ORDER NO. E7984 "~ APPROVE .ERR EMERGENCY 9-1-1 NETWDRN. ADDRESSING PROJECT c003 On this the E4th day of Febr~_iary, `003, ~_~pon motion made by Commissioner, Baldwin, seconded by Commissioner, Lets, the Court unanimously approved by a vote of 4-0-0, to approve t~,err Emergency 9-1-1 Netwark - Addressing F'ro.ject X003. 798 COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: William E. Amerine OFFICE: Kerr Emergency 9-1-1 Network MEETING DATE: 02/24/2003 TIlVIE PREFERRED: 9:00 a.m. SUBJECT: Kerr Emergency 9-1-1 Network -Addressing Project 2003 Agenda: Problem Statement Plan Summary Key Stakeholders/contributors Critical Tasks Critical Milestones/Timelines Q&A EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: William E. Amerine 20-30 Minutes IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Addressing Project 2003 Synopsis Problem Statement: The 9-1-1 Networks exists for the singular purpose of serving public safety. To that end the network must correlate the calling party's phone number to a physical address that emergency service personnel can accurately and quickly respond to. Despite past addressing efforts, Kerr County addressing is largely incomplete. Correcting this 9-1-1 discrepancy must become a priority for all responsible parties. Kerr Emergency 9-7-1 Network respectfully submits the follow plan for your consideration and approval: • The collective addressing analysis/assignment efforts of Kerr Emergency 9-1-1 Network, city and county address coordinators, and the USPS will be complete by September. • Property owners will be initially notified through a Kerr County mailing in that same month. • The vitally important citizen Input process will be concluded at the end of the 4~' quarter. • Kerr Emergency 9-1-1 Network will provide 9-1-1 signage at nominal cost to the citizen. • USPS will send out postal notices beginning early in the 1~ quarter 2004 with the countywide, address effective date of January 1, 2004. The substantive change of this Project compared to previous approaches is the planned and coordinated involvement of: • Kerr County • Kerr Emergency 911 Network • USPS • Cities of Kerrville & Ingram • Every Segment of the local media • Rural Property Owners & Citizens of the county There are 5 critical components involved in this plan which are: • Streamlined analysis & addressing by Kerr 911 • Countywide, all-citizen release of address-change notifications by Kerr County • A wide ranging Public Awareness Campaign beginning in April and continuing thru the end of the year, including presentations to Civic groups, radio stations, and local TV. • Citizen involvement on three levels: o Essential feedback on information needed for the 9-1-1 public service answering point (PSAP) system o Cooperation in documenting non-owner habitation & informing tenants, etc. o Volunteerism in gathering Citizen Input • Manufacture & Distribution of standard reflective House # signs. Assumptions: 1. This project will affect approximately half of the population and two-thirds of the properties in Kerr County. 2. Addressing Project 2003 will be coordinated by Kerr Emergency 9-1-1 Network. 3. House/residence number signage will be the responsibility of Kerr Emergency 9-1-1 Network. 4. Authority for all street names and numbering changes resides with the municipal entities and the county. 5. The USPS has the authority to set deadlines for citizen conversion from old mailing address systems to 9-1-1 suggested physical addressing systems. 2 attachments: 1. Critical Responsibilities 2. Project Timelines 2 Addressing Project 2003 Critical Responsibilities Kerr County Commissioners Court: With the strength of Court Orders, the Commissioners must approve the Project Plan and execute specific deliverables such as, but not limited to: • Adopting the formalized time line responsibilities and objectives • Resolving the issue of unnamed roads • Adopting standardized numbering for the county • Funding for notification expenses • Establishing the effective date of new addressing. Kerr Emergency 911 Network: Upon adoption by the County, Kerr 911 will complete parcel addressing following the current schedule of proceeding east and circling into Kerrville South to finish. The Kerr 9-1-1 staff will: • Document the address and provide to the County Address Coordinator • Compile phone information and mailing addresses as volunteered by the Owners and provide electronic documentation to the phone providers and USPS. • Provide to the County Address Coordinator a list of property owners associated with each individual unnamed road. • Assist the County Address Coordinator in the road naming process. • Plan and execute Publicity Campaign with local media and dignitaries. • Provide temporary labor, office space, and phone lines to receive and document citizen input of public safety information. • Provide electronic documentation of citizen input to phone providers and USPS. • Provide final electronic documentation of addressing to KCAD, Kerr County Clerk's office, and other agencies as needed. • Assist the County Address Coordinator in issue resolution. • Provide 9-1-1 signage at a nominal cost to citizens. Kerr County Address Coordinator: The Coordinator will: • Finalize notification methodology and details of print copy, mail merge, handling and the mailing of notifications. • Coordinate road signage with address implementation. • Coordinate address notification with USPS not cation, if possible. • Notify Property Owners involved in unnamed roads and coordinate the naming process. • Assist Kerr 911 in receiving and documenting citizen input. United States Postal Service: The USPS will: • In a time frame consistent with Kerr 911's addressing work, provide Kerr 911 with a good faith documentation of postal patron information. • Use Kerr 911's transmittal of volunteered mailing addresses unless over written by citizen input. • Provide to Kerr County a sufficient number of NChange of Address" packets for each notice mailed. The City of Kerrville: It is incumbent on the City to immediately provide Kerr 911 with addressing "hand ofP' points on the following major thoroughfares: • Main Highway • Bandera Highway • Sidney Baker Highway • Medina Highway • Cypress Creek Parkway • Harper Highway • Goat Creek Parkway Property Owners and Citizens of Kerr County: Each property owner and resident will: • Interpret the addressing provided for reasonability and/or completeness. • Advise Kerr 911 and the County Addressing Coordinator if additional addressing is required. 2 • Provide all public safety information needed to complete an accurate response profile on all users associated with each property. • Display the appropriate road andlor house signage as instructed. 3 MARCH APRIL MAY JUNE JULY AUGUST SEPT. weeks 4 wks 4 wks 4 wks 12 wkS Kerr 911 Addressing NE County.. Comfiork ~ Center Point SE & S County Kerrville `South weeks 1 Day 2 wks 2 wks 2 wks 2 wks 2 wks 2 wks 2 All Media Media Day 'LSt Episode 2nd Episode 3rd- 4#h Episode Episode 5th Episode 4th Episode Ep weeks 12 wks 4 wks 8 wks 4 wks Kerr County Resolve Unnamed Roads Finalize Notification Letters Process 8~ Print Notices Mail to Property Owners Weeks USPS NE County Comfort & Center Pt. SE & S Count Kerrvill e Sauth weeks 4 wks Property Reminde Owners & Exposed to of Role ~ Citizens Public Awareness Campaign Responsib