HomeMy WebLinkAboutRES 21-141RESOLUTION NO. 21-141
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 15th
day of June, 2021.
u
- Mayor Becky Ames -
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 Blackboard Connect 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 Blackboard Connect system
inputs and will process the billing invoice for all non -Beaumont calls on a monthly basis, and
WHEREAS, SETRPC is expected to remit payment within 30 days. In the event of a disaster
that disrupts normal business operations, SETRPC will process payment to the City of Beaumontwithin
30 days of SETRPC's business resumption.
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, SETRPC will explore contracting with a commercial call center to assist in the event
of an emergency such as the recent TPC event that would result in an abnormally large number of after
hours calls, and;
WHEREAS, phone messages or calls to the STAN toll -free number would be auto -forwarded
from SETRPC to 409-654-3620, 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 thatwould 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(Mbeaumonttexas.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
EXHIBIT "A"
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;
WHEREAS, Beaumont will agree to import regional registration data into Blackboard Connect if
appropriate authorities permit, or will forward the import via email to designated SETRPC EM staff for
import as necessary and is still billable registrations by Beaumont, and;
WHEREAS, uploads will be made on a minimum of 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 qua be imported
into the Blackboard Connect system urgently, and;
WHEREAS, SETRPC will coordinate with Blackboard Connect 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 consent, and;
WHEREAS, either party can cancel the agreement, with orwithout cause, by providing 60-days
written notice.
WHEREAS, this agreement will be active for a period not to exceed one (1) year from the date
of execution with two one-year options to renew.
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.
IN WITNESS THEREOF, the parties hereto have caused this Agreement to be executed as of
the last date signed below.
Sharma Burke, Executive Director
South East Texas Regional Planning Commission
Kyles Hayes, City Manager
City of Beaumont