CITY COUNCIL: Report Regarding Enhancement of Citywide Emergency Preparedness Plann

Meeting Date: January 10, 2012
Prepared by: Mike Calhoun, Interim Police Chief

City Council
Agenda Item Summary

Name: Receive report regarding enhancement of the Citywide Emergency Preparedness Plan.

Description: This report is meant to provide City Council with a summary background about the City's preparedness for a major emergency, including compliance with Federal emergency management mandates and steps the City plans to take to further enhance the City's emergency response capabilities in the future.

Overall Cost:
City Funds: The fiscal impact will vary depending on Council's policy direction, al(hough many of the referenced projects are funded in the FY 2011/12 budget. The emergency preparedness informational pamphlets or "Quick Series" guides for Carmel residents cost $6.12 each and the CSTI training is $1,500 per person.
Grant Funds: N/ A

Staff Recommendation: Receive the report and provide direction as needed.
Important Considerations: One ofthe City Council2011 goals requires the City Administrator to review the City's disaster response capabilities and to enhance the City's emergency response plan.

Decision Record: Resolution 2006-46 (August 2006) approved the National Incident Management System (NIMS) as the official regulatory guidance for emergency response; Resolution 2007-62 (October 2007), approved Carmel's Local Hazard Mitigation Plan (LHMP) as part of the County of Monterey Multi-Jurisdictional Hazard Mitigation Plan. In December 2008, Council adopted the current Emergency Operations Plan.

Reviewed by:

Jason Stilwell, City Administrator Date

TO: MAYOR McCLOUD AND COUNCIL MEMBERS
THROUGH: JASON STILWELL, CITY ADMINISTRATOR
FROM: MICHAEL CALHOUN, INTERIM POLICE CHIEF
DATE: JANUARY 10, 2012
SUBJECT: RECEIVE REPORT REGARDING ENHANCEMENT OF THE CITYWIDE EMERGENCY PREPAREDNESS PLAN

