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2014-01-30 Regular Meeting 7. Kodiak Island Local Emergency Planning Com itt Quarterly Meeting Minutes u�� ���RC �i��. �� � C I ° o- . -�mm.... m ........ January 30,2014 1:30 p.m. in the KIB Assembly Chambers Welcome and Introductions Jack Maker welcomed everyone. Maker recognized Marie] Fonteyn with DHS&EM and Greg Gould with Risks and Rewards Group. Attendance LEPC Members Present Others Present Tom Trosvig-Transportation Neil Hom-KIB Stacy Studebaker-Local Environmental Kathrynn Hollis-Buchanan-American Red Cross Richard Courtney-National Weather Service Marin Owen-City Harbormaster Ann Ellingson-Community Health Paul Van Dyke-K113 CTN Wolozinski-Air Station Kodiak (alt.) Lon White-City Harbor Jim Mullican-Firefighting(alt„) Aimee Fish-NOAA NWS SGT Eric Olsen-Emerg, Manager/Civil Defense Scott Lindsey-NOAA NWS Charles Davidson-Community Groups Cameron Betts-NOAA NWS CMDR Thomas Logan-USCG MSD Jack Maker-KIB Mariel Fonteyn-DHS&EM Recognition of Voting Members Maker recognized the voting members. Approval of Minutes Stacy Studebaker MOVED to approve the November 27, 2013 Quarterly minutes. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY Approval of Agenda Jim Mullican MOVED to approve the January 30, 2014 agenda VOICE VOTE ON MOTION CARRIED UNANIMOUSLY Public Comment None Reports of Sub-Committees None Old Business a. Vacant LEPC Positions Maker stated the vacant LEPC positions are Student, Public at Large, Facilities Owner/Operator, Community Group, First Aid, and Media seats. Tracy Gadder, a high school student is interested and 1130/2014 Pap 1 oll LEPC Minutes will hopefully be at the next meeting. Maker will contact the local newspaper and radio stations to try to fill the media seat, and he'll run ads for the remaining vacant seats. Kathrynn Hollis-Buchanan expressed interest in the First Aid seat. Jim Mullican MOVED to elect Kathrynn Hollis-Buchanan to the vacant first Aid seat. VOICE VOTE ON MOTION CARRIED UNANIMOUSL Y b. Alternate Members Maker included an application in the packet and will email applications to the current LEPC members to ask they fill it out and return to him and to try to come up with some alternate members to get everything up to date. We will be on a regular cycle in regards to resubmitting applications. His goal is to have an alternate for each position. c. Elected Official Member Maker stated Mayor Branson is interested in the elected official member position along with Mayor Friend so he's going to assign them to the elected official members. The meeting schedule may need to be adjusted due to Mayor Branson and the City Manager have regular Thursday afternoon meetings. This will be an item on the next meeting agenda. d. Status of Applications Covered in the previous agenda items. Maker hopes to get all the applications turned in before the Alaska Preparedness Conference in April and to the SERC at that time. e. Incident Command System {ICS}Training Maker sent out the links to the ICS 100,200, 700, and 800. These are good general knowledge of what the Incident Command System is all about. He will post them on the LEPC page on the Borough's website for access and our villages can access those links to take the training. Once these courses are completed you'll be eligible for the more advanced courses. f. KIB Hazard Mitigation Plan Revision Project Update Maker stated Draft Chapters 1-14 are available on the borough website's LEPC page at www.kodiakak.us. Everyone was encouraged to look at them and provide input. The village annexes will be completed soon and public meetings arranged with each village for their input. Everyone will get to review the final version before it's put through for final approval. New Business a. Alaska Shield 2014 Planning Conference Brief Maker said Chair Kamai was out sick but he can write a bulleted brief that can be emailed to everyone. Alaska Shield will be an earthquake/tsunami event patterned after the 64' quake. We'll be without communications and will be doing transmitting over ham radios. There will be a shift change; the first 4 hours operational period will primarily be dealing with the initial response and the 2"d period will probably be the same way and maybe getting into the actual planning portion. It has garnered Federal attention. The National Guard people to assist; we're going to ramp up our EOC, and ramp up the shelter in the middle school setting up cots. We're providing some high school students with scripts who will act as survivors being sheltered It wiil be as realistic as possible. Kathrynn Hollis-Buchanan, Red Cross, stated we had a training in November with several of the school district people on the operations of a shelter management and registration process. We have a 1 P30f2G 14 Page 2 of 8 LEPC Minutes lot of people ready. The Red Cross will be handling the registration. We set up the Red Cross shelter but you are controlling