R-09-09-24-11F1 - 9/24/2009RESOLUTION NO. R -09-09-24-11F1
WHEREAS, the Texas Municipal Retirement System ("TMRS") is in
need of an appropriate place for deployment of the TMRS Mobile
Recovery Unit ("MRU") for disaster recovery testing and for business
continuity in the event a disaster befalls TMRS' headquarters, and
WHEREAS, the City and TMRS have determined that the most
feasible site for the TMRS MRU is on a portion of city property
located at 2701 N. Mays, and
WHEREAS, the City and TMRS wish to enter into a Memorandum of
Understanding formalizing their mutual intent and understanding in
the use of the City's property, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City a Memorandum of Understanding with Texas
Municipal Retirement System, a copy of same being attached hereto as
Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 24th day of September, 2009.
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ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
Li•
S L. WHITE, City Secretary
MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding (MOU) is entered into jointly by Texas Municipal
Retirement System (TMRS) and the City of Round Rock.
Purpose
The purpose of this Memorandum of Understanding (MOU) is to formalize the commitment
between the City of Round Rock and TMRS, to allow TMRS to use a portion of the Round Rock
Police Department's campus located at 2701 N. Mays, Round Rock, TX 78665, for disaster
recovery testing and for business continuity in the event a disaster befalls TMRS' headquarters.
Background
TMRS has contracted with Agility Recovery Services to provide a mobile recovery unit for use by
TMRS in the event of a disaster involving TMRS' headquarters building and for the formal
testing of TMRS' disaster recovery plan. Having no suitable space at the TMRS headquarters
building, TMRS must find an appropriate place to deploy the mobile recovery unit for testing
and in the event of a disaster.
The City of Round Rock agreed to allow TMRS to use space on city property that will support
the mobile recovery unit and TMRS' disaster recovery needs. TMRS' Director of Information
Resources, working with the City of Round Rock's Emergency Management Coordinator,
determined that the mobile recovery unit could be deployed to a section of the Round Rock
Police Department's parking lot near the building's docks. See the photo in diagram 1.
Commitments of the Entities
Each of the signatories to this MOU will be responsible for the following:
• TMRS is responsible for:
o Providing the City of Round Rock with sixty days advance notice of any planned
disaster recovery testing involving the use of the Round Rock Police
Department's parking lot.
o Providing the City of Round Rock with advance warning if TMRS knows that a
disaster event, such as severe weather, is likely to cause TMRS to activate its
disaster recovery plan and require use of the Round Rock Police Department's
parking lot.
o Informing the City of Round Rock as early as possible that a disaster has befallen
the TMRS Headquarters that requires activation of TMRS' disaster recovery plan,
deployment of the mobile recovery unit, and use of the Round Rock Police
Department's parking lot.
o Providing security for the mobile recovery unit while it is stationed on City of
Round Rock property.
o Designating a primary contact for all disaster recovery related communications.
Memorandum of Understanding Page 1 of 3
• The City of Round Rock is responsible for:
o Negotiating with TMRS or providing alternative dates if TMRS' planned disaster
recovery dates are not practical for the City of Round Rock or the City of Round
Rock's Police Department.
o Service vehicles to access the mobile recovery unit when deployed to provide for
such needs as refueling the diesel generator.
o Designating a primary contact for all disaster recovery related communications.
o Allowing TMRS to place a mobile recovery unit in the Round Rock Police
Department's parking lot area as shown in diagram 1, should a disaster befall
TMRS' headquarters building. If the parking lot area is unavailable, the City of
Round Rock will work with TMRS to provide a suitable alternate site for TMRS'
disaster recovery requirements.
o Allowing TMRS personnel access to the mobile recovery unit, as necessary to
conduct TMRS business. Providing TMRS with a list of any policies and/or
procedures necessary for such access by its personnel, if any.
o Allowing access to and use of the Round Rock Police Department's parking lot
area for up to six weeks if a disaster makes TMRS' headquarters building
unusable.
Round Rook
Pole Department
Headquarters
Memorandum of Understanding
Diagram 1
Page 2of3
Conclusion
Each of the parties agrees to pursue cooperation, communication, and efficiency to make
sure this arrangement is beneficial to both entities. This Memorandum of Understanding
will remain in effect for one year from the last date of execution and will automatically
renew each year thereafter unless either party informs the other in writing, giving sixty days
notice.
Accepted by:
Signature:
Title:
Date:
City of Round Rock
Memorandum of Understanding Page 3 of 3
Accepted by: Texas Municipal Retirement System
Signature:
Title:
Date:
DATE: September 17, 2009
SUBJECT: City Council Meeting — September 24, 2009
ITEM: 11F1. Consider a resolution authorizing the Mayor to execute a Memorandum of
Understanding with Texas Municipal Retirement System (TMRS).
