AGENDA Strategic Priorities Committee

Transcription

1 AGENDA Strategic Priorities Committee August 13, :00 am Council Chambers, Town Hall Pages 1. CALL TO ORDER 2. DECLARATIONS OF PECUNIARY INTEREST 3. AMENDMENTS AND APPROVAL OF THE AGENDA RECOMMENDATION THAT the August 13, 2018 Strategic Priorities Committee agenda be accepted as presented. 4. DELEGATIONS AND PRESENTATIONS None. 5. STRATEGIC PRIORITIES REVIEW 5.1 FD Capital Plan for Fire Equipment Replacement 3 RECOMMENDATION THAT FD Capital Plan for Fire Equipment Replacement be received for discussion. 5.2 FD Proposed Capital Purchase of an Aerial ladder Apparatus 23 RECOMMENDATION THAT FD Proposed Capital Purchase of an Aerial Ladder Apparatus be received for discussion and 2019 budget direction to staff.

2 5.3 DEV Town Hall Auditorium HVAC 38 RECOMMENDATION THAT DEV Town Hall Auditorium HVAC be received; and THAT the Strategic Priorities Committee provide direction to Staff on whether to add the Town Hall Auditorium HVAC to the 2019 Capital Budget, or have the Auditorium remain status quo. 5.4 PW Annual Asset Management Plan Update 43 RECOMMENDATION THAT PW Annual Asset Management Plan Update be received for information; and THAT the Strategic Priorities Committee recommend to Council: THAT the Asset Management Plan Status Update be received. 6. NEXT MEETING September 18, :00am, Council Chambers Planned Topic: Committee Review 7. ADJOURNMENT RECOMMENDATION THAT this meeting of the Strategic Priorities Committee adjourn at pm. Page 2 of 85

3 FORMAL REPORT To: Prepared by: Chair Strathdee and Members of Strategic Priorities Committee Richard Anderson, Director of Emergency Services / Fire Chief Date of Meeting: 13 August 2018 Subject: FD Capital Plan for Fire Equipment Replacement PURPOSE The purpose of this report is to provide Council with a review of the Fire Department s Short Term Capital Plan. The information provided will help Council to understand why various firefighting equipment and apparatus has been forecasted to be replaced in a pre-designated order. Having a sound vehicle and maintenance replacement program is important to our Fire Department and protection for the Town of St. Marys and Perth South. RECOMMENDATION THAT FD Capital Plan for Fire Equipment Replacement be received for discussion. BACKGROUND During the 2018 budget deliberations, Council raised a number of questions regarding the replacement schedule of fire department vehicles and asked that Staff report back on a number of matters. Council passed the direction below to staff after a discussion of whether the aerial truck should be replaced before the Town s pumper truck. Resolution THAT staff be directed to review the Fire Department s Short Term Capital Plan and report back to Council by August 31 on the Capital Plan for fire equipment replacement and the preferred procurement approaches for the equipment. The Fire Chief has prepared this report to fulfil the direction of Council. Determining the appropriate replacement schedule for equipment and apparatus is a function of guidance from technical standards, and a review of the lifecycle use, wear, and tear on the apparatus. To better understand the standards that a fire service must adhere to, information can be found below to explain. A fire apparatus is an emergency vehicle that must be relied on to transport firefighters safely to and from an incident and to operate reliably and properly to support the mission of the fire department. A piece of apparatus that breaks down at any time during an emergency operation not only compromises the success of the operation but might jeopardize the safety of the firefighters relying on that apparatus to support their role in the operations. The National Fire Protection Association (NFPA) is a non-profit organization that utilizes its membership to develop standards for fire and life safety. The National Fire Protection Association (NFPA) includes standards for the construction and safety features used on fire apparatus and other equipment used by the fire service. NFPA also covers thousands of other standards that relate to fire and life safety. These standards are generally the nationally accepted standards and processes, and can be legally binding in certain situations. Page 3 of 85

4 When considering the need to replace fire apparatus, one must review many factors. The National Fire Protection standard 1901, Standard for Automotive Fire Apparatus is the document most frequently referred to by the fire service and municipalities across North America for information on replacement and purchase of emergency response apparatus. Replacement considerations and timing are addressed in Appendix D of the 2016 edition of this standard. Underwriters Laboratories of Canada (ULC) may also apply. Fire Underwriters Survey (FUS) is the primary service provider to Insurance Underwriters in Canada that determines the fire insurance grade for a community. FUS will consider apparatus up to twenty years of age, particularly if the apparatus is ULC approved and meets Underwriters' Laboratories of Canada (ULC) S515 Automobile Fire Fighting Apparatus, or National Fire Protection Association (NFPA) 1901 Standard for Automotive Fire Apparatus. The apparatus can remain in service for up to thirty years as a second line pumper providing it meets the annual pump testing requirements. Attachment 1 of this report is a summary of Appendix D of NFPA 1901, 2016 Edition, for use when considering replacement of a vehicle. Note that Appendix D of the standard is not considered a mandatory requirement of the document, but is provided for informational and recommendation purposes. To maximize fire fighter capabilities and minimize the risk of injury, it is important that fire apparatus be equipped with the latest safety features and operating capabilities. Attachment 2 of this report is the Fire Underwriters Survey Insurance Grading of used or rebuilt apparatus. This document provides you with: A. Service Schedule for Fire Apparatus for Insurance Grading Purposes See Table 1. B. Frequency of Listed Fire Apparatus Acceptance and Service Tests See Table 2. Industry standards for fire apparatus are typically revised every five years, and there have been substantial changes to upgrade functional capabilities and safety features over the last 15 years. Included in those improvements are such things as: Roll over stability Seat belt design for fully dressed firefighters and seat belt use warning system Minimum acceleration and upper speed limitations Cab integrity Enhanced work and step lighting and safety design Reflective striping Ergonomic design for accessibility to equipment such as ladders and hose lines The life cycle of a vehicle depends on many factors including: Vehicle mileage and engine hours Quality of the preventative maintenance program Quality of driver training Proper use of apparatus within design parameters Manufactured on a commercial or custom chassis Quality of manufacturer workmanship Quality of components used to build the vehicle Availability of replacement components Factors to evaluate and consider for the replacement timing of a vehicle include: What is the true condition of the apparatus has it been in a major accident or required major repairs? What advances have been made in design safety, technology and operational functionality since its manufacture? Does the vehicle still meet the needs of its service area or is it obsolete? Can the vehicle carry the equipment needed to do the expected job within its weight load capacity? Page 4 of 85

5 REPORT What is the anticipated annual cost to keep the vehicle in service including downtime, maintenance cost, depreciation, reliability and safety of the users and the public? How available are replacement parts? How long can the department operate in the event of a major mechanical breakdown? What is the current trade in value of the vehicle and what is the expected depreciation rate? The Town of St. Marys Fire Department has numerous types of fire apparatus. To have a better understanding of the types of vehicles, fire apparatus and major pieces of equipment I have included definitions. Definitions Fire Apparatus: The National Fire Protection Association (NFPA) Vehicles of varying types and sizes that fulfil different roles or functions during fire and rescue operations. Class A Pumper: An apparatus meeting that criterion for a pumper truck that can be used to fight fires in structures or other types of fires requiring larger volumes of water. Aerial: The National Fire Protection Association (NFPA) Used to gain access to fires occurring at height using a large telescopic ladder, where conventional ladders carried on conventional appliances might not reach. The name is derived from the fact that the large ladder is mounted on a turntable on the back of a truck chassis, allowing it to pivot around a stable base. To increase its length, the ladder is telescopic. Modern telescopic ladders are either hydraulic or pneumatic. Tanker/Pumper: An apparatus that supplies water to other trucks or drop tanks during fire operations. However, the pumps are usually large enough that the truck could be used to fight fires just as you would be able to with a Class A Pumper. These trucks could have access issues due to the weight of the truck where a Class A Pumper would work better. Rescue truck: Different styles of trucks used in various rescue operations. These operations can include vehicle accident extrication, building collapse, confined space rescues and other specialized rescue operations. Pumping Capacity The pumping capacity of the fire department is adequate to combat the anticipated fire volume that would be required for the structures and occupancies found within the Town of St. Marys and Perth South. Please note additional resources are available through the Perth County Mutual Aid Agreement. Vehicle Inventory The Town of St. Marys Fire Department maintains a variety of vehicles required to respond to the types of incidents that the department is called upon to manage. Vehicle inventory including the Type of Vehicle, Year of Manufacture, Response Type. #1 Pumper Make - Freightliner FL Year of manufacture Page 5 of 85

6 Current mileage 32,392 kms Engine Hours 1,385.8 Tank Capacity 832 I.Gal Pump capacity 1250 IGPM Response - First line pumper Town or Rural Accumulates more pump hours than the aerial and tanker Life expectancy dependent on yearly pass of ULC pump test. This is scheduled to be tested on the 3 rd of August The pumper is used to transport firefighters and equipment to an emergency scene and to provide pumping operations as necessary depending on the operational needs for mitigation of that emergency. In rural applications, pumping functions may include application of water onto the fire scene, drafting of water from a water source, or relay pumping from pumper to pumper over a distance to provide water to the apparatus operating at the scene. 5 man cab utilized to transport firefighters rather than using their own personal vehicles for rural calls is equipped for a number of jobs in addition to being an engine that carries water and has a pump. This vehicle is equipped with a 1500 GPM pump and 500 gallons of water. High rescue sided compartments allows for a number of rescue tools and equipment. Additional equipment carried on the pumper include, SCBA, water rescue equipment, air monitoring equipment, generator, Ram Fan, foam, an assortment of hose, and a number of hand tools. The Town of St. Marys is served well by its only pumper, but will need to be replaced. Expected replacement year 2018 Capital budget states it will be replaced in Estimated replacement cost $525,000 #2 Aerial - Superior Make Freightliner FL Year of manufacture 1991 Current mileage 80,392 miles or 129, kms Tank Capacity 500 I.Gal Pump capacity 1250 IGPM Response Second line vehicle to pumper Town or Rural Pump not used as extensively as #1 pumper, less hours on pump The Fire Department is equipped with a 1991 aerial with a 50 ladder. Not all small departments are fortunate to have an aerial truck. When considering purchase or replacement of an aerial truck in a small department, there can be resistance in the community due to the high cost of these trucks and the varied opinion on the need. St. Marys is no different in this respect. There are some questions about whether the Town of St. Marys Fire Department needs an aerial Page 6 of 85

7 device (new or used) and the cost of replacement. There have also been questions of whether or not this truck should be replaced before Pumper #1. The consensus of the firefighters interviewed is that the aerial provides a safe and effective means for reaching elevated areas for situations such as chimney and roof fires. It was noted the aerial is used for barn fires although in some cases it may be a tight fit for some rural lanes. It was also noted that the aerial provides additional pumping capacity if required. Many fire departments choose to maintain an elevated device as part of their equipment fleet where it can provide operational benefits during emergency incidents in the community. Generally, the departments purchase a used apparatus that still has serviceable life that will meet the demands of the service. Since purchasing the aerial November 10th, 2004 the Town of St. Marys Fire Department has used the apparatus as an elevated device to provide access to upper levels of structures during various incidents for ventilation and fire extinguishment purposes. During fire incidents, it is often necessary to ventilate a structure at the highest possible location to allow toxic gases and smoke to vacate in order to establish a safe environment for fire crews to enter the structure. The aerial unit has also been used for water supply as a fire pump and as a pumper in a relay chain of pumpers that provide water to a fire incident over a distance from the water source to the incident location. The aerial can also be used as a water tower which means the ladder is elevated and water is applied from an elevated position onto or into a fire incident providing an advantage to extinguishing fire areas that are difficult to reach from an exterior ground level position. Weakened roof structures can present operational hazards during fire incidents and an aerial device provides a safe platform from which to perform any necessary firefighting tasks such as ventilation, entry and water application access. Life expectancy dependent on annual maintenance and on yearly pass of ULC pump test 2017 Annual Pump test failed to draw a vacuum. This was fixed and passed (8 February 2018). The pump is scheduled to be tested on the 3rd of August Life expectancy also dependent on yearly pass of aerial inspection 2018 Annual Ladder test passed (22 February 2018). Expected replacement year Was supposed to be 2011 and needs to be replaced in Estimated replacement cost $875,000 #3 Tanker Make Freightliner Year of manufacture 2012 Current mileage 9,894.4 kms Tank Capacity 2126 I.Gal Pump capacity 500 IGPM Response Rural. Minimal use in town. Page 7 of 85

8 Pump not used as extensively as #1 pumper, less hours on pump The tanker is used for rural water supply as well as combating wildland fires. The tanker s pump capacity is 500 gallon per minute (GPM). Although some tankers do not have a fire pump they are able to store a larger capacity of water. In a rare situation the tanker would be able to provide a first response pumping ability to a fire call in the event the primary response pump was unable to respond; For example, should there be a mechanical breakdown or the Pumper is out of service for maintenance. Life expectancy dependent on annual maintenance and on yearly pass of ULC pump test. This is scheduled to be tested on the 3rd of August Expected replacement year Estimated replacement cost $350,000 #4 Rescue/Equipment Make Freightliner Year of manufacture 2008 Current mileage 9,198.5 kms Response - First line vehicle and responds to all calls The Rescue Unit responds to all emergency response calls. The Rescue Unit serves multiple purposes including carrying major rescue and vehicle extrication equipment, secondary response to emergency medical calls, transportation of firefighters and as rehabilitation facilities during inclement weather conditions. One should note that due to the increasing amount of emergency responses and what is expected of the Fire Department to perform the Rescue Unit has reached its maximum storing capacity for equipment. As we continue to upgrade our rescue services to the Town and Perth South the Fire Department will require a larger vehicle to accommodate the equipment. Life expectancy dependent on annual maintenance. Expected replacement year 2028 Estimated replacement cost $525,000 Pickup Truck Ford F 150 Make Ford F 150 Year of manufacture 2015 Current mileage 31,721 kms Response Attends all fire calls, town and rural. Used daily for department business. Is the primary command vehicle and is currently assigned to the chief of the department. Equipped Page 8 of 85

