Chicago Police DepartmentSpecial Order S02-04-03
Extreme Heat Weather Operations Plan
Issue Date:14 July 2006Effective Date:15 July 2006
Rescinds:S06-06-01
Index Category:Human Rights and Community Partnerships
I.Purpose
This directive:
  • A.provides definitions contained in the City of Chicago Extreme Weather Operations Plan (EWOP) as they pertain to extreme heat weather conditions.
  • B.outlines the responsibilities of the Department in the City of Chicago EWOP.
  • C.establishes the procedures to follow during the various Heat Watch and Heat Warning conditions in the City of Chicago EWOP.
II.General Information
Extreme weather conditions can have a serious impact on the health and safety of the residents of Chicago. Whether the City experiences an extended heat watch or heat warning , the Chicago Police Department must be prepared to assist Chicagoans in coping with weather-related hardships. The Police Department will participate with other departments and agencies of the City of Chicago in a coordinated response to extreme weather emergencies. The National Weather Service (NWS) will be the lead agency for declaring extreme weather conditions and notifying the City's Weather Center. This extreme weather plan will be implemented when the NWS issues a Heat Watch or Heat Warning based on pre-determined temperatures, and when our Department is notified by 311 City Services.
III.Responsibilities
  • A.Prior to May of each year:
    • 1.In preparation for extreme weather or other potential emergency situations, district commanders will direct personnel assigned to the Community Policing Office to update information in the Emergency Identification Bracelet Program file. Every effort will be made to identify any citizen with special needs, and to verify and update the data entered into the District Automation Seniors Program.
    • 2.District commanders will prepare an outreach plan of action for senior citizens and people with disabilities. This will include, but not be limited to, utilizing senior citizen officers assigned to the Community Policing Office to ensure distribution of the Citys "Heat Tips" leaflets during various community meetings (i.e., beat, senior advisory, etc.) to assist senior citizens in minimizing the effects of heat.
    • 3.District commanders will ensure that personnel assigned to the Community Policing Office have updated the necessary information on the Senior Citizens and Disabled Persons Emergency Identification Program file cards.
  • B.When the Water Department requests assistance, Operations Command will notify OEMC to initiate broadcasts for Department members to pay "special attention" to Water Department employees assigned to turn off illegally opened fire hydrants.
  • C.District commanders will ensure that a member from the Community Policing Office is assigned to print an active priority one and an active priority two report by beat, using Crystal Reports. These reports will be kept in the watch commanders office. In accordance with Department policy, updated reports are to be generated by the senior service officer on the first day of each month.
IV.Procedures
  • A.When a Heat Watch , or Heat Warning is declared, 311 City Services will notify Operations Command. Operations Command will ensure that an administrative facsimile message is sent and a telephonic message is made to all districts/units of this condition. These messages will alert all district/unit commanding officers to ensure that they have the necessary resources available to enable the Department to meet its responsibilities as established in the City of Chicago EWOP as they pertain to extreme weather conditions. The Executive Director of the OEMC assumes leadership of the City's Emergency Response Plan and may activate the Joint Operation Center (JOC).
    • 1.If the JOC is established, Operations Command will notify the Director CAPS Implementation Office.
    • 2.Operations Command will notify the appropriate Bureau of Patrol staff on the Emergency Command Post roster that the JOC is being activated.
    • 3.Operations Command will ensure that the supplies identified for the JOC are delivered to the location immediately.
    • 4.All news releases and administrative facsimile messages will originate at the JOC. A "running log" of activities will be established, with a statement summarizing these activities prepared at four-hour intervals and then faxed or mailed to the Assistant Superintendent’s office upon completion.
  • B.District/unit commanders have the authority to extend the tour(s) of duty or cancel the day(s) off of Department members assigned to the Community Policing Office. They are to work in the prescribed seasonal field uniform and are tasked with the following:
    • 1.Alert the Senior Citizens Advisory Sub-Committee and various other organized community groups (e.g., religious senior citizen groups, senior clubs, financial institutions, travel agencies, etc.) to initiate telephone trees in an attempt to check on the well being of senior citizens in the district.
    • 2.When an extreme heat weather emergency is declared, officers assigned to the Community Policing Office will begin making telephone contact with those individuals on the active priority one listing. Notation will be made directly in the comment section of the report as to whether or not contact was made. In those instances where no contact is made, a "Senior/Disabled at Risk Checklist" will be prepared containing the individuals name, address, telephone number and beat of occurrence.
    • 3.Provide the on-duty watch commander with the Senior/Disabled at Risk Checklist for distribution to units that will conduct follow-up investigations, and report the results on the Senior/Disabled at Risk Checklist.
    • 4.Check with the various senior citizen homes, nursing/convalescent homes, and Single Room Occupancy (SRO) hotels in the district for the well being of occupants, and distribution of extreme weather related pamphlets.
