AGENDA MULMUR-MELANCTHON FIRE BOARD Tuesday, July 14, 2020 at 7:00 p.m. ELECTRONIC 1. Call to Order 2. Declaration of Pecuniary Interest 3. Approval of the Agenda Recommendation: THAT the July 14, 2020 agenda for the Mulmur-Melancthon Fire Board be approved as circulated. 4. Approval of Previous Meeting’s Minutes – June 15, 2020 Recommendation: THAT the Minutes of the Mulmur-Melancthon Fire Board dated June 15, 2020 be approved as copied and circulated. This meeting is being conducted by means of Electronic Participation by a majority of board members, as permitted by Section 238 (3.3) of the Municipal Act, 2001, as amended. To connect only by phone, please dial any of the following numbers. When prompted, please enter the meeting ID provided below the phone numbers. You will be placed into the meeting in muted mode. Dial by your location +1 647 558 0588 Canada +1 778 907 2071 Canada +1 204 272 7920 Canada +1 438 809 7799 Canada +1 587 328 1099 Canada +1 647 374 4685 Canada Meeting ID: 864 8865 6986 To connect to video with a computer, smart phone or digital device) and with either digital audio or separate phone line, download the zoom application ahead of time and enter the digital address below into your search engine or follow the link below. Enter the meeting ID when prompted. Join Zoom Meeting https://us02web.zoom.us/j/86488656986
Transcript
AGENDA
MULMUR-MELANCTHON FIRE BOARD
Tuesday, July 14, 2020 at 7:00 p.m.
ELECTRONIC
1. Call to Order
2. Declaration of Pecuniary Interest
3. Approval of the Agenda
Recommendation: THAT the July 14, 2020 agenda for the Mulmur-Melancthon Fire Board be approved as circulated.
4. Approval of Previous Meeting’s Minutes – June 15, 2020
Recommendation: THAT the Minutes of the Mulmur-Melancthon Fire Board dated June 15,
2020 be approved as copied and circulated.
This meeting is being conducted by means of Electronic Participation by a majority of board members, as permitted by Section 238 (3.3) of the Municipal Act, 2001, as amended.
To connect only by phone, please dial any of the following numbers. When prompted, please enter the meeting ID provided below the phone numbers. You will be placed into the meeting in muted mode. Dial by your location +1 647 558 0588 Canada +1 778 907 2071 Canada +1 204 272 7920 Canada +1 438 809 7799 Canada +1 587 328 1099 Canada +1 647 374 4685 Canada Meeting ID: 864 8865 6986
To connect to video with a computer, smart phone or digital device) and with either digital audio or separate phone line, download the zoom application ahead of time and enter the digital address below into your search engine or follow the link below. Enter the meeting ID when prompted.
a) Accounts Payable – Follow-up of unapproved accounts from January 1 – May 6, 2020
THAT the Board approve the Xplornet invoice for February in the amount of $127.12 recognizing that a credit was issued to offset this cost.
b) Budget to Actual Year-to-Date
Recommendation: THAT the Board receive the budget to actual year-to-date as
information.
c) Fire Call Fee – July 2020
THAT the Board receive the Treasurers report, Fire Call Fees.
7. Adjournment
THAT we do now adjourn at ___________ pm to meet again on ________________________ at _________ am/pm or at the call of the Chair.
MINUTES (DRAFT)
MULMUR-MELANCTHON FIRE BOARD
Monday, June 15, 2020 at 7:00 p.m.
ELECTRONIC MEETING (ZOOM)
Present: Earl Hawkins, Chair – Mulmur Township David Besley, Vice Chair – Melancthon Township David Thwaites – Melancthon Township Ken Cufaro – Mulmur Township Fire Chief Scott Davision Deputy Chief Matt Waterfield Heather Boston, Secretary/Treasurer Christine Hickey, Mulmur Staff
1. Call to Order
Chair Hawkins called the meeting to order at 7:00 p.m.
