HomeMy WebLinkAboutFIR 02-20
Report to Council
Report Number: FIR 02-20
Date: October 26, 2020
From: John Hagg
Fire Chief
Subject: Durham Farm 911 Project
- The Emily Project
- File: A-1440-001-20
Recommendation:
1. That Council adopt the funding agreement set out by the Region of Durham to supply the
City of Pickering with $31,800 to purchase rural address markers for secondary access
points to rural properties;
2. That City of Pickering staff provide for the installation and GIS location for each sign
requested;
3. That the Mayor and City Clerk be authorized to execute the Durham Farm 911 Funding
Agreement as set out in Attachment #2 to Report FIR 02-20; subject to minor revisions as
may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and
4. That the appropriate City officials be authorized to take the necessary actions as indicated in
this report.
Executive Summary: On February 26, 2020, Region of Durham Council approved a
$300,000 program for the implementation of the Durham Farm 911 project. This was as a result of
the 2019 recommendations of an inter-municipal group consisting of municipal and regional staff.
The funds are to be distributed to area municipalities to ensure greater coverage of 911 signage at
vacant properties and secondary entrances of rural properties. The funding allocation being
provided to the City of Pickering is $31,800 based on data on rural properties provided, and the
benchmark cost of each sign ($60).
Financial Implications: The cost of the signs is financed through funds provided by the Region
of Durham for which $31,800 is allocated to the City of Pickering. Installation of the signs would
require a site visit by City Engineering Services staff for GIS location coordinates, and a site visit
by City Community Services staff to install the sign and mounting post. Installation of signs are on
a request only basis by the property owner. Therefore, costs to the City to implement this initiative
would amount to staff time to mount the signs, plot the locations and add the numbers and
locations to our maps for use by emergency services personnel.
-Cdj;o/--
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FIR 02-20 Subject: Durham Farm 911 Project October 26, 2020 Page 2 Discussion: The Durham Farm 911 initiative was established to provide 911 address signage for secondary entrances and vacant properties in Durham Region. The project was initially developed in Hastings County after a 7 year old girl named Emily tragically lost her life in a farming accident. First responders had a difficult time locating her as the 911 call orily displays the location of the entrance to the dwelling on the property, and Emily was located in an area on the property that was accessible from another entrance. The Emily project has been adopted by several other municipalities in Ontario including Prince Edward County and Quinte West. The Region of Durham is providing financing for the manufacture and supply of signs for each municipality in the region based on data provided by each municipality (see Attachment #3 Farm 911 Municipal Consultations, Page 3). The sole purpose of the signage is to identify an alternative means of entry onto a rural property where emergency assistance may be needed that is accessible to emergency response vehicles. Attachments: 1. Farm 911 Project -2020 Regional Funding Allocation 2. Durham Farm 911 Funding Agreement 3. Farm 911 Municipal Consultations Prepared By: SB:jm Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Interim Chief Administrative Officer Approved/Endorsed By: Jo&rao Fire Chief
TO: Marisa Carpino, Interim Chief Administrative Officer – City of Pickering
FROM: Mary Simpson, Director of Risk Management, Economic Studies and
Procurement
DATE: August 17, 2020
RE: Farm 911 Project – 2020 Regional Funding Allocation
On February 26, 2020, Regional Council approved a $300,000 funding
program for the implementation of the Farm 911 project . This was the result
of the 2019 recommendations of the inter-municipal working group of area
municipal and Regional staff (please see attached memo of November 5,
2019). The funds are to be distributed to area municipalities to ensure
greater coverage of 911 signage at vacant properties and secondary
entrances of rural properties.
The funding allocation, in 2020, being provided to the City of Pickering is
$31,800. The estimated need for 911 signage, as well as the funding
allocation, differs across municipalities as some areas require more signage
than others. The estimated need for each municipality was based on
information provided by both the local area municipality and Regional staff,
as well as a benchmark cost of $60 per sign.
SIGN CRITERIA AND REGIONAL SHOP SERVICES
The attached funding agreement sets out the criteria for signage and
installation. Please note that it will be the responsibility of the individual
municipality to ensure that all signage is in conformity with any local sign by-
law.
