HomeMy WebLinkAboutCity Hall Lockdown Policy. Shelter in Place. All Clear Procedure 2026Shelter
Subject City Hall Lockdown & All-Clear Procedure
Policy No. CMGR-004
Date Issued: June 1, 2026
Amended: N/A
Approved by Chris Escobedo, City Manager
Authored by City Manager’s Office
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Contents
Purpose ....................................................................................................................... 4
Scope .......................................................................................................................... 4
Policy Statement ........................................................................................................... 4
Conditions for Lockdown Activation ............................................................................... 5
Lockdown Authority ...................................................................................................... 5
Employee Actions During Lockdown .............................................................................. 5
Employee Recognition and Reporting ............................................................................. 6
City of Palm Desert Operational Guidance ...................................................................... 6
Brivo Pass Emergency Alerting ....................................................................................... 7
Law Enforcement Notification ........................................................................................ 7
Re-Entry Restriction ...................................................................................................... 7
Authority to Issue the All-Clear ....................................................................................... 8
All-Clear Procedure ....................................................................................................... 8
Shelter-In-Place Expectations ........................................................................................ 8
Information Technology Responsibilities ........................................................................ 9
Supervisor Responsibilities............................................................................................ 9
Accountability During Lockdown Events ......................................................................... 9
Facilities Responsibilities ............................................................................................ 10
Public Safety Responsibilities ...................................................................................... 10
Training and Drills ....................................................................................................... 10
Post-Incident Review .................................................................................................. 11
Annual Review ............................................................................................................ 11
Appendix A: Building Diagrams and Evacuation Routes.................................................. 12
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Purpose
The purpose of this procedure is to establish a clear City of Palm Desert protocol for
emergency lockdown activation, shelter-in-place expectations, Brivo Pass alerting,
restricted building access, law enforcement notification, and authorization of the all-clear
for City Hall facilities.
This procedure is intended to support employee and visitor safety during an emergency
involving an actual or potential threat of violence, suspicious activity, armed subject(s),
active shooter, or other conditions requiring immediate restriction of access and
movement.
Scope
This procedure applies to:
• City Hall facilities using the Brivo Pass access control systems.
• All City employees assigned to or present in City Hall facilities
• Executive Staff
• Facilities personnel
• Public Safety personnel
• Authorized Brivo Pass users
• Contractors and visitors, as applicable
This procedure supplements, but does not replace, the City’s Workplace Violence
Prevention Plan and Emergency Handbook.
Policy Statement
The City of Palm Desert uses the Brivo Pass system as part of its facility access control and
emergency notification process. During a lockdown event, designated doors or facilities
may secure automatically or manually, and advisory notifications may be distributed to
authorized Brivo users.
When a lockdown is activated:
• No re-entry is allowed into secured areas unless authorized.
• Employees are expected to avoid the impacted area.
• Employees should leave the area if it is safe to do so.
• If it is not safe to leave, employees shall shelter in place.
• Only authorized personnel may issue the official all-clear and authorize re-entry.
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Conditions for Lockdown Activation
A lockdown may be initiated when there is a known or suspected threat that may endanger
employees, visitors, or City operations, including:
• Active shooter or armed subject
• Credible threat of violence
• Violent or escalating behavior
• Dangerous person at or near City Hall
• Suspicious activity requiring immediate protective action
• Law enforcement-directed lockdown
• Workplace violence incident or potential workplace violence emergency
Lockdown Authority
A lockdown may be initiated by:
• City staff
• Public Safety personnel
• Facilities personnel with Brivo control authority
• Law enforcement
• Other designated personnel authorized to activate the emergency security function
when an immediate threat exists
Any employee who observes suspicious, threatening, or violent activity shall immediately
call 9-1-1 for an immediate life-safety threat and notify Public Safety, law enforcement, or
a supervisor as soon as practical.
Employee Actions During Lockdown
During a lockdown, personal safety is the highest priority.
A. If Safe to Leave
Employees should immediately leave the area or building if they can do so safely.
Staff should move away from the threat area and avoid returning until an official all-
clear has been issued.
B. If Not Safe to Leave
If evacuation is not safe or not possible, employees shall shelter in place and follow
workplace violence and active shooter training.
