HomeMy WebLinkAbout2020-01-28; Coronavirus Preparedness; Calderwood, MichaelMemo ID# 2020008
To the members of the:
CITY COUNCIL
Date ,,~,Zl' CA _J:. CC!::_
CM L COO :!:::_ DCM {3) ~
Council Memorandum
Jan.28,2020
To:
From:
David Harrison, Assistant Dir
"'-&-~-Vi a: Scott Chadwick, City Manag r
Re: Coronavirus Preparedness
{city of
Carlsbad
This memorandum provides a summary of City of Carlsbad coronavirus preparedness actions
. taken and offers an initial outline of next steps.
Background
An outbreak of the respiratory disease known as Coronavirus {2019-nCoV) oq:urred in Wuhan,
China in December 2019. This is a novel virus, demonstrating human-to-human transmission.
As of Jan. 24, 2020, over 900 cases had been identified resulting in over 26 deaths. As of Jan.
27, 2020, there are five verified cases in the United States, two in California, in Orange and Los
Angeles counties. During the Jan. 27, 2020, Center for Disease Control (CDC) teleconference, it
was stated that all U.S. coronavirus infections originated outside of the U.S. There are no
confirmed cases of human-to-human transmission (spread) within the United States.
Coronavirus has emerged at a time when the nation and San Diego County are experiencing a
significant influenza (flu) season. While significant differences between novel coronavirus and
seasonal flu exist, many of the most effective mitigation strategies are similar. Most important
among these are raising public awareness and advocating common area sanitation and
personal hygiene practices. Frequent hand washing remains one of the most effective personal
hygiene practices.
The County of San Diego Health and Human Services Agency (HHSA) and the County Public
Health Officer (PHO) are our region's infectious disease planning leads. The first potential
coronavirus case in San Diego County is currently pending confirmation by the CDC, with results
expected Jan. 28, 2020. Carlsbad's response should be coordinated with these agencies to the
extent practical.
Actions Taken
• Jan. 7, 2020, Carlsbad Emergency Management Administrative Team (CEMAT) reviewed
influenza virus status and response actions
• Week of January 20, Communications Department met to develop public messaging
Fire Department
Safety Center 2560 Orion Way I Carlsbad, CA 92010 I 760-931-2141 t
CORONAVIRUS PREPAREDNESS
Jan. 28, 2020
Page 2
•Jan. 23, 2020, Carlsbad Fire Department issued Novel Coronavirus Bulletin
•Jan._ 24, 2020, California Health Alert Network (CAHAN) issued Alert for San Diego
participants (mainly health care professionals)
•Jan. 24, 2020, contents and/or implications of CAHAN alert shared with Carlsbad Fire
Department (CFD), Carlsbad Police Department (CPD}, Carlsbad Communications
Department, Carlsbad Unified School District point of contact (POC}, Carlsbad Chamber
of Commerce Ready Carlsbad Business Alliance (RCBA} POC, and regional Residential
·Care forthe Elderly Task Force (RCFE TF). A request for additional information was
made to the County Public Health POC. A current inventory of N95 masks was reviewed. . and a supplemental order was placed.
•Jan. 25, 2020, contents and/or implications of CAHAN alert shared with lnfraGard San
Diego (Public Health Sector), La Costa Glen representative, and a Rancho Carlsbad
Emergency Response Team member. Relevant regional and city emergency plans were
reviewed. Carlsbad Continuity of Operations Plan (COOP), Section 3 (Pandemic) is most
relevant to this Public Health issue.
•Jan. 27, 2020, CFD conducted a Coronavirus planning meeting. Carlsbad representatives
participated in weekly Center for Disease Control Coronavirus teleconference.
Carlsbad's Medical Director was contacted, and an update of North Zone Paramedic
protocols was initiated.
Next Steps, as appropriate
Public safety messaging, such as: traditional, digital, social media reporting, flyers to libraries,
public spaces and homeless will commence. National level surveillance monitoring through
CDC teleconferences will continue. Collaboration will continue with regional networks and
stakeholders, such as: HHSA, PHO, County Emergency Medical Services (EMS} Director,
Carlsbad-contracted Medical Director, and lnfraGard San Diego. Local engagement will
continue with community sector agencies and representatives, such as: Carlsbad Chamber's
•RCBA, schools, faith-based organizations, volunteer organizations (Carlsbad Community
Emergency Response Team), residential care for the elderly facilities, service organizations such
as Rotary, and Palomar Airport, etc.
City staff preparedness actions will be reviewed and implemented, such as: continuation of the
incident oversight group, which is currently CEMAT, but could become the emergency
operations Policy Group once a local case is identified; issuing of personal hygiene practices and
staff Illness guidelines; staff review of COOP essential functions, telecommuting policy, and face-
to-face meeting alternatives; additional supplies and resource need reviews; virus-specific first
responder training; community activity and special events review to limit public exposures; and
the identification of decision points to aid in the transit_ion from general "hygiene" strategies to
"social distancing" strategies, such as public event and meeting restrictions, should this become
necessary.
CORONAVIRUS PREPAREDNESS
Jan. 28, 2020
Page 3
CC: Celia Brewer, City Attorney
Elaine Lu key, Chief Operations Officer
Neil Gallucci, Chief of Police
Continuity of Operations Plan
Table of Contents
CONTINUITY OF OPERATION
June 2015
Abstract
Continuity Planning ensures that the City of Carlsbad is able to continue its vital
governmental services and operations under all-hazard emergencies or other situations
that may disrupt normal operations. The Continuity of Operations document contains
information about the essential functions and services for each department of the City of
Carlsbad. The document specifies succession to office and delegation of authority,
provides for the safekeeping of and access to essential records, identifies a range of
continuity facilities, provides for continuity communications and identifies options for
reductions in workforce due to an emergency or pandemic event.
Prepared using FY 2014 SHGP funds provided by the US Department of Homeland Security
Continuity of Operations Plan
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{city of
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Continuity of Operations Plan
City of Carlsbad
Continuity of Operations Plan
ACKNOWLEDGEMENTS
City of Carlsbad Department Representatives
Glynn Birdwell – Principal Librarian
Paul Edmonson – Senior Assistant City Attorney
Brent Gerber – Senior Accountant
Steve Hodges – Management Analyst, Facilities and Fleet
Randy Lagman – IT Manager
Kyle Lancaster – Parks Superintendent
Michele Masterson – Senior Management Analyst, CED
Rebecca Melillo – Management Analyst, HR
Kristina Ray – Communications Manager
Ronna Stickrod – Record Management Supervisor
Steve Sutt – Police Sergeant
Tony Ulloa – Public Works Supervisor
Don Wasko – Utilities Manager
Emergency Planner
Jeff Murdock
Project Manager
David Harrison
{city of
Carlsbad
Continuity of Operations Plan
.
{city of
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Continuity of Operations Plan
Table of Contents
1
TABLE OF CONTENTS
RECORD OF CHANGES .............................................................................................................3
SECTION 1 COOP BACKGROUND INFORMATION ...........................................................4
1.1 EXECUTIVE SUMMARY ...................................................................................4
1.2 INTRODUCTION..................................................................................................5
1.3 PURPOSE ...............................................................................................................6
1.4 APPLICABILITY AND SCOPE ..........................................................................7
1.5 AUTHORITIES AND REFERENCES ................................................................7
1.6 COOP MAINTENANCE ......................................................................................8
1.7 COOP TRAINING AND EXERCISES ...............................................................9
SECTION 2 COOP INFORMATION .......................................................................................10
2.1 PLANNING REQUIREMENTS ........................................................................10
2.2 ESSENTIAL FUNCTIONS ................................................................................12
2.2.1 IDENTIFYING ESSENTIAL FUNCTIONS ............................................................................ 12
2.2.2 PRIORITIZING ESSENTIAL FUNCTIONS ........................................................................... 37
2.3 ORDERS OF SUCCESSION AND DELEGATION OF AUTHORITY ........58
2.4 ALTERNATE FACILITIES/LOCATIONS .....................................................64
2.4.1 CURRENT (PRIMARY) FACILITIES/LOCATIONS ............................................................... 64
2.4.2 SELECTING ALTERNATE FACILITIES/LOCATIONS ............................................................ 78
2.5 VITAL RECORDS, FILES, AND DATABASES .............................................92
2.6 VITAL SYSTEMS, APPLICATIONS, AND EQUIPMENT .........................102
2.7 INTEROPERABLE COMMUNICATIONS ...................................................112
2.8 INITIAL COOP CONTINGENCY STAFF AND RESPONSIBILITIES ....126
2.9 ESSENTIAL FUNCTIONS STAFF AND RESPONSIBILITIES .................138
SECTION 3 PANDEMIC WORKBOOK ..............................................................................156
3.1 SUMMARY ..........................................................................156
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Table of Contents
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3.2 PANDEMIC ASSUMPTIONS ..........................................................................157
3.3 ASSESSMENT OF TELECOMMUTING CAPABLITIES ..........................157
3.4 EXTERNAL ORGANIZATIONS CONTINGENCY PLANNING ..............180
3.5 INFECTION CONTROL MEASURES ..........................................................185
3.6 FUTURE PLANNING ENDEAVORS .............................................................186
SECTION 4 CONCEPT OF OPERATIONS ..........................................................................188
4.1 ASSUMPTIONS .................................................................................................188
4.2 PHASE I – ACTIVATION AND RELOCATION (0-12 HOURS
FOLLOWING AN INCIDENT) .......................................................................189
4.3 PHASE II – ALTERNATE FACILITY/LOCATION OPERATIONS (12
HOURS FOLLOWING AN INCIDENT THROUGH TERMINATION) ...191
4.4 PHASE III – RECONSTITUTION (TERMINATION OF COOP
OPERATIONS AND RETURN TO NORMAL OPERATIONS) .................191
ANNEX A: PLAN, ANALYSIS, AND REVIEW CHECKLISTS .........................................192
ANNEX B: IMPLEMENTATION CHECKLISTS ................................................................195
ANNEX C: ALTERNATE FACILITY/LOCATION TRANSPORTATION
INFORMATION ........................................................................................................................198
ANNEX D: AFTER ACTION REPORTING .........................................................................201
ANNEX E: DEFINITIONS AND ACRONYMS ....................................................................211
{city of
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Continuity of Operations Plan
Record of Changes
3
RECORD OF CHANGES
Date Page Number Brief Description of Change Made
Person(s) Making
Change
June 15, 2015 N/A Carlsbad COOP Plan Final Draft Jeff Murdock
{city of
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Continuity of Operations Plan
Section 1 – Background Information
4
SECTION 1
COOP BACKGROUND INFORMATION
1.1 EXECUTIVE SUMMARY
The City of Carlsbad departments provide vital services to its residents. As a result, reliability is a
fundamental mission of every department in the city. Should a crisis disrupt essential departmental
operations, the city would not be able to fulfill its fundamental mission in the absence of continuity of
operations planning. For years, such planning had been an individual department’s responsibility. The
content and structure of Continuity of Operations Plans (COOP), operational standards, and
coordination with other departments, if any, were left to the discretion of individual departments.
This COOP was developed for departments in the City of Carlsbad and is designed to promote a
comprehensive and effective approach to ensure the continuity of essential functions and governance
under all circumstances.
The City Emergency Operations Plan (EOP) is used to prepare for and respond to major disasters. The
COOP supplements that plan to help City departments effectively resume day-to-day core services and
functions following a disaster.
This COOP documents the basic information, procedures, and guidance necessary for Carlsbad to
resume its essential functions within 12 hours of an emergency, with or without advance warning, and
to sustain continuous operations for the entire cycle of the incident. This plan addresses the
emergencies from an all-hazards approach. The San Diego Multi-Jurisdictional Hazard Mitigation Plan’s
hazard vulnerability assessment addresses the most important hazards in the region. This plan does not
include the planning for interdepartmental and intercity devolution, rather intradepartmental.
This COOP:
Delineates Essential Functions and Activities;
Delegates Authority;
Establishes Orders of Succession;
Identifies Vital Records, Files, Databases, Systems, and Equipment;
Identifies Requirements for Interoperable Communications;
Identifies Alternate Locations;
Identifies COOP Maintenance Requirements and Responsibilities;
Outlines Training, and Exercises for COOP Capabilities; and
Contains Operational Checklists
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Section 1 – Background Information
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1.2 INTRODUCTION
Local governments today face challenges unlike any that have been seen before. Disasters from
many causes are on the rise, not only in frequency, but also in severity. In addition to natural
disasters, man-made incidents such as terrorism, transportation accidents, and technology
failures caused major disruption to both public and private operations throughout the nation in
recent years.
Jurisdictions in San Diego County are vulnerable to a host of hazards, including earthquakes,
wildfires, tsunami, flooding, radiation releases, hazardous materials spills, droughts, civil unrest,
terrorism, transportation disasters, and disease pandemics. Since January 1991, San Diego
County has had ten federally declared disasters. The firestorms of 2003 caused the worst damage
in the history of San Diego and California.
Continuity of operations planning is part of the fundamental mission of local, State, and Federal
governments. The changing threat environment and the severity of recent natural and man-
made emergencies in the United States and in San Diego County highlighted the need for careful
continuity of operations planning that enables governments at all levels to continue their
essential functions across a broad spectrum of emergencies disrupting normal operations.
This document was developed to support continuity of operation at the department level.
Decisions affecting the continued operation of the city at the department head level or above
will be directed by the City of Carlsbad Policy Group. The Policy Group is a crisis management
team that evaluates the emergency situation and considers high-level policy issues that impact
the city. The Policy Group may consist of the City Manager, Assistant City Managers, Fire Chief,
Police Chief and the City Attorney.
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Section 1 – Background Information
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1.3 PURPOSE
The purpose of this document is to ensure that the capability exists to continue the City of
Carlsbad’s essential governmental functions across a wide range of potential emergencies.
The objectives of this COOP include:
Ensuring safety of department’s employees and customers, by appropriate selection
of alternate facilities;
Ensuring the continuous performance of a department’s essential
functions/operations during an emergency;
Protecting essential facilities, equipment, records, and other assets;
Reducing or mitigating disruptions to operations;
Achieving a timely and orderly recovery from an emergency and resumption of full
service to residents, staff and businesses;
Providing foundation for the continued survival of leadership; and
Complying with legal and statutory requirements.
Although when and how a disaster will occur is unknown, the fact that future disasters will
happen is certain. How well a COOP is designed and implemented will determine the success of
response and resumption of operations following an emergency.
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Section 1 – Background Information
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1.4 APPLICABILITY AND SCOPE
In accordance with Federal, State, and local laws, executive orders, plans, and administrative
guidance, all government entities should be prepared to respond to emergencies and disasters
even when their personnel, facilities, and equipment are affected. The City of Carlsbad has
elected to use the Federal Emergency Management Agency’s (FEMA) Continuity Assistance Tool
(CAT) as well as the Continuity Guidance Circular parts 1 and 2 (Continuity Guidance Tools for
Non-Federal Entities) as the basis for the development of this COOP.
This plan applies to all city employees of Carlsbad for the full spectrum of man-made, natural,
and technological emergencies and threats. This plan will be activated and implemented when
an event impacts a significant number of employees or could force the relocation of a significant
number of city employees in Carlsbad.
1.5 AUTHORITIES AND REFERENCES
The following list of authorities and references applicable to Carlsbad:
California Government Code § 8560
California Emergency Services Act, Article 15
Section 6.04.110 of the City of Carlsbad Municipal
City of Carlsbad Emergency Operations Plan
Department of Homeland Security (DHS) and FEMA Interim Guidance on Continuity of
Operations Planning for State and Local Governments, May 2004
Executive Order S-04-06 by the Governor of the State of California, April 2006.
FEMA Federal Preparedness Circular 65, Federal Executive Branch Business Continuity,
June 15, 2004
Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45CFR Parts 160,
162, 164
National Incident Management System, U.S. Department of Homeland Security, March
2004
Unified San Diego County Emergency Services Organization and County of San Diego
Operational Area Emergency Plan, 2014
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1.6 COOP MAINTENANCE
The Carlsbad Emergency Management Administration Team (CEMAT) will oversee the City’s
maintenance of the COOP and record changes to the COOP in the Record of Changes table on
page 1 of this document. Suggested maintenance activities are described in the table below.
COOP Maintenance Responsibilities
Activity Tasks Frequency
Plan update
Review entire plan for accuracy
Incorporate lessons learned and
changes in policy, procedures,
organization and facilities
Update Orders of Succession
Every five years
and as major
changes occur
Checklists Update and revise checklists Every five years
Maintain alternate work site
readiness
Check all systems
Verify access codes and systems
Cycle supplies and equipment as
needed
Ensure alternate facility/location
availability
Review and update supporting
Memoranda of
Understanding/Agreements
Annually
By Department
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Section 1 – Background Information
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1.7 COOP TRAINING AND EXERCISES
Training and exercising COOP capabilities are essential to maintaining and improving the ability
of departments to execute their COOPs. They serve to validate or to identify improvements to
the COOP’s policies, procedures, systems, and locations. Periodic training and exercising also
helps to ensure that equipment and procedures are maintained in a constant state of readiness.
After exercising the COOP, departments will complete an After Action Report (AAR) (refer to
Annex E for an After Action Report procedure and template) to identify issues found during the
exercise and identify recommendations as to how those issues can be resolved. The COOP will
then be reviewed and modified to reflect any suggested changes.
The table below outlines a COOP Exercise Program Plan developed for the City of Carlsbad.
Additional department-specific exercises can be added as appropriate.
COOP Training and Exercise Program
Exercise Type Responsible Frequency
All Employees COOP Orientation Seminar Individual
Departments
Initial COOP Plan
Orientation
COOP Refresher Individual
Departments Every 2 years
Department Tabletop Individual
Departments Every 2 years
Notification Procedure Individual
Departments Annually
City-wide Exercise
Emergency
Preparedness
Manager
Every 3 years
Orientation for New Staff Members Individual
Departments
Within 90 days of hire
or transfer date
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SECTION 2
COOP INFORMATION
2.1 PLANNING REQUIREMENTS
COOP planning is an effort to ensure the continued performance of essential functions during a
wide range of potential emergencies. This is accomplished through the development of plans,
comprehensive procedures, and provisions for alternate facilities/locations, personnel,
resources, and interoperable communications, and vital records/ databases back-up and
duplication.
The following criteria was taken into account in the development of the plan:
Should be able to implement COOP plan with and without warning;
Should be able to perform essential functions, as soon as possible, but in all cases within
their priority time limit;
Should be capable of maintaining sustained operations for up to 30 days;
During a Pandemic should be capable of sustaining operations with staff reduction of up
to 30 percent for up to 18 months.
Should regularly train and exercise department’s personnel, equipment, systems,
processes, and procedures used to support the department during a COOP event;
Should conduct a risk analysis of current and alternate operating facilities/locations;
Should locate alternate operating facilities/locations in areas where the ability to initiate,
maintain, and terminate continuity of operations is maximized;
Should consider locating alternate operating facilities/locations in areas where power,
telecommunications, and internet access would be distinct from those of the primary
facility;
Should take maximum advantage of existing agency infrastructures and give
consideration to other options, such as telecommuting locations, work-at-home, virtual
offices, and joint and shared facilities;
Should consider the distance of alternate operating facilities/locations from the primary
facility and from the threat of any other facilities/locations (e.g., nuclear power plants or
areas subject to frequent natural disasters);
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Should include the development, maintenance, and annual review of department’s COOP
capabilities using a multi-year strategy and program management plan; and
Each department in the city should be prepared to handle three types of emergencies: localized
emergency requiring relocation to an alternate site; widespread emergency requiring relocation
to an alternate site; and widespread emergency NOT requiring relocation to an alternate site.
These emergencies and corresponding COOP considerations are outlined below:
1. Localized Emergency Requiring Relocation to Alternate Site (e.g., structural, fire,
water damage, etc.)
A city government building sustained damage
Other city government buildings are not affected
COOP alternate sites are available
The building is currently closed for normal business activities, but the incident has
not affected surrounding buildings, utilities, or transportation systems
Operations can shift to an alternate COOP location in the jurisdiction
Will require continuity of all Critical essential functions (defined in Section 2.2.1)
2. Widespread Emergency Requiring Relocation to Alternate Site (earthquake, localized
power outage, toxic chemical spill, wildfire, etc.)
A city government building sustained damage
Surrounding area is affected
COOP alternate sites may or may not be available
Parts of major infrastructures (power, sewage, transportation, etc.) may have
sustained damage
Operations can shift to an alternate location within the jurisdiction or a
neighboring jurisdiction
Will require continuity of all Critical essential functions (defined in Section 2.2.1)
3. Widespread Emergency NOT Requiring Relocation to Alternate Site (pandemic
influenza outbreak)
A city government building did not sustain damage and remains open
One or more departments of the city government experiences high levels of
employee absenteeism
COOP operations will be conducted from the primary location
Will require continuity of all Critical essential functions as well as Long-term
essential functions (defined in Section 2.2.1)
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2.2 ESSENTIAL FUNCTIONS
2.2.1 IDENTIFYING ESSENTIAL FUNCTIONS
The first step in developing a COOP plan is identifying the Department’s essential functions.
Essential functions encompass those critical functions that should continue even in the event of an
emergency.
Essential Functions are defined as: those functions, stated or implied, that City departments are required
to perform by statute, executive order, or City policy AND are necessary to provide vital services, exercise
civil authority, maintain the safety and well-being of the general populace, and sustain the
industrial/economic base in an emergency.
All department functions have been identified as critical essential functions or long-term essential
functions.
Critical Essential Functions are those essential functions that need to be restored within 2 weeks. Critical
Essential Functions will be prioritized in the next section.
Long-term Essential Functions are those essential functions that can be interrupted for more than 2 weeks
following an incident, but should be resumed thereafter.
Table 1 below provides a comprehensive list of all essential functions performed by the City of Carlsbad
and divides them into critical and long-term essential functions.
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Table 1: Functions Performed by Department
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
City Attorney Administration Provide Legal Advice Yes No
City Attorney Policy- Leadership Provide Legal Advice Yes No
Community Outreach &
Engagement Communications EOC Support Yes No
Community Outreach &
Engagement Communications Graphic Design / Production Yes No
Community Outreach &
Engagement Communications Media Contact Yes No
Community Outreach &
Engagement Communications Press Releases Yes No
Community Outreach &
Engagement Communications Social Media Yes No
Community Outreach &
Engagement Communications Website Support Yes No
Community Development Administration EOC Support Yes No
Community Development Administration Management / Administration Yes No
Community Development Building Official Approves Business Licenses Yes No
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Community Development Building Official
Provide building plan review services for compliance
with city approvals, codes and standards. Building
permit issuance, and building & storm water inspection.
Yes No
Community Development Code Enforcement Code Compliance Yes No
Community Development Code Enforcement Code Enforcement Yes No
Community Development Development Services
Provision of customer service and public information at
the Faraday Center public counter. Intake, initialization
and routing of all building, engineering, and planning
discretionary and construction permits and applications.
Yes No
Community Development Economic Development
Develop and implement business attract & retention
programs. Collection, analysis & distribution of
demographic, labor & commercial real estate data.
Provide business assistance services.
Yes No
Community Development Housing & Neighborhood
Services Affordable housing development & financial assistance. Yes No
Community Development Housing & Neighborhood
Services Engage and connect community and neighborhoods Yes No
Community Development Housing & Neighborhood
Services Coordinate Community Recovery Assistance No Yes
Community Development Land Development
Engineering
Provide technical engineering support and discretionary
review of private development projects. Plan check
engineering and building construction plans for
compliance with city approvals, codes, and standards.
Yes No
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Community Development Planning Administer the California Environmental Quality Act and
other environmental regulations. Yes No
Community Development Planning Coordinate and complete the discretionary review of
private and public development project. Yes No
Community Development Planning Technical support to Planning Commission & City
Council Yes No
Community Development Planning
Update and maintain plans and codes such as the
General Plan, Local Coastal Program, and Zoning
Ordinance.
Yes No
Finance Accounting Accounting Yes No
Finance Accounts Payable Paying Bills Yes No
Finance Accounts Receivable Billing and receiving monies Yes No
Finance Administration Audits No Yes
Finance Administration Budget No Yes
Finance Administration EOC Support No Yes
Finance Administration Management / Administration No Yes
Finance Business License Issuance of Licenses No Yes
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Finance Customer Service City Stores No Yes
Finance Customer Service Inter-city mail services No Yes
Finance Customer Service Receiving/Shipping Yes No
Finance Districts Administration No Yes
Finance Payroll Paying Employees Yes No
Finance Purchasing Procurement Yes No
Finance Revenue Cashier/front desk Yes No
Finance Risk Management Insurance Yes No
Finance Risk Management Litigation/claims management Yes No
Finance Treasury Investing / Cash Flow Yes No
Finance Utility Billing A/R for Utilities Yes No
Fire Administration Budgeting Yes No
Fire Administration Counter Services Yes No
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Fire Administration EOC Support Yes No
Fire Administration Grant Administration No Yes
Fire Administration Management / Administration Yes No
Fire Administration Payroll Yes No
Fire Administration Personnel Processes No Yes
Fire Administration Purchasing Yes No
Fire Administration Report NFIRS Yes No
Fire Emergency Prep CEMAT No Yes
Fire Emergency Prep CERT Activation Yes No
Fire Emergency Prep CERT Training No Yes
Fire Emergency Prep CPR/AED/ First Aid Training No Yes
Fire Emergency Prep EOC Management Yes No
Fire Emergency Prep ICS and NIMS Training No Yes
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Fire Emergency Prep Ready Carlsbad Business Alliance Yes No
Fire Emergency Prep Represent City interest at UDC No Yes
Fire EMS Billing Yes No
Fire EMS County EMS and Public Heath Comm. Yes No
Fire EMS Emergency Medical response Yes No
Fire EMS EMS Documentation Yes No
Fire EMS Personnel Health Assessments No Yes
Fire EMS Routine Office Duties No Yes
Fire EMS Supplies and Equipment Yes No
Fire EMS Training No Yes
Fire Fire Prevention Blast Permits / Standby No Yes
Fire Fire Prevention Community Care License No Yes
Fire Fire Prevention Inspections Yes No
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Fire Fire Prevention Investigations Yes No
Fire Fire Prevention Plan Review No Yes
Fire Fire Prevention Prevention No Yes
Fire Fire Prevention Public Information Yes No
Fire Fire Prevention Special Events No Yes
Fire Fire Prevention Weed Abatement No Yes
Fire Operations Apparatus Maintenance Yes No
Fire Operations Communications Yes No
Fire Operations Day to day Office Duties No Yes
Fire Operations Emergency Response Yes No
Fire Operations Personnel Issues Yes No
Fire Operations Replace Stations / Apparatus No Yes
Fire Operations Staffing Yes No
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Fire Operations Station maintenance Yes No
Fire Suppression / Stations Documentation Yes No
Fire Suppression / Stations Fire and other Emergency Responses Yes No
Fire Suppression / Stations Tactical Medic Ops Yes No
Fire Suppression / Stations Training No Yes
Fire Training Hiring No Yes
Fire Training Promotional Testing No Yes
Fire Training Training Existing Staff per Requirements No Yes
Human Resources Administration AP Batches Yes No
Human Resources Administration Budget No Yes
Human Resources Administration Contract Management No Yes
Human Resources Administration EOC Support Yes No
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Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Human Resources Administration
Management / Administration - guidance to City
departments regarding staff identification and allocation
issues, policy interpretation & application, employee
leave issues.
