ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS P.O. Box 773598 Steamboat Springs, Colorado 80477 Tel# (970) 879-0108 Fax# (970) 879-3992 Nancy J. Stahoviak District 1
Douglas B. Monger District 2
Diane Mitsch Bush District 3
Monday, April 2, 2012 ***WORK SESSION***
10:30 to 11:30
COUNTY MANAGER/Tom Sullivan Administrative and Commissioners’ Reports/ Helena Silva/ Administrative Updates
11:30 to 12:00
LEGAL/John Merrill
1:30 to 1:45 2:00 to 2:30 2:30 to 3:00
Updates Discussion of a Reimbursement Agreement between Routt County and Peabody Sage Creek Mining, LLC (f/k/a Sage Creek Coal Company, LLC) for improvements to RCR 27 including the intersection with RCR 27A Discussion concerning the release of portions of Lots 17 through 24, Block 28, Town of Hahn’s Peak lying north of Routt County Road 129 from an Agreement Regarding Development of Land EMERGENCY MANAGEMENT/Bob Struble Review and discussion regarding the 2012 Annual Fire Operating Plan For Routt County SHERIFF/Garrett Wiggins Updates PURCHASING/Tim Winter Updates
*Work Sessions are open to the public unless otherwise noted **Meeting Adjourned
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS P.O. Box 773598 Steamboat Springs, Colorado 80477 Tel# (970) 879-0108 Fax# (970) 879-3992 Nancy J. Stahoviak District 1
Douglas B. Monger District 2
Diane Mitsch Bush District 3
Tuesday, April 3, 2012 ACTION AGENDA
9:30 to 9:35 9:35 to 9:40
9:40 to 9:45 9:45 to 9:55
CALL TO ORDER Pledge of Allegiance Consideration for approval of accounts payable, manual warrants and payroll Items of note from the previous day’s work sessions Consent agenda items: A. Approval of Routt County Commissioner meeting minutes – March 6, 2012; B. Approval of corrected assessments and/or abatements, as listed. Consideration of items pulled from the Consent Agenda PUBLIC COMMENT Public Comment will be heard on any item except quasi-judicial land use items. County Commissioners will take public comment under consideration but will not make any decision nor take action at this time Item #
9:55 to 10:05 1a. 1b.
10:05 to 10:15 2a.
2b.
EMERGENCY MANAGEMENT/Bob Struble Consideration for approval and authorization for the Chairman to sign the 2012 Annual Fire Operating Plan for Routt County Consideration for approval of the intergovernmental agreement for participation in the Colorado Emergency fire fund LEGAL/John Merrill Consideration for signing of a Reimbursement Agreement between Routt County and Peabody Sage Creek Mining, LLC (f/k/a Sage Creek Coal Company, LLC) for improvements to RCR 27 including the intersection with RCR 27A Consideration for signing of a Partial Release of Lots from Agreement Regarding Development of Land concerning portions of Lots 17 through 24, Block 28, Town of Hahn’s Peak lying north of Routt County Road 129
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10:15 to 10:25 3a. 10:25 to 10:30 4a.
10:30 to 10:45 5a.
10:45 to 11:15 6a.
6b.
11:50 to 12:00
ADVOCATES BUILDING PEACEFUL COMMUNITIES/Diane Moore Consideration to authorize signature on a certification of local approval for the Emergency Shelter grant COMMUNICATIONS/Tim McMenamin Consideration for approval and signing of a resolution proclaiming the week of April 8, 2012 as Routt County Public Safety Telecommunicators Week HISTORIC PRESERVATION/Dee Bolton Consideration for approval of the Hayden Co-Operative Elevator Company’s Routt County Historic Preservation Board Application for Local Historic Designation and adoption of a resolution designating the Hayden Co-Operative Elevator Company to the Routt County Register of Historic Properties COUNTY MANAGER/Tom Sullivan Consideration to adopt A Resolution Revoking the Revised Statement of Policy of Routt County, Colorado Concerning the Cell Phones and Smartphones Provided to Employees by Routt County and Application of Internal Revenue Code for Taxable Compensation to Employees for the Value of Cell Phones and Smartphones Adding to the Essential Communications List of Positions Authorized to Receive a Gross-Up of Income for their Employer Provided Cell Phone or Smartphone, and Concerning the Provision of Wireless Data Cards (Air Cards) for Mobile Broadband Consideration to adopt a Statement of Policy and a Resolution adopting the Statement of Policy of Routt County, Colorado Concerning Mobile Telecommunication Devices Provided to Employees by Routt County, and Personal Telecommunication Devices Used for Routt County Business PUBLIC COMMENT Public Comment will be heard on any item except quasijudicial land use items. County Commissioners will take public comment under consideration but will not make any decision nor take action at this time
*Meeting Adjourned
**Agenda is Subject to change up to 24 hours before scheduled hearings ***NOTE: All programs, services and activities of Routt County are operated in compliance with the Americans with Disabilities Act. If you need a special accommodation as a result of a disability, Please call the Commissioners’ Office at (970)879-0108 to assure that we can meet your needs. Please notify us of your request as soon as possible prior to the scheduled event. Routt County uses the Relay Colorado service. Dial 711 or TDD (970) 870-5444
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM CONSENT ITEM # OR
ACTION AGENDA ITEM # ITEM DATE: April 3, 2012 FROM: TODAY’S DATE: AGENDA ITEM DESCRIPTION:
1A
ITEM TIME: 09:55 – 10:05 AM
Bob Struble, Director – Routt County Emergency Management March 23, 2012 CONSIDERATION FOR APPROVAL AND AUTHORIZATION TO SIGN THE 2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: Approve and sign the 2012 Annual Fire Operating Plan (AOP) for Routt County.
II. RECOMMENDED ACTION: Motion to approve the Chairman of the Board of County Commissioners’ signature on the 2012 Annual Fire Operating Plan for Routt County. III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: PROPOSED EXPENDITURE: Unknown what the cost will be for the 2012 wildfire season. There can be significant cost for suppression activities especially if air resources are used. FUNDING SOURCE: Emergency Fire Fund (EFF), FEMA and Sate of Colorado The Wildland Fire Budget is approved by the BCC and resides within the Emergency Management Department. IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): Individual Annual Fire Operating Plans (AOPs) are signed by each of the five (5) counties (Routt, Jackson, Grand, Routt, Rio Blanco and Moffat) within the Northwest Colorado Fire Management Unit.
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM V. BACKGROUND INFORMATION: The Routt County Multi-Agency Coordinating (MAC) Advisory and Policy Groups met March 22, 2012 to approve and recommend the 2012 Annual Fire Operating Plan be forwarded to the BCC for final approval VI. LEGAL ISSUES: Routt County Attorney John Merrill has reviewed the 2012 Routt County Annual Fire Operating Plan and attached his stamp and signature thereto. VII. CONFLICTS OR ENVIRONMENTAL ISSUES: No.
VI. SUMMARY AND OTHER OPTIONS: Routt County has strong working relationships with all of the participants to the AOP. Approval of the 2012 AOP will continue those relationships.
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ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
MAY 2012 USFS Agreement No.: 11-FI-11020000-017 BLM Agreement No.: BLM-MOU-CO-538 CSFS Agreement No: No Agreement Number Used PREPARED BY
ROUTT COUNTY OFFICE OF EMERGENCY MANAGEMENT
TABLE OF CONTENTS I. PLAN APPROVALS
1
IA. PLAN ACCEPTANCE
2
II. JURISDICTIONS
4
III. AUTHORITY
5
IV. PURPOSE
6
V. DEFINITIONS AND DESCRIPTIONS OF A. B. C. D. E. F.
Fire Protection Responsibilities Mutual Aid Mutual Aid Move-Up and Cover Facilities Special Management Considerations Responsibility for Non-Wildland Fire Emergencies Repair of Wildfire Suppression Damage
7 7 7 8 8 8
VI. FIRE MANAGEMENT RESOURCE LIST A. B. C. D. E. F. G. H. I. J. K. L. M. N. O. P. Q.
Routt County Routt County Search & Rescue North Routt Fire Protection District Oak Creek Fire Protection District West Routt Fire Protection District Yampa Fire Protection District Steamboat Springs Fire Rescue Craig Fire Rescue Northwest Colorado Fire Management Unit Other – Equipment Agreements USFS – Hahns Peak / Bears Ears Ranger District – Steamboat USFS – Yampa Ranger District – Yampa USFS – Parks Ranger District – Walden Aircraft Rifle, Colorado Rocky Mountain Area Coordination Center Colorado State Forest Service
VII. PROTECTION AREA MAP
9 9 9 9 9 9 9 9 9 10 10 10 10 10 10 10 10 11
VIII. FIRE READINESS A. Fire Response Planning B. Wildfire Training Needs and Coordination C. Inspection Schedules
12 12 12
IX ROUTT COUNTY INTERAGENCY PREPAREDNESS LEVELS A. Why Preparedness Levels Are Established B. Local Area Preparedness Levels C. Preparedness Level Definitions 1. Preparedness Level 1 2. Preparedness Level 2 3. Preparedness Level 3 4. Preparedness Level 4 5. Preparedness Level 5 D. Area Preparedness Level Descriptions E. Preparedness Level Action Items
13 13 13 14 14 14 14 15 16
X. WILDFIRE SUPPRESSION PROCEDURES A. B. C. D. E. F. G.
H. I. J.
K. L. M.
Incident Command System Use Detection Standards Relationships with Local Mobilization (MOB) Guides Notification of Fires Establishment and Revision of Mutual Aid Dispatch Areas Initial Attack Dispatch Levels Dispatching and Resource Order Process 1. Routt County MAC Policy Group 2. Boundary Fires Reinforcements and Support Move-Up and Cover Locations and Procedures Interagency Procurement 1. Supply Purchases 2. Patient Transport Interagency Sharing of Communications Systems and Frequencies Wildland Fire Decision Support System State Emergency Fire Fund (EFF) 1. Intent 2. Funding 3. Roles a. CSFS District Forester b. Routt County Sheriff or Designee c. Routt County Commissioners d. Other Agencies 4. MAC Group
18 18 19 19 19 20 21 21 22 22 22 23 23 23 25 25 25 26 26 26 26 26
5. EFF Activation a. CSFS Forms b. County Responsibility c. EFF/CSFS Responsibility d. Cost Share Plan 6. EFF Deactivation a. Mop-Up and Patrol b. Reclamation O. Dispatch Centers P. Post-Incident Action Analysis Q. Out-of-Jurisdiction Assignments
26 27 27 27 27 27 27 28 28 28 28
XI. AVIATION PROCEDURES A. B. C. D. E. F. G. H. I.
Aviation Map and Narrative Flight Following / Frequency Management Call When Needed (CWN) Aircraft, Tactical and Support Aircraft Fixed Wing Base Management Single Engine Air Tanker (SEAT) Bases Lead Plane / Air Attack Activation Aviation Requests and Operations Inspection Schedules Wildfire Emergency Response Fund (WERF)
29 29 29 29 29 29 30 30 31
XII. FIRE PREVENTION A. General Cooperative Activities B. Information and Education 1. Fire Danger a. Fire Weather Station Locations b. Data Sharing and Methods c. Fire Danger Dissemination d. Fire Prevention Signs 2. Joint or Single Agency Press Releases 3. Smokey Bear Program 4. “Firewise” Communities Programs 5. Red Flag Announcements C. Engineering 1. Land Use Planning (Wildland-Urban Interface) 2. Railroads and Utilities D. Enforcement 1. Issuing Open Burning Permits (Health and Air Quality) 2. Restrictions and Closures 3. Fire Investigations
32
XIII. FUELS MANAGEMENT AND PRESCRIBED FIRE CONSIDERATIONS
36
32 32 32 32 33 33 33 33 33 33 34 34 35
XIV. COST REIMBURSEMENTS A. Reimbursable Costs B. Reimbursement Procedures C. Resource Use Rates
37 37 38
XV. GENERAL PROCEDURES A. B. C. D.
Periodic Program Review Annual Updating of Plan Changes During Year Resolution of Disputes Procedure
XVI. DIRECTORY OF PERSONNEL AND /OR AUTHORIZED AGENCY REPRESENTATIVES
39 39 39 39
40
APPENDICES APPENDIX A
Tactical Operations Plan for Wildland Fires in Routt County
APPENDIX B
Fourth Amended and Restated Memorandum of Understanding (Intergovernmental Agreement)
APPENDIX C
Authorized Agency Representatives
APPENDIX D
2012 Initial Attack Aircraft Communication Zones for Colorado
APPENDIX E
Routt County Wildland Fire Cooperative Use Rates for 2012
APPENDIX F
Colorado State Forest Service Cooperative Resource Rate Forms (CRRFs) • • • • • • • •
Routt County Routt County Search & Rescue North Routt Fire Protection District Oak Creek Fire Protection District West Routt Fire Protection District Yampa Fire Protection District Steamboat Springs Fire Rescue Craig Rural Fire Protection District
APPENDIX G
Colorado State Forest Service 2012 Equipment Rates
APPENDIX H
National Guard Aircraft Rates
APPENDIX I
Wildfire Emergency Response Fund (WERF) Operating Procedures
APPENDIX J
Cost Share of Wildfires
APPENDIX K
Routt County Initial Wildland Fire Size-Up Card
APPENDIX L
Crew Time Report
APPENDIX M
Emergency Equipment Shift Ticket
APPENDIX N
Invoice Form for RFPC and Other Fire Equipment – Wildland Cooperative Fire Control Agreement
APPENDIX O
Emergency Firefighter Time Report
APPENDIX P
EFF Analysis Form – CSFS #108A
APPENDIX Q
Escaped Fire Situation Analysis – CSFS #166
APPENDIX R
Delegation of Duty – CSFS #168 Delegation of Authority – CSFS #169 Return of Delegated Authority to Colorado State Forest Service – CSFS #172
APPENDIX S
EFF Funding Request – CSFS #164
APPENDIX T
Intergovernmental Agreement for Participation in the Colorado Emergency Fire Fund
APPENDIX U
Routt County Open Burning Management Plan
APPENDIX V
Agreement for Cooperative Wildfire Protection in Routt County
APPENDIX W
Colorado Cooperative Fire Management Agreement
APPENDIX X
Northwest Colorado Fire Restriction Plan
APPENDIX Y
Routt County Fire Management Plan Hazard Maps • • • • • • • •
Routt County Reflecting All Fire Protection Districts North Routt Fire Protection District Oak Creek Fire Protection District Steamboat Rural Fire Protection District West Routt Fire Protection District Yampa Fire Protection District Craig Rural Fire Protection District Private Land Not Within a Fire Protection District
APPENDIX Z
Air Support Request Form – Craig Interagency Dispatch Center
APPENDIX AA
Routt County Emergency Management Glossary of All Hazards Terminology and Acronyms
NOTE: Some of the appendices listed above may not be specifically referenced in this Plan.
