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Tigard - Continuity of Government Plan
CONTINUITY OF GOVERNMENT (COG) CITY OF TIGARD 71 • . . T I GARD 0 FOR OFFICIAL USE ONLY Table of Contents COVER PAGE 2 DISTRIBUTION 4 PROMULGATION STATEMENT 5 EXECUTIVE SUMMARY 6 COOP VS. COG .7 PLANNING ASSUMPTIONS 8 CONTINUITY TEAMS 9 OBJECTIVES 23 SCOPE 23 PHASE I: ACTIVATION OF CONTINUITY OF GOVERNMENT PLAN 24 PHASE II: ALTERNATE FACILITY AND CONTINUITY OF OPERATIONS 25 PHASE III: RECONSTITUTION / RETURN TO NORMAL OPERATIONS 25 KEY PERSONNEL 26 VITAL RECORDS AND RESOURCES 26 TESTING, TRAINING, AND EXERCISING 27 CITY OF TIGARD MAIN CONTACTS BY ORGANIZATION 28 2IPage PRIMARY FACILITIES AND ALTERNATE FACILITIES 29 VITAL RECORDS AND RESOURCES 30 ORDERS OF SUCCESSION 49 TEST, TRAINING AND EXERCISES / PLAN MAINTENANCE 51 3IPage DISTRIBUTION This document shall be distributed to the City of Tigard Human Resources Division and all leadership positions of organizations within City of Tigard as changes or updates to this plan occur. FOR OFFICIAL USE ONLY WARNING: This document is FOR OFFICIAL USE ONLY. It contains information that is sensitive, but unclassified, and may be exempt from public release under the Freedom of Information Act (5 U.S.C. 552). It is to be controlled, stored, handled, transmitted, distributed, and disposed of in accordance with local government policies relating to For Official Use Only information and is not to be released to the public or other personnel who do not have a valid "need -to- know" without prior approval of an authorized government official. This document is to be used to implement the Continuity of Government Plan and directs the notifications and actions of personnel in response to an emergency or continuity event affecting City of Tigard. Unauthorized use of this information may constitute an invasion of privacy. 4 IPage PROMULGATION STATEMENT Transmitted herewith is the Continuity of Government (COG) Plan for City of Tigard. It provides a framework in which City of Tigard, along with its officials, departments, agencies, and other entities, can plan and perform their respective essential functions during a disruption, disaster or national emergency. This Continuity of Government Plan was prepared in accordance with direction from Presidential Decision Directive 67, Federal Continuity Directive 1, Federal Continuity Directive 2, and Continuity Guidance Circular 1. It is in accordance with other existing Federal, State, and local statutes and understanding of the various departments involved. There is no other previous COG Plan and it has been reviewed and approved by the city manager of Tigard. Staff will bring the COG Plan back to council every five years or as needed for review and approval. In the interim, staff is asking the council to give the city manager, executive staff and the emergency services coordinator the authority to make routine housekeeping maintenance changes to the plan. This authority will be included as part of the consideration of executing the document. Recipients are requested to advise the City of Tigard Executive Team of any changes which might result in its improvement or increase in its usefulness. I 11 APPROVED: ,i�� � ��.� DATE: • ��ZU2 Jo' L. Cook, City of Tigard Mayor 5jPage EXECUTIVE SUMMARY City of Tigard recognizes that there are natural, man -made and terrorist threats that can impact the ability to perform essential functions that serve government organizations, citizens and private business. While the majority of these incidents cannot be prevented, many can be mitigated to reduce the impact through preventive measures to protect government assets or to rapidly recover from incidents in an organized and coordinated manner. The key purpose of Continuity of Government (COG) planning is to reduce the consequences of a disaster to acceptable levels and to ensure that City of Tigard has sufficient resources and planning alternatives to continue its essential operations. Although when and how a disaster will occur is not known, the fact that future disasters will happen is certain. How well (or poorly) the COG plan is designed and implemented will determine the response, recovery, resumption, and restoration capabilities of City of Tigard. The City of Tigard Continuity of Government plan, also referred to as "COG" is a strategic planning effort that helps ensure that City of Tigard has sufficient resources and planning alternatives to continue its essential operations should facilities and personnel be affected by any adverse event such as fire, severe storm, power disturbance /interruption or an emergency or disaster due to terrorism, natural or technological hazard. The Continuity of Government plan serves as the coordination point for the recovery of essential functions for City of Tigard. While each individual organization within City of Tigard develops an individual Continuity of Operations Plan (COOP) to address the functions at the organizational level, many resources required by these organizations will be organized, prioritized and coordinated by the Executive Team level of City of Tigard. This plan serves to coordinate the decision making process and those key resources for City of Tigard. Note: The generic term "organization" is used to refer to all entities of County and City government. When a specific department, organization, office, board, or commission is tasked within the Continuity of Government plan, its official title will be used. 6IPage COOP vs. COG Continuity of Operations Planning (COOP) Continuity of Operations planning is a planning strategy created within individual organizations to ensure their ability to continue the performance of their essential functions during a wide range of potential disruptions. Essentially, it is the capability of maintaining the core operations and essential functions of their organization under all eventualities. This is accomplished through the development of plans, procedures, and provisions for leadership succession, essential functions, alternative facilities, personnel, resources, interoperable communications, and vital records /databases. Within City of Tigard, there are 9 distinct Continuity of Operations plans that have been developed as an overall framework for the establishment of Continuity of Government. Each of these 9 plans is unique in nature specific to the organizations structure and operations, and has been tailored to address the following key elements of their continuity planning requirements: • Essential Functions (Ranked by Priority) • Vital Records / Vital Resources • Orders of Succession • Delegations of Authority • Alternate Facilities • COOP Teams and Responsibilities • Communications • Alert Notification • Testing, Training, and Exercises Continuity of Government Planning (COG) This Continuity of Government Plan for City of Tigard is the summation of the most critical and major elements of each of the 9 Continuity of Operations Plans highlighted above. As such, this Continuity of Government plan supports a higher level of planning which serves as the framework for the preservation, maintenance, or reconstitution of the institution of the overall City of Tigard government. Through the coordination of these 9 individual continuity planning strategies and elements within City of Tigard, the Executive Team has better visibility to develop a unified and cohesive Continuity of Government Plan that results in the ability to carry out essential functions and operational responsibilities of City of Tigard. COG COOP COOP COOP COOP COOP COOP COOP COOP COOP COOP Illustration of Individual COOP's Combining to Make Overall COG 7JPage Provided below is a list of organizations within City of Tigard that have developed Continuity of Operations plans as part of this ongoing Continuity of Government initiative. Participating organizations are listed alphabetically by name: • Administrative Services • City Management • City of Tigard Human Resources Division • City of Tigard Police Department • City of Tigard Public Works Department • Community Development Department • Financial and Information Services • Risk Management • Tigard Public Library PLANNING ASSUMPTIONS The Continuity of Government plan assumes that all City of Tigard organizations have Continuity plans in place for their organizations and locations necessary to maintain or recover essential functions. Organizations are expected to understand their space allocation needs and communicate that to the proper continuity team when they don't have the ability to organize their own alternate site plan. This plan assumes that City of Tigard in coordination with the City of Tigard Human Resources Division will form specific Continuity Teams designed to address the situation and meet the needs and requirements of City of Tigard during continuity events. At a minimum, these Continuity Teams will consist of leadership, management, and key decision makers within City of Tigard who are thereby responsible for implementing the Continuity of Government plan and its actions as required. The assumptions listed below serve as a scope of an incident that could occur and what other situations may exist that will need to be considered in the recovery of essential functions: • An incident or operational disruption has occurred within City of Tigard which impacts the ability to perform or deliver of one or more organization's essential functions. • Whatever the incident, the consequences can be summarized to manageable situations that City of Tigard, its organizations, and their private partners can manage. • One or more City of Tigard organizations are becoming overwhelmed in their ability to recover from the incident independently. • Services provided by private enterprise, local government(s) and /or the federal government may be impacted. • Power, fuel, water, food, medical, power and telecommunications sources and supply chains may be impacted. CONTINUITY TEAMS The activation and implementation of the Continuity of