Yes No
Human Resources Benefits/Leaves/Work
Comp
Administer WC Claims and Notifications/work with TPA
to ensure continuation of coverage for injured
employees and process new claims
Yes No
Human Resources Benefits/Leaves/Work
Comp Benefit Orientation Yes No
Human Resources Benefits/Leaves/Work
Comp CALPERS retirement liaison Yes No
Human Resources Benefits/Leaves/Work
Comp Employee Assistance Program - liaison to vendor Yes No
Human Resources Benefits/Leaves/Work
Comp Fitness for Duty/ADA accommodation Yes No
Human Resources Benefits/Leaves/Work
Comp Insurance Plan Administration Yes No
Human Resources Benefits/Leaves/Work
Comp Leave Management Yes No
Human Resources Benefits/Leaves/Work
Comp Monitor WC Claims No Yes
Human Resources Employee Development Compliance Training No Yes
Human Resources Employee Development DOT & DMV Records/Admin Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
22
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Human Resources Employee Development Onboarding - training No Yes
Human Resources Employee Development Other Training No Yes
Human Resources Employment Classification & Job Design Yes No
Human Resources Employment Compensation Yes No
Human Resources Employment Onboarding - new hire processes Yes No
Human Resources Employment Recruitment & Selection Yes No
Human Resources Internal Services HCMS Maintenance Yes No
Human Resources Labor & Employee
Relations Employee Relations/Discipline Yes No
Human Resources Labor & Employee
Relations Labor Relations / Negotiations Yes No
Human Resources Labor & Employee
Relations Performance Evaluations Yes No
Human Resources Payroll Payroll Data Entry Yes No
Information Systems Administration EOC IT Requests Yes No
Information Systems Administration IT Budgeting No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
23
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Information Systems Administration IT Resource Management Yes No
Information Systems Administration Management / Administration Yes No
Information Systems Administration Program and Project Management Yes No
Information Systems Applications City Business Application Support Yes No
Information Systems Applications DMS Support Yes No
Information Systems Applications HR Support Yes No
Information Systems Applications IFAS (City Financials) Support Yes No
Information Systems Applications MS Office Yes No
Information Systems Applications Payroll Support Yes No
Information Systems Applications Public Website Application Yes No
Information Systems Business Intelligence BI Reporting Yes No
Information Systems Business Intelligence Dashboards Yes No
Information Systems Business Intelligence Data Marts Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
24
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Information Systems Business Intelligence Data Warehouse Yes No
Information Systems Business Intelligence ETL Development and Support Yes No
Information Systems GIS CAD Map Application Yes No
Information Systems GIS EOC GIS Requests Yes No
Information Systems GIS General requests for GIS Mapping and Analysis Yes No
Information Systems GIS Web Mapping Applications Yes No
Information Systems Operations and
Infrastructure Antivirus Yes No
Information Systems Operations and
Infrastructure Backup Administration Yes No
Information Systems Operations and
Infrastructure Database Administration Yes No
Information Systems Operations and
Infrastructure Disaster Recovery Systems Yes No
Information Systems Operations and
Infrastructure Local Area Networking Yes No
Information Systems Operations and
Infrastructure Network Firewall Administration Yes No
Information Systems Operations and
Infrastructure Network Monitoring Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
25
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Information Systems Operations and
Infrastructure Network Security Yes No
Information Systems Operations and
Infrastructure Office365 - E-mail, calendaring, Lync messaging Yes No
Information Systems Operations and
Infrastructure Public Website Infrastructure Yes No
Information Systems Operations and
Infrastructure Resource Load-balancers Yes No
Information Systems Operations and
Infrastructure Server Administration Yes No
Information Systems Operations and
Infrastructure Storage Administration Yes No
Information Systems Operations and
Infrastructure Telephony, Voicemail, Cellphones Yes No
Information Systems Operations and
Infrastructure Virtual Desktop Infrastructure Yes No
Information Systems Operations and
Infrastructure Virtual Private Network ("VPN") Yes No
Information Systems Operations and
Infrastructure Web Content Proxy/Filter Yes No
Information Systems Operations and
Infrastructure Wide Area Networking Yes No
Library & Cultural Arts Administration Boards & commission liaison No Yes
Library & Cultural Arts Administration Budget No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
26
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Library & Cultural Arts Administration EOC Support Yes No
Library & Cultural Arts Administration Facility oversight Yes No
Library & Cultural Arts Administration Personnel Yes No
Library & Cultural Arts Administration Planning Yes No
Library & Cultural Arts Administration Provide community gathering place Yes No
Library & Cultural Arts Administration Provide public WiFi Yes No
Library & Cultural Arts Administration Staff Training No Yes
Library & Cultural Arts Bilingual Services Library services for Spanish speakers Yes No
Library & Cultural Arts Children's Services Educational and recreational programs No Yes
Library & Cultural Arts Children's Services Provide internet-accessible computers Yes No
Library & Cultural Arts Circulation Circulation of Materials No Yes
Library & Cultural Arts Circulation Fines and fees No Yes
Library & Cultural Arts Circulation Patron Accounts No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
27
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Library & Cultural Arts Circulation Shelving and protection of materials Yes No
Library & Cultural Arts Collections and Technical
Services Database Maintenance No Yes
Library & Cultural Arts Collections and Technical
Services Selection, purchase and processing of materials No Yes
Library & Cultural Arts Community Relations Department internal communication Yes No
Library & Cultural Arts Community Relations Program planning and publicity No Yes
Library & Cultural Arts Community Relations Venue Management No Yes
Library & Cultural Arts Cultural Arts Administer community arts grant programs No Yes
Library & Cultural Arts Cultural Arts Arts Education No Yes
Library & Cultural Arts Cultural Arts Cannon Gallery Yes No
Library & Cultural Arts Cultural Arts Performing arts programming No Yes
Library & Cultural Arts Cultural Arts Public art collection permanent & temporary Yes No
Library & Cultural Arts Cultural Arts Summer camps No Yes
Library & Cultural Arts Cultural Arts TGIF concerts No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
28
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Library & Cultural Arts Genealogy/Local History Assistance to patrons researching their ancestry No Yes
Library & Cultural Arts Genealogy/Local History collect and preserve local history Yes No
Library & Cultural Arts Literacy Services Adult literacy programs and services No Yes
Library & Cultural Arts Reference Assist public with information needs Yes No
Library & Cultural Arts Reference Instruction in computer use No Yes
Library & Cultural Arts Reference Provide internet-accessible computers Yes No
Library & Cultural Arts Reference Provide public study rooms Yes No
Library & Cultural Arts Reference Research for public, business, gov't Yes No
Parks & Recreation Admin Citywide Special Events Permitting No Yes
Parks & Recreation Admin Parks & Recreation Software Management Yes No
Parks & Recreation Parks Beaches/Lagoons Preservation No Yes
Parks & Recreation Parks Facilities Landscape Maintenance Yes No
Parks & Recreation Parks Golf Course Management No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
29
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Parks & Recreation Parks Medians/Parkways Maintenance Yes No
Parks & Recreation Parks Parks/Schools Maintenance Yes No
Parks & Recreation Parks Parks/Trails Planning and Development No Yes
Parks & Recreation Parks Preserves Management Yes No
Parks & Recreation Parks Streetscapes Maintenance Yes No
Parks & Recreation Parks Trails/Trailheads Maintenance Yes No
Parks & Recreation Parks Trees Maintenance No Yes
Parks & Recreation Parks Urban Forest/Undeveloped Parks Mgmt. Yes No
Parks & Recreation Recreation Aquatics - Pools No Yes
Parks & Recreation Recreation Community Centers No Yes
Parks & Recreation Recreation Enrichment Classes No Yes
Parks & Recreation Recreation Facility/Field Rentals No Yes
Parks & Recreation Recreation Historic Sites No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
30
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Parks & Recreation Recreation Lagoon Permitting No Yes
Parks & Recreation Recreation Pre-School Programs No Yes
Parks & Recreation Recreation Senior Center Programs Yes No
Parks & Recreation Recreation Special Events No Yes
Parks & Recreation Recreation Teen & After School Programs No Yes
Parks & Recreation Recreation Youth and Adult Sports No Yes
Police Crime Analysis INTEL Clearing No Yes
Police Dispatch Center Communications with Outside Agencies Yes No
Police Dispatch Center Dispatch Fire Calls Yes No
Police Dispatch Center Dispatch Management & Administration Yes No
Police Dispatch Center Dispatching Police calls Yes No
Police Dispatch Center Receive Emergency Calls Yes No
Police Dispatch Center Receive Non-Emergency Calls Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
31
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Police Investigations Crime Lab Yes No
Police Investigations Crimes Of Property Unit Yes No
Police Investigations Family Protection Unit Yes No
Police Investigations Gang Investigation Unit Yes No
Police Investigations Investigations Management & Administration Yes No
Police Investigations Property and Evidence Yes No
Police Investigations Robbery / Homicide Unit Yes No
Police Investigations Special Investigations Unit Yes No
Police Management /Admin Budgeting Yes No
Police Management /Admin Command / Control Yes No
Police Management /Admin Grant Administration No Yes
Police Management /Admin Management / Administration Yes No
Police Management /Admin Payroll Yes No
{city of
Carlsbad
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Section 2 – COOP Information
32
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Police Management /Admin Public Communications Relations Yes No
Police Management /Admin Purchasing Yes No
Police Patrol General LE / Crime Reporting Yes No
Police Patrol Patrol Emergency Response Yes No
Police Patrol Patrol Management & Administration Yes No
Police Patrol Prisoner Control Yes No
Police Patrol School Resource Officer No Yes
Police Patrol Staffing Yes No
Police Patrol Station Security Yes No
Police Police Services Fleet, Animal Control, Technology Yes No
Police Police Services Info. Tech (PD) Yes No
Police Professional Standards Personnel Processes Yes No
Police Professional Standards Professional Standards
Management & Administration Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
33
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Police Records Data Entry Yes No
Police Records Front Counter Services No Yes
Police Records Records / Case Management Yes No
Police Records Records Management & Administration Yes No
Police SWAT SWAT Emergency Response / High Risk Yes No
Police Traffic Enforcement Enforce Traffic Laws Yes No
Police Traffic Enforcement Traffic Enforcement Emergency Response Yes No
Public Works Environmental
Management Coordinate Environmental Management Function Yes No
Public Works
Utilities Administration Management & Administration / EOC Support Yes No
Public Works
Utilities
Construction and
Maintenance
Infrastructure
Infrastructure, Pipelines, Tanks, Outfall Yes No
Public Works
Utilities
Lab/Industrial Wastes
(PW) Testing and Compliance Yes No
Public Works
Utilities Wastewater Collection / Disposal Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
34
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Public Works
Utilities Water Distribution / Treatment Yes No
Public Works/Property
Management Facility Maintenance Building Renovations No Yes
Public Works/Property
Management Facility Maintenance Corrective Maintenance Yes No
Public Works/Property
Management Facility Maintenance Custodial Services Yes No
Public Works/Property
Management Facility Maintenance Facility Security Yes No
Public Works/Property
Management Facility Maintenance Routine Maintenance No Yes
Public Works/Property
Management Fleet Fuel Management Yes No
Public Works/Property
Management Fleet Preventative Maintenance No Yes
Public Works/Property
Management Fleet Replacement Vehicles No Yes
Public Works/Property
Management Fleet Road Side Assistance Yes No
Public Works/Property
Management Real Estate Oversee Real Property Assets No Yes
Public Works/Property
Management Safety Training Center Manage Rental Operations No Yes
Public Works/Property
Management Safety Training Center Provide location for Public Safety Training No Yes
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
35
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Transportation Storm Water Emergency Response Yes No
Transportation Storm Water Flooding / Flood Control Yes No
Transportation Storm Water Litter Removal Yes No
Transportation Storm Water NPDES Compliance Yes No
Transportation Storm Water Pressure Washing Yes No
Transportation Storm Water Storm Drain System Inspections Yes No
Transportation Storm Water Street Sweeping Yes No
Transportation Street Maintenance Asphalt Repairs Yes No
Transportation Street Maintenance Cement Repairs Yes No
Transportation Street Maintenance Emergency Response Yes No
Transportation Street Maintenance Flooding / Flood Control Yes No
Transportation Street Maintenance Graffiti Removal Yes No
Transportation Street Maintenance Operate Equipment Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
36
Department Division Function
Critical
Essential
Function
Long-term
Essential
Function
Transportation Street Maintenance Provide Counter Service Yes No
Transportation Street Maintenance Sidewalk Repairs Yes No
Transportation Street Maintenance Sign repair/ Installation Yes No
Transportation Street Maintenance Street Inspections Yes No
Transportation Street Maintenance Street Repairs Yes No
Transportation Street Maintenance Stripping/Painting Yes No
Transportation Street Maintenance Traffic Signals and Street Lights Yes No
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
37
2.2.2 PRIORITIZING ESSENTIAL FUNCTIONS
Prioritization of essential functions is an important step of COOP planning. A backup system and
plan for every function would be prohibitively expensive; scarce resources should be allocated to
the most important functions.
Each essential function has a critical time, or the amount of time a particular function can be
suspended before its absence has an adverse effect on the Department’s core mission. Essential
functions with shorter critical times are generally ranked higher than essential functions with
longer critical times. Priority ranking is used following an emergency to prioritize essential
function continuity and resumption efforts.
Essential functions are also provided by non-response organizations. Agencies without a public
safety role, such as budget, finance, information technology, and administrative departments,
will still have essential functions that should support governance during emergencies. Each
department should review its relationship to other departments and organizations to identify
interdependencies by reviewing the process required to carry out each of the Department’s
essential functions.
The following priority definitions have been created as guidance for departments to prioritize
department functions:
• Priority 1 - functions are those needed to protect life or are departmental mission
essential functions that require immediate action (less than 1 day)
• Priority 2 - functions are those needed to protect property or are departmental mission
essential functions that can be delayed up to 3 days.
• Priority 3 - functions are those needed to protect the environment or are departmental
mission essential functions that could be delayed between 3 days and 2 weeks.
• Long-Term Essential – functions that can be delayed more than 2 weeks.
Table 2 below outlines each essential function identified by Carlsbad and its critical resumption
time, priority ranking, and departmental dependencies.
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
38
Table 2: Essential Functions Priority Rankings and Departmental Dependencies
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
City Attorney’s
Office Provide Legal Advice < 1 Day Priority 1 All All
Community
Outreach &
Engagement
EOC Support < 1 Day Priority 1 EOC None
Community
Outreach &
Engagement
Media Contact < 1 Day Priority 1 Citywide None
Community
Outreach &
Engagement
Press Releases < 1 Day Priority 1 Citywide None
Community
Outreach &
Engagement
Social Media < 1 Day Priority 1 Citywide IT
Community
Outreach &
Engagement
Website Support < 3 Days Priority 2 Citywide IT
Community
Outreach &
Engagement
Graphic Design / Production < 2 Weeks Priority 3 Citywide None
Community
Development EOC Support < 1 Day Priority 1 Policy & Leadership None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
39
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Community
Development
Provide building plan review
services for compliance with city
approvals, codes and standards.
Building permit issuance, and
building & storm water inspection.
< 1 Day Priority 1 CMWD & other
water districts None
Community
Development
Affordable housing development &
financial assistance. < 3 Days Priority 2 None None
Community
Development Code Compliance < 3 Days Priority 2 Building None
Community
Development Code Enforcement < 3 Days Priority 2 Building None
Community
Development Management / Administration < 3 Days Priority 2 Policy & Leadership None
Community
Development
Provide technical engineering
support and discretionary review of
private development projects. Plan
check engineering and building
construction plans for compliance
with city approvals, codes, and
standards.
< 3 Days Priority 2 CMWD & other
water districts None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
40
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Community
Development
Provision of customer service and
public information at the Faraday
Center public counter. Intake,
initialization and routing of all
building, engineering, and planning
discretionary and construction
permits and applications.
< 3 Days Priority 2 CMWD & other
water districts None
Community
Development
Technical support to Planning
Commission & City Council < 3 Days Priority 2 None None
Community
Development
Administer the California
Environmental Quality Act and
other environmental regulations.
< 12 Days Priority 3 None None
Community
Development Approves Business Licenses < 2 Weeks Priority 3 Finance None
Community
Development
Coordinate and complete the
discretionary review of private and
public development project.
< 2 Weeks Priority 3 CMWD & other
water districts None
Community
Development
Develop and implement business
attract & retention programs.
Collection, analysis & distribution of
demographic, labor & commercial
real estate data. Provide business
assistance services.
< 2 Weeks Priority 3 Chamber of
Commerce None
Community
Development
Engage and connect community and
its, neighborhoods < 2 Weeks Priority 3 None None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
41
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Community
Development
Update and maintain plans and
codes such as the General Plan,
Local Coastal Program, and Zoning
Ordinance.
< 2 Weeks Priority 3 Coastal Commission None
Finance Investing / Cash Flow < 1 Day Priority 1 Finance Finance
Finance Paying Employees < 1 Day Priority 1 All All
Finance A/R for Utilities < 2 Weeks Priority 3 Utilities All
Finance Accounting < 2 Weeks Priority 3 All All
Finance Billing and receiving monies < 2 Weeks Priority 3 All All
Finance Cashier/front desk < 2 Weeks Priority 3 All All
Finance Insurance < 2 Weeks Priority 3 All All
Finance Litigation/claims management < 2 Weeks Priority 3 All All
Finance Paying Bills < 2 Weeks Priority 3 All All
Finance Procurement < 2 Weeks Priority 3 All All
Finance Receiving/Shipping < 2 Weeks Priority 3 Faraday Building Faraday Building
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
42
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Fire Apparatus Maintenance < 1 Day Priority 1 Fleet Services None
Fire CERT Activation < 1 Day Priority 1 None None
Fire Communications < 1 Day Priority 1 None CPD / North Comm
Fire Emergency Medical response < 1 Day Priority 1 None None
Fire Emergency Response < 1 Day Priority 1 None None
Fire EMS Documentation < 1 Day Priority 1 Hospitals None
Fire EOC Support < 1 Day Priority 1 Citywide None
Fire EOC Management < 1 Day Priority 1 None None
Fire Fire and other Emergency
Responses < 1 Day Priority 1 None Water
Fire Management / Administration < 1 Day Priority 1 None None
Fire Personnel Issues < 1 Day Priority 1 None None
Fire Public Information < 1 Day Priority 1 Communications None
Fire Staffing < 1 Day Priority 1 None None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
43
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Fire Supplies and Equipment < 1 Day Priority 1 None None
Fire Tactical Medic Ops < 1 Day Priority 1 None Police
Fire Documentation < 3 Days Priority 2 None None
Fire Inspections < 3 Days Priority 2 None None
Fire Investigations < 3 Days Priority 2 Police Police
Fire Purchasing < 3 Days Priority 2 Finance None
Fire Report NFIRS < 3 Days Priority 2 None None
Fire Billing < 2 Weeks Priority 3 None None
Fire Budgeting < 2 Weeks Priority 3 None None
Fire Counter Services < 2 Weeks Priority 3 None None
Fire County EMS and Public Heath
Comm. < 2 Weeks Priority 3 None None
Fire Payroll < 2 Weeks Priority 3 Finance None
Fire Ready Carlsbad Business Alliance < 2 Weeks Priority 3 None None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
44
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Fire Station maintenance < 2 Weeks Priority 3 Fleet Services None
Human
Resources Other Training Non-
essential Citywide None
Human
Resources
Administer WC Claims and
Notifications/work with TPA to
ensure continuation of coverage for
injured employees and process new
claims
< 1 Day Priority 1 Citywide
State of California,
Department of
Industrial Relations,
Division of Workers'
Compensation
Human
Resources CALPERS retirement liaison < 1 Day Priority 1 Citywide CalPERS
Human
Resources
Employee Assistance Program -
liaison to vendor < 1 Day Priority 1 Citywide None
Human
Resources EOC Support < 1 Day Priority 1 Citywide Public Safety
Human
Resources
Management / Administration -
guidance to City departments
regarding staff identification and
allocation issues, policy
interpretation & application,
employee leave issues.
