HomeMy WebLinkAboutResolutions - 2001.04.05 - 26277April 5, 2001
REPORT #01090
BY: PERSONNEL COMMITTEE, THOMAS A. LAW, CHAIRPERSON
RE: MR #01090 EMERGENCY MANAGEMENT — OUTDOOR WARNING SYSTEM PLAN —
PAST, PRESENT, AND FUTURE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
The Personnel Committee, having reviewed the above referenced resolution on March 28, 2001,
recommends the resolution be amended and adopted:
Add a paragraph 6 and 7 as follows:
"WHEREAS in June, 2000 a temporary PTNE position of Emergency Management
Coordinator was created through the Emergency Salaries program to provide immediate attention to
County warning siren needs; and
WHEREAS the Outdoor Warning System Plan also includes a recommendation to create a
permanent 1,000 hour PTNE position to provide various duties related to the installation and operation
of the new siren system."
Also that the BE IT FURTHER RESOLVED paragraph be amended to read:
"BE IT FURTHER RESOLVED that the funding be provided from the designated equity fund
for the replacement of aging sirens and battery replacement of newer sirens, and for the creation of
one (1) GF/GP 1,000 hour PTNE position of Emergency Management Coordinator located in the
Emergency Management unit of Information Technology/CLEMIS & Public Safety."
Chairperson, on behalf of the Personnel Committee, I move the acceptance of the foregoing
report.
Personnel Committee Vote:
Motion carried on unanimous roll call vote with Brian absent .
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March 22, 2001
MISCELLANEOUS RESOLUTION #01090
BY: PUBLIC SERVICES COMMITTEE, David L. Moffitt, Chairperson
IN RE: EMERGENCY MANAGEMENT — Outdoor Warning System Plan — Past,
Present, and Future
TO: THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners by Miscellaneous
Resolution No.'s 7865, 7971, and 8664 accepted federal grants to defray a portion of the costs
in purchasing sirens to be utilized within the Oakland County Tornado Warning System; and
WHEREAS consistent with numerous previously executed purchase agreements,
Oakland County accepted ownership of the county tornado sirens and agreed to be
responsible for their maintenance; and
WHEREAS sixty-seven percent of the sirens are aging and parts are becoming difficult
to obtain; and
WHEREAS seventy-four percent of the sirens do not have battery back-up, nor a two
way monitoring system; and
WHEREAS the Outdoor Warning System Plan includes recommendations to upgrade
the siren system within seven years in order to obtain a state-of-the-art system.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners authorize the implementation of the Outdoor Warning System Plan — Past,
Present, and Future Plan.
BE IT FURTHER RESOLVED that the funding be provided from the designated equity
fund for the replacement of aging sirens and battery replacement of newer sirens, and for the
addition of a permanent part-time, non-eligible position to assist with the program.
CHAIRPERSON, on behalf of the Public Services Committee, I move the adoption of
the foregoing resolution.
PUBLIC SERVICES COMMITTEE
Public Services Committee Vote:
Motion carried on unanimous roll call vote with Garfield, Buckley and Coleman absent.
OAKLAND COUNTY
OUTDOOR WARNING SYSTEM
PAST, PRESENT, and FUTURE
Mission: The purpose of this document is to thoughtfully plan for the replacement and
improvement of the Oakland County Outdoor Warning System.
February 2001
Past
Tornadoes in Michigan:
An average of 16 tornadoes strikes Michigan each year; 6 of them in southeast Michigan.
In 1997, 15 people were killed when 14 lethal tornadoes ripped through southeast
Michigan. As a result of the Flint-Beecher tornado, which killed 116 people in Flint in
1953, Michigan still ranks in the top-ten list of the nation's most deadly tornadoes.
Tornadoes in Oakland County:
On May 25,1896 a tornado struck in Oakland (Ortonville) & Lapeer counties resulting in
47 deaths and 100 injuries. Since 1950 Oakland County has experienced 27 tornadoes,
resulting in 78 injuries and 3 deaths. Some of the major touchdowns include:
• West Bloomfield (1976) 1 death, and 55 injuries.
• Novi (1987) 1 death, 6 injuries, 138 people homeless, and $1.7 million in damages
• Novi (1990) several minor injuries, and $1.8 million in damages
• Springfield Township (1997) 1 death, several injuries, 26 homes destroyed, over 100
people homeless, and over $2 million in damages
Oakland County Tornado Siren Program History:
The Oakland County Outdoor Warning System was established in 1977, following the
1976 tornado that struck West Bloomfield. At that time the federal government offered
to fund 50% of the cost of sirens, the County paid 25%, and the local government was
responsible for 25%. That year 76 sirens were installed. Seventy-five of these sirens are
still in use today, representing 38% of our total siren system (see attachment A — Siren
Installation History).
Eventually the Federal share ended, but the County continues to maintain their 25% cost-
share. As stipulated in the current purchase agreement (attachment B) the County retains
ownership of the sirens and is responsible for repairs and maintenance. In addition,
Emergency Management staff coordinates the purchase and installation of the siren on
behalf of the municipality. The local units of government are responsible for monitoring
their sirens during tests and reporting results back to Emergency Management staff so
necessary work orders can be initiated. Local officials determine the siren location and
subsequent re-locations are their expense.
Participation in the system was, and still is, voluntary.
