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HomeMy WebLinkAbout01/18/1997 Minutes - Special Meeting Emergency Prep.CITY OF DIAMOND BAR EMERGENCY PREPAREDNESS AND EMERGENCY MANAGEMENT TOWN HALL MEETING January 18, 1997 WELCOME: Mayor Huff called the meeting to order at 9:08 a.m. in the Auditorium, SCAQMD, 21785 E. Copley Drive, Diamond Bar, CA. PLEDGE OF ALLEGIANCE: ATTENDANCE: Councilmember Harmony led the Pledge of Allegiance. Mayor Huff, Mayor Pro Tem Herrera, Councilmembers Ansari, Harmony and Werner. Staff Present: Terrence L. Belanger, City Manager; Frank Usher, Assistant City Manager and Lynda Burgess, City Clerk. Agency Members Present: Lt. Beene and Sgt. Dave Rash, Walnut Sheriff Department; Ass't. Chief Gary Lockhart, L.A. County Fire Protection District; Capt. Chuck Gutierrez, L.A. County Fire Protection District; Jerry Roach, Office of Emergency Services, Area "D"; Mel Sugarman, American Red Cross; Joanne Leone, PUSD, Public Utilities Services Division. Mayor Huff stated that one of the Council's goals is to focus on emergency preparedness. The effectiveness with which cities respond to such emergencies is determined by how recognizable and well -rehearsed the plan is to the citizens. Council sent MPT/Herrera, community volunteers and staff members to a fall seminar as a vehicle to bring awareness to the community. This meeting focuses on D. B.'s plan. OVERVIEW OF CITY'S EMERGENCY STRUCTURE & ASSIGNMENTS: CM/Belanger talked about the structure of the City's emergency operations. He stated that, as a result of the Oakland, CA fires, the Standard Emergency Management System (SEMS) was created and mandated as the overarching management policies for all public agencies within the State. All local governments are required to create a tailor-made SEMS plan. D.B. has also created an Emergency Operations Plan which coordinates itself to the SEMS plan. D.B.'s Emergency Operations structure is represented in an organizational chart. The topical areas consist of: EOC Director, City Council Advisory Committee, Public JANUARY 18, 1997 PAGE 2 TOWN HALL MEETING Information, Legal Advisory function, Operations responsibility, Planning and Intelligence, Logistics, and Finance and Administration. City staff fill each of these responsibilities by assignment. Since it is likely that an emergency may occur outside of working hours, it is not always possible for staff to immediately return to City Hall. Therefore, secondary and tertiary assignments and training are conducted for each of these areas so that each of the EOC areas are covered in any kind of emergency. A much larger and more complex Emergency Operations System operates outside the City's organizational structure and provides most of the services citizens require during the course of an emergency. Police, fire, public works, and a gamut of emergency services are provided by agencies that are either under contract with the City, or D.B. is a member of a district that provides the service. CITY'S ROLE IN COORDINATION OF EMERGENCY RESPONSE & INFORMATION & SEMS: ACM/Usher reported that the City's role is to provide initial organization and information to the community regarding the needed responses and needs that may result from an emergency. Effective January 1, 1997, State law requires cities to operate under the Standardized Emergency Management System (SEMS). D.B. recently completed an initial draft of the proposed SEMS plan which will be presented to Council for review and adoption in the near future. The initial draft is currently being reviewed by Jerry Roach, OES, Area "D". The plan provides an organizational structure for City staff similar to all other agencies organizational structures responding to emergencies in the state. For each functional category within the SEMS plan, the plan provides standardized checklists of responsibilities and things that must be done in responding to an emergency. All City employees and Council Members have attended an initial SEMS training program. The City has completed one table -top exercise at the coordinator level staff with Mr. Roach. Within the next 1-2 months, the City will conduct a full-scale exercise based upon a typical emergency such as a brush fire or toxic hazard spill. D.B. is a small City with limited staff. The City has a contractual relationship with law enforcement and related response, L.A. County Fire District, and public works services. The City is able to respond to some small case emergencies with its current personnel, He cited the recent wind storm emergency. COUNTYWIDE SHERIFF EMERGENCY OPERATIONS: Lt. Beene, Walnut Sheriff Department, stated that he is the Unit Commander at the Sheriffs Emergency Operations Bureau. The unit is the caretaker of the County's Emergency Operations Center as well