BACKGROUND:
One of the City Council goals for 2011 requires the City Administrator to review the
City's disaster response capabilities and enhance the City's emergency response plan.
Before discussing future enhancements to the City's emergency plan, it is important to
know what plans and/or actions have been accomplished thus far. The f9llowing
information summarizes City actions concerning preparation for a major emergency,
inCluding compliance with Federal emergency management mandates.
A supplemental attachment to this report includes additional background strategies and
ideas for public information and community engagement regarding the City Emergency
Preparedness Plan. These strategies evolve and enable the City's emergency
preparedness plan to remain current and allow the public to stay informed about key
information.
» Federal Mandate NIMS & SEMS: All local emergency personnel with a direct role
in emergency preparedness, incident management or disaster response must complete
the National Incident Management System (NIMS) & State Emergency Management
System (SEMS). In August 2006, the City Council adopted Resolution 2006-46
approving NIMS as the official regulatory guidance for emergency response.
Consequently, appropriate City staff completed the required NIMS/SEMS training
courses, and employees are scheduled for future NIMS/SEMS training in 2012-13.
» Federal Mandate DMA 2000: This Federal mandate entitled the Disaster
Mitigation Act 2000 (DMA 2000), required local governments to develop a Local
Hazard Mitigation Plan (LHMP). Failure to do so would result in the loss of Federal
funding eligibility, including grants, in the event a disaster does occur. In October
2007 the City Council adopted Resolution 2007-62, approving Carmel's LHMP as
part of the County of Monterey Multi-Jurisdictional Hazard Mitigation Plan. On
January 23, 2008 the Federal Emergency Management Agency (FEMA) officially
certified the City of Carmel-by-the-Sea is in compliance with DMA 2000. At the
January 2012 meeting, Council is being asked to adopt a resolution to participate in
the County of Monterey Multi-Jurisdictional Hazard Mitigation Plan. Update.
»- Police Department Radio Equipmentillispatch: The City allocated capital funds to
purchase new mobile and portable radios for the Police Department. The radios were
129
purchased in 2011. These radios are compliant with new FCC narrow banding
guidelines and will enhance the Police Department's interoperable communications
with allied public safety agencies. In 2011, the Carmel Police Department Public
Safety Answering Point (PSAP) emergency dispatch center was updated to improve
9-1-1 communications for emergency services. This also included the 9-1-1
Geographic Information System (GIS) mapping to receive 9-1-1 enhanced wireless
calls directly.
~ EOP (Emergency Operations Plan) updated: The existing EOP was presented to
City Council for adoption in December 2008. The plan was revised and took effect
June 1, 2011. Portions of the Monterey County Operational Area plans that address
specific threats or operations within the City of Carmel-by-the-Sea were incorporated
into the plan for use during an actual emergency. EOC staff received a copy of the
revised plan and attended orientation training in October.
~ EOC (Emergency Operations Center) Training: In March 2011, the EOC was
activated due to the tsunami warning generated in response to the large earthquake
that occurred in Japan. There were no other activations in 2011. Staff assigned to the
EOC participated in an EOC familiarization exercise in October and an enhanced
severe "Weather Storm" table top exercise in November. The "Weather Storm"
exercise was submitted to the Department of Homeland Security for training credit.
)- Telephone Emergency Notification System (TENS): In 2008, the City Council
approved the City to partner with the County of Monterey to apply for a state grant to
purchase a telephone emergency notification system. The TENS system is used by
City and County public safety officials to deliver emergency notifications. Residents
can sign up at "Alert Monterey County" to register their cell phone, landline phone, or
email address information. This has proven to be an invaluable resource during
natural disasters. Staff is currently working with Monterey County to improve the
percentage of notifications received for Carmel residents.
STAFF REVIEW
Staff is continuing to improve all areas of emergency preparedness and is working on
several projects to further enhance the City's emergency preparedness. A list of these
projects and objectives are listed below. In addition to these projects, staff invites
suggestions regarding other strategies to enhance Carmel's emergency preparedness and
community outreach.
NIMS (National Incident Management System) & SEMS (Standardized Emergency
Management System) training: Citywide training will continue with the general
employees and EOC staff in 2012 to stay in compliance with Federal and State
emergency management mandates. Training and functional exercises will be
coordinated with the Cities of Monterey and Pacific Grove. The Emergency
Preparedness Manager for the City of Monterey has agreed to work with Carmel
2
130
and Pacific Grove to enhance emergency preparedness, training, and EOC
emergency operations.
Evacuation Route Map: A map depicting which streets will serve as evacuation routes
was prepared and presented to the City Council at the September 12, 2006
meeting. This map was added to the city's Emergency Operations Plan. Staff has
added the evacuation route map and the City's Emergency Operation Plan on the
City Website for public access and information. A draft brochure that can be
mailed to residents and businesses, made available at the Post Office, and
distributed at public counters is attached.
Temporary Assistance Center (TAC): The new generator will fully energize the EOC,
Police Department, Public Works Department, with the addition of the Carmel
Youth Center (CYC). The CYC was identified as an ideal location for operating a
Temporary Assistance Center (TAC) and is supported by the American Red
Cross, Monterey Bay Area Chapter. The TAC will function as a resource center
to provide information, care, and support to residents who need assistance. Also,
the TAC has a fully operational kitchen that can be operated by volunteers and/or
a service organization to prepare meals. Staff anticipates the T AC center will be
fully functional by mid-January 2012. Staff is now implementing training to
operate the T AC during an emergency with EOC staff and citizen volunteers
