HomeMy WebLinkAboutEmergency Management & Communications 06-16-08 NOTICE OF MEETING AND AGENDA
ST. CROIX COUNTY EMERGENCY MANAGEMENT AND COMMUNICATIONS
June 16, 2008 —9:00 a.m.
NOTE: Committee will ineet at NORTH HUDSON VILLAGE HALL
forth Hudson, 4154016
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES OF PREVIOUS MEETINGS — 5/13/2008
DATE OF NEXT MEETING
OLD AND NEW BUSINESS
1. Emergency Service Agency Representative's Concerns and Issues
A. Sheriffs Dept.
B. Municipal Law Enforcement
C. Fire Services
D. EMS Services
E. Public Health
2. Identification of County PIO
3. Emergency Communications Capital Outlay
4. Emergency Communications Request to Exceed Hotel Allowance
5. WCA Resolution Consideration for Wireless 911 Funding
6. EC /EM - Mass Notification System
7. Siren Monitoring Program
8. River Falls Dispatching Proposal
9. Possible Resolution to address the WI Office of Justice Administration's Proposal to
Utilize the Federal Assistance Allocation to Fund a Statewide VHF Digital Trunking
System
10. Director's Report — Emergency Management
A. Update on WI Disaster Fund
B. Update on RTAC Communications Exercise
C. Update on Mobile Home Issues
D. Update on Emergency Management Planning Grant for 2008
E. Red Cross Update on National Sheltering System
F. MOU with Polk County
G. Orthophotography Project in Planning and Zoning
H. NIMS Compliance Information
11. Director's Report — Emergency Communications
12. Short and Long Term Goals /2009 Budget Planning
13. Committee Chairman's Comments
ADJOURN
(Items may be taken in different order)
** Additions /Changes /Corrections
Items for County Board approval must be submitted to the County Clerk's office
by Wednesday morning preceding a County Board meeting.
6/9/2008 11:22 AM
It
MINUTES — OFFICIAL
Emergency Management and Communications Committee
JUNE 16, 2008
PRESENT: John Borup, Julie Speer, Roger Rebholz, Dave Ostness, John Mortensen - County Board;
Casey Swetlik - Emergency Communications; Jack Colvard — Emergency Management; John Shilts, Jeff
Klatt — SCC Sheriff's Dept.; Chuck Whiting — Administrative Coordinator; Mark Richert — North Hudson
PD; Geralyn Karl — Public Health; George Power — American Red Cross; Carlene Jensen — Salvation
Army; Ray Hornung — County Resident; Marty Jensen — Hudson PD; Jim VanderWyst — Fire Rep.
Craig Nelson — Excused.
Chair Borup called the meeting to order at 9:03 a.m.
The 5 -13 -2008 Minutes were approved on a Rebholz / Ostness MOTION.
DATE OF NEXT MEETING: JULY 7, 2008 @9:00 a.m.
LOCATION: HUDSON CITY HALL
EMERGENCY SERVICE AGENCY REPRESENTATIVE'S CONCERNS AND ISSUES
A. Sheriff's Dept. — Nothing
B. Municipal Law Enforcement — Nothing
C. Fire Services —Nothing
D. EMS Services — Not in attendance
E. Public Health — Karl reported that the Mass Clinic Plan has been updated along with input
from the Sheriff's Dept., EM, and EC. A new site has been added, which is the New Richmond
High School. Karl would like to thank R. Prein and R. Coltrain for their excellent input with
security issues.
The Isolation and Quarantine Policy has been intensified and updated.
The Pandemic Plan stayed the same.
Karl also reported that an unannounced drill was held. The scenario was an Influenza virus where
Public Health needed to identify who needed to be contacted (24 entities), can they communicate
(e -mail, fax, telephone) with each within a 60 min. time frame, and if the Isolation and Quarantine
Policy was effective. Note: The Isolation and Quarantine Policy was rated the most complete
policy in the Western Region. An After - Action Report will be completed.
