County of Haliburton Emergency Services Committee Agenda Wednesday, March 8, 2017 10:00 A.M. County Council Chambers Page 1. APPOINTMENT OF CHAIR AND VICE CHAIR Appointment of Committee Chair Appointment of Committee Vice-Chair 2. ADOPTION OF AGENDA 3. DISCLOSURE OF PECUNIARY INTEREST 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING 2-4 Minutes from the November 9, 2016 Meeting 5. DELEGATIONS 6. DEPARTMENT UPDATES AND RECOMMENDATIONS 7. ITEMS OF BUSINESS 5-10 Haliburton Paramedic Service 2016 Call Volume Report 11 Request for Quote to purchase and/or lease (RFQ) to acquire new paramedic defibrillators. 12 Update of Road to Mental Readiness (R2MR) Program 8. CLOSED SESSION 9. REPORT FROM CLOSED SESSION 10. ADJOURNMENT Page 1 of 12
County of Haliburton Emergency Services Committee Minutes Wednesday, November 9, 2016 Haliburton County Council Emergency Services Committee convened a meeting on Wednesday, November 9, 2016 at 11:10 a.m. in the County Council Chambers with the following in attendance: Council: Staff: Councillor Suzanne Partridge, Chair Councillor Cheryl Murdoch, Vice Chair Councillor Liz Danielsen Councillor Andrea Roberts Warden Carol Moffatt Michael Rutter Michele Moore Craig Jones Deputy Reeve Deputy Reeve Deputy Reeve Deputy Reeve Reeve CAO/County Clerk Deputy Clerk Chief & Director of EMS Highlands East Minden Hills Algonquin Highlands Dysart et al Algonquin Highlands ADOPTION OF AGENDA The Chair called the meeting to order at 11:10 a.m. Motion No. E. 37 2016 Moved by: Councillor Andrea Roberts Seconded by: Warden Carol Moffatt CARRIED Be it resolved that the November 9, 2016 agenda for the Haliburton County Emergency Services Committee be approved. DISCLOSURE OF PECUNIARY INTEREST The Committee members did not disclose any pecuniary interest. Page 2 of 12
ADOPTION OF MINUTES FROM PREVIOUS MEETING Minutes of the October 12, 2016 Meeting The draft minutes of the October 12, 2016 meeting of the Haliburton County Council Emergency Services Committee were circulated to the members for approval. Motion No. E. 38 2016 Moved by: Councillor Liz Danielsen Seconded by: Councillor Andrea Roberts CARRIED DELEGATIONS None Be it resolved that the minutes of the October 12th, 2016 meeting of the Haliburton County Council Emergency Services Committee be adopted as circulated. DEPARTMENT UPDATES AND RECOMMENDATIONS ITEMS OF BUSINESS Pre-budget Approval to Purchase Ambulance The Committee reviewed the staff report recommending the early purchase of one ambulance in 2016 to achieve savings offered by the manufacturer. The Paramedic Chief confirmed that alterations could be made to the box of the ambulance at a later date if required due to changing specifications. (i.e. power stretchers, etc.) In response to a question from Committee, the Paramedic Chief confirmed that his recommendation is to purchase a single stretcher ambulance as this allows for a safety seat where the paramedic can sit facing forward and be buckled in with a 3 point harness at all times. Motion No. E. 39 2016 Moved by: Councillor Cheryl Murdoch Seconded by: Councillor Liz Danielsen CARRIED Be it resolved that Haliburton County Council Emergency Services Committee receives the November 09, 2016 staff report and recommends to Haliburton County Council that it authorize a pre-budget approval to purchase one ambulance in order to achieve a three (3) percent savings offered by the manufacturer. Provincial Ambulance Dispatch Update The Committee reviewed the staff report on the Provincial initiative to review the land ambulance dispatch model. Page 3 of 12
Motion No. E. 40 2016 Moved by: Councillor Liz Danielsen Seconded by: Warden Carol Moffatt CARRIED Be it resolved that the Haliburton County Council Emergency Services Committee receives the November 09, 2016 staff update on the Provincial initiative to review the land ambulance dispatch model for information purposes only. CLOSED SESSION No Closed Session REPORT FROM CLOSED SESSION No report ADJOURNMENT Motion No. E. 41 2016 Moved by: Councillor Andrea Roberts Seconded by: Councillor Cheryl Murdoch CARRIED Be it resolved that the November 9th, 2016 meeting of the Haliburton County Council Emergency Services Committee now adjourn. With no further business, the meeting adjourned at 11:25 a.m. Certified Correct Councillor Suzanne Partridge, Chair Michael Rutter, CAO/County Clerk Page 4 of 12
