Chicago Police DepartmentSpecial Order S02-04-04
Extreme Cold Weather Operations Plan
Issue Date:14 July 2006Effective Date:15 July 2006
Rescinds:S06-06-02
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 cold weather conditions.
  • B.outlines the responsibilities of the Department in the City of Chicago EWOP.
  • C.establishes the procedures to follow during the various Wind Chill Advisory and Wind Chill 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. Whenever the City experiences a period of frigid temperatures, the Chicago Police Department must be prepared to assist Chicagoans in coping with weather-related hardships. The 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 Wind Chill Advisory or Wind Chill Warning based on pre-determined temperatures and when our Department is notified by 311 City Services.
III.Responsibilities
  • A.Prior to December 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 service officers assigned to the Community Policing Office to ensure distribution of the Citys "Cold Tips" leaflets during various community meetings (i.e., beat, senior advisory, etc.) to assist senior citizens in minimizing the effects of cold.
    • 3.No later than the first of December of each year, 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.
  • B.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 the 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 Wind Chill Advisory or Wind Chill Warning is declared, 311 City Services will notify Operations Command. Operations Command will send an administrative facsimile message and a telephonic message informing all districts/units of this condition. This message alerts all district/unit commanding officers to ensure that they have the necessary resources available to enable the Department to meet its responsibilities established in the city of Chicago EWOP as they pertain to extreme weather conditions. The Executive Director of OEMC assumes leadership of the Citys Emergency Response Plan and may activate the Joint Operations 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 fax 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 then fax or mail completed report to the Deputy Superintendent.
  • B.District/unit commanders have the authority to extend the tour(s) of duty or cancel the day(s) off of the Department members assigned to the Community Policing Office. They are to work in the prescribed seasonal field uniform and do 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/disabled persons in the district.
    • 2.When an extreme cold weather emergency is declared, officers assigned to the Community Policing Office will begin making phone 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 (CPD-21.838) 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 distribute extreme-weather-related pamphlets.
  • C.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 shelter."
    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.
  • D.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.
  • E.The responsibilities of district personnel during this type of emergency, including assisting motorists with disabled vehicles, will be reviewed at all roll calls. The location of extreme weather shelters will be identified and placed in the Commanding Officers (C.O.) Book for reference.
  • F.When available, officers will be assigned to check on the well-being of senior citizens/disabled persons on their respective beats.
  • G.If an officer encounters, or is assigned to investigate a complaint of no heat/insufficient heat which is bonafide during extreme cold weather conditions, a notification will be made to the 311 City Services. If the occupant(s) of the building needs immediate medical assistance, the dispatcher 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. A 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).
  • H.A Department member who completes a Hospitalization Case Report (CPD-11.406) relative to deaths in which extreme cold may be a contributing factor will notify Operations Command and then fax a copy of the report.
  • I.Watch commanders are to prepare an Assistant Superintendent, Operations, Extreme Weather Report Results and ensure the document is faxed to Operations Command at 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.
  • J.Upon completion of the assigned well-being checks or termination of the extreme weather emergency, the 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, phone 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 theSenior/Disabled at Risk database.
  • K.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.
  • L.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 conditions are present which can be dangerous to those vulnerable to the effects of the cold, such as the medically fragile, isolated, homeless, senior citizens, and those limited by disabilities. The NWS will generally issue this advisory upon the forecast of wind chills of -20NF to -29NF, with wind speed greater than or equal to 10 miles per hour.
3. -
Is declared by the NWS when extreme low temperatures occur or if wind chills reach -30NF or colder, with wind speed greater than or equal to 10 miles per hour.