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2009-09-03 Regular Meeting RECE'IV D`- E LOCAL EMERGENCY PLANNING COM, I THF4y 2 6 2015 QUARTERLY MEETING SEPTEMBER , 1 j209 BOROUr i BO � ,H r ,'OFF=ICE MINUTES tCRWS OFFICE KO�DUK,ALASKA CALL TO ORDER Duane Dvorak called to order the September 3, 2009 LEPC Quarterly Meeting at 1:30 p.m. in the Kodiak Island Borough Assembly Chambers. ROLL CALL Present: William C.Deal(USCG-Air Sta.Kodiak,ESC) Cptn.Karl Moore(USCG ISC Kodiak,ESC) Bud Cassidy(KIB) Charles Davidson(City of Kodiak) Joe D'Elia(A.H.Jobnson Memorial Library) Elsa DeHart(Public Health Nursing) Jay Calkins(MSD Kodiak USCG) Ann Ellingson(Kodiak Public Health) Carolyn Floyd(City of Kodiak,ESC) Bob Himes(Bayside FD,LEPC/First Aid) Rome Kamai(Kodiak FD,LEPC/Firefighting) Aide Kniaziowski(City of Kodiak Manager) Ruth-Anne O'Gorman(Kodiak Public Health) Lorraine Stewart(Kodiak College UAA) Stacy Studebaker(LEPC/Local Environmental) Bob Tucker(KIB Engineering&Facilities) Paul Van Dyke(KIB) Jocene Warnecke(PKICC) Scott Williams(KIB School District David George(USCG ISC Kodiak) Joe Spear(Kodiak College UAA) J.R.Kitchens(KVOKIKRYX Radio) Dr.Steve Smith (Providence/KIMC) Debra Marlar(City of Kodiak) Mike Julius(Providence Kodiak island Medical Center) Darsha Spalinger(Public Health Nursing LEPC/Health) Michael Morton(AADC-Dir.Health,Safety&Training) APPROVAL OF AGENDA Bob Himes MOVED to approve the agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. MINUTES OF PREVIOUS MEETINGS Bob Himes MOVED to approve the June 4,2009 minutes. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. INTRODUCTIONS Dr.Steve Smith introduced Mike Julius who is the new ER Manager at Providence Hospital. Captain Bill Deal introduced himself stating he's with the USCG Air Station Kodiak. Joe Spear introduced himself stating hes with the Kodiak College Facilities. David George introduced himself stating he's with ISC Kodiak. NEW BUSINESS a) Bylaws Review Dvorak stated in the LEPC information that Freed had given him he found a set of bylaws that were adopted June 5,1995 but it was a different kind of LEPC then.We weren't meeting with the ESO at that time and it was just LEPC members and from the minutes things were pretty casual but he hasn't found any signed off bylaws approved by SERC. In those days the LEPC functioned very minimally and the program existed at the city.These bylaws don't reflect what we are doing now,how weve evolved,or reflect the state's view of LEPC's now as being more of an all hazards kind of group. It appears that the city manager is designated as 1 chair for life;however,the new city manager hasn't submitted an LEPC application yet.We'll be contacting her to find out if she wants to be involved at that level. Dvorak proposed that a committee be formed to review and rewrite the bylaws between today and the December 3`a quarterly meeting, and hold elections then. Aimee Kniaziowski, Bob Hies, Darsha Spalinger, Duane Dvorak, Lorraine Stewart, and Bob Tucker volunteered to be on the bylaws committee. INFORMATIONAL ITEMS a) HINI Pandernic.Influenza Update(Duane Dvorak) Dvorak stated as far as community preparedness and where we are this last spring everyone started to implement their Pandemic Influenza Plans, which was adopted January 2009, the kind of responses were text book responses assuming the worst case scenario.Antivirals have been distributed throughout the state and our vigilance has been raised significantly. This influenza strain hasn't turned out to be as bad as it could have been so guidance has continued to flow from DHSS and CDC which we are still distributing.We are doing the minimum standards required but maybe we need to encourage further education. New guidance could be coming at any time and he thinks we are in a good position right now. In response to O`Gorman`s inquiry, Kniaziowksi said she left messages for preparedness people and apparently they are out giving workshops.Jamie Littrell has read her email but hasn't responded yet. In her email she explained to him it was our intent to bring their expertise to town to hold a day long workshop and to set a date. Ruth-Anne O'Gorman stated it was her understanding that they want this done by September and they think that once we receive the vaccine towards the middle of October they will be pretty busy doing other things. By mid October we expect to start receiving the H11 vaccine in Kodiak.They are assuring us there will probably be enough vaccine to go around but maybe not in the beginning so at first we will prioritize who will get it: high risk groups such as pregnant women and young children. We should get it in rounds throughout the season so hopefully everyone can get it. We are expecting the seasonal flu vaccine any day now and high risk groups should be getting that also even if they can't get the H1NI at this time. Public Health is