HomeMy WebLinkAboutAGENDA REPORT 2012 0118 CC REG ITEM 10LMOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: John Brand, Senior Management Analyst
DATE: January 4, 2011 (CC Meeting of 1/18/2012)
ITEM 10.L.
•.-
SUBJECT: Consider Memorandum of Understanding Between the Ventura
County Sheriff's Department and the City of Moorpark Regarding Use
of the Ventura County Emergency Telephone Notification System
"VC Alert"
SUMMARY
The Council is being asked to approve a Memorandum of Understanding (MOU) with
Ventura County that would enable the City to use an emergency notification system
known as WC Alert" which replaces REVERSE 911®. This could be effective in rapidly
alerting residents and businesses about imminent public safety issues including
evacuations, serious crimes, and similar incidents.
BACKGROUND
In the event of an emergency, one of the most critical components in a response is the
City's ability to communicate quickly with its citizens. In August, 2008, Ventura County
launched an Emergency Notification System (ENS) developed by REVERSE 911®. In
2010, Ventura County issued a Request For Proposals for a possible replacement
system. A working group was formed consisting of OES, County Information
Technology Services, additional county departments, emergency services
representatives from cities, and other agencies. Various types of public notification
systems were reviewed, vendors interviewed, and their products were tested. In late
2011, the proposal by Everbridge was selected by a review committee. It was further
decided to give the new system a unique name so that future changes in the ENS
system would be less intrusive to the public and participating agencies. WC Alert" was
selected as the name of the new system.
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January 4, 2012
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DISCUSSION
VC -ALERT is a telephonic community notification system that utilizes a combination of
database and GIS technologies to deliver outbound messages. In the event of an
emergency, the system is accessible from any location that can access the Internet.
Notifications can be generated in a recorded vocal format or in a text -to- speech format
for quicker message delivery. GIS technology integrates the ENS with geo -coded
contact data (that can be uploaded from customer databases and /or local telephone
companies) and intelligent street centerline data. This allows for precise message
delivery to a specific geographic region. This feature is vital in the many events such as
mandatory evacuations, severe weather warnings, and shelter -in -place instructions
during hazardous materials spills. Upon sending out this message, the ENS system
provides an active confirmation of message receipt following successful delivery. In
addition to notifying communities, the ENS can be used to mobilize first responders by
using preset notification lists.
Administration of the system is the responsibility of the Sheriffs Office of Emergency
Services (OES).
Formats compatible with VC Alert include:
A. Telephonic (Recorded voice, text -to- speech, upload wav file) for Home
phone, work phone, mobile phone
B. SMS Text Message — Limited to 120 characters. Messages over 120
characters will be split into multiple messages in increments of 120
characters.
C. Email
D. Instant Message (AOL AIM, Yahoo Messenger, or MSN Messenger)
E. Fax
Events Authorized for Activation of VC -ALERT Emergency Notification System
Appointed public officials or public safety command officers may request activation of
the VC -ALERT system. This includes public health officials, human services officials,
emergency managers, city managers, police and fire officials, or other public safety
officers involved in the management of an emergency incident. Emergency activation of
the system will require that the event meets one of the criteria as defined below. For
those who do not have remote access to the system, requests for activation will need to
be funneled through the appropriate channels.
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Honorable City Council
January 4, 2012
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Evacuation Notices - The system can be used to deliver voluntary or mandatory
evacuation notices to citizens in areas affected by major fires (i.e. structure or
wildland), flooding, or tsunamis.
Hazardous Material Incident - This system can be used to notify citizens
whether it is appropriate to evacuate or shelter -in -place when a hazardous
material release has occurred.
Community Policing - The Ventura County Sheriffs Department and local
police departments may use the system for a variety of community emergency
policing activities. Community policing activities may include:
• AMBER Alerts
• Endangered missing adults
• Investigative canvassing
• Prisoner escapes
• Search for Outstanding Suspects
Public Health Alerts — The Ventura County Public Health Department and
Human Services Agency may use the system to disseminate emergency public
health information such as:
• Boil -water alerts
• Biting animal alerts
• Infectious disease outbreak
• Heat and cold advisories to vulnerable populations
Severe Weather Event — Severe weather usually affects a significant portion of
the County and is not usually an appropriate occasion for activating the VC-
ALERT system. The EAS should be used in this capacity. However, the system
does have the ability to import shape files generated by the National Weather
Service (NWS) when issuing a warning statement. It may be appropriate to send
out a Flash Flood Warning for a dam failure generated by NWS to citizens within
a dam inundation zone or to advise residents of severe weather predicted by
spot weather forecasts.
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Honorable City Council
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Any other threat to public health or safety — It is impossible to list every
situation for which use of VC -ALERT is appropriate. A warning should be issued
if the situation threatens human health and safety or serious damage to property.
However, the warning must be issued in a timely manner that gives the public
enough time to react and follow instructions. The capacity of the system needs
to be taken into account when determining whether it is appropriate to launch a
calling session. Please see "system limitations" for more information on the
capacity to make calls.
Non - Emergency Situations requiring mass notification.
• Broken water mains
• Power system failure
Special consideration shall be taken when activating the VC -ALERT system between
the hours of 10 pm - 7 am. Outbound sessions conducted during these hours should be
a matter of public safety. Courtesy notifications of non -life threatening situations shall be
made during normal daytime hours.
FISCAL IMPACT
Initial costs are to be paid for with federal Homeland Security grant funds through
Calendar Year (CY) 2013. In FY 2013 -2014, Moorpark's cost to access VC Alert would
be $3,713.92, and remain at that level though CY 2017. A Virtual Private Network (VPN)
connection to the County will no longer be needed, bringing the City an immediate cost
reduction of about $915.00 per year. Apportionment of costs to the cities is based on
the population of the community. Once the grant runs out in 2014, the annual expense
would be about 10% greater than the current expenditures for emergency notification.
