ADMINISTRATIVE REPORT
Date: May 12, 1995
TO: Vancouver City Council
FROM: Assistant Chief, Support Services
Vancouver Fire & Rescue Services
SUBJECT: Annual Report from the Vancouver Fire & Rescue
Services' Citizens' Advisory Committee
INFORMATION
The General Manager of Fire & Rescue Services submits this
report for INFORMATION.
COUNCIL POLICY
Council, on June 22, 1993, approved the recommendation of the
City Manager to form a Fire Department Advisory Committee. The
Committee would consist of ten people from the community and an
Assistant Fire Chief as the Committee's Administrative Assistant.
SUMMARY
The Citizens' Advisory Committee (CAC) was formed by City Council
Resolution on June 22, 1993. The first meeting was held on
February 9, 1994. In the year that followed, the Committee
elected Dr. Tom Ward, Chairperson, developed and adopted terms of
reference, met with interested parties, and reviewed important
documents relating to the operation of the Vancouver Fire &
Rescue Services.
PURPOSE
The purpose of this report is to ensure Council is informed as to
the activities and progress of the Citizens' Advisory Committee
to the Fire Chief, Vancouver Fire & Rescue Services.
BACKGROUND
The Citizens' Advisory Committee to Vancouver Fire & Rescue
Services is a result of an action approved by Council. The
purpose of the Committee is to work with and to develop a better
partner-ship between the community and Vancouver Fire & Rescue
Services.
DISCUSSION
The Citizens' Advisory Committee was formed by resolution of the
Vancouver City Council on June 2, 1993. The purpose of the CAC
is to act in advisory capacity to the Fire Chief on matters
related to the development, operations and future directions of
the Vancouver Fire Department. The City Clerk's office sought
nominations from a number of public and private organizations for
potential members and ten individuals were appointed by City
Council as Committee members in January of 1994 (Appendix A).
The first meeting was held in February and regular monthly
meetings were held with the exception of July and August. At the
first meeting, Chief Maddess and other members of the senior
management team were introduced. The initial meetings helped the
committee members to better understand the Fire Department, its
organization and the services it delivers to the citizens of
Vancouver. Minutes from all committee meetings are provided in
(Appendix B).
As the Committee became more comfortable with its role, more
detailed terms of reference were developed and adopted (Appendix
C). Dr. Tom Ward, Vice President of Medicine, St. Paul's
Hospital, was elected as Chairman. The new committee structure
has been in effect since May. An integral component of each
meeting was a half-hour education program for Committee members.
At the June meeting, the Committee dealt with a number of issues
and of these, three were of note. Captain A. Benekritis provided
an overview of inspection functions within the Fire Department.
The Committee also had an opportunity to meet with the consultant
involved in the development of the VFD's Strategic Plan. The
Committee reviewed the planning process to date and discussed the
opportunity for the Committee to have input into the process.
The last major item was the distribution of a benchmarking study
of Fire Department's through the United States. This study is an
important document which deals with a number of issues such as
staffing, populations and area coverages, etc. CAC adjourned
for the summer months.
The September meeting was devoted to reviewing the departmental
strategic plan. Comments from CAC were collected by the
consultants for discussion at a future departmental next planning
retreat. Highlights of the October meeting included a tour of
the HazMat van. CAC also had an opportunity to meet with the
executive of the local union. This initial meeting provided both
groups a chance to learn more about the role of each in relation
to the Department and the City. At the November meeting, the
Committee toured the new Dispatch Centre. In addition, the
Committee met with Dr. J. Freeman, an emergency room physician
who is developing a research study which will evaluate Vancouver
Fire & Rescue Services' First Responder Program. A number of
questions and
suggestions were presented to Dr. Freeman. Two Committee
members, Dr. T. Ward and W. Gill, agreed to discuss the proposed
project in more detail with Dr. Freeman. A Committee member,
Chris Smith, shared his experiences of spending an evening with
one of the fire crews. The Committee also heard from two
individuals who attended a workshop on the consolidation or
merger of fire services. This is an important issue, and a
regular topic of discussion by the Committee. Additionally, CAC
also received several reports from the Fire Department and the
union local. Reports received covered both the Vancouver Riot
and the Wheat Pool fire.
The first year was very much a learning and organizational one
for the Committee and the Vancouver Fire Department. All
Committee members participated actively in the evolution of the
Committee and have made an important contribution to the
Vancouver Fire Depart-ment's delivery of service in the past
year. CAC wishes to recognize the openness and interest of the
VFD senior management team and, particularly, the support of
Chief Maddess.
In the coming year, CAC will be working to raise its profile
within Vancouver and will continue to explore opportunities to
enhance its effectiveness. CAC also wishes to acknowledge the
support of City Council in the development of the Citizens'
Advisory Committee. We are looking forward to an exciting and
productive year.
* * * * *
APPENDICES
1. APPENDIX A Committee member appointed by Council
2. APPENDIX B Minutes of the meetings
1. February 16, 1994
2. March 10, 1994
3. April 13, 1994
4. May 11, 1994
5. June 06, 1994
6. September 14, 1994
7. October 12, 1994
8. November 09, 1994
9. December 14, 1994
3. APPENDIX C New terms of reference developed by the
Committee
APPENDIX A
1994 FIRE DEPARTMENT ADVISORY COMMITTEE
RECOMMENDED APPOINTMENTS
Candidates Nominated By: Term Ends
BUCHANAN, William Liquid Air Ltd. February 1, 1995
(Bill) E.
FISK, Danny, CIM Building Owners and February 1, 1996
Managers' Association
GILL, Dr. Warren G., Simon Fraser University February 1, 1995
PH.D. at Harbour Centre
KELLAM, Douglas Downtown Eastside February 1, 1996
Residents Association
LAU, Tony K., BA, MA, Centennial Toastmasters February 1, 1995
CLU, CHFC, CAIB, CTM
MACKINNON, Edward N., Architectural Institute February 1, 1996
MAIBC, MRAIC, CP of B.C.
MOSER, Wayne L. Canadian Paraplegic February 1, 1996
Association (B.C.)
MURA, Marilyn E. February 1, 1996
SMITH, J. Chris Association of February 1, 1995
Neighbourhood Houses
WARD, Dr. Thomas F., Saint Paul's Hospital February 1, 1995
MD, FRCP(C), DHSA
APPENDIX B.1
Page 1 of 5
VANCOUVER FIRE DEPARTMENT
CITIZENS ADVISORY COMMITTEE
MEETING MINUTES
February 16, 1994
ATTENDANCE
Chris Smith - Chair of Cedar Cottage Neighbourhood house
- Vice-chair Assoc. Neighbourhood houses
- Extensive knowledge of heavy equipment
- Involved with gulf island volunteer F.D.
Tom Ward - V/P Medicine & Programs (St. Pauls)
- Long range strategic planning for St. Pauls
- Pres. B.C. Health Care Risk Mgmt. (liability
insurer for province hospitals)
- Sits on advisory committee for Council of
University teaching hospitals
- Chair - regional health services planning(BC)
Ed MacKinnon - Architect (firm specializes in consulting for
Fire Protection, Bldg. codes)
- B.C. Building codes appeals board
- A consultant who works with V.F.D. on systems
design
Wayne Moser - Paraplegic Association of B.C. (rehab.)
- Works as a computer programmer for W.C.B.
- Sat on section 3.7 review panel for B.C.
Building Code (disabled issues)
Dan Fisk - Marathon Reality (Manager of Life Safety &
Security)
- Nominated by B.O.M.A.
- Member of N.F.P.A. (sits on a number of
N.F.P.A. committees)
Warren Gill - Executive Director of S.F.U. Harbour Centre
- Family involved with fire department
Marilyn Mura - Pres. Van. Native Housing
- Pres. Natives Police Liaison
- Sec. Native Education centre
Tony Lau - Centennial Toast Master Club (communication &
leadership advocates)
- Owns insurance company
- 70% asian client base
Bill Buchanan - Canadian Liquid Air (responsible for safety,
training, quality & emerg. response)
- Father was a firefighter
Glen Maddess - Fire Chief
John Perrie - Assistant Chief Staff Appendix B.1
Page 2 of 5
NOT IN ATTENDANCE
Doug Kellam - Downtown Eastside Residents Assoc. (D.E.R.A.)
- Opening comments by the Fire Chief. Committee members and
senior staff were introduced.
- Brief background by A/C Perrie on Fire Department Strategic
Planning process and detail given by the Fire Chief on Council
concerns.
Is Fire Department addressing the needs of community?
Is Fire Department responsive to Council?
Council direction to Fire Chief:
* Equitable recruitment (representative of community);
* Ensure that services are delivered to contemporary
standards;
* Systems for staff development and succession planning.
- Discussion around the strategic plan and how it was used to
begin to address Council's direction as well as the current
mandate City has for the V.F.D.
Questions:
Why no Council involvement on committee?
Very interested but time a factor. N. Chiavario will be
Council contact.
What significant changes from the past are taking place?
Disaster Prep. a big issue for the City and the V.F.D.
Dept. to play greater role in the community.
What is the department doing at this point in time? Process and
union involvement?
Process has involved management and staff from all ranks
including the union. Some discussion around the perceptions
of the Advisory Committee. Process designed to be inclusive.
Resource group to better serve the citizens of Vancouver.
- Some discussion around the problems that Union and Management
have had in the past.
Appendix B.1
Page 3 of 5
- Discussion around involvement of all emergency services in
disaster prep. and the scope of Neighbourhood Emergency
Response Training (NERT). What levels of training involve.
Issue of changing department focus due to sprinkler by-laws
and upgrade programs was discussed. 95% of all new
construction is sprinklered. Over 5000 buildings in the City
now sprinklered. More buildings monitored for fire &
sprinklers. Greater number of false alarms. Greater dept.
focus on fire prevention, life safety & rescue and community
education.
