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HomeMy WebLinkAboutFD-24-87 k \ , :J TOWN OF NEWCASTLE J REPORT File # / Res. # By-Law # MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMI'T'TEE DATE: NOVEMBER 2, 1987 REPORT #: _D ��i_87 FILE #: fie.-12-x6-- SUB.ECT: RESOLUTION 0605-87 - CORRESPONDENCE REFERRED TO THE TREASURER AND FIRE CHIEF FOR A REPORT ON COSTS OF IMPLEMENTATION OF 911 . RECOMMENDATIONS: It is respectfully recommended to Council 1 .) That the joint report FD 24-8'( from the Treasurer and Fire Chief be received; 2. ) THAT the Town of Newcastle support in principal, the 911 enhanced emergency phone system for Durham Region; and 3. ) THAT should the 911 system receive Regional approval, the Town of Newcastle endorse the establishment of a Central Dispatch Centre at Newcastle Fire Department Headquarters. BACKGROUND AND COMMENTS Staff have reviewed Report 73-87, from the 911 task force to the Region of Durham Management Committee, on the implementation of a 911 emergency telephone service in Durham Region, dated June 24, 1987. Aspects of the report have been discussed with members of the 911 task force with regard to Newcastle's requirements, and Staff would respectfully suggest that the Town of Newcastle support in principal the 911 enhanced phone system. The 911 task force consists of: j - Chief Administrative Officer of the Region; - two representatives from the Durham Region Police Force; - three representatives from the Fire Services of the area Municipalities; - one representative from the Provincial Ambulance Service; and - support staff from Bell Canada, the Regional Finance Dept. , Regional Councillors McPhail, Mclean, Pilkey and Regional Chairman Herrema. Continued. . FD 24-87 - 2 The overall benefits of this service are outlined in the Management Committee Report #73-87 and pertain to the following: - 911 is an easy number to remember in times of emotional stress; - provides for fast access to emergency services; - benefits individuals who witness or experience emergency incidents in unfamiliar surroundings; - no coins are required to dial 911 from a pay phone; - would improve overall co-ordination of emergency response; - will increase community awareness and encourage citizen involvement in reporting emergency incidents; - the enhanced 911 system should reduce the number of prank calls received; - will establish an exclusive emergency number throughout the Region. In addition, other benefits to Newcastle area residents include: 1 .) 911 is a North America wide recognized three digit emergency phone number, that would be available to Municipal residents, tourists and guests. 2.) implementation and the one time start up cost of the 911 service would be provided for through the Region of Durham. 3.) A comprehensive advertising program would be provided and funded through the Region informing the entire community about 911 . 4.) Many Newcastle residents work outside of the Municipality (Toronto area) where the 911 system is available. When they return to their homes, where it is not available, confusion is created, from time to time, for these residents, when calling emergency services. Implementing 911 throughout Durham Region would certainly assist all residents and eliminate any possible confusion as to what phone number to call for an emergency. Newcastle's share of the ongoing Regional operating costs to provide the system would amount to approximately $150,000 for the initial year, which would be financed from the annual Regional General Tax Levy. Using the generalized figure of approximately 36,000 persons for Newcastle's population, the per capita cost for the Regional Tax Levy for the 911 system in Newcastle would amount to $4.16 per person. Additional direct costs to Newcastle would relate to the need to establish and man a Central Dispatch Centre as previously identified in Report F.D. 1-87 (attached) . Associated costs for the hardware equipment could be drawn from the Fire Department Reserve Account and would not have an impact on the Newcastle Tax Levy or on the Fire Department 1988 budget. It would be a one time startup cost of approximately $50,000.00. Staffing of the Central Dispatch Centre would result in an overall increase of Continued. . . FD 24-87 - 3 - approximately $50,000 in operating costs primarily relating to wages for the operators. A cost breakdown is attached outlining costs for the existing Answering Service system and the proposed Central Dispatch System. Staff would note that a portion of this additional $50,000 could possibly be offset through the overall improvement to the system as follows: 1 . ) All Town department telephones could be posted after hours to a central number that would be answered by Fire Department Dispatchers. A system could then be established for after hour, on call, Town staff, to be contacted through Fire Department Dispatch, to deal with Municipal residents' concerns or problems, as in other Municipalities, which could reduce additional costs in other areas. 