9 with a command console and multiple radios, the vehicle also carries the PPE of the operator, and EMS equipment, and reference materials. Life expectancy dependent on annual maintenance and is expected to be traded in approximately 8 years. Expected replacement year 2023 Estimated replacement cost $40,000 Replacement Plan Considerations Various agencies have developed a weighted point system that mixes the factors listed above in a formal reporting and review process. The advantage to this is that it removes bias out of the replacement process and creates an objective review process while providing the facts that all the stakeholders (end users, management, and finance staff) understand to buy into the program. A variety of software systems and various point system programs are used by many fleet agencies across the country. Some are based on an overall replacement program using an average, while others customize the program to fit different classes or types of equipment. The point system is the most widespread methodology. Sample Replacement Point System received from Fire Engine Replacement Guidelines (Source: Public Fleet Summits) Factors + Points Age - One point for every year of chronological age, based on in-service date. Miles/Hours - On-road units with a 7L or larger diesel engine receive one point for each 32,000 kms. All other on road units receive one point for each 16,000 kms. Off-road equipment with a diesel engine over 150 hp receives one point for each 1,000 hours, or 200 hours if its diesel engine offers 150 hp or less. Type of Service - One, three, or five points are assigned based on the type of service the unit is exposed to. For instance, fire pumpers would be given a five because it is classified as severe duty service. In contrast, an administrative sedan would be given a one. Reliability - Points are assigned as one, three, or five depending on the frequency that a vehicle is in the shop for repair. A five would be assigned to a vehicle in the shop three or more times per month on average, while a one would be assigned to a vehicle in the shop an average of once every three months or less. Maintenance &Repair Costs One to five points assigned based on maintenance costs (not including repair of accident damage). If maintenance and repair costs are 20% or less of the purchase price, 1 point is assigned. If costs are 100% or more of the purchase price, 5 points are assigned. Condition - This category takes into consideration body condition, rust, interior condition, accident history, anticipated repairs, and so on. A scale of one to five points is used with five being poor condition. Point Ranges Fewer than 18 Points: Condition I Excellent 18 to 22 points: Condition II Good 23 to 27 points: Condition III Qualifies for replacement 28 points and above: Condition IV Needs immediate consideration For an example of applying the chart above, use a 5-year-old fire pumper as a case study. The unit has 160,000 kms and more than 1,000 engine hours; Severe-duty as the vehicle responds to all urban and rural calls, poor condition; and includes an average of 3 or more times a month in the garage, Repair costs are 70% of its purchase price. The vehicle has rust throughout the body. Seats are torn and in need of repair. Page 9 of 85

10 The points would be assigned as follows: Age = Kilometers or engine hours = Type of service is severe = Reliability = M&R costs = Condition = Total = consideration 5 points 10 points 5 points 5 points 3 points 5 points 33, 28 points and above; Condition IV Needs immediate Applying this fleet analysis tool to the Town of St. Marys Fire Department fleet Results in the following: #1 Pumper Make - Freightliner FL Year of manufacture Current mileage 32,392 kms Engine Hours Response - First line pumper Town or Rural. Age = Kilometers or engine hours = Type of service is severe = Reliability = M&R costs = Condition = Total = consideration #2 Aerial - Superior Make Freightliner FL Year of manufacture 1991 Current mileage 80,392 miles or 129, kms Response Second line vehicle to pumper Town or Rural 20 points 2 points 5 points 1 points 1 points 1 points 30, 28 points and above = Condition IV Needs immediate Age = Kilometers or engine hours = Type of service is severe = Reliability = M&R costs = Condition = Total = consideration 27 points 8 points 5 points 1 points 1 points 3 points 45, 28 points and above = Condition IV Needs immediate #3 Tanker Make Freightliner Year of manufacture 2012 Current mileage 9,894.4 kms Response Rural. Minimal use in town. Age = Kilometers or engine hours = Type of service is severe = Reliability = 6 points 1 points 5 points 1 points Page 10 of 85

11 M&R costs = Condition = Total = #4 Rescue/Equipment Make Freightliner Year of Manufacture 2008 Current mileage 9,198.5 kms Response - First line vehicle and responds to all calls Age = Kilometers or engine hours = Type of service is severe = Reliability = M&R costs = Condition = Total = Pickup Truck 1 points 1 points 15, Fewer than 18 Points = Condition I Excellent 10 points 1 points 5 points 1 points 1 points 1 points 19, 18 to 22 points = Condition II Good Make Ford F 150 Year of manufacture 2015 Current mileage 31,721 kms Response Attends all fire calls, town and rural. Used daily for department business Age = Kilometers or engine hours = Type of service is severe = Reliability = M&R costs = Condition = Total = 3 points 2 points 3 points 1 points 1 points 1 points 11, Fewer than 18 Points = Condition I Excellent The most significant question resulting from the 2018 budget deliberation was whether the Pumper #1 should be replaced before the Aerial Ladder truck. Using the industry recommended fleet analysis system above, the need for replacement for both compares as follows: Pumper #1: 30 points (> 28 = Condition IV Needs immediate consideration) Aerial Ladder Truck: 45 points (> 28 = Condition IV Needs immediate consideration) Based on the analysis completed, the Town s current replacement schedule of replacing the aerial truck before the Pumper #1 has been confirmed. When the aerial is replaced the operating plan for deployment of trucks will change. The aerial truck that is proposed to be purchased is one which has pumping capabilities. The new aerial will become the new first line pumper, and Pumper #1 will become the second line pumper until it is replaced in The overall order of large apparatus to be replaced is as follows: 1. The Fire Apparatus 10 Year Capital Forecast Truck Replacement Projection anticipates replacement of the aerial ladder truck in 2019 at which point the vehicle will be 28 years old. $875,000 has been budgeted in the capital plan for this replacement. The fire department plans to purchase a new or used aerial available on the market at that time. The Chief will be seeking direction from Council in FD following this report on whether a new or used vehicle should be purchased. Page 11 of 85

12 2. The next vehicle to be replaced would be the pumper scheduled for replacement in 2021 at which point the vehicle will be 23 years old. $525,000 has been budgeted in the capital plan for this replacement. 3. The next vehicle to be replaced would be the Fire Chief s pickup truck scheduled for replacement in 2023 at which point the vehicle will be 8 years old. $40,000 has been budgeted in the capital plan for this replacement. 4. The next vehicle to be replaced would be the Rescue Truck scheduled for replacement in 2028 at which point the vehicle will be 20 years old. There are $525,000 in allocated funds in the capital budget forecast for this replacement. 5. The last vehicle to be replaced would be the Tanker Truck scheduled for replacement in 2032 at which point the vehicle will be 20 years old. $350,000 has been budgeted in the capital plan for this replacement. Other major equipment that is forecasted to be replaced: Auto extrication equipment Expected replacement year Estimated replacement cost $50,000 Bunker Gear Expected replacement year Estimated replacement cost $50,000 Air Compressor Expected replacement year Estimated replacement cost $50,000 Pagers Expected replacement year Estimated replacement cost $20,000 Radios Expected replacement year Estimated replacement cost $20,000 Visually, the replacement schedule for all equipment planned to be replaced in the short term: Estimated Expected Replacement Value Based on 2018 Pricing Equipment Replacement Need Points Replacement Year #2 Aerial Ladder $875,000 Auto Extrication Equipment $50,000 #1 Pumper $525,000 Fire Chief Pick-Up $40,000 Bunker Gear $50,000 Air Compressor $50,000 Pagers $20,000 Portable Radios $20,000 #4 Rescue $525,000 #3 Tanker $350,000 SUMMARY This apparatus replacement plan is a tool for the leadership of the St. Marys Fire Department to best predict the equipment and financial needs of the Town of St. Marys. In an effort to maintain an updated plan, it is imperative that the plan be reviewed and re-evaluated annually. Failure to do so will put the Town in a position where the men and women who respond to calls will not have the necessary tools to mitigate emergencies. Since this plan concentrates on apparatus needs, it is necessary that consideration of other large scale purchases be planned for. Examples of these large scale purchases include, but are not limited to Self- Page 12 of 85

13 Contained Breathing Apparatus SCBA, Bunker gear, Auto Extrication equipment, Air Compressor and Thermal Imaging Camera. FINANCIAL IMPLICATIONS As noted throughout the report. STRATEGIC PLAN This initiative is supported by the following priorities, outcomes, and tactics in the Plan. Pillar #Strategic Pillar 1: Developing a comprehensive and progressive infrastructure plan o Outcome: St. Marys is committed to developing a progressive and sustainable infrastructure plan that meets the infrastructure needs of today and tomorrow. This will require a balance between building and regular maintenance. o Tactic(s): Identify immediate needs in the community. When developing the annual capital plan, have regard for the infrastructure needs identified in the asset management plan before considering new builds or renovations that represent significant service level improvements. To support the asset management plan, complete a financial analysis of the Town s ability to pay to establish a minimum capital budget threshold to be budgeted for each year (either in actual spending, or put into reserve). OTHERS CONSULTED Jim Brown - Director of Finance ATTACHMENTS 1. Appendix D of National Fire Protection Association NFPA 1901, 2016 Edition 2. Fire Underwriters Survey Insurance Service Schedule for Fire Apparatus for Insurance Grading Purposes Table 1. REVIEWED BY Recommended by the Department Richard Anderson Director of Emergency Services/Fire Chief Recommended by the CAO Brent Kittmer CAO / Clerk Page 13 of 85

14 INSPECTION, MAINTENANCE, TESTING, AND RETIREMENT OF IN-SERVICE AUTOMOTIVE FIRE APPARATUS There are many different types of forms for reporting inspections, maintenance, and tests that could be used in connection with a fire apparatus preventive maintenance program. Resources for forms other than those shown in this annex are the local or state fire apparatus mechanics association, apparatus manufacturers, or the Apparatus Maintenance Section of the International Association of Fire Chiefs. Annex D Guidelines for First-Line and Reserve Fire Apparatus This annex is not a part of the requirements of this NFPA document but is included for informational purposes only. D.1 General. To maximize fire fighter capabilities and minimize risk of injuries, it is important that fire apparatus be equipped with the latest safety features and operating capabilities. In the last 10 to 15 years, much progress has been made in upgrading functional capabilities and improving the safety features of fire apparatus. Apparatus manufactured prior to 1991 usually included only a few of the safety upgrades required by the 1991 and subsequent editions of the NFPA fire department apparatus standards or the equivalent Underwriters Laboratories of Canada (ULC) standards. Because the changes, upgrades, and fine tuning to NFPA 1901, Standard for Automotive Fire Apparatus, since 1991 have been truly significant, especially in the area of safety, fire departments should seriously consider the value (or risk) to fire fighters of keeping pre-1991 fire apparatus in first-line service. The 1991 edition of the NFPA fire department apparatus standards included, among other provisions, requirements for fully enclosed driving and riding areas, auxiliary braking systems, reflective striping, improved warning lights, and prohibition of roof-mounted audible warning devices. The minimum tip load for an aerial ladder was set at 250 lb (114 kg), and other requirements, such as a minimum rail height, were added to make the aerial ladder safer for fire fighters to use. The 1991 editions have been recognized as the benchmark from which improved and safer fire apparatus have evolved. It is recommended that only apparatus that were designed and manufactured to meet the 1991 or later editions of the NFPA fire apparatus standards, or apparatus that have been refurbished in accordance with NFPA 1912, Standard for Fire Apparatus Refurbishing, to meet the 1991 or later editions of the NFPA fire apparatus standards, be permitted to operate in first-line service. This will ensure that, while the apparatus might not totally comply with the current edition of the automotive fire apparatus standards, many of the improvements and upgrades required by the standards since 1991 are available to the fire fighters who use the apparatus. It is recommended that apparatus manufactured prior to 1991 that is less than 25 years old, that has been properly maintained, and that is still in serviceable condition should be placed in reserve status and upgraded to incorporate as many features as possible of the post-1991 fire apparatus (see Section D.3). Apparatus that was not manufactured to the applicable NFPA fire apparatus standards or that is over 25 years old should be replaced. D.2 How the Standards Have Changed. It is a generally accepted fact that fire apparatus, like all types of mechanical devices, have a finite life. The length of that life depends on many factors, including vehicle mileage and engine hours, quality of the preventative maintenance program, quality of the driver training program, whether the fire apparatus was used within the design parameters, whether the apparatus was manufactured on a custom or commercial chassis, quality of workmanship by the original manufacturer, quality of the components used, and availability of replacement parts, to name a few. In the fire service, there are fire apparatus with 8 to 10 years of service that are simply worn out. There are also fire apparatus that were manufactured with quality components, that have had excellent maintenance, and that have responded to a minimum number of incidents that are still in serviceable condition after 20 years. Most would agree that the care of fire apparatus while being used and the quality and timeliness of maintenance are perhaps the most significant factors in determining how well a fire apparatus ages. Prior to 1991, the single fire department apparatus standard was NFPA It was basically a reactive standard. If something worked well in field use for a few years, it might have been suggested for inclusion in NFPA It was a very basic standard. In the late 1980s, the Technical Committee on Fire Department Apparatus decided to become proactive and to greatly enhance the value of the standard for the fire service. Task groups were appointed to develop reasonable requirements for the various components that made up a fire apparatus, and a safety task group was charged with looking at issues across the board that would improve the safety of fire fighters who use the apparatus. The completely revised 1991 edition of NFPA fire department apparatus standards was the result of these efforts and the full committee s strong desire to make the automotive fire apparatus standards not only more safety oriented but also more user friendly. In 1991, four standards were issued: NFPA 1901, Standard for Pumper Fire Apparatus; NFPA 1902, Standard for Initial Attack Fire Apparatus; NFPA 1903, Standard for Mobile Water Supply Fire Apparatus; and NFPA 1904, Standard for Aerial Ladder and Elevating Platform Fire Apparatus. Contained within the 1991 editions of the fire department apparatus standards were requirements for such items as increased battery capacity to ensure starting under most conditions, intersection lights for increased visibility, removal of all roof-mounted audible warning devices to reduce hearing problems, a flashing light in the cab to warn if a cab or body door is open, a backup alarm, an automatic transmission to make it easier to drive (unless the purchaser has a specific reason for a manual transmission), fully enclosed riding areas with reduced noise (dba) levels to keep crew members safe and informed, seats and seat belts for all crew members riding on the apparatus, fail-safe door handles so the sleeve of a coat does not inadvertently catch a handle and open a door, and signs requiring everyone to be seated and belted. In the pump area, the standard specified that 3 in. (75 mm) or larger valves be slow close, that caps on intakes and discharge outlets be tested to 500 psi (3400 kpa), that an intake relief valve be provided to help manage incoming pressure, that 30-degree sweep elbows be provided on the discharges to eliminate hose kinking, and that all 3 in. (75 mm) and larger discharges be eliminated from the pump panel to reduce the possibility of injuries to the pump operator. Fire apparatus equipped with electronic or electric engine throttle controls were required to include an interlock system to prevent engine speed advancement, unless the chassis transmission is in neutral with the parking brake engaged or unless the parking brake is engaged, the fire pump is engaged, and the chassis transmission is in the correct pumping gear. In the body area, the minimum step surface size and loadcarrying capabilities were increased, handrails were required 2007 Edition Page 14 of 85

