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013-20 - Resolution - Adopting the Continuity of Operations COOP and Continuity of Government COG PlanRESOLUTTON NO.013-20 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, ADOPTTNG THE CONTTNUTTY OF OPERATTONS (COOP) AND coNTtNUtTY OF GOVERNMENT (COGI prAN. WHEREAS, the City of Port Orchard, led by the department directors and Mayor developed a Continuity of Operations ("COOP") and Continuity of Government ("COG") Plan (hereinafter, the "Plan") to help the City maintain delivery of essential functions to the residents of the City during and following an emergency or disaster; and WHEREAS, the Plan was developed in accordance with the Federal Emergenc'7 Management Agency ("FEMA") guidance for non-federal entities; and WHEREAS, the Plan takes an integrated approach to service delivery, decision making, and resource management to facilitate the City's ability to best serve the residents of Pont Orchard during and following an emergency or disaster; and WHEREAS, the City Council desires to adopt the Plan on behalf of the City, and authorize the Mayor to update the document overtime in accordance with changes in staffing and needs; THE CITV COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The City Council hereby adopts the Continuity of Operations (COOP) and Continuity of Government (COG) Plan, attached hereto as Exhibit A and incorporated herein b',r reference, for the City of Port Orchard. The Mayor is hereby authorized and directed to take the administrative steps necessaryto ensure the successful implement of the Plan. The Mayor may make updates to the Plan, without further Council approval, when necessary due to changes in staffing. The Mayor shall report to the City Council whenever an update is made consistent with this authoriation. That report shall occur within ninety (90) days of the Mayor's action. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the Clerk in authentication of such passage this 28th day of April, 2020. Rob U,Mayor ATTEST Rinearson, MMC, City Clerk GONTINUITY OF OPERATIONS (cooP) & CONTINUITY OF GOVERNMENT (coc) PLAN H IH n a APRIL2O2O THIS PAGE LEFT INTENTIONALLY BLANK City of Port Orchard COOP/COG Plan 1 FOUO 4129t2020 COOPICOG PLAN CONFIDENTIAL FOR INTERNAL USE ONLY This document contains confidential information which, if made public or disclosed, could violate the personal or privacy interests of others or compromise the securify of essential equipment, services or systems of the City of Port Orchard. The document is intended for internal City of Port Orchard use only. All or some portions of this document may be exempt from disclosure under the Washington Public Records Acto Chapter 42.56 RCW' or the Freedom of Information Acto United States Code 5552, 41 Code of Federal Regulations Part 105-60. The City Attorney must be consulted prior to the release of any or all of this document. City of Port Orchard COOP/COG Plan 2 FOUO 4t29t202) PROMULGATION STATEMENT This Continuity of Operations & Continuity of Government Plan (hereafter referred to as the COOP Plan) was prepared to develop, implement, and maintain viable continuity. This COOP Plan was prepared in accordance with direction from Homeland Security Presidential Directive 20, National Security Presidential Directive 51, and subsequent Continuity Guidance Circulars 1 & 2 (CGC 1, 2). This plan supersedes any previous COOP Plan. This plan has been distributed internally and with external agencies that might be affected by its implementation. lt will be reviewed at least biennially. Recipients are requested to advise emergency management of any changes which might result in its improvement or an increase in its usefulness. Approved Date Robert u, Mayor City of Port Orchard COOP/COG Plan 3 FOUO 4t29t2020 REVISION RECORD It is the responsibility of the holder of the plan to ensure that all changes and updates are made The Plan Holder must: o Remove and destroy obsolete pages o Replace obsolete pages with the updated pages Ail lnitial distribution City of Port Orchard COOP/COG Plan 4 FOUO 4t29t2020 DISTRIBUTION LIST Distribution of the full version of this COOP Plan, which may contain sensitive information, will be restricted to essential personnel governed by a need-to-know basis. All COOP Plans are considered internal decisional documents with national and domestic security protections afforded under applicable U.S. statutes. Additionally, due to the inclusion of personal information about City employees, this COOP Plan shall be protected by the Freedom of lnformation Act, Exemption 3, 4, and 6. 1 Citv Council 2 South Kitsap Fire Rescue 3.Kitsap Countv Department of Emeroencv Manaoement 4 State of WA Emerqencv Manaqement Division 5 City of Bremerton 6 Citv of Giq Harbor 7 Citv of Poulsbo 8 Kitsap Countv 9 10 11 DISTRIBUTION LIST l'1i.g:r :i;rir1:t; City of Port Orchard COOP/COG Plan 5 FOUO 4t2912020 Table of Contents 1.0 lntroduction.......... 6.0 Key Personnel. Table 3 Key (COOP/COG) Personne|.................. 7.0 Orders of Succession.................... Table 4 (COOP/COG) Orders of Succession...... 8.0 Delegation of Authority..... 9.0 Devolution of Direction and Control... Table 5 Devolution of Direction and Control...... ....8 L.L Purpose .............8 L.2 Applicability and Scope.........I 1.3 Authorities and References o 1.4 Planning Assumptions.......,.....9 1.5 Planning Responsibilities.............10 Table 1 (COOP/COG) Program Management Team ........11 2.0 Concept of Operations............ ..........77 2. 1 Objectives.............',,t2 2.2 Planning Considerations.........L2 2.3 (COOP /COG) Execution 3.0 Plan lmplementation..........15 3.1Time-Phased lmplementation.......... .......15 3.1-.L Phase l-: Readiness and Preparation.,.......15 3.1.2 Phase 2: Relocation and Activation (0-12 hours).................. .....15 3.1.3 Phase 3: Continuity of Operations..........15, 4.0 Essential Functions..................L6 Table 2 Essential Functions, Dependencies, and Recovery Time Objective.......................17 5.0 Human Capital Management...............22 5.1 Employee Dismissal or Building Closure Procedures .................22 5.2 Established Methods of Employee Communications.22 5.3 Procedures for Making Media Announcements.................22 5.4 Pay and Benefit lssues......22 .22 ...........23 25 ...................25 ..27 .27 ..........28 City of Port Orchard COOP/COG Plan FOUO 4t29t2020 10.0 11.0 L2.O 13.0 Table 6 Continuity Facility..,. 14.0 lnteroperableCommunications... Table 7 lnteroperable Communications. 15.0 MaintaininC(COOP/COCI Readiness. ...................34 15.1 TrainingPlan................. L5.2 Testing and Exercising the P|an............ 15.3 Multi-Year Strategy and Program Management P|an............ 15.4 (COOP)PlanMaintenance....... APPENDIX A: Threat and Hazard ldentification and Risk Assessment. ANNEX 1: CITY COUNCIL ANNEX 2: CITY EXECUTIVE ANNEX 3: CLERK ANNEX 4: COMMUNITY DEVELOPMENT ANNEX 5: FINANCE ANNEX 6: HUMAN RESOURCES ANNEX 7: LEGAL ANNEX 8: MUNICIPAL COURT ANNEX 9: POLICE DEPARTMENT ANNEX 10: PUBLIC WORKS ENGINEERING ANNEX 11: INFORMATION TECHNOLOGY Vital Records and Databases.........30 Vital Systems or Equipment ......31 Critical Vendors.... .....31 Continuity Facilities.... .................31 13.1 Continuity Facilities - Logistics..........31 13.2 Continuity Facilities and Work Sites...........31 13.3 Continuity Facilities lnformation ......32 .32 ,32 33 ...34 ...34 34 34 .36 City of Port Orchard COOP/COG Plan 7 FOUO 4t29t2020 I.O INTRODUCTION 1.1 PURPOSE This City of Port Orchard Continuity of Operations & Continuity of Government Plan (hereafter referred to as the COOP Plan) establishes policy, guidance and a management framework to establish operational procedures to sustain essential activities if normal operations are nct feasible in the event an emergency threatens or incapacitates operations, and the potential relocation of selected personnel and functions is required. Specifically, this document is designed to: . Ensure the City is prepared to respond to emergencies, recover from them and mitigate against their impacts. Ensure the City is prepared to provide critical services in an environment that is threatened, diminished, or incapacitatedo Provide timely direction, control, and coordination before, during, and after an event or upon notification of a credible threato Establish and enact time-phased implementation procedures to activate various components. Facilitate the return to normal operating conditions as soon as practical, based on circumstances and the threat environment. Ensure the (COOP) is viable, operational and compliant with all guidance documents. Ensure the (COOP) is fully capable of addressing all types of all hazards and ensures mission-essential functions are able to continue with minimal or no disruptions during large scale incidents. The COOP Plan characteristics are . Capable of being maintained at a high level of readiness. Capable of implementation with or without warning. Able to achieve operational status no later than 12 hours after activation. Designed to take maximum advantage of existing department infrastructures. Designed to ensure citizens that when a disaster strikes, the City will continue critical functions using available facilities, resources, and personnel Mission essenfial functions must be continued throughout or resumed rapidly after a disruption of normal activities. 1.2 APPLICABILITYANDSCOPE The COOP applies to all City departments and personnel. COOP activities may be initiated at any time as determined necessary by City leadership. The COOP describes capabilities and resources and establishes mission essential functions and responsibilities of departments, employees, and policy makers. The scope does not apply to temporary disruptions of service during short-term building evacuations or other situations where services are anticipated to be restored quickly. The Mayor or designee will determine situations requiring implementation qf the COOP. City of Port Orchard COOP/COG Plan 8 FOUO 4t29t2020 The emergency conditions, events, and situations under which this COOP Plan would be implemented include:o A City facility is down but the rest of the facilities are functioning normallyo City facilities are down, and other critical services are down (e.9., electricity, water, etc.)e All facilities are compromised down due to natural causes and/or man-made events (e.9., a terrorist or cyber-attack) 1.3 AUTHORITIES AND REFERENCES This COOP Plan was written under the authority of and to support the implementation of the following documents: o Port Orchard Municipal Code Chapter 2.80, Emergency Management Organizationo Chapter RCW 38.52o Chapter RCW 42.15o Title 119-30 WACo City of Port Orchard Personnel Policy Manualo City Comprehensive Emergency Management Plan, Dec. 2014o Homeland Security Presidential Directive 20o National Security Presidential Directive 51o Federal Continuity Directives 1 and2o Continuity Guidance Circular 1o Homeland Security Act of 2002, Pub. L. 107-296,116 Stat. 2135o U.S. Code Title 42, Chapter 68, Robert T. Stafford Disaster Relief and Emergency Assistance Act P. L. 93-288, as amended by Public Law 107-136, January 24, 2002', 1.4 PLANNINGASSUMPTIONS Planning assumptions for the City and its departments include: . Because City assets and systems may be damaged, destroyed, or overuhelmed during an extreme emergency, the City will make reasonable efforts to respond based on the situation and the information and resources available at the time.. During a disaster the combined expertise and cooperation of public safety, government at all levels, the private sector, and nongovernmental organizations will be required.. The City will retain the authority and responsibility for direction and control of their own incident operations, use of resources and application of mutual aid.o lncident management activities will be initiated and conducted using the principles contained in the National lncident Management System.r The City's goal is to provide operational capability within 12 hours of the event and to continue essential functions for at least 30 days or until termination of the