2. Declaration of Pecuniary Interest
Chair Hawkins stated that if any member of the Board had a disclosure of pecuniary
interest, they could declare the nature thereof now or at any time during the meeting.
No Declarations of Pecuniary interest were stated at this time.
3. Approval of the Agenda
Moved by: Thwaites and Seconded by: Cufaro
THAT the June 15, 2020 agenda for the Mulmur-Melancthon Fire Board be approved as circulated.
CARRIED
4. Approval of Previous Meeting’s Minutes – June 8, 2020
Moved by: Thwaites and Seconded by: Besley THAT the Minutes of the Mulmur-Melancthon Fire Board dated June 8, 2020 be approved as copied and circulated. CARRIED
5. Dispatch Services Agreement
a) Letter dated June 11, 2020 - Town of Tillsonburg, Fire and Rescue Services
Re: Pricing Breakdown of Dispatch Service Agreement with the Mulmur-
Melancthon Fire Board
b) Dispatch Services Agreement - Draft
Motion Passed at the May 11, 2020 Meeting:
Motion by Thwaites/Besley
THAT the Mulmur-Melancthon Fire Board receive Chief Davison’s report on fire dispatch
services;
AND THAT the Board recommend that their respective Councils approve entering into an
agreement with the Town of Tillsonburg to provide the Mulmur-Melancthon Fire Department
with emergency dispatch services effective August 1, 2020. Carried.
Discussion ensued on the letter received from the Town of Tillsonburg, Fire and Rescue
Services. The details provided in the letter address the annual rate that will be applicable
after the initial three years. The annual rate and the effective date of August 1 for the Cost
of Living Adjustment need to be referenced in the agreement. The board directed staff to
include the following in the agreement:
Schedule “B”, Item 2 – the following be added at the end of the paragraph
As of August 1, 2023, the annual rate shall be 2.76, plus tax, if applicable, per resident
person residing within the response area of the Townships of Mulmur and
Melancthon, and subject to the rate increase of Cost of Living Adjustment (COLA), if
any, effective from August 1, 2020 to July 31, 2023, as calculated pursuant to
paragraph 3 herein.
Schedule “B”, Item 3 – April to be replaced with August
(The Mulmur-Melancthon Fire Board shall pay an annual adjustment for years two (2) and
three…)
effective on August 1 of each year.
Schedule “B”, Item 3 – Added to the end of the paragraph
(…published by statistics Canada, to a maximum of 5% each year,)
as of April 15, of each year.
Schedule “B”, Item 5 – April to be replaced with August
(…The Mulmur-Melancthon Fire Board shall pay an annual adjustment for years four (4) and
five (5) …)
effective on August 1 of each year
Schedule “B”, Item 5 – Removed from the end of paragraph
The index will be from the January posting of the CPI from the current year.
Schedule “B”, Item 5 – Added to the end of the paragraph
(…published by statistics Canada, to a maximum of 5% each year,)
as of April 15, of each year.
Moved by: Thwaites and Seconded by: Besley THAT the letter dated June 11, 2020 from the Town of Tillsonburg, Fire and Rescue Services
regarding the pricing breakdown of dispatch service agreement with the Mulmur-Melancthon
Fire Board be received;
AND FURTHER THAT pursuant to the motion passed at the May 11, 2020, the Board recommend that their respective Councils approve entering into an agreement with the Town of Tillsonburg to provide the Mulmur-Melancthon Fire Department with emergency dispatch services effective August 1, 2020 as per the attached. CARRIED
6. Adjournment
Moved by: Cufaro and Seconded by: Thwaites THAT we do now adjourn at 7:50 p.m. to meet again on June 29, 2020 at 7:00 p.m., or at the call of the Chair. CARRIED
To provide the Board with a break down the events and costs associated with cancelling Xplornet internet services and an updated on the Receiver General penalty charge.
