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HomeMy WebLinkAbout04/09/1999 - Y2K Steering CommitteeY2K STEERING COMMITTEE MEETING April 9, 1999 Attendance: Tom Hedges, Joanna Foote, Tom Colbert, Holly Duffy, Rick Swanson, Kristi Peterson, Craig Jenson, & Gene VanOverbeke A report was given outlining the results of the Y2K Sub -committee meeting at which time certain personnel requirements and various scenarios were discussed. Separate minutes of that meeting are available. Subsequent discussion revolved around the primary purpose of the meeting, which was to develop an updated status of preparations for Y2K that could be shared with the City Council and the Community via the Web, newspapers, information sheets, and any other available communications vehicles. Each member of the steering committee responsible for preparations in activity areas will be providing an update for Joanna's incorporation into the City's next newsletter. The same information will be provided on the web site and be available for mailing to individuals and companies. The communication will continue to emphasize that the City is working diligently to prevent problems and that preparations are being made to provide for various contingencies; allowing the City to continue to carry out our public service responsibilities. Joanna's article is to be completed by Thursday, April 15, 1999. A secondary issue of how we are going to provide for information sharing on an on-going basis was also discussed. It was concluded that written information on preparations to date should be provided to Gene, serving as the coordinator, by April 30, 1999 when the departmental inventories are also due. This steering committee is the administrative support to the City Council in developing policy options and in implementing the City Council policy as it is developed. Gene's role is the coordination of the effort, through the City Administrator. The importance of having complete and concise information available to present to the City Council allowing them to make their public policy decisions was stressed. The value of coordinating communications and providing consistent information was also discussed, especially as it relates to the material to be provided at the City's Community Services Open House on June 3, 1999. A subsequent meeting of the steering committee will be held shortly after the inventory and written summaries are received. Gene 4-12-99 Approved by City Council December 6,1999 CITY OF EAGAN Y2K CITY WIDE CONTINGENCY PLAN Information contained in this document is intended to serve as a Year 2000 Readiness Disclosure under the Year 2000 Information and Readiness Disclosure Act, Public Law 105-271. The City's Y2K preparations have been focused in the following five general areas: • Public Safetv consisting primarily of Police and Fire and their response to emergencies, protection of life and property and similar issues that may impact health, welfare and quality of life. • Public Services including water, sanitary sewer, streetlights and streets/traffic. • Emer enev Management, which includes updates and/or adjustments to the City's Emergency Plan to allow for proper response to this particular situation and its unique challenges. • Technology, which is obviously intertwined in all of the operational areas and provides the greatest technical expertise in addressing the problems and fmding potential solutions. • Communications to allow a clear and consistent message to be delivered to the citizens and all other stakeholders in the City's efforts. As with other communities and most businesses, the process within this organizational effort included inventorying systems, equipment and interfaces, assessing potential impact of failures, implementing Y2K fixes and testing for readiness, and preparing contingency plans. In assessing potential impacts we labeled each as catastrophic e.g. water and 9-1-1, severe e.g. traffic control systems, sustainable e.g. streetlights and inconvenient e.g. elevators. Resources have been prioritized to the catastrophic and severe classifications and then on down the list as resources are available. We are continuously recycling through this process of assessing, fixing, and updating contingency plans through the date change. This document is produced to serve as the City's citywide contingency plan and is a compilation of plans prepared by individual departments. The plan modifies the City's Emergency Management Plan as necessary to provide for the unique circumstances related to the Y2K issues. The plan is designed to allow for the continuation of public services to the citizens of Eagan including all five areas of readiness preparations described above. The first priority for continuation of normal services is Public Safety with the second priority being Public Services. PERSONNEL/STAFFING See Incident Management for the Emergency Operations Center (EOC) Staffing. City Hall will have two employees on duty beginning at 8:00 a.m. on December 31, 1999 increasing that number to 4 at 11:30 p.m. Two non -maintenance employees will be on duty at the Maintenance Facility at 11:30 p.m. on December 31, 1999. This staffing will be primarily for the purpose of answering telephone questions either about City affairs or about Y2K. The Police Department will be staffing 20 additional officers on both Friday the 315 and Saturday the I". This number includes extra patrol