HomeMy WebLinkAbout1999-10-25 City Council (11)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:
DATE:
CITY MANAGER
OCTOBER 25, 1999
DEPARTMENT: FIRE
CMR: 400:99
SUBJECT: EMERGENCY OPERATIONS CENTER Y2K CONTINGENCY PLAN
This is an informational report. No Council action is required.
BACKGROUND
Since 1996, the City of Palo Alto has been addressing the potential problems that face all
users of computer systems regarding the Year 2000. While staff is not anticipating
catastrophic events as a result of the rollover from 1999 to the year 2000, each department
has been developing contingency plans to deal with operational responses to situations that
arise out of the year 2000 rollover. Due to the widespread, yet uncertain, nature of this event,
we might logically expect more impact from external forces than usual when dealing with
localized disasters. For this reason, it is important to clearly describe the operating concepts,
policies, and management direction for implementing contingency plans in order to ensure
public safety.
DISCUSSION
The City of Palo Alto responds to emergencies and disasters using the Standardized
Emergency Management System (SEMS). SEMS consists of several levels which are
activated, as necessary, starting with the field response level and then graduating as more
resources or assistance is necessary to the local government Emergency Operations Center
(EOC) level, the operational area (county) level, the regional EOC level, and finally to the
State EOC level. This "bottom up" system supports the responsibility of local government
to protect its citizens while permitting "top down" sharing of resources, alerts, warnings and
intelligence.
CMR 400:99 Page 1 of 4
The emergency management personnel are concerned with both short-term millennium
consequences as well as longer-term impacts. Security and safety issues at large venue
celebrations, for example, present short-term concerns. Longer-term impacts threaten if
disruptions occur in utility, transportation, health care, and communications systems.
The City of Palo Alto and other agencies responsible for disaster preparedness, response, and
recovery have been focusing on two areas: 1) promoting preparedness by individuals in both
the public and private sectors, and 2) planning specifically for New Year’s Eve 1999, and the
days leading up to and following that date.
Unique Features of Y2K
Specific to the Y2K event will be the perception or reality of scarce resources available for
use in assisting local governments. Effective communication and prioritization of resources
will be key challenges for the regional emergency operations centers in such an environment.
Staff has been coordinating with neighboring jurisdictions, the County, and the State in
preparing for needed resources in the event of large scale emergency operations. The Fire
and Law Enforcement Mutual Aid Plans have been discussed at Santa Clara County Fire and
Police Chief meetings, as well as at other County and State level.
Also unique to Y2K will be the need for insightful intelligence from state, national, and
intemational sources to describe the effects of the date change from around the world. Staff
will monitor this information to prepare for impacts that could result within our jurisdiction.
The State Office of Emergency Services (OES) will be providing information to the City of
Palo Alto via the Resource Information Management System (RIMS) located in the EOC.
In addition, staff will be monitoring news reports, weather conditions, traffic conditions, and
call volumes.
Palo Alto has taken an active role in Y2K preparedness efforts, developing and distributing
focused guidance materials; giving local presentations; coordinating mutual aid discussions;
assisting other jurisdictions in their preparedness activities; and planning and participating
in EOC simulation exercises. In addition, staff has successfully conducted functional tests
of the EOC, 911 Police/Fire Communications Center, critical areas of City Hall, Municipal
Service Center, and Utilities Control Center (UCC) under complete power outage conditions.
The State Office of Emergency Services has conducted similar tests. As the millenium
transition time approaches, planning, training, and exercising functions will increase in
intensity, ensuring a high level of operational readiness throughout the City. Even with the
unknowns surrounding Y2K, Palo Alto and the rest of California government--has taken
every possible step to be in a state of readiness and to assure we will be ready to respond.
CMR 400:99 Page 2 of 4
Palo Alto EOC Activation
The City of Palo Alto Emergency Operations Center (EOC) will be activated for a minimum
of 24 hours begirming at 12:00pm on December 31, 1999. Each department responsible for
staffing the different functions in the EOC has developed staffing plans to ensure continuity
of staffing in the event of the need for a longer EOC activation than is anticipated. The EOC
will be staffed at three levels depending on the activity and necessity for activating and
staffing as follows:
Level 1 -
Level 2 -
Level 3 -
City Manager and Fire Department OES personnel only.
City Manager and Fire, Police, Public Works, and Utilities
City Manager, City Attorney, Fire, Police, Public Works, Utilities,
Administrative Services, with standby support from Community Services,
Planning, and City Clerk.
The EOC will be staffed at Level 1 beginning at 12:00pm on December 31, 1999. The level
will be increased to Level 2 at 6:00pm and to Level 3 at 9:00pm. The need for continuation
of the EOC activation will be evaluated by the City Manager based on the conditions present.
Criteria and conditions that will be considered include, but is not limited to:
¯Determining the impact of failures that have occurred in other parts of the world and
country that are time zones ahead of California.
