2008-12-04 Regular Meeting RECEIVED
LOCAL EMERGENCY PLANNING COMMITTEE M A'1' 6 2015
QUARTERLY MEETING DECEMBER 4, 2008
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CALL TO ORDER
Duane Dvorak called to order the December 4,2008 LEPC Quarterly Meeting at 1:36 p.m. in the
Kodiak Island Borough Assembly Chambers.
ROLL CALL
Present:
Stephen Allbee(USCG ISC) Dale Gardner(ADEC)
LCDR Deborah Darminio(LEPC) Marjorie DeGreef(LEPC-Hospital)
Stacy Studebaker(LEPC/Local Environmental) Terry Stone(KANA)
Rome Kamai(LEPC/Firefighting) Margie Draskovich
Linda Freed(ESC &LEPC/Disaster) Sally Magnuson
Dale Rice(Womens Bay FDIWomens Bay) Ann Ellingson
Marie Rice(Womens Bay FD/Womens Bay) Bud Cassidy(KIB)
Dr. Steve Smith(Providence/KIMC) Lon White(City Harbor)
Nick Szabo(Kodiak Island Search&Rescue) Jerome Selby, Mayor(LEPC/ESC)
Tom Trosvig(LEPC/Transportation) Rick Kniazawski(Horizon Lines)
Bob Tucker(KIB Engineering&Facilities) Scott Williams(KIB School District)
Captain Mark Carmel(USCG ISC/ESC) Duane Dvorak(KIB)
CDR Tony Stobbe(USCG ISC Kodiak) Sheila Smith (KIB Secretary)
APPROVAL OF THE AGENDA
Terry Stone MOVED TO APPROVE the agenda as presented.
Voice vote on motion CARRIED unanimously.
MINUTES OF PREVIOUS MEETINGS
Jerome Selby MOVED TO APPROVE the minutes as submitted.
Voice vote on motion CARRIED unanimously.
INTRODUCTIONS
Michelle Tiner— ER Manager, Providence Hospital and at some point after the first of the year
she will be taking over emergency planning for the hospital.
Commander Stobbe—USCG Facility Engineer
Dale Gardner—ADEC. He stated the State has been divided up after the Exxon Valdez for State
planning for oil/Hazmat response into 10 regions. One region is Kodiak but we call it sub-area
because for Federal use they use the term as region to refer to all of Alaska for planning
purposes. Kodiak's Sub-area Plan is coming up for a total change which would be change I to it.
We are trying to update everything in it and include new information and take out the old. We
will have a review draft out in the next couple of months and then we'll discuss it. Input that you
may be able to provide on this Hazmat section that's in your packet that's in your plan as well as
the Risk Assessment that was done the last time the plan was initially published in 1998.
Dvorak asked if there was any mention in the last teleconference we had on this about possibly
coming back to a subsequent meeting once it was out for review.
Gardner stated we're hoping to come back at the March meeting to take any final comments and
hold a public meeting at that time.
Dvorak said he wanted to get that out now since we have a good group here today and let people
know now and we will be advertising it.
INFORMATIONAL ITEMS
a) Pandemic Influenza Annex to the Kodiak Area EOP—update(Linda Freed)
Linda Freed stated she emailed the draft to everyone asking them to share the email with
everyone else. She did ask that any comments be sent to her no later than December 26`" in
writing. For anyone here if you get comments to me by next week they will be incorporated as
well. So far she hasn't received any comments on the draft. The intent is to take it to the
Emergency Services Council so she will be putting together a meeting of those 7 individuals in
January who are the adopting authority including the annex in the Emergency Operations Plan.
She will be looking to them to get a date in late January and to get it adopted. If there are no
changes we will adopt the plan as it was sent out to everyone.
Dvorak said he received a call from the Division of Homeland Security & Emergency
Management apparently the annex is being routed there and we may get some comments from
them, and they had questions. There was mention on KMXT and an article in the newspaper as
well.
b) Pandemic Influenza Table Top Exercise(Duane Dvorak)
Dvorak said this is kind of related to the annex. This table top exercise was mostly done at the
State level by the Division of Health & Social Services to test some of their plans, and to
exercise some of their plans we engaged in that exercise although our involvement wasn't really
their primary objective and their write up was for official use only so we really can't release that
to the public. We took our annex, the one that's out for draft review right now, and started
making calls to talk to people about the kinds of actions. The premise was moving to a level 4
posture and the kinds of things we would do in terms of public relations, implementing social
distancing, coordinating with other agencies, and educating the public as far as infection control
procedures. It was beneficial for us to go through there. It was interesting to find out who we
could and couldn't reach and we learned some lessons from that. Dvorak thinks we may have
some comments on that before the final adoption.
c) KIB All-Hazard Mitigation Plan—update (Duane Dvorak)
Dvorak stated we have been working on this for several years. We had a phase 1 plan that was
adopted in 2005 and we're currently working on all the village annexes within the Borough and
the City of Kodiak which is what is going to make our plan a multi jurisdictional plan which is
what we are required to produce as a product of the grant that we received. We have received
FEMA approval for our annexes, and all that remains is adopting resolutions of each one of the
jurisdictions to basically sign on to that to make the plan effective. The grant deadline is the end
of December but we are on tract and have half of the resolutions in hand and we expect the other
resolutions to come in during the course of December. That will make these jurisdictions eligible
for Pre-Hazard Mitigation fiends for infrastructure and critical facilities. There may still be some
work to be done to make their case as far as getting engineering assistance and assessments done.
