CITY COUNCIL: Policy Direction on the Need to Replace Police Department Emergency Generator

Meeting Date: November 3, 2009
Prepared by: George E. Rawson

City Council
Agenda Item Summary

Name: Receive report and provide policy direction on the need to replace the Police Department emergency generator.

Description: The emergency generator that provides backup power to the Police station and the Emergency Operations Center (EOC) is old and unreliable. During a recent power outage, the generator malfunctioned and had to be shut down.

The City needs a replacement generator with sufficient capacity to power the Police station, EOC, Public Works, and the Youth Center.

Overall Cost:
City Funds: Estimated at $200,000 plus the cost of remove the existing
generator. The estimate includes $40,000 for design and specifications, and $160,000 for purchase and installation. If the City Council directs staff to replace the Police station emergency generator, a resolution will be prepared to amend the FY 2009/10 budget.

Staff Recommendation: Staff requests City Council approve replacing the emergency generator with a larger-capacity model. By doing so, the City will be more able to manage City-wide disasters.

Important Considerations: Replacement of the generator will fulfill the emergency preparedness goal of establishing a Temporary Assistance Center (TAC) at the Youth Center.

Decision Record: None

Reviewed by:

______________________________ _________________
Rich Guillen, City Administrator Date

TO: MAYOR McCLOUD AND COUNCIL MEMBERS
THROUGH: RICH GUILLEN, CITY ADMINISTRATOR
FROM: GEORGE E. RAWSON, DIRECTOR OF PUBLIC SAFETY
DATE: NOVEMBER 3, 2009
SUBJECT: RECEIVE REPORT AND PROVIDE POLICY DIRECTION ON THE NEED TO REPLACE THE POLICE DEPARTMENT EMERGENCY GENERATOR
_________________________________________________________________
I. RECOMMENDED MOTION:
Receive the report and provide policy direction.

II. BACKGROUND:
On Tuesday, October 13, 2009, a strong storm hit the Northern California, as predicted by the National Weather Service. Strong winds and rain pounded the City, knocking down trees and wires. The Police Department logged about 96 service calls between 8:00 a.m. and 5:00 p.m. that day. In anticipation of the storm, Police and Fire staffing levels were increased. Although busy, the staff kept up with the service calls.

Earlier in the day, at about 8:45 a.m., most of the City lost power, including the Police Department. The emergency backup generator activated as expected, so the Police station and Emergency Operations Center (EOC) had partial power. The generator was periodically monitored throughout the day and was last checked by staff at about 5:00 p.m. The temperature and oil pressure gauges were normal.

Before leaving that Tuesday evening, a backup plan was established in case of an emergency generator failure. The backup was to use a portable 6,500-watt generator to keep the dispatch 911 phone and radio operating. The portable generator, however, could not power any other offices, computers, or lights in the Police station, nor could it power the Emergency Operations Center.

The generator continued functioning throughout the evening and into the early morning hours of the next day (Wednesday, October 14, 2009)--18½ hours straight. At about 3:00 a.m., the dispatcher reported hearing some popping noises and by 5:00 a.m., the pops grew more frequent.

Building Maintenance Manager Benny Martino and Police Services Officer Jeff Olinger were notified and both responded immediately, determining the emergency generator was misfiring and had to be shut down. The portable
generator was brought in from Public Works to the back door of the Police station, and outside extension chords were connected to the 911/Dispatch console. The cords strewn on the floors posed a trip hazard in the darkened hallways.

The limitations of a portable generator, combined with the challenge of more extension chords and electrical connections, made it impossible to operate the EOC or any other offices in the Police station.

Although the entire Police station and EOC was dark, the radio dispatch and 911 systems remained operational. Some portable emergency lights provided some illumination, but the loss of generator power caused a telephone alarm to trip, making the Carmel City 911 system inoperable for a few hours. Fortunately, the Monterey County Communications Center (MCCC) backs up the Carmel 911 center, and for a few hours the MCCC handled Carmel City 911 calls. All nonemergency police lines in the Carmel dispatcher center remained operational during the entire power outage.

A mechanic finally repaired the emergency generator, but for most of Wednesday only the dispatch center was powered by the portable generator. By 2:30 p.m., PG&E was restored power to many parts of the City, including the Police station.

III. STAFF REVIEW:
The existing 32 kW generator is about 43 years old, and has reached the end of its life cycle. Building Maintenance Manager Benny Martino said the generator continuously burns oil and he recommends it be replaced.

The generator is vital to the City’s ability to provide necessary public safety services during power outages. As part of the City’s new emergency operations plan approved by the City Council on December 12, 2008, the concept of a new, large capacity generator was mentioned. The proposed new generator would have been able to “fully” power not just the EOC, but the Police Station, Public Works, and the Youth Center too.

Also discussed in the new emergency plan is the idea of including the Youth
Center. If the event of an extended power outage, the Youth Center, with its fully operational kitchen, could be operated as a “Temporary Assistance Center” (TAC). The TAC would serve as a comfort station for residents displaced from their homes or to provide hot food and/or updated information. The American Red Cross (ARC) supports this concept and views the TAC as an opportunity to enhance the existing emergency planning partnership between the city and ARC.

Also, in its most recent report, the Monterey County Grand Jury conducted a review of Carmel’s emergency response to the January 4, 2008 storm. The Grand Jury also supports the idea of replacing the City’s existing generator with a new, larger generator capable of powering a TAC.

IV. FISCAL IMPACT:
Capital Improvement funds for this project are estimated at $200,000.
$ 40,000 - Design and specifications *
$160,000 - Procurement and installation of generator
$200,000 - Total plus expenses to remove the old generator

To fund the cost of replacing the emergency generator in FY 2009/10, the City’s Capital Improvement/Outlays Budget must be amended. The Capital Projects Reserve currently has a balance of approximately $2,500,000, of which $125,000 is designated for an emergency generator. If the City Council approves replacing the Police station emergency generator, staff will prepare a resolution to amend the FY 2009/10 budget.

* In the FY 09/10 adopted budget, $40,000 for design and specifications is
earmarked in the Capital Improvement Program for FY 10/11.

V. SUMMARY:
The new generator will assure the city’s capability to maintain emergency services operations during power outages. Establishing a TAC also will enhance future Citywide disaster management capability.