Governmental entities have always been concerned with the safety of their citizens and the security of their buildings. In the past few years, however, security issues have been pushed to the forefront, and public officials at all levels have scrambled to respond to the ever growing need for additional security. While the most visible increases in security have occurred around national landmarks and prominent federal buildings, no building is immune from a potential terrorist attack. Federal, state, and local governments have responded to the demand for increased security by implementing a number of measures to protect the public from terrorist attacks.

On 10-8-01, President Bush established the United States Department of Homeland Security to coordinate and assist with security efforts at all levels of government. Under the guidance of the Department of Homeland Security, a number of task forces, private and public oversight commissions, and multi-agency committees were formed to study and make recommendations in a great variety of areas. As we approach the two-year anniversary of the September 11th attacks, those groups have started to issue their findings and recommendations for improvement in national security. While many of those recommendations are specific to federal government, some can provide valuable guidance to local governments as well. Perhaps even more valuable are the financial resources available to local governments to defray the enormous cost of added security. While funding is limited, state and federal dollars are starting to make their way to local governments. This article provides a brief overview of available financial resources and technical information.

Security Recommendations for Public Buildings

A primary focus of many homeland security commissions and interagency work groups has been to assure the integrity and safety of our buildings from terrorist attack. Numerous public agencies and private industry representatives have collaborated to study building design, construction materials, and construction practices to issue recommendations and guidelines for future construction standards. In many cases, the recommendations focus on federal buildings, high-rise construction, or national landmarks, and contemplate a very high level of security, which may not be necessary or cost-effective for a municipal or township building.

Some recommendations, however, involve design features or construction standards that increase security without adding significant cost, especially if security concerns are considered at the beginning of a construction or renovation project. Cities and villages preparing for new construction or renovation should work with their architects, engineers and other construction professionals to understand the new techniques being used and incorporate whatever security measures are necessary and feasible.

Numerous work groups continue to study various aspects of building design and safety and will be issuing their reports in the near future. Some of the more recently issued reports include guidance for HVAC systems, federal security design, and recommendations for lobbies and entryways. Following is a brief summary of those studies, focusing on the more cost-effective and practical recommendations.

HVAC Systems. The U.S. Department of Health and Human Services and the Center for Disease Control, through the National Institute for Occupational Safety and Health, formed an interagency work group to study building vulnerability to chemical, biological, or radiological terrorism. In May 2002, the work group published Guidance for Filtration and Air Cleaning Systems to Protect Building Environments from Airborne Chemical, Biological, or Radiological Attacks; DHHS (NIOSH) Pub. No. 2002-139. The publication covers immediate preventive measures that building owners can take to protect indoor air quality, and includes considerations for new construction or renovation of public buildings.

The work group stresses that understanding the existing HVAC equipment and the specifications of any new equipment is critical. Building owners should be familiar with the mechanical condition of the equipment, efficiency of filtration systems, connections and controls of dampers, placement of return ducts, grilles and registers, the system’s response to manual fire alarms or fire-suppression systems, air flow through the entire building, and location of outdoor structures, such as air louvers and mechanical equipment.

For new construction or renovation projects, or when replacing or updating the HVAC system, building owners should consider security, as well as cost efficiency, when choosing an HVAC system. Cost effective design features, such as placing outdoor intakes higher, locating cold air returns in inaccessible areas, securing control panels, and restricting access to mechanicals, could deter an attack on the building.

Design Facilities Standards. The United States General Services Administration (GSA) issues design and construction standards for the construction of federal buildings. Included in the design manual are federal security guidelines that include detailed requirements for design and building materials depending on the level of security needed. Many of these guidelines involve measures that are neither necessary nor feasible in most buildings. However, the recommendations also include suggestions which, when considered at the beginning of a renovation or new construction project, can be low cost or no cost alternatives to make any building safer.

For example, when siting a new building, building owners should consider creating a perimeter around the building that can be monitored or fenced, if needed, and does not create natural hiding spots. Traffic patterns, parking lot visibility, and structures on adjacent lots should also be considered. In so far as possible, public areas, like restrooms, service areas, loading docks and mail rooms, should either be within the secured area of the building or sufficiently separated from utility mains, fire suppression and detection systems, fuel storage areas, elevator shafts or stairwells, and other critical building systems. Utility lines should be buried or encased, and all mechanical systems should be protected by placing the equipment and control panels out of easy reach. Finally, the design of stairwells, lobbies, entryways and other common areas should be carefully planned to allow for quick and efficient egress in case of emergency.

Lobbies and Entryways. Balancing the need for greater security with the comfort of employees and visitors is often a difficult task. Adding increased security measures generally involves greater inconvenience for visitors and employees. While much of this inconvenience is understood, and even welcomed, building owners can minimize inconvenience and still create a safer and more pleasant atmosphere.

The federal government, federal building managers, and private sector design professionals collaborated to study numerous building entryways and make recommendations for safer, more welcoming entryways. The result was First Impressions, a publication listing a number of low cost recommendations to create a more appealing lobby, while still accommodating security needs. First Impressions grouped its recommendations into five general categories:

1. Minimize clutter by removing non-critical signage, using uniform bulletin boards for announcements, and moving freestanding items, such as wastebaskets and easels, to a separate area.