We are in the final stages and should have it by January 2009. Every community in the borough
should be eligible under that program.
d) Providence Kodiak island Medical Center—Capabilities Report(Marge DeGreef)
Marge DeGreef stated the Capabilities Report, we recently had a joint commission and mock
survey to see where we are. We looked at Emergency Preparedness; there is a requirement that
we submit a list of our capabilities to our community so this is the avenue to that. She can submit
the report for the minutes but officially who would she submit that information to.
Dvorak said she can submit it to him and we will publish it for the next quarterly meeting.
DeGreef said we need to publish it to get it on record but in the whole scheme of things is there
information in the command center or available to the people in the command center as far as
capabilities for the hospital. She will send it to Dvorak and he can figure out where to send it.
e) Providence Kodiak Island Medical Center — Evacuation site Evaluations and
Recommendations(Lola Durham)
Dvorak stated he received this letter from Lola Durham who didn't indicate she would be here. It
was a report on the evacuation site evaluations and recommendations, and he thinks it is related
to an exercise that you done several months ago. It has been discussed at prior LEPC meetings
but this is the written product from that process.
DeGreef said this came out of a request to outlay some of what our problems were with
(inaudible). It says in here that you recommend East Elementary, and we would like you to
consider recommending East Elementary as our alternate site because Main Elementary is not
(inaudible).
Dvorak said he saw it was addressed to Bob but he thought it said LEPC so he put it on the
agenda.
f) Emergency Response outreach for vulnerable populations (Marge DeGreef)
DeGreef stated Gayle Solesbee is going to help the hospital. One of the things that we are
required to do is work with the community to offer assistance to vulnerable populations during a
disaster— diabetic patients, hypertensive, or oxygen needs. People that have medical needs that
in a disaster may or may not be able to get their medication supplies that they need, finding out
who those people are, and then trying to figure out how to get supplies to them. It's a good size
project and takes a lot more than just the hospital. Solesbee was asking if we could have a sub-
committee to help us work on this.
Dvorak said he thinks we had meetings on this before.
Freed said there is a Kodiak non-profit group that meets-Human Services Coalition. They
represent a large number of population and special needs folks in the community and we have
talked to them specifically for the need for them to do planning for their individual clients and
the populations they serve. That would be a great group to get in touch with and they meet
monthly. Freed has went to a couple of their meetings to promote the idea of them doing some
very specific planning for their special needs clients so they should be aware of the need to do
that. That would be the first group to meet and work with.
Steve Smith, ER Medical Director, said one of the things that give us letter from Stan on the
evacuation site, and we also have the Emergency Operations Plan on Pandemic and that
document refers to alternate care sites. They are mutually exclusive things. The evacuation site is
if the hospital is taken off line either because we have something internally knocks us off, such
as an earthquake, but that's where East Elementary will work. Pandemic, the alternate care site
because we would like to not contaminate the hospital if we can.
g) Public Health Vote and Vax Exercise(Ruthann O'Gorman)
Ann Ellingson, public health nurse, stated that hopefully you got your flu shots on Election Day.
Public Health was at 2 polling sites, the Teen Center and Bayside Fire Dept, and provided flu
shots to those adults to those interested and over the age of 18. This was a nationwide campaign
to get flu shots out to vulnerable adults and any adult interested. You didn't have to be registered
to vote to receive the vaccine; it was a non-political, non-partisan type of nationwide campaign.
They were successful in providing 753 flu shots in one day to the community of Kodiak. In
contrast to the drive through mass prophylaxis that we hosted last year we did provide 900 flu
shots during the day but we also solicited over 70 - 80 volunteers where at the vote vox we only
used probably about 20 volunteers. Some of the volunteers came from the Red Cross and we had
some school nurses who volunteered. Some of the Lion's Club members did some of the clerical
work. Overall it was a great learning experience. There were some things that we found we could
do better next time. It's not an event they will do every Election Day, but maybe in four years
when for next presidential election.
Dvorak stated the Pandemic Flu Table Top Exercise was the day after the election and public
health was one of the calls we made. It was in the course of that conversation that he got the
initial statistics. He didn't know all the people who volunteered but he got the numbers of people
who were vaccinated and Dvorak was very impressed with the ability to integrate this with
another community event and really get these vaccines out to the population like that.
Ellingson said they had great volunteers and was definitely a community effort on a smaller
scale.
Dale Rice said they had requested the shots be given out in Bells Flats and if you have more
volunteers next time we have the space available.
