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2009/11/16CORPORATE SERVICES COMMITTEE AGENDA TWELFTH MEETING Monday, November 16, 2009 City Hall, Committee Room #2A ~ H ~ 600 pam. 1. 2. ~. ~. MINUTES: a) Approval of the November 2, 2009 Corporate Services Meeting. b) Approval of the November 9, 2009 Corporate Services Meeting. REPORTS: Staff Contact a) CPS-2009-OS Dean Iorfida Niagara Falls Humane Society b) CD-2009-15 Dean Iorfida 2010 Council Schedule c) FS-2009-09 Lee Smith Radio System NEW BUSINESS A®.~OURNMEN`I' IN®CAMERe4 SESSION a) Resolution to go into Closed Meeting. MINUTES OF CORPORATE SERVICES COMMITTEE Ninth Meeting Monday, November 2, 2009, Committee Room 2, 5:00 P.Mo PRESENTo Councillor, Victor Pietrangelo Chair; Mayor Ted Salci, Councillors: Jim Diodati, Shirley Fisher, Bart Maves, Wayne Thomson and Janice Wing. STAFFS Ken Todd, Ed Dujlovic, Ken Burden, Alex Herlovitch, Geoff Holman, Dean lorfida, Ken Beaman, Todd Harrison, Lee Smith, Marzenna Carrick, Serge Felicetti, Trent Dark and Marianne Tikky e Steno. ABSENT: Councillors: Kerrio and loannoni due to family commitments. PRESS: Corey Larocque, Niagara Falls Review, Niagara This Week. 1) MINUTES MOVED by Councillor W ing seconded by Mayor Salci that the minutes of the October 19, 2009 meeting be approved. Motion: Carried 2) REPORTS: a) F-2009-51 Water Account Collections -Residential Tenanted Accounts The recommendation report is: 1. That the City direct Niagara Peninsula Energy Inc. to enhance the water account collections process by providing the property owners with the same notification as their tenants throughout the process. 2. That the City continue to shut off the supply of water to properties wherein the account holder fails to meet the required payment obligation. 3. That, in the event that the water arrears exceed the deposit on hand, that the City continue to transfer unpaid water/sewer charges onto the owner's tax account in accordance with the provisions of the Municipal Act. Itwas pointed outthat Niagara Falls is unique, with most citiesthroughoutthe Province of Ontario and in the Niagara Region that sells water directly to the tenant, all others cities sell directly to the property owner. -z- Discussion ensued regarding the appropriate deposit and how other jurisdictions (London) have a "sliding scale" based on the payment history of the tenant. Mrs. Miki Richardson requested the information on the City's collection process. Itwas indicated that the City uses the credit bureau in St. Catharines. Staff advised that the City is anon-profit organization unlike Niagara Peninsula Energy or a Cell Phone Company whose bad debt can be absorbed by their profit margin. The City would not disburse the amount of arrear water accounts to every other residents. After further discussion the following motion was made: MOVED by Councillor Wing and seconded by Councillor Fisher; That staff to report back to Council with a revised deposit amount for residential tenanted accounts. 2. Thatthepracticeoftransferringarrearsofunpaidtenantwater/sewerchargesonto the owner's tax account be discontinued effective November 3, 2009. Motion: Carried Action: Recommendation submitted to Council November 2, 2009. 3) NEW BUSINESS: a) MOVED by Councillor Thomson and seconded by Mayor Salci that staff investigate the issue of bird feeders. Motion: Carried Action: Recommendation submitted to Council November 2, 2009. b) MOVED by Councillor Yhomson and seconded by Councillor Wing that Staff bring forward amendments to fhe Live Adult Businesses By~lawto limit the number of Adult I~ ntertainment Parlours to three (3), with an effective date of today. Motion: Carried Action: Recommendation submitted to Council November 2, 2009. 4) ADJOURNMENT: MOVED by Councillor Thomson, seconded by Councillor Diodati that the Corporate Services meeting be adjourned at 6:34 p.m. .,' 1~1i~at a,Fitlls MINUTES OF CORPORATE SERVICES COMMITTEE Eleventh Meeting, Monday, November 9, 2009, Council Chambers, 5:05 P.M. PRESENT: Councillor Victor Pietrangelo, Chair; Councillors Jim Diodati, Shirley Fisher, Vince Kerrio, Bart Moves, Wayne Thomson, Janice Wing and Carolynn loannoni ABSENT: Mayor Ted 5alci STAFF: Ken Todd, Ed Dujlovic, Ken Burden, Dean lorfida, Todd Harrison and Lisa Wall. GUEST: Nancy Eidt, Niagara Falls Library Board; Gord West, Niagara Falls Board of Museums; Victor Ferraiuolo, Niagara Falls Tourism; Dino Fazio, Winter Festival of Lights; Joanne Turner, Boys and Girls Club; Elaine Harvey and Diane Corkum, Project SHARE; Angela Sun, Women's Place of South Niagara; Elisabeth Zimmermann, YWCA Niagara Region; Michael Sommerville, Greater Niagara General Hospital Foundation; Brian Smylski, Niagara Falls Art Gallery; Garry Beck, 483 (Regional Niagara) Wing Royal Canadian Air Force Association. PRESS: Corey Larocque, Niagara Falls Review 1. REPORTS: F~2009~56 2010 Permissive Grants Process MOVED by Councillor Moves, seconded by Councillor Fisherfhat. Council receive the report for information purposes. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. 2. 2010 FUNDING REQUESTS: MOVED by Councillor loannoni, seconded by Councillor Diodati thatthe 2010 Budget request from the Niagara Falls Library Board be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. -z- MOVED by CouncillorThomson,seconded by Councillor Fisherthat the 2010 Budget request from the Niagara Falls Board of Museums be received and referred to the final budget deliberations. Motion: Carried Conflict: Councillor Wing Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor Thomson, seconded by Councillor loannoni that the 2010 Budget request from Niagara Falls Tourism be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor loannoni, seconded by Councillor Wing that the 2010 Budget request from the W inter Festival of Lights be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor loannoni, seconded by Councillor Diodati thatthe 2010 Budget request from the Boys and Girls Club be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor Kerrio, seconded by Councillor Moves that the 2010 Budget request from Project SHARE be received and referred to the final budget deliberations. Motion: Carried Action; Recommendati®n submitted to K~ouncil November 16y ?009.. MOVED by Councillor Wing, seconded by Councillor Diodati that the 2010 Budget request from Women's Place of South Niagara be received and referred to fhe final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor loannoni, seconded by Councillor Diodati that the 2010 Budget request from YWCA Niagara Region be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. -3- MOVED by Councillor loannoni, seconded by Councillor Diodati thatthe 2010 Budget request from YWCA Niagara Region be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor Diodati, seconded by Councillor Kerrio that the 2010 Budget request from the Greater Niagara General Hospital Foundation be received and referred to the final budget deliberations. Motion: Carried Opposed: Councillor loannoni and Councillor Wing Action: Recommendation submitted to Council November 16, 20090 MOVED by Councillor Diodati, seconded by Councillor Thomson that the 2010 Budget request from the Niagara Falls Art Gallery be received and referred to the final budget deliberations. Motion: Carried Opposed: Councillor loannoni Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor Thomson, seconded by Councillor Kerrio that the 2010 Budget request from the Niagara Falls Concert Band be received and referred to the final budget deliberations. