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HomeMy WebLinkAboutEmergency Management 10-28-09 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY EMERGENCY MANAGEMENT AND COMMUNICATIONS COMMITTEE Room 1281 — Government Center, Hudson OCTOBER 28, 2009 9:00 a.m. CALL TO ORDER ROLL CALL APPROVAL OF MINUTES OF PREVIOUS MEETINGS — N/A DATE OF NEXT MEETING — NOVEMBER 9, 2009 OLD AND NEW BUSINESS 1. Closed Session per WI Stat. 19.85 (1) a to discuss bargaining strategy relating to Emergency Management Director's Employment Agreement Reconvene into Open Session 2. Review of Emergency Management Structure Options 3. 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. 10/19/2009 12:46 PM MINUTES — OFFICIAL Emergency Management and Communications Committee OCTOBER 28, 2009 PRESENT: Roger Rebholz, John Borup, Julie Speer, Dave Ostness, John Mortensen, Dick King - County Board; Jack Colvard, Pam Engen — Emergency Management; Casey Swetlik - Emergency Communications; D. Hillstead, J. Shilts, — Sheriff's Dept.; Chuck Whiting — County Administrative Coordinator; Greg Timmerman — Corporation Counsel; Chair Borup called the meeting to order at 9:00 a.m. DATE OF NEXT MEETING: NOVEMBER 16, 2009 AT 1:00 p.m. LOCATION: ST. CROIX COUNTY GOVERNMENT CENTER, COMMUNITY ROOM REVIEW OF EMERGENCY MANAGEMENT STRUCTURE OPTIONS Sheriff Hillstead stated that this structure directly affects the Sheriff's Dept. in many ways. He complimented Colvard on the fine job he has done as EM Director. If the Committee goes in a different direction, Hillstead would like it considered to put the EM position within the Sheriff's Dept. and believes this function would run smoothly within the Sheriff's Dept. Staff has all been trained in Incident Command. When an incident takes place, LE is first on the scene. The Sheriff stated that the Dept. works well with other departments and agencies and feels an innate ability to respond. The Sheriff's Dept. knows who to contact, what resources are available in an incident; this function would flow within the Sheriff's Dept., it is what the dept. has always done. Hillstead stated the Sheriff's Dept. is capable of handling EM duties. Hillstead informed that Klatt has the ability and knowledge to perform the EM Director's duties. The Sheriff's Dept. has written OJA grants. Hillstead gave comparisons stating that 50% EM positions are a separate entity and 50% operate within the Sheriff's Dept. The Sheriff commented on the concern that the Sheriff's Dept. would gain too much authority if given this position, the Sheriff assured that this would not happen; The Sheriff's Dept. would represent all emergency responder agencies! The Sheriff informed of a new statute (Chapter 323, which replaces Ch. 166) which is a significant change to EM laws. This new Chapter is more in- depth. The Sheriff's Dept. has already committed time for EM training and duties. The Sheriff closed stating he has serious concern about the continuation of the Director's position and how it is put together. The primary goal for the Sheriff's Dept. would be that they can work with the EM Director. Colvard gave comparisons: 54 of the 72 counties state -wide are an independent department. 14 EM positions are under the Sheriff's command, and four are physically located in the Sheriff's Dept., not under the Sheriff's command. Colvard also stated that the majority of EM Directors state -wide are full -time. A factor that plays a part would be the size and population of the County. St. Croix County is the fastest growing County in the state. Colvard stated the best direction to pursue would be to keep EM a separate department. If Committee decides to consolidate, he would recommend the Sheriff's Dept. Colvard also suggested, if placed within Sheriffs Dept., to have a stipulation that EM is an independent department within the Sheriff's Dept. This would also give credence and credibility to whomever represents EM and the Sheriff s Dept. Colvard stated that when he took over EM duties, the EM department was not well accepted and had a negative program; he has built up the EM program, and it provides support and rapport with all agencies and communities affected. Whiting asked about the Sheriff's Dept. and Emergency Communications (EC) relationship. The Sheriff stated they have a good working- functions relationship. The Sheriff stated his concern: The EC Director handles the Medical Examiner (ME) duties, and the ME duties are extremely important to the Sheriff's Dept. and he would not want to see any lowering of these duties. Besides doing EC and ME duties and to add EM duties and to do that well, he believes this is asking quite a lot. Whiting talked of previous interviewing for the EM Director position. Swetlik explained that when the EC Director /ME position came open, there was a concern whether or not one person could handle the responsibilities. Swetlik commented that he feels as though he has moved each department forward. Swetlik commented that adding the EM position, along