STAFF RECOMMENDATION
Approve the Agreement subject to final language approval by the City Manager and City
Attorney, and authorize City Manager to sign the Agreement.
Attachment 1: Draft Memorandum of Understanding
Attachment 2: VC Alert Overview, System Polices, and Guidelines
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Attachment 1
MEMORANDUM OF UNDERSTANDING
BETWEEN THE COUNTY OF VENTURA AND THE CITY OF MOORPARK
REGARDING THE EMERGENCY NOTIFICATION SYSTEM
THIS MEMORANDUM OF UNDERSTANDING ( "MOU ") is made and entered into this 19 day of
December, 2011, by and between the County of Ventura ( "County"), by and through the Ventura County
Sheriff's Office ( "VCSO "), and the City of Moorpark ( "City"). The County and the City may be collectively
referred to as "Parties" or in the singular as "Party," as the context requires.
RECITALS
The County and the City have entered into this MOU with reference to the following facts and
circumstances:
WHEREAS, the Emergency Notification System ( "ENS ") is primarily a telephonic information delivery
system intended to enhance public safety by providing notification and actionable information to
residents in the event of an emergency and also provides for internet -based notification to and
mobilization of emergency responders; and
WHEREAS, the ENS is intended to be used in conjunction with existing notification systems in situations
deemed appropriate for notification (as defined in the County's written policies and guidelines as
hereafter described) and shared regionally by participating cities and the County; and
WHEREAS, the VCSO's Office of Emergency Services ( "OES ") purchased the first year of service for the
ENS through State Homeland Security funds and seeks to divide the cost of all subsequent years of
service among participating cities and the County based upon their percentage of the total number of
residential addresses located within their jurisdiction.
NOW, THEREFORE, in consideration of the mutual promises contained herein, the Parties hereby agree
as follows:
1. PURPOSE
The purpose of this MOU is to establish the guidelines and payment terms for the use of the ENS.
2. GUIDELINES
Use of the ENS by the City shall be governed by the Ventura County Emergency Notification System
policies and guidelines attached hereto as Exhibit A, as amended from time to time by the County
( "Exhibit A "). The ENS may be used in conjunction with the City's existing notification systems but
shall be used only for situations deemed appropriate for notification as defined in Exhibit A.
3. PAYMENT
The County will charge the City for ENS use and maintenance, in advance, on an annual calendar
year basis, commencing with calendar year 2013. (The County shall pay the costs for ENS use and
maintenance for calendar year 2012.) The annual calendar year charge to the City shall consist of
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the City's share of the service fee to be paid by the County to Everbridge, Inc. pursuant to the terms
of County of Ventura Contract Number 6493 ( "Everbridge Contract ") as set forth in Exhibit B, as it
may be amended from time to time. The share of the participating cities and the County, as set
forth in Exhibit B, is based on the number of residential addresses within each participating agency
and the County unincorporated area as measured by the most recent available U.S. Census Bureau
data. The County will invoice the City for payment no later than five (5) days after the County
receives an invoice from Everbridge, Inc. under the Everbridge Contract, and payment will be due
from the City to the County within fifteen (15) days from the date of the County's invoice.
The County may amend Exhibit B from time to time to take into account changes in the service fee
charged under the Everbridge Contract; changes in the rates charged by telephone service providers
used for ENS (including, but not limited, AT &T Phone Data and Verizon Phone Data); changes in the
number of participating agencies; and the release of updated information by the U.S. Census Bureau
regarding the number of residential addresses in each participating agency. The County shall give
written notice of any amendment to Exhibit B to the City by no later than April 1 of each year, with
any such amendment to be effective by no earlier than July 1 of the same year.
Any additional training or project costs beyond those specified in the Everbridge Contract or this
MOU shall be separately invoiced by the County to the City, with payment due from the City to the
County within fifteen (15) days from the date of the County's invoice. The Parties shall agree to
additional training or project costs prior to said costs being incurred. In the event that the Parties
are unable to agree about additional training or project costs, no additional training or project costs
shall be incurred.
In the event that any participating agency terminates its MOU, in compliance with the terms of that
MOU, the service fees in Exhibit B, as it may be amended from time to time, for the following
calendar year will be paid by the remaining participating agencies, based on each agency's
percentage share of residential addresses within the remaining participating agencies.
4. TERM OF MOU; TERMINATION; OTHER MOU's
This MOU shall be effective when signed by both Parties. This MOU will remain in force and effect
until such time as a Party terminates the MOU, as described below, or the ENS is no longer used as a
notification system.
Either Party may terminate this MOU with or without cause upon written notice given to the other
Party pursuant to Section 5 below. The termination notice must be in writing and, unless agreed to
otherwise by both Parties, be given no later than July 1 of any year, to be effective on January 1 of
the following year. If a Party fails to comply with the foregoing notice requirement, the Party shall
remain responsible for its obligations under this MOU for the next calendar year, and the
termination shall not be effective until January 1 of the year following that next calendar year.
Other cities have entered into, or are anticipated to enter into, substantially similar memoranda of
understanding. A city that enters into such a memorandum of understanding is a "participating
agency" as that phrase is used in this MOU. The foregoing notwithstanding, neither the term of this
MOU nor any other provision of this MOU is dependent upon the execution or existence, the terms
or the termination of any other memorandum of agreement between the County and any other city.
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5. NOTICE
Any notice required during the term of this MOU, including, without limitation, notice of
termination, shall be deemed given when placed in the United States Mail, postage prepaid, and
addressed as follows:
Notice to VCSO: Sheriffs Office of Emergency Services, Manager
800 S. Victoria Avenue #3450
Ventura, CA 93009
Notice to the City of Moorpark Steve Kueny, City Manager
799 Moorpark Avenue
Moorpark, CA 93021
Any Party who desires to change its address for notice may do so by giving notice as described
above.