I. PLAN APPROVALS This plan will remain in effect until superseded by following years. Participating agencies will meet prior to fire season each year to review and update this plan for official approval. Plan approval is subject to annual appropriations for any period beyond the current fiscal year. This Plan may be executed in multiple counterparts, each of which shall be an original and all of which, when taken together, shall constitute but one and the same agreement. Agencies approving the continuation of this Plan through May 1, 2013:
Douglas B. Monger, Chairman Routt County Commissioners
Date
Garrett Wiggins Garrett Wiggins Routt County Sheriff
March 22, 2012
Date
John Twitchell John Twitchell CSFS District Forester
March 22, 2012
Date
Phil Cruz Forest Supervisor, Medicine Bow – Routt National Forests
Date
Wendy Reynolds Field Manager, Little Snake Field Office – BLM
Date
APPROVED AS TO FORM
ROUTT COUNTY ATTORNEY’S OFFICE Date:
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
By:
FINAL – 04/03/2012 Page 1
IA. PLAN ACCEPTANCE The Routt County Sheriff’s Office serves in a support rather than a direct suppression role on wildfires, but as the state mandated “fire warden” for the county, may find it necessary to “call to their aid” Fire Protection District (hereinafter referred to as “FPD”) equipment and personnel to suppress wildfires outside their district boundaries on private land, or to assist with fire suppression on federal lands. Such assistance provides beneficial mutual aid from federal wildfire agencies to all lands within the county and enables county participation in the Emergency Fire Fund (hereinafter referred to as “EFF”), both beneficial to the FPDs. However, it is recognized that providing such aid may jeopardize a FPD’s responsibility to provide a minimum level of service within its district. Therefore, providing such aid shall be at the discretion of the fire protection district’s chief or designee. FPDs will have direct supervision of their forces whether within or outside of their district. Typically, the sheriff will support the suppression efforts by facilitating requests for additional manpower, equipment, air resources, or activation of the Northwest Colorado Incident Management Team to provide multi-jurisdictional or Unified Command during wildfire situations requiring extended attack. Such requests often involve obligation of county funding, so requests shall come from the Routt County Emergency Management Director or the Routt County Sheriff per the Tactical Operations Plan for Wildland Fires in Routt County and the Fourth Amended and Restated Memorandum of Understanding (Intergovernmental Agreement). The Routt County Sheriff’s Office will provide assistance as needed or requested as per CRS 30-10-513. FPDs shall have the authority to bill Routt County for fire suppression services on all lands within the county, including the return of personnel and equipment to a back-in-service status, in accordance with CRS 30-10-513.5. This acceptance of the 2012 Annual Fire Operating Plan for Routt County does not affect the mutual aid period or any other conditions between federal agencies, the County, the Colorado State Forest Service, or FPD cooperators. This acceptance of the 2012 Annual Fire Operating Plan for Routt County may be executed in counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. Agencies approving the continuation of this Plan through May 1, 2013:
Robert L. Struble Robert L. Struble Routt County Emergency Management Director
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
March 22, 2012
Date
FINAL – 04/03/2012 Page 2
Mel Stewart Chief, Steamboat Springs Fire Rescue Robert J. Reilley Robert J. Reilley Chief, North Routt Fire Protection District Chuck Wisecup Chuck Wisecup Chief, Oak Creek Fire Protection District
Date
March 22, 2012
Date
March 22, 2012
Date
Bryan Rickman Chief, West Routt Fire Protection District
Date
Dan Allen Chief, Yampa Fire Protection District
Date
Bill Johnston Chief, Craig Fire Rescue
Date
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 3
II. JURISDICTIONS Jurisdictional boundary lines for United States Forest Service (hereinafter referred to as “USFS”), Bureau of Land Management (hereinafter referred to as “BLM”), and Routt County (private and state) lands are as shown on the Routt National Forest map (1/2 inch = 1 mile), 2009 revision. The Routt County Fire Management Plan Hazard Maps (refer to Appendix Y) reflect the jurisdictional boundary lines for the five (5) Routt County FPDs, including the city of Steamboat Springs, and the towns of Hayden, Oak Creek, and Yampa, and lands in Routt County included in the Craig Rural Fire Protection District.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 4
III. AUTHORITY This plan fulfills requirements in the Colorado Cooperative Fire Management Agreement signed June 8, 2006 among the United States Department of the Interior (USDI) – Bureau of Land Management, Colorado; National Park Service – Intermountain Region; Bureau of Indian Affairs – Southwest Region; Fish and Wildlife Service – Mountain Prairie Region; Bureau of Reclamation – Great Plains Region and Upper Colorado Region; United States Department of Agriculture (USDA) – Forest Service, Rocky Mountain Region; and the Board of Governors of the Colorado State University System – acting by and through Colorado State University – on behalf of the Colorado State Forest Service (refer to Appendix W). This plan fulfills requirements in the latest Interagency Cooperative Fire Management Agreement between the State of Colorado and the USDA Forest Service, USDI National Park Service, Bureau of Land Management, Bureau of Indian Affairs, and Fish and Wildlife Service; and the Agreement for Cooperative Wildfire Protection agreements between the State and the county. This plan fulfills Article I.2 of the Emergency Fund Contract for Forest and Watershed Fire Control between the State of Colorado and Routt County and becomes Attachment B of that agreement. This plan fulfills requirements in the Intergovernmental Agreement for Participation in the Colorado Emergency Fire Fund signed January 11, 2007 between the State of Colorado and Routt County (refer to Appendix T). This plan fulfills requirements in the Agreement for Cooperative Wildfire Protection in Routt County (CSFS Form #109) signed February 24, 1989 (refer to Appendix V). This plan fulfills requirements in the 2012 Tactical Operations Plan for Wildland Fires in Routt County (refer to Appendix A). This plan fulfills requirements in the Fourth Amended and Restated Memorandum of Understanding (Intergovernmental Agreement) dated as of April 4, 2002 (refer to Appendix B).
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 5
IV. PURPOSE The purpose of this Annual Fire Operating Plan (hereinafter referred to as “AOP”) is to set forth standard operating procedures, agreed upon policies, and responsibilities to implement cooperative wildfire protection on all lands within Routt County. Participants in this AOP consist of the following: Routt County Sheriff, in cooperation with local fire chiefs Routt County Office of Emergency Management Routt County Board of County Commissioners Medicine Bow - Routt National Forest and Thunder Basin National Grassland (USFS) Little Snake Field Office (BLM) Colorado State Forest Service (hereinafter referred to as “CSFS”) All participants of this AOP agree to coordinate their wildfire protection activities as outlined herein.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 6
V. DEFINITIONS (refer to Appendix X) AND DESCRIPTIONS A. Fire Management Responsibilities Each jurisdictional agency has ultimate responsibility for wildland fire management on its own lands. Pursuant to CRS 30-10-512. SHERIFF TO ACT AS FIRE WARDEN; 30-10-513. SHERIFF IN CHARGE OF FOREST OR PRAIRIE FIRE – EXPENSES; 30-10513.5. AUTHORITY OF SHERIFF RELATING TO FIRES WITHIN UNINCORPORATED AREAS OF COUNTY – LIABILITY FOR EXPENSES; the Sheriff may designate a person or persons to represent his office as it relates to these statutes. The Sheriff or his designee will work with the Routt County Board of County Commissioners (or their designee) to assist other governmental authorities in emergencies for controlling or extinguishing such fires and for assisting in calling to their aid such persons as is deemed necessary. Through the formation of special districts and acquiring wildland firefighting equipment, fire protection districts have assumed certain responsibilities for suppressing unwanted fires within their districts. It is clearly and mutually understood that fire protection districts will promptly attack wildfires and follow through on all necessary suppression actions on properties that fall within their respective protection areas. The USFS is responsible for fires occurring on national forest system lands. The BLM is responsible for fires occurring on BLM lands. B. Mutual Aid All dispatches will be made based on the closest forces capable of responding to the incident. The mutual aid time period will not exceed 24 hours from arrival on scene. The mutual aid time period will end at midnight of the first burn period when the Incident Commander determines that the fire cannot be controlled within 24 hours from arrival on scene. The mutual aid period may end earlier by mutual agreement. C. Mutual Aid Move-Up and Cover Facilities Move-up and cover facilities have not been predetermined. However, the mechanism is in place for FPDs to cover each other through the Inter-District Mutual Aid Agreement and the Multi-County Mutual Aid Agreement.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 7
D. Special Management Considerations Suppression within designated wilderness, wilderness study areas, and/or roadless areas, as designated on the map, will not be conducted without direct orders from the jurisdictional federal official. Use of mechanized equipment (e.g., bulldozers, graders, etc.) will not be permitted on federal lands without the express approval of the appropriate federal official. Use of roads on federal lands presently closed to vehicular travel (outside of wilderness areas) is hereby authorized to all participants of this operating plan as follows: Access for detection and suppression is allowed on established roads behind locked gates. Once approved by the Agency Administrator (or their designee), access for suppression only is allowed on roads that have been designated as "closed.” Agencies responding to fires on federal land will attempt to adhere to the various federal agency plans when provided guidance by the appropriate federal officials. E. Responsibility for Non-Wildland Fire Emergencies This plan addresses only wildland fire incidents. F. Repair of Wildfire Suppression Damage The State EFF is strictly a fire suppression fund and cannot pay for rehabilitation. Repair of wildfire suppression damage is the responsibility of the jurisdictional agency/agencies unless otherwise agreed to by the unified command group. It may be authorized by the CSFS Line Officer only when part of the Incident Action Plan during the EFF period. Various cost-share programs for wildfire land rehabilitation are available for private land, including the Emergency Watershed Stabilization Program from the U.S. Department of Agriculture (hereinafter referred to as “USDA”), National Resources Conservation Service.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 8
VI. FIRE MANAGEMENT RESOURCE LIST A current Cooperative Resource Rate Form (hereinafter referred to as “CRRF”) will be completed by each non-federal agency listing ALL resources which can be made available for local, statewide, and national assignments if local conditions allow. Refer to Appendix F for approved CRRFs. If no approved CRRFs are found, refer to Appendix E. A. Routt County Refer to Appendix F B. Routt County Search & Rescue Refer to Appendix F C. North Routt Fire Protection District Refer to Appendix F D. Oak Creek Fire Protection District Refer to Appendix F E. West Routt Fire Protection District Refer to Appendix F F. Yampa Fire Protection District Refer to Appendix F G. Steamboat Springs Fire Rescue Refer to Appendix F H. Craig Fire Rescue Refer to Appendix F I. Northwest Colorado Fire Management Unit – Craig / Meeker Station Four (4) One (1) One (1) One (1) Prepared By: Routt County Office of Emergency Management
Type 6X Engines Type 4X Engines Hot Shot Crew Five (5) Person Initial Attack Squad 2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 9
J. Other – Equipment Agreements (4) between the CSFS and the Routt County Fire Protection Districts. Refer to Appendix F K. USFS – Hahns Peak / Bears Ears Ranger District – Steamboat One (1)
Seven (7) Person Initial Attack Squad
L. USFS – Yampa Ranger District – Yampa One (1)
300 Gallon Type 6X Engine
M. USFS – Parks Ranger District – Walden One (1)
300 Gallon Type 6X Engine
N. Aircraft Requests for air support SHALL include (i) name of individual acting as ground contact (identified by Craig Interagency Dispatch Center) (hereinafter referred to as “CRC”); (ii) radio frequency for ground contact (identified by CRC); (iii) current and potential threats and values at risk; and (iv) nearest base of operations. (Refer to Appendix D for map of frequencies and Appendix Z for Air Support Request Form) O. Rifle, Colorado One (1)
Type 3 Helicopter
P. Rocky Mountain Area Coordination Center (Contact through Craig Interagency Dispatch Center – (970) 826-5037) One (1)
Type 3 Helicopter – Monument, Colorado
Q. Colorado State Forest Service Two (2) Two (2)
Prepared By: Routt County Office of Emergency Management
Single Engine Air Tankers UHY Helicopters with 200 Gallon Buckets (These are Colorado National Guard ships located at the High Altitude Training Site in Eagle – Sheriff needs to go through Governor’s Office to use these)
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 10
VII. PROTECTION AREA MAP The Routt National Forest area map (1/2 inch = 1 mile), 2009 revision, is used to show jurisdictional boundaries for the purpose of this AOP.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 11
VIII. FIRE READINESS A. Fire Response Planning This AOP is the only interagency fire response plan in use for Routt County between the County and state and federal agencies. For specific fire use management on public lands, refer to the Northwest Colorado Fire Management Plan and Routt National Forest Fire Management Plan. Local homeowner groups, the fire protection districts, and the CSFS, along with Routt County, have developed and approved several Community Wildfire Protection Plans (hereinafter referred to as “CWPPs”) to prioritize and guide wildfire mitigation efforts. Copies of these plans may be obtained from the Routt County Office of Emergency Management, CSFS, or USFS Steamboat Office or viewed on the websites maintained by those organizations. B. Wildfire Training Needs and Coordination Standard approved fire training courses are provided periodically by CSFS, USFS, BLM, and other agencies. As these courses are scheduled, all cooperators will be informed and invited to participate. CSFS will attempt to provide specific training opportunities for fire protection district personnel and other private organizations as requested and as time allows. The basic wildland fire training typically consists of I-100, IS-700, L-180, and S-130/190 of the National Wildfire Coordinating Group (hereinafter referred to as “NWCG”) Standards. C. Inspection Schedules Each agency is responsible for inspecting its own equipment annually for use and road worthiness prior to listing it as available for interagency use. All CSFS and cooperator engines subject to interagency dispatch will be inspected, both engine and equipment, to ensure use and road worthiness.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 12
IX. ROUTT COUNTY INTERAGENCY PREPAREDNESS LEVELS Established preparedness levels are based on current and forecasted burning conditions, fire activity, and resource availability. Resource availability is the area of most concern. Situations and activities described within the preparedness levels are considered during wildland and prescribed fire season. A. Why Preparedness Levels Are Established Purpose: To identify the level of wildland and prescribed fire activity, severity and resource commitment within the County. To identify predetermined actions to be taken by Agencies and Multi-Agency Coordinating (hereinafter referred to as “MAC”) Groups to ensure an appropriate preparedness/readiness and resource availability for the existing and potential situation. During periods when fire management activity is significant enough to require prioritization of fires in order to allocate critical, limited and/or scarce resources, MAC groups will be established to accomplish that priority setting. Agencies shall be represented by officials with delegation of authority for their respective agencies. To modify area-wide fire management activities when essential to ensure appropriate level of response to Routt County demands. B. Local Area Preparedness Levels Local area preparedness levels should be established in accordance with agency directives and included in local Mobilization (hereinafter referred to as “MOB”) Guides. C. Preparedness Level Definitions Five (5) Preparedness Levels are recognized and summarized as follows: 1. Preparedness Level 1 Wildfire activity within Routt County is light, and large fires are short in duration with low complexity. There is little or no commitment of area or national resources. Conditions exist for normal prescribed fire operations.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 13
2. Preparedness Level 2 Wildfire activity has increased with most fires remaining at low to moderate complexity. Moderate potential exists for escaped large fire and extended attack for more than one (1) burning period. Resources are adequate for prescribed fire activity. 3. Preparedness Level 3 High potential exists for fires to be moderate to high complexity. Increased mobilization of resources to meet area and national needs are occurring with some significant delays and limited resource availability. Initial and extended attack, safety monitoring, and management oversight is increased at all levels of the organization. 4. Preparedness Level 4 High complex large fire activity is occurring. Multiple Incident Management Teams (hereinafter referred to as “IMTs”) are committed with continued high potential for additional activity and increased complexity. Initial attack, extended and IMT safety monitoring and management oversight is imperative. Routt County MAC Policy Group is fully functional. Prescribed fire applications can continue or be initiated if the following conditions are met: a. Management Direction/Consideration Prescribed fire application can be continued or be initiated if the proposed action is approved by an agency at the regional or state office level. This approval shall be based on an assessment of risk, impacts of the proposed actions on area resources and activities and include feedback from the MAC Group. The initial decision to implement resides with the implementing agency. 5. Preparedness Level 5 High complex large fire activity has increased to state/area wide. Area and federal resources are exhausted or difficult to obtain in any large quantity. Major priority setting is occurring through Routt County MAC Policy Group.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 14
a. Management Direction/Consideration Wildland fire and prescribed fire application can be continued or be initiated if the regional or state level recommends the proposed action. The national agency representative will assess risk and impacts of the proposed actions and discuss with the National MAC Group. This group will have an opportunity to provide information or perspectives to agencies wishing to proceed with or implement a wildland fire or prescribed fire application. The initial decision to implement resides with the implementing agency. b. Responsibility: Agency administrators, regional and state office fire staff, NIFC staff and National MAC Group. D. Area Preparedness Level Descriptions The matrix below is designed as a guide to progressively review the complexity for long/short term fire weather, fire activity, and resource commitment. 1,000 Hour Fuel Moisture Content (hereinafter referred to as “FMC”) and ERC figures are determined from the Rocky Mountain Area (hereinafter referred to as “RMA”) fire weather network. Fire activity will be obtained from the daily geographic area situation report. Commitment of resources will be obtained from the RMA morning report and the evening situation report. Increase and/or decrease in the levels will be based on 1, 3, 5, and 10 day National Weather Service (hereinafter referred to as “NWS”) trend forecast.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 15
RMA PARAMETERS
PREPAREDNESS LEVEL 1
PREPAREDNESS LEVEL 2
PREPAREDNESS LEVEL 3
PREPAREDNESS LEVEL 4
PREPAREDNESS LEVEL 5
Annual Precip Departure 1000 HR FMC, 4+ Zones ERC, 4+ FWX Zones Palmer Drought Index A, B Fires Large/Multiple A, B, C Fires Trend Forecast
0 of Normal
-10% to –15%
-15% to –25%
-25% to –35%
-35%
20
16-20
12-16
8-12
0-8
Below Normal
Normal
Above Normal
Normal
Normal
Moderate
Much Above Normal Severe
Much Above Normal Extreme
X –
X X
X X
X X
X X
Up or Down
Up or Down
Up or Down
Up or Down
Up or Down
E. Preparedness Level Action Items The matrix below is intended to guide management personnel through a decision making process to determine in a timely manner the need to increase major resource availability base and potentially preposition resources to the affected area of influence. It is also intended as a checklist for management considerations that will affect desired communications and protect fire fighter safety.