IDENTIFICATION OF COUNTY PIO
Colvard informed the Committee that one requirement through WI Emergency Mgmt. is to have a Public
Information Officer (PIO). There are courses that this person(s) can take to successfully fulfill this task.
It was decided that this will be discussed before the August Committee meeting.
EC CAPITAL OUTLAY
Swetlik explained his Capital Outlay items, along with handouts. In 2009: The replacement of Radio
Base Stations (2" half of project) at an estimated cost of $142,000. Swetlik explained that the purpose
for the radio base project is to replace 15+ year old radio bases positioned throughout the County. The
FCC is requiring that all communication that takes place on our frequency conform to narrow -band
transmission requirements by 2013. Our current radio bases are not narrow -band capable. In 2009: Mass
Notification System for an estimated amount of $42,000. In 2010: The expansion of the 911 Suite at an
estimated cost of $156,372. Swetlik explained that the 20x22 foot communications center was built with
expansion in mind back in 1993. It has supported growth from a staff of 9 to a current staff of 19.4.
When built, the center processed 17,000 calls for service and it currently supports over 81,000. The idea
If
behind the expansion would be to convert the current administrative offices into space for two additional
dispatch positions and then place the administrative offices into the Community Room. This proposed 12
feet of Community Room space would also create a buffer between the noisy activity that takes place in
the Community Room and the 911 Center operations. Discussion related to meetings with Public Health
and other departments that may currently use the Community Rom and how this proposed expansion
would affect their operations. A Borup /Speer MOTION was made to approve items for 2009 and 2010.
EC REQUEST TO EXCEED HOTEL ALLOWANCE
Swetlik explained this would be the APCO Conference in Kansas City. This conference allows gathering
of the highest, new technological information so Emergency Communications may go ahead with projects
with minimal or no consultation costs. Swetlik advised that this is a budgeted item. A Rebholz /Ostness
MOTION to approve this allowance was made.
WCA RESOLUTION FOR WIRELESS 911 FUNDING
Swetlik explained that in October, 2007 a Resolution supporting continued State reimbursement to
counties for expenses for wireless 911 services was adopted by St. Croix County. This grant program will
expire on November 30, 2008. Swetlik gave a handout showing the County's potential additional cost
and the cost should the wireless 911 grant continue. A Speer /Ostness MOTION was made to send this
Resolution to the Wisconsin County Association (WCAQ) for their consideration and support at the State
level.
EC /EM — MASS NOTIFICATION SYSTEM
Swetlik, along with a handout, explained that this potential project started in February, 2008. An
invitational demonstration was conducted for municipalities and school districts. Some entities were
interested and some not. Of those who are, the question remains of the cost for each potential partner.
Colvard explained that through the SARA Computer Grant, an amount of $6,000 can be used for this type
of system. Colvard has applied for this Grant including the $6,000. Discussion was held. Borup made
the MOTION to move this item to the 2009 Emergency Communications Capital Outlay and that Jack
Colvard should amend his grant to remove the 2008 funding for a mass notification system, seconded by
Rebholz /Speer.
SIREN MONITORING PROGRAM
This program started discussion in July, 2007. Swetlik met with Corporation Counsel and Risk
Management concerning the liability portion of sirens. Another concern that arose over the liability
portion was the cost/benefit analysis. An issue that was stated is that municipalities need to take more
ownership over their siren(s). Swetlik will send a reminder to municipalities noting the importance of
maintaining their sirens and the need to assign someone to monitor each siren within their municipality.
Swetlik will also see who would like to receive a reminder on each first Wednesday of each month prior
to their sirens being tested at 1100 hrs. A Mortensen/Speer MOTION was made that each community,
county -wide needs to monitor their own siren(s).
RIVER FALLS DISPATCHING PROPOSAL
This item has been tabled until July. River Falls Chiefs of Police, EMS, and Fire will be notified of the
July Committee Meeting.