6. ADMINISTRATION
A. For purposes of ongoing administration an ENS user group ( "User Group ") shall be
maintained and led by the VCSO ENS System Administrator. The City will designate a
representative to the User Group as a standing member with authority to represent the
City on issues related to use of ENS. The User Group shall meet on a quarterly basis or
more often as needed to coordinate ongoing administration, training, public outreach,
modification to policies and guidelines, or other issues related to ENS.
7. PARTICIPANT RESPONSIBILITIES
B. The City will designate a System Administrator. The System Administrator will be the
primary contact from the City for VCSO concerning the ENS. Annually, the System
Administrator shall send to VCSO, in writing, the names of those personnel who are
authorized by the City to activate the ENS.
C. The System Administrator will be responsible for ensuring the City adheres to Exhibit A.
VCSO has the right to amend Exhibit A at any time during the term of this MOU.
However, prior to VCSO amending Exhibit A, VCSO will provide notification in writing to
the City no less than 60 days prior to the proposed implementation date of the
amendment. This 60 -day period is intended to give the City and the User Group
adequate time to review and comment on the amendment.
D. Personnel authorized by the City to activate the ENS system will take all reasonably
feasible precautions to safeguard system and user passwords and security systems and
to prevent any unauthorized use of the system.
E. The City will not use the ENS for purposes of telemarketing, political announcements or
activities that could be considered telemarketing or political announcements. The City
shall use the ENS only for events or information directly related to public safety, in
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compliance with Public Utilities Code sections 2872 and 2891.1, or as otherwise
described in Exhibit A.
F. The Emergency Services Listing ( "ESL ") is a listing of telephone numbers of residents and
businesses, to be used by the ENS. The ENS will be updated with new landline
telephone information as it becomes available.
G. VCSO and the City shall conduct system testing on a periodic basis. The System
Administrator shall coordinate testing with the VCSO OES.
H. In the event of the City's inability to launch an emergency notification session, and upon
request from the City, VCSO shall provide assistance through the OES Duty Officer (805-
947 -8210) and may launch emergency sessions on behalf of the City.
I. If VCSO learns that a participating agency other than the City intends to use the ENS
system to send notification to citizens within the City's jurisdiction, VCSO (OES Duty
Officer) shall coordinate with the City and participating agency prior to launching the
notification to insure the participating agency is in compliance with Exhibit A.
In the event the Ventura County Operational Area Emergency Operations Center
( "EOC ") and City EOC(s) are activated for the same incident, the ENS messages shall be
coordinated through the Joint Information Center ( "JIC ") and disseminated only after all
stakeholders have collaborated and agreed upon information and objectives relative to
the incident. In the event the JIC is not activated, all messages shall be approved by the
EOC directors from both agencies. Upon successful collaboration, the agreed upon ENS
session may be launched from the County EOC or an alternate location.
8. TRAINING
The County shall provide each designated System Administrator with an electronic copy of the ENS
User Manual and a hard copy of the ENS training manual. VCSO, upon the City's request, shall
provide training for up to four participants from the City annually. As enhancements to the system
are made available, VCSO will provide the System Administrator with additional training as needed.
The System Administrator shall disseminate this information to other trained users authorized by
the City.
The City has the right to train other personnel who are not able to participate in the annual training
provided by VCSO. The System Administrator shall maintain a list of all trained users and provide
updates to VCSO, in writing, as they occur.
9. REGISTRATION WEB SITE
Because cellular telephone numbers and Voice Over IP (VoIP) telephone numbers are not included
within the ESL, the ENS provider shall maintain a website ( "Registration Web Site ") where residents
may register additional telephone numbers and contact information. This site may also allow
residents to opt -in to receive non - emergency messages if the City maintains a public web site. The
City shall provide a link to the Registration Web Site on the City's public web site.
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10. ACCESSIBILITY TO DEAF /HEARING IMPAIRED INDIVIDUALS
Because telephone numbers of Teletypewriter ( "TTY ") users are not included within the ESL, the ENS
provider shall maintain a website, as stated above, where residents may register their TTY telephone
numbers and e-mail addresses.
11. PERSONNEL MATTERS
In the performance of any of the services under this MOU, each of the Parties' employees shall act
as independent contractors in relation to the other Party and its employees. Each Party shall
assume responsibility for all personnel costs for its respective employees, including salaries, fringe
benefits, overtime, workers' compensation insurance coverage, and federal and state income tax
withholding, including, but not limited to, federal income tax, state income tax, Federal Insurance
Contributions Act, state unemployment insurance, and State Disability Insurance, and any other
deductions from income that such Party is required to make.
12. NO JOINT VENTURE
This MOU shall not create between the Parties a joint venture, partnership, or any other
relationship of association.
13. NO GRANT OF AGENCY
Except as the Parties may specify in writing, neither Party shall have authority, express or implied, to
act on behalf of the other Party in any capacity whatsoever as an agent. Neither Party shall have
any authority, express or implied, pursuant to this MOU, to bind the other Party to any obligation
whatsoever.
14. MEDIA RELATIONS
The City shall send to the VCSO OES public information officer a copy of all press releases concerning
the ENS upon dissemination to the media or to the public. In a case of significant public interest,
VCSO may issue a joint press release, at its sole discretion.
15. INDEMNITY
The City shall assume the responsibility and liability for, and the City shall indemnify, defend, and
hold harmless, the County (including VCSO), its agents, officers and employees from and against any
and all liabilities, obligations, losses, damages, penalties, fines, claims, actions, suits, costs and
expenses and disbursements (including legal fees and expenses) of any kind and nature imposed on,
asserted against, incurred or suffered by the County (including VCSO) or its agents, officers or
employees by reason of damage, loss or injury (including death) of any kind or nature whatsoever to
persons or property caused by or in any way relating to or arising out of any negligent act or action,
or any neglect, omission or failure to act when under a duty to act on the part of the City or any of
its agents, officers or employees in its or their performance of services hereunder.