15 ANNEX D to be slip resistant, and reflective striping was required on all four sides of the apparatus. Electrical system requirements for line voltage systems were added to include the use of listed components that were grounded. Many requirements were added to increase the operating capabilities of all aerial devices. For aerial ladders, the minimum design strength of the rungs was increased, a height requirement for the handrails was specified, a minimum load-carrying requirement for folding steps was specified, and the aerial ladder had to have a minimum carrying capacity of 250 lb (114 kg) at the tip when the aerial ladder is at zero degrees elevation and maximum extension. Where a water tower is equipped with a ladder, the same requirements that applied to an aerial ladder were required of the ladder on the water tower. The carrying capacity of elevating platforms at zero degrees elevation and maximum extension was raised to 750 lb (340 kg). Elevating platforms were also required to have handrails, breathing air available in the platform (with low-air warning capability) for at least two fire fighters, and a water curtain cooling system under the platform. All aerial devices had to be capable of supporting a static load of one and one-half times their rated capacity in any position. A requirement for a stabilizer movement alarm and reflective striping with warning lights was added. Interlocks to prevent inadvertent movement to an unsupported side and to prevent raising the aerial device prior to the stabilizers being deployed were specified. One hundred percent nondestructive tests (NDT) became a requirement. All these requirements were included in the 1991 editions of the NFPA fire department apparatus standards. In 1996, the four fire department apparatus standards (NFPA 1901, NFPA 1902, NFPA 1903, and NFPA 1904) were recombined into a single standard that was designated as NFPA 1901, Standard for Automotive Fire Apparatus. This edition further enhanced the safety and operating characteristics of all the apparatus. The 1999 edition included chapters on quints and mobile foam apparatus, further defined slip resistance of stepping and walking surfaces, required better mounting of equipment in the driving and crew compartments, required predelivery testing of foam systems, and specified that fill stations for breathing air cylinders be designed to totally contain a rupturing cylinder. The 2003 edition continued to refine the requirements in the driving and crew riding areas with increased head height requirements at seating positions and additional requirements for storage of SCBAs in seat backs, both aimed at reducing fire fighter injuries. The test protocol for slip resistance of standing and walking surfaces was better defined. There was a general cleanup of the requirements throughout the document to enhance the operational usefulness of the apparatus. D.3 Upgrading Fire Apparatus. Any apparatus, whether in first-line or reserve service, should be upgraded in accordance with NFPA 1912 as necessary to ensure that the following features are included as a minimum: (1) Fully enclosed seating is provided for all members riding on the fire apparatus. (2) Warning lights meet or exceed the current standard. (3) Reflective striping meets or exceeds the current standard. (4) Slip resistance of walking surfaces and handrails meets the current standard. (5) A low voltage electrical system load manager is installed if the total connected load exceeds the alternator output. (6) The alternator output is capable of meeting the total continuous load on the low voltage electrical system. (7) Where the gross vehicle weight rating (GVWR) is 36,000 lb (16,000 kg) or more, an auxiliary braking system is installed and operating correctly. (8) Ground and step lighting meets or exceeds the current standard. (9) Noise levels in the driving and crew compartment(s) meet the current standard, or appropriate hearing protection is provided. (10) All horns and sirens are relocated to a position as low and as far forward as possible. (11) Seat belts are available for every seat and are new or in serviceable condition. (12) Signs are present stating no riding on open areas. (13) A pump shift indicator system is present and working properly for vehicles equipped with an automatic chassis transmission. (14) For vehicles equipped with electronic or electric engine throttle controls, an interlock system is present and working properly to prevent engine speed advancement at the operator s panel, unless the chassis transmission is in neutral with the parking brake engaged; or unless the parking brake is engaged, the fire pump is engaged, and the chassis transmission is in pumping gear. (15) All loose equipment in the driving and crew areas is securely mounted to prevent its movement in case of an accident. D.4 Proper Maintenance of Fire Apparatus. In addition to needed upgrades to older fire apparatus, it is imperative that all fire apparatus be checked and maintained regularly to ensure that they will be reliable and safe to use. The manufacturer s instructions should always be followed when maintaining the fire apparatus. Special attention should be paid to ensure that the following conditions exist, as they are particularly critical to maintaining a reliable unit: (1) Engine belts, fuel lines, and filters have been replaced in accordance with the manufacturers maintenance schedule(s). (2) Brakes, brake lines, and wheel seals have been replaced or serviced in accordance with the manufacturers maintenance schedule. (3) Tires and suspension are in serviceable condition, and tires are not more than 7 years old. (4) The radiator has been serviced in accordance with the manufacturer s maintenance schedule and all cooling system hose are new or in serviceable condition. (5) The alternator output meets its rating. (6) A complete weight analysis shows the fire apparatus is not over individual axle or total gross vehicle weight ratings. (7) The fire pump meets or exceeds its original pump rating. (8) The water tank and baffles are not corroded or distorted. (9) If equipped with an aerial device, a complete test to original specifications has been conducted and certified by a certified testing laboratory. (10) If so equipped, the generator and line voltage accessories have been tested and meet the current standard. D.5 Refurbishing or Replacing Fire Apparatus. Fire department administrators and fire chiefs should exercise special care when evaluating the cost of refurbishing or updating an apparatus versus the cost of a new fire apparatus. Apparatus 2007 Edition Page 15 of 85

16 INSPECTION, MAINTENANCE, TESTING, AND RETIREMENT OF IN-SERVICE AUTOMOTIVE FIRE APPARATUS that are refurbished should comply with the requirements of NFPA A thorough cost-benefit analysis of the value of upgrading or refurbishing a fire apparatus should be conducted. In many instances, it will be found that refurbishing costs will greatly exceed the current value of similar apparatus. Experience has also shown that refurbishing a fire apparatus that is over 20 years old, other than to paint or repair the apparatus, is a very poor investment. Some factors to consider and evaluate when considering whether to refurbish or replace a fire apparatus include the following: (1) What is the true condition of the existing apparatus? Has it been in a major accident, or has something else happened to it that would make spending significant money on it ill advised? (2) Does the current apparatus meet the program needs of the area it is serving? Is it designed for the way the fire department operates today and is expected to operate into the foreseeable future, or is the apparatus functionally obsolete? Can it carry everything that is needed to do the job without being overloaded? (3) If the apparatus is refurbished, will it provide the level of safety and operational capability of a new fire apparatus? Remember, in many cases, refurbishing does not mean increasing the GVWR, so it is not possible to add a larger water tank or additional foam agent tanks or to carry massive amounts of additional equipment. Enclosing personnel riding areas might add enough weight to the chassis that existing equipment loads need to be reduced to avoid overloading the chassis. An aerial ladder that does not have a 250 lb (114 kg) tip load rating at zero degrees elevation and maximum extension cannot be made stronger. (4) What is the anticipated cost per year to operate the apparatus if it were refurbished, and what would the cost per year be for a new apparatus? Do not forget insurance costs, downtime costs, maintenance costs, depreciation, reliability, and the safety of the users and the public. At what rate are those costs rising each year? Are parts still readily available for all the components on the apparatus? A refurbished 15-year old apparatus still has 15-year old parts in it. How long could the fire department operate without the apparatus if it suddenly needed major repairs? (5) Is there a current trade-in value that will be gone tomorrow? Most apparatus over 12 years old have little trade-in value. Are there creative financing plans or leasing options that can provide a new fire apparatus for little more than the cost of refurbishing or maintaining an older apparatus? D.6 Conclusion. A fire apparatus is an emergency vehicle that must be relied on to transport fire fighters safely to and from an incident and to operate reliably and properly to support the mission of the fire department. A piece of fire apparatus that breaks down at any time during an emergency operation not only compromises the success of the operation but might jeopardize the safety of the fire fighters relying on that apparatus to support their role in the operation. An old, worn out, or poorly maintained fire apparatus has no role in providing emergency services to a community. Annex E Informational References E.1 Referenced Publications. The documents or portions thereof listed in this annex are referenced within the informational sections of this standard and are not part of the requirements of this document unless also listed in Chapter 2 for other reasons. E.1.1 NFPA Publications. National Fire Protection Association, 1 Batterymarch Park, Quincy, MA NFPA 11, Standard for Low-, Medium-, and High-Expansion Foam, 2005 edition. NFPA 1002, Standard for Fire Apparatus Driver/Operator Professional Qualifications, 2003 edition. NFPA 1150, Standard on Foam Chemicals for Fires in Class A Fuels, 2004 edition. NFPA1901, Standard forautomotive FireApparatus, 2003 edition. NFPA 1912, Standard for Fire Apparatus Refurbishing, 2006 edition. NFPA 1961, Standard on Fire Hose, 2007 edition. NFPA 1962, Standard for the Inspection, Care, and Use of Fire Hose, Couplings, and Nozzles and the Service Testing of Fire Hose, 2003 edition. E.1.2 Other Publications. E American Association of Motor Vehicle Administrators Publications. American Association of Motor Vehicle Administrators, P.O. Box 79702, Baltimore, MD Vehicle Inspection Handbook, Passenger Vehicles & Light Trucks, Vehicle Inspection Handbook, Trucks, Buses, & Trailers, E ASME Publications. American Society of Mechanical Engineers, Three Park Avenue, New York, NY ASME B40.100, Pressure Gauges and Gauge Attachments, E U.S. Government Publications. U.S. Government Printing Office, Washington, DC Title 29, Code of Federal Regulations, Section , Servicing multi-piece and single piece rim wheels Mar. 7, E.2 Informational References. (Reserved) E.3 References for Extracts in Informational Sections. NFPA1901, Standard forautomotive FireApparatus, 2003 edition Edition Page 16 of 85

17 TECHNICAL BULLETIN FIRE UNDERWRITERS SURVEY A Service to Insurers and Municipalities INSURANCE GRADING RECOGNITION OF USED OR REBUILT FIRE APPARATUS The performance ability and overall acceptability of older apparatus has been debated between municipal administrations, the public fire service and many others for years. Fire Underwriters Survey (FUS) has reviewed experiences across Canada and in other countries and has developed a standard for acceptance of apparatus as the apparatus becomes less reliable with age and use. The public fire service is unique compared to other emergency services in that fire apparatus vehicles are not continuously in use. However, when in use, the apparatus is subject to considerable mechanical stress due to the nature of its function. This stress does not normally manifest itself on the exterior of the equipment. It is effectively masked in most departments by a higher standard of aesthetic care and maintenance. Lack of replacement parts further complicates long term use of apparatus. Truck and pump manufacturers maintain a parts inventory for each model year for a finite time. After that period, obtaining necessary parts may be difficult. This parts shortage is particularly acute with fire apparatus due to the narrow market for these devices. Fire Underwriters Survey lengthy experience in evaluating fire apparatus indicates that apparatus should be designed to an acceptable standard. The standard that is accepted throughout Canada by Fire Underwriters Survey is the Underwriters Laboratories of Canada (ULC) Standard S515 (most updated version) titled, Automobile Fire Fighting Apparatus, which was adopted as a National Standard of Canada in September Alternatively, NFPA 1901, the Standard for Automotive Fire Apparatus (most updated version) is also accepted by Fire Underwriters Survey with respect to apparatus design. Fire apparatus should be built by recognized manufacturers and tested by a suitably accredited third party. Fire apparatus should respond to first alarms for the first fifteen years of service. During this period it has reasonably been shown that apparatus effectively responds and performs as designed without failure at least 95% of the time. For the next five years, it should be held in reserve status for use at major fires or used as a temporary replacement for out-of-service first line apparatus. Apparatus should be retired from service at twenty years of age. Present practice indicates the recommended service periods and protocols are usually followed by the first purchaser. However, at the end of that period, the apparatus is either traded in on new apparatus or sold to another fire department. At this juncture, the unit may have one or more faults which preclude effective use for emergency service. These deficiencies include: a. Inadequate braking system b. Slow pick-up and acceleration c. Structurally weakened chassis due to constant load bearing and/or overloading d. Pump wear Page 17 of 85