with EC and ME duties, to his responsibility can only be successfully done with the proper support. Swetlik commented that currently, the ME department's structure involves an intern position and three deputy medical examiners. The intern position (at no cost to the County) files paperwork and performs an administrative support function. This is what makes the structure work. Swetlik explained that it is inevitable that the EC center will need to be expanded. There is also a need for an administrative office and administrative assistance. If expansion occurs into the community room, there will be additional costs related to remodeling (separate HVAC) along with the loss of space. If the expansion went in the direction of his current office, remodeling would be held to a minimum. The only question would then be where to re- locate management. Swetlik stressed the need that each department has depth and accountability. Ostness brought up the option of another EM structure: Department of Emergency Services which oversees EM (There would be a Coordinator performing EM duties.), EC, and ME. Ostness also noted there is not money allotted to expand the Emergency Communication Center. Speer stated that in doing this your grouping three departments without really looking at what each department does, and she does not feel this would work better. Discussion was held. Timmerman asked about how the transition would work for the Sheriff's Dept. and for EC. Colvard informed that by statutory requirements, each village, city, and town has a Resolution stating the EM Director will perform EM Incident procedures /processes for their community. Colvard also mentioned that at a different Committee Meeting, it was asked of the EC where would your loyalties be to an incident, the response was to the EC center — where does that leave the EM dept. and local officials? Swetlik advised that his approach would be that of depth. The support that he stated earlier would involve cross training more than one person as to the complexities of the EM role. Swetlik stated that currently the EM department is a one man operation. When Jack is unavailable, Pierce County is placed on call. Swetlik stated that regardless of whether the County looks at merging, he feels as though there needs to be a focus placed on ensuring more than one person understands the responsibilities of the position. Discussion related to the current role and responsibilities of the two deputy emergency management directors. Swetlik stated that in his opinion, they are figureheads only, with no current responsibilities. Swetlik advised that whenever Colvard is unavailable that he places Pierce County on call. Swetlik stated that whatever direction the County goes that there should be an element of depth added. Colvard stated that Deputy Klatt was used as a liaison during the New Richmond storm of 2007. Colvard was asked who would have handled the Emergency Management responsibilities if he would have been unavailable. Discussion related as to why Klatt and Anderson were appointed as deputies if they were not used in his absence. Colvard advised that they were being trained and that they still have the responsibilities of the Sheriff's Department. In order to use them, they would have to be pulled out of the Sheriff's Office for extended periods of time for additional training. Colvard asked if Hillstead would have the ability to work without them so they can get additional training. Hillstead advised that it would remain at commitment as they both have already been gone a lot. Swetlik also stated that he would look at Terry Andersen (current emergency communications assistant director) as well for being cross - trained. A Borup /Rebholz MOTION to go into Closed Session was brought forward at 10:10 a.m. All Committee members voted "Yes" to the Motion. Also present at the Closed Session was Timmerman and Whiting. At 10:47 a.m., the Committee moved out of Closed Session on a Speer /Mortensen MOTION; the vote was unanimous. The meeting was reconvened into Open Session at 10:50 a.m. and continuation of item #2 was discussed. Borup put out the options to the Committee. Should the EM Contract be renewed that expires December 31, 2009 or let it lapse and move forward? A Rebholz /Ostness MOTION was made to let the contract lapse on December 31, 2009. Passed unanimously. A Rebholz /Ostness MOTION was made to merge EM and EC under one department which will report to the Public Protection Committee and to keep the ME a separate position. Passed unanimously. At the November County Board Meeting, it will be presented that the restructuring is in process and that this restructuring will have a budget impact. At the December County Board Meeting, details will be presented. Whiting asked Timmerman and Swetlik to draft a structure. Timmerman will write a Resolution pertaining to the new structure. COMMITTEE CHAIRMAN'S COMMENTS The meeting adjourned at 11:05 a.m. Respectfully Submitted, Emergency Mgmt. Administrative Secretary