- Reduced response to alarms (e.g. Hospitals, schools etc.) was
discussed. Issues around better utilization of resources on
some calls and need for regionalization and/or emergency
service amalgamation. Chief discussed old and new response
rationale. It was noted that many false alarm problems could
be alleviated through education. Many false alarms due to
ignorance.
- Possible need for more technical staff to inspect all life
safety systems. More comprehensive inspection programs.
Better staff training.
- Regionalization issues discussed. Better utilization of
taxpayer dollars. L.A. experience..... 3500 firefighters to
be trained to Paramedic levels. Allows for longer ambulance
response times. Maximize resource allocation. Taxpayer
looking for value for dollar.
- Discussion of centralized E911 for all agencies. Centralized
model for agencies, computer systems etc. All agencies are
different political entities. Likely not to happen in next 5
years. City may be challenged to do this sooner. Department
trying to be more effective. Economic collapse could pose
another disaster threat.
- W. Gill noted that V.F.D. is only true neighbourhood resource
and that it should be utilized more effectively. Neighbour-
hood meeting place concept. City counts on fire department as
it is community based. Department is in good position to
provide more services. What does the community want and
expect?
- Committee discussed issues around the V.F.D. shifting from a
reactive to a pro-active resource. Firefighters are generally
trained to be reactive. Transition to pro-active a difficult
one. Real world is distracted by disasters. D. Fisk recently
visited L.A. and has perspectives on what was effective and
what was not. Would be interesting to explore in more detail
at future meeting. Appendix B.1
Page 4 of 5
- Discussion around NFPA 1500 (min. staff levels on apparatus).
Threat to union.(Job security, safety issues) Unions have
walked away/world carries on. Pressure on all public bodies
to down size. Some discussion around integration of emergency
service delivery. Department currently going through a 2.5%
reduction in budget.
- Suggestion was presented to include union representation on
Advisory Committee. It was noted that a small group of
individuals control the union activities and attend meetings
on a regular basis. Challenge will be to change perspective
of union staff. Will not be easy to change their reality.
Vancouver one of the first hubs of national unionism. One of
the founding IAFF locals was in Vancouver.
- Educational institutions will need to be involved to bring
about change in a non-confrontational way.
- It was noted that there was a marked increase in medical
service calls in 1990.
* change in notification policies by B.C. Ambulance
Service.
* 70% of calls for service medical related.
* roll out of apparatus keeps firefighter gainfully
employed. Fire calls are fairly constant however, fire
severity is decreasing on average. Calls to other types
of calls are on the increase. (e.g. false alarms) City
growing at a rapid rate.(25,000 to 30,000 people since
last census)
- Discussion around integration of safety issue delivery.
Historically each department planned separately. Need for
holistic approach. Department attempting to move in this
direction through "Block Watch" involvement and Safer City
Task Force initiatives.
HOUSEKEEPING ISSUES
- Discussion of what constitutes a meeting quorum. Not all
members will be able to make all meetings. Consensus was that
a minimum of six (6) is required.
- Meeting schedule set to be on the second Wednesday of each
month with no meetings scheduled in July or August. Minutes
will be produced and circulated for each meeting. The
department will provide a recorder/minute taker.
- Food and beverages will be provided by the V.F.D. for each
meeting. Appendix B.1
Page 5 of 5
- A/C Perrie will be the Department committee contact. Will
produce a meeting schedule to be forwarded with the minutes of
the first meeting.
- Chair will be elected at a future meeting. Agenda items not
covered will be included in next meeting. Tour of V.F.D.
facilities will be conducted at some future date.
NEXT MEETING - MARCH 9, 1994 @ 1730 HOURS
#1 FIREHALL (BOARDROOM)
MEETING ADJOURNED AT 1935 HOURS.
* * * * * APPENDIX B.2
Page 1 of 6
VANCOUVER FIRE DEPARTMENT
CITIZENS ADVISORY COMMITTEE
MEETING MINUTES
MARCH 10, 1994
IN ATTENDANCE:
Warren Gill, S.F.U. Maureen Mura, Van. Native
Tony Lau, Insurance Co. Housing
Doug Kellam, D.E.R.A. Tom Ward, St. Pauls Hospital
Chris Smith, Cedar Cottage Dan Fisk, Marathon Realty
Ed MacKinnon, Consulting, Architect John Perrie, V.F.D.
Nancy Chiavario, Counsellor G. Maddess, Fire Chief
R. Babcock, Deputy Fire Chief
ABSENT:
Bill Buchanan, Canadian Liquid Air Wayne Moser, Paraplegic
Assoc. of B.C.
Recorder: D. Wootton
Meeting convened at 5:45 p.m. and Chief Maddess introduced Deputy
Chief Babcock to members of the Advisory Board.
John Perrie reviewed minutes of February 16, 1994 meeting.
MOTION: Chris Booth
SECONDED: Tony Lau
To adopt minutes as written with the following amendments:
Page 4 Paragraph 1.
The feeling of the group was that this paragraph was an incorrect
interpretation. Issue of Union representation was discussed and
that at a future meeting will be discussed and decided upon.
There was a suggestion re above, i.e. that first the committee
should ascertain what the agenda is and then include union if
applicable.
Nancy Chiavario was introduced and brought up the subject of
Council participation. If there was to be a Citizens' Advisory
Committee a politician was not required. As a new council they
are in a learning mode. The committee should bring back to the
organization (F.D.) what the Citizens need and how we might
perform in Public Relations.
Appendix B.2
Page 2 of 6
One of the aims is to make the fire department more reflective of
the community.
G. Maddess responded that Equal Employment Opportunities are the
aim of the Fire Department. If we have a Citizens Advisory
Committee we can get public feedback from the community and then
we can appropriately respond.
John Perrie - stated that he wanted to bring this committee up to
date on the Budget program and the implications for the Fire
Department and distributed a fire department directive and
introduced Glen Maddess.
G. Maddess - All Vancouver City Departments have been instructed
to obtain a 5% reduction, with the exception of the Fire
Department and Police who require 2 1/2%. $1,388M is the impact
on the Fire Department. Senior staff discussed many possible
ways that savings could be made and came up with the best and
identified the reduction program. These suggestions were
presented the Deputy City Manager and Finance. The aim is to
reduce impact on service delivery and yet identify 2 1/2%
savings.
A Fire Department Directive was distributed and reviewed, i.e.
gratuity cuts, A/C evening shifts.
Warren Gill questioned "Who is considered management in the Fire
Department?"
G. Maddess responded that contrary to the way the city carries
out things, senior A/Cs are managers but are also shift workers.
We wanted to put the emphasis on the senior staff aspect and
therefore require them to work a 5 day week in a more managerial
capacity.
Dispatch scheduled breaks - because of manning changes,
dispatchers will take entitled breaks and the Fire Department
will save 3% premium. Extra duty was explained, Battalion Chief
drivers create a pool from which we can draw for manning.
Firefighters are entitled to 28 days in a row, when F.D. is short
staffed for Service Leave, Vacation, Sickness etc. this pool is
used. Safety issues can be compensated a B/C driver is a
requirement.
Training, City will provide training on an employee's own time.
Onus on member to obtain training for advancement.
Apparatus specifications - change to a Quint which can operate as
a pumper with hose or a ladder truck. Once it is committed as
either a ladder or pumper it remains in that mode. It doesn't
have the versatility of a pump and ladder.
Appendix B.2
Page 3 of 6
Elimination of one captain and 2 fire prevention inspectors on
the Task Force. Task Force time frame can be expanded. Impact
is a concern of the Fire Chief for future fire safety.
G. Maddess - We are within our budget now and will put this
information on a chief's chat so the staff knows what is going
on.
Marilyn Mura - What if you told City hall that you cannot cut
back 2 1/2%?
G. Maddess - We would rather not cut, but the reality is that
council makes a decision to do something on behalf of the
citizens, then we are charged with the responsibility to do it
with the least impact.
Benchmarking is a tool that is being used. Using the time when
the Fire department is not on a run for training etc.
Council report on Fire Department Reorganization is going before
council Tuesday March 15, standing committee March 17.
Strategic Plan was distributed to all.
Tom Ward - Staffing levels 9 cut is not much compared to private
sector cuts.
Sudden increase in workload was discussed, i.e. first responder
attending MVAs. Fire Department, Ambulance and Police all
arriving to the same scene was discussed.
G. Maddess - There are increasing challenges for the Fire
Department to be more effective.
Tom Ward - If firefighters are going to be in the firehalls, then
their time should be better used i.e. Public Safety, EHS, Psych
services, use firehalls as sanctuaries etc.
Ed MacKinnon - Looking at 2 1/2% reduction, it is low based on
the global picture. We should face that at a future date there
could be a duplication of services. Visibility of firefighters
i.e. at Safeway, playing volleyball, etc. citizens must have
questions.
Public Education was brought up re: false alarms to buildings on
alarm systems. i.e. providing additional services i.e. recharging
fire extinguishers, a large percentage of the companies that do
inspections don't do the job right. Fire Department should be in
the business of fire prevention.
G. Maddess - Fire Department is taking this issue before council
to maybe have fire department certify these companies.
Appendix B.2
Page 4 of 6
C. Smith - due to shift work, Firefighters can take on an extra
job. This is a concern to a lot of people.
G. Maddess - Unfortunately, members do have the time and we have
no control. In our Rules and Regulations they are not allowed to
have another job. Legal reality is that you cannot mandate what
a person does on their time off. We do not and cannot enforce
this, unless we feel there is a conflict with their Fire
Department job.
One recruitment criteria is to have experience in related trades.
Chris Smith - Coming from the outside I find it hard to accept
the fact that someone with a good paying job should have a second
job.
Tony Lau - How thoroughly does the department check the type of
work firefighters do? My staff are all licensed under the
insurance act. They have to fill out all jobs they do.
