1. INDEPENDENT PROFESSIONAL QUALITY DRIVEN EXPERIENCED STUFF HAPPENS ARE YOU READY? Nathan D. McClure, MPA, ENP Senior Communications Operations Specialist CTA Communications, Inc 2006 APCO Atlantic Chapter Trade Show and Conference North Falmouth, Massachusetts Nathan D. McClure, MPA, ENP Senior Communications Operations Specialist CTA Communications, Inc 2006 APCO Atlantic Chapter Trade Show and Conference North Falmouth, Massachusetts

2. Day-to Day Emergencies >200,000,000 9-1-1 Calls Per Year (NENA) –550,000 9-1-1 Calls Per Day –15-20% Life Threatening Emergencies 110,000 Per Day –95% “Routine” Emergencies (FEMA) 5,500 Incidents Per Day Aren’t 6,125 PSAPs >200,000,000 9-1-1 Calls Per Year (NENA) –550,000 9-1-1 Calls Per Day –15-20% Life Threatening Emergencies 110,000 Per Day –95% “Routine” Emergencies (FEMA) 5,500 Incidents Per Day Aren’t 6,125 PSAPs

3. Level of Devastation Crisis Daily Common Occasional Rare Very Rare Catastrophic Loss of Life / Property Damage Multiple Loss of Life / Significant Property Damage Loss of Life / Property Small / Property Damage Events of Mass Destruction Airplane Crash Traffic Accident School Shooting Multiple Alarm Fire Single Alarm Fire Tornado Major Flooding Hazmat Wild Fire F6 Tornado Hurricane Planned / Regularly UsedPlanned For/Practiced Increasing Communications & Criticality of Information Sharing Increasing Communications & Criticality of Information Sharing Category 5 Hurricane Sniper Shootings Anthrax

4. PSAP Survey APCO Homeland Security Committee 75% Do Not Have Complete, Current Contingency Plan 69% Have Not Evaluated Risks 43% Do Not Have Adequate Back-Up –52% Back-Up in Close Proximity 48% Centers in Hazard Zone 69% No Dispatch Mutual Aid Plan 75% Do Not Have Complete, Current Contingency Plan 69% Have Not Evaluated Risks 43% Do Not Have Adequate Back-Up –52% Back-Up in Close Proximity 48% Centers in Hazard Zone 69% No Dispatch Mutual Aid Plan

5. US Conference of Mayors 2006 Survey

6. Requirements Public Safety Communications MUST Function Under ALL Conditions Survivability Reliability No Single Point of Failure Public Safety Communications MUST Function Under ALL Conditions Survivability Reliability No Single Point of Failure

7. Contingency Planning/COOP Contingency Planning –Planning for an event that may occur Continuity of Operations Planning –Planning to ensure that essential functions are performed in any contingency Contingency Planning –Planning for an event that may occur Continuity of Operations Planning –Planning to ensure that essential functions are performed in any contingency

8. Planning Benefits Improve Decision Making Process Reduce/Minimize Disruptions to Operations Ensure Continued Performance of Essential Operations Reduce Loss of Life/Minimize Damage Improve Decision Making Process Reduce/Minimize Disruptions to Operations Ensure Continued Performance of Essential Operations Reduce Loss of Life/Minimize Damage

9. Planning Goals Continuity of Essential Functions Rapid Assessment & Reassignment of Services No Longer Possible Or Interrupted Capable of Implementation Anytime –With And Without Warning Development of Emergency Procedures Controlling Customer Expectations Prompt Notification Of Public & Management Of Public Anxiety Consistent With ICS Continuity of Essential Functions Rapid Assessment & Reassignment of Services No Longer Possible Or Interrupted Capable of Implementation Anytime –With And Without Warning Development of Emergency Procedures Controlling Customer Expectations Prompt Notification Of Public & Management Of Public Anxiety Consistent With ICS

