MINUTES

1.

It was moved and seconded

That the minutes of the meeting of the Community Safety Committee held on Tuesday, April 9^th, 2002, be adopted as circulated.

CARRIED

NEXT COMMITTEE MEETING DATE

2.

The next meeting of the Committee will be held on Tuesday, June 11^th, 2002 at 4:00 p.m. in the Anderson Room.

COMMUNITY SAFETY DIVISION

3.

AWARD OF CONTRACT FIRE APPARATUS
(Report:  Apr. 17/02, File No.:   0650-01) (REDMS No. 692312)

Deputy Fire Chief Wayne Stevens introduced Captain Tom Hooker, Chief Mechanic, and Captain Barry Williams, Fire Suppression, members of the Committee which researched and analysed the bids received.  Discussion ensued among Committee members and staff on the awarding of the contract.  In response to questions, advice was given that:

the proposed equipment would not have hydraulic aerial ladders attached to the tops of the trucks as it was felt that there were sufficient ladder equipment available to meet the Departments needs

also included in the bid review process had been the City's Fleet Manager Ken Fryer; collectively the Committee had the expertise to properly review the bids

the proposed apparatus would be well suited to responding to many different types of calls and would be equipped with the latest in fire fighting equipment; the equipment should meet the needs of the Department for the next 10 to 15 years

the proposed supplier, Federal Signal Corporation, had a local distributor with a facility in Abbotsford in the event that repairs were required to the equipment

the committee which undertook the review of the bids was involved with designing the specifications; a representative from each of the four shifts was on the committee, as well as other Deputy Fire Chiefs and a representative from the maintenance and administration sections 

the proposed equipment would be easy to maintain

with reference to the proposed cost of the equipment, in relation to the reduced value of the Canadian dollar, staff were confident that the equipment could be acquired for the negotiated amount.

It was moved and seconded

That Contract T.1529 for the supply and delivery of three (3) fire apparatus be awarded to Federal Signal Corporation, Oak Brook, Illinois, in an amount not to exceed $2,311,000 inclusive of applicable taxes.

CARRIED

4.

HAMILTON FIRE HALL
(Report:  Mar. 28/02, File No.:  2050.20.F5) (REDMS No. 628557)

Fire Chief Jim Hancock, accompanied by the Manager, Facilities Planning & Construction, indicated that they were available to answer any questions which the Committee might have.  Discussion ensued among Committee members and staff on the proposed new fire hall, during which in response to questions, the following information was provided:

a standard fire hall had been recommended, which included 300 sq. ft. of public meeting space; if Council wished to expand on that, the increased size would have an impact on the budget; the inclusion of sufficient space for a community police station would increase the size of the proposed building by 1,000 sq. ft.

re-development plans for the current fire hall site had not yet been resolved as there were issues to deal with regarding the provision of servicing to the property

meetings with the residents of the Hamilton area about the proposed relocation of the fire hall had not yet been held

the Community Safety master plan would allow staff to proceed to the next phase, which was to (i) involve the community in the design of the facility, and (ii) hire a consultant to refine the concept for presentation to Council; however, at this point, funding had not been approved to proceed to construction.

Concern was expressed about the fact that the option of locating the new fire hall in MacLean Park had not been recommended for presentation to the public.  The comment was also made that the recommendation should be amended to indicate subject to the financing program approved by Council.

Discussion continued among Committee members and staff on the proposal and the feasibility of including the proposed property and MacLean Park as two potential locations for the new fire hall when presenting the concept to the public.  The suggestion was also made that the planning process for the current site could occur concurrently with the development of the new site.

It was moved and seconded

That:

( 1 )

the project be approved, based upon the recommended fire rescue facility (as shown in the plans attached to the report dated March 28th, 2002, from the Fire Chief), subject to the financing program approved by Council;

( 2 )

the project be presented to the Hamilton Community as part of the project communication plan;

( 3 )

the option to construct the proposed fire hall in MacLean Park also be presented to the Hamilton community; and

( 4 )

staff be instructed to prepare options for redevelopment of the current fire hall site.

