Agenda Regular Meeting Board of Trustees Salt Spring Island Fire Protection District
Meeting will be held as follows: Date: September 21, 2020 Time: 6:30 pm Place: Lions Hall
1. Call to Order
We would like to begin this meeting by humbly acknowledging that we live and work in the unceded and traditional territories of the Coast Salish Peoples.
2. Approval of Agenda Pg. 1
3. Town Hall Session
4. Board Minutes
4.1 Minutes of the Special meeting held August 17, 2020 Pg. 6
THAT the minutes of the Special Trustee meeting held August 17, 2020 be adopted.
4.2 Minutes of the Regular meeting held August 17, 2020 Pg. 8
THAT the minutes of the Regular Trustee meeting held August 17, 2020 be adopted.
4.3 Minutes of the Special meeting held September 10, 2020 Pg. 15 THAT the minutes of the Special Trustee meeting held September 10, 2020 be adopted.
4.4 Minutes of the Special meeting held September 16, 2020 Pg. 17
THAT the minutes of the Special Trustee meeting held September 16, 2020 be adopted.
Page 1 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 2
5. Standing Committee Reports
5.1 Facilities & Physical Plant
5.1.1 Minutes of September 14, 2020 meeting Pg. 20
THAT the minutes of the Facilities & Physical Plant Committee meeting held September 14, 2020 be received THAT the following recommendations from the Facilities & Physical Plant committee be approved: a. That the Board of Trustees request staff to engage in the tender process for an engineering study for any supplemental water supply solution to provide 3100 gallons per minute in downtown Ganges and that staff price out the previously discussed mobile pumping solution; b. That the District does not engage in all the repairs to Ganges Hall outlined in the FireWise assessment but to allow staff to withdraw from the transition fund line 109a to make any emergency repairs to the Ganges hall. c. That the Board permit staff to engage Fort Garry Trucks in the replacement of Engine 2 in the 2021 budget d. Increase Budget Line 109a to $300,000 from $250,000
5.2 Finance & Audit
5.2.1 Minutes of August 17, 2020 meeting Pg. 25
THAT the minutes of the Finance & Audit Committee meeting held August 17, 2020 be received.
5.3 Communications & Marketing
5.3.1 Minutes of the August 27, 2020 meeting Pg. 27 5.3.2 Minutes of the September 10, 2020 meeting Pg. 30
THAT the minutes of the Communications & Marketing Committee meetings held August 27, 2020, and September 10, 2020 be received.
5.4 Fire Rescue Advisory Committee - none
Page 2 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 3
5.5 Joint Occupational Health & Wellness
5.5.1 Minutes of February 26, 2020 meeting Pg. 32 5.5.2 Minutes of March 25, 2020 meeting Pg. 38 5.5.3 Minutes of April 22, 2020 meeting Pg. 44 5.5.4 Minutes of June 17, 2020 meeting Pg. 48 5.5.5 Minutes of June 19, 2020 meeting Pg. 53 5.5.6 Minutes of July 29, 2020 meeting Pg. 55
THAT the minutes of the Joint Occupational Health & Wellness Safety Committee meetings held February 26, 2020, March 25, 2020, April 22, 2020, June 17, 2020, June 19, 2020, and July 29, 2020 be received.
5.6 Strategic Planning & Policy Development - none
6. Correspondence - none
7. Reports
7.1 Salt Spring Island Fire Fighters’ Association Report
7.2 Budget Comparison to September 18, 2020 Pg. 61
THAT the Board receive the Budget Comparison to September 18, 2020 for information.
8. Old Business
8.1 Legal Opinion – Johnson Davidson Architecture Fees Pg. 63 CAO Report dated September 21, 2020
THAT the CAO’s report dated September 21, 2020 titled Legal Opinion – Johnston Davidson Architecture Fees be received for information. AND THAT the legal opinion from Sukhbir Manhas of Young Anderson dated August 19, 2020 be received.
8.2 Johnston Davidson Architecture Pg. 68 CAO Report dated August 17, 2020 Note: Report tabled at the August 17, 2020 meeting
THAT the CAO’s report dated August 17, 2020 titled Johnston Davidson Architecture be received for information.
Page 3 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 4
8.3 Board as Essential Service Workers Pg. Pg. 73 CAO Report dated September 21, 2020
THAT the CAO’s report dated September 21, 2020 titled Trustees - Essential Service Workers be received for information.
8.4 Elections and AGM Pg. 80 CAO Report dated September 21, 2020
THAT the CAO’s report dated September 21, 2020 titled Elections & AGM be received for information.
8.5 Proposed 2021 Budget Pg. 88 CAO Report dated September 21, 2020
THAT the CAO’s report dated September 21, 2020 titled Proposed 2021 Budget be received for information.
THAT the 2021 balanced budget, incorporating the changes recommended by the Facilities & Physical Plant committee, showing a tax requisition in the amount of $3,830,150 be accepted as the Proposed 2021 Budget and be submitted to the public for their input at the October 4 Open House.
8.6 Alternate Representative to GVLRA Given the resignation of Trustee MacDonald the Board needs to adopt an alternate representative to GVLRA for the District
THAT Trustee ______be appointed as the Salt Spring Island Fire Protection District’s alternate representative to the Greater Victoria Labour Relations Association.
9. Bylaws
9.1 Bylaw 142 – Fire Truck Purchase Pg. 92 CAO Report dated September 21, 2020
THAT Bylaw 142 - 2020 Capital Works Renewal Reserve Fund Disbursement Bylaw be read a first time.
THAT Bylaw 142 - 2020 Capital Works Renewal Reserve Fund Disbursement Bylaw be adopted.
Page 4 of 93 Agenda – Regular Board Meeting September 21, 2020 Page 5
10. New Business
11. Delegations - None
12. Next Meeting
Monday, October 19, 2020
13. Adjournment
Page 5 of 93 Item 4.1
Minutes of the Special Trustee Meeting of the Salt Spring Island Fire Protection District
Date: August 17, 2020
Location: Electronic Meeting
Members Present: Ron Lindstrom, Chair Rollie Cook, Trustee Andreas Gedeon, Trustee Mary Lynn Hetherington, Trustee Howard Holzapfel, Trustee Jo MacDonald, Trustee
Regrets: Per Svendsen, Trustee
Staff Members Laurie Taylor, Corporate Administrator and Financial Officer Present: Sarah Shugar, Recorder
These minutes follow the order of the agenda although the sequence may have varied.
1. CALL TO ORDER
Chair Lindstrom called the meeting to order at 11:03 a.m.
2. APPROVAL OF AGENDA
By general consent, the agenda was approved.
3. IN-CAMERA MEETING
3.1 Motion to Close the Meeting
2020-069 MOVED by Trustee MacDonald, SECONDED by Trustee Hetherington, That the Board of Trustees close this meeting to discuss human resource matters and that the CAO be requested to remain. CARRIED
The meeting moved to an InCamera meeting at 11:04 p.m.
Page 6 of 93 3.2 Motion to Re-open the Meeting
2020-070 MOVED by Trustee MacDonald, SECONDED by Trustee Hetherington, That the Board of Trustees re-open this meeting to a public session. CARRIED
The meeting reopened to the public at 1:47 p.m.
3.3 Arise and Report
During the InCamera portion of the meeting, the Board of Trustees accepted a letter of resignation received from CAO Taylor dated August 17, 2020 and expressed thanks and appreciation for her service.
By general consent, the meeting was adjourned at 1:47 p.m.
______Ron Lindstrom Chair, Board of Trustees
______Laurie Taylor Corporate Administrator
Page 7 of 93 Item 4.2
Minutes of the Regular Trustee Meeting of the Salt Spring Island Fire Protection District
Date: August 17, 2020
Location: Lions Hall 103 Bonnet Avenue, Salt Spring Island, BC
Members Present: Ron Lindstrom, Chair Rollie Cook, Trustee Andreas Gedeon, Trustee (via Zoom web conferencing) Mary Lynn Hetherington, Trustee Howard Holzapfel, Trustee (via Zoom web conferencing) Jo MacDonald, Trustee
Regrets: Per Svendsen, Trustee
Staff Members Laurie Taylor, CAO Present: Jaime Holmes, Assistant Fire Chief Tony Denman, Human Resources Specialist Patrick Byrne, Salt Spring Island Fire Fighters’ Association Sarah Shugar, Recorder
Others Present: Gulf Islands Driftwood Reporter Approximately 7 Members of the Public
These minutes follow the order of the agenda although the sequence may have varied.
1. CALL TO ORDER
Chair Lindstrom called the meeting to order at 6:32 p.m. and acknowledged that the meeting is being held in the unceded and traditional territories of the Coast Salish Peoples. Chair Lindstrom reported CAO Taylor has submitted her resignation and he expressed appreciation for her service.
Page 8 of 93 2. APPROVAL OF AGENDA
The following additions were presented for consideration: 5.1.1 Ganges Water Supply 5.3.1 Town Hall Meeting regarding the 2021 Draft Budget
By general consent, the agenda was approved as amended.
3. TOWN HALL
The Town Hall opened at 6:35 p.m. Chair Lindstrom welcomed everyone in attendance and asked if there were any comments or questions from the public. There were no comments or questions.
4. BOARD MINUTES
4.1 Receive and Accept the Minutes of the Special meeting held July 27, 2020
2020-071 MOVED by Trustee Cook, SECONDED by Trustee Hetherington, That the minutes of the Trustee Special meeting held June 8, 2020 be adopted. CARRIED . 4.2 Receive and Accept the Minutes of the Regular Meeting held July 27, 2020
2020-072 MOVED by Trustee MacDonald, SECONDED by Trustee Cook, That the minutes of the Regular Trustee meeting held July 27, 2020 be adopted. CARRIED
5. STANDING COMMITTEE REPORTS
5.1 Facilities & Physical Plant
5.1.1 Ganges Water Supply
At the July 27, 2020 meeting, the Board referred the issue of the downtown water supply to the Facilities and Physical Plant (F&PP) Committee so that the Committee can prepare, in consultation with District staff, a recommendation to the Board of Trustees no later than
Page 9 of 93 September 1, 2020. It was noted the Chair of the FPP Committee is unavailable to attend a meeting prior to September 1, 2020. Trustee Gedeon volunteered to schedule an F&PP Committee meeting and Assistant Chief Holmes will be invited to attend the meeting to provide expertise and background information.
5.2 Finance & Audit
5.2.1 Finance & Audit Committee minutes – July 28, 2020
5.2.2 Finance & Audit Committee minutes – August 10, 2020
Trustee Cook thanked CAO Taylor, Assistant Chief Holmes and Committee Member Parker for their work to prepare the draft 2021 budget.
2020-073 MOVED by Trustee Hetherington, SECONDED by Trustee Cook, that the minutes of the Finance & Audit Committee meetings held July 28, 2020 and August 10, 2020 be received for information. CARRIED
5.3 Communications & Marketing
5.3.1 Town Hall Meeting regarding the 2021 Draft Budget
Trustee Cook suggested a Town Hall meeting be scheduled to present the draft 2021 budget. He reported the Farmer’s Institute meeting hall is available on September 20, 2020 and the venue can accommodate social distancing protocols.
2020-074 MOVED by Trustee Cook, SECONDED by Trustee Hetherington, That the Board of Trustees request the Communications and Marketing Committee to suggest a date for a Town Hall meeting to present the draft 2021 Budget. CARRIED
Page 10 of 93 5.4 Fire Rescue Advisory Committee
5.4.1 Fire Rescue Advisory Committee draft minutes – July 22, 2020
2020-075 MOVED by Trustee Cook, SECONDED by Trustee Hetherington, That the draft minutes of the Fire Rescue Advisory Committee meeting held July 22, 2020 be received for information. CARRIED
5.5 Joint Occupational Health & Wellness - none
5.6 Strategic Planning & Policy Development – None
6. Correspondence - None
7. Reports
7.1 Budget Comparison to August 11, 2020
CAO Taylor presented the budget comparison to August 11, 2020.
2020-076 MOVED by Trustee Cook, SECONDED by Trustee MacDonald, That the Board receive the Budget Comparison report to August 11, 2020 for information. CARRIED
8. OLD BUSINESS
8.1 Trustees – Essential Service Workers
CAO Taylor presented a staff report dated August 17, 2020 regarding Trustees - Essential Service Workers.
In discussion the following comments were noted: • There was a suggestion to seek legal advice regarding whether elected officials are considered non-health essential workers. • There was a suggestion that Trustees need to be able to conduct the business of the SSIFPD in the case of more restrictions such as a quarantine related to the COVID pandemic.
Page 11 of 93 • There was a suggestion that Trustees can conduct the business of the SSIFPD without being declared essential workers. • There was a question regarding what further activities would Trustees be able to do if Trustees were considered essential workers. • Concern was expressed regarding spending funds on the legal opinion. • There was general agreement that the answer from Municipal Affairs and Housing would be the final decision regarding this topic.
2020-077 MOVED by Trustee Cook, SECONDED by Trustee Hetherington, that the Board of Trustees request staff to contact the Ministry of Municipal Affairs and Housing to enquire whether elected officials of an improvement district have essential worker status. CARRIED
Trustee Holzapfel left the meeting at 7:00 p.m. due to technical difficulties.
8.2 Johnston Davidson Architecture
CAO presented a staff report dated August 17, 2020 regarding Johnston Davidson Architecture.
In discussion the following comments were noted: • There was a suggestion to continue with Johnston Davidson Architecture as $150,000 of ratepayer funds has been spent on the plans to date. • Concern was expressed regarding continuing with the Johnston Davidson Architecture plans and it was suggested that a structural redesign could save a lot of funds going forward. • Concern was expressed that the community did not support the 2013 Johnston Davidson Architecture plans in the last referendum. • It was noted that Johnston Davidson Architecture were awarded the contract for the new fire hall plans in 2013 through an RFP process. • There was a question regarding whether continuing work with Johnston Davidson Architecture in the amount of $20,350 would require a new RFP as per the District’s purchasing policy.
2020-078 MOVED by Trustee Cook, Motion to table consideration of the staff report dated August 17, 2020 regarding Johnston Davidson Architecture. CARRIED
Page 12 of 93 2020-079 MOVED by Trustee Cook, SECONDED by Trustee MacDonald, that the Board of Trustees direct staff to seek legal advice regarding whether the Request for Proposals (RFP) that was awarded to Johnston Davidson Architecture for new fire hall plans in 2013 is still in effect or whether awarding further work on the new fire hall plans with Johnston Davidson Architecture in the amount of $20,000 would require a new RFP. CARRIED Trustee Gedeon Opposed
8.3 Engineering Reports – Ganges Hall
CAO Taylor presented a staff report dated August 17, 2020 regarding Engineering Reports – Ganges Hall.
2020-080 MOVED by Trustee Gedeon, SECONDED by Trustee Hetherington, That the CAO report dated August 17, 2020 titled Engineering Reports – Ganges Hall be received for information and that the reports from Herold Engineering, R.B. Engineering and Rocky Point Engineering be referred to the Facilities & Physical Plant Committee for review. CARRIED
9. BYLAWS - None
10. NEW BUSINESS
10.1 Proposed 2021 Budget
CAO Taylor presented a staff report dated August 17, 2020 regarding the proposed 2021 budget.
In discussion the following comments were noted: • There was a question whether Line 89 – Labour Relations in the amount of $65,000 was carried forward from 2019 to the 2020 budget. Staff confirmed the full amount was in the 2020 budget. • It was noted the proposed budget does not include $155,000 for a Deputy Chief position. • It was noted the Board of Trustees has agreed the Deputy Chief position will be discussed following arbitration.
Page 13 of 93 2020-081 MOVED by Trustee Cook, SECONDED by Trustee Chair Lindstrom, That the Board of Trustees request staff to amend the 2021 budget recommended by the Finance & Audit committee on August 17, 2020 to reflect the changes in the CAO report dated August 17, 2020 except for the change to Line 76 - Career/Excluded/Casual Staff Wages & Salaries. CARRIED
2020-082 MOVED by Trustee MacDonald, SECONDED by Trustee Cook, That the 2021 balanced budget showing a tax requisition in the amount of $3,780,150 be accepted as the Proposed 2021 Budget. CARRIED
2020-083 MOVED by Trustee Hetherington, SECONDED by Trustee Cook, That the Proposed 2021 Budget be referred to the Facilities and Physical Plant Committee for their input; and that the Proposed 2021 Budget, incorporating any changes made by the Facilities and Physical Plant Committee once approved by the Board, be presented to the public for their input prior to final consideration by the Board. CARRIED
11. DELEGATIONS - None
12. IN-CAMERA MEETING - None
13. ADJOURNMENT
The next meeting is scheduled on September 21, 2020. Please check the website for details.
By general consent, the meeting was adjourned at 7:53 p.m.
______Ron Lindstrom Laurie Taylor Chair, Board of Trustees Corporate Administrator
Page 14 of 93 Item 4.3
Minutes of the Special Trustee Meeting of the Salt Spring Island Fire Protection District
Date: September 10, 2020
Location: Videoconferencing
Members Present: Ron Lindstrom, Chair Rollie Cook, Trustee Andreas Gedeon, Trustee Mary Lynn Hetherington, Trustee Howard Holzapfel, Trustee
Regrets: Per Svendsen, Trustee Jo MacDonald, Trustee
Staff Members Laurie Taylor, Corporate Administrator and Financial Officer Present: Tony Denman, Human Resources Specialist
1. CALL TO ORDER
Chair Lindstrom called the meeting to order at 7:00 p.m.
2. MOTION TO WAIVE NOTICE OF SPECIAL MEETING
2020-084 MOVED by Trustee Gedeon and SECONDED by Trustee Hetherington THAT pursuant to Meeting Procedures Bylaw No. 119 Section 7.1(1) notice of this special meeting be waived CARRIED
Note: Trustees Svendsen and MacDonald gave permission to hold the meeting in their absence
Page 15 of 93 3. APPROVAL OF AGENDA
2020-085 MOVED by Trustee Hetherington and SECONDED by Trustee Holzapfel THAT the agenda be approved. CARRIED.
3. BUSINESS
3.1 Date for Budget Open House
2020-086 MOVED by Trustee Hetherington and SECONDED by Trustee Cook, THAT the Board of Trustees approve the recommendation from Communications & Marketing Committee that the 2021 SSIFPD Budget Open House be held Sunday, October 4, 2020 at 2:00 p.m. at the Salt Spring Island Farmer’s Institute, 351 Rainbow Road CARRIED ‘ 4. ADJOURNMENT
2020-087 MOVED by Trustee Hetherington and SECONDED by Trustee Cook, THAT the meeting be adjourned at 7:05 p.m. CARRIED ‘
______Ron Lindstrom Chair, Board of Trustees
______Laurie Taylor Corporate Administrator
Page 16 of 93 Item 4.4
Minutes of the Special Trustee Meeting of the Salt Spring Island Fire Protection District
Date: September 16, 2020
Location: Videoconferencing
Members Present: Rollie Cook, Trustee Andreas Gedeon, Trustee Mary Lynn Hetherington, Trustee Howard Holzapfel, Trustee Per Svendsen, Trustee
Staff Members Laurie Taylor, Corporate Administrator and Financial Officer Present: Tony Denman, Human Resources Specialist
CALL TO ORDER
CAO Taylor Called the meeting to order at 11:02 a.m.
1. MOTION TO WAIVE NOTICE OF SPECIAL MEETING
2020-088 MOVED by Trustee Cook and SECONDED by Trustee Gedeon THAT pursuant to Meeting Procedures Bylaw No. 119 Section 7.1(1) notice of this special meeting be waived CARRIED
2. ELECTION OF INTERIM CHAIR
CAO Taylor called for nominations for the position of Interim Chair
2020-089 MOVED by Trustee Cook and SECONDED by Trustee Gedeon THAT Trustee Svendsen be nominated for the position of Interim Chair. CARRIED
Page 17 of 93 CAO Taylor called a second and third time for further nominations. There being none, Trustee Svendsen was declared elected as Interim Chair by acclamation.
3. INTERIM CHAIR TAKES OVER
4. APPROVAL OF AGENDA
Addition of Letters of Resignation as Item 7
2020-090 MOVED by Trustee Hetherington and SECONDED by Interim Chair Svendsen THAT the agenda be approved as amended. CARRIED
5. APPOINT ANDREW PEAT AS ACTING CAO
2020-091 MOVED by Trustee Cook and SECONDED by Trustee Holzapfel THAT Andrew Peat be appointed as Acting CAO effective September 21, 2020, subject to receipt of a letter of intent signed by Interim Chair Svendsen and Mr. Peat to enter into an employment contract on the same terms and conditions as the current CAO Taylor specifically an annual salary of $85,000 which was effective May 15, 2020, 28 hours per week, full benefits offered to exempt staff, 9% contribution to an RRSP, 4 weeks of vacation, no overtime pay and 30 days’ notice of termination upon hiring of a permanent CAO. CARRIED
6. SIGNING AUTHORITIES
2020-092 MOVED by Trustee Cook and SECONDED by Trustee Gedeon THAT Ron Lindstrom be removed as a signing authority on District accounts effective immediately; AND THAT Laurie Taylor be removed as a signing authority on District accounts effective September 21, 2020; THAT Andrew Peat be added as a signing authority on District accounts effective September 21, 2020, subject to receipt of a receipt of a letter of intent signed by Interim Chair Svendsen and Mr. Peat to enter into an employment contract on the same terms and conditions as the current CAO Taylor. CARRIED
Page 18 of 93 7. LETTERS OF RESIGNATION
2020-093 MOVED by Trustee Cook and SECONDED by Trustee Holzapfel, THAT the Board receive the letters of resignation from Chair Lindstrom and Trustee MacDonald; AND THAT Acting CAO Peat be instructed to contact Sukh Manhas of Young Anderson as to how to make the letters of resignation public. CARRIED
Trustee Gedeon noted that he disagrees with keeping the content of the letters of resignation from the public.
8. ELECTIONS CAO Taylor noted that she has been in contact with Municipal Affairs and that we need to hold the election for 4 positions this fall. The person with the most votes would get the longest term, second most votes second longest term and so on. Tony Kennedy, the Returning Officer will work with the Acting CAO to determine the best method of voting (likely mail in ballot) and the suggested dates for the election.
9. PRESS RELEASE Trustee Cook to prepare a press release on the resignation of the two trustees and forward it to Interim Chair Svendsen for approval.
10. ADJOURNMENT
2020-094 MOVED by Trustee Cook and SECONDED by Trustee Holzapfel, THAT the meeting be adjourned at 11:29 a.m. CARRIED
______Per Svendsen Interim Chair, Board of Trustees
______Laurie Taylor CAO
Page 19 of 93 Item 5.1.1
Minutes Facilities & Physical Plant Committee Meeting Salt Spring Island Fire Protection District Meeting Was held as follows: Date: September 14, 2020 Place: Lions Hall Time: 10:00am
Attendees:
Jamie Holmes, Assistant Fire Chief Andreas Gedeon, Acting Chair, Trustee Rollie Cook, Trustee Mary Lynn Hetherington, Trustee Ben Cunningham, Member-at-Large
Tony Denman, Recorder
1. Call to Order
The meeting was called to order at 9:55am by Acting Chair Gedeon for Trustee Per Svendsen who is on leave.
1(b) The board recognized that this meeting was held on the Ancestral Lands of the Coast Salish people.
2. Approval of Agenda By general consent, the agenda was approved.
3. Approval of Minutes
3.1. Minutes of the November 4, 2019 meeting • Minutes approved by general consent
4. Old Business
4.1 Downtown Ganges Water System
• Trustee Cook noted the deficiency of the water gallonage per the FUS report. • Assistant Chief Holmes provided a recap on the gallonage required by the FUS report.
Page 20 of 93 • Trustee Gedeon brought up the insurance implications to taxpayers and the operational issue of public safety. • Trustee Cook stated that downtown property insurance rates are high and that the business owners are not happy. Trustee Cook reiterated the issues as they were outlined in the 2010 report. Trustee Cook further noted the nearly 2000 gallon per minute shortfall. • Assistant Chief Holmes stated there is preliminary approval for the Ganges boat launch as a recognized drafting site. • Assistant Chief Holmes recapped the relay pumping pre-incident plan. • Assistant Chief Holmes said we need to plan for redundancies. He expressed difficulty with North Salt Spring Water works not helping with water delivery for the fire service. • Assistant Chief Holmes explained the plan for hydraulic driven pumps on trailers that can deliver 3000 gallons per minute of saltwater from the ocean. • Tank storage was also discussed but is limited as it is for fixed location only. • AC Holmes stated he thought it was approximately $150,000 for a portable pump. • Trustee Cook stated he spoke to an engineer that a water storage tank could be used on the new fire hall site. • Trustee Cook said the water treatment plant could provide 99.9% potable water for firefighting. Trustee Cook suggested an engineer could review the potential options. • Trustee Cook said $100,000 has been put away with the requisition for another $50,000 in the 2021 budget. • Trustee Gedeon suggested the pump would have the quickest turnaround and be the least expensive option. • Trustee Cook suggested his recollection was that the cost was $300,000 not $150,000. • Trustee Gedeon suggested even at $300,000 it is still the cheapest and most flexible option. • It was noted that a portable pump could even be useful in a forest fire situation. • Mr. Cunningham asked about the Bullock Lake fire and how that was handled. • AC Holmes explained that there was a melted pipe that prevented them from using the storage tank there. • AC Holmes said that the water treatment plant does not have the gallonage required. He further explained that a water tank at the new building site would have issues with water flow and water not sitting. • Trustee Cook recalled that he met with Water Works and Chief George and that an engineer was said to be required. • Trustee Hetherington asked AC Holmes about friction loss from relay pumping. AC Holmes explained the potential for friction loss and further explained the relay pumping pre-incident plan. • Trustee Cook suggested an engineer could answer that question as well.