BACKGROUND & DISCUSSION: At the May 11, 2020, the Mulmur-Melancthon Fire Board removed the Xplornet bill of $127.12 and the Receiver General penalty charge for $335.90 from the account’s payable approval list so that the Treasurer could investigate the costs. On January 22, 2020 Bob Cheeseman of Vianet informed staff that the new tower would start to supply internet services on January 29th. Staff proceeded to try to cancel the service but were told only authorized users on the account to cancel the service, so the Treasurer called and was successful in cancelling the service on February 5, 2020. Xplornet issued two invoices in 2020, one on Dec 29, 2019 for service between Dec 29, 2019 – Jan 28, 2020 for $127.12 and the second one was issued on January 29th for services between Jan 29 - Feb 28, 2020 for $127.12. After the service was cancelled, Xplornet processed a credit for service between Feb 5 – 28th. The credit was for $87.09 less $30 for an early cancellation fee. Mulmur staff have put in a Request for Taxpayer Relief to ask that the penalty for the late payment be waived seeing as the Township always pays their remittances on time and this was just a one-time accident. We haven’t yet heard back from the Receiver General but will give the Board an updated once we have a response. RECOMMENDATION:
THAT the Board approve the Xplornet invoice for February in the amount of $127.12 recognizing that a credit was issued to offset this cost. Respectfully submitted,
Heather Boston
Heather Boston, CPA, CA, CGA, BComm
Treasurer
2019.11.15 8.0 9759 Mulmur-Melancthon Fire Departm 05/07/2020 12:22PM
Accounts PayableMM FIRE AP LIST 2/1/2020-5/6/2020
Vendor 000000 Through 999999toInvoice Entry Date 05/07/2020 toPaid Invoices Cheque Date 02/01/2020 05/07/202001/01/2020
Vendor Invoice Invoice Invoice EntryChq NbrNumber Name Number AmountDateDateDesc
000051 TORONTO DOMINION VISA (SDAPRIL 6 2020 283.03MARCH PURCHASES 04/30/2020 04/30/2020000277
47.37NW HOME HDWR SUPPLIES02-1094-511569.55SCBA DISINFECTANT02-1094-511026.61SQUAD 44 GLOVES02-1094-5164
Vianet lnc"7005 Hwy-$$chomberg, ON Canada LOG 1T0bob. cheeseman@vianet. ca
i.::i: 416-209-5303
F rom : M ichel le Sm i bert [r:Ai]ta ; n"i.tmlber]i#-n":-ulm ui:, c& lSent: January 2L,2020 10:17 AM
To: Bob CheesemanSubject: Status of Vianet Tower in Honeywood
Good morning Bob - just hoping to get an update on the Tower in Honeywood. lt looks like the tower is up * is it
operational?
Michelle $mibert, MPA, CMO I Clerk
Tawnship af Mtulmur | 758{t7A }'"' Litl* #.ast I Mulntur, Arttaria LgV A68
Phane 7A5'466-3341" ext. 223 | F*x 705-466-2922 I m:imi,h-g$#""ftttjltv1'rt'{;p
"n"r,:rq,-'*'isl {gr} { )}:Liffi
2
lrfi lcLMilJ,M@rAtNglcflPf,fffi tsEPr *
758070 2ND LINE EMULMUR, (ONTARTO) LgV 0G8CANADA
Account Number:
lnvoice Number:
lnvoice Date:
Due Date:
1122171tNV29S23412
Dec 29/2019Jan 1212020
Outstanding Balance:
Total Current Charges:
Total Balance Due:
$0.00
$127.12
$127.12
lnvoice Summary
Credits and DiscountsDescription Period Date Subscription lD Amount
XPLORE2s / lOOGB
HARDWARE RENTAL
XTRA CARE
Dec 2912019 lo Jan 2812020
Dec 2912019 lo Jan 2812020
Dec 2912019 to Jan 2812020
Q4262973
Q4262973
Q4625682
SubTotal
HST (875999427RT0001) 1 3olo
lnvoice Total
Total Balance Due
$89.99
$15.00
$7.50
$112.49
$14.63
$127.12
$127.12
P ents and Other stmentsType Date Amount
ACH Payment Dec 13/2019
lf you have arranged for us to automatically withdraw your pre-authorized payment,we will be processing your payment on or about Jan 1212020
MulmDATE
-APPROVED
CHEQUE #
VENDOR
ACCOIJNT#
Xplornet Gommunications lnc.300 Lockhart Mill Rd, PO Box 9060, Woodstock, NB E7M 685 1-866-841-6001
Terms and Conditions: Please refer to www.xplornet.com/leqal
-$127.12CR
Do you have a complaint regarding a telecom or residential TV service that we haven't been able toresolve? The independent Commission for Complaints for Telecom-television Services (CCTS) may be
able to assist yo,u free of charge: www.ccts-corst.ca or 1-888-221-1687 -
IMPORTANT MESSAGES
Page 1 of 1
><PLEtrINETAccount Number:
lnvoice Number:
lnvoice Date:
Due Date:
1122',17',!