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. MOVED by Councillor Thomson, seconded by Councillor Maves that the 2010 Budget request from the 483 (Regional Niagara) Wing Royal Canadian Air Force Association be received and referred to the final budget deliberations. Motion: Carried Opposed: Councillor loannoni and Councillor Wing Action: Recommendation submitted to Council November 16, 20090 MOVED by Councillor-Thomson, seconded by Councillor Fisherthat the 2010 Budget requests from the following be received and referred to the final budget deliberations: St. John Ambulance Stamford Centre Volunteer Firemen's Association Niagara Falls Badminton Club Niagara Falls Horticultural Society Niagara Falls Lawn Bowling Club Niagara Falls Summer Swim Lessons Stamford Lions Club Village of Chippawa Citizen's Committee Niagara District Art Association -4- Motion: Carried Action: Recommendation submitted to Council November 16, 2009. NEW BUSINESS: MOVED by Councillor Thomson, seconded by Councillor Diodati that Council waive the fees associated with road closure on St. Clair Avenue forthe opening of the Aleph Champ Hebrew School. Motion: Carried Action: Recommendation submitted to Council November 16, 20090 MOVED by Councillor Kerrio, seconded by Councillor Diodati that staff work with the Downtown BIA on incorporating the BIA's proposed workshop into the agenda of a future Council meeting. Motion: Carried Opposed: Councillor loannoni and Councillor Wing Action: Recommendation submitted to Council November 16, 2009. 4. ADJOURNMENT: MOVED by Councillor Fisher, seconded by Councillor Maves that the regular meeting of the Corporate Services Committee be adjourned at 6:55 p. m. Motion: Carried Action: Recommendation submitted to Council November 16, 2009. Niagara,F'alls CPS-2009-08 November 16, 2009 REPORT TO: Councillor Victor Pietrangelo, Chair and Members of the Corporate Services Committee City of Niagara Falls, Ontario SUEMITTE® EY: Corporate Services Department SUBJECT: CPS-2009-08 Niagara Falls Humane Society RECOMMEN®ATION 1. That the City provide up to $179,000. to the Niagara Falls Humane Society (NFHS) as a five-year forgivable mortgage for the financing of completed building improvements at the NFHS animal shelter, with the Special Reserve Fund used for the annual forgiven amount; and 2. Thatthe City provide up to $477,542. for 2009 Animal Control/Poundkeeper services in the operating budget; and 3. That the NFHS request far a charitable grant in the amount of $60,000 for emergency veterinarian services and the spay/neuter program, be referred to the 2010 Budget deliberations; and 4. That the Dog Licensing Fees proposed in the recommendation report, be approved; and that the recommendations on a five-year forgivable mortgage, Animal Control/Poundkeeper fees and the request for a charitable grant be referred to budget deliverationso EXICU 1 IVE SUMMARY I he Niagara Falls Humane Society (NFHS) and City Staff has continued discussions on the Animal Control Services agreement with reference to the 2007 Bandow report. The NFHS has requested one-time financial assistance, and an increase for the 2009 Animal Control operational expenditures. The NFHS has requested the City's consideration for a renewed agreement for animal control services, pound-keeper services and a oharitable grant for support for some humane services. Staff supports the financial assistance for capital improvements to the NFHS facility. City staff has informed the NFHS representatives that the direction for the 2010 budget is to freeze the majority of items at 2009 levels; therefore, the budgeted amount for animal control and pound-keeping services is, effectively, the same as 2009. The NFHS proposal fora charitable grantforemergencyveterinarianservices and the spay/neuterprogram has to be referred to the 2010 Budget deliberations for consideration. Proposed licensing increases are in keeping with Council's priority of alternative revenue sources. November 16, 2009 - 2 - CPS-2009-08 BACKGROUND In 2006, the Niagara Falls Humane Society (NFHS) requested an update to their agreement with the Corporation, which had last been revised in 1999. Staff felt it appropriate that a Request for Proposal (RFP) be issued for the animal control and pound keeper services. The RFP led to two proposals. Staff enlisted James Bandow, a consultant with impeccable credentials having worked for the Hamilton SPCA and the City of Toronto Animal Control Services. Mr. Bandow felt the RFP was insufficient. With Council approval (cf. CD-2007-09), a study of animal control services in the City of Niagara Falls was undertaken. The Bandow report was released publically and posted on the City's website in the Fall of 2007. A closed, educational meeting/session was held with Council. The exhaustive report has been the guiding document for the City and NFHS in moving forward on the Animal Control file. Subsequent to the release of the Bandow report and an implementation report from City staff, a major staffing change took place at the NFHS. The change of the management staff at the NFHS immediately led to an improved working relationship with City staff and better public relations in the community. The change was, in no small measure, attributable to the proactive approach of the NFHS Board. Council recognized this improvement and at the March 31, 2008, a motion passed that staff work with NFHS. Since that motion, staff and the NFHS have been working together in recognition of the Bandow report and with the long-term goal of an agreement with the NFHS. During the regulardialogue, NFHS has outlined thefinancial challenges it has experienced. The NFHS advised that their reserve funds were used to construct capital improvements to their facility which was identified in the 2007 Bandow report. In addition, regular operating costs are exceeding their revenues due to increased payroll and utility costs, emergency Veterinarian fees, and increased spay/neuter costs. The discussions provided several ideas on how the financial ch allenges could be resolved through revenue generation, cost control, and one-time financial assistance from the City. ©n July 29, 2009, the Board of the NFHS formally submitted a letter (see attached) requesting the City to provide afive-year forgivable mortgage in the amount of $179,032.18 for the financing of the shelter improvements. ANAL-PSIS/RATI®NAFH Building The Bandow report characterized the facility as "barely adequate". The NFHS has been proactive in investing approximately $300,000 in both building and equipment, despite the uncertainty of its relationship with the City. The completed improvements have addressed many of the animal shelter deficiencies. Staff inspected the facility in 2008 and was satisfied with the improvements. Unfortunately, these expenditures have exhausted the NFHS reserves. Through meetings between NFHS principals and City staff, afive-yearforgivable mortgage was proposed. The one-time financial assistance is for the capital improvements to the NFHS facility. The financial assistance relieves the City from constructing and operating its own animal shelter. The 2007 Bandow report detailed the costs for building and operating an animal