ACTION ITEMS
PREPAREDNESS LEVEL 1
PREPAREDNESS LEVEL 2
PREPAREDNESS LEVEL 3
PREPAREDNESS LEVEL 4
PREPAREDNESS LEVEL 5
Fire Behavior Assessment Safety Message Interagency Dispatch Conference Call Daily Management Briefing Prescribed Fire
–
–
As Needed
–
–
As Needed
As Needed
Weekly
Weekly
Daily 0700 Hours Daily 0700 Hours Daily
Daily 0700 Hours Daily 0700 Hours Daily
–
–
As Needed
As Needed
Two 0800 & 1900
No Restriction
No Restriction
Monitor Area
MAC Recom
MAC Recom
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 16
ACTION ITEMS
PREPAREDNESS LEVEL 1
PREPAREDNESS LEVEL 2
PREPAREDNESS LEVEL 3
PREPAREDNESS LEVEL 4
PREPAREDNESS LEVEL 5
Fire Restrictions Safety Officer/ FAST Fire Information Officer MAC Activation SEAT
–
Minimal Units
Some Units
Several Units
Several Units
–
–
–
MAC
MAC
–
On Call
On Call
On Call / @ RMC
RMC & MAC
–
–
Conference
Activated
–
–
Conference As Needed –
–
–
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 17
X. WILDFIRE SUPPRESSION PROCEDURES A. Incident Command System Use The agencies will operate under the concepts of the National Incident Management System (NIMS) and its Incident Command System (ICS) as appropriate for providing qualified resources and for the management of incidents encompassed under the terms of this Plan. All extended attack multi-jurisdictional incidents will utilize unified command. Under unified command affected federal, state, and county jurisdictions will provide on scene representation. These designated representatives will communicate direction and objectives to ONE (1) incident commander who has no collateral duties. The incident will have ONE (1) fireline operations section chief to implement strategy and tactics. All requests for fire information will be approved by the incident commander utilizing a single fire information officer. NIMS does not infringe on the responsibilities or authority given each agency by statute, but if a transfer of authority is necessary as conditions change, NIMS eases the transition since organizational structure and lines of authority are clearly identified. An IMT is a pre-established team of incident managers from various agencies. The Northwest Colorado All-Hazards Type 3 IMT may be used to help manage wildfires in the county, at the request of the jurisdictional agency, where expanded management under the ICS system is needed. The IMT may be used as a support group by the jurisdictional agency to assist with logistical, financial and planning functions of the incident and when properly qualified, operational and command functions. The IMT may assume responsibility for the fire upon the mutual written agreement between the jurisdictional agency and the IMT incident commander. The IMT may request a USFS liaison with Type 3 incident commander qualifications for county jurisdiction fires. Likewise, USFS may request a command level liaison from the appropriate fire protection district for federal jurisdiction fires. B. Detection Standards Routt County Communications Center (hereinafter referred to as “RCC”) in Steamboat Springs will receive reports of wildland fires from the public and will notify the applicable agencies. Craig Interagency Dispatch Center (hereinafter referred to as “CRC”) is the contact for all federal lands. The public will be encouraged to use 911 for reporting.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 18
C. Relationship with Local Mobilization (MOB) Guides 1. CRC maintains and updates MOB Guides. These guides are used by CRC to order resources for local incidents. 2. Routt County Office of Emergency Management maintains and updates the MOB Guide. D. Notification of Fires Assisting agencies making initial attack on fires within the mutual aid fire protection zone will ensure that the jurisdictional agency is promptly notified of the fire through CRC. The County Sheriff, Emergency Management Director, or designee will be notified of all wildland fires. If the fire is on or threatening state or private land, and is expected to exceed the control capabilities of the County, the CSFS fire duty officer shall be notified. If the fire is on or threatening land managed by the BLM, or Routt National Forest, RCC will notify CRC. The appropriate state land manager will be notified on all fires burning in their respective areas. Failure to notify CSFS may jeopardize the opportunity for reimbursement of suppression expenses. E. Establishment and Revision of Mutual Aid Dispatch Areas As deemed appropriate, the agencies may, by agreement, establish reciprocal initial attack zones for lands of intermingled or adjoining protection responsibility. Mutual aid shall be for the mutual benefit of all agencies involved. Each agency or department is responsible for providing worker’s compensation insurance for its own personnel. For the purpose of this operating plan, jurisdictional boundaries DO NOT pertain to the boundaries of individual fire protection districts. The mutual aid area will include all lands in Routt County, including all ski areas. Mutual aid will be implemented as follows: County-wide response: Participants will respond to wildfires in the county regardless of jurisdiction. The level of activity or involvement by assisting agencies making a response may vary. At a minimum, assisting agencies will send such personnel and equipment necessary to size-up the fire and report the situation to the jurisdictional agency. Upon arrival, the Initial Attack Incident Commander will determine legal description and the need for appropriate jurisdictional fire investigator.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 19
County-wide initial attack: The closest forces should be dispatched without regard to jurisdiction. Participants will initiate suppression activities on wildfires regardless of jurisdiction when it is within their capability to do so. Assisting agencies will not initial attack fires on another jurisdiction if initial attack puts personnel at unreasonable risk (such as a remote fire discovered at night) or if asked to stand down by the jurisdictional agency. Agencies taking independent action within another agency’s jurisdiction should notify that agency as soon as possible. The jurisdictional agency should assume responsibility for suppression at the earliest possible time, or as otherwise agreed. No party to this agreement shall be required to make resources or assistance available to the requesting party if by so doing would impair the party’s ability to provide effective emergency services within its own service area. The mutual aid time period will not exceed 24 hours from arrival on scene. The mutual aid time period will end at midnight of the first burn period when the Incident Commander determines that the fire cannot be controlled within 24 hours from arrival on scene. The mutual aid period may end earlier by mutual agreement. Each agency will assume responsibility for its own expenses during the mutual aid period (exclusive of air resources). The assisting agency may request reimbursement for costs incurred after that time. The jurisdictional agency will reimburse assisting agencies for costs incurred after the mutual aid period if requested to do so. Every effort should be made by the assisting agency to advise the Incident Commander of any claims related to the incident prior to departure from the incident. If that is not possible, then the assisting agency shall advise the Incident Commander of such claims no later than 24 hours after departure from the incident. It is understood that no agency will be required or expected to commit its forces to assisting another agency to the extent of jeopardizing its own responsibilities, or the security of lands it is charged with protecting. During the mutual aid period each agency agrees to accept each other’s standards (fire qualifications and fitness). F. Initial Attack Dispatch Levels and Their Determination Initial attack dispatch levels are not predetermined in Routt County, but are based on the availability of personnel at the time of dispatch. Incident qualification cards (formerly referred to as “Red” cards) are not required for initial attack on fires within Routt County, but firefighters without incident qualification cards will be the first ones released by the jurisdictional agency. In
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 20
most cases this will occur no later than the next operational period. Beyond the mutual aid period, NWCG incident qualification cards are required on federal jurisdiction fires. The Routt County Qualifications Committee will make the final decision on qualifications of personnel used on Routt County jurisdictional fires. This group consists of representatives of the Routt County MAC Advisory Group. G. Dispatching and Resource Order Process RCC will act as dispatch for County and FPD initial attack response. CRC is responsible for dispatching and coordination of all federal wildfire resources within Routt County. All requests for resources from non-federal agencies in Routt County to be deployed outside Routt County SHALL be ordered through the Routt County Office of Emergency Management. The agency that can take the quickest effective fire suppression action will be dispatched for initial attack. The jurisdictional agency will assume command of the suppression action at the earliest possible time. Notification of all other agencies that are, or may be affected, is the responsibility of the responding agency. RCC will contact CRC relative to every wildfire dispatch in the County. The mutual aid agreements between all Routt County FPDs allows resources to be dispatched anywhere in the County at the request of a FPD representative acting as Incident Commander. 1. Routt County MAC Policy Group If a fire crosses jurisdictional boundaries and becomes a multi-agency fire, a Routt County MAC Group will be formed. The MAC Group is an information and resource support function intended to facilitate integrated action on emergencies involving multiple jurisdictions. It is designed to serve as a coordination mechanism for all types of incidents which pose a threat to public safety, including fires, flood, wind, or other natural disaster, hazardous materials spill or civil disorder. The MAC concept operates separately from the ICS utilized for a particular incident, and is not directly involved in deciding the strategy or tactics for the incident. The Routt County MAC Policy Group (formed under separate agreement) will meet as a group and identify policies, and objectives resulting in one common set of objectives given to a single Incident Commander for tactical implementation. It will also be the responsibility of the Routt County MAC Policy Group to recommend to the appropriate budgetary authorities cost sharing for multi-jurisdictional fires.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 21
On a multi-jurisdictional fire, the Routt County MAC Group may include the following: Routt County Commissioner Fire Board Member City Council Member Routt County Sheriff CSFS – District Forester or designee; Federal land agency involved – Forest Supervisor (USFS) or designee; or Field Office Manager (BLM) or designee 2. Boundary Fires A fire burning on or adjacent to a known or questionable protection boundary will be the initial attack responsibility of the protecting agencies on either side of the boundary. Fires occurring in areas where structures are located near and in areas of multiple jurisdictions can cause significant safety as well as financial concerns. The agencies agree that public and firefighter safety are the first priority. The agencies agree to coordinate suppression management through the use of a Unified Command or with Delegation of Authority from all jurisdictions to an agreed Incident Commander. The initial attack Incident Commanders of the involved agencies shall mutually agree upon fire suppression objectives, strategy, and the commitment and funding of agency suppression resources. When a fire burns on both sides of a protection boundary or threatens another jurisdiction, and is beyond the mutual aid period, a cost share agreement shall be jointly prepared and approved by the Federal Unit Administrator and Routt County Emergency Management Director (or their designees) for all actions (refer to Appendix J). H. Reinforcements and Support All requests for additional resources beyond initial attack will be made by the applicable agency representative, using appropriate ordering procedures. I. Move-Up and Cover Locations and Procedures Move up and cover procedures have not been predetermined, but can occur between FPDs under the auspices of the inter-district mutual aid agreements.