  • C.Review operational plans to utilize personnel in the event of structured and random electrical power outages.
  • D.District personnel will monitor the fire hydrants for inappropriate use, and notify the Water Department through the OEMC dispatcher.
  • E.Department members will assist the Water Department when they are closing fire hydrants.
  • F.On the third watch, Operations Command will notify each Bureau of Investigative Services (BIS) area watch commander who will assign two members to the Community Policing Office of each district within their area. The assigned BIS personnel will be responsible for conducting follow-up investigations of those senior/disabled citizens who could not be contacted.
  • G.Districts will open their facilities to citizens seeking a safe environment from the extreme weather. If a person seeks shelter at a district station, the Department of Human Services will be called to provide the location of the nearest "extreme weather shelter" and arrange transportation. If the  Department of Human Services transportation vehicles are not readily available, and only if police service will not be curtailed, the on-duty watch commander may authorize police transportation to the "extreme weather center."
    NOTE:
    District watch commanders will keep a count of the number of citizens who have been given shelter within the police facility and those who have been transported to an extreme weather shelter. Each district will report this count by 0700 hours daily to Operations Command.
  • H.When notified by Operations Command, district tactical and gang tactical teams will work in the prescribed seasonal field uniform. They will be available to respond to weather-related situations as needed.
  • I.Conditions in lockup facilities without air conditioning will be closely monitored, and if hazardous, arrangements will be made to transfer prisoners to an air conditioned facility. Lockup keepers and detention aides will be redeployed to assist the receiving lockup.
  • J.The responsibilities of the beat personnel during this type of emergency will be reviewed at all roll calls, and the location of "cooling centers" will be identified and placed in the Commanding Officers (C.O.) Book for reference.
  • K.Beat/rapid response officers will utilize the public address system on their squad cars to make periodic announcements between 0900 and 2100 hours relative to the fact that the City has declared a Heat Watch or Heat Warning, and the telephone number for the nearest cooling center.
  • L.When available, officers will be assigned to check on the well-being of senior citizens on their respective beats.
  • M.If an officer encounters or is assigned to investigate a complaint of no cooling/insufficient cooling, which proves to be bonafide during extreme heat weather conditions, a notification will be made to 311 City Services. If the occupant(s) of the building needs immediate medical assistance, OEMC will be notified, and the assistance of Emergency Medical Services (EMS) will be requested. In the event that conditions are unsafe for the occupants to remain in the building, the officer will determine if the occupants have another location to which they can relocate or arrange for transportation to an extreme weather shelter. The Senior/Disabled at Risk Checklist will be completed and submitted to the watch commander who will enter the number of extreme weather related complaints on the Watch Commanders Log (CPD-21.916).
  • N.Department members who complete a Hospitalization Case Report(s) (CPD-11.406) relative to deaths in which heat may be a contributing factor will notify and fax a copy of the report to Operations Command.
  • O.Watch commanders will prepare an Assistant Superintendent, Operations, Extreme Weather Report Results and ensure the document is faxed to Operations Command by the end of their tour of duty. The original Extreme Weather Report Results will be forwarded through the chain of command to the Assistant Superintendent, Operations, Senior Services Section.
  • P.Upon completion of the assigned well-being checks or termination of the extreme weather emergency, Senior/Disabled at Risk Checklist will be returned to the Community Policing Office, for updating the Crystal Report senior citizen priority one database, in a timely manner. Additionally, once well-being checks for active priority one individuals have been completed during the extreme weather emergency, telephone contact will be initiated with citizens on the active priority two report by the Community Policing Office. Relevant comments and the officers name and star number will be noted directly on the report. Furthermore, all priority reports used during the extreme weather emergency will be placed in the Senior/Disabled at Risk database.
  • Q.The Senior/Disabled at Risk Checklist will be forwarded to the Senior Services Section and will be retained in accordance with the Departments retention schedule.
  • R.The Assistant Superintendent, Operations, may request the activation of the JOC due to the probability of extreme weather conditions.
Authenticated by:
Philip J. Cline
Superintendent of Police
06-116 PMD[SB]
PHONE BOOK:
1.
Department of Family and Support Services
312-743-0300
GLOSSARY TERMS:
1. -
A plan that is maintained by the Office of Emergency Management and Communications (OEMC), and with cooperation of participating City departments and sister agencies, is reviewed annually and updated as needed.
2. -
Is declared by the NWS when the heat index is forecast between 90NF and 104NF on any given day in the three-day forecast, which can be dangerous to those vulnerable to the effects of the heat, such as the medically fragile, isolated, homeless, senior citizens, and those limited by disabilities.
3. -
is declared by the NWS in the Chicago Area when weather forecasts indicate:
  • A.three consecutive days with a heat index of 100NF to 104NF;
  • B.two consecutive days with the maximum heat index of 105NF to 109NF; or
  • C.one day with the maximum heat index 110NF or greater.