< 1 Day Priority 1 Citywide None
Human
Resources Employee Relations/Discipline < 3 Days Priority 2 Citywide None
Human
Resources
Fitness for Duty/ADA
accommodation < 3 Days Priority 2 Citywide None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
45
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Human
Resources Leave Management < 3 Days Priority 2 Citywide None
Human
Resources Monitor WC Claims < 3 Days Priority 2 Citywide
State of California,
Department of
Industrial Relations,
Division of Workers'
Compensation
Human
Resources Payroll Data Entry < 3 Days Priority 2 Citywide None
Human
Resources AP Batches < 2 Weeks Priority 3 None Finance
Human
Resources Benefit Orientation Priority 3 Citywide None
Human
Resources Budget < 2 Weeks Priority 3 None Finance
Human
Resources Classification & Job Design < 2 Weeks Priority 3 Citywide None
Human
Resources Compensation < 2 Weeks Priority 3 Citywide None
Human
Resources Compliance Training < 2 Weeks Priority 3 Citywide None
Human
Resources Contract Management < 2 Weeks Priority 3 Citywide City Attorney
Human
Resources DOT & DMV Records/Admin < 2 Weeks Priority 3 Citywide
California DMV,
Dept. of
Transportation
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
46
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Human
Resources HCMS Maintenance < 2 Weeks Priority 3 Citywide Information
Technology
Human
Resources Insurance Plan Administration < 2 Weeks Priority 3 Citywide None
Human
Resources Labor Relations / Negotiations < 2 Weeks Priority 3 Citywide None
Human
Resources Onboarding - new hire processes < 2 Weeks Priority 3 Citywide None
Human
Resources Onboarding - training < 2 Weeks Priority 3 Citywide None
Human
Resources Performance Evaluations < 2 Weeks Priority 3 Citywide None
Human
Resources Recruitment & Selection < 2 Weeks Priority 3 Citywide None
Information
Systems City Business Application Support < 1 Day Priority 1 Citywide None
Information
Systems Database Administration < 1 Day Priority 1 Citywide None
Information
Systems Network Firewall Administration < 1 Day Priority 1 Citywide None
Information
Systems Network Security < 1 Day Priority 1 Citywide AT&T
Information
Systems Public Website Application < 1 Day Priority 1 Citywide None
Information
Systems Public Website Infrastructure < 1 Day Priority 1 Citywide None
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
47
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Information
Systems Resource Load-balancers < 1 Day Priority 1 Citywide None
Information
Systems Server Administration < 1 Day Priority 1 Citywide None
Information
Systems Storage Administration < 1 Day Priority 1 Citywide None
Information
Systems Wide Area Networking < 1 Day Priority 1 Citywide AT&T
Information
Systems CAD Map Application < 3 Days Priority 2 Citywide None
Information
Systems Disaster Recovery Systems < 3 Days Priority 2 Citywide AT&T, VMWare
Information
Systems EOC GIS Requests < 3 Days Priority 2 EOC None
Information
Systems EOC IT Requests < 3 Days Priority 2 EOC Various
Information
Systems HR Support < 3 Days Priority 2 Citywide Lawson, Velocity
Information
Systems IFAS (City Financials) Support < 3 Days Priority 2 Citywide None
Information
Systems IT Resource Management < 3 Days Priority 2 Citywide Finance
Information
Systems Local Area Networking < 3 Days Priority 2 Citywide None
Information
Systems MS Office < 3 Days Priority 2 Citywide Microsoft
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
48
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Information
Systems Network Monitoring < 3 Days Priority 2 Citywide AT&T
Information
Systems
Office365 - E-mail, calendaring, Lync
messaging < 3 Days Priority 2 Citywide Microsoft
Information
Systems Payroll Support < 3 Days Priority 2 Citywide Lawson, Velocity
Information
Systems Telephony, Voicemail, Cellphones < 3 Days Priority 2 Citywide AT&T, Verizon
Information
Systems Virtual Private Network ("VPN") < 3 Days Priority 2 Citywide AT&T
Information
Systems Web Mapping Applications < 3 Days Priority 2 Citywide None
Information
Systems Antivirus < 2 Weeks Priority 3 Citywide None
Information
Systems Backup Administration < 2 Weeks Priority 3 Citywide None
Information
Systems BI Reporting < 2 Weeks Priority 3 Citywide None
Information
Systems Dashboards < 2 Weeks Priority 3 Citywide None
Information
Systems Data Marts < 2 Weeks Priority 3 Citywide None
Information
Systems Data Warehouse < 2 Weeks Priority 3 Citywide None
Information
Systems DMS Support < 2 Weeks Priority 3 Citywide None
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
49
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Information
Systems ETL Development and Support < 2 Weeks Priority 3 Citywide None
Information
Systems
General requests for GIS Mapping
and Analysis < 2 Weeks Priority 3 Citywide None
Information
Systems
General requests for GIS Mapping
and Analysis < 2 Weeks Priority 3 Citywide None
Information
Systems Management / Administration < 2 Weeks Priority 3 None Finance
Information
Systems Program and Project Management < 2 Weeks Priority 3 Citywide None
Information
Systems Virtual Desktop Infrastructure < 2 Weeks Priority 3 Citywide None
Information
Systems Web Content Proxy/Filter < 2 Weeks Priority 3 Citywide None
Library &
Cultural Arts Assist public with information needs < 3 Days Priority 2 None None
Library &
Cultural Arts
Department internal
communication < 3 Days Priority 2 None None
Library &
Cultural Arts facility oversight < 3 Days Priority 2 None None
Library &
Cultural Arts Planning < 3 Days Priority 2 None None
Library &
Cultural Arts Provide community gathering place < 3 Days Priority 2 None None
Library &
Cultural Arts
Provide internet-accessible
computers < 3 Days Priority 2 None IT
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
50
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Library &
Cultural Arts
Provide internet-accessible
computers < 3 Days Priority 2 None IT
Library &
Cultural Arts Shelving and protection of materials < 3 Days Priority 2 None None
Library &
Cultural Arts Cannon Gallery < 2 Weeks Priority 3 None None
Library &
Cultural Arts Collect and preserve local history < 2 Weeks Priority 3 None None
Library &
Cultural Arts Library services for Spanish speakers < 2 Weeks Priority 3 None None
Library &
Cultural Arts Personnel < 2 Weeks Priority 3 None None
Library &
Cultural Arts Provide public study rooms < 2 Weeks Priority 3 None None
Library &
Cultural Arts Provide public WiFi < 2 Weeks Priority 3 None IT
Library &
Cultural Arts
Public art collection permanent &
temporary < 2 Weeks Priority 3 None None
Library &
Cultural Arts Research for public, business, gov't < 2 Weeks Priority 3 None None
Parks &
Recreation Parks/Schools Maintenance < 1 Day Priority 1 CUSD, EUSD, SMUSD
PW -
Facilities/Fleet/Utiliti
es
Parks &
Recreation Facilities Landscape Maintenance < 3 Days Priority 2 Multiple City
Departments
PW -
Facilities/Fleet/Utiliti
es
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
51
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Parks &
Recreation Streetscapes Maintenance < 3 Days Priority 2 None
PW -
Facilities/Fleet/Utiliti
es
Parks &
Recreation Trails/Trailheads Maintenance < 3 Days Priority 2 None
PW -
Facilities/Fleet/Utiliti
es
Parks &
Recreation Medians/Parkways Maintenance < 2 Weeks Priority 3 None
PW -
Facilities/Fleet/Utiliti
es
Parks &
Recreation
Parks & Recreation Software
Management < 2 Weeks Priority 3 Multiple City
Departments
PW -
Facilities/Utilities,
Library & Cultural
Arts, Police & Fire
Parks &
Recreation Preserves Management < 2 Weeks Priority 3 None
PW -
Facilities/Fleet/Utiliti
es
Parks &
Recreation Senior Center Programs < 2 Weeks Priority 3 None
PW -
Facilities/Fleet/Utiliti
es
Parks &
Recreation
Urban Forest / Undeveloped Parks
Mgmt. < 2 Weeks Priority 3 Fire
PW -
Facilities/Fleet/Utiliti
es
Police Command / Control < 1 Day Priority 1 Police Ops All other City Dept.'s
Police Communications with Outside
Agencies < 1 Day Priority 1 City Wide SDLaw (CLETS)
(city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
52
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Police Dispatch Fire Calls < 1 Day Priority 1 City Wide County RCS Rancho
Fire
Police Dispatch Management &
Administration < 1 Day Priority 1 City Wide PD Management
Admin
Police Dispatching Police calls < 1 Day Priority 1 City Wide County RCS
Police Management / Administration < 1 Day Priority 1 PD Ops, PD Support City Ex-Command
(Policy Grp)
Police Patrol Emergency Response < 1 Day Priority 1 City Wide Communications
Center, Fleet
Police Patrol Management &
Administration < 1 Day Priority 1 PD Ops, Comm Div Management Admin
Comm Center
Police Prisoner Control < 1 Day Priority 1 City Wide SDSD Jail System
Police Public Communications Relations < 1 Day Priority 1 EOC, Patrol, Comm
Center City Communications
Police Receive Emergency Calls < 1 Day Priority 1 City Wide AT&T
Police Receive Non-Emergency Calls < 1 Day Priority 1 City Wide AT&T
Police Station Security < 1 Day Priority 1 Comm Div. Support
Services Patrol
Police SWAT Emergency Response / High
Risk < 1 Day Priority 1 City Wide Comm Center, Fleet
Police Traffic Enforcement
Emergency Response < 1 Day Priority 1 City Wide Comm Center, Fleet
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
53
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Police Gang Investigation Unit < 3 Days Priority 2 City Wide D.A -. Crime Lab,
Evidence
Police Info. Tech (PD) < 3 Days Priority 2 Dept. Wide City IT. AT&T
Police Investigations Management &
Administration < 3 Days Priority 2 Inv. Units listed Police Admin /
Management
Police Property and Evidence < 3 Days Priority 2 Police Ops. Police
Investigations
Crime Lab, Records.
DA
Police Records / Case Management < 3 Days Priority 2 Police Op, Invest,
District Attorney Police Ops
Police Robbery / Homicide Unit < 3 Days Priority 2 City Wide D.A -. Crime Lab,
Evidence
Police Staffing < 3 Days Priority 2 PD Ops Comm Center, Fleet
Police Budgeting < 2 Weeks Priority 3 Police Purchasing City Finance
Police Crime Lab < 2 Weeks Priority 3 Dept. Wide SDSD Crime Lab,
AFIS
Police Crimes Of Property Unit < 2 Weeks Priority 3 City Wide D.A.- Crime lab,
Evidence
Police Data Entry < 2 Weeks Priority 3 PD Ops, Support,
External Agency
Police Ops, Police
Com
Police Enforce Traffic Laws < 2 Weeks Priority 3 City Wide Comm Center, Fleet
Police Family Protection Unit < 2 Weeks Priority 3 City Wide D.A -. Crime Lab,
Evidence
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
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Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Police Fleet, Animal Control, Technology < 2 Weeks Priority 3 PD Ops,
Investigations Fleet
Police General LE / Crime Reporting < 2 Weeks Priority 3 City Wide Comm Center, Fleet
Police Payroll < 2 Weeks Priority 3 All Police Employees City Finance,
Police Professional Standards
Management & Administration < 2 Weeks Priority 3 Dept. Wide City H.R.,
City Attorney
Police Purchasing < 2 Weeks Priority 3 Police equipment
Supplies Police Budgeting
Police Records Management &
Administration < 2 Weeks Priority 3 Public
Rec.Parol,Inv,DOJ Patrol, IT, Invest.
Police Special Investigations Unit < 2 Weeks Priority 3 City Wide D.A -. Crime Lab,
DEA (Fed) NTF
Public Works /
Environmental
Management
Coordinate Environmental
Management Function < 1 Day Priority 1 Utilities, EOC, Public IT, EWA
Public Works
Utilities Distribution / Treatment < 1 Day Priority 1 Utilities, EOC, Public San Diego County
Water Authority
Public Works
Utilities
Infrastructure, Pipelines, Tanks,
Outfall < 1 Day Priority 1 Utilities, EOC, Public
City Management,
EOC,
Communications
Public Works
Utilities
Management & Administration /
EOC Support < 1 Day Priority 1 Utilities, EOC, Public
City Management,
EOC,
Communications
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
55
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Public Works
Utilities
Waste Water
Collection / Disposal < 1 Day Priority 1 Utilities, EOC, Public EWA
Public Works
Utilities
Lab / Industrial Wastes Testing and
Compliance < 1 Day Priority 1 Utilities, EOC, Public Outside Vendor
Public
Works/Property
Management
Facility Security < 1 Day Priority 1 City Wide None
Public
Works/Property
Management
Custodial Services < 3 Days Priority 2 City Wide None
Public
Works/Property
Management
Fuel Management < 3 Days Priority 2 City Wide None
Public
Works/Property
Management
Road Side Assistance < 3 Days Priority 2 City Wide None
Public
Works/Property
Management
Corrective Maintenance < 2 Weeks Priority 3 City Wide None
Transportation Emergency Response < 1 Day Priority 1 City Wide None
Transportation Emergency Response < 1 Day Priority 1 City Wide None
Transportation Sign repair/ Installation < 1 Day Priority 1 Traffic Engineering None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
56
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Transportation Traffic Signals and Street Lights < 1 Day Priority 1 Traffic Engineering None
Transportation Traffic Signals and Street Lights < 1 Day Priority 1 Traffic Engineering None
Transportation Flooding / Flood Control < 3 Days Priority 2 None None
Transportation Flooding / Flood Control < 3 Days Priority 2 None None
Transportation Provide Counter Service < 3 Days Priority 2 Traffic Engineering None
Transportation Storm Drain System Inspections < 3 Days Priority 2 None None
Transportation Street Repairs < 3 Days Priority 2 None None
Transportation Asphalt Repairs < 2 Weeks Priority 3 None None
Transportation Cement Repairs < 2 Weeks Priority 3 None None
Transportation Graffiti Removal < 2 Weeks Priority 3 None None
Transportation Litter Removal < 2 Weeks Priority 3 None None
Transportation NPDES Compliance < 2 Weeks Priority 3 City Wide None
Transportation Operate Equipment < 2 Weeks Priority 3 None None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
57
Department Essential Function
Critical
Time to
Resume the
Function
Priority
Ranking
Department(s)
Dependent on
This Essential
Function
Department(s)
This Essential
Function Is
Dependent on
Transportation Pressure Washing < 2 Weeks Priority 3 None None
Transportation Sidewalk Repairs < 2 Weeks Priority 3 None None
Transportation Street Inspections < 2 Weeks Priority 3 None None
Transportation Street Sweeping < 2 Weeks Priority 3 None None
Transportation Stripping/Painting < 2 Weeks Priority 3 None None
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
58
2.3 ORDERS OF SUCCESSION AND DELEGATION OF AUTHORITY
One of the fundamental principles of continuity planning is to maintain leadership in the event
of an emergency by establishing an order of succession.
During a COOP event, departmental operations and activities will not be “business as usual.”
Under normal circumstances, Department Heads would be in charge of making major decisions
affecting their departments. However, immediately following an event, City officials, including
Department Heads, may be a part of an Emergency/Department Operations Center (EOC/DOC)
Management Team engaged in immediate incident management; may be incapacitated, or
unavailable for other reasons. As a result, these Department Heads may not be available to
oversee the continuity of operations process and execution of essential functions. However,
COOP activities and essential functions should proceed without interruption regardless of the
availability of any individual.
Table 3 designates the order of succession in the event the Department Head is unavailable to
ensure that the Department is capable of responding rapidly to emergency situations requiring
COOP implementation. Unless otherwise stated, the persons listed in Table 3 are designated to
accept and maintain full authority and responsibilities of the Department Head.
Unless otherwise specified in the City of Carlsbad Municipal Code, Order of Succession among
department heads and above will be determined by the Policy Group.
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
59
Table 3: Order of Succession
Department Order of Succession Job Title Authority Limitations
City Attorney Department Head City Attorney None
City Attorney First Alternate Senior Assistant City Attorney None
City Attorney Second Alternate Assistant City Attorney None
City Attorney Third Alternate Assistant City Attorney None
Community Outreach &
Engagement Department Head Communications Manager None
Community Outreach &
Engagement First Alternate Park & Rec Community
Relations Manager None
Community Outreach &
Engagement Second Alternate Library Community
Relations Manager None
Community Development Department Head CED - Director None
Community Development First Alternate Development Services
Manager None
Community Development Second Alternate Building Official None
Community Development Third Alternate Engineering Manager None
Finance Department Head ASD None
Finance First Alternate Finance Director None
Finance Second Alternate Revenue Manager None
Finance Third Alternate Risk Manager None
Fire Department Head Fire Chief None
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
60
Department Order of Succession Job Title Authority Limitations
Fire First Alternate Support Services Division
Chief None
Fire Second Alternate Operations Division Chief None
Fire Third Alternate Training Battalion Chief None
Human Resources Department Head Human Resources Director $30K limit signature authority of
professional service agreements
Human Resources First Alternate Human Resources Manager can be delegated the authority
of the HR Director
Human Resources Second Alternate Human Resources Manager can be delegated the authority
of the HR Director
Human Resources Third Alternate Senior Management Analyst can be delegated the authority
of the HR Director
Information Technology Department Head CTO None
Information Technology First Alternate Manager of IT Operations None
Information Technology Second Alternate Sr. Network Engineer Non-management
Library & Cultural Arts Department Head Library & Cultural Arts
Director None
Library & Cultural Arts First Alternate Deputy Library Director None
Library & Cultural Arts Second Alternate Deputy Library Director None
Library & Cultural Arts Third Alternate Principal Librarian None
Parks & Recreation Department Head Parks & Recreation Director None
Parks & Recreation First Alternate Parks Superintendent None
Parks & Recreation Second Alternate Recreation Services Manager None
Parks & Recreation Third Alternate Special Projects Manager None
, Ity of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
61
Department Order of Succession Job Title Authority Limitations
Police Department Head Chief of Police None
Police First Alternate Sr. Capt. None
Police Second Alternate Jr. Capt. None
Police Third Alternate On Duty Watch Commander None
Public Works
Environmental Management Department Head Utilities Director None
Public Works
Environmental Management First Alternate Environmental Manager None
Public Works
Environmental Management Second Alternate Senior Environmental
Specialist None
Public Works
Environmental Management Third Alternate Senior Planner None
Public Works
Property Management Department Head Property Manager None
Public Works
Property Management First Alternate Management Analyst None
Public Works
Property Management Second Alternate PW Superintendent None
Public Works
Property Management Third Alternate PW Supervisor None
Public Works
Utilities Department Head Director None
Public Works
Utilities First Alternate Utilities Director None
Public Works
Utilities Second Alternate Utilities Manager None
Public Works Third Alternate Utilities Manager None
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
62
Department Order of Succession Job Title Authority Limitations
Utilities
Transportation Department Head Public Works Superintendent None
Transportation First Alternate Public Works
Supervisor/Storm Water None
Transportation Second Alternate Public Works Supervisor/
Road Construction None
Transportation Third Alternate Public Works Supervisor None
{city of
Carlsbad
Continuity of Operations Plan
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Continuity of Operations Plan
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2.4 ALTERNATE FACILITIES/LOCATIONS
Emergencies or potential emergencies can affect the ability of departments to perform essential
functions from their primary facilities/locations. A critical element in COOP Planning is the
identification and preparation of alternate facilities/locations. The purpose of an alternate
facility/location is to provide each department with means of accomplishing its essential
functions in the event if the organization’s primary location is unavailable due to an emergency.
2.4.1 CURRENT (PRIMARY) FACILITIES/LOCATIONS
Each department has performed a thorough inventory of facilities currently in use by that
department.
Table 4 below identifies the primary facilities/locations utilized by the City of Carlsbad.
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
65
Table 4: Current Departmental Facilities/Locations
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Community
Outreach &
Engagement
Communications 1200 Carlsbad Village Dr. Yes 6
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Community
Development Building 1635 Faraday Ave. Yes 8 FTE 1.50 Hourly
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Community
Development CED Admin 1635 Faraday Ave. Yes 4
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Community
Development
Economic
Development 1635 Faraday Ave. Yes 3
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Community
Development HNS 1200 Carlsbad Village Dr. Yes 12.34
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
66
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Community
Development
Land
Development
Engineering
1635 Faraday Ave. Yes 9.5
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Community
Development Planning 1635 Faraday Ave. Yes 20
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Finance All Faraday Building Yes 36
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Admin Safety Center, 2560 Orion Way Yes 7
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Emergency Prep Safety Center Yes 1
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Operations FS1, 1275 Carlsbad Village Dr. Yes 5
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
67
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Fire Operations FS2, 1906 Arenal Rd. Yes 5
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Operations FS3, 3701 Catalina Dr. Yes 3
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Operations FS4, 6885 Batiquitos Dr. Yes 3
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Operations FS5, 2540 Orion Way Yes 6
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Operations FS6, 7201 Rancho Santa Fe Rd. Yes 3
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Fire Prevention Faraday, 1635 Faraday Ave. Yes 7
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
68
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Human
Resources All 1635 Faraday Ave. Yes 11
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Information
Systems Administration 1635 Faraday Ave. Yes 200
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Information
Systems Applications 1635 Faraday Ave. Yes 200
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Information
Systems
Business
Intelligence 1635 Faraday Ave. Yes 200
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Information
Systems GIS 1635 Faraday Ave. Yes 200
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Information
Systems
Operations and
Infrastructure 1635 Faraday Ave. Yes 200
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
69
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Information
Systems
Operations and
Infrastructure -
Library
1775 Dove Lane Yes 125
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Library &
Cultural Arts
Carlsbad City
Library 1775 Dove Lane Yes Total: 107
Per Day: 40
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Library &
Cultural Arts
Cultural Arts
Office 2955 Elmwood Street Yes Total: 17
Per Day: 7
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Library &
Cultural Arts
Georgina Cole
Library 1250 Carlsbad Village Drive Yes Total: 69
Per Day: 23
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Library &
Cultural Arts
Library Learning
Center 3368 Eureka Place Yes Total: 21
Per Day: 9
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Park &
Recreation Parks
Parks Maintenance Main
Yard/Admin Building 1166
Carlsbad Village Dr.
Yes 11 FTE and
3 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
70
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Parks &
Recreation Administration 799 Pine Ave. Suite 200 Yes 14 FTE and
1 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Parks
Stagecoach Community
Park Maintenance Building,
3420 Camino de los Coches
Yes 5 FTE and
2 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Parks
Poinsettia Community Park
Maintenance Building
6600 Hidden Valley Rd.
Yes 4 FTE and
2 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation Harding Community Center
3096 Harding St. No
4 full time and
approx. 5 part
time, evenings
and weekends
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation Senior Center
799 Pine Ave. Yes
2 full time and
approx. 14 part
time evenings &
weekends
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation Monroe Street Pool,
3401 Monroe Street No
2 full time and up
to 30 part time
depending on the
season
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
71
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Parks &
Recreation Recreation Alga Norte Aquatic Center
6565 Alicante Rd. No
6 full time and up
to 100 part time
depending on
season and
weather.
Includes Food &
Beverage
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation Krueger House
3225 Eureka Place No Approx. 15 part
time employees
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation Holiday House No
Approx. 3 part-
time depending
on the season
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation Calaveras Hills Community
Center, 2997 Glasgow Drive No 3 FTE & approx. 5
part time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation
Stagecoach Community
Center 3420 Camino de los
Coches
No 1 FTE and approx.
6 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
72
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Parks &
Recreation Recreation
Magee House, Heritage
Hall, The Grainary
2650 Garfield St.
No 1 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation
Leo Carrillo Ranch Historic
Park
6200 Flying LC Lane
No 1 FTE and approx.
5 part-time
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Parks &
Recreation Recreation LITE Modular
3333 Harding St. No
Approx. 51 part
time depending
on the season
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Crime Analysis 2560 Orion Way No 1
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Dispatch Center 2560 Orion Way Yes 17
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Investigations 2560 Orion Way Yes 26
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
73
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Police Management /
Administration 2560 Orion Way Yes 4
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Patrol 2560 Orion Way Yes 72
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Police Services -
I.T. (PD) 2560 Orion Way Yes 5
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Professional
Standards 2560 Orion Way Yes 8
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police Records 2560 Orion Way Yes 7
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Police SWAT 2560 Orion Way Yes -20
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
74
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Police Traffic
Enforcement 2560 Orion Way Yes 11
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works Environmental
Management 1635 Faraday Ave. Yes 5
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works Carlsbad Water
Recycling Facility 6200 Avenida Encinas Yes 0 CMWD STAFF
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works Facilities 405 Oak Ave Yes 15
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works Fleet 2480 Impala Drive Yes 9
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works Maerkle 5302 Sunny Creek Rd Yes 0
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
75
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Public Works Property 405 Oak Ave No 15
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works STC 5750 Orion St No 2
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Public Works Utilities 5950 El Camino Real Yes 53
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Transportation Administration 406 Oak Ave Yes 4
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Transportation Street Lighting 408 Oak Ave Yes 2
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
Transportation Street
Maintenance 405 Oak Ave Yes 16
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
76
Department Division Current Location
Address
Essential
Functions
Performed at
This Location
Number of
Employees at
This Location
Natural Hazards
Risk Factors
Transportation Strom Water 407 Oak Ave Yes 3
Per San Diego County
Multi-Jurisdictional
Hazard Mitigation Plan
2015
All Addresses are within the City of Carlsbad unless otherwise specified.
{city of
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2.4.2 SELECTING ALTERNATE FACILITIES/LOCATIONS
The term alternate facility/location can include anything from a borrowed conference room for
a few key people on a temporary basis, to a complete facility used to house the entire
Department. In most cases, it will probably be something in between depending on the
circumstances of any given event and available resources. It is recommended that each
department should select at least two alternate sites.
The following criteria were used to identify suitable alternate facilities/locations for continuity of
operations for departments within the City of Carlsbad:
Should not share the same natural hazard risk(s) as the primary location;
Sufficient space and equipment to sustain the relocating department;
Availability of interoperable communications with all identified essential internal and
external organizations, other departments, critical customers, and the public;
Reliable logistical support, services, and infrastructure systems, including water, electrical
power, heating and air conditioning, etc.;
Ability to sustain operations for up to 30 days;
Consideration for the health, safety, and emotional well-being of relocated employees;
and
Appropriate physical security and access controls (e.g., fencing, 24/7 security personnel,
cipher locks, key cards secured entrance, etc.).
Tables 5.1 and 5.2 below lists the proposed alternate facilities/locations identified by the City
of Carlsbad departments.