including volunteers from the Carmel Mission Trail and Carmel Host Lions.
Citizen Volunteer Assistance Program (CV AP): Some of our citizen volunteers
participated in our emergency preparedness winter storm table top exercise. We
also included members from Carmel Mission Trail and Carmel Host Lions to be
part of our volunteer assistance program and to assist in the operation of the T AC.
The Police Department is now putting together a Citizens Academy and soliciting
graduates for our volunteer program to utilize their services for emergency
preparedness.
Monterey County Office of Emergency Services: Staff is participating in the Monterey
County Tsunami working group which is developing a Tsunami Map outlining the
inundation zone and general public information regarding tsunami preparedness.
March 11, 2012 is the one-year anniversary of the earthquake in Japan and the last
week in March is National Tsunami Preparedness Week. Staff is also working
with Monterey County OES to update the County Multi-Jurisdictional Hazard
Mitigation Plan. City Council is being asked to approve a letter of commitment to
participate in the plan update at the January 10, 2012 meeting. Emergency
managers from the public and private sector will also be working to enhance
communication and collaboration in all aspects of emergency preparedness,
response, recovery, and mitigation.
Disaster Preparedness Education: An emergency preparedness meeting was held at the
Carmel Foundation and included general information regarding emergency
dispatch, evacuations, shelter in place, and operation of the CEOC. More efforts
3
131
must be devoted to community outreach. Additional discussion about public
information and community engagement follows in the Supplemental Attachment.
This effort may include an annual disaster preparedness workshop presented by
staff, and/or outreach efforts that would involve providing written information,
pamphlets, or quick guides on emergency preparedness/evacuations made readily
available to all residents in the city. The cities of Monterey and Pacific Grove are
interested in working together to develop outreach information on emergency
preparedness.
California Specialized Training Institute (CSTI): CSTI is a premier training venue
located in San Luis Obispo for the training of first responders and emergency
management personnel operating in an EOC. In the past, Carmel personnel have
participated in this valuable training and it is important that the City continues to
send first responders and EOC management personnel to this course to better
enhance our emergency preparedness efforts and operations for the citizens of
Carmel. The last time Carmel sent an employee to CSTI was in October 2007,
before that was January 2004.
FISCAL IMP ACT:
The fiscal impact will vary depending on policy direction. Many of the projects
referenced in this report are funded in the FY 2011-12 budget except for emergency
preparedness informational pamphlets or "Quick Series" guides for Carmel residents.
Additional outreach strategies discussed in the supplemental attachment have additional
costs.
CSTI Training: Approx. $1,500.00 per person.
Quick Series Guides: Approx. $6,120.00 or $6.12 per unit.
Additional costs for public information and community awareness will be determined.
SUMMARY:
This report is intended to provide City Council with information and objectives to
enhance the City's emergency response capabilities. Staff will focus time and effort on
completing the tasks necessary to enhance the City's level of disaster readiness. Staff
invites the Council's input on these objectives and other strategies or suggestions to
enhance the City's emergency preparedness.
4
132
SUPPLEMENTAL ATTACHMENT
Community Outreach-Engagement & Public Information
Consistent, proactive community engagement and public information that occurs
before, during and after an emergency is an integral component of an efficient
Emergency Operations Plan. Strategic public information and community
engagement builds trust with residents, businesses, the news media and other
stakeholders, and increases government transparency regarding emergency
management and preparedness.
A comprehensive, multi-tiered public information strategy by the City utilizes
numerous methods, media outlets and formats to engage and inform its citizens
before, during and after a citywide emergency or disaster occurs. In addition, the City
has the opportunity to expand its Emergency Operations Plan and Local Hazard
Mitigation Plan by adding a Public Information Annex.
There are a number of components of such comprehensive community engagement
and public information strategies. Community outreach and engagement is a dynamic
process requiring different strategies for different occasions. Below are some key
strategies the City can pursue and staff looks forward to feedback from the City
Council and a dialogue with the community to determine which strategies rise in
priority for Carmel-by-the-Sea.
~ Website messages-The City's Official website could include updated
information about emergency preparedness, including feeds and links to the
appropriate County, State and Federal websites. The City's website could
initiate an "RSS" capability to automatically alert RSS subscribers to any new
emergency information posted. Website messages would promote emergency
preparedness before a disaster occurs and information sources for postrecovery
efforts. Cost involves staff time for development and maintaining
website content.
~ Social Media-Face book, Twitter and Y ouTube provide vital-and
independently accessible-information outlets for real-time City emergency
information. These sites are free to create and pages are maintained outside of
the City's network servers. In the event the City's official website is disabled
or unavailable, these social media outlets can still be used by the City from a
mobile smart phone application or satellite telephony, and be received by users
on mobile devices. Feeds from the City's social media sites also can be picked
up simultaneously by news media outlets and other government jurisdictions,
increasing efficiency and timeliness of emergency information distribution. A
sample "tweet" is included as an attachment. Social Media sites are free. Cost
5
133
involves staff time for training in social media, development and maintenance
of content.
~ Nixie--A free, official emergency information social media site. Subscribers
can be located anywhere in the world and can custom define the specific
geographic area for which they wish to receive emergency information. This