Ellingson said when we did the drive-thru that was on a Saturday and they were able to have a
lot of nurses that could participate, but when we held an event in the middle of the work week
our number of volunteer nurses to provide vaccinations was much smaller so we had to limit the
polling sites that we could attend.
h) LEPCA/SERC Meetings and training report(Duane Dvorak)
Dvorak said he had the opportunity to go to that in Fairbanks in September. It was a good
program and he included those program materials in the packet. One of the things he found is
they combined the Health & Social Services along with the Division of Homeland Security
Emergency Management and did a joint training conference during the same time frame as the
LEPCA/SERC meetings so they had a 3 tract training program that covered a lot of different
items. You have the agenda in your packet so you can see what some of those things were. He
found the training to be very valuable; in addition they have a tri-annual meeting, where in the
past they were done by a trimester to trimester basis, they actually presented a yearlong training
work program that they intend to follow. It also includes the next LEPC/SERC meetings which
also includes some training. The State is making a real good effort to try to meet the needs of
communities in the state providing some very valuable while they have this sort of captive
audience there from around the state. It causes a lot of cross communication with other
communities while we are there as well as getting the information. Something related to this but
not in the packet is continuity of operations, training. This is something that the Department of
Homeland Security feels is very important in the context of potential Pandemic Influenza or just
any disaster that might befall a community. How the community is able, in case their facilities
are damaged or absent personnel due to injury, to manage to maintain providing their essential
services is something every government needs to think about. Certainly, every organization
needs to think about. Dvorak took this 2 day class with a test involved. It was a train the trainer
kind of approach so he is certified as a trainer, not a certified instructor so he can't certify other
people, but he is qualified to share the information on an informal basis. They are offering the
Continuity of Operations training again in January, and he believes it's available to State
employees and State agencies, and he would have to check to see if it's available to other
agencies. We have an Emergency Operations Plan here for the Kodiak community and it really
covers a broad range of contingencies and potential disasters. The way the State is going now is
they are looking at, in addition to an EOP they want every community to have a COOP Plan and
an Evacuation Plan. While some of this may already be covered in our EOP they want to take
some of these pieces out to make them separate plans and expand on the detail involved with
these things. At this point, it's the State's desire to move this way and they say within a year or
two there should be grant funds to back that up as a further encouragement to communities to
pursue these initiatives. So are it's just an encouragement because it hasn't been mandated yet.
He would imagine along with grant funds available they will probably be standards raised that
we'll have to meet as a community. At this conference in September that was one of the
messages he took away from that from a planning perspective. He stated if anyone wants more
information on these kinds of things that are in the Tri-Annual meeting agendas or the COOP he
has the materials he would share.
Cassidy asked Dvorak about putting a training seminar for folks.
Dvorak said we could look into it, and it takes 2 days to go through the process. When you take
the course from certified instructors they give you a pre-test and a post-test. The pre-test is to
find out what you know as a baseline and then the post-test is to see how much your score
improves partly probably for their own accountability because they are contractors contracted
from the University of Maryland. They go around the country giving these classes. Dvorak has
all the slide shows and he would probably have to make copies some of the notebook material. If
there is interest people should let us know.
i) Stacy Studebaker stated the anniversary of the Exxon Valdez oil spill is coming up March 24,
2009 is the 20'x' anniversary. Kodiak Audubon and the Friends of the Kodiak Wildlife Refuge are
coordinating efforts to bring in Dr. Cheaprice, an environmental scientist who's been studying
the effects of the oil spill for 20 years,to speak. He is one of the most foremost experts on the oil
spill. If LEPC would like to coordinate with us for that anniversary event just let her know.
Cassidy asked if he studied Kodiak or the oil spill region?
Studebaker stated he's studying the whole region. She said the long term effects are most
perplexing: Herring crashes, stocks in Prince William Sound, and a lot of other animals and bird
populations that haven't recovered. He will be addressing kind of generally the long term effects
and what happened. There will also be a new 20 minute film that EVOS is putting together that
updates everything about the oil spill and will be in conjunction to the presentation. It will be at
the Refuge Visitor's Center on March 20a'. She will provide more details once she receives them.
PRESENTATION
a) Kodiak Subarea Contingency Plan—Change 1 update presentation (Dale Gardner, ADEC)
The presentation was moved to the end of the agenda due to the length of the presentation.
COMMUNICATIONS
a) Next LEPCA/SERC Meetings—January 22,2009 in Juneau
Dvorak said he will be attending the next LEPCA/SERC meeting in Juneau in January and he
included the agenda in the packet.
Dvorak also stated the next ESO/LEPC meeting is scheduled for March 5,2009.
ADJOURNMENT
Dvorak adjourned the meeting before the presentation so the quorum is not lost during the
meeting.
Jerome Selby MOVED TO ADJOURN the meeting.
Voice vote on motion CARRIED unanimously.
PRESENTATION
a) Kodiak Subarea Contingency Plan—Change 1 update presentation(Dale Gardner,ADEC)
Dale Gardner gave a PowerPoint presentation (printed copy included in the master packet)
regarding mandates, planning and organization, response, sub-area plans and sensitive areas, and
GRS (Geographic Response Strategies)and PPOR(Potential Places Of Refuge).
Discussion of the plan, illegal cruise ship dumping, and raising awareness.
ADJOURNMENT
Dvorak adjourned the meeting at 3:04 p.m.
13"V.
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Approved: March 5,2009