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HomeMy WebLinkAbout2.b. Y2K Contingency Plan Update CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION COMMITTEE OF THE WHOLE MEETING DATE: JCTLY 14, 1999 AGENDA ITEM: Y2K UPDATE AGENDA NO.: a. 8. PREPARED BY: SUSAN M. WALSH ASSISTANT TO ADMII�TISTRATOR ATTACHMENTS: CONTINGENCY PLANS APPROVED BY: Department Directors Kalstabakken,Aker and Osmundson will review their respective contingency plans in the event city services are disruptive because of Y2k problems. City staff feels there will be no problems on or about January 1, 2000,but contingency plans were put together to cover any problems that may arise and disrupt city services. Contingency plans have been developed for the following areas: • 911 and Emergency Telephone • Transportation—emergency Evacuation • Paging and Emergency Call Back • Emergency Response Staffing • Potable Water and Sanitary Sewer Systems These contingency plans were developed for what staff has identified as critical city services. These are also the plans that need to be in place if the City wishes to apply for extended Y2k coverage with the League. Y2K CONTINGENCY PLAN System: 9-1-1 and Emergency Telephone Risk Class: High-Critical Department: Police and Fire Date: Created By: Police Chief Kalstabakken and Fire Chief Aker Department Head Approval Date Objective of the Plan: Provide a method to report police,fire and medical emergencies if the telephone system fails. Criteria for Invoking the Plan: Failure of the 9-1-1 and the telephone system. Expected Life of the Plan: Two hours to three days. Roles,Responsibilities, and Authority: The police chief will be responsible for operation of this plan. Police and fire personnel will be assigned as needed. If the police chief is t�navailable, the police lieutenant will be responsible to implement the plan. Procedures for Invoking Contingency Mode: The on-duty supervisor or senior police officer tivill monitor the telephone system beginingDecember 30, 1999. If a problem is discovered, the police and fire chiefs shall immediately be notified. Notification may be done by use of cellular telephone,pager, radio or in person contact. Additional personnel may also be ordered to report for dicty. Contact numbers are: Police Chief Kalstabakken Cell 651-485-1837, Pager 651-847-0006 Fire Chief Aker Pager 651-847-0050 Police Lt. Kuhns Cell 651-485-1845, Pager 651-847-0008 Asst. Fire Chief Haeg Pager 651-847-0049 Procedures for Operating in Contingency Mode: Personnel will be assigned to staff the Police Department and Fire Station #1 on a twenty four(24) hour basis. At least one person tivill be at or near the main entrance of each building to watch for and assist any citizens that conte to the building for assistance. The calls for service will then be dispatched to the appropriate police or fire unit via the radio or cellular telephone. Each building will be equipped with a base radio, hand-held radio and cellular telephone. Resource Plan for Operating in Contingency Mode: The minimum personnel requirements include; two (2)firefighters, two (2)police secretaries or community service officers. Police reserve officers may be used to supplement the staffing. This plan assumes the use of a 12 hour shift schedule. Other on-duty personnel will take visible positions throughout the community when they are not responding to calls for service. Locations may include; the main entrance to Dakota County Technical College, driveway near the intersection of County Rd. 42 and Hwy. 3 and intersection of Hwy. 3 and 145`h St. Criteria for Returning to Normal Operating Mode: The emergency communication plan will be kept operational until telephone service has been restored for at least one continuous hour. Procedures for Returning to Normal Operating Mode: When telephone service is restored personnel assigned to this duty will be return to normal duties and hours. Estimated Cost of the Plan: Per Day Costs include $400 for police personnel. Per Day Costs include$200 for fire personnel Post Contingency Plan: A debriefing of assigned personnel will be conducted by the police and fire chiefs. Operations of the emergency communications plan will be critiqued. Testing of Contingency Plan: The plan will be reviewed and discussed at department meetings of the police and fire departments. YZK CONTINGENCY PLAN System: Transportation --Emergency Evacuation Risk Class: Moderate Department: Police and Fire Date: Created By: Police Chief Kalstabakken and Fire Chief Aker Department Head Approval Date Objective of the Plan: Provide transportation for evacuations for persons without their own vehicle or other means of transportation. Criteria for Invoking the Plan: An evacuation occurs due to tivide spread gas or electric outages or other emergencies. Expected Life of the Plan: Six (6) hours to three (3) days. Roles, Responsibilities, and Authority: An evacuation will be recommended by the police and/or fire chiefs. Authority to order evacuation will be made by the mayor and city council members. The fire chief or designee is responsible for contacting the emergency transportation providers. Procedures for Invoking Contingency Mode: The on-da�ty supervisor or senior police offtcer will monitor the city for any wide spread natural gas or electric power outages. The Emergency Operation Center will be activated if the outage cannot be quickly attributed to a cause that can be expected to be repaired quickly. Procedures for Operating in Contingency Mode: Fire personnel will be assigned to coordinate the evacuation of residents and citizens in the area to be evacuated. This will include establishing a staging area for transport vehicles,pick-up sites for persons to gather, evacuation routes and final destinations. Police personnel will coordinate traff c control to facilitate smooth traffic flow during