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HomeMy WebLinkAboutEmergency Management 08-11-09 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY EMERGENCY MANAGEMENT AND COMMUNICATIONS COMMITTEE AUGUST 11, 2009 9:00 a.m. Committee will meet at the St. Croix County Government Center, Community Room CALL TO ORDER ROLL CALL APPROVAL OF MINUTES OF PREVIOUS MEETINGS 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. Road Naming Ordinance 3. Update of MOU with Municipalities for Activation of EOC 4. EOC Training Class 5. City Watch Mass Notification Launch 6. Purchase Offer — County Owned Glenwood City Radio Tower 7. Line of Succession for EM Director 8. Radio Base Project Update 9. AT & T Centrex Phone Contract Update 10. Emergency Communications 2010 Budget 11. Emergency Management 2010 Budget 12. Director's Report - Emergency Management A. Donated Portable Radios 13. Director's Report - Emergency Communications A. Payphone Update 14. Communications Van Tour 15. 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. 8/3/2009 11:10 AM MINUTES — OFFICIAL Emergency Management and Communications Committee AUGUST 11, 2009 PRESENT: Roger Rebholz, John Borup, Julie Speer, Dave Ostness, John Mortensen - County Board; Jack Colvard — Emergency Management; Casey Swetlik - Emergency Communications; J. Shilts, J. Klatt — Sheriff's Dept.; Geralyn Karl — Public Health; Carlene Jensen — Salvation Army; J. VanderWyst — NR Fire; Mark Richert — North Hudson PD; Chuck Whiting — County Administrative Coordinator. Excused: D. Briggs, C. Nelson. Chair Borup called the meeting to order at 9:00 a.m. The July 14, 2009 Minutes were approved on an Ostness/Mortensen MOTION. DATE OF NEXT MEETING: SEPTEMBER 8, 2009 AT 9:00 a.m. LOCATION: ST. CROIX COUNTY GOVERNMENT CENTER, COMMUNITY ROOM EMERGENCY SERVICE AGENCY REPRESENTATIVE'S CONCERNS AND ISSUES A. Sheriffs Dept. — Shilts wrote a Commendation Letter to J. Colvard that was shared with the Committee for the use of radios during a training event. B. Municipal Law Enforcement — Not in attendance C. Fire Services — Nothing D. EMS Services — Not in attendance E. Public Health — Karl stated the County remains at 16 cases of H IN I. Karl reports that PH is gearing up for the Fall return of H1N1. Karl reports that schools will receive clear guidelines on how to respond to the upcoming flu season. Karl did state that three shots will be needed this Fall — the seasonal flu shot and two for the H1N1. Karl informed that they are working on a Special Needs Population Plan. This is a FEMA requirement. Karl informed that UW -RF has been identified as a Closed Point -of- Dispensing (Closed POD) for students, staff, and staff family members. PH will be coordinating a Plan with UW -RF. ROAD NAMING ORDINANCE Swetlik reported that this item is still being worked on by Corporation Counsel. UPDATE OF MOU WITH MUNICIPALITIES FOR ACTIVATION OF EOC Colvard brought this MOU for review, mainly the line of succession areas. Discussion was held. A Speer / Rebholz MOTION was made that the line of succession will be: Deputy EM Director /Sheriff's Dept. (Jeff Klatt); Deputy EM Director /Sheriff's Dept. /Jail (Kris Anderson); Pierce or Polk or Barron County Emergency Management Director, if the Emergency Management Director cannot be contacted first. EOC TRAINING CLASS Colvard explained that the State is offering Emergency Operations Center (EOC) Training, free -of- charge to interested parties. Colvard will advertise this training to municipalities, response agencies, and County personnel. Richert stated that the Village of North Hudson is interested in this training. CITY WATCH MASS NOTIFICATION LAUNCH Swetlik informed the Committee that on July 31, City Watch launched a message regarding a three year -old missing. This launch targeted homes within a 2 '/z miles radius from the initial incident site. Ninety -Five percent calls were delivered in less than 11 minutes. Swetlik said the launch went well and it is a worthy program. Swetlik stated that the child was found unharmed. Swetlik informed that on a daily basis, HHS and Clerk of