event, whichever is earlier.o ln an emergency, outside assistance could be interrupted or unavailable.. Emergencies or threatened emergencies may adversely affect some department's ability to continue to support essential functions and to provide services to customers or support to external agencies City of Port Orchard COOP/COG Plan I FOUO 4t29t2020 1.5 PLAAININGRESPONSIBILITIES Responsibility for COOP planning resides with the Port Orchard Police Department. The Mayor is ultimately responsible for the continuation of essential services in an emergency and, consequently, for the related planning. The Police Chief as the Director of Emergency Management has several COOP planning responsibilities including, but not limited to, the following: o Appointing a COOP Coordinator (EM Deputy Director)o Developing a COOP Multi-Year Strategy and Program Management Plano Developing, approving, and maintaining COOP Planso Coordinating COOP planning efforts and initiatives with policies, plans, and activities related to critical infrastructure protectiono Training city staff for their COOP responsibilitieso Participating in periodic COOP exerciseso Notifying appropriate outside parties (e.9., WA State EMD) when COOP Plans are activated The COOP Coordinator may delegate tasks but will continue to regularly monitor and be updated on COOP efforts. There will be close coordination between the City Executive Leadership and the team responsible for COOP planning. Table 1 lists the designated positions and the responsibilities of the personnel who are responsible for COOP planning. Table I COOP Program Management Team Mavor Approvinq authority of COOP Program. Back-up approving authority of the COOP Program and direction as needed. Police Chief, Director of EM Serves as task manager for plan components and procedure development. Also serves as a liaison for team members preparing/writing COOP Plan components and procedures. Solicits "buy-in" and markets the COOP Program to the Executive Leadership Team. Monitors and administers compliance activities for all identified essential functions, leadership positions, and all associated authorities. Asst. Chief, Deputy Director of EM Develops the Multi-Year Strategy and Program for Plan Maintenance; schedules and coordinates training of all key personnel identified as "first responders" for the department. Schedules, coordinates, and documents the results (and lessons learned) of the exercising and testing of the COOP Plan to maintain viability. Establishes a review cycle for the COOP Plan to maintain readiness and currency. Emergency Management Coordinator Communications Manager/PlO Responsible for disseminating accurate and precise information to the public, managing media contacts, and preparing press releases. COOP PROGRAM MANAGEMENT TEAM lririii;{r -.l:tliji J. r.J;rt'l li"'i:i:tl,: ;lrir r:l i City of Port Orchard COOP/COG Plan 10 FOUO 4t29t2020 Department Directors Based on essential functions identified, order, assemble and pre-position necessary resources, documents, and equipment to ready emergency operations site. COOP PROGRAM MANAGEMENT TEAM r,.i,i.ij,.;l!l,ii Iiirl:1:l : . :" : t ; .i i ,; i d r I ri1.ir).';li :i:l:r City of Port Orchard COOP/COG Plan 11 FOUO 4t2912020 2.0 coNcEPT OF OPERATTONS (CONOP) 2.1 oBJECTTVES The objective of this COOP is to ensure a viable capability exists to continue essential City functions across a wide range of potential emergencies, specifically when City facilities are either threatened or inaccessible. The objectives of this document include:. Ensure the continuous performance of mission essential functions during an emergenc)4r Protect essential facilities, equipment, records and other assets;o Reduce or mitigate disruptions to operations;. Reduce loss of life, minimize damage and losses;. ldentify and designate principals and support staff to be relocated;o Facilitate decision-making for execution of the Plan and the subsequent conduct of operations; ando Achieve a timely and orderly recovery from the emergency and resumption of full services. The City provides comprehensive governmentalfunctions and services focused on the creation, growth, and livelihood of critical infrastructure, economy, and community. Through inter- and intra-departmental relationships, the City will strive to provide critical and/or essential functions and services to ensure that lives, property, and economy are protected during and after a natural, man-made, or technical disruption or disaster. 2.2 PLANNING CONSIDERAT'ONS AND ASSUMPT'OA'S ln accordance with state guidance and emergency management principles/best practices, a viable COOP capability: . Must be maintained at a high-level of readiness; . Must be capable of implementation both with and without warning; o Must be operational no later than 12 hours after activation; o Must maintain sustained operations for up to 30 days; and . Should take maximum advantage of existing state or federal and county govern ment i nfrastructu res. 2.3 cooP ExEcuTtoN Emergencies, or potential emergencies, may affect the ability of the City to perform its mission essential functions from its primary facilities (City Hall, Public Works Shops, South Kitsap Water Reclamation Facility, DCD, & Police Dept.). The following are scenarios that could mandate the activation of the COOP. . The primary City facilities are closed to normal business activities as a result of an event or credible threats of an event that would preclude access or use of the facilities and the surrounding area. e The primary City facilities are closed to normal business activities as a result of widespread utility failure, natural disaster, significant hazardous material incident, civil disturbance, terrorist or military attacks. Under this scenario there could be uncertainty City of Port Orchard Continuity of Operations Plan 12 FOUO 4t29t2020 whether additional events such as secondary explosions, or cascading utility failures could occur. ln an event so severe that normal operations are interrupted, or if such an incident appears imminent and it would be prudent to evacuate as a precaution, the Mayor or designee may activate the COOP. A relevant alternate facility (see appendix) will be activated, if necessary, at the discretion of the Mayor. The Mayor or designee will gather at the alternate facility and will ensure the mission essential functions are maintained and capable of being performed there until the assumption of full operations is re-established at the primary facility(s). The city will form a team of primary COOP personnel with the Emergency Response Planning Group and the Executive Leadership Team. This COOP team may be supplemented by other selected staff as determined by the Mayor. The COOP team will serve as an initial relocation team for COOP activation or potential activation. The COOP team will either relocate temporarily to an alternate facility, if necessary, or operate remotely from a designated assembly site. The COOP team will be responsible to continue the mission essential functions of the City of Port Orchard. All staff necessary to perform the mission essential functions will need to be contacted and advised to report to either the alternate facility, predetermined secure location, or other location as determined by the Mayor. Clear instructions as to the actions necessary to be performed by each of the staff should be predetermined. It is possible that in some cases, the City of Port Orchard will receive a warning of at least a few hours prior to an incident. Under these circumstances, the process of activation would normally enable the partial, limited, or full activation of the COOP with a complete and orderly alert, notification of all personnel, and activation of the EOC. ln no warning events, the process becomes less routine, and potentially more serious and difficult. The ability to execute the COOP following an incident that occurs with little or no warning will depend on 1) the severity of the incident's impact on the physical facilities; 2) whether City personnel are present in the affected facility or surrounding area and 3) the necessity for an immediate evacuation. Positive personnel accountability throughout all phases of emergencies, including COOP activation, is of utmost concern, especially if the emergency occurs without warning. The City has administrative plans for staff accountability using various methods via email, phone, and messaging. City of Port Orchard Continuity of Operations Plan 13 FOUO 4t29t2020 3.0 PLAN IMPLEMENTATION 3.1 TIM E.PH AS ED IM P LEM ENTATI O N In order to maximize the preservation of life and property in the event of any natural or man-made disaster or threat, time-phased implementation may be applied. Time- phased implementation is used to prepare and respond to current threat levels, to anticipate escalation of those threat levels and, accordingly, plan for increased response efforts and ultimately full COOP activation and potential facility relocation. The extent to which time-phased implementation will be applied will depend upon the emergency. Phase 1: Readiness and Preparation Readiness is the ability of each department or office to respond to a continuity incident or event. Readiness is the ability of each department to respond to an incident or event requiring utilization of the Continuity of Operations Plan. lt also includes review and revision cf plans and tabletop exercises. Phase 2: Relocation and Activation (0-12 hours) During this phase the determination to transition to an alternate facility is made to ensure minimal disruption to mission essential functions. The transition should be completed within 12 hours of activation. Phase 2 includes the following activities r The occurrence of an event or the threat of an evento Review, analysis, and decision to activate the continuity plan o Alert and notification of continuity personnelo Relocation, if necessary, to continuity facilitieso An accountability analysis of COOP personnelo ldentification of available leadershipo Determination and reporting of operational capabilitieso Evaluation of facilities, and equipmento Ensuring that mission essential functions with a recovery time of 12 hours or less are reestablished The decision process and procedures for physically activating the COOP Plan encompass the following lncident Command System (lCS) functions, which are consistent with the City's Emergency Operations Plan: o lncident Command - Determine objectives and establish priorities based on the nature of the incidento Planning Section - Develop the lncident Action Plan (lAP) to accomplish these objectives; collect and evaluate information and maintain status of assigned resourceso Operations Section - Develop the tactical organization and direct all resources to carry out the incident action plano Logistics Section - Provide resources and all other services needed for supporl, including transportation, food and lodging requirements City of Port Orchard Continuity of Operations Plan 14 FOUO 4t29t2020 Finance/Administrative Section - Monitor costs related to the incident, providing cost analysis and overall fiscal guidance to include procurement and time recording Legal - Provide guidance on the legal and liability implications with COOP and Continuity of Government Plan activation Phase 3: Continuity of Operations This phase includes the following activities to continue essential functions o Account for all city personnelo Conduct essential functions (which depend on the situation)o Establish communications with supporting departments/agencies/municipalityo Conduct recovery activities as needed, coordinated through the EOC and/or other departments with the required personnel expertise, (e.9. Port Orchard Police Department, Public Works.), etc. Plans or procedures include . Guidance for non-essential COOP personnelo ldentification of replacement personnel and augmenters, as necessaryo Execution of all mission essential functions at the alternate facilityr Activation of processes and procedures to acquire the resources necessary to continue mission essential functionso Communication with the community of status of eventsr Redeployment plans for phasing down continuity facility operations and returning essential functions, personnel, records, and equipment to the primary or other operating facility. Phase4: Reconstitution Reconstitution is conducted using a priority-based, phased approach. All personnel will be informed that the necessity for COOP no longer exists. lnstructions for resumption of normal operations include supervising an orderly return to the normal operating facility, moving to another temporary facility, or moving to a new permanent facility. The process of reconstitution will generally start immediately after an event concludes and can run concurrently with the recovery process. Some of the activities involved with reconstitution include, but are not limited to: o Assessing the status of affected facilities with the appropriate department and personnelo Determining how much time is needed to repair the affected facility and/or to acquire a new facilityo Supervising facility repairs with the appropriate department and personnelo Notifying decision makers of the status of repairs, including estimates of when the repairs will be completedo lmplementing a priority-based, phased approach to reconstitution There will be an after action review of the effectiveness of COOP Plans and procedures as soon as possible, including an identification of aspects of the plans and procedures o o City of Port Orchard Continuity of Operations Plan 15 FOUO 4t29t2020 that need to be corrected, followed by lessons learned and the development of a Corrective Action Plan (CAP). A CAP is the plan of action and schedule for correcting a process or procedure, thus eliminating the causes of an identified problem fron recurring. 