the evacuation process. Resource Plan for Operating in Contingency Mode: Sta�ng needs will vary depending upon the number ofpersons or households to be evacuated. Minimum personnel needs for evacuation will require two (2) drivers, two (2)police officers and two (2)fire fighters. Criteria for Returning to Normal Operating Mode: When the designated area has been successfully evacuated and no further evacuations are anticipated operations will return to normal. The evacuation plan will be reactivated when residents are returned to the area. Procedures for Returning to Normal Operating Mode: At the completion of the evacuation, police and fire personnel may be reassigned to other duties. Drivers will be released. Estimated Cost of the Plan: Two (2)police officers for 24 hrs. are $1680 at overtime compensation. Two (2) drivers are estimated to cost$400 per day. Firefighters for 24 hrs. are estimated at$2000. Post Contingency Plan: The personnel involved in the evacuation and a sampling of the persons evacuated will be debriefed to critique the plan for future implementation. Testing of Contingency Plan: The plan will be discussed and reviewed with fire and police personnel at department meetings. Y2K CONTINGENCY PLAN System: Paging and Emergency Call Back Risk Class: Moderate Deparhnent: Police and Fire Date: Created By: Fire Chief Aker Department Head Approval Date Objective of the Plan: Provide a method to test the paging system after 12:01 a.m. on January 1, 2000 and a response plan if the paging system fails. Procedure: At approximately 00:45 hours on January 1, 2000, a firefighter stationed at Fire Station#1 will conduct a test of the fire all-page system. All firefighters not on-duty will be expected to check for receipt of the page. If the page is not received, firefighters should immediately report to the station. YZK CONTINGENCY PLAN System: Emergency Response Staffing Risk Class: Moderate Department: Police and Fire Date: Created by: Chief Kalstabakken and Chief Aker Department Head Approval Date Objective of the Plan: The objective is to provide staffing that is adequate to respond to the anticipated increase in the calls for service related to the end of the millenium. Criteria for Invoking the Plan: The plan will be invoked from December 28, 1999 through .Ianuary 7, 2000. Adjustments will be made as calls for service are monitored during the time of the additional staffing. Expected Life of the Plan:December 28, 1999 through.Ianuary 7, 1999. Roles,Responsibilities and Authority: The police and fire chiefs are responsible for developing the staffing plan, monitoring its operation and making adjustments as necessary to increase or redicce staffing levels. Procedures for Invoking Contingency Mode: The police and fire chiefs will issue schedules to provide for additional staffing. Schedules shall be developed and posted in time to provide notice to department staff of the scheduling plan. A call-out contingency plan will also be developed in the event additional personnel are needed. Resource Plan for Operating in Contingency Mode: Additional staffng will include a records secretary and/or community service officer to answer telephone calls or walk-in customers on December 31, 1999 from 9:00 P.M. to 2:00 A.M. And January 1 and 2, 2000 from 8:00 A.M. to I1:00 P.M. Tivo additional police officers will be scheduled for patrol duties from December 28, 1999 to.Ianuary 8, 2000. Two (2)firefighters will be scheduled to staff Station #1 8 P.M. to 2 A.M. Eight additional firefighters will be scheduled from 10 P.M. to 2 A.M. Those firefighters will be positioned in designated zones throughout the community to more quickly respond to calls for service. It is anticipated that an increase in alarm calls may occur and the on-duty personnel will respond and confirm the alarm to determine if additional personnel should be called back. Criteria for Returning to Normal Operating Mode: The normal staffing and schedule will resume on January 9, 2000 unless problems still persist at levels unmanageable by normal staff ng. Procedures for Recovering Lost or Damaged Data:Not Applicable Estimated Cost of the Plan: $4320-- Overtime and holiday pay for police personnel. $800—Pay for firefighters. Post Contingency Plan: The police and fire chiefs will hold a debriefing with personnel that worked the additional hours. A critique and analysis will be conducted to evaluate the plan. Testing of Contingency Plan: The staffing plan will be reviewed at department meetings beginning in June 1999. Staff will be updated with changes to the plan as the changes are made. � � PUBLIC WORKS Y2K CONTINGENCY PLAN �� � POTABLE WATER AND SANITARY SEWER SYSTEMS Problem: The City loses electrical power which causes shut-down of lift stations, monitoring problems and possible sewer back-ups and the shut down of all wells. Contingency Plan: Take system off line and operate manually. Immediately get the word out to radio and T.V. stations to encourage use restrictions. Utilize emergency generator at Lift Station Numbers 5 and 4 to prevent sewer back-ups. Monitor Lift Station Numbers 1 , 2 and 3 for sewage elevations. During the day of the 31 st operate the wells manually to raise water levels in the water towers. Begin operation of diesel back-up on Well #3. If sanitary sewer back-up is impending, warn residents in ascending order from lift stations. Call Apple Valley for permission to utilize City inter-connect. Person in charge: Public Works will have a minimum of two people working from 1 1 :00 to 1 :30 at a minimum. Rick Cook will be in charge and all other Public Works personnel will be on-call, including the Engineering Department. Resources Needed: Extra staffing, written procedures for operating in manual mode, list of locations and contact people for radio and T.V., list of residents effected in a prioritized list.