shelter. New construction costs could amount to $1.8 million with November 16, 2009 - 3 - CPS-2009-08 additional equipping costs of approximately $121,000. Annual operating expenditures for an animal shelter were estimated at $525,000. Based on the improvements to the facility and ultimate cost savings to the municipality, staff is recommending that the City provide up to $179,000 to the Niagara Falls Humane Society (NFHS) as a five-year forgivable mortgage for the financing of completed building improvements at the NFHS animal shelter. Animal Control/ Pound keeping Costs There has been a misconception over the years that the Gity provided the NFHS with a grant. This is not accurate. The relationship between the City and the NFHS has been a fee for service. The NFHS has provided the City with animal control and pound-keeping services. Unfortunately, this service was dealt with through the annual budget, grant process, adding to the misconception. In 2004, Animal Control Services were budgeted at $406,125. The amount increased incrementally annually. In 2006, the budgeted amount was $452,542. Earlier this year, Council questioned the actual cost of animal control services. When the City engaged in an RFP in late 2006, the proposals were in excess of the previous budgeted amount (one in excess of $500K, one in excess of $600K). A survey of nearby municipalities shows that the City is paying more than any of our counterparts. Welland has identified approximately $165,000 for their Humane Society in 2008. Fort Erie will be paying their SPCA $117,500 this coming year. The most comparable municipality is St. Catharines. The amount budgeted for animal control services in the largest city in the Region was $439,103 for 2009. The Lincoln County Humane Society (LCHS), the service provider in St. Catharines, also deals with all animal enforcement by-laws, unlike here where By-law Services are responsible for most animal by-laws. LCHS may realize economies of scale, as they provide animal control services to a number of municipalities. Nonetheless, it is staff's understanding that the LCHS is proposing significant increases for services with contracted municipalities (St. Catharines, Thorold, Grimsby etc.). The NFHS has demonstrated to Staff that its current operating expenditures are exceeding revenues. Part of this shortfall is attributed to the fixed annual amount that the City currently contributes to the NFHS for Animal Control services. This amount of $452,54? has remained the same since January 2006 (except for gone-time $14,000 bonus in 2007). Payroll, utility and other operating costs have increased over the past four years. A comparison to the Consumers Price Index suggests that a cumulative increase of 5.4% or $24,437 would address some of the NFHS operating shortfall. City staff has informed the NFHS representatives that the direction for the 2010 budget is to freeze the majority of items at 2009 levels; therefore, the budgeted amount for animal control and pound-keeping services is, effectively, the same as 2009, which includes an additional $25,000, which was a hold overfrom extra monies budgeted incase the City had to take over all animal services functions. As a result, staff will be putting forward the same budgeted amount for animal control services for the 2010 operating budget (cf. Recommendation #2). November 16, 2009 - 4 - CPS-2009-08 Grant for Spay/Neutering In light of the financial constraints facing the NFHS, staff and the representatives have been looking at other ways to assist with the expenditures. The NFHS has requested that some humane services be partly funded by a charitable grantfrom the City. Although there are several humane services that the NFHS provides, there are two primary services that may qualify for the City's consideration for a charitable grant. These two services are focused on meeting the needs of animals in medical distress, and in controlling the population of domestic dogs and cats. Emergency veterinarian service and the spay/neuter program are currently underfunded by the NFHS and may qualify for the City's permissive grant program. The emergency veterinarian service provides immediate quality care for animals in medical distress. This service is provided for most types of animals and is mostly funded by donations to the NFHS. The spay/neuter program is a new initiative of the NFHS to promote the control of the population of domestic dogs and cats. This program is a humane alternative to euthanasia, requiring the dedication of resources to education and neutering animals over the long term. The NFHS has major plans regarding spaying and neutering. They eventually would like to have a spay and neutering clinic that could service other municipalities and be a source of revenue. A grant is common in many other municipalities. Aportion of the money St. Catharines pays to the LCHS is in recognition of the humane services the society provides to the greater community. The control of the animal population is definitely in the best interests of the community and is highlighted in detail in the Bandow report. Niagara Falls City Council has previously passed motions petitioning the Federal government to make spay and neutering tax deductible. Based on the fact that the spaying and neutering efforts are for the greater "community good", staff is recommending that the NFHS request for a charitable grant for emergency veterinarian services and the spay/neuter program, be referred to the 2010 Budget deliberations (Recommendation #3). It should be noted that this would add a permissive grant in a time when Council is looking to reduce permissive grants. M_.icensing All fees collected for dog licenses have been remitted to the NFHS. The licence revenues have been static, leading to about $40,000 in revenues per year. The Bandow report (cf. Section 4.7) outlines a couple of opportunities related to licensing. Firstly, the amount of compliance with the by-law is relatively low, therefore, there is an opportunity to realize more revenues, the more dogs that are licenced. A public education on the need for licensing dogs would have to be undertaken. In addition, the fees have not been increased for some time. Currently, a dog licence will cost you $25 with a $5 refund if you buy before the end of February and a further $5 refund if your animal is neutered ($15). November 16, 2009 - 5 - CPS-2009-08 The Bandow report proposed the licensing fee for an unaltered dog be increased to $50, with a 50% discount for a sterilized animal. The report recognized that the increase in licence fees might have to be incremental. Staff has looked at comparable fees in the nearby municipalities and they are already comparable to the fees proposed in the Bandow report, with unaltered dogs costing between $35 - $45 and altered dogs costing approximately half the amount. For 2010, staff is proposing the following fees (Recommendation #4): Dog licence (unaltered) $40 Dog licence (spay/neutered) $20 The proposed fee schedule increases licence fees, but not too dramatically, and continues to provide an incentive to those who spay and neuter their animal. Staff is proposing eliminating the "early bird" incentive, since there is no difference in cost related to the production of a licence, regardless of time of the year. Fees related to the kennels require more study and will