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HomeMy WebLinkAboutMN-CES-2007-03-14 Communications & Emergency Services Committee Proceedings Regular Meeting March 14, 2007 7:00 p.m. PRESENT: • Chair- Alderperson J. R. Clairborne Alderpersons (2): Shane Seger, Robin Holtham Korherr OTHERS PRESENT: Mayor Carolyn Peterson City Clerk—Julie Conley Holcomb Director of Information Technology— Duane Twardokus Fire Chief— Brian Wilbur Police Chief— Lauren Signer City Attorney— Daniel Hoffman Information Management Specialist - Cindie Day EXCUSED: Alderpersons (2): Michelle Berry, David Gelinas PRIVLEDGE OF THE FLOOR: Alderperson Seger stated that he was looking forward to working with this committee and city staff members on both internal and external communication issues. Alderperson Korherr announced that the Public Officials Conference, hosted by the Tompkins County Emergency Management Planning Committee, would be held on March 29, 2007 from 4:30 — 7:00 p.m., at the Ithaca Town Hall. Chair Clairborne announced that GIAC would be holding a boxing match on Saturday, March 17, 2007 at 5:00 p.m. He further stated that Congressman Maurice Hinchey will hold a public forum on March 17, 2007 at 12:30 pm at the Ithaca Town Hall, and the Peace Rally will be held on the same day at the Bernie Milton Pavilion on the Commons at 3:30 p.m. Review of Committee Charge and Expectations City Attorney Hoffman reviewed the items that were listed on the work plan of the former Neighborhood and Community Services, and discussion followed on which committees these items should be referred to: Communications and Emergency Services Committee Neighborhood Policing — Evaluate Successful Implementation in Other Cities, Evaluating Possible Benefits for the City of Ithaca Ithaca Fire Department Staffing Levels Ithaca Fire Department Volunteer and Bunker Programs Public Information Planning — Internal, External, Intra-Organizational, Emergency Based March 14, 2007 Annual Review of Memorandum of Understanding with Tompkins County for Dispatch Services —with City Attorney Crime and Emergency Response Statistics — Identifying Data Sources Environment and Neighborhood Quality Committee Evaluation of Temporary Dog Park Site and Environmental Review for Possible Permanent Locations —with City Attorney Taxi Ordinance—with City Attorney Pedestrian Awareness Committee Recommendations Race and Racism City Funding Commitment to Recreation Partnership and Review of Tompkins County Recommendations for 2007 - 2011 Bridging the Gap between the Ithaca City School District and City of Ithaca GIAC Facility Needs Bicycle and Pedestrian Safety Youth Council Reality Check Beautification projects in the parks and neighborhoods Strengthening neighborhood associations—with Communications & Emergency Services Committee Block Captain programs through neighborhood associations Listing of items that Committee would like to pursue in 2007: Chair Clairborne explained that there are two internal committees comprised of city staff members that are also addressing communication issues: Public Information Officer Team (PIOT), Communications Team. Committee members brainstormed items that they would like to address in the upcoming year: Website enhancements to promote inter-activity Closed Captioning for City meetings; Internet Streaming Emergency Management Issues— including training activities Time Warner Cable Franchise Agreement Wireless Communications Fire Contract with Town of Ithaca Southside Community Center Post Incident Analysis — Report Chair Clairborne reported out on the recent Southside Community Center Post Incident Analysis. He explained that the following agencies were involved: Ithaca Fire Department, Ithaca Police Department, Bangs Ambulance, Cayuga Medical Center, Tompkins County Health Department, Tompkins County Department of Emergency Response, Ithaca City School District and BOCES, City of Ithaca Officials. Chair Clairborne stated that a variety of issues were discussed and teams were identified to work on items that were identified as needing improvement. 2 March 14, 2007 Integrated Internal Communication and Protocol for Elected Officials Relating to Emergency Response and Crime Prevention (Proposed Notification Policy) WHEREAS, Cities around the United States and world are using technology to improve interaction with the public, streamline internal operations, enhance productivity of city staff, and improve internal communications as well as external communications, it is only fitting and right that we support the City of Ithaca in the development of such a plan for both its internal and external communications functions; and; WHEREAS, The Mayor's Office, Human Resources, Information Technology, Ithaca Fire Department, Ithaca Police Department, City Clerk/Emergency Public Information Officer, and other key departments have been meeting and discussing internal and external communication protocol over several years; and WHEREAS, the City of Ithaca has also looked at a variety of models and plans for establishing such a protocol, particularly for internal notification as it relates to a plan for appropriately advising elected officials at the City and all staff; and; WHEREAS, Members of Common Council recognize that numerous employees and key city officials have been working with the Mayor to identify various techniques and protocols as well as receiving extensive training on these important matters; and, WHEREAS, Over the past few years, Common Council members have been working diligently to uphold their sworn duties to inform their many publics and constituents of the various threats to public health, safety, and any increase in criminal offenses within the City; and; WHEREAS, In the past few months, Ithaca has witnessed an increase of violent crime and emergency