Prepared By: Routt County Office of Emergency Management
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J. Interagency Procurement 1. Supply Purchases Non-federal participants in this plan may purchase fire suppression supplies from General Services Administration (hereinafter referred to as “GSA”) through CSFS. Any other loaning, sharing, exchanging, or maintenance of facilities, equipment, or support services will be considered on a case-bycase basis and shall be mutually agreed upon by the concerned parties. 2. Patient Transport No person or agency, private or public, shall transport a patient from any point within Routt County in an ambulance to any point within or outside Routt County unless that person or agency holds a valid license and permits issued by the county where the service is based and by the county where the patient originates. K. Interagency Sharing of Communications Systems and Frequencies Federal, state, and county radio systems are largely incompatible at this time. The Fire Emergency Radio Network (hereinafter referred to as “VFIRE 21,” also referred to as “FERN 1”) offers a partial solution to this problem. FERN 1 (154.280) will be used for inter-agency communication on wildland fires. The state of Colorado has designated the National Law Enforcement Emergency Channel (hereinafter referred to as “VLAW 31,” also referred to as “NLEEC”) (155.475) for communication to dispatch centers. In 2006 the state of Colorado brought online a new digital trunked radio system in the 800 MHz bandwidth in western Colorado, which could further compound the interoperability problem. BEFORE ANY ROUTT COUNTY RESOURCES ARE RELEASED FOR OUT-OF-COUNTY MUTUAL AID, THE RECEIVING COUNTY SHALL ENSURE RADIO INTEROPERABILITY PRIOR TO ENGAGEMENT ON THE FIRE. DTR MAC Channel 17 shall be used as a hailing and mutual aid channel. The Northwest Colorado All-Hazards Emergency Management Region used 20062007 federal homeland security grant funds to purchase two (2) 800 MHz radio consolettes that have been installed in the CRC. These radio consolettes are to be used to facilitate user interoperability for mutual aid purposes between all dispatch centers in Northwest Colorado and user agencies.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 23
Federal agencies can obtain authority to use this frequency (contact CSFS for details). Agencies with programmable radios should assign VFIRE 21 frequency to one (1) channel. For the purposes of conducting business authorized by this cooperative agreement, all parties to this AOP agree that assisting agencies may use the jurisdictional agency's radio frequencies as needed to conduct emergency communications on fires of the jurisdictional agency. No party to this AOP will use, or authorize others to use, another agency's radio frequencies for routine day-to-day operations. FPDs on incident management missions, under the auspices of the County, are granted permission to use federal radio frequencies, if needed, to assure safety of the operation. Following are radio frequencies specifically authorized for use: ***** USE VFIRE 21 or FERN 1 (154.280) FOR INTER-AGENCY COMMUNICATION ***** County and FPDs County Fire – Direct County Fire – Farwell County Fire – Hayden County Fire – King County Fire – Oak Creek County Fire – Werner Steamboat Fire West Routt Fire – Hayden NOAA Weather Radio – Walton
RX 154.370 154.370 154.370 154.370 154.370 154.370 154.980 154.400 162.525
TX 154.370 153.830 153.830 153.830 153.830 153.830 154.980 150.805
TONE
Colorado State Forest Service Car to Car Natural Resources (Walton Mtn)
RX 151.340 151.145
TX 151.340 159.450
TONE
USFS, Yampa & Hahns Peak Districts * Green Ridge Sand Mountain Farwell Dunkley Storm Mountain Black Hall Cedar Mountain Lookout Mountain
RX 169.600 169.600 169.600 169.600 169.600 172.375 169.600 168.425
TX 164.9125 164.9125 164.9125 164.9125 164.9125 164.875 164.9125 169.250
TONE 100.0 131.8 123.0 136.5 114.8 103.5 167.9 151.4
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
151.4 203.5 156.7 192.8 114.8 114.8
146.2
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L. Wildland Fire Decision Support System Federal agencies may be required to complete a Wildland Fire Decision Support System (hereinafter referred to as “WFDSS”), or the most current wildland fire situation analysis tool, on all fires on federal lands that escape initial attack. The CSFS line officer should ensure preparation or review and approve the WFDSS for fires that have the potential on private land to be designated an EFF fire or affect multiple jurisdictions and have the potential to go through an extended attack period into a project fire situation. When a fire is burning on or threatens to burn on multiple jurisdictions, one (1) WFDSS should be prepared that considers all jurisdictions (the whole fire). All jurisdictions impacted by the fire should participate in the WFDSS process. CSFS requires an EFF Analysis Form (CSFS #108A – refer to Appendix P) to be prepared on non-federal fires that have the potential to exceed County control capabilities. M. State Emergency Fire Fund (EFF) 1. Intent Routt County is party to the Intergovernmental Agreement for Participation in the Colorado Emergency Fire Fund (hereinafter referred to as “EFF Agreement”). The purpose of the EFF Agreement is to provide funds to cover costs associated with a large fire, or multiple fires on non-federal lands that the resources of the County cannot handle. When EFF coverage is implemented, CSFS assumes responsibility and authority for all suppression activity until the fire is returned to County responsibility. However, the County shall maintain a minimum level of participation after EFF is implemented as outlined in section X.M.5.b. 2. Funding Member counties annually contribute money determined by a formula created in two (2) parts: 1) assessed valuation, and 2) acres within the county.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 25
3. Roles a. CSFS District Forester Acts on behalf of the State Forester in the absence of an assigned Incident Line Officer; assist Sheriff or designee in completing EFF Analysis Form (CSFS #108A) for each shift; prepare CSFS Fire Funding Request (CSFS #164 – refer to Appendix S); assure Incident Line Officer is aware of local situations and procedures. b. Routt County Sheriff or Designee Prepare EFF Analysis Form (CSFS #108A) for potential EFF fires; sign Assumption of Fire Control Duty Form (CSFS #168 – refer to Appendix R) for fires that the State Forester approves for EFF; serve as County representative on MAC group. c. Routt County Commissioners Approve Assumption of Fire Control Duty Form (CSFS #168) for fires that the State Forester approves for EFF. d. Other Agencies Provide Sheriff with personnel and equipment necessary to meet minimum County resource commitment. 4. MAC Group All EFF fires will utilize a MAC Group consisting of, at a minimum, a Routt County Commissioner (or designee), the Routt County Sheriff (or designee), Steamboat Springs City Council (or designee), and the CSFS. If land administered by another agency is threatened or involved, that agency will provide a member of the MAC Group as outlined in section IX.G.1. (Suggestion to add a district rep to this group – city council member as appropriate – jurisdictional representative) 5. EFF Activation Implementation of the EFF can be done only by the Colorado State Forester upon the recommendation of the local CSFS District Forester, following a request from the County. For this reason, it is important that the CSFS Fire Duty Officer be notified immediately of major fires on private/state lands within the County. Should the fire surpass, or threaten to surpass, the ability of County resources to contain it, EFF implementation can occur only with a CSFS representative on scene. Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 26
a. CSFS Forms CSFS #108A prepared by Routt County Sheriff or designee and CSFS District Forester. CSFS #168 prepared by CSFS District Forester with input from Routt County Sheriff or designee. CSFS #166 prepared by Incident Line Officer with input from District Forester and Sheriff or designee. b. County Responsibility The minimum Routt County resource commitment for an ongoing EFF fire is two (2) wildland engines, three (3) water tenders, one (1) road grader and one (1) dozer, all with operators (either County provided or under mutual aid agreement). Additionally, Routt County will provide an Incident Command Post (hereinafter referred to as “ICP”) and traffic control. It is understood that if the tactics of a given incident do not require some of this equipment, it will not be required on scene as determined by the Incident Commander. c. EFF/CSFS Responsibility CSFS will provide a district representative and an Incident Line Officer for each EFF fire. CSFS will act as the fund administrator for all EFF fires. d. Cost Share Plan EFF Fires – When a fire is accepted by the State as an EFF incident, the Cost Share Principles agreed to by State and federal agencies will apply (refer to Appendix J). 6. EFF Deactivation CSFS will transfer control of an EFF fire back to Routt County when fire spread is contained, the Line Officer's objectives have been met, and a written plan has been prepared for the next operational period. a. Mop-Up and Patrol The County will be responsible for mop-up and patrol, after control of an EFF fire has been transferred back to the County from CSFS, according to an extended incident action plan.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 27
b. Reclamation The EFF can pay for water barring and reseeding control lines. The landowner shall be responsible for funding all other reclamation work. N. Dispatch Centers Dispatch centers and their areas of responsibility are outlined in Section X.G – Initial Attack Dispatch Levels.
O. Post-Incident Action Analysis Analysis of incidents will be conducted at a level commensurate with the complexity of the incident. P. Out-of-Jurisdiction Assignments All dispatching for interagency wildland fires will be done by CRC. CRC will be the managing agency for personnel and wildland fire resources in the Resource Order Status system (hereinafter referred to as “ROSS”). Due to national dispatch procedures and policies, ALL individuals who may go on an interagency wildfire assignment outside of their jurisdictional area will have to be in ROSS. ROSS status for ALL Routt County and fire protection district personnel will be managed as follows: •
Prepared By: Routt County Office of Emergency Management
Individuals that will take assignments as single resources will be webstatused by the Routt County Office of Emergency Management.
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
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XI. AVIATION PROCEDURES A. Aviation Map and Narrative CRC has aviation hazard maps for Routt County. B. Flight Following / Frequency Management CRC will flight follow per Federal Aviation Administration (hereinafter referred to as “FAA”) direction for aircraft ordered through them. If radio communication problems develop, CRC will coordinate with adjacent dispatch centers to provide flight following. C. Call When Needed (hereinafter referred to as “CWN”) Aircraft, Tactical and Support Aircraft Beyond the scope of this plan. D. Fixed Wing Base Management There are no permanent air tanker bases in Routt County. E. Single Engine Air Tanker (hereinafter referred to as “SEAT”) Bases When a combination of factors or events, as agreed to by the Sheriff and CSFS, creates a situation that warrants pre-positioning of a SEAT in Routt County, the Sheriff or designee should request pre-positioning through the CSFS Fire Duty Officer. Factors may include, but are not limited to, multiple starts within a 24-hour period, high occurrence of dry lightning, or persistent Red Flag Warnings. CSFS will notify participants to this plan when a SEAT is pre-positioned in Routt County. Each agency should follow its normal resource request procedure to request a SEAT for use on an incident, regardless of whether the SEAT is pre-positioned in Routt County or not. F. Lead Plane / Air Attack Activation The determination to use a lead plane or air attack on an incident will be made by CRC.
Prepared By: Routt County Office of Emergency Management
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G. Aviation Requests and Operations Only the responsible official of the jurisdictional agency will make requests for tactical aircraft. For fires on state or private lands, aircraft orders will be made through CRC and will only be accepted from the County Sheriff, Undersheriff, Emergency Management Director, or other authorized agency representatives (refer to Appendix C). Aircraft identified in Section VI MAY be available as initial attack resources. These aircraft and others are on national contracts. It should be realized that if ordered, aircraft might come from out of state, which could incur costs well beyond those that could be expected when aircraft are located at Rifle or Lakewood. Colorado Army National Guard helicopters located in Eagle are available for wildfire suppression on state and private lands. Request procedure is through the Sheriff to the CRC. These aircraft have water buckets and programmable radio capability. The use of these helicopters shall be authorized by the Governor. The Wildfire Emergency Response Fund (hereinafter referred to as “WERF”) was created to provide funding or reimbursement for the first aerial tanker flight to a wildfire at the request of any sheriff, emergency manager, municipal fire department, or fire protection district. These operating procedures will be updated annually or as changes in the WERF program occur (refer to Appendix I). The preferred method for ordering aircraft is via the CRC. All aircraft orders made to the RCC will be from personnel listed in Appendix C, and the CRC will consider it a valid request from the County and obligation of County funds for that aircraft. It is preferred that such requests come from RCC. However, if more expedient, the request may come directly from the Emergency Management Director, Sheriff, Undersheriff, or Authorized Agency Representatives listed in Appendix C. The CRC shall immediately notify the appropriate State District Forester or CSFS Fire Duty Officer whenever a county requests aircraft assistance. Aircraft currently on CRC resource orders can be made available as mutual aid resources. H. Inspection Schedules No aircraft inspections are scheduled.
Prepared By: Routt County Office of Emergency Management
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I. Wildfire Emergency Response Fund (WERF) The WERF was created by the legislature to provide funding or reimbursement for the first aerial tanker flight to a wildfire at the request of any sheriff, municipal fire department, or fire protection district (refer to Appendix I.) This fund will be utilized to assist on non-federal lands only. The fund will be utilized for the costs of the first aerial drop on a wildfire. In the case of helicopter use as the first response, the fund will cover helicopter flight time only, including the pilot. Fixed wing aircraft reimbursement does not include lead plane or aerial observer aircraft. Rotary wing aircraft reimbursement does not include costs for additional personnel associated with the helicopter. The fund will not pay for ferry time to import aircraft from outside Colorado. The fund will not pay for aircraft identified as a mutual aid resource in this operating plan. By agreement with the federal agencies, invoices for aircraft use covered by the fund will be sent to the CSFS State Office. Upon receipt of the federal invoice, the fund will pay for documented eligible costs. Invoice costs not covered by WERF will be forwarded to the jurisdiction that ordered the aerial resource. CSFS will closely monitor use of this fund since it is limited in size. Once the fund is exhausted, the State Forester will make a decision to continue or end this effort.
Prepared By: Routt County Office of Emergency Management
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FINAL – 04/03/2012 Page 31
XII. FIRE PREVENTION A. General Cooperative Activities When cooperating agencies determine that the fire danger warrants, fire prevention/suppression patrols may be initiated. If prevention patrol personnel are signed up as Administratively Determined (hereinafter referred to as “ADs”), they could be required to respond anywhere on the administrative unit. Volunteer patrol personnel will not be required to respond. B. Information and Education 1. Fire Danger Information a. Fire Weather Station Locations USFS maintains remote automatic weather stations (hereinafter referred to as “RAWS”) at Dry Lake (hereinafter referred to as “Dry Lake RAWS #50207”) and Lynx Pass (hereinafter referred to as “Porcupine RAWS #50406”). Fire weather and fuels information from these stations should be similar to most of the lodgepole pine type in Routt County. b. Data Sharing and Methods The CRC monitors local fire danger levels. This information is available on the website at http://www.crh.noaa.gov/gjt/Forecasts/firewx.php. c. Fire Danger Dissemination Between 1600 and 1630 hours CRC will broadcast / fax fire danger rating with weather forecast and predicted fire danger rating for the next day. Forecasts are available on the website after 10:00 a.m. at http://gacc.nifc.gov/rmcc/dispatch_centers/r2crc/predictive/intelligence/ dailybrief1.pdf. d. Fire Prevention Signs Each agency will determine when and where to place fire prevention signs.
Prepared By: Routt County Office of Emergency Management
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2. Joint or Single Agency Press Releases Each agency will prepare and release fire prevention material and media presentations according to its own prevention plans. Coordination with other agencies should be maintained in order to prevent a conflict in released material. Where pertinent, all news releases for fire prevention will carry a USFS, CSFS, BLM, FPD, Routt County Office of Emergency Management, or County Sheriff by-line. 3. Smokey Bear Program Cooperating agencies may purchase Smokey Bear materials through USFS. The FPDs where Smokey signs are installed will need to update the fire danger ratings as appropriate. The Forest Service will notify the FPDs of changing danger ratings as necessary. 4. “Firewise” Communities Program This program is currently being used in Routt County. 5. Red Flag Announcements The NWS periodically issues a Fire Weather Watch or Red Flag Warning. When these bulletins are announced, CRC will notify the RCC and the Steamboat Springs CSFS Office via fax. RCC broadcasts these to the FPDs. RCC announces to all responding fire units the current Red Flag status. C. Engineering 1. Land Use Planning (Wildland-Urban Interface) Routt County recommends that a wildfire hazard review be conducted by CSFS and the FPD on all proposed subdivisions. In the City of Steamboat Springs, Steamboat Springs Rural Fire Protection District, Oak Creek FPD, and West Routt FPD wildfire mitigation will be done in accordance with the 2006 International Fire Code (hereinafter referred to as “IFC”). 2. Railroads and Utilities No formal inspections or requirements.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 33
D. Enforcement 1. Issuing Open Burning Permits (Health and Air Quality) A burn permit is required in Routt County for open burning within the County, with some exceptions (refer to Appendix U – Routt County Open Burning Management Plan). For prescribed burns the jurisdictional agency will follow agency-prescribed fire policy and procedures and notify RCC and CRC. Such notification should include the location, timing, and nature of prescribed burns. 2. Restrictions and Closures The purpose of fire restrictions and closures is to reduce the risk of humancaused fires during unusually high fire danger and/or burning conditions, and for the protection of human life and property. Fire restrictions impose many limitations on the general public, and therefore should be implemented only after all other prevention measures have been taken. These measures may include, but are not limited to: increasing the number of prevention signs; public contacts; media campaigns; and other proactive outreach and public education efforts. Fire restrictions should be considered when high to extreme fire danger is predicted to persist. Other considerations are the level of human-caused fire occurrences being experienced, firefighting resources available, potential high-risk occasions (4th of July, etc.), and fire activity occurring on a large landscape. Restrictions should not be considered the equivalent of a prevention program. Fire restrictions and closures can be invoked on federal, state, and private lands under federal and state laws. Agency administrators are responsible for coordinating with other agencies including, but not limited to all federal land management agencies, CSFS, Colorado State Parks, county sheriffs, county offices of emergency management, and local fire departments. Agency administrators issue appropriate documents and are responsible for enforcing restrictions and closures for those lands on which they have jurisdiction. Restrictions and closure procedures should attempt to be uniform across administrative and geographic boundaries. Public information about restrictions shall be broad-based, clear, and coordinated. Routt County utilizes the Northwest Colorado Fire Restriction Plan (refer to Appendix X) to ensure scientific data is gathered for the recommended restriction. As provided for in state statute, the County Sheriff may grant specific exemptions to fire restrictions which have been placed into effect (refer to Appendix X).