The use of the Regional sign shop is available to produce signage , upon
request, at an estimated cost of $60 per sign. If you would like to utilize the
services of the Regional sign shop, please contact Joe Cafarelli, Assistant
Field Services Superintendent, Traffic Engineering and Operations, at 905-
666-8116 ext. 4705, or by email at joe.cafarelli@durham.ca.
NEXT STEPS
The terms and conditions associated with the funding allocation are provided
in the attached funding agreement. Please sign and return the funding
agreement to Mary Simpson, Director of Risk Management, Economic
Studies and Procurement, at mary.simpson@durham.ca. Once the signed
agreement has been returned, the funding allocation will be dispersed.
Regional staff will be working with the Federation of Agriculture and the
Regional communication group along with our Economic Development
colleagues to develop a promotion campaign to encourage interest in
improved 911 signage on vacant properties and for secondary entrances on
Attachment #1 to Report FIR 02-20
Page 2
rural properties. Once details are known, we will share the communication
plan with the area municipal working group.
Respectfully submitted,
______________________
Mary Simpson, CPA, CMA, MA
Director of Risk Management, Economic Studies and Procurement
C.C: Elaine C. Baxter-Trahair, Chief Administrative Officer
Nancy Taylor, Commissioner of Finance
Janet Galipeau, DRPS
Jeffrey Jordison, RDPS
Colleen Goodchild, Planning
Steve Kemp, Works
Amanda Spencer, Works
Gord Weir, Clarington Fire
Simon Gill, Economic Development
Rob Halko, CS-IT
Paul Davidson, Finance
Steve Fowlds, Chief Fire Prevention Officer
Jill McMullen, Co-ordinator, Geomatics
1
Attachment #2 to Report FIR 02-20
Durham Farm 911 Funding Agreement
THIS AGREEMENT made this ________ day of ___________________, 2020
B E T W E E N:
CITY OF PICKERING
(hereinafter called the “Recipient”)
- and -
THE REGIONAL MUNICPALITY OF DURHAM
(hereinafter called the “Region”)
WHEREAS the Durham Farm 911 initiative is between the Region and the Recipient
and aims to provide 911 signage for secondary entrances and vacant properties in
rural areas in Durham Region;
AND WHEREAS the Recipient is willing to undertake the activities required in a
manner that meets the mandatory criteria and core intent of the Regions Farm 911
initiative (the Project);
AND WHEREAS the Project funding being provided by the Region, to the Recipient,
is in the amount of $31,800;
NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the
mutual covenants herein contained and other good and valuable consideration, the
parties hereby agree as follows:
1. Term of Agreement
Subject to any extension or termination of this Agreement or survival of any of
the provisions of this Agreement pursuant to the provisions contained herein,
this Agreement shall be in effect from the date set out on the first page of this
Agreement, to completion of the Project and to the satisfaction of all reporting
requirements of the Farm 911 funding program. Any extension or termination
of this agreement, at the request of the recipient, will require 30 days’ written
notice from the Recipient to the Region.
2. Eligible Costs
Eligible Costs are all direct costs that are properly and reasonably incurred
and paid by the Recipient under a contract for goods and services necessary
for the implementation of the Project and capped at the amount of funding
provided by the Region to the Recipient. Eligible costs are the costs of
procuring, installing, and documenting in whole, the Project, as determined by
the Region and do not include staff costs of the Recipient.
2
3. Farm 911 Program Criteria
The Recipient shall ensure the Project is completed in a manner that meets
the following criteria:
“The installation and documentation of reflective, double-sided 911
signage at unmarked vacant properties and secondary property entrances
in rural areas, with signs to be positioned such that they are visible from
the roadway but not at risk of damage from road maintenance activities.
All installations are to be documented with a GPS location and date-
stamped photo of the installed signs and entrances.”