County of Haliburton P.O. Box 399 11 Newcastle Street Minden, Ontario K0M 2K0 705-457-1616 phone 705-286-4829 fax Warden: Brent Devolin Jim Young, Deputy Chief Department of Emergency Services jyoung@county.haliburton.on.ca To: From: Re: Chair, and Members of Haliburton County Council Emergency Services Committee Jim Young, Deputy Chief Department of Emergency Services Haliburton Paramedic Service 2016 Call Volume Report Date: March 8, 2017 Recommendation: That Haliburton County Emergency Services Committee receives the March 8, 2017 staff report on the Department of Emergency Services 2016 Final Call Volume Report for information purposes only. Background The Ministry of Health provides the service access to dispatch data through a system called Ambulance Dispatch Reporting System (ADRS). Haliburton County Paramedic Service (HCPS) is providing members of the Council with call information up to December 31, 2016, inclusive of years 2013, 2014, 2015, 2016 as a final report. All data presented has been accessed from the ADRS system in March of 2017. Analysis: 2016 saw HCPS experience a 7.27 % increase in total call volume compared to 2015. Since 2013 call volumes have increase 19.47% with no additional resources added. HCPS Total Call Volumes 2013-2016 (table 1) Page 5 of 12
We continue to attempt to reduce non-emergent calls (code 1&2), as compared to 2015. The intent of these reductions is to ensure our Ambulances are available for emergency calls. We continue to monitor and make necessary adjustments to the deployment plan to ensure appropriate allocation of our resources, we have proactively been collaborating with Hospital administration to ensure each organization understands the challenges we are presented with. The deployment plan is the operational guideline that the Central Ambulance Communication Centre (CACC) must follow in the deployment of our resources. The following description is from our deployment plan outlining under what circumstances HCPS will conduct code 1&2 transfers. ASSIGNING CODE 1 AND 2 LOW PRIORITY TRANSFERS Non-urgent low priority transfers (Code 1 & 2) will be assigned from: 07:00-23:00 if 3 vehicles are available and the transfer is within Haliburton County 11:00-19:00 if 4 vehicles are available and the transfer is outside of Haliburton County No Code 1 and 2 transfers are to be assigned from 23:00-07:00 Vehicles providing temporary up-staffing to meet deployment needs, or special event coverage, shall not be considered as part of the County when determining availability of vehicles for non-urgent transfers. Emergency calls (code 3&4) performed by HCPS were up by an additional 223 calls as compared to 2015; this is an 8.3 % increase in emergency call volume. The primary concern with increases in call volumes is our ability to meet our response time plan. Standby calls (code 8) have seen an increase of 243 calls; our deployment plan requires fluid movement of our Ambulances in an attempt to provide emergency coverage by positioning resources in the geographical areas that have had historically higher call volumes. In addition to the positioning of resources to provide emergency coverage a code 8 may be generated for a fire or police incident where Ambulance presence has been requested. We have worked in collaboration with the CACC to ensure that movements are accurately tracked by the issuance of a call number. Cross Border Table 1 includes the calls HCPS responded to within Haliburton County and other neighboring Counties however it does not include the 327 calls (table 2) other Counties responded into Haliburton County. It is important to note that the number of calls that have been responded to within Haliburton County by other Counties has continued to increase over the last 2 years. HCPS has seen a relatively neutral change in response outside of Haliburton County. We continue to attempt to mitigate this concern by collaborating with neighboring Counties and developing changes in our deployment plan. See wording below; Code 3 CACC assignments are the responsibility of the municipal paramedic service in which the call originates. Neighbouring paramedic ambulances in another County or region will only be assigned by CACC to a Code 3 if the Code 3 hold time has been exceeded. PAGE 2 Page 6 of 12
Cross Border Calls (table 2) PAGE 3 Page 7 of 12
Call Prioritization and Type Of our patient carrying calls 57.6% of them were dispatched as a life threatening emergency code 4, however we only returned on a code 4, 15.6% of the time. The dispatch CAD tool over prioritizes calls. PAGE 4 Page 8 of 12
Although call types can be extremely varied I have listed the top percentiles. You will note they are very consistent from year to year. 2016 2015 Call volume by station Tables 3 and 4 display our total call volume broken down by base. Table 3 is total calls, and table 4 shows the number of code 8 calls each station does. Our Haliburton base is our busiest base. It should be noted that we operate 2 vehicles out of that base and therefore the call volume is reflective of that. Haliburton Base 1-24 hour Ambulance 1-12 hour Ambulance Minden Base Tory Hill Base 1-24 hour Ambulance 1-12 hour Ambulance PAGE 5 Page 9 of 12
