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04/06/1998 Regular Meeting Recessed and Reconvened April 7, 1998 LOCAL EMERGENCY PLANNING COMMITTEE REGULAR MEETING -APRIL 6, 1998 MINUTES I. CALL TO ORDER The regular meeting of the LEPC was called to order at 1 :30 p.m. by Chair Bill Jones on April 6, 1998 at Bayside Fire Station. II. ROLL CALL Members Present: Bill Jones, Chair Mike Dolph Joe Hart Bob Himes Jim McIntosh Andy Nault Jerome Selby Others Present: Linda Freed (alternate/staff support) Lt. Chip Audlette, USCG/MSD Members Absent: Rod O'Connor Kristin Stahl-Johnson Dave Woodruff Jim Ashford (alternate) A quorum was established. III. APPROVAL OF AGENDA The agenda was accepted as presented. IV. MINUTES OF PREVIOUS MEETING JEROME SELBY MOVED TO ACCEPT the minutes of the February 11, 1998 regular meeting as presented. The motion was seconded and CARRIED by unanimous voice vote. V. BUSINESS ITEMS A) Chief Hart reported that he was working on sending out a letter to businesses required to fill out a Tier II report, reminding them of the requirement. He said that blank forms were available at the City Fire Station, and that completed forms LEPC Minutes: April 6, 1998 Page lof4 would be kept on file there as well. The forms would be used in fire planning. Linda Freed offered to help with the mailing. B) Proposal review for Emergency Plan Update: Linda presented the committee with the results of the proposal review. When Jerome asked her opinion and recommendation of the proposals Linda reported the following: Dimensions Unlimited: Good methodology, but highest price and out of state contractor. Pinkston Ent.: Has done a lot of similar work statewide. Price was low, but contractor appeared put a lot of expectations on staff for the resource manual. She recommended calling and checking on references. ~ Good ideas, local contractor, competitive price, but not strong on methodology, inexperienced. Elise DeCola: Competitive price, experience in working with Kodiak Area C- Plan response planning document, not much experience in natural disaster response, would be leaving Kodiak mid-summer but Linda felt she would be very responsive and complete project in timely manner. She recommended checking on potential of assistance with natural disaster response related issues. JEROME SELBY MOVED to award the contract to Elise DeCola. The motion was SECONDED. Jerome was pleased with Elise's performance with the C-Plan document and plan revIews. Chip Audlette felt that Elise had made the planning process easier for the C-Plan document and that she had the skills necessary to produce a complete document. Bill Jones was concerned that she was leaving in the summer and about timely completion of the project. Linda felt that her experience in working with Elise was that she would be very responsive in spite of her relocation. Joe Hart felt that Pinkston had a more appropriate background in the haz-mat information and necessary training skills, as well as earthquake and tsunami knowledge. Andy Nault agreed, he thought that Pinkston would produce a good document. LEPC Minutes: April 6, 1998 Page 2 of 4 Mike Dolph suggested postponing action on the motion until Tuesday, April 7 in the afternoon to allow time for reference checks on Pinkston and to negotiate with Elise on the potential of her working with someone else with a broader expertise. JEROME MOVED to postpone action on the vote until 4:30 p.m. April 7, 1998. The motion was SECONDED and CARRIED by unanimous voice vote. Bill Jones reported that at the conclusion of today's business, the meeting will recess and continue in the City Conference Room at the specified time to complete this item of business. C) Subarea Oil Spill Contingency Plan Document Review Process: Linda reported on the progress of this project and upcoming public meetings as shown on the agenda. She expected to have the document finalized and presented for signature by Captain Ed Thompson in June, prior to his planned retirement. D) LEPC/SERC Meetings in Juneau: Linda reported that the meetings would be held on April 9 and 10, and that she would be attending. Joe Hart confirmed that he would also attend. E) Tsunami Inundation Mapping Project: Linda reported that the Kodiak urban area, USCG Base and Womens Bay were currently being reviewed for inclusion in a tsunami inundation mapping pilot project. It was expected that the project would take 6-8 months to complete and was being funded by NOAA. Linda stated that Kodiak was the only area in the state that had a project. F) New Members: John Pfeifer had been approached and agreed to serve as AADC's representative on the LEPC. Joe Hart had also