Contract re-negotiations, legal fees and delays have significantly hindered progress on a wildfire prevention measure in Harrison Hot Springs.
During the most recent Harrison council meeting, CAO Tyson Koch presented a report for the village council on progress toward installing a Sensenet wildfire detection system. Despite the significant difficulties, Koch expects the agreement will be finalized "very soon."
During the July 8 meeting, council authorized up to $20,000 be paid to Rogers from reserves to install a Sensenet wildfire detection system. The system would consist of 100 sensors, five gateways and three cameras.
The discussion to put the system in place dates back several months.
Back in April, the village council voted 3-2 against a SenseNet system to be deployed in the East Sector lands. Then-mayor Ed Wood attempted to recall the motion at a special council meeting later that month. Coun. Allan Jackson said he was concerned that the company and technology was very new and not time-tested.
The recall motion passed with Coun. Michie Vidal opposed. Due to technical difficulties, Wood declared Coun. Leo Facio's Zoom connection as disconnected and deemed him no longer in attendance; as such, his vote could not be counted one way or another.
On May 21, Wood declared a state of local emergency (SOLE), citing imminent threat of wildfire. At the time, the closest wildfire in the area was about 17 kilometres north of the village. Under the SOLE and without council's knowledge or consent, Wood entered into a $175,000 agreement with Sensenet and an agreement with a professional forester to clear fuel near the East Sector lands adjacent to certain parts of the village. The SOLE was cancelled the next day at the request of the Ministry of Emergency Management and Climate Readiness.
"This decisions came despite a staff report explicitly advising that Rogers was the designated service provider for the required services," Koch's report reads. "This premature and independent action has caused significant difficulties."
Because of the SOLE signings, Koch said both staff and legal counsel had to go into lengthy negotiations with Sensenet and Rogers to establish the right contract.
"This has caused notable delays in service delivery, which carry potential financial repercussions, including the costs of terminating the SenseNet contract and renegotiating terms with Rogers," Koch's report reads. "The contractual issues and work to establish suitable service agreements added a substantial administrative and financial burden to the village."
Koch called for clear communication in the future between elected officials and village staff.
"It is imperative that elected officials understand their obligations during a perceived threat or emergent situation and follow proper procedure to establish contract approval to prevent similar issues in the future," he wrote.
Jackson said Wood's intentions for signing the contracts during the SOLE were "likely good."
"If you don't understand contract law and how it works, you can see what you can get yourself into," he added. "It's easy to get into and very difficult to get out. I'm happy that the staff was able to get the legal procedure on track."
As of publication, the exact expense related to legal fees associated with fixing the contract has not been determined.