Government plan is performed in conjunction with the details of the City of Tigard Emergency Operations Plan (EOP). Policy Support and executive leadership is a vital part of any response and the EOP guidelines for Policy Support sets forth the roles and responsibilities as part of the overall Incident Command 8IPage System (ICS). For the City of Tigard, the Continuity Teams and its members act as the primary decision - makers for Policy Support during the activation of the COG and for addressing the requirements regarding all COG issues. In order for City of Tigard to successfully manage and execute the actions contained within this Continuity of Government Plan, it is necessary to develop specific Continuity Teams which will have the responsibility in their various areas to oversee the design, strategy, and ongoing development and coordination of the Continuity of Government Plan as a whole. In addition, Continuity Team members will serve a significant role in the response and decision making process of the Continuity of Government plan when disruptions occur. The following are Continuity Teams developed specifically for City of Tigard: In preparation of potential continuity events, Legal Action / Declaration Team members are responsible for reviewing minutes and /or attending continuity meetings as scheduled, keeping the Legal Action /Declaration Team Chief apprised of continuity matters, developing notification cascades for all Legal Action /Declaration Team members, and participating in continuity trainings and exercises. During a continuity event, members of the Legal Action /Declaration Team are responsible for reporting in to their Legal Action /Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Legal Action /Declaration Team Members - City of Tigard Team Member Team Responsibility /Role Marty Wine - City Manager In preparation of potential continuity events, Legal City Management Action /Declaration Team Chief is responsible for Administration reviewing minutes and /or attending continuity Work: 503 - 718 -2486 meetings as scheduled, keeping the Legal Work Email: Marty @tigard- or.gov Action /Declaration Team members apprised of continuity matters, developing notification cascades for all Legal Action /Declaration Team members, and participating in continuity trainings and exercises. During a continuity event, the Legal Action /Declaration Team Chief is responsible for contacting and coordinating with the Legal Action /Declaration Team members for reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. 9'Page Team Member Team Responsibility /Role John Cook - City Mayor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and /or attending Work Email: MayorCook @Tigard - or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action /Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Gretchen Buehner - Councilor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and /or attending Work Email: Gretchen @tigard - or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action /Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Marc Woodard - Councilor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and /or attending Work Email: marc @tigard- or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action /Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. Marland Henderson - Council In preparation of potential continuity events, Legal President Action / Declaration Team members are City Management responsible for reviewing minutes and /or attending City Council continuity meetings as scheduled. During a Work Email: Marland @tigard - or.gov continuity event, responsible for reporting in to their Legal Action /Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. 101 Page Team Member Team Responsibility /Role Jason Snider - Councilor In preparation of potential continuity events, Legal City Management Action / Declaration Team members are City Council responsible for reviewing minutes and /or attending Work Email: jason @tigard - or.gov continuity meetings as scheduled. During a continuity event, responsible for reporting in to their Legal Action /Declaration Team Chief, reporting to their designated locations to await further instructions (In many cases, this may be their home residence), and providing support to the City Management Division as requested. 11 Page The infrastructure assessment process consists of a series of activities designed to determine the extent, severity, and financial impacts of damage. The process facilitates effective use of life safety resources, provides a basis for seeking county, state and federal assistance, and ensures appropriate decisions are made regarding the structural safety of buildings, roads, and bridges throughout the county. Drive -by "windshield surveys" of critical facilities are conducted immediately following an instantaneous event such as an earthquake, tornado, or flash flood. The surveys allow dispatchers and other officials to make best use of limited public safety resources. Critical facilities are pre- identified and survey responsibilities are assigned to patrol and operational districts throughout the city. (See Appendix 1 to this Annex for detailed critical facility assessment procedures). Financial damage assessments (IDA and PDA) are critical elements of the federal disaster declaration process. Estimating the financial losses sustained by government, business, and the public provides a basis for seeking access to federal disaster assistance programs and funds. County government is the focal point for compiling financial information and is the conduit for passing that information to the State. Select city staff will form damage assessment teams to inspect and estimate damages to city infrastructure, businesses, non- profits, and private residences. City staff will also coordinate the citywide financial damage assessment process by gathering loss estimates from all reporting sources in the city, completing the IDA form and submitting to the county. Safety focused inspections of buildings, roads, and bridges are another critical piece of the damage assessment process. Damaged city infrastructure must be inspected following a disaster to ascertain if it is safe for use or re- occupancy. First priority is given to buildings, roads, and bridges that are critical to response and recovery efforts and those facilities that are essential to the continuity of government and other public services. Building inspections are performed by the established city IDA teams and road and bridge inspections are conducted by representatives from state, regional, county, and city transportation agencies. Tigard Infrastructure Assessment team Members - City of Tigard Team Member Team Responsibility /Role John Goodrich - Utility Division Drive -by "windshield surveys" of critical facilities are Manager conducted immediately following an instantaneous Public Works event such as an earthquake, tornado, or flash Water Division flood. The surveys allow dispatchers and other Work: 503 - 718 -2609 officials to make best use of limited public safety Work Email: johng @tigard- or.gov resources. Critical facilities are pre- identified and survey responsibilities are assigned to patrol and operational districts throughout the city. (See Appendix 1 to this Annex for detailed critical facility assessment procedures). Mark VanDomelen - City Building Drive -by "windshield surveys" of critical facilities are Official conducted immediately following an instantaneous Community Development event such as an earthquake, tornado, or flash Building flood. The surveys allow dispatchers and other Work: 503 -718 -2448 officials to make best use of limited public safety Work Email: Markv @ tigard- or.gov resources. Critical facilities are pre- identified and survey responsibilities are assigned to patrol and operational districts throughout the city. (See Appendix 1 to this Annex for detailed critical facility assessment procedures). 12IPage Team Member Team Responsibility /Role Michael Stone - City Engineer The infrastructure assessment process consists of Public Works a series of activities designed to determine the Engineer Division extent, severity, and financial impacts of damage. Work: 503 - 718 -2759 The process facilitates effective use of life safety Work Email: MStone @tigard- or.gov resources, provides a basis for seeking county, state and federal assistance, and ensures appropriate decisions are made regarding the structural safety of buildings, roads, and bridges throughout the county. Dennis Koellermeier - Director First priority is given to buildings, roads, and Public Works bridges that are critical to response and recovery Administration efforts and those facilities that are essential to the Work: 503 - 718 -2596 continuity of government and other public services. Work Email: Dennis @tigard- or.gov Building inspections are performed by the established city IDA teams and road and bridge inspections are conducted by representatives from state, regional, county, and city transportation agencies. Mike Lueck - Emergency Services County government is the focal point for compiling Coordinator financial information and is the conduit for passing Public Works that information to the State. Select city staff will Administration form damage assessment teams to inspect and Work: 503 - 718 -2593 estimate damages to city infrastructure, Work Email: mikel©tigard-or.gov businesses, non - profits, and private residences. City staff will also coordinate the citywide financial damage assessment process by gathering loss estimates from all reporting sources in the city, completing the IDA form and submitting to the county. Michelle Wright - Business Manager Financial damage assessments (IDA and PDA) are Public Works critical elements of the federal disaster declaration Administration process. Estimating the financial losses sustained Work: 503 - 718 -2445 by government, business, and the public provides a Work Email: michellew @tigard- or.gov basis for seeking access to federal disaster assistance programs and funds. 