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Employees should follow the Run, Hide, Fight model as appropriate:
• Run if escape is possible
• Hide if escape is not possible
• Fight only as a last resort
Employees should:
• Get out of the threat area if safe to do so
• Silence electronic devices when appropriate
• Lock or block doors if possible
• Remain quiet
• Stay in place until official direction is provided
C. Additional Direction for Frontline and Public-Facing Staff
Employees working in reception areas, counters, or lobby-facing positions shall
prioritize their own safety first during a lockdown or threat event. Frontline staff are
not expected to remain at their desk, continue serving the public, answer phones, or
delay protective action in order to notify others once a threat is identified. If it is safe
to do so, staff should direct any nearby visitors or members of the public to take
immediate protective action, then leave the area or shelter in place. Staff are not
responsible for staying behind to manage the public during an active threat.
Employee Recognition and Reporting
Employees shall promptly report emergencies, suspicious behavior, threats, violent acts,
or unsafe conditions to Public Safety, law enforcement, or a supervisor. If there is an
immediate threat to life or safety, employees should call 9-1-1 without delay.
Available communication methods may include:
• 9-1-1
• Telephone or mobile phone
• Text message
• Email/Teams
• Brivo system notification
• Direct supervisor communication
City of Palm Desert Operational Guidance
1. Brivo Pass users will receive an advisory in the event of a lockdown activation.
2. All doors at City Hall will be secured when activation is triggered from any of the
lockdown buttons.
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3. The Riverside County Sheriff’s Department will be notified, including the Sheriff’s
Business District Team and Sheriff’s Lieutenant as appropriate.
4. Employees who identify an immediate threat may initiate emergency reporting and
request or trigger a lockdown without first obtaining supervisor approval.
5. Employees are expected to avoid the area and leave if it is safe to do so.
6. If employees cannot safely leave, they shall shelter in place and follow Run, Hide,
Fight training.
7. Employees in lobby, reception, or other public-facing roles shall prioritize their own
safety and are not expected to remain behind to manage the public, answer
phones, or continue operations during a threat.
Brivo Pass Emergency Alerting
When a lockdown is initiated through the Brivo Pass system, all City Hall access-controlled
doors shall immediately secure in lockdown mode. Activation of the lockdown shall serve
as an emergency panic alert requiring immediate protective action and prompt notification
to the Riverside County Sheriff’s Department. A Brivo advisory shall be sent to authorized
system users, and staff receiving the alert shall avoid the affected area, take appropriate
protective action, and follow emergency direction based on the circumstances.
Law Enforcement Notification
Upon activation of a lockdown:
• 9-1-1 shall be called when there is an immediate threat or life safety concern.
• The Riverside County Sheriff’s Department shall be notified.
• The Sheriff’s Business District Team shall be notified, as appropriate.
• The assigned Sheriff’s Lieutenant shall be notified, as appropriate.
• Public Safety personnel shall coordinate with responding law enforcement.
Re-Entry Restriction
Once a lockdown has been activated, no employee, contractor, or visitor may re-enter a
locked or secured City Hall facility or affected area until an official all-clear has been
issued by the City Manager, Assistant City Manager, Public Safety, Human Resources
Director, or a designee assigned by any of the above. This restriction remains in place even
if an employee temporarily left the facility or was not inside the impacted area at the time
of activation.
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Authority to Issue the All-Clear
Only the following personnel are authorized to issue the official all-clear and authorize re-
entry into the building:
• City Manager
• Assistant City Manager
• Public Safety
• Human Resources Director
• A designee assigned by any of the above, if they are not on site.
Whenever practical, the all-clear should be made in coordination with the Riverside
County Sheriff’s Department or other responding law enforcement personnel.
All -Clear Procedure
Before issuing the all-clear, the authorized personnel shall confirm, to the extent practical,
that:
• The immediate threat has been resolved or is no longer present.
• Law enforcement has completed or released the affected area, when applicable.
• Re-entry will not place employees or visitors at additional risk.
• Building access systems can return to normal operation.
• Occupants may safely re-enter the facility.
Once conditions are confirmed safe, the all-clear may be communicated by one or more of
the following means:
• Brivo advisory or system notification
• Phone call or text message
• Email/Teams
• Supervisor notification
• Direct verbal communication
Shelter-In-Place Expectations
If employees are unable to safely evacuate, they shall shelter in place in the safest
available location and take reasonable protective action until further direction is provided.
