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HomeMy WebLinkAboutEmergency Management and Communications 09-19-03 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: Friday, September 19, 2003 TIME: 9:00 a.m. LOCATION• Village of Star Prairie, Village Hall CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING OPEN ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS 1. Purchase of portable repeaters 2. Baldwin Tower Update NEW BUSINESS 1. 2003 Terrorism Grant - Purchasing Requirements 2. Review of Village of Star Prairie Emergency Plan 3. Continuity of Operations /Continuity of Government Plan 4. Emergency Management Director's Report 5. Emergency Management Bills 6. Telephone Credit Cards 7. Easement Agreement Resolution 8. Emergency Communications Director's Report 9. Emergency Communications Bills 10. Emergency Service Agencies Concerns and Issues a. EMS b. Fire C. Municipal Law Enforcement d. Sheriffs Department 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: September 10, 2003 Copies to: County Board Office Committee Members County Clerk News Media/Notice Board Internet Site MINUTES - OFFICIAL Emergency Management/Communications Committee Meeting September 19, 2003 PRESENT: Chuck Mehls, Denise Gunderson, John Mortensen, Art Jacobson, Lori Bernard - County Board; Gary Kollman — Emergency Communications; Jack Colvard, Emergency Management Director; Helen Demulling, Village of Star Prairie President; Jim VanderWyst, New Richmond Fire Chief; Mark Samelstead, New Richmond Police Chief, Pam Engen, Emergency Management Secretary. EXCUSED: Buck Malick, Charles Grant - County Board, Craig Nelson - Baldwin Ambulance, Ron Volkert - Sheriffs Department Chairman Mehls called the meeting to order at 9:05 a.m. Today's Agenda was adopted on a Mortensen/Jacobson MOTION. The Minutes of the June 17, 2003 Special Meeting were approved on a Gunderson/Jacobson MOTION. The Minutes of the August 14, 2003 Emergency Management/Communications Committee were approved on a Bernard/Gunderson MOTION. DATE OF NEXT MEETING: Tuesday, October 14, 2003 — 9:00 a.m. Location is TO BE ANNOUNCED. UNFINISHED BUSINESS: 1. Purchase of Portable Repeaters Roberts and Somerset had problems with activation of their pagers. Gary Kollman contacted a vendor that he knows and they temporarily installed equipment and conducted a test. (This Vendor will supply all new equipment if purchased by County.) The subject of advertising for bids came up. Gary Kollman contacted Greg Timmerman, Corporation Counsel as to the procedure for County purchasing procedures because these are federal funds. Emergency Communications does not have to comply with the County purchasing procedures. A Mehls/Bernard MOTION was made to continue testing of the portable repeaters affecting Roberts and Somerset and to purchase repeaters once tests are satisfactorily completed. 2. Baldwin Tower The variance and site plan have been approved by the Village of Baldwin. Dairyland Power is applying for the building permit. The Easement for Communication Tower Site needs to go before the County Board on Sept. 30 with attached Resolution. The Easement allows for construction of the tower and Dairyland may use the tower for as long as need be. Once no longer the need is there, they can sell to County at present value or dismantle tower and return to original condition. A Bernard/Gunderson MOTION was made to accept the Resolution read and signed by this Committee at this meeting. 3. Shelter Agreements The Red Cross personnel are continuing to renew agreements with shelters. They will submit to Emergency Management once finished. The Village of Star Prairie's Community Center will be a potential shelter. (This Agreement will need to be signed by the Village of Star Prairie and the Masonic Lodge authorities, as they are both owners of the community center.) Another potential shelter area is Bethany Lutheran Church in Star Prairie. 4. Recruitment for CPR/Defibrillator Class The Highway Dept., Ag. Center in Baldwin, New Richmond offices, and the Government Center employees need to receive training. The first training will be at the Ag. Center in Baldwin. The Highway Dept. needs to run this past the Safety Committee to see who may want to attend. Each branch will receive t � training. Whoever from the Ag. Center, New Richmond Offices, and the Highway Dept. did not attend may attend the last training at the Government Center. Once training is complete, the defibrillators will be placed at the above locations. NEW BUSINESS: 1. Review of Village of Star Prairie Emergency Plan This Plan needs to be reviewed page -by -page, as it needs updating, per Village President, Helen Demulling. The Town of Star Prairie has submitted their emergency plan and it has been reviewed by Emergency Management. The Town of Star Prairie will be contacting the Village of Star Prairie for inclusion of their plan. The sirens in the Village of Star Prairie are activated from the Communications Center in Hudson. They are working now. There had been problems. This will be checked again in October. The population of Star Prairie is currently 642. There is no Assisted Living Facility. They also have two 10OKW generators (one Portable and one Stationary) 2. Telephone Credit Cards The County currently has AT &T calling cards at 4.73- cent/minute with a. 15-cent surcharge compared to Touchtone at .08 cents /minute. AT & T will cancel existing plan and issue a new plan at 4.73 /minute and eliminate the .15 -cent surcharge. There are 148 cards out in the County. The Sheriff's Dept. has 30; they only need five. 118 cards are not accounted for, only St. Croix County. The last time an audit was done was in 1996. By the next EM /EC Committee Meeting, Gary Kollman will know the cost of these cards, who uses them, and the need for them. A Bernard/Gunderson MOTION was made to cancel the existing 148 phone cards and resubscribe with issuance of 20 cards (5 to Sheriff's Dept. and 15 in Reserve). 3. 2003 Terrorism Grant Budgeted items for 2004 have been moved to 2003. These monies are 100% reimbursable by the Office of Justice Assistance. Whiting and Finance approved the transfer. Finance created a block of purchase orders for purchases, and the Office of Justice Assistance will pay from these once they receive the purchase order. 4. Continuity of Operations /Continuity of Government Plan This is new from the Office of Homeland Security. Each County in the state needs to have in place a comprehensive and effective program to ensure the continuity of essential functions under all circumstances. Each Department within a County will need to write a plan. (The Sheriff's Dept. will be responsible for the Jail's plan. This will be addressed at the next Public Protection Meeting.) (The Public Health Dept. is considered a primary responder also.) We need to have our County Plan into the State by January 14, 2004. This PLAN is the #1 Priority at this time. Once our County's Plan is approved by the State, it will serve as a guide for each municipality. The County Board and Department Heads will be apprised of this new requirement and its importance, and the need for each municipality to make a plan. 5. Emergency Management Director's Report The Emergency Management Director's Report was covered in the above Agenda Items. 6. Emergency Management Bills The bills for August have been approved on a Mortensen/Bernard MOTION. 7. Emergency Communications Director's Report Pierce County is awaiting an answer from the State regarding the 5.9 million grant monies. Malick will follow -up on this. The maps have been produced by the Planning /'Zoning Dept. and have been distributed to the Fire Departments for review. 8. Emergency Communications Bills 4 1 or The Emergency Communications' Telephone Bills for the month of August were approved on a ;Iacobson /Bernard MOTION. The August Bills were approved on a Bernard/Mortensen. MOTION. 9. Emergency Service Agencies Concerns and Issues a. EMS — Not present. (When Dispatch receives a call for an incident, it is not in the Emergency Communications authority to determine personnel /equipment to be sent. Each municipality Chief has the authority to respond with personnel /equipment.) b. Fire — Nothing at this time. C. Municipal Law Enforcement — Nothing at this time. d. Sheriff's Department — Not present. Adjournmet: The meeting was adjourned at 11:20 a.m. on a Jacobson/Mortensen MOTION. Respectfully submitted, Pam Engen, Administrative Secretary