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2008-03-06 Regular Meeting LOCAL EMERGENCY PLANNING COMM TT ""' REGULAR MEETING MARCH 6, 200E AHNUTES , " 2,0111 I. CALL TO ORDER a 1 o �. 1 , WS n OFFICE The regular meeting of the LEPC was called to order at 1:30 p.m. by Duane Dvorak on March 6, 2008 in the Kodiak Island Borough Conference Room. II. ROLL CALL Members Present: Others Present: Linda Freed Duane Dvorak(staff support) TC Kamai Bud Cassidy Gayle Solesbee Marjorie DeGreef Darsha SpaIinger Margie Draskovich Bob Himes Ann Ellingson LCDR Deborah Darminio Rome Kamai Ruth-Anne O'Gorman Dale Rice Nick Szabo Tom Trosvig Bob Tucker Elsa DeHart Ron Fried III. APPROVAL OF AGENDA Bob Himes MOVED TO APPROVE the agenda as presented. The motion was seconded by TC Kamai and CARRIED by unanimous voice vote. IV. MINUTES OF PREVIOUS MEETING Marty Owen MOVED TO APPROVE the minutes of the December 6, 2007 regular meeting as presented. The motion was seconded by Bob Himes, and it CARRIED by unanimous voice vote. V. INTRODUCTIONS A) Elsa DeHart, a Public Health Nurse, introduced herself. Ron Fried, who is with the school district introduced himself VI. INFORMATIONAL ANNOUNCEMENTS A) Pre-Hazard Mitigation Plan Process-Updated Timeline for Completion Dvorak stated in 2004 Federal law changed to where Hazard Mitigation Grants through FEMA that were previously available on a competitive basis are now only available to communities that have adopted a Hazard Mitigation Plan. Since we started this we are one of the few government entities in Alaska eligible for funding. In addition, the half million dollar bond issue that was voted in by the Mamh 6,2008 LEPGESO Minutes Page 1 of 6 borough residents to look at the school facilities has poised us to get money for the middle school retrofit, the high school library, Peterson Elementary, the Ouzinkie school, etc. FEMA pays 75% of these grants and the community pays 25%. Now we are going through the process of getting the outlying communities eligible, and included in the Phase 2 effort is Ouzinkie, Old Harbor, Karluk IRA, and Larsen Bay. Because this grant is getting older, we have to close it in August so we are working feverishly to get the second phase completed. Getting the outlying communities to give us the critical infrastructure inventory and helping to set priorities has proven to be quite a challenge over the winter. We got word yesterday that we just received a 45 day extension and we'll have this completed by mid May. That was about a $45,000 planning grant which was the only grant we were eligible for until the completion of phase 1, and then we're eligible for all these school grants that we put in for. The ultimate goal is to have a multi- jurisdictional plan that will make the second class cities and the City of Kodiak eligible for their own projects for their own facilities. B) Pandemic Flu Planning Update — Review of proposed language for preparedness brochure. Discussion of translations to Tagalog and Spanish, Reprinting. Dvorak stated this information is in your packet. We already have the original brochure translated and all that remains is to have this last piece on Pandemic Influenza translated into those languages. We have everything translated as text but haven't been able to locate the camera ready format that contains the graphics, special fonts, etc. so we will be putting out an RFP to reformat that information and have it reprinted into the various languages. We expect to be doing this with our LEPC funds in the 4th quarter that begins April 1St. C) Update on the City/Borough RFP to review the condition of emergency warning sirens throughout the borough. TC Kamai stated less than a year ago the city applied for funding from the Department of Homeland Security and Emergency Management for a comprehensive study and evaluation of the siren alert warning system to tell us what condition our system is in and whether it needs to be replaced. Our consultant was in Kodiak in February to do the evaluation, and his conclusion is that our system is still in good shape although it is older technology but is still serviceable and functions as it should. He did make some recommendations on how to keep our system working properly as long as possible. Dvorak stated he doesn't know what is happening with our independent review. We've talked about sirens in Chiniak: there is currently one siren now, but we probably need 2 sirens to cover the whole area. There is also talk about a siren being placed in Pasagshak with the advent of cellular service the potential to hook up a phone activated siren running through the fiber optic cable running out to the Kodiak Launch Complex reflecting a microwave signal to the tower in Pasagshak. In addition, as part of our hazard mitigation planning process when we go to the villages we look to see if they have a siren and if it's in serviceable condition, particularly in the case of second class cities. Because they're their own government entity it may be their own responsibility to have sirens but if they're a March 6,2008 LEPCIESO Minutes Page 2 of 6 part of our system we need to know if there is something there to activate if we are going to be sending out