be brought back in the future. Finally, staff is proposing that the provision of the fees to the NFHS remain status quo for 2010. Staff will review the arrangement in the coming year and look for incentives to encourage the increase in compliance for dog licenses. Next Steps The relationship between the City and the NFHS has never been stronger. It has been recognized that the organizations have to work cooperatively. Since the change in management, the number of animal-related complaints has decreased. The two groups will continue to work on the determination of the provision of services (who does what), which will eventually lead to a renewed agreement. There will be a rejuvenated focus on increased licensing and revenues. Also, there will be an expectation of an annual reporting of services provided and the financial results, presented through a report to Council. As per the Bandow report, some of the performance measures that may be contemplated could include the number of new licenses generated, adherence to a business and strategic plan, improvement of stray cat redemption and the decrease of animal control complaints. The NFHS will focus on pound-keeper services, which will include operating and maintaining an animal shelter, and performing the duties of the City's pound-keeper. Ancillary services, such astemporary boarding, micro-chipping, and cremation of deceased pets would be augmented to increase revenues. The pick-up and disposal of road-killed animals would be part of this responsibility without any additional cost to the City. FINANCIAL/STAFFING/LEGAL IMPLICATIONS The one-time financial assistance is a mortgage and would be registered on the NFHS property as security should the NFHS be unable to carry on its contractual duty. The mortgage is a five-year forgivable mortgage and would not include interest. Each year, 20% of the mortgage is forgiven, so that at the end of the five-year period, the entire amount is forgiven and the mortgage is released. The annual amount forgiven of approximately $35,800 would be drawn from the City's Special Purpose Reserves and November 76, 2009 - 6 - CPS-2009-08 included in the annual budget for Animal Control Services. The NFHS request for a permissive grant for the two humane services would require an annual grant application. The Council has discretion to stipulate the amount of permissive grant funding and the term of the funding based on the relevance and worth of committing City funds for such purposes. The NFHS has demonstrated to Staff that the current operating expenditures are exceeding revenues. Payroll, utility and other operating costs have increased overthe past four years. CITY'S STRATEGIC COMMITMEN'T' Continue to monitor and improve the efficiency of the organization is one of Council's strategic priorities for the 2007-10 term. Part of Staffs attention to this priority is the review of Animal Control Services. The 2007 report prepared for the City by James H. Bandow & Associates provided several recommendations toimprove the delivery ofthese services. The proposed increase to licensing fees is in keeping with Council's priority of investigating alternative revenue sources. As per Council's direction, Staff has met with representatives ofthe Niagara Falls Humane Society (NFHS) and will continue to workwiththem to better animal control services in the municipality. LIST OF ATTACHMENTS July 29, 2009-letter from Niagara Falls Humane Society for a forgivable mortgage agreement fora 5-year term at 0% interest NFHS request for a permissive grant for emergency veterinarian services and the spay/neuter program March 31, 2008 Council minutes excerpt ~~~ r' ~` i~ ~ e I f . ~I ~ `,-,~ ~ ~^ k~eoor~arnended by. ~ /"„`' ~,~ ~ ['` Dean lorfida, City`Clerk `' r ~ ,/ Approved byo ~ ~~_ ~ ~.~ 4 %~ ~~-,~ K. E. Burden, Executive Director, Corporate Services ) of ~~ Respectfully submitted: ~ ~~~'`~ / )-~"'``~~ I +~n Todd, Chief Administrative Officer V:52009COUNCIL52009 11 161CPS-2009-08 -Niagara Falls Humane Society.wpd t;IR>s, Full ~~ CLEF't;~~ °~_i'a i i`~ 3(i 4: t~ ~`~~ i ~~~~~~ ~~~v ~~~~ ~~~~~~~ fi025 Chippewa Parkway, Niagara Falls, Ontario L2ih SX8 Telephone {905) 356-4404 Fax (9051 35&-7652 Incorperatad April 8, 1937 Dean lorfida, City Clerk City of Niagara Falls 4310 Queen Street Niagara Falls ON L2E 6X5 Dear Dean: July 29, 2009 This letter is to confirm That The Board of Directors of the Niagara Falls Humane Society has passed a motion to request afive-year forgivable mortgage agreement from the City of Niagara Fa11s in the amount of $179,032.18. The above amount will be used by the Niagara Falls Humane Society for the financing of the shelter improvements. Thank you for your time in regards to this request. Yours truly, °f,>~ ~~~.e, // Jay Desf2oches Executive Direcior Niagara Falls Humane Society °WE SPEAK FOR 7"HOSE WNO CANNOT SPEAK FOR TNEMSr=LV~S" wwwnragarafallshumanesociety. com IVIACARA FALLS iHIJM,~N~ S~CI~°~' 6025 Chippawa Parkway, Niagara Falls, Ontario L2E 6X8 Telephone (905) 356-4404 F'ax (905) 356-7652 Incorporated Aprif 6, 1937 November 10, 2009 Mayor Ted Salci and Members of Council The Niagara Falls Humane Society is requesting the suppot'T of Council to hrtplement a spay and neuter program. This is a Iang term initiative that will take many years to fulfill. The goat is to spay or neuter every cat or dog that comes through the Niagara Falls Humane Society. The progarn will also be used on feral cats. The goal is to spay/ neuter and release. We are hoping that within several years this program will help control the overwhelming population of cats. The Niagara Falls Humane Society is looking for Council's support in a cost sharing iniative. The program costs approx. $120,000.00 per year to implement. The Niagara Falls Humane Society is hoping that the City will contribute approx. $60,000.00 towards this cost, The ultimate goal is to open a spay and neuter clinic at the Niagara Falls Humane Society within the next 12-18 months. We are actively searching for local vets that will donate theh• time to the facility fo help with the spaying and neutering of the animals. This will significantly reduce our casts, We are hoping that Council supports Phis worthy program. Together we can help oontrol the homeless population of cats and dogs. Thank you •`^ j~~:.: Domenic DiLalla "WE SPEAK FOR THOSE WHO CANNOT SPEAK FOR THEMSELVES" www. niagaralallshumanesociety. cam - 14 - March 31, 2008 Council Minutes 2008-51 Aby-law to amend By-law No. 79-200, to permit the development of a retirement home and to repeal By-law No. 2000-197. AM-31/2007 2008-52 Aby-law to provide for the adoption of an amendment to the City of Niagara Falls Official Plan. (OPA No. 80) AM-2912007 2008-53 Aby-law to amend By-law No. 79-200, to permit the erection or use of a building on the property far the purpose of either a one family detached dwelling or a duplex dwelling and accessory buildings and accessory structures, or an office. AM-29/2007 2008-54 Aby-law to amend By-law No. 79-200, to permit an expansion of a hotel, to permit a portion of the required parking to be provided off site and to repeal By-law Nos. 89-255 and 92-285. AM-3612007 2008-55 Aby-law to authorize the execution of a Section 37 Agreement with 1712093 Ontario Limited and 2100422 Ontario Limited pursuant to Section 37 of the Planning Act respecting the provision of certain facilities and services and matters by 1712093 Ontario Limited and 2100422 Ontario Limited in return for an amendmentto By-1aw156 No. 79-200 for an increase in heightto allow the development of a hotel with a maximum height of 53 metres and 18 storeys on lands owned by 1712093 Ontario Limited and 2100422 Ontario Limited and located on Fallsview Boulevard, in the City of Niagara Falls. 