HomeMy WebLinkAbout137-99 - Res. County Y2K Rollover Plan RESOLUTION NO . IJ -9
Mason County Y2K Rollover Plan
WHEREAS , in compliance with the provisions of Mason County Ordinance Number 19-
99 the Mason County Department of Emergency Management has prepared a Y2K Consequence
Management Plan to address the Mason County Government response to and recovery from the
consequences of a potential Year 2000 event ; and
WHEREAS , the Mason County Board of Commissioners desire to provide for the safety
and welfare of county employees and the general public who require the use of or need to
conduct business in county facilities ; and
WHEREAS , the maintenance of vital emergency services and other government functions
may be jeopardized unless standard procedures for response to potential disruptions are not
established ; and
WHEREAS , the Governor has established a Y2K Coordination Center and procedures for
monitoring and reporting jurisdictional status reports and activities during the Y2K rollover;
NOW, THEREFORE , BE IT RESOLVED by the Board of Mason County Commissioners ,
in regular session assembled , that :
1 . The attached Mason County Y2K Consequence Management Plan and the Y2K
Rollover Plan , be adopted , as the standard for Mason County Government
response by all departments and agencies ; and
2 . The Mason County Emergency Operations Center ( EOC) shall be activated on a
twenty-four hour basis beginning 8 : 00 AM Friday , December 31 , 1999 through
5 : 00 PM Monday , January 3 , 2000 ; and
3 . That each Mason County Department Head/separately elected official shall
designate a Primary Point of Contact ( POC) to the Director of Emergency
Management for the purpose of assisting in providing departmental status reports
to the EOC as required by the Governor' s Y2K Coordination Center; and
4 . That all Mason County offices be closed to the public Monday, January 3 , 2000 for
normal business in order to provide staff the opportunity to ensure that all support
systems successfully transitioned and function properly .
ADOPTED this 7th day of December, 1999 .
BOARD OF COUNTY COMMISSIC HERS OF
MASON COUNTY , WASHI'NGT 'EEP
j Chairperson.
ATTEST : Commissioned,
Clerk of the Board s'' Commissioner
APPENDIX Y
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MASON COUNTY
YE AR 2
DEVELOPED BY .
MASON COUNTY
Ij
YEAR 2000 READINESS DISCLOSURE
DECEMBER 7 , 1999
table of contents
Purpose of the Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Rollover Schedule . , , IF IIIIIR401 000 mwla * lmlq MMIIIIIII 00 * 1 & 1 ' ' 1 7
Rollover Calendar " Key Events " , , , , , , 146 * 14 Fall ' , lot * , * I ' m 0 8
Information Collection . , , all It , 940 * * a & * , I * * * * a Fee , 11
Communications and Public Information Concept . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Managing calls from the Public . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Communicating with County agencies and employees , . 1 a 4 1 11 4 1 b I I I a a I a 0 a 1 0 1 4 0 0 0 1 0 a a a a a 1 15
Appendix A - Mason County Critical Functions , 16
Appendix B - Status Reporting Requirements - Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Appendix C - Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2
Aboutthe Rollover Plan
Purpose of the Plan
This plan describes the requirements necessary to monitor and report the status of
Mason County " Critical Functions" (Appendix A) , to the citizens of Mason
County, to manage the consequences of Y2K computer-related disruptions to
those functions, and to identify the roles and responsibilities of "Mason County
Critical Functions" in supporting this plan .
This Plano
This Plan is a supporting document to the Mason County Y2K Consequence
Management Plan ( short title : Y2K SOP )
® Defines "Mason County Critical Functions" (Appendix A) ;
Defines how " Critical Functions" will be monitored;
Identifies projected "key events" by time ;
® Identifies what information will be collected and how often
Describes how key information will be communicated to the County Emergency
Operations Center (EOC) and how often;
® Describes how Mason County rollover efforts will support and compliment efforts at
the state and federal level .
Be Principles
The following principles serve as the foundation for this plan :
1 . Mason County citizens, communities and businesses will be able to act with prudence
and make good decisions due to the timely receipt of consistent, credible information .