signals. Ouzinkie and Karluk sirens are completely inoperable and beyond repair. D) Update on the Kodiak Area Pandemic Flu Emergency Response Plan Annex Dvorak stated this is in your packet and he only received feedback from Linda Freed. Last year we discussed developing our own annex. A number of other jurisdictional annexes from around the state were reviewed and we had a facilitation by the State Department of Health and Human Services, as well as assistance from DHSS to get the final product that we are distributing today. We need to add or amend into our Emergency Operations Plan,but Dvorak would like additional review by the most involved in the response. Linda Freed stated we should have another Pandemic Flu group meeting. E) Update on the Kodiak Area Emergency Preparedness Brochure revision Dvorak stated this was covered on item B and he reiterated the brochure reprint will be in the 4th quarter with LEPC funds. He also stated the brochure is on the city website in PDF form. Freed stated it should be looked at and updated because a lot of the information is outdated now. F) PKIMC Functional Statewide Table Top Exercise Marjorie DeGreef stated on 28t4 the hospital participated in a functional exercise as a part of a statewide exercise. It went well, and was a replication of the 1964 earthquake but the scenario didn't include a tsunami. About 40 people participated. It was very well received. She feels it could be modified to fit any agency. G) Follow on discussion of PKIMC Exercise Report for October I I" and 12th — simulated relocation of the hospital to alternate location DeGreef stated they did an evacuation exercise back in October. The alternate hospital site is Main Elementary. When they evacuated they found several issues with the building. With Main Elementary being 2 stories we would have to use the elevator which isn't big enough to get a hospital bed in. Another issue is the source of power that's there. The generator is fine, but when they started looking at the electrical they noticed the only available outlets are in the auditorium area and a few in the kitchen for electricity, heat, a refrigerator and freezer. There aren't any outlets on emergency power to the rooms so there wouldn't be an electrical source for any of their equipment. Stan, Woody, Rob, and DeGreef met on Tuesday, and they're all in agreement that the work that needs to be done to get the power they need at Main probably should not be done. Their suggestion was to look at East Elementary instead of Main. It goes back to an emergency generator and East doesn't have an outlet to hook up an emergency generator. The advantage with East Elementary is that it is one floor, it would be easier getting patients in and out, and all the exits are handicap accessible. March 6,2008 LEPUESO Minutes Page 3 of 6 H) Need for backup generator at the Kodiak State Airport Tower Dvorak stated Bill King couldn't be here today. This came up back in January and Dvorak has been waiting for a letter from Mr. King outlining the issues raised. The control tower at the State Airport doesn't have any backup power at the moment. There was a generator at one time but it hasn't been in service for several years. The tower doesn't operate 2417; it closes every night at 8:40 p.m. They get coverage from the Kenai Automated Flight Service Station and the Anchorage Air Route Traffic Control Center when the tower is closed. Having backup power isn't an FAA requirement, and they feel it wouldn't make a difference other than keeping the climate control systems working. They do have backup radios they can use if the power goes off during their shift. If the power outage is longer than their backup battery power is rated for these other automated flight service stations coverage's would kick in automatically. If the community wished to have the tower provided with backup power they would be willing to consider it, but someone would have to sponsor it. Dvorak stated we can carry this over to the next quarterly meeting and schedule Mr. King in. Gayle Solesbee brought this up with the concern that it might inhibit medical supplies in the event of an emergency. Gayle Solesbee stated in the event of a power outage her concern was of the communications. Solesbee's husband is the controller at the airport, and when the power goes out the controller's use a backup radio. They found the radios weren't broadcasting when they had planes in the air. They requested the FAA look at this issue, and when the FAA repair person was in Kenai Flight Station he noticed there was a problem with some of the transmissions coming from Kodiak. When he came to Kodiak he found it was probably an AC/DC power issue with the tower on Pillar Mountain. If the power goes out while they're transmitting on the radio with a plane they Iose all communications. They have spoken of bringing in a stronger battery pack. 1) KIB School District telephone notification system Ron Fried stated the high school (inaudible) has a telephone notification system to notify the public on snow days, etc. It had been discussed what they can do as far as the borough wide system. They can piggyback on something like they have but they would have to