MASTER FIRE PLAN TASK FORCE INAUGURAL MEETING AGENDA TUESDAY, APRIL 7, 2015 AT 1:00 P.M. CLAR/MILL FIRE HALL (UPSTAIRS MEETING ROOM) – PLEVNA, ONTARIO 1. CALL TO ORDER 2. WELCOME FROM THE CHAIR 3. INTRODUCTIONS AND MEMBERS TO PROVIDE A BRIEF EXPLANATION OF THEIR RELATED BACKGROUND AND HISTORY. 4. APPROVAL OF AGENDA 5. APPROVAL OF NOTES a) June 26, 2014 – Master Fire Plan Task Force (former Task Force’s last meetings. 6. NEW BUSINESS a) Chair to explain the Council Procedural By-law Excerpt with respect to Task Forces. (Note: Clerk preparing amending housekeeping Procedural By-law for Council’s consideration; therefore, some wording in this Section may be amended.) b) Task Force to review the draft Terms of Reference (TOR) (including draft Task Force Work Plan and Task Force goals, objectives, develop the schedule, list of stakeholders, and assign tasks) and make recommendations and/or changes, for Council’s consideration (for the Second Term of Council). c) Council Resolutions provided for information purposes: (i) #8-15 dated January 6, 2015 and # 125-15 appointed Councillor Bedard, Chair and Councillors Martin and Good as Members of the Master Fire Plan Task Force (MFPTF) as well as the CAO, Kaladar Barrie Fire Chief and the North Frontenac Fire Chief as Staff Members on the MFPTF. (Note Resolution #69-15 received approval of the Kaladar-Barrie Joint Fire Committee for Chief Cuddy’s Appointment to the MFPTF). d) #172-15 dated March 16, 2015 appointed Leo Ladouceur, Steve Sunderland (Reappointment), Steve Smart and Russell Gray as the Community Voluntary Sector Members. e) Fire Chiefs to explain the following Ontario Fire Marshal’s information: i) What is a Master Fire Plan? Master Fire Plan Task Force Inaugural Meeting Agenda – April 7, 2015 Page 1 of 2 ii) Ten Steps of a Master Fire Plan. f) Review of Sample Master Fire Plans: i) Brighton. 7. BUSINESS ARISING OUT OF THE MINUTES a) Update for the Fire Chiefs re: Simplified Risk Assessment. b) Maps 8. COMMUNICATIONS a) KBFD Roster as of January 1, 2015 (Roster is provided to the Kaladar/Barrie Joint Fire Committee quarterly.) b) NFFD Organization Chart dated April 2, 2014 (Per 2013 Budget). c) KBFD Organizational Chart, being Schedule “A” to By-law #121-12. d) NFFD Establishing and Regulating By-law #33-03; and the Amending By-law #42-14 re Amend Appendix “D” of By-law #33-03 for the Fire Department in Wards 2 and 3. e) KBFD Establishing and Regulating By-law #121-12. f) Joint Agreement with NF and Addington Highlands Township to create and govern the Joint Fire Committee for the Kaladar/Barrie Fire Department. 9. ADMINISTRATIVE REPORTS a) NFFD Monthly Activity Reports: December 2014, January and February 2015. b) NFFD Roster as of December 15, 2014 (Last Roster provided to Council; however, per Council Resolution #10-18 it was recommended the Fire Chief provides these Administrative Reports to the MFPTF. c) Draft new Table of Contents provided by the Chair for review. Note: copies of the Task Force Members Confidential Contact Information and Reimbursement Expenses Form to be provided to the Task Force at the meeting. 10. ADJOURNMENT Master Fire Plan Task Force Inaugural Meeting Agenda – April 7, 2015 Page 2 of 2 NOTES of a Meeting of the Master Fire Plan Task Force of the Township of North Frontenac held on Tuesday, June 26, 2014 at the Clar/Mill Fire Hall, 6648 Road 506, Plevna, Ontario. PRESENT: Councillor Gerry Martin, Chair; Deputy Mayor Fred Perry - Ward 1; Councillor John Inglis - Ward 3; and Steve Sunderland. ALSO PRESENT: Cheryl Robson, Chief Administrative Officer (CAO); Steve Riddell, North Frontenac Director of Emergency Services/Fire Chief; Casey Cuddy, Kaladar/Barrie Fire Chief; and Brooke McGrath (Recording Secretary). ABSENT WITH REGRET: Deputy Reeve Bill Cox - Ward 2, Township of Addington Highlands. 1) CALL TO ORDER The meeting was called to order by the Chair at 9:05 a.m. 2) APPROVAL OF AGENDA The Task Force approved of the Agenda, as previously circulated, as amended (Perry requested shared equipment be added as #5c). 3) APPROVAL OF NOTES a) The Notes for the Master Fire Plan Task Force for the May 27, 2014 meeting were approved, as previously circulated. 4) BUSINESS ARISING a) Review of History of North Frontenac and Kaladar-Barrie Fire Departments (see attached). More history was provided by Perry, to be added to the history package being given to the Community Volunteer compiling the information into a summary. Chair Martin will clarify with the Volunteer the size of the document required . The history of each station should be summed up into no more than a few pages; information regarding the amalgamation will be included, as well. The Establishing and Regulating By-laws for both Fire Departments; as well as the Kaladar-Barrie Joint Fire Agreement, will be included in an Appendix in the Master Fire Plan. b) Chief Riddell's June 9, 2014 Administrative Report to Council and signed