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HomeMy WebLinkAboutEmergency Management and Communications 08-14-03 s t AMENDED AGENDA ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Clarence Malick, Chairman St. Croix County Board FROM: Chuck Mehls, Chair of Emergency Mgt./Emergency Communications COMMITTEE TITLE: Emergency Management/Emergency Communications DATE OF MEETING: Thursday, August 14, 2003 TIME: 9:00 a.m.. LOCATION: St. Croix County Government Center, Community Room CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING OPEN ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS 1. Discussion of August EOC activation test 2. Baldwin Tower 3. Shelter Agreements (New and Updates) NEW BUSINESS 1. County EOP Update to Direction and Control Annex 2. Recruitment for CPR/Defibrillator Class 3. Emergency Management Director's Report 4. Emergency Management 2004 Budget 5. Emergency Management Bills 6. Emergency Communications Director's Report 7. Emergency Communications 2004 Budget 8. Emergency Communications Capital Outlay Plan 9. Emergency Communications Bills 10. Emergency Service Agencies Concerns and Issues a. EMS b. Fire C. Municipal Law Enforcement d. Sheriff s Department 11. Emergency Communications closed session under section 19.85(1)(b) to consider dismissal, demotion, licensing or disciplining of a public employee ANNOUNCEMENTS AND CORRESPONDENCE POSSIBLE AGENDA ITEMS FOR NEXT MEETING: ADJOURNMENT (This agenda not necessarily presented in this order) SUBMITTED BY: Jack Colvard, Emergency Management - Phone #386- 4719/386 -4718 Gary Kollman Emergency Communications — Phone #386 -4705 DATE: July 29, 2003 Copies to: County Board Office Committee Members County Clerk News Media/Notice Board Internet Site k MINUTES - OFFICIAL Emergency Management /Communications Committee Meeting August 14, 2003 PRESENT: Chuck Mehls, Clarence Malick, Charles Grant, Denise Gunderson, John Mortensen, Art Jacobson - County Board; Pam Engen — Emergency Management; Gary Kollman — Emergency Communications; Dennis Hillstead — Sheriff's Dept.; Lori Bernard, Jack Colvard, Emergency Management Director; Craig Nelson, Baldwin EMS. Chairman Mehls called the meeting to order at 9:10 a.m. The Minutes of the July 16, 2003 Emergency Management /Communications Committee were amended with two corrections: Under AED United Way Grant and Training, delete "One will be placed at the County Fair and kept at the First Aid Building" and the spelling of defibrulators has been corrected. Then these Minutes were approved on a Malick/Bernard MOTION. DATE OF NEXT MEETING: Friday, September 19, 2003 — 9:00 a.m. Location is TO BE ANNOUNCED, UNFINISHED BUSINESS: 1. Discussion of August EOC Activation Test Mehls reviewed information about the EOC training/exercise planned for August 19, 2003. Colvard informed the Committee that the Red Cross would provide lunch for all of the participants, 50 to 55 people. 2. Baldwin Tower. Kollman reported there have been significant developments pertaining to this issue. Dairyland Power's participation in this project was predicated upon the County paying the difference between a guyed and a self - supported tower, which they estimated to be $35,000. When the bids were returned, the difference is actually $69,397. This additional cost will be more than offset due to deletion of the microwave dishes and waveguides from the bid awarded to Harris Corp. An engineer from Harris Corp. inspected all of the existing dishes and waveguides and determined that they would not have to be replaced thereby saving $114,538. Dairyland Power has officially signed off on this project. Kollman also reported that although the Baldwin Village Planning Commission and Village Board recommended this project for approval, we still need to seek approval from their Appeals Board. The Site Plan requires approval from both the Planning Commission and Village Board. It is hoped all of this will be accomplished by the second week in September. 3. Shelter Agreements. This item has been tabled; no Red Cross personnel were available for the meeting. Mortensen informed the Committee that the Red Cross is working on renewing agreements with all of the facilities and that someone would be at the next meeting to discuss the issue. NEW BUSINESS: 1_. County EOP Update to Direction and Control Annex Greg Timmerman recommended that the resolution addressing the Line -of- Succession not be changed and that the Committee change the wording in the Emergency Operations Plan to reflect what they want changed. Thus Annex A (Direction and Control) will be updated with specifications as to what the County Board Chair or his /her designee can authorize in the event of an emergency /disaster. A resolution identifying the changes in Annex A will go before the County Board for approval. The change to Annex A, Section III. A. 4. would be: Direct other county agencies as appropriate, to provide personnel, equipment, and supplies pending an emergency County Board meeting. A Malick/Mehls MOTION was approved to submit the wording to Greg Timmerman to be put into a Resolution for the next County Board meeting. i E 2. Recruitment for CPR/Defibrillator Class We have received four machines. Training takes four hours. Training will be held in two two -hour increments, after working hours, and free -of- charge. Emergency Management will send out a notice with details (dates and times). 