R-06-04-13-10C2 - 4/13/2006RESOLUTION NO. R -06-04-13-10C2
WHEREAS, the Emergency Notification System is provided by the
Capital Area Council of Governments ("CAPCOG") to the City of Round
Rock (the "City") to provide warnings and alert citizens regarding
information in an emergency situation where property or human life is
in jeopardy, and
WHEREAS, only select individuals are authorized to initiate use
of the system on behalf of the City, including the Mayor, City Manager,
Police Chief and Fire Chief, or their designee, and
WHEREAS, Texas Health & Safety Code, Section 771.061 (a) ,provide
that the 9-1-1 Database information be used only in an emergency
situation and will be kept confidential and not available to the public
for inspection, and
WHEREAS, Comm'n on State Emergency Communications, 1 Tex. Admin.
Code §251.13 (May 2, 2004) (Use of 9-1-1 Database) requires that the
City agree to maintain the confidentiality of the 9-1-1 Database
information, and
WHEREAS, the City wishes to enter into an Emergency Notification
System Agreement with CAPCOG, 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 an Emergency Notification System Agreement with CAPCOG,
a copy of said Agreement being attached hereto as Exhibit "A" and
incorporated herein for all purposes.
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
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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 13th day of April, 006.
eiff
L ''• W' Mayor
Ci y of Round Rock, Texas
ST:.
CHRISTINE R. MARTINEZ, City Secret
2
y
February 21, 2006
The Honorable Nyle Maxwell
City of Round Rock
221 E Main St
Round Rock, TX 78664
Re: Emergency Notification System
Dear Mayor Maxwell:
This letter agreement authorizes the City of Round Rock to use the 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 begin using
the Emergency Notification System upon its activation, and CAPCOG agrees to
notify the City of Round Rock when activation occurs.
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.
There is no charge for the City of Round Rock using the Emergency Notification
System from date of activation through September 30, 2006, or for the training of
designated personnel to use it.
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, 2006. 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
System 9-1-1 database information and to certify the destruction in writing to
1
D
9
EXHIBIT
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.
Capita
By
B tty • igh
E ecuti a D'ector Name
of overnments City of Round Rock
By
Title
Capital Area Council of Governments
EMERGENCY NOTIFICATION SYSTEM (ENS)
Policies & Procedures
Effective: February 8, 2006
1.0 PURPOSE
1.1 To outline tasks necessary for efficient and effective operations, and to assign
responsibility for completion of such tasks.
1.2 To provide rules for uniform use of the ENS.
1.3 To provide information for continued quality assurance within the CAPCOG region.
1.4 To ensure there is adequate accounting of the ENS activity.
2.0 DEFINITIONS
2.1 "ENS Use" is defined as and authorized only in an emergency situation where
property or human life is in jeopardy. With the exception of testing procedures
described in Sections 4.2.1 and 4.2.2 of these Policies, the ENS's sole purpose is
to provide critical/emergency notification to public safety forces or the
community or both.
2.2 "Authorizing Individual" means a CAPCOG (1) county judge, county sheriff,
and/or county emergency management coordinator; city mayor or city manager;
police chief and/or fire chief of a jurisdiction with managing control of a Public
Safety Answering Point (PSAP); and the Lower Colorado River Authority
(LCRA) Emergency Management Coordinator; or (2) an individual designated in
writing by an Authorizing Individual identified in clause (1). The Authorizing
Individual has the authority to direct a Certified User to activate the ENS.
2.3 "Certified User" means an individual who has been designated by an Authorizing
Individual as someone who has permission to activate the ENS and has
satisfactorily completed the training curriculum prescribed by CAPCOG for
accessing and activating the ENS. Note: an Authorizing Individual may chose to
become a Certified User.
Approved by CAPCOG Executive Committee 2/8/06
CAPCOG ENS Policies & Procedures 2/06
3.0 POLICY
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3.1 Each Jurisdiction with Managing Control of a Public Safety Answering Point
(PSAP) shall:
3.1.1 Designate a single point of contact for CAPCOG for the purpose of
administering the ENS, and notify CAPCOG immediately when the
designated point of contact is no longer valid.
3.1.2 Maintain an up-to-date roster of all Certified Users and send a copy of
the roster to CAPCOG, and notify CAPCOG immediately when there is
a change in Certified Users.
3.1.3 Ensure that Certified Users are available or on-call during each shift and
complete an annual training refresher course as provided by CAPCOG.
3.1.4 Request public education materials as provided by CAPCOG.
3.2 Each Authorizing Individual shall:
3.2.1 Ensure that access to and activation of the ENS programs is limited to
Certified Users.
3.2.2 Protect and limit the use of the assigned user name and password which
grants access to the ENS programs. In the event a Certified User is no
longer authorized to access and activate the ENS, the ENS program
password shall be changed.
