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HomeMy WebLinkAboutResolution 97-045 IGA with DPS for police department access to the media alert systemMARANA RESOLUTION NO. 97.45 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF MARANA, ARIZONA AUTHOl~qqG THE MARANA POLICE DEPAR'rMF~NT TO ENTER INTO AN INTERGOVERNMENTAL AGR~.~ME. NT WITH THE ARIZONA DEPARTMENT OF PUBLIC SAFETY PROVIDING FOR POLICE DEPARTMENT ACCESS TO TI~ MEDIA AI.ERT SYSTEM. WHEREAS, the Town of Mararia recognizes its duty to protect its citizens through effective police powers; and WHEREAS, the Arizona Department of Public Safety has formed a Media Alert System for the purpose of immediate no 'tffi~tion of the public of any significant events or public safety issues within the State; and WHERF_A8, the Media Alert System is a more efficient and less time-consuming manner of public notification of events and safety issues than is currently utili~d by the Mararia Police Department; and WHEREAS, it is in the best interests of the citizens of the Town of Marana that the Mararm Police Department enter into the Intergovernmental Agreement with the Arizona Depmh.ent of Public Safety, at~ached hereto as Exhibit A, to allow the Police Department direct access to the Media Alert System. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Town of Marana, Arizona that the Chief of Police is authorized to execute the Intergovemmeatal Agreement with the Arizona Depmhnent of Public Safety for the purpose of gaining direct access to the Media Alert System, effective from the date of signature of both of the parties to the Agreement. PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona, this 3rd day of June, 1997. Town C APPROVED AS TO FORM: - Town Attorney Mayor ORA ~ M,,,~, ~ R~o~u~o~ ~o. ~74~ Page 1 of I AGREEMENT FOR MEDIA ALERT SYSTEM INPUT AGENCY The Arizona Department of Public Safety, hereinafter referred to as the "Depat'tment", and the Input Agency of the Marana Police Department, hereinafter referred to as the "Agency", in consideration of the covenants hereinafter entered into, agree as follows: THAT the purpose of this agreement is to ereate a system that will allow public safety and other appropriate agencies immediate access to the news media to disseminate information of all types, especially those of a public safety nature. THAT the Department, at its own expense, shall install a base station at its main headquarters, located at 2102 West Eneanto Blvd., Phoenix, Arizona. That the base station shall be accessible to the Agency by dialing the following Department number: 256-0232. That the Department shall assign personnel to be responsible for answering calls to the above number on a 24-hour basis. That upon the Agency's personnel satisfying the system security procedures as outlined in the Operational Procedures Manual, the Department shall forward the call to all Media Agencies engaged in the Media Alert System. The system security procedures may be changed fi'om time to time, by the Department, by giving simultaneous written notice to all participating Input Agencies. The address for the Agency to which the new procedures shall be sent is: 13291 North Lon Adams Road, Marana, Arizona 85653. The Department agrees to keep the system operational until the Agency terminates the call. IlL SINCE the Department has no control over information being supplied by the Agency, Agency agrees to release and hold harmless the Department for any liability caused by information supplied by the Agency. THAT each party hereto shall within its lawful methods of financing, establish and provide in its annual budget for payment of the costs and expenses of performance of its obligations undertaken pursuant to this agreement. No party shall otherwise be liable to any other party for any costs or expenses. THAT either party to this agreement may terminate this agreement, without cause, upon 30 days written notice to the other party. The agreement shall remain in full force and effect unless terminated by one of the parties pursuant to this section. VI. TtlAT this agreement shall become effective upon its signature by both parties to this agreement. VII. TItAT both parties accept and agree to follow the requirements contained in the documents identified as the General Statement of Purpose, Operations Guidelines, and Operations Procedures, which are attached to this agreement, and are incorporated by reference herein. That appropriate officials of the parties may promulgate such written operational procedure in implementation of this agreement as to them appear desirable. TtlAT all parties hereby are out on notice that this agreement is subject to cancellation by the Governor for conflicts of interest pursuant to A.R.S. 38-511, the provisions of which are incorporated herein. TItIS instrument embodies the whole agreement of the parties. There are no promises, conditions, or obligations other than those contained hereto. This agreement shall supersede all previous communications, representations, or agreements, either verbal or written, between the parties hereto. T}tlS agreement shall be contingent upon funds being appropriated for this purpose by the Legislature for each fiscal year which is covered by the agreement. Neither party shall be in default and no penalties assessed against it for cancellation due to nonfunding. FOR ARIZONA DEPARTMENT OF PUBLIC SAFETY: Dated FOR AGENCY: MEDIA ALERT SYSTEM The Department of Public Safety, in recognizing the need to immediately notify the public of significant events which occur in our state, provides the Media Alert System. In general, the system works in the following way: There is a telephone located at the DPS Communications Center in Phoenix. It has a dedicated telephone extension. Any authorized input agency may call that telephone number and it will be answered by our Duty Office. A log is kept near the telephone consisting of a note showing the time a request for use of the system came in, what agency was represented, the individual placing the call, and