10. NIMS/ICS NIMS = National Incident Management System NIMS Components –Command and Management (ICS) –Preparedness –Resource Management –Communications and Information Management –Technological Support NIMS = National Incident Management System NIMS Components –Command and Management (ICS) –Preparedness –Resource Management –Communications and Information Management –Technological Support

11. NIMS/ICS Principles & Concepts Flexibility Scalable Standardization –Interoperability Not Just Communications –Terminology What’s a Squad? What’s a Wagon? What’s a Tanker? Flexibility Scalable Standardization –Interoperability Not Just Communications –Terminology What’s a Squad? What’s a Wagon? What’s a Tanker?

12. Essential Functions Determine What Functions Must Be Continued In All Circumstances –Critical – Cannot Do Without/Vital/Loss May Pose a Life Safety Risk –Essential – Difficult To Operate Without, But Could Function For Limited Time –Non-Essential – Loss Would Be Inconvenient Determine What Functions Must Be Continued In All Circumstances –Critical – Cannot Do Without/Vital/Loss May Pose a Life Safety Risk –Essential – Difficult To Operate Without, But Could Function For Limited Time –Non-Essential – Loss Would Be Inconvenient

13. Plans Should Include Plan Objective Activation Of Plan –Criteria & Procedures Who Can Activate Plan Roles, Responsibilities & Authority Succession Plan Deactivation Plan –Criteria & Procedures Plan Objective Activation Of Plan –Criteria & Procedures Who Can Activate Plan Roles, Responsibilities & Authority Succession Plan Deactivation Plan –Criteria & Procedures

14. Preparedness Process Risk Assessment –Identify Hazards Broadest Categories of Risk –Profile Hazards & Consequences Previous Incidents Frequency of Occurrence Magnitude & Intensity Location Spatial Extent Duration Seasonal Pattern Speed of Onset Availability of Warning Risk Assessment –Identify Hazards Broadest Categories of Risk –Profile Hazards & Consequences Previous Incidents Frequency of Occurrence Magnitude & Intensity Location Spatial Extent Duration Seasonal Pattern Speed of Onset Availability of Warning

15. Events Planned/Scheduled –Super Bowl, Concert, Convention Unscheduled –Natural, Manmade, Technological Disaster Planned/Scheduled –Super Bowl, Concert, Convention Unscheduled –Natural, Manmade, Technological Disaster

16. Identify Each Threat/Hazard Hazardous Materials Nuclear Floods Dam Safety Landslides Terrorism Wildfires Hazardous Materials Nuclear Floods Dam Safety Landslides Terrorism Wildfires Earthquakes Hurricanes Tornadoes Volcanoes Winter Storms Extreme Heat Extreme Cold Pandemic Earthquakes Hurricanes Tornadoes Volcanoes Winter Storms Extreme Heat Extreme Cold Pandemic

17. Communications Center Specific Equipment Failure Loss of Public Utilities Systems Overload Building Evacuation Equipment Failure Loss of Public Utilities Systems Overload Building Evacuation

18. Equipment Failures Identify Every Piece of Equipment In Your Center –Radio, Telephone, CAD, Recorder, HVAC, Furniture, Chairs, etc. For Each Piece of Equipment List –Failure Points –Back-Up Plan –Who Repairs Work-Around For Mission Critical Systems Identify Every Piece of Equipment In Your Center –Radio, Telephone, CAD, Recorder, HVAC, Furniture, Chairs, etc. For Each Piece of Equipment List –Failure Points –Back-Up Plan –Who Repairs Work-Around For Mission Critical Systems

19. Loss Of Public Utilities Power/Natural Gas Generator Failure –Pigtail To Connect Alternate Prolonged Failure Priority Restoration/Service Climate Control Needs –People/Equipment –Portable Heaters –Fans Power/Natural Gas Generator Failure –Pigtail To Connect Alternate Prolonged Failure Priority Restoration/Service Climate Control Needs –People/Equipment –Portable Heaters –Fans

