Merging of Emergency Radio Teams – Colwood and View Royal Staff Report

MERGING OF EMERGENCY RADIO TEAMS – COLWOOD AND VIEW ROYAL

RECOMMENDATION:

THAT Council approve the merging of the View Royal Emergency Radio Communications with the Colwood Emergency Radio, under one coordinator that will serve both municipalities.

PURPOSE:

To seek approval to merge the Town of View Royal’s Emergency Radio Communications Team with the City of Colwood’s Emergency Radio Team.

TIME CRITICAL:

Although the teams are currently working closely together, the intention is to formally merge the teams and begin a new leadership stipend program by January 1, 2023.

BACKGROUND:

The Emergency Radio teams from the City of Colwood and Town of View Royal have worked independent of each other for decades. However, in the past few years the Colwood Radio Team has experienced challenges attending the weekly municipal net and therefore equipment and training were not being sufficiently maintained. At times, View Royal has also had challenges with recruitment and retention from time to time for reasons such as retirements, moves and health issues.

In early 2022, with leadership from Colwood’s new Assistant Fire Chief responsible for emergency management and View Royal’s Emergency Radio Coordinator, the Colwood Emergency Radio team has been receiving support and assistance from View Royal to ensure their weekly net is running again. Old members are returning and the team is becoming functional again.

DISCUSSION:

In 2008 the Colwood and View Royal Emergency Support Services (ESS) teams merged into one team and have since enjoyed remarkable success. Benefits of this union included more efficient access to and use of resources for both municipalities; improved opportunities for volunteers to gain experience and utilize training because of increased probability of callouts; and streamlined and standardized operations for ESS. It is expected we would see the same benefits by merging the Colwood and View Royal Radio teams.

In the event of a disaster, the deployment of resources from both municipalities would be combined thereby allowing emergency managers from both municipalities to ensure resources are tasked where they are most needed unconstrained by municipal borders.

FINANCIAL IMPLICATIONS:

Cost savings could be realized through streamlined administration and some cost sharing around training, administration, recruitment and stipends. However, it is expected due to the increase in responsibilities of the Emergency Radio Coordinator that an increase in stipend would be appropriate and would be shared with the City of Colwood. Additionally, the creation of one or two stipend Radio Station Manager positions in Colwood will generate added expense to the City of Colwood. For View Royal, cost increases would be negligible.

The five-year agreement will include a 50/50 funded Emergency Radio budget from Colwood and View Royal totalling $9,000 ($4,500 each) that will cover four station managers and one Emergency Radio Coordinator stipends, uniform items, promotional items and services, consumables, and small tools and equipment. View Royal will manage the administration and budget for the Emergency Radio Team with support from Colwood. Both municipalities will continue to fund larger items such as radio equipment and antennas from their respective emergency management budgets.

ALTERNATIVES:

Alternatives include maintaining the status quo while encouraging/supporting Colwood as partners in emergency management; include the District of Langford in the future; continue as separate managed teams with the risk of reducing emergency communications effectiveness and operational capability for both municipalities.

CONCLUSION:

The merging of the Colwood and View Royal teams does not have a downside other than minor financial implications for Colwood. The operational and administrative benefits however are considerable for both municipalities. The teams have met and have been working together over the past few months and are enthusiastic about the prospects of formalizing their union and improving emergency communications in the Westshore.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

Draft – Emergency Radio Team Agreement