HomeMy WebLinkAboutFIR 06-25Report to Council
Report Number: FIR 06-25
Date: September 29, 2025
From: Steve Boyd
Fire Chief
Subject: Execution of the Durham Region 9-1-1 System Agreement
File: A-1440-001-25
Recommendation:
1.That Report FIR 06-25, regarding the 9-1-1 System Agreement between The Corporation
of the City of Pickering and the Regional Municipality of Durham, be received;
2.That the Mayor and City Clerk be authorized to execute the 9-1-1 System Agreement
with the Regional Municipality of Durham and the City of Pickering, as set out in
Attachment 1 of this report, subject to such minor revisions as may be required by the
Fire Chief and the Director, Corporate Services & City Solicitor; and,
3.That the appropriate City of Pickering officials be authorized to take the necessary
actions to implement the recommendations in this report.
Executive Summary: The purpose of this report is to obtain Council approval for the
execution of the new Durham Region 9 -1-1 System Agreement. The Agreement establishes
the governance, operational responsibilities, and service delivery expectations for the 9 -1-1
System within Durham Region, including the City of Pickering.
The modernized agreement ensures that the Durham Regional Police Services Board (DRPS
Board), through the Durham Regional Police Service, is responsible for the day-to-day
operation of the Primary Public Safety Answering Point (PPSAP), with oversight provided by a
multi-agency 9-1-1 Board. Financial matters are addressed in a separate Service Agreement
between the Region and the DRPS Board.
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execution of this essential service agreement.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community; Advance Innovation & Responsible Planning to Support a Connected,
Well-Serviced Community; and Strengthen Existing & Build New Partnerships.
FIR 06-25 September 29, 2025
Page 2
Financial Implications: There are no financial impacts that result from adopting the
recommendations in this report.
Discussion: The purpose of this report is to obtain Council approval for the execution of the
new Durham Region 9-1-1 System Agreement.
The new 9-1-1 System Agreement modernizes governance and operational responsibilities for
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x Establishes the DRPS Communications Unit as the PPSAP for all emergency calls.
x Defines governance through a multi-agency 9-1-1 Board, which includes representation
from Regional Council, DRPS, Paramedic Services, the Ministry of Health, and local Fire
Chiefs.
x Requires each User Agency, including Pickering Fire Services, to comply with performance
standards, reporting, and privacy requirements.
x Provides flexibility for amendments and clarifies termination provisions for parties to the
agreement.
It should be noted that the composition of the 9 -1-1 Board has not changed under this
agreement. Local municipal participation continues through the ongoing representation of a
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Corporate Privacy Officer, Legal Services from both the Region and DRPS, as well as
Regional Finance staff and the Internal Auditor. All contributing parties support and
recommend execution of the agreement.
Attachment:
1.Durham Region 9-1-1 System Agreement
FIR 06-25 September 29, 2025
Page 3
Prepared/Approved/Endorsed By:
Original Signed By
Steve Boyd
Fire Chief
SB:jm
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
REGIONAL MUNICIPALITY OF DURHAM 9-1-1 SYSTEM AGREEMENT
This Agreement is made as of the ____ of , 2025 (“Effective Date”).
BETWEEN:
THE REGIONAL MUNICIPALITY OF DURHAM
(“Durham Region”)
-and -
DURHAM REGIONAL POLICE SERVICES BOARD
(“DRPS Board” or “DRPS”)
-and -
THE CORPORATION OF THE TOWN OF AJAX,
THE CORPORATION OF THE TOWNSHIP OF BROCK,
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON,
THE CORPORATION OF THE CITY OF OSHAWA,
THE CORPORATION OF THE CITY OF PICKERING,
THE CORPORATION OF THE TOWNSHIP OF SCUGOG,
THE CORPORATION OF THE TOWNSHIP OF UXBRIDGE,
THE CORPORATION OF THE TOWN OF WHITBY
(Collectively “Area Municipalities” and individually “Area Municipality”)
WHEREAS:
A.Municipalities may establish, maintain and operate a centralized communication
system for emergency response purposes pursuant to the Municipal Act, 2001,
S.O. 2001, c. 25;
B.Durham Region is responsible for providing ambulance services and establishing
a police services board for the provision of policing within the municipal limits of
Durham Region;
C.The Area Municipalities are responsible for fire services within each of their
respective municipalities within Durham Region;
D.Durham Region has approved the creation and implementation of a central
communication system providing an emergency reporting service for police, fire
and ambulance services known as the 9-1-1 EMERGENCY TELEPHONE
REPORTING SYSTEM (“9-1-1 System”) for the persons within its municipal
limits;
Attachment 1 to Report FIR 06-25
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E. The creation and implementation of the 9-1-1 System does not oblige Durham
Region and the Area Municipalities to provide 9-1-1 System service to persons
not residing within the municipal limits of Durham Region but who may
nevertheless have access to the 9-1-1 System; and,
F. The Parties have participated in the development of operating procedures,
technical requirements, financial obligations and management structure of the
9-1-1 System.
