Present: Mayor G. Krischke, Councillors B. Beckett, G. Finstad, T. Lazowski, D. MacKenzie, D. Smith and B. Young

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1 CONFIRMED COMMITTEE-OF-THE-WHOLE COUNCIL MEETING NOTES MONDAY, APRIL 18, 2016 PAGE 43 Present: Mayor G. Krischke, Councillors B. Beckett, G. Finstad, T. Lazowski, D. MacKenzie, D. Smith and B. Young Also Present: P. Benedetto, City Manager and S. Davis, City Clerk Mayor G. Krischke called the meeting to order at 5:05 p.m. I. APPROVAL OF AGENDA Moved by Councillor D. MacKenzie that the Committee approve the agenda with the following additions: V. IN-CAMERA ITEMS e) Development Concern FOIP s. 21, 24 & 25 VII. REPORTS FROM COMMITTEE & ADMINISTRATION c) Update on Distance Participation in Council Meetings Motion Carried Unanimously II. ADOPTION OF PREVIOUS NOTES There were no previous notes. III. DELEGATIONS & PRESENTATIONS a) Emergency Services Collaboration Area Study J. Tustian, Western Management Consultants, made a PowerPoint presentation (Attached) on the results of a study into the potential of creating a joint fire and rescue service with Leduc County, including recommendations. J. Tustian, D. Melvie, General Manager, Community and Protective Services, Mayor G. Krischke, P. Benedetto, City Manager and G. Clancy, Fire Chief/Director, Fire Services, answered the Committee s questions. J. Tustian will provide information received from the City of Halifax. D. Melvie advised that as the project moves ahead, reports will be presented at Committee-ofthe-Whole meetings at key intervals. IV. BUSINESS ARISING FROM PRESENTATIONS V. IN-CAMERA ITEMS MOVED by Councillor D. Smith that the Committee-of-the-Whole move In-Camera at 6:09 p.m. to discuss:

2 CONFIRMED COMMITTEE-OF-THE-WHOLE COUNCIL MEETING NOTES MONDAY, APRIL 18, 2016 PAGE 44 a) Annexation Update for April 18, 2016 FOIP s. 21, 24 & 25 b) Intermunicipal Development Plan Update FOIP s. 18, 21 & 24 c) Cemetery Land Acquisition Update FOIP s. 24 & 25 d) Eco Station Relocation FOIP s. 24 & 25 e) Development Concern FOIP s. 21, 24 & 25 Motion Carried Unanimously MOVED by Councillor B. Beckett that the Committee-of-the-Whole move In-Public at 8:09 p.m. Motion Carried Unanimously VI. RISE AND REPORT FROM IN-CAMERA ITEMS a) Annexation Update for April 18, 2016 FOIP s. 21, 24 & 25 G. Thomas, Manager, Long Range Planning, made a PowerPoint presentation (Attached). G. Thomas, B. Loewen, City Solicitor, P. Benedetto, City Manager, and Mayor G. Krischke answered the Committee s questions. b) Intermunicipal Development Plan Update FOIP s. 18, 21 & 24 S. Losier, Manager, Long Range Planning, made a PowerPoint presentation (Attached). S. Losier and P. Benedetto, City Manager, answered the Committee s questions. The Committee recessed at 7:07 p.m. The Committee reconvened at 7:15 p.m. c) Cemetery Land Acquisition Update FOIP s. 24 & 25 B. Knisley, Director, Facility and Property Services, M. Pieters, General Manager, Infrastructure and Planning, and R. Sereda, Director, Public Services, made a presentation and answered the Committee s questions. d) Eco Station Relocation FOIP s. 24 & 25