officers, supervisors, a team of detectives, and officers at the Police Department to handle prisoners and lobby reports. The Department will also utilize an additional dispatcher, receptionist, two clerical workers, and two community service officers to support the Police operations. Fire personnel will staff the five stations starting at 10:00 p.m. December 31,1999 until 2:00 a.m. January 1, 2000 or longer, if problems arise. Four utility maintenance employees will be on duty and available to immediately respond to any problems that may arise. INCIDENT MANAGEMENT The Eagan Emergency Operations Center will be staffed with the following key personnel responsible for initial emergency response activities: Tom Hedges City Administrator Joanna Foote Communications Coordinator (PIO) Gene VanOverbeke Finance Director/City Clerk /Y2K Coordinator Congregate Care Information Technologies Director of Parks and Recreation Director of Public Works Chief Building Official Police Chief Fire Chief Emergency Management Coordinator The following personnel will be on duty at the Eagan Municipal Center: Holly Duffy u` Kristi Peterson Assistant City Administrator Ken Vraa Information Technologies Tom Colbert Building Maintenance Supervisor Doug Reid Senior Planner Kent Therkelsen \ V' Craig Jensen Police Captain Ken Southorn Congregate Care Information Technologies Director of Parks and Recreation Director of Public Works Chief Building Official Police Chief Fire Chief Emergency Management Coordinator The following personnel will be on duty at the Eagan Municipal Center: Holly Duffy Assistant City Administrator Jamie Verbrugge Assistant City Administrator Teresa Pojman Information Technologies Howard Favilla Building Maintenance Supervisor Mike Ridley Senior Planner Rick Swanson Police Captain Jim McDonald Police Captain The following personnel will be on duty at the Eagan Maintenance Facility: Wayne Schwartz Superintendent of Utilities Arnie Erhart Superintendent of Streets Kurt Schlegel Street Maintenance Supervisor Mike Chell Water Treatment Plant Operator/Production Supervisor Charlie Borasch Utility Field Maintenance Supervisor Additional personnel will be on duty to respond to the anticipated number of telephone inquiries (See Personnel/Staffing). Other employees will be "on-call' and will be asked to respond, if needed. The State EOC will also be activated and will be tracking any Y2K effects that have occurred around the world. Tracking will begin with New Zealand and the status of the situation will be updated every four hours. City staff will access this information from the Internet or through the Minnesota Duty Officer and through contact with the State EOC. 2 VEHICLES & EQUIPMENT FIRE APPARATUS - All fire apparatus shall have their fuel tanks kept as full as possible at all times. On December 31, 1999 all fire equipment shall be fueled to maximum capacity. This includes but is not limited to, fire trucks, generators, gas fans, Hurst tools, chain saws, quick vent saws, spare pumps and spare fuel tanks. If there is no heat in the fire stations, fire pumpers shall be placed outside the stations and run pumps in winter operations. This operation will be used only for a short period of time (4-6 hours). After that time, the water supply in the tanks will be drained to eliminate freeze-up. Given the number of pieces of fire apparatus in the City and the variation in age, it is very unlikely that all equipment would fail. Units from all stations will be available to provide back up in the event that any particular piece of equipment fails. FIRE SUPPRESSION All fire pumpers carry 500 gallons of water and should be able to extinguish most small fires. Water supply from the city water supply system would be needed for large fires. In the event of water conservation implementation, fire suppression will be focused on the protection of life and exposures. If the city water supply becomes a major problem, fire personnel may resort to drafting water from a nearby lake or pond. Mutual aid from our neighboring communities will also be used, if available. FUEL SUPPLIES Fuel supplies will come from the Central Maintenance Facility. A backup generator will be available to provide power for the fuel pumps in the event of a power outage. The Maintenance Facility location will be the primary supply for fueling Police vehicles and all other City vehicles. Maintenance personnel using portable tanks will also be responsible for fueling all emergency generators. For the fueling of the generators we have one 110 -gallon portable tank with pump and one 55 -gallon tank and pump. This should be adequate to fuel both diesel and gasoline generators. The backup for vehicle fueling will be utilization of Super America stations throughout the area. Tracy/Tripp Fuels and Cenex Oil will have personnel "on call" for emergency fuel delivery. During the winter months we use approximately 5,500 gallons of diesel a month and have a 10,000 - gallon capacity tank. Unleaded gas usage is approximately 10,000 gallons a month with a 20,000 - gallon capacity. We are planning on filling or "topping off" these tanks the last two weeks before January 1, 2000. This should keep us with fuel until the middle of February. BUILDINGS FIRE STATIONS If there is a power outage, Fire Department personnel will have to manually open the overhead doors at the stations. All of the stations will be equipped with chain driven overrides for power outages. The Fire Stations will all be wired to allow them to be heated through the use of portable generators using generators available in the stations. MAINTENANCE FACILITY The Maintenance Facility will not be wired to provide for backup power through the utilization of a-p®rtafrle-generator. In the event of a long-term power outage the necessary adjustments to provide power to the Maintenance Facility will be undertaken. 