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Present
Siren Demographics/Mechanics:
As of January 2001, the tornado siren system consists of 197 sirens. A letter was sent to
all local units of government on January 10 th asking that they inform Emergency
Management of their intention to purchase additional sirens this year. To date, Oakland
Township has committed to installing three additional sirens. It is anticipated that more
commitments will be forthcoming. Oakland Township's three sirens will bring the total
to 200 once they are installed. A breakdown of the various tornado siren models and
their percentage of the entire system are depicted below:
Model Quantity Percent of Total_
Thunderbolt 132 67%
2001 36 18%
Modified 14 7%
Two-Way/2001 15 8%
Total 197 100%
Thunderbolt sirens are the oldest sirens in the system. These sirens are easily recognized
by their large yellow horn (see attachment C — Photo of Thunderbolt). Mechanically, these
sirens function when an air compressor motor pushes high-volume, low-pressure air up
through a 3" pipe to the siren head generating the sound. A rotator assembly causes the
horn to rotate, thus spreading the sound 360 degrees. The sound starts out at 124 decibels
and ends up at 68-70 decibels of residual sound at the edge of a 4500-foot radius; just
short of one mile. A radio receiver is attached to the pole (the bulk of the sirens are pole-
mounted, a few are roof-mounted) When the sirens are activated/canceled this receiver
"hears" the command and relays the information causing the siren to react. These sirens
are not equipped with battery back up; they are hard-wired directly to an electrical
transformer (usually Detroit Edison).
The 2001 model sirens replaced the Thunderbolts in mid-1991. These gray sirens are
smaller and generally more aesthetically pleasing than the Thunderbolts (see attachment D —
Photo of 2001). The 2001 sirens operate much the same as the Thunderbolts except they do
not have an air compressor function. A motor-rotator assembly generates the sound by
making and breaking airwaves. These sirens are considered superior to the Thunderbolt
in that they are equipped with battery back-up capability in addition to being hard-wired.
The batteries will allow the siren to function for 15 minutes in the event of AC power
loss. A typical activation lasts 3 minutes. The 2001 siren starts out at 127 decibels and
ends up at 68-70 decibels of residual sound at the edge of a 5200 foot radius;
approximately one mile.
Modified sirens are usually older model fire department sirens that have been "modified" to
house a County radio receiver, enabling the siren to activate/cancel in conjunction with the
rest of the siren system. The County is responsible for the repairs and maintenance of the
radio receiver only. The local unit of government owns the remainder of the siren.
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Modified sirens come in a variety of models and generally cover approximately a 2000-foot
radius. Attachment E displays a few examples.
Two-way, 2001 model sirens are identical to the regular 2001 model except they have the
ability to transmit data back to a computer terminal. This siren is considered state-of-the-
art and is where the industry is headed. The type of data the siren can transmit back
includes:
• Confirmation of activation
• Confirmation of cancellation
• AC Power loss
• Cabinet intrusion/tampering
• Low Battery
Two-way, 2001 sirens eliminate the need for having an individual physically present to
confirm activation; thus relieving the local municipality of the responsibility to monitor
their sirens unless specifically asked to do so. In addition, repairs can be initiated based
on transmitted data, which is more timely and efficient than discovering repair is needed
because a siren did not activate during a monthly test. In the summer of 2000 the County
began purchasing two-way sirens. Currently 15 two-way sirens are in the final stages of
installation. It is anticipated that the two-way system will be fully operational by March,
2001.
All Thunderbolt and 2001 model sirens rotate. Another model of tornado siren that does
not rotate is the "Omni-Directional." Because these sirens do not turn, the office of
Emergency Management investigated whether or not repairs would be minimized since
there would be fewer mechanical parts to fail. After thorough research it was determined
that purchasing Omni-Directional sirens was not in the best interest of Oakland County
(see attachment F —Omni-Directional Vs 2001).
All sirens are activated simultaneously via a radio signal from either the office of
Emergency Management (primary) or Oakland County Safety (back up). The sirens are
not designed to be activated in segments. While a few communities have elected to
install an override function, allowing them to activate their own sirens, only Groveland
has the staffing, dissemination, and radar equipment to support their decision. These
communities were concerned about weather moving in to their areas from adjacent
counties. For example, if Genesee County has a tornado warning and Oakland does not,
Groveland may activate to warn their "border" population. There is a primary and an
alternate base station for activation ensuring a back-up site in the event of failure. Both
sites are tested during regularly scheduled siren tests.
The Oakland County tornado siren system is an outdoor warning system; it is not
intended to be heard indoors. Indoor warning systems include radio, television, NOAA
weather radios, and County-activated tone alert receivers.
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Activation Criteria:
The sirens are activated for tornado warnings only. They are not activated for a tornado
watch, which means conditions are favorable but there is no confirmation of a tornado.
Typically the office of Emergency Management waits for the National Weather Service
(NWS) to issue a tornado warning. If the NWS is hesitant to issue a warning Emergency
Management staff is authorized to activate the sirens under the following criteria:
• A tornado is confirmed by two trained Skywam spotters
• A tornado is confirmed by one trained Skywarn spotter and two non-spotters
(fire/police/citizen)
• A tornado is confirmed by three non-spotters (fire/police/citizen)
In addition to field reports, staff considers radar information, surrounding counties'
warnings, and damage/injury reports.
Recently Emergency Management investigated the need for activating the sirens in the
event of straight-line winds in excess of 70 mph. The issue is on hold pending further
research.
Siren Tests:
The sirens are tested monthly from March through November (see attachment G—Siren Test
Schedule). As mentioned above, the local municipalities are responsible for monitoring
their sirens and reporting the results. Until recently, this was an informal agreement and
not documented in the purchase agreement. Historically, the office of Emergency
Management has not received reliable cooperation for monitoring; therefore the purchase
agreement was revised by Corporation Counsel to include a retroactive clause
specifically outlining this local responsibility. In addition, a letter was sent to all
municipalities in May 2000 reminding them of their responsibility to monitor their sirens
and the importance of accurately reporting necessary repairs. Immediately after sending
the letter Emergency Management saw some improvement; since that time results have
been mixed (see attachment H—Siren Monitoring Results). The failure of the municipalities to
monitor their sirens during tests has been a significant problem. Sirens that go
unmonitored for months directly affects the quality and reliability of the siren program.
To help combat this problem, letters are sent to the administrative arm of each
municipality after every siren test to inform them of the results. These letters indicate
which sirens, if any, malfunctioned and if any sirens went unmonitored. Likewise, a
letter is sent when the sirens have been repaired. Beginning in 2001, Emergency
Management will also post the above information on their web site.
