HomeMy WebLinkAboutESD-010-12 Cladiwn REPORT
EMERGENCY AND FIRE VI
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 25, 2012 Resolution#: -4P
Report#: ESD-010-12 File#:
Subject: FIRE DISPATCH SERVICES
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report ESD-010-12 be received;
2. THAT Staff be authorized to negotiate an agreement with the City of Oshawa to
provide Fire Dispatch Services and After Hour's Call Reception Services;
3. THAT Council authorize the Clerk and Mayor to execute an agreement with the City
of Oshawa;
4. THAT Council approve utilizing the $189,000 approved for new staff in the fire
department in the 2012 budget with the balance of the annual funding to be
included in the 2013 operating budget at an estimated 0.5% tax levy increase for
the purpose of absorbing the 4 existing dispatchers into the fire suppression; and
5. THAT all interested partied listed in Report ESD-010-12 be advised of Council's
decision.
Submitted by: `J�-' Reviewed b :
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Gord Weir, Franklin Wu,
Director of Emergency Chief Administrative Officer
Services
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REPORT NO.: ESD-010-12 PAGE 2
1.0 BACKGROUND
1.1 Until July 1990, fire dispatch services were contracted out to residents of the
community who provided this service from their homes. At that time, Council
endorsed the hiring of 4 full-time firefighter/dispatchers and utilized this position
as an introductory position into the full-time firefighter ranks of Clarington
Emergency and Fire Services. This is still the practice today. Firefighters relieve
dispatchers for breaks, vacation, lieu days and unscheduled leave.
1.2 In July 2000, a Report was submitted to Durham Region's Chief Administrative
Officers recommending that the five southern fire services investigate
amalgamating fire dispatch centers. With a Consultant's Report in hand, the Fire
Services focused on expanding the existing Oshawa trunked radio system with
the intention of creating two fire dispatch centre's; one in the west and another in
the east. Today, Ajax Fire Services provides fire dispatch services to Pickering;
Oshawa Fire Services provides fire dispatch services to Whitby and call alerting
services to Scugog, Uxbridge and Brock Township Fire Services.
In 2002, Oshawa's trunked radio system was expanded with Pickering, Ajax,
Whitby, Oshawa and Clarington all becoming partners in the ownership, use and
maintenance of the radio system.
1.3 Council Resolution #C-493-08 provided the Director of Emergency Services/Fire
Chief authorization to analyze the continued ownership of fire dispatch services
or to outsource the service.
2.0 COMMENTS
2.1 Since 1990, Emergency Services has progressively increased its full-time
firefighter staffing by 32, the majority of whom were trained to assume the
firefighter/dispatcher position. These positions were hired from Clarington's
volunteer firefighter ranks and spent up to six months training/shadowing their
predecessor.
2.2 The 2003 Master Fire Plan and subsequent 2008 Update addresses the gradual
increase in full-time firefighters with the goal of staffing the fire stations in
Courtice, Bowmanville and Newcastle with full-time firefighters along with the
present volunteer firefighters.
Today there are 48 full-time firefighters and 4 firefighter/dispatchers.
REPORT NO.: ESD-010-12 PAGE 3
2.3 Currently, no call ratio formula exists for staffing fire dispatch centres. However,
there is an expectation from both the public and emergency service community
that a professional communicator be dedicated to the position. Today's fire
services communicator should perform to Ontario Fire Service Standards and
National Fire Protection Association Standards while:
• receiving emergency calls from the public and other agencies;
• analyzing the information received from the caller and dispatching
required emergency vehicles;
• operating console equipment, including telephones, radios, status control
and computer aided dispatch software;
• following established procedures in making calm, cool decisions as
required in an emergency services environment; and
• maintaining a working knowledge of available resources to support
emergency scene operations
2.4 In 2010, Arbitrator Burkett awarded the Municipality the ability to contract out
dispatch operations provided no firefighter is laid off and employees are
absorbed into fulltime fire service. Council was advised of the award through
confidential report, COD-033-10.
2.5 The four firefighter/dispatchers would either be utilized to increase suppression
platoon sizes to 13 firefighters or alternatively, would be to utilize in other
divisions such as training, fire prevention or administration until required in
suppression. With either scenario, the firefighters would begin to move
through the ranks.