agreed to serve. JEROME MOVED to officially appoint Joe Hart and John Pfeifer as members of the LEPC. The motion was SECONDED and CARRIED by unanimous voice vote. VI. OTHER ITEMS/COMMITTEE MEMBER COMMENTS A) Jim McIntosh was anxious to get letters in the mail for compliance with Tier II reports. He felt it was important to have the completed forms on file. Joe Hart reported that KEA's Tier II report was very complete and timely. Joe had also worked with Dave Woodruff to arrange for passes for designated emergency personnel at canneries. He felt it was a good idea, but stressed that there needed to be more coordination before the process would run as it had been intended. He would continue to work on the issue. LEPC Minutes: April 6, 1998 Page 3 of4 Linda pointed out the additional attachments and reported that there was a tsunami workshop scheduled for August 19 and 20 at Fort Richardson in Anchorage. She thought someone from Kodiak should attend. B) The next meeting was scheduled for Monday, April 27 at 1 :30 p.m. at the Borough conference room. VII. ADJOURNMENTIRECESS Bill Jones recessed the meeting at 2:18 p.m., to be reconvened at 4:30 p.m. April 7, in the City conference room for the purpose of making a recommendation on the plan update contractor. LEPC Minutes: April 6, 1998 Page 4 of 4 LOCAL EMERGENCY PLANNING COMMITTEE REGULAR MEETING - APRIL 6, 1998 RECESSED AND RECONVENED - APRIL 7, 1998 MINUTES I. CALL TO ORDER The regular meeting of the LEPC was RECONVENED at 4:30 p.m. by Chair Bill Jones on April 7, 1998 in the City of Kodiak Conference Room. Members Present: Bill Jones, Chair Joe Hartt Bob Himes Jim McIntosh Andy Nault Jerome Selby Others Present: Linda Freed (alternate/staff support) Members Absent: Mike Dolph Rod 0' Connor Kristin Stahl-Johnson Dave Woodruff A quorum was established. B. BUSINESS ITEMS B) Proposal review for Emergency Plan Update: The motion currently on the floor is: MOVE to award the contract for update of the Emergency Response Plan to Elise DeCola. Linda Freed reported that, according to the numerical tallies, Coho and Dimensions Unlimited had been eliminated. The two remaining proposals had been scored as follows: Elise DeCola 329.5 Pinkston: 320.0 Linda had talked with Pinkston who informed her that they had 6 trips to Kodiak budgeted in their proposal. When asked about the resource manual and who would be responsible for it, the Pinkston representative responded that he could produce the manual aspect of the project for approximately $3,000. She had also spoken with John Alcantra who reported that he had been pleased with the work produced by Pinkston on another project. He felt that they were very knowledgeable and responsive. Andy Nault had spoken with Bob Purcell at the City of Homer. Bob had highly recommended Pinkston, and cited that the only delays that had occurred were due to a change in the project, not as a result of Pinkston. LEPC Minutes: April 6/7, 1998 Page 1 of2 Jim McIntosh had received good references on Pinkston from ADES and the Mat- Su Borough. Linda suggested that the committee needed to discuss exactly what they were looking for in the planning document. She shared that Elise's expertise was in the planning aspect, and Pinkston's expertise appeared to be in response. Elise had indicated to Linda that she would work with a local emergency expert to ensure that she adequately addressed all aspects of emergency response, especially natural disasters. Bill Jones had heard that Bill Morris of Pinkston had several other projects he was currently working on and (Bill Jones) was concerned about the time commitment. Linda shared that she had been pleased with Elise's work on the C-plan project. Elise had produced a document that flowed well. Elise had worked well with the committee members and had been very responsive. She was also on PWS RCAC's contractor list. Linda felt Elise was familiar with the community and that was also an advantage. Joe Hart understood that Elise was well qualified. He was still most pleased with Pinkston's proposal. Jerome Selby supported his original motion. The question was called and the motion CARRIED by a voice vote of 6-1. Joe Hart voted no. Linda reported that she would prepare an agenda statement for the Assembly's April 16 meeting to support awarding the contract as recommended by the vote of the LEPC. She reminded the Committee that the next LEPC meeting would be on April 27 at 1 :30 p.m. in the Borough conference room to meet with the contractor, pending the Assembly's approval. VII. ADJOURNMENT Bill Jones adjourned the meeting at 4:55 p.m. DATE APPROVED: May 26, 1998 LEPC Minutes: ApriI6/7, 1998 Page 2 of2