The County shall assume the responsibility and liability for, and the County shall indemnify, defend,
and hold harmless, the City, its agents, officers and employees from and against any and all
liabilities, obligations, losses, damages, penalties, fines, claims, actions, suits, costs and expenses
and disbursements (including legal fees and expenses) of any kind and nature imposed on, asserted
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against, incurred or suffered by the City or its agents, officers or employees by reason of damage,
loss or injury (including death) of any kind or nature whatsoever to persons or property caused by or
in any way relating to or arising out of any negligent act or action, or any neglect, omission or failure
to act when under a duty to act on the part of the County or any of its agents, officers or employees
in its or their performance of services hereunder.
To the extent permitted by law, the scope of the indemnity provisions contained in this Section 15
include any violation of applicable law, ordinance, regulation or rule, including where the claim, loss,
damage, charge or expense was caused by deliberate, willful or criminal acts of the County or the
City, or any of their agents, officers, or employees in its or their performance hereunder
It is the intent of the Parties that the provisions of Section 15 be interpreted to impose on each
Party the responsibility for the acts, omissions or alleged wrongful conduct of their respective
employees, officers, agents and governing body.
16. NON - WAIVER
Waiver of any breach of, or default under, this MOU shall not constitute a continuing waiver or a
waiver of any subsequent breach either of the same or of another provision of this MOU.
17. ENTIRE AGREEMENTAND MODIFICATION
This MOU contains all of the terms and conditions agreed upon by the Parties, and supersedes any
and all oral or written communications by and between the Parties, with respect to the subject
matter of this MOU.
Except as otherwise provided herein with respect to Exhibit A and Exhibit B, no waiver, alteration,
modification or termination of this MOU shall be valid unless made in writing and signed by the
Parties. In the event of a conflict between this MOU and any other agreement or understanding
executed by the Parties subsequent to the commencement of this MOU, the terms of this MOU shall
prevail and be controlling unless such other agreement expressly provides to the contrary.
18. ASSIGNMENT PROHIBITED
No Party may assign any right or obligation pursuant to this MOU. Any attempted or purported
assignment of any right or obligation pursuant to this MOU shall be void and of no effect.
19. SEVERABILITY
If any term, covenant or condition of this MOU is held by a court of competent jurisdiction to be
invalid, the remainder of this MOU shall remain in full force and effect.
20. GOVERNING LAW
The interpretation and enforcement of this MOU shall be governed by the laws of the State of
California.
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21. COUNTERPARTS
This MOU may be executed in one or more counterparts, each of which shall be deemed an original,
but all of which together shall constitute one and the same instrument.
22. CAPTIONS
The headings or captions contained in this MOU are for identification purposes only and shall have
no effect on the construction or interpretation of this MOU.
23. AMBIGUITIES
The Parties have each carefully reviewed this MOU and have agreed to each term of this MOU. No
ambiguity shall be presumed to be construed against either Party.
24. INTERPRETATION OF MOU
By entering into this MOU, the Parties do not intend to violate or cause a violation of the terms of
collective bargaining or other labor MOUs to which either may be a party, nor the policies, rules or
regulations governing the employees of either Party. If any provision of this MOU is inconsistent
with such collective bargaining or other labor MOUs, or with such policies, rules or regulations, then
the applicable provisions of such collective bargaining or other labor MOUs, and such policies, rules
or regulations, shall take precedence for purposes of the construction and interpretation of this
MOU.
25. AUTHORITY
The persons executing this MOU have the capacity and are authorized to execute this MOU as the
representative of their respective Party and to bind their respective Party to the terms of this MOU.
COUNTY OF VENTURA
CITY OF MOORPARK
Geoff Dean, Sheriff Steve Kueny
Director of Emergency Services City Manager
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Attachment 2
Ventura County
Emergency Notification System
Last Revised November 2, 2011 126
TABLE OF CONTENTS
1.
Purpose
Page 3
II.
System Description
Page 3
General System Features
Page 5
Telephone Database
Page 5
Mapping and Geographic Notification
Page 5
Notification to Lists
Page 5
Mobilization of Responders
Page 6
III.
Events Authorized for Activation of VC -ALERT
Page 7
IV.
Authorized Users of VC -ALERT
Page 9
V.
Accessing the VC -Alert System
Page 9
Obtaining a User Account
Page 9
VI.
System Use During County EOC Activation
Page 10
Activation Check -list
Page 11
VC -ALERT ENS Request Form
Page 12
Message Content
Page 13
Follow -up Communication
Page 14
VII.
System Limitations
Page 14
VIII.
Routine Testing
Page 16
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Ventura County Sheriff s Office - VC -ALERT Page 2
I. Purpose
The purpose of this document is to provide guidelines on the use and administration of Ventura
County's Emergency Notification System, VC- ALERT. This document is intended to serve as an
overview of policies and agency roles and responsibilities. It will not provide step -by -step
instructions on how to utilize the system and is not exhaustive in its description of system
capabilities. The Sheriff's Office of Emergency Services (OES) will be responsible for
administration and activation of the Emergency Notification System (ENS) unless otherwise
defined through a signed memorandum of understanding (MOU) with the end user.
11. System Description
VC -ALERT is a telephonic community notification system that utilizes a combination of database
and GIS technologies to deliver outbound messages. In the event of an emergency, the system
is accessible from any location that can access the Internet. Notifications can be generated in a
recorded vocal format or in a text -to- speech format for quicker message delivery. GIS
technology integrates the ENS with geo -coded contact data (that can be uploaded from
customer databases and /or local telephone companies) and intelligent street centerline data.
This allows for precise message delivery to a specific geographic region. This feature is vital in
the many events such as mandatory evacuations, severe weather warnings, and shelter -in-
place instructions during hazardous materials spills. Upon sending out this message, the ENS
system provides an active confirmation of message receipt following successful delivery. In
addition to notifying communities, the ENS can be used to mobilize first responders by using
preset notification lists.