4. Financial Assistance
The Financial Assistance provided by the Region is intended for and shall be
used only for Eligible Costs incurred by the Recipient. Regional financial
assistance for the Project shall be provided in the amount of $31,800 and will
be disbursed, in whole, upon execution of this agreement.
If the Recipient does not expend the full amount of financial assistance, the
Recipient will return all unexpended funds to the Region.
If the Recipient installs 911 signage on third party owned property using
these funds, the Recipient shall remain responsible for all the requirements
identified in this agreement.
5. Procurement
The Recipient agrees to use generally accepted public procurement practices
in connection with the Project.
6. Ownership and Maintenance Responsibilities
The Region shall not own 911 signage installed using these funds nor be
responsible for any ongoing future maintenance, repair, and replacement
costs for the signage. Ownership will be the responsibility of the Recipient.
7. Information, Reporting Requirements & Post-project Reviews
The Recipient agrees that it shall provide the Region a final detailed post
project report with supporting documentation, which will include how the funds
were spent, the GPS location and the number of 911 signs provided,
completed installation dates, photo documentation of installations and
entrances and any other information as requested by the Region to confirm
adherence to this Agreement. The Recipient also agrees to provide a financial
statement of final costs signed by the Recipient’s Treasurer as part of the final
post project review.
In addition, the Recipient shall submit to the Region in writing any additional
information with respect to the progress of the Project that may be requested
3
by the Region or of which the Recipient becomes aware that may affect the
Project’s completion.
The Recipient shall supply to the Region, upon request, such information in
respect of the Project and its results including, without limitation, all
contracts and agreements related to the Project, all plans and specifications
related to the Project, and copies of invoices as the Region may require. The
Recipient represents it shall not provide any false or misleading information
to the Region under this Agreement.
8. Financial Accountability and Auditing
The Recipient shall keep and maintain all financial records, invoices and other
financially-related documents relating to the financial assistance in a manner
consistent with generally accepted accounting principles, and shall maintain
such records and keep them available for review by the Region for period of
seven (7) years from the date of termination of this Agreement.
The Region, their respective agents and employees, including its external
auditor shall be allowed access to the Recipient ’s premises and to the Project
site at all reasonable times to (i) inspect the progress and monitor the Project;
(ii) perform cost reviews and audits on the Project; and (iii) complete any
other auditing or monitoring that may be reasonably required in rel ation to the
Project.
9. Insurance
During the term of this Agreement, the Recipient will provide in full force and
effect, a commercial general liability insurance policy in the amount of at least
FIVE MILLION ($5,000,000) DOLLARS providing for, without limitation,
coverage for personal injury, public liability and property damage naming the
Region as an additional insured. The Recipient shall, upon request by the
Region, provide the Region with proof of such insurance forthwith.
10. Indemnification
The Recipient shall indemnify and hold harmless the Region, their employees,
and agents from and against all claims, demands, costs, losses, expenses,
damages or liabilities incurred as a result of a claim, suit or proceeding arising
out of or in connection with this Agreement, where the claim, suit, or
proceeding is caused by the negligence of the Recipient, their officers,
employees or agents in connection with the obligations performed,
purportedly performed or required to be performed under this Agreement.
11. Communications and Promotions
The Region reserves the right to develop communication products regarding
the Project in respect to this agreement. The Recipient shall participate and
comply with any communications requests the Region.
4
12. General
This Agreement, including any amendments and supplements hereto,
constitutes the entire agreement between the parties with respect to the
subject matter hereof.
This Agreement supersedes all prior or contemporaneous agreements,
negotiations, representations, proposals, discussions and understandings,
oral or written, relating to the subject matter hereof. This agreement may be
amended, supplemented or modified only by written instrument, signed by
each of the parties hereto.
This Agreement shall be governed by and interpreted in accordance with the
laws of the Province of Ontario and the laws of Canada applicable therein.
All notices required or permitted to be given under this Agreement shall be in
writing and either delivered personally or by pre -paid courier or transmitted by
facsimile or other similar means of confirmed electronic communication, to the
Region at:
Attention: Regional Clerk
605 Rossland Road. East
Whitby, ON L1N 6A3
and to the Recipient at:
Attention: City of Pickering Municipal Office
One The Esplanade
Pickering, Ontario
L1V 6K7
or to such other address and facsimile number as either party may notify to
the other from time to time. All notices shall be effective when actually
received.