3.2.3 Protect the confidentiality of addressing databases and of information
furnished by 9-1-1 database providers, and notify CAPCOG's Director
of Emergency Communications (see Exhibit 5.2) in writing within two
business days of the receipt of a request for addressing databases or
information made under the Texas Public Information Act so that
CAPCOG may address the request.
3.2.4 Prohibit or limit modifications of the Communicator! NXT or Geocast
Web programs without CAPCOG's prior written consent.
CAPCOG ENS Policies & Procedures 2/06 3 of 15
3.3 CAPCOG shall provide the following:
3.3.1 A list to each PSAP showing all Authorizing Individuals within their
service area including phone numbers (Exhibit 5.1).
3.3.2 Training, including course materials, for all Authorizing Individuals and
Certified Users.
3.3.3 Procedural forms described in Section 4.0 of these Policies.
3.3.4 Technical and procedural guidance for ENS use and administration.
3.3.5 Contact list for CAPCOG Staff (Exhibit 5.2).
4.0 PROCEDURE
4.1 Each Certified User shall :
4.1.1 Complete an ENS Activation Form (Exhibit 5.3) for each activation
request (test activations excluded). This form is available on-line at
http://www.capcoq.org/Programs/Homeland Security/ens/default.asp and must
be submitted by fax to CAPCOG within eight hours of message
activation or upon expiration of the emergency situation, whichever is
the shorter period.
4.1.2 In the event Geocast Web is utilized, in addition to completing the
Activation Form required by Section 4.1.1, notify the CAPCOG
Director of Emergency Communications by leaving a voice message at
512-916-6044.
4.1.3 Complete an ENS Trouble Report (Exhibit 5.4) for issues encountered
with the use of the software. This form is available on-line at
http://www.capcog.orq/Programs/Homeland Security/ens/default.asp and must
be submitted by fax to CAPCOG within eight (8) hours of the event or
testing.
4.1.4 Contact Dialogic Communications Corporation (DCC) immediately if
during an emergency activation one or more Certified Users are locked
out of the ENS—for example, forgotten password, system failure, etc.
DCC Technical Support may be contacted at :
24/7 Phone: (615) 794-2307
CAPCOG ENS Policies & Procedures 2/06 4 of 15
Email: support@dccusa.com
4.1.5 Sign and date the Nondisclosure Agreement (Exhibit 5.6) and submit it
to a CAPCOG staff member named in Exhibit 5.2. This form is
available on-line at
http://www.capcod.org/Programs/Homeland Security/ens/defauIt.asp.
4.2 Each PSAP shall:
4.2.1 Test at least once a month the Communicator! NXT program for proper
operation and user familiarity. The test must include a minimum of one
defined group. Test parameters and results must be maintained on an
ENS Test Activity Log (Exhibit 5.5 web link to be added later).
The Test Activity Log should remain on site and available for review during
the annual 9-1-1 monitoring visit. Please note that CAPCOG administrators will
automatically receive activation reports on all testing and activations.
4.2.2 Test at least once a month the Geocast Web program for proper
operation and user familiarity. The test must include a minimum of 10
but not more than 25 data points. In order to ensure adequate
performance within the county, varying data points must be utilized each
month. Test parameters and results must be maintained on a Test
Activity Log (Exhibit 5.5 web link to be added later).
The Test Activity Log should remain on site and available for review during
the annual 9-1-1 monitoring visit. Please note that CAPCOG administrators will
automatically receive activation reports on all testing and activations.
5.0 EXHIBITS
5.1 Authorizing Individuals & Phone Numbers within each PSAP Service Area
5.2 CAPCOG Staff Contact List
5.3 ENS Activation Guidelines and Form
5.4 ENS Trouble Report
5.5 ENS Test Activity Log
5.6 Nondisclosure Agreement
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.1
5 of 15
AUTHORIZING INDIVIDUALS & PHONE NUMBERS WITHIN EACH PSAP SERVICE AREA
[Supply]
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.2
CAPCOG STAFF CONTACT LIST
[Supply]
An electronic version of this Exhibit is available at:
6 of 15
CAPCOG ENS Policies & Procedures 2/06 7 of 15
Exhibit 5.3
ENS Activation Guidelines and Form for Certified Users
1. The Emergency Notification System (ENS) is designed to notify relatively small numbers of citizens
(hundreds to low thousands) in the case of an emergency which directly affects that population. Examples
of such would be flooding, a sniper event, an Alzheimer's patient lost in the area, hazardous materials
incident, and similar life threatening events.
2. For emergencies which affect larger segments of the population (the entire city, the county, or more than
3,500 households or so) TV and radio are more effective and would be more expedient. The ENS would
take far too long to notify that many people and was not designed to do so.