Shouldn't the Fire department have some sort of method to ensure
that firefighters keep the job as their main focus.
G. Maddess - As Fire Chief, If I ask each member to report all
their jobs the union and all members would not respond.
G. Maddess answered question of firefighter salaries. There was
a 2% increase agreed to beginning January 1, 1994. Long Term
Disability is a growing trend.
Nancy Chiaviaro - Budget will have a negative impact on personnel
as can a second job. What can result is a loss of efficiency.
Perhaps over the current year the service records could be looked
into and what might the cost be. Whether or not there is a
negative impact to their performance on the job. Perhaps look at
the signed Rules and Regulations form. Perhaps scheduling can be
looked at more creatively.
Warren Gill - We are looking for people who are motivated. After
a % is reached for training at the University the amounts have to
be reviewed.
Re-deployment of staff is to be commended.
Task Force - Is it necessary to have this special task force? We
are looking for training and education are we losing this?
G. Maddess - The number of buildings have increased with no
increase in inspection staff. Fire safety devices are better
now. Inspection intervals have grown to the point that we are
re-deploying manpower.
Appendix B.2
Page 5 of 6
Doug Kellam - Not clear where the staff is coming from. A loss
of inspectors is a concern to DERA. If they are cut now they
would probably have to be brought back in a few years. The old
buildings and tenants pose a risk to themselves and others.
G. Maddess - There is no one in this service that wants to re-
live the old days. This report is in order of priority and Fire
Prevention is a top priority for the Fire Department.
Maybe a change from 3 storey to 4 storey buildings for fire
companies inspections may cut requirements for inspectors in Fire
Prevention.
Now with the Computer Aided Dispatch (CAD) system fire crews are
doing some enforcement downtown, i.e. change exit doors.
Dan Fisk - Personnel may or may not be used properly. Fire
Department is being viewed as freelancing a lot by others. Would
concur that the firefighter should have an opportunity to get
into the community and educate. It would be difficult to find
someone in the Fire Department who would meet the qualifications
of fire inspection engineer. Trying to adapt manpower to the job
is a huge task.
G. Maddess - Would have great concern if this was to take place
now, the expertise is not here yet.
Part of the package to council is, instead of A/C drivers and 2
lieutenants in fire prevention we require an engineer.
Doug Kellam - What is the implication of this? When are next
contract negotiations?
G. Maddess - End of the year. Probably no settlement till April
or May/95.
Nancy Chiaviaro - Would suggest that the Citizens Advisory Board
should make strong recommendation to April 14 standing committee
stressing the importance of fire prevention.
Tom Ward - We were created as a committee and are here primarily
in an advisory capacity for a short time. We should be talking
about terms of reference. Has concerns about re-engineering
within the department, public education and public issues.
John Perrie - Terms of Reference was on the agenda for this
meeting and we are not going to be able to get to this today. We
have to review terms of reference to establish a mandate for the
committee.
Appendix B.2
Page 6 of 6
Two issues from last meeting:
1. "After the Fire" brochure - some copies were distributed for
Advisory Committee to look at.
2. Customer Comment Cards - There are some issues we would like
to discuss, i.e. should they go to different body, i.e. City
Clerk or Fire Department. - no feed back.
"After the Fire" brochures will be published in Cantonese and
Punjabi as well.
G. Maddess - The City has embarked upon a method to assess what
departments do and decided a comment card would best fill this
need. This seemed like the best way for the Fire Department to
get feedback from citizens.
Meeting adjourned at 7:30 p.m.
NEXT MEETING April 13, 1994
* * * * *
meetings\citadvis
APPENDIX B.3
Page 1 of 7
CITIZENS' ADVISORY COMMITTEE
TO
THE VANCOUVER FIRE DEPARTMENT
MEETING MINUTES
APRIL 13, 1994
IN ATTENDANCE:
Wayne Moser Warren Gill
Doug Kellam Tom Ward
Dan Fisk Tony Lau
Ed McKinnon Bill Buchanan
Glen Maddess Bob Babcock
John Perrie
ABSENT:
Chris Smith Maureen Mura
Recorder: Darlene Wootton
Meeting called to order by J. Perrie.
Nancy Chiavario and Jenny Kwan cannot make this meeting but will
endeavour to make subsequent meetings.
John Perrie reviewed minutes of March 10, 1994 meeting and with
the exception of changing name from Chris Booth to Chris Smith in
the first motion: the minutes were adopted as written.
MOVED: Wayne Moser
SECONDED: Ed MacKinnon
Current Issues
John Perrie reported the Alarm Monitoring/Renovations will be
finalized in the next week but will not be occupied until end of
May.
Console delivery was delayed was tendered and awarded and will be
finalized within six weeks.
Houle Electric was successful bidder for Central Alarm Monitoring
Station. Current Gamewell users, VSB, VGH, Justice Inst. etc.
will be on the new system.
After the Fire
Brochure was handed out last meeting and has been forwarded to
City Communications Advisor, Scott McRae who has modifications in
wording etc. Document is under revision now and you will get a
final copy when final draft is ready.
Appendix B.3
Page 2 of 7
G. Maddess asked for any input from the Citizens Advisory
Committee and there was none.
John Perrie - Comment Card has been modified. Recommendation
that we drop Philosophy Statement and make Mission Statement
larger.
Warren Gill - Received excellent service from the Fire Department
re major fire last night. Heard 515 W. Hastings on the phone and
address was really 518. Got good service from F.D. employee.
G. Maddess - There is a continuing problem with "squatters".
Have found that they will light fires for warmth and consequently
cause severe fires.
If a building is posing a life/safety hazard, there is the power
of the Fire Bylaw to order demolition. On Station Street there
was two 2 warehouses, Burlington (heritage) buildings.
Cooperative owner tried to secure building but unfortunately, 3
or 4 greater alarms occurred and subsequently the bylaw was used
to demolish the buildings.
New Items
V.F.D. -Vancouver Board of Trade CITYPLAN submissions
Submission from Cityplan tool kit and table that was put together
by Board of Trade-Jaycees was distributed.
Glen Maddess - Jaycees looked at a number of issues and decided
that they would bring forward to CITYPLAN comments on how to
provide better service at less cost.
Cooperation among Fire Services, regionalization of fire services
ambulance and fire service emergency was discussed but requires
all outlying departments to participate.
General discussion i.e. boundaries, proximity of firehalls.
Glen Maddess - Willingdon Fire station can service Hastings and
Cassiar better and faster than we can. There has been preliminary
discussions. My perspective is that if suggestion comes from VFD
that VFD has a hidden agenda.
Contract Dispatching
A number of proposals have been made to surrounding
municipalities to try and resolve Contract Dispatch issue. VFD
is involved in a study to assure facts are correct.
Appendix B.3
Page 3 of 7
Tom Ward - If there are savings it would be acceptable.
Centralized dispatch system once you know where resources are
cross-boundary services would provide better service.
VFD does not care which department does the dispatching but feels
cost would be less costly if a centralized system is used. May
be done with 1/2 the number that is currently being used.
Dan Fisk - Is this being looked at by G.V.R.D.?
G. Maddess - GVRD is made up of politicians not directly affected
who have various interests and responsibilities i.e. water.
Doesn't have any direct responsibility for dispatching. GVRD has
asked GVRD Fire Chiefs to report back. Completed questionnaires,
11 out 15 would support going to their councils to look into
this.
Perhaps getting someone like Darlene Marzari involved. Potential
roles for this committee could be to look into regionalization.
Perhaps to meet with GVRD Fire Chiefs.
Q -If 11 out 15 were supportive, who wasn't?
A - Basically the larger departments were in agreement. This has
gone to Regional Administrators Advisory Committee of each
municipality and they will review the report and 1. act on it or
2. each department would seek funding on a proportional basis to
their city managers. Emergency preparedness is an issue, mutual
aid.
Dan Fisk - There has to be a lot of discussion in the lower main-
land re regionalization. Is there an entity that is thinking
about regionalization?
Glen Maddess - GVRD sends out monthly newsletter. Several U.S.
concepts have been included i.e. news clippings, it cannot be
taken as a initiative by themselves.
Dan Fisk Why does this document state: "Jaycees cost savings
There is no question that savings can be made i.e. clothing
issue.
John Perrie summarized, GVRD is looking at regionalization and it
is only a matter of time before it includes essential services.
Ed MacKinnon brought up UBC Fire Department amalgamation.
G. Maddess - City of Vancouver was asked to provide a quotation
which has been submitted to provide fire service for University
Endowment lands. We feel we will be able to provide a higher
level of service to University, Point Grey etc. The Provincial
Court will now make the final decision.
Appendix B.3
Page 4 of 7
Discussion re terms of reference, need to design the citizens
advisory committee goals and terms of reference.
The Terms of Reference for the Citizens Advisory Committee were
drawn up by the VFD and we feel that we are accountable to
citizens of Vancouver and we need a framework and need to
understand what the citizens needs are.
1994-96 Capital Plan
This is to get Vancouver council's approval for itemized funding
for 4 identified Fire capital projects.
In 1993 fire protection was a separate ballot item and won great
support from the citizens.
G. Maddess - explained process to get something put on the agenda
for City Council.
This is the first time VFD has been able to put separate items
for citizen approval on the funding process. As a separate voter
item, we had the highest voter approval.
On any capital asset that is voted on by taxpayer each department
sends capital items to the Finance Committee. The Director of
Finance, City Manager and two other debarment heads within the
city review the proposal.
It is prioritized by them and then the report goes to council and
report to citizens.
At that point the department has a chance to appeal.
#18 Firehall is too small and cannot accommodate larger
apparatus. The hose froze on the apparatus. It is a classic
Heritage building
Seismic safety - Trying to follow California model to ensure that
firehall survive earthquake to get apparatus out.
