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REGION 1 HOSPITAL EMERGENCY PREPAREDNESS COMMITTEEFRIDAY, MARCH 25, 2011

8:00 AM – 10:55 AM BURLINGTON FIRE DEPARTMENT

AGENDA8:00 am (5 Min) I. Call to Order and Introductions – Linda Seger

8:05 am (5Min) II. Review of Handouts, Action Items and Minutes – TJ Harmon

8:10 am (10 Min) III. North Region EMS and Trauma Council Update– NREMS Board Member

8:20 am (20 Min) IV. ASPR/WSHA Update – Group Discussion

WSHA Update, Peggi Shapiro

Washington State DOH Update Sally Abbott

Communications Update – Marina Zuetell

8:40 am (10 min) V. Washington State Evergreen Exercise Update – Katie Denter

8:50 am (30 min) VI. Shake, Rattle, and Roll Region 1 Exercise Update –Chris Badger and Robert Mitchell

9:20 am (60 min) VII. FY10-11 Planning/Equipment List/Exercise funding final reallocation – Linda Seger and Mark Nunes

10:20 am (20 min) X. Mass Fatality Incident Planning- Deliverable due now– Daniel Dempsey and TJ Harmon

10:40 am (20 min) X. Meeting Schedule Update and discussion – Linda Seger and TJ Harmon

Next meeting April 22, 2011 – Burlington Fire Station

Region 1 Hospital Emergency Preparedness Committee

Friday, March 25, 20118:00 a.m. – 11:00 a.m.

Burlington Fire Department

PRESENT: <REVIEW SIGN IN SHEET TO ID ANY MISSING MEMBERS>Name Agency County

Linda Seger Island Hospital SkagitJohn Acton Island County DEM/RACES-ARES/MRC Island

Carolyn Jordan Valley General Hospital Snohomish CountyRose Young Peacehealth/ St. Joseph Hospital Whatcom

Nancy Furness Snohomish Health District SnohomishRobert Mitchell Member at Large Snohomish

Tyler Dalton Skagit Valley General SkagitChris Badger Cascade Valley Hospital SnohomishKatie Denter Region 1 PHEPR Region 1Mark Nunes Swedish- Edmonds Hospital SnohomishSandy Evans Tulalip Indian Tribes SnohomishDonna Smith Skagit Public Health /MRC Skagit

Marcus Deyerin Whatcom County Health Department Whatcom CountyGil (Bo) Bodrak Providence Everett Medical Center Snohomish CountyRobert Mitchell Hospital EPR Representative Snohomish County

Karla Strand United General Hospital Skagit CountyJarrod Dibble Snohomish County MRC Snohomish

Larry Wall Whidbey General Hospital IslandAnthony Christoffersen Northwest Ambulance Snohomish

Dave Hollett Oak Harbor Navy Hospital Island

DOH/WSHA STAFF PRESENT:Peggi Shapiro WSHAMarina Zuetell DOH

REGIONAL COUNCIL STAFF PRESENT:TJ Harmon Interim ASPR/WSHA CoordinatorMartina Nicolas Administrative Support

CALL TO ORDER & INTRODUCTIONS Linda Seger called the meeting to order at 8:17 a.m.

APPROVAL OF MEETING MINUTES The minutes from the January meeting were approved: Motion: Carolyn Jordan, 2nd : Tyler Dalton. Unanimous vote.

REVIEW OF ACTION ITEMS

Members reviewed action items from previous meetings that are still outstanding. Any action items from previous meetings that are incomplete will be added to the current list and followed up on until they are complete. Please see the current Action Items list for the status of the items. TJ noted that NREMS is updating our contact data, and requested all members carefully review and provide corrections when signing the roster.

NORTH REGION EMS & TRAUMA CARE COUNCIL BOARD MEMBERS UPDATETyler stated that the State had initiated an evaluation of NREMS bookkeeping practices, and will return for a full audit in the near future. The new NREMS Coordinators have been selected, but names have not yet been announced. Mark Nunes asked about the selection process for the Executive Director position. Tyler explained that 17 people applied for the ED job. Some have already been interviewed, and more will be interviewed on 4/6.

WSHA REPORTPeggi Shapiro reminded everyone that the Annual Conference is May 11-12 at the Wenatchee Conference Center. The conference brochure, presentation updates and registration forms are available online at the WSHA website. Please sign up as soon as possible as space is limited.