3. The nature of this system and the sensitivity of the database that it uses dictate that only select
officials are authorized to initiate use of the system. These officials may be the County Judge,
City Mayor, City Manager, Police Chief, Emergency Management Coordinator, and other
designated city or county officials.
4. Exhibit 5.1 is a list of Authorizing Individuals the Certified User's jurisdiction that are authorized
to initiate an ENS activation. These are the only people in your area who can do so! If the
caller is not listed, let them know you cannot perform this operation because they are not
authorized to initiate it. Contact the PSAP supervisor or follow per -determined PSAP
protocol to determine how to proceed. You may only initiate the activation process if you are
ultimately contacted directly by someone who is on the list of Authorizing Individuals.
5. Calls received that are requesting activation of the ENS must be taken by or transferred to an ENS
Certified User. The Certified User will use the ENS Activation Form that follows to guide them
through the activation process.
6. In order to protect and properly notify the citizens in harm's way, an accurate message must be
recorded by the Certified User. Keep in mind, the message sent to the citizens might be the only
information they receive about the emergency and they will act accordingly. The Certified User
will not modify it at all because even small edits can change meaning and have a potential big
impact.
7. In order to notify the citizens in harm's way immediately, accurate location information must be
recorded. Get as much detail as possible. This could be in the form of a map book page grid, a
major intersection, a landmark, or preferably a faxed copy of a map with drawn -in detail. Keep in
mind, even if an intersection is given, you must also explain approximately how far beyond that
intersection (what radius) is to be notified.
8. The Certified User will verify success of the activation by using the ENS tool to generate a "post -
activation" summary report. They may also request a comprehensive summary report from a
CAPCOG staff member listed in Exhibit 5.2 during normal business hours.
CAPCOG ENS Policies & Procedures 2/06 8 of 15
ENS Activation Form for Certified Users
1. Does the emergency meet the following criteria set out in CAPCOG's ENS Policies &
Procedures:
• notify relatively small numbers of citizens (hundreds to low thousands) in the case of an
emergency which directly affects that population
• an emergency situation where property or human life is in jeopardy
• to provide critical/emergency notification to public safety forces or the
community or both.
❑ Yes ❑ No
2. Is there a more appropriate means to notify the population of this emergency as explained in
the Policies & Procedures and above?
❑ Yes ❑ No
3. Describe the emergency (be as complete as possible):
4. Who requested use of the ENS for this emergency?
Name and title of requesting individual:
Call Back Phone Number
5. Is the requesting individual an Authorizing Individual named in Exhibit 5.1?
0 Yes 0 No If no, STOP HERE AND DO NOT ACTIVATE THE ENS
Contact the PSAP supervisor or follow per -determined PSAP
protocol to determine how to proceed
6. Exactly where is the emergency?
CAPCOG ENS Policies & Procedures 2/06 9 of 15
7. What is the defined area to be notified (use map book grid, major intersection,
landmark, etc.)? Fax or attach a copy of the map if necessary.
8. Exact wording of message sent:
9. System Activated
0 Communicator! NXT 0 GeoCast Web
10. "Post Activation" summary report was generated and reviewed. 0 Yes 0 No
Date/Time of initial request for activation:
Time of Activation:
Time of Activation Completion:
Certified User responsible for ENS Activation (Name/agency/call-back number):
Signature Date
FAX to CAPCOG within eight hours of message activation or upon expiration of the
emergency situation, whichever is the shorter period.
Fax: 512-442-3911
CAPCOG ENS Policies & Procedures 2/06 10 of 15
An electronic version of this Exhibit is available at:
"www.capcog.org/documents/ens/CAPCOG activation form and detail checldist.doc
EXHIBIT 5.4
ENS TROUBLE REPORT
1. Please use this form for reporting any problems you encounter while using the ENS.
Please be as detailed as possible when describing the trouble.
2. If you are a Certified User who is unable to access the system for an emergency
activation, please perform the following steps:
■ Contact DCC technical support at 615-794-2307 on a 24/7 basis and advise them of
your trouble.
■ If you do not receive a response within 10 minutes, please contact a CAPCOG staff
member listed on Exhibit 5.2.
• Please complete and submit this form to CAPCOG within eight (8) hours of the event.
3. If you have forgotten or lost a username or password and need routine access, please
compete and submit this form to CAPCOG and contact a CAPCOG staff member listed
in Exhibit 5.2 during normal business hours.
