared by/signature: Sherry L. Colford, Fire Chief/Director Approved by/date/signature: Attachments: St. John s Regional Fire Department PO Box 908 St. John s, NL Canada A1C 5M2

38 OPERATION: CLIFFHANGER Thursday, October 5, 2018 St. John s Regional Fire Department High Angle Rescue Team 1

39 About St. John s Regional Fire Department Through the office of the Director of Regional Fire Services (Fire Chief), the St. John s Regional Fire Department (SJRFD) provides the region with an acceptable level of fire and emergency protection in the most economical manner, with backup emergency services being provided to a number of surrounding towns in the Northeast Avalon Region. Services provided to the public include, but are not limited to: Fire Suppression Fire Prevention Road Traffic Accident Response Medical Response Hazardous Materials Response Special Teams Response (High Angle, Confined Space, Water Rescue and Helicopter Rescue) 911 Communication Services 2

40 A Day in the Life of a SJRFD High Angle Rescue Team Member or Casualty Have you ever wondered what happens when a high angle team is called to an emergency? Have you ever watched us in action and wondered what happens behind the scene?. Well now is your chance to find out. Be in the middle of the action and become one of us for a day! You will have the opportunity to either hang off the cliffs of Cuckholds Cove as a casualty/victim or hold one of your team members in a rescue effort. Either way, you mustn t have a fear of heights! Participants can sign up for one of the following positions with the SJRFD High Angle Team: 1. High Angle Victim - you will be tied into a basket stretcher by the SJRFD High Angle Rescue Team and with the assistance of the Team, you will be lowered down the cliff face of Cuckhold s Cove to the water s edge, where a Fast Rescue Craft will be waiting to take you aboard. While this position does not require strength or agility, it does require a certain level of fitness and stamina. 2. Point Lookouts (2) - You will be tethered to a would-be Rescuer at the tipping point of the cliff. From there you will have a vantagepoint of the basket stretcher being lowered down the cliff face. Given the unevenness of the surfaces and the challenges of being stationary for an extended period this position would require you to be in good physical condition with no predisposition to vertigo. 3. Haul Captain - you will participate in relaying Functional Commands from the Haul Captain. You will be in a relatively safe location given you will not be positioned near the cliff s edge - however you still have a front row seat in all of the action! While there is little physical requirement, however, you will have to ascend the path leading to the staging area. 3

41 Schedule of Events One to two days prior to the event (date and time to be determined), you will be required to attend a high angle session at Kenmount Fire Station Training Tower, where team members will walk you through the evolutions and prepare you for the action that will take place on the day of the event. On Rescue Day at 08:30 a.m., you will meet the High Angle Rescue Team at Central Fire Station and accompany them to Cuckhold s Cove for equipment set-up. Upon return to Central Fire Station, you will anxiously await for that 911 call, which will set you off on a day of adventure. From the moment the call is received in our 911 Communications Centre, you will play an active role in what happens behind the scenes of a High Angle Rescue call! 4

42 DECISION NOTE Title: Investigation of Regional Emergency Management Model Date Prepared: September 20, 2018 Report To: Regional Fire Services Committee (Date of next meeting: September 25, 2018) Ward: Issue: Not ward specific To provide an update on final report and recommendations on research into a Regional Emergency Management Model Discussion Background and Current Status: In November 2015, approval was provided to begin research into a Regional Emergency Management model for the current members of the St. John s Regional Fire Services (SJRFS). A steering committee was established and with the assistance of two grants from Memorial University s Harris Center and a grant from Public Safety Canada, Memorial University Graduate students completed an in-depth Pan Canadian scan of regional emergency management models with a focus on collaborative models. Four stakeholder engagement sessions were also completed and included not-for-profit, critical infrastructure and governmental stakeholders. The researches have provided several key findings: 1. Collaboration is happening more frequently and effectively at the tactical level, however, is lacking at the strategic level. 2. Governance of Emergency Management needs to be more inclusive of key Non-Governmental Organizations 3. Across Canada, formalization of meetings and processes have resulted in better planning and organization of stakeholders 4. Jurisdictional boundaries have presented challenges to regional cooperation. Success stories have been found in a collaborative approach to planning processes 5. Knowledge gaps exist among stakeholders on governance, roles/responsibilities, authority and liability The project has led to the determination of the need for several next steps. These steps are all with the goal of arriving at strategic planning, coordination and cooperation. City of St. John s PO Box 908 St. John s, NL Canada A1C 5M2