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Home My WebLink AboutCOD-018-13 Clarington REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: June 24, 2013 Resolution#: � -3%4 . By-law#: Report#: COD-018-13 File#: Subject: FIRE HALL #4 – COMMUNICATIONS TOWER CO-LOCATION AGREEMENT RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-018-13 be received; 2. THAT a lease (co-location) agreement between the Municipality of Clarington and Bell Mobility for the installation and co-location of a communications tower at Fire Hall #4 Trulls Road, Courtice, be approved, subject to an agreement acceptable of the Municipal Solicitor; 3. THAT the funds required for the removal of the current antenna if necessary be taken from account# 110-16-162-81610-7401; and THAT the Mayor and Clerk be authorized to execute the necessary agreement. Submitted b Reviewed b Y Y Marie Marano, H.B.Sc., Franklin Wu, AMCT, Chief Administrative Officer Director of Corporate Services to Nan—cy Taylor, BBA., CPA, C.A., Director of Finance/Treasurer MM/JB/mc CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-018-13 PAGE 2 1. BACKGROUND 1.1 The Trulls Road Fire Hall #4 currently has a 150 ft communications tower installed at the rear of the building. This tower is a self supporting tower and currently houses antennas used by the Municipality for transfer of signals between the Oshawa Fire Dispatch (Crysis System) the Municipal Administration Building, South Courtice Arena, Hampton Operations Depot and Courtice Community Centre. A photo of the current tower is provided as Attachment 1. 1.2 In the late fall of 2012, Standard Land Company Ltd.; representing Bell Mobility approached the Municipality with a proposal to install a tower at the Fire Hall on Trulls Road in Courtice. 1.3 The proposal provided for the installation of a new tower adjacent to the current tower location on the understanding that the Municipal antennas would be located on the new tower. On completion of the new installation the old Municipal Tower would be disassembled and available to the Municipality for installation at a future date and location, if required. 2. COMMENTS 2.1 Staff was aware of the need for improved coverage by Bell Mobility in the Coutice area as a result of communication issues that have been evident since we started dealing with Bell Mobility in 2008. It is anticipated that the new installation will improve wireless communication in the Courtice area. 2.2 When first approached by Bell the first question asked was can the Bell antenna be installed on the current tower? However, due to the weight and type of antenna the current tower is to light to house the Bell antenna as well as the Municipal antenna currently in place. 2.3 The Bell proposal was to install new tower that was of sufficient strength to house not only Bell's antenna and the Municipality's but may support additional 3rd party antennas at some future date. 2.4 In situations involving antenna co-location there are concerns about interference with signals caused by conflicting signals. Although there is little likelyhood of this occurring in this situation due to the differing band width of the antennas this is being addressed in the agreement. It is understood that testing will be conducted before any installations to ensure signal interference is not an issue. Should interference occur after installation it is the responsibility of the offending party to correct the problem or remove the antenna. 2.5 The proposed installation falls within the current Council approved Municipal policy regarding Communications Towers in that co-location is preferred in order to minimize the number of towers located throughout Clarington. REPORT NO.: COD-018-13 PAGE 3 2.6 The proposed tower, referred to as a monopole tower, will be more pleasing to the eye than the current tower. An illustration of the proposed tower is provided as Attachment 2. 2.7 Although the lease is not finalized there is a general understanding of the proposed content and the position of both parties under the proposed lease. However, this lease is still being developed to meet the Municipal requirements. 2.8 Due to the timing, Bell has a target installation date of September 2013. Given that Council will be in summer recess after July 2, 2013, staff is seeking approval of the installation, authority to complete negotiations and authority for the Mayor and Clerk to execute the agreement in order to meet Bell's timeline for a September start. 3. FINANCE 3.1 The co-location agreement will provide the Municipality with a revenue stream for up to 4 five year terms with an inflation factor built into the agreement. Provision is also made for the sharing of revenue generated by the addition of third party antenna at no cost to the Municipality. 3.2 The only cost to the Municipality should this agreement be approved will be the cost to dismantle the current antenna. This cost is estimated at $5000.00 and funds are available in account # 110-16-162-81610-7401 IT Hardware. 3.3 Due to the confidential nature of the agreement particularly relating to the lease rates, this report indicates that the rates are fair and when viewed over the term of the agreement, substantial. More detail of the lease rates will be provided by means of a confidential memo distributed to all members of Council and interested staff. 4. CONCURRENCE 4.1 This report has been reviewed by Gord Weir, Director of Emergency Services and David Crome, Director of Planning Services who concur(s) with the recommendations. 5. CONCLUSION 5.1 The Municipality has received an offer to enter into a lease agreement involving the installation of a tower at our Trulls Road Fire Hall that will enable improved communications and coverage of wireless capability without adding additional towers to the area. This installation will accommodate our current antenna and will result in a steady revenue stream for a period of up to 20 years. In view of the co-location opportunity and the addition of a revenue source it is recommended that the lease agreement be pursued and finalized. REPORT NO.: CO®-013-13 PAGE 4 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 X Connecting Clarington Promoting green initiatives Investing in infrastructure Showcasing our community Not in conformity with Strategic Plan Staff Contact: Jerry Barber, Manager, Purchasing Services Attachments: Attachment 1 - Photo of the current Trulls Road Tower Attachment 2 - Photo of the proposed monopole tower ATTACHMENT# 1 TO REPORT COD-018-13 Current Trulls Road Tower— 150 foot Maxtower i ATTACHMENT#2 TO REPORT COD-018-13 Proposed Monopole Tower 46 Metres i i i i hL