The relationship of the parties shall be that of independent contractors.
Nothing in this Agreement shall be interpreted to create any partnership, joint
venture, or similar relationship, or subject the parties to any implied duties or
obligations respecting the conduct of their affairs which are not expressly
stated herein.
This Agreement shall be binding upon and inure to the benefit of each of the
parties hereto and their respective successors and permitted assigns. This
Agreement may not be assigned by the Recipient, except with the prior
written consent of the Region.
5
The failure of either party at any time to require performance of any provision
shall not affect the right to require performance at any other time, nor shall the
waiver by either party of a breach of any provision be a waiver of any
succeeding breach or a waiver of the provision itself.
If any provision of the Agreement is declared illegal, void or unenforceable for
any reasons, such provision shall be severed from the balance of this
agreement and the remaining provisions hereof shall continue in full force and
effect.
Signed and dated this _______________ day of _____________________, 2020.
The City of Pickering
(Recipient)
______________________________
David Ryan, Mayor
______________________________
Susan Cassel, City Clerk
The Regional Municipality of Durham
______________________________
John Henry, Regional Chair and CEO
______________________________
Ralph Walton, Regional Clerk
Attachment #3 to Report FIR 02-20
Interoffice Memorandum
Date: November 5, 2019
To: Elaine C. Baxter-Trahair, Chief Administrative Officer
From: Mary Simpson, Director of Financial Planning and Purchasing
Subject: Farm 911 Municipal Consultations
PURPOS.E
This briefing provides a series of preliminary draft recommendations regarding next
steps for the Farm 911 project, including a request for $300,000 in project funding to
be included in the Region's 2020 non-departmental budget.
This briefing also provides a summary of Farm 911 project consultations that have
taken place with both staff of area municipalities within Durham Region, and an
internal working group consisting of staff from Finance, Works, Planning, Economic
Development, CS-IT, DRPS, and RDPS. .
RECOMENDATIONS
Based on the discussions with area municipal staff, and supported by the Regional
staff team of Finance, Works, Planning, Economic Development, CS-IT, DRPS, and
RDPS, the following recommendations are proposed.
Recommendation 1:
That the Farm 911 project be established for 2020-2021 implementation.
Recommendation 1 Details:
The Farm 911 project will involve the supply and installation of 911 signage across
the local area municipalities. The Region will budget a funding allocation (subject to
Council approval) to be disbursed to local area municipalities, which will provide them
with the financial resources needed to provide signage for secondary entrances and
vacant properties in rural areas. Secondary entrances and vacant properties will be
the initial priority; however, municipalities may allocate resources to additional priority
locations as funding permits.
Recommendation 2:
Regional Corporate Communications support the project at key milestones in 2020.
This includes facilitating awareness of the project and targeting the farming community
through the Durham Region Federation of Agriculture, with the objective of reaching
rural residents more broadly.
2.
Recommendation 2 Details:
At key points in the 2020-2021 initiative, including before sign installations begin and
after installations are complete, communications with rural residents, and the farming
community in particular through the Durham Region Federation of Agriculture, will be
necessary to facilitate a common understanding of the importance of 911 signage and
best practices regarding maintaining entrances, signage and awareness among
farming staff of entrance numbers.
Ongoing communications efforts related to Farm 911 and rural safety will also be a
key success factor to ensure the sign coverage is maintained.
Recommendation 3:
It is recommended that a Regional funding program for area municipalities be
established to ensure greater coverage of 911 signage at vacant properties and
secondary entrances of rural properties. It is further recommended that the program
be funded through a $300,000 provision in the Region's 2020 non-departmental
budget, subject to Council approval.
Recommendation 3 Details:
Area municipal staff have communicated that fiscal constraints are the greatest barrier
to initiatives that would ensure greater coverage of 911 signage. Area municipalities
that potentially have the greatest need for signage in rural areas appear to have the
lowest capacity to address their needs.
