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10 30 2002 SP Council Agenda ,.. . .~ -.... ~ . .. TOWNSHIP OF ORO-MEDONTE SPECIAL COUNCIL MEETING AGENDA COUNCIL CHAMBERS DATE: WEDNESDAY, OCTOBER 30,2002 TIME: 10:00 a.m. .......................................................................... 1. OPENING OF MEETING BY MAYOR 2. PRAYER 3. ADOPTION OF AGENDA 4. "DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - IN ACCORDANCE WITH THE ACT" 5. TOPICS: a) Ontario Professional Fire Fighters Association, correspondence re: Moratorium on Secondary Employment Charges. b) Fire Report No. 2002-13, Joe Casey, Deputy Fire Chief, re: Oro-Medonte Fire & Emergency Services Master Plan. 6. CONFIRMATION BY-LAW NO. 2002.107 7. ADJOURNMENT: .-;. t.' .. Ontario Association of Fire Chiefs 2002-2003 -- CHlEFM WILSON 199Adc:b:il.kA_Wcsl Osh;rwa,OntarioLU7BJ 9QS-436-3m Fax 90s.433-0216 11!W11!!Uir11licitvOlbawa.on.ca IIlVJ\>>Prcsidcot CHJEFD. TENNANt J024Jh1rlwoodLaPc,POBox lS9 0riIIia,0Dtari0L3V6J3 7OS.3.25-9J31 Fax70S-327-S818 "'t_~odrat_hinn&evem com 2""VlCO-l'JQidcnt CHlEFL GRANT 2JOSh<<brooko.StJect Pdcrborqb. Ontario K912N3 7OS-145-3213 Fax 705-74S.2460 I"'....~ftv....................t'>ftca Past-PRsidmt CHlEFT.Al.LEN 1625 BDhop SIleeI North ~OnbrioNlR7J4 519-Q1-6001 FuSI9-621-4S21 .al1entUZ!citv~eOftca T_ CHIEF C. POWERS 125 R&aJI Snet Oa:kvillc, o.urio L6J-IP3 905-338-4426 Fu90S-338-4403 ..powerstalownoakvill~.on.ca DIRECTORS cmEFRBOYES 240 EuI Street North Samia, Q1tario N7T 6X7 S19-332-1122 FuSI9-33H376 tbo"C!I@eitv.samiaOlLca DEPU1Y ctnEF T. BOYKO 4330 DufI'erin Street T 0JDtIta, Ontaria M3H 5R9. 416-391-4302 Fax4t6-391-432S Ihov1<n@cttv.torontoOlLca Cfl(U R. BROWNING 270 Strasburg Road KilcbcncT, OtItario N2E 3M6 519-741-2500 Fax 519-741-2691 rob bmwnin2@citvkilchencron.ca C1nEFI'. CAYEN S1JobAStrodSooth Aylmer, Ontario NSH 2C3 519-773-5344 Fax 519-713-5334 firecmcfi8ltownsmnmaWtidc.olLca CHIEFR. eRA WFORD 315KiDg Stn:~ West, POBox 60W Chirtbaro, OntariD N7M SK8 519-436-3292 Fax519-352~O bobc.aJcilY.chatham--kcnl.on..ca DEPUIT CHIEF G. MILLS 1445 Carling Awnue OI1awa., OaIario KIZ 7L9 613-m-mr Fax 613-798-8994 Cknuon.Milb@cilV.ottawa.on.ca DE.PUJY CHIEF N. MlJRPK'{ 211 BrockStrw Kingslon,Ontario K7L1S5 613-54f;-400\Ex1202 Fa-x613-548-n61 nmurollvr.'})~-itvkiru!slon.on.ca CHIEF s. THURLOW 1255FaUvlI'WSlrcd Burling!on, Clnlario L7S lY3 905-333..0772, Ex! 204 Fax9H5-333-&727 Ihurlowsr,;t:cityhurlim,tonOlLca c'0. 20021021 Justice and Social Policy Committee Queens Park, Toronto ON. M7A 1A2 RE: TWO HATTER BILL 30 VOLUNTEER EMERGENCY EMPLOYMENT PROTECTION ACT The Ontario Association of Fire Chiefs (OAFC) appreciates the opportunity to provide our organizations comments regarding the two hatter issue and Bill 30. BACKGROUND The Ontario Association of Fire Chiefs represents the full time, composite and volunteer administrative levels of the Ontario Fire Service from a fire protection and prevention/education management perspective. Currently the OAFC has approximately 600 rnembers representing over 400 fire service organizations across the province. The membership is cornprised of full time departments protecting 55% of Ontario's population, composite fire departments (combination of full time and volunteer members) protecting 30% of the population and volunteer fire departments representing approximately 15% of the population. The OAFC is directed by its membership through a resolution process, which takes place at our annual conference. The OAFC has been directed by a resolution of our membership to examine all aspects of the "two hatter" issue and report back to our membership. The OAFC has been participating in a process with the Ontario Fire Marshal to identify all of the issues through a discussion paper and attempt to bring all of the stakeholders together to formulate a solution to this situation. Unfortunately, many issues such as the Provincial strike resulted in the final process being incomplete at the time of the OAFC Conference in April 2002. Bill 30 was introduced after our conference. At this point in time, the Fire Marshal has met and organized a meeting with the OAFC, OPFFA, Volunteers Association and AMO. The basic principle in any discussions that the OAFC has been involved in began with the premise that public safety must not be compromised. OAFC BOARD OFFICE 786 Bath Rd., Unit 5, Kingston, Ont K7M 4Y2 1-800-774~6651 Fax 613-634-2152 E-mail: tlandon@sprint.ca Bill 30 Justice & Social Policy Committee Page2of4 '4 . (\;t!!;\"IA'ltfitwo hatter issue is not a new situation, it has surfaced many times over the past years. For the most part it has been a don't ask and don't tell situation and the Firefighter Associations have not been aggressive in demanding that the IAFF Constitution be followed to the letter. Fire Chiefs, Municipal mangers and the full time firefighters working as part timers have been aware of these IAFF Constitutional restrictions. lI;IJte:mYJ.has'{:,f'j(;)tbeena pl'I.,iljltil)lheP,<iI$t ,Where, the;i!?!?!,!e",h<,ls' become SUCh "',a serio!,!s pr()ble!fi,~/i~tit<required A!?!?()Ciations,Municip~litiesQr t/iePrQvince to demanq I~islative action<to.protecta firefighters, rig/it to work. The amalgamation of several large cities and the dramatic growth of former rural communities surrounding the large urban mega cities have been the main catalyst for the current situation. ANALYSIS As directed by our membership the OAFC has attempted to encourage and participate in a process with all stakeholders to identify a non-legislative solution to this issue because of the significant legal complications that may arise if legislated restrictions are imposed on long standing Firefighters Associations constitutions and collective agreement wording. The Ontario Fire Marshals Discussion paper on Two Hatters identifies many of the issues and offers some suggestion to move forward on this problem. The Ontario Fire Marshal had organized a meeting of the groups in August where each stakeholder brought forward their positions. At that meeting it was clear that the Firefighter Associations were restricted in their options by the wording in their Constitution and AMO stated that it was unclear that any of the parties in the roorn had the right to negotiate on behalf of the effected communities. Since that time the stakeholders have solidified their positions. P;I\IIQenCgQrag~s the paSsing of Bill 30 with amendments and the FF~O have presented the s"lIDe?!