tNV30347468
Jan29l2O20Feb 1212020
MULMUR TOWNSHIP-FIREDEPT758070 2ND LINE EMULMUR, (ONTAR|O) LgV oG8CANADA
Outstanding Balance:
Total Current Charges:
Total Balance Due:
$0.00
$127.12
$127.12
lnvoice Summary
Se Credits and DiscountsDescription Period Date Subscription lD Amount
XPLOREzs / 1 OOGB
HARDWARE RENTAL
XTRA CARE
Jan 29 12020 lo F eb 2812020
Jan 29/2020 to Feb 2812020
Jan 29l2o2o lo F eb 2812020
Q4262973
Q4262973
Q4625682
SubTotal
HST (875999427RT0001 ) 1 3olo
lnvoice Total
Total Balance Due
$89.99
$1s.00
$7.50
$112.49
$14.63
$127.12
$127.12
ents and Other stmentsType Date Amount
ACH Payment Jan 12l2O2O
lf you have arranged for us to automatically withdraw your pre-authorized payment,we will be processing your payment on or about Feb 12l2O2O
Xplornet Gommunications lnc.300 Lockhart Mill Rd, PO Box 9060, Woodstock, NB E7M 685 1-866'841-6001
Terms and Conditions: Please refer to www.xplornet,com/leqal
-$127.12CR
Do you have a complaint regarding a telecom or residential TV service that we haven't been able toresolve? The independent Commission for Complaints for Telecom-television Services (CCTS) may be
able to assist you free of charge: www.ccts-cprst.ca or 1-888-221-1687.
IMPORTANT MESSAGES
Melarrcthon
Y0r" /0 g
Fire Board
,*,i)COUMI #
fr'rr.,,imur"
DATE
APPBOVED
VftNn0fi #cHF"QtiE #
Page 1 of 1
Page 1 of 1
Xplornet Communications Inc.300 Lockhart Mill Rd, PO Box 9060, Woodstock, NB E7M 6B5 1-866-841-6001
Terms and Conditions: Please refer to www.xplornet.com/legal
MULMUR TOWNSHIP-FIREDEPT 758070 2ND LINE E MULMUR, (ONTARIO) L9V 0G8CANADA
Service, Hardware, Credits and DiscountsDescription Period Date Subscription ID Amount
EARLY CANCELLATION FEE Feb 05/2020 to Feb 05/2020 A-S00638084 $30.00
HARDWARE RENTAL Feb 05/2020 to Feb 28/2020 Q4262973 -$11.61CR
XPLORE25 / 100GB Feb 05/2020 to Feb 28/2020 Q4262973 -$69.67CR
XTRA CARE Feb 05/2020 to Feb 28/2020 Q4625682 -$5.81CR
SubTotal -$57.09CR
HST (875999427RT0001) 13% -$7.43CR
Invoice Total -$64.52CR
Total Balance Due -$64.52CR
Payments and Other AdjustmentsType Date Amount
ACH Payment Feb 12/2020 -$127.12CR
If you have arranged for us to automatically withdraw your pre-authorized payment, we will be processing your payment on or about Mar 14/2020
IMPORTANT MESSAGESDID YOU KNOW… The Internet Code establishes basic rights for all consumers? Every consumer with an internet plan is protected by the Internet Code. The Internet Code explains your consumer rights and the rules your provider
must follow. To find out more, visit https://crtc.gc.ca/eng/internet/code.htm. Do you have a complaint regarding a telecom or residential TV service that we haven't been able to resolve? The independent Commission for Complaints
for Telecom-television Services (CCTS) may be able to assist you free of charge: www.ccts-cprst.ca<http://www.ccts-cprst.ca> or 1-888-221-1687.