Administration of the system is the responsibility of the Sheriff's Office of Emergency Services
(OES). OES is the sole approving authority for any public notification message not outlined in
this policy. This approval may be exercised on a case by case basis.
The VC -ALERT ENS system is only one component of Ventura County's public warning system
and is intended to be used in conjunction with existing notification systems (Emergency Alert
System [EAS], website, media) and should only be used for situations deemed appropriate for
citizen notification as defined in the Policies and Guidelines.
A. General System Features
i. Ability to generate notification sessions to telephone numbers within a
user - defined geographic area or a predefined list.
ii. Ability to pre- record messages and outgoing calling sessions for
subsequent use at a later time.
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iii. System is accessible by authorized users through Internet connection.
iv. Multiple ways to upload message and attach to a notification, including
text -to- speech, online recorder and microphone, selection of a pre-
recorded text and /or voice message, or attaching a .WAV file.
v. Ability to notify the Hearing Impaired if they have self- registered online
for Text- Message alerts or TTY notification.
vi. Ability to detect voice mail or answering machines and play messages.
vii. Ability for citizens to replay messages via a touch -tone response (this
option needs to be indicated when recording the outbound message).
viii. Ability to exclude any number(s) from a calling session. Exclusion process
varies when using group versus geo- notification selection.
ix. Ability to send text or e-mail notifications to citizens through multiple
contact pathways until system receives read confirmation from the
intended recipient.
x. Ability to stop notifications in mid - session if conditions change.
A. Ability to call telephone numbers based on the results of a previous
session (e.g. successful notifications, answering machine, call timed out,
operator Intercept, hung up, fax tone detected).
xii. Ability to obtain real -time data on status of an outgoing calling session.
Data remains on the system for up to 18 months. Archive reports may be
downloaded if needed for longer storage.
xiii. Ability to include polling capabilities for surveying and data collection.
Survey information includes multiple choice questions with up to 9
responses.
xiv. Ability for citizens to 'opt in' or subscribe to community alerts in addition
to emergency alerts by visiting our website located at
http: / /www.readyventura.or .
xv. Ability to send notifications to one or more individuals, groups, or
dynamic groups (or any combination thereof) in a single step.
xvi. Customizable automatic (real time) reporting (to specified e-mail
address) feature for System Use and Continuous Quality Improvement
(CQI).
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B. Telephone Database
i. Telephone service data is provided to Everbridge by a commercial data
vendor and in uploaded into our system by Everbridge.
ii. Updates to the data are provided by the vendor on a quarterly basis.
Implementation of updates is the responsibility of Everbridge and VCSO.
iii. Cell phone, landline, and hearing impaired users can "opt in" for
additional notification methods or non - emergency community alerts by
completing a registration form on the County of Ventura Website
(www.readyventura.or ) and clicking on 'disaster information' or by
calling 805 - 648 -9283.
iv. Citizens may opt in or opt out additional contact devices to receive
emergency or non - emergency alerts by completing a registration form on
the County of Ventura Website.
v. Citizens have the ability to create a secure user profile, set alert
preferences, update contact information including physical addresses,
email addresses & more.
vi. Data is updated in real -time, and is reflected immediately on the map,
provided a valid address is submitted.
C. Mapping and Geographic Notification
L Mapping data is provided in ESRI shape file compatible format. The base
map layer is supplied by NavTec and is updated quarterly.
ii. Ability to isolate a specific geographic area for_notification to the citizens
within the selected area.
iii. Ability to edit and save a geographic area for future notification sessions.
iv. Ability to define a geographic area by designating a ZIP code, street
address, neighborhood, or radius from a specific point.
v. Ability to create custom layers identifying specific locations such as
hospitals, police and fire stations, to target communications more
precisely and effectively.
vi. Ability for citizens to enter critical information to database such as special
needs, interests in volunteering, or special skills.
D. Notification to Lists
vii. Ability to create, maintain, save and delete an unlimited number of lists
with an unlimited number of records per list for outgoing calling sessions.
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viii. Allows users to build lists for notification of vulnerable populations or
special response teams (i.e. In -home care residents or public health
response teams).
ix. Ability to record a message and launch calling sessions remotely using a
pre - designated user ID.
D. Mobilization of Responders
i. Ability to import a list of responders for mobilization in the event of an
emergency. (The user is not able to restrict access by group to the
responder information when importing a list.)
ii. Ability to contact pre- determined responders.
iii. Ability to track the responses of individual team members (i.e. SWAT) to
see whether or not they will be reporting to the scene.
iv. Active confirmation of receipt provides a comprehensive audit trail, and
improved quality of contact data.
v. Ability to record a message and launch mobilization sessions remotely
using a user - defined ID for a specific team of responders.
E. Types of Notifications
i. Telephonic (Recorded voice, text - to-speech, upload wav file)
1. Home phone, work phone, mobile phone
ii. SMS Text Message — Limited to 120 characters. Messages over 120
characters will be split into multiple messages in increments of 120
characters.
1. Primary & Secondary SMS devices.
iii. Email
1. Personal email, work email, other email
iv. Instant Message
1. AOL AIM, Yahoo Messenger, or MSN Messenger
v. Fax
Ventura County Sheriffs Office - VC -ALERT Page 6 131
III. Events Authorized for Activation of VC -ALERT Emergency Notification System
Appointed public officials or public safety command officers may request activation of the VC-
ALERT system. This includes public health officials, human services officials, emergency
managers, city managers, police and fire officials, or other public safety officers involved in the
management of an emergency incident. Emergency activation of the system will require that
the event meets one of the criteria as defined below. For those who do not have remote access
to the system, requests for activation will need to be funneled through the appropriate
channels as defined in section IV. of this document.
A. Evacuation Notices - The system can be used to deliver voluntary or mandatory
evacuation notices to citizens in areas affected by major fires (i.e. structure or
wildland), flooding, or tsunamis.