it. Tom Trosvig stated he's also on the Western Alaska Security Council out of Anchorage. They have quarterly phone conferences and they're also participation. What is going to develop part way through this exercise will be civil unrest due to unavailability to an interruption in the transportation services so they are increasing the MARSEC levels; we will be going to MARSEC 2 which will be a big increase in security. They will participate down in the port. Trosvig will spread the word so more waterfront facilities can participate. Maker stated pet sheltering will be on the next agenda for discussion. We need to work on partnerships with SPCA, the 2 legal kennels,and perhaps something with the fairgrounds. Jim MulIican, City Deputy Fire Chief and HAZMAT coordinator for the local Level A HAZMAT Team, stated every year for Alaska Shield we try to have a HAZMAT component for the statewide system. We're one of the teams spread out through the state for response. The HAZMAT Symposium will be in Kodiak this time so everyone is flying in to Kodiak. Because of the intricacies of Alaska Shield for all the communities, we're not going to overlap with Alaska Shield itself. We'll go the week after. We'll have 2 full days of training at the Convention Center on the April Ist and 2"d and on the Yd will be drill scenarios where we do full level A suit ups and entries into multiple drill scenarios down around Oscar's Dock, Alaska Fresh, and Trident Seafood's. Ketchikan,Juneau, Anchorage Fire Department, Fairbanks North Star Borough will be here plus members from the DEC. Valdez and Matsu may or may not be here. We'll have the 103rd CST Team, 101 CST Team from Utah, EPA, and more Federal agencies. We're expecting at least 100 people or more for this. They're also looking at bringing in 10 UN diplomats or representatives, some high level generals, political officials and their entourage. Local cannery folks are invited to the anhydrous ammonia training and drill scenarios He's trying to get a vessel to participate so we can do an entry into a cannery and one into a vessel. The other two scenarios will be some form of HAZMAT response. Neil Horn stated PKIMC will be doing the mass casualty drill on March 31 51. EMS will be supporting this and Rome Kamai will provide an ambulance. They'll be taking up to 35 patients with medical staff onto a C 130 provided by Air Station Kodiak to JBER for processing and then flown back. Don Pate has more details. Maker stated this is the biggest Alaska Shield Exercise ever. It offers us a chance to manage a major incident but also to be evaluated on it. b. Heavy Rain/Landslide Event Brief Maker stated on January 17th some of us were called early morning to stand up the EOC for the 3.5+ inches of rain received. We had about 12 different areas where there were issues; everything from landslides to flooding. The EOC was stood up about 7 a.m. and then about 5 p.m. it went to standby mode with a reduced IAP because Public Works, Fire Department, and all responders did a fantastic job. At that point it was handled at a department level. We remained on standby through the weekend and met briefly Monday morning to demobilize the Operations Center. This was the first time the EOC was ramped up for an actual event. We used the Communications Trailer and we made our reports to the State Emergency Operations Center. Maker will be gathering all those documents and will be scanning and organizing them for both the Borough and City files. He'll also send copies out to the LEPC to veiw. It was well managed. Jim Mullican stated from the educational side it was great to see the EOC stood up and see it run very well.The training paid off, the positions were filled, and the jab got done. From Mullican's perspective he was boots on the ground and most of the citizens of Kodiak did not see how close some of these 1130 014 Page 3 of 8 LEPC Mimics. slides were. By 7 a.m. City Public Works had removed 5 dump truck loads worth of material from the intersection at the stoplight that had come down the hill on Alder Lane. Multiple houses were impacted by landslides that came down behind the houses. Fortunately, the rain slowed and then came to a stop in that 24 hour period which allowed the drainage to catch up. Overall,things went good on the ground and there was good communications with the EOC out to the people in the Feld. There wasn't much slide in the actual slide zone in the dip. It was everywhere else. Kathrynn Hollis-Buchanan stated there was one family that was displaced from their home. She was at their house at 10 a.m. and by noon they were put in the hotel for 4 days. They are now at the Salvation Army for a month while there home is repaired. Maker stated there was 1 injury; Trooper Olsen was hit by a car that kept going that resulted with minimal injury. c. FY 2014 DHS&EM LEPC Grant Update Maker stated LEPC received a FY 2014 grant in the amount of$12,143. All monies spent are