¯Status of the power grid
¯Status of the water systems? (delivery systems, sewage treatment facilities)
¯Availability of phone service within the community
¯Condition of radio system (public safety/dispatching)
¯Functioning of the 9-1-i System and E 9-1-1
¯Call volume for emergency assistance
¯Traffic control status
¯Status of emergency services equipment
¯Determining if there are hazardous materials incidents
EOC Mission
The mission of the City during activation of the EOC will be as follows:
1.To safeguard life and property
2.To respond to requests for emergency services
3.To provide timely information to the City Council, the public, and City staff
4.To provide for the continuity of City services
CMR 400:99 Page 3 of 4
Staff will coordinate the activation of the EOC with local, state, and federal agencies. In
addition, liaisons will be established with the local chapter of the American Red Cross, the
Palo Alto Unified School District, the Chamber ofCorffmerce, imd Stanford University. The
Public Information Officer within the City Manager’s Office will coordinate with the local
media.
RESOURCE IMPACT
Staffing levels and schedules-have been altered to permit the staffing of the EOC on a 24
hour basis. This will result in overtime and standby costs depending on the duration of the
EOC activation. Expenditures will be made for other materials and resources as the need
arises. The City Manager’s contingency fund has budgeted funds for emergency operation
of the City and the EOC during emergencies.
POLICY IMPLICATIONS
This procedure is consistent with existing City policies.
ENVIRONMENTAL REVIEW
This project is exempt from the provisions of the California Environmental Quality Act
(CEQA), under Section 1506 (b)(3) of the CEQA guidelines, because it can be seen with
certainty that there is no possibility that it will have a significant effect on the environment.
ATTACHMENTS
Department Contingency Plans
DEPARTMENT HEAD:
Fire
CITY MANAGER APPROVAL:
JUNE
City Manager
C~Palo Alto Chapter of the American Red Cross
Palo Alto Unified School District
Chamber of Commerce
Stanford University
CMR 400:99 Page 4 of 4
PALO ALTO POLICE DEPARTMENT
Y2K Contingency Plan Outline
SITUATION
The Palo Alto Police Department may be called to respond to extraordinary situations resulting
from the Y2K millennium bug or from simultaneous, non technological incidents related to the
turn oi’the millennium.
MISSION
Our mission is to properly plan, prepare, and staff the city for all possible contingencies that may
occur as a result of the millennium. Our goal is to provide the same quality of police services to
the citizens of Palo Alto that we do throughout the year.
EXECUTION
We have identified several areas which are critical to our overall operation. They are:
Staffing
Arrest Considerations
Alarm Response
Mutual Aid/Outside Agency Coordination
Downtown Detail
Special Events
Bank Policies
Traffic Considerations
1.STAFFING
We will be implementing a 12 hour workday starting on Friday morning, 12/31/99 at 0600
hours and ending on Tuesday morning, 01/04/2000 at 0600 hours. We will break our entire
Patrol Division into two squads, A Squad and B Squad.
A Squad will work from 0600 - 1800 hours and will be made up of personnel from Watch
II, Traffic Team and the Downtown Detail.
B Squad will work from 1800 - 0600 hours and will be made up of personnel from Watch I
and Watch III.
On 12/31/99, B Squad will be assisted by eight (8) SWAT Team members and Four (4)
ISD personnel from 1700 - 0500 hours. The SWAT Team will be our Tactical Response
Team and will respond to critical incidents. ISD personnel will be our Major Crime
Investigation Team and will responsible for any maj or crime scene investigation.
We will be posting for four overtime positions to assist both squads on 12/31/99. However,
our current staffing is as follows:
Lieutenant
Sergeant
Ofc/Agt
Total
Lieutenant
Sergeant
Ofc/Agt
SWAT
ISD
Reserves
Total
12/31/99
2
1
13
16
A SQUAD
01/01/2000
2
2
13
17
01/02/2000
2
01/03/2000
2
2
18
12/31/99
1
2
15
8
4
8
38
B SQUAD
01/01/2000 01/02/2000 01/03/2000
1 1 1
4 4 4
16 15 12
21 20 17
ARREST CONSIDERATIONS
Because of the need to keep regular officers on the streets, our Reserve Officers will be in
charge of our bookin~processing center at PAPD. Our reserves will be accept in custody
subjects for citation and!or booking.
We will formalize our arrest procedures in the near future.
2
3.ALARM RESPONSE -
We will attempt to designate several Alarm Response Teams. However, if the power is
interrupted we will have several hundred alarm calls.
Our alarm policy is that we will respond to alarms as resources allow. In progress events
take priority unless there is confirmed entry.
4.MUTUAL AID/OUTSIDE AGENCY COORDINATION
For any pre-planned events or any extended critical incidents, we will follow the SCCO
Mutual Aid procedures.
For expedient emergency assistance, we will call surrounding agencies for assistance. We
have met with Menlo Park and spoken to Mountain View and the CI-IP in regard to these
issues: We will meet with other local agencies in the near future.