20. Loss of Water Emergency Drinking Water Supply Food Preparation Cooling of Mechanical Equipment Plumbing/Sanitation Consider Storage Tanks/Inflatable Bladders Emergency Drinking Water Supply Food Preparation Cooling of Mechanical Equipment Plumbing/Sanitation Consider Storage Tanks/Inflatable Bladders

21. Loss of Telephone Service Complete/Partial Failure Loss of 9-1-1 Service In One Area Radio Control Circuits Alternate Routing Relocate to Back-Up Center Complete/Partial Failure Loss of 9-1-1 Service In One Area Radio Control Circuits Alternate Routing Relocate to Back-Up Center

22. System Overload Definition –An Event Or Situation That Overwhelms The Center’s Available Resources Examples –Severe Weather –Major Fire/Explosion –Haz-Mat Incident –Critical Equipment Malfunction Definition –An Event Or Situation That Overwhelms The Center’s Available Resources Examples –Severe Weather –Major Fire/Explosion –Haz-Mat Incident –Critical Equipment Malfunction

23. Building Evacuation Internal Disaster Plan Determine Conditions That Could Cause Evacuation –Lincoln, Nebraska –Ventura, California –West Valley, Utah Internal Disaster Plan Determine Conditions That Could Cause Evacuation –Lincoln, Nebraska –Ventura, California –West Valley, Utah

24. Compare & Prioritize Risks/Impacts –High –Medium –Low Develop Scenarios Compare & Prioritize Risks/Impacts –High –Medium –Low Develop Scenarios Impact Identification

25. Highly Vulnerable –Significant Risk of Failure or Hazard/Would Have Major Impact On Operations Vulnerable –May Experience Failure or Hazard/Would Have Significant Impact Not Vulnerable –Failure or Hazard Not Like to Occur/Would Not Have Major Impact Highly Vulnerable –Significant Risk of Failure or Hazard/Would Have Major Impact On Operations Vulnerable –May Experience Failure or Hazard/Would Have Significant Impact Not Vulnerable –Failure or Hazard Not Like to Occur/Would Not Have Major Impact Impact Assessment

26. Facility Considerations Personnel Considerations Training Considerations Review & Evaluation Considerations Facility Considerations Personnel Considerations Training Considerations Review & Evaluation Considerations Impact Mitigation

27. Evacuation Planning Establish Specific Procedures & Routes Designate Assembly Area Establish Accountability Procedures Establish Procedures for Notifying Off- Duty Staff Establish Specific Procedures & Routes Designate Assembly Area Establish Accountability Procedures Establish Procedures for Notifying Off- Duty Staff

28. Evacuation Kit Essential Documents (SOPs) Reference Materials ( Tx #s, On-Call Lists) Emergency Contact Lists Keys Portable Radios Office Supplies Dispatch Cards Essential Documents (SOPs) Reference Materials ( Tx #s, On-Call Lists) Emergency Contact Lists Keys Portable Radios Office Supplies Dispatch Cards

29. Flashlights, Spare Batteries, Emergency Heating/Cooling Sources Food & Water Emergency Generator Alternative Toilet Arrangements Flashlights, Spare Batteries, Emergency Heating/Cooling Sources Food & Water Emergency Generator Alternative Toilet Arrangements Additional Supplies