4.0 ESSENTIAL FUNCTIONS The City has identified the essential functions that enable it to provide vital services, exercise civil authority, maintain the safety and well-being of the general population, and sustain the industrial and economic base in an emergency. Essential functions provide the basis for COOP planning. Any task not deemed mission essential is deferred until additional personnel, time, cr resources become available. Essential functions are prioritized according to those activities that are pivotal to resuming operations when a catastrophic event occurs. Prioritization is determined by the following: o Urgency of each essential functiono Sequence for recovery of essential functions and their critical processes Note: An essential function's urgency is related to the amount of time the function can be suspended before it adversely affects the community. Urgency can be measured by either Recovery Time Objectives (RTO) or Recovery Point Objectives (RPO). The Recovery Point Objective (RPO) is more specific to information systems. lt is the amount of data that can be lost measured by a time index. Not all processes have RPOs, and some processes can have botr an RPO and an RTO. Essential functions and their supporting processes and services are intricately connected. Eacr essential function has unique characteristics and resource requirements, without which the function could not be sustained. Those processes and services that are necessary to assure continuance of an essential function are considered critical. Often, the processes and services deemed critical vary depending upon the emergency or if they have a time or calendar component. Table 2 is a prioritized order of the essential functions within the city's departments. For each essential function listed, their critical dependencies (supportive processes or services) are provided. City of Port Orchard Continuity of Operations Plan 16 FOUO 4t29t202D Table 2 Essential Functions, Dependencies and Recovery Time Objective 1 CITY COUNCILr Provide direction to the Mayor. Consider and approve resolutions, proclamations, laws, and other legislative decisions Hold City Council meetings to take action as needed Provide policy direction to the Mayor as needed Keep records of meetings and actions. a a a o City Executive o Legal o Clerk o Community Development 12 hours 2 CITY EXECUTIVEo Administer and direct all City personnelo Manage overall City operations. lnform elected officials and seek their direction Develop and administer emergency management plan Proclaim an emergency Notify Council of situation and actions as soon as is practical Determine level of emergency and staffing necessary to respond Retain records of actions taken Call special meeting(s) of City Council as needed Determine need for alternate location for City Hall operations a a a a a a o o All 2 hours ESSENTIAL FUNCTIONS. DEPENDENCIES AND RECOVERY TIME OBJECTIVES i:;rl:l:li:ii j ,rrirli: if{-t I. I ;;l:i.i"r t., jiili .!l;r:r:1,;"r' i,'i ;::t ,.a,,riilt,i,'l lr,l,,,'1,,,'r-1.:r r:rll:tt I.t1:r 'lttlijr,r,ir City of Port Orchard Continuity of Operations Plan 17 FOUO 12 hours Notify City Council of emergency special meetings Manage and keep record of actions taken by the Council (24-hr meeting notice not required) Assist with restoration and protection of essential records Manage civil claims against the City o a a o o Mayor o Legal 3 CITY CLERK. Provide legislative support to the City Councilo Maintain all official City records and the municipal coder Oversee the City's records management program. Oversee the City's Public Records Requests o City Council o Legal o Police o Public Works o Clerk o Finance 6 hours 4 COMMUNITY DEVELOPMENT. Ensure the health, safety, and general welfare of the city through enforcement of applicable building, land use, nuisance, or environmental laws. Provide long range planning services. Ensure businesses are operating properly and within state and local codes Perform building inspections and identify hazardous structures Coordinate inspections lssue notices and orders for compliance purposes lssue emergency measure orders Assist public institutions a a a o a City of Port Orchard Continui$ of Operations Plan 18 FOUO 5 FINANCE. General accounting for the City. Payroll. Accounts Payable. Utility Billing. Receipting and Cash Management o lnternal Control of Assets and Cash o Payroll e Accounts Payable, Bill Paying o Tracking Expenditures o All lmmediately for Police and EOC Critical Steps 12 hours for remaining Critical Steps 6. HUMAN RESOURCESo Manage employee relationso Safety and risk management. Employee benefitso Volunteer management o Track and report status of all employees o Activate employee/family assistance center o lnvestigate and document all employee injuries o Coordinate the Employee Assistance Program (EAP) to assist employees o All 24 hours 7 LEGAL o Provide legal advice to decision-makers o Draft policies, procedures, proclamations, laws o Review contracts and legal agreements e Draft emergency legal documents for City Council review o Provide legal advice and review for City emergency operations o Review emergency contracts with vendors o Mayor o Clerk o Community Development 12 hours ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES J i{:1:},lt'{l I r'lirlli;.iir ili;' i'l ' li I !.lf I-.r':,i !: i!' lrl;l:ri: i ;::l ! it iiiii iii : City of Port Orchard Continuity of Operations Plan 19 FOUO 12 hourso Coordinate staff and judges to process newly arrested defendants wlin 24-48 hours o Review all pending matters w/in 7-30 days o Notify public of courts status as soon as possible o Police o Finance olT I MUNICIPAL COURT o Preside over essential authorized cases o Conduct hearings and court proceedings as necessary o City Council o Mayor o Legal o Finance o Municipal Court 2 hours I POLICE o Coordinate all Emergency Management functions o Provide public safety and emergency response o Provide security for public facilities and critical infrastructure o Manage the EOC o Respond to and resolve emergencies and public safety incidents within the city o Provide security at city facilities and critical infrastructure o lntelligence gathering/sharing, o lnvestigations o Police o Finance o Community Development 12 hours - 30 days PUBLIC WORKS ENGINEERING o Restore and maintain City infrastructure including potable water, sanitary sewer, streets, bridges, storm drainage systems, and traffic control systems o Coordinate repairs of street & bridge systems o Coordinate repairs with water & sewer utilities o Restore and maintain City facilities o Correct storm water flooding issues o Provide engineering services to City staff 10 ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES l,tli l:t{.'r::rl'.,i:;i;t, r i,r i , ,ri..r I i lj,r. ', trr l: tl.li City of Port Orchard Continuity of Operations Plan 20 FOUO 11 INFORMATION TECHNOLOGYo Provide lnformation &Technology (lT) services to City staff Technology maintenance - email, intranet, Finance programs, Police CAD programs, phone maintenance a Aila lmmediately for Police and EOC critical steps 12 hours for remaining critical steps ESSENTIAL FUNCTIONS. DEPENDENCIES AND RECOVERY TIME OBJECTIVES l:11' i. l ir (:i,l |,/:, ti 11r;:' i11.1''.1 l.! r.i. I i'ir1t,rl li:1ii.lt1 il,, ii Liri: City of Port Orchard Continuity of Operations Plan 21 FOUO 5.0 HUMAN CAPITAL MANAGEMENT 5.1 Employee Dismissal or Building Closure Procedures The Mayor or designee will decide if employees can be dismissed to go home. COOP team member will remain at designated work site. Emergency Response Planning Group staff may be needed to activate the Emergency Operations Center (EOC) if feasible. 5.2 Eskblished Methods of Employee Communications Communication is maintained via email, cellular phones, radios, ham radios, and linkage to multiple agencies including KCDEM & the military. 5.3 Procedures for Making Media Announcements The City Clerk is responsible for all traditional and social media announcements. Announcements may also be made by the Public lnformation Officer in the EOC or at the alternate facility site if one is utilized. 5.4 Pay and Benefit lssues The Mayor and Finance Director will determine all pay and benefit issues for department employees. 6.0 KEY PERSONNEL All City personnel are considered essential; however, each essential function has associated key personnel and positions that are necessary to the COOP. They represent strategically vital points in management and authority and underscore the essential functions of the departments that must be carried out. lf these positions are left unattended, the City may be unable to meet customer needs or fulfill its essential functions. Table 3 lists the key personnel that perform essential COOP functions, including supporting process and procedures. Also provided are the key personnel's current title and their role once operating under the COOP Plan. City of Port Orchard Continuity of Operations Plan 22 FOUO 4t2912020 Table 3 Key COOP Personnel Role/Section Title Location Policy Mayor City Hall Policy City Attorney City Hall Policy Mayor Pro Tempore City Hall EOC tC Police Chief Police EOC tC Deputy Chief of Police Police lC Support Office Manager Police EOC Deputy lC TBD TBD EOC Manager Operations Manager City Hall or Public Works Shop Pto City Clerk City Hall Pto TBD TBD Liaison TBD TBD Operations Chief Sergeant Police Operations Chief Sergeant Police Operations Section Public Works Director / City Engineer City Hall Operations Section TBD TBD City of Port Orchard Gontinuity of Operations Plan 23 FOUO 412912020 Role/Section Title Location Planning Section Chief Community Development Director DCD Planning Section Chief Sergeant Police Planning Section Long Range Planner DCD Planning Section Associate Planner DCD Planning Section/GlS Associate Planner DCD Planning Section Support TBD TBD Logistics Section Chief lT Manager City Hall Logistics Section Chief TBD TBD Logistics Section TBD TBD Logistics Section lT TBD TBD Logistics Section TBD TBD Logistics Section HR Human Resources Coordinator City Hall Finance Section Chief Finance Director City Hall Finance Section TBD TBD Finance Section TBD TBD EOC Support Records/Evidence Specialist Police EOC Support Records/Evidence Specialist Police EOC Support Records/Evidence Specialist Police City of Port Orchard Continuity of Operations Plan 24 FOUO 4t29t2020 7.0 oRDERS OF SUCCESSTON The Mayor is ultimately responsible for the continuation of essential services in an emergency