the previously reported expenditures from the 151 quarter. Those are staff man hours in managing the grant, doing agendas, and dealing with LEPC issues that goes towards reimbursing the borough for those personnel hours. This last quarter we did have a $4,106 expenditure that was primarily staff man hours because 2 staff personnel attended our Emergency Preparedness Conference. The State paid for our travel and per diem but the man hours are reimbursed by the grant funds. That leaves us with a balance of$7,158 that can be used for outreach, advertising, and leading into a later agenda item the possibility of using those funds as outreach to pay for the ferry ticket to get the Alaska Earthquake Simulator to Kodiak. If the student position is filled we could also fund some preparedness bulletin boards in each of our schools. Included in the quarterly reports are the minutes, statements regarding our achievements,and what we've done as a Local Emergency Planning Committee. d. Update of Kodiak Area Emergency Preparedness Guides Maker said at the last meeting we approved spending funds to make 500 copies of the guide in their current state. He's received 1 quote from Print Masters and is waiting for 2 more quotes from Anchorage that will include shipping. Once he gets the lowest bidder the 500 copies will be made. There was an interest to update the guide so Maker will email the document to the LEPC email list for input. Stacy Studebaker had mentioned to include tsunami debris as a possible hazard for the guide. Sargent Olsen recommended a change to the cover when it is updated so it will be clear that it's been updated. Maker said he attended the Rural Leadership Forum and gave a presentation on Emergency Management, EOP and Hazardous Mitigation Plan Update Projects, andEmergency Preparedness Guide. He will make sure the guide goes out to the villages and tribes so they can modify it to meet their needs. He will also send the Mayors and tribes the LEPC minutes so they will know what we are doing and what is going on. e. Preparedness Booth at Crab Festival 2014 Maker said we'd like to set up a booth and have a tent and have the Alaska Earthquake Simulator. Since it would be the only ride it would be extremely busy.The booth space would be about$600 for the whole weekend and if we can use the LEPC outreach funds to pay for the ferry ticket to get the earthquake cabin it will run about$1326 round trip. Maybe we could put together a nice preparedness kit that someone can put in their garage and feel secure with. Maker would like to see our local LEPC use up to and not to exceed $2300 of our remaining LEPC outreach funds for the preparedness booth. He'd like to involve the Fire Department, DEC, EPA, and DHS&EM. Perhaps the Fire Department 1130f2014 Page 4 of 9 LEPC Minutes maybe would do a simulated extraction with the Jaws of Life from a crashed car and DEC could talk about oil tank issues. It's a great opportunity to turn it into a preparedness theme and would take a lot of work from the committee to get it going and maybe we could form a sub-committee for this. Tom Trosvig MOVED to persue the Crab Fest booth utilizing LEPC funds not to exceed $2300. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY E Update on Log Storage Yard Issues Neil Horn, Borough Enforcement Officer, gave an update of the safety issues at the log storage yard at Sargent Creek and at LASH dock stating Maker, 1, and the Fire Marshall have done investigations and will be having meetings with the lessee's, property owner's, and legal counsel. The weather hasn't been cooperating in tenns of getting all the parties in town together. We've sent out notices and we're continuing to work with the property owner and lessee's. The Sargent Creek yard is currently empty of logs. He met with one of the A-1 manager's this morning to lay some lines of what can be done from a zoning perspective. Posts are being driven into the ground right now 25' back from the property line which will delineate where logs can be stored. In the next 2 weeks we're hoping to have the formal fire inspection of the yard. In the Fire Marshall's report will be what can be done in terms of height, storage, access for fire vehicles, etc. Once that's complete we'll move on to the LASH dock which will be around the first week in February. We intend to do the same with the LASH dock following up with a zoning perspective and a Fire Marshall perspective. We are moving forward on this. g. National Oceanic and Atmospheric Administration Brief Amy Fish,NOAA, stated they have questions for the committee to try to figure out how they can be of better assistance to the community. A member asked how far ahead of the landslide event did they realize there were going to be problems. Jack Maker stated it was the day before at the end of the day that he was emailed and he made the assumption that everyone else was contacted also but they weren't. Scott Lindsey