NOW THEREFORE in consideration of the mutual promises contained herein and other
good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, the Parties agree as follows:
1.0 PROVISION OF 9-1-1 SYSTEM
1.1 Durham Region agrees to maintain a 9-1-1 Primary Public Safety Answering
Point (the “PPSAP”) for the police, ambulance and fire services (“User
Agencies”) operated by the Parties within Durham Region for the purposes of
providing a 9-1-1 System.
1.2 The PPSAP shall be located in the Communications Centre of the DRPS, subject
to the terms and conditions of this Agreement and the terms of a separate
service agreement between Durham Region and the DRPS Board respecting
funding considerations of the PPSAP.
1.3 Durham Regional Council may alter the manner in which the 9-1-1 System
service is delivered or terminate the delivery of the service at its sole discretion.
1.4 The Parties agree that a board as depicted in Appendix “A” to this Agreement
shall be established for the purposes of administering the operation and delivery
of the 9-1-1 System service (the “9-1-1 Board”).
1.5 The service delivery provisions and related funding responsibilities and
obligations for the administration, operation and delivery of the 9-1-1 System
shall be set out in a separate service agreement between Durham Region and
the DRPS Board.
1.6 The capital assets, software licenses, logos, and literature relating to the 9-1-1
System shall remain the property or under the responsibility of Durham Region.
1.7 Each User Agency operating a Secondary Public Safety Answering Point
(SPSAP) for the 9-1-1 System agrees to participate in the operation and
implementation of the 9-1-1 System and to promptly handle calls received on the
9-1-1 System and relayed to it.
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1.8 Each User Agency agrees to submit an annual report to the 9 -1-1 Board by
March 1st of each calendar year that attests to their compliance with the 9-1-1
System Policy Manual approved by the 9-1-1 Board and summarizes the public
complaints received by the User Agency relating to the 9-1-1 System and
feedback of the User Agency and/or public on the operations of the 9 -1-1 System
and the PPSAP for the previous calendar year.
1.9 Each User Agency agrees to be accountable for their own privacy responsibilities
related to their SPSAP, including but not limited to: incident and breach
management response policies and procedures, risk and privacy impact
assessments and mitigations, audits, software safeguards and security
configurations.
1.10 In the event a User Agency becomes aware of a threat to the security of the
PPSAP or personal or confidential information associated therein, a User Agency
will immediately notify the Durham Regional Police Service (“DRPS”) and
Durham Region.
2.0 DESCRIPTION OF THE 9-1-1 PPSAP FUNCTION
2.1 The 9-1-1 System Policy Manual provides specifics of all policies which will
govern the operations of the PPSAP.
2.2 The basic function of the PPSAP shall be the initial screening of the 9-1-1 calls
from the public and the immediate transfer of those calls to the appropriate User
Agency or User Agencies. “Immediate Transfer” means that the 9-1-1 caller
would be put in communication with the appropriate User Agency as soon as is
reasonably practicable. In the case of those calls requesting police service, the
9-1-1 Call Taker will continue with the call and obtain all information as required
by DRPS. In the case of fire services, the call will be directed to the Oshawa Fire
SPSAP to be transferred to the Brock, Clarington, Oshawa, Scugog, Uxbridge,
Whitby, Ajax and Pickering fire services, as applicable. In the case of ambulance
services, the call will be directed to Durham’s Central Ambulance
Communications Center (CACC), operated by the Ministry of Health.
2.3 The Parties agree that the performance expectation for the PPSAP shall be the
National Emergency Number Association (NENA) Call Answering
Standard/Model Recommendation NENA-STA-0.20.1-2020, as amended from
time to time.
2.4 All User Agencies shall have access at no cost to review digital audio recordings
and time records of the PPSAP pertaining to any 9 -1-1 situation that involves the
User Agency. The Parties hereby specifically consent, each with the other, to the
release of such information for the purposes of this Agreement and such consent
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shall operate as a specific consent to disclosure in accordance with any
legislation governing the access to and release of such information. Any further
dissemination of such information shall be in accordance with any requirements
of the law and subject to the specific agency policy.
