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2013-09-25 Regular Meeting Kodiak Island Local Emergency Planning Committee(LE'. C) �� .. Emergency Services Organization (ESO) , °r Quarterly Meeting September 25,2013 1:30 p.m.in the KIB Assembly Chambers Welcome and Introductions Jack Maker welcomed everyone. Maker introduced Greg Gould who is with Risks and Rewards Management Group and he'll be speaking on the Emergency Operations Plan Revision. We'll have the kick-off to that at the end of Old Business. Attendance LEPC Members resent: Others Present Lt. Ray Ellis(Law Enforcement Alt.) Chastity Starrett(Kodiak island Convention R Sgt. Eric Olsen(Emergency Manager Civil Defense) Visitor's Bureau) Rome Kamai (Firefighting.) Bud Cassidy( [ ) Donald Pate(Hospital) Elsa DeHart(Public Health) Tom Trosvig(Transportation) Mary uilas-Hawver( ICC) Charles Davidson(Community Groups) Priscilla Dawson(Kodiak Public Health) Mike Dolph(Public at Large) Thomas Logan(BSU(BS Kodiak USCG) Star Pa ley(USCG Air Station Kodiak) Debra Marlar(City of Kodiak) Ann Ellingson(Kodiak Public Health) Martin Owen(City Harbormaster) Bob Tucker(K1 ) Paul Van Dyke(Kl ) Greg Gould(Risks and Rewards Management Group) Bob Pederson(KI ) Ronda Wallace(Kodiak Police et.) Recognition of Voting Members Maker asked the LEPC members to speak loud and state your name before you make a motion or comment. Approval of intes a. March 7.2013 Regular Meeting Charles Davidson MOVED to approve the minutes. VOICE N CARRIED UNANIMOUSL Approval of e a Bud Cassidy MOVED to approve the agenda. VOICE I ULY Public Comment There were none. Reports of Suh-Committees Maker spoke on behalf of Ann Ellingson(late)regarding the Point of Distribution Plan. It was reviewed by the committee and he seen some really good comments on it. Maker provided a copy of that plan to Greg Gould to be included with our Emergency Operations Plan Revision and we'll come up with more for that when Ellingson can attend a meeting. Old Business a. Nomination and Election of LEPC Vice-Chair(Jack Maker) There were no nominations. New Business a. Nomination and Election of LEPC Chair(Jack Maker) Maker stated he did some research and (here's a conflict between Borough Code and the LEPC Bylaws. The bylaws clearly state the City Manager is the LEPC Chair as where Borough Code refers to the City of Kodiak Fire Chief as the LEPC Chair. He will research more and we may have to revise our bylaws which will require a vote of the majority of membership. There were no nominations. h. Vacant LEPC Positions (Jack Maker) Maker updated the LEPC membership roster based on the most recent information that we had on file. He'll be checking current appointments and checking on applications to ensure everyone is up to date with the application process. The following seats are vacant: • High School Student Seat • Media Seat • 1 Community Group Seat • Facility Owner Operator Seat • First Aid Seat Maker stated we're required to advertise a minimum of 3 weeks these positions. Any interested parties can submit an application. LEPC will review and make a recommendation to the City Manager as to who they wish to fill those positions. If we do not get anyone to apply for a specific seat for more than ninety days then the LEPC continues on with that vacant seat and Maker has to notify the State Emergency Response Commission. Mike Dolph MOVED to advertise the vacant seats. VOICE V0 TE ON MO TION CA RRIED UNA NIMO USL Y Maker wanted to recognize Ann Ellingson and asked if she wanted to speak on the POD Plan under the good of the order. c. Moving future LEPC meeting dates to the beginning of each quarter(Jack Maker) Maker suggested we shift to the first Thursday of the first month of the quarter, make that our standard meeting date which gives 2 months to reschedule on that same Thursday if something come up. If we do that. the next tentative meeting will be the first Thursday in November which would be our 2"d quarter meeting. and the P quarter meeting would be on the first Thursday in January. We would then be in line for the rest of the quarters. Tom Trosvig MOVED to move the regularly scheduled LEPC/ES O meetings to the I" Thursday or the quarter. MOTION CARRIED BY UNANIMOUS VOICE VOTE d. November Incident Command System -3001400 training opportunity (Rome Kamai) Maker said most of those seats have been filled. It is something he'll get out on the LEPC list when those opportunities come open. Anyone interested in attending the future training there is a prerequisite of ICS 100. 200. 