COUNCIL-IN-COMMITTEE OPEN MEETING COMITÉ PLÉNIER SÉANCE OUVERTE AU PUBLIC

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1 COUNCIL-IN-COMMITTEE OPEN MEETING COMITÉ PLÉNIER SÉANCE OUVERTE AU PUBLIC Date: Tuesday, February 20, 2018, 7:00 p.m. Location: Second Floor Committee Room, City Hall, Fredericton Date: le mardi 20 février 2018, 19 h 00 Endroit: Salle des comités au 2e étage, l hôtel de ville de Fredericton 1. Agenda Conflict of Interest 1. Ordre du jour Déclaration de conflit d'intérêts Members of Council must disclose if they have a conflict of interest in any matter which is the subject of consideration before Council. Les membres du conseil sont tenus de signaler tout conflit d'intérêt avec un point dont le conseil est saisi. 1.1 Municipal Emergency Measures Organization Overview (15 mins) PowerPoint Presentation Presented by: 1.1 Aperçu de l'organisation municipale des mesures d'urgence (15 min) Présentation PowerPoint par: 1 Wayne Tallon, Director, Emergency Measures Organization Wayne Tallon, directeur, Organisation municipale des mesures d'urgences 1.2 Electronic Meetings (15 mins) Administrative Report Presented by: 1.2 Réunions électroniques (15 min) Rapport administratif présenté par: 26 Jennifer Murray, City Clerk Jennifer Murray, secrétaire municipale

2 City of Fredericton Municipal Emergency Measures Organization (MEMO) Wayne Tallon EMO Director February 05 th,

3 Overview Emergency Measures Act and City By-Law S-3 Emergency Management Functions EMO Organization Chart & Partners Emergency Operations Centre (EOC) & Activation Levels Service Fredericton Social Media & EMO Website Salvation Army Shelter & Power Restoration Priorities Storm Water Resiliency Mactaquac Generating Station Emergency Plan Senior and Pet Brochures Active Threat and Ice Storm Report What are we working on? 2

4 NBEMO Emergency Measures Act Each municipality (main points of act relating to municipality) (a) shall establish and maintain a municipal emergency measures organization, (b) shall appoint a director of the municipal emergency measures organization and prescribe his or her duties, which shall include the preparation and coordination of emergency measures plans for the municipality, (c) shall appoint a committee consisting of members of its council to advise it on the development of emergency measures plans, (d) shall prepare and approve emergency measures plans, 3

5 City of Fredericton By-Law No. S-3 Appointment of EMO Director by Council Establishment of an Emergency Operations Centre (EOC) Provides ability to negotiate agreements between the City and Provincial Government, Federal Government, other municipalities or other agencies Allows for the declaration of a Local State of Emergency Establish mutual aid agreements 4

6 Emergency Management 5

7 EMO Organization Chart 6

8 EMO Partnerships Canadian Red Cross Salvation Army Meals on Wheels FARC York Sunbury Search & Rescue We Care Horizon Health Ambulance NB Bell Aliant NB Power York Manor NB Health UNB NBEMO NB Social Development Fredericton Airport Village of New Maryland Town of Oromocto School District (Anglo West) Enbridge Gas Roadway Operations (Internal) Water & Sewer (Internal) Building Services (Internal) Transit (Internal) IT (Internal) Fredericton Police Fredericton Fire Communications/911 (Internal) 7

9 Emergency Operations Centre (EOC) Primary EOC is located at the Northside Fire Station EOC serves as the coordination hub for an incident response Provides a central intelligence arena for decision makers and response team personnel to gather critical information, coordinate response activities, and manage personnel as the emergency situation dictates Back-up power onsite During a large scale event EOC is staffed on a 24 hour basis Comprised of staff from various departments, external partners, duty officers and EMO Executive Group Self-sufficient laptops, tablets, TV s, phone system 8

10 EOC Activation Levels Level 1 Enhanced Monitoring: Continuous monitoring by EMO Executive group of an emergency situation that may require immediate EMO activation Level 2 Partial Activation: Once notified, selected members of the City EMO group may be called in to assist, in support of ongoing efforts towards an emergency Level 3 Full Activation: Once notified, all internal EMO members will report to the EOC. External partners and exact City staff required will vary depending on incident type 9

11 Service Fredericton Use Service Fredericton staff during EMO related incidents Knowledge of City streets, staff and services Assist EMO Duty Officers and receive incoming calls and direct staff accordingly Provide valuable communication to EOC Road closures Concerned citizens 10

12 Social Media Actively use Social Media before during and after an incident Preparedness Tips Provide vital information to citizens during an incident (shelter and reception centre locations/hours) Following an incident Recovery effort Twitter Over 12,000 followers Facebook Over 8000 followers 11