Peggi’s office is still working on the equipment inventory list. The 09-10 update will be in-depth and intensive. Mark noted that the new equipment has not yet been added. Peggi responded that they are building it now for the last 2 years. She suggested that it was in everyone’s best interests to review the most recent lists and review your facility’s sections, looking at both lists and all three tabs. The information serves as an accounting record for federal audits. Rose also mentioned that it’s important to maintain the lists for the DMCC and Emergency Operations.Action Item 1: TJ will forward the most recent WSHA Regional Equipment Inventory lists –dated 3/24- to the members.

DOH UPDATE Peggi Shapiro reported for Jennifer Foster:DOH is in the final throes of revising the 5 year Strategic Plan to better reflect the 15 Federal Target Capabilities framework. Federal guidelines streamline how planning is done with a breakdown into select categories. Healthcare and Hospitals may not be the lead agencies in some areas, but will be recognized as supporting agencies. There has been a lot of good discussion and work is well underway.

Hospital Mass Fatality Plans are due to DOH on 3/31. Please send your plans to TJ for submission to DOH. The due date for Evacuation Plans has been rolled back to June 30.

DOH Communications Update- Marina Zuetell:Marina presented a handout to the Hospital Representatives, stating, “The WAVE project has morphed again.” The handout was described as “what should be the final proposal”. Region 2 is creating its own system. An agreement has been reached with Island Transit (Whidbey Island) to administer the Region 1 and 2 hospital project, with payment from PSIC funds. ICOMM (the Island County 911 Dispatch Center) will administer information technology. A Memorandum of Understanding (MOU) has been developed and approved. 20 licenses have been transferred from OPSCAN, and more can be added later, but licenses are expensive. Each hospital will receive a PSIC-paid touch-screen notebook computer and they can also have a boom microphone for privacy. The Lenovo PC’s can continue to be used and must be maintained by the hospital. Costs are estimated to be $650/yr, paid annually to Island Transit.

Mark noted that the Healthcare Coalition will need to vote on an agreement to fund. He noted that this could be a useful tool, but voiced concern about paying for an untested system that may not work well… like the previously used satellite phones. Marina noted that the hospitals will not be responsible for the annual fee until 2012. The MOU has line items for termination, but costs will go up if facilities drop, or will decrease if additional licenses are bought. Mark said he would recommend that the region pay the annual fee, but Peggi reminded everyone that ASPR funds cannot be used for purchasing licenses. Linda stated that the HEP members have to be able to “sell” this system to hospital administrators by demonstrating functionality and value, which will be tough since previous systems didn’t work. Marina admitted that mistakes may have been made in pushing earlier systems in preparation for the Winter Olympics, and she will take the Committee’s comments back to the PSIC. Mark expressed everyone’s appreciation for the hard work Marina has done in improving statewide communication systems.

Marina also provided a second handout announcing a Communications Academy for volunteers on April 16 and 17.

WASHINGTON STATE EVERGREEN EXERCISE UPDATEKatie provided a handout and EMA sponsored Evergreen Earthquake exercise under development. Activities will occur at the county level, but no funding is available for participation. Part 1: Functional EOC set-ups; Part 2: Full scale logistics; Part 3: Tabletop recovery exercises. Pierce County may get a FMS. King County will be setting up an Alternative Care Facility. Harborview Hospital will have bed control across the region. Know participants include: Snohomish, island, Skagit, and Whatcom Counties and the British Consulate. DOH will be exercising several focus areas. Will we participate?

Chris stated that the State is being “picky” about how we sign up. IT requires a signed contract form from the participating agency. The exercise was originally designed for 8 counties enrolled in the catastrophic grant project. Mark noted that there has been a significant lack of communication regarding this process. A lack of feedback may impede implementation of the plan… many do not know what this is about, and there is a need to include more representatives. A county emergency preparedness grant was initiated by King County Fire for pre-hospital participation.

Linda suggested that we need to decide if this can be used to develop our FY11-12 regional exercise.Action Item 2: Members will send Linda Seger their thoughts and suggestions for the Evergreen Earthquake exercise, and Linda will discuss them with DOH staff.

SHAKE, RATTLE AND ROLL (SRR) EXERCISE UPDATEDr. Bob Mitchell outlined the DMCC org chart. Stalling points include: confusion about the role of the hospital IC at the DMCC, separate functions and locations, and communications. Hospital Command will be the DMCC-IC, but needs an Operations Chief as a deputy. The question is, who? Staff ID roles quickly, but the PIO role is not defined in the exercise MSEL. They will create an exercise with separate objectives from the SRR. We need to anticipate that the media will attend. Bob needs contact info for each hospital’s PIO. Action items will be developed for the DMCC, but a template draft is needed. PIO training is not paid for in the SSR exercise

John Acton requested that the exercise planners build radio operations into the exercise.

