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HomeMy WebLinkAboutFD-8-97 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: File# GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Res. JULY 7, 1997 By-Law# Report#: File##: --- Subject: FD-8-97 10.12.6 DISASTER PLAN - JEPP FUNDING FOR MUNICIPAL OPERATIONS CENTRE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 .) THAT report FD-8-97 be received; 2.) THAT funding in the amount of $278,793.50, being the approximate cost related to construction of a Municipal Operations Centre, be committed from the Hydro Escrow Account 5001-50-X; 3.) THAT staff be directed to resubmit the JEPP application, with the assistance of Regional Emergency Measures staff and should funding be received from JEPP, these funds be returned to the Hydro Escrow Account 5001-50-X; 4.) THAT the preparation of the Municipal Operations Centre begin forthwith; and 5.) THAT the Council approval process identified in Purchasing By-law 94-129, Paragraph 5.13 be waived for the selection of an architect. 1. BACKGROUND 1 .1 In September of 1996 a report, FD-17-96 and addendum to FD-17-96, was prepared addressing the need for the Municipality to identify a location for the Municipal Operations Centre to be used for both nuclear emergencies and natural disasters. A site and the appropriate costs had to be identified to allow for the preparation of a JEPP application, in an attempt to receive a grant to assist with the costs. Continued..... 903 FD-8-97 - 2 - 1 .2 2 -1 .2 The site identified was the,Hampton Works Yard offices and the JEPP application was prepared showing the funds required to construct the Municipal Operations Centre at this site. This site was chosen with the assistance of Malcolm Scott, from Emergency Measures Ontario, as being the most appropriate site for the Municipality. The amount of approximately$278,793.50 was identified for the total estimated construction costs. Of this amount only certain aspects of the construction and equipment, an amount of $185,363.50, qualified for JEPP funding. A grant application in the amount of $83,413.58 was prepared for that portion of the costs eligible to be funded under the JEPP program. 1 .3 At this time there has been no action taken on the design and construction, however the Municipality identified funds on a forthwith basis through addendum to FD-17-97, to allow the Operations Centre to commence. The process will involve the selection of a design architect to prepare drawings for tender through the standard R.F.P. process. If the architect fees are in excess of $20,000 in accordance with the purchasing by-law, they would normally be brought to Council for approval. It is not expected that they would exceed this value, however in the essence of time, it is recommended that the purchasing by-law be waived for the award process, and the award be made by the Chief Administrative Officer in conjunction with the Fire Chief, Purchasing Manager, Property Manager and the Treasurer. Any tender recommendations for final construction will be brought to Council for approval. 1 .4 At the present time the Municipality does not have an Operations Centre for nuclear emergencies or natural disasters. The Fire Department Headquarters could be utilized in the interim, for a natural disaster, even though it severely lacks a lot of the equipment required for an operations centre. However, it cannot function for a nuclear emergency as it is within the 10km contingency zone which, if a release was to happen, would have to be evacuated. 1 .5 Some discussions took place with the City of Oshawa in an attempt to possibly identify a location for a centre which could have been utilized by both Municipalities. These talks were discontinued and the need for the Municipality of Clarington to identify its' own site was again a priority. We again decided the Hampton Works Yard was the site that could be prepared, with the required funds, in the most cost efficient and timely manner. Continued..... 904 FD-8-97 - 3 - 1 .6 3 -1 .6 In the spring of 1998 the CANATEX 3 Nuclear Exercise is to take place involving the Darlington Nuclear facility, and the Municipality will be a player in the exercise. During discussions with the Emergency Preparedness staff at the Region, the Municipality's lack of an Operations Centre was identified as a concern. It would be advantageous to have a functional Operations Centre in place so as to allow the Municipality to test its' own emergency plan during the CANATEX 3 exercise. 1 .7 We have been advised by Emergency Measures Ontario that a more detailed application must be submitted. To assist in completing the application with the details that are required, the Regional Emergency Measures staff have agreed to work with us in its preparation. Once this has been done we will be considered for a late application grant. Emergency Measures Ontario staff have agreed to assist in emphasizing the urgency of our application. 1.8 It should be noted that even if the JEPP grant is not approved, the Municipality still requires this Operations Centre for emergency operations. Construction of this site should be considered a priority and, if possible, commence as soon as the funding is approved. 2. COMMENTS 2.1 It is the opinion of staff that a Municipal Operations Centre is necessary for the municipality to operate during an emergency. 2.2 In order to test the facility's effectiveness in the event of an emergency or disaster, construction should commence forthwith for completion in time for the CANATEX exercise in the spring of 1998. 2.3 After discussions with the Treasurer it is recommended the funds be identified from the Hydro Escrow Account 5001-50-X. 3. RECOMMENDATIONS 3.1 It is respectfully recommended that funds in the amount of$278,793.50 be drawn from the Hydro Escrow Account 5001-50-X in order for construction of the Municipal Operation Centre to commence. 3.2 That staff be directed to begin, forthwith, the preparations of the Municipal Operations Centre at the Hampton Works Yard. 3.3 That staff be directed to resubmit the JEPP application, with the assistance of the Regional Emergency Measures staff, as a late submission for their consideration; Continued..... 905 FD-8-97 - 4 - 3.4 4 -3.4 That, should the grant money be received from JEPP, the funds be used to reimburse the Hydro Escrow Account 5001-50-X where the funds for the Operations Centre were drawn from; and 3.5 That the Council approval process identified in the purchasing by-law 94-129, Paragraph 5.13 be waived for the selection of an architect. Respectfully submitted, Reviewed by Michael G. Creighton, AMCT(A), CMM1 W. H. Stockwel , Fire Chief. Chief Administrative Officer arie A. Marano, H.BSc. AMCT Treasurer. MC/sr i i i C i i I 906