CM-06-10-202October 1, 2006
The Honorable Nyle Maxwell
Capital Area City of Round Rock
Council of 221 E. Main Street
Governments Round Rock, Texas 78664
2512 1H 35 South
Suite 200 Re: Emergency Notification System
Austin, Texas 78704
512.918.6000 Dear Mayor Maxwell:
Fax 512.916.6001- This letter agreement authorizes the City of Round Rock to use the
www.capcog.org Emergency Notification System provided by the Capital Area Council of
Governments under the terms and conditions set out below. The City of Round
Rock may use the Emergency Notification System under the terms of this Letter
Agreement for the period of October 1, 2006 to September 30, 2007.
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OCT 3 0 2006
Bastrop
Blanco
Burnet
Caldwell
Fayette
Lee
Llano
Travis
Counties
The City of Round Rock agrees to use the Emergency Notification System
solely in accordance with CAPCOG's ENS Policies & Procedures Manual, a copy
of which is enclosed.
Effective October 1, 2006 the City of Round Rock will be billed $1,695.00
to cover the annual operating expenses associated with use of the Emergency
Notification System. Payment to CAPCOG is expected within thirty (30) days of
receipt of an invoice. CAPCOG will continue to attempt to secure additional
grant funding to cover future system costs. Additionally, CAPCOG will continue
to provide free training for designated personnel on use of the Emergency
Notification System.
If the City of Round Rock receives a request under the Texas Public
Information Act for disclosure of any of the ENS 9-1-1 database information, the
City of Round Rock agrees not to disclose the information prior to notification of
CAPCOG's Emergency Communications Department in writing within two
business days of the receipt of the request so that CAPCOG may advise the City
of Round Rock regarding the request.
This agreement authorizing use of the Emergency Notification System
terminates on September 30, 2007. CAPCOG may terminate this agreement at
any time. However, if the City of Round Rock violates CAPCOG's ENS Policies
& Procedures and does not correct the violation within five business days after
CAPCOG gives the City of Round Rock notice of the violation this constitutes
grounds for agreement termination. CAPCOG terminates this agreement by
notifying the City of Round Rock in writing of its intent to terminate, and the
agreement terminates 15 calendar days after the date on the notice. Upon
termination, the City of Round Rock agrees to destroy its Emergency Notification
CAPCOG ENS Letter Agreement
August 2006
•
•
System 9-1-1 database information and to certify the destruction in writing to
CAPCOG's Emergency Communications Department within two business days
following termination of this agreement.
This letter agreement does not govern the creation or use of a file or folder
of emergency numbers by the City of Round Rock not derived from the
Emergency Notification System 9-1-1 information database.
Each individual signing this agreement on behalf of a party warrants that
he or she is legally authorized to do so and that the party is legally authorized to
perform the obligations undertaken.
1
Capital / ea Cou cil of Governments
`
Executive !rector
By
By
Name
Ciifv`�f Round Rock
Title
CAPCOG ENS Letter Agreement
August 2006
DATE: October 10, 2006
SUBJECT: City C � October,th, 2006
ITEM: Consider a resolution authorizing the Mayor to enter into an
agreement with Capital Area Council of Governments (CAPCOG)
regarding the use of their Emergency Notification System (ENS)
Department:
Staff Person:
Fire Department
Larry Hodge, Fire Chief
Justification:
Staff recommends the approval of an agreement between CAPCOG and the City of
Round Rock regarding the joint use of an Emergency Notification System. This
agreement would allow designated employees of the City of Round Rock to activate an
emergency call back system to notify a portion of the public regarding an emergent
situation.
Funding:
Cost: $1,695.00
Source of funds: General Funds
Outside Resources:
Capital Area Council of Governments
Background Information:
During an emergent situation affecting a portion of our population such as flooding, a
hazardous materials incident, and similar life threatening events, the notification of the
affected population is essential for the protection of life and property. The use of door-
to-door notification may not be practical due to the nature or time sensitivity of the event.
In this case, the use of the Emergency Notification System, commonly referred to as
"reverse 9-1-1" would be utilized to notify the occupants in a more timely fashion.
This letter agreement is for the use of a web based emergency notification system
provided by CAPCOG. The City entered into an agreement with CAPCOG in April 2006
allowing the City to use the Emergency Notification System. There was 110 charge for
the City of Round Rock using the Emergency Notification System from date of activation
through the end of the agreement of September 30, 2006, or for the training of designated
personnel to use it.
Effective October 1st, 2006 the City of Round Rock was asked to pay a portion of the
operating expenses associated with use of the Emergency Notification System. This
year's cost to the City of Round Rock will be $1,695.00. This agreement would be
effective from October 1st; 2006 and expire September 30th, 2007.
This agreement does not govern the creation or use of a file or folder of emergency
numbers by the City of Round Rock not derived from the Emergency Notification
System 9-1-1 Information database.
Public Comment: N/A