Amended By-law #42-14 re: Establishing and Regulating By-law Appendix D: "Specialized (Core) Services for Each Ward". Received for information. c) i) Chief Cuddy - Recruitment PowerPoint Presentation. Chief Cuddy created a PowerPoint Presentation for Recruitment he takes to North Addington Education Centre, to encourage students to join the Volunteer Fire Department. Through the use of photos taken of past and current volunteers, Chief Cuddy demonstrates the different scenarios Volunteer Firefighters (VFF) face (i.e. fire suppression, auto extrication, Emergency First Response, Public Education, water rescue, fire investigations/inspections, and disaster response). The Presentation focuses on teamwork, with a heavy emphasis on training (in the field and in class), while presenting a general overview of firefighting as a whole. Overall , the Presentation is geared towards attracting new recruits, ensuring that an accurate portrayal of firefighting and the Fire Department are shown. Master Fire Plan Task Force Notes June 26, 2014 Page 1 of 3 ii) Joint Draft Recruitment Notice for Fire Departments (see attached). A joint Recruitment Notice for both Fire Departments could be created, to be posted on the North Frontenac and Addington Highlands Township Websites. The cost would be minimal and could contain more information about the Fire Departments than just a newspaper advertisement or a posted sign. The Task Force approved the joint advertisement as attached, which the Kaladar-Barrie Joint Fire Board previously approved. Also, the Fire Chiefs are to try and do more joint advertising (i.e. smoke alarms, etc.). Joint Recruitment advertisements should be on the websites and posted in all Municipal Buildings. Recruitment Signs could be posted coming into the Township, with the message kept simple (Fire Departments Logos, Contact Information). To keep the idea fresh and visible throughout the Township, the sign(s) should be moved on a regular basis to different areas. Signs could be posted at the Fire Halls, Public Works Garages and at all Township entrances to attract recruits as well. The Secretary will obtain quotes for the purchase price of the signs and provide to the Task Force at the next Task Force Meeting . All agreed to a recruitment Mission Statement for the signs "Step Up and Help Protect Your Community - Join the Fire Department." The Task Force will put forth a recommendation to Council to place decals on the smaller Township vehicles, advertising for new recruits to the Fire Departments. If approved by Council, decals could be placed on Fire Department and other small vehicles used by Crown Land, CBO and Public Works. 5) NEW BUSINESS a) By-laws and Agreements for Current Dispatch Systems for North Frontenac and Kaladar- Barrie Received for information. Chief Cuddy explained changes are coming with respect to Kaladar­ Barrie and Napanee Dispatch; may be moving to Kingston Dispatch. Chief Riddell advised North Frontenac costs may be increasing, but he will provide Council with an Administrative Report; and a revised Agreement may be needed. b) Update on County Radio Communications Study A meeting will be held to further examine the County Radio Communications Study. This meeting will include all County Fire Chiefs, Public Works Managers and Paul Charbonneau Director of Emergency Services/Chief of Paramedic Services). The participants of the meeting will determine issues with the Study and submit their findings to the CAO's prior to going to County Council for consideration. Chief Riddell shall ensure Chief Cuddy (as North Frontenac Ward 1 Fire Chief) is invited to all meetings and is kept informed. c) Equipment Savings Is the current equipment used by the Fire departments in the area (Kaladar-Barrie, North Frontenac, and Central Frontenac) compatible and interchangeable? For example, Chief Cuddy pointed out that structure fire hose is interchangeable within all of Ontario Fire Departments. The Task Force felt equipment should be able to be shared as could be used by all (Mutual Aid) and joint purchases for savings. If possible, any future purchases should be compatible with the departments surrounding us. Is there an opportunity for purchases to be made jointly with Kaladar-Barrie and North Frontenac; or through the County of Frontenac? Master Fire Plan Task Force Notes June 26, 2014 Page 2 of 3 6) NEXT STEPS a) Staff to meet again to finalize the Draft Simplified Risk Assessment and Revised Charts. Chief Riddell to provide North Frontenac's reality numbers versus Provincial numbers to the draft Simplified Risk Assessment (i.e. similar to what Chief Cuddy has already completed). Fire Chiefs will provide information to and work with the Secretary to update the existing Simplified Risk Assessment for North Frontenac (all Wards) to recognize our community's actual needs, calls, etc. and provide their final draft to the Master Fire Plan Task Force for review.