HCPS Call Volume by Station (table 3) Base Volume Code 8 (table 4) In the completion of 6061 calls HCPS traveled over 364,355 km and used over 73,520 litres of fuel. In comparison 2014 saw HCPS travel over 336,000 km using 60,500 litres of fuel. Financial Impact: Attachments: Reviewed by: N/A None Michael Rutter, CAO PAGE 6 Page 10 of 12
County of Haliburton P.O. Box 399 11 Newcastle Street Minden, Ontario K0M 2K0 705-457-1616 phone 705-286-4829 fax Warden Brent Devolin Jim Young, Deputy Chief Department of Emergency Services jyoung@county.haliburton.on.ca To: From: Re: Chair, and Members of Haliburton County Council Emergency Services Committee Jim Young, Deputy Chief, Department of Emergency Services Request for Quote to purchase and/or lease (RFQ) to acquire new paramedic defibrillators. Date: March 8, 2017 Recommendation: Background Analysis: Financial Impact: Attachments: Reviewed: That Haliburton County Council Emergency Services Committee receives the March 1, 2017 staff report seeking permission to issue a RFQ seeking bids for the purchase/lease to replace the paramedic service defibrillators as outlined in our capital asset replacement plan and that it recommends to Haliburton County Council that staff be directed to issue the defibrillator RFQ. As part of the capital asset replacement plan for 2017 the Paramedic Services requires the replacement of its paramedic defibrillators as they have reached their 7 year life span. The defibrillators that are being replaced were all purchased after the G8 Conference that was held in Ontario. We currently have 7 defibrillators within the ambulances. Changes to the Emergency Health Services Branch Ministry of Health and Long-Term Care Provincial Equipment Standards for Ontario Ambulance Services, Version 3.1, 2017 will require us to acquire 8 units, the extra 1 defib will be stocked in a ERV dedicated as a RESPONSE ERV the same as the ambulance`s, The other 2 ERV`s are dedicated as COMMAND and do not require a paramedic defibrillator. Our current defibrillators were acquired in 2010 and as such were scheduled for replacement in 2017. In consultation with the CAO it has been recommended that we issue a RFQ with the option of leasing or purchasing. In the event Council decides to purchase the units we would look to obtain financing (loan) to fund the purchase. There are 3 providers of paramedic defibrillators that meet the requirements outlined by the Emergency Health Services Branch Ministry of Health and Long-Term Care in the Provincial Equipment Standards for Ontario Ambulance Services, Version 3.1, 2017. The RFQ will seek a trade-in value for our current units, however the amount is not anticipated to be significant. The process will see the bids reviewed and the units evaluated, with the resulting information being used to form a recommendation to Committee and Council prior to acquisition. On approved budget, through debt or operating lease. None Michael Rutter Page 11 of 12
County of Haliburton P.O. Box 399 11 Newcastle Street Minden, Ontario K0M 2K0 705-457-1616 phone 705-286-4829 fax Warden: Brent Devolin Jim Young, Deputy Chief Department of Emergency Services jyoung@county.haliburton.on.ca To: From: Re: Chair, and Members of Haliburton County Council Emergency Services Committee Jim Young, Deputy Chief Department of Emergency Services Update of Road to Mental Readiness (R2MR) program Date: March 8, 2017 Recommendation: That Haliburton County Council Emergency Services Committee receives for information the March 8, 2017 staff report on the staff training initiatives for the R2MR (Road to Mental Readiness) Program. Background In October 2016 we sent 2 staff member to be trained, to provide R2MR training to the rest of our staff. To provide support is critical and is often all that is needed to assist employees through the normal recovery after stressful incidents. In fact, evidence has shown that while most persons may experience some physical or emotional symptoms after an exposure to a potentially traumatizing event, the great majority of these persons will recover. This training will assist staff in identifying, coping and recovering from a traumatic event, and assisting each other through a stressful incident, decreasing the outcome of a PTSD diagnosis. Analysis: In June 2017 as part of our CME (Continuing Medical Education) we are providing 4 hours of R2MR training to all of our staff. The department is working on a policy and will be issuing a policy on R2MR, after the CME day. Financial Impact: Attachments: Reviewed: $10.00 per participant, plus18 hours for trainers (Within Budget) None Michael Rutter Page 12 of 12