POSSIBLE RESOLUTION TO WI OJA'S PROPOSAL TO UTILIZE FEDERAL ASSISTANCE
ALLOCATION TO FUND A STATEWIDE VHF DIGITAL TRUNKING SYSTEM
Swetlik explained that a $968 million dollar grant is being divided up nationally. $15 million will be
given to the State of WI for projects related to the (Radio) Communication Statewide Trunking System,
which is a backbone for communication throughout the state. Swetlik also explained that State engineers
estimate that in order to complete this system, it will cost $40 million. A handout was given to
Committee members outlining this project. Swetlik explained that this is an 80/20 grant. The County
does not need to pledge money now but can buy into this concept /project by documenting/pledging "spent
money ". In order for the County to tie into this digital trunking system at a later date, there will be an
extreme cost. Swetlik will draft a Resolution in support of this trunking system and submit to
Corporation Counsel, and this will be an agenda item in July.
DIRECTOR'S REPORT — EMERGENCY COMMUNICATIONS
` Swetlik would like to thank the Highway Dept. and the Highway Committee for their input on the
Hammond Radio Shack, which is completed, and St. Croix Electric provided funds for this project.
Swetlik asked if it is acceptable to include an Impact Statement along with Budget preparations; it is
acceptable.
DIRECTOR'S REPORT — EMERGENCY MANAGEMENT
In August, 2007, St. Croix County had a storm, mainly the New Richmond area. Colvard compiled all the
municipalities who had damages and submitted an application to the State Disaster Fund for
reimbursement. Colvard is still waiting on an answer /payment for affected communities.
A RTAC Communications Exercise was held on June 11, 2008; this exercise tested a mass casualty surge
of patients and the ability of EMS and hospitals to communicate and assist one another. Colvard reported
that this exercise had a good turnout and all four hospitals were represented. Observation of the exercise
showed that EMS and the hospitals had communication problems. Colvard to advise Fred Johnson of this
issue.
Colvard reported that B. Malick, C. Mehls, and an intern from UWRF compiled information concerning
mobile homes and tie -downs and safety issues. Colvard reported that current industry, commerce, and
local municipality standards are in place. Colvard stated he feels the County nor this Committee cannot
make it mandatory for tie -downs on mobile homes; this information could be given as an educational
campaign. Colvard reports that the State Dept. of Commerce in November, 2008 will address mobile
home safety issues. An Ostness/Mortensen MOTION was made to table this item indefinitely.
Colvard stated that he has received an increase on the EMPG Grant for 2008. This grant covers salaries,
benefits, and operating costs.
George Power, St. Croix Valley Chapter of the ARC, reported that there is a nationwide shelter database
from FEMA. This database is available to local government. In St. Croix County, there are 49 shelters
(primarily schools and churches) and five emergency operating centers. ARC has agreements with these
shelters. The criteria which results in an agreement would be the shelter can house 50 plus people and it
would cover long -term sheltering (more than two days). This database will be added to the County's
Annex `B" of the County's Emergency Operations Plan.
Colvard explained that Polk County EM Committee will meet 6/17/08. This item will be on the
Committee's July Agenda.
Colvard reported that Planning & Zoning sent a letter asking support for an Orthophotography Project.
Whiting explained this project would take aerial pictures of County areas and download to our GIS
System. For emergency situations, details are still in the works. Colvard commented it is a viable
prop wil.
Colvard explained, along with a handout, that NIMS Compliance has requirements. Each
community /agency that has stated they are NIMS compliant and have received any part of preparedness
grants will be audited by OJA. All NIMS compliant communities /agencies need to stay NIMS compliant.
SHORT AND LONG TERM GOALS
COMMITTEE CHAIRMAN'S COMMENTS
The meeting adjourned at 11:55 a.m.
Recording Secretary, Pam Engen
Emergency Mgmt. Administrative Secretary