-,gge!?tion for amrndment,s tothe Bill. Position papers from the OPFFA and the recent lifting of the moratorium letter of October 1 st make it clear the only option for them is the eventual phasing out of all two hatters to meet their Constitutional mandate. However the Fire Service, both full time and part-time will still be left in the same position as before, where an individual firefighter association rnernber could charge a brother firefighter who is "two hatting" . Without the agreement of all stakeholders and the assurance that a firefighters right to fair representation is achieved it is not possible to irnplernent a phasing out process. As stated in our Ontario Association of Fire Chiefs letter of June 12th the OAFC supports the right to work intent of Bill 30 but are concerned with legal ramifications of the wording. Bill 30 is a legislative solution to the "two hatter" situation that has been introduced in isolation of broad stakeholder input. legislation of this type should not be taken lightly. There must be a full understanding of the positive and negative ramifications of the Bill. To my knowledge there has been no professional consultation or investigative process to provide the background and sound reasoning for the wording in the legislation. While the OAFC understands the well intended reasons for the introduction of Bill 30 our organization believes that in its present form it may not serve the purpose of rninimizing the impact on public safety that is envisioned by some of its supporters. I am sure that the OPFFA will tell you today of the ramifications of the passage of Bill 30. They will range from legal challenges at the provincial and municipal level to increased peer pressure on firefighters to give up the practice of working as a part time firefighters in other ~ Bill 30 Justice & Social Policy Committee Page3of4 communities. We emphasize that this peer pressure in the tightly knit firefighter cornmunity is a very real thing that will happen. ~!:Ijj,~\lVjj:ha\(en()extensi\(!!(jocurnentation, we are sure that the OPFFA letter lifting the moratorium on laying charges will have a further negative impact on firefighters and the ability of some communities to maintain the expertise in training and leadership that they now have through the use of experienced firefighters who live in the community. In some cases the removal of these key mernbers could effect public safety. The OAFC is also very concerned that a further alienation of relations between full time firefighters and part time firefighters could have a detrimental effect on the numerous successful mutual aid systerns that have been developed over the years through the OFM Fire Co-ordinators system. OAFC concerns with Bill 30 wording As well as the public safety aspect of this situation, the right to work wording in the Bill has become the focus of concern. However, having stated that. we also fully realize that this is a situation that has been around for rnany years and any attempt to legislate away long- standing labor constitutional provisions and negotiated collective agreement wording without very clear legal wording will produce serious legal challenges. . The wording in the Bill restricts a local bargaining unit from using their freely negotiated (or arbitrated) collective bargaining unit provisions to enforce rules against their own members. The OAFC does not advocate that the Firefighters Associations cannot formulate their own rules to manage their organizations and members. These rules are negotiated under the fair bargaining practices of the Province. This part of the bill could be challenged through the Charter of Rights and be tied up in the courts for many years. Amending the Bill to minimize the effect on collective agreement rights to discipline their members is necessary. . The local firefighters associations will be compelled to challenge the legislation at the municipal level to enforce the wording in their collective agreements until that wording is changed through negotiations or arbitration proceedings. . If a firefighter's card is withdrawn and they are no longer a member of the bargaining unit then the local union shop and contracting out clauses will come into play. . Is Provincial legislation binding? Can collective agreement wording override provincial legislation? There have been a number of cases were the intent of the FPPA exclusion and automatic aid provisions has been successfully nullified by local contracting out clauses. The same can happen with the wording in Bill 30. . These challenges will lead to extensive litigation costs for the Province and some municipalities with no assurance of a positive outcome. There must be enabling wording in the bill to ensure that even though a firefighter is disciplined and has his union card revoked that they can still work as a firefighter. . The OAFC also supports the principle that there should not be an attempt to intrude on collective agreements where there is an issue with full-time firefighters working as volunteers in the same community. In these circumstances the collective agreement wording should be followed until changes are made through local negotiations. . Bill 30 Justice & Social Policy Committee p-;'ge 4~;4 ... . The OAFC is also concerned that the term "volunteer" that is used in the bill would become a costly legal point. The issue of the meaning of this wording in the FPPA as it relates to the definition of "volunteer" versus "part-time" has been before the Labour Board with more than one opinion as the outcome. During deliberations on this Bill a new phrase, "paid on-call firefighters" has emerged. Wording must be crafted to ensure it is clear who this legislation affects. The OAFC had been directed by its membership to form a task force to review all aspects of this issue. The Association has atternpted to playa part in this process and there were discussions about phase-out programs and negotiations to solve the problem. Withlhe positi()ns that. have been taken by the stakeholders and the liftingofthe n)Qratoriumon charging union mernbers it is now clear that the parties cannot come to a non-legislated solution to this issue. Because there appears to be no way to change the IAFF Constitution it is necessary for the government to c;ome to a decision on the right of fair representation for firefighters which is similar to the protection enjoyed by other workers in the province. The OAFC does not believe that the firefighters in Ontario should have fewer rights than those of other workers. This is an emotionally charged and very complicated issue. There is no single or easy answer. Even the governments own Research and Information Services handout on the background of volunteer firefighters employment issues points out that the laws in other jurisdictions and Ontario Labour Relations Act are not clear on the issue of double hatting. In Summary . The OAFC has attempted to meet the intent of our resolution through disucssions with the other stakeholders. . Unless there is agreement by all stakeholders and a change to the IAFF Constitution, phasing-out of two hatters is not a supportable solution. . The OAFC supports the right to fair representation for Ontario's firefighters. . The wording of any bill that allows this to happen must be clear to minimize legal ramifications. Whether Bill 30 passes or fails there will be ramifications; the OAFC is committed to work with stakeholders to minimize the impact. Fire Chief Milt Wilson President Ontario Association of Fire Chiefs . 