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2011-06-23 Regular Meeting .,m ..,,, I M _ f w! Kodiak Island Local Emergency Planning Comt itt e Quarterly MinuMeeting � .i i � E June 23,3011 1:30 p.m. in the KIB Assembly Chambers Welcome and Introductions Duane Dvorak called to order the July 23, 2011 LEPC Quarterly Meeting at 1:32 p.m. Brent Nichols (State of AIaska DHS&EM) introduced himself stating he's not here just for this meeting, it's just a bonus. Attendance Members present: Jerome Selby (LEPC, ESC) Lt. Mathew Zim (USCG-MSD Kodiak, LEPC) Rome Kamai (LEPC/Firefighting) Tom Trosvig(LEPC/Transportation) Darsha Spalenger(Public Health Nursing, LEPC/Health) Others Present: Dr. Gary Carver(Carver Geologic) Lt. Peter Evonuk(USCG Air Station Kodiak) Bud Cassidy(KIB) Mike Julius(Providence Kodiak Medical Center) David George (USCG ISC Kodiak) Aimee Kniaziowski (City of Kodiak Manager) Rick Gifford (KIB, ESC) Nick Szabo (Kodiak Island Search & Rescue) Debra Marlar(City of Kodiak) Brent Nichols (SOA DHS&EM) Bob Tucker(KIB) Jack Maker(KIB) Donald Pate(PKIMC) Paul Van Dyke(KIB) Dave Conrad (KIB) Michael Morton (AADC-Director Health, Safety, Training) Staff Present: Duane Dvorak Jessica Kilbom (filling in for Sheila Smith) Recognition of Voting Members Dvorak stated they split the LEPC and ESO joint meetings apart and this is the agenda format that is called for in the LEPC Bylaws. Therefore, only LEPC members may vote. LEPC members and their positions are listed in the back of the grant application. Approval of Minutes TC Kamai MOVED to approve the March 17, 2011 Regular Meeting Minutes. VOICE VOTE ON MOTION CARRIED UNANIMOUSL Y Approval of Agenda Aimee Kniaziowski MOVED to approve the agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSL Y hune 23,210111 Page 1 of 6 LEPC Minules Public Comment Mike Julius stated they had been involved with a drill that occurred on June 6"" in collaboration with the National Guard, Army National Guard, Coast Guard, Air Reserves, SERC Team, and the North Carolina Air National Guard. He stated that it was the most accurate drill they've ever had and they had learned a Iot. They arc looking forward to working with the borough and EMS during the 2012 Alaska Shield. Gary Carver, a member of the State Seismic Hazard Safety Commission stated the commission is beginning to work on a project that may be of interest to Kodiak. Their charge is to look at and identify seismic hazards and advise the Legislature and the Governor's Office regarding policy decisions related to that. They Commission just started looking at the potential effects of a Cascadia Subduction Zone earthquake and tsunami impacts on Alaska. The Cascadia Subduction Zone is a very large fault system that runs along the Pacific Northwest coast and is considered highly active and potentially capable of generating an earthquake and tsunami comparable to the one that just occurred in Japan. If one occurs, the Pacific Northwest would go offline; they would lose their major lifeline contacts and support facilities. Kodiak could also lose a large amount of the fishing fleet from Oregon that's fishes in Alaska. An analysis of the impacts from a Cascadia earthquake and tsunami will be done and we will make sure it gets reported to Kodiak Officials. Rome Kamai joined the meeting. Reports of Sub-Committees There was none. Old Business There was none New Business a. Re-combining the LEPC and ESO in terms of quarterly meetings. Dvorak stated in December a meeting was held at the new Emergency Operations Center. At that time it was discussed separating the LEPC from the Emergency Services Organization and having the ESO meeting on a different schedule. Kamai was mostly contemplating the impact to the Incident Management Team, department head level staff at the city and borough, and other folks representing search and rescue. It decided to reconstitute both groups back into one entity so people serving in the EOC can get the specialized EOC training. It makes sense that both groups meet together on a quarterly basis as we have in the past. Bob Tucker MOVED to join the ESO and LEPC back together. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY b. Resignation of LEPC Secretary Marge DeGreef Dvorak state Marge DeGreef resigned in April. She is ]caving the island. c. Election of LEPC Secretary The borough provides a recording secretary which is different from the LEPC organization secretary position. At some point, the LEP secretary may have to chair a meeting or sign documents. To be a LEPC secretary, you need to be a LEPC member. The term of the position is three years. There were no nominations. June 23,2011 Page 2 of LEPC Minutes Future Business for Discussion a. Maritime Security Committee Meeting June 2,2011 (Duane Dvorak/Lt. Matthew Zinn) Dvorak said Jeff Algren, Coast Guard Sector Anchorage, wanted to come to Kodiak to hold a Maritime Security Meeting. The concept started a number of years ago in and effort to set up a maritime security committee but it didn't last and now there is an effort to re-establish it. Mathew Zinn reported the maritime security committee was established in 2004. It's a group of members from the Coast Guard, local and State law enforcement and maritime users that share maritime security information. It was held earlier this month with Dvorak and a few other folks attended. The will try to have meetings twice a year in the spring and fall. if there are any interested parties or members who want more information let him know. Dvorak stated it's of interest