Expense02-1095-5200 MM FIRE-CAPITAL PURCHASES 221,582.20 335,456.000.00 195,682.650.00 113,873.8002-1095-5300 MM FIRE-TSFR TO CAPITAL RESERVES 57,916.67 117,500.000.00 68,541.650.00 59,583.33
0.00 (135,619.33) 0.00Dept Excess Revenue Over (Under) Expenditures 135,619.330.00 0.05
(115,392.03)0.00193,632.12 0.10 0.00115,392.03Category Excess Revenue Over (Under) Expenditures
Page 2
STAFF REPORT TO: Mulmur-Melancthon Fire Board
FROM: Heather Boston, Treasurer
DATE: July 10, 2020
SUBJECT: Fire Call Fees
PURPOSE:
To provide the Board with some background information reguarding the Tariff of Fees charged for Fire Deptarment Services.
BACKGROUND & DISCUSSION: On May 5, 2009 the Shelburne Fire Board passed the following resolution: Be it Resolved that the Shelburne and District Fire Board will be increasing their hourly rate for fire vehicle response to $550.00 and every additional ½ hour to $275.00 and our service not required (flat fee) to $550.00 effective June 1st, 2009 and that the rate will be reviewed annually, using the criteria of actual costs incurred per call, per previous calendar year. Carried On March 6, 2012 the Shelburne Fire Board passed the following resolution: Review of Fire Fees The Secretary-Treasurer reported on what other local fire departments are charging as well as what our average annual cost per call has been for the last 2 years. The following motion was then passed: Be it Resolved that the Shelburne & District Fire Board will be increasing their hourly rate for fire vehicle response to $665.00/hr, and every additional ½ hour to $332.50, and our service not required (flat fee) to $665.00, effective January 1st, 2012 and ask that each participating Municipality amend their Tariff of Fees By-Law for Fire Department services accordingly. Carried On July 17, 2017, the Mulmur-Melancthon Board passed the following resolution: The Board agreed to defer to the Incident Commander’s discretion whether or not to charge for calls at which the Fire Department attends but are not needed. Motion: THAT the Mulmur-Melancthon Fire Board reviewed the current Tariff of Fees for Fire Department Services and increases the per hour fee to $665.00 and ½ hour fee to $332.50 effective immediately. Carried. Grand Valley Fire Board based their fees on the average five years of operating budget per actual number of calls and then divided that by three trucks to get the cost per truck.
2
Staff have broken down the costs into four options: cost per truck hour, cost per response, cost per call, and cost per incident hour. The cost that most closely corresponds to the Boards current fee of $665/hr is the cost per response at $666.49.
5 yr Avg
Operating costs $ 201,214
Capital Costs $ 78,711
Total 5 Year Avg. $ 279,925
Truck Call Hours 149.16
Cost per Truck Hr. $ 1,876.68
Number of Responses 105
Cost per response $ 2,665.95
Divided by 4 trucks $ 666.49
Number of Fire Calls 74
Cost per Call $ 3,782.77
Divided by 4 trucks $ 945.69
Incident Hours 654.50
Cost per Incident Hours $ 427.69
RECOMMENDATION:
THAT the Board receive the Treasurers report, Fire Call Fees. Respectfully submitted,