2 . Wherever possible, this plan will leverage the existing emergency management
networks, infrastructure and procedures for the Y2K rollover period .
3 . The County EOC will be the key communicator to the citizens of Mason County
about the status of key services and the response to Y2K disruptions to those services .
4 . The County EOC along with City of Shelton, Fire, Law Enforcement, medical and
others will be able to monitor, understand, report on, and respond to both the
problems and successes related to key services .
5 . Mason County designated " Critical Function Agencies " will support the County ' s
need for status and information about key services .
6 . The communications structure will deliver information as timely as needed to support
decision- making, public communication and emergency response .
3
7 . We will share our status information with other jurisdictions, wherever possible, in
order to assist them with their communication and response efforts .
8 . Mason County will be able to fully meet its communication responsibilities to the
state government .
C . What is the timeframe fort is plan ?
The rollover period is the same as that adopted by the state and federal government
(unless situations arise that require EOC activation earlier than specified)
Begins : 8 : 00 A. M. Tuesday, December 28
Ends : 5 : 00 P .M. Tuesday, January 4
The County Commissioners will activate the plan or extend the rollover period as events
warrant . Vital services provided only during business hours may continue to be
monitored throughout the first week of January .
D . Assumptions
• While the County is prepared to respond to major emergencies, no state or nationwide
catastrophic disruptions are expected .
® Smaller localized disruptions may occur. _
® Y2K disruptions may occur simultaneously and may occur during unrelated natural or
technological events .
® Y2K response will be coordinated as needed with any other emergency/event
response .
to Roles and Responsibilities
Emergency Management
® Staffs the County Emergency Operation Center (EOC) with
selected outside agency representatives .
® Maintains County alert, notification and warning system.
® Provides coordination and support for local response agencies
to emergency situations .
® Serves as a liaison with the State of Washington, and other
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local jurisdictions .
■ Supports the information collection and dissemination under
the direction of the Emergency Management Council .
■ Prepares and presents rollover training to plan participants .
Mason County Critical
Functions
■ Have mechanisms in place to gather status information required
by this plan .
■ Monitor the status of key services provided by their agencies
and the status of sector information as assigned by this plan.
■ Report to the County EOC on the status of key services as
requested in this plan .
■ Provide staff to the emergency operation center as requested by
Emergency Management .
■ Assist in the preparation and dissemination of information to
the public and others as requested .
■ Respond to disruptions in key services by implementing
contingency plans and supporting the County ' s requests as
needed .
Governor' s Office
■ Directs the activities of the Y2K Coordination Center
■ Directs all Y2K information monitoring and reporting
activities .
■ Directs Y2K response activities .
■ Serves as the key communicator to Washington State citizens
and the media about the status of key services and the response
to mitigate disruptions to those services .
■ Serves as a liaison with the President' s ICC .
■ Serves as a liaison with the governors of other states .
■ Serves as a liaison with FEMA in coordination with
Emergency Management .
■ Provides analysis and information to the Governor' s Office,
cabinet and legislature .
■ Develops and implements communication strategies, including
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this rollover plan, with all parties involved .
® Assumes other responsibilities outlined in the Comprehensive
Emergency Management Plan for emergency situations .
® Provides staff to Y2K Coordination Center .
® Assists emergency management in preparing rollover training
for plan participants .
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2 . Rollover Schedule
MASON COUNTY
C OPERATIONS SCHEDULE
Y2K ROLLOVER
December 28-30 8 : 00 A.M. — 5 : 00 P . M. EOC at Phase I . Staffed by
Emergency Management only . Begin sending scheduled
status reports to the Y2KCC . (Extended operations as
needed . )
December 29 9 : 00 A.M. Status report to the state .
December 31 — January 3
Mason County Emergency Operations Center
activated, 24 hour operation, three eight hour shifts
as follows :
8A. e 4 PaMe 4 P . . - 12P. . 12A. . - A. .
Friday - Dec . 31 Phase II Phase III Phase III
Saturday - Jan . 1 Phase II Phase II Phase II
Sunday - Jan . 2 Phase II Phase II Phase II
Monday - Jan 3 Phase II
During Phase II staffing will be by Emergency Management and volunteers
only .
During Phase III staffing will include Emergency Management, volunteers
and representatives from law enforcement, fire , emergency medical , Red
cross , City of Shelton, Mason General Hospital , Facilities and Grounds
Department and others , (Commissioner on stand-by) . Phase III level of
staffing may be extended and other staff representation may be required if
the situation warrants . It is anticipated that Phase II operations will resume at
8 : 00 A .M . , January 1 .
January 4 Normal work schedule unless otherwise directed or
disruptions occur . EOC back to Phase I.
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4 . Rollover Time Events
ROLLOVERCALENDAR
" KEY
EVENTS "
Friday, December 1
4eOO A. M. Rollover occurs in New
Zealand .
FEMA/State starts monitoring
international status
Mason County C at Phase I
7 * 00 A.M. Rollover occurs in Tokyo
Agencies begin reporting status
on key services to Y2KCC a
pre-assigned times
(Federal/State/Local) report
problems as they happen
directly to ( County/City) to
County EOC , State to State
Y2KCC
8 : 00 . Mason County EC activated
Phase II
2 : 15 P . M. Submit Status Report
4 * 00 P . M. • Rollover occurs in London .
• Shift change in EOC Phase III
• Worldwide web rollover
• Potential virus trigger
8 * 15 P . M. • Submit Status Report
9000 P . M. • Eastern Seaboard Power Grid
Rollover
11 : 00 P . M. Mountain time ( rollover
reaches eastern boundary o
western power states power
grid )
Shift change briefing
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SATURDAY , JA A
12 : 00 A.M. e Rollover occurs here
Shift change in E C Phase III
Prepares for media calls
Status reports continue to be
receive
: 0 A.M. Submit Status Report Submit Status Report
Likely initial scheduled br ' efing
time after receiving first reports
from critical sectors
A. M. Likely second scheduled
briefing time after receiving
additional re orts fro critical
sectors
5 : 00 A.M. Likely third schedule briefing
time given media deadlines
: 0 A.M. • E C shift change. Phase 11
anticipated .
Shift change briefing
2 *015 P . M. Submit Status Report
4 * 00 P . M. E C shift change
8 : 15 P . M. Submit Status Report
12 : 00 P . M. EOC shift change
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January January
8000 A.M. E C shift change E C shift change
2015 A.M Submit Status Report • Submit Status Report
3000 PaMe . Likely scheduled briefing time • Likely scheduled briefing time
000 POMO • EOC shift change
5000 P.M. • EOC closes for the evening
015 P.M. Submit Status Report
12 * 00 A.M. • E C shift change
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How will the information on the critical functions be collected?
Critical Functions in Mason County ( Appendix A ) will be expected to report all
status information directly to the County EOC per the schedule defined in the Status
Reporting Requirement Table (Appendix B ) . Significant changes to status should be
reported to the EOC as they occur.
The County EOC will also collect information from state and other local jurisdictions
and disseminate back to "Key Critical Functions" .
The telephone (360) 427- 7535 will be the primary means of collecting information
from within Mason County . If the telephone cannot be used for some reasons,
agencies should try these alternative methods, in this order :
to FAX : (360) 427-7756 (Primary) 4274757 (Secondary)
2m E- ail : mcdes@co . mason . wa.us
Utilize cellular phone system, amateur radio and if all systems fail,
report by land/mobile courier to the County Emergency
Operations Center with Status Report .
5 . Streamline Status Reporting
We need to capture both good and not so good news about " critical functions" ,
while minimizing the reporting burden . Utilizing what has been established by
the federal government and adopted by Washington State, a streamline status
reporting system will ensure we receive regular assessments on these services in a
manageable way .