18 FUS has modified its application of the age requirement for used or rebuilt apparatus. Due to municipal budget constraints within small communities we have continued to recognize apparatus over twenty years of age, provided the truck successfully meets the recommended annual tests and has been deemed to be in excellent mechanical condition. The specified service tests are outlined below under the heading Recommended Service Tests for Used or Modified Fire Apparatus. Testing and apparatus maintenance should only be completed by a technician who is certified to an appropriate level in accordance with NFPA 1071, Standard for Emergency Vehicle Technician Professional Qualifications. Insurance grading recognition may be extended for a limited period of time if we receive documentation verifying that the apparatus has successfully passed the specified tests. If the apparatus does not pass the required tests or experiences long periods of downtime we may request the municipal authority to replace the equipment with new or newer apparatus. If replacement does not occur, fire insurance grading recognition may be revoked for the specific apparatus which may adversely affect the fire insurance grades of the community. This can also affect the rates of insurance for property owners throughout the community. Small Communities 5 Table 1 Service Schedule for Fire Apparatus For Fire Insurance Grading Purposes Apparatus Age Major Cities 3 Medium Sized Cities 4 and Rural Centres 0 15 Years First Line Duty First Line Duty First Line Duty Years Reserve 2 nd Line Duty First Line Duty Years 1 No Credit in Grading No Credit in Grading or Reserve 2 No Credit in Grading or 2 nd Line Duty Years 1 No Credit in Grading No Credit in Grading or Reserve 2 No Credit in Grading or Reserve 2 30 Years + No Credit in Grading No Credit in Grading No Credit in Grading 1 All listed fire apparatus 20 years of age and older are required to be service tested by recognized testing agency on an annual basis to be eligible for grading recognition. (NFPA 1071) 2 Exceptions to age status may be considered in a small to medium sized communities and rural centres conditionally, when apparatus condition is acceptable and apparatus successfully passes required testing. 3 Major Cities are defined as an incorporated or unincorporated community that has: a populated area (or multiple areas) with a density of at least 400 people per square kilometre; AND a total population of 100,000 or greater. 4 Medium Communities are defined as an incorporated or unincorporated community that has: a populated area (or multiple areas) with a density of at least 200 people per square kilometre; AND/OR a total population of 1,000 or greater. 5 Small Communities are defined as an incorporated or unincorporated community that has: no populated areas with densities that exceed 200 people per square kilometre; AND does not have a total population in excess of 1,000. Page 18 of 85

19 Table 2 Frequency of Listed Fire Apparatus Acceptance and Service Tests Frequency of Time of Purchase New or Used Annual Years See Note 4 Recommended For Fire Insurance Purposes Required For Fire Insurance Purposes Factor in FUS Grading Required By Listing Agency Required By NFPA See Note 6 Acceptance Test if new; Service Test if used & < 20 Years Acceptance Test if new; Service Test if used & < 20 Years Service Test No Test Required Acceptance Test No Test Required Acceptance Test Acceptance Test 20 to 25 Years (annually) Acceptance Test Acceptance Test After Extensive Repairs See Note 5 Acceptance or Service Test depending on extent of repair Acceptance or Service Test depending on extent of repair Yes Yes Yes Yes Yes Yes Acceptance Test Acceptance Test No No No N/A Annual Service Test Annual Service Test Annual Service Test Annual Service Test Acceptance Test Service Test Note 1: See: Service Tests for Used or Rebuilt Fire Apparatus for description of applicable tests Note 2: Acceptance Tests consist of 60 minute capacity and 30 minute pressure tests Note 3: Service Tests consist of 20 minute capacity test and 10 minute pressure test in addition to other listed tests Note 4: Apparatus exceeding 20 years of age may not be considered to be eligible for insurance grading purposes regardless of testing. Application must be made in writing to Fire Underwriters Survey for an extension of the grade-able life of the apparatus. Note 5: Testing after extensive repairs should occur regardless of apparatus age within reason. Note 6: Acceptance Tests: See NFPA 1901, Standard for Automotive Fire Apparatus Service Tests: See NFPA 1911, Standard for Service Tests of Fire Pump Systems on Fire Apparatus, Article 5.1 Page 19 of 85

20 SERVICE TESTS FOR USED OR MODIFIED FIRE APPARATUS The intent of this document is to ensure that all used or modified fire apparatus, equipped with a pump or used for tanker service, essentially meet the requirements of Underwriters Laboratories of Canada (ULC) Standard for Automobile Fire Fighting Apparatus S or subsequent (current) editions of the Standard. Full adherence with the following specified tests is recommended when purchasing used apparatus. Weight Tests Road Tests Load Balance Test: Acceleration Tests: When fully laden (including a 460kg (1000 lbs) personnel weight, full fuel and water tanks, specified load of hose and miscellaneous equipment), the vehicle shall have a load balance of 22% to 50% of total vehicle mass on the front axle and 50% to 78% of this mass on the rear axle. Distribution of mass of 33% and 67% respectively on the front and rear axles is preferable for a vehicle having dual rear tires or tandem rear axles. For a vehicle having tandem rear axles and dual tires on each axle, a loading of between 18% and 25% on the front axle with the balance of mass on the rear axles is permissible ) From a standing start, the apparatus shall attain a true speed of 55 km/h (35 mph) within 25 seconds for Pumpers carrying up to 3,150 litres (700 gallons) of water. For apparatus carrying in excess of 3,150 litres (700 gallons) or apparatus equipped with aerial ladders or elevating platforms, a true speed of 55 km/h (35 mph) in 30 seconds should be attained ) The vehicle should attain a top speed of at least 80 km/h (50mph). Braking Test: The service brakes shall be capable of bringing the fully laden apparatus to a complete stop from an initial speed of 30 km/h (20 mph) in a distance not exceeding 9 metres (30 feet) by actual measurement. The test should be conducted on a dry, hard surfaced road that is free of loose material, oil and grease. Page 20 of 85

21 Pump Performance Tests Hydrostatic Test Recent evidence of hydrostatic testing of the pump for 10 minutes at a minimum pressure of 3,400 kpa (500 psi). APPLICABLE TO NEW OR REBUILT PUMPS ONLY (see 3.3). Priming and Suction Capability Tests Pump Performance Vacuum Test: The pump priming device, with a capped suction at least 6 metres (20 feet) long, shall develop 75 kpa (22 inches of mercury) at altitudes up to 300 metres (1000 feet) and hold the vacuum with a drop of not in excess of 34 kpa (10 inches of mercury) in 10 minutes. For every 300 metres (1000 feet) of elevation, the required vacuum shall be reduced 3.4 kpa (1 inch mercury). The primer shall not be used after the 10-minute test period has been started. The test shall be made with discharge outlets uncapped. Suction Capability Test: Capacity Test: Pressure Test: The pump (in parallel or series) when dry, shall be capable of taking suction and discharging water with a lift of not more than 3 metres (10 feet) through 6 metres (20 feet) of suction hose of appropriate size, in not more than 30 seconds and not over 45 seconds for 6000 L/min (1320 Igpm) or larger capacity pumps. Where front or rear suction is provided on midship pumps, an additional 10 seconds priming time will be allowed. The test shall be conducted with all discharge caps removed. Consists of drafting water (preferably with a 10 feet lift) and pumping the rated capacity at 1000 kpa (150 psi) net pump pressure for a continuous period of at least 1 hour. Under the same conditions as in above pumping 50% of the rated capacity at 1700 kpa (250 psi) net pump pressure for at least ½ hour Page 21 of 85

22 For additional information on the above noted tests and test procedures, the following documents provide useful data: o o o o o o Underwriters Laboratories of Canada (ULC) publication titled S515 Standard for Automobile Fire Fighting Apparatus, latest edition. Fire Underwriters Survey (FUS) publication titled Fire Stream Tables and Testing Data latest edition. International Fire Service Training Association (IFSTA) publication titled Fire Department Pumping Apparatus, latest edition. National Fire Protection Association (NFPA) 1901 Standard for Automotive Fire Apparatus, latest edition. National Fire Protection Association (NFPA) 1911 Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service Automotive Fire Apparatus, latest edition. National Fire Protection Association (NFPA) 1912 Standard for Fire Apparatus Refurbishing, latest edition. For further information regarding the acceptability of emergency apparatus for fire insurance grading purposes, please contact: Western Canada Quebec Ontario Atlantic Canada Fire Underwriters Survey Fire Underwriters Survey Fire Underwriters Survey Fire Underwriters Survey 3999 Henning Drive 255, boul. Crémazie E 175 Commerce Valley Drive, West 238 Brownlow Avenue, Suite 300 Burnaby, BC V5C 6P9 Montreal, Quebec H2M 1M2 Markham, Ontario L3T 7P6 Dartmouth, Nova Scotia B3B 1Y Page 22 of 85

23 FORMAL REPORT To: Prepared by: Chair Strathdee and Members of Strategic Priorities Committee Richard Anderson, Director of Emergency Services / Fire Chief Date of Meeting: 13 August 2018 Subject: FD Proposed Capital Purchase of an Aerial ladder Apparatus PURPOSE The purpose of this report is to provide Council with information regarding the impact to the Fire Hall of the proposed capital purchase of an Aerial Ladder Apparatus. This information provided will help Council to understand the type of Aerial Ladder Apparatus that is best suited for our department and the protection for the Town of St. Marys and Perth South. RECOMMENDATION THAT FD Proposed Capital Purchase of an Aerial Ladder Apparatus be received for discussion and 2019 budget direction to staff. BACKGROUND The St. Marys Fire Department is in need of replacing the Aerial Ladder Apparatus (Unit #2), that is currently in service as second line response apparatus. #2 Aerial Superior Make Pierce Year of manufacture 1991 Current mileage 80,392 miles or 129, kms Tank Capacity 500 I.Gal Pump capacity 1250 IGPM Response Second line vehicle to pumper Town or Rural Pump not used as extensively as #1 pumper, less hours on pump The Fire Department s only 50-foot ladder truck is a 1991 Superior quintuple combination apparatus (quint). The vehicle was purchased used in 2004 at a cost of $175,000 and has a recorded life-cycle of 27 years. Page 23 of 85

24 During the 2018 budget deliberations Council reviewed information about the pending equipment purchases for the fire department. This included the preferred method of procuring a replacement aerial truck (new or used), the renovations that may be required to the building, and whether or not the overall order of the planned equipment replacements is correct (i.e. should another truck be replaced before the aerial truck). Through this discussion Council provided the following direction to Staff: Resolution THAT a report from staff be provided to Council by August 31, 2018 regarding the impact to the Fire Hall of the proposed capital purchase of a new aerial ladder truck. Resolution THAT staff be directed to review the Fire Department s Short Term Capital Plan and report back to Council by August 31 on the Capital Plan for fire equipment replacement and the preferred procurement approaches for the equipment. This report serves to discuss the proposed replacement approach for the aerial truck, and to discuss the facility impacts to the fire hall. The first question to be addressed from Council is whether another truck should be replaced ahead of the aerial truck. Specifically, during budget deliberations Council learned that the pumper truck is also near the end of its life and will need to be replaced soon. This is why Council has passed the direction asking the Fire Chief to review the short term capital plan. Report FD included in this agenda discussed the order of replacement of apparatus. That report presented an objective fleet analysis system that has helped to determine the correct order of replacement. Using the industry recommended fleet analysis system above, the need for replacement for both compares as follows: Pumper #1: 30 points (> 28 = Condition IV Needs immediate consideration) Aerial Ladder Truck: 45 points (> 28 = Condition IV Needs immediate consideration) Based on the analysis completed, the Town s current replacement schedule of replacing the aerial truck before the Pumper #1 has been confirmed. When the aerial is replaced the operating plan for deployment of trucks will change. The aerial truck that is proposed to be purchased is one which has pumping capabilities. The new aerial will become the new first line pumper, and Pumper #1 will become the second line pumper until it is replaced in When determining if/when the truck should be replaced relevant standards were reviewed. The National Fire Protection Association NFPA is the Expert in a court of law and their regulations are considered as minimums for the fire service in North America. Underwriters Laboratory Canada (ULC) and Section 21 Committee quote and adopt NFPA regulations. In this case, the NFPA 1911 Annex D provides the following recommendation: It is recommended that apparatus manufactured prior to 1991 that is less than 25 years old, that has been properly maintained, and that is still in serviceable condition should be placed in reserve status and upgraded to incorporate as many features as possible of the post-1991 fire apparatus. Apparatus that was manufactured to the applicable NFPA fire apparatus or that is over 25 years old should be replaced. Based on a review of the standards, the expected replacement year of the aerial truck should have been In the 2018 Capital Budget it states the aerial truck will be replaced in It is a generally accepted fact that fire apparatus, like all types of mechanical devices, have finite life. The length of the life depends on many factors, including vehicle mileage, engine hours, quality of the preventive maintenance program, and the quality of the driver training program. As stated previously our existing Aerial Ladder Apparatus is 27 years old with 129, km. The last two lines of the NFPA 1911 Annex D indicate that the truck should be replaced and goes on to explain why. Most importantly, mechanical parts have a finite life. Our Aerial Ladder Apparatus has exceeded Page 24 of 85

25 that life and as such it is Staff s recommendation that risk mitigation be considered to ensure safety for the firefighters. Currently there are several issues with the 50 foot Aerial Ladder Apparatus: The Aerial Ladder Apparatus is beyond its life expectancy. Last year we had to have major pump work done on our Aerial Ladder Apparatus with a repair cost of approximately $8,000. We were very fortunate as the initial estimate for this work was $20,000 - $30,000. Given the age and mileage on the aerial, the engine or transmission will be next to sustain mechanical failure. The original vendor, Superior, is now out of business and parts are difficult to find and purchase. The Aerial Ladder Apparatus has been relegated to a second line vehicle and is used sparingly. Life expectancy is dependent on annual maintenance and on yearly pass of ULC pump test 2017 Annual Pump test failed to draw a vacuum. This was fixed and passed (8 February 2018). The pump is scheduled to be tested on August 3rd Life expectancy also dependent on yearly pass of aerial inspection 2018 Annual Ladder test passed (22 February 2018). If the equipment were ordered in 2018 anticipating delivery in 2019, the replacement cost of a new 75- foot Aerial Ladder Apparatus would be an estimated $850,000 CAD plus taxes. $875,000 is proposed in the Capital Budget plan. Due to the fluctuation in the dollar exchange and based on recent manufacturing increases the vendor is suggesting that the cost could increase by 4-8% over the next year. This is not taking into consideration possible tariffs that could be implemented in that time. As a result, preliminary market research has revealed that our Aerial Ladder Apparatus could only be sold for approximately $20,000 to $30,000 depending on the outcome of the diagnostics. This is not much of a return, but could be looked at a substantial savings in repairs. REPORT The balance of this report addresses the preferred procurement approach for a replacement aerial truck, and the impact to the facility. DISUCSSION #1: Type/Style of Truck to Purchase Many fire departments choose to maintain an elevated device as part of their equipment fleet where it can provide operational benefits during emergency incidents in the community. Generally, the smaller departments purchase a used Aerial Ladder Apparatus that still has serviceable life that will meet the demands of the service. To assist in the review of a new aerial ladder truck, the Fire Chief struck an internal committee consisting of members of the volunteers to help assess the new aerial ladder truck. Use of the Aerial Ladder Truck: St. Marys Fire Department (SMFD) personnel agree that the Aerial Ladder Apparatus provides a safe and effective means for reaching elevated areas for situations such as chimney and roof fires, and is used for barn fires. It was also noted that the aerial provides additional pumping capacity if required. In regards to size, in some cases a larger Aerial Ladder Apparatus (100 ) may be a tight fit for some rural lanes where the 75 would be a suitable size. Since purchasing the used Aerial Ladder Apparatus on November 10th, 2004 the Town of St. Marys Fire Department has used the Aerial Ladder Apparatus as an elevated device to provide access to upper levels of structures during various incidents for ventilation and fire extinguishment purposes. During fire incidents, it is often necessary to ventilate a structure at the highest possible location to Page 25 of 85