6> QfEIIJ! Way.. De MIlk. EJ:ec. Dindor 192 PlaiM RoItd Eet 811rUIIftDn. ON ...n 2<::6 Ph: (105J68J.7tU Fa1/:: (11M) 681.1.:189 Web dt~~ WWW.opR'.A'1 PRESIDBNT Fred uBtaM 11 RId." Skeet Ki....~ ON K7K lZS Home: ('13) ut.9126 EXECl1l1VE VIP RonG8I"Iie P. O. Box 10181 JbunrJer Bay. On P7B 6T1 Phone: {89'7)933-4IU PRES. EMERI'WS Orval 8GItoa P.O. Box- 1113 Brighua. ON KOK IHO Phone: (613) 47s..54S1 PRES. EMERlTtlS PatrickDtFazio .. Bunda CrescaJl Ott.,... ON KJV OJ8 Hur.e: {613t 731'"'19.4 VICElPRESJDENTS: Ernie J. Thorne. DIst.'. 15 MtIdstone Road KtohimIte, ON M9C US ~: t4J6) 61J.77.53 Bany QuiDn. Dist. t2 5S Peterso. Place KaMta.ON K2L4A1 ao..: (6t3) 592..J247 JirnByatt,DisLIf3 ......2 Sthlttonl, ON N5A 6S3 Hv!Rc; (519) %11-7512 Urn Sbnmons, DisL'4 1415 HaakoR Bhd.m Ruriingl.... ON L7P 4Wfi Home: (90S) 3..\10914..1\ Brian Ge<>>-ge, Dill #S 6861 Century DriYt R. R. 13 \lelbourm; ON NOLlTO Horne: (519) 164-9839 \1arc: Lcdlk, Oist. h 11 Dordaater C~nl Sudbury. ON P3A 5V3 H~: (705) 560-31.50 loe Adamk.owski, Dist. /f7 IOSlris C~mr l'hunder Ray, ON I'7A 7'1.9 HOlM: (KU7) 761.5614 An Association Run for and by the Membership , October 1, 2002 Attention All Members of The OPFFA RE: MORATORIUM ON SECONDARY EMPLOYMENT CHARGES '< ,,~ Dear Brothers & Sisters: I am writing to you with great disappointment. As many of you are aware we have concentrated an extraordinary amount of time and effort on the issue of "two-hatters' and Bill 30 - The Volunteer Fire Fighter Employment Protection Act, 2002. I must commend all of our affiliates, as collectively we have acted in good faith and with the utmost professionalism. Past President Henry Watson, in February of this year, requested that our locals respect a "moratorium" for any ~ charges regarding our members who were two-hatters. I supported Past President Watson's position at that time and carried that same position and request upon my induction into the Presidency of the Ontario Professional Fire Fighters Association (OPFFA). We have attempted since February to have serious and thorough discussions on the reliance of two-hatters within Ontario's fire service with all stakeholders. These discussions were intended to identify how many two-hatters there are, where they are located and if there was a serious threat to public safety upon their withdrawal of service. Throughout the process we advocated for a phasing-out of the two-hatters and replacing them with either full-time or paid on call (volunteer) fire fighters depending upon the communities needs and circumstances. < .... y .../2 AJfiliaJed with the International AS$fKiaJiOft of Fire FighreTr. OrIlar;lJ Fedt:ration Qf lAbour and Canadian Labour Congre.f,'; ~ 5Q) -d- -2- This provided for a reasonable approach that would achieve our goal of not having our members being two-hatters and allowed municipalities to determine their needs and have a window of opportunity to replace these members. As a result of our participation and advocating for a province wide resolve to this issue, we have scrutinized the effects of our members being two-hatters to a degree not witnessed before. This research has illustrated the various consequences on our members on many fronts. Notwithstanding, the obvious and flagrant constitution violation, there are significant health and safety, worker's compensation, collective agreement and benefit entitlement issues. All of these concerns have a negative impact on all of us. Despite our attempts to work with the various stakeholders including the Ontario Association of Fire Chiefs (OAFC), Fire Fighters Association of Ontario (FFAO- volunteers), Association of Municipalities of Ontario (AMO) and the Ontario Fire Marshal's office, there does not appear to be a willingness to continue the consultation process. Accompanying us in our opposition to Bill 30 is the OAFC. They described many concerns that will result from this Bill's passage in their August 1't position paper. However, the FFAO and AMO have continued their despicable campaign distorting the facts and maligning the OPFFA and the IAFF instead of attempting to resolve this issue. Given the combination of the aforementioned I am officially lifting the OPFFA's requested moratorium for charges on members who are two-hatters. This will leave all members with the unfettered freedom to exercise and enforce their rights under our constitution. This decision does not come easily but the time has come to reassess our approach to this issue. . I would like to thank all of our members for their patience and support throughout this entire matter. ~~~~ ~'~eBla~~ President s Site Map I Home Bills Before the House Find bills by: Title Subject Member Number: Government Bills Number: Private Members' Bills Number: Committee Bills Previous Sessions 37-2 37-1 II Legislative Assembly of Ontario Pag~ 1 Of3~ j;\~~ J ~. Members I Bills I House Business I Hansard I Committees I Library Bill 30, Volunteer Firefighters Employment Protection Act, 2002 (Private Member's Bill) 37TH LEGISLATURE, 3RD SESSION. - ~ -- - - - - - - - - - - - --- -- - ~~ - - -- Current Status: (links are to Debates) First ReadingWeQI1e.s.eJror,M1'ly22,2QQ2 Second Reading IJmrs<laY,)!)I1e()(j,2QQ2 Committee Third Reading Royal Assent Chapter First reading version: (Explana!Q!y]\lote) View First Reading (J>IIJD View First Reading (HTML): Enj,:Iisb /,ErC,I!,cb Second reading version: Third reading version: Introduced by: Ted/l,mQtt (PC) Waterloo-We]]ington Title: An Act to amend the Fire Protection and Prevention Act, 1997 in order to protect the employment of volunteer firefighters / Loi modifiant Ie la Loi de 1997 sur la prevention et la protection contre I'incendie afin d, proteger l'emploi des pompiers volontaires. Short Title: Volunteer Firefighters Employment Protection Act, 2002/ Loi de 2002 SUI la protection de I'emploi des pompiers volontaires Acts Affected: To view copies of the Acts to be amended by this bi]] visit ~LjJws. Fire Protection and Prevention Act, 1997 1.