S T A F F R E P O R T

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1 S T A F F R E P O R T Meeting Date: 04 Jul 2017 To: Prepared By: Reviewed/Approved By: Department Report No: Subject: Corporate Strategic Plan: Mayor and Members of Council Lynn Phillips Tim Blake, Valerie Nesbitt CAO Campbellford Emergency Services Base Long Term Capital Plans, Business Growth, Customer Service Council Recommendation: BE T RESOLVED that Council receive Staff Report CAO as information; AND FURTHER that Council approve the Campbellford Emergency Services Base project as outlined in this report. AND FURTHER that Council direct Trent Hills staff to continue to work collaboratively with County staff to finalize a building layout and site plan, draft an agreement for joint ownership and operation, and develop a financing plan for the Campbellford Emergency Services Base. 1. Purpose/Nature of the Proposal: The purpose of this report is to seek approval from Council for Trent Hills staff to continue to work collaboratively with staff from Northumberland County to finalize the building layout and site plan, draft an agreement for joint ownership and operation, and develop a financing plan for the Campbellford Emergency Services Base. This facility will serve as Trent Hills Fire Station #1, the Northumberland County Paramedic Base for Trent Hills as well as Municipal administrative use including the Emergency Operations Centre, Council Chambers and meeting space. 2. Background/Rationale: n November 2015 Council approved MHPM Project Managers nc. (aka Colliers nternational) to lead the conceptual design of the proposed Campbellford/Seymour Fire Hall Redevelopment. Subsequent to this approval, the architectural firm CSV Architects was retained as the pre-design phase prime

2 consultant through a RFP process. The initial design was to include a new Fire Hall and meeting space on the second floor. During this design exercise staff became aware that Northumberland County may have an interest in relocating their Campbellford Paramedic Base to this facility and then began discussions with County staff regarding the possibility of a joint project for a Fire Hall and Paramedic Base as one Emergency Services Base, similar to the recently completed Cramahe Emergency Services Base. The initial conceptual design was completed with the option of including Paramedic services in the building should both Council's approve this partnership. The resulting design met the needs of both the Fire Department and County Paramedics, however the estimated budget for this initial conceptual design exceeded the expectations of all parties involved. Staff at the County and Trent Hills have revised the conceptual design resulting in a reduction construction costs and a revised floor plan (attached). n the 2012 Trent Hills Strategic Fire Master Plan one of the recommendations was that consideration be given to the redevelopment of Trent Hills Fire Station #1 within the next 5 to 15 years due to space limitations and the structural shortcomings of the building. The existing Station was built for much lighter and smaller apparatus than today's fire fighting equipment. There is also very little space for meetings, training or storage of equipment. Further, the current Station is in need of major repairs to the north/east corner of the structure. n 2014, the area around the north/east corner of the building was excavated and an additional footing was inserted under the old footing to prevent the structure from sinking. To date, the additional footing has mitigated further sinking. A sensitivity analysis of response times was completed and included in the 2012 Strategic Master Fire Plan. That analysis recommended that other centrally located properties on the east side of the river be investigated for the relocation of Trent Hills Fire Station #1 and that the location be of a shape to permit use of drive-through bays. The proposed location of the Emergency Services Base is the municipally owned lot at the corner of Doxsee Avenue South and River Street. This location meets these criteria for development and will allow response times to remain "excellent," as rated in the plan. 3. Relevant Options/Consultations: The option to "do nothing" for the Trent Hills Fire Station #1 was considered. Given the challenges of the building's space inadequacies and structural issues, it was determined that either significant upgrades must be made to the building or a new building constructed. The feasibility of modifying the existing facility to better house the required apparatus and to permanently repair the sinking corner was also considered. One of the main challenges of renovating the current facility are space limitations. The footprint of the building is enclosed on three sides by the Water Treatment Plant, Saskatoon Avenue and the Trent River. Expansion could only occur on the north side of the building and extensive renovations would be required on the existing station which is comprised of two buildings, one built in 1878 and the other in The additional space is required at the front or back of the building to increase the depth of the bays and allow for drive-through bays; expansion on the north side would allow for additional bays and more space however the depth of the bays would remain inadequate. Further, there are plans to construct potable water storage clear wells on the green space on the north side of the building which prevents significant development on this site. 4. Risk/Safety Considerations: The current Fire Station #1 is an aging facility with structural issues that could become a safety issue in the future. The proposed location of the new Campbellford Emergency Services base was selected to achieve the most effective and safe emergency responses in accordance with the

3 Strategic Fire Master Plan. Distance and travel time are the primary influencing factors for selecting this location for an Emergency Services Base. From this location first responders can reach the downtown core in 4 minutes, urban boundaries in 6 minutes, 50% of the rural area in 8 minutes and the remainder in 10 minutes. Outlying areas are covered by automatic aid agreements with neighbouring municipalities. 5. Legal mplications/legislative Requirements: N/A 6. Policy/Staff mplications: Fire Department administrative offices will be located at this facility when completed. County Paramedic Services will be relocated from their existing Campbellford base to this location. 7. Major Benefits: Construction of the Campbellford Emergency Services Base fulfills the recommendation of the 2012 Strategic Master Fire Plan. n doing so, the issues surrounding the aging existing facility including space limitations and structural problems are addressed. From a fire service perspective, the response times to incidents will remain unchanged and the facility will now include additional bays to accommodate reserve vehicles and potential growth; space for officers including the Fire Chief; radio, training and meeting room space; and equipment and records storage. Consolidation of services at one facility may also lead to operating efficiencies. 8. Financial Analysis: The cost of building this shared facility is estimated at $6,725,723. n order to determine a cost allocation method, the dedicated square footage for each service was calculated. The common area construction costs were allocated on the same percentage basis. Equipment and interior finishes required specifically for use by only one service were identified separately. A breakdown of the total project budget is outlined below: Construction Cost Breakdown Description Breakdown Elevator Total Fire at 66% 4,293, , ,418,404 Paramedic at 17% 1,119, ,119,005 Administrative at 16% 1,063, , ,188,314 Total 6,725,723 The estimated cost to the Municipality of Trent Hills for the Fire Station and Administrative use is $5,606,718 plus applicable taxes. The Strategic Master Fire Plan completed 5 years ago estimated a cost of $6.7M to $7.3M for a two storey fire station. The annual debt servicing cost on a $5.7M loan is estimated to be approximately $400,000 per year using on an interest rate of 4.5% and a 25 year term. Based on information available in 2017, this equates to an approximate cost of $30 for every $100,000 of assessment. An internal review was completed for this project utilizing the Capital Projects Prioritization Matrix. This project evaluation tool provides weighted criteria to assess projects and determine an overall project ranking. The Campbellford Emergency Services Base project scored 28 points. Factors

4 considered were the necessity to fund this project from debt, the expected increase in operating costs, strategic alignment, consolidation of services and risk mitigation. Further financial details will be brought forward in a report to Council should the project be approved to proceed. 9. Means of Communicating Decision: Council's decision is recorded in the meeting minutes.

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