to the people on the waterfront who have vessels coming and going. b. Alaska Shield Planning Update (Rome Kamai, LEPC Chair) Kamai stated they've met and formed work groups. In February 2012, Kodiak will be participating locally in the Alaska Shield Exercise. One group will be involved in a part of the exercise that requires the decontamination of folks and sending them to the hospital creating a medical surge. Another group will be composed of the local incident command team which includes the city and borough staff and who will be combining to stand up the Emergency Operations Center at the new police station for about a 24 hour period. Another group will do mass sheltering and feeding at the middle school for about 24 hours. Due to many sporting events at the high school in February the middle school is our backup shelter. The Red Cross will provide sheltering and feeding training. Training will be provided so everyone will have training in the basic, intermediate, or advanced training needed to function in the EOC. Folks will be required to travel to Anchorage to take the position specific training. On June 17"' there was a webinar that had some assignments and least 1 of the 3 groups has turned in their information. c. New information regarding LEPC conflict of interest requirements (Dunne Dvorak) Dvorak stated at the last preparedness conference he specifically asked for clarification regarding financial disclosure requirements and as it turns out at the LEPC level you are not considered a State appointee from the standpoint from having to provide a financial disclosure statement. Members are still expected to act in an ethical manner but because the LEPC is advisory in nature it's not likely that you will have an ethical conflict (Because a lot of folks from the ESO showed up at this LEPC meeting they were asked if anyone is interested in joining the LEPC Dvorak included applications in the packet). d. Results of December 2010 LEPC survey conducted by DHS&EM (Duane Dvorak) Dvorak stated this survey was difficult and everyone involved in the program should have filled this out. We had very good response for a community of our size. This is just the results and doesn't explain what they are looking for or what they learned from this effort but if you read some of the questions you'll see there's lots of different things that LEPC's could be doing that maybe we don't do. e. FY2012 LEPC Grant Submittal (Duane Dvorak) Dvorak stated the FY 2012 grant application is in the packet so you could see what it looks like. There are different funding categories; staff support for these quarterly meetings, providing public information, handling Tier 2 submittals, advertising, attending other meetings with other groups that are involved in preparedness, and working on plans. He said LEPC's can do other kinds of special projects. Last year Kodiak placed a lot of its emergency management information on a thumb drive June 23,2011 Page 3 of 6 LEPC Minute„ that can be easily distributed. The project was considered again for this year, but the effort was shifted to the creation of tsunami evacuation mapping. It was decided to work on making changes to the content of some of the outdated emergency management plans first before downloading them onto a thumb drive. It was thought that this would be more appropriate than just distributing what we've had for years which are out of date. The Tsunami evacuation maps hopefully will be completed by next year. Once complete and adopted, they will be distributed to the community both in electronic format and with the publishing of a paper pamphlet style map. The FY 2012 grant amount will be about $1 8,000 again this year which is the baseline amount for a community of our size. Kamai stated the 20I2 Homeland Security Grant application process requires the City of Kodiak to submit any city projects through the borough. He thinks the city is limiting the number of projects they are submitting as they go through some sort of prioritization process. He asked Duane if there have been any discussion on that. Dvorak stated the borough is the regional government and the eligible entities include all other cities on the island including the City of Kodiak. Projects from all communities would have to be submitted through the borough. There was a question whether, as a community, priorities will be established between competing applications or whether they would just pass them through. It was clarified that projects will just be passed through letting DHS&EM make the funding call based on the merits of each project. Kamai also stated there was some question about funding the 2012 Alaska Shield Exercise and in the Homeland Security Grant there's a section be used to fund potential staff overtime. This is being considered as a funding source for paying any overtime expenses. f. Tier II Advertising(Duane Dvorak) Dvorak stated the LEPC grant paid for another newspaper advertisement thanking the business who submitted Tier II information in a timely manner. It is like the advertisement done last year. The deadline for submitting Tier II information is March I". Business and agencies that store hazardous substances are required to have their Tier II submittals in at that time to meet that deadline. Advertising the names of businesses and agencies that were timely in submitting their hazardous information is a way of giving them recognition. The advertisement also lets the public know where they can find out information about where hazardous material is stored