Radio - We have one tactical channel and one operating channel
for 30 thousand incidents. Seattle has had people killed because
of poor radio channels. Hackensack's problems were directly
attributable to radio channels. We have 145 mHz and 25 W.
We are going to council Tuesday April 19 to look at 800 mHz
capability radios.
The schedule in Cityplan Workbook is flexible.
Appendix B.3
Page 5 of 7
New training facilities - Tower and other equipment training
facility is another story. We have not had a training facility
for four years.
Does Burnaby have a facility that Vancouver could use?
G. Maddess - Yes, it is at Sperling and Canada Way, some distance
from Vancouver, also Richmond.
We have received funding for the South Foot of Main Street.
Unfortunately it was paved with low risk contaminant from Expo
site which is now covered. We may end up with 5 acres at
Burlington.
Dan Fisk - Why are there no training facilities available to be
used by all GVRD. A regionalized training facility? Emergency
Preparedness - we are not ready for it.
G. Maddess - Emergency Preparedness Our Dispatch, Police and
Ambulance probably cannot carry on in a large emergency
situation. We have emergency planning committee consisting of
the Fire Chief, Police Chief, City Manger, City Engineer,
Emergency planner.
We are looking at VGH for training purposes, also under 17,000
square foot property next to 312 Main Street building as a
dispatch center for everyone.
Gill - re training facility, there is probably scope for more
than one training center within the GVRD.
Dan Fisk - Doesn't matter how sophisticated the 911 System is, it
will be overloaded. This budget item is just for training not
for anything else. Heavy Urban Rescue - building collapse,
shoring, cribbing, dog search, confined spaces etc.
We have identified that our communications center will not
survive neither will police's. There is only one phone line
between here and police.
We are trying to identify this in this plan to "harden" the
system.
General discussion, re heavy urban rescue teams of 52 people can
stand on their own for 72 hours, fully self-sufficient and can be
for the full week and can carry on night and day rescue. If you
are a Rescue standby you have to be ready to fly anywhere in the
world.
We are approaching the Provincial Government for funding on a
regional or provincial basis. In excess of $175/200 thousand.
The city feels that there should be provincial participation.
Appendix B.3
Page 6 of 7
Armed services are not trained for this.
Ed MacKinnon - There seems to be a lot of discussion going on but
no long term goals. Time lines.
G. Maddess - The advisory committee has demonstrated surprise at
the lack of emergency preparedness in place in Vancouver.
G. Maddess - to appease your concern a little, we have gone to
council with our reorg, we have a position that will be charged
with the responsibility of disaster preparedness, identifying
emergency preparedness within Department. Also, citizen
involvement.
We are in the business of prioritizing. The Vancouver Fire
Department paid expenses for Fire Chief of Oakland which had
earthquakes and fire disasters to give a presentation here, also
Director of Emergency Services, Strathcona County a tornado
workshop.
There is a new awareness, the City Manager is now taking an
active role.
Emergency response, heavy urban rescue, are in the plans for next
year. We are making progress. Firehall upgrading has to be
prioritized for the for the city's average population framework.
Relay pumping, salt water pumping station going in next council
report. End of this year it will be in use, two years ago we
laid a mile of hose and proved we can supply water to the
downtown corridor. Future plan is it will be hooked up to
saltwater pumping system.
Emergency Management Report will be provided to Citizens Advisory
Committee.
There is the realization that we are not prepared, EOC operation
Thunderbird, CANUTEC these are all programs to help us to
prepare.
Tony Lau - Has objective date been set?
J. Perrie - No I don't believe that any city can ever be fully
prepared.
Tony Lau - At least we should have firehalls that won't collapse,
some reasonable form of communication, water etc. A lot of
people do not understand VFD non-preparedness.
T. Ward
Back to regionalization - There is a saving. At a gain of 7-15%
there will be more pressure from public for regionalization.
Fisk - It is time response and training abilities are improved.
Appendix B.3
Page 7 of 7
Tom Ward
The role of the Advisory Committee in part is to ensure public
safety if we raise the issue on some broad basis to a forum i.e.
GVRD regionalization.
Provide advice on roles, ask questions ie. what is the point of
building training facilities if all the firehalls are going to
fall down and there will be no communications etc.
Suggestion: We should appoint a task force group to clarify
terms of reference for this committee. What our mandate should
be.
Bill Buchanan offered a good suggestion from a course he had
attended.
1. forming
2. brainstorming
3. norm/benchmark
4. perform
Tom Ward will draft suggested terms of reference and FAX to all
Committee members and will bring to May meeting.
Housekeeping
Warren Gill
Reported there is access to rooms at Harbour Centre training
facility for future meetings if necessary.
Received letter from Firefighters' Union April 13. Is there a
response required to the Firefighters Union?
The Committee asked the Fire Chief on behalf of the Citizens
Advisory Committee to send a letter to the Firefighters Union
saying that the letter was received April 13 by most VFD Citizens
Advisory Committee members and as there was no time to discuss
will report back to May meeting.
Should we send copies of minutes to Firefighters Union? Once we
are more focussed.
Glen Maddess referred to Benchmark handout - for background
information.
Meeting adjourned at 7:42 p.m.
NEXT MEETING MAY 11, 1994 - 5:30 p.m.
* * * * *
meetings\advapr APPENDIX B.4
Page 1 of 6
CITIZENS' ADVISORY COMMITTEE
TO
THE VANCOUVER FIRE DEPARTMENT
MEETING MINUTES
MAY 11, 1994
IN ATTENDANCE:
TOM WARD MAUREEN MURA
ED MCKINNON CHRIS SMITH
BILL BUCHANAN TONY LAU
WARREN GILL BOB BABCOCK
DOUG KELLAM GLEN MADDESS
ABSENT:
DAN FISK WAYNE MOSER
JOHN PERRIE
DISTRIBUTE TO:
MAYOR CITY COUNCILLORS
DEPUTY CITY MANAGER VFD EXECUTIVE BOARD
Chief Babcock called the meeting to order in John Perrie's
absence.
Corrections (housekeeping) to April 13, 1994 minutes were
attached to Agenda.
1. Minutes from April 13, 1994 meeting were adopted as
corrected.
MOTION: Warren Gill
SECONDED: Tony Lau
2. CURRENT ISSUES
a) Update on Budget reduction program
Budget reduction was adopted by C.O.V. - Fire Department
requirement was lowered to 2 1/2%. The Department showed
$236,000 savings for gratuity days and administration of
that benefit. Unfortunately these aren't immediate cash
savings as compared to a savings which is put in the bank.
Gratuity days are banked and usually not cashed in until
retirement. We are trying to get a acceptable clarification
of this.
#21 - from Engine and ladder to Quint and dropping an
officer position $400,000 Agreed to wait one year at City
Manager's recommendation for study to see what would be
involved to achieve that kind of saving.
Appendix B.4
Page 2 of 6
General discussion i.e. the agenda of City Manager to
achieve further cuts?
Fire Chief not comfortable with #21 cuts. It is largest
area, smallest call volume. But is this the best way of
allotting this reserve?
A complicated issue, more detailed analysis is required.
Impact on other areas need a more in-depth study.
Class 1 rating was discussed and its appropriateness now?
Until it has been analyzed again we won't know. Class I
rating does not affect the average taxpayer but usually does
affect the large corporate user.
Is there a hiring freeze? Downsizing - we do not have the
luxury of having part time supplementary type staff. We
could have a pool of trained people to hire when there are
openings, but under current collective agreement, we cannot
do this. If we cannot replace, we must hire extra duty. We
attempt to balance the hiring of permanent staff before
extra duty costs more.
Another meeting was held, City Manager, Police and Fire
Department re common dispatch centre and trying to identify
funding. Seems to be some reluctance from B.C. Ambulance to
join this.
RAC have not gotten back to Fire Chief with any of their
thoughts.
P. Coquitlam, Sunshine Coast, Port Moody are exploring some
sort of linkage through Vancouver.
There is a lot of major development going on.
Yaletown, Coal Harbour, Kingsway Corridor, Canada Pavilion -
because of new construction and sprinklering legislation
does this create an offset?
The last census shows us that we have 60 thousand more
people who have moved into the city into mostly sprinkler
buildings.
The number of actual fires is maintaining but severity is
decreasing.
Sprinklers are not the only factor. The number of responses
is going up but a lot are not fires.
Complicated buildings require more time to get to fire i.e.
high fires, traffic.
Appendix B.4
Page 3 of 6
Doug Kellam raised a question re inspections
He has heard that while inspections are ongoing, enforcement
is not being carried out because manpower is not there.
We put forward that fire prevention was the last option to
cut from.
We cannot maintain our old inspection intervals and at the
same time satisfy complaints, inspections, orders to be
issued. If a prosecution is involved they must be involved
for at least two days.
Request for a sample overview of this by Doug Kellam.
If the rumour spreads abuses can take place.
Question re central purchasing.
Difficulty is if you are going to go with other
municipalities you must have same requirements. In the city
we have some unique clauses i.e. no purchasing from South
Africa etc. We have to get council to change purchasing
agreement. It is currently being worked on, that is a first
step for us to talk to other municipal departments and
asking for common specs.
Thoughts in the city are too much centralization of
purchasing.
Something you need to buy i.e. paperclips centralization
would be o.k. but specialized items i.e. firefighting foam
should be decentralized.
b) After the Fire Brochure
Asked for feedback will review for June meeting.
c) Customer Comment Cards
We have been taking computer printouts and sending cards out
for comment. Advisory Committee requested tabulation of
comment cards when they are returned.
City Tenant Assistance Program - phone number will be
forthcoming from Doug Kellam.
d) Update on 1994-96 Capital Project
Report attached to agenda. This is money approved by public
in last referendum in November. This allocation of funds is
for 3 years.
G. Maddess read from council report. New training facility.
there is still some question as to where it is going to be.