26 allow toxic gases and smoke to vacate in order to establish a safe environment for fire crews to enter the structure. The aerial unit has also been used for water supply as a fire pump and as a pumper in a relay chain of pumpers that provide water to a fire incident over a distance from the water source to the incident location. The Aerial Ladder Apparatus can also be used as a water tower which means the ladder is elevated and water is applied from an elevated position onto or into a fire incident providing an advantage to extinguishing fire areas that are difficult to reach from an exterior ground level position. Weakened roof structures can present operational hazards during fire incidents and an aerial device provides a safe platform from which to perform any necessary firefighting tasks such as ventilation, entry and water application access. Type of Truck to Purchase: Quint The preferred type (or style) of aerial truck to purchase is known as a quint. A quintuple combination pumper or quint is a fire service apparatus that serves the dual purpose of an engine and a ladder truck. The name quint is derived from the Latin prefix quinque, meaning five, and refers to the five functions that a quint provides: pump, water tank, fire hose, aerial device, and ground ladders. The NFPA outlines the requirements for a piece of apparatus necessary to function as a quint in NPFA Standard 1901, The Standard for Automotive Fire Apparatus. Here is a summary of the quint requirements as detailed in Chapter 9 of the standard: Fire pump with a minimum capacity of 1,000 gallons per minute Water tank with a minimum capacity of 300 gallons Aerial ladder or elevating platform with a permanently installed waterway Hose storage area with a minimum of 30 cubic feet of storage area capable of accommodating 2.5 inch or larger fire hose; two hose storage areas, each with a minimum of 3.5 cubic feet or 1.5 inch or pre-connected hose lines Enclosed compartments with a minimum of 40 cubic feet for equipment storage Complement of ground ladders containing a minimum of 85 feet of ground ladders, including at least: two extension ladders, one roof ladder and one attic ladder Suction hose of a minimum of 15 feet of soft suction hose or 20 feet of hard suction hose for drafting water. Popularity: Aerial manufacturers have been reporting favorable results to the small quint, noting widespread acceptance and increasing sales. A small quint s most popular aerial is the 75 because of its compact design and short wheelbase. The vehicles increased maneuverability and versatility are among the reasons for the steady increase 75-foot quint sales. Size and Weight Limitations: Manufacturers report the overall length of the 75-foot quint ranges from 34 to 38 feet with wheelbases between 200 and 230 inches. Rear-mount apparatus travel heights are usually higher than mid-mounts because the aerial device nests above the cab. Small quints are usually limited to 31,000-pound rear axle and 21,000- to 23,000-pound front axle ratings. Weight distribution is crucial to ensure axles are not overloaded. In-service weights may be very close to the quint s maximum gross vehicle weight rating (GVWR). Limited space and axle ratings usually determine what options are available and the amount of equipment carried. The various materials used in apparatus construction (e.g., steel or aluminum for the aerial; aluminum, steel, polymer, or composite materials for the body and the cab) present inherent weight differences and advantages/disadvantages. The SMFD plan to use the vehicle for its intended purpose and not to place more equipment than what is meant for it. Tank size: Pumper booster tank capacities average between 750 and 1,000 gallons. The smallest size that the ISO and the NFPA acknowledge is 300 gallons, which is common on big quints. The manufacturers stated small quints feature tanks in the 400- to 500-gallon range. Page 26 of 85

27 Customization: Everything is relevant in size and space but not in weight or priority of use. A threesection, 35-foot aluminum ladder weighs 129 pounds and occupies approximately 28 cubic feet. That 28 cubic feet can also accommodate 550 feet of five-inch hose weighing about 600 pounds or 200 gallons of water weighing 1,668 pounds. The same space can be filled with 129,600 or 1,668 pounds of equipment. Caution has to be exercised in what you carry and where it is carried. Customization is common, but axle weight limits reduce the number of options, especially with the 500- gallon tank. Careful weight analysis of the truck is essential to stay within axle ratings and weight distribution. This particular truck configuration (from all manufacturers) is prone to problems with brake wear and life. Stopping distances increase as weight increases, so understanding this characteristic is important for drivers. Ground Ladders: According to NFPA 1901, Standard for Automotive Fire Apparatus, the NFPA requiring quints to carry a minimum of 85 feet of ground ladders. Any combination, size, or quantity will suffice as long as it includes at least one roof, one extension, and one attic ladder, the combined lengths of which must total at least 85 feet. Supply Hose: The NFPA requires engines to carry a minimum of 800 feet of 2½-inch or larger hose with a minimum cubic footage of space required. Most engines are delivered with main hose bed capacities ranging from 1,200 to 1,500 feet; larger capacities are common in suburban and rural areas. The manufacturers state that, on the 75-foot quints, a 1,000-foot main hose bed capacity is the average requested (and probably all that is offered or will fit). Attack Hose (1½-, 1¾-, or 2-inch): NFPA 1901 requires two storage areas of 3½ cubic feet each for preconnected attack hose and a minimum of 400 feet of hose carried. Multiple preconnects are commonplace; many fire departments carry more than a half dozen, including multiple attack and backup lines, blitz lines with portable monitors, short supply lines for standpipes or with leader line wyes, and even long lines. Compartmentation: Small quints have large pumper bodies into which manufacturers, at the request of customers, load as much equipment as possible without overloading axles. Most have 140 to 160 cubic feet of enclosed equipment compartments, far exceeding the NFPA requirement of 40 cubic feet (which also applies to pumpers and ladder trucks). If planning to carry all the equipment normally carried on a ladder truck, it has to be well planned. Everything may not fit in one oversized pumper body. Some equipment is duplicated and may not be required. SMFD would like to have a manufacturer bring a demonstrator quint to our fire department to help determine what we may want to replace or combine. Load the 75-foot quint with the equipment we must carry; then attempt to load what we want to carry. Then decide what equipment we may have to leave behind. Almost all manufactures of quints (90 percent) have generators. Some 75-foot quints are equipped with hydraulic auto extrication equipment. This would not be necessary in our case as we carry our auto extrication equipment on the rescue truck and pumper. Awareness: Multifunction apparatus are the standard today. Automatic mutual aid is commonplace for specific apparatus and personnel as departments struggle to accomplish more with less. The small quint s merits cannot be ignored. Shorter and, in most cases, more maneuverable than fullsized ladder trucks, it may fit into places where its larger counterparts cannot. A first-arriving quint could make rescues from upper floors. It has an elevated waterway, and, departments are looking for apparatus that have front-line capabilities with the ability to have an elevated master stream with some ladder rescue capabilities. The 75-foot quint has those attributes. As long as the authority having jurisdiction, department officers, and the firefighters riding the load are aware of its limitations as well as its merits, the quint can be, as it has been in the past and will continue to be in the future, a good resource tool. It is no different than an ax, a nozzle, or an SCBA. If used Page 27 of 85

28 properly within its operating parameters, the quint will continue to do good service. The solution is awareness of those parameters. Here are four reasons to consider a quint: 1. Funding cuts The cost of a quint is less than the combined cost of purchasing a pumper and strictly a ladder truck. A quint has the tactical capabilities of both apparatus available, but through the purchase of one vehicle. 2. Need for some aerial capabilities. The quint with a 75-foot elevating device is the most popular model in North America today because its reach can meet the operational needs for a wide variety of departments. 3. Need for a smaller vehicle with an elevated master streams Older cities and towns have narrow streets with tight turning radiuses; newer cities and suburban areas are experiencing growth of the neo-classic community, that is, new construction that seeks to emulate the most positive features of older cities and towns. Quints come in a variety of sizes and configurations; all-wheel steering and other mechanical innovations provide more maneuverability for today's quints as well. For example, by positioning a quint to the side of a structure with a narrow alley, the incident commander would have both pumper and aerial ladder truck tactical capabilities available in that area. 4. The need for lighter vehicles Once again, the variety of sizes and configurations and weight can provide fire service leaders with an apparatus option for areas with infrastructural constraints, such as old bridges. Quints are able to cross residential bridges or traverse long access roads to reach more remote homes and property. DISUCSSION #2: Procurement approach (Purchase New or Purchase Used? Option #1 Purchasing a New Unit: Everyone would like to purchase a new Fire Truck. Firefighters especially would like to get a new fire truck in their fire hall. From a municipality perspective, it is one of the most expensive investments you will make in a fire department, in the $850,000 to $1.5 million range. Here are some of the advantages of buying a new fire truck. Manufactures warranty which covers just about everything on the truck for the first years. Additional warranties may be available as well. Factory staff training is provided by all manufactures. You get to design the truck and options. Parts will be current and available from the supplier and the dealer. Latest technology. This includes safety and operations. You know you have 25+ years of service so if you amortize the price over twenty years. Being the first owner, so no unknown history. Stock units are often available and these can often get you a great truck. Some items to be aware of when buying a new truck. Don t buy more truck then you need. Maximum height and length. Page 28 of 85

29 Budget - Find the aerial that meets the needs for our community within our budget. Delivery is usually 12 months. New Truck Option To replace our existing truck with a new truck, we would be looking at a single axel 75 ladder minimum. That is shortest, least expensive, most available aerial device on the market today. The style of vehicle fits with the SMFD concept of a simple and robust fleet. Current stock models are around $850,000 plus tax. They come with a full one year warranty on manufactured parts, 10 years on the body structure and paint, 5 years on the engine and transmission, 3 years on the fire pump, 20 years on the aerial. Parts are readily available for wear or accident replacement, and the vehicle would meet the latest current DOT, NFPA and ULC safety requirements. This truck would last us the 25 years allowed because we would be the first owner, unlike our current aerial. Option #2: Purchasing a Used Unit If you don t have the budget for a new truck, a good used truck is your next best option. Here are some advantages of buying a used aerial truck. Determine what truck is right for our community. Price usually 2/3 or less that original cost depending on age and mileage. Break in period is over. It is usually well-equipped and it comes with slide out trays, shelves to accommodate our tools. Quick delivery. Some items to be aware of when buying a used truck. Not older than 15 years old (2003) so you have some good life left in the truck. Funds to travel to see the truck when one comes available approved. Usually $1,500 per person going to see the truck. Get a reputable fire truck aerial dealer to help you confirm the used truck is a buy and in good shape. Have funds to bring one of the reps with you when you go to look at the unit. Good trucks don t last long on the market. Because of the short window to get a truck when it s on the market, secure pre-approved funds by Council representing the cost of a top price so that when a truck comes available you can commit to buy it immediately. We can t look at any trucks until we have funds in place. Page 29 of 85

30 Be prepared to pay for the used aerial in full before it ships from the selling municipality or company. There is usually no discussion on this part. Make sure the manufacturer is still in business so you can buy parts and more importantly, you can get a Letter of Recall, one of the documents required to import the truck into Canada if it s in the USA. Allow a contingency fund of at least $15,000 to change fire pump threads to Ontario threads, change pump pressure and vacuum gauges to dual scale, RIV inspection and some monies for any items required for RIV approval. Keep an annual budget of $10,000 for proper maintenance. Used Truck Option We should look at no shorter than a 75. No older than 15 years so the community still have 10 years of service before we need to replace it. Make sure the builder is currently in business and in good financial shape. They are the only ones that rebuild and supply vendor specific parts as per NFPA. Some builders from 10 years ago are no longer in business. Current cost for a good used aerial is around $520,000 CAD plus tax (2002 found example). The warranty will be limited to one year. It will meet the NFPA standard for the year it was built. This will not have as high of a fire fighter safety factor as a new aerial, but much better than we currently have with our existing aerial. Some of the technology will not be up to date as a new aerial noted above. Parts will start to get hard to obtain and have long lead times as the truck gets older. The truck could be brought up to meet DOT standards. It could be brought up to the NFPA standard when it was built. May not be able to be ULC certified. Other Items to Consider Whether we Purchase New or Used: Service: Whatever we do, we need to create a service contract with the vendor along with the purchase. Cost is around $2,000 annually. This will ensure all regular maintenance is completed. The advantage of this approach is that we are assured that annual service and repairs are done by certified Aerial technicians. Most importantly there are records of service in case we are ever asked to provide documentation of service and maintenance. It is also a requirement of NFPA and ULC. Training: We should ensure we get all our fire fighters training on the operation of the truck. We can key in on certain individuals to be responsible for the truck so it is kept properly maintained and operational. Regular training should be for 3 day maximum and most dealerships include this in their cost. This cost is valued around $2,500. Page 30 of 85

