CITY COUNCIL: Report Regarding Enhancement of Citywide Emergency Preparedness Plan

Meeting Date: February 7, 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 Coi.mcil 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, although 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 of the 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: FEBRUARY 7, 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 following 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 of a disaster. 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 10, 2012, meeting, Council adopted Resolution 2012-1, to participate in the County of Monterey Multi-Jurisdictional Hazard Mitigation Plan Update.

 Police Department Radio Equipment/Dispatch: The City allocated capital funds to purchase new mobile and portable radios for the Police Department. The radios were 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 addressing 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 2011. 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 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 to operate 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 TAC center will be fully functional by mid-January 2012. Staff is starting to train EOC staff and citizen volunteers (including volunteers from the Carmel Mission Trail and Carmel Host Lions) to operate the TAC during an emergency.

Citizen Volunteer Assistance Program (CVAP): Some citizen volunteers participated in the emergency preparedness winter storm table top exercise. This included members from Carmel Mission Trail and Carmel Host Lions. 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 to develop a Tsunami Map to outline the inundation zone and will provide general public information about tsunami preparedness. March 11, 2012 marks the one-year anniversary of the earthquake in Japan and the last week in March is National Tsunami Preparedness Week. Staff is working with Monterey County OES to update the County Multi-Jurisdictional Hazard Mitigation Plan and City Council approved sending a letter of commitment to participate in this plan update at its January 10, 2012 meeting. Emergency managers from the public and private sector will 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 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 provide written information, pamphlets, or quick guides on emergency preparedness/evacuations 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 to train first responders and emergency management personnel operating in an EOC. Carmel personnel have participated in this valuable training in the past 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 City has not sent an employee to CSTI since October 2007; before that was January 2004.

FISCAL IMPACT:

The fiscal impact will vary depending on Council’s 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.

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—Facebook, Twitter and YouTube 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 involves staff time for training in social media, development and maintenance
of content.

 Nixle—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, YouTube and Facebook 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 outlets
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 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 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