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2015-01-06 Regular MeetingKODIAK ISLAND LOCAL EMERGENCY PLANNING COMMITTEE) & EMERGENCY SERVICES ORGANIZATION QUARTERLY MEETING January 6, 2015 1:30 p.m. -Assembly Chambers WELCOME AND INTRODUCTIONS Jack Maker welcomed everyone and called to order the January 6, 2015 LEPC/ESO Quarterly Meeting at 1:33 p.m. He welcomed Bill Morrow from the Alaska Red Cross. ATTENDANCE RECOGNITION OF VOTING MEMBERS LEPC Members Present: Others Present: Rhonda Wallace Bud Cassidy Eric Olsen Elsa DeHart Darsha Spalinger Margie Draskovich Tom Trosvig Neil Horn Stacy Studebaker Aimee Kniaziowski Mike Dolph Gina Lewis Thomas Logan Derrik Magnuson Jill Missil Debra Marlar Kathrynn Hollis -Buchanan Bill Morrow Jim Mullican Lon White Dale & Marie Rice Bob Tucker APPROVAL OF AGENDA Stacy Studebaker MOVED to approve the agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY APPROVAL OF MINUTES a. October 28, 2014 Regular Meeting Eric Olsen MOVED to approve the October 28, 2014 minutes. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY PUBLIC COMMENT None REPORTS OF SUB -COMMITTEES RECEIVED JUL 13 206 BOROUGH CLERK'S OFFICE KODIAK, ALASKA Maker stated the only sub -committee right now is our Outreach Committee. Darsha Spalinger, Ann Ellingson/Sally Dorman, and Tom Logan volunteered to be on this committee. Tom Logan stated we met for lunch last week and decided we're looking into emergency preparedness backpacks that we can distribute. People can fill in with their emergency to go kits to include a flyer inside with everything that should be put in the kit. We are hoping to have them available for Polar Bear and possibly Crab Fest. OLD BUSINESS a. Incident Command System (ICS) Training Neil Horn stated he's the Code Enforcement Officer with the borough. Those who have done any Incident Command training that FEMA has a plethora of courses on their website. You can complete these courses free of charge. Many of them are one hour courses. Any type of emergency that you can think of in your facility there's a course for it on the FEMA website. He encouraged everyone to at least take ICS 100 and 200 courses which are the basic foundation of what we do in an emergency. January 6, 2015 Page 1 of 5 LEPC/ESO Minutes Go onto the FEMA website, log on as a student, get a student number, from there you can participate in any of the online courses available to you. Once you've completed the 100 and 200 you can build up into other courses. Once you've done a number of the basic courses that then opens you up to wider courses available at the FEMA training establishment or the Emergency Management Institute which are paid for by FEMA. Look through the handout and take some of the online courses and then look at doing some of the more advanced courses. If you have the time available, if State will sponsor you and FEMA will pay for it there are some outstanding courses. We have lacked on the 300 and 400 training which is the advance level training. Horn and Chief Mullican will be running ICS 300 and 400 courses on a quarterly basis. The first course will be the back end of April. He encouraged everyone to go on the website and get well educated in all elements of ICS and Emergency Operations. The Section Chief training and the position specific training you must have taken ICS 300 and 400. The State is pushing the need for more instructors in Alaska. Aimee Kniaziowski stated we've received financial support from the State for folks that are involved in our local Emergency Management Team to attend position specific training. It's very intense, high level, it's about a week long, and we haven't done that for a year or two. It's also available with some of the other training areas. b. Kodiak Launch Complex Incident/Clean-up Brief Update Maker stated he hasn't had any luck getting someone to come and speak to us on this until they are back in town. He put out an email out to the membership from John Cummings who is the Public Affairs Specialist with the USASMDC/ARSTRAT and they provide us with a Kodiak Launch Complex summary. If anyone has questions email them to Maker and he will see if he can get them answered. c. Establishing an LEPC Outreach Committee Maker stated we already covered this during the sub -committee reports. He said they are becoming active and finding outreach materials we can purchase with our grant funds to distribute at events. NEW BUSINESS a. Approval to Expend LEPC Grant Funds to Purchase Outreach Materials Maker said in the packet he included the grant guidance for items purchased using LEPC grant funds. We have budgeted a total of $4500 in our grant application for outreach that includes the purchase of outreach materials, booth rentals, and items for outreach events. Tom Trosvig MOVED to approve the expenditure of $2500 in LEPC outreach funds for the purchase of outreach items to be used as at outreach events. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY b. Election of LEPC Chair Maker opened nominations for chair of LEPC. Tom Trosvig nominated Jim Mullican. Due to Mullican not being an LEPC member yet Maker stated he will check with the Mariel Fonteyne to find out if they can elect a new chair before he's actually a member. He doesn't think there will be a problem because the SERC wants to see these LEPC's keep moving forward rather than be held back by administrative issues. There were no more nominations. VOICE VOTE ON MOTION FOR JIM MULLICAN AS CHAIR CARRIED UNANIMOUSLY c. November 1, 2014 Fuel Barge Grounding Debrief Maker stated he was unable to contact Sarah Lovette who was going to speak to this. He said at this point he can say we did have a debriefing with Lt. Lovette and other members of the Marine Safety Detachment here in Kodiak to discuss the grounding of that barge. One of the best lessons learned from that grounding was how the Coast Guard does a great job of addressing those issues it was refloated, inspected, defueled, and everything went great, but the one area where they realized they January 6, 2015 Page 2 of 5 LEPC/ESO Minutes had a breakdown was communication with the city and borough. The city and borough were not notified. Tom Logan stated the Base orders fuel 3 or 4 times a year at that quantity. This barge was for our delivery. The reason that there were notification issues with this barge is because there wasn't an oil spill and that didn't activate the protocol to notify. It was a good lesson learned and there were things taken from that. We ended up taking on more fuel than expected to let that barge go empty due to structural damage to the barge. We let them stay at the Base to weather out the storm that was coming in so they wouldn't have any issues near town. It ran smooth for the grounding, we were lucky. In that plan, there was no notification if there was no spill. He said they are currently doing a rewrite of their SPCC Plan that will be up for public comment probably next month. Aimee Kniaziowski stated from the city's perspective, what happened was we were never notified, our mayor was called at 3:30 a.m. and said there was a fuel barge that had run aground in the harbor. She couldn't get a hold of anyone and finally reached Kniaziowski early morning. That's not our normal protocol to call the mayor. It triggered a series of events on our part to make sure we have people aware and ready to respond in the event there was a fuel leak. Jim Mullican stated with something like this the potential being so large we don't want to wait until there's fuel flowing before we get people spun up to react to it. d. Emergency Operations Plan (EOP) and Incident Management Team (IMT) Activation Procedures Neil Horn stated there are a number of people who watch what is going on constantly assessing events. We have the Incident Management Team, the EOC, and the EOP that are there to activate if an event looks like it's going to expand or is expanding, has expanded or looks like it's going to expand outside of our normal capabilities. At the point the EOP is activated Kodiak dispatch calls the Emergency Director and explains what is going on, then the Emergency Director makes the decision of who to recall, what parts of the plan to activate, do we need to get everyone into the EOC or do we need just specific members to discuss what the next steps will be. From there we start gradually building up the Incident Management Team and call in the various members. We may start requesting State assets. We start small, activate the plan, activate the Emergency Services Director and it's the Director's decision on what do we need and how big we need to go. It depends on how big the incident is as to how many people get involved, and is looking at does that incident expand outside of our normal daily capabilities or it may be within our capabilities but it needs coordination with a number of different assets. Kniaziowski stated we did a mini IMT standup with the last rain event. e. Pills to Polar Bears POD Exercise Maker stated he attended one of the teleconferences. Neil Horn is probably more up to speed on it than Maker and he's going to a planning meeting this month to discuss that and do more planning in regards to that exercise. Neil Horn stated Pills to Polar Bears is an every 3 year exercise that the Department of Health & Social Services runs which is to look at pushing forward drugs from the strategic stockpile, looking at a major pandemic or some form of instant that we build up and that requires prophylactics from the strategic stockpile to be pushed forward for various locations to open up points of dispensing (POD). POD's are basically a drive-thru administration or a walk-in administration where a large area is set up, members of the community come to get whatever the drug may be. It's an exercise for issuing vaccines. This year's Pills to Polar Bears will be May 111h — 151h. It's going to be Anthrax and he's not sure if it's going to be a terrorist threat or a pandemic threat from Anthrax. DHSS is looking at flying out exercise drugs to be administered either on the 14`h or 151h. From the DHSS perspective the Coast Guard is doing a closed POD and he doesn't know if Providence will have an open or closed POD. There is a main planning conference on January 141h and 151h to finalize the details. As a community we need to find out what level of