30. 4.1.4Each jurisdiction shall maintain an alternative communications facility that meets both of the following criteria: –4.1.4.1The facility shall be capable, when staffed, of performing the emergency functions provided at the communications center. –4.1.4.2The alternate communications center shall be separated geographically from the primary communications center at a distance that ensures the survivability of the alternate center. 4.1.3Each jurisdiction shall develop a formal plan to maintain and operate the alternative communications facility. 4.1.4.3.1The plan shall include the ability to reroute incoming alarm traffic and to process and retransmit emergency alarms. NFPA 1221 (2007) 4.1.4Each jurisdiction shall maintain an alternative communications facility that meets both of the following criteria: –4.1.4.1The facility shall be capable, when staffed, of performing the emergency functions provided at the communications center. –4.1.4.2The alternate communications center shall be separated geographically from the primary communications center at a distance that ensures the survivability of the alternate center. 4.1.3Each jurisdiction shall develop a formal plan to maintain and operate the alternative communications facility. 4.1.4.3.1The plan shall include the ability to reroute incoming alarm traffic and to process and retransmit emergency alarms. NFPA 1221 (2007) Alternate Locations

31. Geographic Separation Located A Safe Distance From And Secured Against Worst-case And Most-likely Scenarios. DOT Haz-Mat Guide >10 Miles FCC Hurricane Katrina Independent Panel –Secondary Back-up > 200 Miles Away Located A Safe Distance From And Secured Against Worst-case And Most-likely Scenarios. DOT Haz-Mat Guide >10 Miles FCC Hurricane Katrina Independent Panel –Secondary Back-up > 200 Miles Away

32. Staffing PSAPS Staff For “Average Busy Day” 40% Higher Than “Average Call Volume” 10% of Call Volume During Busiest Hour of Busiest Shift 8% Busiest Hour of 2nd Busiest Shift 6% Busiest Hour of Least Busy Shift Young & Dayharsh, Sanford Research Institute, 1980 PSAPS Staff For “Average Busy Day” 40% Higher Than “Average Call Volume” 10% of Call Volume During Busiest Hour of Busiest Shift 8% Busiest Hour of 2nd Busiest Shift 6% Busiest Hour of Least Busy Shift Young & Dayharsh, Sanford Research Institute, 1980

33. Planning for Overload Overflow Positions Alternate Routing Modified Procedures –Incidents Responded To Services Provided –Additional Staffing –Personnel From Other Assignments –Call-back/Call-In Overflow Positions Alternate Routing Modified Procedures –Incidents Responded To Services Provided –Additional Staffing –Personnel From Other Assignments –Call-back/Call-In

34. Determine –How Many Personnel Will Be Needed –How Do You Notify –Where Do They Go –How Do They Get There –How Long Do They Stay –Deactivation Procedures Determine –How Many Personnel Will Be Needed –How Do You Notify –Where Do They Go –How Do They Get There –How Long Do They Stay –Deactivation Procedures Staffing Needs

35. Training Train ALL –Different Information Needs Make Sure All Know The Plan –Where It is AT –What To Do Include User Agencies Train ALL –Different Information Needs Make Sure All Know The Plan –Where It is AT –What To Do Include User Agencies

36. Tests & Exercises Plans Must Be Tested Conduct Training Exercises Operate From Back-Up Center –Quarterly –Monthly Plan For Key Personnel Absences Make Sure Exercise Doesn’t Cause Disaster Once Is Not Enough! Must Be On-Going Plans Must Be Tested Conduct Training Exercises Operate From Back-Up Center –Quarterly –Monthly Plan For Key Personnel Absences Make Sure Exercise Doesn’t Cause Disaster Once Is Not Enough! Must Be On-Going

37. Review & Evaluate Plans Regularly – At Least Annually Involve All Staff Levels & User Agencies Identify Weak Areas Revise As Needed Train On Changes (& Whole Plan) Regularly – At Least Annually Involve All Staff Levels & User Agencies Identify Weak Areas Revise As Needed Train On Changes (& Whole Plan)

38. Additional Review & Evaluation After Each Exercise After Each Activation When Personnel Change When Facility/Equipment Changes When Policies/Procedures Change After Each Exercise After Each Activation When Personnel Change When Facility/Equipment Changes When Policies/Procedures Change

39. Questions & Answers CTA Communications, Inc. 20715 Timberlake Road, Suite 106 Lynchburg, VA 24502 (434) 239-9200 www.CTAcommunications.com