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09/07/2006 Joint MeetingEMERGENCY SERVICES ORGANIZATION AND LOCA _ PLANNING COMMITTEE ~ ~ ~ !~ . -~_ __..~_ JOINT MEETING SEPTEMBER 7, 2006 ; "~ ~~ ~~ MINUTES ~ ~~'~, f.1~,~ ~~ 7 I___^ ______.__. ___ E~'IO~~~H CLFI:K'~ OFFICE CALL TO ORDER The regular meeting of the LEPC was called to order at 1:36 p.m. by Duane Dvorak, Acting Director of Kodiak Island Borough/Community Development Department, on September 7, 2006, in the Kodiak Island Borough Assembly Chambers. Acting Director/Community Development Duane Dvorak introduced himself and presented the history of LEPC's work and explained that more than six months have elapsed since the last LEPC meeting and that he felt it is important to have today's meeting in order for Committee members and interested parties to reacquaint themselves with the issues. The Director presented the Agenda. He stated that Linda Freed, Director of City Services and Chair of LEPC, cannot attend today's meeting and sent her regrets. The Director explained that as in the past, rather than doing an oral roll call, attendees were to initial or sign next to their name as it appears on the roster being passed around the room on a clipboard. I. APPROVAL OF AGENDA The Director asked if attendees approved the Agenda, a question to which there was no response. He asked if there were any additions which attendees would like to make, to which question there were several negative responses. II. ROLL CALL' LEPC Members Vacant/Elected Local Official TC Kamai/Law Enforcement Sergeant Maurice Hughes/Civil Defense Andy Nault/Fire-Fighting Bob Himes/First Aid Darsha Spalinger/Health Stacey Studebaker Gayle Solesbee/PKIMC/Nominated Jim Ashford/Transportation Present Excused Absent N/A X X X x X X X X ' The original roster with signatures or initials is attached hereto. September 7, 2006 LEPC Minutes Page 1 of 8 Vacant/Broadcast or Print Media Vacant/Community Groups Dave Woodruff/Owner-Operator, 42 U.S.C. 11001-11005 Linda Freed/Representative/Local-Interjurisdictional Disaster Planning & Service Area Will Smith, USCG/ Local-Interjurisdictional Disaster Planning & Service Area Mike Dolph/Member of the Public ESC Members Captain Andrew Berghorn, USCG Carolyn Floyd Linda Freed -see above Rick Gifford Sergeant Maurice Hughes -see above Jerome Selby Captain Mark Carmel, USCG ISC Kodiak Invited Guests Gary Brown Pat Lee, USCG/MSD Duane Dvorak (Staff) Zoe Pierson Ann Ellingson Ruth-Anne O'Gorman Dale Rice Gabrielle LeDoux Stan Thompson Betty Walters Bud Cassidy A quorum was not established. Others Present N/A N/A X X X X Present Excused Absent X X X X X X Present Excused Absent X X Lon White Mark Gardner, D.E.C./Environmental Health Rick Nieves, USCG/MSD Daniel Jarrett, USCG/MSD Gayle Solesbee, PKIMC Larry LeDoux, KIBSD Tom Trosvig, Horizon Lines LLC Nick Szabo III. MINUTES OF PREVIOUS MEETING The Director explained that the last meeting occurred in December, 2005, under the direction of the City and that Linda Freed has stated that the minutes for this meeting were not done. She sent her regrets and asks LEPC's forgiveness. IV. INTRODUCTIONS The Director asked people new to the community to introduce themselves. Gayle Solesbee introduced herself as the new coordinator replacing Kay Andrews at September 7, 2006 LEPC Minutes Page 2 of 8 Providence Kodiak Island Medical Center. Mike Gardner of DEC stated that he is new to the meeting although not the community. V. INFORMATIONAL ANNOUNCMENTS A) Grant Updates -LEPC Grant, Homeland Security Grant, Hazard Mitigation Grants: The Director explained that the LEPC Grant plays a major role in supporting these meetings as well as other things. He asked attendees to review and then pass on copies of the advertisements which are being placed in the Kodiak Daily Mirror's survival guide and which the LEPC Grant funded. He explained that the LEPC Grant funds most of the advertising. He provided an explanation of the granting process, the source of the grant's capitalization, administrative roles, grant expenditures and the grant's terms and conditions. An attendee asked if any of the advertisements are being translated into Spanish or Tagalog. The Director stated that they are not; however, he went on, translation of the guides into Tagalog (not Spanish) is a current project. However, to accomplish this task will require approximately $20,000 for typing and proofreading. Further, he added, the English version will have to be reprinted, and it circulates in the community more than those in other languages. He noted that a potential funding source for the guides is the LEPC Grant since the guide includes information regarding hazard materials release. The Director addressed the issue of meeting programming, noting that the purpose of these meetings is to combine ESO and LEPC's work and adopt an all-hazards approach - i.e., an approach not limited to an oil spill or a hazardous material release. Therefore, he invited attendees to offer programs to LEPC. He noted the "light turnout" for today's meeting and thanked attendees for coming. The Director discussed Homeland Security grants. He explained that after 9/ 11, the federal government provided funding to local entities for the purposes of equipment, training and exercises. The City and Borough began