A dedicated group of Amateur Radio Public Safety Corp (ARPSC) volunteers assists
each month with siren monitoring. This group typically monitors an average of 20% of
the sirens (see attachment I—ARPSC Monitoring Results). The office of Emergency Management
coordinates this effort so that "hot sirens" (those recently repaired or installed) are sure to
be monitored. It should be stressed that ARPSC members volunteer their time and
resources each month and Emergency Management cannot predict their level of
assistance, nor depend on it.
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„
A trial "Adopt-a-Siren” program was initiated last fall. This program involves asking a
civic group (Chamber of Commerce, Boy and Girl Scouts, Knights of Columbus, etc.) to agree to
accept responsibility for monitoring "adopted" sirens and reporting results. In
appreciation, the County and the local unit of government can publicly recognize the
group for their participation, issue certificates, etc. In the instance of boy and girl scouts,
badges may be earned for this activity. Emergency Management staff plans to encourage
local municipalities, especially those who have difficulty monitoring sirens, to develop
this initiative.
Geographic Information System:
Information Technology, in cooperation with Emergency Management is developing a
comprehensive software application for managing all historical information about the
tornado sirens. This program will include GIS features such as digital photographs of all
sirens and their corresponding global position satellite (GPS) coordinates. This data will
allow staff to visualize each siren from a computer terminal and to accurately map the
performance radius and location of each siren. While this will improve future placement
of new sirens and requested relocations, Emergency Management staff does not feel
reconfiguring existing siren placement is realistic. This is due to concerns expressed by
local municipalities and the complications inherent (hostile residents) in siren placement.
To date, 182 sirens have been photographed and their GPS coordinates plotted (see
attachment J — Siren Map). As new sirens are added the database will be updated.
In addition to providing siren visualization and mapping features, the database will be
designed to store, track, and maintain historical information such as:
• Contact information for municipalities and vendors
(name, address, telephone numbers, e-mail address)
• Siren demographics
(location, model, year installed, height, range, antenna type)
• Repair history
(type of repairs made, cost, dates, preventative maintenance)
• Testing results
(Sounded, rotated, monitored, letters sent)
Information Technology is currently developing the storyboards (how the computer
screens will appear) for the application software (attachment 1 iment K). They are anticipating
launching the program this spring.
Project Impact Grant:
On July 13, 2000 Emergency Management submitted a pre-application for "Project
Impact" funding. Emergency Management's proposal indicated that the funding would
be utilized to upgrade our existing tornado siren system. The grant was channeled
through the State's Emergency Management Division to FEMA (Federal Emergency
Management Agency). By fall, Oakland County was notified that they had been chosen
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as FEMA's Project Impact Community for Michigan. The grant provided $300,000 with
a $100,000 match.
At an initial meeting with FEMA, staff learned that only a portion of the grant money
would be approved for tornado siren upgrading. FEMA indicated that they wanted more
of the proposal to focus on mitigation efforts than preparedness efforts. To better
understand FEMA's requirements staff attended a three-day Project Impact conference.
It was apparent after attending the conference that participation, under FEMA's terms,
would involve considerably more time and manpower than initially thought. In light of
this new information, Emergency Management plans to request that FEMA accept the
grant as written. In the event FEMA denies this request other grants will be pursued.
Procedures:
Siren installation procedures were recently reviewed and updated. A procedural checklist
was created outlining each step in the installation process. This checklist will provide for
consistent and thorough follow-through. Two new components were added to the
installation procedures: 1) including Oakland County Radio personnel in site visits to
ensure radio transmissions will be adequate, and 2) obtaining permits from Oakland
County Road Commission which allows staff to learn of future plans for road expansions,
etc.
The procedures for testing the sirens were also reviewed. Every Emergency Management
staff member performs this multi -faceted task, in some part. To avoid confusion about
roles, the procedures were outlined and assigned. Each staff member provided input and
has a final copy for their reference.
The procedure for record retention is currently being refined. Historically, siren related
documents were filed by municipality. Therefore, in order to locate a document
regarding a specific siren, staff had to wade through all accumulated records for every
siren in a given community. Records are now in the process of being sorted by individual
siren and placed in separate binders. This change will increase future efficiency.
As mentioned previously, the purchase agreement has been updated by Corporation
Counsel and now clearly assigns local responsibility for monitoring sirens during tests.
Concerns:
Emergency Management staff has recently researched a number of tornado siren issues.
Below is an explanation of each issue and a subsequent recommendation:
Issue #1 - General Aging of Sirens: As noted in Attachment A, 38% of the entire siren
system is 23 years old. Repairs costs increase an average of 20% annually (See attachment
L — Siren Costs History). The aging of siren components is directly linked to failure to
activate and false activation. While both of these situations severely diminish the
credibility of the program and cause public annoyance, the liability and possible loss of
life resulting from a faulty siren is a critical issue.
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The manufacturer's anticipated life expectancy of the sirens is 25 years. In reality, these
sirens have been known to function for the better part of 40 years if replacement parts
can be obtained. The availability of parts is the true issue for the County's aging siren
system. The Thunderbolt siren has not been manufactured since the early 1990's, and
new parts have not been available since 1992-1993. Major repairs that have been needed
since that time have been accomplished through the use of used parts.
The County's siren repair and installation vendor is West Shore Services, Inc. of
Allendale, Michigan (near Grand Rapids). The next closest authorized service vendor is in
Chicago. West Shore believes they have a sufficient inventory of used parts to maintain
our Thunderbolts, comfortably, for 5 more years. After that, it is their belief that
obtaining parts will become more difficult and take longer, possibly delaying a repair by
months. If the County is willing to tolerate lengthy repairs, West Shore believes they can
continue to service the Thunderbolt sirens for a maximum of ten years.
Secondly, the Thunderbolt sirens do not have a battery back-up feature. This means if
the power goes out the siren cannot activate. The cost of retrofitting these sirens so that
they have a battery function is astronomical. Essentially it can only be done by
purchasing a generator for each site, constructing a building to house the generator, and
implementing a maintenance schedule for the generator. West Shore estimates this
would cost in excess of $15,000 per siren (132 sirens X $15,000 = $1,980,000).