as the Sheriffs Departmental Operations Center. Since 1992, 113 lives have been lost and over $3 billion in property damage has been incurred due to area disasters. L.A. County has utilized the SEMS system since 1986. Approximately 80,000 employees can be coordinated to respond to emergencies throughout the 87 cities in the County. Each department's mission is defined under the multi -hazard functional plan which is being updated in accordance with SEMS mandates. Lead departments include the Sheriffs Department, Fire, Public Works, Health Services, Department of Public Social Services, Internal Services Department, Coroner and the CAD's office. According to County Ordinance, the Board of Supervisors is authorized to proclaim a local emergency. As a result of the January 6 and 7 windstorm, the County joined 12 cities to declare a local JANUARY 18, 1997 PAGE 3 TOWN HALL MEETING emergency. The County will request a State of Emergency be authorized by Governor Wilson. During a County emergency, Sheriff Block becomes the Director of Emergency Operations during the disaster response phase and activates the Emergency Operations Center which manages and coordinates resources in and out of the County in response to the emergency. L.A. County is comprised of 88 cities and a central location and framework was established to gather information. He explained that emergency response activation generally takes place immediately following a disaster and it is essential that activation take place as quickly as possible with the maximum staff availability. The County SEMS system originated in 1976 and changes are made when necessary. He stressed that testing and flexibility are important in maintaining a responsive system. D.B. has a disaster plan in place which is ready to be implemented. Good standard operating procedures and exercises are necessary. SEMS is a good system which will enhance coordination. He indicated the EOC may be activated. by one person. If the emergency is of long duration, the Sheriffs Department will activate its own EOC to avoid impacting the emergency dispatch capability. EOC-activation is essential to successful management of the emergency. ACM/Usher stated that the City Hall conference room and related offices are the City's designated EOC. In addition, a mobile trailer unit houses excellent radio communications facilities. Principal activities are handled out of the Walnut Sheriffs Station. WALNUT STATION EMERGENCY RESPONSE: Sgt. Dave Rash stated that the Walnut Sheriffs Station is the designated Regional Emergency Operations Center. In a major disaster or emergency, the facility will coordinate all efforts east of the 605 fwy. to the County line. The Walnut station will handle the three contract cities of D.B., San Dimas and Walnut. In addition, contact cities are Pomona, Azusa, Claremont, Covina, LaVerne, Glendora and all unincorporated County areas. In the event of a major disaster, approximately 245 Deputy Sheriffs will service an estimated 6-7 million people over a 24- hour period. D.B. can expect to experience such emergencies as flood, HAZMAT spill, fire and earthquake. Emergencies and disasters are expensive. To be prepared for a disaster or emergency, the City could project and realistically fund $500,000 for preparedness. Because most cities cannot afford such an amount, EOC's must proceed as effectively as possible. Procedure manuals provide an overview of what must be done. However, the manuals do not address individual needs. In the event of a emergency such as fire, flood or HAZMAT, which are localized in nature and generally affect only a portion of the area, the Fire and Sheriffs Departments will activate. Fire will advise the Sheriffs Department whether an area is to be evacuated. The Sheriff will ask residents to evacuate the area and attempt to handle any special conditions that may occur. Special conditions consist of non-English speaking persons, citizens who may require medical procedures to prolong life, non -drivers and others. Families should have a plan in place in the event a disaster or emergency occurs. He suggested that each family have a point of contact outside the state (a relative) for family members and extended family members. In addition, accommodation preparations should be made in the event the residence is uninhabitable. The larger the disaster, the longer it will take to assist residents. D.B. has not experienced a JANUARY 18, 1997 PAGE 4 TOWN HALL MEETING major earthquake such as the ones that occurred in the San Fernando Valley, Sylmar or Oakland/San Francisco. The City is cut up by freeways. Who will take care of the area in case of an emergency? Eventually, the Fire Department, law enforcement and public works will arrive on the scene. Initially, it will be the