The designated staging area will be the parking lot at 300 Homer.
5. DOWNTOWN DETAIL
We are expecting large crowds in the downtown area on 12/31/99. We will designate
several downtown, foot patrol teams along with several officers on bicycles.
We have spoken to the Planning Department and are looking for feedback from the
Downtown Marketing Association in regard to non city sponsored special events on that
evening. Once we obtain this information we will be able to direct our patrol more
effectively.
The Department of Alcohol and Beverage Control has also requested to be informed of
downtown issues.
6.SPECIAL EVENTS
The Recreation Department is sponsoring a special event for children and families on
12/31/99 at the City Hall Plaza from 1800 - 2100 hours. They will have seven (7) security
officers from Creative Security Concepts and three PAPD officers to work this event.
The 300 block of Hamilton will be closed for this event and opened shortly after 2100
hours. At 2400 hours, tracking lights will go off in certain locations throughout the
downtown area. We will not staffthese locations.
7.BANK POLICIES
ISD will be working with the banks in the time leading up to the millennium. They _will
concentrate on the following areas:
Robbery Procedures
Suspicious Persons
Currency Planning
General Security Issues
Staffing
TRAFFIC CONSIDERATIONS
Officers will be expected to work general traffic enforcement unless calls for service dictate
otherwise.
If there is an interruption with the power and traffic lights go out, we will not be staffing
intersections. Motorists will be expected to follow the rules of the road as outlined in the
California Vehicle Code.
ASSETS AND EQUIPMENT
i.WEAPONS AND EQUIPMENT
Patrol personnel will use standard police weapons and equipment. They will also carry
crowd control equipment which includes long batons, helmets, gloves and flexcuffs.
SWAT and ISD will have specialized unit equipment.
2.TRANSPORTATION
o
FSD, ISD, Traffic, Colnmunity Policing and P&T vehicles will all be used and outlined in
the Deployment Guidelines.
MEALS, BREAKS, RELIEF
We will have a logistics officer arrange to have meals for personnel in the EOC and/or on
fixed posts.
4
COMMAND, CONTROL AND COMMUNICATION
1. CHAIN OF COMMAND.
We will follow the established chain of command leading up to 12/31/99. The Deployment
Guidelines will identify the watch commander and supervisor for each shil~ starting withA
Squad on 12/31/99.
On 12/31/99 at 1800 hours, the following personnel will staff the EOC:
ChiefDwyer
Captain Merson
Lieutenant Brennan
Chief Of Police
Incident Commander
Tactical Commander
*There will be two (2) logistics officers to assist Captain Merson
2. CO--CATIONS
A.We will use Palo Alto Channel One as our primary police channel. Channel Two will
be used for any extended details or tactical operations.
In the event that the power is interrupted and communications goes down, there are
several options that are currently being explored by communications personnel.
Mobile Emergency Dispatch Center
Cellular telephone dispatching
5
PALO ALTO FIRE DEPARTMENT
October 20, 1999
SPECIAL ORDER)
No. 99- 54 )
Y2K CONTINGENCY PLAN
As a result of the pending year 2000 (Y2K), the City must be prepared fora
higher level of emergency responses. Power Outages, false fire alarms,
vehicle accidents, partying and revelry, and protests and demonstrations may
occur in Palo Alto, East Palo Alto, and on the Stanford Campus.
As a result, staffing requirements will be modified from normal day to day
operations. Staff vacations or out-of-town business meetings will not be
permitted from December 31, 1999 to January 15, 2000. Leaves authorized
by the Memorandum of Agreement with IAFF Local 1319 will not be modified
at this time, but is subject to change in the event of a declared state of
emergency.
The Emergency Operations Center will be activated and staffed for a minimLm
of 24 hours begining 1200hrs on December 31, 1999. Personnel staffing the
EOC by Fire Department staff will be alternated in 12 hour increments as
follows:
Ruben Gdjalva Fire Chief EOC
Nick Marinaro Deputy Chief/Operations EOC
Mick McDonald MPCC/Disaster Prep Coord EOC
C-Shirt Battalion Cmdr EOC
EMS Chief EOC
Barbara Cimino MPCC/Executive Asst EOC
Judy Jewell Deputy Chief/Support Services Standby
Dan Heiser Fire Marshal Standby
Dan Firth Enviromental Protection Coord Standby
A-Shitt Battalion Cmdr Standby
B-Shitt Battalion Cmdr Standby
The fire department has the responsibility to be prepared and respond to
emergency incidents as they occur. Demonstrations, even non-violent ones,
may hamper access and/or response routes. In addition, we have a
responsibility to assist in the contingency planning and dealing with unusual
circumstances during civil unrest. All supervisors are to review with their
assigned personnel General Orders, Division III, Article 7 and 8 in preparaticn
for task force operations, should it become necessary.