-.H.......//H"HH1 .............+1" A.T'I r><:>/1.jhr-:lrulh-illc/1.n1.71. htm 1 0/74/7007 ~. Debates and Progress FIRST READING Mily22,2QQ2 SECOND READING .!Jl11G9, 29Q2 Mr Arnott, Mr Levac, Mr Klees, Mr Hardeman, Mr McMeekin, Mr Kormos, Mr Miller, Mr Baird Carried on division and referred to the Standing Committee on Justice and Social Policy. COMMITTEE: JUSTICE AND SOCIAL POLICY THIRD READING Royal Assent: ~oIningintoforce: Royal Assent. Background Information Ministry of Public Safety and Security Office ofthe Fire Marshall Ontario Fire Colle"e Stakeholders IireJIg)1tersl,ssQciilUQ!1QfOntilriQ Ontilriol,ssQciiltiQnD[FimChiej~ Onlario,profe,ssiQ11ilLFirc"FightersAs,s,oei,ltiQI1 I'heYoJml!eerYoic,e Canadian Volunteer Fire Services Association Explanatory Note The Bill protects salaried firefighters who also work as volunteer firefighters. They may not be disciplined by an association of firefighters or dismissed by a fire department for holding both positions. httn'//www ontlaon,callihrarvlbi11s/30373.htm Page 2 of3 ), J 6 Q_) ~I 10/24/2002 6hQI,JLQy.LPrQg!,J^9J?,L.Ri$~latm.?I Copyright@1999.2002: Ontario Legislative Library, Toronto, Ontario, Canada. 1"" 11_______. ~__...t_ __ __/l~t._~_T/1...~l1..,/'2(Yl'7'1 "h+........ Pag~ 3 of 3 :tIIIIIIIIII j:' J "') ~,,( /' 10/?4/?OO? ja)".t , . Memorandmn From: Date: Re: Mayor and Members of Council Jennifer Zieleniewski, CAO October 30, 2002 Moratorium on Secondary Employment Charges To: Regarding the correspondence deferred at the October 23,2002 Committee of the Whole meeting from Fred LeBlanc, President, Ontario Professional Fire Fighters Association (attached), the Association of Municipalities of Ontario (AMO) was contacted as to their information on the subject. Mr. Jeff Fisher, policy adviser working on the Fire Fighters' secondary employment issues, advised that even when in effect, the moratorium had been very limited in scope. He fu~ " ted that the interpretation of the lifting of the moratorium was th~~~~ould now have an unfettered right to charge another member re."Secondary employment. Further research has brought to light that even though the OPFFA has lifted the moratorium, there are collective agreements presently in place that would obstruct the laying of charges for secondary employment. It is AMO's understanding that Bill 30 will come before the House for third reading very shortly and the issue will be resolved. -- . 1 TOWNSHIP OF ORO-MEDONTE REPORT a)-/' DEPARTMENT REPORT TO: PREPARED BY: Fire Report # 2002-13 Members of Council Joe Casey, Deputy Fire Chief SUBJECT: DEPARTMENT: Council Fire and Emergency Services Fire and Emergency Services Master Plan Update C. ofW. DATE: Motion # October 17, 2002 Date ~ I BACKGROUND The purpose of the Fire and Emergency Services Master Plan is to conduct a comprehensive review of the existing operations and future requirements for the delivery of fire and emergency services within the Township ofOro-Medonte. It was recognized that a Fire and Emergency Services Master Plan was required due to the following: Municipal Restructurinl! In 1994 as a result of County restructuring, the Township of Oro-Medonte, comprised of the former Townships ofOro and Medonte for the most part, and parts of the former Townships ofOrillia, Flos, and Vespra was formed. The newly created Township became the largest Municipality in Simcoe County. The Fire and Emergency Services Master Plan was necessary to determine the most efficient and effective method of delivering Emergency Services to meet the growing needs of the Municipality at present. The Fire Protection And Prevention Act As a result of provincial downloading, a new Fire Protection and Prevention Act (FPPA) was passed, effective in the spring of 1997. The FPP A placed new responsibilities on municipalities. For example, municipalities are now compelled to establish a Public Education Program involving fire safety and components of Fire Prevention. t Guidelines, stemming from the new FPP A, have been developed by the Ministry of Public Safety and Security in order to assist Municipalities in making informed choices for providing emergency services through objective and innovative approaches. These guidelines where referred to throughout the process of developing the Fire and Emergency Services Master Plan. Review of Process / /\ 5 6)-J- The Master Plan is comprised of five phases as follows: 1. Phase I - Research; 2. Phase II - Inventory; 3. Phase III - Analysis; 4. Phase IV - Master Plan, and ; 5. Phase V - the monitoring phase of the plan. We are presently in Phase III ofthe plan and have currently developed various recommendations for current and future operations of the department, relative to Phase IV. Steering Committee: . Office of the Fire MaTshal: FTank Haylow, Area Supervisor, George Townsend, Fire Services Advisor and Cynthia Ross Tusten, Fire Services Advisor . Mayor (ex-officio) Councillor Ralph Hough and Councillor Ron Sommers . Staff: Fire Chief, Paul Eenhoom, Deputy Fire Chief, Joe Casey . Fire Fighters: Randy Langstaff and Rene Oldfield . Member of the Public: John Hare Working Committee: . Deputy Fire Chief, Joe Casey . Tara Mittermayer, Project Coordinator (1998 to 1999) . Colleen Philips, Manager of Special Projects (January 1999 to May 1999) . Bonita Coones, Manager of Special Projects (May 1999 to December 1999) . In January of 2000 Harold Daynard was assigned to the project for 4.5 days per week until the compilation of data was completed, then on an as needed basis. . Fire Chief, Paul Eenhoom full time during the gap analysis. Sub Committee: . Deputy Fire Chief . Fire Chief . Ontario Fire Marshals Office . Mr. Daynard . Consultant when appropriate . Township Programmer when appropriate . Department Heads . CAO . Firefighters . Consultants: . Julie Scott of Innovative Perspectives . Baker and Associates (Township Programmers) NOTE: I. The original flow chart was amended in March of 2000 to include new regulations affecting the risk analysis component, and; 2 2. Most importantlv, to allow a time frame for the inclusion of supporting data (5 years of a paper trail). / /\ ; !J)-J - Recap Phase I - Research In 1998 with Deputy Fire Chief, Joe Casey and Tara Mittermayer, Project Co-ordinator drafted the initial flow chart for the Steering Committee's consideration and subsequently Council's approvaL Phase