responsibility of individuals and the neighborhoods to work together to resolve emergency -related issues. During the first hour following an emergency, Sheriff Deputies will canvass the area to determine what roads are open to emergency vehicles, what hospitals are operating, what problems exist with power, water and sewage, what natural gas lines are ruptured, etc. During a localized HAZMAT, flood, or fire, most people will be sent to Red Cross shelters. Available D. B. shelters would accommodate only 15,000 of the nearly 60,000 residents so the City needs to plan what accommodations will be used for shelters in the event of a major disaster. Residents who do not have recreational vehicles available need to prepare packages containing essential items such as water, temporary shelter, toilet facilities, cooking facilities, food items, etc. In addition, preparations should be made to provide essential medications. He emphasized the need for education so that each citizen can be accountable for their families and neighbors until emergency services can penetrate the area. D.B.'s EOC Officer will be the City's link to the Sheriffs Department. If a 7.1 or larger magnitude earthquake occurs on the San Andreas Fault, "service as usual" will not exist. CNllerner mentioned that since Diamond Bar is beneath the "Bell Garden Approach" to LAX, there is potential for an air disaster in the area. He suggested that citizens keep their vehicle gasoline tanks more than half full, since in the event of electrical failure, gasoline pumps will be inoperable. Sgt. Rash explained that there is a mid-air disaster plan in place. During the first 20 minutes of an emergency, all commercial ambulances will be unavailable. However, residential vans and trucks may be deployed. In response to C/Harmony, Sgt. Rash responded that epicenter information is obtained from EOB or UHF/VHF. Digital technology is expensive and limited. He stated he is available to consult with citizens on how to prepare themselves for an emergency situation. CM/Belanger stated that Sheriffs personnel carry two pagers which present a readout from CalTech of earthquakes with a magnitude 3.0 and above and the approximate location of the event. COUNTYWIDE AND LOCAL FIRE OPERATIONS: Ass't. Fire Chief Lockhart, L.A. County Fire Protection District, explained that emergency responses are not restricted to City boundaries. 139 fire stations throughout the District are available to respond to emergencies within the County. The nearest and most appropriate response units will be deployed to the affected areas. Stations #119 (Fire Engine and Paramedic Rescue Squad), #120 (Fire Engine and Patrol Unit) and #121 (Fire Engine) are immediately available to the D.B. area. The resources of all 139 stations are available to D.B. in the event of a disaster. The County utilizes 147 staffed fire engines with water tanks. In addition, fire engines are staffed with JANUARY 18, 1997 PAGE 5 TOWN HALL MEETING Emergency Medical Technician I's (EMT1) who are trained to assist with urban search and rescue, swift water rescue, HAZMAT releases, etc. The County has 26 staffed ladder trucks, 51 Paramedic Rescue squads, 46 reserve fire engines, 14 reserve Paramedic squads, one staffed Urban Search & Rescue vehicle and 9 strategically placed trailers which contain specialized tools, 36 camp crews, 3 HAZMAT squads, 8 helicopters, 7 bulldozers and other specialized resources. The Fire Department employs 3,361 personnel. All uniformed personnel are trained EMT I's and are training to provide emergency medical services. The County Fire Department Code grants authority to provide certain services in the event of a disaster. The Department has primary authority with respect to fire and rescue. The Department also serves a command role for medical and HAZMAT emergencies. The department's ranking priorities are life, property, environment and assistance to other agencies. Resources will remain with the community as long as the need for such services is present. If D.B. has no service needs, resources may be diverted to other areas. He further reported that his department is very well prepared to deal with disasters. When an emergency presents itself, the Department operates within the Incident Command System, the core of which is the SEMS. This system has evolved over the past 20 years to its present level of effectiveness. A unified command eliminates competing efforts. The Department also has flexible major emergency plans in place for wildfires, earthquakes, HAZMAT incidents, multiple casualty incidents, etc. which can affect D.B. Each Fire Station has Emergency Information Files which contain information and resource locations such as evacuation sites, Red Cross sites, heavy equipment rental yard locations, and locations