can be particularly invaluable to Carmel-by-the-Sea absentee homeowners
whose primary home is elsewhere, but wish to keep up-to-date on property and
events within the City. Costs are same as Social Media noted above.
~ PSAs-A series of short Public Service Announcements can be developed
about emergency preparedness, evacuation routes, family strategies, postrecovery,
registering for Reverse 911, caring for pets and many other topics.
These PSAs can be streamed via the City website, Y ouTube and Face book and
made available at the libraries and hospital. The method of quickly creating
and posting PSAs via flip cams and camera phones can easily replace or
augment daily formal press conferences during an emergency. Regular, nonemergency,
production of PSAs (for TV and radio) should be completed in
coordination with the other jurisdictions and in conjunction with County,
Education & Public cable access (PEG stations per franchise agreements).
Community college, non-profit or foundation participation can reduce cost and
increase viewership. Placement via commercial broadcasting outlets and cable
stations can be negotiated along with traditional advertising options. Costs to
be determined depending on partnership opportunities and staff work
schedules.
;;.. News Media Relations-City officials establishing positive relations with
local reporters, editors, producers and managers/owners of media outlet~
before disaster occurs is important in order to have effective communication to
the public during a disaster. The City will also inform the local media about
emergency information management plans and identify partnership
opportunities. The City continues to work collaboratively to identify the FCCdesignated
TV, AM and FM primary emergency broadcasting stations. There
may also be opportunities to identify on-air speaking opportunities and guest
column articles for City emergency officials to discuss response plans and
preparedness ideas. Costs involve staff time.
);> News Releases-Official announcements and notifications from the City's
Emergency Operations Center posted to the City's website and Social Media
sites help maintain the official record and documentation during an EOC
activation. Many such emergency announcements can be pre-written in
template form with space provided for specific details. An example template is
included as an attachment. Periodic, non-emergency news releases can be
created to reinforce key City messages about response plans, expectations and
6
134
the role public has during emergencies. Costs involve staff time to produce and
distribute news releases.
> Kiosks-A free-standing "bulletin board" placed at the Post Office and at
Evacuation Center(s) serves as a hard-copy record for announcements, maps
and other information. While such displays can be challenging to maintain
during quickly changing situations, kiosks are relatively easy to use and move
and can provide a focal point for people without Internet access. Staffing a
kiosk with volunteers from the Red Cross or public safety departments is
invaluable for government relations and transparency during emergencies.
Similar public displays with pre-emergency information can be displayed
collectively or on rotating basis at City Hall, the post office, libraries, hospital,
fire station, public counters and other pedestrian friendly locations. Costs to be
determined depending upon type of display.
:');;> Community Newsletters/Mailers-Formal newsletters and brochures and the
previously mentioned "Quick Guides" can provide important emergency
preparedness and disaster recovery information. Refrigerator magnets can be
developed with key telephone numbers, websites, National Weather Service
links and emergency radio station information. This material can be directly
mailed to residents and property owners, placed in motel/hotel rooms for
visitors, distributed via the libraries and public counters and handed out by
City officials during community engagement events/opportunities noted above.
Such materials require design, printing and mailing costs, but should be codesigned
for posting to the website, social media and email (via methods such
as "Constant Contact" email newsletters) to minimize cost and maximize
coverage and use. As with PSAs, costs can be reduced in partnership with
other jurisdictions and utilities, grants, and foundation or corporate
sponsorships. Costs to be determined depending upon amount of information
and formats to be developed.
> Advertising-If funding is available, or in conjunction with mandated
education outreach by utilities, advertising can take multiple forms and reach
wide audiences with multiple imprints and audio/visual hits. Broadcasting can
be on commercial TV and radio stations (plus the outlets' websites), niche
cable (i.e., The Golf Channel); and PBS and NPR. Print ads in newspapers,
magazines, newsletters, and MST buses (bus tail and interior). Costs to be
determined.
> Community Engagement-Elected and appointed City officials can seek
speaking opportunities to engage the community at meetings, social public
events, service organization meetings (Rotary, Chamber, etc.), via the news
media (local talk shows or public affairs programming) and other venues to
discuss the City's emergency preparedness efforts, registering for Reverse 911
7
135
callbacks, evacuation routes, home and family preparedness, and other citizen
responsibilities.
);;> Volunteer Coordination-The City's coordination of pre-emergency
messages and outreach with the Red Cross, local Ham Radio operators, CERT,
and other volunteer organizations for a consistent "single voice" message and
branding. Costs involve staff time to coordinate.
Recommendations:
Effective public information is a cornerstone for comprehensive emergency
management to efficiently serve Carmel's public and to protect the well being of
people, businesses and property. The above list of public information strategies offers
a breadth of methods to convey information. A discussion of these options by the
City Council is important to enable staff to determine how best to pursue some or all
of the strategies. Some of the strategies will require outside expertise to augment
existing staff. Grant funding is often available for emergency preparedness efforts
and public outreach. Staff recommends integrating some or all of the strategies listed
(and any others Council identifies) with the efforts of keeping the emergency
operations plan current, maintaining staff and responder readiness, and supporting
public outreach and information.
Attachments:
Draft News Release Template
Draft Sample Tweet
Draft Brochure on Evacuation Routes