Comparatively, a new 2001 siren costs approximately $17,500.
Lastly, the Thunderbolt sirens are not equipped with two-way monitoring. As mentioned
previously, this option would eliminate the need for physically monitoring the siren and
allows for more timely and efficient repairs. Retrofitting these sirens with this feature is
relatively easy and would cost approximately $4,600 per site (132 sirens X
$4, 600 = $607,200).
Recommendation: Emergency Management staff recommends that all Thunderbolt
sirens be replaced with the two-way, 2001 model siren at a rate of 20 per year over the
next 6 1/2 years. These sirens currently cost approximately $17,500 each. Assuming the
siren placement will not change, there should not be any added electrical costs, such as
transformers. Additionally, it is recommended that those Thunderbolts requiring major
repair be replaced with a new siren instead, thereby avoiding the risk of paying a large
repair bill on a siren that was eventually going to be replaced anyway. Since 1992, an
average of 2.6 major repairs has occurred per year, with the trend being distinctly upward
(see attachment L — Siren Costs History). Based in this information staff believes a minimum of
5 additional sirens may be needed each year.
Staff also recommends that quantity pricing be negotiated with West Shore Services and
Federal Signal Corporation. Furthermore, it is believed that there may be a viable market
for re-selling the Thunderbolts. The County's vendor, as well as others, may be highly
motivated to "buy-back" the Thunderbolts as it will prolong their ability to provide parts
to their customers. Staff plans to research the resale value of the Thunderbolts. The only
exception to this recommendation is that the County retains and stores (through materials
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management) at least 8 of the Thunderbolt sirens removed, as insurance, in the event
funding for future replacements is denied. Maintaining this inventory would supply
roughly 2-3 years of parts.
The worst-case replacement price of $17,500 per siren would cost $350,000 per year for
the next 6 years and $210,000 the final year. The annual average for replacing 5 sirens
needing major repairs is $87,500. Depending on the number of major repair instances in
the next 5-6 years the replacement schedule may be shortened by a year or more.
Staff recommends that the 20 siren replacements be made in late fall each year. This
allows the communities to have full use of their sirens during peak tornado season and
West Shore is better able to handle a project of this scope when they have downtime in
the fall.
Sirens to be replaced will be chosen according to the following schedule:
• First replace sirens that have historically had chronic problems
• Once all problematic sirens have been replaced, continue replacements based on date
of original installation with the oldest sirens replaced first
• Do not re-configure siren placements (See GIS —page 6)
This replacement schedule will allow the County to avoid paying a large repair bill and
then possibly scrapping that very siren the next year. It will also allow known "problem"
sirens to be addressed first. Lastly, replacing the remaining sirens based on age is the
fairest way to treat the municipalities. It should also be noted that for each Thunderbolt
siren that is replaced by a 2001 model an additional 700 feet of coverage is provided.
Issue #2 - Upgrading Existing 2001Sirens: As noted above, staff proposed that a portion
of Project Impact funds be used to retrofit the existing 2001 model sirens with two-way
monitoring capability. These 36 sirens represent 18% of the total siren population. The
cost per siren is approximately $5,707 X 36 sirens = $205,452. Upgrading these sirens
would help alleviate monitoring problems previously mentioned.
Recommendation: Emergency Management staff recommends that the existing 2001
sirens be retrofitted with two-way monitoring capability. If FEMA does not approve
Project Impact funds for this undertaking other grants should be pursued.
Issue #3 — Battery Replacement: West Shore recommends that the siren batteries be
replaced every 4 years. Each 2001 siren contains 4 marine batteries. The labor and
materials to replace batteries at each site is approximately $450. There are currently 11
sirens that need batteries replaced. This will cost 11 X $450 = $4,950.
Recommendation: Emergency Management Staff recommends that the following
battery replacement scheduled be followed and maintained. Replacement tracking will
be accomplished through the repair history database currently being developed.
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Year Sirens Number of Sirens Budget Year Cost
Installed Needing Batteries
1997 and earlier 11 2000-2001 $4,950
1998 10 2001-2002 $4,500
1999 12 2002-2003 $5,400
2000 16 2003-2004 $7,200
2001 And so on...
Issue #4 — Preventative Maintenance: In 1999 Emergency Management staff initiated a
formal preventative maintenance schedule for the sirens. This plan divided the County
into quadrants, each representing approximately 25% of the sirens. To date, two
quadrants have been completed. The remaining two quadrants are scheduled to be
completed by summer, 2001. The funds for this have already been allocated into the
2000-2001 budget.
Recommendation: Emergency Management staff recommends that preventative
maintenance for the sirens be a permanent activity and budgeted for annually. The cost
per siren is approximately $250. Additionally, staff suggests that future preventative
maintenance checks be based on the age of the siren. The following represents the
recommended maintenance schedule beginning in 2002:
Age of Siren Preventative Maintenance Check
20 years or older Annually
12-19 years Every two years
11 years or less Every three years
Naturally, this schedule will be impacted by the siren replacement plan outlined above.
Prior to the new budget year the number of sirens needing to be checked will be
determined and budgeted for accordingly. The tracking function will be accomplished
through the repair history database currently being developed.
Issue #5 — Two-Way Monitorin2 Connectivity: Staff discovered that the newest two-
way, 2001 sirens would require a separate radio frequency to function well. The existing
frequency used to activate the sirens is shared with a large private agency that dispatches
constantly. The constant radio communications are likely to corrupt the data being
transmitted back to the computer terminal. After discussing the issue with Oakland
County Radio staff, it was determined that an existing County frequency (operated from
an old Sheriffs Department base station) is available for use. This frequency is licensed
for "local government", offers 300 watts, and has a repeater pair. At this time it appears
that there will be little or no cost involved in initially utilizing this frequency.
Additionally, if the Sheriffs Department agrees to give Emergency Management the
existing base station equipment a new base station will not need to be purchased (new
equipment is estimated to cost $16,000).