situations that alarm our constituents and increase their desire for information from their elected leaders prior to the release of this information to the news media; and; WHEREAS, Unfortunately, some members of Common Council find out this information by either reading a newspaper or listening to the radio and in numerous cases, both recently and over the past few years, Common Council members are often "not in the information loop," and this is a cause for serious concern and; WHEREAS, Members of Common Council request that there be a plan in place for integrated internal communication protocols which actively engage Common Council members within the hour of those threats to human life or other incidents which would cause alarm, worry, or fear in those constituencies served; and WHEREAS, Common Council members wish to work in partnership with the Mayor, Department heads, and other key city officials to ensure that the public is best served with timely information, now therefore be it 3 March 14, 2007 RESOLVED, That Common Council members wish to be identified as critical components in the notification process as soon as events unfold that key emergency personnel and other crisis responders are privy to; and; be it further RESOLVED, That Common Council hereby requests that such a plan for Integrated Internal Communication and Protocol for Elected Officials Relating to Emergency Response and Crime Prevention be made public and official by February 2007 and that whatever protocols that the Mayor and staff decide are most appropriate for the City of Ithaca, that at minimum, Common Council members are notified by telephone via their cell phones (or home phones if a cell phone is not in the possession of said Council Member) within the hour of those threats to human life or other incidents which would cause alarm, worry, fear, or other major disruptions or inconvenience to those constituents and neighborhoods served, and that elected representatives of the affected ward are included in any electronic correspondence with the media, and responding departments as they pertain to resolution of incidents, and be it further RESOLVED, That copies of this resolution are forwarded to every City Department and Deputy Department Head. Chair Clairborne noted that this Resolution was referred to the committee for further consideration. Committee members expressed their concerns with the current language and stated that further discussion with city staff was needed to clarify items such as: • Desired and available methods of communications • The role of Common Council members in an emergency situation • Types and complexity of events that Council members want to be notified of • Resource availability to make notifications Fire Chief Wilbur, Police Chief Signer, and City Clerk Holcomb explained that this protocol, as currently worded, would be very difficult for them to comply with. They voiced their understanding of the impact that the lack of information sharing has on elected officials and expressed their interest in working collaboratively with the Committee to find an appropriate solution. Tompkins County Reverse 911 Project: City Clerk Holcomb reported that she has had conversations with Tompkins County ITS Director Greg Potter and Tompkins County Department of Emergency Response (DoER) Director Lee Shurtleff regarding the County's Reverse 911 Project. She explained that the DoER received grant funding and is considering how to use it for a Reverse 911 software product. The County is currently considering either the outright purchase of software and equipment that would be operated by the 911 Center or the purchase of a web-based product that would be hosted off-site with an annual subscription fee. 4 March 14, 2007 City Clerk Holcomb reviewed the advantages and disadvantages of each option, and expressed her interest in the web-based product due to its potential use as an emergency notification tool as well as a powerful public information tool that could be used for operational communications with the community. She stated that the County had negotiated a $22,000 annual subscription fee for one of the products, and asked the Committee to consider either investing in a web-based product with the County or purchasing it outright if the County was not able to implement the project due to financial sustainability issues. Incident Command System (ICS) Training Opportunities City Clerk Holcomb reported that the City is in possession of the ICS 402 training materials. The 402 training was designed to educate Elected Officials about the Incident Command System and the important roles they fill during an emergency. This training is required under the Federal National Incident Management System (NIMS) mandate. City Clerk Holcomb questioned whether Council would prefer to be trained as a group in a Committee of the Whole setting or in a series of training sessions. Discussion followed on the floor and it was decided that a Committee of the Whole format would be most appropriate and the City Clerk was directed to start looking for an available training date. ADJOURNMENT: On a motion the meeting adjourned at 9:00 p.m. Cindie L. Day J. R. Clairborne Information Management Specialist Chair 5 Communications & Emergency Services Committee Proceedings Regular Meeting March 14, 2007 7:00 p.m. PRESENT: Chair- Alderperson J. R. Clairborne Alderpersons (2): Shane Seger, Robin Holtham Korherr OTHERS PRESENT: Mayor Carolyn Peterson City Clerk—Julie Conley Holcomb Director of Information Technology— Duane Twardokus Fire Chief— Brian Wilbur Police Chief— Lauren Signer City Attorney— Daniel Hoffman Information Management Specialist - Cindie Day EXCUSED: Alderpersons (2): Michelle Berry, David Gelinas PRIVLEDGE OF THE FLOOR: Alderperson Seger stated that he was looking