Appendix B.4
Page 4 of 6
There are two types of Capital Fund
1. Voted on 3 years each department tries to get items on
plebescite and
2. Sub Capital fund a revolving account allocated by
special council initiative i.e. replacement of SCBAs We
have non-compliance with WCB for spending too much time on
mask repairs. Most important is the new mask will be
lighter weight, allowing better use and savings in Operating
expenses.
Practice of borrowing is not uncommon. With a mandate to ?
if money is recouped by savings, you can convert operating
into capital but not the other way around.
General discussion
e) VFD Newsletter
Was distributed last meeting and general impression was that
it was a very good first time effort.
3. NEW ITEMS
a) Terms of Reference (draft)
Tom Ward had distributed "Terms of Reference draft" to all
prior to the meeting and asked for input. Received a number
of comments back. Discussion re changing Chairman to Chair
will call it the chair. Whether or not committee thought it
would take over and govern by itself.
As representatives of the community at large are we
comfortable with Strategic Plan?
There is parallel growth of pluralism?? do not necessarily
want to do it but want to be heard.
The mandate of this committee is not to manage fire
department but be a forum for debate from community. We
could be a power forum, the Fire Chief can go to council
with the Chair and the committee and council should take
action.
Vancouver Council has now become more used to advisory
committees.
Questions:
Chair cannot have comment?
Q What is the VFD relationship with other Fire Departments
i.e. Richmond responding to Vancouver fires?
A There is a sense of proprietorship between municipalities
that is possibly inappropriate. Appendix B.4
Page 5 of 6
The VFD Citizens Advisory Committee is an ear not a voice
for the Fire Department.
Confidence of the committee is going to depend on the
ability of the committee to be effective.
Asked for comments from all.
Q Will this committee help the Fire Department?
A It might be a benefit to the Fire Department if we could
be a support to Fire Department as representatives of the
community.
Keep terms of Reference general rather than too specific.
Suggestion that agenda be circulated prior to meetings.
Will Roberts Rules be followed strictly? It was decided
that a modified Roberts Rules should be used.
We will reach some type of consensus on everything.
Committee can make motions and take votes if it wants to.
Fire Department perspective - it seems to us that in order
to serve the public we need to know what is important to the
public and we see us gaining that knowledge through the
committee.
Strategic Plan was done in house and is really no vehicle to
indicate what citizens want.
Give advice to Department and have problems brought to us,
One drawback is resting on your laurels.
Discussion re Terms of Reference draft. Suggestions for
change were made
1. a) Chair - change for a two year period
to annually
c) remove pre- from pre-circulated to all committee...
2. a) Vice - change for a two year period
to annually from and by
d) Find out where minutes should be sent, who should keep
them for reference by council, standard procedures for
minutes? Should a brief annual report be sent to council?
Fire Chief will report back to June meeting.
Appendix B.4
Page 6 of 6
ACTIONS:
d) change and/or the Fire Chief
to the Fire Chief, and/or the community.
MOTION: We will accept Terms of Reference as amended made by
Warren Gill.
SECONDED: Doug Kellam
Vote - unanimous
3. b) Election of Chair
The Chair in conjunction with the Fire Chief will form the
agenda for the next meeting.
Nominations from the floor were asked for.
There was one nomination of Tom Ward by Ed McKinnon,
seconded by Tony Lau.
Tom Ward was unanimously selected to be Chair of the
Citizens Advisory Committee to the Vancouver Fire
Department.
Vice Chair will be deferred to June meeting.
c) Benchmarking will be deferred to June meeting.
Request for evaluation from Fire Department from document on
benchmarking.
MOTION: To adjourn meeting - Warren Gill
SECONDED: Bill Buchanan
Meeting adjourned at 7:45 p.m.
* * * * *
cadmay
APPENDIX B.5
Page 1 of 9
CITIZENS' ADVISORY COMMITTEE
TO
THE VANCOUVER FIRE DEPARTMENT
MEETING MINUTES
JUNE 8, 1994
IN ATTENDANCE:
Tom Ward, Chair Bill Moser
Bill Buchanan Warren Gill
Ed McKinnon Tony Lau
Chris Smith Glen Maddess
John Perrie Alex Benekritis
ABSENT:
Doug Kellam Maureen Mura
Robert Babcock Dan Fisk
Tom Ward, opened the meeting and announced:
If anyone has more agenda items we will add them now.
We will not meet during July and August. Next meeting September
14, 1994 - 0530 hours.
Amendments to May meeting were distributed as attached.
1. FIRE CHIEF'S REPORT - Glen Maddess
It has been an interesting past month within the Department. As
part of budget management program, Monday we implemented a new
system without Chiefs Aides. It will immediately save 3 extra
duty shifts per shift. There are some issues re the effect this
will have on duty strength, it has gone down somewhat. Our
people are monitoring it.
More fine tuning is required i.e. ensuring that at a fire we had
extra equipment. We traditionally had ability to send an
Assistant Chief or Battalion Chief to wind an alarm box or answer
false alarms. The new system is not affecting our efficiency at
a fire scene too much.
Discussion: We are trying to attain greater efficiencies through
meeting with Stores people and C.O.V. purchasing to explore way
of doing things cooperatively, i.e. other GVRD Fire Departments
for uniforms, foam, etc.
Enquired about reporting to council. This Advisory Committee
will provide a yearly report to council, supplied through Fire
Chiefs Office.
Appendix B.5
Page 2 of 9
Draft annual report took much staff time was labour intensive.
We have not had an annual report for a period of time and we are
trying to simplify the report, cost savings etc. hopefully we
will address these needs. Going to printing shortly any
suggestions would be appreciated.
For information: We have posted three ATO positions for the
Training department and were unsuccessful. Other alternatives
would be to go outside or redo the position. Union is concerned.
We received response from no-one who can effectively do the job.
The City is moving towards an integrated work team. Trying to
change perspective of city employees, try and cooperatively
assist citizens in their problems.
Specifically:
1. We are geographically placed in Community groups for
meeting new approach that will broaden thinking.
2. Inspection System - Questions was, with the budget
management program and stretching of resources, there has
been misunderstanding that prosecutions will not be done.
Introduced Captain Alex Benekritis who is in charge of
Inspections.
There are 12 inspectors, 2 Lieutenants, 1 specialized inspections
and 3 clerks. Generally each branch does regular inspections on
an interval to all businesses and respond to complaints - 1200 in
1993. Cooperation with Permits and Licences, occupancy
inspections and new buildings to check out fire safety, number of
permit type inspections and other type inspections. Basically
the work we do is directly related to inspections. The cut-
backs affect other things not directly related to inspections.
What will be affected are tasks required to be done in the Fire
Prevention Division and without those people available it will
impact on my branch as they will have to pick up the work. There
will be no cut backs on prosecutions. A new Bylaw will be
impacted. Any problems related to prosecutions are because of
new bylaw not anything less. The laws have to be written so that
the City Prosecutor feels comfortable with them. We are
endeavouring to provide a document that will be of use to courts
and to ourselves.
Q. Doug Kellam - DERAs concern was that the gains that were
made might be lost.
A. Concern is not part of inspection it is the upgrade program
which has been carried out for last 15 years to upgrade
various buildings. That process has been suspended.
Appendix B.5
Page 3 of 9
The buildings have been identified and addressed, permission has
been given by council to upgrade. These are highrises built
prior to 1975.
Everything three storeys and under and residential has been
upgraded to 1985 Building Code standards.
Highrise residential was going to be the next priority and after
that commercial. Resources required for that were very expensive
and there were problems with enforcement.
Council has to specifically give approval for this upgrade
program to escalate.
Ed McKinnon: What is the problem?
Alex Benekritis - Most people understand that we are asking for
cooperation and are willing to comply.
Ed McKinnon: What is the percentage of non-compliance?
A. Small number but they are very time consuming and usually
we cannot get compliance.
Q. What is the difference with enforcement?
A. There has been a Fire Bylaw for Vancouver for many years.
We took the B.C. Fire Code and our Bylaw and combined the
two. In the past we would generally prosecute under an old
bylaw which has resulted in wording problems. City
Prosecutor wants wording amended so there cannot be any
questions. Bylaw has been past prosecutor twice with no
success. We now have a person on it full time to make
amendments. Hopefully this will solve wording problems.
Q. Out of 1200 complaints actually how many are followed up?
A. Probably 1/2
Q. In the report covering 1989-93 inspections are going down?
A. Workload in Fire Prevention has changed, personnel has
changed in the last 5 years and 5 years ago we might have
had 250 complaints.
Regular inspections take a certain amount of time to
complete. Other responsibilities i.e. introduced more
extensive permit system, final occupancy inspections,
regular inspections, time available is declining.
Over the last 2 years we have a new inspection system.
There has been a lot of time spent winning over inspectors
to new system.
Appendix B.5
Page 4 of 9
Q. Is a new house inspected?
A. Council would like us to look at residential single family,
but to date we have not been able to.
Previous council report when we implemented sprinkler
system. All residences should have sprinklers and a system
of inspection be done. Perhaps fire department could handle
property inspections. There is an increasing workload and
Fire Department would not have the resources.
Looking into self-inspection, inspection by demand,
inspection by private companies.
Q. Are there sprinkler requirements in new buildings.
A. Yes, 90% of building stock in Vancouver is now sprinklered.
We are the only department that has discussed a service to a
population base and this can be attributed to sprinklering.
Ed McKinnon - Rather than concentrating resources on a 2 year old
sprinklered house, concentrate on non-complying, dangerous
situations.
A. We are not looking at single family dwellings. Initially to
ensure that sprinkler system is installed according to NFPA
and that periodically those systems should be tested. In
other types of residential building there are two approaches
which might be carried out to do inspections, one a form of
self or private company inspections and the other, fire
department inspections.
Anything above that is essentially an upgrade. If it is an
upgrade we have to be directed by council. Up to 3 storeys
we have upgraded.
