Ordinance No. 9,448ORDINANCE NO. 9448
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN,
TEXAS, AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT
WITH THE GREATER HARRIS COUNTY 9 -1 -1 EMERGENCY NETWORK
TO ALLOW THE CITY TO PARTICIPATE IN THE NETWORK EARLY
WARNING SYSTEM; AND PROVIDING FOR THE EFFECTIVE DATE
THEREOF.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN,
TEXAS:
Section 1: That the City Council of the City of Baytown, Texas, hereby authorizes
the Mayor to execute an agreement with the Greater Harris County 9 -1 -1 Emergency Network to
allow the City to participate in the Network Early Warning System. Such agreement is attached
hereto as Exhibit "A" and incorporated herein for all intents and purposes.
Section 2: This ordinance shall take effect immediately from and after its passage by
the City Council of the City of Baytown.
INTRODUCED, READ and PASSED by the affirmative vote of the City Council of the
City of Baytown this the 10th day of October, 2002.
ATTEST:
GAMY W. SN ITH, City Clerk
APPROVED AS TO FORM:
JCT4ACIO RAMIREZ, SV., City Attorney
FAKaren\Files \City CounciIkOrdinanceMetwork Earl yWamingSystem .doc
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PETE C. ALFARO, Mayor
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NETWORK EARLY WARNING SYSTEM
All governmental jurisdictions (cities, counties) served by the Greater
Harris County 9 -1 -1 Emergency Network are eligible to participate in
the Network Early Warning System (NEWS).
If your jurisdiction plans to participate in this service, please sign the
following and return to the Network in the envelope provided.
I have read the protocols and procedures set forth in the NEWS
Protocol Manual, and agree to participate in NEWS according to
such protocols and procedures.
Pete C. Alfaro, Mayor
City of Baytown
Date:
Primary NEWS Contact for the City of Baytown is:
Name: _MALCDLm SWIA)NEy
Title: C�/1,rhunlick��'ONS �ool�ciI,/V4 +o,�
Phone: Z - q z o- C b o o
EXMIT A
• NEWS PROTOCOL MANUAL
Introduction: At the request of its participating jurisdictions, the Greater Harris County
9 -1 -1 Emergency Network (the Network) agreed to expand its emergency services to
include the provision of an early warning system - -NEWS. The provisions below state
the mutual understanding of the Network and its participating jurisdictions as to the
manner in which this service is to be provided. The protocols and procedures were
recommended by an ad hoc committee of Network personnel and representatives of the
participating jurisdictions, and subsequently were adopted by the Network's Board of
Managers.
The Network's participating jurisdictions are not required to use NEWS to provide early
warning notifications to their citizens. Those participating jurisdictions that do use
NEWS, however, agree to use the system according to the protocols and procedures set
forth below.
It is essential to understand that NEWS is an additional tool available to jurisdictions for
the protection of their citizens and not in lieu of other existing tools. NEWS is for
emergencies only. However, the determination of what constitutes an emergency
qualifying for the use of NEWS is a determination that will be made by each participating
jurisdiction. Examples of such emergencies are attached as Exhibit A. Just as there is
great caution on the use of the 9 -1 -1 system by citizens so as not to "tie up" 9 -1 -1 lines
for non - emergency reasons, so also the political jurisdictions are requested to strictly
adhere to the "emergency- use - only" requirement so as not to tie up the system for non-
emergency use.
A. Pre - activation requirements
1. Prior to any activation of NEWS, a participating jurisdiction is responsible for the
following:
a. Providing to the Network the names and titles of those governmental personnel
authorized to request activation of NEWS for the participating jurisdiction. A
participating jurisdiction may give this authority to a non - governmental person
(for example, a plant manager of a petro- chemical plant along the ship channel or
LEPC's) so long as it is understood that such non - governmental person will be
recognized as the participating jurisdiction's agent with authority to incur
activation expense on behalf of the participating jurisdiction(s).
b. Providing to the Network the names, titles and telephone numbers of
governmental personnel (the "fixed call list ") to be notified simultaneously with
an activation message —especially when notifications cross jurisdictional
boundaries.
. c. Keeping the lists named above, at "a" and "b," updated. The Network must
receive notice of a change within 24 hours of such change.
NEWS2002 1
• d. Completing the Network - provided training.
e. Designating pre - determined events —both by pre - determined recordings and by
specific geographic polygons.
£ Preparing a special- purpose call list.
g. Providing the Network with the number of lists /events requested (eg, SWAT
team, police chiefs, fire chiefs, etc.).
2. The Network shall be responsible for the following:
a. Issuing ID codes and single -use personal passwords for those authorized to
activate NEWS for a jurisdiction (see la, above); once used, the Network will
assign a new password immediately.
b. Determining the caller ID to be displayed for an activation.
B. Activation
1. The Network Command Center (713 -741- 1911), upon an authorized request
(validation from a participating jurisdiction) shall activate NEWS.
2. A participating jurisdiction shall request that an area be notified based on a
determined polygon, an intersection or a specified radius.