Employees sheltering in place should:
• Remain out of view
• Stay behind locked or barricaded doors when possible
• Silence phones and devices
• Avoid opening doors for others unless directed by law enforcement or authorized
City personnel
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• Remain in place until the official all-clear is given
Information Technology Responsibilities
Information Technology personnel are responsible for managing and supporting the
technology systems for lockdown activation, emergency alerting, access control, and
related operations. Information Technology shall provide technical support for the Brivo
system and coordinate with appropriate City personnel to help ensure system functionality
before, during, and after an emergency event.
Information Technology responsibilities may include:
• Managing the Brivo system and related technical infrastructure
• Supporting user access, permissions, and system administration
• Assisting with emergency alerting and system functionality
• Coordinating with Facilities, Public Safety, City Manager, Assistant City Manager,
and other departments, as needed
• Supporting troubleshooting, maintenance, and system restoration
• Assisting with testing, training support, and future system enhancements related to
emergency operations
Supervisor Responsibilities
Supervisors are expected to support employee safety and emergency communication to
the extent feasible during and after a lockdown event. When it is safe to do so, supervisors
shall assist with accountability for employees under their direction and communicate
known staff statuses and locations to Executive Staff, Public Safety, or other designated
personnel. Supervisor responsibilities may include:
• Directing staff to take immediate protective action
• Initiating accountability for employees under their supervision when conditions
permit
• Reporting known employee statuses, locations, injuries, or missing persons through
available communication methods, including Teams, phone, text, or direct
communication, as appropriate to the circumstances
• Providing known information regarding visitors or contractors in their immediate
work area, when feasible
• Communicating known staff locations or concerns to Executive Staff, Public Safety,
Facilities, or law enforcement
• Reinforcing that employees may not re-enter until the all-clear is issued
Accountability During Lockdown Events
When conditions are safe and communication is available, supervisors shall initiate
accountability for employees under their direction and report known statuses to Executive
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Staff, Public Safety, or other designated personnel. Accountability may be conducted
through Teams, telephone, text message, email, or other available communication
methods based on the circumstances of the incident. When feasible, known information
regarding visitors or contractors in the supervisor’s immediate area should also be
reported. Supervisors shall not delay protective action or place themselves at risk in order
to complete accountability.
Facilities Responsibilities
Facilities personnel are responsible for operational support for the Brivo system and
building access controls during an emergency, as appropriate. Facilities personnel shall
coordinate with Information Technology before conducting any testing, maintenance,
repairs, or modifications involving fire alarms, doors, access controls, or related building
systems that could affect the Brivo system or emergency response functionality. Such
work shall not be performed independently when connected technology systems may be
impacted.
Facilities responsibilities may include:
• Confirming door security status
• Supporting restricted access and re-entry control
• Coordinating with City Manager, Assistant City Manager, Public Safety, and law
enforcement
• Assisting with system restoration after the all-clear
Public Safety Responsibilities
Public Safety personnel are responsible for coordinating the City’s emergency response
actions related to lockdown events, including communication, law enforcement
coordination, and re-entry control.
Public Safety responsibilities may include:
• Coordinating notifications
• Supporting incident assessment
• Serving as liaison with responding law enforcement
• Assisting with protective action guidance
• Participating in all-clear evaluation and communication
Training and Drills
The City shall provide training to employees regarding this procedure and related
emergency response expectations.
Training should include:
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• Recognition of lockdown notifications
• Evacuation versus shelter-in-place decision-making
• Brivo advisory awareness
• Re-entry restrictions
• All-clear authority
• Run, Hide, Fight principles
• Coordination with supervisors and emergency responders
The City should periodically conduct drills or exercises to familiarize employees with
lockdown procedures and identify any needed improvements.
Post-Incident Review
Following a lockdown event or drill, the City should review the response to determine
whether changes are needed to improve procedures, communications, training, or access
control operations.
The review may include:
• Timeline of events
• Effectiveness of alerts and notifications
• Employee response actions
• Coordination with law enforcement
• Brivo system performance
• Recommendations for improvement
Annual Review
This procedure shall be reviewed at least annually, or sooner if operational needs, staffing,
facility conditions, or security practices change.
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Appendix A: Building Diagrams and Evacuation Routes
1. North Wing Building A
2. Administrative Building B
3. Council Chambers Building C
4. West Wing Building D
5. East Wing Building E
6. City Hall Evacuation Map
7. Corporation Yard Map
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North Wing Building A
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Administrative Building B
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Council Chambers Building C
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West Wing Building D
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East Wing Building E
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City Hall Evacuation Map
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Corporation Yard Evacuation Map