Page 21 of 93 • Chair Gedeon suggested waiting for approval for any fixed asset such as a water storage tank until such time as there is approval for the new fire hall. He reiterated his belief that a pump would be best. • Trustee Cook suggested an update to the budget is necessary regardless of the option that is chosen. • Chair Gedeon suggested including an engineering report for a fresh water supplemental supply system in the 2021 budget. • Trustee Cook reiterated that an RFP for an engineering report is needed to explore the potential solutions for the water supply shortage. • Chair Gedeon asked that the committee not connect a water supply issue with political issues. Mr. Cunningham echoed the Chair. • AC Holmes asked Trustee Cook if he had an idea what an engineer study would cost. AC Holmes suggested that an engineer study would be good for optics and liability for the board. • Trustee Cook suggested that it would only cost between $5,000 and $10,000.
Recommendation from the Board of Trustees that requests staff to engage in the tender process for an engineering study for any supplemental water supply solution to provide 3100 gallons per minute. Staff to price out the previously discussed mobile pumping solution.
5. New Business
5.1. Engineering Reports for Ganges Hall 5.1.1. Rocky Point Engineering – Mechanical Assessment
• Ignore recommendation number 8 for the backflow issue. • With the respect to ventilation, Chair Gedeon suggested that this recommendation was out of cautionary assessment and lack of info on the current ventilation system. Chair Gedeon said that this a complex issue because there are immediate WorkSafe issues. • Trustee Cook said he spoke with CRD and that if there was a memorandum of agreement then the CRD director would use federal gas tax to renovate the old fire hall to make it suitable for a community legacy project. • Chair Gedeon asked to move the discussion away from political issues and back to the issue of the danger to the firefighters. • AC Holmes stated that money should be spent on the new fire hall, not the old one. • AC Holmes suggested putting money aside and that staff will bandage the current hall, making every effort to try and save the money for the new fire hall. Any emergencies that come up that need remediation would be dealt with. However, the goal is to move out. • Chair Gedeon brought up the risk of the seismic issues and that the restraints should be implemented.
Page 22 of 93 • AC Holmes clarified the term seismic restraint and stated that it is for smaller parts of the hall like the water heater, not the remediation of the fire hall structure itself to current seismic codes. • $250,000 is currently on line 109a for transitionary funding. Cook reiterated that the optics of spending money on the current hall are bad. • AC Holmes suggested that any bandage repairs could be handled out of the current operating budget to ensure continued safe operation.
5.1.2. RB Engineering – Electrical Assessment
5.1.3. Herold Engineering – Building Condition Assessment
Recommendation to not engage in all the repairs outlined in the FireWise Assessment but to allow staff to withdraw from the transition fund line 109a to make any emergency repairs to the current fire hall.
5.2. Future Use of Ganges Hall – if used for farmers market how much of the repairs outlined in the engineering reports have to be done – CRD Building Inspectors may be able to provide information as to the Building Code Requirements for farmers markets vs. fire halls.
• Chair Gedeon spoke with the inspector for the CRD. The inspector said that the District would have to look at an assembly occupancy permit. He said it is a complex inspection and process. Chair Gedeon suggested an architect is needed to do an assessment. • Trustee Cook talked to the architect of the Granville Street Market. He is currently doing a 5000 sq ft renovation of a building with similar problems. Trustee Cook explained the extensive $500,000 remediation.
Recommendation that the committee does not comment on repairs for future use but to refer this to the future owner of the property.
5.3 Purchase of New Fire Truck. Review and make recommendation to Board of Trustees
• Staff recommends against Safe Tek and Associated Fire as the apparatus will not fit in the fire hall and the other is too expensive respectively • Rocky Mountain missed some of the RFP requirements and is therefore not recommended.
Page 23 of 93 • Staff recommends HUB or Fort Garry. • HUB is located in Abbotsford and is therefore convenient for repairs. Their business tends to be localized and they are a smaller provider. • Fort Garry is the least expensive and is in Winnipeg. They are a much larger, national-scale builder. • Recommendation from staff is Fort Garry. There maybe a slight increase in price but it would be negligible and could be offset with credits available. • Staff would also be happy with HUB. • Trustee Cook noted that we have the funds available in reserve and the truck comes in under budget.
Recommendation by the board for staff to engage Fort Garry in the replacement of Engine 2 in the 2021 budget.
6. 2021 Budget Review and recommend changes to the Board of Trustees • Line 109 tabled for adjustment in the next meeting to reflect the outcome of staff procurement research with respect the portable pump. • Line 109a to be increased to $300,000 • 111 through 115 agreed upon as presented
Recommendation to ask staff to review the apparatus plan. The apparatus plan is to be on the agenda for the next meeting.
7. Next Meeting The next meeting is scheduled for Tuesday, October 13th at 10:00am
8. Adjournment Whereupon the meeting was adjourned by general consent at 11:47am
Page 24 of 93 Item 5.2.1
Minutes Finance & Audit Committee Salt Spring Island Fire Protection District Meeting was held as follows: Date: August 17, 2020 Time: 9:00 am Place: Videoconferencing
1. Call to Order The meeting was called to order by the chair at 9:15 a.m.
2. Approval of Agenda By general consent, the agenda was approved.
3. Minutes of the August 10, 2020 meeting By general consent, the minutes were approved.
4. Final 2021 Budget Worksheet • Chair Cook posed the question, if upon some reflection, there is any further discussion on the budget. • Chair Cook brought up the Operating Budget increase but said that he is comfortable with the budget. • Trustees MacDonald and Cook discussed the difficulty around the soft costs of the new build not being included in the ask for the building. MacDonald does not want the public to think the project is going over budget. • Chair Cook explained that $250,000 would be spent rehabbing the current hall, leaving $150,000 for the new hall. • Chair Cook would like to report out for tonight with the budget as it stands. • Trustee Holzapfel said he would like to see the detail of some of the expenditures to better understand what has been spent, as was provided by the previous administration. • Trustee MacDonald noted that may be stepping outside of the purview of the meeting. • Trustee Cook explained he shares Holzapfel’s concerns and that he needs more information on expenditures. • Trustee MacDonald suggested not comparing previous administration with the current one. • Chair Cook had a meeting with former CFO Andrew Peat and suggested bringing him in to get the trustees access to the QB company file. • CAO Taylor denied that request citing privacy issues.
Page 25 of 93 • Trustee MacDonald suggested that it is time to move on from the mistakes of previous administrations. • Chair cook suggested that there should be three fingerprints on every cheque as suggested to the board by the auditor. • The CAO explained that there are more than three fingerprints. The Administrative Assistant who opens or prints the invoices, the career member that ordered the purchase, Tony Denman who creates the cheque and posts the expense to the respective budget line and CAO Taylor and the Chair of the Board of Trustees Ronald Lindstrom who both sign each cheque. • Trustee MacDonald said that process should satisfy the board. • Trustee Holzapfel explained he wants to be fully knowledgeable to be able to approve the budget and that Trustee Lindstrom is not fully knowledgeable of the budget. • Trustee MacDonald suggested that if Trustee Holzapfel believes that the Chair of the Board of Trustees is not knowledgeable enough of the budget, perhaps the chair of the finance committee should be a signatory. • Chair Cook brought the discussion back to the budget and brought the meeting to a close.
5. Thoughts on Member-at-Large Peter Parker’s Written Comments Trustee MacDonald pointed out that Member Parker’s email strays into the work of other committees and that Audit and Finance should focus on their mandate and not stray into conjecture. The finance committee wants Mr. Parker to know, however, that he has been heard.
6. Adjournment The meeting was adjourned by general consent at 9:34 a.m.
Page 26 of 93 Item 5.3.1
Minutes of the Communications & Marketing Committee Meeting Salt Spring Island Fire Protection District Date: August 27, 2020 Place: Baptist Church Meeting Room 520 Lower Ganges Road
In attendance: Trustee Mary Lynn Hetherington Trustee Rollie Cook Stan Shapiro, Public Member Winona Cook, Public Member
Minutes taken by Trustee Cook
Regrets: Trustee Andreas Gedeon
1. Call to Order Called to order by Trustee Hetherington at 11:35 a.m.
2. Election of Chair Trustee Hetherington elected by acclamation
3. Approval of the agenda The agenda was approved with the addition of selection of date, time, and place for the proposed Town Hall Meeting
4. Approval of Minutes The minutes of the December 2, 2019 meeting were approved by consensus.
5. Old Business None
6. New Business
6.1 Set date time and place for the proposed town hall meeting. It was noted the Driftwood reporter had written an article on the budget discussions from the last trustees meeting. She noted in her article it was proposed that we hold a town hall meeting on Sunday, September 20. There was
Page 27 of 93 a discussion. It was noted that seniors do not like to drive at night and the days are getting shorter. That rules out evenings. It was noted school is back in session as of September and parents are feeling stressed. That rules out a weekday. It was noted Saturday is a family shopping day for many and that rules out Saturday as an ideal day. That leaves Sunday and we agreed the afternoon works better than morning. By consensus, it was agreed the date and time for the Town Hall meeting is best held on Sunday, September 20, at 2 pm at the Farmers Institute, as was previously discussed at the Trustees Meeting and reported in the Driftwood.
6.2 Stan has written excellent articles in the past for our Town Hall Meeting and Stan agreed to submit a letter to the Driftwood under the byline of the Chair, as has been previous practice. Stan will take the same content and provide a variation for the Salt Spring Exchange, the Marketplace, and other publications on island. We thanked Stan for his terrific efforts.
6.3 It was agreed we would ask staff to contract with the Driftwood for an ad in the week before the meeting. We have done this successfully in each of the previous meetings. We would ask staff to advertise on the exchange as well, as has been done before.
6.4 Format of the meeting. It was agreed by consensus that we would have an open circle seating arrangement as we have done in years past. The Board Chair would moderate and open the meeting. We would ask that a senior member of staff, the Chief is he is back on duty, to offer detailed answers on technical questions. We sometimes have questions on hydrants, vehicles, breathing apparatus etc.
6.5 We request that following guidelines be included in our advertising notice of a town hall meeting: • We will require any attendee to RSVP in advance so we can set up a guest list for the door, on the event day. They can RSVP with the department main office phone number or our email address. • We will limit attendance to whatever number the Public Health Officer allows, currently it is 50. • We will use social distancing. • We will require people wear face masks. • We will have a contact sheet for follow up tracing and people must sign in with their name and phone number. • We will provide a zoom link so anyone not able to attend may see the event. We ask staff to set up that link and maybe operate an iPad or iPhone with a camera for public member participation.
Page 28 of 93 6.6 We discussed the literature table content. We have a literature table along with the sign-up sheet. We will need a simple summary brochure highlighting budget measures. This brochure should follow the same format as in past years and Stan will provide draft text. If office staff can print it off on our copier it would be appreciated. If not, Apple Photo can do this for us. We need 50 for the event and we need 50 for use over the year to circulate later. We should provide copies of our audited financial statements, we should provide executive summaries from Harold Engineering detailing the problems with the old downtown hall, we should provide a copy of the excellent report done by the Disposition of the Old Fire Hall, chaired by Islands Trust Trustee Laura Patrick, we should provide any information Jan Enns wishes to include on the Process to consider the needs for a new fire hall and we should have copies of the full budget package presented to the Board of Trustees by the Finance Committee.
We noted that having a successful community discussion has led the board to modifying the final budget in years past. It is a listening process and a learning process that gives the board the ability to balance departmental needs with the community feed back on appropriate funding and taxation.
7. Next Meeting Determined by the Chair
8. Adjournment Adjourned at 12:35. p.m.
______Mary Lynn Hetherington, Chair
Page 29 of 93 Item 5.3.2
Minutes of the Communications and Marketing Committee Meeting
Date: Sept 10,2020
Place: Baptist Church Meeting Room
520 Lower Ganges Rd. SSI
In attendance: Chair Trustee Hetherington
Trustee Rollie Cook
Wynona Cook Public Member
Stan Shapiro Public Member
Trustee Ron Lindstrom
Trustee Howard Holzapfel
Minutes taken by Trustee Hetherington
Regrets: it was noted that Trustee Gideon has stepped back from this committee
1. Call to order by Committee Chair Trustee Hetherington at 11:37
2. Motion to appoint Trustee Rollie Cook as acting Chair for this meeting. Wynona Cook. Unanimous
3. amendments to the agenda. 4.1 D. How do we address articles in the Driftwood for the 20th.We thought one thing was happening was happening, then it is not happening. To cancel a meeting for the second time makes us look like we can not get ourselves out of a wet paper bag. (The gang that couldn’t shot straight) 5. New business. Ramifications of Board Chair and CAO not allowing Town Hall Meeting to proceed on Sept 20,2020
4. Approval of the agenda as amended. Wynona Cook. Unanimous
5. Approval of the minutes of the August 27,2020 unanimous
6. Old business. Open House Budget Meeting- discussion ensued. Lengthy. Incorporate all of the previous minutes proposed in the Committee minutes under 6.1-6.6 inclusive.
