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12-09 ResolutionRECORD OF RESOLUTIONS Inc.. Form No 30045 Resolution No. ~ 2"O9 Pcrssecl . 20 A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE CENTRAL OHIO PUBLIC INFORMATION NETWORK (COPIN) WHEREAS, in the event of a regional crisis or emergency, it may become beneficial to have a formalized network of public information officers and other individuals in comparable positions from a variety of organizations and governmental jurisdictions throughout Central Ohio; and WHEREAS, the Central Ohio Public Information Network has been organized to fulfill potential needs in the event of such a regional situation; and WHEREAS, the City of Dublin views such an agreement to be potentially mutually beneficial. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, ~ of the members concurring, that: Section 1. The City Manager is hereby authorized to execute the letters of agreement attached hereto as Exhibit "A" with the Central Ohio Public Information Network. Section 2. This resolution is effective upon passage, in accordance with Section 4.04(a) or the Revised Charter. Passed this ~ day of ~~{~'~J 2009. „ Mayor -Presiding Officer ATTEST: Clerk of Council CIT'P OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017-1090 Phone: 614-410-4400 • Fax: 614-410-4490 To: Members of Dublin City Council From: Terry Foegler, City Manager Date: March 12, 2009 J-G- Initiated By: Sandra Puskarcik, Director of Community Relations Re: Resolution 12-09, Central Ohio Public Information Network Background Memo The Central Ohio Public Information Network (COPIN) is a network of Public Information Officers and other individuals who work in a similar capacity in a variety of organizations throughout Central Ohio. The purpose of the organization is to coordinate professional communication support on a regional basis in the event of a disaster or other public emergency. Until recently, the group operated on a relatively informal basis. It has been determined that, given the number of organizations and jurisdictions involved and the potential complexity of a regional crisis, that letters of agreement be signed by: • organizations employing COPIN members who may be called on to assist in a crisis with their expertise, and • jurisdictions participating in the COPIlV network. Once the City Manager has signed the letters of agreement, staff from the Division of Community Relations will be enrolled as members of the organization. This agreement is similar to other mutual aid agreements the City has with other jurisdictions for various services. Recommendation Staff recommends Council approve Resolution 12-09, authorizing the City Manager to enter an agreement with the Central Ohio Public Information Network. e CaPIN Membership and Letter of Agreement Central i~ hio °ver~ie~ INFORMATION :~°ri~ TWORK Central Ohio Public Information Network, COPIN, exists to facilitate the coordination of professional communicator support in the event of a disaster or other public emergency. COPIN depends on individuals and organizations from four groups to match available communications professionals with those that have a temporary need for trained personnel: • COPIN Members are individuals involved as Public Information Officers or in a similar capacitywho work in areas related to public response during time of a crisis. COPIN members meet together to improve their skills, learn about other members and how they respond to communication needs during an emergency, develop professional relationships and work on COPIN committees. • Board of Directors of COPIN are PIO members who have been chosen to guide COPIN operations, set policies, promote signed agreements, and provide overall direction and leadership. • Employee Sponsors are those organizations that employ COPIN members. Without their agreement, members would not be able to respond to calls for back up support from entities requesting support. • Jurisdictions are those organizations that operate within the geographic area established by the COPIN Board and that have met COPIN requirements for its support facilitation efforts. Some entities may fit within the categories of Sponsors and Jurisdictions, if theyhave professional public information personnel resources and also have the potential need for additional support in case of an emergency communications response. Others may only fall into the category of Jurisdictions, based on their ability to have individuals who internally serve in the capacity of public information coordinator, agency spokesperson or other similar function but that are not in a position to support other organizations with needed back up professional resources. What ties these groups together, and makes COPIN's efforts functional, are Letters of Agreement between COPIN and Sponsors,between COPIN and Jurisdictions and the COPIN membership application for individual members. Please review these documents as you consider the appropriate involvement for your organization. The COPIN Board looks forward to your potential participation and role as a partner in our effort to call on professional resources to support others involved in the communication response to natural