3 CONFIRMED COMMITTEE-OF-THE-WHOLE COUNCIL MEETING NOTES MONDAY, APRIL 18, 2016 PAGE 45 B. Knisley, Director, Facility and Property Services, M. Pieters, General Manager, Infrastructure and Planning and R. Sereda, Director, Public Services, made a presentation. B. Knisley, M. Pieters, R. Sereda, P. Benedetto, City Manager, and I. Sasyniuk, General Manager, Corporate Services, answered the Committee s questions. e) Development Concern FOIP s. 21, 24 & 25 Mayor G. Krischke and P. Benedetto, City Manager, made a presentation. Mayor G. Krischke, P. Benedetto and M. Pieters, General Manager, Infrastructure and Planning, answered the Committee s questions. VII. REPORTS FROM COMMITTEE & ADMINISTRATION a) Mobile Business Licences for Trade Shows K. Woitt, Director, Planning and Development, made a presentation on the current City of Leduc Business Licence Bylaw No as it relates to mobile business licences for trade shows. In the report, Administration provided the Committee with four Bylaw amendment options to discuss. B. Loewen, City Solicitor, M. Pieters, General Manager, Infrastructure and Planning, and P. Benedetto, City Manager, answered the Committee s questions. The Committee reached consensus in stating their preference for option #2 as set out in the report. Committee members requested that, once a final decision is made with regard to mobile business licenses, Administration send a letter to the Leduc Regional Chamber of Commerce as the organizing body for trade shows. A memo will also be sent to staff at the Leduc Recreation Centre. Administration was requested to provide clarity around the definition of a home occupation business. Committee members stated that having a clear understanding of what constitutes a home occupation business will benefit both Administration and Committee members. b) Update on Meeting with C. Gray, Alberta Minister of Labour Councillor D. MacKenzie and Mayor G. Krischke provided an update on a luncheon meeting they attended where the Honourable C. Gray, Minister of Labour ( Minister ) was speaking. The Minister advised that the province is looking to once again increase minimum wages. There was a good cross section of businesses represented at the meeting and all were unified in expressing concerns about the legislation due to the impact on the businesses. Alberta business are under stress given the current economic outlook. The meeting was the first of a number of round table sessions being held by the province to obtain feedback from the business community. Mayor G. Krischke stated that it is important that the City of Leduc continue to represent community concerns and work with the provincial government to find a resolution.

4 CONFIRMED COMMITTEE-OF-THE-WHOLE COUNCIL MEETING NOTES MONDAY, APRIL 18, 2016 PAGE 46 c) Update on Distance Participation in Council Meetings B. Loewen, City Solicitor, advised that the Municipal Government Act allows for a member of council to participate through electronic communications, provided three requirements are met: 1. A Notice is given to the public; 2. The facilities ensure the public can watch, or listen, to the member; 3. The facilities enable all the meeting participants to see or hear each other. Councillor G. Finstad will be attending a portion of the April 25, 2016, meeting via electronic communications. B. Loewen advised that amendments to the Council Procedures Bylaw, including distance participation in Council meetings, will be coming forward for consideration. VIII. INFORMATION ITEMS There were no information items. IX. UPDATES FROM BOARDS & COMMITTEES Councillor G. Finstad provided the following updates: Arbor Day is May 7th and planting will be taking place on the west side of the Leduc Recreation Centre dog park. Comments from the Trade Show indicated that residents were pleased to see the City of Leduc and Leduc County sharing a booth. Nighthawks visited the RCMP communication centre. X. ADJOURNMENT By unanimous consent the meeting adjourned at 8:40 p.m. Original Signed G. Krischke MAYOR Original Signed S. Davis CITY CLERK

5 4/18/2016 Emergency Services Collaboration Study LEDUC COUNTY Status Update CITY OF 1, Leduc, Final Report: April 2016 The Value Proposition Emergency services are the largest portion of most municipalities operating budget Ensuring effective use of those resources is a valuable investment agus,ctim.1,1.1,1 6 1

6 4/18/2016 LEDUC COUNTY Fire Master Plan: Fire Master Plan: -qq7e I A Service and Development Plans: In development Set Service Level for City Airside plans Set Service Levels for Assess City's resources Groundside plans entire County Identify sharing Identify partnerships Assess County's resources opportunities Identify sharing opportunities VV I IL nu Joint Collaboration Study Benefits of sharing resources and governance How to share resources to deliver services better Study Area Ilignanbe Weenaflotal /*sod IIIA) ne 4004 erroopee daly Rune. length rn 1109m, 7" IntInkkil /oak 655 tont br"'"i7p9r2i'vna - \ in 31? dvel:re in 20)1 II.JuOryCenadal 40:1bulmene, terliavg ave6,ccovoatert City el Leduc L I VOW*,! Popish:a:2G= Cern. 0-9% i Co.oth hom DenOy 656.7/1=2 I. Dxeing. 9.75,, i.d.e Ret.nolgarnberol ' Cernonorar iik over /A buirowat 2