13 EMO Website To provide effective information on the website that the public can use before and during an emergency in order to: minimize risk/maximize safety for themselves and their property, reduce unnecessary burden on municipal services. EN: FR: 12

14 Salvation Army Shelter Agreement between City of Fredericton and Salvation Army in 2017 Salvation Army facility on St. Mary s Street will be used as a shelter during severe weather events or other incidents within the City Equipped with a large generator Facility can feed hot meals to 400 people per day Accommodate approximately people (sleeping) Salvation will provide staff or will call upon the Canadian Red Cross for additional support 13

15 Salvation Army Facility, 531 St. Mary s Street Kohler Generator installed, provides back-up power for entire facility 14

16 City of Fredericton Power Restoration Priorities EMO Group developed list of facilities that require power ASAP during an extended outage Reception Centres Fire Stations E & O Depots Met with NB Power staff to review list NB Power will do their best to restore power based on our needs during the incident 15

17 Storm Water Resiliency City of Fredericton proactive when replacing storm water piping Increased diameter of pipes installed (certain locations) Higher grade and quality of pipes Reaction to more intense weather events and climate change 16

18 Woodstock Road Culvert Replacement (2017) Old Culvert System New Culverts are 60% larger and fish friendly 17

19 Waterloo Row Culvert Replacement (2017) Old Culvert New round reinforced concrete culvert 50% larger 18

20 Mactaquac Generating Station Emergency Plan City of Fredericton EMO executive group worked with NB Power and NBEMO to develop an Emergency Response Plan for the Mactaquac Generating Station Plan completed over 18 month period Excellent plan around various scenarios Improved communication between all parties 19

21 Seniors Brochure 20

22 Pet Brochure 21

23 Active Threat Exercise Exercise held in the fall of 2016 Organizations : City of Fredericton EMO, Fredericton Police, Fredericton Fire and our partners at UNB Held at the Aitken Centre on UNB Campus Tested first responders dealing with active threat Tested UNB security and camera system Interaction between Police and UNB Security 22

24 2017 Ice Storm Report Province released Ice Storm report in spring of 2017 City of Fredericton EMO Group and Executive Group have reviewed all of the 51 recommendations Several of the recommendations will have an impact on the City of Fredericton For Internal review: Review and update Plans Communication to Public (re: Shelters) Public Preparedness (72 hours +) Vulnerable Populations Use of volunteers 23

25 What are we working on? Business Continuity Plan Back-up power for priority city facilities Vulnerable Persons Registry NBEMO lead Provincial Exercise for June 2018 Training for EOC staff Incident Command System (ICS) Notification System for Public 24

26 Questions? There is only one thing more painful than learning from experience and that is not learning from experience. Archibald MacLeish,

27 ADMINISTRATIVE REPORT CIC Open Session February 20, 2018 To: From: His Worship Mayor Mike O Brien and Members of City Council. Jennifer Lawson Murray, City Clerk Date: February 05, 2018 Title: Description: Electronic Meetings To determine parameters for electronic meetings OPEN OR CLOSED SESSION: This issue is to be discussed in an Open session of Council. ISSUE: Does City Council want to consider using technology to allow members of City Council to participate electronically in meetings? City Council needs to consider the parameters for electronic meetings including the type of equipment used, the number of times a member of City Council can participate electronically, and the number of members that can participate in this manner. BACKGROUND: As of January 1, 2018, councillors have the option of participating in meetings electronically. Subsection 69 of the Local Governance Act outlines the requirements and restrictions: Electronic meetings 69(1) Subject to this section and to a procedural by-law made under paragraph 10(2)(a), it is permitted to use electronic means of communication in a council meeting or a committee of council meeting if it allows members of council to hear and speak to each other and, in the case of a meeting that is open to the public, allows the public to hear the members. 69(2) Only a member of council who, at the time of the meeting, is outside of the local government or is physically unable to attend the meeting may participate in the manner referred to in subsection (1). 69(3) Except for reasons of disability, a member of council shall not participate in the manner referred to in subsection (1) at more than 25% of the regular council meetings held in a one-year period or at more than four special council meetings held in a one-year period. 69(4) A member of council who intends to participate in a meeting in the manner referred to in subsection (1) shall provide sufficient notice to the clerk to ensure that the relevant materials may be sent to the member and to ensure that the appropriate electronic means of communication are available and, if applicable, that the public notice referred to in subsection (7) is given. 26