It is recommended that the program initially target vacant rural properties and
secondary entrances of rural properties to address the primary concerns of the
Durham Region Federation of Agriculture.
Deploying signs in bulk, through systematic area municipal-led initiatives, is
recommended as this approach would ensure timely and thorough implementation of
signage. Other strategies that would rely on property owners to acquire signage at
their discretion, and potentially at their cost, through voluntary application processes
are expected to result in a slower and incomplete expansion of coverage.
It is suggested that the recommended approach would be relatively cost efficient.
Based on information from area municipal staff, it is estimated that the cost of
deploying signs on an ad-hoc basis is approximately $100 per sign, considering the
cost of a sign and staff time for delivery and installation. Meanwhile, through
strategically deploying signs through a contracted two-month "blitz", the Town of
Whitby was able to deploy hundreds of signs at a cost of approximately $60 per sign
this year.
Estimates of area municipalities' initial needs and the estimated associated costs are
shown below.
Municipality
City of Pickering
Town of Ajax
Town of Whitby
City of Oshawa
Municipality of Clarington
Township of Uxbridge
Township of Scugog
Township of Brock
Total
Estimated Sign
Deployment Need
(# signs)
530
75
385
230
780
1,000
1,000
1,000
5,000
3.
Estimated Cost
$31,800
$4,500
$23,100
$13,800
$46,800
$60,000
$60,000
$60,000
$300,000
Note: Staff from Pickering, Ajax, Whitby, and Clarington provided estimates of their local needs, while the needs
of other municipalities have been estimated based on information provided by Regional GIS staff. A benchmark
cost of $60 per sign has been used for the above estimates.
It is suggested that the requested provision be solely for the cost of acquiring signs
and third-party installation services, while area-municipalities would be responsible for
all other costs associated with deployment, including costs associated with identifying
and documenting unsigned properties to be addressed. During consultations, some
area municipal staff suggested that such inventory work could be performed by
summer students, GIS staff, or as part of regular road inspection duties.
Recommendation 4:
That the Region offer to provide in-kind support to area municipalities for joint
procurement of sign installation services, and that the Region also offer to provide
sign manufacturing services through its sign shop, on a cost-recovery basis.
Recommendation 4 Details:
It is suggested by the Regional Works Department that area municipalities may be
able to minimize their sign installation costs through a joint procurement initiative led
by Regional procurement staff. Furthermore, the cost of acquiring signs could be
minimized if they were produced on a cost-recovery basis at the Region's sign shop.
Recommendation 5:
That staff further investigate, as suggested by CS-IT, the feasibility of developing a
crowdsourcing application that would enable property owners to conveniently request
911 signage for their secondary entrances, or report damaged or missing signage in
the future.
Recommendation 5 Details:
The recommended investigations into a crowdsourcing tool are in alignment with the
Region's push towards innovation that modernizes customer service. Finance staff
have consulted with Regional CS-IT staff who agrees that the Farm 911 project is an
appropriate opportunity to deploy crowdsourcing technology that the Region has
access to.
4.
It has been envisioned that such a tool would allow users to use their mobile device
to submit the GPS coordinates of their entrance(s), entrance pictures, personal
information and information about their property (including potential hazards), to
request a sign installation. Property and entrance information would then be pushed
to 911 dispatch systems, for first responder use.
The goal of the tool would be to make the request for 911 sign age as easy as possible
for property owners in the future.
Recommendation 6:
Expand discussions with the local area municipalities regarding the implementation of
. identified best practices.
Recommendation 6 Details:
A number of suggested best practices were uncovered during the course of the area
municipal consultations. These include:
1. Identification of missing or damaged 911 signs, on local and regional roads,
should become part of regular local area municipal inspection procedures.
Area municipalities could then replace signs or request property owners to
have their signs replaced ...
2. Continued collaboration with Regional Works and CS-IT on project
implementation.
3. Public facilities, including park pathways and trail entrances should be
considered for signage.