3. Emergency Management Director's Report Three handouts were distributed: 1. Annual Natural Disaster Report for 2002 — This information will be distributed to County Board Members August 19th so they may have a better understanding of the number of disasters that have affected St. Croix County. 2. State -By -State Homeland Security Funding with Per Capita Data — Wisconsin ranks #46 out of 50 states and D.C. 3. Eau Claire, WI, City - County Bioterrorism Preparedness Committee Report — dealing with Bioterrorism in their community. Received a letter from the Hudson Fire Department pertaining to Wall Maps and Map Booklets — Currently all emergency vehicles (County -Wide) are operating under 1995 maps. Hudson Fire recently purchased 15 Map Books, from the planning Department, at $15 each for a total cost of $225. The Hudson Fire Dept. has proposed that the cost of replacing these maps and map books should be covered by Emergency Management Funds annually or Planning could e-mail to all involved and then these could be downloaded at no cost. Emergency Management will send a notice to Brett Budrow, Planning Dept., stating the need that these be processed in a timely fashion. We also ask that Brett Budrow attend the next Communications Users meeting. EMS (Craig Nelson) and FIRE need to approve maps before being published and distributed. The Sheriffs Dept. does not need maps for squads. 4. Emergency Management 2004 Budget Emergency Management operating costs are the same or lower since 1995. The only changes to the budget are expenditures for 2004 that will be reimbursed 100% through terrorism grants. Budget was approved on a Bemard/Mortensen MOTION. 5. Emergency Management Bills The bills for July have been approved on a Malick/Bernard MOTION. 6. Emergency Communications Director's Report Kollman advised that there was nothing new regarding Pierce County's grant request but that he believes that the equipment that we need probably would not qualify for funding under the grant. Malick stated that he reinforced the County's needs with Mike Knoll from Pierce County. 7. Emergency Communications 2004 Budget Kollman reviewed the proposed budget "line -by- line" comparing it to last year's line items. Most items were equal to or less than last years with the following exceptions: An increase in training due to the need for someone to attend Mitel training for the PBX, a large increase in the telephone account due to assuming payment of all of the government center telephone bills formerly paid by Building Services, and an increase in repair costs for the Comm. Van. Kollman noted two problem areas in the 2003 budget: One such area is equipment repair (where $15,000 was unbudgeted but expended for PBX repairs) and the other was overtime. The Communication Center has experienced three vacancies this year, which has resulted in more overtime, expended. Emergency Communications' Budget was approved on a Mehls/Bernard MOTION. 8. Emergency Communications Capital Outlay Plan Kollman reported that the Government Center PBX is down to two vacant telephone numbers to use and needs to be expanded. Also, the County Clerk wished to replace the attendant consoles in that office. Kollman explained that the voice mail system is frequently busy due to the fact that there are only 8 ports, which can be accessed for voice mail. Two of those ports are used for paging which leaves only six ports available to leave or retrieve messages. Kollman stated that the cost of expanding the ports would be $8,000 and the cost of replacing the system is $24,000. The existing system is no longer made. On a Malick/Grant MOTION, Kollman was instructed to place all of these items in the COP Plan. 9. Emergency Communications Bills Emergency Communications' Telephone Bills were approved on a Malick/Bernard MOTION. Emergency Communications' bills for the month of July were approved on a Gunderson/Malick MOTION. 10. Emmencv Service Agencies Concerns and Issues a. EMS — Wall Maps and Map Booklets b. Fire — Nothing at this time — Not present. C. Municipal Law Enforcement — Nothing at this time — Not present. d. Sheriff s Department — Nothing at this time. 11. Emergency Communications closed session under 19 85(1)(b) to consider dismissal demotion licensing or disciplining of a public employee A Grant/Bernard MOTION to go into closed session was made. A Mehls /Gunderson MOTION to come out of closed session was made. Adjournment: The meeting was adjourned at 12:10 p.m. on a Mehls /Gunderson MOTION. Respectfully submitted, Pam Engen, Administrative Secretary