2008-56 Aby-Iawto appoint Councillor JimDiodatiasActingMayorfromApril8,2008 to and including April 13, 2008. 2008-56 Aby-law to adopt, ratify and confirm the actions of City Council at its meeting held on the 31~` day of March, 2008. ORDERED on the motion of Councillor Pietrangelo,seconded by Councillor Diodati that the by-laws be read a second and third time and passed. Carried Unanimouslv ..,.. Niagara Health System ORDERED on the motion of Councillor loannoni, seconded by Councillor Wing that Council support the position of the local doctors and MPP Craitor, asking the Ministry of Health to review the Niagara Health System. Carried Unanimouslv Anacular ®eoeneration ORDERED on the motion of Councillor Thomson, seconded by Councillor Kerrio that staff prepare a resolution ensuring equal access to recently announced funding for drugs combatting Macular Degeneration. Carried Unanimouslv Humane Society ORDERED on the motion of Councillor Thomson, seconded by Councillor Kerrio that a Committee of Council work with staff and Humane Society on fhe next steps. Carried Unanimouslv Councillor Thomson expressed that he would participate. Earth Hour Councillor Diodati provided an update on the recent Earth Hour activities. .«.>. ~'~ Niagara~'alls CD-2009-15 November 16, 2009 REPORT TO: Councillor Victor Pietrangelo, Chair and Members of the Corporate Services Committee City of Niagara Falls, Ontario SUBMITTE® BY: Clerks Division SUBJECTo CD-2009-15 2010 Council Schedule RECOMMENDATION That Committee recommend that Council approve the 2010 Council Schedule; and That staff ensure Cogeco's availability for budget meetings and if they are not available that budget meetings be scheduled on a Council night. EXECUTIVE SUMMARY A proposed 2010 Council schedule is submitted for Council's consideration. The schedule is roughly biweekly. On occasion, meetings may be everythree weeks based on holidays or the summer months. After Council approves the schedule, a by-law will be brought forward in compliance with the Standing Rules of Council. BACKGROUND Rule 2 of the Standing Rules of Council (By-law 89-155) state that " ...meetings of the Council shall be held in accordance" with a Schedule that forms part of the by-law. As a result, on an annual basis, a new schedule is put forward for Council's consideration for the upcoming calendar year. ANALYSIS/RA I IONALE Some comments regarding fhe schedule: / The schedule is roughly biweekly. On occasion, meetings may be every three weeks based on holidays or the summer months. / Although the first regular Council meeting is not until January 25`h, Council will not be idle. Budget meetings are scheduled for off-Council Mondays at the beginning of the year. / As always, special meetings may be called, if warranted, or meetings could be cancelled, especially in the summer months, if there is not any pressing business at hand. / 2010 is an election year, which affects the proposed Council schedule. Firstly, the proposed Good GovernmentAct, 2009 (Bill 212) would move the municipal election ahead two weeks to Monday, October 25`h, 2009. We tend to not schedule a meeting too close to the election and, traditionally, only schedule one meeting post- election but prior to the end of the Council term. / Ministry officials indicate that the end of the term will still be November 30, 2009, despite the election being moved ahead two weeks. November 16, 2009 - 2 - CD-2009-15 / As perthe Standing Rules of Council, the inaugural meeting forthe new Council will be the first Monday in the new term (December 6`h). As the Inaugural meeting is largely ceremonial, the first formal meeting of the new Council will be the following week. There may be orientation or information sessions with the new Council after the final meeting of the outgoing Council. / Once the 2010 schedule has been approved, staff will bring forward a by-law amending the Standing Rules of Council by-law. / Members of the public should be referred to the Council section of the City's website for the up to date Counoil meeting schedule: http://www.niacaarafalls.ca/city hall/council LIST OF ATTACHMENTS Proposed 2010 Council Schedule Reforming Municipal Elections in Ontaro, Ministry of unicipal Affairs & Housing Recommended by: ~ ~ ~~~ Dean lorfida, City C erk Approved by: K. E. Burden, Executive Director, Corporate Services ~ ~ ~ ,9i Respectfully submitted: r, - --~J~J ~ ! ~~~'~ KenlTodd, Chief Administrative Officer DI January 2010 - ~~ Sunday Monday ~ Tuesday ~ Wednesday i Thursday Friday I Saturday _~ _ __ ~ _ ~/ - - - _ I -- - - -- - 1 2 __ ~ I ~. ~J ~ ~~~~ __ _ _ _. I I ~ ~~ ~% I i 11/17/2009-9:10 AM ' Schetlule Council 1 February 2010 \ 1 -- -- - Sund y Monday. ~uesday Wednesday ~Thursday~ Friday Saturday ;~ ~; i~ i~ ~~ ~ ' e:oo ~ 2 ~© '~ o II 3 4 5 I, 6 ~ dge eeti II 9 ~ -~ I I I I _ ~ -_ _-~I __ 7 j8 ~9 I i10 ~__ ~11 I 12 I 13 I I I - _ I 14 15 16 _ 7 _ _ 18 ~ 9 I _~__ 20 O (8:30 AM - 11:59 PM) Family , Day ' ~ _ -- - =21 ~22 23 - - - 24 25 ~ - ~26 X27 ~ it 'PM) Council Meeting i J _' I ~ ' I ~~ - _ __ '' - -- ' I _- -- - ' _ _ ~ _ - - I _. __ __ _ _ __ ___ - -- 1 i -- - __ - - - Schedule Council 1117 712009 - 9:10 AM March 2010 % '~ i ~~/ ~~~II ~_J ~-~ `~~ Sunday T _ Monday Tuesday 1 2 ~ Wednesday ~ Thursday Friday __ - __ Saturday - -- ~- 3 4 5 6 -- ~ O (5:00 PM - 8:00 PM) Bud et ~ _ __ __ __ ~ g (Meeting li II II j j i it ~ ~OPM I _ _ 1~ ~ I i 11 ~ ~1~ 13 - i PM) Council Meeting I ~ --- '14 - 15 - - 16 17 __._ 18 _.-~ .___~ 19 F-_._-. ~20 _.__.. ©(8:30 AM - 11:59 PM) March '© (8:30 AM - 11:59 PM) March 'O (8:30 AM - 111:59 PM) March ©(8:30 AM - O (8:30 AM - 11:59 PM) March 11:59 PM) March j Break Break Break Break Break 21 22 23 ~ -_ __ 24 _. _ 25 ~ 26 _-- 27 . © (7:00 PM - 9:00 PM) Council Meeting ~ ' ' ' ',,. li ' ~8 ~9 ~0 ~7 ~ _ - __ 8:00 O __ _ ~ Bu dget 1 I g M eet __ - _ i - _- I - __ _ __ i -- - - - - --- -- -- ---- -- -- - -- - I Schetlule Council 11!1 712009- 9:71 AM ~~ ~\ ~~i ~/ ~~ ~~ ice. ~~ April 2010 Sunday .Monday Tuesday I Wednesday !Thursday Friday _ O (8.30 AM - -- i iFriday - - _ _ - - --_ - - - _ -. 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' 124 25 i I, 26 I i ~ I ~ i I I _ __ ~ I ' ~ ' ~ ~~y ~ ~8 '~9 30 _ ~ _ - i i O (y:00 PIVI _9:00 iPM) Council ~- - - _ I 'Meeting - I - - ~ I - - -~ Schedule Council 11/17/2009 - 9:12 AM - - -_ July 2010 ~- _ __~ ~~ Sunda I Monda I y y Tuesday I Wednesday ~ Thursday i Friday aturday i - - _. _ ~1 _ _ ~2 3 ~__~ ~1 .~ ~-~, ~ ~, ~J Ii ___ _ I 4 ~ _ ___ ~6 i ~y ~8 9 10 I ~ I ~ ~ i I ~ ~' i - - ~ll ~ ~ 112 ~ ~ __ ' 1 __ __ - 1 ~ 6 ~~ 3 14 15 1 17 18 19 1 ~~ j 20 ' I I! 21 I22 23 i24 ' ©(7:OOPM-9:00 PM) Council 'Meeting i ~ ~ -_ -- 2a 26 ~ '~ - 28 29 30 31 ~~' ~ I. i I i j ' i Schetlule Council 1111 7/20 09 - 9:12 AM r-... _ _.-- -- -. _- _.. ---~ Sunday Monday _ Tuesday~ednesdoy O Thursda 1 Frida Saturda - - -- _~ . y Y y _~ ~~ 1 ~2 3 14 5 ~ 6 ~ - O (8:30 AM - 11:59 PM) Civic I I ', Holiday I ~ I ~~ it ~J i g ~\, /1 \i ice` ~_ I I~ ,io ail ~© (7:00 PM - 9:00 ~PM1 Cniincil I ~;1~ l~ ~'1~- lMeeting ~ - ' - I i 15 ~16 17 ~18 '19 __ - ~20 ~21 ~© (8:30 AM - PM) AMO Conference 4:30 ©(8:30 AM - PM) AMO ,Conference 4:30 ©(8:30 AM - 4:30 ~ PM) AMO Conference ~ ~. 