emergency operation plan update 10-06-15
TRANSCRIPT
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CITY OF CARMEL-BY-THE-SEA
AGENDA BILL
AB 1032
October 6 2015
Orders
TO: Honorable Mayor and Members of the City Council
Douglas J. Schmitz
FROM: Michael Calhoun, Director of Public Safety
SUBJECT: City of Carmel-by-the-Sea Emergency Operation Plan Update
AMOUNT
O
EXPENDITURE 0
AMOUNT BUDGETED
0
APPROPRIATION REQUIRED 0
RECOMMENDATION
Receive report from Mike Calhoun, Director of Public Safety and a presentation from Sherrie Collins,
Emergency Services Manager for the Monterey County Office of Emergency Services.
SUMMARY
One
of
the City Council goals for 2015 requires the Ci
ty
Administrator to review the City's operational
plans including the disaster response capabilities and the City's emergency operation plan. The
original plan was approved by Council in December 2008. The last update was completed June 2013
and the plan requires an update every two years. 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.
This report includes additional strategies and ideas that have been or are in the process
of
being
implemented this year to better enhance our capabilities and the City's level
of
preparedness,
response, and recovery during any emergency. These strategies and capabilities include training,
communication , and updating equipment. We are also in the process of developing haza
rd
specific
reference guides (Playbooks) to assist emergency staff personnel so they are better informed to handle
any disaster or emergency. These strategies enable the City's emergency preparedness plan to
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Federal Mandate DMA 2000: This Federal mandate, entitled the Disaster Mitigation Act 2000 (DMA
2000), required local governments to develop a Local Hazard Mitigation P lan (LHMP). Failure to do so
would result in the loss o Federal funding eligibility, including grants, in the event o a disaster. In
October 2007, the City Council adopted Resolution 2007-62, approving Carmel 's LHMP as part of the
County
o
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 . The Local
Hazard Mitigation Plan was updated and is in the final stages of completion and will be brought before
Council at the end
o
this year.
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 and additional
funds were budgeted
in
2013
to
include Public Works and radio encryption for the police. 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. The City
o
Ca rmel-by-the
Sea has completed the FCC narrowband requirements and
is
waiting to switch to narrow banding upon
completion
o
the County narrowband system.
In
the FY 15/16 budget Council has approved the
purchase
o
radio encryption which
is
part
o
the Monterey County NGEN Project (Next Generation
Radio Project) . Staff
is
waiting for the county to complete the NGEN Project before purchasing this
additional software.
EOP (Emergency Operations Plan) updated: The existing EOP was presented to City Council for
adoption in December 2008. The plan was revised June 1, 2011, June 4, 2013 and June 2015. The
next plan update is June 2017. Portions
o
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 will receive a copy o the revised plan and the plan will be
posted on the City Website.
EOP Hazard Specific Quick Reference Playbooks : The Emergency Operations Quick Reference
Guide framework takes some o the most often needed information from the City's Emergency
Operation Plan (CEOP) and collects and organizes it into a format that can be quickly and more easily
utilized by Emergency Operations Center (EOC) staff to address a particular incident. Each Playbook
contains information regarding the incident and includes a guided checklist and incident summary page
to facilitate a more complete common operating picture among EOC staff and on through to the EOC
Director and City leadership.
EOC (Emergency Operations Center) Training: The last EOC activation was
in
March 2011, in
response to the large earthquake that occurred in Japan. Staff assigned to the EOC participated in an
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Telephone Emergency Notification System (TENS): Over the last year, the County of Monterey has
continued to refine the county's new emergency notification system (provided by Everbridge, a
communications company). This replaced the existing system (known as TENS) and
is
administered
jointly by the Monterey County Office o Emergency Services (OES) and Monterey County Emergency
Communications Department (ECD), with the system being available for use and further customization
by all local jurisdictions.
The new system brought some advanced features and bolstered the City's emergency messaging
capabilities, both internally as well as to our residents and visitors. The internal side allows for the City
to build out notification lists for City staff and relevant contacts and ensure messages are received and
appropriate action can
be
taken. The outward facing side, also known as Alert Monterey County, allows
the City to send an emergency alert to all landlines in the City (whose data is obtained via the Monterey
County ECD) nearly instantaneously through an internet-based management suite. In addition to
messaging to landlines, the system allows interested parties to self-register at AlertMontereyCounty .org
to receive alerts through a call to their cell phones, by text message or email, or even on a Voice over
Internet Protocol (VoiP) line. Registrants have full control over the types
o
messages that they elect to
receive and how they will get them, and can change these preferences at any time.