13 IPage Tigard Planning Team Members - City of Tigard Team Member Team Responsibility /Role Liz Newton - Assistant City Manager Responsible for identifying and managing team City Management members, scheduling and conducting Planning Administration Team meetings on a regular basis (recommended Work: 503 - 718 -2412 every 6 months). Work Email: LIZ @tigard- or.gov Tom McGuire — Assistant CD Director Responsible for the on -going maintenance of the Community Development plan over time. Community Planning Work: 503 - 718 -2490 Work Email: TomM @tigard - or.gov Mike Lueck - Emergency Services Serves as the Planning Team Chief and is the Coordinator primary point of contact for all continuity planning Public Works issues. Administration Work: 503 - 718 -2593 Responsible for oversight for developing Work Email: mikel @tigard - or.gov department/division /sections of the draft version of the plan. Responsible for the official review and formal approval of the finalized plan. Sandy Zodrow - Human Resource Responsible for the on -going maintenance of the Director plan over time. City Management Human Resources Work: 503 - 718 -2408 Work Email: sandy @tigard- or.gov Loreen Mills - Assistant to the City Responsible for the on -going maintenance of the Manager plan over time. City Management Risk Management Work: 503 - 718 -2417 Work Email: loreen @tigard - or.gov Toby LaFrance - Financial and Responsible for the on -going maintenance of the Information Services Director plan over time. Financial and Information Services Administration Work: 503 - 718 -2406 Work Email: toby @tigard- or.gov Nick Nissen - Facilities Services Responsible for the on -going maintenance of the Supervisor plan over time. Public Works Facilities Services and Fleet Division Work: 503 - 718 -2605 Work Email: ngn @tigard- or.gov Jim de Sully - Assistant Police Chief Responsible for the on -going maintenance of the Police plan over time. Administration Work: 503 -718 -2568 Work Email: jdesully @tigard - or.gov 141 Page Tigard Relocation Team Members - City of Tigard Team Member Team Responsibility /Role Debbie Smith -Wagar - Assistant Responsible for coordinating and managing Finance /Information Technology financial related issues during continuity events Director including purchases, petty cash and Financial and Information Services reimbursements. Financial Operations Work: 503 - 718 -2493 Work Email: debbies @tigard- or.gov Steve Martin - Parks and Facility During a continuity event, members of the Manager Relocation Team are responsible for relocating to Public Works the designated Alternate Facility in a timely manner Parks and Facilities Division and re- establishing and recovering the operations Work: 503 - 718 -2583 of the organization's essential functions as Work Email: SteveM @tigard- or.gov identified in Annex C. Serves as the Relocation Team Chief and is responsible for deciding if and when to relocate operations to an alternate facility. Serves as the primary point of contact for Facility Management; duties could include assistance in selecting alternate facilities and coordinating relocation efforts of furniture, office equipment, and IT related requirements. Serves as the primary point of contact for Information Technology; duties include managing IT resources and coordinating IT related requirements such as acquiring and installing: computers, telephones, internet /intranet connectivity, etc. Louis Sears - Information Technical Serves as the primary point of contact for Services Manager Information Technology; duties include managing IT Financial and Information Services resources and coordinating IT related requirements Information Services such as acquiring and installing: computers, Work: 503 - 718 -2403 telephones, internet /intranet connectivity, etc. Work Email: louis @tigard- or.gov Brian Rager - Assistant Director In preparation of potential continuity events, Public Works Relocation Team members are responsible for Administration attending continuity meetings as scheduled, Work: 503 - 718 -2471 keeping the Relocation Team Chief apprised of Work Email: BrianR @tigard- or.gov continuity matters, reviewing and updating organization's essential functions annually, developing notification cascades for key staff and /or division personnel, participating in continuity training and exercises, and developing a plan and methodology for off -site storage of data to include vital records and databases. 15IPage Tigard Support Team Members - City of Tigard Team Member Team Responsibility /Role Paul Izatt - GIS Technician Responsible for managing the communication Public Works efforts to staff regarding current status of the Administration situation. Work: 503 - 718 -2589 Work Email: Paull @tigard- or.gov Steve Martin - Parks and Facility Responsible for managing the staffing levels and Manager successful completion of essential functions at the Public Works alternate facility. Parks and Facilities Division Work: 503 - 718 -2583 Work Email: SteveM @tigard- or.gov Ken Richards - Senior Building Following notification that a relocation of a facility Technician has been ordered or is in progress, The Site Public Works Support Team Leader (SSTL) shall alert and notify Facilities Services and Fleet Division the appropriate alternate site manager. Together, Work: 503 -718 -2608 the Public Works (PW) Director, the SSTL, and the Work Email: KenR @tigard- or.gov alternate site manager will implement the PW COOP Alternate Site - Support Procedures and prepare for the initiation of the COOP and to receive the essential personnel within six hours and be fully functional within 24 hours. 161 Page In preparation of pandemic events, Pandemic Team members are responsible for attending team meetings and updating the Pandemic Annex on an annual basis. At a minimum, the team should review and address any pandemic related elements that might affect their organization during an event. Elements to consider might include: reviewing human resource policies and sick leave policies, establishing a method of communication with key staff and personnel, coordinating with local /state pandemic planning efforts, educating and training personnel on the effects of pandemics and their personal safety. The Pandemic Team's ultimate responsibility is to improve the organization's ability to prepare, respond, and sustain the long -term effects of a pandemic event. Pandemic Team Members - City of Tigard Team Member Team Responsibility /Role Louis Sears - Information Technical Identify technologies required for performing Services Manager essential functions and review the associated Financial and Information Services disaster recovery plans. Identify the supporting Information Services agency for each system (in- house, city /county, third Work: 503 - 718 -2403 party, etc.) and contact them to discuss continuity Work Email: louis @tigard- or.gov planning efforts. Review IT staffing levels and develop clear succession lines for key technical skills. Research options for telecommuting for key staff including hardware, software and security requirements. Research options for videoconferencing and teleconferencing. Research options for the increased use of Internet and telephone communications. 17IPage Team Member Team Responsibility /Role Liz Newton - Assistant City Manager Ensure that the organization's leadership is aware City Management of any existing laws, ordinances, and /or authorities Administration of health officials. Work: 503 - 718 -2412 Work Email: LIZ @tigard - or.gov Review the organization's internal and external communications plans to ensure that it is prepared to successfully communicate with leadership, personnel, and the general public under pandemic circumstances. Communicate regularly with employees regarding current status and expectations. Communicate regularly with any operational partners that factor into the organization's essential operations for the distribution of event information and current status. Develop multiple channels and methods for disseminating information. Develop a Public Information Officer (P1O) capability for disseminating information to the public in an official manner. Communicate with health and emergency officials regarding any incidents or developments related to pandemics. Review the organization's policies and guidance regarding Injury /Illness as it might pertain to pandemics. Review Sick leave policies and train staff regarding appropriate sections and changes. Review organization's insurance policies, including health, disability, salary continuance, business travel, and life insurance. Review current travel policies and consider modifications related to pandemic issues. Develop a policy for vaccines and antivirals for staff including priorities and distribution methods. Develop crisis support or employee assistance programs. Develop plans for alternate work schedules where applicable. Develop policies for social distancing. Determine the effects of union contracts on emergency Human Resource policy development. 