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Table 5.1: Alternate Facility/Location 1 for all Departments within the City of Carlsbad
Department Division Alternate Location 1
Address POC Security
Controls
Owned/ Leased
by Department
MOU/MOA
in Place
Number of
Employees
Community
Outreach &
Engagement
Communications 1775 Dove Lane Library
Director Keys No N/A 6
Community
Development Building 1775 Dove Lane Library
Director Keys Yes N/A 9.5
Community
Development CED Admin 1775 Dove Lane Library
Director Keys Yes N/A 4.5
Community
Development
Economic
Development 1775 Dove Lane Library
Director Keys Yes N/A 3
Community
Development HNS 799 Pine Parks & Rec
Director Keys Yes N/A 12.34
Community
Development
Land
Development
Engineering
1775 Dove Lane Library
Director Keys Yes N/A 9.5
Community
Development Planning 1775 Dove Lane Library
Director Keys Yes N/A 20
Finance All Safety Training Center Facilities
Manager Card Access Yes N/A 20
Fire Admin 1635 Faraday Ave. Fire Chief Card Access No Yes 6
Fire Emergency Prep 1635 Faraday Ave. Fire Chief Card Access No Yes 2
Fire Operations Unaffected Fire Station
Fire
Operations
Chief
Coded Gate /
Combination
Lock
Yes N/A 5
{city of
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Department Division Alternate Location 1
Address POC Security
Controls
Owned/ Leased
by Department
MOU/MOA
in Place
Number of
Employees
Fire Prevention 2560 Orion Way Fire Chief Card Access No Yes 6
Human
Resources All 2560 Orion Way Police Chief Card Access No N/A 3
Information
Systems Administration None identified IT Manager, IT
Director
Physical access
controls,
Secured
computer room
N/A N/A N/A
Information
Systems Applications
Disaster Recovery-as-a-
Service
VMWare
Cloud-based DR for
applications in Priority 1
and Priority 2 lists only
IT Manager, IT
Director
Physical access
controls,
Secured
computer room
Yes No N/A
Information
Systems
Business
Intelligence None identified IT Manager, IT
Director
Physical access
controls,
Secured
computer room
N/A N/A N/A
Information
Systems GIS None identified IT Manager, IT
Director
Physical access
controls,
Secured
computer room
N/A N/A N/A
Information
Systems
Operations and
Infrastructure
Disaster Recovery-as-a-
Service
VMWare
Cloud-based DR for
applications in Priority 1
and Priority 2 lists only
IT Manager, IT
Director
Physical access
controls,
Secured
computer room
Yes No N/A
(_ City of
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Department Division Alternate Location 1
Address POC Security
Controls
Owned/ Leased
by Department
MOU/MOA
in Place
Number of
Employees
Information
Systems
Operations and
Infrastructure -
Library
1635 Faraday Ave.
Carlsbad, CA
IT Manager, IT
Director
Physical access
controls,
Secured
computer room
Yes No 200
Library &
Cultural Arts
Carlsbad City
Library
1250 Carlsbad Village
Drive
Deputy Library
Director - Cole
Library
Cipher lock
Security Alarm Yes N/A 20
Library &
Cultural Arts
Cultural Arts
Office 1775 Dove Lane
Deputy Library
Director -
Dove Library
Cipher lock
Security Alarm Yes N/A 7
Library &
Cultural Arts
Georgina Cole
Library 1775 Dove Lane
Deputy Library
Director -
Dove Library
Cipher lock
Security Alarm Yes N/A 23
Library &
Cultural Arts
Library Learning
Center 1775 Dove Lane
Deputy Library
Director -
Dove Library
Cipher lock
Security Alarm Yes N/A 8
Parks &
Recreation Administration Alga Norte Aquatics
6565 Alicante Rd.
Senior
Management
Analyst
Doors lock and
building has
security alarm
Yes N/A 121
Parks &
Recreation Parks
Alga Norte Community
Park Maintenance
6565 Alicante Rd.
Parks/Trees
Supervisor
Doors lock and
building has
security alarm
Yes N/A 7
Parks &
Recreation Parks
Aviara Community Park
Maintenance Building
6425 Ambrosia Ln.
Parks/Trees
Supervisor
Doors lock and
building has
security alarm
Yes N/A 20
Parks &
Recreation Recreation
Calaveras Hills
Community Center,
2997 Glasgow Dr.
Recreation
Area Manager
Doors lock and
building has
security alarm
Yes N/A 90
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Continuity of Operations Plan
Section 2 – COOP Information
82
Department Division Alternate Location 1
Address POC Security
Controls
Owned/ Leased
by Department
MOU/MOA
in Place
Number of
Employees
Parks &
Recreation Recreation Alga Norte Aquatics
6565 Alicante Rd.
Aquatics
Manager
Doors lock and
building has
security alarm
Yes N/A 138
Parks &
Recreation Recreation Monroe Street Pool
3401 Monroe Street
Aquatics
Manager
Doors lock and
building has
security alarm
Yes N/A 138
Parks &
Recreation Recreation
Stagecoach Community
3420 Camino de Los
Coches
Recreation
Area Manager
Doors lock and
building has
security alarm
Yes N/A 15
Parks &
Recreation Recreation LITE Modular 3333
Harding St
Recreation
Area Manager
Doors lock and
building has
security alarm
Yes N/A 52
Parks &
Recreation Recreation
Magee House, Heritage
Hall, The Grainary: 2650
Garfield Street
Recreation
Area Manager
Doors lock and
building has
security alarm
Yes N/A 59
Police Crime Analysis Tele-Commute N/A N/A No No 1
Police Dispatch Center
Mobile Command Post
@ Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 5
Police Investigations Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 17
Police Management /
Admin
Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 4
Police Patrol Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 20
Police PD Serv. IT Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 4
1tyo
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Section 2 – COOP Information
83
Department Division Alternate Location 1
Address POC Security
Controls
Owned/ Leased
by Department
MOU/MOA
in Place
Number of
Employees
Police Professional
Standards Tele-Commute N/A N/A No No 8
Police Records Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 7
Police SWAT Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No As needed
Police Traffic
Enforcement
Harding Rec Center
3096 Harding Street
Parks /Rec
Director Keys No No 5
Public Works CWRF Not Yet Identified N/A N/A N/A N/A 0-CMWD
Public Works Facilities 5750 Orion St Property
Manager
Card
Reader/Partial
Facility
Yes N/A 15
Public Works Fleet 5750 Orion St Property
Manager
Card
Reader/Partial
Facility
Yes N/A 9
Public Works Maerkle Not Yet Identified N/A N/A N/A N/A 0
Public Works Property 5750 Orion St Property
Manager
Card
Reader/Partial
Facility
Yes N/A 15
Public Works STC 2480 Impala Dr. Property
Manager N/A Yes N/A 2
Public Works Utilities 6200 Avenida Encinas Supervisor
Locked gate
and coded
alarm
No N/A 53
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Department Division Alternate Location 1
Address POC Security
Controls
Owned/ Leased
by Department
MOU/MOA
in Place
Number of
Employees
Transportation Administration Fleet Facility
2480 Impala Drive
Supervisor
Fleet
Operations
Locked gate
and coded
alarm
Yes Yes 4
Transportation Street Lighting Fleet Facility
2480 Impala Drive
Supervisor
Fleet
Operations
Locked gate
and coded
alarm
Yes Yes 2
Transportation Street
Maintenance
Fleet Facility
2480 Impala Drive
Supervisor
Fleet
Operations
Locked gate
and coded
alarm
Yes Yes 16
Transportation Strom Water Fleet Facility
2480 Impala Drive
Supervisor
Fleet
Operations
Locked gate
and coded
alarm
Yes Yes 3
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Table 5.1.2: Alternate Facility/Location 2 for all Departments within the City of Carlsbad
Department Division Alternate Location 2
Address POC Security
Controls
Owned /
Leased by
Department
MOU/MOA
in Place
Number of
Employees
Community
Outreach &
Engagement
Communications Senior Center Parks & Rec
Director Keys No N/A 6
Community
Development Building 5950 El Camino Real Aquatics
Manager Keys Yes N/A 9.5
Community
Development CED Admin 6565 Alicante Road Aquatics
Manager Keys Yes N/A 4.5
Community
Development
Economic
Development 5934 Priestly Drive
Chamber of
Commerce
President
Keys No N/A 3
Community
Development HNS 3096 Harding Street Recreation Area
Manager Keys Yes N/A 5
Community
Development
Land
Development
Engineering
6565 Alicante Road Aquatics
Manager Keys Yes N/A 9.5
Community
Development Planning 6565 Alicante Road Aquatics
Manager Keys Yes N/A 20
Finance All Dove Library
1775 Dove Ln
Sr. Management
Analyst N/A Yes N/A 20
Fire Admin 1775 Dove Lane Library Director Keys No Yes 6
Fire Emergency Prep 1775 Dove Lane Library Director Keys No Yes 2
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Department Division Alternate Location 2
Address POC Security
Controls
Owned /
Leased by
Department
MOU/MOA
in Place
Number of
Employees
Fire Operations Temporary Station Fire Operations Chief
Coded Gate /
Combination
Lock
No No 5
Fire Prevention 1775 Dove Lane Library Director Keys No Yes 6
Human
Resources All 1775 Dove Ln Library Director Keys No N/A 3
Information
Systems Administration Not yet identified N/A N/A N/A N/A N/A
Information
Systems Applications VMWare Cloud Services Vendor
Cloud access
security, site-
to-site VPN
No N/A 0
Information
Systems
Business
Intelligence Not yet identified N/A N/A N/A N/A N/A
Information
Systems GIS Not yet identified N/A N/A N/A N/A N/A
Information
Systems
Operations and
Infrastructure VMWare Cloud Services Vendor
Cloud access
security, site-
to-site VPN
No N/A 0
Information
Systems
Operations and
Infrastructure -
Library
1635 Faraday Ave. Devin Castel
Physical
access
controls,
Secured
computer
room
Yes N/A Unknown
{city of
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Department Division Alternate Location 2
Address POC Security
Controls
Owned /
Leased by
Department
MOU/MOA
in Place
Number of
Employees
Library &
Cultural Arts
Carlsbad City
Library 3368 Eureka Place
Principal
Librarian
Learning Center
Cipher lock
Security
Alarm
Yes N/A 10
Library &
Cultural Arts
Cultural Arts
Office
1250 Carlsbad Village
Drive
Deputy Library
Director - Cole
Library
Cipher lock
Security
Alarm
Yes N/A 7
Library &
Cultural Arts
Georgina Cole
Library 3368 Eureka Place
Principal
Librarian –
Learning Center
Cipher lock
Security
Alarm
Yes N/A 10
Library &
Cultural Arts
Library Learning
Center
1250 Carlsbad Village
Drive
Deputy Library
Director - Cole
Library
Cipher lock
Security
Alarm
Yes N/A 8
Parks &
Recreation Administration
Any other location
owned/operated by
Parks & Recreation that
remains operational
Senior
Management
Analyst
Doors lock
and building
has security
alarm
Yes N/A TBD
Parks &
Recreation Parks
Aviara Community Park
Maintenance Building
6425 Ambrosia Ln.
Parks / Trees
Supervisor
Doors lock
and building
has security
alarm
Yes N/A 7
Parks &
Recreation Parks
Aviara Community Park
Maintenance Building
6425 Ambrosia Ln.
Parks / Trees
Supervisor
Doors lock
and building
has security
alarm
Yes N/A 20
{city of
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88
Department Division Alternate Location 2
Address POC Security
Controls
Owned /
Leased by
Department
MOU/MOA
in Place
Number of
Employees
Parks &
Recreation Recreation
Stagecoach Community
3420 Camino de los
Coches.
Recreation Area
Manager
Doors lock
and building
has security
alarm
Yes N/A 60
Parks &
Recreation Recreation
Any other location
owned/operated by
Parks & Recreation that
remains operational
Aquatics
Manager
Doors lock
and building
has security
alarm
Yes N/A TBD
Parks &
Recreation Recreation
Magee House, Heritage
Hall, The Grainery
2650 Garfield St.
Recreation Area
Manager
Doors lock
and building
has security
alarm
Yes N/A 4
Parks &
Recreation Recreation
Harding Community
Center or any other
location
owned/operated by
Parks & Recreation that
remains operational
Recreation Area
Manager
Doors lock
and building
has security
alarm
Yes N/A 33
Police Crime Analysis Tele-Commute N/A Serv. Access No No 1
Police Dispatch Center OPD 3855 Mission Ave.
Oceanside CA 92056
OPD Comm.
Manager Access Card No No 5
Police Investigations SDSO - Vista Sub 310 S.
Melrose Vista CA 92083
SDSO Station
Captain Access Card No No 17
Police Management /
Administration
Carlsbad City Hall /
SDSO - Vista Sub
310. S Melrose Vista
SDSO Station
Captain Access Card No No 4
(_ City of
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Continuity of Operations Plan
Section 2 – COOP Information
89
Department Division Alternate Location 2
Address POC Security
Controls
Owned /
Leased by
Department
MOU/MOA
in Place
Number of
Employees
Police Patrol SDSO - Vista Sub 310 S.
Melrose Vista Ca. 92083
SDSO Station
Captain Access Card No No 20
Police PD Serv. IT Tele-Commute N/A Serv. Access No No 4
Police Professional
Standards Tele-Commute N/A Serv. Access No No 8
Police Records OPD 3855 Mission Ave.
Oceanside CA 92056
Oceanside PD
Records
Manager
Access Card No No 7
Police SWAT SDSO - Vista Sub 310 S.
Melrose Vista CA 92083
SDSO Station
Captain Access Card No No As needed
Police Traffic
Enforcement
SDSO - Vista Sub 310 S.
Melrose Vista CA 92083
SDSO Station
Captain Access Card No No 5
Public Works CWRF Not Yet Identified N/A N/A N/A N/A N/A
Public Works Facilities 5950 El Camino Real Utilities
Manager N/A Yes NA 15
Public Works Fleet 405 Oak Ave Property
Manager Gate Code Yes NA 9
Public Works Maerkle Not Yet Identified N/A N/A N/A N/A N/A
Public Works Property 2480 Impala Dr. Property
Manager N/A Yes NA 3
Public Works STC 405 Oak Ave Property
Manager Gate Code Yes NA 2
{city of
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Section 2 – COOP Information
90
Department Division Alternate Location 2
Address POC Security
Controls
Owned /
Leased by
Department
MOU/MOA
in Place
Number of
Employees
Public Works Utilities Maerkle
5302 Sunny Creek Rd Utilities Director
Locked gate
and coded
alarm
Yes N/A 53
Transportation Administration
Carlsbad Municipal
Water District
5950 El Camino Real
Utilities Director
Locked gate
and coded
alarm
Yes Yes 4
Transportation Street Lighting
Carlsbad Municipal
Water District
5950 El Camino Real
Utilities Director
Locked gate
and coded
alarm
Yes Yes 2
Transportation Street
Maintenance
Carlsbad Municipal
Water District
5950 El Camino Real
Utilities Director
Locked gate
and coded
alarm
Yes Yes 16
Transportation Strom Water
Carlsbad Municipal
Water District
5950 El Camino Real
Utilities Director
Locked gate
and coded
alarm
Yes Yes 3
{city of
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2.5 VITAL RECORDS, FILES, AND DATABASES
Identification and protection of vital records, files, databases necessary to perform essential
functions and activities and to reconstitute normal department operations following an
emergency are critical to successful continuity of operations.
Vital records, files, and databases represent a small fraction of the records most departments
retain and they can be in any form, but are usually either paper or electronic.
To the greatest extend possible, departments should back-up electronic records, files, and
databases and pre-position them at alternate facilities/locations. If these items are not available
at the alternate facility/location, departments should develop a procedure to access these items
from the alternate facility/location.
Table 6 reflect city departments’ current identified procedures for access to vital records from
the alternate facility / location.
{city of
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93
Table 6: Vital Files, Records, and Database Inventory
Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Community
Outreach &
Engagement
All files on
Communications
drive
Faraday
server Electronic Flash drives,
Share File
Communications
Manager,
Community
Relations
Manager
Need VPN
Connection
or through
flash drives /
ShareFile
None
Community
Outreach &
Engagement
All files on
images drive
Faraday
server Electronic Flash drives,
Share File
Communications
Manager,
Community
Relations
Manager
Need VPN
Connection
or through
flash drives /
ShareFile
None
Community
Development
Accela - Permits
Plus Faraday Electronic
Backed-up on
server at the
end of the day
IT No None
Community
Development Building Files Faraday Electronic
and Paper
Backed-up on
server at the
end of the day
Building Official No None
Community
Development Building Plans Faraday Electronic
and Paper
Backed-up on
server at the
end of the day
Building Official No None
Community
Development
Code
Enforcement
Case Files
HNS Electronic Cloud Admin Secretary Yes Confidential
Information
{city of
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Continuity of Operations Plan
Section 2 – COOP Information
94
Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Community
Development DMS Faraday Electronic
Backed-up on
server at the
end of the day
IT Yes None
Community
Development Map & Drawings Faraday Electronic
and Paper
Backed-up on
server at the
end of the day
IT & Staff Yes None
Community
Development
Plan Check
Database Faraday Electronic
Backed-up on
server at the
end of the day
IT No None
Community
Development
Planning
Database Faraday Electronic
Backed-up on
server at the
end of the day
IT No None
Community
Development Project Files Faraday Electronic
and Paper None Staff No None
Community
Development Project Files Faraday Microfilm Records Mgt.
has a copy Staff No None
Community
Development
Section 8
Housing HNS Electronic
and Paper
Backed-up on
server at the
end of the day
Housing
Manager No Confidential
Info
Community
Development
Time-Keeping
Database Faraday Electronic
Backed-up on
server at the
end of the day
IT No None
Finance Banking records website electronic IT IT Yes Yes
Finance CyberShift - time
keeping website electronic IT IT Yes Yes
Cityo
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
95
Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Finance Harris IT electronic IT IT Yes Yes
Finance IFAS IT electronic IT IT Yes Yes
Finance Lawson - payroll website electronic IT IT Yes Yes
Finance Loss Recoveries
Risk
Managemen
t Office
Paper none Risk Manager No Yes
Finance Treasury- Cash
Balance
Treasury
Dept Drive electronic IT IT Yes Yes
Human
Resources Benefit Files Faraday Paper none HR Staff No Confidential
Human
Resources
Cybershift
Timekeeping
System
Hosted SAS Electronic backed up by
vendor
IT & Finance
HCMS Manager Yes Managed by
Vendor
Human
Resources
Halogen
Performance
Management
Faraday Electronic backed up by IT
HR Business
Systems
Specialist & IT
Yes Need VPN
Human
Resources IFAS Faraday Electronic backed up by IT Finance & IT Yes Need VPN
Human
Resources
Keenan Workers
Comp/PC Bridge Hosted Electronic backed up by
vendor
HR Manager, HR
Technician Yes
HR staff in
charge of
workers' comp
have access via
password
City of
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Continuity of Operations Plan
Section 2 – COOP Information
96
Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Human
Resources
Lawson - Human
Capital
Management
System
Hosted Electronic
backed up by
hosting
partner/vendor
IT & HR Business
Systems
Specialist
Yes Need VPN
Human
Resources
NeoGov
Applicant
Tracking System
Hosted SAS Electronic backed up by
vendor
HR Business
Systems
Specialist & IT
Yes Managed by
Vendor
Human
Resources Personnel Files Faraday Paper none HR Staff No Confidential
Human
Resources
various
electronic files Faraday Electronic Network backup HR Staff Yes Need VPN
Human
Resources
Workers'
Compensation
Files
Faraday Paper none HR Staff N0 Confidential
Information
Systems Backup logs STORServer Electronic Backed up to
tape
Backup
Administrator
Sr. Network
Engineer
Yes Backup Admins
only
Information
Systems
DR-As-A-Service
technical
documentation
smb://admin
2k3 Electronic Sync'd to DRasS
server
Manager of IT
Ops,
Infrastructure
Sr. Network
Engineer
Yes Admins only
{city of
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Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Information
Systems
Network
diagrams
smb://admin
2k3 Electronic Sync'd to DRasS
server
Manager of IT
Ops,
Infrastructure
Sr. Network
Engineer
Yes Admins only
Information
Systems
Off-site tape
vaulting logs
Iron
Mountain
https://www
3.securesync
.com/login.a
spx
Electronic On-line with Iron
Mountain
Backup
Administrator
Sr. Network
Engineer
Yes Backup Admins
only
Information
Systems
Secure
ID/Password
Database
https://admi
nmanager:72
72/PassTrix
Main.cc
Electronic Sync'd to hot
backup in DRaaS
Manager of IT
Ops,
Infrastructure
Sr. Network
Engineer
Yes
Password
Manager
database
access control
Super Admins
are CTO and
Mgr of IT Ops
Information
Systems
Server
configuration
information
smb://admin
2k3 Electronic Sync'd to DRasS
server
Manager of IT
Ops,
Infrastructure
Sr. Network
Engineer
Yes Admins only
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Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Information
Systems
WAN
configuration
information
smb://admin
2k3 Electronic Sync'd to DRasS
server
Manager of IT
Ops,
Infrastructure
Sr. Network
Engineer
Yes Admins only
Library & Cultural
Arts
Collection
Inventory List
Network file
server Electronic Back-up: I.T.
Collection Dev.
Libr /Risk
Management
Yes None
Library & Cultural
Arts
Division Staff
Emergency
Contact List
Network file
server Electronic Back-up: Hard
Copy
L&CA Division
Heads / H.R. Yes None
Library & Cultural
Arts
Emergency
Quick List
Network file
server Electronic Back-up: I.T. &
Hard Copy
L&CA
Administration /
I.T.
Yes None
Library & Cultural
Arts
L&CA PC and
printer inventory
List
Network file
server Electronic L&CA Business
Systems Yes None
Library & Cultural
Arts
Library &
Cultural Arts
Disaster Plan
Network file
server Electronic Back-up: Hard
Copy
L&CA
Administration /
I.T.
Yes None
Library & Cultural
Arts
Library &
Cultural Arts
Internal
Telephone List
Network file
server Electronic Back-up: Hard
Copy
L&CA
Administration /
I.T.
Yes None
{city of
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Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Parks and
Recreation ActiveNet Cloud Electronic Active Networks Bonnie Elliott Yes
Available via
internet
anytime/any
where
Police AFIS Case Files
Crime Lab
Prints (SDSO
Server)
Electronic
and Paper None Sr. Crime Lab
Tech No Evidence Chain
of Custody
Police Case Evidence Evidence
Holding
Other Hard
Copy None Sr. Evidence
Tech No Case Evidence
Police
CLEETS (Inv.
Case
Management
tool)
PD Servers Electronic Yes Tape B/U PD. IT Manager No Limited V info
Police Confidential
Informant Files VNIU Paper None VNIU Sgt. No Confidential
Info / Intel
Police
Copies of
Working PD
Investigations of
Cases
Investigation
s
Electronic
and Paper None Individual
Detectives No CORI Info
Police
Crime, Arrest
and Incident
Reports
Records Paper Some copies
distributed
Records
Manager No Confidential
and CORI info.
Police
E-soft
(Background Inv.
Tool)
PD Training Electronic Yes, cloud based Training Sec. Yes Confidential
Information
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Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Police
I/A Files, Former
Employee
Records
Pro-
Standards
Office
Paper None Sgt. Prof.
Standards No Confidential
Information
Police JJP Participant
Files
JJP Manger
Office Paper None JJP Manager No Confidential
Information
Police
Misc. Files,
Reports and
Examples on PD
Servers
F,D,H,I etc.
Servers, in
PD IT Serv.
room
Electronic Yes Tape B/U PD. IT Manager Yes None. Standard
Work Product
Police Narc. Buy Fund
and Ledger VNIU Other Hard
Copy None VNIU Sgt. No Cash ($40,000)
Police PD Employee
Records
PD Chief's
Office Paper Yes City HR Chief's Admin.
Sec. No Confidential
Information
Police
PD TMS
(Training
History)
PD Training Electronic Yes Tape B/U Training Sec. No
Semi
Confidential
(SSN)
Police Q-tel (Evidence
info and Photos) PD Servers Electronic
and Paper Yes Tape B/U PD. IT Manager No Evidence Chain
of Custody
Police Vice Intel Files VNIU Paper None VNIU Sgt. No Confidential
Info / Intel
Public Works Cross
Connection CMWD Electronic database Senior Cross
Control Tech Yes None
Public Works Granite XP CMWD Electronic database Utilities
Manager No None
Public Works Hansen Faraday Electronic database Finance / IT Yes None
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Department
Name of Vital
File, Record, or
Database
Current
Location
Primary
Format
Back-up/
Redundancy
Information
Person(s)
Responsible for
Maintenance,
Retrieval, and
Security
Accessible from
Alternate
Location
Security
Considerations
Public Works SCADA CMWD Electronic
and Paper Utilities
Manager Yes None
Public Works Utility Billing Faraday Electronic database Finance / IT Yes None
Public Works
Water Maps
(Water,
Wastewater,
Recycled)
Faraday Electronic
and Paper DMS Utilities
Manager No None
Public Works
Water Maps
(Water,
Wastewater,
Recycled)
CMWD Electronic
and Paper DMS Utilities
Manager No None
Transportation Account Files 405 Oak Ave Electronic
and Paper N/A ADMIN STAFF Yes Privacy
Transportation Personnel files Faraday Electronic
and Paper N/A HR STAFF Yes Privacy
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2.6 VITAL SYSTEMS, APPLICATIONS, AND EQUIPMENT
Just as records are vital to a department’s essential functions, the systems, computer
applications, and equipment are essential for departments to maintain critical services. A
system, application, or piece of equipment is vital if it is necessary to perform essential functions
as identified in Table 1. Many critical systems, applications, and equipment support essential
department functions. However, not every system, application, or piece of equipment is vital,
even if it is important.
In addition to IT systems, each department may use other equipment unique to this department.
For example, Telecommunications Device for the Deaf (TDD) equipment may be used by an
employee in a department. If that employee is supporting an essential departmental function
and is asked to relocate to an alternate facility/location, the TDD equipment will have to be
available at an alternate facility/location in order for that employee to successfully complete
his/her work assignments. Each department should take the time to evaluate and document its
unique equipment needs and requirements.
Table 7 below outlines the vital systems and equipment identified by Carlsbad.
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Table 7: Vital Systems and Equipment
Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Community
Development Access Affordable Housing Data
Base HNS IT Backs-up
Community
Development DMS Project Review Faraday IT Backs-up
Community
Development GoEnforce Code Enforcement HNS Web Based
Community
Development Granicus Planning Commission City Council Chambers
and Admin Staff desktops IT Backs-up
Community
Development License Track Approves Business Licenses Faraday IT Backs-up
Community
Development Permits Plus Project Review Faraday IT Backs-up
Community
Development Permits Plus Building Plancheck Faraday IT Backs-up
Community
Development Plan Check Database Maps & Drawings Review Faraday IT Backs-up
Community
Development Planning Database Project Review Faraday IT Backs-up
Community
Development Visual Homes Section 8 Housing HNS IT Backs-up
Finance Accounts Payable Printer A/P Faraday Finance Library
no back-up, could
write checks
manually
Finance Banking Tokens Treasury Treasury/ASD
various EE's have
tokens, but are all
kept all Faraday
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Finance CyberShift Payroll Website on-line/backed-up
off site
Finance IFAS All Accounting server backed-up off site
Finance Insight/CORE Cashiering server backed-up off site
Finance Lawson Payroll Website on-line/backed-up
off site
Finance MSM-G2/IMCM Shipping Shipping/Receiving
Faraday
Library has a
smaller version
Finance PayPal Cashiering Cashier library has Credit
Card readers
Finance Printers/Copiers All Faraday Building
Could use
printer/copiers
from other
departments
Finance Utility Billing Printers Billing Reception Area Faraday
need a printer
with utility flash
drive
Fire Cybershift Payroll Internet Internet
Fire Fieldsaver EMS Billing Internet Internet
Fire IFAS Budgeting and Purchasing Faraday Not Yet Identified
Fire Network drives Administration Faraday Not Yet Identified
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Fire NFIRS EMS Documentation North Comm Not yet identified
Fire WebEOC EOC Support Internet (on County
Server) Not Yet Identified
Human Resources Cybershift Timekeeping System Payroll Hosted by vendor
Human Resources Halogen Performance
Management Performance Evaluations Faraday IT backups
Human Resources IFAS AP batches Faraday IT backups
Human Resources Keenan Workers Comp/PC
Bridge
Workers' Compensation,
Leave Management Hosted by vendor
Human Resources Lawson - Human Capital
Management System Payroll Hosted
via hosting
partner/vendor
Velocity
Human Resources NeoGov Applicant Tracking
System Recruitment & Selection Hosted by vendor
Information
Systems
Blade Server Chassis (1 chassis,
8 blades)
All Citywide infrastructure,
operations, applications 1635 Faraday Ave. None
Information
Systems
Central computer room
(Faraday)
All Citywide infrastructure,
operations, applications 1635 Faraday Ave. None
Information
Systems Core network All Citywide infrastructure,
operations, applications 1635 Faraday Ave.
Redundant
devices, same
location
Information
Systems Datacenter firewall All access to City
applications 1635 Faraday Ave.
Redundant
devices, same
location
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Information
Systems DMZ Firewall All public-facing Internet
systems 1635 Faraday Ave.