4. System trouble is being reported on:
Communicator! NXT ❑ GeoCast Web El
5. Is the system completely inoperable? Yes ❑ No: ❑ IF YES THEN CONTACT A
CAPCOG STAFF MEMBER (EXHIBIT 5.2) IMMEDIATELY SO A SWITCH TO THE
BACKUP HOSTING CENTER CAN BE PERFORMED
6. Describe the action being performed when trouble was encountered:
7. Define the trouble encountered in as much detail as possible:
CAPCOG ENS Policies & Procedures 2/06
Name, title, and agency of person experiencing trouble:
11 of 15
Telephone and Email contact information for person experiencing trouble:
Work:
Cell/Pager:
Email:
Signature Date of Report
An electronic version of this Exhibit is available at:
Must be faxed to CAPCOG within eight (8) hours of the event or testing.
Fax: 512-442-3911
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.5
ENS TEST ACTIVITY LOG
12 of 15
Routine testing of the Emergency Notification System is critical to facilitate familiarity and proper
operation in the event system activation is required. Please refer to the ENS Policies & Procedures for
minimum standards regarding testing requirements. Should you have any questions or problems at any
point during the testing process, please contact a CAPCOG representative listed on Exhibit 5.2.
This Test Activity Log should remain on site and available for review during the annual 9-1-1
monitoring visit. Please note that CAPCOG administrators will automatically receive activation reports
on all testing and activations.
Communicator NxT Test Results: Successful ❑ Failed ❑
1) User performing test: Username:
2) Date and time test performed: / am/pm
3) Defined group tested:
4) Pre -defined scenario tested (if applicable):
i. Number of members in group:
ii. Devices in group tested:
1. work 0
2. email 0
3. cell
4. pager
5. home
6. other
GeoCast Web Test Testing Results: Successful ❑ Failed El
1) User performing test: Username:
2) Date and time test performed: / am/pm
3) Area where test was performed:
4) Number of data points tested (minimum 10/maximum 25):
CAPCOG ENS Policies & Procedures 2/06
13 of 15
If testing fails or trouble is encountered during the testing process, please complete a CAPCOG
Trouble Report (Exhibit 5.4) and fax it to CAPCOG within eight (8) hours of the event or testing.
Name of person completing this Log
Signature of person completing this Log Date
An electronic version of this Exhibit is available at:
www.capcog.org/documents/ensitrouble_report.doc.
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.6
ENS NONDISCLOSURE AGREEMENT
FOR ENS CERTIFIED USERS
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• I, the undersigned, understand the sensitivity and confidentiality of the 9-1-1 database
information that supports the Emergency Notification System (ENS). I further realize that the
potential for abusing the ENS mandates that all and Certified Users exercise extreme caution in
granting access to the System, all of its components, and any derivative information or reports
generated by it.
• Access to the Emergency Notification System and related information is provided solely for the
purposes of public safety by an Authorizing Individual. Any other use is prohibited.
Therefore, I agree to take reasonable precautions to prevent accidental or unauthorized access
to the Emergency Notification System, it's supporting documentation, related screen names and
passwords, and any documents or reports (hardcopy or electronic) produced by the System.
• Access codes and the web address of the Emergency Notification System may not be disclosed
to any third party. I understand and agree that any person requesting access to the System must
contact CAPCOG personnel, be trained by them, and be given their own user names and
passwords.
• I will not copy, or permit anyone else to copy, any documentation (physical or electronic
versions) of the ENS software or the output images unless the copying is required to support
use of the System or official use archives.
If I receive a request under the Texas Public Information Act for disclosure of any of the
ENS 9-1-1 database information, I agree not to disclose the information, but instead to
notify an Authorizing Individual who will follow procedures noted in Section 3.2.3 of the
ENS Policies and Procedures Manual.
I certify that I have read and understand this Nondisclosure Agreement.
Name (printed)
(Signature)
/ /
(Date)
CAPCOG ENS Policies & Procedures 2/06
15 of 15
Please return an original signed Nondisclosure Agreement for each Certified User to:
CAPCOG Homeland Security Division
2512 IH 35 South, Suite 200
Austin, TX 78704
DATE: April 6, 2006, 2006
SUBJECT: City Council Meeting - April 13, 2006
ITEM: 10.C.2. Consider a resolution authorizing the Mayor to execute an agreement
with the Capital Area Council of Governments regarding the use of
their Emergency Notification System.
Department: Fire Department
Staff Person: William Wusterhausen, Fire Marshall
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: N/A
Source of funds: N/A
Outside Resources: Capital Area Council of Governments
Background Information:
During an emergent situation affecting a portion of our population such as flooding, a sniper
event, an Alzheimer's patient lost in the area, 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 type of system could be utilized for notifying affected areas of up to approximately 3,500
households. Incidents requiring notification of larger areas than this would require the use of
radio or television to notify the individuals in a timely fashion.