4. If not already signed, stormwater ponds should be assigned 911 signage.
5. Assigning 911 signage within residential development projects during the
construction phase.
CONSULTATIONS OVERVIEW
Representatives from the Durham Region Finance Department travelled to each local
area municipality to meet with staff and discuss the Farm 911 project (see Attachment
1 for consultation dates and participants). The consultations involved area municipal
staff members of various disciplines, including planning, by-law enforcement,
geomatics and fire services. The goal of the consultations was to gain insights
regarding gaps in current 911 signage and potential solutions. Discussions topics
included:
• Current processes for implementing 911 signage
• Available information on current sign coverage
• Identification of unsigned municipal, conservation or crown land access points
• Approaches to ensuring that more safe and accessible entrances to vacant or
public properties and "secondary" property entrances are marked with well-
maintained GPS locatable 911 signs.
Encouragingly, throughout all consultations, area municipal staff expressed their
support for increased 911 sign coverage throughout rural areas of Durham. Important
take-aways from the discussions include:
5.
• The deployment of a 911 sign at a rural property is typically triggered through
the building permit process. Owners of vacant properties or properties with
secondary entrances are able to request 911 signs in most municipalities, but
processes, fees, and installation responsibilities vary from one municipality to
another and requests are infrequent.
• Current sign coverage varies across all municipalities. Some municipalities
were able to provide estimates on the number of unsigned entrances within
their municipalities, but coverage is not well understood in some municipalities
and inventory work would be necessary to scope gaps in coverage.
• In some municipalities, there is no 911 signage at the entrances of, or within,
Conservation Areas and Crown Lands. Area municipal staff voiced support for
a coordinated communications effort targeting Conservation Authorities and
senior governments to ensure entrances to lands are marked, and best
practices with regards to trail marking is followed. Other key access points,
such as boat launches, storm water ponds or entrances to walking paths were
identified by some municipalities as a priority for 911 signage.
• Area municipalities have set standards for driveways that access the road
network, but there are property entrances throughout the Region that are not
permitted, especially in rural areas. Municipal staff saw value in collecting
information on whether marked entrances meet standards that would
accommodate emergency vehicles but noted that maintaining up-to dale
information on the entrances would pose a challenge. Responders would need
to assess risks related to entrances upon arrival, regardless of information they
have in advance. It was also noted that responders are able to access locations
using All Terrain Vehicles (A TVs) or by foot in instances when entrances cannot
be safely passed by large vehicles. For this reason, there is value in marking
property entrances regardless of their suitability for large vehicles.
• While some fire departments have or are acquiring tablet technology for their
vehicles, others rely on radio communication and information they print before
leaving on an emergency call. Dispatch systems do maintain information
regarding properties including details regarding hazards, outbuildings and even
pictures.
• While some municipal staff suggested that uniform colouring of signage across
all municipalities should be a priority of the project (including Regional EMS),
or that secondary entrance signs should be coloured differently than primary
entrances, others suggested that as long as signs clearly mark an entrance
with a GPS locatable number, the colour is not of importance.
6.
NEXT STEPS
Consultations with staff of the Crisys dispatch centre located in Oshawa are planned.
Timely decisions regarding the above recommendations are necessary as the Region
and area municipal budget processes are currently proceeding.
With your permission, we will proceed with the above recommendations as well as
prepare a similar briefing for you to send to the area Municipal CAO's.
Respectfully submitted,
l'/a,u,fA.i>-s;;;::,'77~~r--_.,
pson, , CMA, MA
Director of Financial Planning & Purchasing, Finance Department
Approved
La3a-ld'er-~
Elaine C. Baxter-Trafiair
Chief Administrative Officer
C.C: Steve Jones, DRPS
Jeffrey Jordison, RDPS
Colleen Goodchild, Planning
Steve Kemp, Works
Amanda Spencer, Works
Gord Weir, Clarington Fire
Simon Gill, Economic Development
Rob Halko, CS-IT
Nancy Taylor, Finance
Paul Davidson, Finance
Andrew Wismer, Finance
Nicole Pincombe, Finance