3 MUNICIPAL CENTER If the Natural gas supply to City Hall/Police is terminated, there is only one area that will remain heated, that being the Police dispatch center, which has a hot gas bypass system built into the Leibert Unit. Electric heaters could serve as alternate source of heat for the command center. ENERGY MANAGEMENT SYSTEM This software program controls all mechanical equipment in the Police facility and the Municipal building. If this would fail or lose power it is possible that no mechanical equipment will operate or function correctly. Back-up power is being provided through the Municipal Center generator and its related back-up systems. This will then help us control the equipment that is on emergency power in the Police facility. If the software fails (the software is 2000 compliant) it is unknown what will happen to the equipment. We will contact Northern Air Corporation and get on the list to have them come to our aid. In the event there is a failure, the building will be secured from the existing weather conditions until we are able to get some equipment running. FIRE ALARM PANELS The fire system panels have a short battery backup supply (minutes, depending on condition of batteries). It will not operate during a power outage. The fire system consists of the alarms, light strobes, and sprinkler precaution systems. If there is a power outage it will be necessary to have someone roam the buildings to look for fres or unsafe conditions. SUPPLIES We will gather some supplies to support an outage that might occur. Items such as flashlights, batteries, blankets, 1 I0 -volt portable lights on stands, extension cords and any other equipment deemed necessary will be purchased. COMMUNICATIONS -INTERNAL FIRE DEPARTMENT COMMUNICATIONS In the event of power failure all fire stations will power their base radios using generators from fire apparatus when available. If these generators become unavailable, communications will change over to mobile and portable units. All fire personnel are instructed to keep their pagers in the monitor mode in case the paging system goes down. MINI-MODULARM BOARD This panel provides alarm and problem notification for 13 businesses or citizens in the city. These alarms are connected to the Police Department by phone lines. In the event of power or telephone failure, we may not be unable to receive alarms from these sites. We will be advising these businesses and citizens, by certified mail, that they may wish to consider having an employee or private security service on site. DINET PAGING SYSTEM This system is used to alert Eagan and Rosemount Fire Departments and to activate the outdoor warning sirens. A failure of this system would cause the fire alerting function to be transferred to the County Sheriff's Dispatch Center. The backup agency for activating the outdoor warning sirens is Inver Grove Heights Police. If both primary and back up sites are inoperable, firefighters would be instructed to place their pagers on `monitor" and notification would be announced over the Fire radio system. 4 BASE STATION RADIOS If the main base station (Sperry Tower) is lost, dispatch changes over to the back up transmitter located at the Police Department and changes all radios to the simplex (non repeated) channel 2. CA propane -powered generator is being purchased through the Police Department for installation at the -Sperry Tower -as aback, up in case of electrical failure. Upon activation of the back-up generator, operations will be transferred back to the primary radio system. If the back up is also non-functional, dispatching operations will be transferred to the sheriffs office. The command vehicle can be utilized for a short period of time while the conversion to the Sheriff's office is completed. If the Sheriff's office were also non-functional, dispatching functions would subsequently be transferred to West St. Paul PD, and then to Lakeville PD. DISPATCH CONSOLE The console itself has no time or date association. If an element of the console were to fail, the other console or the Zetron system in the Communications Supervisor's office would perform that function. If the voice communication element failed at all console positions, the command vehicle could be utilized temporarily until the dispatch function could be transferred to the Dakota County Sheriff's Office. CENTRAL TELEPHONE SYSTEM The NEC 1400 Telephone system is the main telephone system for the Municipal Facility, Police, Fire, Civic Arena, Aquatic Facility, and the Maintenance Facility. There are two separate NEC 1400 Telephone systems that support the City. One is located in the Police Facility and the other is located at the Maintenance Facility. The two telephone systems are connected by a US West T1 Circuit and two TSU units, which are switching mechanisms which determine voice and data routing. Both of the NEC 1400 Telephone systems are Y2K ready. Failure of this system would result in the loss of telephone