This letter agreement is for the use of a web based emergency notification system provided by
CAPCOG. CAPCOG has not had a formal agreement in the past, but this agreement details
instructions and guidelines on to use the system. 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 Emergency Notification System 9-1-1 Information database. There is no fee for use during
this contract time. However, CAPCOG is unsure if there will be a fee associated with its use in the
next contract period.
Public Comment: N/A
EXECUTED
DOCUMENT
FOLLOWS
2512 IH 35 South
Suite 200
Austin, Texas 78704
512:916.6000
Fax 512.916.6001.,
www.capeog.org
February 21, 2006
The Honorable Nyle Maxwell
City of Round Rock
221 E Main St
Round Rock, TX 78664
Re: Emergency Notification System
Dear Mayor Maxwell:
This letter agreement authorizes the City of Round Rock to use the 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 begin using
the Emergency Notification System upon its activation, and CAPCOG agrees to
notify the City of Round Rock when activation occurs.
Burnet 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
Caldwell which is enclosed.
There is no charge for the City of Round Rock using the Emergency Notification
Fayette System from date of activation through September 30, 2006, or for the training of
designated personnel to use it.
Hays
Counties
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, 2006. 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
System 9-1-1 database information and to certify the destruction in writing to
R-010-04-13-ioc�
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.
Capita Area Counci of Governments
with.: JIM g
- ty . ghts
xecutive D - ctor ame /U L6 1')
Title m
By
By
February 21, 2006
The Honorable Nyle Maxwell
City of Round Rock
221 E Main St
Round Rock, TX 78664
Re: Emergency Notification System
Dear Mayor Maxwell:
You may already be aware that CAPCOG has used homeland security grant funds to
purchase a regional Emergency Notification System (ENS). This type of system uses a
"reverse dialing" telephone method to notify communities or public safety forces of
critical emergency information in situations where property or human life is in danger.
Local administration of the system will be based in jurisdictions with Public Safety
Answering Points (PSAPs) and therefore is available for use across the CAPCOG region.
The system technology is in place, a training curriculum has been developed, and this
letter indicates the launch of the Pilot Phase of the CAPCOG Regional Emergency
Notification System.
What follows is a packet of information containing a Letter Agreement for the City of
Round Rock's use of the ENS and the ENS Policies and Procedures Manual recently
approved by the CAPCOG Executive Committee. The Letter Agreement indicates that
there is no charge for the City of Round Rock using the Emergency Notification System
from the date of activation through September 30, 2006 (Pilot Phase). Current grant
funds will be used to cover system expenses until then. Effective October 1, 2006 the
City of Round Rock should be prepared to cover the operating expenses associated with
use of the Emergency Notification System. Estimated annual costs for the City of Round
Rock's participation in the system will be $1,695.00. CAPCOG will continue to attempt
to secure additional grant funding to cover future system costs.
There are two signed originals of the Letter Agreement included. Please sign both, keep
one original copy for your files, and return the other copy with original signatures by mail
to CAPCOG at 25121H South, Suite 200 Austin, TX 78794 ATTN: Homeland Security
Division. Please feel free to contact Juliette Brown, Director of the Homeland Security
Division, at 512-916-6026 or jbrown(a,capcog.org if you have any questions.
Sincerely,
Betty j ight
Executive Director
BV:JB
Cc: Bryan Williams, Police Chief
Enclosure
- ,C pcc --cam p?
w/c-t(yo-
Capital Area Council of Governments
EMERGENCY NOTIFICATION SYSTEM (ENS)
Policies & Procedures
Effective: February 8, 2006
1.0 PURPOSE
1.1 To outline tasks necessary for efficient and effective operations, and to assign
responsibility for completion of such tasks.
1.2 To provide rules for uniform use of the ENS.
1.3 To provide information for continued quality assurance within the CAPCOG region.
1.4 To ensure there is adequate accounting of the ENS activity.
2.0 DEFINITIONS
2.1 "ENS Use" is defined as and authorized only in an emergency situation where
property or human life is in jeopardy. With the exception of testing procedures
described in Sections 4.2.1 and 4.2.2 of these Policies, the ENS's sole purpose is
to provide critical/emergency notification to public safety forces or the
community or both.
2.2 "Authorizing Individual" means a CAPCOG (1) county judge, county sheriff,
and/or county emergency management coordinator; city mayor or city manager;
police chief and/or fire chief of a jurisdiction with managing control of a Public
Safety Answering Point (PSAP); and the Lower Colorado River Authority
(LCRA) Emergency Management Coordinator; or (2) an individual designated in
writing by an Authorizing Individual identified in clause (1). The Authorizing
Individual has the authority to direct a Certified User to activate the ENS.
