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HomeMy WebLinkAboutEmergency Management and Communications 08-06-01AMMENDED AGENDA ST. CROIX COUNTY NOTICE OF COMMITTEE MEETING TO: Thomas Dorsey, Chairman St. Croix County Board FROM: Chuck Mehls, Chairman COMMITTEE TITLE: Emergency Management/Emergency Communications DATE OF MEETING: Monday, August 6, 2001 TIME: 9:00 a.m. LOCATION: Community Room, Lower Level Government Center Hudson, WI 54016 CALL TO ORDER ROLL CALL ADOPTION OF AGENDA DATE OF NEXT MEETING OPEN ACTION ON PREVIOUS MINUTES UNFINISHED BUSINESS 1) Voile Recorder - purchase versus lease 2) Review of Communication Director's Position Description NEW BUSINESS 3) Introduction of the New Emergency Management Secretary 4) Disposition of old communications van 5) Re- channeling of Hudson radios 6) Review of hiring process for dispatchers 7) Emergency Communications - preliminary budget review 8) Purchase of automated defibrillator for Government Center 9) Update on Presidential Disaster Assistance 10) Participation in computer purchase assistance grant 11) Emergency Management - preliminary budget review 12) Director's Report - Communications Director 13) Director's Report - Emergency Management 14) Bills - Emergency Communications 15) Bills - Emergency Management 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 #3864719/3864718 Gary Kollman Emergency Communications - Phone #3864705 DATE: 07/24/01 Copies to: County Board Office County Clerk Committee Members News Media/Notice Board MINUTES Emergency Management /Communications Committee August 6, 2001 PRESENT: Chuck Mehls, Tom Dorsey, Art Jacobson, John Mortensen, Denise Bjerstedt — County Board; Jack Colvard, Carrie Peterson — Emergency Management; Gary Kollman — Emergency Communications; Ron Volkert — Sheriffs Department; Dick Trende — Hudson Police Department; Debra Kathan — Personnel Department Chairman Mehls called the meeting to order at 9:02 a.m. The Agenda was adopted on a Jacobson /Mortensen motion. DATE OF NEXT MEETING: Monday, August 27, 2001 at 9:00 a.m. in Baldwin. After review, minutes from the June 18, 2001 Emergency Management/Communication Meeting were approved on a Mortensen/Dorsey motion. NEW BUSINESS: 1. Voice Recorder — Purchase Versus Lease Kollman brought price comparisons to show differences between purchasing and leasing. Kollman recommended the Replay System. It was decided that either way a maintenance plan would be needed. Kollman will check with St. Paul to see if they could maintain the equipment. The committee approved on a Mehls /Bjerstedt motion to set aside $60,000 to be put in the budget and have Kollman and Mehls work with Rich Loney /Finance Department to decide if we should lease or purchase the equipment. The information will be brought to the next meeting. 2. Emergency Communications Director's Position Kathan brought the job description to the committee for approval. After approval she will bring it to the next step. Hayes study will be used. Committee reviewed and discussed the description. Under Examples of Work it states "Manages the staffing and use of the communication van" — this will be changed to "In compliance with policy and procedures, manages the staffing and use of the communication van." The job description with this correction was approved on a Mehls /Bjerstedt motion. 3. Ememency Management Secretary Carrie Peterson, from New Richmond, was introduced to the committee as the new secretary for Emergency Management. All members present introduced themselves and welcomed her. 4. Review of Hiring Process for Dispatchers It was suggested that testing be done on applicants. We are finding a problem when the job is listed as part- time /full -time. It tends to not attract the best applicants. It deters some of the better candidates who are looking for full -time work. Kollman suggested testing the candidates first and then holding the interview. He also said we should broaden the description — not limited to "experience in fire, medical emergency, or law enforcement work." Bjerstedt suggested if they hire someone without the experience mentioned above, they should spend time in each area or possibly a ride -along program. 5. Old Communications Van Kollman recommends selling the van. Mehls asked if we should write up an ad or maybe go through the internet, also see if the Radio Amateur Civil Emergency Services (RACES) might be interested in the van. Kollman will let them know before we run ad. He will also take an inventory of the equipment still in the van. i 6. Re- channeling of Hudson Radio The Hudson PD would like to have the remainder of their radios re- channeled. Several of the radios in their cars have been completed but there are five mobiles and eight portables that still need to be done. These were missed when their original radios were re- channeled when the County changed its' radio system several years ago. The cost is approximately $190.00. On a Bjerstedt/Mortensen motion it was approved to pay for the re- channeling of the radios. 7. Emergency Communications Preliminary Budget Review The committee reviewed the budget. Kollman would like 150 hours per person for overtime instead of the current 90 hours in the 2001 budget. This overtime would include training. Mehls suggested we try for the Technical Lead Telecommunicator position again next year. Kollman brought up three problems in 2001. These problems were overtime, the microwave, and equipping the communications van. On a Motensen /Bjerstedt motion the preliminary budget was approved. 8. Director's Report — Communications Kollman discussed the Glenwood City Power Outage — rodents chewed through the lines. All of the bills turned in totaled over $1,700. All bills will be covered by insurance except for a $300.00 towing bill. Kollman informed the Committee that each dispatcher has a new procedure manual, which they are responsible for maintaining and keeping up -to -date. Three new policies have been issued so far. 9. Emergency Management Preliminary Budget Review The committee reviewed the SARA budget. Colvard noted a.53% increase in the budget. He mentioned that copying has increased. On a Jacobson/Dorsey motion the preliminary SARA budget was approved. The committee reviewed the Emergency Management budget and approved the budget after receiving approval to participate in the computer grant and discussion of the proposed defibrillator for the Government Center. The budget was approved on a Jacobson /Dorsey motion. 10. Purchase of Defibrillator for Government Center MehIs presented the idea of purchasing a defibrillator for the Government Center and estimated the cost at approximately $2,200- 2,600. One question brought up was where would we put it in the Government Center. It was suggested that it be placed in the health room. Concerns about the PA system were discussed, about being able to contact individuals to operate the defibrillator. Kollman will discuss the PA system with all department heads at the meeting on August 17. The system may not be heard in all areas. Kollman will run a test throughout the building on August 20th. Any problems should be reported to Kollman. 11. Participation on Computer Purchase Assistance Grant Colvard would like approval to participate in a computer purchase grant to upgrade his 5 year old computer and 9 year old monitor. The grant is a 80% - 20% cost sharing grant. Participation in the grant was approved on a Dorsey /Mortensen motion. 12. Update on Presidential Disaster Assistance Colvard had pictures of the Siren Tornado. Mehls commented on the command center that no one was there to greet and direct volunteers. Incident Command Procedures were not followed. Colvard discussed the disaster assistance for flooding. All municipalities that had incurred damages have submitted their cost figures and are waiting on the State and FEMA to submit checks for their damages. Approximately $228,000 in damages was incurred by the St. Croix County Highway Department and four townships in the northeast corner of the county for road damages due to the July 3 0` storm. 13. Bills - Emergency Communication Bills were approved on a Mehls/Bjerstedt motion. 14. Bills — Emergency Management Bills were approved on a Mehls /Bjerstedt motion. Adjournment: The meeting was adjourned at 12:10 on a Jacobson/Mehls motion. Respectfully submitted, Carrie A. Peterson, Recording Secretary