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As mentioned earlier, the existing siren activation system has a primary and an alternate
base station. While this is not needed to make the new system operational, it does ensure
activation in the event one site fails. In order to mirror this redundancy in the two-way
system a second base station would have to be purchased at a cost of approximately
$16,000.
Recommendation: Emergency Management staff recommends that a second base station
be purchased, ensuring the same level of security the existing system has. Also, in the
event the Sheriff's Department is not willing to give Emergency Management the old
base station, a new one must be purchased as a replacement.
Issue #6 — Contract with West Shore Service, Inc.: Our current contract with West Shore
will expire on December 31, 2002. For the most part West Shore does a good job. On
occasion staff must "harass" them to respond in a timely manner. They have a major
advantage over any other possible vendor as they have a 15-year employee that has been
assigned responsibility for our system. This gentleman, a master electrician, literally
knows our sirens inside and out. The problem is that he is approaching retirement. Other
West Shore employees are neither as efficient nor as knowledgeable. To complicate
matters further, this gentleman is a contract employee to West Shore (he is actually
employed by Johnson Electric). In addition, West Shore has extremely specialized
installation equipment designed specifically for installing and repairing sirens. Staff is
concerned about the future quality of West Shore's service and the apparent lack of other
qualified vendors. Lastly, West Shore is geographically closer to Oakland County than
any other authorized Federal Signal (siren manufacturer) vendor; the next closest is in
Chicago.
Recommendation: A recommendation is pending. Emergency Management staff plans
to spend the next 90 days researching possible alternatives and propose a final
recommendation at that time.
Issue #7 — Staffing: In June, 2000 a part-time, non-eligible (PTNE), emergency-salary
position was filled to assist Emergency Management staff with the numerous new
installations and issues regarding the tornado siren system. In years prior to this,
management of the siren system was reactionary; there were not huge demands on staff's
time. Between 1987-1997 requests for new sirens were minimal (see attachment A). Then
with the occurrence of the 1997 Springfield tornado there was a surge in siren requests. (It
should be noted that to achieve 100% coverage, countywide, approximately 86 additional sirens would need
to be installed.) To compound matters, the aging sirens and the changing technology make it
evident that Emergency Management needs to adopt a more pro-active posture. Lastly,
the new database will be of little value if there are not sufficient staff to maintain it.
Recommendation — Emergency Management staff recommends that the PTNE
emergency salary position be made permanent PTNE. The salary cost for 2000-2001 is
approximately $21,500. This position would be primarily responsible for new
installations, relocations, and implementing the recommendations outlined in this plan.
Additionally, it is recommended that existing staff (roughly 1/2 clerical position and 1/2
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User Support position) be responsible for support and oversight functions such as records
and database maintenance, testing, repairs, processing purchase orders and invoices, and
routine clerical work. In the event these positions are assigned other duties that will
prevent them from supporting the siren program, additional staff will be needed.
An executive summary of these issues, the subsequent recommendations, and known
costs is provided on the following page.
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Executive Summary of Siren Plan
Issue Recommendation Cost
General Aging of 1) Replace Thunderbolts 1) $350,000 per year for 6
the Sirens years and $210,000 the
final year
2) Replace Thunderbolts 2) $87,500 annually*
needing major repairs
(estimated at 5 annually) *Note: this may reduce item 1 by a year or
more depending on the number of annual
repairs that warrant replacement.
Upgrading Add two-way monitoring None: Utilize Project
Existing 2001 Sirens to 36 existing 2001 sirens Impact funds or other
grant monies
Battery Replacement Replace batteries at $5,000-7,000 annually
four years depending on the number
to be replaced
Preventative Institute a permanent $250/siren based on
Maintenance preventative maintenance criteria outlined; number
schedule per year will vary
Two-Way Monitoring Ensure a primary and $16,000-$32,000
Connectivity secondary base station depending on Sheriff
for activation Department's decision
Contract with West Consider alternatives Unknown until final
Shore Services, Inc. recommendation is made
Staffing Make existing PTNE $21,500 annually for
emergency salary PTNE position; additional
position a permanent staffing funds will be
PTNE position; ensure needed if existing
total staffing for sirens is employees cannot be
1.5 positions committed to the siren
program
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Future
To maintain Oakland County's position as an innovative, pro-active, responsible civic
leader, the future of the tornado siren system must be thoughtfully considered and
planned for. Unfortunately, this cannot be an exact science. Technology is a
continuously changing, dynamic world and one can only plan with the knowledge
currently available. Based on today's information, implementing the preceding plan will
allow Oakland County's tornado siren program to be state-of-the-art in less than seven
years. This does not mean our work is done; indeed it is only beginning. With this
thought in mind it should be noted that this plan will be dynamic as well.
Reconsideration and reevaluation will be constant.
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Attachment A
SIREN INSTALLATION HISTORY
Year Number Age in Percent of
Purchased Installed Years Total
1977 75 23 38%
1978 8 22 4%
1979 4 21 2%
1980 13 20 7%
1981 12 19 6%
1982 2 18 1%
1983 7 L17 4%
1984 4 16 2%
1985 1 15 0.5%
1986 10 14 5%
1987 2 13 1%
1988 2 12 1%
1989 0
1990 0
1991 4 9 2%
1992 3 8 1.5%
1993 0
1994 4 6 2%
1995 0
1996 1 4 0.5%
1997 2 3 1%
1998 10 2 5%
1999 12 1 6%
2000 17 -1 8.5%
2001 4 new 2%
TOTAL 197 100%
Note: Birmingham replaced a modified 1977 siren in 2000 and Franklin replaced a modified 1986 siren in 2000.
I
Attachment B
SEVERE WEATHER WARNING SYSTEM INTERLOCAL AGREEMENT
BETWEEN
OAKLAND COUNTY
AND
[NAME OF MUNICIPALITY]
This Interlocal Agreement ("the Agreement") is made between Oakland County,
a Constitutional and Municipal Corporation, 1200 North Telegraph, Pontiac,
Michigan 48341 ("County"), and [Name and Address of Municipality]
("Municipality"). In this Agreement, the County and the Municipality may also be
referred to individually as "Party" or jointly as "Parties."