anticipating being very busy in the next couple of months. Dvorak stated he included some web pages in the packet.State Pane `c Flu page,and more good links. yniaziowski said the HINI vaccine has been opened to all the local medical providers who submit the proper registration. Dvorak stated most of our Pandemic Influenza Plan items are based on Avian Influenza which was recognized as the worst case scenario from influenza perspective and the state still maintains a website for that even though we are focused on the H11 there is the potential H5N1 that is still a concern due to Alaska being home to many migratory bird species in the pacific rim. The addresses and website addresses are on the bottom of the page. Charlie Davidson said his wife just returned from Europe where they are undertaking great strides to prevent contraction of this flu;store clerks wear gloves and there are no loose vegetables or fruits displayed, and things like that. He suggested we print something the size of 3 business cards with the necessary outline precautions that the individual families can take and he feels with our large transient population we should saturate this town with at least the primary precautions at all the stores, banks, and where ever there is a counter. Dvorak said we distributed the 3 fold brochures from the state that had the cough etiquette and hand washing advisory but didn't get to that level.We do have the borough preparedness brochure which covers all hazards including earthquakes,volcanoes,winter storms,etc.and we have added the Pandemic Influenza section which he thinks has more detail than the flyers that we handed out last spring. If you need more brochures see me after the meeting. If you have an example of written material that we could distribute he would be happy to see about it after the meeting. Mike Morton stated when you talk about prevention in the hospital or public facilities, if we could limit shared contact like with automatic opening doors, automatic flushing toilets and urinals, automatic paper 2 towel dispensers,putting trash cans outside the restrooms so they have the choice of opening the door with the paper towel that they dried their hands on. J.R. Kitchens stated he would be happy to bring a forum in during the hotline and talk about this to make the public aware. Anne Ellingson reminded the health care providers the Department of Health & Social Services resumed their teleconference that happens weekly on Thursdays and she did disseminate an 600 number to call if you are interested in hearing in more depth in regards to the medical perspective. In response to your comment she sent some information recently to Pam Foreman which she was going to disseminate information out to employees and businesses in the community in regard to information that they could share information with their employees. Alaska Shield Exercise 2010(Bud Cassidy) Cassidy stated there's a need to plan for an Alaska Shield Exercise which is going to be a joint Fed,State,and local statewide exercise where the scenario is a major earthquake and tsunami. It will happen the end of April 2010 but the planning is starting now. He will be calling on people to form a committee that will involve the city,borough,health care providers,and the college.There's no better time to exercise something like this than when the real thing comes. They want to know how we may want to exercise because they want to build it into an overall scenario statewide. We can bring down some tremendous trainers to train. We need to be involved to our fullest. Pat Bonser is willing to talk to the group.Anchorage will have a large rubble pile and practice finding people in the pile, Dutch Harbor will ramp up their EOC. There has been talk about holding large pancake feeds to talk about mass feeding events. In Anchorage, schools held an all night movie slee over to get credit for doing a mass sheltering event.We can do this to whatever degree we want and it's important to do it again in Kodiak. Dvorak said one of the key factors is when we do an exercise we exercise our Emergency Operations Plan. We don't have to be perfect going in to the exercise to learn and find out what kinds of things need to be updated in the plan. It's a really good opportunity. c) FY 2010 LEPC Grant Dvorak said we did get one for$20,180 and is the same as last year and has been the baseline funding for the past several years. We use it to hold these meetings, sending out notices, keeping records, publishing our emergency preparedness guide, and advertising in the newspaper. We do a wide array of things with this money. Under communications on the agenda, we talk about the LPCAISERC meetings and at one time the LEPCA and SEC used to have quarterly meetings calling representatives in from all over the state,then about 8 years ago they went to 3 times a year, and with recent budget