7. New business. How do we resolve the date. Major promotion with Driftwood and the Exchange re changed date.
Page 30 of 93 8. Motion to the Board. “The Communications Committee now recommends due to extenuating circumstances that we move the date of the Open House to October 4,2020, 2:00 pm, Farmers Institute, depending on Covid Restrictions. Moved by Wynona Cook. Unanimous : Deadline tomorrow noon Friday, Sept 11,2020 to announce postponement of the Open House.
9. Chair Ron Lindstrom to call an Emergency Board Meeting via Zoom for approval to the new date.
10. Next Meeting. To be determined by the Chair.
11. Adjournment. 12:40 pm
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Page 55 of 93 Page 56 of 93 Page 57 of 93 Page 58 of 93 Page 59 of 93 Page 60 of 93 2020 Operating Fund Budget Item 7.2 Salt Spring Island Fire Protection District 2019 2019 YTD Sept 2020 Actual Budget 18/20 Budget 2 Income 3 Interest General $19,407.77 $9,000.00 $6,977.90 $12,000.00 4 Interest CWRRF $15,204.23 $0.00 $0.00 5 Miscellaneous Income $14,105.28 $0.00 $83.50 $5,000.00 6 Transfer from Reserves 7 Refund of Pension Overpayment $42,316.43 8 Tax Revenue - LTD Interest $7,496.23 $0.00 $4,400.40 $0.00 9 Tax Revenue- LTD Retirement $99,865.51 $0.00 $102,961.34 $0.00 10 Tax Revenue $3,085,000.00 $3,085,000.00 $3,490,000.00 $3,490,000.00 11 Total Income $3,241,079.02 $3,094,000.00 $3,646,739.57 $3,507,000.00 12 13 Administration Expenses 14 Advertising $805.34 $1,000.00 $2,163.52 $1,000.00 15 Audit & Related Fees $10,000.00 $10,000.00 $10,500.00 $10,000.00 16 Bank Charges /Credit Card Fee/Telpay Fee/Finance Charges $1,181.37 $1,000.00 $824.91 $1,000.00 17 Communications - Phone $18,867.75 $15,000.00 $10,636.74 $19,000.00 18 Conferences $2,653.94 $4,000.00 $708.02 $4,000.00 19 Dues & Subscriptions $4,611.17 $2,500.00 $3,842.99 $2,500.00 20 Freight/Postage $5,449.62 $5,000.00 $2,596.92 $5,000.00 21 Insurance $42,833.40 $47,000.00 $39,576.20 $50,000.00 22 Technical Support $32,700.00 $30,000.00 $16,433.50 $32,000.00 23 Licenses, leases & Rentals $2,193.46 $6,000.00 $804.52 $4,500.00 24 Community Relations $701.53 $1,000.00 $49.61 $1,000.00 25 Office Supplies & Equipment $14,686.68 $14,000.00 $7,885.95 $14,000.00 26 Professional Development - Trustees $0.00 $1,000.00 27 Professional Development - Excluded Staff $3,328.49 $5,000.00 $4,072.71 $4,000.00 28 Total Administration Expenses $140,012.75 $141,500.00 $100,095.59 $149,000.00 29 30 Amortization $158,005.06 $0.00 $0.00 $0.00 31 32 Operating Expenses 33 34 Clothing - Career $2,803.73 $5,000.00 $4,343.60 $5,000.00 35 Clothing - Paid on Call $20,403.01 $11,500.00 $9,656.35 $11,500.00 36 Clothing - Protective $50,445.33 $26,000.00 $10,842.82 $54,000.00 37 Computer, Hardware, Software & Supplies $10,434.57 $2,500.00 $8,518.45 $5,000.00 38 Employee/ POC Recognition $3,104.91 $5,000.00 $177.24 $5,000.00 39 Equipment Purchase - Small Tools $11,815.05 $8,000.00 $7,014.87 $10,000.00 40 Equipment - Repair & Maintenance $13,626.25 $7,000.00 $7,991.00 $7,000.00 41 Fire Prevention & Public Education $4,788.06 $5,000.00 $11,751.63 $5,000.00 42 Fire Station Repair & Maintenance $39,934.83 $12,000.00 $11,173.12 $12,000.00 43 Fire Station Utilities $29,244.56 $28,500.00 $26,998.23 $29,000.00 44 First Responder $11,663.52 $10,000.00 $11,866.68 $12,000.00 45 Foam $3,000.00 $3,124.94 $3,250.00 46 Hydrant Install/Repair $9,000.00 $9,000.00 $9,000.00 $9,000.00 47 Landscaping $7,807.97 $7,000.00 $4,492.45 $7,000.00 48 Major Incident $0.00 $0.00 49 Miscellaneous $3,889.36 $0.00 $979.29 $0.00 50 Radio Equipment Repair & Supplies $1,816.58 $1,000.00 $141.50 $5,000.00 51 SCBA $8,652.57 $10,000.00 $110.56 $10,000.00 52 Supplies & Sundries $10,877.23 $7,000.00 $6,914.14 $10,000.00 53 Training - Paid-on-call & Career $58,725.98 $60,000.00 $1,089.99 $65,000.00 54 Fire Department Record System*** $3,500.00 $3,500.00 55 Vehicle Operating $63,243.90 $90,000.00 $16,033.47 $90,000.00 56 Paid-on-call recruitment & Retention $2,000.00 $0.00 57 Health & Wellness $0.00 $10,000.00 58 Total Operating Expenses $362,277.41 $313,000.00 $152,220.33 $368,250.00 59 60 Trustee Expenses 61 Administration Support $9,910.80 $4,000.00 $6,421.85 $9,000.00 62 Advertising/Election $4,775.92 $6,000.00 $9,180.58 $6,000.00 63 Annual Dinner $7,562.56 $6,000.00 $7,000.00
Page 61 of 93 2020 Operating Fund Budget Salt Spring Island Fire Protection District 2019 2019 YTD Sept 2020 Actual Budget 18/20 Budget 64 Consulting Fees $11,445.17 $6,000.00 $33,847.62 $26,000.00 65 Fireworks $2,500.00 $2,500.00 $2,500.00 66 Legal $4,520.75 $5,000.00 $5,677.26 $5,000.00 67 Miscellaneous $473.13 $5,000.00 $666.02 $5,000.00 68 New Fire Hall Planning & Public Engagement $25,000.00 $25,000.00 69 Fire Hall Referendum $0.00 $15,000.00 70 Fire Hall Advisory Committee - Soft costs $14,445.91 $0.00 $53,426.36 $100,000.00 71 Total Trustee Expenses $55,634.24 $59,500.00 $109,219.69 $200,500.00 72 73 Interest - LTD $5,938.04 $0.00 $4,400.40 $0.00 74 75 Wage & Related Expenses 76 Career/Excluded/Casual Staff Wages & Salaries $1,482,607.11 $1,446,500.00 $1,111,773.43 $1,551,200.00 77 Post employment benefits/shortpay/retro $111,375.97 78 Paid-on-call Members Wages $285,779.79 $246,700.00 $131,470.90 $296,050.00 79 Total Wages $1,879,762.87 $1,693,200.00 $1,243,244.33 $1,847,250.00 80 Statutory & Group Benefits 81 Payroll Expenses $0.00 82 Employer CPP Expense $37,392.91 $34,000.00 $34,997.54 $38,000.00 83 Employer EI Expense $17,436.31 $15,250.00 $15,202.72 $17,250.00 84 Group Life, AD&D & WCB $55,582.17 $48,750.00 $36,762.65 $55,000.00 85 Employer Health Tax & BC Medical Services Plan $42,802.57 $42,750.00 $27,601.70 $37,250.00 86 Employee Group Health, Dental Plans & LTD $65,382.65 $68,000.00 $52,619.94 $69,750.00 87 HUB Health Benefits (POC members) $40,540.06 $34,000.00 $43,715.75 $40,000.00 88 Employer Registered Pension Plan $173,970.17 $183,500.00 $118,500.56 $210,250.00 89 Labour Relations $15,981.26 $55,000.00 $22,285.35 $65,000.00 90 Fire Fighter Employee Assistance Plan $23,297.00 $3,000.00 $11,674.67 $10,000.00 91 Matching RRSP $15,078.49 $10,000.00 $16,261.48 $10,000.00 92 Employee Allowances $1,525.97 $1,000.00 $1,750.00 93 Total Statutory & Group Benefits $488,989.56 $495,250.00 $379,622.36 $554,250.00 94 Transfer to Wages & Benefits Reserve $42,316.43 95 Total Transfer to Reserve $42,316.43 96 Total Wages & Benefits $2,368,752.43 $2,188,450.00 $1,665,183.12 $2,401,500.00 97 98 Extraordinary Expense/ Contingency Reserve $100,000.00 $45,000.00 99 100 Total Expenses $3,090,619.93 $2,802,450.00 $2,031,119.13 $3,164,250.00 101 Surplus Before Capital Expenses $150,459.09 $291,550.00 $1,615,620.44 $342,750.00 102 103 Capital Account 104 Transfer to Capital Fund (Capital Purchases paid from Operating Fund) $0.00 $0.00 105 Capital Fund Small Capital Purchases $47,872.00 $0.00 $0.00 106 Capital Fund - Lease (SCBA) $67,312.85 $80,000.00 107 Major Capital Purchases (Funded by Reserves) $0.00 $0.00 108 Budgeted Capital Expenses Funded from Operating Funds (Small Capital) $50,500.00 $6,909.36 $33,500.00 109 Budgeted Capital Expenses Funded from Operating Funds (Water Supply) $60,000.00 $100,000.00 $100,000.00 110 Transfer Int to Reserve $15,204.23 111 Transfer to General Capital Purposes Reserve Fund (Apparatus ) $137,350.00 $137,350.00 $150,000.00 $150,000.00 112 Transfer to General Capital Purposes Reserve Fund (New Fire Hall Reserve) $150,000.00 $150,000.00 $155,000.00 $155,000.00 113 Transfer to General Capital Purposes Reserve Fund (Halls 2 & 3 Remediation) $0.00 $25,000.00 $25,000.00 114 Transfer to General Capital Purposes Reserve Fund (SCBA) $0.00 115 Transfer to General Capital Purposes Reserve Fund (Digital Pagers) $0.00 $44,500.00 $44,500.00 116 Total Capital Expenses $350,426.23 $397,850.00 $548,722.21 $588,000.00 117 118 Principal Payments - LTD $99,865.51 $0.00 $102,961.34 $0.00 119 120 Surplus/(Deficit) After Capital Expenses & Principal Payments LTD -$299,832.65 -$106,300.00 $963,936.89 -$245,250.00 121 Non Cash Expense (Amortization) $158,005.06 $0.00 $0.00 $0.00 122 Surplus/(Deficit) After Amortization -$141,827.59 -$106,300.00 $963,936.89 -$245,250.00
Page 62 of 93 Item 8.1
SALT SPRING ISLAND FIRE PROTECTION DISTRICT STAFF REPORT – Background Report DATE: September 21, 2020 SUBJECT: Legal Opinion – Johnston Davidson Architecture Fees TO: Chair and Board of Trustees FROM: Laurie Taylor, CAO
BACKGROUND
At the August 17, 2020 meeting the Board during the discussion on staff report regarding Johnston Davidson Architecture, a question was raised regarding whether continuing to work with Johnston Davidson Architecture in the amount of $20,350 would require a new RFP as outlined in the District’s purchasing policy. As result the following resolution was adopted:
MOVED by Trustee Cook, SECONDED by Trustee MacDonald, THAT the Board of Trustees direct staff to seek legal advice regarding whether the Request for Proposals (RFP) that was awarded to Johnston Davidson Architecture for new fire hall plans in 2013 is still in effect or whether awarding further work on the new fire hall plans with Johnston Davidson Architecture in the amount of $20,000 would require a new RFP.
CARRIED
As directed staff sought a legal opinion and the resulting opinion is attached to this report. Also attached is a copy of the District’s Purchasing Policy.
Respectfully submitted.
Laurie Taylor CAO
Page 63 of 93 From: Sukh Manhas To: Laurie Taylor Cc: Ronald Lindstrom Subject: RE: Request for a Legal Opinion Date: August 19, 2020 10:45:26 AM
Laurie,
Based on the information that you have provided, we are of the view that the SSIFPD may retain Johnston Davidson Architecture for the updates to the base plans for the new fire hall without the necessity of a new RFP or tender process.