2. ) The Central Dispatch service could be made available, for a fee, to the local Public Utilities Commission, Ontario Hydro and Consumers Gas Co. for after hours calls and dispatching of their personnel, as in other Municipalities. In establishing a Fire Department Central Dispatch Centre, with an operator on duty at all times, to not only answer emergency calls but also answer all after hour calls for the Municipality, Staff suggests that this would improve overall the Municipal operation. If the 911 system is approved by the Region of Durham, then Newcastle will require a Central Dispatch Centre, to accommodate the proposed 911 enhanced system. in summary, Staff would recommend that Newcastle endorse the 911 enhanced emergency phone system in principle. If the Region approves this system, consideration of` the Central Dispatch Centre, as described above, would take place during the 1988 budget deliberations of the Town. Respectfully submitted, Respectfully submitted, Recommended for pre- sentation to Committee W1--/AldridgAl Blanchard, Lawrence Kotseff,� e Chief. -Treasurer. Chief A Officer. JA/sr Encis. (2) October 20, 1987. COMPARISON OF COST FOR THE EXISTING FIRE DEPARTMENT ANSWERING SERVICE SYSTEM AND THE PROPOSED CENTRAL DISPATCH SYSTEM EXISTING SYSTEM The cost for the Answering Service system and equipment for answering and dispatching is located off premise in private residences and is triplicated. - 1987 budgeted wages for 3 Answering Service Operators, (minimum wage) $40,000 - telephone equipment rental $12,000 - maintenance cost for the system $ 4,450 $56,450 PROPOSED CENTRAL DISPATCH - That would accommodate the 911 System. - wages for 5 operators at $20,000 each (start rate) $100,000 - telephone equipment rental $4,000 - maintenance cost $2,000 $106,500 The difference in cost for providing the Central Dispatch would be approxi- mately $49,550 (excluding the initial start-up cost of approximately $50,000, to be obtained from the Fire Department Reserve Account 2900 00014) . i TOWN OF NEWCASTLE REPORT File t1 Res. By-Law # NESTING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: JANUARY 19, 1987. REPORT #: p 1 - s7 FILE #: 10. 12.6 SLBJECT: G.P.A. Resolution 1072-86 - 911 Exchange - "That the Fire Chief review and report on the matter of the 911 exchange". RECOMMENDATIONS: It is respectfully recommended: THAT this report be received for information. BACKGROUND AND COMMENTS Further to the presentation by Whitby Fire Chief Crouch on the 911 system, and Committee' s request to investigate the possible impact and associated costs to this municipality. Staff has completed some preliminary cost estimates in conjunction with the 911 system, in relation to the Town of Newcastle and in regard to what is required in the way of equipment and manpower, to be compatible with the 911 service. Also considered are means of possibly offsetting some of the operating costs and the overall benefit that 24 hour answering of a municipal phone line may offer. Communications represent the general nervous system of the Firefighting organization. A means of fast, accurate and reliable communication is critical to a Fire Department' s essential purpose of swift reaction to emergencies, in which time is of the essence. Emergency Fire Service communication lies in three key areas. These are, the means by which the public advises the Fire Department of the emergency, the means of dispatch of the firefighting forces, and the area of internal operational communication. As to locating the 911 Dispatch/Fire Department Communication area, I would recommend that it be .located in Fire Station No. 1 , in the Fire Department office adjacent to the Continued . . . . . v FD - 87 _ 2 - Department's general office area. The existing Fire Department communication area is located at the rear of the vehicle apparatus floor in Station No. 1 . The equipment (base radio, tape recorder, alarm panel , encoder, etc. ) sits on the damp cement floor and is subjected to dust, moisture and exhaust fumes from the vehicles, which is not conducive to this equipment's operation, creates frequent maintenance problems and, I would suggest, reduces the equipment' s life expectancy. Relocating the equipment from the basement area would be a preventative maintenance move also. Minor renovations would be required and due to the office' s proximity to the existing equipment, relocat- ing costs could be kept to a minimum. Estimated cost for moving equipment and office renovation, of which some could be offset using our firefighters, is $1 ,500.00. The next item required is a 24 hour reel to reel recorder with a quick call check. To be compatible with the 911 system and also to provide the municipality with a communica- ions system to meet present and future requirements, the recorder presently in use would have to be upgraded. The existing tape recorder is on a long term loan to this Department through arrangements made with the Fire Marshal 's Office and the Ministry of Health. It records telephone conversation on the two emergency phone lines and radio messages on the Fire Department channel . It has four channel capability only, has no provision for recording time and does not have a quick call replay function. The recorder was previously owned by the Ministry of Health and identified as outdated approximately six years ago. This Department has used the recorder for the past four years, as it was an improvement over what was used prior to that. Operation problems have been experienced with it lately, and parts are hard to find. A recording device is a vital piece of equipment used by emergency agencies to assist as )ackup documentation at the time of the call , after the call and for legal issues that may arise. A new eight channel reel to reel recorder with quick