service to all facilities listed above. If this system fails, Matrix, our telephone vendor, will install a new telephone system with a minimum of 6 telephone extensions. This will enable the main numbers, 651-681-4600 (City Hall) and 651-681-4700 (Police Facility) plus the roll over extensions to be answered. The installation of this new system would be completed by 12:00 Noon on January 1, 2000. In addition, the telephone technician who services our telephone system will be on site at the Municipal Center to immediately respond to any problems that may arise. The technician will be here from 11:00 p.m. until 2:00 a.m. January 1, 2000, or longer, if problems exist. POSITRON 911 PHONE SYSTEM This system receives all incoming 911 emergency calls. If this system fails, calls and dispatching services will be transferred to the following agencies: I A Dakota County Sheriff s Dispatch Center 2°d West St. Paul Police Dispatch 3'd Lakeville Police Dispatch Eagan dispatch personnel will relocate to the receiving agency to answer our emergency calls and dispatch responding Eagan & Rosemount Police and Fire units. AMBULANCE SERVICE Loss of Ambulance service from Health East will be handled with mutual aid from Burnsville Fire, ALF Ambulance, Health Span, HCMC, Air Link ambulance or Hastings Fire. If mutual aid is not available we can provide "basic" transportation by utilizing the police department 5 suburban, the Fire Department's Rescue truck or a police squad car using EMT's or First Responders from the Fire or Police Department as care givers. PAGING We will issue portable radios to key city personnel so that they can be contacted without having to rely on phone -based pagers. Messages will be sent from the police dispatch center. This system uses the public safety radio system and does not rely on telephone lines to initiate and send a message. OTHER PORTABLE RADIOS We will distribute the 14 portable radios (very limited range) from Cascade Bay to personnel working in the Emergency Operating Center/City Hall on December 31 as a backup system to the telephones. COMMUNICATIONS -PUBLIC FOR SERVICE If telephone service is available, citizens will be encouraged to use 911 service for emergencies only. For general information, City Hall can be reached on the December 31, 1999 holiday by calling (651) 681-4600 beginning at 8:00 a.m. and continuing through early January 1, 2000 or until such time as all Y2K issues requiring immediate attention have been addressed. The Maintenance Facility can also be reached by calling (651) 681-4300 beginning at 11:30 p.m. on December 31, 1999 and continuing through early January 1, 2000 or until such time as all Y2K issues requiring immediate attention have been addressed. Public Safety Answering Points (911 Centers) throughout the county have alternate facilities that will answer 911 calls, if their own center cannot operate. If our center fails, Eagan's 911 calls will be routed to Dakota County Sheriff's dispatch and subsequently to West St. Paul and Lakeville, if failures occur in the primary backup center. Fire Department personnel will staff the five fire stations from 10:00 p.m., December 31, 1999 until 2:00 a.m. on January 1, 2000 to receive requests for service from the public in the event of a widespread power or telephone outage, including cessation of 911 service. If telephone service is unavailable, citizens will be able to drive to their closest fire station, to the Maintenance Facility, or to the Police Station to initiate a request for Police, Fire or Emergency Medical Services. Communications between these sites and the police dispatch center will be by public safety radio. These facilities are located at: 1. Fire Station #1 3940 Rahn Road 2. Fire Station #2 2980 Lone Oak Circle 3. Fire Station #3 4390 Pilot Knob Road 4. Fire Station #4 4200 Dodd Road 5. Fire Station #5 4701 Galaxie Avenue 6. Police Station 3830 Pilot Knob Road 7. Maintenance Facility 3501 Coachman Road 2 PUBLIC SERVICES TRAFFIC CONTROL If power is lost to widespread signalized intersections, those intersections will be left dark, temporary stop signs will not be put in place. Normal traffic rules for uncontrolled intersections i.e. stop at all intersections and when applicable, yield to the vehicle on the right, will be followed. STREETS MAINTENANCE -INCLEMENT WEATHER Street Maintenance operations should not be affected by Y2K. At the present time we have 830 tons of salt/sand mixture, 850 tons of salt and over 2,000 tons of trap rock and granite on hand at the Maintenance Facility. We have the capacity for approximately 700 more tons of salt in our salt storage building which we will be filling this fall. This should give us ample supplies for snow & ice control. UTILITY DMSION-WATER The Utility Division's review of its automated systems for Y2K readiness was completed in August of 1999. Total Control Systems Incorporated was contracted to inventory and to do on- site testing of all equipment at the north water treatment plant, south treatment plant, all in -field wells and the lift stations remote telemetry unit equipment. Through its investigation Total Control Systems concluded that TLC5/15 processors located at the north and south plants, the SLC500 located at the north and south plants, SCADA computers located at the north treatment plant, south treatment plant, maintenance facility and the laptop used by the Supervisor/Technician of production