B. Hazardous Material Incident - This system can be used to notify citizens whether
it is appropriate to evacuate or shelter -in -place when a hazardous material
release has occurred.
C. Community Policing -The Ventura County Sheriff's Department and local police
departments may use the system for a variety of community emergency policing
activities. Community policing activities may include:
i. AMBER Alerts
ii. Endangered missing adults
iii. Investigative canvassing
iv. Prisoner escapes
v. Search for Outstanding Suspects
D. Public Health Alerts — The Ventura County Public Health Department and Human
Services Agency may use the system to disseminate emergency public health
information such as:
i. Boil -water alerts
ii. Biting animal alerts
iii. Infectious disease outbreak
iv. Heat and cold advisories to vulnerable populations
E. Severe Weather Event — Severe weather usually affects a significant portion of
the County and is not usually an appropriate occasion for activating the VC-
ALERT system. The EAS should be used in this capacity. However, the system
does have the ability to import shape files generated by the National Weather
Service (NWS) when issuing a warning statement. It may be appropriate to send
out a Flash Flood Warning for a dam failure generated by NWS to citizens within
a dam inundation zone or to advise residents of severe weather predicted by
spot weather forecasts.
Ventura County Sheriffs Office - VC -ALERT Page 7 132
F. Any other threat to public health or safety — It is impossible to list every
situation for which use of VC -ALERT is appropriate. A warning should be issued if
the situation threatens human health and safety or serious damage to property.
However, the warning must be issued in a timely manner that gives the public
enough time to react and follow instructions. The capacity of the system needs
to be taken into account when determining whether it is appropriate to launch a
calling session. Please see "system limitations" for more information on the
capacity to make calls.
G. Non - Emergency Situations requiring mass notification.
i. Broken water mains
ii. Power system failure
H. Time of Broadcast
Special consideration shall be taken when activating the VC -ALERT system
between the hours of 10pm -7am. Outbound sessions conducted during these
hours should be a matter of public safety. Courtesy notifications of non -life
threatening situations shall be made during normal daytime hours.
THIS PORTION LEFT BLANK
Ventura County Sheriffs Office - VC -ALERT Page 8 133
IV. Authorized Users of VC -ALERT
The Ventura County Sheriff's Office of Emergency Services (OES) is responsible for
administration and maintenance of the ENS. The ENS is available for use by Cities, Special
Districts and other authorized entities located within Ventura County. The Sheriffs Office of
Emergency Services personnel are the primary persons that have access to the system and are
authorized to initiate calling sessions. Other users may access the system to send notifications
to citizens with proper training and a signed memorandum of understanding with OES (i.e.
Cities & authorized agencies).
Authorized users must notify OES (805 - 6542551) during normal business hours or the OES
Duty Officer (805- 947 -8210) on evenings and weekends, when launching an emergency calling
session that may impact an additional jurisdiction other than their own. In addition, calling
sessions that may create an influx of calls to any neighboring PSAP (public safety answering
point) shall require notification of the OES Duty Officer. Non - emergency calling sessions do
not require OES Duty Officer notification. These sessions may be conducted assuming the
session is permitted by the guidelines listed in section III of this document.
Each user of the VC -ALERT ENS must possess an individualized user account to access the
system. The sharing of user account information is not permitted. To obtain a user account,
please contact OES at 805 - 6543843.
V. How to Access the VC -Alert System
A. Internet Access: https: / /www.everbridge.net
B. Mobile Internet Access: http: / /mobile.everbridge.neV
C. IVR Automated System: 1- 888 - 440 -4911
D. Operator Assisted: 1- 877 - 220 -4911
Ventura County Sheriffs Office - VC -ALERT Page 9 134
VI. Use of ENS during Ventura County Operational Area EOC Activation
In the event the Ventura County Area Operational Area Emergency Operations Center (EOC)
and City EOC(s) are activated for the same incident, the ENS messages shall be coordinated
through the Joint Information Center (JIC) and disseminated only after all stakeholders have
collaborated and agreed upon information and objectives relative to the incident. Upon
successful collaboration, the agreed upon ENS session may be launched from the County EOC
or an alternate location.
Requests to activate the ENS may be submitted within WebEOC®. It is recommended that the
requesting agency call the OES Duty Officer (805- 947 -8210) to confirm receipt of the request.
Those authorized users that do not have access to WebEOC® may request a login by e- mailing
webeoc @ventura.org.
Non - emergency routine activations of the ENS system used to notify citizens of routine events
or mobilize personnel may be conducted without the notification and approval from the Duty
Officer. Non - emergency calling sessions interfere with emergency calling sessions, they may be
temporarily suspended by the OES system administrator.
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Ventura County Sheriff's Office - VC -ALERT Page 10 135
Prior to Requesting Notification by OES
Prior to activating the VC -ALERT system, please ensure the following criteria are met:
0 Step 1. Review Notification Criteria in Section 111.
❑ Step 2. Fill In the Emergency Notification request form PRIOR to making request. This
will serve as your guide when speaking to OES. Be Clear and Concise in your message.
0 Step 3. Call the Sheriffs Office of Emergency Services (OES) at 805- 654 -2551 during
normal business hours or the OES Duty Officer at 805 - 947 -8210 on evenings and
weekends. Clearly identify yourself and state that you wish to activate the ENS
system. Be prepared to positively prove your identity to prevent any unauthorized use
of the system. This will require providing your supervisor's name and contact
information, your city /special district /agency name and your position within that city,
special district, or agency and a call back number. This is for identity verification
purposes.
❑ Step 4. After verification of identity is complete, e-mail the Emergency Notification
Request Form to 805 -648 -9258 or oes.oes @ventura.org. It is important to clearly
identify the geographic area or predefined list that needs to receive notification on the
request form.
❑ Step S. OES personnel will then record the message or provide instructions on how to
record the alert message.