2.3 "Certified User" means an individual who has been designated by an Authorizing
Individual as someone who has permission to activate the ENS and has
satisfactorily completed the training curriculum prescribed by CAPCOG for
accessing and activating the ENS. Note: an Authorizing Individual may chose to
become a Certified User.
Approved l y CAPCOG Executive Committee 2/8/06
CAPCOG ENS Policies & Procedures 2/06
3.0 POLICY
2 of 15
3.1 Each Jurisdiction with Managing Control of a Public Safety Answering Point
(PSAP) shall:
3.1.1 Designate a single point of contact for CAPCOG for the purpose of
administering the ENS, and notify CAPCOG immediately when the
designated point of contact is no longer valid.
3.1.2 Maintain an up-to-date roster of all Certified Users and send a copy of
the roster to CAPCOG, and notify CAPCOG immediately when there is
a change in Certified Users.
3.1.3 Ensure that Certified Users are available or on-call during each shift and
complete an annual training refresher course as provided by CAPCOG.
3.1.4 Request public education materials as provided by CAPCOG.
3.2 Each Authorizing Individual shall:
3.2.1 Ensure that access to and activation of the ENS programs is limited to
Certified Users.
3.2.2 Protect and limit the use of the assigned user name and password which
grants access to the ENS programs. In the event a Certified User is no
longer authorized to access and activate the ENS, the ENS program
password shall be changed.
3.2.3 Protect the confidentiality of addressing databases and of information
furnished by 9-1-1 database providers, and notify CAPCOG's Director
of Emergency Communications (see Exhibit 5.2) in writing within two
business days of the receipt of a request for addressing databases or
information made under the Texas Public Information Act so that
CAPCOG may address the request.
3.2.4 Prohibit or limit modifications of the Communicator! NXT or Geocast
Web programs without CAPCOG's prior written consent.
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3.3 CAPCOG shall provide the following:
3.3.1 A list to each PSAP showing all Authorizing Individuals within their
service area including phone numbers (Exhibit 5.1).
3.3.2 Training, including course materials, for all Authorizing Individuals and
Certified Users.
3.3.3 Procedural forms described in Section 4.0 of these Policies.
3.3.4 Technical and procedural guidance for ENS use and administration.
3.3.5 Contact list for CAPCOG Staff (Exhibit 5.2).
4.0 PROCEDURE
4.1 Each Certified User shall :
4.1.1 Complete an ENS Activation Form (Exhibit 5.3) for each activation
request (test activations excluded). This form is available on-line at
(website to be added later) and must be submitted by fax to CAPCOG
within eight hours of message activation or upon expiration of the
emergency situation, whichever is the shorter period.
4.1.2 In the event Geocast Web is utilized, in addition to completing the
Activation Form required by Section 4.1.1, notify the CAPCOG
Director of Emergency Communications by leaving a voice message at
512-916-6044.
4.1.3 Complete an ENS Trouble Report (Exhibit 5.4) for issues encountered
with the use of the software. This form is available on-line at (website
t() be added later) and must be submitted by fax to CAPCOG within
eight (8) hours of the event or testing.
4.1.4 Contact Dialogic Communications Corporation (DCC) immediately if
during an emergency activation one or more Certified Users are locked
out of the ENS—for example, forgotten password, system failure, etc.
DCC Technical Support may be contacted at :
24/7 Phone: (615) 794-2307
Email: supportAdecusa.con
CAPCOG ENS Policies & Procedures 2/06
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4.1.5 Sign and date the Nondisclosure Agreement (Exhibit 5.6) and submit it
to a CAPCOG staff member named in Exhibit 5.2. This form is
available on-line at (website to be added Later).
4.2 Each PSAP shall:
4.2.1 Test at least once a month the Communicator! NXT program for proper
operation and user familiarity. The test must include a minimum of one
defined group. Test parameters and results must be maintained on an
ENS Test Activity Log (Exhibit 5.5 web link to be added later).
The Test Activity Log should remain on site and available for review during
the annual 9-1-1 monitoring visit. Please note that CAPCOG administrators will
automatically receive activation reports on all testing and activations.
4.2.2 Test at least once a month the Geocast Web program for proper
operation and user familiarity. The test must include a minimum of 10
but not more than 25 data points. In order to ensure adequate
performance within the county, varying data points must be utilized each
month. Test parameters and results must be maintained on a Test
Activity Log (Exhibit 5.5 web link to be added later).
The Test Activity Log should remain on site and available for review during
the annual 9-1-1 monitoring visit. Please note that CAPCOG administrators will
automatically receive activation reports on all testing and activations.