Department: Administration
Staff Person: Brad Bradford
Justification:
The purpose of the Memorandum of Understanding is to formalize a commitment between the City of
Round Rock and TMRS to allow TMRS to use a portion of the Round Rock Police Department's campus
located at 2701 N. Mays, Round Rock, TX 78665, for deployment of the TMRS Mobile Recovery Unit
(MRU) for disaster recovery testing and for business continuity in the event a disaster befalls TMRS'
headquarters in Austin, TX.
Funding:
Cost: None
Source of funds: N/A
Outside Resources: N/A
Background Information:
TMRS originally approached the City of Round Rock in July 2008 about the possibility of the City of
Round Rock providing a site for the TMRS MRU, and following multiple site reviews and discussion,
offered the suggested MOU in June 2009.
Public Comment: N/A
EXECUTED
DOCUMENT
FOLLOWS
MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding (MOU) is entered into jointly by Texas Municipal
Retirement System (TMRS) and the City of Round Rock.
Purpose
The purpose of this Memorandum of Understanding (MOU) is to formalize the commitment
between the City of Round Rock and TMRS, to allow TMRS to use a portion of the Round Rock
Police Department's campus located at 2701 N. Mays, Round Rock, TX 78665, for disaster
recovery testing and for business continuity in the event a disaster befalls TMRS' headquarters.
Background
TMRS has contracted with Agility Recovery Services to provide a mobile recovery unit for use by
TMRS in the event of a disaster involving TMRS' headquarters building and for the formal
testing of TMRS' disaster recovery plan. Having no suitable space at the TMRS headquarters
building, TMRS must find an appropriate place to deploy the mobile recovery unit for testing
and in the event of a disaster.
The City of Round Rock agreed to allow TMRS to use space on city property that will support
the mobile recovery unit and TMRS' disaster recovery needs. TMRS' Director of Information
Resources, working with the City of Round Rock's Emergency Management Coordinator,
determined that the mobile recovery unit could be deployed to a section of the Round Rock
Police Department's parking lot near the building's docks. See the photo in diagram 1.
Commitments of the Entities
Each of the signatories to this MOU will be responsible for the following:
• TMRS is responsible for:
o Providing the City of Round Rock with sixty days advance notice of any planned
disaster recovery testing involving the use of the Round Rock Police
Department's parking lot.
o Providing the City of Round Rock with advance warning if TMRS knows that a
disaster event, such as severe weather, is likely to cause TMRS to activate its
disaster recovery plan and require use of the Round Rock Police Department's
parking lot.
o Informing the City of Round Rock as early as possible that a disaster has befallen
the TMRS Headquarters that requires activation of TMRS' disaster recovery plan,
deployment of the mobile recovery unit, and use of the Round Rock Police
Department's parking lot.
o Providing security for the mobile recovery unit while it is stationed on City of
Round Rock property.
o Designating a primary contact for all disaster recovery related communications.
Memorandum of Understanding Page 1 of 3
'�--oct-061-'1A- it N
• The City of Round Rock is responsible for:
o Negotiating with TMRS or providing alternative dates if TMRS' planned disaster
recovery dates are not practical for the City of Round Rock or the City of Round
Rock's Police Department.
o Service vehicles to access the mobile recovery unit when deployed to provide for
such needs as refueling the diesel generator.
o Designating a primary contact for all disaster recovery related communications.
o Allowing TMRS to place a mobile recovery unit in the Round Rock Police
Department's parking lot area as shown in diagram 1, should a disaster befall
TMRS' headquarters building. If the parking lot area is unavailable, the City of
Round Rock will work with TMRS to provide a suitable alternate site for TMRS'
disaster recovery requirements.
o Allowing TMRS personnel access to the mobile recovery unit, as necessary to
conduct TMRS business. Providing TMRS with a list of any policies and/or
procedures necessary for such access by its personnel, if any.
o Allowing access to and use of the Round Rock Police Department's parking lot
area for up to six weeks if a disaster makes TMRS' headquarters building
unusable.
Round Rook
Polite :Departmen
Headquarter
Memorandum of Understanding
Diagram 1
Page 2 of 3
Conclusion
Each of the parties agrees to pursue cooperation, communication, and efficiency to make
sure this arrangement is beneficial to both entities. This Memorandum of Understanding
will remain in effect for one year from the last date of execution and will automatically
renew each year thereafter unless either party informs the other in writing, giving sixty days
notice.
Accepted by:
Signature:
Title:
Date:
City of Round Rock
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Memorandum of Understanding Page 3 of 3
Accepted by: Texas Municipal Retirement System
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Date: