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2011-03-17 Regular Meeting C AE EE I E,.....�, I Kodiak Island Local Emergency Planning Commi#te � Quarterly Meeting M9 21)'5 Minutes 7 S(A March 17,2011 1:30 p.m. in the KIB Assembly Chambers Welcome and Introductions Duane Dvorak welcomed everyone and stated this meeting was delayed due to other commitments. Chair Kamai was attending a training conference for Alaska Shield. Dvorak stated he went through the adopted Bylaws and he conformed the agenda to how the Bylaws are written. There were no introductions. Attendance Members present: Others present: Rome Kamai Bud Cassidy Sally Magnuson Jacob Resneck Stacy Studebaker Ann Ellingson Jim Mullican Justin Brown Tom Trosvig Rick Gifford Ruth-Anne O'Gorman Donald Pate Darsha Spalenger Stacy Studebaker Nick Szabo Amber Koning Jason Waggoner Staff present: Duane Dvorak Sheila Smith Recognition of Voting Members Dvorak stated this is the first meeting as just the LEPC. At the December meeting a motion and amendment was made to separate the LEPC and ESO meetings with the exception of one joint meeting in December each year. The Local Emergency Planning Committees are about community right to know, hazardous material, transport and storage. As planning bodies they have a function to fulfill in terms of reviewing emergency operations plans for the community. In Alaska, the Division of Homeland Security & Emergency Management recognizes an all hazards approach. At our last joint meeting that was at the new EOC at the Police Station we discussed and approved this plan to separate the two groups so the ESO could be more hands on and get more training in terms of Incident Management Team exercises. Dvorak stated everyone will still receive the email notifications but only the LEPC members will be able to vote. Approval of Minutes a. December 2,2010 Regular Meeting Dvorak stated there were technical difficulties with this. Smith, who is the secretary, was on leave and he forgot to announce who made and seconded the motions on the recording, and thought he would remember but he didn't. He sent the minutes out asking for feedback but didn't receive any. You will see some question marks. He thinks the minutes constitute a good record of the actions taken and he thinks they can be adopted. Rome Kamai MOVED to approve the December 2, 2010 minutes. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY LEPC Minutes Pagig B of-1 March 17,2011 Approval of Agenda Tom Trosvig MOVED to approve the agenda. VOICE VOTE ONMOTION CARRIED UNANIMOUSLY Public Comment There were no public comments. Reports of Sub-Committees There were no reports. Old Business There was no old business. New Business There was no new business. Future Business for Discussion a. Report on the LEPC Survey conducted by DHS&EM (Duane Dvorak,KIB/CDD) Dvorak stated you received an email survey from DHS&EM in December asking questions regarding LEPC; what we do, what you know about LEPC, etc. There are communities that don't spend all their grant money, possibly because they don't understand what the purpose of the program is or maybe the program isn't meeting their community needs. DHS&EM was trying to get feedback and trying to determine just how well we are complying with the requirements. Even though we have the all hazards approach we still have to give due deference to the community right to know hazardous material, transport, and storage aspects that really are the principle purpose of LEPC's. The survey results will be at the Bi-Annual Preparedness Conference the first week in April. Dvorak said he's the Secretary/Treasurer of the Alaska LEPC Association and will be attending the conference. Aimde Kniaziowski, City Manager will be attending representing the community as a whole and Marge DeGreef will be representing us as our LEPC representative. The LEPC Program will be discussed; how effective the program has been, how they will allocate funds in the future, and what kind of grant requirements to attach to the grant. b. Alaska Shield Initial Planning Conference (Rome Kamai, LEPC Chair& COK/FD) Rome Kamai stated prior to the Initial Planning Conference, we met as a community on February 40'. The Borough, City, hospital, and everyone except the Red Cross attended. This local meeting was to identify what the different agencies locally wanted to do to participate in this exercise; a mass medical surge at the hospital, a decontamination event, a sheltering & feeding, dealing with a vulnerable population having to evacuate them from their homes and placing them in shelters. He took this information to the Initial Planning Conference. It was well represented by a lot of local communities, state representatives, FEMA Region 10 Federal representatives, and the Coast Guard. All the key role players were there to give their input into what their expectations were and what their support functions were going to be for this exercise to support all the way down to the community level. It's scheduled for February 2012. The state wants to see that we are prepared to deal with a disaster during a cold weather period and that it should also include some sort of a power loss situation. All the local entities will be doing their own planning but we need to ensure we're all on one exercise plan. The exercise locations anticipated are the new EOC, the high school (primary shelter), and the hospital. We'll need mock victims and to open up our shelter. Kamai has written a general plan and over the course of the year it will be molded down. Kodiak's primary hazardous materials substance is ammonia so we threw out the hazmat scenario that also includes decontamination. We can set up the LEPC Minutes Page 2 of March 17.2011 scenario so other folks being evacuated can't go home for a period of time, either the hazmat event is a prolonged event or there's contamination in areas where we're not comfortable sending