The status report uses a "green/yellow/red" system to rate key components of
service and provides an overall assessment . These ratings will be used by the
County EOC to obtain a general picture of how " critical functions" are faring
throughout the County. We ask report preparers to follow the guidelines below in
making their self assessments .
Green Indicates things are functioning normally and that there are
no disruptions or significant reductions to service .
Fellow Indicates a reduced capacity, capability or service, which
may or may not be Y2K related . Could indicate that
contingency plans have been implemented in order to
maintain the minimum acceptable level of service .
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Examples :
® Equipment failure, but normal service levels are
generally being maintained through workarounds .
Service is still offered but capacity is reduced
® Normal disruptions to services, such as temporary road
closures due to slides . (These disruptions may be
normal, but classifying them as yellow will help the
EOC keep accurate information on service disruptions
to aid in rumor control . )
Red Not able to provide minimum acceptable level of service .
No explanation is necessary for a green status as described
above . The provider should provide a brief description for
the yellow or red status items . If an organization does not
have information about a particular category or service at
the time of reporting, they should leave the indicator green,
but write "unconfirmed" in the remarks field .
A guide for selecting the assessment color is included in
Appendix B . An example of the status-reporting template
is presented below. See page 23 for actual form.
Service Green Yellow Red Y2K Related? Please describe reason for reduced capacity
Yes No Unk
Additional remarks (please be brief)
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The mission of the public information function is to provide a unified, credible and
consistent voice to the public on Y2K status in Mason County . This plan recognizes that
normal service disruptions occurring during the rollover period may be perceived by the
public as Y2K-related . It will be critical to track information about all disruptions to vital
services and to take special care with all public communications during this period to be
sure the public receives the most accurate information possible about vital service status
and the Y2K situation .
Critical Function
Providers
information
providers County EOC
City Public / Media
FIRE/LAW
Other information
providers
Y2KCC
State Office
(Camp Murray/Olympia)
The County EOC serves as Local governments and others will submit all Y2K status reports to
the point of contact for state the County EOC located at the 911 Center. The Information,
agency and other information Analysis and Planning (IAP) team will analyze and summarize the
providers
information for use by decision- makers and for those assisting with
public communications .
The County EOC The County EOC located at 410 W . Enterprise Rd . , Port of
Shelton Industrial Complex will :
® Direct production and distribution of news releases and other
public information products ;
® Coordinate news briefings and events ,
® Coordinate County government' s contacts with the media;
Coordinate County and City joint public information activities
with other public and private sector public information
providers ; and field media calls .
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Goal To make the County E ® C the best source of Y2K status
information by ensuring it has all the information people need all
the time .
The County EOC will As noted in Appendix B key service providers will be
receive information reporting at scheduled times throughout each day . The
continuously
reporting times have been staggered to ensure its possible to
manage the information received . Agencies have also been
asked to report significant changes in status immediately . As
a result, new information will be available continuously .
® Schedule news briefings as needed . Refer to the Rollover
Calendar, pages 7- 9 , for tentative briefing events
Coordinate the county' s efforts to assist the news media .in
getting timely, reliable information from the public
information updates to local/federal/tribal governments, other
states, and private sector partners .
® Draft and approve materials for release .
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- - - - - - - - - - - - - - - - - - - - - - 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . .. . . . .
Rollover monitoring and From early morning December 31 through January 4 :
response
The EOC will monitor service status and international,
national and local media coverage .
The EOC will prepare response materials to correct and
supplement other media coverage .
• The EOC will announce a schedule of news and media
briefings as required .
The EOC will use multiple methods of disseminating
timely public information . ( See section D below . )
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
a.::�:.::. .:: ::.::.:::::::::::::::::::._:::::::::::::::::::. :: w---
-- - - - - - -- - - . . . . . - - - - - - - - - - - - - - - -- -- -- - - - - - - - -
Special tools available to ✓ TSI Cable TV
the public and County ✓ Hood Canal Cable
government ✓ Falcon, Northland Cable
✓ KMAS Radio
✓ Mason DEM Web Page (http : //des . co . mason . wa. us)
✓ StormWeb ( www. stormweb . com )
❖ Copies of SITREPS issued by the EOC will be sent out to all
Mason county communications facilities, Washington State
Emergency Management and neighboring Emergency
Management Organizations .
