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HomeMy WebLinkAboutFD-9-99 , .' j THE CORPORATION OF mE MUNICIPALITY OF CLARINGTON .j ,'- .' REPORT Meeting: File# elL" FD GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Res, It(? P A _ ';).,9 - 9C) MAY 17, 1999 By-Law # File #: Date: Report #: Subject: FD-9-99 10.12.6 Y2K COMMITTEE UPDATE Recommendations: It is respectfully recommended that the General Pnrpose and Administration Committee recommend to Council the following: I. ) THAT Report FD -9 - 99 be received for information; and 2.) THAT the Y2K Committee recommendations, be adopted. BACKGROUND: 1.1 The Y2K committee produced a previous report TR- 4 -99, in which recommendations were made related to the closing of facilities and restriction of vacations for a period leading up to December 31,1999 and the first week in January 2000. Various discussions have taken place with area Municipalities, including those in the Region of Durham and the City of Peter borough. 1.2 At the present time no other Municipalities contacted are planning to provide shelters for residents. They are planning to provide residents with appropriate information on how to take care ofthem should a disruption in various services, such as hydro or gas, be realized. The Municipality of Clarington has discussed the possibility of providing such shelters, however the idea was to utilize Municipal facilities, and therefore not allow the use of these facilities for other functions. Continued.. ... 'w.w'*:.~.;,:. 9,0 1 11<ISISPRI~mOORECYCI.~Do.rm " ,- . 2- 1.3 Discussions have taken place with the school boards in the area. Facilities will not only be required for Y2K, should the Municipality decide to provide such shelters, but will also need to be provided for any non nuclear emergency that may occur in the Municipality as identified in the Municipality's plan. For this reason it was decided that schools would provide a much more satisfactory facility for shelters, as they are better equipped for these functions. They have various rooms to allow for the accommodation of groups in smaller numbers rather than everyone in one large area. Also, shower and kitchen facilities, that can accommodate larger groups, are available. 1.4 Further discussions will be required related to emergency power. Some of the sites have restricted power but not sufficient to operate as a shelter. The early discussions with board representatives have opened the possibility of considerations for joint ventures regarding the provision of emergency power. The provision of generators would provide an asset for both the boards and the Municipality, in the sites that would be utilized as shelters under the emergency plan. The initial thought was to obtain large portable generators that could be stored at the public works depot in Hampton and moved to a site when required. The sites could be pre-wired to accept the connections and provide the needed power. Therefore, should the Municipality choose to utilize these sites, discussions should proceed on a joint venture for the provision of generators. 1.5 As for closing Municipal facilities, discussion has taken place with the Chief Administrative Officer and Department Heads. Facilities Manager, Mr. Horvath has advised that Community Boards are planning on allowing their facilities to be used on December 31, 1999. After the discussions it was agreed the recommendation be made that Municipal facilities be permitted to be booked with the understanding that, should any power failure occur, the parties booking the facility have plans in place to deal with it. 2. REPORT: 2.1 The Y2K committee has taken all the information available from various groups and are recommending the following: 1.) It has come to light that sheltering for residents must be addressed for emergency planning purposes. Should the Municipality decide to provide sheltering for residents, schools provide the best sites. In this regard, it is recommended that the Fire Chief be directed to enter into formal discussions, leading to agreements, with the school boards for the use of these facilities. Continued. . ... 902 " '" - 3 - 2.) Municipal facilities function as usual for the holiday season including bookings ofthe facilities, as long as services are available on January 1st. The rental agreement should state that no refunds would be issued in the event of any unforeseen circumstance. 3.). The only staff who may be directly involved in any Y2K issue would be public works and fire departments. It is recommended that a restricted vacation schedule be allowed, at the discretion ofthe department head, ensuring that sufficient staff is available. All other municipal departments should be permitted regular vacation scheduling. The Region has reviewed its position with regard to vacation scheduling and will be putting certain staff on standby in each department that could be affected. The remainder of staff will be permitted to book vacation, as usual. 4.) It is recommended that three public meetings be held, in the evening, as follows: September 16th at Municipal Administrative Centre Council Chambers September 30th at Newcastle Community Hall October 6th at Courtice Community Complex As well as members of the Y2K Committee being present, representatives from Clarington Hydro, Ontario Hydro, Consumers Gas, Region of Durham and Durham Regional Police will be invited to make presentations. Once the agenda for these meetings is complete, it will be forwarded to member of Council for their information. 5.) Letters will be sent to the Bowmanville Memorial Hospital and Extended Care Facilities advising that the Y2K Committee will be available to answer any questions related to Y2K. There will be no formal community committee set up, as was previously recommended. We will however, continue to develop a Community Media Sub-committee to ensure information is made available to the residents. 6.) The staff for Municipal Operations Centre be on call to respond to the center should the need arise. After discussion with the Chief Administrative Officer and Department Heads, it was suggested that those staff members on call should be provided with a replacement day for this statutory holiday, as they will be required to be available. Continued.. ... 903 .. ~ -4- 7.) Funds should be allocated to provide a second dispatcher on duty at the Fire Department headquarters to assist with the potential for a large number of calls for information. It is also recommended that standby crews of 3 or 4 part-time firefighters (depending on availability) be approved for the staffing of the unmanned fire stations, between the hours of8:00 p.m. and 8:00 a.m., December 31,1999. 8.) As already identified, the departments directly involved will have contingency plans in effect for Y2K. All other departments will be responsible for their own operations and produce contingency plans to ensure no disruptions in service to the public. 9.) Although not specifically a Y2K concern, it is recommended that a generator be purchased for the Municipal Administration Centre. This will require investigation as to the size and best manner and location for installation. Therefore, it is recommended by the Treasurer that funds should be budgeted, commencing in 2000, for several years, perhaps through the Property Manager's Capital Budget, to purchase and install this generator. 10.) It is further recommended that the existing generator, located at the Municipal Operations Centre, be adapted to provide lights for the bays at Hampton Works Yard, as well as the ability to pump fuel. Therefore, funds in the amount of $2,000.00 are set aside for this purpose. II.) It is also recommended that one large capacity portable generator be purchased for emergency sheltering purposes. Therefore, it is recommended that funds be allocated from account number 7007-2-505 for this purpose. 2.2 It is the consensus of the Y2K Committee that other costs may be identified in the future. Should this occur, the Committee will report to Council at that time. 2.3 The Region is holding a Y2K meeting on May 19, 1999 at which time information will be provided as to the level of service it will maintain. At this time they see no problems with sewer, water, traffic lights, etc. Continued.. ... 9U4 . . , . - 5 - 3. RECOMMENDATIONS: 3.1 It is respectfully recommended that report FD-9-99 is received and the Y2K Committee recommendations, laid out in this report, are adopted. Respectfully submitted, Reviewed by, ~,~.~ Michael G. Creight , AMCT(A), CMMl1 Fire Chief. c3 r ~Q_~ Franklin Wu, Chief Administrative Officer MC/sr 905