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 34
Annually, the parties to the AOP shall review and validate the restriction and closure procedures and monitor the previous year‘s use of the procedures to ensure restrictions and closures are implemented consistently. At this time the parties will also evaluate and coordinate fire prevention, education, and outreach efforts. Any changes in agency contacts or administrators will be documented, with the development or amendment of a contact/ communications plan. All press releases, description of stages, and other necessary agency documents will be available in template format before the start of the fire season. Development and issuance of news releases will be coordinated with all agencies for any implementation or rescission of fire restrictions or area closures. When the conditions within an area approach threshold levels, appropriate agency personnel make recommendations to agency administrators, who in turn should consult with each other and initiate coordinated restrictions/ closure procedures. These threshold levels should be determined by all wildland management agencies in the county before the onset of fire season and will become part of the AOP. The planning process for restrictions will include a public awareness campaign, keeping the media and public informed of the possibility of restrictions and/or closures. In the case of any restrictions on burning or public movements because of extreme fire danger, either by Governor's proclamation or by local county ordinance, the County Sheriff will be responsible for enforcement on all non-federal lands, and may assist on other lands at the request of the appropriate agency. 3. Fire Investigations The jurisdictional agency will have primary responsibility for fire investigation, and any civil or criminal follow-up actions taken. Additionally, however, the jurisdictional agency will keep other responding agencies informed of the status of its investigations and legal actions. Fire cause determination is needed for EFF incidents and REQUIRED for Federal Emergency Management Agency (hereinafter referred to as “FEMA”) incidents.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 35
XIII. FUELS MANAGEMENT AND PRESCRIBED FIRE CONSIDERATIONS The agencies agree to cooperate in the development and implementation of prescribed burning programs and projects (prescribed natural as well as planned ignition). Wildfires resulting from escaped prescribed fires ignited by a party to this AOP on lands it manages shall be the responsibility of that party. The party responsible for the prescribed fire will reimburse other parties to this Plan consistent with the terms and conditions contained herein for costs incurred in suppression of such fires. If parties to this AOP conduct a cooperative prescribed fire, details covering cost sharing, reimbursement, and responsibility for suppression costs, should it escape, shall be agreed upon and documented in the burn plan.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 36
XIV. COST REIMBURSEMENTS Suppression costs will be determined on an operational period basis utilizing the Incident Action Plan (hereinafter referred to as “IAP”) when a fire is accepted by the State as an EFF incident. A. Reimbursable Costs Reimbursable assistance refers to those resources that are to be paid for by the protecting agency. Reimbursable assistance resources shall be requested by the protecting agency or supplied through automatic or mutual aid systems and shall be recorded by the resource order process within the dispatching systems of both the protecting agency and supporting agencies or documented by the Incident Commander in the fire report. Resources not documented in this manner are not reimbursable. Except as otherwise provided, all costs incurred as the result of an incident and documented as stated above are generally reimbursable. When a wildfire occurs on lands of more than one (1) agency, and costs are incurred in addition to the initial attack, reimbursement will be based on Escaped Fire Situation Analysis (CSFS #166 - refer to Appendix Q) developed criteria. No non-federal employee will be eligible for “Hazard Pay,” per the Interagency Incident Business Management Handbook. B. Reimbursement Procedures The County shall aggregate expenses incurred by the County and FPDs to suppress fires on federal jurisdictions, and shall present an invoice for such expenses to CSFS District Office, who will then reimburse the County and subsequently bill the jurisdictional federal agency or agencies. The County shall reimburse the FPDs for their share of expenses incurred as per the Fourth Amended and Restated Memorandum of Understanding (Intergovernmental Agreement) dated as of April 4, 2002 (refer to Appendix B). Federal agencies may submit bills and statements for reimbursements from the County for federal suppression on non-federal lands to CSFS. CSFS will make such reimbursement and subsequently invoice the County as appropriate. All CSFS reimbursement will have invoices sent to the Steamboat Springs CSFS Office within thirty (30) days after incident resources are released. All invoices are required to have proper documentation before the process for payment can be completed. This will include information on personnel time, equipment time, and rates of pay (refer to Appendices K, L, M, N, O and S). The CSFS State Office will attempt to make payment as soon as possible after receiving the invoice.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 37
C. Resource Use Rates CSFS equipment use rates are computed annually. These rates apply to CSFS equipment, including those currently assigned to individual fire districts and those contracted with fire districts. A statewide Fire Equipment Agreement is in place for all CSFS equipment. Fire Protection District and County equipment will be reimbursed at the rates shown on the attached CRRFs (refer to Appendix F). If no CRRF form is attached then the reimbursement rate will default to Appendix E rates. These rates would apply to reimbursements for both federal and County incidents. CSFS FIRE EQUIPMENT USE RATES (refer to Appendix G) USFS FIRE EQUIPMENT USE RATES FPD, COUNTY EQUIPMENT USE RATES (refer to Appendix F) USE RATES CRRFs between state and federal agencies and FPDs for equipment and personnel listed in the AOP will need to be completed bi-annually. Costs for equipment not covered by such an agreement may not be reimbursed by the jurisdictional agency unless rates are mutually agreed to, in writing, at the time of hire. Rates will be based on the Fire Business Management Handbook. Certain positions are not entitled to specific hazard pay differentials because the hazard has been considered in the classification of the position. For agency full-time paid employees: Personnel shall be reimbursed at the actual cost (e.g., salary, medical, FICA, retirement, worker’s comp, life/disability benefits, etc.) to the assisting agency. Outside volunteers shall be hired by a federal agency as casuals (ADs) in order to be paid. For reserve (volunteer) emergency workers: Refer to agency CRRF forms for personnel costs (refer to Appendix F). If there is no approved CRRF form, FPD personnel will be paid at the current Administrative Decision (hereinafter referred to as “AD”) rate, including time and a half after 40 hours, plus indirect costs.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 38
XV. GENERAL PROCEDURES A. Periodic Program Review Program reviews will be conducted at the AOP meeting in January. B. Annual Updating of AOP The AOP will be reviewed and updated annually. A meeting of cooperating agencies will be held no later than the first week of March each year. The updated AOP will be circulated for signatures prior to May 1st. C. Changes During Year Mid-year changes are to be avoided. However, if an agency becomes unable to uphold commitments, it should notify all parties to this agreement. D. Resolution of Disputes Procedure The primary purpose of this AOP is to ensure prompt suppression of wildland fires. Any interagency dispute arising from these procedures will be resolved on site by the Unified Command. When necessary, following the conclusion of the fire incident, a panel of agency representatives other than the participants in the incident will review and resolve the dispute.
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 39
XVI. DIRECTORY OF PERSONNEL AND/OR AUTHORIZED AGENCY REPRESENTATIVES Routt County Communications Center (RCC) 24-Hour Number
(970) 879-1246 (Fax) (970) 879-1110
Craig Interagency Dispatch Center (CRC)
(970) 826-5037
Routt County Office of Emergency Management Bob Struble, Emergency Management Director Cheryl Dalton, Emergency Management Specialist
Routt County Sheriff Garret Wiggins, Sheriff
(970) 870-5551 (970) 846-1552 (970) 870-5549 (970) 846-3767 (720) 320-2195
(Work) (Cell) (Work) (Cell) (Cell)
(970) 879-1090 (970) 846-1100 (Cell) (970) 879-1090 (970) 846-1102 (Cell)
Ray Birch, Undersheriff
Routt County Government Tom Sullivan, County Manager
(970) 879-0108 (Work) (970) 846-6016 (Cell) (970) 736-2672 (Home)
Nancy Stahoviak, County Commissioner (District 1) Doug Monger, County Commissioner (District 2) Diane Mitsch Bush, County Commissioner (District 3)
(970) 736-8505 (970) 276-4291 (970) 870-5220 (970) 871-8946
Paul Draper, Director – Road & Bridge Department
(970) 846-4024 (Cell)
Delbert Kemry, Shop Foreman (District 3) Steamboat Springs Shop
(970) 879-6174 (Home) (970) 879-0509
Lynn Blevins, Shop Foreman (District 2) Hayden Shop
(970) 276-3428 (Home) (970) 276-4603
Larry Bond, Shop Foreman (District 1) Oak Creek Shop
(970) 736-2633 (Home) (970) 736-1051
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
(Home) (Home) (Work) (Home)
FINAL – 04/03/2012 Page 40
PLEASE CONTACT ROUTT COUNTY COMMUNICATIONS TO REACH THE FIRE PROTECTION DISTRICT AND COUNTY PERSONNEL
(970) 879-1110
LISTED BELOW
North Routt Fire Protection District Bob Reilley, Chief
911 (970) 879-6064 (Work) (970) 846-4311 (Cell) (970) 870-8087 (Home)
Oak Creek Fire Protection District Chuck Wisecup, District Chief
911 (970) 736-8104 (Work) (970) 846-5121 (Cell) (970) 736-8150 (Home) (970) 736-8104 (Work) (719) 640-1758 (Cell)
Jeff Buffetti, Captain
West Routt Fire Protection District Bryan Rickman, Chief
911 (970) 276-3796 (Work (970) 846-1346 (Cell) (970) 276-3376 (Home)
Dal Leck, Assistant Chief – EMS
(970) 276-3663 (Home)
Dan Faucett, Assistant Chief – Fire
(970) 276-4110 (Home)
Yampa Fire Protection District Dan Allen, Chief
911 (970) 819-6656 (Cell) (970) 736-8523 (Home)
Machia (Ky) Cox, Captain
(970) 846-2169 (Cell) (970) 736-2511 (Home)
Steamboat Springs Fire Rescue Mel Stewart, Chief
911 (970) 879-1110 (Dispatch) (970) 879-7170 (Work) (970) 819-7320 (Cell)
Craig Fire Rescue Bill Johnston, Chief
911 (970) 824-5914 (Work) (970) 326-5204 (Cell) (970) 824-4533 (Home)
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 38
Medicine Bow - Routt National Forests & Thunder Basin National Grassland Routt Fire Management Zone Hahns Peak / Bears Ears Ranger District – Steamboat
(970) 870-2299
Jamie Kingsbury, District Ranger – Steamboat
(970) 870-2149 (Work) (970) 819-0730 (Cell)
Mark Cahur, Routt Zone FMO – Steamboat
(970) 870-2214 (Work) (970) 846-3824 (Cell)
Erick Stahlin, Routt Zone AFMO – Steamboat
(970) 870-2251 (Work) (970) 819-3562 (Cell)
Parks Ranger District – Walden
(970) 723-2700
Mike Wright, District Ranger – Walden
(970) 723-2701 (Work) (970) 819-2890 (Cell) (970) 723-4339 (Home)
Felix Valdez, Routt Zone AFMO – Walden
(970) 723-2727 (Work) (970) 819-7811 (Cell)
Yampa Ranger District – Yampa
(970) 638-4516
Jack Lewis, District Ranger – Yampa
(970) 638-4176 (Work) (970) 367-3711 (Cell)
Sam Duerksen, Routt Zone AFMO – Yampa
(970) 638-4170 (Work) (970) 819-6223 (Cell) (970) 638-1007 (Home)
Mike Seawall, Forest Law Enforcement Officer – Yampa
(970) 638-4163 (Work) (970) 819-8788 (Cell)
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 41
Craig Interagency Dispatch Center Fire Dispatch (24 Hours*)
(970) 826-5037
*Answering Service has our cell phone numbers for after hours calls
Stacy Gray, Dispatch Center Manager
(970) 826-5034 (Work)
Janell Neubauer, Assistant Dispatch Center Manager
(970) 826-5053 (Work)
Northwest Colorado Fire Management Unit (NWCFMU) Colt Mortenson, FMO
(970) 826-5036 (Work) (970) 756-4831 (Cell) (970) 824-5913 (Home)
Dave Toelle, AFMO
(970) 826-5012 (Work) (970) 290-8316 (Cell)
Ron Simpson, North Zone FMO
(970) 826-5030 (Work) (970) 326-8627 (Cell)
Little Snake Field Office – BLM Wendy Reynolds, Field Office Manager
(970) 826-5072 (Work) (970) 826-5000 (Front Desk) (970) 000-0000 (Cell) (970) 879-0475 (970) 879-2517 (Fax)
Colorado State Forest Service
Please call in the following order: John Twitchell, District Forester
(970) 879-0475 (Work) (970) 222-4070 (Cell) (970) 871-6060 (Home)
Hunter Townsend, State Forest Manager
(970) 723-4505 (Work) (303) 810-2818 (Cell)
Tim Foley, North Area FMO
(970) 248-7329 (Work) (970) 361-5058 (Cell)
State Office Fire Duty Officer
(970) 491-6304 (970) 222-2784 (Cell)
Prepared By: Routt County Office of Emergency Management
2012 ANNUAL FIRE OPERATING PLAN FOR ROUTT COUNTY
FINAL – 04/03/2012 Page 42
TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY
MAY 2012 PREPARED BY
ROUTT COUNTY OFFICE OF EMERGENCY MANAGEMENT
TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY 2012 As agreed to by the members of the Routt County Multi-Agency Coordinating (MAC) Advisory Group on March 22, 2012.. Remember the 10 “STANDARD FIRE ORDERS” and the 18 situations that shout
“WATCH OUT” Remember LCES Remember 6 MINUTES FOR SAFETY Remember FIRE OPERATIONS GUIDANCE IN BARK BEETLE STANDS
GOALS: It is our goal that all personnel responding to wildland fires this season have been trained and are qualified to fight fires (at a minimum: I-100, IS-700, L180, and S-130/190 and an appropriate work capacity test for the position) and have been properly fitted with personal protective equipment (PPE). Ultimately, the Incident Commander of any fire will make the final decisions on what qualifications will be required on scene. Keep in mind, “if you order it you may have to pay for it!” Order responsibly. When in doubt – ASK! OBJECTIVES: The protection of human life is the single, overriding suppression priority. Setting priorities among protecting human communities and community infrastructure, other property and improvements, and natural and cultural resources will be done based on the values to be protected, human health and safety, and the costs of protection. Once people have been committed to an incident, these human resources become the highest value to be protected. DEFINITIONS: See “Routt County Glossary of Terms and Acronyms” (http://www.co.routt.co.us/emergency/glossary.pdf) and “National Wildfire Coordinating Group (NWCG) Glossary of Wildland Fire Terminology” (http://www.nwcg.gov/pms/pubs/glossary/information.htm) for definitions of terms and acronyms used in Routt County Emergency Response Plans.
Prepared By: Routt County Office of Emergency Management
2012 TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN FOR ROUTT COUNTY
FINAL – 03/22/2012 Page 1
UPON RECEIPT OF CALL, ROUTT COUNTY COMMUNICATIONS (RCC): Gathers all pertinent information from caller (per Call Guide). If structures are threatened or large open flame is seen, RCC: • • •
Dispatches the appropriate fire protection district for initial attack (closest forces first concept outside established fire districts). Dispatches the Sheriff’s Office in conjunction with the fire protection district. Advise all responding units of “Red Flag Warnings” (if applicable).
If “Smoke Only Report,” RCC notifies the appropriate fire protection district command staff to advise. The fire protection district decides if and how to respond. Notifies Emergency Management Director or County Manager and Sheriff on all wildland fires in the county. The Incident Commander or Emergency Management Director may request that RCC assist in notifying other resources. RCC will track on a grease board pertinent information such as: name of fire(s), name of Incident Commander, what channel, location of Incident Command and staging, resources committed, latitude/longitude, generic location, etc. Notifies Craig Interagency Fire Dispatch. FIRE PROTECTION DISTRICT ARRIVES ON SCENE: Initiates command and creates Initial Incident Action Plan (IAP) utilizing Initial Attack Size-up Card (green card). (FIREFIGHTER SAFETY FIRST) Initiates initial attack (if safe to do so). Determines if in-county mutual aid is needed and orders it among the other fire districts through RCC. Notifies Craig Interagency Fire Dispatch. Craig Interagency Fire Dispatch will be used when air resources are used and when the fire transitions to a federal or state ran fire. Incident Commander will notify RCC that all dispatching and ordering of resources will be through Craig Interagency Fire Dispatch. If necessary, calls for initial air attack. If Road & Bridge assets are needed, notifies RCC to use the appropriate call down list. Establishes staging area location(s) and communicates the location(s) to RCC. Prepared By: Routt County Office of Emergency Management
2012 TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY
FINAL – 03/22/2012 Page 2
NOTE: The following checklists for the Emergency Management Director and Sheriff or Sheriff’s Designee reflect some duplication in tasks. It is the responsibility of those parties to coordinate and confirm that those tasks have been completed. EMERGENCY MANAGEMENT DIRECTOR EN ROUTE OR ARRIVES ON SCENE: Meets with Incident Commander. Authorizes county expenditures. Determines land ownership. Assists in the development of IAP. Calls for additional resources to meet the updated IAP. Verifies notification of County Road & Bridge on-call personnel or private contractors if needed for heavy equipment. Notifies the Sheriff / Undersheriff, if appropriate. Notifies the Colorado State Forest Service (CSFS), if appropriate. Notifies the County Manager. Notifies the Board of County Commissioners (BCC), if appropriate. Prepares Emergency Fire Fund (EFF) forms for Sheriff with CSFS, if appropriate. Prepares Disaster Declaration forms for BCC signature, if appropriate. Emergency Management Director will approve all resource orders for personnel and equipment that are requested for deployment outside of Routt County. SHERIFF OR SHERIFF’S DESIGNEE EN ROUTE OR ARRIVES ON SCENE: Meets with Incident Commander. Determines land ownership. Assists in the development of IAP. Communicates to the Emergency Management Director the need for additional resources to meet the updated IAP. Communicates to the Emergency Management Director the need for County Road & Bridge on-call personnel or private contractors if needed for heavy equipment.