Although there is no expectation that demonstrations will occur or become
violent, the following guidelines and contingencies shall be considered by
affected personnel:
Medic 1 and one additional engine company shall be kept in-
service for 24 hours beginning on December 31, 1999. Decisions
to keep medic 1 and one engine company.operational on a 24
hour basis will be made daily during the week following January
1, 2000.
°Beginning January 1, 2000, in the event of any demonstrations,
Menlo Park Fire Protection District will handle all calls into East
Palo Alto. Palo Alto Fire Department personnel shall only be
utilized to back-fill other stations, if requested and staffing permits,
All responses into demonstration areas in Palo Alto shall be
escorted by Palo Alto P.D. personnel. Personnel shall not enter
an area until reasonable safeguards are in place.
All spare fire extinguishers shall be stockpiled at station 3, and
shall be made available to police personnel.
The on-duty battalion chief shall be prepared to implement the
following food and housing plan for other city personnel in the
case of extended periods of operation:
ao Food may be ordered from existing contracted catering services.
All receipts shall be forwarded to the operations chief. A
employee rehab center may be opened by the incident
commander in the event of incidents of long duration.
The following beds shall be made available to house police and
other city personnel working extended periods of time.
Station 1 -7 beds
Station 5 -4 beds
Station 2 - 3 beds
Station 6 - 6 beds
Both medic vans and transport engines shall be maintained in a
state of readiness. The units shall not be made unavailable for
the purposes of routine maintenance until further notice.
o Communications will immediately notify the B/C’s Office of all
street closures-as a result of demonstrations. The on-duty B/C wil
coordinate notification of all fire stations to preparealternate travel
routes.
The OES Chief Officer shall insure adequate supplies are
maintained in the E.O.C.
The on-duty B/C shall maintain good communications with the on-
duty Police Watch Commander at X-2142. A schedule of which
Watch Commander is on-duty shall be maintained in the B/C’s
Office, and the Watch Commander shall be provided with an on-
duty B/C schedule. The B/C shall participate in briefings and
planning meetings conducted in the EOC and/or police command
post.
10.In the event of a large number of false building fire alarms due to Y2K
issues, responses may be reduced in number and response priority,
with priority being given to reports with persons present on the property
Building owners will be notified in advance of this potential.
In the event violent demonstrations or protests do commence, the following
guidelines, operational procedures, and contingencies shall be considered by
the on-duty B/C:
If a pattern of dumpster fires begins to evolve, PASCO may be
contacted at 493-4894 to respond to empty dumpsters which may
be targets or present an exposure hazard to structures in the area
PASCO shall not be utilized in areas occupied by protesters. After
hours, the following individuals will provide a one hour response
time to empty dumpsters (call in order):
1. Alfredo Romo - (On file)
2. Rich Buckner - (On file)
3. LeeGomez - (On file)
When dispatched to a fire in areas occupied by protesters,
communications will identify a staging area as determined by
police on the scene. The on-duty B/C will communicate with the
on-duty Watch-Commander via command and control radio. The
decision to let the fire burn or attempt to extinguish itwill be a joint
decision of police and fire command personnel. The B/C shall
consider implementing the G.O. regarding task force operations,
and/or recall of additional personnel.
In the event of anticipated violence between protesters and police
personnel, a Palo Alto medic unit shall be staged in a location so
as to be able to immediately treat any police personnel injuries
and others. If requested to assist Palo Alto police personnel in
East Palo Alto, medics shall be staged in a safe area until
clearance is given by the PAPD at the scene. Bullet proof vests
shall be worn under turnouts for responses of this nature.
The operations chief shall be immediately notified in the event of
violence or a need for additional staffing.
Any overtime resulting from demonstration activities shall be
identified on time-cards utilizing job ledger code 97509.
o Supervisors shall review the safe placement of apparatus while fighting
fires during civil disturbances with their assigned personnel. The
attached pages shall serve as guidelines for review.
Ruben Grijalva
Fire Chief
Distribution: Standard
GENERAL ORDER
Div. III, Art. 7
)
)
: TASK FORCE OPERATION
SECTION I.Policy
Technique designed to organize department resources into
three individual operational forces to provide better control,
more direct lines of communication and safer procedures to
obtain quick effective results. To be implemented for large
scale emergencies such as civil disturbance, flood,
earthquake and other conditions requiring massive
operations.
SECTION II.Task Force Operational Guidelines
Ao Keep radio traffic to a minimum. Communications
within task force will be directed to task force
commander.
Use portable lights to illuminate entire
area whenever possible.
operating
Move responding fire apparatus together, single file,
as quietly as possible.
Do Utilize fire protection systems and devices
structures.
within
E.Avoid unnecessarily taking hose lines aloft.
F.Check all standpipe outlets for caps.
G.Leave sprinkler systems "in service" after use.
H.Utilize "short" (300 ft. or less) hose lays.
I.Use master streams and/or appliances to provide
prompt "knockdown".
J.Keep salvage and overhaul operations to a bare
minimum consistent with existing conditions.