where spare tires can be acquired for emergency equipment. In the event of an earthquake occurrence in the County, CalTech provides information to the command post computer which shows the location and initial reports regarding the magnitude. Upon receipt of this information, an "all -call" goes out to all fire stations in the County and all of the officers that are on the pager service. All fire stations then go into earthquake procedures which requires them to remove the apparatus from the fire station. All stations must then report what occurred at their location to their Battalion Chief. If the earthquake is a magnitude 2.0 or greater, the unit peruses the neighborhood through a pre -designated high density route to determine if any damage has occurred and what resources may be needed. Incoming calls are prioritized and appropriate resources dispatched. If all communication capabilities are lost, a liaison is dispatched to the 911 call center and emergency information will be communicated from that location to the Battalion Chief until the communications system is repaired. When an significant earthquake occurs, all personnel are automatically recalled and are required to report to their respective stations within four hours of the event and after they have stabilized their families. C/Ansari asked what water sources are available to D.B. if a major event damages the water system and repair materials are not available. Asst. Chief Lockhart reported that the County has a large tanker trailer that is designed to transport potable water. In addition, several companies donate bottled water. The Department has 9,600 I.f. of aluminum pipe that can be transported to sites. Above ground water mains can be built during early periods of recovery. JANUARY 18, 1997 PAGE 6 TOWN HALL MEETING Fires may occur during an earthquake and when power is restored; therefore, water supplies are a major concern. MPT/Herrera asked where the County's bulldozers are kept. Asst. Chief Lockhart stated that the bulldozers are distributed to different areas during the year. They are primarily used to fight wildfires and are located accordingly. During the portion of the year that wildfires are not a threat, the bulldozers are used for various work projects and are never located in one place. The repair warehouse is located in Pacoima. ACM/Usher explained that, in case of earthquake collapse, CalTrans and private operator facilities are available. C/Werner asked what areas are sensitive and what medical and office facilities are available with respect to fires in the D.B. area. Ass't. Chief Lockhart explained that he is not familiar with the local route and any unique situations that may exist in D.B. He indicated the usual criteria includes public assembly buildings, schools, institutions (convalescent homes and hospitals), hotels, and large office buildings are most vulnerable to earthquake damage. He did not believe D.B. has the type of pre -'1933 masonry buildings that would suffer extensive damage. Water systems, bridges, freeway overpasses, etc. are always points of weakness and when damaged, can prevent access. C/Werner asked that a Fire Department representative be dispatched to D.B. to determine points of vulnerability and other means by which fire protection can be provided to the City. Asst. Chief Lockhart responded that emergency information is carried on all emergency apparatus and that he would assemble the information and forward it to Council. INDIVIDUAL/FAMILY EMERGENCY PREPAREDNESS: Capt. Chuck Gutierrez stated that D.B. residents should feel comfortable with the City's emergency preparedness. However, he is very concerned that individual residents are not prepared for disasters. He indicated that 50% of businesses destroyed or damaged in the Whittier earthquake that had no emergency plan and did not reopen. Individuals should be prepared to survive up to 7 days without emergency agency assistance. One gallon of water per day per person should be stockpiled along with food and medical supplies. He referred residents to the Emergency Preparedness kit provided to City employees. He warned residents that in addition to these preparations, citizens should consider their long term financial needs in the event their income stream is stopped. He emphasized,that residents need a simple plan and more importantly, they need to implement the plan. A simple plan includes the location of insurance papers, how they can reach their children's school, a communications plan, a central meeting location for family members. An emergency preparedness kit may include such things as water, food, gloves, flashlight, blankets, warm clothes, jackets, and medications. The Office of JANUARY 18, 1997 PAGE 7 TOWN HALL MEETING Emergency Management has handouts