Prepared By: Routt County Office of Emergency Management
2012 TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY
FINAL – 03/22/2012 Page 3
Notifies the Sheriff or Undersheriff, if appropriate. Notifies the CSFS, if appropriate. Prepares Emergency Fire Fund (EFF) forms and submits to CSFS, if appropriate. Confers with the Emergency Management Director concerning the preparation of Disaster Declaration forms for BCC signature, if appropriate. ROUTT COUNTY INTERAGENCY PREPAREDNESS LEVELS: Established preparedness levels are based on current and forecasted burning conditions, fire activity, and resource availability. Resource availability is the area of most concern. Situations and activities described within the preparedness levels are considered during wildland and prescribed fire season. A. Why Preparedness Levels Are Established Purpose: To identify the level of wildland and prescribed fire activity, severity and resource commitment within the County. To identify predetermined actions to be taken by Agencies and MultiAgency Coordinating (hereinafter referred to as “MAC”) Groups to ensure an appropriate preparedness/readiness and resource availability for the existing and potential situation. During periods when fire management activity is significant enough to require prioritization of fires in order to allocate critical, limited and/or scarce resources, MAC groups will be established to accomplish that priority setting. Agencies shall be represented by officials with delegation of authority for their respective agencies. To modify area-wide fire management activities when essential to ensure appropriate level of response to Routt County demands.
Prepared By: Routt County Office of Emergency Management
2012 TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY
FINAL – 03/22/2012 Page 4
B. Local Area Preparedness Levels Local area preparedness levels should be established in accordance with agency directives and included in local Mobilization (hereinafter referred to as “MOB”) Guides. C. Preparedness Level Definitions Five (5) Preparedness Levels are recognized and summarized as follows: 1. Preparedness Level 1 Wildfire activity within Routt County is light, and large fires are short in duration with low complexity. There is little or no commitment of area or national resources. Conditions exist for normal prescribed fire operations. 2. Preparedness Level 2 Wildfire activity has increased with most fires remaining at low to moderate complexity. Moderate potential exists for escaped large fire and extended attack for more than one (1) burning period. Resources are adequate for prescribed fire activity. 3. Preparedness Level 3 High potential exists for fires to be moderate to high complexity. Increased mobilization of resources to meet area and national needs are occurring with some significant delays and limited resource availability. Initial and extended attack, safety monitoring, and management oversight is increased at all levels of the organization. 4. Preparedness Level 4 High complex large fire activity is occurring. Multiple Incident Management Teams (hereinafter referred to as “IMTs”) are committed with continued high potential for additional activity and increased complexity. Initial attack, extended and IMT safety monitoring and management oversight is imperative. Routt County MAC Policy Group is fully functional. Prescribed fire applications can continue or be initiated if the following conditions are met:
Prepared By: Routt County Office of Emergency Management
2012 TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY
FINAL – 03/22/2012 Page 5
a. Management Direction/Consideration Prescribed fire application can be continued or be initiated if the proposed action is approved by an agency at the regional or state office level. This approval shall be based on an assessment of risk, impacts of the proposed actions on area resources and activities and include feedback from the MAC Group. The initial decision to implement resides with the implementing agency. 5. Preparedness Level 5 High complex large fire activity has increased to state/area wide. Area and federal resources are exhausted or difficult to obtain in any large quantity. Major priority setting is occurring through Routt County MAC Policy Group. a. Management Direction/Consideration Wildland fire and prescribed fire application can be continued or be initiated if the regional or state level recommends the proposed action. The national agency representative will assess risk and impacts of the proposed actions and discuss with the National MAC Group. This group will have an opportunity to provide information or perspectives to agencies wishing to proceed with or implement a wildland fire or prescribed fire application. The initial decision to implement resides with the implementing agency. b. Responsibility Agency administrators, regional and state office fire staff, NIFC staff and National MAC Group.
Prepared By: Routt County Office of Emergency Management
2012 TACTICAL OPERATIONS PLAN FOR WILDLAND FIRES IN ROUTT COUNTY
FINAL – 03/22/2012 Page 6
ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM CONSENT ITEM # OR
ACTION AGENDA ITEM # ITEM DATE: April 3, 2012
1B
ITEM TIME: 9:55 – 10:05 AM
FROM:
Bob Struble, Director Routt County OEM March 26, 2012 TODAY’S DATE: Consideration for Approval and Authorization to Sign the Intergovernmental Agreement for Participation in the Emergency Fire Fund between Routt AGENDA ITEM County and the State of Colorado, Governor John Hickenlooper, the Board DESCRIPTION: of Governors of the Colorado State University System Colorado State Forest Service. CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: Approve and sign revised Intergovernmental Agreement For Participation In The Colorado Emergency Fire Fund (EFF). II. RECOMMENDED ACTION: Consideration for Approval and Authorization to Sign the Intergovernmental Agreement for Participation in the Emergency Fire Fund between Routt County and the State of Colorado, Governor John Hickenlooper, the Board of Governors of the Colorado State University System Colorado State Forest Service. III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: PROPOSED EXPENDITURE: $25,922.00 (2012) FUNDING SOURCE: Wildland Fire Budget in Emergency Management The Wildland Fire Budget is approved by the BCC and resides within the Emergency Management Department.
1|Page
ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): There are 43 counties that participate in the Emergency Fire Fund.
V. BACKGROUND INFORMATION: Annual assessment for participation in the EFF is determined by the following factors: Annually determined ratio time the most current assessed property valuation for the county as published in the State of Colorado Division of Property Taxation Annual Report; plus $0.0075 time the number of forested acres within the County. VI. LEGAL ISSUES: Routt County attorney John Merrill has reviewed the IGA and attached his stamp and signature thereto. VII. CONFLICTS OR ENVIRONMENTAL ISSUES: No
VIII. SUMMARY AND OTHER OPTIONS: Routt County could elect to not participate in EFF and not be eligible for financial assistance for a wildland fire.
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM Page | 0 CONSENT ITEM # OR
ACTION AGENDA ITEM # ITEM DATE: April 3, 2012
3a.
ITEM TIME: 10:35 – 10:45
FROM:
Advocates Building Peaceful Communities April 3, 2010 TODAY’S DATE: Consideration to authorize signature on a certification of local approval for AGENDA ITEM the Emergency Shelter grant DESCRIPTION: CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: Signature of approval for Advocates Building Peaceful Communities to apply for the Emergency Shelter Grant. II. RECOMMENDED ACTION: Signature of approval from the Board Chair, Doug Monger, authorizing Advocates Building Peaceful Communities to apply for Emergency Shelter funding. III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: $11,000.00 PROPOSED EXPENDITURE: 0 FUNDING SOURCE: Emergency Shelter Grant
IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): N/A
ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM V. BACKGROUND INFORMATION: Advocates Building Peaceful Communities merged with the shelter program in 1998. Since that time the agency has received funding from Emergency Shelter Grant every year on average of $12,000 to $13,000. This funding provides revenue for shelter expenses. VI. LEGAL ISSUES: N/A VII. CONFLICTS OR ENVIRONMENTAL ISSUES: N/A VIII. SUMMARY AND OTHER OPTIONS: N/A
ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM CONSENT ITEM # OR
ACTION AGENDA ITEM # ITEM DATE: April 3, 2012
4a
ITEM TIME: 10:25 AM
FROM:
Communications – Tim McMenamin March 28, 2012 TODAY’S DATE: Consideration for approval and signing of a resolution proclaiming the week AGENDA ITEM of April 8, 2012 as Routt County Public Safety Telecommunicators Week. DESCRIPTION: CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: We would like to honor Routt County 9-1-1 Communications Specialists and Supervisors for the work they do to keep our county safe. II. RECOMMENDED ACTION: Motion moving to adopt a resolution proclaiming the week of April 8, 2012 as Routt County Public Safety Telecommunicators Week. III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: N/A PROPOSED EXPENDITURE: N/A FUNDING SOURCE: N/A
IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): N/A
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM V. BACKGROUND INFORMATION: National Public Safety Telecommunications Week is sponsored by APCO (Association of PublicSafety Communications Officials). It is celebrated every year during the second week of April to honor Public Safety Telecommunicators across the nation for the role they play in making our hometowns and homeland safe. Please see the attached resolution for more information. Adopting this resolution will add local recognition of the hard work and dedication of Routt County’s Telecommunicators. VI. LEGAL ISSUES: None VII. CONFLICTS OR ENVIRONMENTAL ISSUES: None VI. SUMMARY AND OTHER OPTIONS: See the information above.
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STATE OF COLORADO
) )ss
RESOLUTION NO.
2012-
COUNTY OF ROUTT )
A Resolution Proclaiming the Week of April 8, 2012 as Routt County Public Safety Telecommunicators Week Whereas, sponsored by APCO International, the week of April 8th honors the many telecommunications professionals who aid in providing 9-1-1 emergency assistance to citizens everywhere; and Whereas, every day millions of people depend on the skill, expertise and commitment of public safety telecommunications professionals who help save countless lives by responding to emergency calls, dispatching emergency professionals and equipment and providing moral support to citizens in distress; and Whereas, the term 9-1-1 is often associated with rapid emergency response, poise under pressure, aid and compassion in times of distress and critical decision-making within seconds. Many people don’t stop to think about the seemingly nameless, faceless individuals who answer 9-1-1 calls until they experience actual emergencies themselves. These telecommunicators make the difference between life and death in many instances; and Whereas, the safety of our Law Enforcement Officers, Firefighters, Emergency Medical Services professionals, and other emergency responders are dependent upon the quality and accuracy of information obtained from citizens who contact the Routt County Communications Center; and Whereas, public safety telecommunications professionals are the single vital link for our emergency personnel by monitoring their activities by radio, providing information and ensuring safety; and Whereas, by officially recognizing these public safety telecommunications professionals, APCO hopes to awaken public awareness and promote much-needed education regarding important public safety issues and legislation. NOW THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of Routt County, Colorado that the week of April 8, 2012 be proclaimed Routt County Public Safety Telecommunicators’ week. ADOPTED THIS
3rd
day of _ April _
, A.D., 2012
BY THE BOARD OF COUNTY COMMISSIONERS FOR ROUTT COUNTY, COLORADO.
Douglas B. Monger, Chair Vote:
Diane Mitsch Bush Doug Monger Nancy J. Stahoviak
ATTEST:
Kay Weinland, Routt County Clerk and Recorder
Aye Aye Aye
Nay Nay Nay
Absent Absent Absent
ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM CONSENT ITEM # OR
ACTION AGENDA ITEM # ITEM DATE: April 3, 2012
5A
ITEM TIME: 10:45 a.m.
FROM:
Dee Bolton March 27, 2012 TODAY’S DATE: Consideration for approval of the Hayden Co-Operative Elevator Company’s Routt County Historic Preservation Board Application for Local Historic AGENDA ITEM Designation and adoption of a resolution designating the Hayden CoDESCRIPTION: Operative Elevator Company to the Routt County Register of Historic Properties. CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: Please see attached minutes of the Historic Preservation Board of March 14, 2012. One or more of the property owners might attend the meeting and present the Application; Arianthe Stettner prepared the Application but will not be present. II. RECOMMENDED ACTION: Approve the Application and adopt and sign the resolution.
III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: NA PROPOSED EXPENDITURE: NA FUNDING SOURCE: NA
IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): The approval of the property is significant to the history of Hayden and Routt County.
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM V. BACKGROUND INFORMATION: Please see attached minutes that have been reviewed by at least three members of the HPB and amended accordingly. VI. LEGAL ISSUES: NA VII. CONFLICTS OR ENVIRONMENTAL ISSUES: NA VI. SUMMARY AND OTHER OPTIONS:
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STATE OF COLORADO COUNTY OF ROUTT ROUTT COUNTY HISTORIC PRESERVATION BOARD March 14, 2012 Rita Herold, Chair Pro Tem, called the quarterly meeting of the Routt County Historic Preservation Board (HPB) to order at 5:10 p.m. Robert Ralston, Nancy Smith, Brian Edwards, and Dan Ellison, HPB members, and Patrick Delaney, applicant, were present. Michael Olsen, HPB member, and Arianthé Stettner, Historic Routt Count, joined the meeting after it had begun. Karolynn Lestrud and Suzie Hawkins, HPB members, were absent. Dee Bolton, Historic Preservation Board Staff Assistant, recorded the meeting and prepared the minutes. EN RE: ADOPTION OF THE SUNSHINE RESOLUTION Rita said that the Sunshine Resolution stated the places at which notices of Historic Preservation Board meetings would be posted in 2012. MOTION
Robert moved to adopt and authorize the Chair to sign Resolution 2012-001, Resolution Designating Place for Posting of Notices of Meetings of the Routt County Historic Preservation Board in Accordance with C. R. S. §24-6-402. Brian seconded; the motion carried unanimously. EN RE: REVIEW OF MINUTES The Board reviewed the minutes of the September 14, 2011 HPB meeting. MOTION
Nancy moved to approve and authorize the Chair to sign the minutes of the Historic Preservation Board for September 14, 2011, as submitted. Robert seconded; the motion carried unanimously. EN RE: APPLICATION FOR DESIGNATION TO THE ROUTT COUNTY REGISTER OF HISTORIC PROPERTIES HAYDEN CO-OPERATIVE ELEVATOR COMPANY
Arianthé began the presentation of the Hayden Co-operative Elevator Company’s Routt County Historic Preservation Board Application for Local Historic Designation by responding to the questions asked and comments made by Board members via email. She provided a handout, Hayden Co-operative Elevator Company Construction History and a site Page 12-1 March 14, 2012 DRAFT-Routt County Historic Preservation Board Minutes
plan diagram of the subject property and reviewed the two documents, both of which would respond to Board members’ comments and be added to the Application. In regard to Karolynn’s comments, she said that the railroad came to Steamboat Springs in late 1908 but took five years for David Moffat, who had expended millions of dollars to bring the railroad as far as Steamboat Springs, to acquire investors and extend the railroad to Hayden. That segment was completed in 1913. Mr. Moffat had originally envisioned running the railroad from Oak Creek to Craig along Twentymile Road so as to access the coal fields. The railroad line eventually terminated in Craig, Colorado. Karolynn questioned the statement in the Application that ‘recreational skiing did not exist’ and noted that Winter Carnival started in 1913. Arianthé will rewrite the statement. Karolynn agreed that Criterion A would qualify in the Statement of Significance. Arianthé noted that Criterion A was appropriate because the local economy and culture were responsive to the national culture, and after World War I and the fall of monopolies --- Arianthé asked Rita about grain subsidies. Rita explained that subsidies were for wheat farmers. South Routt’s climate was more harsh and had earlier and later freezes than Hayden due to its higher elevation so it had a shorter growing season; grain crops were generally good two out of every five years. South Routt also grew some of the smaller grains, in particular oats and some barley. Arianthé noted that Jan Leslie was a key source of information for the Application as she had documented the history of Hayden extensively up to approximately 1923. In response to Michael’s emailed comments, Arianthé said that she would reword the statements about the other grain elevators operating in Routt County during the same time period as the Hayden co-op. To clarify, she stated that the Hayden granary opened in 1917 and stopped working as a grain-handling operation in 1988. In regard to the labeling of the photographs from the perspective of the camera rather than the building, she stated that that was the perspective required on an application for designation at the national level. In regard to the Hayden grain elevator that burned down, she explained that --- it burned in the early 1970s. Arianthé reviewed the Statement of Significance and Architectural Description portions of the Application and said that until 1917, when the Elevator Company was built, area farmers produced a lot of high quality grain and other produce but had difficulty getting their excess to market due to distance and transportation issues. A farmers’ cooperative was organized in 1915 because farmers wanted to control the manner in which their products got to market so that they could compete in the sale of their grains. Arianthé said that the Deavers owned the property from 1938 to the 1950s and kept adding onto the buildings. She noted that the first grain elevators were the circles on the site map provided this evening. The warehouses were built in the 1960s and the cleaning plant— the tall tower in the photographs—was built in the 1970s. She explained that the complex had several bins, each of which held a different grain. Some grains and corn that could not be grown locally were actually imported and mixed with local grains for feed. Grain storage was important so that the grain could be kept and sold when prices were higher.