The question on the motion was not called, as discussion ensued on whether the possible construction of the fire hall in MacLean Park should be presented to the public.  During the discussion, staff were requested to provide information prior to the next Council meeting on (i) the number of parks currently located in the Hamilton area; and (ii) the location of the closest park to the community which could be accessed without having to cross the highway.  Advice was given by the General Manager, Parks, Recreation & Cultural Services, Cathy Carlile that it was felt there was adequate park space for the Hamilton area, however, she did not necessarily recommend the location of the fire hall in MacLean Park because of the passive nature of the area.

Concern was expressed during the discussion that inclusion of MacLean Park as a possible site would delay the process even further.  Advice was given that design of the building could take place concurrently with the presentation to the public, and that in all likelihood, staff should be able to report to the Committee within two month's time.

During the discussion about the suitability of MacLean Park, Councillor Kumagai expressed his dissatisfaction with the moat around the perimeter of MacLean Park, and he suggested that it should be filled in to expand the size of the park.

The question on the motion was then called, and it was CARRIED.

5.

COMMUNITY SAFETY HEADQUARTERS BUILDING - SITING
(Report:  Apr. 17/02, File No.:  2050-20-F1) (REDMS No. 708733, 711390)

Fire Chief Jim Hancock, accompanied by Mr. Naysmith and Superintendent Ward Clapham, OIC, Richmond Detachment of the RCMP, indicated that they were present to respond to questions from the Committee.  Discussion ensued among Committee members and staff on:

the relocation of the tennis courts northward, and the feasibility of relocating the tennis courts out of the park; the lease arrangement with the tennis club; and the need to review the feasibility of relocating the tennis courts as part of the Parks, Recreation & Cultural Service Divisions Park Master Plan

whether a planning process had been initiated for the current RCMP building site to determine future development plans, if any

whether the existing trees on the east and northern sides of the site could be retained and the reaction of the public to the possible removal of any of the trees

the amount of time required to complete the development of the master park plan, and the need to take into consideration, the principles of the master plan in the development of the Community Safety headquarters building design

the savings to the City in constructing one building to accommodate both the Fire Department and the RCMP, as opposed to two separate buildings

the impact if any, which the relocation of the RCMP building to Granville Avenue and Gilbert Road, would have on the operation of the detachment

the feasibility of creating an indoor/outdoor tennis and lawn bowling complex

the next steps in the process and the timing of the next report on the proposal to Committee.

During the discussion, Committee members expressed their support for the proposal and about the inclusion of the fire hall and the RCMP in one building.

Mr. Geoff Lake, President, IAFF Richmond Firefighters Local 1286, expressed concern about the lack of a mechanics bay and urged the Committee to retain that area in the new building.  In concluding his statements, Mr. Lake expressed his pleasure about the proposed new facility.  In response to a question from the Chair about the availability of space to accommodate a mechanics bay, advice was given that the space could be accommodated as part of the design.

It was moved and seconded

( 1 )

That the City owned site #4, (as outlined in the report dated May 7^th, 2002, from the Fire Chief), located at the northeast corner of Gilbert Road and Granville Avenue, be chosen as the location for the proposed Community Safety Headquarters Building, subject to the financing program approved by Council;

( 2 )

That Option C-1 for the development of site #4, be approved for further development as a Community Safety Headquarters building, at a cost not to exceed $31M, as outlined in the attached report of the Fire Chief dated May 7, 2002;

( 3 )

That staff review the siting possibilities for the tennis courts, and if it was found necessary to relocate these facilities, that staff examine those type of facilities and needs which should be supported as part of a tennis court complex; and

( 4 )

That staff report to Committee on options for the future use of the current RCMP building.

Prior to the question on the motion being called, the suggestion was made that Council, because of its expertise in the construction of the new City Hall building, should be consulted on the design of the new community safety building.  A brief discussion then ensued on who would be consulted on the design of the overall project.

The question on the motion was then called, and it was CARRIED.

It was moved and seconded

That the order of the agenda be varied to deal with Item No. 7 Community Safety Buildings Internal Financing Options, be dealt with at this time.

CARRIED

FINANCE & CORPORATE SERVICES DIVISION

6.