181 Page Team Member Team Responsibility /Role Loreen Mills - Assistant to the City Establish contact with local public health officials for Manager coordination with local pandemic planning efforts. City Management Ensure that the organization is aware of and Risk Management possibly involved in current local preparedness and Work: 503 - 718 -2417 planning efforts. Ensure that the organization is Work Email: loreen @tigard - or.gov kept informed of current local conditions and response efforts concerning a pandemic event. Develop mutual aid programs with neighboring organizations at the city, county, state, and /or private sector level. Ensure that the organization's leadership is aware of any existing laws, ordinances, and /or authorities of health officials. Review the organization's policies and guidance regarding Injury /Illness as it might pertain to pandemics. Review Sick leave policies and train staff regarding appropriate sections and changes. Review organization's insurance policies, including health, disability, salary continuance, business travel, and life insurance. Review current travel policies and consider modifications related to pandemic issues. Develop a policy for vaccines and antivirals for staff including priorities and distribution methods. Develop crisis support or employee assistance programs. Develop plans for alternate work schedules where applicable. Develop policies for social distancing. Determine the effects of union contracts on emergency Human Resource policy development. Nick Nissen - Facilities Services Oversee heightened cleaning efforts in offices and Supervisor common areas, such as frequently wiping Public Works doorknobs, railings, telephones, restrooms. Place Facilities Services and Fleet Division hand sanitizer in communal locations for staff and Work: 503 - 718 -2605 visitors to use. Develop emergency kits of Work Email: ngn @tigard- or.gov equipment and supplies for preventing the transmission of the disease including cleaning supplies, respirators, masks, and disposable gloves, etc. Use damp rather than dry dusting to avoid spreading dust particles. Move restroom wastebaskets next to restroom doors so that employees can use towels to open the doors. 191 Page Team Member Team Responsibility /Role Sandy Zodrow - Human Resource Assure staff that their health, safety, and well -being Director are a top priority during a pandemic. Develop an City Management employee education and safety program and Human Resources ensure that training is available to all appropriate Work: 503 - 718 -2408 staff. Instruct staff about Human Resource policies Work Email: sandy @tigard - or.gov related to the pandemic or similar illnesses. Instruct staff about proper health and hygiene habits for minimize transmission including covering coughs, washing hands, and using hand sanitizer. Encourage staff to prepare at home with plans and emergency items including a two -week supply of food. 20IPage The Executive Team consists of the highest ranking officials and key decision makers within an organization. This team is designed to create an overarching decision and policy making group which plans, assesses, and coordinates the response to events that disrupt continuity of an organization's operations. Members selected to serve on the Executive Team should have the capacity to represent their respective area of expertise and make sound recommendations which serve in the best interest of the organization and its overall operations. At a minimum, the Executive Team should be comprised of key representatives from the following types of positions and organizations: Executive Management, Safety /Security, Facilities Management, Finance, Human Resources, and Information Technology. It is highly recommended that Executive Team members review and have a clear understanding of the vital elements contained within the various continuity plans for their organization. It is also recommended that the Executive Team conduct planning meetings every six months to discuss and update the Continuity Plan. Executive Team Members - City of Tigard Team Member Team Responsibility /Role Louis Sears - Information Technical (IT) Serves as the primary point of contact for all IT Services Manager issues including system availability, disaster Financial and Information Services recovery, telephones, and communications. Will Information Services identify all vital records and systems and provide Work: 503 - 718 -2403 details regarding back -ups, redundancy, and Work Email: louis @tigard- or.gov Disaster Recovery (DR) planning. Review all departmental IT requirements for essential functions. Provide on -site support for IT related issues during disruptions or relocations. Marty Wine - City Manager (Executive) Provide a letter of executive City Management management support for the planning effort. Administration Allocate departmental resources for training, plan Work: 503 - 718 -2486 development, and exercising. Approve the final Work Email: Marty @tigard- or.gov Business Continuity Plan / Continuity of Business plan. Sandy Zodrow - Human Resource (HR) Serves as the primary point of contact for all Director HR issues including personnel contact information, City Management HR policies and procedures, and staff training. Will Human Resources provide current contact information for all key staff Work: 503 - 718 -2408 involved in the project. Coordinate all HR policies Work Email: sandy @tigard- or.gov related to continuity planning and pandemic situations. Assist with all staffing issues caused by a pandemic or other disruption. Steve Martin - Parks and Facility (Facilities) Serves as the primary point of contact Manager for all facility issues including security, Public Works maintenance, damages, and relocation alternatives. Parks and Facilities Division Will identify all building and facilities to be covered Work: 503 - 718 -2583 by the Business Continuity Plan. Provide Work Email: SteveM @tigard- or.gov information about security, access, and evacuation procedures. Assist all departments with alternate facilities options and priorities. 21 Page Team Member Team Responsibility /Role Mike Lueck - Emergency Services (Project Manager) Will identify all team members Coordinator and schedule all planning efforts. Manage the Public Works collection of data for the Business Continuity Plan Administration (BCP) / Continuity of Business Plan (COB). Work: 503 - 718 -2593 Work Email: mikel @tigard - or.gov OBJECTIVES The City of Tigard COG is designed to address and accomplish the following objectives: • Ensure uninterrupted command, control, and leadership of City of Tigard. • Protect critical facilities, systems, equipment and records. • Become operational within three (3) business days (or sooner) and maintaining capability for up to 30 days (or until primary facility is restored to full operation). • Resume technology operations and support for time - sensitive business operations in the event existing technology processing has been rendered inoperable. • Reduce the operational effects of a disaster on time - sensitive business operations through a set of pre- defined and flexible procedures to be used in directing recovery operations. • Resume production processing of the most time - sensitive computer systems, network services and applications within three (3) business days (or sooner) following the disruptive event. • Provide a proper work environment for displaced staff while their facilities and their contents are being restored. • Resume and maintain adequate service levels to residents and businesses of City of Tigard. SCOPE This plan includes a comprehensive list identifying the time - sensitive and less time - sensitive essential functions, automated technology, and support areas for City of Tigard. This plan will be activated in the event any primary facility or a portion of a primary facility is involved in an emergency involving a disruption of operations for three (3) days or more or is declared unusable for normal operations. This plan addresses resumption and recovery in any emergency or disaster situation. It does not address building emergency and evacuation procedures or on -site resumption and recovery procedures which are addressed in each organizations individual Continuity of Operations plan. Actions related to the physical restoration process, in terms of primary site restoration, recovery de- activation, migration and reestablishment of normal operations, termination /shutdown of recovery operations at alternate sites, integration of supporting activities with other departments to ensure essential functions can be performed, and post- recovery operations are also addressed in each organization's COOP. This plan is based on the formal approval of the City Manager of those critical business 22 1 Page functions and associated support functions identified as time - sensitive. A list of essential functions and services provided by each organization of City of Tigard has been arranged in order of priority is documented in their respective COOP's and identifies the essential functions operations, vital records and resources, and periods of time for which and after which disruptions could result in significant losses to City of Tigard. Each summary contained within the City of Tigard COG shall include: • The line of succession for their organization, with a minimum of three alternates. • A minimum of two (2) points -of- contact for their organization, including the leadership of the organizations and a designated Continuity Coordinator. • A list of all essential functions of the organization, arranged in order of priority of those critical functions essential to the mission of the organization's operations. • A list of Vital Records and Vital resources used by each organization within City of Tigard, including documentation of the protection, duplication and movement of these items. • A specified Alternate Facility location identified for each Primary Facility where an organization operates. Additionally, this document serves as a starting point for the recovery of City of Tigard government operations. Included in this document is a list of all participating City of Tigard organizations, Department Heads, Continuity Planning Chiefs and their contact information. These people are responsible for developing, maintaining and implementing their own organizational level continuity plans with the assistance of the City of Tigard Human Resources Division. While all plans can be overwhelmed by the events presented, this plan attempts to address to consequences of an unknown incident by taking into account the needs of the citizens, businesses, and City of Tigard organizations, and how those needs could be met in an impacted environment. The goal is to perform as much pre -work in the form of coordination, prioritization, alternate work methods, or any other means necessary so that during an incident, focus can be on resolving