SECTION II1.
Item 1.
Item 2.
Item 3.
Item 4.
Operations Officer
Ranking department officer shall supervise operations from EOC
coordinating services and needs with other city organizations.
Advise Fire Marshal to recall his inspectors and assign them to
various task force commanders.
Authorize task force commanders to recall necessary off-duty
personnel.
Keep Fire Chief or City Manager advised of conditions.
SECTION IV. Task Force Commander
Item 1.
Item 2.
Item 3.
Establish a task force command post, and divide forces per
attached chart.
Make initial size-up before committing their forces.
Direct off-duty personnel to report to task force location of their
respective companies.
Ao
go
Station 1 shall recall all personnel assigned to their
station.
Station 2: all personnel Stations 2 & 3.
C. Station 5: all personnel Stations 4 & 5.
Station 6: all personnel Stations 6 and off duty
personnel of Station 7
Item 4.Establish a reserve force for minor auto fires or foothill alarms
outside the disturbance area.
Item 5.Establish a reserve standby staffing pool within their task force.
Item 6.Determine when evacuation of personnel and equipment is
necessary. When firearms are discharged in the immediate
vicinity of task force operations, and are a haz:ard to personnel or
when personnel are under direct attack and police are unable to
provide adequate protection, taskforce shall be withdrawn to an
area of safety until law enforcement agency can clear the fire
area.
Item 7.May divide force if conditions warrant, but should try to keep at
least two companies operating together.
SECTION V.Company Officers
Ao Operate their companies within framework of the task
force assignment.
go Ensure that company personnel wear all
protective equipment. Off-duty personnel
protective equipment shall be taken to task force
assigned headquarters.
Keep company personnel together or working in
pairs.
Detail two persons to operate apparatus when it is
isolated and unprotected.
Ensure that loose tools; e.g., spanners, axes, pike
poles, etc. are not left unattended.
Fo Ascertain that fire hose and equipment are
reloaded on apparatus as quickly as possible for
reassignment of task force unit.
Provide safe riding positions for law enforcement
officers who may be assigned to their unit.
SECTION Vl. Fire Prevention Inspectors
A.Provide transportation for task force
commander.
B.Record all task force operations listing:
1.Address involved
2.Apparent cause, if evident
3.Progress of fire upon arrival of apparatus
4.Extinguishment procedures ordered
C=Provide investigations, as needed, during and the
completion of the disturbance, of all locations handled
by task force.
SECTION VII. Reporting
Item 1.Alarm numbers will be assigned by Operations Office. Numbers
will be consecutive according to the taskforce and its assignment
Item 2.Task Force Commander and Fire Prevention Inspector will
compile fire and investigation reports, respectively, for their
assignments.
GENERAL ORDER
Div. III, Art. 8
)
: CIVIL DISTURBANCE OPERATION PLAN
)
SECTION !.Policy
Item 1.The principal function of the Fire Department h civil disturbances
is fire control and medical rescue, rather than riot control.
Item 2.Requests for assistance other than fire control and rescue shall
acted upon only upon express approval of Fire Chief.
Item 3.Hose lines shall not be used for a crowd or riot control.
Item 4.Firearms shall not be carried by Fire Department personnel.
Item 5.Altercations with civilians shall be avoided.
SECTION I1.Procedures
Item 1. Battalion Chief
When alerted that a civil disturbance is imminent within the
City of Palo Alto or Stanford University:
A.Alert Operations Chief of situation and action being taken.
Proceed to the Emergency Operations Center (EOC) and
function as fire department operations officer until relieved.
Alert all company officers as to the situation and direct them
to prepare the station and personnel for movement in the
event of task force operation, see G.O. Div 111-7. Pre-fire
plan cards may be taken along, if practical.
Item 2.Operations Officer - Assigned to EOC
When informed of a known civil disturbance within City of
Palo Alto or Stanford University, advise the Fire Chief of th~
situation and action plans.
Assign fire department personnel to recall off-duty personnel
as needed.
Co If numerous simultaneous calls occur, normal dispatch
procedures may be coordinated from the EOC.
D. If conditions warrant, activate task force operation.
Establish liaison between law enforcement and task force
commanders and if it appears additional assistance is
required for protection of personnel, equipment and fire
stations, a request shall be made to the police department
for a specific number of personnel. It is the responsibilitj of
the police department to determine if outside assistance is
required; i.e., mutual aid, National Guard, etc.. and to
request action from the appropriate authority.