applying for these types of grants in 2003, and he ucSCnoCU ~n~ grants receivea ana me expenaitures mace witn tnem and the terms and conditions for these grants. The equipment purchases supported by such grants have broader applicability for the community than just anti-terrorism applications. The City applied for $78,000 but only received $8,000 which is not enough to accomplish September 7, 2006 LEPC Minutes Page 3 of 8 their current objectives. A new grant application for this purchase will made again next year. The Director went on to discuss the Hazard Mitigation grant(s). He explained that Bud Cassidy, Manager of the Borough's Facilities and Engineering Department, applied to the Federal Emergency Management Agency (hereinafter, "FEMA")for $1.2 million to repair a portion of Kodiak Middle School. The Borough's residents backed a bond supporting a seismic evaluation for all village (as well as City) schools. The Director pointed out that it is the past work on the part of the Borough as a whole which has made them eligible for this type of funding due to community support and the relationships which the community has built with state officials representing Homeland Security and Emergency Management. Monies for the retrofitting of the school at Ouzinkie and Kodiak High School's library are in hand. The Director began discussing other grants. Dale Rice interjected that in his opinion, while it is clear that the Borough is doing well, Bud is the person who managed to "make it happen". Manager Cassidy stated while he had worked hard, it also required a lot of the Director's time. Dale Rice added that it is his belief that Kodiak has provided other communities with an example to emulate. The Borough received much technical assistance from the "people in Anchorage" (e.g., helping the Borough fill out the grant applications appropriately, etc.), and there is now a rapport between the community and State officials. Manager Cassidy also acknowledged Gabrielle LeDoux's contribution". B) Plans in process: Hazard Mitigation Plan (update), Kodiak Sub-Area Contingency Plan (update), Kodiak Area Emergency Operations Plan (distribution). The Director explained vis-a-vis Hazard Mitigation plan that in 2004, FEMA's policy meant that if a community did not have a Hazard Mitigation plan, they were not eligible for FEMA funding. He explained the mechanics of federal funding, statewide use of such iuuuiii~, aiiu uic ~iauiuug ciitaueu. tii~~r one community supportea ine bond for seismic reevaluation, the Borough and City realized that there is a need for a plan. In early 2005, they applied for a grant to develop apre-Hazard Mitigation plan, and the plan was being finalized in September, 2005. The Borough and City decided on a strategy involving two phases. The first phase included the school September 7, 2006 LEPC Minutes Page 4 of 8 [inaudible] improvement grant, and the Hazard Mitigation plan covers such things as winter storms, tsunamis and ash fall (which has a detrimental effect on electrical lines). The Borough and City are now in Phase II which includes each community's projects. The Borough's focus is on the schools while the City's focus will be on such things as the water and sewer system (which are at risk during earthquakes). The Borough and the City are looking forward and are on track for submitting an application to FEMA in January, 2007, which is when local communities can apply as well. The Director proceeded to provide an update regarding the Kodiak Sub-Area Contingency Plan (hereinafter, "KSACP"). The focus last year was marine firefighting. The new plan is geographic response strategies. Kodiak can be a potential refuge. He explained the selection process. Bob Himes interjected that in terms of marine firefighting, it includes anchorage. Deputy Harbormaster Lon White pointed out that when he was involved (over a year ago now), the subgroup was looking anchorages. The Director noted that all of these aspects are interrelated, and the idea is to keep them together until completion. C) Alaska Seismic Commission (update). The Director noted that ASHSC was "sunsetting", but this community helped to extend its term. He pointed out that the community has Linda Freed, Laura Kelly, and Dr. Gary Carver on the ASHSC which stands to reason as seismic activity is the biggest hazard for this community. He offered to obtain for distribution the minutes of the ASHSC meetings or they may be viewed on the commission website at www.d~gs.dnr.state.ak.us/seismic hazards safety commission.hotma it D) Review of Homeland Security Community Exercise of March, 2006. The Director reviewed the history of the exercise conducted in Spring, 2006, funded by Homeland Security Fiscal Year 2006 Grant. The spring exercise was preceded by a "tabletop" exercise last fall. Due to the short timeframe fir nrenarin~ the snrinu exerr.ice a - ----- --- r--r------o ---- -r----a ----___~_, -- consulting group was retained to prepare and evaluate the exercise. The exercise went well, and the consulting group produced a lengthy written evaluation. Attendees were informed that for those interested, a copy of the exercise's evaluation is available. Stan Thompson pointed out that the tabletop exercise provided Providence Kodiak Island Medical Center with the information necessary