disasters, technological hazards, man-made disasters and other community emergencies. COPIN Board of Directors ~~ • Central i- hio INFORMATION ~~~TWORK LETTER OF AGREEMENT (LOA) BETWEEN Central Ohio Public Information Network (COPIN) AND Participating Jurisdictions PURPOSE The purpose of the Letter of Agreement (LOA) is to provide for a mutual understanding of the framework, obligations and procedures for public information assistance when requested through COPIN in a crisis or disaster when the affected jurisdiction requests additional support, whether arising from natural disaster, technological hazard, man-made disaster or other community emergency. DEFINITIONS Central Ohio Public Information Network: COPIN is anon-commercial membership association of communications professionals organized as an information network with the intent to provide public information support, to jurisdictions responsible for the response to disasters or other emergencies, in an effort to improve health and safety outcomes. For the purposes of this agreement, the terms "COPIN members" and "responding parties" refer to any individual who agrees to assist with public information services in response to a requesting party's call to COPIN for such services. Jurisdictions: Are organizations responsible for planning, response, and recovery for disasters or other emergencies which recognize that the COPIN may be able to coordinate valuable aid in maintaining the continuity of communications during those events. For the purposes of this agreement, the terms "jurisdictions," "local jurisdictions" or "requesting parties," may include any or all of the COPIN-designated county partners and such other entities as may hereafter become a party to this agreement. NEED AND MUTUAL UNDERSTANDINGS Each party entering into this agreement recognizes andlor agrees: • Certain emergencies may exceed the capabilities of a specific jurisdiction and that inter-governmental cooperation and additional assistance are worthwhile and may be essential in such circumstances. ~~ • Central i~ hio INFORMATION R~4~TWORK • COPIN is anon-governmental organization of members governed by a non-paid Board of Directors, composed of COPIN members. COPIN supports defined organizations within specific geographic areas as authorized by the COPIN Board. • COPIN serves as an adjunct support to predetermined agencies and organizations and does not manage the public information resources of its members or other communications resources of the requesting party. • The availability of COPIN members is dependent on the approval and needs of the individual organizations from which members are actively employed as well as the willingness of the requested individual to respond. • To abide by the standards for service and service protocols contained within Attachment 1 of this agreement titled: COPIN SERVICE STANDARDS AND PROTOCOLS. • Nothing in this agreement precludes any party from entering into other arrangements or agreements with other party that may impact provisions of this LOA. COVENANTS BY COPIN In mutual consideration of all the covenants set forth in this LOA, COPIN agrees to: • Work with COPIN members and on behalf of requesting parties and develop an emergency communications cadre of qualified public information personnel available for activation requests. • Provide coordination services, whenever and wherever possible, that result in the alerting and the encouragement of mobilization of emergency communications personnel in response to a request from an approved requesting party. • Provide services, subject to COPIN member availability, for the duration of an emergency situation, or until substantial regular communication services are restored and/or when stand down is ordered by the requesting party. ~~ • Central i~ hio INFORMATION NETWORK COVENANTS BY JURISDICTIONS In mutual consideration of all the covenants set forth in this LOA, Jurisdictions (requesting parties) agree to: • Retain responsibility for all activities involved in public information services within its territory and function, subject to its own policies and regulations. • Retain responsibility for studying the disaster hazards of the area and surveying its internal resources for personnel, equipment and supplies, including public communication for disaster response. • Maintain liaison, through their executive level or chief communications officer, with COPIN in order that there may be close cooperation in emergency communications planning and the coordination of personnel resources. • Consider involving one or more members of its organization to serve as emergency preparedness and relief communication members of COPIN. REVIEW AND AMENDMENT OF LOA This Letter of Agreement and the covenants set forth herein will remain in effect for a period of three (3) years at which time the LOA will be reviewed and revised, if needed, and re-authorized. If no action is taken to extend the current terms or to sign a new agreement, the LOA will terminate after three (3) years. This Letter of Agreement and the covenants set forth herein may only be amended or modified by a written agreement signed by all parties. TERMINATION OF LOA This Letter of Agreement