5.0 EXHIBITS
5.1 Authorizing Individuals & Phone Numbers within each PSAP Service Area
5.2 CAPCOG Staff Contact List
5.3 ENS Activation Guidelines and Form
5.4 ENS Trouble Report
5.5 ENS Test Activity Log
5.6 Nondisclosure Agreement
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.1
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AUTHORIZING INDIVIDUALS & PHONE NUMBERS WITHIN EACH PSAP SERVICE AREA
[Supply]
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.2
CAPCOG STAFF CONTACT LIST
[Supply]
An electronic version of this Exhibit is available at:
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CAPCOG ENS Policies & Procedures 2/06
Exhibit 5.3
ENS Activation Guidelines and Form for Certified Users
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1. The Emergency Notification System (ENS) is designed to notify relatively small numbers of citizens
(hundreds to low thousands) in the case of an emergency which directly affects that population. Examples
of such would be flooding, a sniper event, an Alzheimer's patient lost in the area, hazardous materials
incident, and similar life threatening events.
2. For emergencies which affect larger segments of the population (the entire city, the county, or more than
3,500 households or so) TV and radio are more effective and would be more expedient. The ENS would
take far too long to notify that many people and was not designed to do so.
3. The nature of this system and the sensitivity of the database that it uses dictate that only select
officials are authorized to initiate use of the system. These officials may be the County Judge,
City Mayor, City Manager, Police Chief, Emergency Management Coordinator, and other
designated city or county officials.
4. Exhibit 5.1 is a list of Authorizing Individuals the Certified User's jurisdiction that are authorized
to initiate an ENS activation. These are the only people in your area who can do so! If the
caller is not listed, let them know you cannot perform this operation because they are not
authorized to initiate it. Contact the PSAP supervisor or follow per -determined PSAP
protocol to determine how to proceed. You may only initiate the activation process if you are
ultimately contacted directly by someone who is on the list of Authorizing Individuals.
5. Calls received that are requesting activation of the ENS must be taken by or transferred to an ENS
Certified User. The Certified User will use the ENS Activation Form that follows to guide them
through the activation process.
6. In order to protect and properly notify the citizens in harm's way, an accurate message must be
recorded by the Certified User. Keep in mind, the message sent to the citizens might be the only
information they receive about the emergency and they will act accordingly. The Certified User
will not modify it at all because even small edits can change meaning and have a potential big
impact.
7. In order to notify the citizens in harm's way immediately, accurate location information must be
recorded. Get as much detail as possible. This could be in the form of a map book page grid, a
major intersection, a landmark, or preferably a faxed copy of a map with drawn -in detail. Keep in
mind, even if an intersection is given, you must also explain approximately how far beyond that
intersection (what radius) is to be notified.
8. The Certified User will verify success of the activation by using the ENS tool to generate a "post -
activation" summary report. They may also request a comprehensive summary report from a
CAPCOG staff member listed in Exhibit 5.2 during normal business hours.
CAPCOG ENS Policies & Procedures 2/06
ENS Activation Form for Certified Users
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1. Does the emergency meet the following criteria set out in CAPCOG's ENS Policies &
Procedures:
• notify relatively small numbers of citizens (hundreds to low thousands) in the case of an
emergency which directly affects that population
• an emergency situation where property or human life is in jeopardy
• to provide critical/emergency notification to public safety forces or the
community or both.
❑ Yes ❑ No
2. Is there a more appropriate means to notify the population of this emergency as explained in
the Policies & Procedures and above?
❑ Yes ❑ No
3. Describe the emergency (be as complete as possible):
4. Who requested use of the ENS for this emergency?
Name and title of requesting individual:
Call Back Phone Number
5. Is the requesting individual an Authorizing Individual named in Exhibit 5.1?
0 Yes 0 No If no, STOP HERE AND DO NOT ACTIVATE THE ENS
Contact the PSAP supervisor or follow per -determined PSAP
protocol to determine how to proceed
6. Exactly where is the emergency?
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7. What is the defined area to be notified (use map book grid, major intersection,
landmark, etc.)? Fax or attach a copy of the map if necessary.
8. Exact wording of message sent:
9. System Activated
0 Communicator! NXT 0 GeoCast Web
10. "Post Activation" summary report was generated and reviewed. 0 Yes 0 No
Date/Time of initial request for activation:
Time of Activation:
Time of Activation Completion:
Certified User responsible for ENS Activation (Name/agency/call-back number):
Signature Date
FAX to CAPCOG within eight hours of message activation or upon expiration of the
emergency situation, whichever is the shorter period.
Fax: 512-442-3911
CAPCOG ENS Policies & Procedures 2/06
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An electronic version of this Exhibit is available at:
"www.capcog.org/documents/ens/CAPCOG activation form and detail checklist.doc
EXHIBIT 5.4
ENS TROUBLE REPORT
1. Please use this form for reporting any problems you encounter while using the ENS.
Please be as detailed as possible when describing the trouble.