a general notation of the purpose of the call. Upon satisfaction of that criteria, and the security aspect of the system, our personnel will activate the media alert system. Immediately, all the media outlets, up to 20, will be activated by simultaneous ring. The originating caller will control the system. That is, once activated, DPS will not be involved unless we are the originator. There are some specifics of the system which you should be aware of beyond this general procedure. Security -- Some security is necessary to ensure you do not receive prank, erroneous information. A code word is used that only the authorized agency knows. That code word can be changed periodically so that we can reasonably ensure the information coming to you is from a credible source. Two-way conversation -- The system can accommodate two-way conversation controlled through voice level circuitry which allows the first person speaking to be heard and all others eliminated. All others ~ay hear the conversation but not be a party to it. Additional equipment on receivers -- Media users may attach any additional equipment to the receiving end of the system to accommodate your need; the most obvious being tape recorders or automatic answering devices. Serious problems can result ~n the system and your operational requirements may be in Jeopardy with some types of answering devices or other equipment on the.system. It is recommended you consult DPS engineers before purchasing or installing any equipment on the system. In addition, the Department of Public Safety links the media alert system to the master recording device on our existing phone system. This will provide a permanent record for all users. The beauty of this system, and a key to its success, is that except for the costs borne by the Department of Public Safety there are no costs to other government agencies. As you well know, funding for a system of this type is difficult but this system is immediately available to all government entities without the laborious difficulties of annual funding. Because of this, other public safety entities, i.e., police departments, fire departments, etc., use the system willingly since it costs them nothing to do so. The Department of Public Safety's legal office feels it is best to negotiate contracts between all users of the system. This includes the input agencies, whoever they might be, as well as the media agencies, whoever they might be. I have attached a copy of the proposed contract between the state of Arizona, Department of Public Safety, and the media users. I would suggest that your attorneys review this document. You can contact your U.S. West representative for specific costs associated with any additional equipment, hookup charges, etc., that you might wish or envision on your system. Please feel free to contact me with any questions you may have. MEDIA ALERT SYSTEM TUCSON AREA MEDIA MEMBERS KAIR Radio 3438 N. Country Club Tucson, AZ 85716 KCEE/KWFM 2100 N. Silverbell Tucson, AZ 85703 KFLT Radio United Bank Plaza P.O. Box 3025 Tucson, AZ 85705 KGUN Channel 9 2175 N. Sixth Tucson, AZ 85705 KNST Radio United Bank Plaza P.O. Box 3068 Tucson, AZ 85702 KOLD Channel 13 115 W. Drachman Tucson, AZ 85705 KTKT Radio 2020 W. Grant P.O. Box 5585 Tucson, AZ 85705 KTUC Radio 76 S. Stone Tucson, AZ 85701 KUAT Radio U of A Campus Tucson, AZ 85721 KVOA-TV Channel 4 209 W. Elm Tucson, AZ 85703 Tucson Citizen 4850 S. Park Avenue Tucson, AZ 85714 Arizona Daily Star 4850 S. Park Avenue Tucson, AZ 85714 INSTRUCTIONS FOR GOVERNMENT AGI[NCY USERS OF ~ b!FDIA ALFRT SYSTFM In order to complete the intergovernmental agreement between your agency and the Department of Public Safety, your governing body must adopt a resolution which officially enters the city, county, or state agency into the agreement. In the case of city police and fire departments, the City Council and for county agencies, the Board of Supervisors. In the case of a st,-, agency, the Attorney General's Office (James Redpath) has already approved the agreement. You should, however, contact the Assistant Attorney General who represents your agency before having your director sign the agreement. The following specific instructions are for city and county agencies of government. Attached are two copies of the intergovernmental agreement. If your agency has a levi advisor assigned to the agency, I suggest you have him/her handle the following Have the city or county attorney approve the agreement and write a letter of approval. Attach that letter to the agreement and, by whatever means is appmprlnt% obtain resolution from your governing body which officially enters your jurisdiction into the agreement. Have the attorney enter the ~ wording in the blank ~ in par'a~aph 1. Attach a copy of that resolution to the agreement and obtain the signature of your agency head on both copies of the a~eme~t. Return both a~eements, each with a copy of the attorney's letter of approval and the resolution, to the DPS. The. Dh-ecmr will sign both copies and return one to you as an ~. Until the resolution is adopted by your governing body, the agreement is not in force. If your legal personnel have any questions, the DIS ~ advisor handling this for us is Mr. Rick Saunders, 22~-2327. Also attached you will find a blank cx~y of the agency authori~tlon form. In the space marked 'AUTHO~r'~&TION CODE,' enter a code word that all authorized usem can remember. This code word is necessary toacc~ss th~M~liaAlertSysmm. Inth~spaco rna~k~l "AUTHORIZED PERSONNEL," enter the names and/or positions which your 'AGENCY COORDINATOR,' enter the name of the ~ in your agency who will persoa to w~om w~ will ~ inquiries and who will resolv~ pmbl~m.s should they arise. Relm-n fids form to me ~ the DPS. I v,~ll compl,.~ g~ fo~,m ~d ~'~ura copiz~s to you. This.pr~.~ss should be comple~d s~y f~om the in-'-agency a~r~men~ Im~O~___'!_ and Also ail,:ached is a copy of the system. s operating rules aud ia.~c~du.,es. These are the rules referred to in the a~eement and are for your titles.