I of the plan, contains the research of the local circumstances and legislation, i.e. Terms of Reference, Statement ofthe FiTe and Emergency SeTVices, Goals and Objectives, Community Profile and a Review of Legislation affecting Fire and Emergency SeTVices. On or about January 1999 Colleen Philips, Manager of Special Projects replaced Ms. Mittermayer. In May of 1999 Phase I was completed by the time Mrs. Philips left on maternity leave. Ms. Coones subsequently replaced her. Recap Phase II - Inventorv Mr. Daynard was hired by Council on a part time basis to implement the GIS System for the municipality and assist with the development of a Community Profile i.e. statistics and mapping. Ms. Coones was assigned exclusively to the Secondary Parkland Study and the Fire Emergency Master Plan Study. During the compilation of the Phase II Inventory data, it was decided that a fulltime technical support person was required for the Fire and Emergency SeTVices Master Plan Study. Mr. Harold Daynard was reassigned to the Fire and Emergency SeTVices Master Plan, 4.5 days per week. Phase II includes a comprehensive inventory of the Fire and Emergency SeTVices Department as it appears presently: . Administration consisting of the Fire Chief, Deputy Fire Chief and Technical Support, disciplinary process, by-laws etc. . Fire Stations consisting of six; Shanty Bay, Hawkestone, Horseshoe Valley, Rugby, Warminster and Moonstone . Fire Prevention & Public Education, including inspections upon complaint or request, fire safety house training at schools etc. . Emergency Response including type and frequency of emergency calls, available personnel, response times etc. . Training and Education consists of the firefighters curriculum training as laid out by the OFM, First Aid /CPR, specialized training etc. . Communications including 9-1-1, dispatching etc. Six files where created from the inventory to include the above noted. Meetings where held with Sub Committees, joined by the Ontario Fire Marshals Office. Their expertise led to many revisions, ensuring that the necessary documentation was compiled. During this process, new and updated guidelines where being developed by the Ontario Fire Marshals Office that would affect the type of data required, as well as have an impact on the information gathering process. Once these guidelines where researched and their impact determined with respect to the Township, the Working Committee was able to continue with the compilation of data to address the new and revised guidelines. This caused a delay in the process and required more information to be accumulated for the . 3 purposes of Phase II. In March of2000, the Working Committee with the assistance of the Consultant commenced to analyse the existing accumulated information. / S I 1/ - . Recap Phase III - Analysis In late 1998 Innovative Perspectives was requested by the Director of Recreation and Economic Development, Ms. Broderick to submit a joint proposal for the Fire and Emergency SeTVices Master Plan and the Parkland Secondary Study with regards to managing both studies. It was also decided by both Steering Committees for both projects that the Consultant would be commissioned to manage the analysis and recommendation sections of the studies. The Consultant was also required to meet periodically with the Working and the Steering Committees to review the format of the data to ensure the compilation was consistent and could be utilized with respect to the analysis process. The inventory component was still being compiled and amended to meet the requirements of the newly developed and changing guidelines. I ANALYSIS Summary of the analysis process and approximate timelines . Develop a gap analysis chart to determine gaps in seTVices and programs (Feb - ApT 2000) with the Working Committee, including the Ontario Fire Marshals repTesentatives. . It was decided that in order to meet the requirements of Guideline 04-40-12 (A TT ACHED "A") (Risk Assessment) re: Fire Prevention and Public Fire Safety Education Policy, the Working Committee would broaden the compilation of data to encompass the information for the Risk Analysis component of the Master Plan (Apr - July 2000). This required compilation of more data i.e., building stock and locations etc. This would also provide for the measure, that a municipality should comply with the Fire PTevention and Protection Act as a minimum acceptable model. . Late July the Working Committee then developed the Risk analysis document and presented it to the Firefighters, Steering Committee and Department Heads. This document was not well received as there were a lot of unknowns, we did not have enough concrete data to justify the identification of proposed risks and we just did not know....what we did not know. . Back to the drawing board, the Working Committee met with the Consultant in August 2000 through January 2001 to identify, review, and analyze the data to determine any gaps. Input from various sources i.e. brainstorming session with District Chiefs and Captains where conducted to determine response capabilities. We realized at this point, that without digital tracking systems, we were unable to accurately assess the potential risks or to identify the gaps in seTVice i.e. response times. . . Late January 2001 the Fire and Emergency SeTVices Department redirected their energy to review the type of data that would be required to develop an accurate digital tracking system. Recognizing that the management of the data input could only be administered from within the Fire Department, it was determined that some of the daily duties of the Deputy Fire Chief be assumed by the Fire Chief to allow the Deputy Fire Chiefto focus his efforts on the compilation of the data, for approximately a one year period. This database includes total response times, from the time the call was received until the first fire unit arrived on the scene ofthe incident; the time from when the firefighter receive the call until the fire apparatus 4 6: /\ f'; .;:/ . bJ ',.,5 leaves the station etc. This was a lengthy process involving the input of a large amount of historical data (five yeaTs). We wOTked with the Township pTOgrammers to enable us to utilize the Fire Watch Software Program to track and report what we required, such as the number of firefighters on the scene of the incident and their time of arrival i.e.1 0 firefighters in 10 minutes guideline 04-08-12 staffing requirements for single family dwellings NOTE: Essentially this would form the basis for the sophisticated tracking systems that are