and, consequently, for related planning in conjunction with the Director of Emergency Management. ln the event the Mayor is rendered incapable or unavailable to fulfill their duties as Chief Executive, successors have been identified to ensure there is no lapse in decision- making authority. Successors to Department Heads have also been identified to provide similar continuity within their staff. Table 4 Departmental Orders of Succession Gity Executive 1. Mayor 2. Mayor Pro Tempore 3. Finance Committee Chair 4. Utilitv Committee Chair Clerk 1. City Clerk 2. Deputy City Clerk Community Development 1. DCD Director 2. Long Range Planner 3. Associate Planner (seniority-based) Finance 1. Finance Director 2. Assistant Finance Director 3. Accounting Assistant ll Human Resources 1. HR Coordinator 2. Finance Director I nformation Tech nology 1. lT Manager 2. lT Specialist / Finance Clerk 3. Assistant Director of Finance 4. Seitel Systems (outside consultant) Judge L Presiding Judge 2. Judge Pro tem, including Kitsap District Court judges 3. Appointed Judge Legal L City Attorney 2. Alternate attorney from contract firm Municipal Gourt 1. Court Administrator 2. Lead Court Clerk 3. Designated Court Clerk Police / Emergency Management L Police Chief 2. Deputy Chief of Police 3. Designated Sergeant 4. Designated Serqeant Order of SuccessionDehabeticalartmentAI City of Port Orchard Continuity of Operations Plan 25 FOUO 4t29t2020 Public Works 1. Public Works Director / City Engineer 2. Assistant City Engineer 3. Public Works Operations Manager 4. Public Works Util M r City of Port Orchard Continuity of Operations Plan 26 FOUO 4t29t2020 8.0 DELEGATION OF AUTHORITY Should a primary position incumbent be unable to serve, a delegation may be implemented. The types of authority that are addressed are emergency authority and administrative authority Emergencv Authoritv refers to the ability to make decisions related to an emergency, such as deciding whether to activate a COOP Plan, deciding whether to evacuate a building, or determining which personnel should report for their duties. Administrative Authoritv refers to the ability to make decisions that have effects beyond the duration of the emergency. Unlike emergency authority, administrative authority does not have a built-in expiration date. Such decisions involve policy determinations and include hiring and dismissal of employees and allocation of fiscal and non-monetary resources. A successor's authority is either full or limited. Fult- Successor will assume full responsibility for essential function(s) during a COOP event. Limited - Successor will assume limited responsibility for essential function(s) during a COOP event. lf a successor's responsibility is limited the limitations need to be defined. All positions that may have to delegate authority are as follows: . Mayor. Mayor Pro Tempore. Police Chief. Deputy Chief of Policeo Public Works Director/City Engineero Public Works Operations Manager. Community Development Director. Finance Director All successors will have full emergency authority if delegation should occur. Such a delegation can be triggered by the activation of the COOP or if the incumbent is unavailable. Procedures to be utilized for delegating authority are either face to face, through a phone call or a text. The delegation of authority will be for the duration of a COOP activation or incident or until a successor is appointed. 9.0 DEVOLUTION OF DIREGTION AND CONTROL Devolution planning supports overall COOP planning and addresses catastrophic and other disasters or events that render leadership and staff unavailable to, or incapable of, supporting the execution of its essential functions from either its primary or continuity location(s). ln Table 4, the department that each essential function will be transferred to is identified. ln addition, the following information is also provided: City of Port Orchard Continuity of Operations Plan 27 FOUO 4t29t2020 o Trigger points for each essential function that are used to define a devolution eventr Equipment and supplies that will be needed for a specific essential function, if feasible and/or applicabler Procedures for acquiring supplies that will be needed to maintain essential functions, if feasible and/or applicableo Triggering events that will signal reconstitution of essential functions back to their originating department Table 5 Devolution of Direction and Control City Departments Management lncident Management Team, WA State lncapacitation On Premises Credit Cards Purchase Orders, Established Accounts Recovery Police Department Kitsap Co. Sheriff, WA State Patrol lncapacitation On Premises Credit Cards Purchase Orders, Established Accounts Recovery 1O.O VITAL RECORDS AND DATABASES COOP Plans account for identification and protection of vital records and databases (including classified or sensitive data) that are needed to perform essential functions and activities and lo reconstitute normal operations following an emergency. Each department has identified vital records and/or databases that are needed to support the maintenance of the essential functions. ln addition, the following information is also provided: o Current status of the vital record(s) or databaseo Whether the vital record(s) or database is pre-positioned at or is to be hand carried to the continuity facility City of Port Orchard Continuity of Operations Plan 28 FOUO 4t29t2020 11.0 VITAL SYSTEMS AND EQUIPMENT A system or equipment is vital if it is essential to emergency operations and/or to the continuance of essential functions during a crisis for a minimum of thirty days. COOP planning for vital systems and equipment proceeds in the same way as planning for vital records, (i.e., to the greatest extent possible, back-up electronic systems, pre-position duplicate systems and equipment at a separate facility, and update vital systems and equipment on a regular basis.) Each department has identified the system and equipment that are essential to the continued function of the department and its mission, as well as: o Current status of the system and equipment (stand-alone or stored on the network)o Whether the system and equipment are pre-positioned at the continuity facilityr Whether the system and equipment will be hand carried to the continuity facilityo The specific current location of the system and equipment 12.0 CRITICAL VENDORS Each essential function and its supporting dependencies, processes, and services that are necessary to assure continuance may have critical vendors. All departments have identified their critical vendors. 1 3.0 CONTINUITY FACILITIES Emergencies or potential emergencies, whether anticipated or unanticipated, may affect the ability to perform mission-essentialfunctions from the primary locations. 13.1 Continuity Facilities - Logistics Transportation, Lodging, and Food ln the event the city must move to a continuity facility, the needs of staff operating at the facility must be met. This includes provision for logistical support and lodging through arrangement with vendors for transportation, hotels, catering, etc. Security and Access Not only does the continuity work site need to be identified and the care of staff arranged, but the security of and access to both the primary and continuity facilities during emergency and non-emergency situations also need to be arranged. The security procedures should accommodate all hazards and include provisions for identifying access restrictions. 13.2 Continuity Facilities and Work Sites The continuity facility and work site allow the department's key personnel to perform essential functions when an emergency renders the primary facility unusable. City of Port Orchard Continuity of Operations Plan 29 FOUO 4t29t2020 13.3 Continuity Facilities lnformation Table 6 lists the requirements for each essential function at the continuity facility ard work site. ln addition, the following information is also provided: o Essential functions to be performed at each continuity facility and work siter Number of employees needed at the continuity facilityo Logistical support requirementso Resource and infrastructure requirements Table 6 Gontinuity Facility EstablishedEmergency response (PW & Police) KCSO Mobile Command Center if available 4-5 Established 1. Station 31 200 Tremont St. Port Orchard 2. KCDEM 911 Carver St., Bremerton 15 Phone Support Technology Radios EstablishedEmergency Operations Center 14,0 INTEROPERABLE COMMUNICATIONS The city strives to maintain communications capabilities commensurate with the city's essential functions at all times. The COOP Plan facilitates communication between the department's Point of Contact COOP Program Management Team, management, and department personnel and provides for communication with other departments or agencies, as well as emergency personnel. The plan also provides a means for notifying the community of the relocation ard procedures for contacting the departments and conduction of business in an emergency. I nteroperable commun ications provide the following : r Communications capability that adequately supports the city's essential functions and activitieso Ability to communicate with COOP contingency staff, management, and other organizational componentso Ability to communicate with other agencies and with emergency personnel r Access to other data and systems necessary to conduct essential activities and functions Table 7 lists a The current service's provider along with the representative's name and contact information An alternate service provider if primary source becomes unavailableo City of Port Orchard Gontinuity of Operations Plan 30 FOUO 4t29t2020 o Alternate methods or modes of communication if primary and alternate sources are unavailable Table 7 lnteroperable Communications Voice Line Wave Broadband Cell phones Fax Lines Granite/Century Link Data Lines / Network Connectivitv Kitsap County Wave Broadband Cell Phones Verizon E-mail Microsoft (Office 365) Exchange Various personalemail providers lnternet Access Kitsap Countv Text Messaging Verizon Various personalemail oroviders Radio Communication Svstems Kitsap-911 VHF Mobile Command Centers Kitsap County Sheriffs Office Other Kitsap County Resources (KCSO, BPD, PPD) Satellite Phone PersonalCell Phones Standard providers/varies by individual i;ji rriilr] "r"'.!lr i:r-' r.., i,1 | i;l ! r l, I i , :ri;iiiiit,:l:, INTEROPERABLE COMMUNICATIONS ,.1ii:.i'r i;ir:t'r i'i(-l:lr: ' l i:r't,i 'lri':i n,,, r,,,1...i::, r !t^. ', t'lrrr ttt i t,, l. ': .,rl ]l!il11i; I l.iii ll:,1:: r,'1:li,iitrrl \rir,il,,i"t: i,r: City of Port Orchard Continuity of Operations Plan 31 FOUO 4t29t2020 15.0 MAINTAINING COOP READINESS Major components of the maintenance program are the training of personnel in the performanc= of their COOP responsibilities; the conducting of periodic exercises to test and improve COOP Plans and procedures, systems, and equipment; and the institution of a multi-year process tr ensure that the plan continues to be updated in response to changing conditions. 