2.6 Oshawa Fire Services possess an up-to-date dispatch environment and sufficient
communicators to provide fire dispatch services and after hours call taking
services to Clarington on a population per capita basis.
The pros to having Oshawa Fire Services provide fire dispatch and after hour's
services to Clarington include:
• Benefit of dedicated and trained professional dispatchers with a trained
supervisor
• Shared current and capital costs between partners
• As Scugog, Uxbridge and Brock Fire Services move from call alerting to
full dispatch services the per capita ratio should decrease or at least be
contained
• Administration and managing radio technology in dispatch would be the
responsibility of Oshawa Fire Service
REPORT NO.: ESD-010-12 PAGE 4
The cons include:
• Loss of position to accommodate, modified work for injured firefighter
• Limited control of the dispatch function
• Lack of cost control
3.0 FINANCIAL CONSIDERATION
3.1 In 2012, the cost to staff and maintain fire dispatch services in Clarington
included $301,000 in wages and benefits and $130,000 in service/support fees
and licenses.
3.2 In 2012, the cost to have Oshawa provide fire dispatch services to Clarington
would be $382,000. The Oshawa fee is based on the per capita populations of
Whitby, Oshawa and Clarington. Clarington would continue paying
service/support fees totaling $110,000.
All cost and fees are subject to annual wages and benefit increases, operating
expense and fee increases.
3.3 The cost to move fire dispatch services to Oshawa and dismantle the
Clarington's fire dispatch centre is $22,500. This figure includes moving
Clarington response data onto the Oshawa CAD system, decommissioning the
Meridian telephone system, console radio hardware and emergency back-up
telephones.
3.4 Over the next two years 2013 and 2014, the Municipality will be investing capital
funds in a new Region-wide radio system. In addition, capital funds will be
requested for upgrades to computer-aided dispatch hardware and audio
recording hardware. These capital investments will cost approximately $400,000
and would be avoided if fire dispatch was to move to Oshawa.
In addition, further savings would be experienced through reduced CAD system
service and support costs, Bell T1 and telephone line reductions, reductions in
used worn or damaged equipment costs i.e. uninterrupted power supply failures
and computer hardware failures.
3.5 The cost of absorbing the 4 firefighter/dispatchers would be progressive. After
achieving 1 St class firefighter status in 2 Y2 years, the 4 firefighter's wages and
benefits total $400,000. An increase of$103,000 from today's wage and
benefit costs. This would be gradually picked up in each successive budget year
as a movement through the grid.
3.6 In general, if fire dispatch services had been provided by Oshawa through 2012,
the 2012 current budget impact would have been an increase of$385,000.
There would be annual operating savings of $20,000 to $30,000 and there would
be a onetime capital savings of$400,000. This would also have increased the
REPORT NO.: ESD-010-12 PAGE 5
firefighter complement by 4 staff being transferred from dispatch to firefighting
duties.
3.7 Should Council give authorization to proceed, it is recommended that the
changeover would take place during 2013. Council has set aside $189,000 in
the 2012 budget towards fire staffing. As result of outsourcing fire dispatch, fire
staffing would increase by four firefighters. The $189,000 could be used to fund
this. As a result, the balance of the $193,000 would be required as part of the
2013 operating budget. This represents a 0.5% tax levy increase for 2013.
4.0 CONCLUSION
4.1 From an era of providing dispatch services from a private home through to
today's model, fire dispatching has continued to advance with newer technology.
The equipment, software, policies, procedures and industry standards used to
dispatch emergency service responders to community emergencies is highly
technical requiring committed professionals.
4.2 If it is Council's desire to continue to up-staff the number full-time firefighters,
reduce liability and avoid costs while improving services. An opportunity
presents itself and it is staff's recommendation that Clarington should consider
outsourcing fire dispatch services.
5.0 CONCURRENCE
Director of Finance, Nancy Taylor
CONFORMITY WITH STRATEGIC PLAN
The recommendations contained in this report conform to the general intent of the
following priorities of the Strategic Plan:
_ Promoting economic development
X Maintaining financial stability
_ Connecting Clarington
Promoting green initiatives
_ Investing in infrastructure
Showcasing our community
Not in conformity with Strategic Plan
Staff Contact: Gord Weir, Director of Emergency and Fire Services/Fire Chief
List of Interested Parties: Oshawa Fire Chief Steve Meringer