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MASON COUNTY YEAR 2000 ROLLOVER PLAN APPENDIX A
MASON COUNTY CRITICAL FUNCTIONS
The COUNTY Y2K Planning Workshop identified the following county " critical
functions" :
County/City Departments Functions
Auditor Financial Mgmt . System
Communications/ER&R Dispatch Function /
Telecommunications and
information systems
Commissioners Office Public Policy / Continuity
Community Development Sewer & Water
Coroner Morgue
Correctional Center Jail/Work Release
Courts Arraignments
Emergency Management Disaster Management (Response and
Recovery)
Health Water quality
Fire Marshal Suppression Systems
Juvenile Detention Center
Personnel & Human Services Senior I& A (Case Mgmt)
Probation Monitor High Risk Individuals
Public Works Road Sheds, Wastewater, Traffic
Signals and Devices
Sheriff Administration
Law Enforcement
Treasurer Banking Services
16
Community Critical Functions
The identified community "critical functions" are considered life safety issues for the
community . For each community " critical function" identified, entities will need to
develop their contingency plans to remain operational during the transition into the new
year.
Community Critical FunctionsEntities/Functions
Health Care Systems Mason Hospital (Emergency
(24 hour operations)
Services)
Assisted Living Facilities
Day Care Facilities
Nursing Homes
Retirement / Life Care Communities
& Homes
Senior Info . & Asst .
Food Major Grocery Stores
(Fred Meyer, Red Apple, Safeway,
etc . )
Water Mason County Water Purveyors Potable water
Utilities Electricity, Natural Gas, Wastewater
Energy Fuel Distributors
Protective Services Fire, Law, EMS
Transportation Mason County Transit
Bridges, Overpasses, Traffic Lights
Communications 911 ( ShelCom, FireCom) , Internet
Service Providers
Information Dissemination Accurate, Timely Information
Cash Availability Financial Institutions
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MASON COUNTY YEAR 0 ROLLOVER LAN — APPENDIX
STATUS REPORTING E U E TS — INTRUCTIONS
PURPOSE * How will information on Mason County " critical functions " be
collected `.'
Each identified " critical function" in Mason County will be expected to report all status
information directly to the County EOC per the schedule defined in the Status Reporting
Requirements Table . Significant changes to status should be reported to the County EOC
via of phone (360) 427 -7535 . All other information is be faxed per the schedule . The
County EOC will follow up with agencies to track down missing information .
All " critical functions" will be provided a copy of the Status Reporting form (please
copy as needed) . The form and the schedule of reporting are self- explanatory . If
assistance or clarification is needed, please contact Mason County Emergency
Management at (360) 427-7535 .
PRIMARY PORTING METHOD .
#1 . FAX T (360) 4274756
#2. TELEPHONE RED ISSUES TO . (360) 427-7535
If this fails, hand deliver the information to the County Emergency
Operations Center located at 410 W. Enterprise Rd . Port of Shelton
Industrial Complex, Building 2.
#3 . Email : mcdes@des . co . mason . wa . us
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Service Green Yellow Red Y2K Related? Please describe reason for reduced capacity
Yes No Unk
Additional remarks (please be brief)
Please use this form for reports to be faxed in. When reporting via phone or radio please follow this
format also . Because this mirrors the state and federal reporting forms it will facilitate our sending the
information on .
If the category is reported as yellow or red, the county EOC would like you to provide information in the
Remarks area (if red you must also call the EOC as soon as possible (360) 427- 7535 ) . The EOC will be
particularly interested in the following kinds of information :
✓ Location : where is the problem?
✓ How many people are affected ?
✓ Duration (how long is the problem expected to last?)
✓ What is the response ?
✓ Advice to public ?
✓ Who has jurisdiction?
22
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