Redundant
devices, same
location
Information
Systems F5 load balancer / WAF (2) All public-facing Internet
systems 1635 Faraday Ave.
Redundant
devices, same
location
Information
Systems HP-UX Server (Harris) Harris Utility Billing 1635 Faraday Ave.
Production at
Faraday,
secondary at Dove
Library
Information
Systems ISP connection (citywide)
All public-facing Internet
systems, all Internet access
Citywide
1635 Faraday Ave.
Redundant
devices, same
location
Information
Systems
Network Attached Storage
("NAS") - Tier 2 Storage
All Citywide infrastructure,
operations, applications 1635 Faraday Ave.
Dual 10Gig
switches, same
location, RAID
arrays
Information
Systems Rackmount ESX Servers (2) All Citywide infrastructure,
operations, applications 1635 Faraday Ave.
Redundant
devices, same
location
Information
Systems
Storage Area Network ("SAN") -
Tier 1 storage
All Citywide infrastructure,
operations, applications 1635 Faraday Ave.
Dual Fiber-channel
switches, same
location, RAID
arrays
Information
Systems STORServer (backups) Backups 1635 Faraday Ave. None
Information
Systems Tape Library (backups) Backups 1635 Faraday Ave. None
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Information
Systems Web Proxy / Antivirus Filter Web access Citywide 1635 Faraday Ave.
Redundant
devices, same
location
Library and
Cultural Arts Blue Coat online security Dove and Faraday Not yet identified
Library and
Cultural Arts EMSc planning, community
gathering Faraday Not yet identified
Library and
Cultural Arts Pharos provide internet-accessible
computers
servers at Dove, City Hall
and LLC on-site
Library and
Cultural Arts RFID materials security on-site off-site
Library and
Cultural Arts SirsiDynix planning, materials, local
history SaaS-off-site off-site
Library and
Cultural Arts Staff Scheduling
Department
communication, planning,
personnel
off-site Not yet identified
Parks &
Recreation ActiveNet Active Network Parks & Rec Admin
Located on cloud;
backed up offsite
via Active Network
Police 800 MHz RCS Radio, CAD,
Telephone and Radio Recording Dispatching Police calls Server Room off Dispatch OPD
Police 800 MHz RCS Radio, CAD,
Telephone and Radio Recording Dispatch Fire Calls RSF Fire Unknown
Police
AT&T 911, AT&T Phone, TTY
(Deaf Phone) Telephone and
Radio Recording
Receive Emergency Calls Server Room off Dispatch OPD
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Police
AT&T 911, AT&T Phone, TTY
(Deaf Phone) Telephone and
Radio Recording
Receive Non-Emergency
Calls Server Room off Dispatch OPD
Police AT&T Phone, 800 MHz RCS
Radio
PD Communications with
Outside Agencies Server Room off Dispatch SDSO, SDEOC
Police CLETS, ARJIS, PC's, VPN Records / Case Management SDDPC, CADOJ, SDSO Tape B/U
Police CLETS, ARJIS, PC's, VPN Data Entry SDDPC, CADOJ, SDSO Tape B/U
Police Cybershift / Lawson, PC,
Intranet/ Internet Payroll City IT Tape B/U City IT
Police PD 800 MHz RCS Radio,
Vehicles, Fuel, Internet CAD Emergency Response City Wide Allied Agencies
Police PD 800 MHz RCS Radio,
Vehicles, Fuel, Internet, CAD Emergency Response City Wide Allied Agencies
Police PD 800 MHz RCS Radio,
Vehicles, Fuel, Internet, CAD
General LE / Crime
Reporting City Wide Allied Agencies
Police PD 800 MHz RCS Radio,
Vehicles, Fuel, Internet, CAD Enforce Traffic Laws Server room off Dispatch Allied Agencies
Police
PD 800 MHz RCS Radio,
Vehicles, Fuel, Internet, CAD,
SDSO
Prisoner Control City Wide SDSO, SDPD, El
Cajon PD
Police PD Card Key Access, Video
Camera Station Security Server room off Dispatch Keys
Police PD IT Servers - PC's, Intranet Management /
Administration Server room off Dispatch Tape B/U
Police PD IT Servers , Q Drive, E-Soft
PC, Intranet / Internet Personnel Processes Server room off Dispatch,
Web Tape B/U
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Police PD IT Servers , Q Drive, E-Soft
PC, Intranet / Internet Purchasing Server room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS,
PC',VPN Robbery / Homicide Unit Server Room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS, PC's,
VPN
Inv. Management /
Administration Server Room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS, PC's,
VPN Gang Investigation Unit Server Room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS, PC's,
VPN Family Protection Unit Server Room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS, PC's,
VPN Special Investigations Unit Server Room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS, PC's,
VPN Property and Evidence Server Room off Dispatch Tape B/U
Police PD IT Servers, CLETS, ARJIS, PC's,
VPN Crimes Of Property Unit Server Room off Dispatch Tape B/U
Police PD IT Servers, PCs, Intranet Budgeting Server Room Off Dispatch Tape B/U
Police PD IT Servers, PCs, Intranet Public Communications
Relations Server Room Off Dispatch Tape B/U
Police PD Vehicles, Fuel, Maintenance Fleet, Animal Control,
Technology CBPD WC's office None
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Department Vital System / Application
/ Equipment
Essential Function
Supported Current Location Back-Up /
Redundancy
Police
Power, UPS, A/C, Server Rack,
Multiple Physical Servers for
virtual infrastructure and
domain setup, routers, switches,
network cables,
desktops/laptops, monitors,
Edge router, firewall
Info. Tech (PD) Server room off Dispatch Tape B/U
Police Printer, PD IT Servers, PCs, Staffing Patrol Sgt's. Office Not consistent
Police Q-Tel (evid system), Packaging
Center Crime Lab Server Room off Dispatch Tape B/U
Public Works SCADA laptop Wastewater CMWD Not Yet Identified
Public Works SCADA laptop Water CMWD Not Yet Identified
Transportation Back hoe loader ALL 405 Oak Ave. None
Transportation Dump Trucks with Trailers ALL 406 Oak Ave. None
Transportation Skid steer with attachments ALL 407 Oak Ave. None
Transportation Storm Water Appurtenances ALL 410 Oak Ave. None
Transportation Traffic Control Devices ALL 408 Oak Ave. None
Transportation Trucks ALL 409 Oak Ave. None
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2.7 INTEROPERABLE COMMUNICATIONS
The success of operations at an alternate facility/location depends on the availability and
redundancy of critical communications systems to support connectivity to internal and external
organizations, other departments, and the public. Interoperable communications should
provide the following:
Capability to adequately support essential functions;
Ability to communicate with Key COOP staff, Contingency staff, management, and other
City departments;
Ability to communicate with other organizations and emergency personnel;
Access to data and systems necessary to conduct essential functions;
Ability to operate in the alternate facility/location within 12 hours, and for up to 2 weeks.
Ability to communicate with Access and Functional Needs residents.
Because only Contingency Staff will be asked to report to an alternate facility/location and
because financial and logistical constraints will limit the quantities of the communication
equipment available at alternate facilities/locations, the numbers of communication equipment
needed at an alternate facility/location may be smaller than the number of communication
equipment currently available at a primary location.
Each department has establish and maintain a point of contact (POC) list of the Department’s
major communication equipment and systems providers.
The following tables outline interoperable communications available at each primary (current)
location and at each proposed alternate facility/location selected by Carlsbad.
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Table 8.1: Interoperable Communications for Community Outreach & Engagement
Alternate 1: Dove Library / Alternate 2: Senior Center
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 6 AT&T 3 30 15
Faxes 1 AT&T 1 1 1
Cellular Phones 6 Varies 0 0 0
Network Connectivity 1 AT&T 1 1 1
Data Lines/Jacks 6 AT&T 6 6 6
Computers (laptops, PCs, etc.) 6 City IT 6 6 6
Printers 3 City IT 1 1 1
E-mail 6 users Microsoft Outlook Need Internet
Access Need Internet Access Need Internet Access
Internet 1 AT&T 1 1 1
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Table 8.2: Interoperable Communications for Community Development
Alternate 1: Dove Library / Alternate 2: Agua Norte
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 56 AT&T 10 6 6
Faxes 2 AT&T 1 1 1
Cellular Phones 9 Various 1 1 1
Network Connectivity Yes Yes Yes Yes Yes
Data Lines/Jacks Yes AT&T Yes Yes Yes
Computers (laptops, PCs, etc.) 75 City 20 5 5
Printers 28 City 5 3 3
E-mail 56 VARY 56 56 56
Internet/Wireless/ Broadband Yes Yes Yes Yes Yes
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Table 8.3: Interoperable Communications for Finance
Alternate 1: Safety Training Center / Alternate 2: Dove Library
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 39 AT&T 10 2 105
Faxes 2 City owned 1 1 3
Cellular Phones 1 City Owned/ 3
with stipends Various 2 N/A N/A
Blackberries/Tablets 5 Various 1 N/A N/A
Network Connectivity 40+ City owned 10 24 996
Data Lines/Jacks 40+ City owned 10 24 996
Computers (laptops, PCs, etc.) 40+ City owned 10 2 Numerous
Printers 14 City owned 3 1 Numerous
E-mail 39 Microsoft 10 N/A N/A
Internet/Wireless/ Broadband 40+ AT&T 10 24 996, 12 wireless
access points
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Table 8.4: Interoperable Communications for Fire
Alternate 1: Faraday / Alternate 2: Dove Library]
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 10 AT&T 5 30 30
Faxes 1 AT&T 1 1 1
Cellular Phones 60 Verizon 0 0 0
Videoconferencing Equipment 1 3C's 0 0 0
Network Connectivity 1 AT&T 1 1 1
Data Lines/Jacks 14 City IT 5
Computers (laptops, PCs, etc.) 33 Varies 5 5 5
Printers 5 Varies 1 1 1
E-mail 100 users Microsoft Outlook Need Internet
Access Need Internet Access Need Internet Access
Internet 1 AT&T - Verizon
(Mobile) 1 1 1
Radio (i.e. 800MHz) 118 (Most in the
field) Motorola 3 0 0
Mobile Data Computers 15 on apparatus JPA 0 0 0
Satellite Phone 1 Iridium 1 0 0
Alert San Diego Internet Based Blackboard
Connect
Need Internet
Access Need Internet Access Need Internet Access
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Table 8.5: Interoperable Communications for Human Resources
Alternate 1: Safety Center / Alternate 2: Dove Library
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 14 AT&T 3 1 1
Faxes 1 AT&T 1 1 1
Cellular Phones 12
1 city provided,
others owned by
employees
12 12 12
Network Connectivity 13 AT&T 12 12 12
Data Lines/Jacks City IT 12 12 12
Computers (laptops, PCs, etc.) 15 Varies 12 3 laptops 3 laptops
Printers 4 IT 1 1 1
E-mail 12 IT Needs Internet
Access N/A N/A
Internet/Wireless/ Broadband 1 IT 1 1 1
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Table 8.6: Interoperable Communications for Information Systems
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 300 AT&T (analog) NA NA NA
Faxes 20 AT&T NA NA NA
Cellular Phones 150 Verizon NA NA NA
Network Connectivity 2000 internal data
jacks in user areas Cisco NA NA NA
Data Lines/Jacks 2000 internal data
jacks in user areas CAT6 NA NA NA
Computers (laptops, PCs, etc.) 250 HP NA NA NA
Printers 40 Various NA NA NA
E-mail 350 Office365 (hosted
at Microsoft) NA NA NA
Internet/Wireless/ Broadband Two ISP - AT&T,
Time Warner AT&T, Time Warner NA NA NA
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Table 8.7: Interoperable Communications for Library and Cultural Arts
Alternate 1: Cole Library/Alternate 2: Learning Center
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 105 AT&T Unknown 30 30
Faxes 3 AT&T 1 2 1
Cellular Phones 3 Verizon N/A N/A N/A
Blackberries 1 Verizon N/A N/A N/A
Network Connectivity 1 AT&T 1 1 1
Data Lines/Jacks 996 City IT Unknown 400 364
Computers (laptops, PCs,
etc.) 143 Varies Unknown 73 56
Printers 17 Varies Unknown 8 4
E-mail Microsoft Outlook Need Internet
Access N/A N/A
Internet/Wireless/
Broadband 12 Verizon / AT&T Need Internet
Access 11 6
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Table 8.8: Interoperable Communications for Parks and Recreation
Alternate 1: Calavera Hills Community Center/Alternate 2: Stagecoach Community Center
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 26 ATT 12 6 6
Faxes 4 ATT 2 2 2
Cellular Phones 35 Various 35 35 35
Computers (laptops, PCs, etc.) 27 City 13 12 12
Printers 6 City 4 3 3
E-mail 26 Microsoft Outlook 12 12 12
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Table 8.9: Interoperable Communications for Police/Dispatch
[Alternate 1: Harding Center / Alternate 2: SD Sheriff or Oceanside PD]
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones
(includes TTY) 223 AT&T 15 15 5
Faxes 4 AT&T, Make of
Machine Vary 1 1 1
Cellular Phones 85 Verizon 85 0 0
Network Connectivity Needed AT&T Needed N/A N/A
Data Lines/Jacks 2 hard lines City IT 2 1 0
Computers (laptops, PCs,
etc.)
124 Desktops, 75
Laptops HP and Panasonic 25 DT 75 LT 2 DT 0
Printers 14 Vary 3 1 1
E-mail 250 Microsoft Outlook 250 250 250
Internet/Wireless/
Broadband Unknown AT&T - Verizon
(Mobile) N/A N/A N/A
Radio (i.e. 800MHz)
290
(6Dsp,10Dsk,158HT
,116Car)
RCS (SD County JPA) 277 (1/Dsp, 1Dsk,
158HT, 118Car 0 0
Other [Copy Machine] 4 Vary 1 0 1
Alert San Diego Internet Based Blackboard Connect Need Internet Access Need Internet
Access Need Internet Access
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Table 8.10: Interoperable Communications for Public Works – Property / Fleet
Alternate 1: Safety Training Center
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 8 AT&T 2 2 5
Faxes 2 AT&T 1 1 2
Cellular Phones 28 Verizon 28 28 28
Network Connectivity 8 AT&T 4 4 6
Data Lines/Jacks 8 City IT 4 4 6
Computers (laptops, PCs, etc.) 8 Varies 4 2 6
Printers 3 Varies 1 1 3
E-mail 8 Outlook 4 2 6
Internet/Wireless/ Broadband 8 AT&T 4 4 6
Radio (i.e. 800MHz) 1 Motorola 1 1 1
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Table 8.11: Interoperable Communications for Public Works / Utilities
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 30 AT&T 0 Unknown Unknown
Faxes 2 AT&T 1 Unknown Unknown
Cellular Phones 81 VERIZION 4 N/A N/A
Pagers 2 VERIZION 0 N/A N/A
Blackberries 1 VERIZION 0 N/A N/A
Videoconferencing Equipment 0 N/A 1 Unknown Unknown
Network Connectivity yes AT&T 1 Unknown Unknown
Data Lines/Jacks yes City IT 2 Unknown Unknown
Computers (laptops, PCs, etc.) 41 PC / 6 laptops Tough Books 2 Unknown Unknown
Printers 19 Xerox 1 Unknown Unknown
E-mail 53 Outlook 1 N/A N/A
Internet/Wireless/ Broadband yes Verizon 1 N/A N/A
Radio (i.e. 800MHz) 0 Motorola 0 N/A N/A
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Table 8.12: Interoperable Communications for Transportation
Alternate 1: Fleet Facility / Alternate 2: Carlsbad Metropolitan Water District
Communication
Equipment/System
Number Currently
Available at
Primary Location
Current Provider at
Primary Location
Number Needed at
Alternate Location
Number Available at
Alternate Location 1
Number Available at
Alternate Location 2
Landline Phones 10 AT&T 5 10 10
Faxes 2 AT&T 1 5 5
Cellular Phones 50 VERIZION 50 N/A N/A
Pagers 2 VERIZION 0 N/A N/A
Videoconferencing Equipment 1 COXX 0 2 3
Network Connectivity 12 AT&T 2 20 18
Data Lines/Jacks 15 City IT 2 10 8
Computers (laptops, PCs, etc.) 6 Tough Books 0 N/A N/A
Printers 3 Xerox 1 4 Unknown
E-mail 55 Outlook 10 N/A N/A
Internet/Wireless/ Broadband 3 Verizon 0 N/A N/A
Radio (i.e. 800MHz) 12 Motorola 0 N/A N/A
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2.8 INITIAL COOP CONTINGENCY STAFF AND RESPONSIBILITIES
A number of critical tasks should be initiated and completed as part of the initial COOP activation
and implementation process. Such critical tasks as employee notification and communication,
retrieval of essential records and equipment, and prompt relocation will ultimately ensure the
continuity of operations and minimal disruption of essential functions. Each department has
identified the Key COOP staff as part of the COOP contingency staff and the critical tasks these
staff should complete as part of the initial COOP activation and implementation process.
Individuals assigned to complete critical tasks should be aware of their responsibilities and
receive necessary training and tools prior to an emergency requiring COOP plan activation.
Table 9 below lists the Key COOP Staff and their responsibilities identified by City of Carlsbad
departments. These responsibilities are not meant to be all-inclusive, but outline the basic
actions which SHOULD be completed by Key COOP staff to ensure successful COOP activation and
implementation.
Unless otherwise specified in the City of Carlsbad Municipal Code, Critical Tasks among
department heads and above will be determined by the Policy Group.
Table 9: Key COOP Staff and Assigned Responsibilities
Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Community
Outreach &
Engagement
Notify Department’s employees of
COOP activation.
Communications
Manager
Community
Relations
Manager
Community
Outreach &
Engagement
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Parks & Rec
Community
Relations
Manager
Library
Community
Relations
Manager
Community
Outreach &
Engagement
Notify the appropriate internal and
external organizations of relocation
status.
Parks & Rec
Community
Relations
Manager
Library
Community
Relations
Manager
Community
Outreach &
Engagement
Back-up, secure, and retrieve vital
records, files, and databases.
Administrative
Secretary
Administrative
Secretary
Community
Outreach &
Engagement
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Parks & Rec
Community
Relations
Manager
Library
Community
Relations
Manager
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Community
Outreach &
Engagement
Provide guidance to Contingency
staff and other departmental staff.
Communications
Manager
Community
Relations
Manager
Community
Outreach &
Engagement
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Administrative
Secretary
Administrative
Secretary
Community
Outreach &
Engagement
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Communications
Manager
Community
Relations
Manager
Community
Outreach &
Engagement
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Communications
Manager
Community
Relations
Manager
Community
Development
Notify Department’s employees of
COOP activation.
Development
Services
Manager
Senior
Management
Analyst
Community
Development
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Development
Services
Manager
Senior
Management
Analyst
Community
Development
Notify the appropriate internal and
external organizations of relocation
status.
Development
Services
Manager
Senior
Management
Analyst
Community
Development
Back-up, secure, and retrieve vital
records, files, and databases.
Senior
Management
Analyst
Management
Analyst
Community
Development
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Building Official Engineering
Manager
Community
Development
Provide guidance to Contingency
staff and other departmental staff. Building Official Engineering
Manager
Community
Development
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Development
Services
Manager
Senior
Management
Analyst
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Community
Development
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Building Official Engineering
Manager
Community
Development
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Building Official Engineering
Manager
Finance Notify Department’s employees of
COOP activation.
Administrative
Secretary Secretary
Finance
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Secretary Risk Technician
Finance
Notify the appropriate internal and
external organizations of relocation
status.
Secretary Risk Technician
Finance Back-up, secure, and retrieve vital
records, files, and databases.
Business System
Specialist
Client Systems
Administrator
Finance
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Finance Payroll
IT Manager
Finance Budget
Manager
Finance Provide guidance to Contingency
staff and other departmental staff. Finance Director
Finance
Revenue
Manager
Finance
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Finance Revenue
Manager
Senior
Accountant
Finance
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Storekeeper Messenger
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Finance
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Finance Risk
Manager
Senior
Accountant
Finance Secure token for investment
management.
Assistant to the
Treasurer ASD
Finance Secure hand written check stock if
printer for A/P can't be obtained ASD Finance
Director
Fire Notify Department’s employees of
COOP activation. Fire Chief Division Chief
Fire
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Fire Chief Division Chief
Fire
Notify the appropriate internal and
external organizations of relocation
status.
Fire Chief Division Chief
Fire Back-up, secure, and retrieve vital
records, files, and databases.
Administrative
Secretary Office Specialist
Fire
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Division Chief 1 Division Chief 2
Fire Provide guidance to Contingency
staff and other departmental staff. Division Chief 1 Division Chief 2
Fire
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Administrative
Secretary Office Specialist
Fire
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Administrative
Secretary Office Specialist
Fire
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Fire Chief Division Chief
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Human
Resources
Notify Department’s employees of
COOP activation. HR Director
HR Manager -
Benefits, WC &
Leaves
Human
Resources
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
HR Manager -
Benefits, WC &
Leaves
HR Director
Human
Resources
Notify the appropriate internal and
external organizations of relocation
status.
HR Manager -
Benefits, WC &
Leaves
Sr.
Management
Analyst
Human
Resources
Back-up, secure, and retrieve vital
records, files, and databases.
Business
Systems
Specialist
Sr.
Management
Analyst
Human
Resources
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
HR Director
HR Manager -
Benefits, WC &
Leaves
Human
Resources
Provide guidance to Contingency
staff and other departmental staff. HR Director
HR Manager -
Benefits, WC &
Leaves
Human
Resources
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Business
Systems
Specialist
Sr.
Management
Analyst
Human
Resources
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Business
Systems
Specialist
Sr.
Management
Analyst
Human
Resources
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Business
Systems
Specialist
Sr.
Management
Analyst
Information
Systems
Notify Department’s employees of
COOP activation. CIO
Manager of IT
Operations and
Infrastructure
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Information
Systems
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Sr. Network
Engineer
Manager of IT
Operations and
Infrastructure
Information
Systems
Notify the appropriate internal and
external organizations of relocation
status.
CIO
Manager of IT
Operations and
Infrastructure
Information
Systems
Back-up, secure, and retrieve vital
records, files, and databases.
Sr. Network
Engineer
Backup
Administrator
Information
Systems
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Sr. Network
Engineer
Manager of IT
Operations and
Infrastructure
Information
Systems
Provide guidance to Contingency
staff and other departmental staff. CIO
Manager of IT
Operations and
Infrastructure
Information
Systems
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Sr. Network
Engineer
Manager of IT
Operations and
Infrastructure
Information
Systems
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Sr. Network
Engineer
Backup
Administrator
Information
Systems
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Manager of IT
Operations and
Infrastructure
Sr. Network
Engineer
Library and
Cultural Arts
Notify Department’s employees of
COOP activation.
Community
Coordinator
Deputy Library
Director
Library and
Cultural Arts
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Deputy Library
Director
Principal
Librarian,
Cultural Arts
Manager
Library and
Cultural Arts
Notify the appropriate internal and
external organizations of relocation
status.
Community
Coordinator
City
Communication
s
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Library and
Cultural Arts
Back-up, secure, and retrieve vital
records, files, and databases.
Associate
Analyst
Senior Office
Specialists
Library and
Cultural Arts
Transport vital records and files,
supporting communications, IT
framework and necessary
equipment to the alternate
facilities/locations.
Senior Business
Systems
Specialist
Business
Systems
Associate
Library and
Cultural Arts
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Deputy Library
Director
Principal
Librarian,
Cultural Arts
Manager
Library and
Cultural Arts
Provide guidance to Contingency
staff and other departmental staff.
Deputy Library
Director
Principal
Librarian,
Cultural Arts
Manager
Library and
Cultural Arts
Assemble necessary documents
required to continue performance
of essential operations at alternate
facilities/locations.
Associate
Analyst
Senior
Librarians
Library and
Cultural Arts
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Deputy Library
Director
Principal
Librarian,
Cultural Arts
Manager
Library and
Cultural Arts
Notify public of relocation; services
available
Community
Coordinator
City
Communication
s
Library and
Cultural Arts
Notify Department employees of
schedule changes and assignments
Deputy Library
Director
Principal
Librarian,
Cultural Arts
Manager
Parks &
Recreation
Notify Department’s employees of
COOP activation.
Parks
Superintendent
Recreation
Services
Manager
Parks &
Recreation
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Parks
Superintendent
Recreation
Services
Manager
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Parks &
Recreation
Notify the appropriate internal and
external organizations of relocation
status.
Parks
Superintendent
Recreation
Services
Manager
Parks &
Recreation
Back-up, secure, and retrieve vital
records, files, and databases.
Sr. Management
Analyst
Business
Systems
Specialists
Parks &
Recreation
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Sr. Management
Analyst
Business
Systems
Specialists
Parks &
Recreation
Provide guidance to Contingency
staff and other departmental staff.
Parks
Superintendent
Recreation
Services
Manager
Parks &
Recreation
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Sr. Management
Analyst
Business
Systems
Specialists
Parks &
Recreation
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Sr. Management
Analyst
Business
Systems
Specialists
Parks &
Recreation
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Parks
Superintendent
Recreation
Services
Manager
Police Notify Department’s employees of
COOP activation.
Sr. Management
Analyst
Public
Information
Officer
Police
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
On Duty Watch
Commander
On Duty Sr.
Field Sergeant
Police
Notify the appropriate internal and
external organizations of relocation
status.
On Duty Watch
Commander
On Duty Sr.
Field Sergeant
Police Back-up, secure, and retrieve vital
records, files, and databases.
PD IT Manager /
Records
Manager
Sr. IT Tech / Sr
Records Clerk.
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Police
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Support Services
Captain
Operations
Captain
Police Provide guidance to Contingency
staff and other departmental staff.
Operations
Captain
Support
Services
Captain
Police
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Assoc. Contract
Administrator
Sr. Office
Specialist
Police
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
PD IT Manager Records
Manager
Police
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
On Duty Watch
Commander
On Duty Sr.