22 23 24 25 26 ~ 27 28 I ~9 O ~1 _ i - I i __ :OOPM- O PM) Council 'Meeting I 9:00 ~~ ,. _ - - -- i. _. _.. __ j -- - - I. __ _.-._ -_ _- _ - -~ i -- _ - - - -- - - - - - _. -- Schetlule Council 1 1111712009-9:13 AM I ~~, ~_J September 2010 Sunda Thursday j Friday ~ Saturday y Monday Tuesd~ Wednesday 2 13 ~ 4 ~_ -__ ~. - - - I ~, ~. ~J -, ~~, ~; -_ - -~ Schetlule Council 1 11!17/2808 - 9:13 AM -_ _ . - -- October 2010 _ I Sunday _T Monday Tuesda~Wednesday Thursday day I- __ _ _ __ _ - ~~' - ___ ~~ ~ _ __ _ J ~_ __ ~~ ©(%:00 PM 9'00 ~~j PM) Council ~ ~, i ,Meeting i i~ ~_/ 1~ 1~ ,~ ~~~. ,i ~~, ~~ It ©(8:3o AM - 11:59 PM) I~~~ ~6 ©(~ o:oo AM 8:0o PM> ', Saturday I2 -' i 9- - Schetlule Council 1 11!17/2009 - 9:14 AM __ ____ November 2010 !-~, ~ Sunday Monday Tuesday Wednesday Thursday Friday ~aturda ~.. _ _ Y - - r- ~ I~' ~ I ~ ~~ i i !~ ~ ~ ~ ! i I / ~ ~' U ! ~, ~~ I I ~ ~ 8 9 X10 ;ll ~12 ~13 ~,© (7:00 PM _ 9:d0 'PM) Council ' i Meeting _-_ 14 - 15 i - - ~ 16 - 17 18 I19 20 --- I - ~21 ~ i 22 _ 23 24 ~ - 25 26 ~~ ~ 27 28 i i I 29 30 Imo- - - --- - -- -_ _ ' ! -_ '~ -- _ - - ~ ~ _ - ___ - - -- - - -- - _ - -- I Schetlule Council 11717!2009 - 9:14 AM ~~ ;-~ i ~~ n~ ~~ ~~ .~ %~~. I ~~ ~ __ Sunday -- ~I -- I-_ ~_ - December 2010 -- - - ~--- y ~ y Wednesday Thursday ~ Friday ~ Saturday Monda Tuesda _1 2 ~3 I -- -- I ~ ~y _~ 18 _ _ _~ 9 j 10 - - ~11 - o p:oo PM IPM) Inaugural (Council Meeting ~ i -- 12 ~_ 13 14 _ ~__ 15 _ _ 16 ~7 ~ _ 18 ©(7:00 PM - 9:00 PM) Council (Meeting -- 19 _ _ 20 i21 ~I - X22 _' 23 24 ~ - ~25 i' I 26 i I - '~~2~ ~8 _ 29 ' 0 I31 J _ '_ ~ I j ~ I i I ~ 1 _ ~_ ' ~__ r - _ - - _ - -- _ __ _ - _ - - _ __ i ~--- - -- - - _-.._ - -- - -- J I Schedule Council 7 1 /17/2009 - 9:75 AM Reforming Municipal Elections in Ontario ' ~~--- ~' C1~CI~ Delicious ® Di99 Facebook Page 1 of 3 Reforming M n`ci al Elections in ~n~a~io October 26, 2009 3:30 PM A bill introduced in the Ontario Legislature today would, if passed, streamline local government elections. The proposed legislative changes would: . make local elections more transparent, accountable and efficient. . create a more level playing field for all candidates. . promote greater accessibility for voters and candidates with disabilities. . apply to the election of municipal officials and school board trustees. Proposed Ref®rm~ specifically, the legislation would: o move the election date forward to the fourth Monday of October (October 25, 2010). . improve the accuracy of voters' lists by providing the Municipal Property Assessment Corporation and municipalities with potential access to additional information. . require voters to provide identification at a voting place. . ensure that each voting place is accessible to voters with disabilities. The financing of municipal elections would be reformed through these measures: .anew contribution limit of $5,000 per contributor in each jurisdiction, in addition to the existing limit of $750 per candidate. http: //news. Ontario. ca/mah/en/2009/ 10/reforming-municipal-elections- in-Ontario. html 11 /9/2009 Reforming Municipal Elections in Ontario Page 2 of 3 . for future elections, candidates would not be able to keep surplus campaign funds -surpluses instead would go to municipalities. . expenses related to a candidate's disability would be campaign expenses excluded from candidate's spending limit. If the legislation passes, there would be strengthened compliance and enforcement measures: ® a firm deadline for filing financial statements. m municipalities and school boards required to appoint audit committees to hear and decide on applications for compliance audits. ® strengthened penalties for contravention of the Aet (up to $25,000 fine for individuals and up to $50,000 for corporations and trade unions). Review Stakeholders and the general public were consulted as part of a review of the 2006 municipal election and the Municipal Elections Act, 1996. The Act is reviewed after each municipal election. To learn more about the proposed reforms see Schedule 21 of the proposed Good Government Act. LEARN MORE o Municipal Elections Act o Oill 217_, Good Governmeni:, Act, 7_009 ~ON`>I'A~`f~ e Adam Grachnik Minister's Office, Ministry of Municipal Affairs and Housing 416-585-6492 o Ralph 1Nalton Ministry of Municipal Affairs and Housing 416-585-6320 Ministry of Municipal Affairs and Housing ontario.ca/municipal http://news.ontario.ca/mah/en/2009/ 10/reforming-municipal-elections-in-ontario.html 11 /9/2009 :/` '~ Niagara,FalIs FS-2009-09 November 16, 2009 REPORT TO: Councillor Victor Pietrangelo, Chair and Members of the Corporate Services Committee City of Niagara Falls, Ontario SUBMITTE® BYE Fire Services SUBJECTo FS~2009-09 Radio System RECOMMEN®ATION 1) That Council approve the expenditure of $2,167,778.97 for the replacement of the Niagara Falls Fire Services radio system. 2) That the Mayor and Clerk be authorized to execute all related agreements. EXECUTIVE SUMMARY Staff received authorization from Council on September 28, 2009 to negotiate with Glentel on the replacement of the Niagara Falls Fire Services radio system. The RFP document allowed for negotiation with the proponent, which may result in further efficiencies and improvements in the proposal. Glentel presented options to the radio sub-committee and our consultants, Lapp Hancock and Associates on November 3, 2009. The new proposal is a superior, technologically advanced radio system that will generate lower maintenance costs and is compliant with all applicable radio system standards. The addiiional cost foe the options and improved radio system is $68,7!3.84. BAC6fGRf~UNU Lapp Flancook and Associates reguested that Glentel report back with a costing on a f ully digital P28 radio system. Glentel presented their amended proposal 'to the radio sub- committee, Lapp Hancock and Associates and the Manager of Supply and Services on November 3, 2009. All members of the evaluation committee recommended proceeding with the alternate radio system as outlined by Glentel. ANALYSIS/RATIONALE The options and efficiencies provided in the alternative proposal will provide the City of Niagara Falls with a fully digital P25 public safety radio system. P25 is the recognized standard across North America for public safety radio systems. As referenced in the November 16, 2009 - 2 - FS-2009-09 Ministry of Labour Section 21 Guidance Note 2-3 "Radio Communications" and recommended by the Association of Public Safety Communications Officials International (APCO), P25-compliant systems are being increasingly adopted across Ontario and North America. The cost to upgrade the original design submitted by Glentel to a P25 compliant system within the next five (5) years would cost a minimum of $700,000.00. The newly proposed system is already designed to be P25 complian?. FINANCIAL IML'LICA71®NS This project was approved in the 2008 Capital Budget. I he approved total expenditures amount for this project was $3,086,069.00. The east of the agreement staff is recommending that Council approve is within the budget allocated for this project. A summary of costs incurred to date is shown below: The amount approved and allocated for the project: $ 