COMMUNITY SAFETY BUILDINGS INTERNAL FINANCING OPTIONS
(Report:  May 7/02, File No.:   2052-02) (REDMS No. 700492)

The Manager, Budgets & Accounting, Andrew Nazareth, indicated that he was available to respond to any questions which the Committee might have.  Discussion then ensued among Committee members and staff on the advantages and disadvantages of the each of the four funding scenarios considered by staff.  With reference to Scenario 4, the comment was made that staff could proceed to the next phase for the other projects while a development plan was prepared for this scenario as Council had made the decision previously that an external financing route would be pursued.

During the discussion, Councillor Kumagai advised that he could not support the borrowing of funds from the Municipal Finance Authority, and expressed concern that the proposed funding formula would result in an increase in the future property tax draw to 5.23%.

Discussion continued on the merits of Scenario 4, during which comments were made that (i) the City should utilize its assets and not rely on future gaming revenue to fund the projects; (ii) the City could develop the River Road site without selling the property; (iii) the projects could proceed with the City borrowing from itself and paying it back; and (iv) Scenario 4 and variations of Scenario 4 had not been sufficiently examined, including such options as land development only, a land development option plus taxation, land development plus casino revenue, and land development plus casino revenue plus taxation.

(Cllr. Kumagai left the meeting at 5:30 p.m. during the above discussion, and did not return.)

(Mayor Brodie left the meeting at 5:42 p.m., during the above discussion, and did not return.)

During the discussion, questions were raised about whether consideration of Scenario 4 would have to result in a delay to proceeding with the plans to construct new fire halls, based on the knowledge that there would be a development plan presented to Council in the future.  Discussion then ensued on the possible financing options which might be available to finance the projects. 

A brief discussion also took place on Recommendation No. 2 and the proposed communication strategy.

As a result of the overall discussion, the following referral motion was introduced:

It was moved and seconded

That the report (dated May 7th, 2002, from the General Manager, Community Safety), regarding Community Safety Buildings Internal Financing Options, be referred to staff for review and report to Committee on various scenarios with respect to interim financing options, including the holding of a referendum to determine the financing option preferred by the public.

Prior to the question on the motion being called, staff were asked to consider suggestions made during the discussion on this matter, and to prepare a land development option with three or four scenarios.  Discussion ensued on whether the referral would have an impact on the continuation of the fire hall projects.  In response, advice was given by the General Manager, Community Safety Chuck Gale that he would provide an information memo to Council on the timing of the projects in relation to the referral to staff.  Also addressed was the issue of the holding of a referendum, whether the referendum would be for the purposes of information or approval of funding, timing and how such a referendum would be presented to the public.

The question on the motion was then called, and it was CARRIED. 

7.

BRIDGEPORT FIRE HALL
(Report:  Apr. 24/02, File No.:  2050.20.F5) (REDMS No. 698631)

Fire Chief Hancock and Mr. Naysmith indicated that they were available to answer any questions which the Committee might have.  A brief discussion ensued during which advice was given that the Bridgeport Fire Hall was still required, even with the new projects and even though the current location was not ideal.

It was moved and seconded

(1 )

That the Bridgeport Fire Hall be replaced, (substantially as set out in the report dated April 24th, 2002 from the Fire Chief) , on the two lots located at 9100 and 9120 Bridgeport Road, at a cost not to exceed $2.75 Million

( 2 )

That the project be presented to the Bridgeport community as part of the project communication plan.

CARRIED

FINANCE & CORPORATE SERVICES DIVISION

6.

COMMUNITY SAFETY BUILDINGS INTERNAL FINANCING OPTIONS
(Report:  May 7/02, File No.:   2052-02) (REDMS No. 700492)

See Page 6 of these minutes for action taken on this matter.

8.

MANAGERS REPORT

Mr. Gale advised that three additional meetings of the Community Safety Committee would be required to complete service level reviews in the Community Safety Division.  A brief discussion ensued, as a result of which, it was agreed that meetings would be held on:

Thursday, June 6^th, 2002 -

RCMP

Wednesday, June 12^th, 2002 -

Emergency & Bylaw

Thursday, June 6^th, 2002 -

Fire and Rescue.

ADJOURNMENT

It was moved and seconded

That the meeting adjourn (6:13 p.m.).

CARRIED

Certified a true and correct copy of the Minutes of the meeting of the Community Safety Committee of the Council of the City of Richmond held on Tuesday, May 14^th, 2002.

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Councillor Linda Barnes
Chair

Fran J. Ashton
Executive Assistant