Field Sergeant
Public Works
Property
Management
Notify Department’s employees of
COOP activation.
Property
Manager
Management
Analyst
Public Works
Property
Management
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Property
Manager
Management
Analyst
Public Works
Property
Management
Notify the appropriate internal and
external organizations of relocation
status.
Property
Manager
Management
Analyst
Public Works
Property
Management
Back-up, secure, and retrieve vital
records, files, and databases.
Management
Analyst
Public Works
Supervisor
Public Works
Property
Management
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Public Works
Supervisor(1)
Public Works
Supervisor(2)
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Public Works
Property
Management
Provide guidance to Contingency
staff and other departmental staff.
Public Works
Supervisor
Management
Analyst
Public Works
Property
Management
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Public Works
Supervisor
Management
Analyst
Public Works
Property
Management
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Public Works
Supervisor
Management
Analyst
Public Works
Property
Management
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Public Works
Supervisor(1)
Public Works
Supervisor(2)
Public Works
Property
Management
Arrange security for fueling stations
and facilitate emergency filling
Public Works
Supervisor(3)
Lead
Equipment
Technician
Public Works
Utilities
Notify Department’s employees of
COOP activation.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Notify the appropriate internal and
external organizations of relocation
status.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Back-up, secure, and retrieve vital
records, files, and databases.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Provide guidance to Contingency
staff and other departmental staff.
Utilities
Managers
Utilities
Supervisors
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Public Works
Utilities
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Utilities
Managers
Utilities
Supervisors
Public Works
Utilities
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Utilities
Managers
Utilities
Supervisors
Transportation Notify Department’s employees of
COOP activation.
Public Works
Superintendent
Public Works
Supervisor/
Road
Construction
Transportation
Notify the point of contact at the
alternate facility/location of
impending activation and actual
relocation requirements.
Public Works
Supervisor/Stor
m Water
Public Works
Supervisor/
Road
Construction
Transportation
Notify the appropriate internal and
external organizations of relocation
status.
Public Works
Superintendent
Public Works
Supervisor/
Road
Construction
Transportation Back-up, secure, and retrieve vital
records, files, and databases. Admin Staff
Public Works
Supervisor/
Road
Construction
Transportation
Implement plans, procedures, and
schedules to transfer essential
functions, personnel, records, and
equipment to alternate
facilities/locations.
Public Works
Superintendent
Public Works
Supervisor/
Road
Construction
Transportation Provide guidance to Contingency
staff and other departmental staff.
Public Works
Superintendent
Public Works
Supervisor/
Road
Construction
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Department Critical Tasks Contingency
Staff Assigned
Alternate
Staff Assigned
Transportation
Assemble necessary documents and
equipment required to continue
performance of essential operations
at alternate facilities/locations.
Public Works
Supervisor/Stor
m Water
Public Works
Supervisor/
Road
Construction
Transportation
Transport vital records and files,
supporting communications, IT
framework and other necessary
equipment to the alternate
facilities/locations.
Admin Staff
Public Works
Supervisor/
Road
Construction
Transportation
Arrange security for abandoned
primary facility/location and non-
moveable equipment and records,
to the extent possible.
Public Works
Supervisor/Stor
m Water
Public Works
Supervisor/
Road
Construction
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2.9 ESSENTIAL FUNCTIONS STAFF AND RESPONSIBILITIES
In addition to completing critical tasks associated with COOP notification and relocation, each
department should continue to perform its essential functions. Departments have identified
personnel responsible for each essential function and one alternate to ensure that each essential
function is performed regardless of any one person’s availability.
Table 10 below lists the essential functions identified by City of Carlsbad departments and
persons, including alternates, responsible for ensuring these functions’ continuity.
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Table 10: Essential Functions and Assigned Personnel
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Community Outreach &
Engagement EOC Support Communications Manager Community Relations
Manager
Community Outreach &
Engagement Graphic Design / Production Administrative Secretary Community Relations
Manager
Community Outreach &
Engagement Media Contact Communications Manager Community Relations
Manager
Community Outreach &
Engagement Press Releases Administrative Secretary Community Relations
Manager
Community Outreach &
Engagement Social Media Communications Manager Community Relations
Manager
Community Outreach &
Engagement Website Support Administrative Secretary Community Relations
Manager
Community
Development
Administer the California Environmental
Quality Act and other environmental
regulations.
Principal Planner Senior Planner
Community
Development
Affordable housing development & financial
assistance. HNS Director Housing Program
Manager
Community
Development Approves Business Licenses Development Services
Manager City Planner
Community
Development Code Compliance HNS Director Senior Program
Manager
Community
Development Code Enforcement HNS Director Senior Program
Manager
Community
Development
Coordinate and complete the discretionary
review of private and public development
project.
City Planner Principal Planner
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Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Community
Development
Develop and implement business attract &
retention programs. Collection, analysis &
distribution of demographic, labor &
commercial real estate data. Provide business
assistance services.
Economic Development
Manager Management Analyst
Community
Development
Engage and connect community and its,
neighborhoods HNS Director Senior Program
Manager
Community
Development EOC SUPPORT Development Services
Manager Engineering Manager
Community
Development Management / Administration CED Director Development Services
Manager
Community
Development
Provide building plan review services for
compliance with city approvals, codes and
standards. Building permit issuance, and
building & storm water inspection.
City Planner Principal Planner
Community
Development
Provide technical engineering support and
discretionary review of private development
projects. Plan check engineering and building
construction plans for compliance with city
approvals, codes, and standards.
City Planner Principal Planner
Community
Development
Provision of customer service and public
information at the Faraday Center public
counter. Intake, initialization and routing of all
building, engineering, and planning
discretionary and construction permits and
applications.
Development Services
Manager Engineering Manager
Community
Development
Technical support to Planning Commission &
City Council Admin Secretary Senior Management
Analyst
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141
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Community
Development
Update and maintain plans and codes such as
the General Plan, Local Coastal Program, and
Zoning Ordinance.
City Planner Principal Planner
Facility Maintenance Corrective Maintenance Public Works Supervisor(1) Sr. Building
Maintenance Worker
Facility Maintenance Custodial Services Public Works Supervisor(2) Public Works
Supervisor(1)
Facility Maintenance Facility Security Public Works Supervisor(1) Sr. Building
Maintenance Worker
Finance A/R for Utilities Accounting Supervisor Accounting Technician
Finance Accounting Senior Accountant Senior Accountant
Finance Audits Senior Accountant N/A
Finance Billing Accounting Supervisor Accounting Technician
Finance Budget Finance Budget Manager N/A
Finance Cashier/front desk Cashier Cashier
Finance City Stores Storekeeper Messenger
Finance Districts Administration Senior Accountant Finance Director
Finance EOC Support Senior Accountant
Finance
Revenue/Purchasing
Manager
Finance Insurance Finance Risk Manager N/A
Finance Inter-city mail services Storekeeper Messenger
Finance Investing / Cash Flow / Debt Treasurer Assistant to the
Treasurer
Finance Issuance of Licenses Account Clerk II Account Clerk I
Finance Litigation/claims management Finance Risk Manager N/A
Finance Management / Administration ASD Finance Director
Finance Paying Bills Accounting Technician Secretary
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Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Finance Paying Employees Finance Payroll/IT Manager Accountant - Payroll
Finance Procurement Senior Contract
Administrator
Finance
Revenue/Purchasing
Manager
Finance Receiving monies Cashier Cashier
Finance Receiving/Shipping Storekeeper Messenger
Finance Section 8 Accountant Senior Accountant
Fire Apparatus Maintenance Battalion Chief Division Chief
Fire Billing EMS Manager Division Chief -
Operations
Fire Budgeting Management Analyst Division Chief - Support
Services
Fire CERT Activation Emergency Preparedness
Coordinator
EOC Fire Branch
Director / Division
Chief
Fire Communications North Comm Carlsbad PD Dispatch
Fire Counter Services Office Specialist Administrative
Secretary
Fire County EMS and Public Heath Comm. EMS Manager Division Chief -
Operations
Fire Documentation Fire Captain Battalion Chief
Fire Emergency Medical response EMS Manager Division Chief -
Operations
Fire Emergency Response Battalion Chief Division Chief
Fire EMS Documentation EMS Manager Division Chief -
Operations
Fire EOC Support Emergency Preparedness
Coordinator
Division Chief - Support
Services
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Section 2 – COOP Information
143
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Fire EOC Management Emergency Preparedness
Coordinator
Division Chief - Support
Services
Fire Fire and other Emergency Responses Battalion Chief Division Chief
Fire Inspections Fire Marshal Deputy Fire Marshal
Fire Investigations Fire Marshal Deputy Fire Marshal
Fire Management / Administration Fire Chief Division Chief
Fire Payroll Administrative Secretary Management Analyst
Fire Personnel Issues Battalion Chief Division Chief
Fire Public Information Fire Marshal Deputy Fire Marshal
Fire Purchasing Prevention Secretary Administrative
Secretary
Fire Ready Carlsbad Business Alliance Emergency Preparedness
Coordinator
Carlsbad Chamber of
Commerce
Fire Report NFIRS Office Specialist Administrative
Secretary
Fire Staffing Battalion Chief Division Chief
Fire Station maintenance Fire Captain Battalion Chief
Fire Supplies and Equipment EMS Manager Division Chief -
Operations
Fire Tactical Medic Ops Department Operations
Center Division Chief
Fire Training Training Battalion Chief Battalion Chief
Fleet Fuel Management Public Works Supervisor(3) Lead Equipment
Technician
Fleet Road Side Assistance Public Works Supervisor(3) Lead Equipment
Technician
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144
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Human Resources
Administer WC Claims and Notifications/work
with TPA to ensure continuation of coverage
for injured employees and process new claims
HR Manager- Benefits, WC &
Leaves
HR Technician -
Benefits, WC & Leaves
Human Resources AP Batches Secretary Business Systems
Specialist
Human Resources Benefit Orientation HR Tech - Benefits, WC &
Leaves
HR Technician -
Employment
Human Resources CALPERS retirement liaison HR Manager- Benefits, WC &
Leaves
HR Manager -
Employment
Human Resources Classification & Job Design HR Manager - Employment
Senior Management
Analyst, Management
Analyst
Human Resources Compensation Senior Management Analyst HR Manager -
Employment
Human Resources Data Entry HR Technician - Benefits, WC
& Leaves
HR Technician -
Benefits, WC & Leaves
Human Resources DOT & DMV Records/Admin Training Coordinator Secretary
Human Resources Employee Assistance Program - liaison to
vendor
HR Manager- Benefits, WC &
Leaves
HR Technician -
Benefits, WC & Leaves
Human Resources Employee Relations/Discipline HR Director HR Manager -
Employment
Human Resources EOC Support HR Manager -Benefits, WC &
Leaves HR Director
Human Resources Fitness for Duty/ADA accommodation HR Manager- Benefits, WC &
Leaves
HR Manager -
Employment
Human Resources HCMS Maintenance HR Technician - Benefits, WC
& Leaves
Business Systems
Specialist
{city of
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Section 2 – COOP Information
145
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Human Resources Insurance Plan Administration HR Manager- Benefits, WC &
Leaves
HR Technician -
Benefits, WC & Leaves
Human Resources Labor Relations / Negotiations HR Director HR Manager -
Employment
Human Resources Leave Management HR Manager- Benefits, WC &
Leaves
HR Technician -
Benefits, WC & Leaves
Human Resources
Management / Administration - guidance to
City departments regarding staff identification
and allocation issues, policy interpretation &
application, employee leave issues.
HR Director, HR Manager-
Benefits, WC & Leaves, HR
Manager Employment
Senior Management
Analyst, Management
Analyst
Human Resources Monitor WC Claims HR Manager- Benefits, WC &
Leaves
HR Technician -
Benefits, WC & Leaves
Human Resources Onboarding - new hire processes Training Coordinator HR Manager -
Employment
Human Resources Performance Evaluations/Pay for Performance HR Manager HR Director
Human Resources Recruitment & Selection HR Manager - Employment Management Analyst,
HR Tech- Employment
Information Systems Antivirus Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Backup Administration Backup Administrator Sr. Network Engineer
Information Systems BI Reporting Business Intelligence
Engineer
IT Business Intelligence
Manager
Information Systems CAD Map Application IT GIS Manager
Manager of IT
Operations &
Infrastructure
Information Systems City Business Application Support Sr. Applications Engineer IT Enterprise
Applications Manager
(_ City of
Carlsbad
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146
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Information Systems Dashboards Business Intelligence
Engineer
IT Business Intelligence
Manager
Information Systems Data Marts Business Intelligence
Engineer
IT Business Intelligence
Manager
Information Systems Data Warehouse Business Intelligence
Engineer
IT Business Intelligence
Manager
Information Systems Database Administration Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Disaster Recovery Systems Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems DMS Support Sr. Applications Engineer IT Enterprise
Applications Manager
Information Systems EOC GIS Requests IT GIS Manager
Manager of IT
Operations &
Infrastructure
Information Systems EOC IT Requests Manager of IT Operations &
Infrastructure Sr. Network Engineer
Information Systems ETL Development and Support Business Intelligence
Engineer
IT Business Intelligence
Manager
Information Systems General requests for GIS Mapping and Analysis IT GIS Manager
Manager of IT
Operations &
Infrastructure
Information Systems General requests for GIS Mapping and Analysis IT GIS Manager
Manager of IT
Operations &
Infrastructure
{city of
Carlsbad
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Section 2 – COOP Information
147
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Information Systems HR Support Sr. Applications Engineer IT Enterprise
Applications Manager
Information Systems IFAS (City Financials) Support Sr. Applications Engineer IT Enterprise
Applications Manager
Information Systems IT Budgeting CIO
Manager of IT
Operations &
Infrastructure
Information Systems IT Resource Management Manager of IT Operations &
Infrastructure CIO
Information Systems Local Area Networking Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Management / Administration CIO
Manager of IT
Operations &
Infrastructure
Information Systems MS Office Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Network Firewall Administration Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Network Monitoring Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Network Security Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
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148
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Information Systems Office365 - E-mail, calendaring, Lync messaging Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Payroll Support Sr. Applications Engineer IT Enterprise
Applications Manager
Information Systems Program and Project Management IT PMO Manager CIO
Information Systems Public Website Application Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Public Website Infrastructure Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Resource Load-balancers Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Server Administration Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Storage Administration Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Virtual Desktop Infrastructure Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Virtual Private Network ("VPN") Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
{city of
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149
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Information Systems Web Content Proxy/Filter Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Information Systems Web Mapping Applications IT GIS Manager
Manager of IT
Operations &
Infrastructure
Information Systems Wide Area Networking Sr. Network Engineer
Manager of IT
Operations &
Infrastructure
Library &
Cultural Arts Cannon Gallery Gallery Curator Cultural Arts Manager
Library &
Cultural Arts Collect and preserve local history Senior Librarian Genealogy &
Local History Lead Librarian CaTS
Library &
Cultural Arts Community gathering place Community Coordinator City Communications
Library &
Cultural Arts Department internal communication Community Coordinator Deputy Library Director
Library &
Cultural Arts facility oversight Senior Management Analyst Deputy Library Director
Library &
Cultural Arts Library services for Spanish speakers Community Outreach
Supervisor Bilingual Services
Bilingual Services
Library Assistant
Library &
Cultural Arts personnel Senior Management Analyst Deputy Library Director
Library &
Cultural Arts planning Deputy Library Director Principal Librarian,
Cultural Arts Manager
Library &
Cultural Arts Provide internet-accessible computers Senior Business Systems
Associate Technology Librarian
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150
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Library &
Cultural Arts Provide public study rooms Senior Librarian Reference Lead Librarian
Library &
Cultural Arts Provide public WiFi Senior Business Systems
Specialist
Business Systems
Associate
Library &
Cultural Arts Public art collection permanent & temporary Cultural Arts Manager Gallery Curator
Library &
Cultural Arts Public information needs Senior Librarian Reference Lead Librarian
Reference
Library &
Cultural Arts Research for public, business, gov't Senior Librarian Reference Lead Librarian
Library &
Cultural Arts Shelving and protection of materials Lead Librarian CaTS Senior Librarian CaTS
Parks & Recreation Facilities Landscapes Maintenance Parks Supervisor Park Inspector II
Parks & Recreation Medians/Parkways Maintenance Trees Supervisor Park Inspector I
Parks & Recreation Parks & Recreation Software Management Sr. Management Analyst Business Systems
Specialist
Parks & Recreation Parks/Schools Maintenance Parks Supervisor Park Inspector I
Parks & Recreation Preserves Management Parks Planning Manager Parks Planner
Parks & Recreation Senior Center Programs Recreation Area Manager Recreation Supervisor
Parks & Recreation Streetscapes Maintenance. Trees Supervisor Park Inspector I
Parks & Recreation Trails/Trailheads Maintenance Trees Supervisor Park Inspector I
Parks & Recreation Urban Forest/Undeveloped Parks Trees Supervisor Park Inspector I
Police Budgeting Management Analyst Admin. Secretary
Police Command / Control Sr. Captain, Jr. Captain On duty Watch
Commander
Police Communications with Outside Agencies
Communications Manager,
Sr. Lead Dispatcher,
Dispatchers
Police Officer
City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
151
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Police Crime Lab General Investigations
Sergeant Sr. Evidence Specialist
Police Crimes Of Property Unit General Investigations
Sergeant
Sr. Investigations
Detective or Cpl.
Police Data Entry Records Clerk Records Volunteer
Staff
Police Dispatch Fire Calls Sr.Lead Dispatcher,
Dispatchers Rancho Fire Dispatch
Police Dispatching Police calls Sr. Lead Dispatcher,
Dispatchers Police Officer
Police Emergency Response Patrol Watch Commander
Lieutenant (Ops) Patrol Sergeant (Ops)
Police Emergency Response Patrol Watch Commander
Lieutenant (Ops) Patrol Sergeant (Ops)
Police Emergency Response / High Risk SWAT Commander SWAT Sr. Sergeant
Police Enforce Traffic Laws Traffic Lieutenant Sr. Accident
Investigator
Police Family Protection Unit Family Services Sergeant Sr. Family Services
Detective or Cpl.
Police Fleet, Animal Control, Technology Patrol Lieutenant (Vehicles) Patrol Sergeant
(Vehicles)
Police Front Counter Services Records Clerk Patrol Officer
Police Gang Investigation Unit VNIU Sergeant Sr. VNIU Detective or
Cpl.
Police General LE / Crime Reporting Patrol Watch Commander
Lieutenant (Ops) Patrol Sergeant (Ops)
Police Grant Administration Management Analyst Admin. Secretary
Police Info. Tech (PD) I.T. Manager (PD) Network Engineer (PD)
(_ City of
Carlsbad
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Section 2 – COOP Information
152
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Police INTEL Clearing Crime Analyst
Patrol Watch
Commander
Lieutenant
Police Management & Administration Communications Manager Sr. Lead Dispatcher
Police Management / Administration Chief of Police, Sr. Captain, Jr.
Captain, Admin Secretary
On duty Watch
Commander
Police Management / Administration Patrol Watch Commander
Lieutenant (Ops) Patrol Sergeant (Ops)
Police Management / Administration Investigation Sr. Division
Commander
Investigations Jr.
Division Commander
Police Management / Administration Crime Analyst
Patrol Watch
Commander
Lieutenant
Police Management / Administration Professional Standards
Lieutenant
Sr. Professional
Standards Sergeant
Police Management and Administration Records Manager Sr. Records Clerk
Police Payroll Sr. Office Specialist Admin. Secretary
Police Personnel Processes Professional Standards
Lieutenant
Sr. Professional
Standards Sergeant
Police Prisoner Control Patrol Watch Commander
Lieutenant (Ops) Patrol Sergeant (Ops)
Police Property and Evidence General Investigations
Sergeant
Sr. Investigations
Detective or Cpl.
Police Public Communications Relations Community Relations
Manager Management Analyst
Police Purchasing Management Analyst Admin. Secretary
Police Receive Emergency Calls Sr. Lead Dispatcher,
Dispatchers Police Officer
(_ City of
Carlsbad
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Section 2 – COOP Information
153
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Police Receive Non-Emergency Calls Sr. Lead Dispatcher,
Dispatchers Police Officer
Police Records / Case Management Records Manager Sr. Records Clerk
Police Robbery / Homicide Unit Crimes of Violence Sergeant Crimes of Violence Sr.
Detective
Police School Resource Officer Family Services Sergeant, SRO Patrol Sergeant (Ops),
Patrol Officer
Police Special Investigations Unit VNIU Sergeant Sr. VNIU Detective or
Cpl.
Police Staffing Patrol Sergeant (Ops) Sr. Corporal (Ops)
Police Station Security Patrol Watch Commander
Lieutenant (Ops) Patrol Sergeant (Ops)
Public Works
Environmental
Management
Coordinate Environmental Management
Function Environmental Manager Senior Environmental
Specialist
Public Works
Property
Management
Road Side Assistance Public Works Supervisor(3) Lead Equipment
Technician
Public Works
Property
Management
Fuel Management Public Works Supervisor(3) Lead Equipment
Technician
Public Works
Property
Management
Corrective Maintenance Public Works Supervisor(1) Sr. Building
Maintenance Worker
Public Works
Property
Management
Custodial Services Public Works Supervisor(2) Public Works
Supervisor(1)
{city of
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Section 2 – COOP Information
154
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Public Works
Property
Management
Facility Security Public Works Supervisor(1) Sr. Building
Maintenance Worker
Public Works
Utilities Collection / Disposal Utilities Manager Operations Supervisor
Public Works
Utilities Distribution / Treatment Utilities Supervisors and
Operators Operations Supervisor
Public Works
Utilities Flood Management / EPA Regulations Storm water Operations Supervisor
Public Works
Utilities Infrastructure, Pipelines, Tanks, Outfall Utilities Manager Operations Supervisor
Public Works
Utilities
Management & Administration /
EOC Support PW Director / Util Manager PW Utilities Director
Public Works
Utilities Testing and Compliance Utility Worker and Operators Operations Supervisor
Transportation Asphalt Repairs Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Cement Repairs Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Emergency Response Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Emergency Response Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Flooding / Flood Control Senior Strom Drain Worker Strom Drain Worker
Transportation Flooding / Flood Control Senior Strom Drain Worker Strom Drain Worker
Transportation Graffiti Removal Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Litter Removal Senior Strom Drain Worker Strom Drain Worker
(_ City of
Carlsbad
Continuity of Operations Plan
Section 2 – COOP Information
155
Department Essential Function Primary Staff Assigned Alternate Staff
Assigned
Transportation NPDES Compliance Senior Strom Drain Worker Strom Drain Worker
Transportation Operate Equipment Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Pressure Washing Senior Strom Drain Worker Strom Drain Worker
Transportation Provide Counter Service Admin Staff Admin Staff
Transportation Sidewalk Repairs Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Sign repair/ Installation Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Storm Drain System Inspections Senior Strom Drain Worker Strom Drain Worker
Transportation Street Inspections Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Street Repairs Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Street Sweeping Senior Strom Drain Worker Strom Drain Worker
Transportation Stripping/Painting Street Maintenance Worker
III
Street Maintenance
Worker II
Transportation Traffic Signals and Street Lights Senior Electrician Electrician
{city of
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Continuity of Operations Plan
Section 3 – Pandemic Workbook
156
SECTION 3
PANDEMIC WORKBOOK
3.1 SUMMARY
A pandemic is a global outbreak of disease that occurs when an infectious agent emerges in the
human population, causes serious illness, and then spreads easily from person to person
worldwide. The most probable pandemic that could threaten San Diego County is an influenza
pandemic that would occur when a new influenza A virus emerges in the human population.
Widespread illness throughout the County poses not only severe health risks; it is a major threat
to the human infrastructure staffing critical facilities and essential functions. It can also have
severe economic and social consequences. The timeframe for a pandemic outbreak could range
from several months to more than a year. The virus will come in “waves.” Each wave will last
between six to eight weeks and will occur every 3 to 12 months following the peak of the previous
wave.
Continuity of operations planning for a pandemic influenza is different than preparations for a
time-specific event: there is no definitive beginning and end, it is somewhat predictable, more
people will potentially be affected over a larger area, and there will be no damage to physical
infrastructure.
Devolution, the capability to transfer authority and responsibility for essential functions from a
department’s primary operating staff to other employees and to sustain that operational
capability for an extended period, and may be particularly critical in the event of a pandemic.
This Section focuses on the following topics:
Essential Functions;
Assessment of telecommuting capabilities;
Projected 30% reduction in staffing levels; and
Social distancing techniques.
These are only four of several critical components to continuity of operations planning for an
event like pandemic influenza. They were chosen because of their importance, the need for
evaluation by individual departments, and their applicability to other events that would result in
high levels of prolonged absenteeism.
The procurement of personal protective equipment (PPE), flexibility in leave policy, and recovery
issues should be addressed in future planning efforts.
{city of
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Section 3 – Pandemic Workbook
157
3.2 PANDEMIC ASSUMPTIONS
This Section was developed based on the following assumptions about the influenza pandemic:
Projected 30% reduction in staff across all levels and
Duration of 18 months with 6 to 8 week “waves” of illness
3.3 ASSESSMENT OF TELECOMMUTING CAPABLITIES
During a pandemic, high rates of employee absenteeism are anticipated. Staff absences can be
expected for many reasons:
Illness/incapacity (suspected/actual/post-infectious);
Taking care of the family members; or
Voluntary social distancing.
In anticipation of the workforce shortages, the Carlsbad identified critical functions that can be
performed via telecommuting using either personal or department-supplied equipment.
An assessment of telecommuting capabilities for Carlsbad is summarized in Table 12.