Q. How about self-inspections with a "How to Manual" given at
time of occupancy permit.
A. There was a report provided to council that named that as
one of the recommendations but after preparing the draft our
CFPO reviewed those types of programs elsewhere and found
that it was more expensive to run a self-inspection program
administratively so the recommendation was dropped. Again,
non-compliance. Perhaps this committee could be an advocate
for what is reasonable. Increase in cost of inspection and
process of inspection is tedious.
It is difficult to motivate Permits to cooperate. The issue
of sprinklers in houses came about by the number of illegal
basement suites.
Appendix B.5
Page 5 of 9
Tom Ward - We would like to hear more about where fire
prevention is going. It is an interesting area and the committee
would like you to come back for a long range sense of where the
inspection division is going and how we can help to motivate non-
compliance.
Tom Ward - This committee has to support the Fire Department we
will get Alex Benekritis back this fall.
Ed McKinley left meeting at 6:30 p.m.
2. STRATEGIC PLAN deferred till end of meeting when we will have
a speaker, Ron Dragan.
3. DEPARTMENTAL ORIENTATION PROCESS
Glen Maddess extended an invitation to the Committee to
familiarize themselves with the Vancouver Fire Department. We
can arrange a formal presentation, as we did for council, or have
a more informal presentation. Spend 1/2 a day with a member and
get to know their specific areas. Contact John Perrie 665 6053.
Tom Ward - Everything seems to have varying levels of interest
and John Perrie can make arrangements with each individual. Tom
Ward said that a point of interest would probably be the
Communications Center for everyone. This item will be placed on
the September Agenda. TOUR OF DISPATCH
We will allocate 20 minutes for an education and information
portion starting out with Dispatch.
Glen Maddess, Tom Ward and John Perrie will produce the education
part of it also, field tours.
4. BENCHMARK MEASURES
Review of interpretation from department on benchmarking.
G. Maddess: We do not do all the measures that are in the
benchmark study. We asked our Planning and Research Division to
spend 1/2 to 3/4 days on fairly easily obtained information.
Q. Why only American Cities?
A. This study was funded through International City Managers
Association and we felt that we should use those for
comparison performance.
T. Ward: In terms of earlier discussion re cooperation etc. In
this GVRD cooperative plan is this going to produce a GVRD
Benchmarking Study? Appendix B.5
Page 6 of 9
G. Maddess: Probably not as this has not been funded.
Q. Could everyone in the GVRD do this?
A. Yes, if they were interested.
Discussion re comparing other GVRD Departments.
There is a 500 FTE difference between Vancouver Police and
Fire. Keenlyside in the 60s did a comparison. Thanks to
Wayne Oudijn and the department for this report.
Warren Gill left at 6:50 p.m.
Discussion re Benchmarking report.
We are trying to get the person who put this together to come to
Vancouver in the fall.
5. ELECTION OF VICE-CHAIR
Dan Fisk would be interested in the Vice Chair position.
Will be deferred until Dan Fisk is here.
Glen Maddess: We had 25 visiting Koreans who were very
interested in our Fire Department and how our codes are working.
Dan Fisk hosted them and it was a very well received display.
6. ITEMS FROM THE CHAIR
Tom Ward: In Richmond there was a policy about not trading with
China and was reversed by request of Chinese Community in
Richmond. In Vancouver there is a purchasing policy about south
Africa and local contact.
South Africa boycott has been removed. 5% preference for local
content is still a city council policy.
Fire Department manufacturers of apparatus rely heavily on 5%.
It is difficult for us to go into a regional purchasing program
if we have different policies. We all have to agree. Is there
any sense that this would be resolved?
I think a report is going to Council in September and will have
ways to address the problems that are common.
1. Want to make things work on a cooperative basis.
2. COV won't have advantage that other jurisdictions would
have.
2. STRATEGIC PLAN PROCESS - John Perrie introduced Ron Dragan.
Tom Ward addressed Ron Dragan saying that the Citizens
Advisory committee was a result of the Strategic Plan.
Appendix B.5
Page 7 of 9
Ron Dragan reported that his company is Managerial Design Inc.,
and they have 20 consultants and they handle Strategy Planning
and Performance Management, Vancouver, Toronto, Montreal.
His credentials include Vice President of a large Canadian Trust
Company, Fire Department, Finance, Human Resources and Health.
Has worked with Corporate Management process.
Described background. In 1992 Fire Department had an A rating,
good reputation, excellent fiscal management, good public image,
strong camaraderie and pride.
Negative - Para-military, centralized decision making,
communications were bad, little management accountability,
Union/management was bad, poor management structure, reputation
for starting and not finishing, there was little respect for and
trust in senior management. Department selling itself well, but
not effective in transferring this into needed budget to City
Hall.
*******************************
Process Goals
Vision and Direction More effective way of
working together
Reallocation of
Resources
New Organization Improved Labour-
Structure Management Relations
Update the
Mission Statement with
Wide Participation
Planning Horizon
*************************
People involved were Fire Chief, Deputy Chief, Senior Management
(15) and Senior Union Officers (2) Ten meetings 16 days.
Question was what is the union's role going to be in this?
President and Secretary/Treasurer of union became members of
Strategic Planning Committee.
Also, resource team of 25 people cross-section of all people in
the Department, Field Trainers, Lieutenants, Battalion Chiefs
including union officers. Four meetings 5 days we wanted input
from firefighters and officers perceptions of both groups.
Appendix B.5
Page 8 of 9
**************************
VFD STRATEGIC PLANNING PROCESS
Current Situation
Review
External Trends Competition for Internal
The VFD Strengths and
Weaknesses
Opportunities Alternative
and Threats Strategies
Strategic Direction
and
Action Plans
I M P L E M E N T A T I O N
Organization Accounta- Goals and Capital
Structure bilities Objectives and Operating
Budgets
*****************
Problems with training and development, internal communications
problems.
The next steps are:
Review and Update
Improve Internal Operations
Last meeting was joint meeting where they developed resources on
decisions they had made.
Update planned for October/November and commitment it keep
department up to date every year?
Look forward to working with Citizens Advisory Committee to
implement the plan.
Tom Ward: The real issue from the committee was for some sense
about our abilities to participate in the process? How do you
plug the customer in?
Can you tell us about some of the plans for the fall and where
the Advisory Committee can enter? Appendix B.5
Page 9 of 9
G. Maddess - We have said that we want to validate and update the
plan in October/November but to do that we need input on what we
have dealt with up to date so we can get customer input when we
go back to the Strategic Planning process.
I have got to have what the Advisory Committee feels should be
happening. From reviewing current plan and having it part of the
yearly update.
This year there is a learning curve, by October/November you can
start matching these perceptions with the citizen and get your
input. Ron Dragan's role was to act as a facilitator.
Glen Maddess to ask committee members to work on it over the
summer to review and provide assessments and understandings for
the Strategic Plan to be reported at the September meeting.
A letter to that effect will be provided by Tom Ward.
Meeting adjourned at 7:45 p.m.
Terms of Reference will be distributed with June minutes.
NEXT MEETING, SEPTEMBER 14, 1994 - 5:30 p.m.
* * * * * APPENDIX B.6
Page 1 of 2
CITIZENS' ADVISORY COMMITTEE
Meeting Minutes - September 14, 1994
IN ATTENDANCE:
TOM WARD ED MACKINNON
GLEN MADDESS BILL BUCHANAN
JOHN PERRIE CHRIS SMITH
MARILYN MURA TONY LAU
WARREN GILL DOUG KELLAM
NANCY CHIAVARIO, COUNCILLOR MARTIN ADDISON,
FACILITATOR
ABSENT:
WAYNE MOSER DAN FISK
DISTRIBUTE TO:
MAYOR CITY COUNCILLORS
DEPUTY CITY MANAGER VFD EXECUTIVE BOARD
UNION
Meeting called to order at 1740 hours. Previous minutes adopted.
1) Discussion
Introductory comments by the Fire Chief.
Overview of the Alberta Wheat Pool dock fire. Questions from the
CAC concerning resource utilization, problems encountered, media
coverage, need for Zodiacs etc. Letter received from Wheat Pool
praising the work of the VFD has been received by the Department.
Request going before Council for funds to hire a consultant to
work on department study for resource allocation, apparatus
types, hall locations etc.
Citizens' Advisory Committee (CAC) would still like hands on
exposure to the department. (eg. ride alongs, dispatch tour,
fireboat orientation etc.) CAC members will contact A/C Perrie to
coordinate with operations. No committee members have taken
advantage of this to date.
The department was requested to provide 30 minutes of orientation
on specific topic areas at the start of each CAC meeting. Haz-Mat
demonstration & presentation to be scheduled for the next
meeting.
Appendix B.6
Page 2 of 2
2) The Strategic Plan
Martin Addison gave an overview of the VFD Strategic Plan pre-
work and the material to be discussed by the committee. He also
facilitated a discussion of the plan with the group. The
committee provided a number of suggestions. Outputs of Martin's
work are attached.
Issues around regionalization of service delivery, training,
trends in the City, future needs and direction, the changing role
of the firefighter, opportunities to lead in certain areas (eg.
disaster preparation etc.) and community expectations were all
topics of discussion through the analysis of the Strategic Plan.
Concerns were expressed concerning the union's withdrawal from
the strategic planning process. Alternate strategies for
continuing to communicate with and get input from all department
staff were discussed.
3) Election of a Vice-chair
Some discussion and concerns about the nomination of D. Fisk due
to the fact that he has missed a number of meetings. There is
currently nothing in the by-laws that requires a potential Vice-
chair to have attended a specified number of meetings. The
election of a Vice-chair was tabled and will be dealt with at a
future meeting. Other nominations will be accepted in the
meantime.