to submit a September 7, 2006 LEPC Minutes Page 5 of 8 grant request for a filtration system which can utilize any fresh water source, and they have obtained funding for such a system. The Director asked Mr. Thompson if PKIMC would be willing to present this as part of the Programs for this group, to which he received an affirmative response. The Director went on to describe the spring exercise, noting that it "went well". USCG was involved as well as a "responsible party on the waterfront". He explained the educational nature of the exercise. E) Review of Pandemic Flu Conference of Spring, 2006. The Director then turned to the subject of the Pandemic Flu Conference. Ann Ellingson described how the State, City and Borough brought together professionals from a wide variety of organizations at Kodiak Community College. Mike Gardner of D.E.C. noted that he had attended the conference as D.E.C.'s representative and that his agency was there due to their interest in the topics of food safety, hygiene, etc. Ms. Ellingson, after citing examples of seminar topics, noted that the Conference ended up raising more questions than it answered and that it was not as well attended as she believes it should have been. She noted that a work group was supposed to have been created as a result based on e-mail correspondence she had had with Linda Freed and Mary Ogle. Mike Gardner, in light of the discussion of the Conference, offered the information that the State's veterinarian had attended this past weekend's Kodiak State Fair and Rodeo to test all the birds there. The Director noted that the State's veterinarian is attending all fairs in the State. He noted his appreciation for the previous speaker's comments on the Conference. F) Report on LEPCA and SERC Meetings of May 18, 2006. The Director then discussed his and Linda Freed's attendance of the LEPCA meetings in Anchorage which took place May 18, 2006. He gave attendees the Web site address for the information resulting from those meetings (www.ak-prepared.com/LEPC or SERC) and explained meeting schedules and described the Mav_ 2~~( meetinu's 1~ ______ _.______ __. ____ _. ___J, __ _ ~ ____-.___~ topic of discussion. The Director then turned to the SERC meeting. He described its topic and SERC's mechanics. The Director invited attendees to look up the information from the SERC meeting online, asking them to request the Web address from him after adjournment. September 7, 2006 LEPC Minutes Page 6 of 8 VI. PRESENTATION The Director noted that no presentations were scheduled for this meeting. VII. COMMUNICATIONS A) NIMS training opportunity (e-mail notice). Referring to the copy of the e-mail handout which was given to the attendees upon arrival at today's meeting, the Director pointed out that ICS training has been available from USCG and that training has been provided for the emergency center. He described changes in requirements and the current standards for such training. He mentioned that a second e-mail (not given directly to attendees) had been received which indicates that grant funding for travel is available for those attending NIMS training in Anchorage or Matsu. He noted that the grant funding does not extend to providing payroll coverage - i.e., the Borough or the City will remain responsible for paying employees' compensation during training. The Director invited anyone interested in obtaining NIMS training to see him, and he will obtain the necessary information for enrollment. Dale Rice asked several questions regarding the training. The Director stated that he is not aware of a specific date and that he can ask the sponsoring agency if training could be conducted in Kodiak and throughout the Borough in early 2007 is possible. Mr. Rice stated that he would not be able to attend off-island training. The Director asked attendees how many of them would be interested in undergoing NIMS training, a question to which he received two affirmative responses. He commented that there were others who were not present who would want the training. He noted that if the sponsoring agency agrees to offer training on Kodiak Island in early 2007, he would send information via e-mail and initiate asign-up procedure at that point because the December 7 meeting date would leave little time for those interested in the training to make the arrangements to attend it. T\ T.T T~ 1' 1 T!"1 !\/T TAT/V 1 n~ ivext noaiax ~~~iLGr~ ivieeiing -December 7, 2vOb. The Director announced the next meeting date and invited attendees to submit by Thanksgiving for the meeting's agenda any ideas, news, opportunities, exercises, etc. which could then be discussed. September 7, 2006 LEPC Minutes Page 7 of 8 C) Next LEPCA/BERG Meetings -September 13, 2006, in Fairbanks. The Director announced that Linda Freed and Bob Himes would be attending the next LEPCA/SERC meeting. The Director asked attendees if there were any issues not so far covered which attendees would like to mention, an invitation to which there was no response. VIII. ADJOURNMENT There being no further business to discuss, the Director adjourned the meeting at 2:19 p.m. LOCAL EMERGENCY PLANNING COMMITTEE By• v;. nd ed, Chair ATTEST By: Zoe Pierson, Temp. ecretary Community Development Dept. DATE APPROVED: March 1, 2007 September 7, 2006 LEPC Minutes Page 8 of 8