31 DISCUSSION #3: Fire Department Facility Renovations Required to Accommodate a New Aerial The Fire Hall located at 172 James Street South was built in Originally the building was used as a metal fabricating shop. Fire Department personnel and vehicles moved from the old Fire Hall located at Water St. South to 172 James St. South in Major renovations (add two bays) was completed in No other major renovations has happened since then. Our current length of the bay floors will not accommodate a larger 75 Aerial Ladder apparatus. The bay would have to be expanded 25 9 to accommodate a new vehicle. This would allow space in front of the vehicle and behind the vehicle to be able to safely move around it. Option #1: Renovate Existing Building Renovating the existing Fire Hall may be a viable option. Rehabilitating and renovating our current fire hall to accommodate new fire apparatus and equipment is one possible answer to allow this structure to function well in the 21st century. When developing this report the Fire Chief met with the Building Department to evaluate renovation options. Grant Brouwer (Director of Building & Development) and Jason Silcox (Building Inspector) provided assistance in developing a conceptual floor plan for the minimum need to expanding the existing bays to accommodate an aerial truck, as well as additional renovations to modernize the building. The following is a conceptual scope of work for the renovation option: 1. Expansion of Bay Three and Bay Four. This is the minimum renovation that is needed to accommodate the new aerial truck. The cost of his work is estimated to be $236,000 - $282, Expansion of Office Area. This is additional updating work to the fire hall to address other deficiencies. Currently the Fire Prevention Officer does not have a dedicated office. He works from the dispatch desk, and is displaced each time there is a call. Additionally, it is common for the officers of the department to have a shared office area. If a major renovation of the building was occurring, adding expanded office areas to the scope of work would increase the functionality of the building. The cost of the work to expand the office area is estimated to be: $275,000 - $321, Addition of Bay Ventilation, Office Air Conditioning: Presently the truck bays do not have a forced ventilation system for when the trucks are running. Additionally, the office area does not have air conditioning (this is accomplished through the use of a wall unit). If a major renovation were to occur, adding ventilation and air condition would be viewed as a health and safety and work condition improvement. The cost of this work is estimated to be: $15,000 - $30,000. The scope of work and costs above do not include capital work that has been deferred in the capital plan until after a decision is made on the purchase of an aerial truck. This work included Fire Hall roof repairs ($45,000) and window replacements ($5,000). Overall cost to renovate the Fire Hall would be: $286,000 - $332,000 to complete the minimum level of work to expand the bays and to complete the work that has been previously deferred. $576,000 $683,000 to complete the minimum level of work, the expanded scopes of work to modernize and improve working conditions, and to complete the work that has been previously deferred. The renovations to expand the bay floors would have to be completed prior to the trucks arrival. It would make sense to complete all of the renovations to the entire Fire Hall at the same time. Estimated time to complete all of the renovations would be 4-6 months. Option #2: Build a New Fire Hall Page 31 of 85

32 Another option to consider is to construct a new fire hall instead of renovating the existing hall. The preferred location would be the existing property, with a new hall being constructed to the South of the current Fire Hall, in front of the skate park. Demolition of the old hall occurring after the new hall is built. The current location is ideal because of its central location, and attachment to a main arterial road. In addition, if or when Park Street is extended to James this will only serve to make this location more idea. Consideration was given tot building at the location of the Municipal Operations Centre. This location is not preferred due to the risk of potential traffic conflict with the other uses at the facility during a fire call. After some research, the Fire Chief has found that the other municipalities in Perth County are in the process of modernizing their buildings. The following is an inventory of the ages of buildings int eh County: Milverton Fire Station - Built 2017 Sebringville Fire Station - Built 2008 Shakespeare Fire Station - Built 1992 Mitchell Fire Station - Built 1964 discussions and planning in place for replacement process to begin in 2019 subject to council approval. Listowel Fire Station - Built 2010 Atwood Fire Station - Built 1974 Monkton Fire Station - Built 2018 The Milverton Fire Station (See Attachment of the MFD Blueprint) is a good example of the size and scope of a fire hall that would suit the St. Marys Department s needs. The Milverton hall was built for Net Cost (minus HST Rebate) of $1,144,800.00, say $1,200,000 for comparative purposes. SUMMARY The economic status of many communities has created various challenges for fire departments and fire chiefs. One example is balancing the cost of apparatus with the benefits provided by the vehicles. Departments are frequently asked to justify the expense of certain apparatus in comparison with their usage. For example, why should funding be appropriated for aerial apparatus that provides limited service to a budget conscious community? Knowing the types of risks in our community and the tools needed, even if the likelihood of an event is low is the key to success. Aerial vehicles provide more than just height. Besides potentially rescuing people above the reach of ground ladders, they provide elevated streams, horizontal reach to buildings where road access and terrain create problems, and roof access when adequate personnel are not available to hoist ground ladders. They can assist with special rescue scenarios and help with certain overhaul and salvage operations. Aerial apparatus is often used to carry special equipment not frequently used but essential in certain circumstances. Although some types of incidents are infrequent, fire departments are expected to perform with competence when called to them. This is accomplished through training but also requires having the proper equipment for the job. The equipment being produced today to protect firefighters is outstanding. Manufacturers are working to improve the performance of the items designed to offer the most protection. The only way to maximize the benefits is to keep up with advances and continually look at the improvements being made. Those in leadership positions must constantly fight for the resources needed to acquire the most advanced protection available. Page 32 of 85

33 The St. Marys Fire Department s 50-foot Aerial Ladder Apparatus, built in 1991, is currently 27 years old with 129, km. According to (NFPA 1911 Annex D our Aerial Ladder Apparatus has exceeded its life expectancy. When you compare purchasing a new versus used apparatus like this you must take into consideration numerous items such as: Price, delivery time frame, the service life of a new vehicle, associated warranties, are parts are readily available for wear or accident replacement, does the vehicle meet the latest current DOT, NFPA and ULC safety requirements. The Fire Chief s recommendation to Council that that the Town purchase a new 75 Quint Aerial Ladder Apparatus allowing the St. Marys Fire Department to perform our duties in the safest, most reliable manner for the next 20 plus years. FINANCIAL IMPLICATIONS Truck Purchase: New - The forecasted cost for a 75 Aerial Ladder Apparatus is $875,000 CAD plus taxes for a new stock model truck if it were ordered in They come with a full one year warranty on manufactured parts, 10 years on the body structure and paint, 5 years on the engine and transmission, 3 years on the fire pump, and 20 years on the aerial. Used - The forecasted cost for a used Aerial Ladder Apparatus is approximately $520,000 CAD plus taxes. The warranty will be limited one year. It will meet the NFPA standard for the year it was built. This will not have as high of a fire fighter safety factor as a new aerial, but much better than we currently have with our existing aerial. The Town of St. Marys has a fire service contract with the Township of Perth South. Under that agreement, the Town is eligible to recover a portion of the capital equipment costs for the fire department. Capital Facility Requirements: Renovation Option: Minimum Scope of Work: $286,000 - $332,000. Recommended Scope of Work: $576,000 $683,000. Build New Option: $1,200,000 Some of the capital facilities costs for a new Fire Hall can be recouped through development charges. However, the 2017 DC study only identified $56,000 in growth related capital facility work to the fire hall. Given the large increase in work needed, the DC study can be amended to reflect the estimated scope of work above so that more of the capital expansion works can be recouped through future growth. Overall Impact to Fire Capital Plan Please see Attachment #3 to this report. STRATEGIC PLAN This initiative is supported by the following priorities, outcomes, and tactics in the Plan. Pillar #Strategic Pillar 1: Developing a comprehensive and progressive infrastructure plan o Outcome: St. Marys is committed to developing a progressive and sustainable infrastructure plan that meets the infrastructure needs of today and tomorrow. This will require a balance between building and regular maintenance. Page 33 of 85

34 o Tactic(s): Identify immediate needs in the community. When developing the annual capital plan, have regard for the infrastructure needs identified in the asset management plan before considering new builds or renovations that represent significant service level improvements. To support the asset management plan, complete a financial analysis of the Town s ability to pay to establish a minimum capital budget threshold to be budgeted for each year (either in actual spending, or put into reserve). OTHERS CONSULTED Grant Brouwer Director of Building & Development Jim Brown Director of Finance John Darch 1200 degrees Darch Fire Inc. Fire Chiefs from local municipalities ATTACHMENTS 1. Conceptual Floor Plan for a renovated Fire Hall. 2. Sample Floor Plan for a new Fire Hall 3. Capital Plan Impacts REVIEWED BY Recommended by the Department Richard Anderson Director of Emergency Services Recommended by the CAO Brent Kittmer CAO / Clerk Page 34 of 85

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37 Town of St. Marys Fire Department Capital August 2, Capital Projections Pumper 525 Aerial 875 Rescue Vehicle 525 Pickup Truck 40 Tanker Truck 350 Auto Extrication Equipment 50 Bunker Gear 50 Air Compressor 50 Pagers 20 Radio 20 Other Capital Fire Hall Renovations* Bay Expansion 309 Hall Modernization 321 1, Funding Sources Funding Fire Reserve Fund Debenture Financing , * eligible for 69% funding from Development Charges Fire Reserve Fund Continuity Opening Balance Annual Allocation Capital Expenditures (682) (15) (240) (15) (55) (65) (85) (35) (15) (540) (20) (15) (15) (365) Ending Balance Debenture Payments 2019 Issue, $888K % Issue, $300K % Town of St. Marys Annual Impact Debenture Payments (Note 2) DC Funding ($630K/$875K x $58K x 69%) (29) (29) (29) (29) (29) (29) (29) (29) (29) (29) (29) (29) (29) Notes: (1) Fire Hall rennovation costs based on average of high and low cost estimates. (2) Town share of debenture costs is 100% in first year as under cost sharing agreement Perth South contribution based on prior year actuals. Future years based on Township use factor of 30%. (3) Debentures payments occur 6 months after issue which is typically in the next fiscal year. S:\Department Shared Folders\Finance\Director of Finance\Budgets\2019 Budget\[Fire Capital August 2018.xlsx]Sheet1 Page 37 of 85

38 FORMAL REPORT To: Prepared by: Chair Strathdee and Members of Strategic Priorities Committee Grant Brouwer, Director of Building and Development Date of Meeting: 13 August 2018 Subject: DEV Town Hall Auditorium HVAC PURPOSE To provide the Strategic Priorities Committee information for installing air conditioning in Town Hall Auditorium. RECOMMENDATION THAT DEV Town Hall Auditorium HVAC be received; and THAT the Strategic Priorities Committee provide direction to Staff on whether to add the Town Hall Auditorium HVAC to the 2019 Capital Budget, or have the Auditorium remain status quo. BACKGROUND As part of the 2018 budget discussion, Council requested that staff bring back a comprehensive report on the installation of an HVAC system for the Town Hall Auditorium. Resolution Moved By Councillor Hainer Seconded By Councillor Winter THAT staff report back to Council by May 31, 2018 regarding the installation of an HVAC in the Town Hall auditorium including how it will be installed and impacts to the space, costing (capital and annual operating), heritage impact, impact to Community Players performances, accessibility and other building needs to increase the usage of the auditorium for programming REPORT To better understand air conditioning units please follow the illustration below. 1. Condensing unit: this is the outdoor equivalent to the evaporator coil. As refrigerant travels from the compressor to the condenser, it expels the heat collected from indoors to the outside. Once the refrigerant is cooled to a liquid, it circulates back inside to collect more heat in the evaporator coil. 2. Air Handler / Blowing Unit: These are the two parts of the system which work together to draw room air to the evaporator and disseminate the cool air all over the building. With the help of a duct work the passage of airflow in the room is facilitated. 3. Duct work: is a conduit to supply tempered air from the Air Handler and Blowing Unit to the desired space (supply duct), or a conduit to retrieve un-tempered air from the desired space to the Air Handler and Blowing Unit (return air). This report will be broken down into four main sections, Page 38 of 85

39 1- Installation, impacts to the building, and costing (capital and annual operating). 2- Heritage impact. 3- Impact to Community Players performances, accessibility. 4- Other building needs to increase the usage of the auditorium for programming. 1- Installation, impacts to the building, and costing (capital and annual operating) a. Staff obtained three different quotes along with different options from two vendors. i. Option 1 This system includes 2 outdoor Condensing Units to be located between Town Hall and the Library. Four wall hung Air Handlers and Blowing Units to be located in the Auditorium. The refrigeration lines connecting the Condensing Units and the Air Handlers and Blowing Units would follow the refrigeration lines of the units cooling the second floor. This is very similar to what you would typically find in a hotel room and would not require any duct work. The cost of this option is in the range of $90k to $114k. ii. Option 2 This system includes 2 outdoor Condensing Units and 2 ducted Air Handlers / Blowing Units to be placed in the attic with one wall controller. The refrigeration lines will follow existing lines, same as Option 1. The ducted units would utilize the existing ventilation grilles in the ceiling and discharge into the Auditorium. The return air Duct work would be required to be installed in the ceiling as well, in a location different than the supply Duct work. The cost of this option is in the range of $96k to $120k. iii. Option 3This system includes 2 outdoor Condensing Units and 2 ducted Air Handlers / Blowing Units to be placed in the attic with one wall controller. The refrigeration lines will follow existing lines same as Option 1. The ducted units would utilize the existing ventilation grilles in the ceiling and discharge into the Auditorium. The return air Duct work would be required to be installed in the ceiling as well. Return air would be on the wall of the storage room. This system includes 2 outdoor Condensing Units to be located between Town Hall and the Library. The cost of this option is in the range of $82k to $84k. b. Please see the chart that displays the anticipated capital costs for this project. Option Company Equipment Cost Labour Cost- Low Labour Cost- High Engineering Cost Low Engineering Cost-High Contingency 5%-Low Contingency 5%-High HST 2.25%- Low HST 2.25%- High Total Cost- Low Total Cost- High 1 Toromont Cimco $ 38, $ 40, $ 60, $ 6, $ 8, $ 4, $ 5, $ 2, $ 2, $ 90, $ 114, Toromont Cimco $ 43, $ 40, $ 60, $ 6, $ 8, $ 4, $ 5, $ 2, $ 2, $ 96, $ 120, Gale HVAC $ 70, Labour is included in price $ 6, $ 8, $ 3, $ 3, $ 1, $ 2, $ 81, $ 83, Page 39 of 85

