1. Township of Central Frontenac Operational Review Phase 1
Presented by:
Terry Gervais, CMMIII, Fire Service Executive
September 13th, 2016

2. Introduction Retired Fire Chief 36 years in the Fire Service
Volunteer, Composite and Career Departments
Experience in Amalgamations, Operational Reviews & Fire Master Plans

3. Key objectives
Provide an acceptable level of service to the residents of the Township of Central Frontenac.
Meet Minimum Legislative Requirements.
Cost Containment or Avoidance.
Mitigate Risk and Liability.

4. The Process Interview conducted with Clerk Administrator and Mayor
Interview conducted with Fire Chief
Interview conducted Deputy Fire Chief
Interview conducted Fire Department’s Administrative Assistant
Conducted a SWOT analysis with Firefighters
Individual meetings with Firefighters

5. Review Highlights Occupational Health & Safety Act Care Occupancies
Standard Incident Reporting
Records Management System
Staff Time Reporting
Administrative Support
Part-time vs Full-time Chief
Operational Review Phase 2

6. Occupational Health & Safety
Recommendation #1
That the Fire Chief conducts a Comprehensive Review of the Fire Department’s Personal Protective Clothing (PPE) and develop a replacement or repair plan for any equipment that does not meet either Legislative Requirements or Industry Standards. Furthermore, that a tracking system is designed in the Records Management System.
Recommendation #2
That a review of the Central Frontenac Fire Service’s overall Health and Safety program be included in Phase 2 of the Operational Review

7. Care Occupancies Recommendation #3
That the Township of Central Frontenac Fire Chief insures that the mandatory requirements under the Fire Protection and Prevention Act in regards to Vulnerable Occupancies are completed for 2016 and reported to Council when completed.
Recommendation #4
The Fire Chief develops a sustainable plan which would include looking at contract or shared services to meet the requirements under the regulation for future years

8. Standard Incident Reporting
Recommendation #5
That the Fire Chief educates the Firefighters on the importance of submitting the Fire Marshal’s Standard Incident Report on time. And further that these reports are submitted on time (every quarter) to the Province of Ontario.
Recommendation #6
That a new process is developed to have the Administrative Assistant complete the administrative portion in the RMS, including the incident particulars and the payroll information and the firefighters complete their Incident information

9. Current Process Responding stations faxed a copy of Dispatch Log
Emergency Call Completed
Responding stations faxed a copy of Dispatch Log
Timesheets are filled out by firefighters
Primary Station initiated incident into RMS
All responding stations enter in their applicable information
Payroll is entered into RMS by firefighter
Administrative Assistant with Fire Chief to review RMS to ensure incident report is completed
SIR is submitted to Province

10. Proposed Interim Process
Emergency Call Completed
Fire Chief’s office faxed Dispatch Log
Timesheets are filled out by firefighters and faxed to Admin
Admin initiated the Incident in the RMS, enters call info and payroll
All responding stations enter in their applicable information
Officers complete their report in the RMS
SIR is submitted to Province

11. Proposed Final Process
Emergency Call Completed
Incident information automatically loaded into the RMS and call is initiated
Timesheets are filled out by firefighters
Admin enters payroll
Officer’s complete their report in RMS
SIR is submitted to Province

12. Current Process
Proposed Interim Process
Proposed Final Process

13. Records Management System
Recommendation #7
That Council approves the funding to purchase the interface for the Computer Aided Dispatch System and the Records Management System,
Recommendation #8
That any of the Municipality’s operating systems, including the Firehouse Software program, be managed by the Corporation and not within the Fire Department

14. Time Reporting Recommendation #9
That the Fire Chief and Deputy Fire Chief submit regular timesheets to the Clerk-Administrator and that the Firefighters payroll be submitted to the Administrative Assistant for input into the Records Management System

15. Administrative Support
Recommendation #10
That the Township of Central Frontenac Council, through its Clerk-Administrator, reviews its current structure for Administrative Support to ensure it is the most cost effective and applicable service for the residents and staff. And further, that the review includes looking at dedicated Administrative Support hours for the Fire Department.

16. Part-Time vs Full-Time Fire Chief
Recommendation #11
That the Township of Central Frontenac Council accept the option to hire a full-time Fire Chief to manage the Fire Department

17. Three Options Do Nothing – Status Quo
Increase Fire Chief’s Part-time hours
Hire a Full-time Fire Chief

18. Do Nothing—Status QUO Risk and Liability High
Cost unknown and unpredictable
Hard to meet legislative requirements
Do Nothing Status Quo
Provide an acceptable level of service for the residents No
Meet minimum legislative requirement
Cost Containment or Avoidance
Mitigate Risk and Liability

19. Increase Fire Chief’s Part-Time Hours
Risk and Liability is lowered
Cost unknown and unpredictable
Should be able to meet minimum legislative requirements.
Do Nothing Status Quo
Provide an acceptable level of service for the residents No
Meet minimum legislative requirement
Yes
Cost Containment or Avoidance
Mitigate Risk and Liability

20. Hire a Full-Time Chief Reduce or mitigates Risk and Lability
Increase staffing costs but operational cost containment and avoidance
Will meet and exceed minimum legislative requirements.
Increase level of service for residents
Do Nothing Status Quo
Provide an acceptable level of service for the residents
Yes
Meet minimum legislative requirement
Cost Containment or Avoidance No
Mitigate Risk and Liability

21. Three options comparison
Do Nothing Status Quo
Increase of Part-Time Hours
Full-Time Chief
Provide an acceptable level of service for the residents No
Yes
Meet Minimum Legislative requirement
Cost Containment or Avoidance
Mitigate Risk and Liability

22. Municipal Comparatives
Municipal comparison survey conducted based on the 2007 Inter-Municipal survey that was conducted by the Township of Central Frontenac
Out of the nine municipalities surveyed, six have full-time Chiefs, one shares a full-time Chief and two others have part-time Chief’s, including Central Frontenac

23. Operational Review Recommendation #12
That the Township of Central Frontenac Council approve to have the second phase of the Operational Review conducted for the Fire Department in 2017, that would include but not limited to, all operations of the Fire Department, the Organizational Structure, an Assets Management Program and any efficiencies that can be found in the way of shared services

24. Council’s Legacy
“Council has the chance to change the face of their Fire Department for the Residents in the Township of Central Frontenac for many years to come.”