forward to working with this committee and city staff members on both internal and external communication issues. Alderperson Korherr announced that the Public Officials Conference, hosted by the Tompkins County Emergency Management Planning Committee, would be held on March 29, 2007 from 4:30 — 7:00 p.m., at the Ithaca Town Hall. Chair Clairborne announced that GIAC would be holding a boxing match on Saturday, March 17, 2007 at 5:00 p.m. He further stated that Congressman Maurice Hinchey will hold a public forum on March 17, 2007 at 12:30 pm at the Ithaca Town Hall, and the Peace Rally will be held on the same day at the Bernie Milton Pavilion on the Commons at 3:30 p.m. Review of Committee Charge and Expectations City Attorney Hoffman reviewed the items that were listed on the work plan of the former Neighborhood and Community Services, and discussion followed on which committees these items should be referred to: Communications and Emergency Services Committee Neighborhood Policing — Evaluate Successful Implementation in Other Cities, Evaluating Possible Benefits for the City of Ithaca Ithaca Fire Department Staffing Levels Ithaca Fire Department Volunteer and Bunker Programs Public Information Planning — Internal, External, Intra-Organizational, Emergency Based March 14, 2007 Annual Review of Memorandum of Understanding with Tompkins County for Dispatch Services —with City Attorney Crime and Emergency Response Statistics — Identifying Data Sources Environment and Neighborhood Quality Committee Evaluation of Temporary Dog Park Site and Environmental Review for Possible Permanent Locations—with City Attorney Taxi Ordinance —with City Attorney Pedestrian Awareness Committee Recommendations Race and Racism City Funding Commitment to Recreation Partnership and Review of Tompkins County Recommendations for 2007 - 2011 Bridging the Gap between the Ithaca City School District and City of Ithaca GIAC Facility Needs Bicycle and Pedestrian Safety Youth Council Reality Check Beautification projects in the parks and neighborhoods Strengthening neighborhood associations —with Communications & Emergency Services Committee Block Captain programs through neighborhood associations Listing of items that Committee would like to pursue in 2007: Chair Clairborne explained that there are two internal committees comprised of city staff members that are also addressing communication issues: Public Information Officer Team (PIOT), Communications Team. Committee members brainstormed items that they would like to address in the upcoming year: Website enhancements to promote inter-activity Closed Captioning for City meetings; Internet Streaming Emergency Management Issues— including training activities Time Warner Cable Franchise Agreement Wireless Communications Fire Contract with Town of Ithaca Southside Community Center Post Incident Analysis — Report Chair Clairborne reported out on the recent Southside Community Center Post Incident Analysis. He explained that the following agencies were involved: Ithaca Fire Department, Ithaca Police Department, Bangs Ambulance, Cayuga Medical Center, Tompkins County Health Department, Tompkins County Department of Emergency Response, Ithaca City School District and BOCES, City of Ithaca Officials. Chair Clairborne stated that a variety of issues were discussed and teams were identified to work on items that were identified as needing improvement. 2 March 14, 2007 Integrated Internal Communication and Protocol for Elected Officials Relating to Emergency Response and Crime Prevention (Proposed Notification Policy) WHEREAS, Cities around the United States and world are using technology to improve interaction with the public, streamline internal operations, enhance productivity of city staff, and improve internal communications as well as external communications, it is only fitting and right that we support the City of Ithaca in the development of such a plan for both its internal and external communications functions; and; WHEREAS, The Mayor's Office, Human Resources, Information Technology, Ithaca Fire Department, Ithaca Police Department, City Clerk/Emergency Public Information Officer, and other key departments have been meeting and discussing internal and external communication protocol over several years; and WHEREAS, the City of Ithaca has also looked at a variety of models and plans for establishing such a protocol, particularly for internal notification as it relates to a plan for appropriately advising elected officials at the City and all staff; and; WHEREAS, Members of Common Council recognize that numerous employees and key city officials have been working with the Mayor to identify various techniques and protocols as well as receiving extensive training on these important matters; and, WHEREAS, Over the past few years, Common Council members have been working diligently to uphold their sworn duties to inform their many publics and constituents of the various threats to public health, safety, and any increase in criminal offenses within the City; and; WHEREAS, In the past few months, Ithaca has witnessed an increase of violent crime and emergency situations that alarm our constituents and increase their desire for information from their elected leaders prior to the release of this information to the news media; and; WHEREAS, Unfortunately, some members of Common Council find out this information by either reading a newspaper or listening to the radio and in numerous cases, both recently and over the past few years, Common Council members are often "not in the information loop," and this is a cause for serious concern and; WHEREAS, Members of Common Council request that there be a plan in place for integrated internal communication protocols which actively engage Common Council members within the hour of those