While the Purchasing Policy requires a formal procurement process for all contracts over $10,000, the purchasing policy is just that, a policy and, as such, can be amended by the Board at any time. In fact, we note that the language of the policy itself recognizes that fact under the heading “Employer’s Discretion”. In addition to its authority to amend the policy, the Board is entitled to deviate from the policy in any particular circumstance if it wishes to do so. All that the Board would have to do to authorize a deviation from the policy is to pass a resolution authorizing the same.
In the circumstances of the updates to the base plans for the new fire hall, as those plans were prepared by Johnston Davidson Architecture, Johnston Davidson likely has copyright in relation to the plans. With that copyright, no other architect would be entitled to amend the plans without the consent of Johnston Davidson, which consent would likely not be provided. In this regard, the SFIFPD really has little choice but to engage Johnston Davidson. The other alternative being to start from scratch again with a new architect.
We trust the foregoing is of assistance. If you have any questions regarding the same, please do not hesitate to contact the writer.
Sukhbir Manhas Barrister & Solicitor
e-mail: [email protected] t: 604.689.7400 x440 | f: 604.689.3444 www.younganderson.ca Young, Anderson | 1616 – 808 Nelson Street | Box 12147 Nelson Square | Vancouver | BC | V6Z 2H2
Page 64 of 93 Salt Spring Island Fire Protection District
POLICY MANUAL
Section Finance Policy Number AF-3701-03 Policy Title PURCHASING
STATEMENT OF POLICY The SSIFPD recognizes the need to control expenditures to maintain fiscal responsibility. Purchasing policies and procedures represent the single most important step toward this goal. It shall be the responsibility of all employees who have authorization to make purchases to follow policies and procedures as set forth herein.
RESPONSIBILITY AND TRAINING Staff are responsible for adherence to and implementation of this policy. Training staff about the policy is the responsibility of the Fire Chief.
GENERAL Contract awards shall be made for materials and services that will give the greatest value based on quality, service, price and availability. All purchasing is to be consistent with the annual budget. Variance in excess of the budget, and purchases in excess of $2,000.00 must be reviewed by the Finance Committee and approved by the Board of Trustees. Exception applies in the event of Emergency Purchasing as described below.
APPROVING AUTHORITY 1. Salaries and wages for employees and paid on call staff, and all related disbursements, require no approval under this policy. Compensation for casual help and contract office employees, including related disbursements, shall be authorized by signature of the Fire Chief or CAO.
2. Purchases under $500.00, and the routine expenditures listed below, may be authorized by the Fire Chief or CAO signing the invoice. • Telephone rental fees (including long distance tolls) • Utilities (hydro, heating, cable accounts, water) • Inspection fees, permit fees, and taxes to other governments • Insurance premiums
Page 65 of 93 • Regularly scheduled for example: annual inspections; repairs and maintenance
3. Purchases with an estimated cost of $500.00 or more must be made with either a Cheque Requisition or Purchase Order and include at least the following information: • Name and address of the supplier • Date of purchase • Description of goods or reference to invoice number • Copies of quotes, tenders, and/or packing slips should be attached
4. A Cheque Requisition shall only be used for the following types of expenditures. All other expenditures require a Purchase Order. • Costs directly related to court actions and damage claims • Subscription renewals • Professional fees • Association membership dues • Fees for exams, courses and conventions, etc. • Travel expenses or advances including mileage and lodgings
4. Cheque Requisitions and Purchase Orders must be signed by the Fire Chief or CAO. Where the Fire Chief or CAO is the payee, payment must be authorized by signature of the Chair of the Board of Trustees or the chair of the Finance Committee.
PURCHASE ORDERS (a) Purchases from $500 to $2,000 At least two quotes are to be obtained from suppliers. The lowest quote shall be accepted except where there may be differences in availability or quality.
(b) Purchases over $2,000 up to $10,000 Purchases in this range must be done by recorded quotations. Every effort should be made to receive and record at least three (3) quotes on the Quotation Evaluation Form (attached) with the lowest bid being recommended for acceptance. If it is is impractical or impossible to receive three quotes, or if the lowest bid is not recommended, the Fire Chief or CAO shall provide written justification for review and approval by the Board at an in camera meeting. Copies of the Quotation Evaluation Forms are to be attached to the Purchase Order when it is submitted with the invoice for payment.
Page 66 of 93 (c) Purchases over $10,000 Purchases over $10,000 must be done by way of written tenders. Tenders may be solicited by the SSIFPD by means of selective invitations to particular suppliers, or by public advertising. The method of tender will be decided by the Fire Chief and/or CAO.
In the case of sealed tenders, the bids shall be opened in public, at which time bidders' names and total bid price are disclosed. A summary of the tenders shall be prepared for the Board of Trustees along with the staff recommendation and presented if necessary in camera.
EMERGENCY PURCHASING The Fire Chief shall have authority to bypass normal procedures in the event of disaster or emergency. Such a variance from this purchasing policy must be reported to the CAO and Board of Trustees as soon as possible, with a follow-up in writing.
EMPLOYER'S DISCRETION The provisions set out in this policy are subject to revision from time to time at the discretion of the Board of Trustees.
CROSS REFERENCES
APPROVALS
Approval date: 2015-09-15 Approved by: Board of Trustees 1. Amendment date: 2015-10-26 Approved by: Board of Trustees 2. Amendment date: 2015-12-07 Approved by: Board of Trustees 3. Amendment date: Approved by:
Page 67 of 93 Item 8.2
SALT SPRING ISLAND FIRE PROTECTION DISTRICT
STAFF REPORT – Background Report DATE: August 17, 2020 SUBJECT: Johnston Davidson Architecture TO: Chair and Board of Trustees FROM: Laurie Taylor, CAO
BACKGROUND
At the July 27, 2020 meeting the following resolution was passed:
That the Board of Trustees request CAO Taylor to request Johnston Davidson Architecture firm to provide an updated fee schedule based on the updated space needs assessment report and reduced square footage and report back to at the next Board meeting
Staff contacted the firm and the fee proposal in the amount o $20,350.00 is attached to this report.
Also, at the July 27, 2020 meeting there was a suggestion that the District should consider other architectural firms. As a reminder to the Board, at their May 22, 2020 meeting, based on a recommendation from the Fire Rescue Advisory Committee, the following resolution was adopted:
That the Board of Trustees agree that the 2013 plans developed by Johnston Davidson Architecture are the base plans to work with and that any future plans be an amendment to these plans and Salt Spring Island Fire Protection District engage Johnston Davidson Architecture.
Based on that recommendation, FireWise Consulting met with District staff to review the 2013 plans and look for ways to reduce the size of the building. Subsequently that review was submitted to FRAC at their July 22 meeting. District staff reviewed the FireWise Consulting report and reduced the size of the building by an additional 10% which was presented to the Board at their July 27, 2020. The net overall reduction in the building size was 26%.
Page 68 of 93 There are some legal and financial issues as to why the Board should not consider another architectural firm.
1. A local government can revisit their previous decisions and that is by means of “reconsidering a motion”. The District’s Procedures Bylaw provides that the Board meetings operate under Robert’s Rules of Order. Under Robert’s Rules of Order a motion to reconsider must be made on the same day as the meeting in which the motion to be reconsidered was adopted and it must be made by a person who voted on the prevailing side of the original motion. Also, a motion cannot be reconsidered, or rescinded, if that motion has been acted upon.
In this case the time limit for reconsideration of the motion of May 22, 2020 has passed and the CAO and staff have already had a preliminary meeting with Johnston Davidson to discuss the process to amend the plans.
2. Significant funds have been expended on the Johnston Davidson Plans in 2013 and more money has been spent in 2020 to have FireWise Consulting review the plans.
In 2013 the District paid Johnston Davidson approximately $150,000 to prepare the plans and in 2020 FireWise Consulting was paid approximately $1,000 to review the plans with staff and for FRAC. Staff also notes it was reported by a Trustee at the July 27 meeting that architecture fees are approximately 7% of the project costs. Based on that assumption the cost for a new architectural firm which would significantly increase the cost of the project i.e. $140,000 for each $2,000,000 of project value.
As authorized by the Board motion dated May 22, 2020 staff will now send the revised space needs received by the Board at their July 27, 2020 meeting to Johnston Davidson.
Respectfully submitted.
Laurie Taylor CAO
Page 69 of 93 Johnston Davidson Architecture Suite 301, 877 E Hastings St, Vancouver, BC V6Y 3Y1 604. 684. 3338 [email protected] www.jdarch.ca 93 of 70 Page 20-August-14 Review the Space Program – work with the Client group to confirm the room to confirm group the Client with – work Program the Space Review Revised Needs Assessment: Needs Revised and requirements programmatic Rescue’s Spring Fire Salt Understand revised design development drawings development design revised • in needs, JDa experience Department’s the Fire using both sizes types, base room • and new). current needs (both changes to equipment i. A. of the Architect consist will only Team the Design drawing package, the revised For Protection Spring Fire the Salt the team from with will work JDA groups. and Client for / options the potential to examine Rescue, Spring Fire and Salt District site on the preferred Department the changing needs of the Fire accommodating of an be the creation would The final deliverables Road. at 860 Anders location the following: covers which updated report following: the include would of work The scope Dear Ms. Taylor, to revise a proposal to submit an opportunity us with presenting thanks for Many to Spring Island. Further on Salt located Spring Firehall the Salt the drawings for have you program space and the revised months the past few over our discussions to only services outlines Architectural this proposal to us on August 13th, provided and the changes in size the drawings to reflect aimed at revising scope a project cover general organization. and deliverables outlines services below proposal As discussed on our phone call, the Any in further detail. at this time and as outlined below only services Architectural for additional considered be would be required to this list who may Consultants additional fees. Ms. Laurie Taylor Ms. Laurie District Spring Fire Protection Salt CAO, Firehall Spring Salt Ganges Road, 105 Lower Island, BC Spring Salt Johnston Davidson Architecture Suite 301, 877 E Hastings St, Vancouver, BC V6Y 3Y1 604. 684. 3338 [email protected] www.jdarch.ca 93 of 71 Page $ 11, 850.00: $ 11, 850.00: $ 4,000.00 $ 4.500.00
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( If requir
We propose the fees as follows for the provision of of the provision for as follows fees the propose We
Revised Drawings Revised Surveyor) a Quantity (By Costing Rendering Quality Presentation fees and disbursements fees Meetings: Meetings: can we to ensure is necessary just feel we – which been included have 5 online meetings this for but a separate fee to the Public presentation include currently not does This fee : Costing D Estimate). (Class project. the revised for exercise costing level High Revise Building Elevations Building Revise overall the changes to the / massing to indicate rendering of a preliminary Development Revise Main Floor and Second Floor Plans to reflect the change in space program from from program the change in space Plans to reflect Floor and Second Main Floor Revise layout. the changes in building Plan to reflect the Site Revise Sections Building Revise Sustainable Requirements: objectives to meet BCBC and the Salt Spring Island Green Green Spring Island and the Salt BCBC to meet objectives Requirements: Sustainable Drawings: Revised Code Analysis for site and building requirements to ensure that the revised the revised that ensure to requirements building and site for Analysis Code Revised
• team. your with and discuss options as possible gather as much info • upon request. can be provided • • • of the project. size • program. space SF based on the revised 18,257 SF to 13,526 • • • Policy. Building Firehall Design and to meet current industry standards. current and to meet Design Firehall • phase of the of the DD the completion since Code change in the Building the meets design in 2013. project iv. iii. ii.