W. Gill was nominated by E. MacKinnon. Nomination declined.
4) New Business
Discussion concerning the seminar "Regionalization" of services
seminar on October 15, 1994 at Douglas College and the
committee's interest in attending. T. Ward will investigate what
can be done to offset or reduce the registration fees and will
report back.
Some discussion concerning the terms of nomination and the
turnover of committee members. Currently five (5) of the
committee are on 1 year terms and five (5)are on 2 year terms.
The location of the meeting was discussed and committee members
agreed that the current location is acceptable.
The meeting was adjourned at 2025 hours.
NEXT MEETING, OCTOBER 12, 1994 - 5:30 P.M.
* * * * * APPENDIX B.7
Page 1 of 3
CITIZENS' ADVISORY COMMITTEE
Meeting Minutes - October 12, 1994
IN ATTENDANCE:
TOM WARD ED MACKINNON
GLEN MADDESS BILL BUCHANAN
JOHN PERRIE CHRIS SMITH
MARILYN MURA TONY LAU
WARREN GILL UNION REPS.(1740 - 1815)
BOB BABCOCK DAVE MITCHELL
DAN FISK JEFF DIGHTON
DOUG KELLUM ROD MACDONALD
ABSENT:
WAYNE MOSER
DISTRIBUTE TO:
MAYOR CITY COUNCILLORS
DEPUTY CITY MANAGER VFD EXECUTIVE BOARD
UNION
Meeting called to order at 1740 hours. Previous minutes adopted.
The Fire Chief introduced members of Local #18 to committee.
Chair introduced the Citizen Advisory Committee (CAC) to the
union representatives.
1) Discussion with Union
T. Ward provided an overview of the CAC's history and perceived
roll with the VFD, Council, the community etc. Emphasis of the
Strategic Plan; open process and involvement.
Response by union made reference to the past relationship with
management and that the Strategic Plan was the "Straw that broke
the Camel's back" as stated by the President.
Staff reductions (154 to 131) through the Strategic Planning
process, "Budget Management" program as well as promotional
decisions and policies, increasing call volumes and higher level
of required expertise by staff all sited as contributory to the
unions withdrawal of the Strategic Planning process. Union felt
they got burned.
Appendix B.7
Page 2 of 3
Committee praised the department and the Union for past work.
However, the community sees Fire Departments generally, as under
utilized. Members stated that the Union's position was short
sited as Strategic Planning is an ongoing process. Improving the
quality of the Plan can only be accomplished through involvement
and participation at all levels. The committee reinforced the
pressures on Civil services through budget reduction, downsizing,
accountability, regionalization etc. and indicated they expected
this trend to continue in future years.
Union members availed the CAC of their perspective on the members
as a whole (ie. team players, discourage hero image, pride of
employment etc.) Reinforced that any further cuts in staff levels
would be unacceptable to the membership and executive.
The CAC extended an invitation to the Union to attend future
meetings and supported forwarding meeting minutes to Local #18.
Union expressed interest in presenting "hot topics" to the CAC
for consideration and review of Local #18's perspective.
Committee was favourable although were not clear as to intent for
this review.
Copies of Local #18 report on the Stanley Cup Riot were
distributed to members of the CAC. The Union was acknowledged for
their participation.
2) Hazardous Materials Orientation
The VFD's Hazardous Materials Unit and 3 team members gave the
Committee a "hands on" overview of the Haz-Mat Unit and the teams
operations and capabilities. CAC members toured the Haz-Mat Unit
and discussed the various aspects of how the service is managed
with the City and the GVRD.
3) Strategic Plan
After the Haz-Mat presentation the CAC meet and discussed their
perspectives of the Unions position concerning the Strategic Plan
and other issues. Importance of participation by all was again
reinforced. The Committee's role in the Plan and with other
groups like Council and Special Interest groups was also
discussed.
4) New Business
The meeting location was discussed. Members of the CAC indicated
there may be some advantages to meeting in different locations.
(eg. a different firehall each meeting) This will be considered
and a decision made in the near future. Appendix B.7
Page 3 of 3
The Fire Chief requested that copies of the department's report
to the Police Commission on the Stanley Cup Riot as well as the
after action report on the Alberta Wheat Pool fire be forwarded
with the minutes of this meeting.
T. Ward indicated he was attending the Regionalization Workshop
at Douglas college on October 15, 1994. Chief Perrie will also be
attending. Chair will compile the outputs of this workshop for
the CAC and present the information at the next meeting.
Members expressed interest in further orientation to the
department including apparatus ride alongs. Chief Perrie will set
up a ride along for Chris Smith for identified dates in November.
T. ward will contact J. Perrie to establish an agenda for the
next meeting and establish the topic for the next meeting for the
training/orientation program for the CAC members. He also
suggested that members review the committee's "Terms of
Reference" and do some "wordsmithing" to better reflect the CAC's
role as seen by the committee.
D. Kellum forwarded an address change as follows:
#207 - 153 Powell Street
Vancouver, B.C.
V3A 1G2
All future communications for Doug should be forwarded to this
address.
The meeting was adjourned at 1945 hours.
NEXT MEETING, NOVEMBER 9, 1994 - 5:30 P.M.
* * * * * APPENDIX B.8
Page 1 of 4
CITIZENS' ADVISORY COMMITTEE
Meeting Minutes - November 9, 1994
IN ATTENDANCE:
TOM WARD
GLEN MADDESS
BILL BUCHANAN
JOHN PERRIE
CHRIS SMITH
DAN FISK
TONY LAU
WAYNE MOSER
WARREN GILL
DAN FISK
ABSENT:
ED MACKINNON
MARILYN MURA
DOUG KELLAM
DISTRIBUTE TO:
MAYOR CITY COUNCILLORS
DEPUTY CITY MANAGER VFD EXECUTIVE BOARD
UNION
Meeting called to order at 1740 hours. Previous minutes adopted.
Opening comments by the Fire Chief. Topics discussed:
1) Current status of Union/management relations.
2) Discussion on the implementation of the new masks.
3) Report to Council on Dec. 6, 1994 concerning the
reorganization of City departments.
4) Strategic Plan update. Inputs from staff and CAC
incorporated into the process. Handouts made available with
minutes of last meeting. Comments requested from CAC. Major
focus of committee is in Strategic Planning. Performance
Management System (PMS) currently being implemented. All
senior staff except operations A/C's have been completed to
date. Discussion of the change of work hours and expected
increase in productivity by the operations A/C's.
Appendix B.8
Page 2 of 4
5) Alberta Wheat Pool fire. Law suit has been filed against the
City. Suit has three major aspects. These are:
1) fire fighting tactics used;
2) closure of the PNE (loss of revenue); and
3) possible counter action by welding company involved.
6) Grievances by union concerning A/C operations appointments
and other positions. Union has placed City on notice that
they will go to arbitration on A/C operations. Unusual in
that it is an exempt position.
Noted that non-confidence motions are not uncommon when there is
significant change in an organization.
Many concerns raised by union staff concerning the role of the
CAC. Many staff unsure about the committee's involvement, their
power and role.
Overview of the ride along on Rescue 3 by Chris Smith on November
8th. Gave perspective of staff opinions and his observations at
during his stay at the hall. These included but were not limited
to staff perceptions of Council, role of CAC committee, cut backs
in the Civil Service (nation wide), the VFD computer system,
apprehension of staff concerning ongoing changes and general
overview of calls experienced. Question raised as to why the
department does not charge people who turn in false calls.(1
experience by Chris during his ride along) Fire Chief noted that
this is an ongoing problem that is difficult to resolve.
DR. JEFF FREEMAN - FIRST RESPONDER STUDY IN VANCOUVER
Emergency physician from St. Pauls/Royal Columbian Hospitals.
Provincial medical coordinator for the First Responder program
funded through the ministry of health and the B.C. Ambulance
service. He has preliminary approval for a grant through the B.C.
Health Research commission to study the VFD. Best candidate for
study due to large call volume. (approx. 25,000 annually)
First responder program in its infancy (less than 4 years)
No question that fire departments responding to medical calls is
useful. The main questions are "How useful?" and "What can be
done to make it more effective?" "Should fire departments respond
to all calls?" "Should the skills of the firefighter by increase
to paramedic levels?"
Very political issue. Comments received by Jeff are varied.
Burnaby Fire has requested that they respond to all medical
calls. Currently, there are some calls that the community may not
want fire departments to respond to. Responding to all calls
Appendix B.8
Page 3 of 4
upsets some people's sensibilities. Requested committee members
to give him the kind of questions they would like answered during
the study. Part of study is to analyze how medical calls are
dispatched through 911. Changes may be required to be more
effective. Dispatch policies will be assessed. Results of the
study will be published internationally.
Parties involved are making decision and yet have no data to base
these decision upon. Study will not conclude who should be doing
what when but will provide the data to make decisions. Provincial
system is unique in its 3 levels of response. (eg. blanket first
responder, Basic Life support and Advanced Life support) Jeff is
not aware of any other jurisdiction providing this type of
coverage.
Questions from committee:
1) Will this be a comparative study?
2) What benchmarks will be established?
3) Will fundamental issues between BCAS and first responders be
resolved?
4) Will study have a life of it's own?
5) Who will make the objective and difficult decisions as to
what is important or not important during medical responses
in the study?
Every procedure that the VFD does while onscene will be accessed
along with how useful each procedure was. Benefits may not only
be medical in nature. VFD presence and assurance may have value.
Current dispatch system in Vancouver is not criteria based. Study
may highlight the need for such a system. Are there ways that
systems can be modified to be more effective? There is a
potential to provide data that is not good from a fire department
perspective. Without the cooperation of front line staff, the
study would be impaired.