now in place and will be required to track response times, training, and manpower for the mandatory Municipal Fire Protection Information Survey, which is being conducted with Fire Departments throughout the province. During this process we utilized our technical support, co-op students and part time help to input the historical data. . Throughout that period oftime the WOTking Committee met several times with the Consultant to develop templates to determine any missing data. (Apr - June 200 I). . The Working Committee worked with the Township programmers to develop programs based on a five year data spread (data input was cut off at end of2001). This provided us with the basis for data comparisons for past and future without the effects of spikes i.e. 90 Highland Drive, and we started to observe a number of trends occurring. This resulted in updating the Phase II data to the end of2001 i.e. trucks entered where now a yeaT older, addition of new fleet, reflect change to five year capital projection etc. . September to December 2001 continued to meet in person or by phone/fax/e-mail with the Consultant to review the generated reports for accuracy. In some instances additional data was requiTed to be entered to comply with analysis or to fill the gaps. Many changes occurred during this pTOcess as we discovered that with modifications to the programs by the Township Programmers we could capture available peTsonnel from the host station as well as total response from any assisting stations. Missing links where discovered i.e. documenting first set of tones from dispatch and the number of firefighters responding with the apparatus. Tracking suggestions were provided to the Barrie Fire Communications Department to document these missing links to meet the new legislative requirements i.e. 10 fiTefighters in 10 minutes Barrie now tracks these items fOT all the departments they dispatch for. NOTE: . During the data input and program development stages, it was deemed prudent that additional fields be included at this time for consideration at a later date i.e. police or ambulance on scene. . Jan - Apr 2002, reviewed data regarding Section "D" Emergency Response and finalized report data by analyzing and cleaning up data through exception reports so that it could be . utilized in the Risk Analysis document. During this time we also began working on the "common sense" recommendations that came out of the gap analysis chart. . In March of 2002 the Working Committee decided that it would be beneficial to include the Fire and Emergency Services Technical Support person in the project to handle the transcription and formatting of the Analysis pTOcess. The benefit would be cost effective and the support person would gain first hand knowledge for future administration of the plan. 5 /1 \ .!::, 0 ) . Apr - July 2002 the Working Committee reviewed and interpreted the new report data as it related to the Risk Analysis document. . Mid-July - August 2002 the Consultant produced the analysis summaries for review . July, Aug, September - holidays schedules . Mid - September - continued review and modifications with regards to the analysis summaries. . October 10, 2002 circulated dmft of analysis to department heads for their perusal and comments. Where do we go from here? . Draft recommendations presented to Department Heads (November 14 2002) . Draft recommendations presented to Volunteer Firefighters (between November 18 - 20) . Dmft recommendations presented to Steering Committee (November 20, 2002) . Analysis and recommendations pTesented to Committee of the Wllole (November 27,2002) . Publicize for Public meetings to present draft analysis and recommendations for January 2003 (the intent would be to make the draft analysis and recommendations available to the public by way of the web site or pick up at the Township Administration Office OT Fire and Emergency Services Headquarters) . Adoption of Master Plan by Council (February 2003) Based on the financial breakdown provided by the CAO to Council at their meeting of September 18, 2002 (A TT ACHMENT "B") a further analysis was conducted to determine the reasons for the over expenditures. The analysis highlighted the fact that in July of2000 the rejection of the dmft risk analysis required the Consultant and the W OTking Committee to address the lack of sufficient data to support the recommendations. Therefore, as indicated in the above report it was necessary to determine the type and sources ofthe additional data, which in the end required five years of historical data, which of course needed to be enteTed into a database, and proofed for accumcy and that it was functional. At the time of the 2002 budget deliberations the municipal staff did not anticipate the magnitude of analyzing the historical data and hence the digital tmcking systems that was incorporated into Section "D" (Emergency Response) of the background material. Or the magnitude of the implication of interpreting this data as it relates to the station-by-station risk analysis. The budget allocation for 2002 was $7,500.00, as at September the project has accumulated an over expenditure of$5,000.00, which should have been reported to Council fOT prior authorization. Further analysis (where do we go from here) has determined a need for a Tequest for additional expenditures of $1 0,000.00 to bring the project to year-end. Upon the completion of the document the municipality will be in a position to fulfill its responsibilities with regards to due diligence and as a result of this comprehensive review and analysis, the Fire and Emergency Services Department has enhanced its policies, procedure and best practices. 6 /, !JL 7-. . f..