all are Y2K compliant. This testing research was done by reviewing all documents for each component and by actually changing the date and time in each PLC where applicable and computer dates and times that are considered Y2K prone. At the conclusion of its investigation Total Control Systems found that all components are Y2K compliant and has contracted with the City warranting to resolve any Y2K problems within a 24-hour period. In the event of a power failure or loss of the automated control systems the Utility Division is able to control its plant and well operations through hard -wired control boards. In addition, the South Water Treatment Facility is maintained during power outages with a backup generator that also supplies power to Well #5 and Well # 18. Pumps for Wells #2 and #3 in the North Well Field are powered by natural gas and are available in any situation to provide water into the distribution system. With the amount of storage in the clear well at the South Water 'Treatment Plant and the availability for pumping, the City of Eagan will be able to supply 95% of the domestic water supply needed for the City for winter usage. The City storage system with its six reservoirs contains enough water for a 2 -day domestic supply. Therefore, the City feels that it would be able to supply uninterrupted water for domestic use and fire fighting purposes for an indefinite period even if power outages are encountered during the Y2K time frame. UTILITY DIVISION -SANITARY SEWER The City of Eagan sanitary sewer system is for the most part a gravity flow system; therefore, power and computer problems are not a concern for a large part of the system. However, there are seven sanitary lift stations that are utilized to move wastewater in low areas back into the gravity system. These systems are also controlled by our SCADA RTU system; however, they have manual backup in case of a failure of the SCADA computer. The City has contracted with the Ziegler Corporation to lease five generators and owns two that are used for Utility operations. These seven generators will be on site at the Maintenance Facility two -weeks prior and operational one-week prior to the tum of 7 the year 1999 to the year 2000. The leased generators will be available for at least two -weeks afterwards. If the generators are needed longer, the contract allows us to continue leasing those for a time period to be determined based on the need of the Utility. GENERATORSI"S SYSTEMS PORTABLE GENERATORS The following is an inventory of in-house and leased portable generators available over the period of 1/1/2000. City Owned Generators: 1 - Cat Model D100 P2 with a 100 kw prime and a 125 kw standby 1 - Winco generator - 50 kw prime and 50 kw standby Generators Leased from Ziegler Inc. will be delivered to the City of Eagan 2 weeks prior to 1/1/2000, set up and available for use for the last week of 1999. The contract leases them through 1/14/2000 with a reserved right to continue rental agreement on a monthly basis thereafter: 1— MQ power DCA 125 — 100 kw prime, 110 kw standby 4 - MQ power DCA85 — 68 kw prime, 78 kw standby All generators will be on site and prepared for continuous duty if any problems arise. MUNICIPAL CENTER GENERATOR The emergency generator will supply power for essential functions at the police facility. This system will supply power to the dispatch center, jail, EOC and other critical areas within the police department. ADDITIONAL GENERATOR A new propane powered portable generator will be used to provide back-up power for the main radio system at the Sperry Tower, if needed. UNINTERUPTED POWER SUPPLY (UPS) -MUNICIPAL CENTER COMPLEX This system is a battery back-up supply that can supply emergency power in the event that the emergency generator would fail to start or has a mechanical failure. The UPS has an estimated time of operation (depending on load) of approximately 2 hours. If this system is being used because the Emergency Generator has failed and a long-term power outage is anticipated, the necessary adjustments will be made to utilize a replacement generator. EMERGENCY GENERATOR ALARM ENUNCIATOR In the event that the generator is required for extended periods of time and the enunciator has failed, an individual will be assigned to periodically check for normal operation of the generator. Items to be monitored will include operating temperature of the unit and fuel & oil levels of the engine. 8 SHELTERS The City will be relying on the existing agreements with the Red Cross and Salvation Army to provide the basics for any required emergency shelters. In addition the City has surveyed the available facilities in the community to provide backup for the Red Cross and Salvation Army as necessary. The results of that survey are attached to this document. Minnesota Valley Transit Authority is making provisions to have drivers available if buses are needed to transport special needs citizens to safe facilities. COMMUNICATIONS -PUBLIC INFORMATION The City will continue to communicate elements of its Y2K preparations and elements of this contingency plan to the community through the local newspapers, its newsletter, Cable TV, information handouts, and through answers to inquiries. In the event of Y2K problems communications with citizens will continue through all available means depending on the availability of the various avenues. Approved by Clay COundl December 6, 1999 9