call function, which would be compatible with the 911 system and would serve the municipality for many years is estimated to cost $31 ,000.00. To assist in dispatching equipment, identifying roads and property locations in this large municipality, pre-fire planning of high risk buildings and special care facilities, a personal computer is required. Through M.A. I. , which is the system the Town has purchased, a micro personal computer is available, that could access and store information from the main frame system. The micro computer has the capacity to bank information and store it separate from the main frame. This makes it usable 24 hours a day for dis- patching purposes. Also, the map graphics that the Planning Department is considering inputting into the computer system could be accessed by this Department and stored for dispatching purposes. The M.A. I. micro P.C. computer is estimated to cost $5,000.00. The final item, which has the greatest impact to the municipality would be the need for i FD 1-87 - 3 - five trained, full time Alarm Operator/Dispatchers. The 911 system would transfer emer- gency fire calls to Newcastle Fire Department dispatch via a 911 computer screen with backup telephone confirmation. Only one terminal will , be provid-ed to Newcastle through the 911 system, which creates the need for a cgntral dispatch. Costs would be prohibitive to triplicate all of this equipment and try and adapt it to our existing off premise answering service locations in private homes. Staff proposes that the Alarm Operator/ Dispatchers could be hired on a staggered basis with the first one hired in the fall of 1987. This person could start inputting information into the personal computer, such as response routes, fire district boundaries, rural numbers , pre-fire planning information, etc. In the spring of 1988 two additional operators could be hired (March) and trained. These three operators could then start Answering/Dispatching for the Fire Department working a day time and afternoon shift. The existing three Answering Service personnel would be reduced to two persons at that time and would cover the night hours. In the all of 1988 two additional Alarm Operator/Dispatchers could be hired (November) and trained. In December the full time Alarm Operator/Dispatchers (5) would be trained and ready to take over the complete function of dispatch and be operational for the 911 system. Estimated wages for five persons would be $100,000.00 with 24 hour Operator/ Dispatch centrally located. Consideration could be given to offsetting some of this cost by offering their services to external sources such as- Consumer's, Gas, Newcastle Hydro, Durham Region Works Department for Newcastle area, etc. Town Departments could also benefit from this 24 hour service. The Public Works Department would not need to hire an answering service for winter snow complaints which would result in a cost saving of approximately $2,000.00. The Animal Control Department could have a 24 hour complaint number. The municipality could institute a 24 hour phone number that would answer inquiries or complaints and direct these calls to the appropriate departments and receive messages for Mayor and Councillors after hours. It is Staff's understanding that the proposed 911 system is intended to improve overall emergency response throughout Durham Region. To assist in achieving this, tiered response will be placed in service. Tiered response is simply, upon notification of an emergency the 911 operator will contact the three emergency agencies, police, fire and ambulance and dispatch them to the scene, if determined they may all be required. Tiered re!ponse has been on a trial basis in Pickering, Ajax and Whitby in conjunction with the Ministry of Health, for the past year and has proven beneficial to residents. Statistics have indicated that Fire Department emergency responses have increased in the above areas to the point where at least two to one emergency calls are for tiered response. Emergency calls responded to in 1985 by the Newcastle Fire Deparhilont. Lotdlled 607, with 1986 calls not yet tabulated. If the ratio of 2: 1 is considered I i i FD 1-87 _ 4 _ 4 C ) for tiered response, then an estimated increase to 1214 calls yearly is conceivable, which would also have an impact on the Fire Department budget. This figure is undeter- mined at this time. In consideration of the foregoing, to be ready for the 911 system, Staff estimates the overall cost impact to the Town of Newcastle to be $40,750 in 1987, $55,200 in 1988 and $100,000 in 1989. These are estimated costs that take into account only the impact on the Town of Newcastle with regard to equipment and manpower for the 911 system. ESTIMATED EXPENDITURE FORECAST PROPOSED 911 SYSTEM Year Costs 1987 Renovate alarm room & relocate equipment $1 ,500 Purchase reel to reel recorder $31 ,000 Purchase micro computer $5,000 November - Hire 1 Alarm Operator/Dispatcher $3,250 TOTAL $40,750 1988 Alarm Operator/Dispatcher hired November /87 $19,500 March - Hire 2 Alarm Operator/Dispatchers at. $14,625 each $29,250 November - Hire 2 Alarm Operator/Dispatchers at $3,250 each $6,500 TOTAL $55,250 1989 5 fulltime Alarm Operator/Dispatchers at $20,000 each $100,000 Respectfully submitted, Recommended for presentation to the Committee: Aldridge, Lawrence E. Kotseff, Fire Chief. Chief Administrative Officer. JA/sr January 14, 1987. I