people home so we will need to shelter them, and then at some point we will have a power outage. Something that requires us to think about what we will do to sustain the high school and standing up the Emergency Operations Center and Incident Management Team. This will be the time for the team to look at the plans for these kinds of things and to help support the Incident Commanders out in the field, the folks dealing with the decontamination, hazmat event, and sheltering and feeding. The state is prepared to provide training, and we'lI need a lot of training to prepare for this exercise. c. Listing of Tier II Reports submitted for 2010 as of March 7, 2011 (Duane Dvorak,KIB/CDD) Dvorak requested the Tier II forms from the Kodiak Fire Department where they are kept. Last year we published them to the LEPC/ESO meeting and also ran an advertisement thanking these businesses for complying with the law and filing. This information is there for public review. If anyone sees any business not represented on the list please let Dvorak know, we want to ensure everyone is in compliance. We'll probably be doing some public outreach and advertising. We want to do something about general preparedness in light of Japan's earthquake and tsunami. d. Report on ICS 300 Training Course—Jan. 24 & 25,2011 (Rome Kamai,LEPC Chair& COK/FD) Kamai stated on January 24Th & 25th we hosted an ICS 300 training course and had a good turnout. Jim Mullican was the instructor. We need to plan the ICS 400 training and we'll let you know once it's scheduled. The state recommends we send it to them which they will open it up statewide. The benefit of having local instructors is that we can tailor training around our timeframes. e. 2010 Summary of Extremely Hazardous Substance Release in AK(AK DEC) Dvorak said this is a 2 page report summarizing the most significant releases by region or sub-area and also by substance. Kamai asked that this be included so you can see what kinds of materials are being released. Ammonia is commonly used in the community so we need to be prepared. Kamai stated Kodiak had a small 50 pound release in July. C Japan Earthquake/Tsunami and aftermath update (Duane Dvorak, KIB/CDD) Dvorak stated we had a teleconference with Department of Homeland Security & Emergency Management who brought together the Department of Health & Social Services, National Weather Service, Department of Defense and other agencies. At this time, there isn't a perceived threat to the state. The state is monitoring the situation and it's not getting any better in regards to their nuclear problems in the aftermath of the earthquake and tsunami. The radiation threat is being monitored by the Department of Energy Nuclear Regulatory Commission. In the states, the Department of Environmental Protection Agency is responsible for monitoring the air quality. Included in the packet is the situation report that covers everything that the state monitors through the State Emergency Coordination Center. Because they aren't the lead on this he included this fact sheet which is the answers to frequently asked questions that DHSS has been dealing with. We will continue to monitor along with the state. Tom Trosvig stated 3 new monitoring stations have been installed in Alaska; Juneau,Nome, and Dutch Harbor. g. Tsunami Awareness Week,March 20-26, 2011 (State of AK/Governor's Office) Dvorak stated in your packet is the proclamation from Governor Parnell declaring next week as Tsunami Awareness Week. It's focused around the 54 earthquake and tsunami that devastated South- central Alaska. There were activities planned to do a tsunami warning exercise where we would go on LEPC Minutes Page 3 of March YT,2011 radio and television and advise you to tune in for news and information, but they've decided not to do that now because of the tsunami advisory last week, we've already stood up our mechanism. We already test our siren every Wednesday at 2 p.m. DHSS was trying to promote individual and family preparedness; it's paramount after seeing what happened in Japan. People need to be prepared and ready to go. The state website, www.ready.alaska.gov has all the information about how to prepare a kit and make a family plan. Nick Szabo asked if the borough has a map of the most critical inundation areas. Dvorak said the inundation maps are on the State's website, the Geo Physical Institute, and he'll provide the web address for that after the meeting. Dvorak said he can email them or print them. We have urban area and Bells Flats maps. We also have maps that former Fire Chief Joe Hart did showing the evacuation routes and locations of signs, but the file is too large to email. It's available to look at in the Community Development Department. Kamai stated because we are a fishing community fishing vessels are just as important as any other structure or property so we do need to look evacuation times. It was determined the fishing fleet needs at least 3 hours notice to get their vessels out to safe, deep water. That is one consideration for pushing the button. What are we looking at, what's the time in front of us, and obviously if we are going to be pushing the button to notify the fleet that's when the public will be notified also. Dvorak said this is a good time to reach out while people are thinking about this with a good message to help them to relate these events globally to the local scene and try to sensitize people for what to look for. Public Comment There were no public comments. Next Meeting a. June 2, 2011-Kodiak Island LEPC b. Next LEPCAISERC Meetings -.April 8, 2011 in Anchorage c. Next DHS&EM bi-annual preparedness conference -April 4-7, 2011 in Anchorage Adjournment Stacy Studebaker MOVED to adjourn. Dvorak adjourned the meeting at 2:40 p.m. KODIAK ISLAND BOROUGH LOCAL EMERGENCY PLANNING COMMITTEE By: Rome Kamai, Chair ;2365 APPROVED: June,;2011 LEPC Minutes Page 4 or4 March 17,2011