\ ... . '..J . This in turn pTepares the department for the upcoming Municipal Fire Protection lnfonnation Survey conducted by the Office of the Fire Marshal. To date, 22 municipalities in Ontario have completed the survey and as a result some of our neighbouring municipalities are currently being monitored under this program. This process is mandatory for all municipalities in Ontario. In my professional opinion, the Master Plan, the digital tracking system now in place, along with the enhanced policies, procedures and best pTactices, Oro-Medonte is well prepared for the evaluation. In summary, the development of the programs for tracking response and personnel data enabled the Working Committee to identify gaps and ensure that the data was completely , accurate. This, as mentioned above, required the Working Committee to review every exception and ensure the data input and reports were accurate. As a result, the tracking systems now in place provides for credible data and reports. These systems also highlight the statistics that are outside the normal range. This then allows the Fire and Emergency Services Department to identify and monitor any discrepancies and implement corrective action. Staff did not anticipate the project was going to take this long and grossly underestimated the effects ofthe risk analysis and digital tracking system on the analysis process. As a result, the Oro-Medonte Fire and Emergency Services Department can monitor, observe trends and make day-to-day operational revisions to enhance service delivery. While the desired outcome is a Fire and Emergency Services Master Plan, the timing for the comprehensive process is key to the delivery of fire and emergency services currently. The information emanating from the project along with the computerization of departmental data is significant and essential for tomorrow's business. The comprehensive process provides the necessary accountability for the department. Most importantly, the Fire and Emergency Services Master Plan will assist Council with respect to future deliberations and support Council decisions in the delivery of services for the residents of Oro-Medonte. I RECOMMENDATIONS I. THAT Council receives and adopts this report. 2. THAT the overrun be expended from the Development Charges Account, and; 3. THAT the Treasury Department be advised accordingly. 4. THAT the Clerk be authorized to bTing forward an amendment to the Tariff and Fee By-law for the costing of the background infonnation with respect to the Fire and Emergency Services Master Plan. RespecJtully submitted, //1 1 t- D ~uJ-N ~. Q;~~c r,\uY u;y,~ 7 . Selection of Appropriate Fire Prevention Programs sf') \ Page 1 of 4 /; -g '--"',,/ \ OrM Hor.IE WHAT'S NEW .'~ The Office. Ministry,of .~, 'F' o~the h 1 Public Safety and Secunty ~ 1ft::: ars.a 1 cenhal site I search I Feedback I Fr.an~ais I site map I r'~:l.JII.':I:a.':lI'I' LEGISLA nON FIRE SERVICE &?JOntario .IRE PROTECTION PUBUCATIONS RESOURCES l.a:ft-l=l;lfllO\.f,f;(k1I.r.J{l Location: Office of the Fire Marshal Home> Fire Protection ::> Guidelines on Municipal Fire Protection> Munic1D31 Guidelines Index > Selec~on of Appropriate Fire Prevention Programs IpUbliC Fire Safety Guidelines Section Fire Prevention ana PUblic Fire Safety Education Subject Selection of Appropriate Fire Prevention Programs Purpose To assist fire service managers in identifying the minimum fire prevention and public education activities required to comply with the Fire Protection and Prevention Act Introduction Municipalities must deveiop a fire prevention and fire safety education program that addresses their needs and circumstances. Section 2. (1) of the Fire Protection and Prevention Act states: Minimum Required Services (1) Every municipality shall, a. establish a program in the municipality which must include public education with respect to fire safety and certain components of fire prevention; and b, provide such other fire protection services as it determines may be necessary in accordance with its needs and circumstances. Therefore. as a minimum acceDtable model municipalities must provide the services listed below, The simplified risk assessment shouid identify the extent to which additional services may be required to meet the local needs and circumstances of specific municipalities. , Municipalities may deveiop a different model far fire prevention and public education services provided they are able to demonstrate that their model meets the mandated requirements of the community's locai needs. 1, Simplified risk assessment 2. A smoke alarm program 3. Fire safety education material distributed to residentsloccupants A 1- http://www.gov.on.calOFM/guidetec/munguideI04-40-12.htm 10/28/2002 IAn, "''''"''71''11''\7 'C7 l:::Innl-,r\ 'Ap.Dsan! Selection of Appropriate Fire Prevention Programs Page :2 of 4 4. Inspections upon complaint or when requested to assist with code compliance jV" / \ 1. J..' ' IJ) ~ . Simplified Risk Assessment A simplified risk assessment must be done for the community to determine the needs and circumstances of the municipality and to establish the level of fire prevention and public fire safety education required. Any significant risks identified through the analysis should be addressed. For example; if the risk assessment indicates a significant life or fire loss in multi-unit residential buildings, a program that will adequately improve their fire safety - such as routine inspections - would be appropriate to address the specific need of the community. Smoke Alarm Program The scope and extent of the remaining three required programs can be determined by the results of the simplified risk assessment. The objective of a smoke alarm program is the provision and maintenance of working smoke alarms and home escape planning activities for all residential occupancies in the municipality, The activities associated with the program may include any combination of the following: . community surveys . distribution of pamphlets or other education material . instruction to residents regarding smoke alarms . providing smoke alarms at reduced or no cost . installation of smoke alarms . inspecting premises to determine compliance with the smoke alarm provisions of the Fire Code, Fire Safety Material Fire safety education material may be distributed to residents and/or occupants consistent with the community's needs and circumstances by any combination of the following activities: . distribution of pamphlets or other education material . public service announcements utilizing the available media . instruction to residents/occupants on fire safety matters . presentations to resident groups . attendance at public events , Fire safety education material addresses such issues A ~ http://www.gov.on.ca/OFM/guidetee/munguide/04-40-12.htrn 10/28/2002 ---_ ,__ .