buy a bank of calls that's about 7 cents a call. (inaudible). Dvorak stated if he has a one page description of capabilities and cost summary he will distribute it next quarter. J) Open to the floor Dvorak stated we've had some membership attendance issues. We have members who have just moved on or no longer fit the category they're occupying. The LEPC positions have categories associated with them. We need to get applications and get them to SERC to get the applicants confirmed. We get the LEPC grant each year that is a performance based grant; some of the money goes to advertising, some to support these meetings, and some for special projects. Part of our performance requirement is having our members come to the meetings and it March 6,2008 LEPCIESO Minutes Page 4 or 6 being documented. We're getting good participation but we're not able to document it for the LEPC. It's only Iogical that we try to draw from our ESO group so we can show performance. We're going to talk to some folks to see if they're still interested, and if we don't get a response then we'll advertise in the newspaper and do public service announcements. VII. REPORT ON LEPCA AND SERC MEETINGS A) Bob Himes stated the first morning they went to the roles and responsibilities training including some finance training, and it was excellent training for finance matters. Himes encouraged everyone to go to the State website to look at the LEPC minutes. They did ask if our funds were going to be spent by the end of the fiscal year, and if not any unspent funds will need to be returned. We went over the public safety interoperable communications grant that just came out and we're getting ready to start on that. They will be offering administrative training in May. We had a presentation from the Weather Service about warning and coordination meteorologists and what they do. NOAA has an all hazards radio amber alert system in the event of terrorist attacks, natural disasters, amber alerts, and presidential alerts. The National Weather Service gave a presentation. It was highly recommended that everyone sign up for flood insurance if you don't already have it. They also went through ISC 700 training and then on to the SERC meeting. There was a presentation from Ketchikan about their ammonia training project. VIII. REPORT ON TRAINING OPPORTUNITIES A) Linda Freed said the State is putting together a program to bring Southwest Alaska communities together in Anchorage. The focus is to look at the schools and educational institutions, evacuation, cheaters in schools, and look at that in the context of a larger community. They have asked Linda Freed to chair the program. They want people from the hospital, school district, college, borough and city staff, and they're particularly interested in having people from Kodiak involved. Linda Freed stated Bob Himes had mentioned earlier that the State is going to offer training next May for people on the road system. They wanted Kodiak people to come over there for training but I suggested they bring the trainers to Kodiak so we can get more people in training. It's kind of the administrative training that goes along with the documentation for disaster and making sure we do things the way it's supposed to be done. IX. PRESENTATION A) None X. COMMUNICATIONS A) Next LEPCA/SERC Meetings: May 14 & 15, 2008 B) NOAA/National Weather Service- list of websites for weather, tsunami and other related information March 6,2008 LEPUESO Minutes Fags 5 of 6 C) Handout: Printout of PowerPoint presentation discussing the roles and responsibilities of state, local, tribal governments, and certain private non-profit organizations in disaster response and recovery efforts Bob Tucker stated Main Elementary has a lot of issues for hospital use. We looked at East Elementary even though it's Iacking a generator, and the building itself outlays far better than Main does. East has multiples accesses, multiple areas to block off, and double doors. It just doesn't have a generator or a plug for the generator, and we have these 150 KW's left from the hospital. Why not find some funds to put one at East. It's the right size to run the whole building. The school would benefit from having backup power, and the hospital would benefit from having a better building for use. We just don't know what's in the Boroughs' planning booklet that calls that out as a general evacuation site, and it would need to be changed. East is so close to the hospital that hospital beds could be wheeled to East. He thinks it will fit for a Pre Hazard Mitigation Grant and feels they could get it approved and on the project list. Tucker stated he checked the building to make sure it would fit before coming to you. It met all the criteria that the others lacked. He can't think of another school that is better than that one. Ron Fried stated (inaudible) satellite phones in all village schools. (inaudible). XI. ADJOURNMENT Bob Himes MOVED TO ADJOURN the meeting. Darsha Spalinger SECONDED the motion. The meeting adjourned at 2:35 p.m. The next ESOILEPC meeting is scheduled for June 5, 2008 LOCAL EMERGENCY PLANNING COMMITTEE da Fred, Chair DATE APPROVED: June 12, 2008 March 6,2008 LEPUESO Minutes Page 6 of 6