3;086,069 The proposed cost from the preferred proponent: $ 2,167,778 The total costs incurred plus this contract: $ 2,217,338 Available funds: $ 846,060 While the contract costs will be the largest component of the capital budget, a number of future expenditures may be associated with the project. Staff believes that the available funds of $846,060 for the project will be adequate for these expenditures, which could include, but are not limited to, ensuring adequate electrical power, communication centre renovations, tower upgrades or modifications, site/location upgrades or modifications, additional system interconnections, such as microwave links and dedicated phone circuits, associated equipment, like portable and mobile radios, pagers, repeaters, and financing posts during implementafion. The funding r'or this project will be fully derived from a debenture issue planned for 2010. Niagara Falls Fire Services will be presenr.ing'ruture reports to Council for recommendation fo proceed with these additional projects related to the Radio Systern. LIB f ®L AT B A~t11UI~N I e~ Recommendation Report FS-200907 _ Radio Recommended by: Respectfully submitted: Lee Smith, Fire Chief 1 Replacement Ken Todd, Chief Administrative Officer L Smithac /`~ Niagara,FaIls FS-2009-07 September 28, 2009 REPORT Tt7: Councillor Victor Pietrangelo, Chair and Members of fhe Corporate Services Comrriittee City of Niagara Fails, Ontario _ _ r `~"he r~ct5rrarri~nr~~ti~saE.~} V Sl15MIT`Pf=f~ EYo l=ire Services ~ant~"sa€ed irs~3~is r~~a€s~tw~r~ r~e~eap~~r~ i~ carsrrEi~~~.e ~~ac~ SI~UJEf~7° Radto 5ysfem _ PSS~~iri~d ~a+,~ ~sg~ €~€E~9eii -'=' REC®MMEN®AT16N 1) That Council au#horize Staff to designate Glentel Inc. (Glentel) as fhe preferred proponent for the Niagara Falls Fire Services radio system. 2) That Staff negotiate with the preferred proponent, as per the Request for Proposal (RFP), to conclude the terms of a contract for the replacement of the Niagara Falls Fire Services radio system at an upset limit $2,099,035. 3) That, at the conclusion of negotiations, the Mayor and Clerk be authorized to execute the contract. EXECUTIVE SUMMARY The current Niagara Falls Fire Services radio system has been plagued with issues over the years. An order from the Ministry of Labour prompted Fire Services to begin a process for a new system, The results of a 2.008 study resulted in the selection of Lapp Hancock Associates Limited as the project managers to oversee the design and implementation of anew radio system. Lapp Hancock and Assooiates have completed the review of all proposals submitted in response to the RFf' and have identified C~ientel as the only compliant pa°oponent. 1°he RI;N document allo~vs negotiatirin with the proponent, which may resrsit in further efficiencies in tho proposal. ether associated c;©sfs related t©fhe pr0jeotwill er~me forward in future Counoil repor4s. rdArdVt~R~UNU 7"he current radio system is leased from a third pasty provider and has been plagued with issues over the years. Numerous safety deficiencies have been documented that have serious implications to emergency operations. As a result, Council approved the project initially brought forward in the 2008 Capital budget. September 28, 2009 - 2 - FS-2009-07 Lapp Hancock and Associates conducted a complete review of all options available to Niagara Falls Fire Services to provide a safe, reliable and cost-effective communications system to the firefighters. Following exkensive consultatien with all stakeholders, including the radio committee, following an Order from the Ministry of Labour, an RFP (Request for Proposals) was prepared for public tender. ANA[,Y5ISIRAIPIONAL P The City of Niagara Falls Balled f®r proposals for a new radio system irr the form of an RFP. Proposals were received from four° companies. Only one of the proposals was found to be compliant. One proponent looked the experience to take on the project, another was not promoting the simulcast system, the system preferred by Niagara Falls Fire Services, and the third noncompliant bid was from the former third party provider. Although these proposals were significantly less- in cosf, compared to the proposal submitted by Glentel, they were not recommended by Lapp Hancock and Associates. Glentel complied with the specifications set out in the RFP and confirmed in an addendum that was provided to all proponents during the process, Although the Glentel bid was more costly, it met the specifications in ensuring the radio system is designed as simulcast and allows for interfacing between the consoles and CAD. It should be noted thatthe simulcast system is used by GO Transit and other entities in the Province of Ontario. The preliminary nature of the Lapp Hancock and Associates report refers to the possibility of further system efficiencies that may be achieved prior to finalizing an agreement with Glentel through negotiations facilitated by Lapp Hancock and Associates with the Glentel design team. The City of Niagara Falls Manager of Supply and Services has reviewed the process and been consulted throughoutto ensurethe selection process was in conformancewith policy. The final phase in the process of replacing the radio system will ensure the firefighters are provided with a safe and reliable mechanism for emergency communication. Coroner's Jury recommendations into fatalities of firefighters emphasize the need for effective c;ommunioation devices as a critical component in emergency operations. The implementation of the new radio system will demonstrate duo diligence in satisfying an Order tram the i~inistry of Labour issued to the City of Niagara Falls in November 2005. In addition, the new radio system will allow the Corporation to worl<toward complying with the i°adio communication standards referenced in the Ministry of Labour • t~ntario Fir°~; Sen+ice Section 21 t~uidanoe Note ~2d8 "Radio Communications". FINANCIA[~ IMPLICA`1'If)NS This project was approved in the 2008 Capital Budget. The approved total expenditures amount for this project was $3,086,069.00, The cost of the agreement staff is recommending that Council approve is within the budget allocated for this project. A m immani of enefe inei irrPrl 4n rla4a is chrnnrn halnw• September 28, 2609 - 3 - FS-2009-07 The amount approved and alloca#ed for the project: $ 3,086,069 The proposed cosf from the preferred proponent: $ 2,099,035 The total costs incurred plus this oantract: $2,148,595 Available funds: $ 914,803 While the confract costs will be the largest component of the capital budget, a number of future expenditures may be associated with the project. Staff believes that the available funds of $914,803 for the project will be adequate for these expenditures, which could include, but are nat limited to, ensuring adequate electrical power, communication centre renovations, tower upgrades or modifications, site/location upgrades or modifications, additional system interconnec#ions, such as microwave links and dedicated phone circuits, associated equipment, like portable and mobile radios, pagers, repeaters, and financing costs during implementation. The funding for this project will be fully derived from a debenture issue planned for 2010, The Niagara Falls Fire Services will be presenting future reports to Council for recomm endation for proceeding with these additional projects related to the Radio System. LIST OF ATTACHMENTS Recommendation Report FS-2008-04 -Radio System Replacement Letter from Lapp Hancock dated September 2~,, 2009 Recommended by: Lee Smith, Fire Chief ~ ` Respectfully submitted: `- _ ~ ~~ _~-~~-_ ~~ tCen Todd, ~;hief Administi°ative Cffieer J. Jessop/diac l3ecember 15, 20(18 ..