that explain what items should be included in car kits and home kits. The OEM urges residents to form a Neighborhood Watch program to prepare for emergencies. Kits are available to purchase or citizens can make their own kits. He again urged residents to be prepared. AREA OPERATIONS: Jerry Roach, Offices of Emergency Services, Area "D" stated that the County consists of 7 areas. His office is involved in such matters as windstorms, earthquakes, civil unrest and fires. The four phases of Emergency Management are preparedness, mitigation, response and recovery. He explained that he is available to assist cities with the plan preparation, mitigation and recovery, All D.B. staff and Council Members have attended his training classes. The City's plan is nearly completed. He further indicated that he carries a special L.A. County area network communications system. When a local emergency is declared, all city workers become disaster service workers. All areas have fire chiefs and strike teams. CARE AND SHELTER: Mel Sugarman, American Red Cross, stated that he works with the "Disaster Action Team" which responds to emergencies such as fires, floods and earthquakes. The Red Cross is immediately notified of a disaster or emergency through the Walnut Sheriffs Station. If residents' homes are destroyed, the Red Cross responds with emergency shelter and provides essential items such as food, clothing, medical supplies, etc. free of charge through the generous donations of citizens. If a residence is burned beyond habitability, the Red Cross helps the individual or family find a new residence, pays the first month's rent and turns on telephone and utility services, asking that the suppliers waive deposits. In addition, the Red Cross pays for reasonable replacement furniture. In the event that 25 to 30 people are rendered homeless, the Red Cross opens a shelter. The Red Cross cannot accept money or donations at the shelters. Individuals may donate cash or other gift items only through the home office or the local chapter. SCHOOL DISTRICT OPERATIONS: Joanne Leone, PUSD, stated there are 36 schools in the district and 4 within D.B. The 37th school, Diamond Ranch High School, is scheduled to be completed by September, 1997. PUSD has an Emergency Plan in place and is moving toward incorporation of a "Crisis Response Plan." All schools have first aid, search and rescue, survival water and survival food supplies on hand. D.B. parents have supported the program by providing additional supplies and are very involved in emergency preparedness drills. 10-15 individuals trained in Search & Rescue and First Aid/CPR are located at each school site. All administrators and direct responders are trained in Psychological First Aid. School nurses present annual Triage Training. All schools have two-way radios, repeaters and bay stations at the D.B. schools. Communications system pagers are provided to all School Administrators. Exercises and drills are staged monthly and annually. The PUSD has an agreement with the American Red Cross to provide shelters. PUSD will work with the Pomona and D.B. schools in an effort to improve the SEMS communication system. Every school will establish a school crisis response team to respond to any situation that may arise. She assured parents that the school provides one of the best resources for emergency preparedness. She asked parents to work with school personnel to mitigate the effects of trauma. JANUARY 18, 1997 PAGE 8 TOWN HALL MEETING Clyde Evans, WVUSD, stated that the District Office requires each school to have a written disaster plan which provides 24-hour student care in the event of a major emergency or disaster. Each school has a first aid team, ground control committee, food services committee, communications center, registration committee, assembly area committee and rescue and fire control. In the event of an emergency, all maintenance personnel and bus drivers are to report to the nearest school for deployment. When an emergency situation occurs, the ground control committee locks the school's gates and students are released only to their parents or designated individuals. The food service committee provides a generator to service microwaves and refrigerators, emergency food supplies and emergency containers with shovels, hammers, storage containers, and gloves. The shelters contain tents and first aid items, food and water for staff and students. TV's, VCR's and tapes are provided for students. The assembly area committee accounts for staff members and students and sanitation facilities. Staff assesses student needs and administers activities to minimize the disaster's effects. The District sponsors an annual drill. Each school conducts a monthly earthquake or fire drill. The school inventories