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10/16/2020 Regular MeetingKodiak Island Local Emergency Planning Committee Emergency Services Organization Quarterly Meeting October 16, 2020 Quarterly Meeting 1:05 p.m. - KIBSD Conference Room Welcome and Introductions CHAIR MULLIGAN called the October 16, 2020 quarterly meeting to order at 1:00 p.m. Attendance Members present: Jim Mullican Tom Trosvig Mike Tvenge Tim Putney Dave Conrad Andrew Ready Mike Dolph Bill Roberts Recognition of Voting Members Approval of Minutes Others present: James Dixon Erin Welty Laurie Pardoe Meagan Christiansen Nick Szabo James Taylor Pat Branson Howard Rue Monique Robertson -Lewis Michael Powers A. April 16, 2019 LEPC Quarterly Meeting Minutes Tim Putney MOVED to approve the April 16, 2019 LEPC quarterly meeting minutes. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. Approval of Agenda Bill Roberts MOVED to approve the agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. Public Comment— None. Old Business — None. Reports of Sub -Committees — None. New Business A. LEPC Purpose and Authority CHAIR MULLIGAN reviewed the historical purpose and authority of the LEPC citing their primary objectives as laid out in Title 42 US Code and portions of the Alaska Statutes which govern emergency management. He shared his desire for the Committee to refocus on these objectives as their top priority and to address other issues as time and resources allow. Kodiak Island Borough October 16, 2020 Local Emergency Planning Committee Page 1 of 4 Tom Trosvig noted there was general confusion within the community concerning the difference in the roles of the EOC and LEPC. Mike Tvenge noted that the EOC is a response committee that manages emergencies already in progress, while the LEPC is a planning committee whose role is to mitigate potential emergency risks. Chair Mullican elaborated on the purpose of emergency -related committees. He briefly noted the protocols followed and the roles of various parties that may be called in locally to respond in the event of a hazardous chemical incident. Pat Branson noted that it may be helpful for people to see the relationship between the committees within a flow chart or other visual format. Chair Mullican stated that there was something similar published within the Emergency Operations Plan. It could be printed out for the Committee. Nick Szabo voiced that historically the LEPC had a role in planning for all types of emergencies. He asked if the LEPC would continue to do that or solely focus on hazardous materials. Chair Mullican opined that the LEPC was woefully behind on its duty to manage hazardous materials. He stated that once the Committee got back to fulfilling its primary mission, it could start to re-engage with other types of emergency planning. Monique Lewis noted that the LEPC used to encourage its members to obtain ICS training and that it could be helpful to re-engage in that as well. Chair Mullican thanked everyone for their input and encouraged them to read through Title 42 US Code and the related Alaska Statutes. He noted that as the Committee reforms, it would be necessary for the Committee members to take a more active role and shoulder some of the responsibilities. Bill Roberts asked when the last time was that any of the HAZMAT plans were reviewed. Chair Mullican could not recall the last time. Dave Conrad noted that he had been involved for a long time and could not recall ever being asked to review a plan either. Chief Mullican stated that returning to the essential functions of the Committee was important from a financial perspective. He explained that the LEPC was defunded at the state level and that communities would be required to seek funding for on their own expenses. Tom Trosvig asked if an inventory of known HAZMAT materials were listed within the response plan or if one could be attained by approaching entities within the community. Chief Mullican said that a lot of that information was available through a database as part of the Community Right To Know. Hazardous inventory reports are filed annually by facilities to the State of Alaska. This information should be valuable for evaluating potential community threats and substance transportation routes. Kodiak Island Borough October 16, 2020 Local Emergency Planning Committee Page 2 of 4 B. HAZMAT Emergency Plan Review 1. Process 2. Timeline 3. Facilities List CHAIR MULLIGAN noted that the LEPC did not have a checklist for conducting plan reviews and would need to develop a process for that. He would also like to see the LEPC create a timeline for the review process that outlined the procedure from start to finish. It might be essential to industry that the LEPC could review plans within a timely manner. He noted the review process could benefit from the use of subcommittees. The Facility List is one of the essential pieces of the HAZMAT plan review process. While the community is aware of many of the active facilities, they do not have a grasp on what sort of materials might still be stored in deteriorating decommissioned facilities around the island. C. New Officer Elections CHAIR MULLIGAN recommended that the Committee conduct new officer elections upon appointment of new membership. Mike Tvenge suggested that due to the discrepancies within the bylaws, the Committee should review and make changes to them before holding officer elections. Dave Conrad agreed that the bylaws should be reviewed but thought that there should be flexibility with appointing staff to the office of Secretary. Erin Welty noted that the Borough had some funding for the LEPC that was adopted during the last budget cycle. She also introduced staff members from the Community Development Department who were available to offer support to the LEPC. Pat Branson agreed that the bylaws should be reviewed prior to election of officers. Erin Welty suggested that staff start the bylaw review process and bring forth a draft before the December meeting. Bill Roberts suggested that the Secretary position be held by Borough staff. Chair Mullican noted that the formal Secretary officer position should not necessarily be held by a staff person providing administrative support. He felt it should be held by a member of the Committee who could represent the LEPC at the State level if the Chair and Vice Chair are not available. He opined it may be unfair to put a staff member into that position. This officer as defined in the bylaws would also be overseeing the work provided by staff. Future Business for Discussion A. Election of Secretary and Vice Chair B. Bylaws Review Public Comment — None. Next Meeting A. December 3, 2020 at 1:00 p.m. in the KIBSD Conference Room Kodiak Island Borough October 16, 2020 Local Emergency Planning Committee Page 3 of 4 Adjournment Bill Roberts MOVED to adjourn the meeting. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY CHAIR MULLIGAN adjourned the meeting at 2:01 p.m. KODIAK LOCAL Mullican, October 27, COMMITTEE Kodiak Island Borough October 16, 2020 Local Emergency Planning Committee Page 4 of 4