threats to human life or other incidents which would cause alarm, worry, or fear in those constituencies served; and WHEREAS, Common Council members wish to work in partnership with the Mayor, Department heads, and other key city officials to ensure that the public is best served with timely information, now therefore be it 3 March 14, 2007 RESOLVED, That Common Council members wish to be identified as critical components in the notification process as soon as events unfold that key emergency personnel and other crisis responders are privy to; and; be it further RESOLVED, That Common Council hereby requests that such a plan for Integrated Internal Communication and Protocol for Elected Officials Relating to Emergency Response and Crime Prevention be made public and official by February 2007 and that whatever protocols that the Mayor and staff decide are most appropriate for the City of Ithaca, that at minimum, Common Council members are notified by telephone via their cell phones (or home phones if a cell phone is not in the possession of said Council Member)within the hour of those threats to human life or other incidents which would cause alarm, worry, fear, or other major disruptions or inconvenience to those constituents and neighborhoods served, and that elected representatives of the affected ward are included in any electronic correspondence with the media, and responding departments as they pertain to resolution of incidents, and be it further RESOLVED, That copies of this resolution are forwarded to every City Department and Deputy Department Head. Chair Clairborne noted that this Resolution was referred to the committee for further consideration. Committee members expressed their concerns with the current language and stated that further discussion with city staff was needed to clarify items such as: • Desired and available methods of communications • The role of Common Council members in an emergency situation • Types and complexity of events that Council members want to be notified of • Resource availability to make notifications Fire Chief Wilbur, Police Chief Signer, and City Clerk Holcomb explained that this protocol, as currently worded, would be very difficult for them to comply with. They voiced their understanding of the impact that the lack of information sharing has on elected officials and expressed their interest in working collaboratively with the Committee to find an appropriate solution. Tompkins County Reverse 911 Project: City Clerk Holcomb reported that she has had conversations with Tompkins County ITS Director Greg Potter and Tompkins County Department of Emergency Response (DoER) Director Lee Shurtleff regarding the County's Reverse 911 Project. She explained that the DoER received grant funding and is considering how to use it for a Reverse 911 software product. The County is currently considering either the outright purchase of software and equipment that would be operated by the 911 Center or the purchase of a web-based product that would be hosted off-site with an annual subscription fee. 4 March 14, 2007 City Clerk Holcomb reviewed the advantages and disadvantages of each option, and expressed her interest in the web-based product due to its potential use as an emergency notification tool as well as a powerful public information tool that could be used for operational communications with the community. She stated that the County had negotiated a $22,000 annual subscription fee for one of the products, and asked the Committee to consider either investing in a web-based product with the County or purchasing it outright if the County was not able to implement the project due to financial sustainability issues. Incident Command System (ICS) Training Opportunities City Clerk Holcomb reported that the City is in possession of the ICS 402 training materials. The 402 training was designed to educate Elected Officials about the Incident Command System and the important roles they fill during an emergency. This training is required under the Federal National Incident Management System (NIMS) mandate. City Clerk Holcomb questioned whether Council would prefer to be trained as a group in a Committee of the Whole setting or in a series of training sessions. Discussion followed on the floor and it was decided that a Committee of the Whole format would be most appropriate and the City Clerk was directed to start looking for an available training date. ADJOURNMENT: On a motion the meeting adjourned at 9:00 p.m. .l.nd LC: � � Cindie L. Day J. ". Clairborne Information Management Specialist • air 5 CTY REACH YOUR COMMUNITY IN MINUTES USING YOUR OWN VOICE The Connect-CTY service allows civic leaders to send personalized voice messages to thousands of people in minutes. 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(NTI) provides a fully-hosted, fully • Geo-calling feature lets you target recipients using a map, managed service that allows civic leaders to deploy a complete notification system without ' from one household to,your entire community having to invest in or maintain hardware, software, or additional phone lines. You can use it • Over 10 million time-based notifications delivered monthly , from any location, anytime. • Call routing, throttling, and load balancing expertise to `' Simple, three step process to send a call: ensure that calls are delivered quickly and efficiently . - • Secure access from any location, anytime you need it t .,, w. Ja..« .r 5+'i.* 4 r A. # wss. *„ � � „a�," '- , , y. �'; r , t • Dedicated 24/7 Client Care support for all users *. fir. vf*P'Fm.N" .3,,c'e,vd.+ v!;�� tev, ::c F h£w�sBac � .».r,tx s. �. +,2a<s . R r....' 7 sup∎°-, ,,: ",. ��r.4„,.va� .,r gym. ;1,„"r,i , ,�s,?: - �spc G i _i vl .Yf j �-,�h 4�tj 1 I vrss. 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