{city of
Carlsbad
Continuity of Operations Plan
Section 3 – Pandemic Workbook
158
Table 12: Department Essential Functions - Telecommuting
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Community Outreach & Engagement EOC Support Yes Access to network drives 1 3
Community Outreach &
Engagement
Graphic Design /
Production Yes Access to network drives 1 3
Community Outreach & Engagement Media Contact Yes None 1 3
Community
Outreach & Engagement Press Releases Yes None 1 3
Community Outreach & Engagement Social Media Yes None 1 3
Community Outreach &
Engagement Website Support Yes Access to network 1 3
Community Development Management / Administration Yes Access to network 2 0
Community Development EOC Support No N/A 0 0
Community Development
Provide building plan review services for compliance with city approvals, codes and standards. Building permit issuance, and building & storm water inspection.
Yes Permits Plus, DMS 2 0
{city of
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Continuity of Operations Plan
Section 3 – Pandemic Workbook
159
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Community Development Approves Business Licenses Yes Business License Data Base 1 0
Community Development Code Compliance Yes Access to network, Permits Plus, DMS 3 2
Community Development Code Enforcement Yes Go in Force 3 2
Community Development
Technical support to Planning Commission & City Council No N/A 0 0
Community Development
Update and maintain
plans and codes such as the General Plan, Local Coastal Program, and Zoning Ordinance.
Yes Access to network & DMS 3 3
Community
Development
Coordinate and complete the discretionary review of private and public development project.
Yes Access to network, Permits Plus, DMS 10 N/A
Community Development
Administer the California Environmental Quality Act and other environmental
regulations.
Yes Access to network, Permits Plus, DMS 10 N/A
Community Development
Engage and connect community and its, neighborhoods Yes Access to network 10 N/A
Community Development
Affordable housing development & financial assistance. Yes Section 8 Database 2 N/A
{city of
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Continuity of Operations Plan
Section 3 – Pandemic Workbook
160
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Community Development
Provide technical engineering support and discretionary review of private development projects. Plan check
engineering and building construction plans for compliance with city approvals,
codes, and standards.
Yes Access to network, Permits Plus, DMS 10 N/A
Community Development
Provision of customer service and public information at the Faraday Center public counter. Intake, initialization and routing of all building, engineering, and planning discretionary and construction permits and applications.
No N/A 0 0
Community Development
Develop and implement business
attract & retention programs. Collection, analysis & distribution of demographic, labor
& commercial real estate data. Provide
business assistance services.
Yes Access to network 2 2
{city of
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Continuity of Operations Plan
Section 3 – Pandemic Workbook
161
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Finance
Accounts
Receivables for
Utilities
No N/A 0 0
Finance Accounting No N/A 0 0
Finance Audits Yes computer/internet
connection/phone/VPN/printer 1 0
Finance Billing No N/A 0 0
Finance Budget Yes computer/internet
connection/phone/VPN/printer 2 2
Finance Cashier/front desk No N/A 0 0
Finance City Stores No N/A 0 0
Finance Districts
Administration No N/A 0 0
Finance EOC Support No N/A 0 0
Finance Insurance Yes computer/internet
connection/phone/VPN/printer 1 0
Finance Inter-city mail
services No N/A 0 0
Finance Investing / Cash
Flow / Debt Yes computer/internet
connection/phone/VPN/printer 2 0
Finance Issuance of Licenses Yes computer/internet
connection/phone/VPN/printer 1 0
Finance Litigation/claims
management Yes computer/internet
connection/phone/VPN/printer 1 0
, 1ty of
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Continuity of Operations Plan
Section 3 – Pandemic Workbook
162
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Finance Management /
Administration Yes computer/internet
connection/phone/VPN/printer 1 1
Finance Paying Bills No N/A 0 0
Finance Paying Employees Yes computer/internet
connection/phone/VPN/printer 2 1
Finance Procurement Yes computer/internet connection
/phone/VPN/printer 1 0
Finance Receiving monies No N/A 0 0
Finance Receiving/Shipping No N/A 0 0
Finance Section 8 No N/A 0 0
Fire Apparatus
Maintenance No N/A 0 0
Fire Billing No N/A 0 0
Fire Budgeting No N/A 0 0
Fire CERT Activation Yes Blackboard Connect / Mission
Manager 1 2
Fire Communications No N/A 0 0
Fire Counter Services No N/A 0 0
Fire County EMS and
Public Heath Comm. Yes Internet and Phone access 1 1
Fire Documentation No N/A 0 0
{city of
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Section 3 – Pandemic Workbook
163
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Fire Emergency Medical
response No N/A 0 0
Fire Emergency
Response No N/A 0 0
Fire EMS Documentation No N/A 0 0
Fire EOC Support No N/A 0 0
Fire EOC Management No N/A 0 0
Fire
Fire and other
Emergency
Responses
No N/A 0 0
Fire Inspections No N/A 0 0
Fire Investigations No N/A 0 0
Fire Management /
Administration Yes Internet and Phone access 1 1
Fire Payroll Yes TeleStaff, HCMS/Cybershift 1 1
Fire Personnel Issues No N/A 0 0
Fire Public Information Yes Internet and Phone access 1 4
Fire Purchasing No N/A 0 0
Fire Ready Carlsbad
Business Alliance Yes Internet and Phone access 1 3
Fire Report NFIRS No N/A 0 0
Ccityof
Carlsbad
Continuity of Operations Plan
Section 3 – Pandemic Workbook
164
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Fire Staffing Yes TeleStaff 1 7
Fire Station
maintenance No N/A 0 0
Fire Supplies and
Equipment No N/A 0 0
Fire Tactical Medic Ops No N/A 0 0
Fire Training No N/A 0 0
Human
Resources
Administer WC
Claims and
Notifications/work
with TPA to ensure
continuation of
coverage for injured
employees and
process new claims
Yes Network access or VPN 2 1
Human
Resources AP Batches No N/A 0 0
Human
Resources Benefit Orientation No N/A 0 0
Human
Resources
CALPERS retirement
liaison Yes Network access or VPN 1 1
Human
Resources
Classification & Job
Design Yes Network access or VPN 2 1
Human
Resources Compensation Yes Network access or VPN 1 0
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Section 3 – Pandemic Workbook
165
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Human
Resources Data Entry Yes Network access or VPN 1 0
Human
Resources
DOT & DMV
Records/Admin No N/A 0 0
Human
Resources
Employee
Assistance Program
- liaison to vendor
Yes Network access or VPN 1 1
Human
Resources
Employee
Relations/Discipline Yes Network access or VPN 2 2
Human
Resources EOC Support No N/A 0 0
Human
Resources
Fitness for
Duty/ADA
accommodation
No N/A 0 0
Human
Resources HCMS Maintenance No N/A 0 0
Human
Resources
Insurance Plan
Administration Yes Network access or VPN 2 1
Human
Resources
Labor Relations /
Negotiations No N/A 0 0
Human
Resources Leave Management Yes Network access or VPN 2 1
{city of
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Section 3 – Pandemic Workbook
166
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Human
Resources
Management /
Administration -
guidance to City
departments
regarding staff
identification and
allocation issues,
policy interpretation
& application,
employee leave
issues.
Yes Network access or VPN 5 3
Human
Resources Monitor WC Claims Yes Network access or VPN 2 1
Human
Resources
Onboarding - new
hire processes No N/A 0 0
Human
Resources
Performance
Evaluations/Pay for
Performance
Yes Network access or VPN 1 1
Human
Resources
Recruitment &
Selection Yes PC & Internet Access 3 1
Information
Systems Antivirus Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems
Backup
Administration Yes VPN, Faraday computer room, backup
systems 20 20
Information
Systems BI Reporting Yes VPN, Faraday computer room,
applications 20 20
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Section 3 – Pandemic Workbook
167
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Information
Systems
CAD Map
Application Yes VPN, Faraday computer room, GIS
servers 20 20
Information
Systems
City Business
Application Support Yes VPN, Faraday computer room,
applications 20 20
Information
Systems Dashboards Yes VPN, Faraday computer room,
applications 20 20
Information
Systems Data Marts Yes VPN, Faraday computer room,
applications 20 20
Information
Systems Data Warehouse Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
Database
Administration Yes VPN, Faraday computer room,
database servers 20 20
Information
Systems
Disaster Recovery
Systems Yes VPN, Faraday computer room, backup
systems, Iron Mountain 20 20
Information
Systems DMS Support Yes VPN, Faraday computer room,
applications 20 20
Information
Systems EOC GIS Requests Yes VPN, Faraday computer room, GIS
servers 20 20
Information
Systems EOC IT Requests Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
ETL Development
and Support Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
General requests for
GIS Mapping and
Analysis
Yes VPN, Faraday computer room, GIS
servers 20 20
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Information
Systems
General requests for
GIS Mapping and
Analysis
Yes VPN, Faraday computer room, GIS
servers 20 20
Information
Systems HR Support Yes Internet access 20 20
Information
Systems
IFAS (City Financials)
Support Yes VPN, Faraday computer room,
applications 20 20
Information
Systems IT Budgeting Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
IT Resource
Management Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
Local Area
Networking Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems
Management /
Administration Yes VPN, Faraday computer room,
applications 20 20
Information
Systems MS Office Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
Network Firewall
Administration Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems Network Monitoring Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems Network Security Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems
Office365 - E-mail,
calendaring, Lync
messaging
Yes Internet access 20 20
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Information
Systems Payroll Support Yes Internet access 20 20
Information
Systems
Program and Project
Management Yes VPN, Faraday computer room,
applications 20 20
Information
Systems
Public Website
Application Yes VPN, Faraday computer room,
network devices, Web servers 20 20
Information
Systems
Public Website
Infrastructure Yes VPN, Faraday computer room,
network devices, Web servers 20 20
Information
Systems
Resource Load-
balancers Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems
Server
Administration Yes VPN, Faraday computer room, servers 20 20
Information
Systems
Storage
Administration Yes VPN, Faraday computer room,
storage systems 20 20
Information
Systems
Virtual Desktop
Infrastructure Yes VPN, Faraday computer room, VDI
systems 20 20
Information
Systems
Virtual Private
Network ("VPN") Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems
Web Content
Proxy/Filter Yes VPN, Faraday computer room,
network devices 20 20
Information
Systems
Web Mapping
Applications Yes VPN, Faraday computer room, GIS
servers 20 20
Information
Systems
Wide Area
Networking Yes VPN, Faraday computer room,
network devices 20 20
Library &
Cultural Arts Cannon Gallery No N/A 0 0
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Library &
Cultural Arts
collect and preserve
local history No N/A 0 0
Library &
Cultural Arts
community
gathering place No N/A 0 0
Library &
Cultural Arts
department internal
communication Yes
Emergency Quick list; Division staff
emergency contact lists; L&CA
Internal Phone list
3 3
Library &
Cultural Arts facility oversight No N/A 0 0
Library &
Cultural Arts
library services for
Spanish speakers Yes phone, computer/ laptop 2 2
Library &
Cultural Arts personnel Yes
Library & Cultural Arts Disaster Plan
Emergency Quick List; L&CA Internal
Phone list; Division staff emergency
contact lists/ phone, computer, work
schedules, VPN
5 3
Library &
Cultural Arts planning Yes
Library & Cultural Arts Disaster Plan
Emergency Quick List; L&CA Internal
Phone list; Division staff emergency
contact lists/ phone, computer, VPN
4 3
Library &
Cultural Arts
provide internet-
accessible
computers
Yes laptop, VPN, software, internet 1 need remote
Pharos access
Library &
Cultural Arts
provide public study
rooms No N/A 0 0
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Library &
Cultural Arts provide public WiFi Yes laptop, VPN, software, internet 1 1
Library &
Cultural Arts public art collection No N/A 0 0
Library &
Cultural Arts
public information
needs Yes phone, computer/ laptop 4
many with
own
computers; 12
with work
laptops;
Library &
Cultural Arts
research for public,
business, gov't Yes phone, computer/ laptop 4
many with
own
computers; 12
with work
laptops;
Library &
Cultural Arts
shelving and
protection of
materials
No N/A 0 0
Parks &
Recreation
Facilities Landscapes
Maintenance
No N/A 0 0
Parks &
Recreation
Medians/Parkways
Maintenance No N/A 0 0
Parks &
Recreation
Parks & Recreation
Software
Management
Yes computer or laptop or tablet, phone
(landline or cell) 1 2
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Parks &
Recreation
Parks/Schools
Maintenance No N/A 0 0
Parks &
Recreation
Preserves
Management No N/A 0 0
Parks &
Recreation
Senior Center
Programs No N/A 0 0
Parks &
Recreation
Streetscapes
Maintenance. No N/A 0 0
Parks &
Recreation
Trails/Trailheads
Maintenance No N/A 0 0
Parks &
Recreation
Urban
Forest/Undeveloped
Parks
No N/A 0 0
Police Budgeting Yes Phone, P{C, Teleconference Ability,
Access to PD Servers, Internet 2 0
Police Command / Control Yes Phone, Teleconference Ability, PC,
Access to PD Servers Internet 5 0
Police
Communications
with Outside
Agencies
No Communication Center 0 0
Police Crime Lab No N/A (Investigation Services) 0 0
Police Crimes Of Property
Unit Yes Phone, PC, Access to PD Servers,
Internet 3 0
Police Data Entry No N/A 0 0
Police Dispatch Fire Calls No Communication Center 0 0
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Section 3 – Pandemic Workbook
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Police
Dispatch
Management &
Administration
No Communication Center 0 0
Police Dispatching Police
calls No Communication Center 0 0
Police Enforce Traffic Laws No N/A (Traffic Ops) 0 0
Police Family Protection
Unit Yes Phone, PC, Access to PD Servers,
Internet 2 0
Police Fleet, Animal
Control, Technology Yes Phone, PC, Access to PD Servers,
Internet, Email 1 1
Police Front Counter
Services Yes Non-Essential-Performed by Dispatch 0 0
Police Gang Investigation
Unit No N/A (Investigation Services) 0 0
Police General LE / Crime
Reporting Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet, Email 2 0
Police Grant
Administration Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet 2 0
Police Info. Tech (PD) Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet 4 4
Police INTEL Clearing Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet 1 1
Police
Investigations
Management &
Administration
Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet 4 0
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Police Management /
Administration Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet, Email 7 0
Police Patrol Emergency
Response No N/A (Patrol Ops) 0 0
Police Patrol Management
& Administration No N/A (Patrol Ops) 0 0
Police Payroll Yes PC, Internet Access, Access to City
Cyber Shift (web based) 2 0
Police Personnel Processes Yes
Phone, Teleconference Ability, PC,
Access to PD Servers, Internet (PD-
HR)
3 0
Police Prisoner Control No N/A (Patrol Ops) 0 0
Police
Professional
Standards
Management &
Administration
Yes
Phone, Teleconference Ability, PC,
Access to PD Servers, Internet
(Personnel Issues / Investigations)
3 0
Police Property and
Evidence No N/A (Investigation Services) 0 0
Police
Public
Communications
Relations
Yes Phone, PC / Tablet, Teleconference
Ability, Internet 2 1
Police Purchasing Yes Phone, Access to PD Servers 2 0
Police Receive Emergency
Calls No Communication Center 0 0
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Police Receive Non-
Emergency Calls No Communication Center 0 0
Police Records / Case
Management No Phone, Teleconference Ability, PC,
Access to PD Servers, Internet 0 0
Police
Records
Management &
Administration
Yes Phone, Teleconference Ability, PC,
Access to PD Servers, Internet 1 0
Police Robbery / Homicide
Unit No N/A (Investigation Services) 0 0
Police School Resource
Officer No N/A (Investigation Services) 0 0
Police Special
Investigations Unit No N/A (Investigation Services) 0 0
Police Staffing Yes Phone, , PC, Access to PD Servers,
Internet 4 0
Police Station Security No N/A (Patrol Ops) 0 0
Police
SWAT Emergency
Response / High
Risk
No N/A (SWAT) 0 0
Police
Traffic Enforcement
Emergency
Response
No N/A (Patrol Ops) 0 0
Public Works
Property
Management
Corrective
Maintenance No N/A 0 0
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Public Works
Property
Management
Custodial Services No N/A 0 0
Public Works
Property
Management
Facility Security No N/A 0 0
Public Works
Property
Management
Fuel Management No N/A 0 0
Public Works
Property
Management
Road Side
Assistance No N/A 0 0
Public Works
Utilities Collection / Disposal No N/A 0 0
Public Works
Utilities
Distribution /
Treatment No N/A 0 0
Public Works
Utilities
Flood Management
/ EPA Regulations No N/A 0 0
Public Works
Utilities
Infrastructure,
Pipelines, Tanks,
Outfall
No N/A 0 0
Public Works
Utilities
Management &
Administration /
EOC Support
No N/A 0 0
Public Works
Utilities
Testing and
Compliance No N/A 0 0
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177
Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Transportation Asphalt Repairs Yes Truck and/or Equipment 8 8
Transportation Cement Repairs Yes Truck and/or Equipment 8 8
Transportation Emergency
Response Yes Truck and/or Equipment 8 8
Transportation Emergency
Response Yes Truck and/or Equipment 8 8
Transportation Flooding / Flood
Control Yes Truck and/or Equipment 8 8
Transportation Flooding / Flood
Control Yes Truck and/or Equipment 4 4
Transportation Graffiti Removal Yes Truck and/or Equipment 2 2
Transportation Litter Removal Yes Truck and/or Equipment 4 4
Transportation NPDES Compliance Yes Truck and/or Equipment 4 4
Transportation Operate Equipment Yes Truck and/or Equipment 8 8
Transportation Pressure Washing Yes Truck and/or Equipment 2 2
Transportation Provide Counter
Service No N/A 0 0
Transportation Sidewalk Repairs Yes Truck and/or Equipment 8 8
Transportation Sign repair/
Installation Yes Truck and/or Equipment 2 2
Transportation Storm Drain System
Inspections Yes Truck and/or Equipment 2 2
(_ City of
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Department Essential Function Amenable to
Telecommuting
Equipment/Records/Databases
Necessary to Perform this Function
via Telecommuting
Number of
Telecommuting
Employees Needed
Number of
Employees
Currently
Equipped
Transportation Street Inspections Yes Truck and/or Equipment 2 2
Transportation Street Repairs Yes Truck and/or Equipment 8 8
Transportation Street Sweeping Yes Truck and/or Equipment 2 2
Transportation Stripping/Painting Yes Truck and/or Equipment 4 4
Transportation Traffic Signals and
Street Lights Yes Boom Truck 2 2
{city of
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3.4 EXTERNAL ORGANIZATIONS CONTINGENCY PLANNING
FOR THIS VERSION OF THE CONTINUITY OF OPERATIONS AND GIVEN PROJECT FUNDING, THIS
SECTION WAS LEFT FOR A FUTURE UPDATE. HOWEVER, SOME DEPARTMENT WERE ABLE TO
COLLECT THIS INFORMATION AND IT WAS CAPTURED HERE. IT IS NOT COMPLETE FOR ALL CITY
OF CARLSBAD DEPARTMENTS.
Employee absences during a pandemic will result from personal illness, illness of family members,
school, daycare and public transportation closures, social distancing measures, etc. The
pandemic is likely to affect multiple communities across the United States simultaneously. As a
result, other departments, organizations, and businesses in the country are likely to experience
high rates of employee absenteeism and may not be able to meet their business and leadership
obligations.
Each department should evaluate each essential function it performs and determine what, if any,
component of each essential function is dependent on EXTERNAL agencies, organizations, or
businesses (internal department dependencies are identified in Table 2 Section 2.2.2). In the
event that the main supplier, whom your essential function(s) depends on, ceases to operate or
reduces their output capacity significantly, two potential alternate suppliers should be identified.
Information about primary and alternate suppliers is summarized in Table 13 below.
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Table 13: Department Essential Functions – Reliance on External Organizations
Department Essential Function Component Dependent
on External Organizations Main Supplier Alternate Supplier 1 Alternate Supplier 2
Community
Development Building Plan Review ESGIL None None
Community
Development Landscape Plan Check & Inspection MELA None None
Community
Development
Technical Engineering Support & Plan Check
Review
Atkins North America &
RBF Consulting None None
Finance All Accounting Functions IFAS None None
Finance Cashiering PayPal None None
Finance Investing / Cash Flow / Debt Wells Fargo None None
Finance Paying Employees Lawson None None
Finance Paying Employees CyberShift None None
Fire Communications North Comm Carlsbad Police Dispatch RACES
Information
Systems ActiveNet Active None None
Information
Systems Cellular phone service Verizon AT&T Sprint
Information
Systems e-mail, calendar, Lync Microsoft None None
Information
Systems Granicus (television coverage of City Hall) Granicus None None
Information
Systems HR, Payroll Velocity, Lawson None None
(_ City of
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Department Essential Function Component Dependent
on External Organizations Main Supplier Alternate Supplier 1 Alternate Supplier 2
Information
Systems Internet service AT&T Time Warner None
Information
Systems Telephony (analog, fax, voice) AT&T None None
Information
Systems Wide Area Networking to connect City sites AT&T None None
Parks &
Recreation Facilities Landscapes Maintenance Maintenance Contractor 1 Maintenance
Contractor 2
Maintenance Contractor
3
Parks &
Recreation Medians/Parkways Maintenance Maintenance Contractor 1 Maintenance
Contractor 2
Maintenance Contractor
3
Parks &
Recreation Parks & Recreation Software Management ActiveNet Business Systems
Specialist Recreation Supervisor
Parks &
Recreation Parks/Schools Maintenance Maintenance Contractor 1 Maintenance
Contractor 2 In-house Staff
Parks &
Recreation Preserves Management Maintenance Contractor 1 Maintenance
Contractor 2
Maintenance Contractor
3
Parks &
Recreation Senior Center Programs Essenco Catering Local Restaurant In-house Staff
Parks &
Recreation Streetscapes Maintenance Maintenance Contractor 1 Maintenance
Contractor 2
Maintenance Contractor
3
Parks &
Recreation Trails/Trailheads Maintenance Maintenance Contractor 1 Maintenance
Contractor 2 In-house Staff
Parks &
Recreation Urban Forest/Undeveloped Parks Maintenance Contractor 1 Maintenance
Contractor 2 In-house Staff
Police Budgeting City Finance None None
Police Communications with Outside Agencies RCS, AT&T Verizon Cell RACES
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Department Essential Function Component Dependent
on External Organizations Main Supplier Alternate Supplier 1 Alternate Supplier 2
Police Crime Lab SDSO Crime Lab, AFIS Cal-DOJ Crime Lab FBI Crime Lab
Police Crimes Of Property Unit SDDPC, CLETS, NCIC None None
Police Data Entry SDDPC, ARJIS, CalDOJ,
USDOJ SDSO None
Police Dispatch Fire Calls RCS, AT&T Verizon Cell RACES
Police Dispatching Police calls RCS, AT&T Verizon Cell RACES
Police Emergency Response Fleet Maintenance Wesloh Chevrolet SDSO County Ops. Vista
Police Family Protection Unit SDDPC, CLETS,NCIC None None
Police Fleet, Animal Control, Technology Fleet Maintenance Wesloh Chevrolet SDSO County Ops. Vista
Police Gang Investigation Unit SDDPC,CLETS,NCIC None None
Police General LE / Crime Reporting Fleet Maintenance Wesloh Chevrolet SDSO County Ops. Vista
Police Info. Tech (PD) Tiburon, AT&T, RCS City IT (Limited) None
Police Payroll City Finance
(HCMS/Cybershift) None None
Police Prisoner Control SDSO VDF SDPD El Cajon PD
Police Property and Evidence Qutel SDSO Vista OPD
Police Purchasing City Finance IFAS None None
Police Receive Emergency Calls AT&T Verizon Cell SPRINT
Police Receive Non-Emergency Calls AT&T Verizon Cell SPRINT
Police Robbery / Homicide Unit SDDPC,CLETS,NCIC None None
Ccityof
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Continuity of Operations Plan
Section 3 – Pandemic Workbook
184
Department Essential Function Component Dependent
on External Organizations Main Supplier Alternate Supplier 1 Alternate Supplier 2
Police Special Investigations Unit SDDPD, CLETS, NCIC None None
{city of
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3.5 INFECTION CONTROL MEASURES
Infection control measures are critical for the protection of employees. City departments should
regularly review and train employees on how to prevent the spread of pandemic influenza. The
primary strategies for preventing the spread of pandemic influenza are the same as those for
seasonal influenza: (1) vaccination; (2) early detection and treatment; and (3) the use of infection
control measures to prevent transmission. However, when a pandemic begins, a vaccine will not
be available and the supply of antiviral drugs may be very limited. The ability to limit transmission
and delay the spread of the pandemic in the workplace will, therefore, rely primarily on the
appropriate and thorough application of infection control measures.
The City of Carlsbad should increase the use of infection control measures to prevent
transmission. Infection control measures that will most likely be utilized include: increased
employee education and awareness and social distancing.
1. Increased employee education and awareness will include such practices as teaching
proper cough etiquette and hand hygiene. Proper cough etiquette and hand hygiene
techniques include:
Covering nose and mouth when coughing or sneezing.
Using facial tissues to contain respiratory secretions and dispose of them in a
waste container.
If facial tissues are not available, sneezing into a bent elbow is preferred to
sneezing into hands.
Washing hands (with soap and water, an alcohol-based hand rub, or antiseptic
hand wash) after having contact with respiratory secretions and contaminated
objects/materials.
Placing portable hand-sanitizers at entry ways and other locations where
equipment and items are touched by many people (e.g. copy machines).
2. Social distancing is the practice of increasing the physical distance between co-workers
and between employees and clients. Within the workplace social distancing may be
promoted to the extent feasible by:
Staggering shifts to reduce the amount of time employees share common spaces.
Rearranging schedules to provide consecutive days off for the incubation time
interval of the disease.
{city of
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Rearranging furniture to maintain spatial separation of at least 3 feet between
employees.
Considering clientele distancing by developing creative avenues (including
barriers as appropriate) to reduce contact with clients while continuing the
provision of essential functions.
Limiting in-person meetings.
Canceling nonessential group activities.
Promoting telecommuting.