issues instead of making decisions that could have been resolved in advance. PHASE I: ACTIVATION OF CONTINUITY OF GOVERNMENT PLAN This plan serves as a coordination document of the resources available to City of Tigard in a time of disruption or crisis. Analysis of the situation is important with as many verifiable facts as possible. Status of facilities and /or the functions impacted is the outcome of the analysis along with any time frames for recovery that the incident will allow. Once a decision has been made to activate the City of Tigard Continuity of Government plan, the City Manager will execute the plan and coordinate with the appropriate Continuity Teams. Each City of Tigard organization will then be contacted to activate their COOP at the direction of the City Manager. In the event of limited resources, allocation of resources will be made by the City Manager or their designee. Each organization in City of Tigard has designated a specific individual to serve as their organization's Continuity Coordinator to communicate directly with their internal 231 Page leadership and provide information and requirements to the City Manager on continuity of operations planning. The support of organizations that perform the most essential functions will be prioritized and become the focal point at that time. Relocation of staff, resources and functions are coordination activities that will need to be considered as well as the availability of any private sector supplies or services such power, water, telecommunications, and fuel. All participating organizations of City of Tigard have identified essential functions as part of their continuity planning efforts. With these lists which identify each organization's essential functions, the City of Tigard has the ability to broadly view the overall framework of functions and prioritize them based on specific criteria; including life /safety, financial, public perception, and recovery time requirements. While this is an objective measure of the priority, subjective decisions can be made based on this priority as to a potentially different order of restoration should occur. It is also not expected that in any one incident that all functions are impacted to the point of requiring restoration. This prioritized list would then be used to identify the functions impacted, what the recovery time would be, and what alternative arrangements are going to be put in place so that a clear and concise communication can be made to the media and public as to the functions impacted. PHASE II: ALTERNATE FACILITY AND CONTINUITY OF OPERATIONS This section speaks to how City of Tigard will conduct its functions during a Continuity Plan activation scenario. Each City of Tigard organization shall activate its COOP and understand its place in the priority of City of Tigard functions. Activation of the plan shall consider life /safety aspects first and that response to the incident may take a higher priority than the restoration of services, particularly when organization staff members have homes and families impacted by the incident. Any resource, facility or staff shortages shall be reported to the City Manager or their designee. PHASE III: RECONSTITUTION / RETURN TO NORMAL OPERATIONS During Prevention, the primary responsibilities of City of Tigard organizations include: • Plan to protect employees. • Plan for the protection and duplication of Vital Records and Vital Resources. • Plan for the efficient resumption of mission essential functions. • Plan for and identify potential alternate operating sites. • Plan to support and communicate with the City Manager and designated Continuity Teams. • Plan to streamline the reporting of resumption and recovery progress to the City Manager. • Provide and maintain a current Continuity of Operations Plan. • Review and re- approve Continuity of Operations Plan annually. 24JPage During Response, the primary responsibilities of City of Tigard organizations include: • Establish an immediate and controlled presence for response. • Conduct a preliminary assessment of incident impact, known injuries, extent of damage, and disruption to the organizations operations and essential functions. • Determine if and /or when access to the affected facilities will be allowed. • Provide the City Manager with the facts necessary to make informed decisions regarding subsequent resumption and recovery activity. During Resumption, the primary responsibilities of City of Tigard organizations include: • Monitor and report progress of the resumption operations. • Notify and appraise the City Manager of the situation. • Mobilize and activate the personnel necessary to facilitate the resumption process. • Notify employees, vendors and other internal and external individuals and organizations. During Recovery, the primary responsibilities of City of Tigard organizations include: • Prepare for and /or implement procedures to facilitate and support the recovery of less time sensitive operations. • Mobilize additional personnel and support organizations as required. • Maintain an information flow regarding the status of recovery operations among employees, vendors and other internal and external individuals and organizations. During Restoration, the primary responsibilities of City of Tigard organizations include: • Manage salvage, repair and /or refurbishment efforts at the affected facility. • Prepare procedures necessary to the relocation or migration of essential functions to the new or repaired facility. • Implement procedures necessary to mobilize operations, support and technology agency relocation. • Manage the relocation effort as well as perform employee, vendor, and customer notification before, during and after relocation or migration. KEY PERSONNEL Key personnel are those required to implement the Continuity Plan. These involve the leadership and management personnel of the organization and any other personnel as identified in the organizations plan. There are logistical staff that assist in setting up and supporting the operational staff and functions that the organization performs. There are operations personnel who perform the Mission Essential Functions of the organization. There are reconstitution personnel that are preparing the impacted site or a whole new site if the damage is severe, for operations again. Note that personnel should NOT be assigned double duty on multiple teams 25IPage during a Continuity Plan implementation. Stress levels will be high, burnout will be an issue to be dealt with and availability of staff will be impacted post incident. VITAL RECORDS AND RESOURCES Vital Records, Vital Resources, databases, systems and other elements critical to operations are the responsibility of each individual organization to manage, mitigate and proactively protect from potential incidents. Mitigation efforts include converting paper records to electronic forms, ensuring storage areas are not susceptible to water damage, and ensuring that a records retention policy is in place to avoid storing large amounts of records that are out -dated and beyond their useful life. Organizations should recognize in their assessment of what records and resources are truly vital to their operations. Given the considerable expense in recovering damaged records, organizations need to properly assess what is truly vital. Efforts to mitigate destructive effects on records will be repaid many times over if an incident occurs. If there is an incident that damages hardcopy records, the City of Tigard Information and Technology will need to assist organizations with document or artifact restoration services. TESTING, TRAINING, AND EXERCISING It is necessary for all levels of personnel, including those appointed or elected, to maintain their understanding of the goals and objectives of continuity planning; including how the plan affects their area, its overall design, and the strategy it employs. Awareness of Continuity Planning best practices and the basic discussion areas it addresses is crucial and how it differs from emergency response type plans. All personnel within City of Tigard should be tested and trained on their organizations plans so they are aware of their organizations COOP and its contents. The process of testing, training, and exercising the plans should include, but not limited to the following areas: what are the mission essential functions of the organization, what vital records and resources are critical for the organization to continue its functions, who are the key leadership personnel within the organization and who are their designated alternates, what alternate facilities have been identified as potential sites for relocation, and that each employee should have a plan for their family in case of emergency. Tests and exercises can take on a number of forms. The most basic is an orientation that resembles a meeting where aspects of the plan are discussed with employees. A test may be of a new piece of equipment or procedure. A tabletop exercise is a realistic scenario posed in a conference room environment to key people in the organization who are asked to use the plan and their own knowledge to respond and recover from the scenario proposed. A functional exercise involves the actual use of equipment, moving of people, etc., from one organization, facility or division. A full scale exercise is a larger scale event than the functional exercise involving a large number of organizations, private sector, local government and /or federal government. Maintenance /Review of the plan shall occur on a quarterly basis. This can occur during a staff meeting where staff identifies changes in contact information and function. 