7 4/ 18/2016 Milestones and Deliverables Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Project Scoping Start Up and Data Analysis February 2015 Fire Protection Master Plan for Nisku - EIA November 2015 Link Existing Plans November 2015 Future Station and Equipment Requirements December 2016 Standards and Response Coverage Study January 2016 Phase 6 Final Report March 2016 WM C 11, r,ters.,,tiot: or raa;.11 ZiO Drivers for Change City growth, shadow population of workers in Nisku and rising airport traffic Growing industrial development; higher risk profiles Needed new stations and apparatus Staffing evolution to full-time models III 3

8 4/ 18/2016 Opportunities Optimize new station locations Economies of scale in staffing and management Minimize cross-jurisdictional barriers Augment service to rural services Optimize use of Paid on Call staff Improve response capabilities.1. Integrated Risk Management Plan trategic Planning Integrated Risk Management Planning a j tf,tr,,,ction of can oricki 4

9 4/18/2016 RECON1MEN -3) th onofn.,d d. Governance Recommendation 1: The City of Leduc, County of Leduc and EIA Joint Fire _ Service Steering Committee choose the governance option that is best suited for the collaboration (). - Two options recommended for consideration a. Independent governing entity b. Service Sharing Agreement the,t.section of can and do 5

10 4/18/2016 Service Delivery Integration Recommendation 2: The proposed emergency services collaboration area should continue to utilize Fire Services to deliver medical first response care (CPSM, page 28). All fire/rescue units operating as medical first responders wrric Operations and Service Staffing Levels Recommendation 3: The ESCA Agency should use a mixture of full-time and Paid-on-Call staffing to provide responses meeting agreed service levels (). Staffing model will provide full complement of 24/7 staff with ability to deal with a moderate risk structural fire Proposed organizational structure follows qt:fii<tiorl of Can aid,j0 6

11 4/18/2016 ti Field Seaton 1 Nike Irdarmatian 1' Finance and Budget Plan Rem/ Erneetgency Management Training and Fitness Payroll 1 Inspections Wand Communication Safety..'gmer"" Retention I Publit Educatton Planning 50 ; j EMS end Baling Fealties end Fleet 1 Imatengelions Poking end SOPS BR end Labour Relations! 1 Muggy Foe Retention Pekin and SOPs Vehicle Maintenance Petionnance %annulment vv of can 6nd do 1 laining Bangor' ElA Battalion Chief Battalion Chief Battalion Chief ; Cny Station 1 City Station 2 ; Battalion Chief Nisku Station iik ---) [ 4 Engine Platoons 4 Engine Platoons TEngme Platoons 4 Engine Platoons fire/ems and PeC ;! 4 coins 4 Captains 4 Captains, 4 Captains! ; 8 Firefighters 8 Firefighters ' 8 Firefighters I firefighters ' L4 PoC Firefighters 4 PaC Firefighters 4 PoC Firefighters I 4 PoC Firefighters i' i Haab and FIness 1 8 EMTs EMTa I safety I I,Ilt,,,Ction el can,:bci do 7

12 4/ 18/2016 Operations and Service Training Recommendation 4: The ESCA Agency should establish a centralized training division that operates from the Leduc County Regional Fire Training Facility (CPSM, page 48). vvi,,,lionotcarlhmdo Operations and Service Emergency Communications Recommendation 5: c,. The ESCA Agency should consolidate its fire dispatching and choose a single service provider. (CPSM, page 49, amended). b. The ESCA Agency should develop a radio communications plan that includes timelines and funding for the migration to a new system - AFRRCS or other. Included in this planning process is the purchase of the needed hardware and software and data interface between the fire halls, the dispatch center, and all mobile and portable radio units (CPSM, page 50, amended). 8

13 4/ 18/2016 Operations and Service "MI Station Location Recommendation 6: a. ESCA use, as a minimum, four stations to provide coverage to the ESCA that approximates the levels of service required by City and County Councils (CPSM, page 29, amended). The ESCA Agency should monitor development in the area, locations of service calls and response times to forecast the need for future stations (). the.,5,141,10,1a6.1.1, Four Station Configuration li,,,aus,ctor:ocanand do 9

14 4/ 18/2016 Five Station Configuration ion ot can.16 jo Operations and Service Apparatus and Fleet Maintenance Recommendation 7 The ESCA Agency should centralize its fleet repair and maintenance operations and locate this operation in the City of Leduc fleet maintenance facility (CPSM, page 47). WM C 0 %an xtd do 10