___......... <I...",..."", . Selection of Appropriate Fire Prevention Programs Page 3 of4 as preventing fire occurrence, the value of smoke alarms, planning escape from fire, and being prepared to deal with a fire incident. The OFM Regional Office can provide assistance with fire safety education material for the public. Fire safety education material may also be found on the OFM webslte, 5 b) -/0 Inspections Inspections of properties must be done, or arranged for, by the municipality when: . a complaint Is received regarding the fire safety of a property . a request Is made to assist a property owner or occupant to comply with the Fire Code and the involvement of the Chief Fire Official is required by the Ontario Fire Code Any Inspection conducted must include notification of the property owner or responsible person and appropriate follow-up with enforcement, If necessary. Codes, Standards, and Best Practices Codes, Standards, and Best Practices resources available to assist in establishing local policy on this assessment are listed below. All are available at http://www.gov.on.ca/OFM. Please feel free to copy and distribute this document. We ask that the document not be altered in any way. that the Office of the Fire Marshal be credited and that the documents be used for non-commercia! purposes only. See also PFSG 01-02-01 Comprehensive Fire Safety Effectiveness Model 04-12-13 Core SeNices 04-12-13 Core Services 04-40A-03 Simplified Risk Assessments 04-406-12 Smoke Alarm Programs 04-40C-12 Public Education Programs 04-40D-12 Inspection Programs I centra! site I search I feedback I francais I site maD I I Min!strv Site I OFM Home I What's New I About the OFM I FreQuentlv Asked Questions I Fire Service I Fire Protection I Fire Prevention I 199islaUon j Publications I Resources I @ Ontario Thi~ !>ite 15 m.ainl.ained by the Government of Ont.ario, CarHlda_ Comm~nts and feedback Contact our offices directly. .If 3 http://www.gOy.on.calOFM/guidetec/munguide/04-40-12.htm 10/28/2002 - -- ,-- .------ .,................, ) Selection of Appropriate Fire Prevention Programs Page40f4 @2001 Queen's Printer for Ontario / \ t. )-11 1..// ' La~t Modffied: May 10. 2001. http://www.gov.on.calOFM/guidetec/munguide/04-40-12.htm 10/28/2002 ...., --., , "7"'''''''' ',..,,7 ''''',.,n~'''''r"\ '^~nc:~n! 'FPPA Opinions and Applications -- SUBSECTION 2(1) Page 1 of2 @ Ontario ~/\').....- . '-.../b)-Io ~... The Office Ministry of ,~ " of the. Public Safety and Security · Fu'e Marshall cohl,al ,;Ie I ,.arch I feedback I fran,a;, I ';1. map I Or-M HOf'l1E WHAT'S NEW rr':lnnaw:r:a.J::h'lW , . FIRE SERVICE IRE PROTECTIOtJ FIRE PREVENTION LEGISLA nON PUBLICATIONS RESOURCES LocalJon: Office of the Fire Marshal Home> Leaislation > FPPA Ooinions & Acolications > FPPA SUBSECTION 2(1)(OPINION) PART II FPPA Opinions & Applications Subsection 2(1) SUBSECTION 2(1) Municipal Responsibilities "Every municipality shall, a. establish a program In the municipality which must include public education with respect to fire safety and certain components of fire prevention: and b. provide such other fire protection services as it determines may be necessary in accordance with its needs and circumstances." INTENT: This establishes municipal responsibility for fire protection and makes fire prevention and public education mandatory. It serves to clarify the role of municipalities in providing fire services and establish the minimum level of fire protection without imposing significant costs on municipalities. APPLICATION: 01 A1 What are the minimum fire protection services required for any community? As a minimum acceptable model. municipaltties shOuld provide the services listed below. 1. a smoke alarm program 2. fire safety education material distributed to residents/occupants 3. nspections upon complaint or when requested to assist with code compliance (including any necessary code enforcement) 4. simplified risk assessment Municipalities may develop a different model for fire prevention and fire safety education services if they are able to demonstrate that their model can meet the community's needs and circumstances. 02 For more detailed information refer to Pubiic Fire Safety Guideiine0440-12 in the Guidelines On Municipal Fire Protection developed by the Office of the Fire Marshal. Who assesses municipal fire protection requirements to mitigate an identified risk? ,,5 http://www.gov.on.calOFM/ippaopin/2(1).htm 10/28/2002 FPPA Opinions and Applications -- SUBSECTION 2(1) Page 2 of2 5//;)//3 A2 Municipalities are responsible for conducting a risk assessment of their jurisdiction, and in Identifying what fire protection services are necessary to mitigate those risks to an acceptable level. While they are responsible to ensure that this is done, they may request assistance from the Office of the Fire Marshal, or contract the necessary consulting services to actually conduct the assessment. Q3 How are the needs and circumstances of the community assessed and appropriate services determined? A3 The needs and circumstances of the community are assessed by conducting a risk assessment for that community. Once the specific risks have been identified, the appropriate services can be determined. Further details on this process can be found In the relevant municipal fire protection guidelines. Q4 Why is fire suppression not mandatory? A4 The needs and circumstances far fire services vary, depending on the municipality. For this reason, it is not possible or feasible to universally mandate fire suppression. The FPPA reflects the principle that municipalities are in the best position to determine their awn needs and circumstances, and to make appropriate choices about the level of fire suppression that their residents require. QS AS Nevertheless, the FPPA does recognize that the province has an interest in public safety and provides a means to address a serious threat to pUblic safety via the Fire Marshal's review authority. Can community fire safety teams provide emergency and rescue services? No, ,he function of a community fire safety team is established in subsection 4(1) which refers to clause 2(1)(a). This clause only refers to public education and fire prevention activities, not to suppression or rescue activities, ! centra! site! search I feedback I francais I site mac I I Ministrv Site! OFM Home I What's New I About the OFM ! FreQuentlv Asked Questions! Fire S~fVice I Fire Protection J Fire Prevention I teals/alion I Publicalions I Resources I @ Ontario Thjs sHe j.s maint.lined by the Government of Ont.lrio, C.anada. Comments ana feedbaCK COn1act our offices dif('jctly. It) 1999 Queen's Printer fat Ontario Last Modified: October 15, 1999. A~ http://www.gov.on.ca/OFM/fppaopin/2(1).htm 10/28/2002 " TOWNSHIP OF ORO-MEDONTE SUMMARY OF FIRE MASTER PLAN COSTS 1999 COSTS BUDGET Advertising 759.65 Office supplies 245.99 1.005.64 0.00 2000 Consultant fees 17,960.73 Photocopying 828.22 Office supplies 768.91 Computer programming 634.92 20,192.78 15,000.00 2001 Consultant fees 6,971.81 Photocopying 769.23 Office supplies 549.85 8,290.89 7,500.00 2002 (to September 15,2002) Consultant fees 9,410.55 7,500,00 // /).\ / I <../' '...//J ... ____ ,__ .______ .t_____.