1. 2. 3. B. Architectural Services, exclusive of disbursements, for the services as outlined above. Items 2 + 3 Items 2 + 3 as outlined above. the services for of disbursements, exclusive Services, Architectural like would they decides if the Board information to help provide services as optional provided are package. in flush out the overall steps forward a few the project to take Services: Architectural Johnston Davidson Architecture Suite 301, 877 E Hastings St, Vancouver, BC V6Y 3Y1 604. 684. 3338 [email protected] www.jdarch.ca 93 of 72 Page ee quotations. ed as additions to the primary fixed fee as noted above. as noted fee fixed to the primary ed as additions ery, printing, copying or plotting costs or plotting copying printing, ery, Travel associated with the project. associated with Travel Schedule: of Fees Payment Document deliv Document etc. models professional renderings, material, perspectives, promotional Project but the as a disbursement, These can be charged the project. associated with fees Permit Disbursements: GST is not included in the f included GST is not includ are Disbursements of 2% per charge a service with 30 days net are and invoices monthly billed are Fees All consultants required to complete the project, other than Architects and those than Architects other the project, to complete required All consultants Fee Exclusions: Fee • • • • at this time. known is not cost • • • 30 days. over accounts for month • Davidson to Johnston cost at no additional the Client by be retained will above mentioned Architects. iii. ii. i. Principal Kimberly Johnston, Architect AIBC, MRAIC, LEED AP MRAIC, AIBC, Architect Johnston, Kimberly Please do not hesitate to call me if you have any questions about any of the phases as noted of the phases as noted any about questions any have to call me if you hesitate not do Please any to provide be happy and would you with on this project to work excited very are We above. ahead. project your to move require that you information additional Sincerely, Fees would be billed monthly on the progress of the work to date completed. to date work of the progress on the monthly be billed would Fees The following are a list of project disbursements which would be in addition to the fees quoted quoted to the fees be in addition would which disbursements a list of project are The following plus at cost be billed would on behalf of the project incurred of disbursements The cost above. handling. 10% to cover The following are a list of a few exclusions from the fees as noted above: as noted the fees from exclusions of a few a list are The following Item 8.3
SALT SPRING ISLAND FIRE PROTECTION DISTRICT
STAFF REPORT – Background Report DATE: September 21, 2020 SUBJECT: Trustees - Essential Service Workers TO: Chair and Board of Trustees FROM: Laurie Taylor, CAO
BACKGROUND
At the July 27, 2020 meeting a request from Trustee Holzapfel for a resolution to recognize Trustees, the Chief and CAO as essential workers was considered by the Board and the following resolution was adopted:
THAT the Board of Trustees receive and accept the staff report advising that Trustees cannot be declared essential workers dated July 27, 2020.
At that meeting staff advised that they had contacted Municipal Affairs to ask if Trustees can be classified as essential workers and had been advised that the Board cannot pass a resolution to declare themselves as essential workers and that Trustees as elected officials are not workers or employees, so the request to recognize Trustees as essential workers cannot be done (see attached email)
On August 12, 2020 Trustee Holzapfel sent another email asking that his request to have the Trustees and support personnel affirmed as an essential service and his request was put on the August 17, 2020 meeting. At that meeting the following motion was passed:
MOVED by Trustee Cook, SECONDED by Trustee Hetherington, that the Board of Trustees request staff to contact the Ministry of Municipal Affairs and Housing to enquire whether elected officials of an improvement district have essential worker status.
CARRIED
Staff once again spoke to Municipal Affairs and they suggested that staff contact Emergency Management BC which we did.
Page 73 of 93 The emails received from the Ministry of Municipal Affairs on July 17, 2020 and from Emergency Management BC on September 4, 2020 are both attached to this report. Also attached is the excerpt from the webpage referred to in the September 4, 2020 email.
Based on this information Improvement District Trustees are not deemed essential service workers. We do note that the fire fighters, as first responders, are essential service workers. It is only essential service workers who have special privileges when it comes to quarantine, travel and border crossing during COVID restrictions.
Respectfully submitted.
Laurie Taylor CAO
Page 74 of 93 From: MAH LG Governance MAH:EX To: Laurie Taylor Subject: RE: Trustees Date: July 17, 2020 1:29:40 PM
Hi Laurie,
My understanding is that the Province determines essential services: https://www2.gov.bc.ca/gov/content/safety/emergency-preparedness-response-recovery/covid-19- provincial-support/essential-services-covid-19. IDs boards don’t have the authority to pass resolutions to declare themselves essential workers. In addition, ID Trustees are elected officials and not “workers” or “employees”).
During Phase 1 of Provincial the COVID-19 Restart Plan the Ministry’s recommendation was for ID Boards to limit meetings and decisions to items that were necessary, like taxation bylaws. If during a provincial state of emergency, a board decision is required to keep the fire service functioning (like the ability to collect taxes) it would be necessary for the board to meet (currently IDs have the authority to meet electronically).
Best, Madeline
Madeline Dams | Senior Planning Analyst Governance and Structure Branch | Ministry of Municipal Affairs and Housing 778-698-4361
From: Laurie Taylor
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
Hi Madeline
Don’t know if you will know the answer to this or not – one of the members of the Board of Trustees for the SSIFPD seems to think that the trustees can be recognized as essential workers by a resolution of the Board. Our board does not go out and fight fires or respond to emergencies as our fire fighting staff does. Even our administrative staff is not deemed essential. Can you tell me who I should talk to about this?
Thanks
Laurie
Page 75 of 93 Laurie Taylor, CAO Salt Spring Island Fire Protection District (SSIFPD) 105 Lower Ganges Road, Salt Spring Island BC V8K 2T1 Phone: 250-537-2531 Fax: 250-537-2507 Cell: 250-265-8742
Page 76 of 93 From: Anderson, Corey M EMBC:EX To: Laurie Taylor Cc: Wainwright, Ryan EMBC:EX Subject: RE: This morning"s conversation Date: September 4, 2020 4:29:34 PM
Good afternoon Laurie,
We must refer the Salt Spring Island Fire Protection District to the list of essential services at the following web address:
https://www2.gov.bc.ca/gov/content/safety/emergency-preparedness-response-recovery/covid-19- provincial-support/essential-services-covid-19#non-health
In the Other Non-Health Essential Service Providers section, “government (local, regional, provincial, federal) functions or services” are deemed essential but this does not speak to the individual members, only the function or service.
Corey Anderson | Regional Manager Vancouver Island Region (VIR)
Emergency Management BC Direct Line: 1-236-478-2627 Mobile: 1-250-889-7489 VIR Office: 1-250-952-5848 24 Hour: 1-800-663-3456 [email protected]
Follow EMBC on Twitter @EmergencyInfoBC and @PreparedBC
Page 77 of 93 Other Non-Health Essential Service Providers
• Coroners and workers performing mortuary services, including: o Funeral homes o Crematoriums o Cemeteries o Workers supporting the appropriate handling, identification, storage, transportation, and certification of human remains • Translation services, legal services, human resources, communications, security, procurement, and real estate operations that support the customer and internal company networks • Plumbers, electricians, elevator maintenance providers, property management services, building systems maintenance and repair technicians, engineers, fire safety and sprinkler systems, and other service providers who provide services that are necessary to maintaining the safety, sanitation, and daily essential operation of residences, commercial buildings, and ski area infrastructure and facilities • Construction work, construction firms, skilled trades, and professionals, and; construction and light industrial machinery and equipment rental • Educational institutions—including public and private K-12 schools, and public post secondary institutions—for purposes of facilitating remote learning or performing essential functions, including services that are needed to ensure the safety, security, welfare, integrity and health of the community, property and research and certain operational and contractual activities • Postal services including both public and private mailing, shipping, logistics, courier, delivery services, and post office boxes • All government (local, regional, provincial, federal) functions or services, including where these functions or services are provided by agencies, crown corporations, contractors or service providers, and government owned or leased buildings • Meteorologist services • Professional services including: o Lawyers and paralegals o Engineers o Accountants o Translators o Self-regulating and regulatory bodies • Land registration services, and real estate agent services • Businesses providing staffing services, including temporary labour services • Hotels and places of accommodation, including RV parks and campgrounds
Page 78 of 93 • Activities of the Consulate General and support staff and landlords of buildings where the consulates are located and those who guarantee access to consular offices as well as the operation of the consular offices • Provision of public services that support the safe operation of regulated businesses and support those businesses to meet other regulatory requirements • Workers who provide or support inspections to ensure worksites are safe for workers; and who investigate, process and manage claims for workplace accidents, including services related to the care, treatment and provision of workers’ compensation benefits to those impacted • Storage for essential businesses
Law Enforcement, Public Safety, First Responders & Emergency Response Personnel
• First responders, including: o Police o Fire o Paramedics
Page 79 of 93 Item 8.4
SALT SPRING ISLAND FIRE PROTECTION DISTRICT
STAFF REPORT – Background DATE: September 21, 2020 SUBJECT: Elections & AGM TO: Chair and Board of Trustees FROM: Laurie Taylor, CAO
BACKGROUND
At the February 24, 2020 meeting the Board appointed Tony Kennedy as the Returning Officer for the 2020 elections. Staff has contacted him and he has agreed continue so the appointment is still in effect.
The Ministry of Municipal Affairs has now released the protocols for AGMs and elections and Ministerial Order M336 has been passed.
It is up to the Returning Officer, how and when the election will be held and staff will work with Mr. Kennedy to set the dates for nomination, election format, election dates and statutory advertising and will report back to the Board. The election will be for four seats on the Board as Trustee Cook and Trustee Hetherington terms are up in 2020 and Trustee MacDonald and Chair Lindstrom have resigned from the Board effective September 15, 2020. Trustee MacDonald's term would have expired in 2022 and Chair Lindstrom's term in 2021.
The AGM will be held after the election and once the election dates are known, staff will report back to the Board as to the suggested dates for the AGM. Attached to this report is M336. The District must follow COVID guidelines and cannot allow more than 50 people to be in attendance at the AGM and in addition, must provide for physical distancing, hand washing or sanitization, and collect the first and last names and telephone number, or email address, of every person who attends a meeting in-person.
Respectfully submitted,
Laurie Taylor CAO
Page 80 of 93 PROVINCE OF BRITISH COLUMBIA
ORDER OF THE MINISTER OF
MUNICIPAL AFFAIRS AND HOUSING
Local Government Act
Ministerial Order No. M336
WHEREAS pursuant to the Improvement District Letters Patent Amendment Regulation, B.C. Reg 30/2010 the Local Government Act (the ‘Act’), the minister is authorized to make orders amending the Letters Patent of an improvement district;
AND WHEREAS s. 690 (1) of the Act requires that an improvement district must call an annual general meeting at least once in every 12 months;
AND WHEREAS the Letters Patent for the improvement districts identified in Schedule 1 further restrict when an improvement district must hold their annual general meetings;
AND WHEREAS the Letters Patent for the improvement districts identified in Schedule 1 require that elections for board of trustee positions (the “elections”) must only be held at the improvement district’s annual general meeting;
AND WHEREAS the timeframe to hold annual general meetings limits an improvement district ability to delay an election, when necessary;
AND WHEREAS the ability of an improvement district to hold an election separately from their annual general meeting increases accessibility for eligible electors; ~ J
September 11, 2020 ______Date Minister of Municipal Affairs and Housing
(This part is for administrative purposes only and is not part of the Order.) Authority under which Order is made: Act and section: Local Government Act, section 679 ______Other: Improvement District Letters Patent Amendment Regulation, OIC 50/2010_
Page 81 of 93 AND WHEREAS, I, Selina Robinson, Minister of Municipal Affairs and Housing, believe that improvement districts require the flexibility to hold elections and annual general meetings separately and without the additional timing restrictions currently established by their Letters Patent;
NOW THEREFORE I HEREBY ORDER, pursuant to section 679 of the Act and the Improvement District Letters Patent Amendment Regulation, B.C. Reg 30/2010, that:
1) The Letters Patent of the improvement districts identified in Schedule 1 be amended to authorize the Trustees to, by resolution, fix a date at least once every calendar year, to hold an election for improvement district trustees under s.684 of the Act (an “election”), and that this date may be different than the date of the improvement district’s annual general meeting.
2) The Letters Patent of the improvement districts identified in Schedule 1 be amended to authorize the Trustees, by resolution, to set one or more dates for additional voting opportunities and to allow voting by all eligible electors under the Act to be done by mail ballot, for the purposes of voting in an election.
3) The Letters Patent of the improvement districts identified in Schedule 1 be amended to require that notice of an election must be given in accordance with the notice requirements for an annual general meeting as established under s.690 (3) of the Act and any applicable provisions of a bylaw passed under s.686 (1) (c).
4) The Letters Patent of the improvement districts identified in Schedule 1 be amended to remove any additional restrictions on when an annual general meeting must be held.