40 c. Since the space is primarily vacant during the summer months, with more usage on the shoulder season, it will be challenging to properly understand the operating costs of the system. I would anticipate, that the space would be cooled on an as needed basis, when the space is rented. This is similar to the lounge of the Lind Sportsplex or any of the rental areas at the Pyramid Recreation Centre (Community Centre, and the End Zone). 2- Heritage impact a. Without too much consultation from Staff and the proposed installation methods, it is anticipated that the Heritage impact will be low for Option 2 and Option 3, as most of the changes to the surfaces will be installed in locations where existing items already are, i.e. existing ceiling vents, and existing chases. The largest impact to the space as far as the look and feel would come from Option 1. Typically these units are placed directly above windows or doors and are generally 3ft wide and 1.5ft in height, although they do come in various sizes. There would be challenges from a heritage aspect on how to have these units fit within the space. 3- Impact to Community Players performances a. For the preparation of this report the Director of Building and Development had discussions with representatives from St Marys Community Players including, President (Paula Hoare), former St Marys Community Players Board member (Gary Austin), and set construction lead (Don Wells). They provided the following questions: i. Q-What is the impact to performances? Will there be an issue with noise from the units? A-There might be an issue with noise, depending of the location of the Air Handlers / Blowing Units. But with performances being in November and May, it might not be as much as an issue. ii. Q-Will this change the current fee structure that St. Marys Community Players currently has? A-The Town is not sure at this time. iii. Q-Who would run the sound booth if the Town decided to market the Town Hall Auditorium more attracting more venues? A-Not sure at this time. 4- Other building needs to increase the usage of the auditorium for programming SUMMARY a. This would depend on the availability of the Auditorium and interest to utilize this space. In 2017 the Auditorium was booked a total of 168 days out of 365; that means that 197 days where not booked and the room was vacant. The breakdown includes: 70 days booked for community players set up; 0 days for tear down; 68 days for rehearsals and improv; 18 days for performances; and the remainder 12 days for various other bookings. The key time frame for rentals would be June and July, along with mid- November and December. Even though the attached 2018 spreadsheet does not indicate set ups, it would be similar to Based on the research that was conducted, it would cost between $82k and $120k in capital costs to install HVAC in the Town Auditorium with no means to understand the operating costs until it is established on how often the HVAC would be used per year. Overall the impact on the heritage aspects Page 40 of 85

41 could be low depending on the option chosen. There would be no question that the space could be used more often with the added feature, but we generally do not receive too many requests for this location. It could be marketed more for other types of performances, which would take more coordination with other users, but could be done. FINANCIAL IMPLICATIONS $82k to $120k for capital upgrades, and an undetermined operating cost. STRATEGIC PLAN Pillar #5 Economic Development: o Outcome: Protecting St. Marys unique heritage assets while planning for growth in key sectors will require an integrated and balanced approach. The downtown should be perceived as safe, central, and culturally vibrant gathering area. Ultimately, the transition will be to transform St. Marys from a heritage to a cultural experience. o Tactic(s): Investigate opportunities to invest in space in the core to further promote and expand local arts, culture and theatre. o Promote local theatre and arts in the core by making an investment in space and programming OTHERS CONSULTED Brent Kittmer CAO/Clerk Stephanie Ische, Director of Community Services St. Marys Community Players ATTACHMENTS Town Hall Auditorium Usage for 2017 and REVIEWED BY Recommended by the Department Grant Brouwer Director of Building and Development (CBO) Recommended by the CAO Brent Kittmer CAO / Clerk Page 41 of 85

42 January February March April October 2016 bookings transitioned from Max Enterprise to Max Galaxy May June July August September $11.41 $11.41 $11.41 $11.41 $ $11.41 $11.41 $11.41 $11.41 $11.41 October $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $ $ $ $ $ November $ $ $ $0 $0.00 $0 $0 $0 December $11.41 $0 $11.41 $0 $11.41 $0 $ Legend CP set up $0 CP Rehersal or improv $11.41 CP performance $ Mud men Town $0 Stonetown Grans $0 Trent Severn Concert $ Reed Needles total in date January $11.41 $11.41 $11.41 $11.41 $ February $11.41 $11.41 $11.41 $11.41 $11.41 $0 $11.41 $11.41 $11.41 $11.41 $11.41 March $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $0 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 April $0 $11.41 $11.41 $11.41 $11.41 $0 $0 $0 $11.41 $0 $0 $0 $11.41 $0 $0 $11.41 $0 $11.41 $11.41 $0 $0 $0 $ $ $ $ May $0 $0 $0 $ $ $ $ $0 $0 $0 $0 June $0 $0 $0 $0 $0 July $0 $0 $0 $0 $0 $0 August $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $11.41 $0 $11.41 $0 $11.41 $0 $0 $0 $0 $11.41 $0 September $11.41 $0 $0 $0 $0 $11.41 $11.41 $0 $11.41 $0 $0 $11.41 $0 $11.41 $0 $11.41 $0 $0 $11.41 $0 $11.41 $0 $11.41 $0 $0 $11.41 $0 $11.41 $0 October $0 $0 $0 $11.41 $0 $11.41 $0 $0 $0 $0 $11.41 $0 $11.41 $0 $11.41 $11.41 $0 $11.41 $0 $11.41 $11.41 $11.41 $0 $11.41 $ $ $ $ $ $0 $0 November $ $ $ $ $ $0 $ $0 December $0 $11.41 $11.41 $11.41 Legend CP set up $0 CP Rehersal or improv $11.41 CP performance $ Mud men Town $0 canada 150 play $0 concert $ January $11.41 $0 $0 $11.41 $11.41 $ February $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $ $ $11.41 $11.41 March $11.41 $11.41 $11.41 $11.41 $11.41 $0 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 April $11.41 $11.41 $11.41 $11.41 $0 $11.41 $11.41 $0 $11.41 $11.41 $11.41 $11.41 May $ $ $ $ $ $0 $0 $0 $ $ $ $ June $0 July $0 $0 $0 $0 August $0 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $0 $11.41 $11.41 $11.41 September $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 October $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 $11.41 November $ $ $ $ $11.41 $11.41 $ $ $ $ $0 December $11.64 $11.64 $ $ $ $ $ $ $ $ $ Legend CP set up $0 CP Rehersal or improv $11.41 CP performance $ Mud men Town $0 Stonetown Grans $0 Trent Severn Concert $ Reed Needles total in date Page 42 of 85

43 FORMAL REPORT To: Prepared by: Chair Strathdee and Members of Strategic Priorities Committee Jeff Wolfe, Asset Management and Engineer Specialist Date of Meeting: 13 August 2018 Subject: PW Annual Asset Management Plan Update PURPOSE This report presents updated information related to the Town of St. Marys Asset Management Plan as well as an update on provincial legislation related to municipal asset management. RECOMMENDATION THAT PW Annual Asset Management Plan Update be received for information; and THAT the Strategic Priorities Committee recommend to Council: THAT the Asset Management Plan Status Update be received. BACKGROUND The Town of St. Marys prepared its first asset management plan (AMP) in The plan reported on core infrastructure assets including the Town s roads, bridges, water, wastewater and storm water systems. An updated plan was completed by Public Sector Digest in 2016 and presented to Council in early This new plan encompassed all tangible capital asset (TCA) categories including core infrastructure and general capital assets (consisting of buildings, machinery and equipment, vehicles, and land improvements). The 2016 AMP reported the Town owning assets worth an estimated $216 million. The report contained various recommendations on the path forward for the Town s AMP, one of which was to present annual updates on the status and progression of the AMP. The Province of Ontario has been encouraging municipalities to develop asset management plans since 2012, making AMP s a requirement of grant funding programs. The Province found that municipal asset management plans were not standardized and very difficult to compare from municipality to municipality due to varying assumptions. In 2016 the Province s Ministry of Infrastructure set out to develop a regulation to require all municipalities to develop comprehensive AMP s. In December 2017 the Province passed the Municipal Asset Management Planning Regulation (O.Reg.588/17). REPORT Regulatory Update In 2011 the Province of Ontario published the guiding document Building Together: Guide for Municipal Asset Management Plans and encouraged municipalities through grant funding requirements to adopt asset management plans. The Province found that the passive approach was resulting in too much variance in the content of municipal asset management plans across the province and decided to implement regulation to standardize the area of practice. O. Reg 588/17 came into effect in December 2017 and established a number of content and timeline requirements for municipal asset management plans. The following lists key milestone dates set by the regulation: Page 43 of 85

44 July 1, 2019 Strategic Asset Management Policy. Requires municipalities to outline commitments to best practices and continuous improvement. o Town of St. Marys Status: This requirement has not yet been fulfilled. Staff plan to present a draft policy to Council in the winter of 2018/2019. July 1, 2021 Inventory of Assets, Current Levels of Service, Costs to Maintain Service (Core Assets). Requires municipalities to establish a database of core assets and their current levels of service measured by standard metrics. o Town of St. Marys Status: The inventory requirement is mostly complete. Staff will continue to update the inventory on an ongoing basis. The current levels of service have not yet been established. July 1, Inventory of Assets, Current Levels of Service, Costs to Maintain Service (General Capital Assets). Requires municipalities to establish a database of remaining assets and their current levels of service measured by standard metrics. o Town of St. Marys Status: The inventory requirement is mostly complete. Staff will continue to update the inventory on an ongoing basis. The current levels of service have not yet been established. July 1, 2024 Proposed Levels of Service (All Assets), Lifecycle Management and Financial Strategy. Requires municipalities to establish proposed levels of service and develop financial strategies for all assets. o Town of St. Marys Status: The proposed levels of service will be developed after the current levels of service are established. The Regulation requires that AMP s be updated every 5 years and that annual progress updates be presented to Council. The majority of these requirements were already incorporated into the Town s multi-year asset management strategy. The strategy objectives were presented to Council along with the 2016 AMP and included a number of timeframes for anticipated completion. With the introduction of the new legislation and its regulatory timelines, some objective timeframes have been moved around to ensure the Town stays compliant. An updated list of the Town s Asset Management Objectives are included within the AMP update appended to this report. Asset Management Program Update Staff have prepared an update for the Town s 2016 AMP and appended to this report. The update includes changes in inventory resulting from capital purchases and disposals from 2016 and The Town has had heavy capital investment in its assets since the 2016 AMP. The following lists a few of the higher profile projects that resulted in improved asset condition ratings and updated replacement costs for Town assets in the AMP: Reconstruction of the downtown Queen St. Major rehabilitation of the Water St. Bridge Minor rehabilitation of the Victoria St. Bridge 2016 and 2017 Capital Investment Highlights Page 44 of 85

45 Completion of Reconstruction of 410m of Wellington St. S, Washington St. and St. Maria St. Reconstruction of 750m of Emily St. Reconstruction of 420m of Warner St. and Jones St. E Resurfacing of 1km of Queen St. E. topcoat asphalt Restoration of the Town Hall Bell Tower Replacement of the landfill compactor Revitalization of Cadzow Park Rehabilitation of the PRC Pool Roof Relocation of the Early Learning Centre Replacement of Public Works Dump Truck Replacement of Fire Dept. SCBA Units Replacement of Lind Sportsplex Roof Biosolids Loading Pump at WWTP The capital investment in 2016 and 2017 resulted in the Town s total asset valuation increasing from $216M to $219M. The Average Annual Investment Required, which is a sum of the Town s asset replacement costs divided by their useful life, increased from $4.36M to $4.43M. The annual funding deficit increased from $982,000 to $1,000,000. The 2018 capital budget includes $1.1M of investment in new, upgraded, or non-tca assets. This level of investment has an impact on the amount of reserves available for asset rehabilitation and replacement. If this level of additional investment continues in the future on an annual basis, it would be appropriate to increase the annual funding deficit by that value. The inventory and financials related to the individual asset categories are included in the attached update. SUMMARY The Town made significant investments in its capital assets in 2016 and 2017 resulting in an overall increase in the value of the Town s assets and a corresponding increase in annual funding required for maintaining the assets. The Town has adjusted its asset management objectives to align with the new regulatory framework in Ontario. The next regulatory requirement is for the Town to adopt a Strategic Asset Management Policy and staff are working to present a draft in the winter of 2018 / 2019 in order to meet the deadline of July 1, FINANCIAL IMPLICATIONS There are no financial implications associated with the recommendations in this report. STRATEGIC PLAN Not applicable to this report. This initiative is supported by the following priorities, outcomes, and tactics in the Plan. Pillar #1 Infrastructure: Strategic Priority for Developing a comprehensive and progressive infrastructure plan. - Outcome: St. Marys is committed to developing a progressive and sustainable infrastructure plan that meets the infrastructure needs of today and tomorrow. This will require a balance between building and regular maintenance. Page 45 of 85

46 - Tactic: To support the asset management plan, complete a financial analysis of the Town s ability to pay to establish a minimum capital budget threshold to be budgeted for each year (either in actual spending, or put into reserve). OTHERS CONSULTED Jim Brown, Treasurer ATTACHMENTS 2018 Asset Management Plan Update & Report Card REVIEWED BY Recommended by the Department Jeff Wolfe Asset Management/Engineering Specialist Recommended by the CAO Jed Kelly Director of Public Works Brent Kittmer CAO / Clerk Page 46 of 85

47 TOWN OF ST.MARYS ASSET MANAGEMENT PLAN UPDATE & REPORT CARD 2018 Page 47 of 85

48 Contents 1. Introduction Financial Plan & Infrastructure Deficit... 4 Tax-Funded Infrastructure Deficit... 4 Fee-Funded Infrastructure Deficit... 5 Reserves... 6 Debt Report Card Summary State of Infrastructure Inventory and Replacement Value Summary Condition Summary Road Network Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Bridges and Culverts Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Water System Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Wastewater System Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Storm System Inventory & Replacement Value Page 48 of 85

49 Useful Life & Annual Requirement Condition Rating Report Card Buildings Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Machinery & Equipment Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Land Improvements Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Vehicles Inventory & Replacement Value Useful Life & Annual Requirement Condition Rating Report Card Asset Management Strategy Page 49 of 85

