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2010-12-02 Regular Meeting RECEIVEff Kodiak Island Emergency Services Organization Y & Local Emergency Planning Committee M11 clo .i Quarterly Meeting a I L �t. � K December 2, 2010 1:30 p.m. Kodiak Police Dept. "EOC" ROLL CALL Present were: Lt. Peter Evonuk(USCG Air Station Kodiak) Lt. Ray Ellis(City of Kodiak Police Dept.) Rick Gifford(KIB—ESC) Sgt. Chris Hill(AST) Bob Himes(Bayside FD-LEPC/First Aid) Sally Magnuson(American Red Cross) Ruth-Anne O'Gorman(Kodiak Public Health) Gayle Solesbee(R.N,KCHC-LEPC/Health) Stacey Studebaker(LEPC/Local Environment) Bob Tucker(KIB Engineering& Facilities) Tom Trosvig(Horizon Lines LLC-LEPC/Transportation) Paul Van Dyke(KIB) Darsha Spalenger(Public Health Nursing-LEPC/Health) Jocene Warnecke(PKICC TIC Kamai (Kodiak Police Dept.—LEPC/Law Enforcement) Joe D `Elia(City of Kodiak Library Mark Kozak(City of Kodiak Public Works) Jane Wu(PKICC) Duane Dvorak(KIB) Jim Mullican(City of Kodiak Fire Dept.) Rena Pace(State of Alaska DHSS Public Health Preparedness Nurse) A quorum was established. APPROVAL OF THE AGENDA Marge DeGreef stated she'd like to add the responder ready campaign to the agenda under Informational Item E. Paul Van Dyke stated he'd like to add GIS Day as Item F MOVED to approve the agenda as amended. VOICE VOTE ON MOTION CARRIED MINUTES OF PREVIOUS MEETINGS ? MOVED to approve the September 9,2010 minutes VOICE VOTE ON MOTION CARRIED INTRODUCTIONS a) From the Floor Dvorak introduced Pete Evonuk from the Air Station Kodiak. Evonuk stated he is taking over for Lt. CDR Neubecker. Darsha Spalenger introduced Rena Pace who is the Preparedness Nurse for the section of Public Health Nursing for the Southwest Region. Pace stated Sally Abbot who was a public health person for DHSS is no longer working for the State and she hasn't been replaced yet. Jane Wu introduced herself stating she is the new Providence Kodiak Island Counseling Center Director, NEW BUSINESS a) Separation of joint Emergency Services Organization (ESO) and Local Emergency Planning Committee(LEPC) meetings Dvorak stated some years ago it was determined that it was most efficient to have the LEPC meeting with the ESOILEPC Minutes December 2,2010 Page 1 of 4 ESO and have 2 meetings in 1. Even though both groups have different goals and objectives there is a lot of overlap. He said Rome Kamai has identified that we aren't achieving all the goals and objectives individually because of the melding and one size fits all approach. We will separate the 2 groups and Kamai would prefer to have the ESO meetings here at the Emergency Operations Center and then we will still hold the LEPC meetings at the Borough Assembly Chambers as long as we still have the grant. Rome Kamai stated when Linda Freed left he inherited the responsibility of the Emergency Services Coordinator which meant that he needed to facilitate training for the ESO. He is working with Jim Mullican who recently became an incident command trainer all the way up to the ICS 800 and some specialty programs. He feels more comfortable and suggests the 2 groups be separated. Option 1 would be to extend the LEPC meetings at the same time frame with an additional hour frame to get some actual training out of it. We can start logging that we are doing training as ESO folks. Option 2 would be to separate from the LEPC and have our own scheduled ESO team meetings here at the new EOC and focus setting the ESO up. We have identified an EOC Manager that happens to be one of the City IT folks who has volunteered to be the EOC Manager so we can engage that person to setting up the EOC on a quarterly basis and sit at the different tables based on the positions that we operate at in the Incident Management Team to get some real good training out of it. Bob Himes suggested a third option: separating the LEPC and ESO for 3 of the 4 meetings having the December meeting a joint meeting. He also stated having separate training would define more of our roles and responsibilities, and after our last 300 and 400 classes a lot of people's eyes were opened as to the true aspects of wanting the ICS system.The more we train at it the better we will be when the situation actually occurs. There was consensus on having an annual joint meeting. Dvorak stated at the next LEPC meeting it will just be the actual LEPC members primarily but won't be a requirement for everyone else to attend unless they want to. We will still do a public notice. Dvorak stated everyone needs to check and update their information. b) Election of Secretary/Treasurer Dvorak stated we adopted new bylaws about a year ago and at that time we elected new officers based on those bylaws we elected Rome Kamai as our chair of the LEPC, Bob Himes as vice chair, and Marge DeGreef as our secretary/treasurer. We do provide a recording secretary the secretary/treasurer position is also provides a line of succession if Kamai or Himes weren't available then DeGreef would step up. In the past year, DeGreef did attend a week long bi-annual conference in Anchorage and has been very involved with attending our meetings and contributing in that way. We agreed starting out that we would start out with the secretary/treasurer serving a 1 year, the vice chair would serve a 2 year, and the chair would serve a 3 year so we would get that staggered term cycle going. This would be the first opportunity for someone to stand for secretary/treasurer for a full 3 year term.The secretary/treasurer does sign the minutes or can in addition to the chair. Dvorak opened the floor for nominations. ? nominated Marge DeGreef. ? MOVED to close nominations. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY VOICE VOTE ON DEGREEF FOR SECRETA R YITREASURER CARRIED UNANIMOUSL Y INFORMATIONAL ITEMS a) Report on the ICS 3001400 Training in Kodiak,October 12-15(Rome Kamai,COKIFD) Dvorak stated this was set up through the Kodak Fire Department and there was an out of town trainer from Utah and a local trainer from the Fire Department. This was a better part of 4 day training event, and it was an excellent training. We trained about 12 people. We have an ICS training coming up January 24'h and 25'h and have about 25 people signed up. b) Report on the Bi-Annual Preparedness Conference October 4-7 (Duane Dvorak, KIBICDD) ESOILEPC Minutes December 2,20 70 Page 2 of4 Dvorak said he attended this conference. They worked on giving a table top exercise; they talked about grants, upping the accountability of grants and fine tuning the grants, briefings from Department of Health & Social Services,and a borough Q&A. c) Advertising National Preparedness Month in September(Rome Kama!,COK/FD) Dvorak stated we ran this ad a couple of times in the Kodiak Daily Mirror a couple of times in September. We used to do annual advertising in the Survival Guide supplement that they use to do in September but he doesn't know if they are doing it anymore. They went ahead and ran the ad to ensure the community is aware of it. It talks about family preparedness and it dovetails well with the Responder Ready Program that the state is talking about. d) Attendance at local Boy Scouts Meeting to talk about preparedness(Duane Dvorak,K1B/CDD) Dvorak said he was invited to attend a local Boy Scouts meeting in October. They have a merit badge for preparedness so perhaps all of them will be working on that badge. He talked about home preparedness from smoke detectors, having a family evacuation plan, community preparedness issues. They may want to do a project at some point. e) Responder Ready Campaign Marge DeGreef stated a staff member contacted Homeland Security to obtain literature that they hand out to all new staff coming on board on emergency preparedness and how they can prepare at home and then we also as part of a Safety Fair, we go over the same thing more in depth. When her staff member called to get more of the handouts she talked to Robert Tanner who said he would bring it over to Kodiak on December 16`h and 17th and he would like to do a presentation to the community on the Responder Ready Program. Her understanding is if you want someone to respond they need to be prepared and their family needs to be prepared to take care of themselves at home before they can really respond to an emergency. Tanner is looking for someone to host the program which will initially be about a 2 hour program and he would invite all first responders and their family members. Dvorak will check to see if we can do that on those dates and he's sure the borough would be happy to host him in the Assembly Chambers or at KFRC. Dvorak believes the definition of a first responder is going to be broadened from the traditional police, fire, hospital, and medical folks that we think of as first responders. It's a higher level of preparedness than the typical family plan.A lot of this is on the alaskaready.gov. Bob Himes stated Bayside has also been approved as a Fire Corps organization and there are only 4 of us in the state for Fire Corps. They want us to put together a Citizen Corps advisory council. In a lot of places that is the LEPC. You can look on the website to see what Citizen Corps is all about. f) GIS Day Paul Van Dyke stated the borough is hosting GIS Day on December 8th at the Best Western Hotel in the Harbor Room from 9 a.m. —4 p.m. Presentations will be given by 8 — 10 different organizations. Van Dyke explained GIS is i.e, maps and that sort of stuff. Dvorak stated GIS plays a big role in the response as far as positioning resources particularly the greater the magnitude of the disaster and the more resources that are brought to bear, the more people that are displaced the more rebuilding that has to go on the more planning that has to be done. GIS is a very valuable tool where you can see things spatially as it would lay out on the ground. It's a way to bring those responses in in a most efficient manner. Dvorak asked if anyone attended the Tsunami Workshop in Unalaska and do you want to talk about it. Lt. Ray Ellis stated one thing that came to life was every time a question arose about how to go about doing something they would say Kodiak, how do you go about . . . Everyone was looking at us as the benchmark. Our Emergency Operations Plan, Readiness Guides, everything we have posted on the internet. Everything that we've done is the benchmark that everyone else is working off of or that's their target. ESOILEPC Minutes December 2,20 14 Page 3 1`4 Dvorak said Kodiak was well represented with people from the city,borough, school district,and the villages. Presentation There were no presentations. Communications a) Next LEPCA/SERC Meetings ----,,Spring 2011 in Anchorage. Dvorak said if anyone is interested in attending these meetings there is another seat available. It is great training and available to LEPC members but it is a weeklong training. b) Next DHS&EM bi-annual preparedness conference—Spring 2011 in Anchorage Adjournment The next ESO/LEPC meeting is scheduled for March 3,2011 Bob Himes MOVED to adjourn. VOICE VOTE CARRIED UNANIMOUSLY Dvorak adjourned the meeting at 2:20 p.m. 'Y n EMERGENCY SERVICES ORGANIZATION & LOCAL EMERGENCY ANNING COMMITTEE By.: Rome Kama1, Chair APPROVED: March 3,2011 ES /LEPC Minutes December 2,2010 Page 4 of