15.1 Training Plan All personnel who will be involved in COOP activities will be trained and equipped tc perform their emergency duties. Consideration will be given to "cross-training" team members to ensure that the team is prepared to deal with the unusual demands that may arise when emergency conditions must be faced by a reduced staff. COOP training will include the following: o lndividual and team training of COOP Team members and emergency personnel to ensure currency of knowledge and integration of skills necessary to implement the COOP Plan and carry out essential functions; team training will be conducteC at least annually to ensure that COOP Team members are current on their respective COOP responsibilitieso Refresher orientation for the COOP Team as it arrives at a continuity operating facility; the orientation will cover the support and services available at the facility, including communications and information systems, and administrative matters, including supervision, security, and personnel policies o Training courses and materials designed to improve knowledge and skills related to carrying out COOP responsibilities 15.2 Testing and Exercising the Plan Testing and exercising of COOP capabilities are essential to demonstrate and improve the ability of the department to execute its COOP Plan. They serve to validate, or identity for subsequent correction, specific aspects of COOP Plans, policies, procedures, systems, and facilities. Scope of Exercises An effective program will include a variety of exercise types, including tabletops, drills, and full-scale exercises. Full-scale exercises will simulate actual emergency conditions, and exercises may include the phase-down of continuity facility operations and return to normal operations. Following an exercise, a comprehensive debriefing and after-action report will be completed. The City will conduct COOP awareness campaigns and seminars throughout the fiscal year. The City acting as the facilitator, will also conduct the following exercises: o Year 1o Year 2o Year 3o Year 4 Workshop Tabletop Functional Full Scale Each annual exercise will build upon the previous year's exercise, resulting in a full-scale exercise. Emergency management will facilitate the After Action Report (AAR) meeting and publish the AAR. City of Port Orchard Continuity of Operations Plan 32 FOUO Exercise Schedule Testing and exercise plans for COOP will include: o lnternal testing/exercising of COOP Plans and procedureso Testing of alert and notification procedures and systems for any type of emergency at least quarterlyo Joint agency exercising of COOP Plans, where applicable and feasible 15.3 Multi-Year Strategy and Program Management Plan It's effective to maintain COOP capabilities using a multi-year strategy and program management plan. Such a management plan outlines the process(es) to be followed in designating essential functions and resources, forecasts budgetary requirements, anticipates and addresses issues and potential obstacles, and establishes planning milestones. 15.4 COOP Plan Maintenance The plan will be reviewed and updated at least every two years, or whenever necessary, to reflect changes in essential functions, procedures, or contact information. Changes to the plan will be noted in the Revision Record provided in the Foreword. The COOP Program Management Team (Table 1) is responsible for ensuring that the plan is reviewed and updated. The COOP Program Management Team is also responsible for the following o Addressing and resolving COOP Plan policy issueso Advising the Executive Leadership Team on COOP-related matterso Coordinating among related planso Conducting training, testing, and exerciseso Updating plans to incorporate lessons learned from testing and exercises as well as any actual events that occurred during the year City of Port Orchard Continuity of Operations Plan 33 FOUO APPENDIX A: THREAT AND HAZARD IDENTIFICATION AND RISK ASSESMENT Vulnerability Assessment TBD Citizens unable to move arornd town safdy, possible roof collapse, iniuries o Additionalsnow capable vehicles, deicer fluid, trained employees, road closures o Trim trees, build naturalwind barriers Emergency services, employees, utilities, hospitals 1 Severe Storms High TBD Citizens unable to move arornd town safdy, contaminated drinking water, water-bome disease Emergency services, utilities, employees Medium o Land-use management, improved storm water discharge systems 2 Flooding TBD Mass casualties, economyr housing, hck of water & food o Hardening of infrastructure, all resources available will be necessary Roads, airports, emergency services, utilities, hospitals Land shifts Medium3 Evacuations, contamination, health, clean up Emergency services, citizens, hospitals, ecology TBDMediumo Protection of HazMat facilities, HazMat teams and equipment, detailed response plans and evacuation routes 4 Hazardous Materials spill Potential for deaths, o:her utility outages, terrorism Emergency services, citizens, hospitals, all facilities within the citv TBDModerateo Harden infrastructure, redundant systems 5.Communication Failure TBD Loss of lib, evacuaticnsEmergency services, military, utilities, citizens, hospitals Low o Move citizens out of flight path 6 Aircraft Accident Loss of life, contamination, economy Emergency services, employees, hospitals TBDLowo PPE, training, EOG management 7 Pandemic RISK / VULNERABILITY ASSESSMENT ..1 ;,l,rlilli 'il . r.i r,rrir-r-r 111'1i"1:ii; 1r11!lq,;rirlr i 'i i t:. 'li(l:lril'1'l: .r 'f:l;:rr1'l '.,1:_r,{:'r i r r.i'':i:lt City of Port Orchard Gontinuity of Operations Plan 34 FOUO ANNEX 1: CITY COUNCIL lntroduction During a Continuity of Operations COOP scenario, the Port Orchard City Council (City Council) has a role in the City of Port Orchard (City) leadership, legislation, and outreach functions. The City Council provides direction and support to the incident through legislative actions and interjurisdictional interactions. The City Council is flexible and adaptable and has limited resource requirements to perform essential functions. Essential Functions Essential functions for the City Council during a COOP incident include leadership, legislation, and outreach to other jurisdictions and the public. Below is a high-level summary for each function. Key Personnel In the event of a COOP scenario, the City Council performs essential leadership, legislative and outreach functions. The City Council performs such essential functions in part by taking formal action through the affirmative vote of a majority of the entire City of Port Orchard Continuity of Operations Plan 35 CITY COUNCIL Provide direction to the Mayor Consider and approve resolutions, proclamations, laws, and other legislative decisions o o Hold City Council meetings to take action as needed. Provide policy direction to the Mayor as needed. Keep records of meetings and actions. a o a o Mayor . Legal . City Clerk o Community Development 12 hours ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES r:. i r ri ti iJ. ) ,i ll I I (o i ::I:]rl:l.til I i: rrllt'li:)) l.:l;lrlol',r,:! r'r,' I I I i i i f ;, i:Lilf : Ji).1\'/:I :ir' :'l lj tci:nl.:.:iic): i:1:i;1ql.Ji:ii l; ir *ifcilitrl rrl FOUO membership of the City Council. ln matters not requiring formal action, the City Council is represented by its Mayor or, in the absence of the Mayor, by its Mayor Pro Tempore, ln the absence of both the Mayor and the Mayor Pro Tempore, the order of succession will be the Finance Committee Chair followed by the Utility Committee Chair. Should this line of succession be exhausted, the City Council will be represented by a Councilmember chosen by the affirmative vote of the membership of the City Council. Department Relocation lncident impacts and operational needs will dictate the safe options for relocation; therefore, the City Council does not have a designated alternate location. The City Council location serves as the seat of government. Whenever possible, the City Council will remain at City Hall. lf there is a requirement to relocate, efforts will be made to remain within the city limits and near the Mayor's Office, wherever then located, and the Emergency Operations Center. Gommunications The City Council does not have any unique communication requirements, but does rely heavily on internet connectivity, computers, and other normal operational systems. The intent is to use normal operational systems, or as many of them as are possible, including but not limited to desk phones, cell phones, Outlook email, and text messaging for communication during a COOP scenario. Vital Records, Files, and Databases The City Council has identified vital records to include documents representing Council procedures, decisions, and actions related to City operations. Council files are maintained by the City Clerk. Gritical Systems Access to the intranet and internet is not necessary but desired to support the City Council essential functions. Gritical Equipment The City Council does not have any specific critical equipment requirements for the delivery of essential functions. lt is preferred that access to computer resources and the internet are available but are not required. City of Port Orchard Continuity of Operations Plan 36 FOUO External Contacts The City Council is not dependent on external agencies for delivery of essential functions. However, the City Council does acknowledge the support jurisdictional partners at local, state, and federal levels of government and private entities can provide and intends to engage with these agencies and entities as appropriate. Return to Operations The City Council will have continual, but possibly limited, operations during a COOP incident. Return to operations includes the relocation back to the original facility or a new facility in the City Council is working from an alternate location. The City Council will resume normal business activities, in addition to any incident or COOP activities, as able based on resource availability. City of Port Orchard Continuity of Operations Plan 37 FOUO ANNEX 2= CITY EXECUTIVE lntroduction During a Continuity of Operations COOP scenario, the Mayor is responsible for the overall incident management, City of Port Orchard ("City") leadership, public information, and intergovernmental relations. The Mayor provides direction and guidance and thus is flexible and adaptable and has limited resource requirements to perform essential functions. Essential Functions Essential functions of the Mayor during a COOP incident include managing overall city operations, informing elected officials, and intergovernmental relations. Below is a high- level summary for each function. Ail 2 hoursDevelop and administer emergency management plan Proclaim an emergency Notify Council of situation and actions as soon as is practical Determine level of emergency and staffing necessary to respond Retain records of actions taken Call special meeting(s) of City Council as needed Determine need for alternate location for City Hall operations o a a o a a a CITY EXECUTIVE o Lead and direct all City personnel . Manage overall City operationso lnform elected officials and seek their direction ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES i;t f: !:) j f'tr l:l:;:)rlilt:l' i,il!rrlrlrlt-1il l,i lir;jij '_i,if!.1:rli:l,.Jr1'rillltr' . IirJit:! rliitr!ltr{i City of Port Orchard Continuity of Operations Plan 38 FOUO Key Personnel The r has established the follow order of succession for his ition Department Relocation Incident impacts and operational needs will dictate the safe options for relocation. However, the primary relocation site shall be at the Emergency Operations Center Communications The Mayor does not have any unique communication requirements, but does rely heavily on internet connectivity, computers and normal operational systems. The intent is to use normal operational systems, or as many of them as are possible, including but not limited to desk phones, cell phones, Outlook email, and text messaging for communications during a COOP scenario. Vital Records, Files, and Databases The Mayor has identified vital records to include contact lists for internal and external leaders and documents generated by City Council actions. These are maintained primarily with the City Clerk and on City lT systems. Gritical Systems The Mayor has identified critical systems to support essential functions as the intranet and internet, specifically those related to public information digital media tools, such as website content management and Facebook. Critical Equipment The Mayor has identified communication resources as critical to support essential functions. These resources include but are not limited to mobile phones, computers, and printers, City of Port Orchard Continuity of Operations Plan 39 City Executive 1. Mayor 2. Mayor Pro Tempore 3. Finance Committee Chair 4. Utilitv Committee Chair Order of SuccessionEssential Function FOUO External Contacts The Mayor is not dependent on external agencies for delivery of essential functions. However, the Mayor does acknowledge the support partners at local, state, and federal levels of government can provide and intends to engage with these agencies, as appropriate. Return to Operations The Mayor will have continual, but possibly limited, operations during a COOP incident. Return to operations includes the relocation back to the originalfacility or a new facility f the Mayor is working from an alternate location. The Mayor will resume normal business activities, in addition to any incident or COOP activities, as able based on resources available. City of Port Orchard Continuity of Operations Plan 40 FOUO ANNEX 3: CLERK lntroduction During a Continuity of Operations COOP scenario, the City Clerk is responsible for providing legislative support to the City Council, risk management, and maintaining/preserving all official records and the municipal code for the City of Port Orchard ("City"). Essential Functions Essential functions of the City Clerk during a COOP incident include providing legislative support to the City Council and maintaining/preserving all official City records. Below is a high-level summary for each function. CITY CLERK Provide legislative support to the City Council Maintain all official City records and the municipal code Oversee the City's records management program Oversee the City's Public Records Requests a a o o Notify City Council of emergency special meetingso Manage and keep record of actions taken by the Council (24-hr meeting notice not required)o Assist with restoration and protection of essential recordso Manage civil claims against the City o Mayor o Legal 12 hours ESSENTIAL I I i ; j:i:l rlii:ii ri i lrliTi)iitit{ : FUNCTIONS, DEPENDENCIES AND RECOVERY TIME O ll:jl1r; r1,;t1ii1 1 yc' i; i:lrl: I rii I ;t:lrrll{i:: il BJECTIVES i.'i;tii!