50 1. Introduction The Town of St. Marys comprehensive Asset Management Plan (AMP) was last updated in 2016 utilizing 2015 year end data. The information was presented to Town Council in 2017 and provided a number of objectives moving forward. One of the objectives was to prepare and present annual report cards with this being the first report card since the AMP was last presented in The following AMP update and report card presents information regarding the progress of the Town s AMP since the 2016 report and the next steps anticipated in advancing and improving the Town s asset management strategy. This update utilizes 2017 year end data. The format of the information presented is meant to be consistent with the way the information was presented in the 2016 AMP. The assets included in this asset management plan update had a total 2018 valuation of $219M. 2. Financial Plan & Infrastructure Deficit The Town s infrastructure is funded from user-fees, taxes and upper level government grants. Water, Wastewater and Landfill are all services that are funded by user-fees. For the purposes of the 2016 AMP and this update, the landfill assets have been grouped with the tax funded assets because of how they were originally entered into the database. Staff will be adjusting the database so that the next AMP update and report card will include landfill assets separately from the tax funded assets. Asset management planning is still relatively new in the municipal sector and many municipalities are still working toward the goal of having a fully funded plan. As such it is common for municipalities at this time to have an annual funding deficit between the amount of money available for annual budget and the annual requirement necessary to maintain assets in an acceptable condition. The 2016 AMP presented a number of financial plan options for the Town to consider. Staff will be reviewing and presenting financial plan information for tax funded assets to council sometime in The review will consider the use of future debt drop off payments being directed towards the funding deficit as well as explore whether policies such as zero-debt policies are practical or even desirable. Tax-Funded Infrastructure Deficit Tax funded assets include roads, bridges, storm sewers, machinery and equipment, buildings land improvements and vehicles. Reserve contributions are budgeted and if operational surpluses are realized at year end, the surplus is typically directed to the general reserve. Capital projects are then funded from the reserve as needed. Both new or upgraded assets as well as replacement assets are funded from this reserve. The 2016 AMP attempted to allocate the general reserve towards individual asset classes based on previous year trends. This resulted in some tax funded assets to appear well funded (i.e. roads appeared to be funded at 116% of their annual requirement), while other tax funded assets appeared to be extremely underfunded compared to their annual requirement (i.e. buildings appeared to be funded at 40% of their annual requirement). The Town s general reserve does not actually assign funds to a particular asset class, but rather appropriates funds to the asset class asneeded in a particular year. As such, this update does not attempt to split the available funding between the different classes but rather proportionally disperses the funding across all the classes. This has resulted in an impact to the individual asset score cards, with each of the tax funded asset classes being assigned the same funding rating score. 4 Page 50 of 85

51 Projects related to new or upgraded infrastructure are also typically funded from the general reserve. The construction of new, upgraded or non-tca infrastructure in 2018 was significant with a value of $1.1M. The Old Water Tower is an example of an asset that is not considered a tangible capital asset and is not included in the asset management plan but draws funding from the general capital reserve. The Town s debenture payments for museum debt ended in 2017 and the debenture payments were directed to the general reserve rather than operating. This is a good approach to continue addressing the annual infrastructure deficit without impacting the tax rate. Table 1 - Tax Funded Asset Category Annual Requirement Tax Funded Assets Average Annual Investment Required Roads 1,252,243 Bridges 287,209 Storm Water 189,402 Machinery & 551,800 Equipment Buildings 763,146 Land Improvements 411,242 Vehicles 31,015 TOTAL 3,486,057 Table 2 - Tax Funded Assets Funding and Annual Deficit/Surplus Tax Funded Assets TOTAL Tax Funded Assets Gas Tax/ OCIF Taxes to Reserves Total Funding Available Average Annual Investment Required Annual (Deficit)/Surplus 606,936 2,209,694 2,816,630 3,486,057 (669,427) ** It should be noted that 2018 expenditures on new capital and non-tca assets totaled $1,131,000. If this level of investment becomes a trend this cost should be shown as a reduction in the total available funding and a corresponding increase in the annual deficit in the table above. The tax funded assets have a total annual available funding 80% of the average annual investment required. This is Fee-Funded Infrastructure Deficit The Towns fee funded assets include water, wastewater and landfill systems. The landfill assets have been grouped with the tax funded assets for this update but will be shown separately as a fee funded category in future updates. The new water reservoir being constructed in 2018 has had an impact on the total funding available for the water system as the Town will debenture the project at the end of Page 51 of 85

52 This has impacted the Water System 2018 annual deficit which has increased from a deficit value of $0 in Table 3 - Rate Funded Assets Funding and Annual Deficit/Surplus Rate Funded Assets Asset Class Rates To Operations Total Funding Available Average Annual Investment Required Annual (Deficit)/Surplus Wastewater 1,700,372 (1,501,930) 198, ,417 (330,975) Water 1,624,803 (1,301,199) 323, ,050 (86,446) * Water Operations costs include water reservoir debenture servicing **It should be noted that there is a planned additional debenture for the wastewater system for replacing the inlet works starting in This will reduce total available funding by $220,000 In order to eliminate the annual funding deficit for the wastewater system in 2019, a 21% rate increase would be required. In order to eliminate the annual funding deficit for the water system in 2019, a 5% rate increase would be required. Council has authorized a third party consulting firm to create a financial plan for the fee-funded water and wastewater systems in This financial plan will present options for phasing in of rate increases for Council to consider to reduce the funding deficit. The financial plan is likely to be presented in early Reserves Reserves play a critical role in long term financial planning. Having sufficient reserves allows the Town to manage the use of debt and normalize infrastructure funding requirements. The table below outlines capital reserve values by asset class. All tax funded assets draw from the same general capital reserve and have therefore been grouped. Table 4 - Summary of Available Capital Reserves Available Capital Reserves Asset Class Balance at December 31, 2017 Total Tax Funded Asset Classes 2,839,618 Water System 1,397,955 Sanitary System 294,167 Total Rate Funded 1,692,122 Debt The Town of St. Marys took on an additional $1.4M in new debt at the start of 2018 with debentures for the landfill compactor and Wellington St. Bridge. The resulting annual principle and interest payments total $126,000. The Town s Museum loan matured at the end of 2017 and the $30,000 in principle and interest payments started being directed to the general reserve. The total annual debt servicing cost in 2018 for tax funded and landfill assets is $1,008,000 while the annual debt servicing cost in 2018 for fee funded assets is $351,000. The Town s total debenture debt at the end of 2017 was $10M. 6 Page 52 of 85

53 Future debt retirement is not included in the AMP as a funding source. Once a debt is retired, redirecting those debt payments towards the reserves is a way to improve the funding deficit without having to increase tax rates. The 2018 Existing Debenture Schedule from the Towns 2018 Budget is shown on the following page. 7 Page 53 of 85

54 TOWN OF ST MARYS - EXISTING DEBENTURE SCHEDULE FOR THE YEAR ENDING: 2018 P U C R E S E R V E F U N D - F U N D 5 1 No. Name Total PRINCIPAL WATER WELL UPGRADES ,923 42,712 42,712 INTEREST Original $355,000, Feb ,655 1,867 1,867 TOTAL DEB. P & I Feb 1 44,578 44,578 44,578 PRINCIPAL LANDFILL COMPACTOR ,983 27,763 28,565 29,391 30,240 31,114 32,013 32,938 33,890 34, ,784 INTEREST Original $325, % ,894 8,114 7,312 6,486 5,637 4,763 3,864 2,939 1,987 1,007 42,109 TOTAL DEB. P & I 35,877 35,877 35,877 35,877 35,877 35,877 35,877 35,877 35,877 35, ,893 67,906 70,475 28,565 29,391 30,240 31,114 32,013 32,938 33,890 34, ,496 TOTAL - HYDRO RESERVE FUND: 12,549 9,981 7,312 6,486 5,637 4,763 3,864 2,939 1,987 1,007 43,976 80,455 80,455 35,877 35,877 35,877 35,877 35,877 35,877 35,877 35, ,471 I N F R A S T R U C T U R E O N T A R I O No. Name PRINCIPAL MOC BUILDING (November ) 122, , , , , , , , , ,284 1,434,742 23% Water ,279 29,737 31,270 32,881 34,576 36,359 38,233 40,204 42,276 44,455 15% Sanitary ,443 19,393 20,393 21,444 22,550 23,712 24,934 26,220 27,571 28,993 9% Landfill ,066 11,636 12,236 12,867 13,530 14,227 14,961 15,732 16,543 17,396 9% Building ,066 11,636 12,236 12,867 13,530 14,227 14,961 15,732 16,543 17,396 21% Roads ,820 27,151 28,550 30,022 31,570 33,197 34,908 36,708 38,600 40,590 23% Parks & Rec ,279 29,737 31,270 32,881 34,576 36,359 38,233 40,204 42,276 44,455 INTEREST 77,742 71,404 64,739 57,731 50,362 42,612 34,464 25,895 16,884 7, ,501 23% Water ,881 16,423 14,890 13,278 11,583 9,801 7,927 5,956 3,883 1,704 15% Sanitary ,661 10,711 9,711 8,660 7,554 6,392 5,170 3,884 2,533 1,111 9% Landfill ,997 6,426 5,827 5,196 4,533 3,835 3,102 2,331 1, % Building ,997 6,426 5,827 5,196 4,533 3,835 3,102 2,331 1, % Roads ,326 14,995 13,595 12,124 10,576 8,949 7,237 5,438 3,546 1,556 23% Parks & Rec ,881 16,423 14,890 13,278 11,583 9,801 7,927 5,956 3,883 1,704 TOTAL DEB. P & I (payment May 15 & Nov 15) 200, , , , , , , , , ,694 1,806,242 PRINCIPAL PRC $7.0M , , , , , , , , , , ,469 4,157,329 INTEREST December 15 ( ) , , , , , , ,258 80,038 56,721 32,252 6,575 1,087,494 TOTAL DEB. P & I (payment May 15 & Nov 15) 552, , , , , , , , , , ,044 5,244,823 PRINCIPAL PRC $2.5M , , , , , , , , , , ,001 1,571,955 INTEREST November 3 ( ) ,621 82,327 75,693 68,700 61,328 53,558 45,367 36,733 27,631 18,038 7, ,300 TOTAL DEB. P & I (payment May 15 & Nov 15) 204, , , , , , , , , , ,926 2,049,256 PRINCIPAL WWTP $1.9M , , , , ,185 INTEREST May 16 ( ) ,572 18,738 10,601 2,152 31,491 TOTAL DEB. P & I (payment May 15 & Nov 15) 230, , , , ,676 PRINCIPAL WELLINGTON ST. BRIDGE , , , , , , , , , , , , , , , ,157, INTEREST $1,080, unofficia , , , , , , , , , , , , , , , ,087, TOTAL DEB. P & I 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 90,621 5,244,823 TOTAL - INFRASTRUCTURE ONTARIO: 837, , , , , , , , , , ,774 80,750 83,273 85,874 88,557 9,568, , , , , , , , , ,227 72,389 26,817 9,871 7,348 4,747 2,064 2,654, ,278,598 1,278,598 1,278,598 1,163,462 1,048,327 1,048,327 1,048,327 1,048,327 1,048,327 1,048, ,591 90,621 90,621 90,621 90,621 12,223, GRAND TOTAL: PRINCIPAL 905, , , , , , , , ,990 1,010, ,774 80,750 83,273 85,874 88,557 9,959,898 INTEREST 453, , , , , , , , ,214 73,396 26,817 9,871 7,348 4,747 2,064 2,711,321 1,359,053 1,359,053 1,314,475 1,199,339 1,084,204 1,084,204 1,084,204 1,084,204 1,084,204 1,084, ,591 90,621 90,621 90,621 90,621 12,671, Page 54 of 85

55 3. Report Card Summary A report card is meant to summarize the status of the Towns asset condition and funding levels. The 2016 AMP attempted to assign different funding levels to the various tax funded assets. This report has restated those 2016 values as a combined revenue source so that all tax funded assets score the same funding rating score. The letter grading for condition rating is determined as follows: Table 5 - Asset Condition Scale Letter Grade A B C D F Rating Excellent Good Fair Poor Very Poor The letter grading for financial rating is determined as follows: Table 6 - Financial Capacity Scale Letter Grade Rating Funding Percentage A Excellent % B Good 70-89% C Fair 60-69% D Poor 40-59% F Very Poor 0-39% Table 7 provides a summary of the Town s asset condition and financial position by asset category. 9 Page 55 of 85

56 Table Report Card Summary Asset Type 2016 Condition Rating 2018 Condition Rating Restated 2016 Funding Rating 2018 Funding Rating Comments Roads - AMP C D B B Bridges and Culverts C B B B Water System B C A B Wastewater System C B F F Storm System B B B B Buildings B C B B Machinery & Equipment Land Improvements D D B B D C B B Vehicles C C B B The condition rating of the Roads - AMP Assets dropped from a C in the 2016 AMP. The Funding Rating was calculated differently in 2018 and recalculated for 2016 to better represent the Town s accounting practices for tax funded capital expenditures. The condition rating of the Bridge and Culvert Assets improved from a C in the 2016 AMP. The condition rating of the Water System Assets dropped from a B in the 2016 AMP as a result of an overall increase in age of the assets. The water reservoir project debt financing lowered the Water Systems Funding Rating from an A in the 2016 AMP. The condition rating of the Wastewater System Assets improved from a C in the 2016 AMP as a result of roof replacements and replacement of the biosolids loading pump at the WWTP. The Wastewater Systems Funding Rating is consistent with the 2016 AMP. The condition and financial ratings of the Storm System Assets are consistent with the 2016 AMP. The condition rating of the Building Assets lowered from a B in the 2016 AMP. The condition and financial ratings of the Machinery & Equipment are consistent with the 2016 AMP. The condition rating of the Land Improvements improved from a D in the 2016 AMP. This improvement is mostly from the downtown Queen St. and Cadzow Playground investments. The condition and financial ratings of the Vehicles Assets are consistent with the 2016 AMP. 10 Page 56 of 85

57 4. State of Infrastructure Inventory and Replacement Value Summary The Town has a total 2018 asset valuation of $219M. Roads make up the highest percentage of asset classes at 30%, with wastewater making up 19%. The Town s asset valuation summary is below. Figure 1 - Asset Valuation by Class Water System, $27,223,172.00, 12% Bridges & Culverts, $21,419,149.00, 10% Wastewater System, $40,738,153.00, 19% Buildings, $31,717,647.00, 15% Land Improvements, $5,904,809.00, 3% Vehicles, $232,065.00, 0% Machinery & Equipment, $6,861,710.00, 3% Storm System, $18,297,154.00, 8% Roads - AMP, $66,233,339.00, 30% Condition Summary Most asset classes are assigned a condition based on their age. Road, sidewalk, and bridge assets have had actual condition assessments and the report utilizes those findings. The table below shows a summary of all Town asset conditions. 11 Page 57 of 85