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HomeMy WebLinkAboutRES 19-078RESOLUTION NO. 19-078 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute an Interlocal Agreement between the City of Beaumont and the Southeast Texas Regional Planning Commission (SETRPC) for 3-1-1 to facilitate regional registration for emergency notifications which are currently provided by SETRPC. The Interlocal Agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of April, 2019. IN 'I W/ . - Emergency Alerting Network Emergency Alert Registration Interlocal Agreement This agreement is entered into between the South East Texas Regional Planning Commission (referred to herein as SETRPC) and the City Beaumont (referred to herein as Beaumont). WHEREAS, Beaumont currently has infrastructure in place to handle the call -taking process for regional emergency notification registration, and; WHEREAS, Beaumont agrees to receive calls within the SETRPC Mass Notification System contract, which includes incorporated and un-incorporated areas in Hardin, Jefferson, and Orange County, and; WHEREAS, Beaumont will receive $1.60 per caller registered non -Beaumont addresses. Emails and Voice Mails would be classified as "calls" for the purpose of billing, and; WHEREAS, Beaumont Emergency Management will facilitate all Mass Notification system inputs and will process the billing invoice for all non -Beaumont calls on a monthly basis, and WHEREAS, SETRPC would remit payment to Beaumont within thirty (30) days of receiving an invoice from Beaumont Emergency Management. WHEREAS, to receive calls and emails, Beaumont will use personnel from the Beaumont 311 division; WHEREAS, during off -hours, the phone system will be set to prompt people to leave appropriate information for callbacks the next duty day, and; WHEREAS, phone messages or calls to the STAN toll -free number would be auto -forwarded from SETRPC to the Beaumont 311 line, 409-980-8311, and; WHEREAS, Beaumont would input registration requests via direct phone communication, email and phone messages and Beaumont 311 staff would conduct any follow-up questions if required data is missing, and; WHEREAS, Beaumont recommends, if possible, that STAN adds an email option to submit emergency notification registration requests on a template form that would already have the appropriate data fields. This form can be put on websites of desiring jurisdictions to auto -post to a SETRPC or STAN email address to be auto -forwarded as desired. This could be auto -forwarded to the normal email complaint line already established for Beaumont 311. Emails to Beaumont 311 would forward to 311 @beaumonttexas.gov, and; WHEREAS, in anticipation of an approaching hazard such as a hurricane, Beaumont understands that the call volume is likely to increase, and; WHEREAS, Beaumont would request a one (1) week notice of any pre -planned emergency registration outreach messages, and would expect immediate notification upon discovering an incident or threat that would likely encourage significant registration by any jurisdiction within the regional contract, and; WHEREAS, Beaumont will not accept handwritten data solicited by other jurisdictions, and; EXHIBIT "A" WHEREAS, Beaumont will agree to import regional registration data into the Mass Notification System if appropriate authorities permit, or will forward the import via email'to designated SETRPC Emergency Management staff for import as necessary and is still billable registrations by Beaumont, and; WHEREAS, uploads will be made on a bi-monthly basis; however, when the call load increases, imports will be made on a more frequent basis, and; WHEREAS, this notification from SETRPC to Beaumont would be via e-mail and/or phone call to the Beaumont Office of Emergency Management requesting that the call center be upstaffed by any method Beaumont deems appropriate and any registration information currently in the que be imported into the Mass Notification system urgently, and; WHEREAS, SETRPC will coordinate with their Mass Notification System to provide an appropriate excel import format to enable registrants to be categorized to the appropriate "site" within the SETRPC contract. Additionally, protocols will be required from SETRPC for designating geo- coding for those registrants who have a city address, but are located in an unincorporated area of a County under the SETRPC contract. Registrants who do not wish to provide an address will at a minimum be required to provide a jurisdiction ("Site") location to be uploaded, and; WHEREAS, either party can amend this agreement by mutual written consent, and; WHEREAS, either party can terminate the agreement, with or without cause, by providing sixty (60) days written notice. All contractual obligations will end upon receiving notice of the intent to terminate the agreement. Any payments owed upon'termination should be paid in full within thirty (30) days of receiving the notice to terminate. WHEREAS, this agreement will be active for a period not to exceed one (1) year from the date of execution. This agreement supersedes any and all other agreements, either oral or in writing between the parties hereto with respect to the subject matter hereof, and no other agreement, statement or promises, related to the subject matter of this Agreement which is not contained herein shall be valid or binding. Any disputes arising out of this agreement shall be submitted to binding arbitration in Beaumont Jefferson County, Texas before a mutually agreed upon arbitrator pursuant to the commercial rules of the American Arbitration Association. The arbitrator's decision shall be final, and judgment may be entered in any court having jurisdiction thereof. IN WITNESS THEREOF, the parties hereto have caused this agreement to be executed as of the last date signed below. Shanna Burke, Executive Director Date South East Texas Regional Planning Commission Kyles Hayes, City Manager Date City of Beaumont