HomeMy WebLinkAboutRES 24-232RESOLUTION NO.24-232
BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF BEAUMONT:
THAT the City Manager be and he is hereby authorized to execute a Memorandum of
Understanding (MOU) between the City of Beaumont and the Southeast Texas Regional
Planning Commission (SETRPC) for 311 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 Citv of Beaumont this the 1st day of October,
2024.
SE7RPC
;W!Ni Oi�'i`il''il���t6��1`!
Emergency Alert Registration 1(nterlocal Agreement
This Agreement is entered into between the Southeast Texas Regional Plaiuzing Commission (referred to
herein as "SETRPC") and the City of Beaumont (referred to herein as 'Beaumont").
WHEREAS Beaumont currently has the 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 Vendor contract,
which includes incorporated and unincorporated areas in Hardin, Jasper, Jefferson, and Orange Counties;
and
WHEREAS Beaiutnont will receive $1.60 per registered non -Beaumont address caller. Emails and
voicemails will be classified as "calls" for the purpose of billing; and
WHEREAS SETRPC will supply the number of inputs each month, provided by the Mass Notifications
Vendor, for billing purposes to Beaumont; and
WHEREAS Beaumont will facilitate Mass Notification Vendor system inputs and will process the billing
invoice to SETRPC 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 Beaumont within 30 days of
SETRPC's business resumption; and
WHEREAS, to receive calls and entails, Beaumont will use personnel from the Beaumont 311 division;
and
WHEREAS during off -hours, the phone system will prompt callers to leave appropriate information for
callbacks on 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, which would result in an abnormally large number of after-
hours calls; and
WHEREAS phone messages or calls to the STAN toll -free number will be auto -forwarded from SETRPC
to 409-654-3620; and
WHEREAS Beaumont will input registration requests via direct phone communication, email, and phone
messages, Beaumont 311 staff will conduct any follow-up questions if required data is missing; and
President -- Wayne McDaniel, Hardin County 11st VP - Johnny Trabau, Orange County 12t=d VP - Mark Allen, Jasper County
3rd VP -- Glenn Johnson, Port [Neches 14th VP - l(iniherly Clime, Lumberton I Sth VP - Amanda Gates, i(irbyville
Treasurer - Cathy Nagel, Pine Forest I Secretary -- Cary Erickson, Jefferson County
Executive Director - Shanna Burke
2210 Eastex Freeway Beaumont, Texas 77703-4929
(409) 899-8444 1 (409) 347-0138 fax
setrpc0setrpc.ore l https://www.setrpc.org
WHEREAS in anticipation of an approaching hazard, such as a Hurricane, Beaumont understands that the
call volu►ne is likely to increase; and
WHEREAS Beaumont requests a one -week notice of any pre -planned emergency registration outreach
messages and expects in-Anediate notification upon discovering an incident or threat that will 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 agrees to input regional registration data into the Mass Notification Vendor
system if appropriate authorities permit or will forward the import via email to designated SETRPC EM
staff for input as necessary, and these registrations will still be billable by Beaumont; and
WHEREAS notification from SETRPC to Beaumont will be via email 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 that any registration information currently in the queue be urgently inputted into
the Mass Notification Vendor system; and
WHEREAS protocols will be required from SETRPC for• designating geocoding for 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 or without cause by providing 60-days written
notice.
NOW, THEREFORE, this agreement will be active for a period not to exceed one year from the date of
execution, with two one-year options to renew as follows:
- Initial Agreement— September 1, 2024, to August 31, 2025
- Option I --- September 1, 2025, to August 31, 2026
- Option 2 — September 1, 2026, to August 31, 2027
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 promise related to
the subject matter of this Agreement, which is not contained herein, shall be valid or binding.
TN WITNESS THEREOF, the parties hereto have caused this Agreement to be executed as of the last
date signed below.
,Sharma Burke, Executive Director Date
South East Texas Regional Plaruning Commission
Kenneth R. Williams, City Manager Date
City of Beaumont
�al,ii.. lf� F t1�'tl Il tt ,;t kd .la 1.1 s il: ��.Fik i.SETRPC
September 18, 2024
TO: SETRPC Executive Committee
FROM: Stephen L. Curran, Director, Criminal Justice & Homeland Security Division
RE: A Resolution Authorizing the Emergency Alert Registration Interlocal Agreement
between the South East Texas Regional Planning Commission and the City of Beaumont
Action Item
The Criminal Justice and Homeland Security Division (CJHS) is renewing the "Emergency Alerting
Network Emergency Alert Registration Interlocal Agreement" between the South East Texas Regional
Planning Commission and the City of Beaumont.
The agreement has been in effect for several years and is critical to making the Southeast Texas Alerting
Network (STAN) successful.
The agreement has two changes, which first includes Jasper County, second uses language that says
Mass Notification Vendor instead of a specific vendors name who are subject to change from time to
time.
The agreement allows for two one-year options to renew and shifts the renewal date to coincide with
fiscal year changes running from October 1 of each year to September 30 of each year.
CJHS is requesting approval for Shanna Burke, SETRPC Executive Director, to execute the "Emergency
Alert Registration Interlocal Agreement".
President - Wayne McDaniel, Hardin County I I" VP -- Johnny Tralian, orange County 1 2"d VP -- Mark Allen, Jasper County
3rd VP - Glenn Johanson, Port Neches 141h VP - Kimberly Cline, Lumberton 15cr, VP - Amanda Gates, Kirbyville
Treasurer - Cathy Nagel, Pine forest I Secretary - Cary Erickson, Jefferson County
Executive Director -- Shanna Burke
2210 Eastex Freeway Beaumont, Texas 77703-4929
(409) 899-8444 1 (409) 347.0138 fax
setr1sc0setrpc,aM I https;//www.setrpc,org
SETRPC
Emei-gency Alert Registration Intet-local Agi-eemeW
This Agreement 1s entered in(o between the Southeast Texas Regional Planning Commission (referred to
herein as "SETRPU) and the City of Beaumont (rollcri-ed to herein as "Beaumont").