Page 12-2 March 14, 2012 DRAFT-Routt County Historic Preservation Board Minutes
Robert asked whether grain could still be stored at the facility. Patrick said that some wheat experts had visited the granary in 2011 and advised him the best wheat to grow for a local market. He said that some storage was still possible: The floors were solid concrete, and the buildings were still structurally sound. He would mill grain if a local market could be developed. He commented that the granary continued to be an iconic gathering place for the residents of Hayden. Rita asked whether the wood for the granary’s structures was local. Patrick was unsure but noted that the people hired to build the granary had come from Kansas. Rita stated that there were several portable sawmill outfits in Routt County so it was feasible that the wood had been harvested and milled locally. Robert stated that the property was worthy of designation. He asked why Patrick and his wife had purchased the property. Patrick explained that an offer had been made to the previous owner; the bidder, if he obtained the property, would raze the granary, and Patrick and his wife did not want that to happen. Robert said that Routt County was fortunate that the buildings were still standing and that the current owners wanted to preserve the property. He asked what the long-term plans for the property were. Patrick said that the warehouse was being used as an event center, and the scale-reading office was being used as a store; in summer, the facility was also a lawn and garden center. Other uses were still being considered. Rita recalled visiting the granary when she was three or four years old. She remembered that many cats were about the premises. Patrick said that grain storage attracted many rodents, the evidence of which was a challenge to clean out when the property was first purchased. MOTION
Nancy moved to recommend to the Board of County Commissioners approval of the Hayden Co-Operative Elevator Company Routt County Historic Preservation Board Application for Local Historic Designation based on Criterion A, Its character, interest, or value as part of the development, heritage, or cultural characteristics of Routt County, the State of Colorado, or the United States; Criterion D, Its exemplification of the cultural, economic, social, or historic heritage of Routt County, and Criterion J, Its unique location or singular physical characteristic representing an established and familiar visual feature of a neighborhood, a community, or Routt County. Brian seconded. Under discussion, Michael asked whether the recommendation should be contingent on the application being revised to address the comments of the Preservation Board. Nancy and Brian agreed to include that contingency in the motion and the second. The motion carried unanimously. Page 12-3 March 14, 2012 DRAFT-Routt County Historic Preservation Board Minutes
Arianthé and Patrick exited the meeting at this time. EN RE: NEW BUSINESS ELECTION OF OFFICERS
Rita called for nominations for officers of the Historic Preservation Board for 2012. Robert nominated Michael Olsen as Chair and Rita Herald as Chair Pro Tem of the Historic Preservation Board for 2012. No other nominations were proffered. MOTION
Robert moved to elect Michael Olsen as Chair and Rita Herald as Chair Pro Tem of the Historic Preservation Board for 2012. Nancy seconded; the motion carried unanimously. BOARD MEMBERS’ TERMS
The Staff Assistant reviewed the expiration dates of Board members’ terms. Mike asked whether Suzie Hawkins had resigned; the Staff Assistant said that she had not, but that she had been advised by Suzie that she had another standing commitment for Wednesday nights. Board members were concerned that Suzie might be filling a seat that someone else might like to fill and attend the meetings, even if not always as a voting Board member. The Staff Assistant noted that an Alternate position had been created by the County Commissioners since sometimes in the past, the establishment of a quorum for Preservation Board meetings was a concern. MOTION Robert moved to direct the Chair to write to Suzie Hawkins and request her to tender her resignation for the Historic Preservation Board. Brian seconded; the motion carried unanimously. HAYDEN HERITAGE DAYS
Nancy announced that Hayden Heritage Days would take place July 5 through 9, 2012, and the festivities would include a visit from the author of Nothing Daunted, a true story of two school teachers at the Elkhead Rock Schoolhouse. She said that the book was informative and history-laden, and the visit with the author would include a trip to the Schoolhouse. Nancy would advise Board members of details as she learned them. No other new business was brought before the Historic Preservation Board. EN RE: NEXT MEETING
Page 12-4 March 14, 2012 DRAFT-Routt County Historic Preservation Board Minutes
The next regular meeting of the Routt County Historic Preservation Board will be held on Wednesday, June, at 5:00 p.m., in the Commissioners’ Hearing Room of the Historic Courthouse. Applications for designation would be due --- in the Commissioners’ Office.
No further business coming before the Board, same adjourned sine die.
______________________________ Dee Bolton, Staff Assistant
______________________________ Rita Herold, Chair Pro Tem
Page 12-5 March 14, 2012 DRAFT-Routt County Historic Preservation Board Minutes
STATE OF COLORADO ) COUNTY OF ROUTT )
RESOLUTION N0.
-2012
A RESOLUTION DESIGNATING THE HAYDEN CO-OPERATIVE ELEVATOR COMPANY TO THE ROUTT COUNTY REGISTER OF HISTORIC PROPERTIES
Recitals: A. The Board of County Commissioners of Routt County, Colorado (the “Board”) has heretofore adopted Routt County Resolution 93-006 (the "Historic Designation Resolution") establishing the Routt County Historic Preservation Board (the "Preservation Board") and providing for the designation of historic landmarks, buildings, sites, and districts. B. The owners of the Hayden Co-Operative Elevator Company, the legal description of which is attached hereto, have made proper application (the "Application") to the Preservation Board for designation as a Routt County Historic District. C. Following review of the Application by its staff, the Preservation Board approved the Application at its March 14, 2012 meeting and presented its recommendation that the Application be approved by the Board. D. The Historic Preservation Board has described to the Board of County Commissioners the characteristics of the Hayden Co-Operative Elevator Company that justify its designation as an Historic District, and the Historic Preservation Board has recommended to the Board of County Commissioners approval of the Application. E. A public hearing concerning the Application was held by the Board on April 3, 2012, and, based on the recommendation of the Historic Preservation Board, the Board finds that the criteria for designation of the Hayden Co-Operative Elevator Company, as a Routt County Historic District have been satisfied and that the Hayden Co-Operative Elevator Company should be designated as a Routt County Historic District. NOW, THEREFORE IT IS HEREBY RESOLVED by the Board of County Commissioners of Routt County, Colorado, that the Hayden Co-Operative Elevator Company, the legal description of which is attached hereto, is designated as a Routt County Historic District. ADOPTED THIS 3rd day of April, A. D., 2012, BY THE BOARD OF COUNTY COMMISSIONERS FOR ROUTT COUNTY, COLORADO.
Douglas B. Monger, Chairman Vote:
Douglas B. Monger Nancy J. Stahoviak Diane Mitsch Bush
ATTEST:
Kay Weinland, County Clerk and Recorder
Aye Aye Aye
Nay Nay Nay
Absent Absent Absent
ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM CONSENT ITEM # OR
ACTION AGENDA ITEM #
6A & 6B
ITEM DATE: April 3, 2012 ITEM TIME: 10:45 A.M. FROM: County Manager/Tom Sullivan TODAY’S DATE:
03/29/12
AGENDA ITEM DESCRIPTION:
6a. Consideration to adopt A Resolution Revoking the Revised Statement of Policy of Routt County, Colorado Concerning the Cell Phones and Smartphones Provided to Employees by Routt County and Application of Internal Revenue Code for Taxable Compensation to Employees for the Value of Cell Phones and Smartphones Adding to the Essential Communications List of Positions Authorized to Receive a Gross-Up of Income for their Employer Provided Cell Phone or Smartphone, and Concerning the Provision of Wireless Data Cards (Air Cards) for Mobile Broadband 6b. Consideration to adopt a Statement of Policy and a Resolution adopting the Statement of Policy of Routt County, Colorado Concerning Mobile Telecommunication Devices Provided to Employees by Routt County, and Personal Telecommunication Devices Used for Routt County Business
CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: Item 6a. Prior to 2012 the Internal Revenue Code included cell phones and other similar telecommunications equipment as “Listed Property” for which employer provided cell phones held value a taxable income for employees. The first statement of policy concerning telecommunications equipment was adopted on March 3, 2008 and subsequent revisions were adopted as the use of these devices changed. The last revision was adopted on June 29, 2010, with changes that added positions to the list of positions that were authorized a gross-up of income to offset the amount of the added income. In 2011 the IRS regulation concerning “Listed Property” was revised and cell phones were no longer included as “Listed Property.” At that time the grossup of income was no longer provided to employees. This agenda item is for your consideration to revoke the June 29, 2010 statement of policy. Item 6b. While the statement of policy concerning cell phones as “Listed Property” is no longer need, Routt County does need a policy to address mobile telecommunication devices including cell phones, Smartphones, air cards, laptops, electronic tablets and mobile dispatch terminals (MDT) and connecting remote computers to the County information system network via a virtual private network (VPN). This item is for your consideration to adopt a statement of policy and a resolution establishing the statement of policy concerning mobile telecommunication devices provided by Routt County and the use of personal mobile devices to connect to the County network as well as the use of the VPN.
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM II. RECOMMENDED ACTION: Item 6a. Motion to adopt a Resolution Revoking the Revised Statement of Policy of Routt County, Colorado Concerning the Cell Phones and Smartphones Provided to Employees by Routt County and Application of Internal Revenue Code for Taxable Compensation to Employees for the Value of Cell Phones and Smartphones Adding to the Essential Communications List of Positions Authorized to Receive a Gross-Up of Income for their Employer Provided Cell Phone or Smartphone, and Concerning the Provision of Wireless Data Cards (Air Cards) for Mobile Broadband. Item 6b. Motion to adopt a Statement of Policy and a Resolution adopting the Statement of Policy of Routt County, Colorado Concerning Mobile Telecommunication Devices Provided to Employees by Routt County, and Personal Telecommunication Devices Used for Routt County Business
III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: N/A PROPOSED EXPENDITURE: N/A FUNDING SOURCE: N/A
IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): Not Applicable
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ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM V. BACKGROUND INFORMATION: Included with this agenda item are the two resolutions, the new statement of policy and the administrative procedures. Item 6a. The Statement of Policy Concerning the Cell Phones and Smartphones Provided to Employees by Routt County and Application of Internal Revenue Code for Taxable Compensation to employees for the Value of Cell Phones and Smartphones Adding to the Essential Communications List of Positions Authorized to Receive a Gross-Up of Income for Their Employer Provided Cell Phone or Smartphone, and Concerning the Provision of Wireless Data Cards (Air Cards) for Mobile Broadband Internet, is no longer valid due to the removal of cell phones and similar telecommunications devices from the Internal Revenue Code for “Listed Property” and therefore applicable. This Statement of Policy dealt primarily with the gross-up of income and since the new policy deals with the mobile telecommunications devices as technical tools, the direction I took was this resolution to revoke the this policy and write an entirely new policy. Item 6b concerns your consideration on the new policy. Item 6b. The Statement of Policy and a Resolution adopting the Statement of Policy of Routt County, Colorado Concerning Mobile Telecommunication Devices Provided to Employees by Routt County, and Personal Telecommunication Devices Used for Routt County Business is a new policy concerning technological equipment that will be provided by Routt County and procedures for these allocations and purchases, and for authorizations to connect personal mobile communication devices to the County Information Network. The new policy also addresses the provision and procedures for allocation and purchase of MDTs and connecting any remote computer to the network via the County VPN. While for the most part the Statement of Policy is self-explanatory I have also developed administrative procedures that provide direction concerning open records and that Routt County owns all of the records stored on electronic devices. The procedure to adopt the Statement of Policy requires action to adopt the policy and adopt a resolution adopting the policy. The Resolution states that you directed the creation of the resolution to “establish” the policy.
VI. LEGAL ISSUES: The Statement of Policy and the Resolutions were reviewed by John Merrill, County Attorney. The legal issues concern the Colorado Open Records Act and Routt County policies concerning the ownership of records stored on County and personal electronic devices.
VII. CONFLICTS OR ENVIRONMENTAL ISSUES: Not Applicable.
VIII. SUMMARY AND OTHER OPTIONS: I believe a policy concerning County provided mobile electronic devices is necessary and that the policy concerning the gross-up of income is no longer needed.
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STATE OF COLORADO COUNTY OF ROUTT
) )ss )
RESOLUTION #2012-______
A RESOLUTION REVOKING THE REVISED STATEMENT OF POLICY OF ROUTT COUNTY, COLORADO CONCERNING THE CELL PHONES AND SMARTPHONES PROVIDED TO EMPLOYEES BY ROUTT COUNTY AND APPLICATION OF INTERNAL REVENUE CODE FOR TAXABLE COMPENSATION TO EMPLOYEES FOR THE VALUE OF CELL PHONES AND SMARTPHONES ADDING TO THE ESSENTIAL COMMUNICATIONS LIST OF POSITIONS AUTHORIZED TO RECEIVE A GROSS-UP OF INCOME FOR THEIR EMPLOYER PROVIDED CELL PHONE OR SMARTPHONE, AND CONCERNING THE PROVISION OF WIRELESS DATA CARDS (AIR CARDS) FOR MOBILE BROADBAND INTERNET WHEREAS, in order to comply with the substantiation rules found in Internal Revenue Service (IRS) Reg. 1.274-5T (b)(6) that refers to “Listed Property” and the definition of “Listed Property” found in IRC Section 280F (d)(4) included “any cellular phone (or similar telecommunications equipment)the Board of County Commissioners of Routt County (the “Board”) adopted the Statement of Policy of Routt County, Colorado Concerning the Cell Phones and Smartphones Provided to Employees by Routt County and Application of Internal Revenue Code for Taxable Compensation to Employees for the Value of Cell Phones and Smartphones Adding to the Essential Communications List of Positions Authorized to Receive a Gross-up of Income for their Employer Provided Cell Phone or Smartphone, and Concerning the Provision of Wireless Data Cards (Air Cards) for Mobile Broadband Internet Efficiencies and Economies in Routt County Operations; WHEREAS, IRC Section 280F (d)(4)no longer includes any cellular phone (or similar telecommunications equipment) as “Listed Property”; NOW, THEREFORE, BE IT RESOLVED, that the Board hereby revokes the Revised Statement of Policy of Routt County, Colorado Concerning the Cell Phones and Smartphones Provided to Employees by Routt County and Application of Internal Revenue Code for Taxable Compensation to Employees for the Value of Cell Phones and Smartphones, and Concerning the Provision of Wireless Data Cards for Mobile Broadband Internet dated June 29, 2010, and adopted by Resolution 010-033. PASSED AND ADOPTED this 3rd day of April, 2012. BY THE BOARD OF COUNTY COMMISSIONERS OF ROUTT COUNTY, STATE OF COLORADO. / Douglas B. Monger, Chairman
1
Vote: Nancy J. Stahoviak (yes)(no)(absent) Diane Mitsch Bush (yes)(no)(absent) Douglas B. Monger (yes)(no)(absent) ATTEST: Kay Weinland, Clerk & Recorder
2
STATEMENT OF POLICY OF ROUTT COUNTY, COLORADO CONCERNING MOBILE TELECOMMUNICATION DEVICES PROVIDED TO EMPLOYEES BY ROUTT COUNTY, AND PERSONAL TELECOMMUNICATIONS DEVICES USED FOR ROUTT COUNTY BUSINESS This Statement of Policy of Routt County, Colorado Concerning Mobile Telecommunications Devices provided to employees by Routt County and Personal Telecommunications Devices used for Routt County Business is intended to set forth the policies of the Board of County Commissioners on the provision of cell phones, Smartphones and air cards for mobile broadband services (air cards), the use of personal mobile telecommunications devices for the business of Routt County and use of the Routt County VPN to connect to the Routt County Information Systems network (Network) from remote personal devices including laptops and home computers. It is the policy of Routt County that Department Heads, appointed and elected, have the authority to determine which employees will be provided cell phones to conduct the business of Routt County. It is also the policy of Routt County that Smartphones and air cards may be provided to employees except that justifications for the use of Smartphones and air cards must be provided to the County Manager for approval of these uses. In addition this statement of policy addresses personal mobile telecommunications devices including Smartphones and electronic tablets or similar devices. Furthermore this statement of policy addresses the connection of personal computing devices to the Routt County VPN. For each of these types of uses of technology to perform County business the Department Head shall make requests with justifications to the County Manager for approval. The use of the Routt County VPN is restricted to a case by case need as stated in Section Four below. Employees should understand that any of their correspondence using the County E-Mail system belongs to Routt County and may be a record under the Colorado Open Records Act and may be subject to public inspection pursuant to C.R.S. § 24-72-203 which is a part of the Act (See the Routt County Personnel Handbook section 13.10 Computer Files and Electronic Mail page 13-3.) This is the case whether an employee is using a County provided, personal telecommunications device or connecting to the Network using the VPN. Section One: Administrative Procedure for Authorizations to Purchase Routt County Provided Cell Phones, Smartphones and Air Cards: 1. For the purchase of cell phones and calling plans, Department Heads, both appointed and elected, have the authority to determine which employees will be required to carry cell phones to conduct business of Routt County. All cell phones and calling plans shall be purchased through the Routt County Purchasing Department. 2. Justifications for the use of Smartphones must be presented to the County Manager for approval. The Routt County positions authorized to be provided Smartphones are in the Essential Communications List of Positions Authorized to Use Smartphones provided below. The purchase of Smartphones, calling plans and data plans shall be made through the Routt County Purchasing Department.