F. Coordinate activities with other departments.
EOC Staffing
EOC Activation - 24 hours beginning 12:00pm on 12/31/99
12/31/99
12:00 pm - Level 1 Staffing
6:00 pm - Level 2 Staffing
9:00 pm - Level 3 Staffing
2:00 am - Evaluate Level
Level 1
Fire OES Personnel-
Level 2
Fire, Police, PW, Utilities
Level 3
Manager, Fire, Police, PW, Utilities, ASD, Attorney
Standby - Community Services, Planning, City Clerk, Finance
Policy Cmte - City Manager, Department Heads, Attorney
Director- Manager, Fire
Operations- Fire, Police, PW, Utilities
Logistics - Fire, Police, ASD (IT Manager and Purchasing), Utilities
Plans- Fire, Police, PW, Utilities, GIS
PIO- Manager, Fire, Police
The following resources should be available, although not located in the EOC
unless requested:
Facilities management personnel (including an electrician)
Fleet manager (including a mechanic)
IT computer tech and phone tech
Radio tech
School District liaison
Red Cross liaison
Ham Radio tech
Stanford liaison
Y2K PLAN
PUBLIC WORKS OPERATIONS
In preparation for Y2K, the Public Works Operations Division is making plans to provide
services in the following areas:
¯Supporting Police and/or Fire with traffic/crowd control;
¯Establishing emergency power for possible electrical outages at storm pump stations;
Responding to storm-related emergencies including downed trees, localized flooding,
rock/mud slides, sandbags, creek/debris clearing, etc
The staffing plans listed below cover three levels of response with Level One being fair
weather, Level Two being light to medium rain and Level Three being storm conditions. The
staffing level will be determined by Operations Division Management staff’mg the EOC (either
the Deputy Director or Superintendent). In addition to the staff outlined in the following three
scenarios, a pre-arranged list of additional available staff will be in place in the event that they
are needed. Should it be necessary to activate these people to work, twelve hour shifts will be
assigned. The time period covered in the plan is from 6 pm, December 31, 1999 to 7 am
January 3, 2000, although the primary plan is for the evening of December 31.
Communications--The Fire Department will provide Public Works staff with eight cellular
telephones or Nextel telephone/radios. They will be distributed to the following personnel:
10/18/99
Deputy Director, Superintendent, PW Supervisors (3), Arborist, Manager--Environmental
Control Programs and Instrumentation Electrician. In addition, 14 pagers will be rented for
use by standby personnel to facilitate communication in the event that telephone lines become
unavailable.
10/18/99
LEVEL ONE - FAIR WEATHER
Level One will be characterized by fair weather, with no rain or harsh wind in the forecast.
Staff on Duty:
Staff on Standby:
Deputy Director at EOC (6 pm to release)--Michael Jackson
1 PW Supervisor -storm drain supervisor (9 pm to release)--J. Ballard
2 Staff from standby list (9 pm to release)--
Jose Carlos Martinez and Jon Hospitalier
In addition to those scheduled to work, the following people will be on
paid standby for the period 9 pm, December 31 to 9 am January 1.
1 PW Supervisor
3 Tree section staff
6 Street section staff
Additional Staff:
Services Provided:
7 street section staff (volunteers who are available, if needed)
Provide equipment necessary for traffic/crowd control
(Police have indicated that traffic control at signalized intersections will
NOT be required in the event of a power outage.)
Pick up of debris
Patrol business districts
Equipment/
Supplies Available:
Provide support to Utilities
Flatbed truck from Garage (make arrangements now to have use of it
during this time period.
Barricades with flashers
10/18/99
LEVEL TWO - LIGHT TO MODERATE RAIN/WINDS
Level two will be activated in the event that there is light to moderate rain and/or winds.
determination will be made by management staffing the EOC.
Staff on Duty:Staff from Level one and
Staff from the streets and tree standby list. The number will be
determined by management staff’mg the EOC. (9 pm to release or
relief).
Additional Staff:7 Streets staff (volunteers who are available, if needed)
Services Provided:Provide equipment necessary for traffic/crowd control.
Pick up of debris
Patrol business district areas
Patrol storm drains for localized flooding/stoppages
Monitor pump stations to ensure proper operations
Monitor sandbag stations and restock supplies as needed
Provide support to Utilities
Equipment/
Supplies Available:Flatbed truck with barricades and flashers
Standby truck with necessary equipment for clearing storm drains
Vacuum!Flushing truck
Pumps
Emergency Generator w/trailer
Supervisor’s pick up trucks
The
10/18/99
LEVEL THREE - STORM CONDITIONS
Level three will be activated in the event there are heavy rains and winds or other emergencies
arise. Management at the EOC will determine level of activation. In case of extreme weather
conditions, staff may be contacted to work, including those already scheduled for time off.
Staff on Duty:Staff from Level one and all staff from Standby list (9 pm to 9 am or
until relieved)
Other Staff:A pre-arranged list of additional field crews will be activated as needed
(see attached list). Twelve hour shifts will be put in place.