PURPOSE OF AGREEMENT. Pursuant to the Urban Cooperation Act of 1967,
1967 PA 7, MCL 124.501 et seq., the County and the Municipality enter into this
Agreement for the purpose of adding the Municipality to the County's outdoor
warning system.
In consideration of the mutual promises, obligations, representations, and
assurances in this Agreement, the Parties agree to the following:
1. DEFINITIONS. The following words and expressions used throughout this
Agreement, whether used in the singular or plural, within or without quotation
marks, or possessive or non-possessive, shall be defined, read, and
interpreted as follows.
1.1.Claim means any alleged loss, claim, complaint, demand for relief or
damages, cause of action, proceeding, judgment, deficiency, liability,
penalty, fine, litigation, costs, and/or expenses, including, but not limited
to, reimbursement for reasonable attorney fees, witness fees, court costs,
investigation expenses, litigation expenses, and amounts paid in
settlement, which are imposed on, incurred by, or asserted against the
County, its employees or agents, whether such Claim is brought in law or
equity, tort, contract, or otherwise.
1.2. County means Oakland County, a Municipal and Constitutional
Corporation including, but not limited to, any and all of its departments,
divisions, the County Board of Commissioners, elected and appointed
officials, directors, board members, council members, commissioners,
authorities, committees, employees, agents, subcontractors, volunteers,
and/or any such persons' successors.
1.3. Municipality means , a Constitutional Corporation
including, but not limited to, its Council, any and all of its departments, its
divisions, elected and appointed officials, directors, board members,
council members, commissioners, authorities, committees, employees,
agents, subcontractors, volunteers, and/or any such persons' successors.
2. COUNTY RESPONSIBILITIES. Subject to the terms and conditions
contained in this Agreement, and applicable changes in law, the County shall
provide the following:
2.1.Install siren(s) within the Municipality at the location(s) designated
by the Municipality.
2.2. Provide for maintenance of the siren(s).
2.3. Provide for electrical costs of the siren(s).
3. MUNICIPALITY'S RESPONSIBILITIES. Subject to the terms and conditions
contained in this Agreement, and applicable changes in law, the Municipality
shall provide the following:
3.1 Pay ($ ) for the installation of the
sirens. Payment is to be made within thirty (30) days after installation of
the siren.
3.2 Provide operational status reporting during the first Saturday of the month
siren test (March through November).
3.3 Bear all costs associated with any siren relocation.
3.4 Municipality acknowledges that the County will retain ownership of the
sirens.
3.5 To the maximum extent provided by law, if there is any amount past due
under this Agreement, the Licensor has the right to set-off that amount
from any amount due to the Municipality from the Licensor, including, but
not limited to distributions from the Delinquent Tax Revolving Fund.
4. DURATION OF INTERLOCAL AGREEMENT.
4.1. The Agreement and any amendments hereto shall be effective when
executed by both Parties with concurrent resolutions passed by the
governing bodies of each Party, and when the Agreement is filed with the
Clerk of each County where the Parties are located. The Agreement shall
be filed with the Secretary of State of the State of Michigan pursuant to
MCL 124.510. The approval and terms of this Agreement and any
amendments hereto shall be entered in the official minutes of the
governing bodies of each Party.
4.2. This Agreement shall remain in effect until cancelled or terminated by
either Party pursuant to Section 10.
5. ASSURANCES.
5.1. Each Party shall be responsible for its own acts and the acts of its
employees, agents, and subcontractors, the costs associated with those
acts, and the defense of those acts.
6. TERMINATION OR CANCELLATION OF AGREEMENT.
6.1.Either Party may terminate or cancel this Agreement for any reason upon
thirty (30) days notice before the effective date of termination or
cancellation. The effective date for termination or cancellation shall be
clearly stated in the notice.
6.2.The Parties shall not be obligated to pay a cancellation or termination fee,
if this Agreement is cancelled or terminated as provided herein.
Draft.1
7. SUSPENSION OF SERVICES. Upon notice to the Municipality, the County
may immediately suspend this Agreement or the Municipality's participation in
the outdoor warning system, if the Municipality has failed to reasonably
comply, within the County's discretion, with federal, state, or local law, or any
requirements contained in this Agreement. The right to suspend services is in
addition to the right to terminate or cancel this Agreement contained in
Section 10. The County shall incur no penalty, expense, or liability if services
are suspended under this Section.
8. NO THIRD PARTY BENEFICIARIES. Except as provided for the benefit of
the Parties, this Agreement does not and is not intended to create any
obligation, duty, promise, contractual right or benefit, right to indemnification,
right to subrogation, and/or any other right, in favor of any other person or
Municipality.
9. COMPLIANCE WITH LAWS. Each Party shall comply with all federal, state,
and local statutes, ordinances, regulations, administrative rules, and
requirements applicable to its activities performed under this Agreement,
including, but not limited to, the policies, procedures, rules and regulations
attached as Exhibits to this Agreement, and properly promulgated
amendments to those Exhibits.
10. DISCRIMINATION. The Parties shall not discriminate against their
employees, agents, applicants for employment, or another persons or entities
with respect to hire, tenure, terms, conditions, and privileges of employment,
or any matter directly or indirectly related to employment in violation of any
federal, state or local law.
11. PERMITS AND LICENSES. Each Party shall be responsible for obtaining
and maintaining, throughout the term of this Agreement, all licenses, permits,
certificates, and governmental authorizations for its employees and/or agents
necessary to perform all its obligations under this Agreement. Upon request,
a Party shall furnish copies of any permit, license, certificate or governmental
authorization to the requesting Party.
12. RESERVATION OF RIGHTS. This Agreement does not, and is not intended
to impair, divest, delegate, or contravene any constitutional, statutory, and/or
other legal right, privilege, power, obligation, duty, or immunity of the Parties.