stated that of their concerns is that Rich Walker is retiring and they want to make sure they keep this dialog going. He has a lot of experience and has done a lot of outreach. Fish brought up the Atlanta snow storm and the mess it created and there's been dialog whether the forecast was right, if the forecast was right was it useful if it didn't prompt proper decision making. This is the type of dialog we need to have, nationwide and across the state. We're scientists and recognize that one thing we need to do better is communicate, trying to figure out the best way to communicate so the message is heard but yet we aren't raising the flag so often that it becomes a tone that you turn off. We are trying to figure out the best way to communicate with you especially when it's a situation we feel could become a problem and also figuring out when those moments are, when do problems occur, when does weather cause problems for you. Scott Fish stated most everyone in Kodiak is weather savvy, you know the kinds of things to watch for and are aware of problems that can occur more so than most people and there's a whole weather enterprise that gets that information out;the weather channel, internet, local newspaper. We work together with the media outlets to try to make sure the message gets out. That's our biggest concern is that people understand what to expect and what our confidence is. That's another thing we're trying to emphasize more, how much confidence do we have in this forecast, if we say there's going to be 3 ry-n 5 inches of rain in Kodiak that's one thing but if we say 5 days ahead of time we know this is going to be a bad event with a lot of rain, it's going to come in a hurry, it's going to be February so the mountain slopes may not hold very well. That's a whole different story and we're trying to figure out how to best 11.30120114 Page 5 or 8 LEPC Minutes communicate those things. Maker said the weather reports we received were very accurate. Scott Lindsey asked how do get you get your information? Maker said email and one of the best tools we found during our EOC Operations was Nixel which is basically an online subscription service. You could go through Police Dispatch to let inform them of the emergency and they will put out a message which we used repeatedly throughout the event to steer people away from problem areas that proved to be a very valuable tool during that event. Another suggestion is to get the right people on the email list. Jim Mullican said single point events is like wild land fires or hazmat events where he needs to know upcoming right down to what the winds and temperatures and doing at different levels based off ofthe chemical being released and typically we look up and say it's cold and rainy but where would he go for contact for that kind of information because in the field he doesn't have the internet and he's lucky to have a cell phone or radio. It was recommended that as you drive around take a look on rooftops of people's houses for the wind anemometers; Craig Eckerd who is the OIC and Red Hook Construction by Bayside have them. You could probably collect some of that information by calling those people in a situation then you'd have temperature and such. There are dozens around town. That could be factored into the modeling for the dispersion. Rich Walker stated for a serious event the Anchorage Forecast Office would send a meteorologist to Kodiak with a laptop and sit in the EOC and if it was going to be an extended hazardous event you'd want to know the wind direction at all times. They can do spot forecasts where you call in to tell them what is going on and you really need to know what is happening. Amy Fish said she will get the Anchorage Forecast Office Emergencies phone number to the LEPC that is available 2417. Where we need to engage with ongoing dialog in the community is because the threshold is going to be different with each community and will be dependent upon antecedent conditions. For example, a rain event such as what you just experienced in February is going to be quite different in July. For example, the windstorm that knocked out all the power in Anchorage that would have been a very different scenario with the exact same wind, speed, direction, and etcetera had it happened when we had frozen ground and no leaves on trees it would not have caused the damage. Those are some of the things that we always need to engage in dialog from and also know what thresholds are important for you. For example, we know that 2. whatever inches of snow will cause all kinds of havoc in Georgia but doesn't cause that kind of trouble in most locations in Alaska but if that 2. whatever inches fell in a very short period of time when you're trying to get school buses out maybe that does create an impact. Again, that would be different depending on the community, what your buses capabilities are, and so on. These are some of the questions