3.6 FUTURE PLANNING ENDEAVORS
The procurement of PPE, flexibility in leave policy, and recovery issues are all critical components
to continuity of operations planning. These issues should be addressed in future planning efforts
at the City, Operational Area, State, and Federal levels and the Department will update this
Section based on guidance from this future planning effort.
{city of
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188
SECTION 4
CONCEPT OF OPERATIONS
4.1 ASSUMPTIONS
The procedures in this Section were developed based on the following key assumptions:
This plan is primarily focused at the city department level. The Carlsbad Policy Group
supported by the EOC, if activated, will plan for the continuity of operations for senior
city and elected officials.
The Director of Emergency Services, or Assistant, will determine the order of succession
of city department heads.
City staff has completed NIMS/ICS training identified in the Fire Chief’s NIMS/ICS
training memo.
The EOC, if activated, will support the communications interoperability requirements of
the Policy Group.
The EOC and associated Safety Center conference rooms will serve as the alternate
location for senior city and elected officials.
The second alternate location for senior city and elected officials will be the alternate
EOC location, Faraday conference room 173.
Alternate location for City Council meetings will be the auditorium at Dove Library.
Emergencies or threatened emergencies can adversely impact the Department’s ability
to continue to support essential functions and to provide support to the City’s
operations and residents;
Emergencies and threatened emergencies differ in priority and impact;
The vulnerability of the Department depends on the probability of an event occurring
and the impact that event could have on operations and performance of essential
functions;
Outside assistance may be interrupted or unavailable during an emergency;
City departments and offices should be prepared to operate without help for at least 72
hours;
When the COOP is activated, the Department will implement a predetermined plan
using trained and equipped personnel; and
{city of
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189
The Department will provide essential functions within 12 hours of the event and be
able to continue these for 30 days or until termination of the event, whichever comes
first.
The following items were not included in the scope of work for the this version of the
Continuity of Operations Plan, however, they should be consider for inclusion in future
version of the Continuity of Operations:
o Devolution
o Reconstitution
o External Organization Contingency Planning
o Collection of internal and external organization contact information
4.2 PHASE I – ACTIVATION AND RELOCATION (0-12 HOURS
FOLLOWING AN INCIDENT)
COOP activation for the City of Carlsbad will commence at the direction of City Manager or
designee at a request of Department Head or EOC Director.
Upon activation of the COOP, Carlsbad key COOP staff shall:
1. Utilize checklists in Annex B – Implementation Checklists of this COOP Plan;
2. Notify COOP Contingency Staff and the rest of the Department’s employees of COOP
activation and provide them with basic instructions. Refer to Table 9 Section 2.8;
3. Notify the point of contact at the alternate facility/location of impending activation and
actual relocation requirements. Refer to Tables 5 Section 2.4.2;
4. Arrange security at the alternate facility/location for vital records at the same level as the
primary facility/location, to the extent possible;
5. Notify the appropriate internal and external organizations listed in Table 14 below of
relocation status;
{city of
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Table 14: Internal and External Organizations Notification Contact Information
1. Organization Name 2. Contact Information
CMWD 760-438-2722
Encina Wastewater Authority 760-438-3941
Carlsbad Recycling Water Facility 760-438-3941 SDCWA 858-522-6600
NCTD 760-966-6500
City of Oceanside 760-435-4500
City of Vista 760-726-1340 Vallecitos Water District 760-744-0460 after hours 0461
Leucadia Wastewater District 760-753-0155
City of Encinitas 760-633-2850
Sectran Security Inc 619.231.9112 SD County Courier 858.694.3190
Iron Mountain 800.899.4766
North Comm 858-756-3006
AT&T AT&T Repair - 800-303-0103
VMWare DRaaS vCloud Air Client Success Specialist 303.942.4875
City of San Marcos 760-744-1050 Carlsbad Unified School District 760-331-5000
Carlsbad Chamber of Commerce 760-931-8400
6. Implement plans, procedures, and schedules to transfer essential functions, personnel,
records, and equipment to alternate facilities/locations;
7. Provide guidance to Contingency staff and other departmental staff;
8. Assemble necessary documents and equipment required to continue performance of
essential operations at alternate facilities/locations, including communications
equipment, computer equipment, contact lists, vendor numbers, and contract numbers.
Refer to Table 6 & Table 7 Sections 2.5 & 2.6;
9. Order equipment or supplies, if not already in place;
10. Transport vital records and files, supporting communications, IT framework and other
necessary equipment to the alternate facilities/locations, if applicable; and
11. Arrange security for abandoned primary facility/location and non-moveable equipment
and records, to the extent possible.
{city of
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191
4.3 PHASE II – ALTERNATE FACILITY/LOCATION OPERATIONS (12 HOURS
FOLLOWING AN INCIDENT THROUGH TERMINATION)
1. Provide further guidance to Contingency Staff and other departmental staff;
2. Identify replacements for missing personnel and request augmentation as necessary;
3. Begin full execution of essential functions at alternate facilities/locations;
4. Develop plans and schedules to phase down alternate facility/location operations and
return essential functions, personnel, records, and equipment to the primary
facility/location or to other temporary or permanent facilities/locations, when
appropriate; and
5. Develop a staffing plan and determine responsibilities to implement reconstitution.
4.4 PHASE III – RECONSTITUTION (TERMINATION OF COOP
OPERATIONS AND RETURN TO NORMAL OPERATIONS)
1. When notified that the threat or actual emergency no longer exists, inform all staff
and provide instructions for resumption of normal operations;
2. Supervise an orderly return to the primary facility/location, or movement to other
temporary or permanent facility/location, using a phased approach if conditions
necessitate;
3. Inform the point of contact at the alternate facility/location and other points of
contact that your staff and functions will be leaving the alternative facility/location, if
applicable; and
4. Conduct an after action review of COOP operations and effectiveness of plans and
procedures as soon as possible; identify areas for correction; develop an improvement
plan (Refer to Annex E for After Action Report Template).
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ANNEX A: PLAN, ANALYSIS, AND REVIEW CHECKLISTS
Annex A forms can be used during the COOP 5 year update process
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IDENTIFICATION AND PROTECTION OF VITAL RECORDS CHECKLIST
1.) Have personnel been assigned responsibility for identifying and
protecting vital records?
Yes No
2.) Have vital records been evaluated on the basis of their necessity
in carrying out emergency operations or in protecting the rights
and interests of residents and the government and not on their
value as permanent records?
Yes No
3.) Have measures been taken to ensure that emergency operating
records vital to the continuity of essential functions during an
emergency will be available at alternate facilities/locations in the
event those facilities/locations are activated?
Yes No
4.) Have measures been implemented to secure vital records and
databases?
Yes No
5.) Are vital records easily retrievable and maintained in proper
condition?
Yes No
6.) Is a current inventory of vital records easily accessible? Yes No
7.) Have priorities and procedures been outlined for the recovery of
vital records during an emergency?
Yes No
8.) Have measures been identified to minimize damage to vital
records during an emergency?
Yes No
9.) Has a capability been provided to recover vital records that are
damaged during an emergency?
Yes No
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SELECTING ALTERNATE FACILITIES/LOCATIONS CHECKLIST
Alternate Facility/Location: Additional Comments
1.) Did you select a facility/location that does not share the
same risk factors as your primary facility/location?
Yes No
2.) Did you consider using existing infrastructures,
telecommuting centers, virtual environments, or joint or
shared space?
Yes No
3.) Does the facility/location have the ability to be operational
within 12 hours after activation?
Yes No
4.) Can the facility/location support sustained operations for
30 days or longer?
Yes No
5.) Do you have reliable logistical support, services and
infrastructure system, including water, electric power,
heating, and air conditioning, etc.?
Yes No
6.) Do you have access to essential resources, such as food,
water, fuel, and medical facilities?
Yes No
7.) Have you identified backup power to the facility/location? Yes No
8.) Do you have access to office and housekeeping supplies? Yes No
9.) Have you thought about your transportation and parking
requirements?
Yes No
10.) Does the facility/location meet your equipment and
furniture requirements?
Yes No
11.) Do you have a requirement for secure storage containers? Yes No
12.) Do you need security personnel to provide perimeter
access control and internal security functions?
Yes No
13.) If you decide to co-locate with another agency did you
establish a memorandum of agreement
(MOA)/memorandum of understanding (MOU) with the
owner?
Yes No
14.) Do you have the authority to procure your own space? Yes No
15.) Will you require another agency to assist you in the
selection and acquisition process?
Yes No
16.) Does the facility/location meet American Disability Act
(ADA) requirements?
Yes No
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ANNEX B: IMPLEMENTATION CHECKLISTS
Annex B forms are to be completed upon COOP activation and implementation.
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COOP IMPLEMENTATION CHECKLIST
1.) Has the executive decision been made to activate the Department
Continuity of Operations Plan (COOP)?
Yes No
2.) Have you evaluated your operation and determined if you need to
activate your alternate facility/location?
Yes No
3.) Have you evaluated your operation and determined if you need to
request additional staff from another department?
Yes No
4.) Is the alternate facility/location prepared for your relocation, including
security measures?
Yes No
5.) Have you notified:
Point of contact at the alternate facility/location? Yes No
Contingency Staff and Department’s employees? Yes No
Other City departments as appropriate? Yes No
Other external organizations, as appropriate? Yes No
Public? Yes No
6.) Have you deployed Contingency Staff to the alternate facility/location? Yes No
7.) Have you transported the following to the alternate facility/location:
Vital records and files Yes No
Supporting communications Yes No
Information Technology hardware and software, as appropriate? Yes No
Other necessary equipment? Yes No
8.) Have you transferred the performance of essential functions or
activities to the alternate facility/location?
Yes No
9.) Have you secured the primary facility/location, including any
equipment or vital records left behind?
Yes No
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RECONSTITUTION CHECKLIST
1.) Has the executive decision been made to return to the primary
facility/location?
Yes No
2.) Is the primary facility/location, or other temporary or permanent
facility/location, prepared for your return, including security measures,
water, electric power, heating, and air conditioning, etc.?
Yes No
3.) Have you notified:
Alternate Facility/Location Point of Contact? Yes No
Contingency Staff and other Departmental staff? Yes No
Other City departments, as appropriate? Yes No
Other external organizations, as appropriate? Yes No
Public? Yes No
4.) Have you provided instructions for resumption of normal functions? Yes No
5.) Have you transported the following back to the primary
facility/location:
Vital records and databases Yes No
Supporting communications Yes No
Information Technology framework, as appropriate? Yes No
Other necessary equipment? Yes No
6.) Have you transferred the performance of essential functions or
activities back to the primary facility/location?
Yes No
7.) Have you secured the alternate facility/location or worked with the
point of contact to secure the alternate facility/location?
Yes No
8.) Have you conducted an after action review to assess the performance
of the essential functions at the alternate facility/location and prepared
a remedial action plan to correct any areas of concern?
Yes No
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ANNEX C: ALTERNATE FACILITY/LOCATION TRANSPORTATION
INFORMATION
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ALTERNATE FACILITY/LOCATION #1
Table 15 contains all the facilities/locations from the primary facility identified in Table 4
for: Current (Primary) Facilities/Locations Section 2.4.1 and from Tables 5.1 and 5.2 for:
Alternate Facilities/Locations Section 2.4.2.
FACILITY ADDRESS PHONE
Alga Norte Community Park 6565 Alicante Road 760-268-4777
Aviara Community Park
Maintenance Building 6425 Ambrosia Ln. 760-434-2826
Calaveras Hills
Community Center 2997 Glasgow Drive 760-602-4680
Carlsbad Chamber of
Commerce 5934 Priestly Drive 760-931-8400
Carlsbad Municipal Water
District 5950 El Camino Real 760-438-2722
Carlsbad Water Reclamation
Facility 6200 Avenida Encinas 760-438-3941
City Hall 1200 Carlsbad Village Drive 760-434-2821
Cole Library 1250 Carlsbad Village Drive 760-434-2870
Cultural Arts Office 2955 Elmwood Street 760-434-2920
Dove Library 1775 Dove Lane 760-602-2049
Faraday Center 1635 Faraday Avenue 760-602-2430
Fire Station 1 1275 Carlsbad Village Dr. 760-931-2187
Fire Station 2 1906 Arenal Rd. 760-931-2188
Fire Station 3 3701 Catalina Dr. 760-931-2189
Fire Station 4 6885 Batiquitos Dr. 760-931-2190
Fire Station 5 2540 Orion Way 760-931-2112
Fire Station 6 7201 Rancho Santa Fe Road 760-931-2171
Fleet Operations 2480 Impala Drive 760-931-2192
Harding Community Center 3096 Harding Street 760-602-7510
Holiday House 3300 Pio Pico Drive 760- 602-7510
Krueger House 3225 Eureka Place 760-602-7510
Leo Carrillo Ranch
Historic Park 6200 Flying LC Lane 760-476-1042
Library Learning Center 3368 Eureka Place 760-931-4500
LITE Modular 3333 Harding St. 760-931-4590
Maerkle 5302 Sunny Creek Rd 760-438-2722
Magee House, Heritage Hall,
The Grainary 2650 Garfield St. 760-602-7510
Monroe Street Pool 3401 Monroe Street 760-602-4685
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Oceanside Police Department 3855 Mission Ave. Oceanside 760-435-4900
Parks Maintenance 1166 Carlsbad Village Drive 760-434-2824
Poinsettia Community Park
Maintenance Building 6600 Hidden Valley Rd. 760-931-6528
Safety Center 2560 Orion Way 760-931-2100
Safety Training Center 5750 Orion St 760-931-2236
SD Sheriff - Vista Substation 310. S Melrose, Vista 760-940-4551
Senior Center 799 Pine Avenue 760-602-4650
Stagecoach Community Park
Maintenance Building 3420 Camino de Los Coches 760-602-4690
Streets Oak Yard 405 Oak Ave 760-434-2839
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ANNEX D: AFTER ACTION REPORTING
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INTRODUCTION
In order for a COOP plan to be effective, it is critical that the personnel, procedures, alternate
facilities, and equipment be exercised on a regular basis. In addition, many lessons can be
learned following a real-life event where the COOP is activated. Yet no amount of exercising or
real-life practice will be constructive unless each event is followed by an After Action Report
(AAR). After Action Report is a structured evaluation designed to identify successes and
shortfalls. Both exercises and real-life events can be evaluated using similar methods. This
document uses exercises and real-life event interchangeably as far as evaluation methods and
forms are concerned.
The participating local governments and jurisdictions should view the After Action Report not as
a “report card” that grades weakness but rather as an opportunity to identify ways to build on
strengths and improve COOP capacity. Because jurisdictions are exercising new and emerging
plans, skills, resources, and relationships, every exercise can be expected to result in multiple
findings and recommendations for improvement.
FUNCTION OF COOP AFTER ACTION REPORTS
The goal of a COOP After Action Report and exercise evaluation is to validate strengths and
identify improvement opportunities for the participating jurisdiction(s). This is accomplished by
observing the exercise and collecting supporting data, analyzing the data to compare
performance against expected outcomes, and determining what changes need to be made to
the procedures, COOP plan, staffing, equipment, and communications to ensure expected
outcomes. The focus of the evaluation for discussion-based exercises (e.g., tabletop exercises)
is on the COOP plan, procedures, and policies, whereas the focus for operations-based
exercises (e.g., drills and full-scale exercises) is on assessing performance in activating and
implementing COOP plan in response to a simulated major event.
An After Action Report serves the following important functions:
Identification of problems/successes during COOP training, or emergency COOP plan
activation and implementation.
Analysis of the effectiveness of COOP plan components.
Needed improvements in the COOP procedures or guidelines.
Additional equipment and supplies required.
Training and staffing deficiencies and need for continued exercising of the COOP plan.
Describes and defines a plan of action for implementing improvements.
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RESPONSIBILITY FOR AFTER ACTION REPORTS
Following an exercise or a drill, individuals selected as observers prior to training, are
responsible for completion of the After Action Report. In a real-life event, the head of the
Department will be responsible for ensuring that an After Action Report was completed.
Employees and customers should be invited to provide input. The report should be
distributed on an as needed basis.
AFTER ACTION REPORT OUTLINE
1. Executive Summary: The executive summary provides an overview of the exercise or
actual event, major strengths demonstrated during the event and areas that require
improvement.
2. Introduction and Background
3. Type/Location of Event / Drill / Exercise
4. Description of Event / Drill / Exercise
5. Chronological Summary of Event / Drill / Exercise
6. COOP Activation and Implementation Summary: Include information on what worked
and what didn’t, identify strengths to be maintained or built upon and potential areas
for further improvement
7. Conclusions and Recommendations: As applicable, include a description of
recommended event follow-up actions, assignments, associated costs or budget,
timetable for completion or correction, and follow-up responsibilities
8. Training Needs
Below is the COOP Plan Exercise/Major Event After Action Report (AAR) Information Gathering
Form. This form can be used to collect information for an After Action Report.
IMPLEMENTING CHANGE
Recommendations for the future are the major reason for compiling an After Action Report.
The goals of an exercise are not achieved until the recommendations that come out of the
evaluation are implemented. The purpose of the evaluation is to improve the COOP and the
local government’s performance in carrying out that plan. This is most likely to occur if
objectives relate clearly to COOP functions and the focus of the evaluation is on performance,
not people.
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Specifically, the change effort centers on these issues:
Are the procedures sound?
Are resources sufficient to support the procedures?
Are personnel adequately trained to follow the procedures and use resources?
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Annex D – After Action Report Template
COOP PLAN EXERCISE/MAJOR EVENT AFTER ACTION REPORT (AAR) INFORMATION GATHERING FORM
PART I – GENERAL INFORMATION
1. LOCATION
2. EXERCISE HOST/AFFECTED DEPARTMENT(S)
3. SITE OF EVENT/AFFECTED
BUILDING(S)
4. TYPE OF EVENT
EXERCISE
___ Seminar
___ Workshop
___ Tabletop
___ Game
___ Drill
___ Functional
___ Full-scale
ACTUAL OCCURENCE
BRIEFLY DESCRIBE CIRCUMSTANCES BELOW:
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
5. DATES OF EVENT
(Month/Day/Year)
Begin: _____/______/______
End: _____/______/______
6. HAZARD SCENARIO
Please enter only one (1) P for the Primary hazard and one (1) or more S’s for Secondary type(s) of hazard(s)
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Natural Hazards:
___ Drought
___ Flood
___ Landslide
___ Wild Fire
___ Winter Storm
___ Other (Describe)
Technological/Man-Made Hazards:
___ Biological
___ Chemical
___ Civil Disorder
___ Dam Failure
___ Explosives
___Hazardous Materials
___ Low Intensity Conflict
___ Power Failure
___ Radiological
___ Structural Fires
___ Terrorism
___ Transportation Accidents Air/Rail/Highway/Water
___ Other (Describe)
7. INDICATE NUMBER OF PARTICIPANTS/AFFECTED INDIVIDUALS FROM YOUR JURISDICTION IN EACH DEPARTMENT:
TOTAL #
___ Assessing Department
___ City Clerk Department
___ Emergency Management Department
___ Executive Department
___ Fire Department
___ HAZMAT
___ Human Resources Department
___ Police Department
___ Public Health Department
___ Public Works and Engineering Department
___ Purchasing Department
___ Utilities
___ Others (Describe)______________________________________________________________________________________________
PART II – GENERAL COMMENTS
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WHAT WENT RIGHT? (Provide a general description of actions, procedures, and decisions that contributed positively to the
exercise/event.
WHAT AREAS NEED IMPROVEMENT? (Provide a general description of actions, procedures, and decisions that could be
improved to enhance the response in a future exercise/event.
PART III – COOP FUNCTIONS EXERCISED
COOP FUNCTIONS
RESULTS
(Circle)
S-Satisfactory
NI – Needs Improvement
N/A – Not Applicable
CORRECTIVE ACTION REQUIREMENT(S)
(Check to show that a corrective action is required)
Planning Training Personnel Equipment Facilities
1. COOP ALERT NOTIFICATION
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Internal Agency Notification
S NI N/A
Other Agencies/Authorities Notification
S NI N/A
Contingency Staff Notification
S NI N/A
COOP FUNCTIONS
RESULTS
(Circle)
S-Satisfactory
NI – Needs Improvement
N/A – Not
Applicable
CORRECTIVE ACTION REQUIREMENT(S)
(Check to show that a corrective action is required)
Planning Training Personnel Equipment Facilities
Employee Notification
S NI N/A
Public Notification
S NI N/A
[INSERT OTHER NOTIFICATION PROCEDURES HERE]
S NI N/A
2. ALTERNATE COOP SITE OPERATIONS
Delegation of Authority
S NI N/A
Succession of Leadership
S NI N/A
Accessibility
S NI N/A
Physical Requirements (space,
desks, chairs, lights, parking, etc.)
S NI N/A
Essential Equipment
S NI N/A
Essential Documents
S NI N/A
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Interoperable Communications
S NI N/A
Interoperable Communications
S NI N/A
Staffing
S NI N/A
[INSERT OTHER ALTERNATE
SITE OPERATIONS
REQUIREMENTS HERE]
S NI N/A
PART III. CORRECTIVE ACTION PLAN (CAP):
Recommendations & Comments: Add additional pages as necessary. When commenting on areas of improvement,
include the Block Number of the COOP Function you indicated needs improvement and the following codes for the
corrective action checked: P = Planning; T = Training; PE = Personnel; E = Equipment; F = Facilities.
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Timeline for Corrective Action: Briefly describe the action(s) that will be taken to address the recommendations discussed
above and the time frame for completing these corrective measures:
PREPARED BY: (Signature)
Title Date
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ANNEX E: DEFINITIONS AND ACRONYMS
After Action Report – a narrative report that presents issues found during an incident or exercise,
along with recommendations on how those issues can be resolved.
Alternate Facility/Location – an alternate work site that provides the capability to perform
minimum essential departmental functions until normal operations can be resumed.
Alternate Facility/Location Point(s) of Contact – the individual(s) responsible for the alternate
facility/location during periods of normalcy and who, upon activation of the COOP, may be
required to take action to ensure that the alternate facility/location is prepared for occupancy by
the Key COOP staff.
Continuity of Operations Plan (COOP) – an internal effort within individual components of a
government to ensure that the capability exists to continue essential component functions across
a wide range of potential emergencies, including localized acts of nature, accidents, and
technological or attack-related emergencies.
COOP Activation – the executive decision by the Director of Emergency Services (CAO, Director
of OES, or their designee) to initiate the Continuity of Operations process.
COOP Implementation – the process and procedures conducted by the Department(s) to ensure
the continuance of essential functions.
Catastrophic Event – an emergency event that renders a department’s primary facility/location
unusable for a sustained period of up to or exceeding 30 days.
Contingency Staff – the personnel of the Department designated to report to the alternate
facility/location during COOP implementation to ensure that the Department is able to perform
its essential functions.
Critical Customers – organizations or individuals for which the City or one of its departments
performs mission-essential functions.
Critical Essential Functions – those essential functions that cannot be interrupted or can be only
minimally interrupted following an incident.
Critical Time – the amount of time a particular function can be suspended before it adversely
affects the Department’s core mission.
Delegated Authority – an official mandate calling on the individual holding a specific position to
assume responsibilities and authorities not normally associated with that position when specified
conditions are met.
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Devolution – the capability to transfer statutory authority and responsibility for essential
functions from a department’s primary operating staff and facilities to employees and facilities
of other departments within the City or from another jurisdiction.
Emergency – a sudden, usually unexpected event that does or could do harm to people,
resources, property, or the environment. Emergencies range from localized events that affect a
single office in a building, to human, natural, or technological events that damage, or threaten to
damage, local operations. An emergency can cause the temporary evacuation of personnel or
the permanent displacement of personnel and equipment from the location to a new operating
location environment.
Essential Functions – those functions, stated or implied, that City departments are required to
perform by statute, executive order, or City policy and are necessary to provide vital services,
exercise civil authority, maintain the safety and well-being of the general populace, and sustain
the industrial/economic base in an emergency.
Functional Exercise – a fully simulated interactive exercise performed in real time that exercises
the capability of an organization to respond to a simulated event without actually moving people
and equipment to an actual site.
Interoperable Communications – alternate communications that provide the capability to
perform minimum departmental essential functions, in conjunction with other agencies, until
normal operations can be resumed.
Key COOP Staff – staff of the Department necessary for the performance of the Department’s
essential functions.
Long-term Essential Functions –those essential functions that can be interrupted for the first 30
days following an incident, but should be resumed thereafter.
Mitigation – any sustained action taken to reduce or eliminate the Long-term risk to life and
property from a hazard event.
Memorandum of Understanding and Memorandum of Agreement (MOU/MOA) - is a legal
document describing a bilateral agreement between parties. It expresses a convergence of will
between the parties, indicating an intended common line of action, rather than a legal
commitment. It is a more formal alternative to a gentlemen's agreement, but generally lacks the
binding power of a contract.
Order of Succession – the order in which and conditions under which the responsibilities and
authorities of a public official are passed to another official when the original holder of the
responsibilities and authorities is unable or unavailable to exercise them.
Plan Maintenance – steps taken to ensure the COOP is reviewed regularly and updated whenever
major changes occur.
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Primary Facility/Location – the site of normal, day-to-day operations; the location where the
employee usually goes to work.
Reconstitution – the resumption of non-emergency operations at a primary facility/location
following emergency operations at an alternate facility/location.
Tabletop Exercise – a round table, open forum type of discussion in which an emergency
situation is presented to the participants. A series of questions is offered for consideration by the
participants. Individual emergency response plans from communities and industrial operators
are used in a discussion on how to best deal with the fictional emergency situation.
Termination – actions taken to end operations at an alternate facility/location and prepare for
returning to non-emergency operations at a primary facility/location.
Vital Records and Databases – data information, in hard copy or electronic format, necessary to
maintain the continuity of operations during an emergency, to recover full operations following
an emergency, and to protect the legal rights and interests of residents and the government.
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