January 1 9 am to 9 pm
January 1-2 9 pm to 9 am
January 2 9 am to 9 pm
January 2-3 9 pm to 7 am
Services Provided: Respond to flooding calls
Patrol City by area for localized flooding
Traffic/Crowd control
Debris pick up
Monitor pump stations
Monitor sandbag stations and restock supplies as necessary
Equipment/
Supplies Available: All equipment and supplies from level two
10/18/99
Lewis Paris
Josh Santaga
Mike Van Sambeek
Dana Lamberson
Victor Olivas
General Needs
Cell phones/pagers
Day/night cones
Motor oil from garage
Stores access
Food/water
Fuel vehicles on or before December 30
Scheduled Vacations as of 9/7/99
Bill Campbell week of December 27
week of December 27
week of December 27
week of December 27
December 27
December 27
Sandbag Station Locations (scheduled to open December 1)
Greer Park (primary location for sand and bags)
Colorado Avenue at W. Bayshore
Palo Alto Airport (maintained by Santa Clara Valley Water District)
E. end of Embarcadero
Alternate Locations for Sandbag Stations
Barron School
Barron Avenue
Mitchell Park
3800 Middlefield
Hale Well site
Palo Alto Avenue
10/18/99
DECEMBER 31 - JANUARY 1
9 PM TO 9 AM (Paid Standby)
NAME
Lloyd Martinez
Dave Hausler
Rick Rebollo
Antonio Saldana
Manuel Ruiz
Bruce Will
Eric Krebs
Ramiro Ramirez
Femando Gama
John Costa
TITLE
Street Sweeper Op -Lead
Truck Driver
Equip Op
Traffic Control Maint II
Cement Finisher
Cement Finisher
Tree Trim/Line Clear - Lead
Tree Trim]Line Clear
Tree Trim/Line Clear
Supervisor
10/18/99
January 1
9 am to 9 pm
NAME
Rick Rebollo
Antonio Saldana
Steve Banks
Will Schade
Lloyd Martinez
Gene Lindsey
Dave Hausler
Frank Mendez
Manuel Ruiz
Vincent Hernandez
Agustin Solis
John Costa
JANUARY 1 - 2
9 PM TO 9 AM
NAME
Lloyd Martinez
Dave Hausler
Frank Mendez
Rick Rebollo
Antonio Saldana
Steve Banks
Will Schade
Brace Will
Jon Hospitalier
John Costa
TITLE
Equip Op
Traffic Control Maint II
Traffic Control Maint - Lead
Traffic Control Maint I
Street Sweeper Op - Lead
Equip Op
Truck Driver
Street Sweeper Op
Cement Finisher
Cement Finisher
Cement Finisher
Supervisor
TITLE
Street Sweeper Op - Lead
Truck Driver
Street Sweeper Op
Equip Op
Traffic Control Maint II
Traffic Control Maint - Lead
Traffic Control Maint I
Cement Finisher
Equip Op
Supervisor
10/18/99
JANUARY 2
9 AM TO 9 PM
NAME
Rick Rebollo
Antonio .Saldana
Steve Banks
Will Schade
Lloyd Martine~
Gene Lindsey
Dave Hausler
Frank Mendez
Manuel Ruiz
Vincent Hernandez
Agustin Solis
John Costa
TITLE
Equip Op
Traffic Control Maint II
Traffic Control Maint - L
Traffic Control Maint I
Street Sweeper Op - Lead
Equip Op
Truck Driver
Street Sweeper Op
Cement Finisher
Cement Finisher
Cement Finisher
Supervisor
JANUARY 2-3
9 PM TO 7 AM
NAME
Lloyd Martinez
Dave Hausler
Frank Mendez
Rick Rebollo
Antonio Saldana
Steve Banks
Will Schade
Jon Hospitalier
Bruce Will
Steve Parks
John Costa
TITLE
Street Sweeper Op - Lead
Truck Driver
Street Sweeper Op
Equipment Op
Traffic Control Maint II
Traffic Control Maint - Lead
Traffic Control Maint I
Equip Op
Cement Finisher
Heavy Equip Op
Supervisor
10/18/99
Y2K PLAN
PUBLIC WORKS
ENGINEERING DIVISION
In preparation of the City’s activation of the its Emergency Operations Center for Y2K,
the Engineering Division is prepared to provide services in the following areas:
¯Creek level monitoring through computerized data collection
¯Supporting other Public Works divisions or City departments with mapping
information
Support Public Works Operations as needed to assess and prioritize local flooding
issues
¯Provide support as needed for field data collection or damage assessment
¯Accept and respond to calls from the public on public works related issues
Staffing plans have been develop for three levels of activity depending on weather
conditions. The Engineering Division will provide one staff member in the EOC at all
times until it is de-activated. Staff will rotate on 12 hour shifts until there is no longer a
need. The initial staffing plan covers the period from 9:00 pm, December 31, to 9pm
January 3. Staff not on shift will be on call and will report to work as needed based on
the level of activity.
STAFFING PLAN
LEVEL ONE - FAIR WEATHER
Staff on Duty:
staff on Standby:
Assistant Director in EOC (6pm to 9am or release) - Kent Steffens
The following number of people ~vill be available to come to work
if needed. Staff will be contacted by phone and will call in shortly
after midnight on January 1 to check the need to report to work.