Page 82 of 93 Schedule 1
Albion Dyking District Allison Lake Improvement District Armstrong Bay Improvement District Atlin Community Improvement District Avola Improvement District Barrowtown Waterworks District Basque Improvement District Beaver Falls Waterworks District Bennett Bay Waterworks District Blue River Improvement District Bonnington Improvement District Boundary Line Irrigation District Bourke Creek Improvement District Bowser Waterworks District Braithwaite Estates Improvement District Brandon Waterworks District Brew Bay Improvement District Bridesville Waterworks District Brilliant Waterworks District Buckhorn Improvement District Campbell-Bennett Bay Improvement District Canyon Alpine Improvement District Canyon Waterworks District Casino Waterworks District Cawston Irrigation District Chase Irrigation District Cherry Creek Waterworks District Clayton Creek Improvement District Clearbrook Waterworks District Cobble Hill Improvement District Comox Fire Protection District Courtenay Fire Protection District Covert Irrigation District Cowichan Bay Improvement District Cowichan Bay Waterworks District Cranberry Fire Protection District Creston Dyking District Darfield Irrigation District Deadman's Creek Improvement District Deep Bay Improvement District Deep Creek Improvement District Dewdney Area Improvement District Diamond Improvement District Dodge Cove Improvement District Duck Lake Dyking District
Page 83 of 93 Eagle Rock Waterworks District El Camino Improvement District Fairview Heights Irrigation District Fanny Bay Waterworks District Fletcher Creek Improvement District Florence Lake Improvement District Gabriola Fire Protection District Galiano Estates Improvement District Genelle Improvement District Georgina Improvement District Gillies Bay Improvement District Glade Irrigation District Glen Valley Dyking District Gossip Island Improvement District Graham Lake Improvement District Grand Forks Irrigation District Grandview Waterworks District Greystoke Improvement District Hagensborg Waterworks District Harbour View Improvement District Harrison Bay Improvement District Hedley Improvement District Heffley Creek Waterworks District Heffley Irrigation District Highland Park Waterworks District Hopkins Landing Waterworks District Independent Waterworks District Kaleden Irrigation District Kemp Lake Waterworks District Keremeos Irrigation District Kitchener Improvement District Krestova Improvement District Laird Improvement District Lansdowne Waterworks District Larkin Waterworks District Leecrest Improvement District Lighthouse Point Waterworks District Little Qualicum Waterworks District Logging Ditch Improvement District Lower Nicola Waterworks District Lower Nipit Improvement District Lund Waterworks District Maple Ridge Road Thirteen Dyking District Mayne Island Improvement District Meadow Valley Irrigation District Meadowbrook Waterworks District Meredith Road Improvement District
Page 84 of 93 Mill Bay Fire Protection District Mill Bay Waterworks District Montague Improvement District Mount Belcher Improvement District Mount Parke Estates Improvement District Mountain Fire Protection District Mountain View Waterworks District Mud Bay Dyking District Nasookin Improvement District Nicks Island Dyking District Nicomen Island Improvement District Noosatsum Waterworks District North Canyon Improvement District North Cedar Improvement District North Nicomen Dyking District North Salt Spring Waterworks District Oasis Waterworks District Ocean Falls Improvement District Oceanview Improvement District Okanagan Falls Irrigation District Oliver Fire Protection District Ootischenia Improvement District Orde Creek Improvement District Osoyoos Irrigation District Osoyoos Rural Fire Protection District Otter Lake Waterworks District Pemberton Valley Dyking District Pender Harbour Fire Protection District Philimore Point Improvement District Piers Island Improvement District Pine Tree Place Improvement District Pineview Improvement District Playmor Junction Improvement District Poupore Improvement District Pritchard Waterworks District Procter Creek Improvement District Ptarmigan Flats Drainage District Qualicum Bay-Horne Lake Waterworks District Rayleigh Waterworks District Razor Point Improvement District Reclamation Dyking District Ridgewood Improvement District Robson-Raspberry Improvement District Rockyview Improvement District Rolling Hills Waterworks District Rutland Waterworks District Rykert Irrigation District
Page 85 of 93 Salt Spring Island Fire Protection District Saturna Shores Improvement District Savary Shores Improvement District Savona Improvement District Schmidt Improvement District Scott Point Waterworks District Seagirt Waterworks District Sechelt Fire Protection District Secret Island Waterworks District Shawnigan Improvement District Ships Point Improvement District Shuswap River Fire Protection District Silver Star Waterworks District Similkameen Improvement District Sion Improvement District Sitkum Creek Improvement District Skaha Estates Improvement District Slocan Park Improvement District Sointula Waterworks District South Canyon Improvement District South Lake Erroch Improvement District South Quadra Fire Protection District South West Extension Waterworks District Spanish Hills Improvement District Spences Bridge Improvement District St. Mary's Prairie Irrigation District Stardel Waterworks District Steele Springs Waterworks District Stepney Waterworks District Stillwater Waterworks District Sunset Improvement District Sutherland Creek Waterworks District Sylvania Improvement District Taghum Improvement District Thetis Island Improvement District Traders Cove Waterworks District Trethewey-Edge Dyking District Trincomali Improvement District Trout Lake Improvement District Tsawwassen Waterworks District Union Bay Improvement District Van Anda Improvement District Vaseux Lake Improvement District Vaucroft Improvement District Vermilion Irrigation District Village Point Improvement District Vinsulla Irrigation District
Page 86 of 93 Voykin Improvement District Wace Creek Improvement District Wasa Lake Land Improvement District Whaling Station Bay Improvement District Whiskey Point Improvement District Whitehead Waterworks District Williams Springs Waterworks District Wilmer Waterworks District Wise Island Improvement District Wolfe Waterworks District Woodlynn Improvement District Wynndel Irrigation District Yarrow Waterworks District
Page 87 of 93 Item 8.5
SALT SPRING ISLAND FIRE PROTECTION DISTRICT
STAFF REPORT – Background Report DATE: September 21, 2020 SUBJECT: Proposed 2021 Budget TO: Chair and Board of Trustees FROM: Laurie Taylor, CAO
BACKGROUND
Attached to this report is the 2021 Proposed Budget that incorporates amendments proposed by the Facilities & Physical Plant committee.
Specifically, the amendments recommended by the F&PP committee are: Line 109a – Transition from Ganges Hall increasing the amount from $250,000 to $300,000. Line 107 – Major Capital Purchases Funded from Reserve – amount of $420,000 for purchase of a new fire truck to replace Engine 2 which will be offset by Line 6b – Transfer from Reserves – $420,000.
These changes increase the tax requisition from $3,780,150 to $3,830,250. Overall that is a tax increase of 9.74% from the 2020 budget.
Steps for consideration and ultimate adoption of the 2021 Budget – we are at step 3
1. Initial review of budget proposed by F&A committee. Changes to budget if needed – August 17 2. Budget sent to F&PP committee for consideration – must be considered by committee in time for presentation to September 21 Board meeting 3. Second review of budget – September 21 Board meeting – changes if needed 4. October 4 – Public Open House 5. Final review and adoption of Budget – October 19 6. November 16 – Requisition Bylaw adoption
Respectfully submitted.
Laurie Taylor CAO
Page 88 of 93 2021 Operating Fund Budget Salt Spring Island Fire Protection District
2018 2018 2019 2019 YTD July 2020 2021 Actual Budget Actual Budget 23/20 Budget Budget 2 Income 3 Interest General $12,355.96 $8,000.00 $19,407.77 $9,000.00 $5,765.94 $12,000.00 $12,000.00 4 Interest Reserves $8,118.36 $0.00 $15,204.23 $0.00 $0.00 $5,000.00 5 Miscellaneous Income $124,577.14 $0.00 $14,105.28 $0.00 $83.50 $5,000.00 $5,000.00 6 Transfer from Reserves $140,000.00 to cover fire hall expense 6a Transfer from Reserves $44,500.00 from 2020 res. Tsf 6b Transfer from Reserves $420,000.00 Fire truck 7 Pension Refund $42,316.43 $0.00 8 Tax Revenue - LTD Interest $13,749.17 $0.00 $7,496.23 $0.00 $4,400.40 $4,400.00 $1,210.00 9 Tax Revenue- LTD Retirement $155,957.17 $0.00 $99,865.51 $0.00 $102,961.34 $102,960.00 $38,990.00 10 Tax Revenue $2,577,000.00 $2,577,000.00 $3,085,000.00 $3,085,000.00 $3,490,000.00 $3,490,000.00 $3,830,150.00 9.75% 11 Total Income $2,891,757.80 $2,585,000.00 $3,241,079.02 $3,094,000.00 $3,645,527.61 $3,614,360.00 $4,496,850.00 24.42% 12 13 Administration Expenses 14 Advertising $1,845.63 $2,000.00 $805.34 $1,000.00 $2,163.52 $1,000.00 $2,000.00 15 Audit & Related Fees $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,500.00 $10,000.00 $10,500.00 16 Bank Charges /Credit Card Fee/Telpay Fee/Finance Charges $1,060.06 $1,000.00 $1,181.37 $1,000.00 $633.02 $1,000.00 $1,200.00 17 Communications - Phone $16,888.80 $14,000.00 $18,867.75 $15,000.00 $9,242.28 $19,000.00 $19,000.00 18 Conferences $849.83 $5,000.00 $2,653.94 $4,000.00 $647.02 $4,000.00 $2,000.00 19 Dues & Subscriptions $4,789.33 $3,500.00 $4,611.17 $2,500.00 $1,475.32 $2,500.00 $2,500.00 20 Freight/Postage $5,690.49 $4,000.00 $5,449.62 $5,000.00 $2,078.03 $5,000.00 $6,000.00 21 Insurance $41,063.02 $48,000.00 $42,833.40 $47,000.00 $39,576.20 $50,000.00 $50,000.00 22 Technical Support $29,970.70 $30,000.00 $32,700.00 $30,000.00 $11,673.50 $32,000.00 $32,000.00 23 Licenses, leases & Rentals $2,335.00 $7,000.00 $2,193.46 $6,000.00 $804.52 $4,500.00 $2,500.00 24 Community Relations $676.51 $1,000.00 $701.53 $1,000.00 $49.61 $1,000.00 $1,000.00 25 Office Supplies & Equipment $15,961.49 $12,000.00 $14,686.68 $14,000.00 $7,084.43 $14,000.00 $15,000.00 26 Professional Development - Trustees $0.00 $0.00 $0.00 $1,000.00 $0.00 27 Professional Development - Excluded Staff $7,695.49 $5,000.00 $3,328.49 $5,000.00 $2,385.50 $4,000.00 $2,000.00 28 Total Administration Expenses $138,826.35 $142,500.00 $140,012.75 $141,500.00 $88,312.95 $149,000.00 $145,700.00 -2.21% 29 30 Amortization $164,846.23 $0.00 $158,005.06 $0.00 $0.00 $150,000.00 $150,000.00 31 32 Operating Expenses 33 34 Clothing - Career $3,849.17 $7,000.00 $2,803.73 $5,000.00 $4,343.60 $5,000.00 $5,000.00 35 Clothing - Paid on Call $13,808.23 $10,000.00 $20,403.01 $11,500.00 $9,656.35 $11,500.00 $10,000.00 36 Clothing - Protective $25,803.28 $24,000.00 $50,445.33 $26,000.00 $7,103.07 $54,000.00 $54,000.00 37 Computer, Hardware, Software & Supplies $10,539.29 $2,500.00 $10,434.57 $2,500.00 $5,567.17 $5,000.00 $5,000.00 38 Employee/ POC Recognition $2,903.52 $5,000.00 $3,104.91 $5,000.00 $177.24 $5,000.00 $5,000.00 39 Equipment Purchase - Small Tools $17,636.18 $8,000.00 $11,815.05 $8,000.00 $7,014.87 $10,000.00 $10,000.00 40 Equipment - Repair & Maintenance $5,690.98 $6,500.00 $13,626.25 $7,000.00 $5,881.24 $7,000.00 $10,000.00 41 Fire Prevention & Public Education $4,448.33 $6,500.00 $4,788.06 $5,000.00 $12,051.63 $5,000.00 $5,000.00 42 Fire Station Repair & Maintenance $11,735.38 $12,500.00 $39,934.83 $12,000.00 $9,497.81 $12,000.00 $25,000.00 43 Fire