700, and 800. If you haven't' taken those courses they're available online and he'll send the links out for those courses. e. Tsunami evacuation mapping update(Maya Dcurio) Maya Daurio stated in your packet is a Draft Tsunami Evacuation Map of the Urban Area. She followed the (inaudible) standards in the National Tsunami Hazard Mitigation Program. Guidelines and Best Practices for Tsunami Evacuation Mapping Guidelines to come up with a draft for the urban area using tsunami inundation modeling from the Alaska Division of Geological and Geophysical Sciences. They were able to send her some GiS shape files to put into maps. She used only the maximum inundation line for the purpose of this map. She had help translating it into Tagalog and some into Spanish. She sent a version of the map to the Fire Chief, Police Chief, inaudible, the Coast Guard Base. and others within the borough to get initial feedback. Before moving on to creating Tsunami Evacuation Maps for Bells Flats and the Coast Guard Base she needs input from LEPC. She got a data request from NAA; they are working with the National Tsunami Hazard Mitigation Program and the University of Alaska to develop a digital elevation model in order to create their own model. Prior to that USGS contacted her requesting elevation data; in commemoration of the 1964 earthquake and tsunami they'll be creating their own tsunami evacuation map of the Kodiak Urban Area. She thinks they'll be doing more sophisticated route analysis in their map. She used the evacuation maps recommended by Joe Hart. who was former Fire Chief. She's looking for feedback in order to move forward in addition to creating maps for Bells Flats and Coast Guard Base. It was suggested that population densities in the different areas may let you know what kind of traffic flow you would get, Daurio replied she was specifically instructed not to do more sophisticated analysis at this time in order to just get a product out. Tom Trosvig asked how high of a wave is this based on. Daurio replied it's not a specific number of feet above shoreline, it's based on a scenario. Maker said he would email it out to everyone. f. KIB Hazard Mitigation Plan revision/rewrite project update(Jack Maker) Maker said this project has been going on since 2011 and although we're not in the home stretch, it's within sight. A purchase order was authorized for our new consultant to finish the project and it's going to require public input as well as LEPC input. Ken Geottel provided us with Chapters I , 14. He's currently working on revising the Village Annexes which will include the City of Kodiak and all of our villages. That process will also require input from the LEPC as well as the village communities. Meetings will be arranged for these. We'll also take advantage of these opportunities to address the EP rewrite that we'll be taking on with those communities for input. It will identify our vulnerabilities such as the dam in Larsen Bay. FEMA money could be obtained to retrofit those vulnerabilities to make them more resilient to disasters. Once any changes are made due to public and membership input. the plan will be presented to the Assembly before forwarding it to the Alaska Emergency Management and FEMA for review. Maker will get it out to the membership and the website and he'll provide an update at the next meeting g. Kodiak Area Emergency Operations Plan rev isionlrewrite project update and project consultant introduction/kick-off(Jack Maker and Risks and Rewards Management Group project team) Maker stated the borough received 5 responses to its request for proposals to revise and rewrite the Kodiak Area Emergency Operations Plan. They were evaluated by the City Manager, Bob Tucker (logistics Section Chief., and Maker (Planning Section Chief). Out of the review process there were 5 proposals. the proposal submitted by Risks and Rewards Management Group was scored the highest by all three evaluators. A contract was negotiated and the contract was approved by the Borough Assembly during their 5"" regular meeting. Greg Gould. from Risks and Rewards Management Group stated they are a small Alaska firm and have been doing emergency management in Alaska for about 25 years; at village level, borough level, and state level all throughout Alaska. Our team has worked in Kodiak for a long time. One of our planners was one of the original firefighters in Kodiak back in the 0's. From that time we've worked with various entities teaching classes and doing exercises. reviewing plans, and that sort ofthing. We're coming into the project pretty aware of Kodiak; we have to learn yet. Today is the first opportunity for us to bring it to the stakeholders, and the LEPC and membership represent the key stakeholders for this plan and have a vested interest. We have a short timeline for this project; it's a complicated document so we're consolidating the current document to bring it down to something useful, relevant, and operational for Kodiak. We have until March 315` to get this done and when we start it it's going to go quick and