1 Senior Engineer
2 Engineers
1 Engineering Technician
1 Construction Inspector
1 Office Staff
m<
FACILITIES MAINTENANCE DMSON
EMERGENGY RESPONSE PLAN FOR
1999 YEAR END
In preparation for Y2K, the Facilities Maintenance Division is making plans
to provide services in the following areas: .
¯Establishing emerge.ncy power for possible electrical outages at
primary Facilities (Civic Center, MSC, Scada, Fire Stations).
¯Responding to possible building critical system failures such as
alarm systems and fire protection systems.
The staffing plans listed below cover the time period from 4:30pm,
December 31, 1999 to 7:00am January 3, 2000, this plan is primarily for the
evening of December 31 through January 1.
Staffon Duty: (9:00pm to Release)
Civic Center:
Acting Facilities Maintenance Supervisor - Dale Adams
Facilities Electrician - Frank Miu
Facilities Mechanics - Bob Seally
MSC:
Facilities Mechanic - Maudce Ruyter
Staff on Standby:
Facilities Manager: Karen Smith
Maintenance Mechanic - Tom Miller, will be on paid standby from
4:30pro, December 31, 1999 To 7:00am January 1, 2000.
\\CH_ASD_ADMIN2\SHAR~D~PW’DkFAC.MSC~COMMOlq~Dale\Y2K PLAN.doc
Y2K CONTINGENCY PLAN
UTILITIES DEPARTMENT
In support of the City’s preparation for the year 2000 (Y2K), Utilities staff is prepared to
work in conjunction with the City’s Emergency Operations Center activation for New
Year’s eve and the following day(s) as required. In support of this activation, Utilities
personnel staffing is as follows:
EOC CITY HALL
Utilities Director
Utilities Operations
Utilities Logistics
Utilities Plans
First Shift (6PM-6AM)
John Ulrich
Larry Starr
Roland Ekstrum
Sager Farraj
Alternate Shift (6AM-6PM)
Randy Baldschun
Roger Cwiak
Patrick Valath
Greg Scoby
MSC OPERATIONS
Electric Operations
Dispatch Supv
OH/UG Supv
Substations Supv
Traf/Coax/Fiber Supv
SCADA Engr
Utility Safety
Service Truck
Substation Electrician
Traf/COAX/Fiber Elect
SCADA Technician
Telephone Support
John Thomas
Buzz Pier
Mel LaFlam
Bud Dougherty
Kim Burke
Sam Zucarro
Ron Wagner
Scott Williams
Doug Erkson
Surendra Prasad
Randy Gomes
Thai Nguyen
Robyn Scott Forbes
Tomm Marshall
Lani Cubillo
Juan Colin
Norm Brown
Mark Briseno
Tom Finch
Greg Rebollo
Luis Uribe
Pete Kosiak
Scott Yahne
Angelo Lombardo
Vic Farisato
WGW Operations
WGW Supv
WGW Crew
Water Transmission
Water/WW Standby
Bill Gray
Mike Haynes
John Reinert
James Givens
John Ramirez
Jackie Wilson
Jim Slear
Morris White
Dan Serna
Bob Jahnsen
James Derbin
Dan Mendoza
Field Service Rep
Key Account Rep
Frank AIvarado
Tom Auzenne
Clay Rush
Bruce Lesch
CITY HALL
Power Supply
PAO Support
Girish Balachandran
Linda Clerkson
Tom Kabat
Ceyda Can
UTILITY SERVICES PROVIDED
Monitor, Operate, and Repair as needed:
Electric Distribution System
Water Distribution System
Gas Distribution System
Wastewater Collection System
Traffic Signal System
Street Lights
City Hard Wire, COAX, and Fiber Communications Systems
Electric and WGS SCADA Systems
Assist other Departments as requested
PROCEDURES
Overall Operations will be directed from the Utilities Operations Desk in the EOC
All Operations managers and supervisors will have their copy of the Utilities Emergency
Response Plan with them during their respective shifts.
Managers and Supervisors may locate in their respective offices until needed. Crew
personnel will standby in the Electric and WGW lunch rooms until dispatched.
Electric and WGW Managers will maintain a pre-arranged list of available personnel
who can be called out for additional support as needed.
Communications will be City Radios, Land Line telephones, and Cell Phones. All
Managers and Supervisors will have Cell Phones with them at all times. Respective
Managers will prepare list of radio cal! signs, land line telephone numbers and cell
phone numbers for all their personnel and distribute to all ERP book holders, including
the EOC. Personnel are directed to keep Radio Traffic to a minimum.
WGW Operations will be dispatched from WGW spaces in MSC Building C, telephone
number 496-6982 and radio call sign "280 Operations".
Customer Service Reps and Field Service Reps will report to the UCC building at MSC.
PAO support in City Hall will be in support of City Hall PAO Mary Hannah and will report
to her.-
Power Supply support will be from personal office of designated personnel in City Hall.