\1,,f :l'{- ;ll lil{l: ,t,ii,.lrrr,iiii"r' ,f;. i ;i' i, .t.),i{iirr1;tri'(,1 ii,, City of Port Orchard Continuity of Operations Plan 41 FOUO 1. City Clerk 2. Deputv Citv ClerkCity Glerk Order of SuccessionEssential Function Key Personnel The C Clerk has established the followi order of succession for his Department Relocation lncident impacts and operational needs will dictate the safe options for relocation, however, whenever possible, the City Clerk will relocate within the city limits and near the Mayor's Office and City Council locations. Communications The City Clerk does not have any unique communication requirements, but does rely heavily on internet connectivity, computers and other normal operational systems. The intent is to use normal operational systems, or as many of them as are possible, including but not limited to desk phones, cell phones, Outlook email, and text messaging for communication during a COOP scenario. Vital Records, Files, and Databases The City Clerk has identified vital records to include documents generated by City Council actions, contracts, and the Municipal Code. Critical Systems The City Clerk has identified the need to access the City lT system as well as non- electronic files stored at City Hall as a critical system necessary to perform essential function tasks. Critical Equipment The City Clerk has identified technology resources as critical to support essential function tasks. These resources include but are not limited to telephones, computers, and printers. External Contacts The City Clerk is not dependent on external agencies for delivery of essential functions. City of Port Orchard Continuity of Operations Plan 42 FOUO Return to Operations The City Clerk will have continual, but possibly limited, operations during a COOP incident. Return to operations includes the relocation back to the original facility or a new facility if the City Clerk is working from an alternate site. The City Clerk will resume normal business activities, in addition to incident, COOP, or recovery activities, as able based on resources. City of Port Orchard Continuity of Operations Plan 43 FOUO ANNEX 4: COMMUNITY DEVELOPMENT lntroduction During a Continuity of Operations COOP scenario, Community Development is responsible for performing emergency inspections and assessments of buildings, land, homes, and businesses within city boundaries in support of the incident and COOP operations. Community Development will perform this essential function in coordinatior' with the Emergency Operations Center and as infrastructure, such as roadways, allow movement to sites. Essential Functions The essential function of Community Development during a (COOP) incident is to apply the building, land use, and/or environmental laws applicable to the City, provide long range planning services, and ensure that businesses are operating within state or local laws. Perform building inspections and identify hazardous structures Coordinate inspections lssue notices and orders for compliance purposes lssue emergency measure orders Assist public institutions a o a a a . City Council . Legal . Police . Public Works o Clerk o Finance 6 hours COMMUNITY DEVELOPMENT. Ensure the health, safety, and general welfare of the city through enforcement of applicable building, land use, nuisance, or environmental lawso Provide long range planning services. Ensure businesses are operating properly and within state and local codes ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES rr liiJ, lr Iirijtiri lrli;:l i:lIiliirl {l l : i: lr l: rrr rt. t i.lf:r ),iri,'i '! , rI l{r;:lj] :rj.1:i:}l:i:i. jxl:ii;1 : r:llrili.;rll "ii City of Port Orchard Continuity of Operations Plan 44 FOUO Key Personnel Community Development has identified the Order of Succession for leadership as key roles in facilitating the process of building inspections: Department Relocation The incident impacts and operational needs will dictate the safe options for relocation; however, Community Development is not dependent on any specific location or facility to perform building inspections. Inspections are done in the field and the administrative aspect can be performed at any site with adequate infrastructure, thus Community Development does not have a designated alternate site. The (COOP) Facilities Team will identify a safe location for Community Development to work, if relocation is needed Communications Community Development does not have any unique communication requirements. The intent is to use operational systems, including but not limited to, desk phone, cell phones, Outlook email, and text messaging for communications during a (COOP) scenario. Vital Records, Files, and Databases Community Development has identified vital records as the SmartGOV Permitting System, documents stored within shared City data systems, and rapid evaluation safety assessment forms. Critical Systems Access to the intranet and internet is criticalto support Community Development performance of building inspections and other essential functions. Specifically, Community Development needs access to the SmartGov Permitting System, city shared drive, GlS, WA L&l website and WA Department of Revenue website. Gritical Equipment Community Development has identified vehicles, forms and posting tools, flashlights, spray paint, personal protective gear, and communication equipment as key for City of Port Orchard Continuity of Operations Plan 45 FOUO 1. DCD Director 2. Long Range Planner 3. Associate Planner (senioritv-based) Community Development Order of SuccessionEssential Function supporting emergency building inspections. Computers and printers would assist the process of posting public safety notices. External Contacts Community Development may be dependent upon outside agencies or consultants for assistance with essential functions at the onset of a crisis. Vendors that supply personal protective equipment and inspection supplies are critical to safe and effective inspections. Return to Operations Community Development will have continual, but limited, operations during a (COOP) incident. Return to operations includes the relocation back to the original facility or a new facility if Community Development is working from an alternate location. Community Development will resume normal business as able based on available resources, priorities of city leadership, recovery priorities, economic opportunities, and the adjusted timeline of projects placed on hold due to the incident. City of Port Orchard Continuity of Operations Plan 46 FOUO ANNEX 5: FINANCE lntroduction During a Continuity of Operations (COOP) scenario, the Finance Department is responsible for the accounting, tracking, and facilitation of the financial operations of the City of Port Orchard ("City").The Finance Department requires coordination with city departments and of resources to perform essential functions. Essential Functions Essential functions for the Finance Department during a (COOP) incident include financial management, procurement, and record preservation. Below is a high-level summary for each function. Key Personnel The Finance Department has identified the Order of Succession for leadership as key roles in facilitati the de of essential functions Department Relocation lncident impacts and operational needs will dictate the safe options for relocation; however, the essential functions of the Finance Department are not dependent on any specific location or facility. Functions can be performed at any site with adequate City of Port Orchard Continuity of Operations Plan 47 FOUO FINANCE. General accounting for the City. Payrollo Accounts Payable. Utility Billingo Receipting and Cash Management o lnternal Control of Assets and Cash . Payroll o Accounts Payable, Bill Paying . Tracking Expenditures Alr 24 hours ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES ::lj{.1!Jrjj;iiltl!; , l...trl,1q1',ir;,'yi ;lliiil ,!.):1c1:lqir;;i1:1r;l{i:.;l,,ti:,11:rr}il.fr l:..illi.il :.t)l ijtri:if,:,li:1i1:.,l 1:;:i:111ri1;i :i ntra1eliliul*, Finance L Finance Director 2. Assistant Finance Director 3. Accountinq Assistant ll Essential Function Order of Succession infrastructure thus the Finance Department does not have a designated alternate site. The (COOP) Facilities Team will identify a safe location for the Finance Department to work if relocation is needed. Communications The Finance Department does not have any unique communication requirements, but does rely heavily on internet connectivity, computers, and other normal operational systems. The intent is to use normal operational systems, or as many of them as are possible, including but not limited to, desk phones, cell phones, Outlook email, and text messaging for communications during a (COOP) scenario. Vital Records, Files, and Databases The Finance Department has identified vital records such as financial tracking and distribution documents. Essential functions require the use of the accounting system along with other task specific software. Gritical Systems Access to the intranet and internet is necessary for the Finance Department to perform most essential functions. The use of accounting software along with other task specific software facilitates the delivery of Finance Department services. Gritical Equipment The Finance Department has identified technology and communication equipment as key for delivery of essential functions. ln addition to telephones, computers, and basic printers the Finance Department also requires specialized printers, purchase cards, a safe, and hand receipts to support (COOP) tasks. External Gontacts The Finance Department partners with several vendors for the delivery of essential functions. Most of the vendors are financial institutions that are required to have (COOP) programs and capabilities, thus reducing the risk of failure to support City essential functions. Return to Operations The Finance Department will have continual, but possibly limited, operations during a (COOP) incident. Return to operations includes relocation to the original facility or a new facility if the Finance Department is working from an alternate location. The Finance City of Port Orchard Continuity of Operations Plan 48 FOUO Department will resume normal business activities based on available resources, priorities of city leadership, and timelines of financial activities. Priority will be given to delivery of services that reduce the risk of financial penalties, undue hardship to employees or the public, and requirements for maintaining a positive financial standing for the city. City of Port Orchard Continuity of Operations Plan 49 FOUO ANNEX 6: HUMAN RESOURCES lntroduction