that's where the key stakeholder's come i ; we're going to look to you to provide input, guidance. edits. and comments about the different sections that we're going to be re-writing. All the different entities will have a particular focus whether it's public health, fire. law enforcement, support for Coast Guard. All of these components playa huge role in this plan. What we're asking for is quick reviews, edits, and inputs. We're creating a milestones calendar, lay the project out a little and Gould will be funneling that to Maker who will distribute to everyone on the list. We're looking at having a draft in the beginning of January, a very quick turn. That date was chosen because at the end of March is Alaska Shield; a large exercise that Kodiak is playing heavily in it. Its best practice when you exercise to a plan, that's what we're re-writing is that plan you want to exercise. Tying those two things together. the plan and the exercise are two separate projects but we are tying them together. Tile first milestone will be in the beginning of January, and once that happens the end product will be done in the end of March. In between we'll be talking via email things to review and discuss. Looking around the room who is missing. who's the key stakeholder in this plan or in ergency Services Aerations, Emergency Management on the island: Red Cross. Mass Care Shelter, Brother Frances Shelter, School District Representatives. Salvation Army. Mass Feeding, (inaudible), Village Representatives. Facilities/Equipment Owner Operator (vacant seat), private clinics and doctors representation, also the National Guard, Senior Center, elected officials, native corporations. canneries in the outlying areas which have safety officers, there's a fish processor's group for the canneries downtown, Public Works Water Treatment Operators. Kodiak Electric Association, Alaska Aerospace. airlines, Alaska Marine Highway, American Legion, Chamber of Commerce, and our larger contractors for the equipment. Tile Volume 4 of the document is the Resource Manual that's a list of who owns what, who's name and phone number so you can go to it and start calling folks. it's very valuable when it's accurate. As we go through the process other stakeholders will become self-evident who will be included. Rome Kamai stated as in Chapter 4 in the equipment list we don't have established contracts or agreements with these folks about pricing. We now have other contractors established now or others that don't exist anymore. Gould stated the style and format is a lot freer now than it was. There's guidance that's called the P101 which is the holy grail of community planning. It has lightened up so it's not as prescriptive and is followed with the State SERC and under the SERC is a sub-committee which is the all Hazards Planning Review Committee. They're a quasi-authority board that looks at it and makes recommendations and guidance, but they don't necessarily stamp it like the Hazards Mitigation Plan that is either approved or denied. The State Plan is a little looser so they do recommendations. There are certain things that will have to be there when we talk about resources; we'll have to talk about the Emergency Operations Center structure and management. There will be a discussion that the EC staff, the executive staff within the EOC we'll end up sitting down and talking about how that looks and updating the plan to reflect how command and general staff or how the EC structure should be. That could be part of the plan or a small annex. and a separate EOC manual. Something hard and fast requirement are items of procedure: when this happens you do this, and this person calls that person, and kind of flowcharts and the authorities around it. who's in charge. what's their statutory authority and how it flows. There are fundamental things we need to hit just for best practice but we need to make it operational at the same time. The stand-alone plans will probably get folded up as an annex. the big thing is we don't cross contaminate like with something prescriptive on the operational side that runs contrary to your POD Plan. we want to match everything up. Gould asked if anyone had any concerns or questions. Ann Ellingson stated in the Influenza Plan that talks about severity and actions in response to severity of the flu. We're going to have to talk about that as a community because it did not work out well for them in the H IN 1. Unknown said it was set up so at a certain level we were supposed to close the island off but with IN I we got to that level but it wasn't that severity so we didn't close the island off but it still says that in the plan. Gould said this is only the 151 meeting and the I" step so you will see traffic from this and Maker will keep you apprised to get