2.5 The PPSAP function is subject to alteration as required by the 9-1-1 Board and
approved by Durham Regional Council or its designate.
3.0 9-1-1 BOARD
3.1 The 9-1-1 Board shall be responsible to ensure that the DRPS Board, through
the DRPS, carries out its responsibilities for the normal day-to-day operation of
the 9-1-1 System and PPSAP together with development and training of 9-1-1
System personnel. The 9-1-1 Board shall submit a written annual report and an
annual operating budget and forecast to Durham Regional Council and such
other reports as are requested of it from time to time by Durham Regional
Council.
3.2 The 9-1-1 Board shall approve the 9-1-1 System Policy Manual, which shall
contain the full particulars of the performance expectations, together with all
operational and administration considerations for the 9-1-1 System. The 9-1-1
Board shall review the 9-1-1 System Policy Manual on an annual basis and may
amend the manual as needed.
3.3 Administrative liaison between the 9-1-1 Board and the governing authority of
any particular User Agency shall be the responsibility of the Board member
representing the User Agency group of which that particular User Agency is a
member.
3.4 The 9-1-1 Board shall meet every three months, at a minimum.
4.0 THE PPSAP MANAGER
4.1 The DRPS Inspector of the DRPS Communications/9-1-1 Unit shall be
designated as the PPSAP Manager and shall be responsible to the 9-1-1 Board
for the functioning of the PPSAP. The DRPS Inspector shall ensure that the
PPSAP operates in accordance with the 9-1-1 System Policy Manual approved
by the 9-1-1 Board.
4.2 The DRPS Inspector may delegate such operational responsibilities and duties
relating to the PPSAP to managers or supervisors within the DRPS
Communications/9-1-1 Unit as the DRPS Inspector deems appropriate with the
exception of financial approval authorities as defined in the separate service
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agreement between Durham Region and the DRPS Board. These duties are in
addition to the Inspector’s DRPS role as defined by the DRPS Chief of Police.
4.3 The DRPS Inspector shall report to and be responsible to the 9-1-1 Board and
shall be present or shall appoint a delegate to be present at all 9-1-1 Board
meetings to respond to questions or inquiries.
4.4 The DRPS Inspector shall be responsible for the efficient operation of the PPSAP
and the rapid and accurate discharge of the duties of the PPSAP. The DRPS
Inspector’s duties include:
a) through the DRPS Technical Manager, provide reports to 9-1-1 Board on
compliance on call taking standards;
b) through the DRPS Technical Manager, provide reports on complaints from
the public and recommendations to remedy any issues;
c) provide recommendations in response to complaints by User Agencies
when brought to the 9-1-1 Board;
d) liaise with Communications Training Coordinator for Call Takers, their
selection, and training;
e) through the DRPS Technical Manager meet with User Agencies as
needed to share technical information on changes to the 9-1-1 network;
f) provide recommendations for change to the PPSAP to the 9-1-1 Board;
g) provide recommendations for changes to the 9 -1-1 System Policy Manual
to the 9-1-1 Board; and,
h) such other duties as are assigned by the 9-1-1 Board, in consultation with
the DRPS Chief of Police.
5.0 TERM
5.1 This Agreement will commence as of the Effective Date and will renew annually
on the anniversary of the Effective Date unless this Agreement is terminated in
accordance with the provisions of this Agreement.
5.2 Any amendment to this Agreement must be in writing and signed by all Parties ,
unless otherwise stated in this Agreement.
5.3 Durham Region or the DRPS Board may terminate this Agreement with
24 months written notice to all other Parties.
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5.4 An Area Municipality may terminate its participation with 12 months written notice
to the Parties. The decisions of an Area Municipality to terminate its participation
in this Agreement shall not affect the application of the Agreement with respect to
the remaining Parties.
6.0 DISPUTE RESOLUTION
6.1 Administration or operational disputes between any or all of the Parties hereto
concerning the 9-1-1 System or the PPSAP (excluding any such dispute arising
from a claim by any person who is not a Party hereto against Durham Region or
any User Agency or Agencies) shall be finally decided by the Durham Regional
Council or its delegate.