neighbors and area stores to solicit their help during disasters. M/Huff asked how the schools have communicated to parents what services are provided for the students and how the parents can be prepared to respond during an emergency. Ms. Leone stated that the School Advisory Committee invites parents to participate in the school's Emergency Preparedness Plan and participate in school drills. The schools supply brochures to parents. Mr. Evans responded that the parents' emergency card supplies the school's Emergency Preparedness Plan information. MPT/Herrera asked how long the food and water supplies will last following a disaster. Mr. Evans responded that 72 hours worth of food and water supplies are maintained at each school site. If the situation continues beyond 72 hours, students are moved to a centralized location and supplies are moved accordingly. Ms. Leone stated the PUSD schools have a 72 -hour supply of food and water. Debby O'Connor asked if elementary schools will transport students to Lorbeer Middle School in the event they need to be housed overnight and in the event that the freeways are impassable, how will students be transported from Diamond Point and Golden Springs Elementaries to Lorbeer School. Ms. Leone stated the District no longer intends to transport students unless the school represents an unsafe condition. Because all schools have trained personnel and are equipped with emergency supplies, students will kept at their respective schools. Debby O'Connor stated that, as a parent, she is unaware of the emergency plan and JANUARY 18, 1997 PAGE 9 TOWN HALL MEETING that 72 -hour emergency supplies are kept at each school site. Ms. Leone responded that the 72 -hour emergency supplies were purchased for the 25 elementary schools. Middle schools have cafeterias with available food and water supplies. Debby O'Connor indicated Lorbeer Middle School contracts for outside cafeteria services and does not have its own cafeteria facility. Ms. Leone stated she will look into the Lorbeer Middle School situation. David O'Connor asked if the school communications frequencies could be made available to the public so that parents can monitor what is occurring at the schools. M/Huff suggested the schools provide communication frequencies to the City and emergency service organizations. CM/Belanger asked if the Districts have a joint plan for emergency preparedness. Mr. Evans responded that the WVUSD communicates with PUSD through the Red Cross. Ms. Leone indicated that SEMS requires joint cooperation between cities to obtain resources within Area "D." Mi/Huff encouraged the Districts to have schools provide Emergency Preparedness Pian information to parents at the beginning of each school year. Lloyd Stoa asked if the Volunteer Patrol members could receive Emergency Preparedness Training and if Emergency kits could be placed in their vehicles. ACM/Usher indicated that the City will include the Volunteer Patrol in its staff training and activities and provide kits for the vehicles. Oscar Law stated the City plans to build a community center with a basement which will house emergency supplies and the DBARs radio communication system. The City proposed to work with Edison to set up windmills in the community which will generate electricity for power when needed. ACM/Usher stated that a Countywide Emergency Preparedness exercise will be held April 17, 1997. The theme will be a major flooding situation in the L.A. River area south of Rio Hondo. D.B.'s role will relate to heavy rains in the area with localized flooding and land slippage. He thanked the agencies for participating in the Town Meeting. He stated the City will encourage residents to participate in the available training and to volunteer to assist with services during emergencies. C/Ansari asked when the next FEMA training will be conducted. JANUARY 18, 1997 PAGE 10 TOWN HALL MEETING Mr. Roach responded that an EOC course will be provided following the field training exercise which will begin in February, MPT/Herrera thanked the participants for their presentations. She asked if the City could obtain copies of the overhead presentation materials. C/Wemer thanked the participants and stated that he was pleased with the extent of the agencies' efforts toward emergency preparedness. C/Ansari thanked the participants. She suggested the City break into regional areas and include neighborhood planning. C/Harmony thanked the participants and stated that community preparedness is essential. MIHuff thanked the participants. DBARs did not participate in the presentation; however, this group of volunteers provides an essential communication service to the community. ADJOURNMENT: MIHuff adjourned the Town Hall Meeting at 11:51 a. M. ATTEST: Mayo LYNDA BURGESS, Cit;. Clerk