STAFF REPORT

December 3, 1999

To: Budget Advisory Committee

From: Acting Commissioner, Corporate Services

Subject: Security System Upgrades At Various Key City Facilities

(submitted as part of the group of Transition Projects)

Purpose:

To provide the Budget Advisory Committee with an overview and justification for the enhancement of building security at various key city facilities through the replacement or installation of a basic proximity card reader security system incuded as a new item under the group of Transition Projects as part of the capital works program.

Financial Implications and Impact Statement:

The complete installation/replacement of the security systems at various City buildings is expected to cost about $800 thousand. The buildings identified for security upgrade are: North York Civic Centre, Scarborough Civic Centre, East York Civic Centre, York Civic Centre, 75-81 Elizabeth Street, 112 Elizabeth Street, and 90 Niagara.

Recommendations:

It is recommended that:

The funding for the upgrade and replacement of the security systems at various City buildings, estimated at $800 thousand, be approved.

Background:

Currently, the North York, Scarborough, Etobicoke, and York Civic Centres have some form of a card access security system. The systems at North York and Scarborough, are antiquated, prone to breakage and downtime, and requires total replacement. The systems at Etobicoke and York Civic Centres consist of a few readers running off of antiquated security systems. These systems are not expandable and require replacement.

The East York Civic Centre, 75-81 Elizabeth Street, 112 Elizabeth Street, and 90 Niagara have various types and degrees of after hour intruder alarm systems. The system at the East York Civic Centre no longer functions and was shutdown more than five years ago. The systems at 75-81 Elizabeth Street, 112 Elizabeth Street, and 90 Niagara are minimal and were obtained through different companies. These systems are monitored by external monitoring firms thereby requiring the City to pay for monthly monitoring and maintenance agreements.

Metro Hall, Toronto City Hall, Old City Hall, 590 Jarvis, the Records & Archives facility, 703 Don Mills Road, and 14 Social Services offices all utilize the same access control system thereby allowing an employee to use the same card for access and identification at each facility. The access control software is resident at one facility and all facilities share the same database/ software ensuring cost effectiveness and security. The security systems are up to date, expandable, and interchangeable.

Comments:

The overall philosophy for security at the key city facilities is to provide a base security system which will allow authorized after hours access control and intrusion detection in a cost-effective manner. This system would be standardized to match the existing systems already utilizing the one card access scenario.

The software is state of the art, can easily accommodate the present and future requirements for complete building security, and is year 2000 compliant. The one card technology allows a single card to be programmed for multiple facilities providing related cost savings. This system is currently used at 20 city facilities including Metro Hall, City Hall, and Old City Hall.

Having all access cards on the same database is cost-effective in many ways. Only one access/ID card is necessary to gain access to various facilities thereby saving the cost of making numerous cards. Additionally, staff transferring to a different facility are not required to obtain a new card thereby not only saving the time, materials, and labour necessary to produce and provide a new card but also saving the employees time from having to attend a badging session to provide photo ID.

In many of the other city facilities, access cards were produced and programmed by various staff - Human Resources, Building Managers, outside contractors, etc. With cards on the same database, card production and programming is completed by Security staff with the ability to program cards 24 hours per day (also providing the benefit of a quick turn around time).

Providing key City facilities with a similar access control / intrusion alarm system allows for building to share certain access control standards, enhance overall building security, and enable easier after-hours access. It is difficult for an employee to gain access after-hours at most key facilities and for a Security Guard (if one is provided) to determine whether the individual is indeed an employee and whether they are permitted to enter certain areas/facilities after-hours. Having a card reader at key entrance doors allows authorized employees quick access to their facilities and allows quick verification for Security staff.

A base security system also allows for greater flexibility, adaptability, and expansion. Presently at most Civic Centres, key areas are equipped with "panic" buttons which ring to an off-site monitoring company who then either dispatches a private security guard firm or the police. This service is costly as each area must pay for a monthly monitoring contract and false alarms can result in the Police refusing to attend further alarms under the City of Toronto's Police False Alarm Reduction Program. With a base security system in place, these "panic" buttons can be hooked into the base system which when activated would automatically notify the Security Control Centre and any other staff deemed appropriate. This set-up would eliminate the need for monthly external contracts, as all services would be provided in house by Corporate Security.

Since the systems are interchangeable, it is possible to relocate the base components of the security system from one facility and install them into a new facility or to enhance an existing system. This would be a probable set-up if the City were to sell a facility that had the City standard security system installed.

The total cost of all the security system improvements discussed above for the North York, Scarborough, East York, and York Civic Centres, as well as 75-81 Elizabeth Street, 112 Elizabeth Street, and 90 Niagara, is estimated at $800 thousand.

Conclusions:

Presently, it is very difficult to provide a basic, standard level of security to key City facilities with the current, antiquated systems or lack thereof. Without basic access control and the ability to monitor facilities it is becoming increasing difficult for buildings, assets, and employees to be protected. Approving the required funds to replace and/or install a basic security system at key city facilities will provide numerous cost-effective benefits and allow for required, upgraded, overall security.

Contact:

Chris Hubbard

Director, Facilities Operations

Corporate Services Department

Tel: 397-5151 Fax: 397-0825

Brenda Glover

Acting Commissioner, Corporate Services Department