2. If you are a Certified User who is unable to access the system for an emergency
activation, please perform the following steps:
■ Contact DCC technical support at 615-794-2307 on a 24/7 basis and advise them of
your trouble.
• If you do not receive a response within 10 minutes, please contact a CAPCOG staff
member listed on Exhibit 5.2.
• Please complete and submit this form to CAPCOG within eight (8) hours of the event.
3. If you have forgotten or lost a username or password and need routine access, please
compete and submit this form to CAPCOG and contact a CAPCOG staff member listed
in Exhibit 5.2 during normal business hours.
4. System trouble is being reported on:
Communicator! NXT n GeoCast Web ❑
5. Is the system completely inoperable? Yes ❑ No: ❑ IF YES THEN CONTACT A
CAPCOG STAFF MEMBER (EXHIBIT 5.2) IMMEDIATELY SO A SWITCH TO THE
BACKUP HOSTING CENTER CAN BE PERFORMED
6. Describe the action being performed when trouble was encountered:
7. Define the trouble encountered in as much detail as possible:
CAPCOG ENS Policies & Procedures 2/06
Name, title, and agency of person experiencing trouble:
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Telephone and Email contact information for person experiencing trouble:
Work:
Cell/Pager:
Email:
Signature Date of Report
An electronic version of this Exhibit is available at:
Must be faxed to CAPCOG within eight (8) hours of the event or testing.
Fax: 512-442-3911
CAPCOG ENS Policies & Procedures 2/06
EXHIBIT 5.5
ENS TEST ACTIVITY LOG
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Routine testing of the Emergency Notification System is critical to facilitate familiarity and proper
operation in the event system activation is required. Please refer to the ENS Policies & Procedures for
minimum standards regarding testing requirements. Should you have any questions or problems at any
point during the testing process, please contact a CAPCOG representative listed on Exhibit 5.2.
This Test Activity Log should remain on site and available for review during the annual 9-1-1
monitoring visit. Please note that CAPCOG administrators will automatically receive activation reports
on all testing and activations.
Communicator NxT Test
Results: Successful ❑ Failed ❑
1) User performing test: Username:
2) Date and time test performed: / am/pm
3) Defined group tested:
4) Pre -defined scenario tested (if applicable):
i. Number of members in group:
ii. Devices in group tested:
1. work
2. email
3. cell
4. pager
5. home
6. other
0
000
GeoCast Web Test Testing Results: Successful 0 Failed ❑
1) User performing test: Username:
2) Date and time test performed: / am/pm
3) Area where test was performed:
4) Number of data points tested (minimum 10/maximum 25):
CAPCOG ENS Policies & Procedures 2/06 13 of 15
If testing fails or trouble is encountered during the testing process, please complete a CAPCOG
Trouble Report (Exhibit 5.4) and fax it to CAPCOG within eight (8) hours of the event or testing.
Name of person completing this Log
Signature of person completing this Log Date
An electronic version of this Exhibit is available at:
www.capcog.org/documentsiens/trouble_report.doc.
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EXHIBIT 5.6
ENS NONDISCLOSURE AGREEMENT
FOR ENS CERTIFIED USERS
• I, the undersigned, understand the sensitivity and confidentiality of the 9-1-1 database
information that supports the Emergency Notification System (ENS). I further realize that the
potential for abusing the ENS mandates that all and Certified Users exercise extreme caution in
granting access to the System, all of its components, and any derivative information or reports
generated by it.
• Access to the Emergency Notification System and related information is provided solely for the
purposes of public safety by an Authorizing Individual. Any other use is prohibited.
Therefore, I agree to take reasonable precautions to prevent accidental or unauthorized access
to the Emergency Notification System, it's supporting documentation, related screen names and
passwords, and any documents or reports (hardcopy or electronic) produced by the System.
• Access codes and the web address of the Emergency Notification System may not be disclosed
to any third party. I understand and agree that any person requesting access to the System must
contact CAPCOG personnel, be trained by them, and be given their own user names and
passwords.
• I will not copy, or permit anyone else to copy, any documentation (physical or electronic
versions) of the ENS software or the output images unless the copying is required to support
use of the System or official use archives.
If I receive a request under the Texas Public Information Act for disclosure of any of the
ENS 9-1-1 database information, I agree not to disclose the information, but instead to
notify an Authorizing Individual who will follow procedures noted in Section 3.2.3 of the
ENS Policies and Procedures Manual.
I certify that I have read and understand this Nondisclosure Agreement.
Name (printed)
(Signature)
/ /
(Date)
CAPCOG ENS Policies & Procedures 2/06
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Please return an original signed Nondisclosure Agreement for each Certified User to:
CAPCOG Homeland Security Division
2512 IH 35 South, Suite 200
Austin, TX 78704