❑ Step 6. Stay in contact with OES personnel to receive the results of the calling session. If
necessary, request termination of the calling session if changes occur that no longer
warrant the alert.
Ventura County Sheriffs Office - VC -ALERT Page 11 136
VCE
EMERGENCY NOTIFICATION SYSTEM
SYSTEM ACTIVATION REQUEST
Message Text (Keep Message Clear and Concise, see section V.B.) :
Geographic Area to Receive Message:
Please be as specific as possible. Include city, zip code, and street names if available. When
available, provide the street names of intersections in the event a perimeter has been
established.
Please e -mail or fax the completed form to oes.oes @ventura.orq (preferred method) or 648 -9258.
137
Ventura County Sheriffs Office - VC -ALERT Page 12
Emergency ❑
Interl� Of
Standard ❑
4,
YES ❑ NO ❑
:, , 4 ;j'` �L; >,�
YES ❑ NO ❑
Message Text (Keep Message Clear and Concise, see section V.B.) :
Geographic Area to Receive Message:
Please be as specific as possible. Include city, zip code, and street names if available. When
available, provide the street names of intersections in the event a perimeter has been
established.
Please e -mail or fax the completed form to oes.oes @ventura.orq (preferred method) or 648 -9258.
137
Ventura County Sheriffs Office - VC -ALERT Page 12
Message Content
The alert/notification message is one of the most important elements of the public
warning effort. The content and style of the hazard notification message has a direct
impact on the public's response to a warning and the willingness to comply with the
recommended protective actions. An effective message is clear, concise and
simplifies complex concepts. Most effective ENS messages are written at a 6th grade
reading level and are free of agency jargon. The best chance of getting an audience's
attention occurs within the first 9- seconds of an audio broadcast. The length of the
message will have a direct effect on the capacity of the system to complete the
calling session in a timely manner. Therefore, messages should be limited to 30-60
seconds in length but should include the following information:
L Source of the message — The authorized agency responsible for issuing
the alert should be clearly identified.
ii. Description of the hazard or risk — The message must include a
description of the event that has occurred (or may occur) and the danger
that it poses.
iii. Location of the hazard — The message must include a description of the
geographic areas that are at risk.
iv. Guidance for protective actions — The message must include instructions
on what citizens should do to protect themselves. Terminology should be
defined so that citizens can take the proper action to ensure their safety.
v. Time available to act — The warning message must include information
on the time available for those in the affected area to take the
appropriate protective action.
vi. Future Information Source — The message should direct the citizen
where he /she look to for more information in the future. E.g. Future VC-
Alert Notifications, TV stations, press release, etc.
Example Alert Messaee: "The Ventura County Sheriff's Department is notifying
you of a mandatory evacuation in the Upper Ojai area due to the fast
approaching Day Fire. Mandatory evacuation means that the fire poses an
imminent danger to life and property. The fire is being driven by high wind and
is anticipated to reach Ojai within four hours. A shelter has been setup in the
City of Santa Paula at Isabel School. Please do not delay in leaving the area."
Ventura County Sheriffs Office - VC -ALERT Page 13 138
I
S. Follow -up Communication
Following the successful delivery of an outbound calling session, ENS users
should determine whether or not a follow -up "all clear" telephonic message will
be required. If the purpose of the session was to inform citizens of a future
situation or activity, the call may not require a follow -up notification. In the case
of an ENS notification warning citizens of a barricaded suspect in a particular
neighborhood, it would be appropriate to inform citizens once the situation has
resolved or circumstances have changed.
Outbound sessions that are stand -alone informational sessions should include
directions to a source where more detailed information may be obtained.
C. Session Priorities
VC -ALERT will process outbound alert sessions based upon your initial selection of
"Emergency Message" or "Standard Message." Emergency messages will always
take precedence on the system.
VII. System Limitations
A. The telephony server utilized by Everbridge carries a capacity to place 100,000
calls per hour, at minimum. In addition, 100,000 text messages can be generated
per hour. More often than not, system limitations arise from "bottle- necking" of
calls at the local telephone company central offices as opposed to delays
generated at the data center.
B. Multiple Language Alerts — Agencies may need to consider recording multiple
messages for various demographic groups. Messages can be recorded in
multiple languages. The system has the ability to send alerts in any language as
long as there is someone available to record the message in a particular
language. These policies and guidelines do not suggest that it is mandatory to
send alerts to the public in multiple languages. That decision will be left to the
Incident or EOC Commander as to whether it is appropriate for a given
geographic area. Those jurisdictions that have a high percentage of non - English
speaking families may want to pre - designate geographic areas that should
receive multiple language alerts. There are three ways to accomplish sending
out messages in another language in addition to English.
i. Record Both Messages within a Single Recording — The user has the
ability to record both messages within the same recording. For example,
the English message could be recorded first followed by the Spanish
Ventura County Sheriffs Office - VC -ALERT Page 14 139
message. This will make the outgoing message longer and may affect the
session results; citizens may hang up after the English message is
complete causing a high number of hang ups that would normally be
counted as successful calls.
ii. Record a Separate Message for Each Language - The user may record a
separate message for each language. The user has the ability to launch
two sessions concurrently, one session in English and one session in
Spanish (or any other language) to the same geographic area. This
method will result in citizens receiving two separate calls, but will result
in more realistic session results for the session launched in the primary
language for that geographic area.
iii. Utilize the Survey Tool —There is a survey tool on the system that allows
the user to record a series of questions /messages that require a keyed
response of 1 -9 from the resident receiving the call.
C. Cell phone numbers and Voice Over IP (VoIP) — The system has a limited ability
to capture VoIP and cell phone lines made available through commercial phone
lists however not ALL cell phone and VoIP listings will not be automatically
captured. Citizens who do not have a landline telephone will need to manually
submit their cell phone, VoIP phone number or other notification device
information on the County of Ventura Website to insure their information has
been entered into the VC -Alert system.