~ ~~agara~'a:~Is cnt~rtnn His Worship Mayor `fed Salci and Members of the Municipal Council City of Niagara Falls, Ontario Members: ~~e Fs~zooa~oa. Radio System ~rcaJect IVianager RECOMMENDATI®N: FS-2008.04 the rec©mmendationts) cAntained in this repgrtwere adapted by City Co~ncii That Council approves the expenditure of funds in fhe amount of $116,4UU.l}0 to secure the services of Lapp Hancock Associates Limited as project managers for the Niagara Falls Fire Department radio system replacement and that the Mayorand Cterk be authorized teexecute the related agreement. BACKCnROUND; In ttre late 1990s, fhe Fire Department radio system required significant expensive upgrades to ensure the equipment and coverage mot operafional and safety requirements. Niagara Falls participated in the Niagara Voice Radio Project in attempts to secure aregion-wide radio system fior fire, police and regional public works, After years of work and no viable system provided, the project was terminated late in 2UU1. Sythattime, our radio system had further deteriorated and further upgrades had been delayed in anticipation of the new system. Other emergency services sought out #hoir own solutions and we were left to find a solution to meet our own needs. In March ~DU3, the Fire [department began the process of installirrtg a trunked radio system from a oompany called Maxtr~l, New radio system equipment was purchased brat the infrastructure, including radio towers and switching equipment, was leased. Although the trunking system conceptwas superior(©fhe conventional system, our neuvsystem was fraught with problems due to design, equipment and tr€airiing issues. Maxtel was taken over by Wireless Age and subsequently Wireless Works. The transition between multiple s,ranagers complicated the difficult Issues we very diligently tried to crvercnme. The real benefits envisioned from the system were harnper~ed by serious safety problems that pers(sted, In November 2UU5, the Ministry of Labour issued orders regarding the serious defioienoies of the radio system and they continue to mcnitor the situation, t;ornments from the orders include: ,~ ~~#:<: Although Chief Burk ~aking considerable effort to address the concerns brough# forth by t A time is of the essence, hence a greeter effort i~ Decembor 15, 2008 - 2 - FS•2008-04 Danger is an inherent part of their jab and #herefore they should be provided with the best protection possible to ensure their safety In every circumstance." and "h1 all fairness to the employerthere are oansiderable safeguards in place in the form of procedures and basic training praotices that are meant to protect the ftre fighters during significant events, these procedures do not afford the same lave! of protection provided by a properly functioning communications system." Firefighters have worked closely with management to resolve issues but problems continued to ocaur° despite our best efforts. There have been numerous system failures, as recently as (October of 2008, and the fire fighters have no confidence in their radio system. In January 2008, a study was commissioned to identify and review options moving forward. The study was completed in May 2008 and the preferred solution was to obtain a whcily owned, conventional radio system at a cost of $2,200,000. In order to facilitate the technical aspects of the RFP process for a system provider, a project managerwas stronglysuggested to be contracted as part of the project. A radio committee made up of management and association members have worked together to facilitate #his process, Also included in the committee is cur Manager of Supply and Services. The committee is in agreement with the direction proposed and a project management team selection has been completed #hrough an RFP and interview process. The proposed project timeline is approximately 14 months from the start date and includes the project management team assessing dekailed system requirements, issuing and assessing an RFP for a system contractor, working with Industry Canada regarding radio frequehcies, assisting with contract negotiations and overseeing all manufacture, installation and final testing activities. A future report wilt be forthcoming recommending a radio system provider once that RFP has been processed. The anticipated result is a very reliable, se[f~direoted radio system that will satisfy fire department needs and dramatically reduce safety issues currently plaguing the Niagara Falls Fire department. It is essential thatth® momentum of this project continue in orderto provide this safety equipment and reduce our liability at the earfest opportunity, t`;ouncil is being asked for approval tr, sec;r~rP the services of a project manager fnr the project at Phis time. The costs of tN® contract '7or the prajecf. r~anag®r are Included In khe r~verall project expenditures of X2,200,000. `€"he full expenditure amount was approved in the 7.00(3 Capital dodge(. I he funding for this project will be fully derived from a debenture: i,srae planned for 2010. ;y Y -~1J f I Recommended by: ~_. ___.___- ._ RespectfulN submitted; J. Garry Rolston, President 9 Kane Terrace Nepean (pttawa), Ontario, Canada K2J 2A5 Tel:{613}825.5898 Fax: (633)825-76AD E-mail: garryrolston@lapp-hancock.ca Septemb®r?_9, X009 Mr. Jim Jessop, Assistant f;hief of Administration Fire Services 5809 Morrison Street Niagara Falls, nntario L2E 2E8 Clear Mr. Jessop: Re: RFP P26-2009 VHF Simulcast, Canventicnal, Voice Radio Gommunieatlons System Lapp-Hancock Associates Limited has undertaken a preliminary assessment of RFP responses received from Talk Wireless, Motorola Canada, Canquest and Glentel. We find that the responses to this RFP submitted by Talk Wireless, by Motorola Canada and by Canquest are non-compliant in that they do not incorporate a design for a simulcast system as required by the RFP and clarified in Addendum #2. We find that the response from Glentel is compliant, however, aspects of this response require further discussion. We recommend that the Gity enter into negotiations with Glentel to olarify these issues and arrive at an agreement that satisfies the requirements of the f,ity of Niagara Falls. It is antioipated that the value of the negotia~i:ed bid will not exceed the funds available for this project. ..- ..--- _~~ ~~ ~ ~~~~~ Garry Rolston, President, The ~;it~ of Niagara Falls, Ontario n~sOl~t~O;n No 0 Moved by Seconded by WHEREAS all meetings of Council are to be open to the public; and WHEREAS the only time a meeting or part of a meeting maybe closed to the public if the subject matter falls under one of the exceptions under s. 239(2) of the Municipal Act, 2001. THEREFORE BE IT RESOLVED THAT on November 16, 2009, Niagara Falls Council will go into a closed meeting to consider a matters that fall under the subject matter of 239(2)(f) of the Municipal flct, 2001, to receive advice that is subject to solicitor-client privilege, and 239(2)(d), labour relations or employee negotiations. AND The Seal of the Cot°poration be hea°eto affaxedo DEAN IORFIDA Ro To (TED) SALCI CITY CLERK MAYOR