Courts Office use this program. There are still "bugs" to be worked out which relate primarily to how people are populating the spreadsheets. It has yet to be determined how busy the County will make use of this program and if it will be advertised to outside agencies for their use. PURCHASE OFFER — COUNTY OWNED GLENWOOD CITY RADIO TOWER Swetlik explained that the County owns the tower but has received an Offer to Purchase from K2 Towers. Swetlik will compile pros vs. cons. Corporation Counsel will review the Offer. A Rebholz / Ostness MOTION was made to follow -up on this item. LINE OF SUCCESSION FOR EM DIRECTOR "Once one of the above County EM representatives has been notified, he /she will notify one of the following County officials, per the line of succession, of the incident: County Board Chair County Board Vice Chair Emergency Management /Communications Committee Chair ". RADIO BASE PROJECT UPDATE Swetlik informed that the Finance Committee approved the additional money for the Radio Base project. Ancom is the provider. The project will be completed in November, 2009. AT & T CENTREX PHONE CONTRACT UPDATE Swetlik informed that the County's AT & T contract expires April, 2010, but he is working with D. Baker on re -doing a contract for January, 2010. AT & T will allow the County to back out of contract prior to expiration date without a penalty. Swetlik informed this revision of a contract will bring a cost savings. EMERGENCY COMMUNICATIONS 2010 BUDGET Swetlik explained his budget. Swetlik stated that the 0% option actually reflects a 1.03% decrease in his operational budget. The majority of this decrease comes from the anticipated costs savings of a new phone contract with AT & T. Swetlik stated that in order to achieve the $45,673 cut for the 5% levy reduction, he would need to eliminate one 0.7 FTE dispatch position. Swetlik cautioned that the 9 -1 -1 Center is still experiencing double digit increases in call volume and a loss of personnel would result in an increase in demand that could be overwhelming. Swetlik stated that in order to achieve the $91,344 cut for the 10% levy reduction he would have to eliminate two of the 0.7 FTE dispatch positions. Discussion about increases in attrition and possible liability resulting from a loss of staff. An Ostness /Rebholz MOTION was made to approve the zero - balance budget. MOTION carried. EMERGENCY MANAGEMENT 2010 BUDGET Colvard explained his three budgets. The EMPG and EPCRA Grants have increased. Based upon the increase in workload requirements from the State, Colvard asked for an additional four hours for the Administrative Secretary position. Increased grants will cover 50% of the increase in hours. A Rebholz / Ostness MOTION was made to increase the Administrative Secretary position four hours. MOTION carried. A Speer /Mortensen MOTION was made to approve a zero - balance budget for operating expenses. MOTION carried. DIRECTOR'S REPORT — EM Rassbach Communications offered radios to EM from Turtle Lake Creamery. The value of these radios are approximately $3,420. The radios are 900 MHz and do not interfere with any other communications in the County. The Sheriff's Dept. has used these twice for training purposes, and will again in the future. Colvard will compose a "Thank You" letter to Turtle Lake Creamery for their donation to EM. DIRECTOR'S REPORT — EC The pay phones have all been removed. Swetlik informed that the State of WI has put out a Directive concerning radio frequencies. All mutual aid and interoperability frequencies need to be converted to Narrowband by November 1, 2011. Swetlik has composed a letter to send to all municipalities and emergency service agencies warning them of this conversion. Swetlik advised that this could have a budgetary impact to emergency services as well as cities and village. Portable, mobile, and base radios could be affected as well as public warning sirens. COMMUNICATIONS VAN TOUR S. Bahneman was the Comm. Van guide. COMMITTEE CHAIRMAN'S COMMENTS The meeting adjourned at 11:38 a.m. Respectfully Submitted, Emergency Mgmt. Administrative Secretary