participation we want to put into this. It's an opportunity to exercise the Incident Management Team, the new Emergency Operations Plan, and to finalize the POD Plan. January 6, 2015 Page 3 of 5 LEPUESO Minutes f. Approval to Expend LEPC Grant Funds for an Emergency Preparedness Booth at Crabfest 2015 Maker stated last year's Emergency Preparedness booth was a huge success thanks to the State sending over the earthquake simulator along with personnel to help with that. There was a lot of good press and a lot of emergency awareness raised through the booth. We won't be able to have the earthquake simulator at this year's CrabFest although he thinks we can still have the same impact by having the preparedness booth not where it was with the earthquake simulator but in with all the other vendors. He believes this should be an annual event and to partner with the Red Cross, ADEC, Public Health to do a group preparedness booth. Estimates of up to $1,000 should cover the booth rental. We'll use Bayside's tent for the booth. We'll also get some additional outreach materials. Kathrynn Hollis -Buchanan MOVED to approve the expenditure of up to $1,000 in LEPC grant funds for an Emergency Preparedness booth at CrabFest 2015. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY g. LEPC Support for Creating a Joint Borough/City Emergency Management Specialist Position Maker stated he provided in the packet an actual job description for that position that he pulled from the internet. He feels this position would show Kodiak's commitment to emergency preparedness. Right now it's a collateral duty for so many different people and so many people are involved in it that this would bring it to a focal point for one position basically handling all the Emergency Operations Plans and Hazard Mitigation Plans and keeping those updated, tabletop exercises for the IMT, managing the ICS training and all those lists, keeping the IMT activation lists updated following our resources that constantly change. Maker can't devote the time he feels needs to be committed to emergency preparedness. Anchorage, Fairbanks, Juneau, Kenai Peninsula Borough, and the Aleutians Borough all have a position. The progress Juneau has made with regards to mutual aid agreements, developing partnerships, creating smooth communication between all the different entities that would be involved in an actual emergency, they are so far ahead of all of Alaska. It would also take duties away from the Fire Chief with regards to ICS allowing him to focus more on what he needs to focus on. As far as support to LEPC we could just have the chair write a letter to the Mayor Pat Branson, city council members, Mayor Jerrol Friend, and assembly members or we could do it more formally through a resolution to the city council and borough assembly. The State funds positions like these for other communities and there's always the chance those funds would go away. Aimee Kniaziowski stated she recommends the borough and city discuss it because joint positions are very difficult for reporting, supervising, and financing. The city council for the last six years has said no new positions except in an emergency. It would be good to get a feel for what this proposed position is and how it would work among the two bodies. It sounds a lot like the emergency services or the coordinator position which is generally the Fire Chief. Everybody is picking up bits and pieces when they have time but there are so many potentially moving parts that it needs to be mapped out first and then come back to LEPC to request a recommendation. She attended the position specific training and they were surprised that Kodiak didn't have a similar position. Bud Cassidy stated he echoed what Kniaziowski said. If this committee feels a position like this is critical then pass a resolution and get that bottoms up flow because you are the ones who are day to day wise in touch with the kinds of things that occur. We need to find out if there is State funding for this. He recommended to keep this item on the agenda. Tom Trosvig stated the emphasis of the ICS and hazmat, a lot of things came out during Hurricane Katrina. FEMA did or didn't do their job and it was a real mess. He thinks a position like this is warranted because of that. To be prepared you have to have plans in place. FUTURE BUSINESS FOR DISCUSSION a. Other items of interest for the good of the order (Open Reports) None January 6, 2015 Page 4 of 5 LEPC/ESO Minutes PUBLIC COMMENT None NEXT MEETING a. April 7, 2015 b. Next Local Emergency Planning Committee Association (LEPCA)/State Emergency Response Commission (SERC) Meetings — To Be Determined c. Next Division of Homeland Security & Emergency Management (DHS&EM) Bi-annual Preparedness Conference —To Be Determined Maker said we can have two people from our LEPC attend the conference and the State will fund that. He offered it up for an officer to attend. ADJOURNMENT Tom Trosvig MOVED to adjourn. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY KODIAK ISLAND BOROUGH LOCAL ERGE Y N G CO MITTEE f By. � $ m`Cnallk can chctir APPROVED: ApOl- e7l-Lory 30, 2tx� January 6, 2015 Page 5 of 5 LEPC/ESO Minutes