During a Continuity of Operations (COOP) scenario, the Human Resource Coordinator (HR) is responsible for employee relations, management support, compensation, and policy/contract interpretation and guidance. HR's primary focus is employees during an incident and requires coordination with city departments to perform essential functions. Essential Functions Essential functions for HR during a (COOP) incident include employee relations, compensation, training and assignments, accountability, risk management, and compliance with labor and regulatory requirements. Below is a high-level summary for each function: Key Personnel HR has identified the Order of Succession for leadership as key roles in facilitating the delivery of essential functions: HUMAN RESOURCES Manage employee relations Safety and risk management Employee benefits Volunteer management a a o a . Track and report status of all employees o Activate employeelfamily assistance center . lnvestigate and document all employee injuries . Coordinate the Employee Assistance Program (EAP) to assist employees . All 24 hours ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES Human Resources 1. HR Coordinator 2. Finance Director Order of SuccessionEssential Function City of Port Orchard Continuity of Operations Plan 50 FOUO Department Relocation The incident impacts and operational needs will dictate the safe options for relocation; however, the essentialfunctions of HR are not dependent on any specific location or facility. Functions can be performed at any site with adequate infrastructure, thus HR does not have a designated alternate site. The (COOP) Facilities Team will identify a safe location for HR to work, if relocation is needed. Communications HR does not have any unique communication requirements. The intent is to use operational systems, including but not limited to, desk phones, cell phones, Outlook email, and text messaging for communications during a (COOP) scenario. Vital Records, Files, and Databases HR has identified vital records to include employee personnel files, claim files, partner contact information, and training rosters. ln addition to these files, HR uses the payroll software to access critical employee information. Critical Systems Access to the intranet and internet is necessary for HR to perform essential functions. The use of the payroll system and intranet facilitates delivery of services. Gritical Equipment HR has identified technology and communication equipment as key for delivery of essential functions. These resources include but are not limited to phones, computers, and printers. External Contacts HR is not dependent on external agencies for delivery of essential functions. However, there are partner agencies related to health, labor, and compliance that HR may work with to facilitate delivery of service. Return to Operations HR will have continual, but possibly limited, operations during a (COOP) incident. Return to operations includes the relocation back to the original facility or a new facility if HR is working from an alternate location. HR will resume normal business activities, in addition to any incident or (COOP) activities, as able and based on resources. Priority City of Port Orchard Continuity of Operations Plan 51 FOUO will be given to services that support employee recovery, retention, and, if needed, replacement. City of Port Orchard Continuity of Operations Plan 52 FOUO ANNEX 7: LEGAL lntroduction During a Continuity of Operations (COOP) scenario, the City Attorney is responsible for advising City of Port Orchard ("City") leadership on legal issues and developing legal documents related to the incident. The City Attorney is flexible and adaptable and has limited resource requirements for the delivery of essential function tasks. Essential Functions The City Attorney has identified its essential function during (COOP) activities as guidance and advice. Key Personnel The City Attorney has established the following order of succession for this position: CITY ATTORNEY Provide legal advice to decision- makers Draft policies, procedures, proclamations, laws Review contracts and legal agreements o a a Draft emergency legal documents for City Council review Provide legal advice and review for City emergency operations Review emergency contracts with vendors a o . Mayor . City Clerk o Community Development . Finance 12 hours ESSENTIAL FU 1rl:'i:i,riili:{i :,ri11r,iilt"llr ND RECOVERY TIME OBJECTIVES i:l;l I,. 1"'.,. Lr: r', t ' l:'(' llill;lri:;iriiitll:ri]!,{iir,'i : it.j';ri:t;l'l}.v11,'illl lli i: 'i, : rt i ij f,t j:I 1 ':li lrlcl NCTIONS, DEPENDENCIES A Legal 1. City Attorney 2. Alternate attornev from contract firm Essential Function Order of Succession City of Port Orchard Continuity of Operations Plan 53 FOUO Department Relocation lncident impacts and operational needs will dictate the safe options for relocation; therefore, the City Attorney does not have a designated alternate location. Whenever possible, the City Attorney will relocate within the city limits and near the Mayor's Office and City Council locations. Communications The City Attorney does not have any unique communication requirements, but does rely heavily on internet connectivity, computers and other normal operational systems. The intent is to use normal operational systems, or as many of them as are possible, including but not limited to desk phones, cell phones, Outlook email, and text messaging for communication during a (COOP) scenario. Vital Records, Files, and Databases The City Attorney has identified vital records to include City Council documents and the City's policies, regulations, and Municipal Code. Critical Systems The City Attorney identified the need to access the internet as a critical system for research and development of essential function tasks. Gritical Equipment The City Attorney has identified technology resources as critical to support essential function tasks. These resources include but are not limited to telephones, computers, and printers. External Contacts The City Attorney has identified the MunicipalAttorney's Listserve, Washington State Municipal Research & Services Center (MRSC), and legal advisors at state and federal levels of government as external contacts during (COOP) activities. Return to Operations The City Attorney will have continual, but possibly limited, operations during a (COOP) incident. Return to operations includes the relocation back to the originalfacility or a new facility if the City Attorney is working from an alternate site. The City Attorney will resume normal business activities, in addition to incident, (COOP), or recovery activities, as able based on resources. City of Port Orchard Continuity of Operations Plan 54 FOUO ANNEX 8: MUNICIPAL COURT lntroduction During a Continuity of Operations (COOP) scenario, the Port Orchard Municipal Court (POMC) is responsible for holding court proceedings related to misdemeanor violations, infraction processing and related hearings, and parking ticket enforcement processing and related hearings. For individuals that are being held in-custody there is an expedited hearing requirement. Court proceedings are required by law and in support of the rights of individuals. The POMC recognizes that during a significant emergency or disaster situation some or all court proceedings may need to be adjusted or delayed until such a time that resources are available to support the delivery of identified essential functions. Essential Functions The essential function of the POMC during a (COOP) incident is to hold court proceedings. Below is a high-level summary for each function. MUNICIPAL COURT . Preside over essential authorized cases o Conduct hearings and court proceedings as necessary . Coordinate staff and judges to process newly arrested defendants w/in 24-48 hours o Review all pending matters w/in 7-30 days . Notify public of courts status as soon as possible o Police o Finance .lT 12 hours ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES l .i I 1 r111.,r r1 ii1e1q1 irIr.l !j.iri'jri 11:1 aiqi' l; r:..lrlr{^irl-r,'. 1i1sn1;' ir,1 !l t.Ii) il \r.{1' I i.'i,''r'1.; 'C ):t ['i fr;;tr i f: I il:::: irl:tr.!qiilt;ii ;,q!ilt!liit(.1fl i City of Port Orchard Continuity of Operations Plan 55 FOUO Key Personnel The POMC has identified the Order of Succession for leadership as key roles in facilitating the delivery of essential functions: Court Administrator Lead Court Clerk Des ated Court Clerk Presiding Judge Judge Pro tem, including Kitsap District Court judges Ju Department Relocation lncident impacts and operational needs will dictate the safe options for relocation; however, the essential functions of the POMC do require some unique aspects of location, thus if relocation is required, attention will be given to ability to access the video conference link to the jail location and public access to the site. Although most conference rooms could support a court proceeding, preference will be given to a location with security measures in place (secure doors, metal detectors), private side room availability for counsel and client holding, and ease of ingress and egress for transportation of clients. Communications The POMC has one unique communication requirement - for video conference capabilities to the Kitsap County Jail. Other than that requirement, the intent is to use operational systems, including but not limited to, desk phones, cell phones, Outlook email, and text messaging for communications during a (COOP) scenario. Vital Records, Files, and Databases The POMC has identified case files as being vital records for the support of court proceedings. The partner contact information list is also a critical record for communication with attorneys, advocates, and supporting agencies to operations. ln addition to hard copy case files, the POMC uses the Washington State Judicial lnformation System (JlS) database to support operations. Critical Systems The POMC has identified critical systems to support court proceedings as access to the intranet and internet for access to the JIS database. There is also a requirement for the in-court video conference link to the jail for in-custody defendant's criminal hearings. 1. 2. 3. 1. 2. 3. City of Port Orchard Continuity of Operations Plan 56 FOUO Court Administration Judge Essential Function Order of Succession Critical Equipment The POMC has identified technology and communication equipment as key for the delivery of court hearings, including the in-court video conference link to the jail. ln addition to phones, computers, and printers the ability to capture audio recordings of the proceeding is required. External Contacts The POMC partners with several external individuals and organizations for support of court proceedings. Partners include roles such as Prosecutor, Defense Attorney, Victim Advocate, and others as determined by the proceeding. Return to Operations The POMC may have limited operations during a (COOP) incident or may suspend some or all court operations depending on the extent and impacts of the incident. lf the court proceedings have been relocated, return to operations will involve the return to the original facility or a new facility. lf operations were suspended return to operations will involve the planning and reestablishment of proceedings at the designated facility. lt is expected that if suspension occurred, return to operations may involve scheduling of resources and participants, as well as notification to the public, which could extend the timeline for resumption of hearings. City of Port Orchard Continuity of Operations Plan 57 FOUO ANNEX 9: POLICE lntroduction During a Continuity of Operations (COOP) scenario, the Police Department (PD) is responsible for providing emergency services to the community including patrol and investigations. The PD operates24 hours a day, seven days a week 365 days ayear. The PD supports and partners with city departments and resources to perform essential functions. Essential Functions Essential functions for the PD during a (COOP) incident includes response to emergency calls, traffic control, felony investigations, and incident security support. Below is a high-level summary for each function. . City Council o Mayor o Legal o Finance o Municipal Court 2 hours POLICE. Coordinate all Emergency Management functionso Provide public safety and emergency response. Provide security for public facilities and critical infrastructure . Manage the EOC . Respond to and resolve emergencies and public safety incidents within the city . Provide security at city facilities and critical infrastructure o Intelligence gathering/sharing . lnvestigations ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES '.rlir,iil I ill lil t : t,:l:i r ri|li: l lliil i r'.'