Station Utilities $28,127.76 $26,000.00 $29,244.56 $28,500.00 $22,557.13 $29,000.00 $32,000.00 44 First Responder $11,329.83 $10,000.00 $11,663.52 $10,000.00 $9,934.76 $12,000.00 $14,000.00 45 Foam $3,136.11 $3,000.00 $3,000.00 $3,250.00 $3,250.00 46 Hydrant Install/Repair $9,000.00 $9,000.00 $9,000.00 $9,000.00 $9,000.00 $9,000.00 $9,000.00 47 Landscaping $6,663.30 $6,600.00 $7,807.97 $7,000.00 $3,942.45 $7,000.00 $7,000.00 47aFence along pathway Brinkworthy $5,000.00 48 Major Incident $6,536.15 $0.00 $0.00 $0.00 $0.00 49 Miscellaneous $0.00 $0.00 $3,889.36 $0.00 $979.29 $0.00 $3,750.00 50 Radio Equipment Repair & Supplies $4,330.77 $2,000.00 $1,816.58 $1,000.00 $141.50 $5,000.00 $5,000.00 51 SCBA $9,092.67 $11,000.00 $8,652.57 $10,000.00 $110.56 $10,000.00 $10,000.00 52 Supplies & Sundries $9,993.61 $7,000.00 $10,877.23 $7,000.00 $6,665.02 $10,000.00 $10,000.00 53 Training - Paid-on-call & Career $63,760.34 $60,000.00 $58,725.98 $60,000.00 $1,173.99 $65,000.00 $65,000.00 54 Fire Department Record System*** $7,125.00 $3,500.00 $3,500.00 $3,500.00 $3,500.00 55 Vehicle Operating $103,357.53 $90,000.00 $63,243.90 $90,000.00 $15,848.86 $90,000.00 $90,000.00 56 Paid-on-call recruitment & Retention $0.00 $0.00 $2,000.00 $0.00 $1,000.00 57 Health & Wellness $0.00 $0.00 $0.00 $10,000.00 $10,000.00 58 Total Operating Expenses $358,867.43 $310,100.00 $362,277.41 $313,000.00 $131,646.54 $368,250.00 $397,500.00 7.94% 59 60 Trustee Expenses 61 Administration Support $2,795.00 $9,000.00 $9,910.80 $4,000.00 $6,031.85 $9,000.00 $10,000.00 62 Advertising/Election $3,064.82 $6,000.00 $4,775.92 $6,000.00 $8,647.34 $6,000.00 $8,000.00 63 Annual Dinner $6,181.57 $5,000.00 $7,562.56 $6,000.00 $7,000.00 $7,000.00 64 Consulting Fees $18,099.85 $15,000.00 $11,445.17 $6,000.00 $21,793.90 $26,000.00 $15,000.00 65 Fireworks $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 66 Legal $1,190.81 $10,000.00 $4,520.75 $5,000.00 $3,708.46 $5,000.00 $5,000.00 67 Miscellaneous $882.40 $10,000.00 $473.13 $5,000.00 $440.69 $5,000.00 $2,000.00 68 New Fire Hall Planning & Public Engagement $0.00 $0.00 $25,000.00 $25,000.00 $25,000.00 69 Fire Hall Referendum $0.00 $0.00 $0.00 $15,000.00 $15,000.00 70 Fire Hall Advisory Committee - Soft costs $0.00 $0.00 $14,445.91 $0.00 $53,526.36 $100,000.00 $100,000.00 71 Total Trustee Expenses $34,714.45 $57,500.00 $55,634.24 $59,500.00 $94,148.60 $200,500.00 $189,500.00 -5.49% 72 73 Interest - LTD $10,632.97 $0.00 $5,938.04 $0.00 $4,400.40 $4,400.00 $1,210.00 74 75 Wage & Related Expenses 76 Career/Excluded/Casual Staff Wages & Salaries $1,540,175.02 $1,376,250.00 $1,482,607.11 $1,446,500.00 $927,775.04 $1,551,200.00 $1,468,950.00 No deputy chief 77 Post employment benefits/shortpay/retro $111,375.97 78 Paid-on-call Members Wages $238,765.17 $214,000.00 $285,779.79 $246,700.00 $115,641.41 $296,050.00 $379,100.00 2.5% increase 79 Total Wages $1,778,940.19 $1,590,250.00 $1,879,762.87 $1,693,200.00 $1,043,416.45 $1,847,250.00 $1,848,050.00 0.04% 80 Statutory & Group Benefits 81 Payroll Expenses 82 Employer CPP Expense $34,381.42 $28,600.00 $37,392.91 $34,000.00 $32,918.51 $38,000.00 $42,000.00 83 Employer EI Expense $16,841.59 $13,450.00 $17,436.31 $15,250.00 $14,255.48 $17,250.00 $19,000.00 84 Group Life, AD&D & WCB $50,232.65 $45,500.00 $55,582.17 $48,750.00 $34,772.90 $55,000.00 $55,000.00 85 Employer Health Tax & BC Medical Services Plan $6,755.58 $17,100.00 $42,802.57 $42,750.00 $23,738.50 $37,250.00 $38,900.00 86 Employee Group Health, Dental Plans & LTD $60,947.88 $61,250.00 $65,382.65 $68,000.00 $45,913.15 $69,750.00 $69,750.00 87 HUB Health Benefits (POC members)/Edge LOI Premiums $39,422.80 $34,000.00 $40,540.06 $34,000.00 $40,367.83 $40,000.00 $60,000.00 88 Employer Registered Pension Plan $171,637.00 $172,250.00 $173,970.17 $183,500.00 $101,173.57 $210,250.00 $196,000.00 89 Labour Relations $5,526.89 $60,000.00 $15,981.26 $55,000.00 $6,144.30 $65,000.00 $20,000.00 Arbitration 2020 90 Fire Fighter Employee Assistance Plan $9,170.00 $3,000.00 $23,297.00 $3,000.00 $9,328.00 $10,000.00 $12,000.00 91 Matching RRSP $12,263.23 $13,250.00 $15,078.49 $10,000.00 $15,430.72 $10,000.00 $19,000.00 92 Employee Allowances $1,671.12 $350.00 $1,525.97 $1,000.00 $1,750.00 $1,750.00 93 Total Statutory & Group Benefits $408,850.16 $448,750.00 $488,989.56 $495,250.00 $324,042.96 $554,250.00 $533,400.00 -3.76% 94 Transfer to Wages & Bemefits Reserves $42,316.43
Page 89 of 93 2021 Operating Fund Budget Salt Spring Island Fire Protection District
2018 2018 2019 2019 YTD July 2020 2021 Actual Budget Actual Budget 23/20 Budget Budget 95 Total Transfer to Reserves $42,316.43 $0.00 $0.00 96 Total Wages & Benefits $2,187,790.35 $2,039,000.00 $2,368,752.43 $2,188,450.00 $1,409,775.84 $2,401,500.00 $2,381,450.00 -0.83% 97 98 Extraordinary Expense/ Contingency Reserve $0.00 $30,000.00 $100,000.00 $45,000.00 $100,000.00 99 100 Total Expenses $2,895,677.78 $2,579,100.00 $3,090,619.93 $2,802,450.00 $1,728,284.33 $3,318,650.00 $3,365,360.00 1.41% 101 Surplus Before Capital Expenses -$3,919.98 $5,900.00 $150,459.09 $291,550.00 $1,917,243.28 $295,710.00 $1,131,490.00 102 103 Capital Account 104 Transfer to Capital Fund (Capital Purchases paid from Operating Fund) $0.00 $0.00 $0.00 $0.00 105 Capital Fund Small Capital Purchases $34,849.19 $0.00 $47,872.00 $0.00 $0.00 106 Capital Fund - Lease (SCBA) $67,312.85 $80,000.00 $67,500.00 5 years 107 Major Capital Purchases (Funded by Reserves) $0.00 $0.00 $0.00 $0.00 $420,000.00 Fire truck 108 Budgeted Capital Expenses Funded from Operating Funds (Small Capital) $0.00 $44,000.00 $50,500.00 $33,500.00 $33,500.00 $50,000.00 109 Budgeted Capital Expenses Funded from Operating Funds (Water Supply) $0.00 $0.00 $60,000.00 $100,000.00 $100,000.00 $50,000.00 109a Transition Funding from Ganges Hall $300,000.00 110 Transfer Int to Reserve $8,118.36 $15,204.23 111 Transfer to General Capital Purposes Reserve Fund (Apparatus ) $125,500.00 $50,000.00 $137,350.00 $137,350.00 $150,000.00 $150,000.00 $150,000.00 112 Transfer to General Capital Purposes Reserve Fund (New Fire Hall Reserve) $0.00 $150,000.00 $150,000.00 $155,000.00 $155,000.00 $155,000.00 113 Transfer to General Capital Purposes Reserve Fund (Halls 2 & 3 Remediatio $0.00 $0.00 $0.00 $25,000.00 $25,000.00 $50,000.00 114 Transfer to General Capital Purposes Reserve Fund (SCBA) $0.00 $0.00 $0.00 115 Transfer to General Capital Purposes Reserve Fund (Digital Pagers) $0.00 $0.00 $0.00 $44,500.00 $44,500.00 116 Total Capital Expenses $168,467.55 $94,000.00 $350,426.23 $397,850.00 $575,312.85 $588,000.00 $1,242,500.00 111% 117 118 Principal Payments - LTD $155,957.17 $0.00 $99,865.51 $0.00 $102,961.34 $102,960.00 $38,990.00 119 120 Surplus/(Deficit) After Capital Expenses & Principal Payments LTD -$328,344.70 -$88,100.00 -$299,832.65 -$106,300.00 $1,238,969.09 -$395,250.00 -$150,000.00 121 Non Cash Expense (Amortization) $164,846.23 $0.00 $158,005.06 $0.00 $0.00 $150,000.00 $150,000.00 122 Surplus/(Deficit) After Amortization -$163,498.47 -$88,100.00 -$141,827.59 -$106,300.00 $1,238,969.09 -$245,250.00 $0.00
Small Capital (line 108) 2020 $33,500 - hose dryer $15,000 - drone $4,500 - hose tester $4,000 - repairs of Fulford training grounds $5,000 - computers $5,000
2021 $50,000 - proper turn out gear storage at Halls 2 & 3 $30,000 - training grounds repair $10,000 - storage container $10,000
Page 90 of 93 Salt Spring Island Fire Protection District
Bylaw No. 142
A bylaw to authorize the disbursement of monies in the Capital Works Renewal Reserve Fund.
WHEREAS there is an unappropriated balance in the Fire Hall No. 1 Renewal Reserve Fund of Four Hundred Fifty-Seven Thousand Nine Hundred Fifty-Eight dollars (457,958.00) as of July 31, 2020;
AND WHEREAS it is deemed desirable to expend a portion of the monies imposed under Bylaw No. 126 – Capital Works, Renewal Reserve Fund Establishment Bylaw for the purpose of purchasing of a 2021 Fire Truck on a Freightliner Chassis from Fort Garry Fire Trucks to replace Engine 2.
The Trustees of the Salt Spring Island Fire Protection District in open meeting assembled, ENACT AS FOLLOWS:
1. The maximum sum of Four Hundred Twenty Thousand dollars ($420,000.00) is hereby appropriated from the Capital Works Renewal Reserve Fund to be expended on costs for the purchase of 2021 Fire Truck on a Freightliner Chassis from Fort Garry Fire Trucks to replace Engine 2 in 2020/2021.
2. The expenditure to be carried out by the monies hereby appropriated will be specified and authorized by resolution of the Trustees.
3. Should any of the above amount remain unexpended after the expenditures hereby authorized have been made, any unexpended balance will be returned to the credit of the said Reserve Fund.
4. This bylaw may be cited as the "Bylaw 142 - 2020 Capital Works Renewal Reserve Fund Disbursement Bylaw".
INTRODUCED and given first reading by the Board of Trustees of the Salt Spring Island Fire Improvement District on the 21st day of September, 2020.
RECONSIDERED and finally passed by the Trustees on the.
______Ron Lindstrom, Chair
______Laurie Taylor, CAO
Page 91 of 93 Item 9.1
SALT SPRING ISLAND FIRE PROTECTION DISTRICT
STAFF REPORT – Background Report DATE: September 20, 2020 SUBJECT: Purchase of New Fire Truck – Bylaw 142 TO: Chair & Board of Trustees FROM: Laurie Taylor, CAO
BACKGROUND
The District issued a tender for the new truck on BC Bid as of the deadline of August 31, 2020 we had received 5 bids (list attached).
At the Facilities & Physical Plant committee held September 14, 2020 a recommendation was made to for staff to engage Fort Garry in the replacement of Engine 2 in the 2021 budget.
As of July 31, 2020, there is $457,958.00 in the Capital Works Renewal Reserve Fund which was established by Bylaw No. 126 to cover purchases of new equipment.
Bylaw 142 provides for the purchase of the fire truck from the Capital Renewal Reserve.
Respectfully submitted.
Laurie Taylor CAO
Page 92 of 93 Company HUB FORT GARRY ROCKY MOUNTAIN ASSOCIATED FIRE SAFETEK $439,705 $405,695 $411,606 $494,200 $486,155 Exceptions None 2 1/2" direct fill No draining shelf liner At 12'6" Wont physically fit in Hall 3" may be possible No ladder rack 2 Seats vs 3 Intake control on officer side Speed Lay Tray vs Crosslay No rear Cabinet
Cons Long wheel base 209" Highest price point High price point Huge loss of cabinet space due to LWB 200" Rear intake inside door side ladder mount Long wheel base 200"
Aux Power Generator Inverter Inverter Inverter Inverter
Pros Local Credits Available Superior scene lighting HUB services our fleet Cabinet space and design Short wheel base 180"
Misc May be able to save a bit with an Crosslay will need mods inverter vs generator Going with a 12-14 deg departure angle 18 deg angle of departure increases cabinet space
Valve control T handles and rods T handles and rods T handles and rods T handles and rods
Requests LED Scene lighting on tripod LED Scene lighting on tripod LED Scene lighting on tripod LED Scene lighting on tripod LED Scene lighting on tripod Scene lights tied in with reverse Scene lights tied in with reverse Scene lights tied in with reverse Scene lights tied in with reverse Scene lights tied in with reverse 2 Tone Paint Red / White 2 Tone Paint Red / White 2 Tone Paint Red / White 2 Tone Paint Red / White 2 Tone Paint Red / White Slip resistive chrome steps Slip resistive chrome steps Slip resistive chrome steps Slip resistive chrome steps Slip resistive chrome steps
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