Application to proceed with the grant must be processed within 2
weeks for study to proceed. Comments or questions anyone would
like answered in the study should be forwarded as soon as
possible to Jeff @ 662-8712 or FAX @ 689-9831.(Must call before
sending a FAX)
TOUR OF NEW DISPATCH FACILITY
CAC members toured the new dispatch facility. An overview of the
divisions role and function along with the functionality of the
Computer Aided Dispatch (CAD) system and Mobile Data Terminals
(MDT) were also given. Appendix B.8
Page 4 of 4
OVERVIEW OF FIRE DEPARTMENT CONSOLIDATION WORKSHOP BY T. WARD
Workshop was held at Douglas College in October. Was attended by
T. Ward and J. Perrie of the CAC. General discussion of the
ideas, concepts and experiences of other jurisdictions around
regionalization/consolidation of services. Experience of other
jurisdictions is that consolidation of services results in
efficiencies of 10 to 15 percent without the loss of front line
staff. Savings are from reductions in senior management ranks
(region wide) and efficiencies gained through cooperative
purchasing, planning etc...
Meeting adjourned at 1945 hours.
NEXT MEETING, DECEMBER 14, 1994 - 5:30 P.M.
* * * * *
files\advisory\941109.min
APPENDIX B.9
Page 1 of 4
CITIZENS' ADVISORY COMMITTEE
Meeting Minutes - December 14, 1994
IN ATTENDANCE:
TOM WARD
GLEN MADDESS
ED MACKINNON
JOHN PERRIE
MARILYN MURA
DAN FISK
TONY LAU
WARREN GILL
ABSENT:
BILL BUCHANAN
WAYNE MOSER
CHRIS SMITH
DOUG KELLAM
DISTRIBUTE TO:
MAYOR CITY COUNCILLORS
DEPUTY CITY MANAGER VFD EXECUTIVE BOARD
UNION
Meeting called to order at 1740 hours. Previous minutes adopted.
Draft copy of Annual Report forwarded by T. Ward for Committee
input. Report will be compiled for presentation to Council in
February/95.
Opening comments by the Fire Chief. Topics discussed:
1) Reorganization of City Departments down to 10.
* VFD will be excepted from the first phase of the process
but being encouraged to take part.
* 3 departments currently managed by boards (e.g. Police,
Parks and Libraries) also excepted in the first phase.
* Council would also like Engineering to be looked at.
2) Discussion of University Endowment Lands take over proposal.
* likelihood at the start of the process est. 10%. Current
estimate is 60% chance it will occur.
* COV only interested if it will be able to make a profit.
Service provision cannot cost more than revenues from
Province. Appendix B.9
Page 2 of 4
* Labour issues and others still in the forefront including
how staff will be incorporated into the department (union
and exempt), training issues, safety concerns and how the
process will be most effectively managed. Perspectives
changing daily. Better report to be provided at next
meeting.
* Province could order City to take over services. City
continuing to bargain in good faith. Will be a report to
Council early in 95.
3) Update on the Department's 94/95 Strategic Plan.
* If UEL proposal is accepted, it will greatly impact the
timelines on much of the planned agenda for 95.
* UEL takeover not currently included in the 95 Strategic
Plan.
4) Recruiting Process
* report to Council on new recruiting process in 1995.
Process will be altered to:
a) meet Council mandate;
b) meet bonafide standards; and
c) provide a process for good recruitment initiatives.
5) Calgary Conference
* was noted by many in attendance that votes of non-
confidence are not uncommon.
* excluded staff currently changing shift pattern as is
planned in the near future for VFD Assistant Chief (Ops)
A copy of the Calgary report will be circulated to the Committee
members with the minutes of this meeting.
6) Vote of non-confidence by the union.
Majority of union members supported in the ballot vote held
earlier this month. The CAC asked what impact it will have on the
Department. Chief's response was that it makes union/management
problems more difficult. Management will continues with an
attitude of openness and inclusion. The big question is "What
happens next?". Vote was likely a result of a number of recent
actions by the management team. (e.g. request to discontinue with
Associate membership in the Union and recent promotions in the
Department) Comes in the midst of many management/union
disagreements. May be used as a tactic in negotiations.
Appendix B.9
Page 3 of 4
Some members of the committee noted that studies are currently
underway by the Province and NFPA to define what a firefighter
is; quantifying the role of the firefighter. Unions have very
strong opinions in this area.
The Fire Chief noted that the staff experience on the street
interacting with the British Columbia Ambulance Service (BCAS)
has changed in recent months. There seems to be less cooperation
and existing practices like the sharing of supplies are not
continuing. There is a great deal of sensitivity amongst BCAS
staff which is likely a result of the pressures through AED
deployment and on going discussions to merger services. The
provincial Firefighters Union is currently conducting a study to
examine how the Fire Services can provide the higher levels of
medical response including paramedics.
Was noted by the committee that all merger/amalgamation, mutual
planning issues will be looked at in the future. Does not make
sense for municipalities to continue isolationist type planning.
Large cost saving and improvements in effectiveness to be gained.
Committee training/orientation
The following 3 videos were presented for the Committee.
a) An overview of the Firefighter's Challenge. What it is, how
it is completed. Background information provided as to how it
was developed and how it is/will be used.
b) Emergency Responses to B.C. Tel Central Offices. An overview
of the special hazards and consideration when responding to
these facilities. Update on alarm connection of Vancouver
Central Offices to the Department for Fire Alarm monitoring
of these facilities.
c) Auto extrication/emergency responses. Video overview of the
Holmatro tool in use as well as other emergency responses.
Overview of the kinds of things required from front line
staff on a daily basis.
Election of Committee members
Discussion of the process to elect committee members. All board
members that wish to reapply should forward their application to
the City Clerk's Office. Committee members due for reappointment
can contact the City Clerk's office and ask them to use the same
application that was forwarded the last time each was elected.
The VFD will have no say in the Committee's structure. The City
Clerk's office will make the final determination for membership.
Information has been forwarded to many organizations within the
City to solicit their interest to be involved. A package of
information was forwarded to Ray-Cam co-operative centre by VFD.
Appendix B.9
Page 4 of 4
New Business
D. Fisk had comments on two different situations that he wished
to get on the Committee record.
1) He noted that on Monday (last) the Vancouver Fire Department
responded to a fire at 601 W. Hastings (Level B). The property is
owned by Marathon Reality and he would like to get the following
comments on record.
a) The sprinkler system worked well in containing the fire.
b) Marathon is very pleased with the professional response
and actions taken by the department to mitigate the
situation including the potential water damage from the
sprinkler head activated.
c) Commended the VFD for the good work and quick action.
2) The Building Owners and Managers Association (BOMA) have
raised some concerns over a city by-law for alarm certification.
He noted that the by-law is not very clear and exercises a heavy
hand approach for the reverification of software based alarm
systems when any degree of reprogramming has been done.
BOMA has addressed the need for re-acceptance testing of alarm
systems. Feel that a 10% reverification requirement to validate
reprogramming be done for alarm systems. He noted that many
systems that are reprogrammed do not function properly. Agrees
that reverification is required, however, a complete
reverification of alarm systems is very expensive. It may be
difficult for some owner to comply.
Discussions with the City will continue to the protocols for the
best way of setting verification standards. Suggest that
compliance to NFPA standards may be beneficial.
Meeting adjourned at 1930 hours.
NEXT MEETING, JANUARY 11,1995 - 5:30 P.M.
* * * * *
files\advisory\941214.min
APPENDIX C
Page 1 of 2
CITIZENS ADVISORY COMMITTEE
TO
THE VANCOUVER FIRE DEPARTMENT
TERMS OF REFERENCE
AUTHORITY: The Committee operates under the authority of
the Vancouver City Council resolution June 2,
1993, within the terms of references granted.
PURPOSE: The purpose of the Committee is to act in an
advisory capacity to the Fire Chief on matters
related to the development, operations and
future directions of the Fire Department.
MEMBERSHIP: The Committee shall consist of ten members
chosen from citizens nominated by various
interested community and professional
organizations as requested by the City Clerk's
Office. Potential members are chosen in
consultation with the City Manager's Office and
the City Clerk's Office and forwarded to City
Council for review and appointment. Five members
shall be appointed or reappointed each year for
a term of two years. Members may be reappointed
to a maximum of three consecutive terms.
In addition, the Fire Chief (and/or delegate),
and an Assistant Fire Chief (Fire Department
Liaison) and a City Councillor(s) will be ex-
officio.
OFFICERS: 1) Chair
a) The Chair will be appointed annually
from and by the Fire Department Advisory
Committee to see that the Committee
fulfils its duties and obligations.
b) The Chair shall chair all regular and
special meetings of the committee.
c) The Chair shall work with VFD support
staff to insure that agendas with
supporting documentation are circulated
to all committee members prior to
meetings.
d) The Chair shall insure proper minutes
are kept of all meetings and copies
shall be forwarded to the City Clerk and
committee members. Appendix C
Page 2 of 2
2) Vice Chair
a) The Vice Chair will be appointed
annually from and by the Fire Department
Advisory Committee.
b) The Vice Chair shall act as Chair where
the Chairman is unable to meet any
standing obligations or is absent.
ACTIONS: The Committee shall review and make recommenda-
tions on:
a) The Fire Department's Mission and Vision
Statements with a view to ensuring that it
is responsive to community needs and is the
guiding framework for the development of the
Fire Department;
b) The Fire Department's Strategic Plan with a
view to ensuring that it is consistent with
the Mission and Vision statement;
c) The Fire Department's programs, services and
budgets to ensure consistency with the
Mission, Vision and Strategic Plan and
available resources;
d) All matters referred for attention by the
City Council, the Fire Chief and/or the
community.
e) An annual report which will be submitted to
the Fire Chief and City Council.
SUBCOMMITTEES: The Chair, on the advice of the Committee, may
establish permanent and ad hoc subcommittees or
task fores as required.
MEETINGS: The Committee shall meet regularly on the second
Wednesday of each month except for July and
August. Special meetings may by called by the
Chair.
* * * * *
Revised May 11, 1994