.ilir,.r. ililiirl.rr:lilLii:l ;,;1f 11',i1-:1a,.;ii,l{;;;{ ,iiji.1: City of Port Orchard Continuity of Operations Plan 58 FOUO Police / Emergency Management 1. Police Chief 2. Deputy Chief of Police 3. Designated Sergeant 4. Desiqnated Serqeant Order of SuccessionEssential Function Key Personnel The PD has identified the Order of Succession for leadership as key roles in facilitating the del of essential services: Department Relocation lncident impacts and operational needs will dictate the safe options for relocation; therefore, the PD does not have designated alternate locations for most essential functions. Patrol and investigations are flexible and adaptable operations that can be relocated if needed. ldeally relocation would be within the city limits and will provide adequate work and vehicle space for regular and special operations staff and equipment. Communications The PD has several methods of communication in support of delivery of essential functions. The intent is to use operational systems, including but not limited to desk and mobile phones, Outlook email, VHF radios, and social media accounts such as Facebook for communication during a (COOP) scenario. The PD is dependent on a Public Safety Alerting Point (PSAP) a.k.a. Kitsap-911 for notification and assignment of public calls for assistance. The PSAP system has redundancy established to support delivery of response information. Vital Records, Files, and Databases The PD has identified vital records to include incident response reports, map books, partner contact lists, subject background reports, investigative case files, and inmate records. Databases used for essential functions include Geographical Information Services (GlS) for mapping, National Crime lnformation Center (NCIC), Department of Licensing (DOL), and Washington Crime lnformation Center (WACIC). Critical Systems Access to the intranet and internet is necessary for the PD to perform most essential functions. The PD uses computer aided dispatch via Kitsap-g11 GlS, National Crime lnformation Center (NCIC), Department of Licensing (DOL), Washington Crime lnformation Center (WACIC), and Records Management System (RMS). City of Port Orchard Continuity of Operations Plan 59 FOUO Critical Equipment The PD has identified that there are extensive and unique critical equipment requirements for the delivery of essential functions. ln addition to technology resources such as phones, radios, computers, and printers the PD relies on specialized vehicles, protective gear, tactical gear, and a variety of task specific tools. External Contacts The PD partners with several external response organizations for delivery of essential functions. The PD has established mutual aid agreements facilitated through the PSAP system, The Public Safety Alerting Point (PSAP) or dispatch center is an external agency delivering services to the PD as a consortium member. Return to Operations The PD will have additional and continual, but possibly limited in scope, operations during a (COOP) incident. Return to operations may mean relocation back to an original facility or new facility if alternate work sites were established. Primarily return to operations will consist of resuming all services normally performed by the PD during non-disaster times, such as training, community policing, school resources support, anc investigations beyond felonies. For all areas of the PD return to operations includes thoroughly checking the condition and status of equipment and supplies. ln addition, consideration and attention will be given to the physical and emotional health of responders with critical incident stress management resources being provided as needed. City of Port Orchard Continuity of Operations Plan 60 FOUO ANNEX 10: PUBLIC WORKS ENGINEERING lntroduction During a Continuity of Operations (COOP) scenario, the Public Works & Engineering Department (PWE) is responsible for the sustainment and operations of several critical infrastructure systems including potable water, sanitary sewer, storm drainage systems, traffic signals, streetlights, bridges, and streets. Essential Functions Essential functions for PWE during a COOP incident include operation of critical infrastructure and resources support to departments, operations, and COOP activities. Although, there is no legal mandate for delivery of these services, it is understood that there is a need and public expectation of these operations. Below is a high-level summary for each function. PUBLIC WORKS ENGINEERING. Restore and maintain City infrastructure including potable water, sanitary sewer, streets, bridges, storm drainage systems, and traffic control systems . Coordinate repairs of street & bridge systems o Coordinate repairs with water & sewer utilities . Coordinate the restoration and maintain City facilities o Correct stormwater flooding issues o Provide engineering services to City staff . Police . Finance . Community Development 12 hours-3O Days ESSENTIAL FUNCTIONS, DEPENDENCIES AND RECOVERY TIME OBJECTIVES I 'i.ill:,lri:l'rli;:r,r i ,i:'t.lij:,!,,i1t'\v/ i'lrIlfr li,jrlr.i:li:il1t:lr\:if,:rj' i ]'ol(:iri'i[ii:. l:. ]",} 1i trl:trli1!li:illi tuisrri,lF)i: r,.)'l{:1frl;ll, .iiilrtct:, City of Port Orchard Continuity of Operations Plan 61 FOUO Key Personnel The r has established the followi order of succession for his ition Department Relocation The incident impacts and operational needs will dictate the safe options for relocation; however, the essential functions of PWE are dependent on a location or facility with power and network connectivity. Although not required, PW would ideally be relocated within the City limits to facilitate essential functions. Gommunications Public Works Engineering has several methods of communication in support of essential functions. The intent is to use normal operational systems, or as many of ther as are possible, including but not limited to desk and cell phones, and Outlook email during a COOP scenario. Vital Records, Files, and Databases PWE has identified vital records to include Geographic lnformation Systems (GlS), traffic signal inventory, as built records, and the department phone tree as critical to the delivery of essential functions. Critical Systems Access to the sewer, water, streets, and bridges. Critical Equipment PW has identified technology and communication equipment as critical equipment for delivery of essential functions. External Contacts PWE partners with several external agencies as some city systems are inter-dependent on partner systems. Partnerships include local, state, and private sector organizations. City of Port Orchard Continuity of Operations Plan 62 Public Works L Public Works Director / City Engineer 2. Assistant City Engineer 3. Public Works Operations Manager 4. Public Works Utilitv Manaser Essential Function Order of Succession FOUO Return to Operations PW will have continual, COOP and incident response, operations during an incident. Return to operations may include relocation to an original or new facility, or the resumption of normal business activities that were suspended while focus was placed on incident support. Priority will be given to delivery of services as directed by city leadership that supports incident operations and recovery, provides infrastructure services to residents and businesses, and partners with adjacent jurisdictions. Due to the nature and complexity of critical infrastructure systems, a full return to operations may take a significant amount of time and resources to accomplish. PW may be functioning in a COOP mode longer than other departments if the incident causes significant disruption to PW operating facilities or systems. City of Port Orchard Continuity of Operations Plan 63 FOUO ANNEX 11: INFORMATION TECHNOLOGY lntroduction During a Continuity of Operations (COOP) scenario, the lnformation Technology Division (lT) is responsible for supporting the access to and use of operational and communication technology and hardware. All city departments have identified a dependency on information technology for the delivery of their essential functions. lT is dependent on external critical infrastructure systems being operational and available for delivery of all essential functions. Essential Functions Essential functions for lT during a (COOP) incident include user technology support and data system management. Although the services of lT are not legally mandated, it is understood that technology access and support is vital to the ability of the city to operate during and following an emergency or disaster incident. Below is a high-level summary for each function. Key Personnel lT has identified the Order of Succession for leadership as key roles in facilitating the delivery of essential functions: o Technology maintenance - email, internet, intranet, Finance programs, Police CAD programs, phone maintenance Aila lmmediately for Police and EOC Critical Steps 12 hours for remaining Critical Steps lnformation Technologyo Provide lnformation & Technology (lT) services to City staff ESSENTIAL FUNCTIONS DEPENDENCIES AND RECOVERY TIME OBJECTIVES ! i, ]]'l I ili,r.. I.j, lil i. l. ll,{ : '. I I ]ir.t I I t., il ;i. 1 I 1t,r . 1.1:i:j l1l:l,i .l r"lil{ r.,.'iir'r.'[ ;i 1]j 1. lT Manager 2. lT Specialist / Finance Clerk 3. Asst. Director of Finance 4. Seitel Systems (outside consultant) I nformation Tech nology Order of SuccessionEssential Function City of Port Orchard Continuity of Operations Plan 64 FOUO Department Relocation The incident impacts and operational needs will dictate the safe options for relocation; however, the essential functions of lT are dependent on a location or facility with power and network connectivity. These resources can be provided by temporary or mobile capability but must exist to support service delivery by lT. Communications lT does not have any unique communication requirements. The intent is to use operational systems, including but not limited to, desk phones, cell phones, Outlook email, and text messaging for communications during a (COOP) scenario. Vital Records, Files, and Databases lT has identified vital records to include various tracking logs and data files associated with City electronic records. Gritical Systems Access to intranet and internet is necessary for lT to perform most essential functions Gritical Equipment lT has identified several types of critical equipment for the delivery of essential functions. ln addition to phones, lT requires computer and connectivity hardware, servers, and technical devices to support (COOP) tasks. lT depends on the fiber optic connection to the data center making it a critical equipment resource. External Gontacts lT partners with and is dependent on several vendors for delivery of essential functions Most vendors are in the technology industry and thus have disaster recovery programs and redundancies in place to support the sustainment of service to the city. Return to Operations lT will have continual, but possibly limited, operations during a (COOP) incident. Return to operations includes relocation to the original facility or a new facility if lT is working from an alternate location. lT will resume normal business activities based on available resources, priorities of city leadership, and restoration and recovery tasks necessary to return all departments to normal operations. Depending on the nature of the incident that created the need for (COOP) activities, lT may have a complex extended return to normal operations while staff address incident impacts. City of Port Orchard Continuity of Operations Plan 65 FOUO