2. Consolidate functions to best accommodate the critical functions of the building. Vending machines, ATMs, copying equipment, and other similar equipment should be removed, downsized, or grouped together to present a cleaner, more professional lobby.

3. Signs used in the lobby and any barriers or directions related to security should be uniform and neat in appearance.

4. Streamline security by removing tables at the end of the security line, limiting signs on equipment, or moving security equipment to a less obtrusive or more efficient place in the lobby.

5. Transform the image of the building by adding architectural sign elements, improving interior and exterior lighting, enhancing landscaping and entranceways, and modernizing furnishings, elevator finishes, floor and wall space.

Funding

Heightened threat levels and demands for increased security have impacted government budgets, no matter how large or small the community served. Local government budgets are stretched thin, and most local leaders are concerned about their ability to continue meeting increased security demands without additional financial assistance. Federal assistance is starting to trickle down to local governments, and although federal grants generally reimburse for a fraction of the money expended by local governments on security measures, money is available to defray at least a part of the Homeland Security costs incurred by local governments. Following is a brief description of a few of those funding sources.

Police Overtime Grants. Funds are available to reimburse local governments for overtime payments to police officers through the Homeland Security Overtime Program administered by the U.S. Department of Justice. The Community Oriented Policing Services (COPS) provides grant money for numerous local policing initiatives, including reimbursement for overtime costs associated with heightened threat levels. More information about COPS, including grant applications and deadlines.

EMS Grants. The State of Ohio Security Task Force is the central agency tapped with the duty of coordinating homeland security issues in the state and serves as a resource for available Homeland Security funds. A complete list of grants available through the Security Task Force, application processes, grant guidelines, significant events and other useful federal links can be found on the Ohio Department of Public Safety website; included on this list are several sources of grant money available for emergency services needs. Local governments can apply for grants to offset the costs of bio-chemical first responder kits, training and equipment, injury prevention and trauma research, and incident reporting computer needs.

Health Department Grants. The Ohio Department of Health distributes federal Homeland Security dollars through grants to address bioterrorism and other infectious disease threats through the county health departments.

Ohio Emergency Management Agency Grants. The State of Ohio Emergency Management Agency is currently distributing a $17.5 million U.S. Department of Homeland Security grant to be used by local agencies. County emergency management advisory teams have been asked to submit their plans for exercises, training, and equipment to the Ohio EMA, which will then submit proposals to the Department of Homeland Security for approval. The State of Ohio has also applied for an additional $46.3 million grant to help reimburse costs associated with critical infrastructure protection, equipping and training public safety forces, planning for emergencies and exercising contingency plans.

Firefighter Grants. On 6-12-03, the Department of Homeland Security announced the first of $750 million in grants issued under the 2003 Assistance to Firefighter Grant program. Grant money is awarded to local fire departments for equipment, health and safety programs, and emergency medical services, fire prevention, or safety programs.

Urban Areas Allocations. The Department of Homeland Security recently announced a $700 million allocation for the protection of urban areas and critical infrastructure, $500 million of which will be distributed to individual cities via states. Criteria for funding include the city’s metropolitan-area population, the existence of critical infrastructure serving the city as well as extended areas, and the relative threat of attack. Cincinnati and Cleveland are the only two cities in Ohio to be given federal funding out of this initial allocation. Other large urban areas may be eligible for this type of funding in the future.

Ohio Community Service Council Grants. The Ohio Community Service Council recently received $450,000 to recruit volunteers for local efforts to develop disaster response plans, expand Neighborhood and Watch and Citizen emergency response teams, establish medical reserve corps, train youth to cope with disasters, disperse information on bioterrorism and assist radio operators and volunteer pilots to respond to disasters. The Council will initiate state and local partnerships with the Ohio Emergency Management Agency, the Ohio Volunteer Center Association and the Ohio Retired and Senior Volunteer Program Directors Association to improve the volunteer needs of local emergency systems.

In addition, the Council is currently accepting applications for grants in the areas of public safety, public health, and disaster preparedness related to homeland security. Ten to 15 grants will be awarded to programs around the country by the Corporation for National and Community Service.

Conclusion

In the wake of the September 11th attacks, local, state and federal governments have maintained a constant and concerted effort to enhance national security, implement numerous new initiatives, and launch various efforts to study terrorist threats and make recommendations for the future. Local governments have been at the forefront of efforts for enhanced security and safety and will continue to be called upon. The costs have been enormous, but recommendations are now starting to be issued and implemented.

New information and guidelines are being issued at a rapid pace as we learn more and more about the ways to prevent terrorism or minimize its damaging impacts. New grants and funding streams are also being announced regularly. Despite the attempts to create a single umbrella agency at both the state and federal levels to coordinate security efforts, information still comes from a variety of sources, making it challenging to identify each pertinent recommendation or monetary grant available. While it is difficult to keep informed about all of the developments in this rapidly growing area, local governments must diligently continue to review significant recommendations and monitor grant announcements.

Reprinted from Finley’s Ohio Municipal Service, with the permission of the publisher and copyright owner, West Group.