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HomeMy WebLinkAboutEmergency Management 12-08-09 NOTICE OF MEETING AND AGENDA ST. CROIX COUNTY EMERGENCY MANAGMENT AND COMMUNICATIONS COMMITTEE E DECEMBER 8, 2009 9:00 a. m. 4 -, 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. Communications Van Recorder 3. Signage Authorization for Payment of EM Bills 4. Possible LTE Assistance 5. Review of Emergency Man agement Director's Job Description 6. Filling Emergency Management Director Position 7. Emergency C o mmunications OJA Grant — Radio Bases 8. Letter of Appreciation — WA County 9. Director's Report - Emergency Management 10. Director's Report - Emergency C o mmunications 11. C Chairman's Comments ADJOURN (Items may be taken in different order) ** Additions/Changes/Corrections Items for County Board approval mu st be submitted to the county clerk's o ffice by Wednesday morning preceding a County Board meeting. 12/7/2009 10:08 AM MINUTES — OFFICIAL Emergency Management and Communications Committee DECEMBER 8, 2009 PRESENT: Roger Rebholz, John Borup, Julie Speer, Dave Ostness - County Board; Jack Colvard — Emergency Management; Casey Swetlik - Emergency Communications; J. Shilts, J. Klatt — Sheriff's Dept.; Craig Nelson — EMS Rep.; J. VanderWyst — Fire Rep.; Eric Christensen — Hudson EMS; G. Karl — Public Health; J. Vogt — Roberts/Warren Fire & Rescue; A. McNamara — American Red Cross; Lois Ristow — WI Emergency Mgmt.; C. Whiting — Admin. Coordinator; Tammy Funk — Human Resources; Carlene Jensen — Salvation Army; Ray Hornung — SCC Resident. J. Mortensen Excused. Chair Borup called the meeting to order at 9:00 a.m. The 11 -16 -2009 EM /C Minutes were approved on an Ostness /Speer MOTION. The 11 -30 -2009 EM /C Minutes were approved on an Ostness/Rebholz MOTION. DATE OF NEXT MEETING: JANUARY 12, 2010 AT 9:00 a.m. LOCATION: ST. CROIX COUNTY GOVERNMENT CENTER, COUNTY BOARD ROOM EMERGENCY SERVICE AGENCY REPRESENTATIVE'S CONCERNS AND ISSUES A. Sheriffs Dept. - Nothing B. Municipal Law Enforcement — Not in attendance. C. Fire Services — VanderWyst informed of a new program called Wisconsin Wills for Heroes, along with a handout. D. EMS Services - Nothing E. Public Health — Karl informed of various H IN 1 clinics being held, along with a handout. No appointment is necessary, and the vaccine is free. COMMUNICATIONS VAN RECORDER Swetlik explained that when the Communications Van is called upon, the incident it is generally for a very high profile emergency situation. Swetlik explained that it is important for the communications related to the incident remain dedicated and isolated. This means that there is a high likelihood that the Communications Center will not hear or record any radio traffic. Currently, the Communications Van cannot record radio transmissions or phone conversations. Phone conversations can be important to be preserved in cases of negotiations or hostage scenarios. This creates liability, safety, educational, and incident management issues. Swetlik provided quotes for a four or eight channel recording device. Swetlik informed that St. Croix County will be receiving an AT & T refund of approximately $11- $12,000. Swetlik explained the refund was due to AT & T not cancelling two foreign exchange lines which was discovered in an audit he performed in June. Swetlik advised that the amount due was paid out of his 2009 telephone account. Shilts supports the request for this "crucial piece of equipment ". Vogt also stated that this piece of equipment is "extremely important ". Swetlik gave the history on this refund from AT& T. An Ostness / Rebholz MOTION was made to wait until AT & T's refund is received (December 31, 2009) and then purchase an eight channel recording system at a cost of $7,816.59 from the AT & T refund. SIGNAGE AUTHORIZATION FOR PAYMENT OF EM BILLS Borup informed that Colvard's last day will be 12/23/09. Colvard informed that an OJA grant (Interoperability Round 5) will need to have a Project Coordinator amendment. Colvard also informed that the 2010 SARA/EPCRA Computer Grant application needs to be made by 1 -15 -2010. Ristow informed that in other departure situations, an interim director has been chosen. Colvard proposed Klatt to be the Project Coordinator for the OJA grant, bills, and Plan of Work activities. Klatt advised that the Sheriff has questions pertaining to these duties. Sheriff Hillstead joined the meeting. After discussion, the Sheriff agreed to allow Klatt to sign EM Director's OJA or WEM documents. If more than a couple hours a week are needed to perform these duties, this item will need to be readdressed. In the event of a major emergency situation, the line of succession will be followed. POSSIBLE LTE ASSISTANCE Borup informed that at the last Committee Meeting, it was voted to not merge Emergency Management/Emergency Communications Departments. Discussion was held on interim coverage for the Emergency Management Dept. A Borup /Speer MOTION was made to hire Colvard as a Limited Term Employee, not to exceed 32 hrs. week, and this will sunset on March 31, 2010. Motion passed unanimously. REVIEW OF EMERGENCY MANAGEMENT DIRECTOR'S JOB DESCRIPTION Borup stated Committee members should have the current job description as a handout. Borup is asking for discussion and direction as to starting the recruitment process for a permanent Emergency Management Director. Discussion was held. An Ostness /Speer MOTION was made to recruit for a 32 -Hour County employee with benefits. Passed unanimously. FILLING EMERGENCY MANAGEMENT DIRECTOR POSITION The job description will be updated. Funk will start the process to advertise for an Emergency Management Director. EMERGENCY COMMUNICATIONS OJA GRANT — RADIO BASES The total project allocation is $516,000. Swetlik advised that there are two elements that could reduce the overall cost. One element relates to the insurance claim that is still open awaiting damage estimates from the King Stack. The other element is an OJA Grant. Swetlik stated that he completed a pre - application to OJA to reimburse up to $2,000 for each of his radio bases. OJA informed Swetlik, in writing, that radio bases qualified for consideration and the pre - application was approved by OJA for all 29 radio bases or $58,000. Once at the application phase, OJA changed their position and will now only approve mutual aid frequencies. Now only five radio bases qualify, instead of 29. Therefore, the grant reimbursement for this project will only be $10,000. LETTER OF APPRECIATION — WA COUNTY Swetlik informed that the two controllers that WA County received on our behalf will allow MN and WI emergency responders to communicate on totally separate radio platforms. He described it as dealing with two foreign languages with the controller being the translator. Swetlik stated that each controller would have cost $5,000 if we had to purchase. These were provided as an extension of the metro area 800 mHz project. Swetlik drafted a Letter of Appreciation to send to WA County, Steve Pott. Rebholz commented that the Metropolitan Council's interest dates back to 1924, where St. Croix County was included in the Greater Metropolitan Area. DIRECTOR'S REPORT — EM Ristow informed that WI and MN now have a State Mutual Aid Agreement in place. DIRECTOR'S REPORT — EC Nothing more. COMMITTEE CHAIRMAN'S COMMENTS The meeting adjourned at 11:30 a.m. Respectfully Submitted, Emergency Mgmt. Administrative Secretary