may be terminated by any participating party upon thirty (30) days written notice to the other parties, for any reason. Such action does not relieve the withdrawing jurisdiction from obligations assumed under this LOA prior to the effective date of withdrawal. ~~ • Central i- hio INFORMATION ~~~TWORK INTERPRETATION AND IMPLEMENTATION This Letter of Agreement represents the entire agreement among the parties. In witness thereof, the parties have caused this agreement to be executed, said agreement to become effective and operational upon the fixing of the last signature hereto. Name of Jurisdiction or Agency: Printed Name Signature Date Director of Jurisdiction or Agency Printed Name Signature Date COPIN Member For COPIN Board Use Only: Accepted by COPIN Board of Directors Denied by COPIN Board of Directors Signature of Chair of the COPIN Board of Directors Date This signed LOA will remain in effect for a period of three years unless a request for termination of the agreement is received. ~~ • Central i- hio INFORMATION ~~~TWORK ATTACHMENT 1 COPIN SERVICE STANDARDS AND PROTOCOLS QUALIFICATIONS 1lVhenever a person holds a certificate or any other designation deemed acceptable by the COPIN Board of Directors, that person is deemed to be acceptable by the party requesting assistance, subject to such limitations and conditions regarding professional skills the requesting party prescribes in advance or at the time support is requested. GOOD FAITH Any person rendering aid to a jurisdiction pursuant to this compact is considered an agent of the requesting party for tort liability and immunity purposes. The person is not liable for any act or omission made in good faith while engaged and is also not responsible for repair, maintenance or use of any equipment in connection with their work on behalf of the requesting party. Good faith in this article does not include willful misconduct, gross negligence or recklessness. REQUESTING ASSISTANCE An authorized representative of a jurisdiction may request public information assistance by contacting COPIN and providing as much of the following information as possible: • A description of the emergency. • The name of the individual to which a COPIN member will report to for assignment and supervision, and specific time and location where services will be staged. • A description of the type of services or skills needed, number of COPIN members requested, and an estimate, if known, of approximately how long services will be required. ~~ • Central i~ hio INFORMATION N~T~~VORK • Information as to whether any needed public information services may be performed "off-site" by COPIN members who would not need to travel to a specific response location. • A listing of equipment, such as computers, printers, fax machines, and phones that are supplied or may that may not be available for use by those providing public information support. • Details about accommodations, meals, and travel expense reimbursement. • The names of other jurisdictions engaged or likely to be involved and whether a Joint Information Center (JIC) has been established or is anticipated. ACCIDENTAL INJURY OR DEATH BENEFITS To the extent coverage is not extended by regular employers of COPIN members providing support, the requesting party shall attempt to provide, in accordance with its own laws, for the payment of benefits to an injured member and to representatives of a deceased member if a COPIN member sustains injuries or is killed while rendering support pursuant to this compact, in the same manner and on the same terms as if the injury or death were sustained by an employee of the requesting party's jurisdiction. PERSONAL EXPENSE REIMBURSEMENT Personnel activated by COPIN are eligible for reimbursement by the requesting party for reasonable out-of-pocket travel expenses, meals and lodging while conducting approved business on behalf of the requesting party to the extent those are not already covered by the employer of the COPT N member. JURISDICTIONAL EXPENSE REIMBURSEMENT An employer of a COPIN member may assume any loss, damage, expense or other cost and donate use of their equipment and services of its employees to the receiving party jurisdiction without charge or cost. However, if an employer of a COPIN member rendering aid pursuant to this agreement requests to be ~~ • Central i- hio INFORMATION ~~~TWORK reimbursed by the requesting party for any expenses incurred in connection with the provision of services in answering a request for aid, then the requesting party agrees to be responsible for costs incurred in connection with those requests. Any two or more party jurisdictions may enter into supplementary agreements establishing a different allocation of costs among those jurisdictions. MOBILE JIC AND EQUIPMENT NEEDS Requests for the Mobile Joint Information Center and arrangements with the Franklin County Board of Health, regarding responsibility, transportation, set up, maintenance, tear down and proper care of that equipment are not under the authority or control of COPT N. The activation of mobile emergency communication equipment for local use must be obtained and coordinated through a request to the Franklin County Board of Health.