15 4/18/2016 Operations and Service Funding Recommendation 8: a. The City and County should negotiate an equitable mechanism for funding the ESCA Agency that can be flexible to growth in population and value of structures protected and volume of responses provided (). b. The ESCA Agency should adopt a unified fee structure that charges for plans review, permitting, inspections, and fire investigations, with the fee structure applicable throughout the ESCA service area (CPSM, page 39). c. The ESCA Agency should consider charging fees for emergency responses and other services provided (). Operations and Service Fire Prevention, Public Education, and Fire Investigations Recommendation 9: a. That ESCA Agency consider implementation of an Integrated Risk Management Planning approach to reducing the demand for fire/rescue services (). b. In the short term, the City of Leduc and the Leduc County Nisku fire district should request from the Safety Codes Council the establishment of an accredited interim regional fire prevention agency to serve the entire area and establish a Quality Management Plan (QMP) for the area. Once the ESCA Agency's governance structure is finalized and implemented, the City and County can request that the Agency be accredited as the fire prevention agency and assume responsibilities and authorities to implement the QMP (CPSM, page 37). altta saction tf tan awl do

16 4/18/2016 Operations and Service Fire Prevention, Public Education, and Fire Investigations Recommendation 9: c. The newly created regional fire prevention agency established for the ESCA should utilize PTMAA to perform the inspections for all storage systems for flammable and combustible liquids (CPSM, page 38). d. The regional fire prevention commission established for the ESCA should conduct annual inspections at all high-hazard occupancies and should utilize in-service engine crews to conduct company inspections (CPSM, page 38). e. The regional fire prevention agency established for the ESCA should investigate all fires and make determinations regarding the amount of fire loss and the cause and origin of the fire (CPSM, page 39). {.3 II Li Operations and Service Emergency Management and Risk Assessment Recommendation 10: The ESCA should seek provincial approval to consolidate its emergency management and planning function under a key division in the organization and which should be charged with the overall responsibility for emergency management and planning. WM C ddr,,,cdor: ot f.an add do 12

17 4/18/2016 Next Steps Strategic Planning Recommendation 11: The ESCA should conduct a strategic planning process that identifies the future direction of the organization, its goals, and the methods that will be used for measuring progress (CPSM, page 41). Next Steps Public Outreach/Public Information Recommendation 12: The ESCA should develop a multimedia and fully orchestrated public outreach effort that provides the citizenry and business community with information about the collaboration efforts and the impacts that can be expected (CPSM, page 40). intms,ctior.9 can and du 13

18 4/18/2016 Next Steps Performance Measurement Recommendation 13: a. The ESCA should institute a unified incident and activity reporting system for both emergency and nonemergency services carried out by ESCA personnel. (CPSM, page 41) Next Steps Performance Measurement Recommendation 13: b. The ESCA should develop a comprehensive set of performance measures that monitors its system performance and system outcomes. The process of developing these measures should utilize target-setting input from ESCA members, the community, city and county elected officials, EIA officials, and the respective city and county administrators. The measures should be developed to support: - Governance oversight and policy decisions; - Public information; and - Service management (CPSM, page 43). 14

19 4/18/2016 Next Steps Policy/SOP Development Recommendation 14: The ESCA should develop a policy group with a designated manager to direct the development of department policies and standard operating procedures (SOPs) (CPSM, page 45). Next Steps Human Resources, Labor Relations, and Personnel Management Recommendation 15: - The ESCA will have to develop its labour relations strategies and identify those who will be involved in the labor/management process and contract deliberations (CPSM, page 46, amended). c,f can awl do 15

20 4/18/2016 Timelines Pre-Operational Activities - Plan to be complete by the end of Multi-month implementation - Post-Operational Activities - Multi year implementation Vancouver I Edmonton I Calgary I Toronto the intersection of can and do 1 6

21 Approval of Notes of the Committee-of-the-Whole Meeting held Monday, April 18, 2016 V.a. Annexation Update for April 18, 2016 (Attachment) (Removed Pursuant to Sections 21, 24 & 25 of the FOIP Act)

22 Approval of Notes of the Committee-of-the-Whole Meeting held Monday, April 18, 2016 V.b. Intermunicipal Development Plan Update (Attachment) (Removed Pursuant to Sections 18, 21, & 24 of the FOIP Act)