It is
also compliant
with the national Integrated Public Alert Warning System I PAWS) protocols, with allows emergency
authorities a more streamlined way
o
alerting.
The most significant is the ability to send Wireless Emergency Alerts (WEA), which is broadcast via cell
phone towers and can target all mobile devices in an area, which benefits our ability to reach tourist
and visiting populations. Work
is
continuing to further integrate Everbridge into the City's operations,
primarily through refinement of the geo-location capabilities that the system has and through ongoing
promotion o the resident registration portal. By addressing these areas, as well as continuing to build
on what we already have, the City will have a modern and capable emergency notification system and
an increased level
o
service to
our
population .
Staff Review:
Staff
is
continuing to improve all areas of emergency preparedness and
is
working on several projects.
A list of these projects and objectives are listed below.
NIMS (National
In
cident Management System) SEMS (Standardized Emergency Management
System) training : Citywide training will continue with the general employees and EOC staff in 2015/16
to stay in compliance with Federal and State emergency management mandates. Training and
functional exercises will continue to be coordinated with the Cities of Monterey and Monterey Office o
Emergency Services (OES). The Emergency Preparedness Manager for the City
o
Monterey has
agreed to work with Carmel to enhance emergency preparedness, training, and EOC emergency
operations. He participated in a community workshop
in
Carmel in December 2012 and the March
2015 training exercise.
Evacuation Route Map: A map depicting which streets will serve as evacuation routes was prepared
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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 and citizen volunteers (including volunteers from the
Carmel Mission Trail and Carmel Host Lions) to operate the TAC during an emergency. This year four
new phones were purchased for the T
AC
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,
Carmel Host Lions, and Carmel CERT. CVAP volunteers are used to assist City staff at the Temporary
Assistance Center (TAC) during an emergency activation. The Police Department also recruited several
community members for our volunteer policing program to utilize their services for emergency
preparedness. Currently there are 11 Volunteers in Policing (VIPS).
Community Emergency Response Team (CERT) Program: Following a major disaster, first responders
who provide fire and medical services will not be able to meet or respond to all the demands for
services. Factors include the number
of
victims, communication failures, and road blockages prevent
people from accessing emergency services they have come to expect at a moment's notice through
911. The Community Emergency Response Team (CERT) program educates people about disaster
preparedness for hazards that may impact their area and trains them in basic disaster response skills,
such as fire safety, light search and rescue, team organization, and disaster medical operations. Using
the training learned, CERT members can assist others in their neighborhood or workplace following an
event when professional responders are not immediately available to help. The Carmel CERT team
includes 24 members who will respond in an emergency to assist with public notifications , light search
and rescue, road blockages, and disaster medical aide. As the Monterey Fire Department
is
contracted to provide fire services to the City of Carmel-by-the-Sea , Carmel CERT members also work
parallel with the Monterey CERT members regarding training, participating in functional exercises,
sharing resources, and fundraising events. All CERT members have to complete a seven week
training course before they are certified to participate in the program. This year a Conex container was
purchased for the team. Staff is working with CERT members to staff the Conex box in preparation to
respond when needed to any emergency. CERT members have also been provided their own CERT
equipment and completed the training course. The Carmel CERT team is part
of
the Carmel
Emergency Operation Plan (EOP).
Monterey County Office
of
Emergency Services: Staff worked with Monterey County OES and
participating emergency managers from all disciplines 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. This plan will be finalized
in
November 2015 and can be
accessed on the Monterey County website. In addition, the County created the California Tsunami
Evacuation Playbook and we are in the process of creating additional playbooks specific to incidents in
Carmel.
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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. Another meeting on the topic of Winter Preparedness will be
presented at the Carmel Foundation on October 14th. More efforts must be devoted to community
outreach . 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 City
of
Monterey
is
working with us to
develop outreach information on emergency preparedness and participate in our training exercises.
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. A goal for this year is to send at least two employees to
receive this training.
PRIOR CITY COUNCIL CTION
The existing EOP was presented to City Council for adoption in December 2008. The plan was revised
June 1, 2011 and June
4
2013.
TT CHMENTS
1. Evacuation Route Map
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