28 2 69(5) A member of council who participates in a meeting closed to the public under subsection 68(1) in the manner referred to in subsection (1) shall, at the beginning of the meeting, confirm that he or she is alone. 69(6) A member of council who participates in a meeting in the manner referred to in subsection (1) shall be deemed to be present at the meeting. 69(7) If a council meeting or a committee of council meeting is open to the public, use of an electronic means of communication is permitted only if a notice of the meeting is given to the public that includes the following information: (a) a statement that an electronic means of communication will be used at the meeting; and (b) the location where the public may see or hear the meeting. DISCUSSION: Currently all members of City Council appear at Standing Committee Meetings, Council-in-Committee Meetings and Regular City Council Meetings in person. Section 69 under the new Local Governance Act now permits City Council to use electronic means of participating with the following restrictions: Council must be able to hear and speak to each other. In the case of public meetings, the public must be able to hear the members. The councillor must be outside of the local government or physically unable to attend, ie councillors can t call in from home or their office. Can only participate in no more than 25% regular council meetings in this way (unless for reasons of a disability) or no more than four special meetings. Need to notify the City Clerk who in turn needs to notify the public. Need to confirm in a closed session that the member of City Council is alone. In order to draft changes to the procedural by-law, staff would need City Council to consider the following questions: 1. Does City Council want to allow for some form of electronic meetings? 2. Should the chair of the meeting be allowed to participate electronically? 3. How many members of Coty Council should be allowed to participate electronically at the same meeting? 4. If there is a limit and more would like to participate than the limit, how should participants be chosen? 5. How many meetings should a member of council be allowed to participate electronically? Should the limit include Regular City Council and Council-in-Committee? 6. Should different rules apply to emergency meetings and special meetings? 7. Should a member be allowed to join electronically after a meeting is underway? 8. What time of electronic meetings should be permitted? Audio, Video, Both. 9. Should cell phone connections be allowed? 10. What happens if communication is lost during the meeting? 11. Who should be responsible for the costs? In what circumstances? Staff of the Finance, Innovation and Technology division has looked into video conferencing equipment for the second floor conference room for corporate purposes. This technology would allow employees to video conference, using technology such as Skype for business, which will enable the City to have electronic meetings with other jurisdictions, bring in speakers for training purposes, have meetings with our international partnerships and allow City Council to participate in Council-in-Committee and Standing Committee meetings when they are disabled or outside of the jurisdiction. Form No.: GOV-FRM-002 Service: Community Leadership Issue No.: 1.8 Issue Date: May 19, 2015 Printed On: February 15, 2018 May 25,

29 3 COUNCIL POLICY: The Local Governance Act and By-law No. A-14 A Procedural By-law of the City of Fredericton Municipal Council outlines the procedures for municipal meeting. FINANCIAL CONSIDERATION (Immediate Impact on Approved Budget): Preliminary quotes for a system in the second floor committee room that would allow the City to use technology such as Skype for business have been reviewed and would come out of the current Finance, Innovation and Technology budget. There would also be ongoing maintenance and replacement costs that would be part of the Finance, Innovation and Technology Budget. LEGAL CONSIDERATION: Depending on the direction and decision of City Council, staff of the Legal Division will work with staff of the City Clerk s Office to prepare the appropriate by-law amendment to By-law No. A-14 A Procedural Bylaw of the City of Fredericton Municipal Council. SUSTAINABILITY DUE DILIGENCE: This section should identify and explain the issue s impact on the economy, the environment and our community, as follows: the economic impact: As with all capital assets, this would require inclusion in our asset management plan to sustainable infrastructure and service provision. the environmental impact: n/a the social impact n/a. COMMUNICATION PLAN: Corporate Communications will work with the City Clerk s office to determine required communications when the by-law returns to Council. SPOKESPERSON: Jennifer Lawson Murray, City Clerk OPTIONS: City Council may direct the City Solicitor to draft amendments to -law No. A-14 A Procedural Bylaw of the City of Fredericton Municipal Council to allow members of City Council to participate at meetings through electronic means of communication. City Council may retain the status quo for City Council meetings. City Council may provide other direction. RECOMMENDATION: BE IT RESOLVED that the Council of the City of Fredericton hereby directs and authorizes the City Solicitor to draft amendments to By-law No. A-14 A Procedural By-law of the City of Fredericton Municipal Council to allow members of City Council to participate at meetings through electronic means of communication. Form No.: GOV-FRM-002 Service: Community Leadership Issue No.: 1.8 Issue Date: May 19, 2015 Printed On: February 15, 2018 May 25,

30 4 Prepared by: Jennifer Lawson Murray Approved by: Chris MacPherson Form No.: GOV-FRM-002 Service: Community Leadership Issue No.: 1.8 Issue Date: May 19, 2015 Printed On: February 15, 2018 May 25,