we are trying to hopefully get from various communities. Amy Fish stated that Rome Kamai had asked her to speak with the committee about the Gray Alaska Shake Out which is in partnership with the National Weather Service, the State Department of Homeland Security& Emergency Management, the Alaska Seismic Hazards Commission, and will be held at 1:36 p.m. on March 27'h which is the date of the commemoration of the 50'h anniversary of the Great Alaska Earthquake. Typically, the shake out is held in October but because of the anniversary they'd like to get as many folks to participate as possible. They are trying to encourage as much participation in the community as possible whether it be schools, organizations,or KIB building and its employees. There's a website www.shakeout.ore/alaska with varying levels of participation for interested parties. 1/3012014 Pa�,c 6 nf 8 LEPC Minutes Neil Horn asked if she had any modeling that we can access directly for gross prediction of ground downward hazard. if we can't get a hold you in the event of an emergency that we can directly access a form of modeling for Hazmat hazards. Amy Fish wasn't sure but her understanding is there is, there are varying different levels of access that we call High-Split which is essentially a trajectory model of varying levels of the atmosphere. We will provide that link to you. h. Kodiak Area Emergency Operations Plan Revision Project Update Greg Gould stated we're in the middle of a pretty comprehensive update. The original plan was very detailed and not very useable. First the base plan was modified which consisted of all the administrative policies and directives, and we now have a clean, trimmed version which is the version that Maker sent out to you. The second document was the EOC Manual, if it's to be actionable we had to tease the EOC stuff out of the big plan and make it its own separate document so you can turn to your page and see exactly what you are responsible for. He asked that as the committee review these documents he needs you to do two things; one,tell him what's missing from the perspective of where you sit in Emergency Management in Kodiak, the second thing, if you are reviewing it don't worry about editing or formatting. During Alaska Shield you can test your plan so we're trying to get this done in time for that. For the last piece of the plan we have morphed it down and created a single operations document that looks at the spectrum of a disaster from the moment the plan is activated all the way to recovery checklists and all the steps in between. This is the meat of the plan and will be going out to you shortly. Review it for what's missing. After that review round is done we'll work on resources. With Alaska Shield being at the end of March this needs to be stabilized no later than the end of February. Maker stated he will send it out for review and get it on the website once he receives it. Future Business for Discussion a. Other items of interest for the good of the order Paul Van Dyke stated there is a Tsunami Work Shop in February. Maker said he will get all that information together and send out to the LEPC email list. Mariel Fonteyn, DHS&EM, stated she's the State LEPC Coordinator and your point of contact with the State if there's anything you want done, changed, or needed information. She started a newsletter and requested input. Her goal is that it be a quarterly newsletter in detail telling about what the LEPC's are doing so it's information sharing for all LEPC's highlighting any member who does something really great for the LEPC, for the community, or if there's any new outreach ideas. Much feedback is from bi-annual conferences from LEPC's is their favorite part is when everyone tells what their LEPC is doing. She wants to make that more open and feel free to give her input. She also shared the Small Community Emergency Response Plan that's for communities of 2000 or Iess. It is an action guide, not an EOP. It's a flip chart that can be pulled of the wall and can be modified to fit each community with checklists, a map of the community showing evacuation routes, where the shelter is, contact information, etcetera. . It's easy to update the info. They provide seven to the community, one to the borough, and keep one at the SCOC so everyone knows what's happening. Once completed it goes to the SERC All Hazards Review Committee for review. Public Comment None 1130r2014 Page 7 of 8 LEPC Minutes Next Meeting a. April 3,2014—LEPC/ESO b. Next LEPCA/SERC Meetings—April 18,2014 in Anchorage c. Next Division of Homeland Security & Emergency Management(DHS&EM) Bi-annual Preparedness Conference—April 15-18,2014 in Anchorage Maker went over the meeting schedule. Adjournment Anne Ellingson MOVED to adjourn. Maker adjourned the meeting at 3:16 p.m. KODIAK ISLAND BOROUGH LOCAL EMERGENCY PLANNING COMMITTEE " r �RomemFKamai, Chair APPROVED: April 3, 2014 1/30;7,014 Page a of g LEPC Minutes