13. FORCE MAJEURE. Each Party shall be excused from any obligations under
this Agreement during the time and to the extent that a Party is prevented
from performing due to causes beyond such Party's control, including, but not
limited to, an act of God, war, acts of government (other than the Parties'),
fire, strike, labor disputes, civil disturbances, reduction of power source, or
any other circumstances beyond the reasonable control of the affected Party.
Reasonable notice shall be given to the affected Party of any such event.
14. DELEGATION/SUBCONTRACT/ASSIGNMENT. A Party shall not delegate,
subcontract, and/or assign any obligations or rights under this Agreement
without the prior written consent of the other Party. A delegation, subcontract
and/or assignment made without the prior written consent of the other Party is
void.
Draft. 1
15. NO IMPLIED WAIVER. Absent a written waiver, no act, failure, or delay by a
Party to pursue or enforce any rights or remedies under this Agreement shall
constitute a waiver of those rights with regard to any existing or subsequent
breach of this Agreement. No waiver of any term, condition, or provision of
this Agreement, whether by conduct or otherwise, in one or more instances,
shall be deemed or construed as a continuing waiver of any term, condition,
or provision of this Agreement. No waiver by either Party shall subsequently
effect its right to require strict performance of this Agreement.
16. SEVERABILITY. If a court of competent jurisdiction finds a term, or
condition, of this Agreement to be illegal or invalid, then the term, or condition,
shall be deemed severed from this Agreement. All other terms, conditions,
and provisions of this Agreement shall remain in full force.
17. CAPTIONS. The section and subsection numbers, captions, and any index
to such sections and subsections contained in this Agreement are intended
for the convenience of the reader and are not intended to have any
substantive meaning.
18. NOTICES. Notices given under this Agreement shall be in writing and shall
be personally delivered, sent by express delivery service, certified mail, or
first class U.S. mail postage prepaid, and addressed to the person listed
below. Notice will be deemed given on the date when one of the following
first occur: (1) the date of actual receipt; (2) the next business day when
notice is sent express delivery service or personal delivery; or (3) three days
after mailing first class or certified U.S. mail.
18.1. If Notice is set to the County, it shall be addressed and sent to: Oakland
County Emergency Management, 1200 N. Telegraph, County Service
Center, Pontiac, MI 48341 and Chairperson of the Oakland County
Board of Commissioners, 1200 North Telegraph, Building 12 East
Pontiac, Michigan 48341.
18.2If Notice is sent to the Municipality, it shall be addressed to: The Chief
Elected Official of the Municipality at the address listed on the first page
of this Agreement.
18.3Either Party may change the address and/or individual to which Notice is
sent by notifying the other Party in writing of the change.
19. GOVERNING LAW/CONSENT TO JURISDICTION. This Agreement shall be
governed, interpreted, and enforced by the laws of the State of Michigan.
Except as otherwise required by law or court rule, any action brought to
enforce, interpret, or decide any Claim arising under or related to this
Agreement shall be brought in the Sixth Judicial Circuit Court of the State of
Michigan, the Fifth District Court of the State of Michigan, or the United States
District Court for the Eastern District of Michigan, Southern Division, as
dictated by the applicable jurisdiction of the court.
20. AGREEMENT MODIFICATIONS OR AMENDMENTS. Any modifications,
amendments, recessions, waivers, or releases to this Agreement must be in
writing and agreed to by both Parties. Unless otherwise agreed, the
modification, amendment, recession, waiver, or release shall be signed by the
Draft. 1
same persons who signed the Agreement or other persons as authorized by
the Parties governing body.
21. ENTIRE AGREEMENT. This Agreement represents the entire Agreement
and understanding between the Parties. This Agreement supercedes all
other oral or written Agreements between the Parties including
. The language of this Agreement shall
be construed as a whole according to its fair meaning, and not construed
strictly for or against any Party.
The Parties have taken all actions and secured all approvals necessary to
authorize and complete this Agreement. The persons signing this Agreement on
behalf of each Party have legal authority to sign this Agreement and bind the
Parties to the terms and conditions contained herein.
Authorized Agent of Municipality Chairman, Board of Commissioners
Date
Draft.1
Attachment C
g000626162433N425227008312179G
Attachment E
000626154726N4231918610830851 80
Attachment F
XVIII. Omni-Directional VS 2001
A. EM research in 1998 indicated 2001's were superior
B. Current research supports 1998 data
1. Omni's cost about $10,000 more each
2. Omni's have a shorter range of coverage — would need more sirens to
cover same geographical area (2001=10,400 feet, Omni=7500 feet)
3. Numerous communities are scrapping their Omni systems and replacing
them with 2001's (Livonia, Owosso, Grand Rapids, Ann Arbor, Brighton)
4. West Shore has not sold a Omni siren in Michigan for weather warning in
the last 10 years — only bought for public address function)
5. Omni repair incidence is 13 times greater than 2001
6. Repairs are very expensive as electrical components cannot be fixed on
site (diagnostic equipment is $50,000 and not many people have it); siren
must be taken into the shop.
7. Average life is less than 25 years; do not handle lightening hits or power
surges as well as 2001's
8. Battery "back-up" concept is not always true for Omni's — their primary
power source is battery but unless they have been hardwired they do not
have a secondary power source (ie: back-up) 2001's are hardwired and
newest also have battery back-up.
9. Spoke with another EM person from Monroe that did his Master's Thesis
on Outdoor Warning Systems; part of his own system (Fermi) is omni-
directional; he considers both Thunderbolts and 2001's to be superior to
Omni-directional
10. Repair technician felt that few instances of rotation motor failure did not
warrant switching to Omni.
Revised 10-4-00
M. Tracey McGee
4
Attachment G
2f)0110 1 ADO
SIREN TEST CALENDAR
Please be advised that Oakland County Emergency Management will
be testing the outdoor warning siren system on the following dates in
2001:
March 3 Saturday 1 pm First Saturday of the month
April 3 Tuesday 1030am Special test in recognition of Severe
Weather Awareness Week (SWAVV)
April 7 Saturday Canceled Due to SWAW test earlier in week.