feedback. review edits. and that sort ofthing. Maker said Gould and he will be working on a calendar with specific dates and the edits and feedback will be required to be supplied by specific dates to keep the project moving. Future Business for Discussion a. Alaska Shield 14 update (Rome a i) Maker stated he will go over the objectives they came up with: • It's going to be an earthquake/tsunami event, primarily earthquake. There's another one coming up that's going to be a repeat of the 64 tsunami but we won't be involved in it. • Emergency Operations Center ( C) Management : Evaluate the ability to activate, staff, and operate their EOC within 2 hours. There will be 2 four hour operational periods which will have a shift change. • Community Preparedness & Participation. Assess the local citizen's ability to prevent, protect, mitigate, prepare for. and respond to a tsunami event and that will be using the March 27, 2014 live tsunami test/stop, cover. hold drill opportunity. We need to provide public information on desired actions and evacuation routes and ensure all local sirens function properly during test. • Mass Care. Evaluate oia 's ability to activate mass care, including disaster feeding and shelter operations at an alternate site. It will be March 28 at the Middle School; 8 hour operation with students ass elterees. Bob Tucker and Steve Doerksen • Citizen Protection. Evalutate and/or shelter in place. Examine the capability to prepare for, communicate. and execute the safe and effective evacuation of the affected population for a dam breach scenario. It's during the March 2 'h OC standup. • Critical Resource Logistics and Distribution. Assess the ability to identify resource needs to support incident response and operations. Assess the capability to request water purification resources and set up a point of distribution site. • Medical Surge. Evaluate hospital's ability to manage a medical surge incident and request outside support. It will be on March 28 1h at P I C (self-contained venue) Neil Horn/Don Pate will have a 4 hour operation. • Hazardous Materials ( az at) Response. Evaluate fire department's ability to manage a HazMat incident to include decontamination and request outside assistance to mitigate the situation and perform additional decontamination. April I ,-,4 Hazmat Symposium/Kodiak. Jim ullica • Restoration of Lifelines. Assess the ability to identify. prioritize, and restore power generation to key critical facilities. The first 2 hours we'll have no communications. • Search and Rescue. Assess the capability to coordinate and conduct search and rescue response efforts utilizing available resources. Evaluate the capability to conduct search operations for the affected areas for victims and locating. accessing. medically stabilizing, and extricating victims. It will be on March 28"'at the Kodiak Fire Department from 9a -- 12 pm at the rubble pile. b. Fall 2013E ergecy Preparedness Conference (Jack Maker) Chief Kamai, Paul Van Dyke (Planning Section Situation Unit Leader in the EOC), and Maker will be attending that conference. Alaska Shield will be a topic of discussion of that conference and we'll be able to give an update at our November meeting with regards in the direction its going. He included in the packets the schedule for that conference. If there is anything important send him an email to let him know including dealing with pets in an emergency. c. Other items of interest for the good of the order(Open Reports) Maker said he spoke with Bill Morrow from the American Red Cross and Morrow is currently setting up partnerships in the community for sheltering. He did sound optimistic about re-manning our Red Cross Office in Kodiak. He*s going to be at the Emergency Preparedness Conference so Maker can bring that information back to LEPC. Maker stated Mike Dolph is in the Amateur Radio Emergency Service, it's a statewide network and they've been doing a lot of practice. Unknown person brought up vulnerable populations. We don't have a representative for that in the room. We also need to look at that in more depth in our plan. (inaudible). Public Comment Next Meeting a. November 7, 2013 b. Next Local Emergency Planning Committee Association (LEPCA)/State Emergency Response Commission (SERC) Meetings- October 11, 2013 in Anchorage c. Next Division of Homeland Security & Emergency Management (DHS&EM) Bi-annual Preparedness Conference October 8-12. 2013 in Anchorage Adjournment Mike Dolph MOVED to adjourn. Maker adjourned the meeting at 2.30 p.m. KODIAK ISLAND BOROUGH LOCAL EMER CY PLANNING COMMITTEE /r 1, By ............. ........... .............. .............. .............. .............. .............. .............. .............. ......................;0 ........... Rom'. e Karnai. Chair APPROVED: November 7, 2013