3. A participating jurisdiction will specify the use of a pre - recorded message or of a
dynamic message. Examples of pre- recorded messages might be as follows:
a. "THIS IS AN EMERGENCY MESSAGE THAT MAY AFFECT YOUR
AREA. EMERGENCY SERVICES FOR THE CITY OF X IS
REPORTING. PLEASE TUNE TO AM RADIO STATION 740" or
b. "THIS IS AN EMERGENCY MESSAGE. A CHEMICAL SPILL HAS
OCCURRED IN YOUR AREA. YOU ARE INSTRUCTED TO
SHELTER IN PLACE AND TUNE TO AM RADIO STATION 740 FOR
FURTHER DETAILS."
4. Based on the information above, NEWS will begin to generate up to 1152
simultaneous calls.
5. An incomplete call will be re -tried according to the number of attempts authorized in
C4 below.
6. When a telephone with caller ID feature receives a NEWS call, the phrase
"Emergency Warning," or another identifier, will show on the caller ID screen.
7. When all the calls have been completed, the Command Center will notify the
® participating jurisdiction which requested the activation.
NEWS2002 2
• S. A summary report will be transmitted by the Command Center to the jurisdiction
which requested the activation.
9. Detailed information on an activation will be included with the subsequent billing.
C. Security
1. The Network Command Center will issue participating jurisdiction identification
codes and single -use personnel passwords for purposes of validating the request for
activation.
2. A participating jurisdiction must inform the Network Command Center immediately
upon a change in authorized personnel.
3. Periodically, the Network will verify authorized personnel.
4. The Network will specify how many attempts for call completion NEWS must make
before a specific call is abandoned.
D. Payment
1. The participating jurisdiction requesting activation will be charged $.15 per call for a
call that lasts up to 30 seconds. The billing process is further explained below:
a. A billable unit is each 30 second period of time during a Connected Call.
b. A Connected Call is a call for which a voice communications path is established.
A Connected Call may be a full notification to a person, a partial notification to a
person, a full notification to an answering machine or voice mail system, or a
partial notification to an answering machine or voice mail system.
c. A bad number, busy, modem/fax, and no answer would be considered calls that
are not connected and therefore, not billable.
2. The Network will send the invoice to the participating jurisdiction requesting
activation. Payment will be made to the Network to the attention of the Fiscal Officer.
3. if the activation involved crosses jurisdictional boundaries and/or if the activation is
requested by an agent (see A.l.a. above), industry reimbursement or some other
expense sharing is a possibility for the participating jurisdiction. The participating
jurisdiction, however, will be obligated to the Network for the entire amount of the
invoice. The participating jurisdiction. itself will pursue reimbursements from third
parties.
NEWS2002 3
® E. Activation Follow Up
1. NEWS will generate a variety of reports; these reports will be made available to the
participating jurisdictions. Examples of such reports are attached as Exhibit B.
2. These reports maybe sent to the jurisdictions via e-mail, fax or U.S. mail.
F. Training/Public Education
1. The Network will provide call activation protocols (see B. Activation, above).
2. The Network will train appropriate personnel from each participating jurisdiction in
all phases of the proper procedure to be used to request an activation.
3. Each participating jurisdiction will then be responsible for training its own personnel
on these procedures.
4. The Network, in conjunction with the participating jurisdictions, will provide public
education on the existence and use of NEWS.
G. Updates to NEWS Protocol Manual
The Ad Hoc Committee shall continue to meet periodically to assess NEWS.
Recommendations for new or changed protocols /procedures will be handled by this
committee. Such recommendations will be submitted to the participating jurisdictions and
finally to the Network's Board of Managers for approval.
I have read the protocols and procedures set forth above and agree to participate in
NEWS. according to such protocols and procedures.
Mayor or County Judge
City of X or County of X
Date:
NEWS2002 4
r:
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NEWS2002
EXHIBIT A
Emergencies
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SAMPLES OF EMERGENCIES FOR WHICH
THE NETWORK EARLY WARNING SYSTEM
COULD BE ACTIVATED
NE WS2002
Chemical Release
Lost or Abducted Child
Explosion
Natural Gas Leak
Dangerous Suspect in Certain Area
C:1
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NEWS2002
EXHIBIT B
Reports
s
CI
DESCRIPTION OF REPORTS WHICH WILL
BE AVAILABLE TO THOSE JURISDICTIONS
PARTICIPATING IN THE NETWORK EARLY
WARNING SYSTEM
The Summary Reports supplied to jurisdictions will contain the following:
• Customer Call Strategy
• Event Number
• Event date and time began
• Date and time at which the first call was placed
• Date and time at which the last call was placed
• Total time to complete all calls
• Total number of extracted telephone number records
• Total number of notification connection attempts made
• Total number and percent of total full notifications made to persons
• Total number and percent of total partial notifications made to persons (partial
means the called person disconnected the call before the notification was
delivered in its entirety)
• Total number and percent of full notifications made to answering machines or
voice mail systems
• Total number and percent of partial notifications made to answering machines or
voice mail systems (partial means the called machine or system disconnected the
call before the notification was delivered in its entirety)
• Total number and percent of delivered messages
• Total number and percent of unsuccessful notifications
• Total number and percent of unsuccessfully delivered messages because the line
was busy, incomplete, modem/fax, no answer or other.
NEWS2002