D. Factors that Affect the Ability to Receive the Alert - Citizens will not receive
notifications if the phone lines are down and some may not receive calls when
the power is out. VoIP lines and phone lines provided by cable companies, and
cordless phones, require the power to be on in order to complete a call. During
an emergency, the circuits may become overloaded which will prevent the
Central Office from completing calls originating from the VC -ALERT servers.
These calls will return as an error and a subsequent calling session will need to
be launched using a list of erroneous calls. Also, those citizens who have their
call - blocking activated will not receive the emergency notification. These calls
will show up as "operator- intercept."
E. Internal Private Branch Exchange (PBX) - Businesses with internal Private Branch
Exchange (PBX) phone systems present the potential to cause idiosyncrasies if
'they -are included in an ENS calling session. The system will attempt to call all
published numbers located within a geographic area if the calling session is
Ventura County Sheriffs Office - VC -ALERT Page 15 140
based on a geo -zone. Most problems can be minimized by careful screening of
the database, but authorized users should be aware of the potential for:
L Some organizations may have more than one building location, but have
a centralized telephone system. The address location of published phone
numbers may be associated with the central office building when the
actual telephone is located at a remote site.
ii. The calling session may complete multiple calls to numerous offices
within the same organization at the same location. System
administrators from each City will be tasked with the responsibility of
identifying large corporations within their jurisdiction in order to exclude
them during calling sessions.
VIII. Routine Testing
The Sheriff's Office of Emergency Services will be responsible for routine testing of the
system. OES personnel will use staff member lists in order to test the functionality of
each module. Testing will be performed using the frequency defined in the table below.
Authorized users of the system will be subject to a routine testing schedule as defined in
their memoranda of understanding.
n brit
1 00 g Fregencj
Ability to Make Outbound Calls
Weekly
Outbound Email Session Using OES Staff
Monthly
Mobilization Session Using EOC Activation Lists
Bi- Monthly
Geo -zone Creation
I Weekly
Ventura County Sheriffs Office - VC -ALERT Page 16 141
ITEM 11.A.
A.t -7o 4&WpjNANCE NO. 410
AN_ _ OEUNANCE OF THE CITY OF MOORPARK,
CALIFORNIA, AMENDING SECTION 2.04.050, FILLING OF
VACANCIES, OF CHAPTER 2.04, CITY COUNCIL, OF
TITLE 2, ADMINISTRATION AND PERSONNEL, OF THE
MOORPARK MUNICIPAL CODE
WHEREAS, Section 2.04.050 of the Moorpark Municipal Code was adopted
by Ordinance 77 to establish the requirements for filling a vacancy on the City
Council; and
WHEREAS, the current language of Section 2.04.050 of the Moorpark
Municipal Code is not in compliance with the specific wording contained in Section
36512 of the California Government Code, which sets forth the legal authority to fill a
vacancy that occurs in an elective office; and
WHEREAS, Government Code Section 36512(b) provides the authority for a
Council to either fill a vacancy in an elective office by appointment or by calling a
special election, which allows the decision on the appropriateness of either making
an appointment or calling a special election to be made within the established time
period following the commencement of the vacancy; and
WHEREAS, Government Code Section 34902(a) regulates the filling of a
vacancy in the office of the Mayor, and is generally consistent with Government Code
Section 36512(b); and
WHEREAS, Government Code Section 36512(c) provides that
notwithstanding subdivision (b) and Section 34902, a city may enact an ordinance
that does any of the three options listed, including Section 36512(c)(2), which
requires that a special election be held to fill a city council vacancy and the office of
mayor designated pursuant to Section 34902 when petitions bearing a specified
number of verified signatures are filed; and
WHEREAS, at the regular meeting of January 4, 2012, the City Council
determined to amend Section 2.04.050 of the Moorpark Municipal Code consistent
with Government Code Sections 36512(b), 34902(a), and 36512(c)(2) and California
Elections Code Section 100.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
MOORPARK DOES ORDAIN AS FOLLOWS:
SECTION 1. That Moorpark Municipal Code Section 2.04.050, Filling of
Vacancies, of Chapter 2.04, City Council, is hereby replaced in its entirety to read:
142
Ordinance No. 410
Page 2
"2.04.050 Filling of vacancies.
If a vacancy occurs on the city council, or in the office of elected
mayor, the city council shall fill such vacancy as provided for in
Government Code Sections 36512(b) and 34902(a); provided, however,
that pursuant to Section 36512(c)(2), the city council shall wait thirty (30)
days from the occurrence of the vacancy prior to making any appointment
to fill the vacancy to allow for the submission of petitions) in the format set
forth in Elections Code Section 100 bearing the verified signatures of ten
percent (10 %) of the registered voters of the city according to the last
report of registration by the county elections official to the Secretary of
State pursuant to Section 2187 of the Elections Code, in which case a
special election shall be called to be held on the next regularly established
election date not less than 114 days from the filing of the petition and no
appointment shall be made. All references to statutes in this section shall
include sections amendatory or supplementary thereto."
SECTION 2. If any section, subsection, sentence, clause, phrase, part or
portion of this ordinance is for any reason held to be invalid or unconstitutional by any
court of competent jurisdiction, such decision shall not affect the validity of the
remaining portions of this ordinance. The City Council declares that it would have
adopted this ordinance and each section, subsection, sentence, clause, phrase, part or
portion thereof, irrespective of the fact that any one or more section, subsections,
sentences, clauses, phrases, parts or portions be declared invalid or unconstitutional.
SECTION 3. This ordinance shall become effective thirty (30) days after its
passage and adoption.
SECTION 4. The City Clerk shall certify to the passage and adoption of this
ordinance; shall enter the same in the book of original ordinances of said City; shall
make a minute of the passage and adoption thereof in the records of the proceedings of
the City Council at which the same is passed and adopted; and shall publish notice of
adoption in the manner required by law.
PASSED AND ADOPTED this 18th day of January, 2012.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
143