cuts they are down to 2 meetings a year.The upshot is we've got the level funding at the local level now so maybe our connections with the rest of the state aren't as good as they used to be but hopefully with the changes in technology,the internet and email we can still stay up to date with what is going on. Last year we purchased a $500 DVD for ammonia training for the Fire Department which is available for other members of the community to view.Because of our community right to know and hazardous material orientation that was an eligible expense.Some LEPC's buy promotional items such as pens to hand out to advertise that we have an LPC and are doing things in the community. If anyone has any suggestions let him know. ) Kodiak Area EOP Amendment—Incident Management Team Designated Personnel Dvorak sent this out shortly after the last quarterly meeting by email to several key officials but didn't get any feedback. We need to have some meetings at the very highest level of government to figure out if the right people are in the right positions on this last. If we have a disaster this list is meant to be flexible in terms of who we would call in in a given scenario.This would be the core of our response team,our incident management team who would be dedicated to the response effort at the local level so we will be looking at that. We have a solid Emergency Operations Plan and not much has changed over the years that we would really need to update. The biggest problem we have is turnover of personnel: retirements, relocations, transfers, and people just passing on. The second biggest challenge is making sure these people are adequately trained. Rome Kamai is making sure that we make opportunities for some of the basic incident command system training available to people in addition to the Alaska Shield which may involve a little more advance or more specialized training for some folks that may be on this list.Consider this as a draft;it is not a final product. If anyone wants to be on a committee to help us now is a good time to open this up for input. PRESENTATIONS There were no presentations. COMMUNICATIONS a) Next LEPCA/SEC Meetings—September 28 to October 2,2009 in Anchorage This will be a weeklong training conference later this month in Anchorage.A lot of it will be Alaska Shield related, and there is another weeklong training right before that related to seismic damage assessments, debris management,and stuff like that,kind of specialized training. Het s the stuff that well be getting at the conference at the end of September will be a little more general but still Alaska Shield related and then in October there will be a specialized table top exercise dealing with communications-how will we communicate if the earth moves and all our radio towers fall down.We'll be bringing some of our IT people to that who will be involved in our response. It is just dealing with the communications aspect of a seismic disaster. It's going to be on October 2150 . Dvorak stated September is preparedness month.The last page of your packet is from ready.gov.You should put this on thew in your office so you see it every day and think about ways that you and your organization can be prepared, you and your home life can be prepared, things you can do for yourself and family members,think about people who maybe need assistance,elders,if a disaster happened how will they be handled, how would they be cared for, where would your pets go because pets aren't allowed at the shelters. We do have some plans for that in our Emergency Operations Plan but I don't know if a lot of people know about that. People should have contingencies. If anyone has questions about preparedness give me a call and we'll open up the plan and give you the answers. Cassidy said if that is something we want to exercise for Alaska Shield that is something we can do. Special needs people also. Dvorak stated by Federal definition for special needs people and the statistic given was 80% of people qualify for special needs: if you wear prescription glasses, if you take a regular prescription that your life depends on if you don't get it regularly. Special needs are not just the elders, it's not just someone manifesting a physical disability; it's just plain people that have special needs. When you evacuate do you have an extra set of glasses,do you have a supply of medications at your quick disposal? If you have to leave in 30 seconds are you ready to leave your home and go to a shelter and what are you going to do after you get there if you have special needs? It is stuff we take for granted because we have so much technology and social networking at our disposal that we kind of feet we have everything covered. ADJOURNMENT TC Kamai MOVED to adjourn. The meeting was adjourned at 2:15 p.m. LOCAL EME CY PLANNING COMMI-ITEE By: e Kamai,Acting Chair Approved:December 3,2009