1
Essential Communications List of Positions Authorized for Routt County Provided Smartphones: Department BCC Office Communications Coroner Emergency Management Environmental Health Human Services Human Services Human Services Human Services Information Services Sheriff’s Office Sheriff’s Office YVRA
Position County Manager Director Coroner Emergency Manager Environmental/Public Health Director Director Assistant Director Social Caseworker (4) Early Childhood Program Supervisor Director Sheriff Undersheriff Airport Manager
3. An air card is a computer add-on device that gives laptop or notebook computers the ability to access the mobile Internet and is purchased through a wireless phone provider. Air cards are either external and plug into a laptop or notebook computer or are internal to a mobile dispatch terminal device (MDT), e.g. Toughbook. External air cards shall only be issued to Departments not to individuals, and shall only be used for County business. Air cards shall be purchased by the Routt County Purchasing Department. Without limitation, this includes the provisions for methods of source selection and bid protest as those processes are described in the Purchasing Manual. Internal air cards are purchased as specifications for MDTs and shall be purchased and replaced through the annual budget process and the Information Systems Pool Budget. Section Two: Administrative Procedures for Use of Personal Cell Phones and Smartphones for Routt County Business: 1. Employees who use personal cell phones for County business may seek reimbursement for their business use when this use causes cell phone charges above the limit of their calling plan. The employee shall be responsible for submitting such a request on a monthly basis, and the Department Head, appointed and elected, will be responsible for submitting vouchers for payment of reimbursable costs. 2. Employees that wish to use a personal Smartphone for County business must first present a justification for the use to the County Manager for approval to connect the personal Smartphone to the County Information System and for payment of a stipend for the business use. The stipend is set at 50% of the personal cost of a basic calling and data plan with the employee obtaining a government discount of 18% from their Smartphone provider. The stipend amount will be based on the following costs as advertized for a
2
single Smartphone plan. The County Manager will annually review the advertized costs for the Routt County preferred Smartphone provider and adjust the stipend accordingly. Calculation of Basic Calling and Data Plan for Stipend Payment: Single Voice Plan (unlimited)
$69.99
Smartphone Data
$ 30.00 Total
$99.99
18% Government Employee Discount
$17.99
Personal Smartphone Cost minus Discount $81.99 Stipend for Authorized Business Use of Personal Smartphone
$41.00
3. All Smartphone users including devices provided by Routt County and the employees authorized to connect personal Smartphones to the Routt County Information System network must comply with the following security procedures. Employees who do not comply with these security procedures will lose all authorization to use Routt County provided devices and to connect their personal Smartphones to the County Information System. a. Employee signs the acknowledgment form for Smartphone security compliance that states: i. The employee will protect the Smartphone with a password. ii. The employee will have their Smartphone auto-lock with a password after 5 minutes of non-use. iii. The employee or the employee’s Department is completely responsible for configuring connection to the County Information System and for user support however, the Information Systems Department will provide a configuration document. iv. Employees using personal Smartphones for Routt County business understand that a court of law may order the production of personal Smartphones as part of a court case involving Routt County leaving the employee without the Smartphone for long periods of time. v. Employees shall comply with the Health Insurance Portability and Accountability Act and shall not process any medical data on a Smartphone unless that Smartphone has native encryption turned on, or HIPAA data is stored in an encrypted file on the Smartphone. vi. Employees shall immediately notify the Information Systems Department when they suspect that the Smartphone is lost or stolen. b. Use of personal air cards for County business will not be reimbursed and payments of stipends are not established.
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Section Three: Use of Personal Mobile Telecommunications Devices Including Laptops or Electronic Tablets, e.g. I-Pads, or Similar Devices to Perform County business: 1. Routt County does not provide mobile telecommunications devices other than cell phones, Smartphones and air cards, and employees wishing to connect mobile laptops and electronic tablets to the Network shall make a request to including the justification for such use for County Manager approval. Routt County will not provide any reimbursement of costs to the employee for such use, and employees shall follow the Security procedures as stipulated in part 3 a. of Section Two above. Employees who do not comply with these security procedures will lose all authorization to connect their personal mobile telecommunications device to the County Information System. Section Four: Use of Routt County Provided VPN Connection for Personal Computing Devices from Remote Locations to the Network: 1. On a very limited basis the County Manager may authorize employees the use of the Routt County VPN to connect personal computing devices to the Network from remote locations. Use of the VPN may be used for employees needing to telecommute from home on a limited time basis; for example due to work load and need to work outside the normal work hours or due to medical circumstances that keep the employee from the workplace. The County Manager may authorize extended use of the VPN for high level positions. Normally, only FLSA overtime exempt employees will be authorized use of the VPN. Requests with justifications for use of the VPN must be presented to the County Manager for approval. If authorized by the County Manager, the Routt County Information Systems Department will provide the information and software that is needed to set up the VPN on a home computer or laptop and the employee or employee’s Department will install the software. Employee use of the VPN will require login from their personal computing devices to access the Network resources. Employees shall be compliant with the following protection on their computing devices. a. Provide active anti-malware protection that is approved by the IS Department. b. Provide automatic security patch installation configuration. c. Provide active firewall (to be tested via website). Any employee using the VPN and who causes a Network security problem due to noncompliance with this policy will lose their authorization to use the VPN. Section Five. Waiver, Revocation and Amendment: The Board reserves the right to waive this Statement of Policy in the event that it determines that it is in the interests of Routt County to do so. The Board reserves the right to revoke or amend this Statement of Policy through formal action of the Board.
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Section Six. Effective Date: This Statement of Policy shall become effective upon the later of its adoption by the Board or April 3, 2012. This policy statement shall be effective immediately upon adoption. Adopted by the Routt County Board of County Commissioners on __________, 2012.
Routt County Board of County Commissioners
By: _________________________ Douglas B. Monger, Chairman
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STATE OF COLORADO COUNTY OF ROUTT
) )ss )
RESOLUTION #2012-______
A RESOLUTION ADOPTING THE STATEMENT OF POLICY OF ROUTT COUNTY, COLORADO CONCERNING MOBILE TELECOMMUNIATION DEVICES PROVIDED TO EMPLOYEES BY ROUTT COUNTY, AND PERSONAL TELECOMMUNICATIONS DEVICES USED FOR ROUTT COUNTY BUSINESS
WHEREAS, the Board of County Commissioners of Routt County (the “Board”) desires to promote efficiencies and economies in Routt County operations; WHEREAS, the Board recognizes that the provision of mobile telecommunications devices to Routt County employees who are in positions that perform work away from offices enhances the ability of these employees to respond to calls for service and, in certain cases, the provision of cell phones is the most cost effective means to provide a communications tool to these employees WHEREAS, the Board recognizes that allowing employees who have purchased personal mobile telecommunications devices and are in positions that need to connect these personal mobile telecommunications devices to the Routt County Information Services Network enhances their efficiencies and effectiveness; WHEREAS, the Board also recognizes that employees may need to perform Routt County business via a virtual private network from a remote computer under certain circumstances; WHEREAS, the Board desires to adopt a Statement of Policy of Routt County, Colorado Concerning Telecommunications Devices Provided to Employees by Routt County, and Personal Telecommunications Devices Used for Routt County Business; / / / / / / / / / / / / WHEREAS, on April 3, 2012 at a duly noticed public hearing, the Board considered the adoption of the Statement of Policy , and at that time a motion was moved, seconded and passed
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that said Statement of Policy be adopted effective immediately and directed the County Manager to prepare a resolution reflecting this action; NOW, THEREFORE, BE IT RESOLVED, that the Board hereby. PASSED AND ADOPTED this 3rd day of April, 2012. BY THE BOARD OF COUNTY COMMISSIONERS OF ROUTT COUNTY, STATE OF COLORADO.
Douglas B. Monger, Chairman Vote:
Nancy J. Stahoviak Diane Mitsch Bush Douglas B. Monger
ATTEST:
Kay Weinland, Clerk & Recorder
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(yes)(no)(absent) (yes)(no)(absent) (yes)(no)(absent)
ADMINISTRATIVE PROCEDURES WITH RESPECT TO THE STATEMENT OF POLICY OF ROUTT COUNTY, COLORADO CONCERNING MOBILE TELECOMMUNICATION DEVICES PROVIDED TO EMPLOYEES BY ROUTT COUNTY, AND PERSONAL TELECOMMUNICATIONS DEVICES USED FOR ROUTT COUNTY BUSINESS I.
Employees should understand that all electronic records accessed using the County Information System network belongs to Routt County and may be a record under the Colorado Open Records Act and may be subject to public inspection pursuant to C.R.S. § 24-72-203 which is a part of the Act (See the Routt County Personnel Handbook section 13.10 Computer Files and Electronic Mail page 13-3.) This is the case whether an employee is using a County provided, personal telecommunications device, a personal device or connecting to the Network using the VPN. All County records must be stored on the County Information System network and any County record accessed using any personal computer or telecommunication device shall be deleted as quickly as possible after ensuring that the most recent version of the record is stored to the County Information System network.
II.
Administrative Procedures for cell phones include that Department Managers and Elected officials have the authority to determine which of their department employees will be required to carry County-provided cell phones using the following criteria and responsibilities: a. Cell phones should only be provided to employees that are routinely away from Department offices but must be reachable by phone, or need to be reached offhours and while traveling b. Department Managers and Elected Officials are accountable for use and are responsible for managing the Department’s plan to ensure efficient use of the plan purchased c. Purchase of phone equipment and plans shall be made through the Purchasing Department d. Entering user agreements shall be administered by the Purchasing Department following the Statement of Policy of Routt County Concerning Purchasing of and Contracting for Goods and Services e. Departments having cell phone plans for shared use by several employees, when the use is during work hours or is required for on-call-duty outside of normal ours, and the phones are otherwise unassigned shall present plans for the use of said cell phones to the County Manager for approval f. Employees seeking reimbursement for business use of personal phones are responsible for identifying and documenting the business use, and Department Managers and Elected Officials are responsible for verifying the use, submitting vouchers for the reimbursement on a monthly basis, and maintaining budget records
I. Administrative Procedures for Smartphones includes that purchase of plans and use shall be authorized by the County Manager, with the following criteria: A. Smartphones shall only be provided to Department Manager, Elected Official level and FLSA Exempt positions that in order to perform their duties are regularly away from their offices during normal work hours, may work away from their offices in the evenings and may also be expected to be available 24 hours a day 365 days of a year and have the need to receive, send and respond to emails, maintain their County Outlook Calendar and to download documents. B. The Department Manager or Elected Official shall present a purchase plan and justification for use to the County Manager for approval C. Routt County IS Department will only support connectivity to a Routt County network as stipulated in Section 3 of the Statement of Policy D. Entering user agreements for smartphone equipment and plans shall be administered by the Purchasing Department II. Administrative procedures for wireless data cards for mobile broadband Internet (air cards) connectivity shall be authorized by the County Manager, with the following criteria: A. Air cards shall be restricted to Routt County business and shall only be provided to Departments, not to individual employees, and the Department Manager and Elected Official shall present a purchase plan and justification for use to the County Manager for approval B. Department Managers and Elected Officials shall be accountable for use of air cards and are responsible for managing the Department’s use to ensure use for only County business C. Air cards will only be authorized for and used by Departments that have a need to connect to the County network while away from the office and data cards may be restricted for use by Department Manager, Elected Official level and FLSA Exempt positions D. The County Manager may authorize the provision of one or more air cards to the Information Systems Department and these air cards may be checked out by a Department Manager or Elected Official for needs that are in line with County policies and administrative procedures III. Administrative Procedures for use of Mobile Dispatch Terminal MDT: A. MDT devices shall be budgeted through the annual budget process and purchased by the Routt County Purchasing Department. Without limitation, this includes the provisions for methods of source selection and bid protest as those processes are described in the Purchasing Manual.
B. Departments that are allocated MDTs shall develop procedures and rules pertaining to the protection and security of the MDTs as well as the records stored on the devices. IV. Administrative Procedures for use of personal mobile telecommunications devices including laptops or electronic tablets: A. Routt County does not provide mobile telecommunications devices other than cell phones, Smartphones and air cards, and employees wishing to connect mobile laptops and electronic tablets to the Network shall make a request to including the justification for such use for County Manager approval. Routt County will not provide any reimbursement of costs to the employee for such use, and employees shall follow the Security procedures as stipulated in part 3 a. of Section Two above. Employees who do not comply with these security procedures will lose all authorization to connect their personal mobile telecommunications device to the County Information System. V. Administrative Procedure for use of Routt County Provided VPN Connection for Personal Computing Devices from Remote Locations to the Network: A. On a very limited basis the County Manager may authorize employees the use of the Routt County VPN to connect personal computing devices to the Network from remote locations. Use of the VPN may be used for employees needing to telecommute from home on a limited time basis; for example due to work load and need to work outside the normal work hours or due to medical circumstances that keep the employee from the workplace. The County Manager may authorize extended use of the VPN for high level positions. Normally, only FLSA overtime exempt employees will be authorized use of the VPN. See Section Four of the Statement of Policy for security requirements. VI. These administrative procedures are effective on April 3, 2012, and may be amended from time to time by the County Manager.