261 Page CITY OF TIGARD MAIN CONTACTS BY ORGANIZATION The following is a list of Main Contacts for continuity planning initiatives for each of the organizations within City of Tigard. This list is arranged alphabetically by organization. Administrative Services Leadership: Liz Newton Assistant City Manager LIZ @tigard- or.gov 503 - 718 -2412 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard- or.gov 503 -718- 2809 City Management Leadership: Marty Wine City Manager Marty @tigard - or.gov 503 - 718 -2486 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard - or.gov 503 -718- 2809 City of Tigard Human Resources Division Leadership: Sandy Zodrow, Human Resource Director, Sandy @tigard- or.gov 503 - 718 -2408 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard- or.gov 503 -718- 2809 City of Tigard Police Department Leadership: Alan Orr Police Chief chiefalanorr @tigard - or.gov 503 - 718 -2472 Planning Team Chief: Rick Rhodes Lieutenant 22110 @tigard - or.gov 503 - 718 -2571 City of Tigard Public Works Department Leadership: Dennis Koellermeier Director Dennis @tigard- or.gov 503 - 718 -2596 Planning Team Chief: Brian Rager Assistant Director BrianR @tigard- or.gov 503 -718 -2471 Community Development Department Leadership: Kenny Asher CD Director KennyA @tigard - or.gov 503 - 718 -2443 Planning Team Chief: Dianna Howse Building Division Services Supervisor Dianna @tigard - or.gov 503 - 718 -2430 Financial and Information Services Leadership: Toby LaFrance Financial and Information Services Director toby @tigard - or.gov 503 - 718 -2406 Planning Team Chief: Debbie Smith -Wagar Financial and Information Services Asst. Director toby @tigard- or.gov 503 - 718 -2493 Risk Management Leadership: Loreen Mills Assistant to the City Manager loreen @tigard- or.gov 503 - 718 -2417 Planning Team Chief: Kent Wyatt Senior Management Analyst kentw @tigard - or.gov 503 -718- 2809 Tigard Public Library Leadership: Margaret Barnes Library Director margaret @tigard- or.gov 503 - 718 -2501 Planning Team Chief: Joyce Niewendorp Senior Librarian /Person In Charge (PIC) joyce @tigard- or.gov 503 - 718 -2522 271 Page PRIMARY FACILITIES AND ALTERNATE FACILITIES The following is a list of Primary Facilities and their corresponding Alternate Facilities for each of the organizations within City of Tigard. This list is arranged alphabetically by organization. Administrative Services City Hall - Public Works Auditorium City Hall - Tigard Public Library City Management TBD City of Tigard Human Resources Division TBD City of Tigard Police Department TBD City of Tigard Public Works Department Public Works Operations Annex - Public Works Administration and Operations Public Works Facilities Services Center - Public Works Administration and Operations Public Works Administration and Operations - Public Works Operations Annex Public Works Administration and Operations - City of Tigard Public Library Public Works Administration and Operations - City Hall Public Works Operations Annex - City Hall Public Works Operations Annex - City of Tigard Public Library Public Works Administration and Operations - Senior Center Public Works Operations Annex - Senior Center Public Works Facilities Services Center - Public Works Facilities Services Center Public Works Operations Annex - Canterbury Facility Public Works Operations Annex - Cook Park Maintenance Facility Public Works Facilities Services Center - Cook Park Maintenance Facility Community Development Department Permit Center - Tigard Library Permit Center - Public Works Auditorium Financial and Information Services TBD Risk Management TBD Tigard Public Library TBD 28IPage VITAL RECORDS AND RESOURCES The following is a list of Vital Records and Resources which have been identified as critical to the operations of City of Tigard. The Vital Records and Resources are listed in order of priority. IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Springbrook Server located in Niche Server Primary Location: Review /Update Date: 11/14/12 room. Format: Electronic - File Use for Payroll, Invoicing, bill payments grant checking Type: Enterprise System / Server /LAN etc. Database Locked doors, Alarm system, camera System, limited access Backup Location: Location : Niche Description: Financial Software. room. Format: Electronic - Tape 8720 SW Burnham St Springbrook's Financial System is a IT staff Remote Accessible: No General Ledger -based collection of Tigard, Oregon 97223 applications designed to meet any organization's financial accounting Tape backups - offsite needs. https:// www. vaultlink. net/VaultWebNaultUserLogin.aspx The Finance System includes: • Accounts Receivable • Bank Reconciliation • Clearing House • Extended Budgeting 29 cjc'. IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: I: Drive Server located in Niche Server Primary Location: Review /Update Date: 11/14/12 room. Format: Electronic - File City -Wide Application Type: Hardware / infrastructure Server /LAN Locked doors, Alarm system, Location : Niche Description: Department and camera System, limited access Backup Location: shared files. room. Format: Electronic - Tape 8720 SW Burnham St Server Tigdept. IT staff Remote Accessible: Yes Tigard, Oregon 97223 Server located in Niche Server room. Tape backups - offsite Locked doors, Alarm system, camera System, limited access https: / /www.vaultlink. net /VaultWebNaultUserLogin.aspx room. IT staff Vital Record Name: H: Drive Server located in Niche Server Primary Location: Review /Update Date: 01/17/2012 room. Format: Electronic - File City wide application with remote access with Type: Hardware / infrastructure Server /LAN permission. Locked doors, Alarm system, Description: Individual Personal camera System, limited access Backup Location: Tape backups - offsite Home directory room. Format: Electronic - Tape https:// www. vaultlink. net/VaultWebNaultUserLogin.aspx Server Tigdept. IT staff Remote Accessible: Yes Server located in Niche Server room. Locked doors, Alarm system, camera System, limited access room. 30 1 IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Accela Web Interface. Primary Location: Review /Update Date: 01/17/2012 Format: Electronic - CD Electronic access provided online Type: Web Based IT staff http: / /www.accela.com/ Backup Location: Description: Permitting Software, Username /password Format: Electronic - Wide Accela's Land Management Area Network application helps track and manage all of land use and community Remote Accessible: No development activities. A single, centralized database gives agency staff parcel information instantly, thereby speeding up the process from application to occupancy while reducing errors and redundancy. Activities include: Permits Building safety Inspections Investigations Document or plan review Code enforcement Accela's Asset Management tracks and manages your assets, work orders and resources, providing an automated solution for costing, inventory, maintenance, investigations, and inspections. This application is flexible enough to manage all your agency's assets— fleet, street, water, wastewater, parks and recreation, plant and facilities, sewer, railway, roadway, and more. 31 IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: MainStar Server located in Niche Server Primary Location: Review /Update Date: 11/14/12 room. Format: Electronic - File Location : Niche Type: Enterprise System / Server /LAN Database Locked doors, Alarm system, 8720 SW Burnham St camera System, limited access Backup Location: Description: Department wide room. Format: Electronic - Tigard, Oregon 97223 work order and maintenance Remote Data Storage tracking software IT staff Tape backups - offsite Remote Accessible: No http: / /www.maintstar.com/ https : / /www.vaultlink.net/VaultWebNa MaintStar has a specialized suite of modules specifically designed for the asset management & maintenance needs of city, county, state, and federal governments. The system allows for the tracking of distinctive information pertaining to individual infrastructure assets such as streets, sewer systems, potable water, signs, bridges, paving, facilities, projects and more The System also records and tracks information about code enforcement and permits. Vital Record Name: CodeRED To Be Determined Primary Location: Review /Update Date: 11/14/12 Emergency Notification System Format: Electronic - File Multiple Locations: PD, City Management, PW Server /LAN Type: Enterprise System / Database Backup Location: Format: Electronic - File Description: Reverse 911 ENS Server /LAN software Remote Accessible: Yes 321 Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: People Trak Software. SQI database. Primary Location: Review /Update Date: 11/14/12 Format: Electronic - File Tape backups - offsite Type: Enterprise System / Server located in Niche Server Server /LAN Database room. https:// www. vaultlink. net/VaultWebNaultUserLogin.aspx Backup Location: Description: Human Resource Locked doors, Alarm system, Format: Electronic - Tape Tool. camera System, limited access room. Remote Accessible: No People -Trak HR Software has been developing innovative Human IT staff Resources software that empowers HR management to be more efficient and effective. Comprehensive HR software features, dedicated support and affordability make People -Trak HRIS the choice of HR professionals in Private, Government, and Nonprofit 33IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: HANSEN Server located in Niche Server Primary Location: Public Review /Update Date: 11/14/12 room. Works Administration and Primary Location: Public Works Administration and Type: Enterprise System / Operations Operations Database Locked doors, Alarm system, 8777 SW Burnham St camera System, limited access Tigard, OR 97223 8777 SW Burnham St Description: CMMS Work Order room. USA Software. Format: Electronic - File Tigard, OR 97223 IT staff Server /LAN Managing the Business of USA Government. Backup Location: Format: Electronic - Tape Location : Niche Hansen Information Technologies is the leading supplier of Remote Accessible: Yes 8720 SW Burnham St application software that helps manage the operations of Tigard, Oregon 97223 government. Hansen's leading edge products aggregate citizen Tape backups - offsite and business requests for services and business transactions, across the enterprise, offering multiple channels (i.e. web portal, kiosk, front counter, telephone, and email) of secured access to back -office functions. 341Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Agenda Quick TIGAGENDA Server located in Primary Location: Review /Update Date: 11/14/12 Niche Server room. Format: Electronic - Local TIGAGENDA Server located in Niche Server room. Type: Disk Locked doors, Alarm system, Software located 2nd floor Niche, locked room, Description: City Council Agenda camera System, limited access Backup Location: electronically available. System. room. Format: Electronic - Wide Area Network Location : Niche AgendaQuickTM is a web -based IT staff agenda creation tool and meeting Remote Accessible: Yes 8720 SW Burnham St planner specifically designed to facilitate the creation and Tigard, Oregon 97223 distribution of electronic agendas. Tape backups - offsite With Agenda QuickTM, council members, department heads and committees can easily submit agenda items and the corresponding documentation, electronically. 35IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Outlook Exchange Servers 2010 -Niche Primary Location: Review /Update Date: 11/114/12 Building Format: Electronic - File Exchange Server located in Niche Server room. Type: Enterprise System / Server /LAN Database Software- Outlook 2010, MS Office Locked doors, Alarm system, camera System, limited Backup Location: access room. Description: Email- Microsoft Locked doors, Alarm system, Format: Electronic - CD Outlook. camera System, limited access IT staff room. Remote Accessible: Yes Microsoft Outlook 2010 offers premium business and personal e- IT staff mail management tools to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school. From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world -class experience to stay productive and in touch with your personal and business networks 36fPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Inside Tigard Servers located in Niche Server Primary Location: Review /Update Date: 11/14/12 room. Format: Electronic - File City -Wide Application Type: Hardware / infrastructure Server /LAN Locked doors, Alarm system, http: / /insidetigard Description: Employee Resource camera System, limited access Backup Location: Intranet room. Format: Electronic - Tape Tape backups - offsite http: / /insidetigard IT staff Remote Accessible: Yes https: / /www.vaultlink. net /VaultWeb/VaultUserLogin.aspx 2 -3 Server, Sharepoint, Windows 2008. Location : Niche TIGINTRANET 8720 SW Burnham St Tigard, Oregon 97223 Vital Record Name: Mobile Device TIGMDM Server located in Niche Primary Location: Review /Update Date: 11/14/12 Management Server room. Format: Electronic - Wide Location : Niche Area Network Type: Hardware / infrastructure Locked doors, Alarm system, 8720 SW Burnham St camera System, limited access Backup Location: Description: AirWatch provides a room. Format: Electronic - Tape Tigard, Oregon 97223 comprehensive mobile security, mobile device management and IT staff Remote Accessible: Yes Tape backups - offsite application management solution in a single, integrated console. Watch https: / /www.vaultlink. net /VaultWeb/VaultUserLogin.aspx this video for a basic overview of how AirWatch streamlines the entire mobile lifecycle management process from authentication to security, configuration and management 371 -' IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: GIS Servers located in Niche Server Primary Location: Review /Update Date: 11/14/12 room. Format: Electronic - File Used city -wide for multiple applications. Type: Hardware / infrastructure Server /LAN Locked doors, Alarm system, http: / /www.tigard- or.gov /maps /default.asp Description: City mapping camera System, limited access Backup Location: application. room. Format: Electronic - Tape Tape backups - offsite http: / /www.tigard- IT staff Remote Accessible: Yes https: / /www.vaultlink. net /VaultWeb/VaultUserLogin.aspx or.gov /maps / default.asp 10 -15 Servers Location : Niche Vital Record Name: Full Court Server located in Niche Server Primary Location: Review /Update Date: 11/14/12 room. Format: Electronic - File Server: TIGJUSTICE2 Type: Hardware / infrastructure Server /LAN Locked doors, Alarm system, Location : Niche Description: Court System camera System, limited access Backup Location: Software room. Format: Electronic - Tape 8720 SW Burnham St Server: TIGJUSTICE2 IT staff Remote Accessible: Yes Tigard, Oregon 97223 Tape backups - offsite https://www.vaultlink.netNaultWebNaultUserLodin.aspx 381 Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Volgistics EOC Staff, Volunteer Primary Location: Review /Update Date: 11/14/12 Coordinators Format: Electronic - CD Type: Enterprise System / Database Backup Location: Format: Electronic - File Description: Volunteer Hours and Server /LAN Action Tracking Software. Remote Accessible: Yes The online tool for tracking, recruiting, and coordinating your volunteers. Volgistics provides a rich set of features that help people who lead volunteer programs recruit, track, and coordinate volunteers. Volgistics is adaptable to the needs of many different kinds of volunteer organizations. You can easily turn features on or off to fit the way you work, making the system as simple or complete as you need. 391 IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Microsoft Located in Niche software room. Primary Location: Review /Update Date: 11/14/12 Office Locked doors, Alarm system, Format: Electronic - CD City Wide Application camera System, limited access Type: Software room. Backup Location: Tape backups - offsite Format: Electronic - File Description: Word, Excel, Power IT staff Server /LAN https: / /www.vaultlink. net /VaultWeb/VaultUserLogin.aspx point and Access. Remote Accessible: Yes Microsoft Outlook 2010 offers premium business and personal e- Location : Niche mail management tools to more than 500 million Microsoft Office 8720 SW Burnham St users worldwide. With the release of Outlook 2010, you get a richer Tigard, Oregon 97223 set of experiences to meet your communication needs at work, home, and school. From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world -class experience to stay productive and in touch with your personal and business networks. 401Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Adobe Located in Niche software room. Primary Location: Review /Update Date: 11/14/12 Creative Suite Locked doors, Alarm system, Format: Electronic - CD Location : Niche camera System, limited access Type: Web Based room. Backup Location: 8720 SW Burnham St Format: Electronic - Wide Description: Software needed for IT staff Area Network Tigard, Oregon 97223 the Design & Communications group. Suite includes: InDesign, Remote Accessible: Yes Acrobat, Illustrator, Photoshop, Distiller. Adobe® Creative Suite® 6 software delivers a whole new experience for digital media development, enabling you to work lightning fast and reach audiences wherever they may be. Now, for the first time, Creative Suite applications are available through Adobe Creative CloudTm, giving you the flexibility to download and install them at any time, plus access additional applications, new features, and services 41 IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Liberty Located in Niche software room. Primary Location: Review /Update Date: 11/14/12 Software Locked doors, Alarm system, Format: Electronic - CD Location : Niche camera System, limited access Type: Software room. Backup Location: 8720 SW Burnham St Format: Electronic - Wide Description: Allows us to book IT staff Area Network Tigard, Oregon 97223 mark audio with minutes. Remote Accessible: Yes The Liberty Presentation Recorder captures and optionally streams the audio and video from your venue, as well as a continuous capture of the presenting computer's desktop. The Recorder is ideal for use in a broad spectrum of educational, training and business settings. By including a dynamic capture of the presenting computer's desktop, the Liberty Presentation Recorder provides a richer online viewing experience that better engages your clients. The Liberty Presentation Recorder extends past the typical, static slide -by -slide type solution usually associated with online training and presentation solutions. Instead, the recorder makes a complete capture of all of the presentation computer's desktop activity and plays this alongside the audio and video from the venue. All of the dynamic aspects of your presentation applications, including even video replay, are captured for later playback. Combining desktop capture with the audio and video 42 P a g e from the presentation venue, allows you multiple focal points, and a more compellina experience for IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Wonderware Controlled and maintained at the Primary Location: Review /Update Date: 11/14/12 PW Admin Operations building and Format: Electronic - File Primary Location: Public Works Administration and Type: Hardware / infrastructure remotely through the city's VPN, Server /LAN Operations system is protected by the city's Description: Operator interface for Firewall Backup Location: 8777 SW Burnham St the SCADA (Supervisorial Control Format: Electronic - File and Data Acquisition) telemetry for Server /LAN Tigard, OR 97223 the City's water system. Remote Accessible: Yes USA Key Capabilities Format: HMI visualization and geographically distributed SCADA Template based development and maintenance Remote application deployment and change management Data level security built into the system Easy and flexible alarm definition Data collection and analysis for new and existing systems Easy -to -use report generation 43'Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Viso CAD Located in Niche software room. Primary Location: Review /Update Date: 11/14/12 Locked doors, Alarm system, Format: Electronic - CD Location : Niche Type: Software camera System, limited access room. Backup Location: 8720 SW Burnham St Description: Building Footprints Format: Electronic - Wide and Floor Plan Software. IT staff Area Network Tigard, Oregon 97223 The advanced diagramming tools Remote Accessible: No of Visio 2010 help you simplify complexity with dynamic, data - driven visuals and new ways to share on the Web in real time. Start by building your diagram with professional - looking templates and modern, pre -drawn shapes. Then, easily link your diagram to popular data sources (such as Excel). You'll see data automatically refresh right within your diagram, reflected in vibrant visuals such as icons, symbols, colors, and bar graphs. Finally, with just a few clicks, publish your data - linked diagram to SharePoint, and provide access to others on the Web, even if they don't have Visio. Together, simplicity, data - driven shapes, and Web sharing make Visio 2010 one of the most powerful ways to see and understand important information. 44IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Quickfields Located in Niche software room. Primary Location: Review /Update Date: 11/14/12 Locked doors, Alarm system, Format: Electronic - File Tape backups - offsite Type: Enterprise System / camera System, limited access Server /LAN Database room. https: / /www.vaultlink. net /VaultWeb/VaultUserLogin.aspx Backup Location: Description: Scanning software IT staff Format: Electronic - CD Location : Niche that works with Laserfiche. Remote Accessible: Yes 8720 SW Burnham St With Laserfiche Quick Fields, you accelerate the flow of useful Tigard, Oregon 97223 information in business operations, reducing labor costs and eliminating errors associated with manual data entry —while empowering staff to use their time more productively. Highlights: Reduce labor- intensive, error -prone manual sorting and data entry. Gain more control over capture processes with flexible configuration tools Integrate Quick Fields into existing business processes 45IPage IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: ESIS EOC Personnel in Public Works. Primary Location: Review /Update Date: 11/14/12 Format: Electronic - CD Public Works Administration and Operations Type: Enterprise System / Maintained at the EMC in PW and Database at the Admin Support Specialist Backup Location: 8777 SW Burnham St 'Renee Ferguson' Format: Electronic - Wide Description: PW and City -Wide Area Network Tigard, OR 97223 Emergency Management Training Database. Remote Accessible: No USA assists emergency management Location : Niche teams and first responders in the development of incident action plans. This revolutionary software enables response organizations to work together on a city, state and federal level. 461 Page IDENTIFY VITAL RECORDS, PLANS FOR PROTECTION, LOCATION AND ACCURACY AND CURRENCY OF RECORDS SYSTEMS, AND DATA DUPLICATION, AND MOVEMENT ACCESSIBILITY OF (DATE) (PLEASE DESCRIBE IF OF RECORDS VITAL RECORDS NECESSARY) Vital Record Name: Been Verified The software is maintained on Primary Location: Public Review /Update Date: 11/14/12 only one machine (Program Works Administration and Use for CERT Volunteer background Checks Type: Software Managers) and is protected by Operations the city's firewall. The system is 8777 SW Burnham St Description: CERT Background backed up weekly Tigard, OR 97223 Checks software. After session 6 of USA each class Program Manager runs Format: Electronic - Other a felony check on each student to verify their eligibility Backup Location: Public Works Administration and Operations 8777 SW Burnham St Tigard, OR 97223 USA Format: Electronic - Other Remote Accessible: Yes 47 ORDERS OF SUCCESSION — CITY OF TIGARD The following is a list of Orders of Succession identified for each of leadership positions for City of Tigard organizations. This list is arranged alphabetically by organization. Orders of Succession for Administrative Services Leadership Succession for Assistant City Manager, City Management, Liz Newton • Assistant to the City Manager, City Management, Loreen Mills • Administrative Services Manager, Administrative Services, Nadine Robinson • City Recorder, Administrative Services, Catherine D Wheatley Orders of Succession for City Management Leadership Succession for City Manager, City Management, Marty Wine • Assistant City Manager, City Management, Liz Newton • Director, Public Works, Dennis Koellermeier • Police Chief, Police, Al Orr • Financial and Information Services Director, Toby LaFrance • Community Development Director, Community Development, Kenny Asher • Library Director, Library, Margaret Barnes • Human Resource Director, City Management, Sandy Zodrow • Assistant to the City Manager, City Management, Loreen Mills Orders of Succession for City of Tigard Human Resources Division Leadership Succession for HR Director, Human Resources, Sandy Zodrow • Principal Human Resources Analyst, City Management • Senior HR Analyst, City Management, Sherrie Burbank • Assistant to the City Manager, City Management, Loreen Mills Orders of Succession for City of Tigard Police Department Leadership Succession for Police Chief, Police, Alan F Orr • Assistant Chief of Police, Police, James E de Sully • Captain, Police, Robert L Rogers • Lieutenant, Police, Rick S Rhodes • Lieutenant, Police, Rick J Boothby • Lieutenant, Police, Michael J Eskew Orders of Succession for City of Tigard Public Works Department Leadership Succession for Director, Public Works, Dennis Koellermeier • Assistant Director, Public Works, Brian Rager • City Engineer, Public Works, Michael Stone • Engineering Manager, Public Works, Kim McMillan 481 Page Orders of Succession for Community Development Department Leadership Succession for CD Director, Community Development, Kenny Asher • Asst. Community Development Director, Community Development, Tom McGuire • City Building Official, Community Development, Mark VanDomelen • Redevelopment Project Manager, Community Development, Sean Farrelly Orders of Succession for Financial and Information Services Leadership Succession for Financial and Information Services Director, Toby LaFrance • Assistant Finance Director, Financial and Information Services, Debbie Smith -Wagar • Information Technical Services Manager, Financial and Information Services, Louis Sears • Accounting Supervisor, Financial and Information Services, Amy Lawson • Senior Accounting Assistant, Financial and Information Services, Angela McCoy • Senior Accounting Asst., Financial and Information Services, Jamie Greenberg Orders of Succession for Risk Management Leadership Succession for Assistant to the City Manager, City Management, Loreen Mills • Senior Management Analyst, City Management, Kent Wyatt • Senior HR Analyst, City Management, Sherri Burbank Orders of Succession for Tigard Public Library Leadership Succession for Library Director, Library, Margaret Barnes • Technical Services Manager /Person In Charge (PIC), Library, Teresa Ferguson • Reader Services Manager /Person In Charge (PIC), Library, Molly Carlisle • Circulation Manager /Person In Charge (PIC), Library, Craig Carter 49IPage TEST, TRAINING AND EXERCISES / PLAN MAINTENANCE The following is a list of testing, training, exercise, and plan maintenance events that have taken place in the creation and ongoing development and of the City of Tigard Continuity of Government Plan. This list of events is arranged by date of occurrence. Event Title: City Kick Off Training Event Date: 8/13/2012 Event Type: Training Event Status: Completed Description: Day 2 of 2 of the City Team Kick Off training Event Title: City Kick Off Training Event Date: 3/27/2012 Event Type: Training Event Status: Completed Description: Initial day one Kick Off training conducted. Day 2 scheduled for tomorrow Event Title: Annual Plan Review and Update Event Date: 12/18/2013 Event Type: Plan Maintenance Event Status: Scheduled Description: Event Title: Annual Plan Test TTX Event Date: 11/15/2013 Event Type: Table Top Exercise Event Status: Scheduled Description: Event Title: Quarterly Staff Training Event Date: 3/13/2013 Event Type: Training Event Status: Completed Description: 50 'Page Event Title: COOP Initial TTX After Action Review Event Date: 12/12/2012 Event Type: Plan Maintenance Event Status: Completed Description: The BOLD Solution Facilitator and the project manager coordinated comments based on observations from the Table Top Exercise conducted in November 2012. Comments were drafted into a final report which noted requirements for some revisions. Event Title: Plan Review Graded and Complete Event Date: 10/31/2012 Event Type: Plan Maintenance Event Status: Completed Description: BOLD Solutions staff completed the review evaluation and graded each departments nine functional annexes. Once the graded the project manager highlighted the gaps in the department plans and forwarded to department leads. Event Title: Drop Dead Department Input Complete Event Date: 9/30/2012 Event Type: Plan Maintenance Event Status: Completed Description: Department project leads completed their annex input. They completed the revisions and pushed the final review to the Department Directors Event Title: Mid -Term Plan Development Training Day 2 Event Date: 8/27/2012 Event Type: Plan Maintenance Event Status: Completed Description: Event Title: Mid -Term Plan Development Day 1 Event Date: 8/20/2012 Event Type: Training Event Status: Completed Description: 511Page Event Title: Quarterly Plan Test to four Annexes Event Date: 5/22/13 Event Type: Annual Test Event Status: Completed Description: 521 Page City of Tigard . RECORDS TIGARD New Records Transmittal Department: Administrative Services Division Code: 1500 Date: July 24, 2013 Prepared by: Cathy Wheatley Extension: 2410 Dept. Box No. Description Dates Retention Code Continuity of Government Agreement approved July 23, 2013, until 166- 200 - 0030(3) by the Tigard City Council on July 23, 2013. superseded or obsolete * * * TO BE COMPLETED BY RECORDS DIVISION STAFF * * * Laserfiche ❑Yes ❑ No Vault ❑Yes ❑ No Entered by: Date: I /Design and Communications /Records /New Records Transmittal — 1/6/11