7.0 INDEMNIFICATION
7.1 The DRPS Board shall defend, indemnify and save harmless Durham Region,
the Area Municipalities, the User Agencies and their respective past, current and
future elected or appointed officials, officers, employees and agents from and
against all claims of any nature, actions, causes of action, losses, expenses,
fines, costs, interest or damages of every nature and kind whatsoever, arising out
of or allegedly attributable to the negligent acts, errors, omissions, misfeasance,
nonfeasance, fraud or willful misconduct of the DRPS Board, its directors,
officers, employees, agents, contractors and subcontractors, or any of them, in
connection with or in any way related to the delivery or performance of this
Agreement. This indemnity shall survive the termination or expiration of this
Agreement.
8.0 GENERAL
8.1 The recitals and paragraph headings form part of this Agreement.
8.2 Appendices “A” and “B” form part of this Agreement.
8.3 The 9-1-1 System Policy Manual is determinative, and for the purposes of this
Agreement, of such matters as are contained therein but which are not otherwise
addressed in the body of this Agreement.
8.4 This Agreement may be executed in any number of counterparts with the same
effect as if all Parties had signed the same document. All counterparts shall be
construed together and shall constitute one and the same Agreement. With the
exception of Appendix “B” which can change without total execution of this
document.
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IN WITNESS WHEREOF, the Parties hereto have executed this Agreement under the
hands of their authorized signing officers as of the Effective Date:
Date: THE REGIONAL MUNICIPALITY OF
DURHAM
Name:
Title:
I have the authority to bind the
Corporation
Date: DURHAM REGIONAL POLICE SERVICES
BOARD
Name:
Title:
I have the authority to bind the
Corporation
Date: THE CORPORATION OF THE TOWN OF
AJAX
Name:
Title:
I have the authority to bind the
Corporation
Date: THE CORPORATION OF THE TOWNSHIP OF
BROCK
Name:
Title:
I have the authority to bind the
Corporation
- 8 -
Date: THE CORPORATION OF THE MUNICIPALITY
OF CLARINGTON
Name:
Title:
I have the authority to bind the
Corporation
Date: THE CORPORATION OF THE CITY OF
OSHAWA
Name:
Title:
I have the authority to bind the
Corporation
Date: THE CORPORATION OF THE CITY OF
PICKERING
Name:
Title:
I have the authority to bind the
Corporation
Date: THE CORPORATION OF THE TOWNSHIP OF
SCUGOG
Name:
Title:
I have the authority to bind the
Corporation
- 9 -
Date: THE CORPORATION OF THE TOWNSHIP OF
UXBRIDGE
Name:
Title:
I have the authority to bind the
Corporation
Date: THE CORPORATION OF THE TOWN OF
WHITBY
Name:
Title:
I have the authority to bind the
Corporation
APPENDIX ‘A’
Administration of the Durham Regional 9-1-1 Telephone System is the responsibility of
a Seven (7) Member Board.
Board Members are appointed as follows:
REPRESENTATIVE APPOINTED BY
Regional Council (elected official) Durham Regional Council
Police (Inspector,
Communications / 9-1-1 Unit)
Police Chief, DRPS
Police (Technical Manager,
Communications 9-1-1 Unit)
Police Chief, DRPS
Fire Agency (appointee) Fire Chief’s Committee
Ambulance Communications Centre
(Province)
Ministry of Health
Paramedic Services Commissioner & Medical Officer of Health,
Region of Durham
Regional Council
(Finance Department staff member)
Regional Council, Region of Durham
The Chairperson will be a representative of either the Police or Fire Agencies, on a
rotating annual basis.
The list of current 9-1-1 Board Members is identified in Appendix “B”.
APPENDIX ‘B’
Councilor Garrod
Regional Council representative
(as appointed by Council)
416-788-5388
bgarrod@uxbridge.ca
Gord O’Blenes
(Superintendent, DRPS)
905-579-1520 Ext. 6420
683@drps.ca
Shaun Carter
(Inspector, DRPS)
Jerrett Wichman
(Technical Manager, DRPS)
905-579-1520
scarter@drps.ca
905-579-1520 Ext. 3327
jwichman@drps.ca
Stephen Boyd
(Chief, Pickering Fire Services
Department)
905-420-4660 Ext.8101
sboyd@pickering.ca
Wayne Spindler
(Manager, Oshawa CACC)
905-430-0205
wayne.spindler@ontario.ca
Troy Cheseboro
(Chief, Region of Durham Paramedic
Services)
905-665-6313 Ext. 2250
905-444-2042 FAX
troy.cheseboro@durham.ca
Mary Simpson
(Director of Risk Management, Economic
Studies and Procurement, Finance
Department, Region of Durham)
905-668-7711 Ext. 2301
mary.simpson@durham.ca