throughout the community. The City Fire Department collects and stores these reports and they are available to the public Monday — Friday during regular business hours. The value of having this information is that it provides the fire department with the location and knowledge of how to respond to an incident where hazardous material is stored and what kinds of things to expect at this site. g. Tsunami Evacuation Mapping Project(Duane Dvorak) Dvorak stated staff has been working on the Tsunami evacuation maps. These maps portrait the areas of Kodiak expected to be inundated during a major tsunami. These inundation areas were determined based on the mapping done by the State Geophysical Institute in Fairbanks. The Institute modeled 7 or 8 different tsunami inundation scenarios using the Geophysical Institute's super computer. It was determined that the 1964 Great Alaska Earthquake event and tsunami is a likely a worst case scenario. Along with the inundation maps produced by the Institute, there's a written report on the mathematical uncertainties and methodology used for the map product. City and Borough staff's goal on producing evacuation maps for the Kodiak areas is to translate this Geophysical Institute information into a local mapping product that identifies evacuation routes citizens can take to safety. This preparedness product will be distributed to the community. The Geophysical Institute maps can be hard to read and the local product is being done simplify the information. These local maps will establish evacuation Iines. June 23,2011 Page 4 of 6 LEPC Minules You may have seen the blue and white "Tsunami Ready" road signs posted throughout the City of Kodiak. These signs have been produced by NOAA. They are located in low lying areas and are intended to lead people along the safest route to high ground. Though this is done somewhat within the city of Kodiak, the local effort will include Womens Bay as well. Once these maps are completed by staff, they will be reviewed by other local agencies as well as by the DHS&EM. It is hoped that these maps will be completed in the next 60. 90 days with the goal of having the maps approved and ready for distribution by October so they can present them at the next State Preparedness Conference in Anchorage. h. Point of Dispensing(POD) Plan—Update(Duane Dvorak) Dvorak stated there had been a meeting on the topic a couple of months ago. A representative from the State Health & Social Services approached the local public health nurses and the community, city, and borough staff about putting together a POD Plan. There is presently a Pandemic Influenza Annex in the Emergency Operations Plan but this POD Plan would focus on dispensing sites as well as alternate care sites. The plan would provide clear blueprint about how to dispense shots and inoculations to the community at large. Darsha Spalenger stated the deadline is October and they have met with the borough and maybe the city representatives. They still need to get together with School District representatives to discuss which school facilities will act as shelters as none of these buildings have been designated to provide a location for a future Point of Dispensing. Public Health nurses have drilled several times in the pass on providing mass vaccinations. Public Comment Bud Cassidy stated there's going to be a non-structural hazards training class for building maintenance and building managers. An outside trainer is being borough to Kodiak. If interested please call 486- 9360. If you look at the non-structural aspect of a building, it's everything from the framing up. There is grant money available so the class will be free of charge. The community will also be involved with HAZUS modeling project. Through computer modeling with local building data the estimate of building damage and lives lost from earthquake and tsunami damage can be determined. The modeling also estimates the physical, social,and economic loss to the community. Bob Tucker stated the hospital put together a letter to the LEPC to officially switch the locations of the backup hospital from Main Elementary to East Elementary. The concern was that the power generation for Main Elementary isn't sufficient for a back up hospital. Bob stated that a project to provided emergency generators for East Elementary School sufficient for hospital needs is moving forward and either out for bid now or very close. Next Meeting a. September 1,2011 Dvorak said it will occur on the first Thursday of the month for a joint LEPC and ESO meeting. b. Next LEPCAISERC Meetings—October 7,2011 in Anchorage Dvorak said he's the Secretary/Treasurer of the LEPCA and will be attending this meeting. There is another vacant scat available on this board and if you're a member and would like to attend just contact him. c. Next DHS&EM bi-annual preparedness conference—October 3-6, 2011 in Anchorage Dvorak stated he will be attending this also. A lot of good information is available to you if you're on June 23,2011 Page 5 of 6 LEPC Minutes the LEPC. Kamai stated that incident command training-Level 300 and 400 will occur in Kodiak in late August early September. He'll be sending out an invite. Adjournment TC Kamai MOVED to adjourn. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. Dvorak adjourned the meeting at 2:30 p.m. KODIAK ISLAND BOROUGH LOCAL EMERGENCY PLANNING COMMITTEE B " ' ... ............. _ .,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,. ,, , t.ome Kamai, Chair APPROVED: September June 23,2011 Page 6 orb LE PC Minutes