May 5 Saturday 1 pm First Saturday of the month
June 2 Saturday 1 pm First Saturday of the month
July 7 Saturday 1 pm First Saturday of the month
August 4 Saturday lpm First Saturday of the month
September 1 Saturday lpm First Saturday of the month
October 6 Saturday lpm First Saturday of the month
November 3 Saturday 1pm First Saturday of the month
Note: Siren tests are not conducted during December, January, or February due to winter weather.
mlemermgtlernisirensicalendar ZOOS .doc
Attachment H Number of Unmonitored Sirens 45
40 -
35
30
25
20
15
10
40
Siren Monitoring Results-2000
26 2
18
March SWA Week May June July August September October November
Month Tested
March SWA Week July
Month Tested
August September October November May June Attachment I ARPSC Monitoring Results-2000
' Attachment J
Oakland County Siren Coverage (197 sirens)
Date: 2/ 1 3/0 1
41 Oakland County Siren Maintenance beta 1_0.0 Attachment K Qa l'anet Countii Siren Maintenqnce,
*en Information: Contact Information I Test Sirens
Siren Name:
Failed Sirens
Location:
Reports
C Search by"CVT .
1
[VT:
X Coordinate: r---
Y Coordinate: r--
Coordinate Method:
Model:
Height: [—
Range:
Monitor:
Antenna: I--
Year Installed:
Conditions:
--Images
New Clear
Remove Siren
Save Edits to Current Last Passed Test: Clear
EZEILEINZIE
Attachment L West Shore Services - Siren Repair Cost History
Fiscal Repair Change Percentage Major
Year Costs From Previous of Repairs
Year Change
91-92 14,410.00 1
92-93 23,265.00 8,855.00 61% 0
93-94 21,196.00 -2,069.00 -9% 1
94-95 24,549.00 3,353.00 16% 2
95-96 28,093.00 3,544.00 14% 3
96-97 24,816.00 -3,277.00 -12% 3
97-98 34,769.00 9,953.00 40% 5
98-99 46,273.00 11,504.00 33% 4
99-2000 44,273.00 -2,000.00 4
Total 261,644.00 Total 23
Average Annual Increase 20% Average 2.6%
Note: An additional $13,564 was spent in FY 99-2000 for preventative maintenance. This amount is not considered in these equations.
West Shore Services - Siren Install Cost History
Fiscal Install Sirens
Year Costs Installed
97-98 18,250.00 5
98-99 29,200.00 8
99-2000 51,100.00 14
2000-01* 47,450.00 13
*To date
•
,..
Resolution #01090 March 22, 2001
The Chairperson referred the resolution to the Personnel and Finance
Committees. There were no objections.
FISCAL NOTE (M.R. #01090) April 5, 2001
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: EMERGENCY MANAGEMENT - OUTDOOR WARNING SYSTEM - PAST, PRESENT, AND
FUTURE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has
reviewed the above referenced resolution and finds:
1. Oakland County being responsible for the County's tornado sirens
has committed to the Outdoor Warning System Plan to replace,
upgrade, and maintain all sirens to obtain a state-of-the-art
system within seven years.
2. The commitment to this plan entails replacement of twenty (20)
sirens totaling $350,000 in the first year, and $87,500 for an
additional replacement of five (5) sirens instead of doing major
repairs on them.
3. Replacement of batteries at $7,000 annually starting this fiscal
year.
4. Resolution creates a PTNE position of Emergency Management
Coordinator with an annual salary at $20,338, and fringe benefits
at $1,993.
5. The total cost of this action is $466,831, partially offset by
$5,000 in revenue due from the City of Hazel Park and $5,000 in
revenue due from the City of Keego Harbor, to defray cost of
removal of old sirens, and replacement with new ones.
6. Funds are available in the Designated Fund Balance for the
Emergency Warning System Upgrade to cover the County's cost of this
project, the FY 2001 Budget should be amended as follows:
GENERAL FUND
Revenue
90-190000-14000-1582 Use of Prior Year's Balance $456,831
Expenditure
90-310000-33000-8001 Transfer to Health Fund $456,831
0
HEALTH FUND
Revenue
90-430000-31000-1701
23-221111-65001-0069
Expenditures
23-221112-65001-9152
23-221112-65001-2776
23-221112-65001-2001
23-221112-65001-2074
Transfer from General Fund $456,831
Prin. from Municipalities 10,000
$466,831
Tornado Siren Equip. $437,500
Equip. Repairs and Maint. 7,000
Salaries 20,338
Fringe Benefits 1,993
$466,831
$ 0
7. Cost for FY 2002 and beyond will be included in the FY 2002 and FY
2003 County Executive Recommended Budget.
8. The Tornado Siren Sub-Fund be closed and all activity now be
reported under the Health Fund. ,
i ,4N
FI CE COMMITTEE
FINANCE COMMITTEE VOTE
Motion carried unanimously on a roll call vote with Moss and Dingeldey
absent.
lean E F OFIEGO1 NG RESOLUTiON
93/0 HEREBy,
....=.1.“•••••nn••nn•••••••n.110.•
rem CcxxIty Executive
I, 1 #
n
Resolution #01090 April 5, 2001
Moved by Crawford supported by Dingeldey the Personnel Committee Report
be accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Crawford supported by Gregory the resolution be adopted.
Moved by Crawford supported by McPherson the resolution be amended to
coincide with the recommendation in the Personnel Committee Report.
A sufficient majority having voted therefor, the amendment carried.
Vote on resolution as amended:
AYES: Garfield, Gregory, Law, McPherson, Melton, Millard, Moss,
Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Webster, Amos, Appel, Brian,
Buckley, Causey-Mitchell, Coleman, Crawford, Dingeldey, Douglas, Galloway.
(24)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution, as
amended, was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on April 5, 2001 with the original record
thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
County of Oakland at Pontiac, Michigan this 5 th clw of,05ril, 2001.
G. William Caddell, County Clerk