WHEREAS Beauniont currently has the i111FTilstRICtiIN in place to handle the call -taking process fOr
regional emergency notification registration; and
WI1HREAS Beaumont agrees to receive calls withill the SE.mpC' Mass Notification Vendor contracts
which includes incorporated ,, ind unillCorparalted areas in Hardin, Jasper, Jeffel'Soll, and Wangc COtltltiCS;
and
WHERFWS, Beaumont will receive $1.60 per registered doll -Beaumont address caller. Emails and
voicemaails will be classified as "calls" for (lie purpose of billing; and
Wl IF-REAS SLTRPC will supply the number of inputs each month, provided by the Maass Notifications
Vendor, for billing put'17oscs to Benumont,, and
WHEREAS Beaumont will lcacililalte Mass Notification Vendorsyste m inputs and will process the billing
invoice to Sl:-TRPC for all non -Beaumont calls on a monthly basis; and
WHEREAS SF.,, I'RPC is expected to remit payment within 30 days. In the event Oka disaster that disrupts
normal business operations, SLTRPC:` will process payment to the City of Beaumont within 30 days of
SLTRPC's business resumption, and
WHEREAS, to receive calls € nd entails, Beaumont will use personnel from the Beaumont .31 1 division;
and
WHEREAS during off -hours, the phone system will prompt carders to leave appropriate information for
callbacks on the next duty day; and
Wl IERL AS SLTRPC; will explore contracting with a commercial call center to assist In the event of ail
erllcrgency, such as the recent TPC event, which WOUld result in an abnormally large number of after-
hours calls; and
Wl II RI;AS phone messages or calls to the STAN toll -free number will be auto -forwarded from SLTRPC`
to 409-654-3620-, and
WHERLEAS Beaumont will input registration requests via direct phone C0111111UnaCRHO11, elllail, alld phone
messagcs. Beaumont 311 staff will conduct any follow -Lap questions If relf uiNd data is missing, and
President - Waryne. McDaniel, Hardin Caunty l Is' VP- foil u i lyTrahan, Qr'aaaEV Ctauaaty 1 211d VI' - Marla Allan, jaslaer County
30 VP - Glenn Johnson, fort Nechvs 140, VP - Kimberly Cline, I,umbertou 15rt, VP - Amanda Gates, Kirhyville
Treasurer- Cathy Nagel, Pine forest I Secretary-- Cary Erickson, Jefferson County
Executive Director _ 5hanna Burke,
22 tU liastex Freeway Remimont, Texas 77703-4929
(409) 899.8444 1 (409) 347-0130 fax
�c�i r11r(r,ts[�3_ri7s°s.t3'�: I latgis://wwwsetrpc.org
WI IEREAS in anticipatiotl cll'all a})I)1'Oacllitlg hazalyd, Stich as at hurricane. Beaumont understands that the
call volume is likely to increase; and
WHEREAS Beaumont requests a Clue -week notice of any prey-plaltined C',morgency registration outreach
lllessagcs and expects inllllediate notification upon discovering an incident of threat that will likely
enCvairage significant registration by an)' Jurisdiction within the regional contract; and
WHEREAS Beaumont will llot aceept handwritten intuit solicited by ►ithcr jurisdiCG01IS; and
WHEREAS Beaunlunt agrees to input regional registration datat into the Moss Notification Vendor
system ifappr011riate authorities permit or will fClnv and the import via email to designated Sl TRPC EM
Staff'li)r itlput as neCCSSary, and these registratioIls will still be billable by 13eaul110nt; and
WHERI?AS notification froth SE'TRPC to BC Rtnlont will be vial entail and/or phone call to the Beaumont
Office of'Elllergency Management, regLICsting that the cull center be upsiaffed by any method Beaumont
deems appropriate and that ally registration il1f-orlllation currently in the g11CUe be urgently inputted into
the Mass Notification Vendor system; and
WHEREAS protocols will be required from SETRPC Ibr designating geocoding f'or registrants who have
a city address but are located ill an unincorporated area of a county under illc sEvrRPC contract.
Registrants who do not wish to provide an address will, at at minimum, be required to provide a
JUrisdie.tioll ("Site;") location to be uploaded; and
WHEREAS either party can amend Ellis agreement by mutual consent; aind
Will"REAS either party call cancel the agreement with or without cause by providing 60-days written
notice.
NOW, THERE FORE, this agreement will be active for a period not to exceed One year from the date of'
eXCCtttioll, With two oiler -yeah' options to renew as fol lows:
Initial Agreement — September I, 2024, to August 31, 2025
- Option 1 — September 1, 2025, to August 31, 2026
Option 2 --- September 1, 2026, to August 31, 2027
1'11Is Agreement supersedes any and all other agreements, either ol'al of In writing, between the parties
hereto with respect to (lie sub,Ject matter hercol, and no other agreement, statement, or promise related to
the subiect imtter oi'this Agreement, which is not contained lierc;in, shall be valid or binding.
IN WITNESS THE-REOI+, the parties hereto have caused this Agreement to be executed as of the last
date signed below,
� cd
Shalnna Burke, Executive Director Date
South I ast Texas Regional Planning Cclmnlission
Kenneth R. Williams, City Manager Date _.
City of Beaumollt
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