Linda Seger noted that Exercise Committee needs to avoid scheduling exercise planning meeting during weeks with other committee meetings. Chris noted that the next full meeting will be set next week, but the core planning group will be meeting weekly with some meetings conducted via conference call.

Bo asked if any sim-cell injects had been written for Providence?

Action Item 3: Send contact information for each hospital’s PIO to Bob Mitchell..Action Item 4: Action items will be developed for the DMCC.Action Item 5: Nancy will arrange a pre-exercise conference call for the hospital PIOs.Action Item 6: Chris will add sim-cell messages for Providence Hospital, and Katie will assign someone in the cell to deliver the messages.

FY10-11 PLANNING/EQUIPMENT LIST/EXERCISE FUNDING- FINAL REALLOCATIONA lengthy discussion followed, with changes made and captured by Mark Nunes. Please request audiotape for full discussion. Highlights include:Hospitals can pay for MRC catering for meetings they host in their facilities, under training. NREMS requested a change to allow $5K of their $25.5 allocation to be used for equipment purchases. Final changes must be sent to Mark by Monday.Mark made a motion to split $3K to 3 hospitals needing extra funds, and move $2500 to the pharmacy cache. 2nd: Chris Badger. Unanimously approved. Peggi recommended that we fund all hospitals’ pharmaceutical replacement needs from extra $$ as close to the final grant date as possible.Increase to the regional caches will start with beds.Nancy noted that during the next cycle, CHCs may need to order ACF supplies.Curt Dooley announced that the Everett Clinic had parking space available and would like to request communications equipment and a 16’ regional cache trailer.

Action Item 7: NREMS and Everett equipment purchase requests will be sent to Mark by Monday 3/28.

MASS FATALITY INCIDENT PLANNINGAs previously mentioned, Hospital Mass Fatality Plans are due to DOH on 3/31. TJ will collate the information into a single document, and can share copies of information already received. Daniel Dempsey also mentioned that the Mass Fatality Trailer needs to be moved from Whatcom to Skagit County.

Action Item 8: Hospitals will send Mass Fatality plans to TJ for submission to DOH by 3/31. Action Item 9: Daniel will discuss movement of the Mass Fatality trailer with Nancy.Action Item 10: TJ will send Linda’s Mass Fatality handouts to all.

MEETING SCHEDULE UPDATELinda said that the meeting schedule needs to be revisited. The HEP has an 8:00 a.m. start time. All meetings are currently scheduled out through the end of 2011. All changes need to be sent to NREMS for website revision. Information for HEP meeting changes or agenda items must be sent to Linda or Mark no later than 3 days before a meeting.

FROM THE FLOOR TJ noted that the Russell-Phillips conference call schedule has not yet been finalized.Linda is building a Continuity of Operations Plan (COOP) for Island Hospital.

Tyler announced that 2 Advanced Burn Life Support (ABLS) classes will be offered in mid November and late February, at St. Joseph and Providence Hospitals. CMEs will be offered for physicians and CEs for nurses. Note: Each hospital is mandated by ASPR to care for at least 1 burn patient for a minimum of 72 hours. Registration will be linked through NREMS.Dave Hollett announced that he was trying to bring a HEICs course to the region. ERTI will be offering a Hospital Command and Control course. The 1st was well received, and the next will be in Region 8. Linda will be bringing the course to Island. Mark wants to see another ICS 300-400 class in Region 1. Dave can teach the 6 day course.

Action Item 11: Linda will forward the ERTI Hospital Command and Control course information to Rose.

NEXT MEETING DATEApril 22, 2011Burlington Fire Department

GOOD OF THE ORDERHaving no further business, the meeting was adjourned at 11:03 a.m.

Respectfully submitted by TJ Harmon, NREMS

REGION 1 HOSPITAL EMERGENCY PREPAREDNESS COMMITTEEFRIDAY, APRIL 22, 2011 8:00 AM – 10:55 AM

BURLINGTON FIRE DEPARTMENT

AGENDA8:00 am (5 Min) I. Call to Order and Introductions – Linda Seger, Chairperson

8:05 am (5Min) II. North Region EMS and Trauma Council Update – New Staff introduction– NREMS Board Member

8:10 am (10 Min) III. Review of Handouts, Action Items and Minutes – Brittany Litaker, NREMS ASPR/WSHA Coordinator



WATrac Update, Linda Seger

Washington State DOH Update Sally Abbott

HAM Radio Update – John Acton

8:40 am (20 min) V. Discussion on the Regional plan – hospital information – Nancy Furness, Region1 PHEPR

9:00 am (20 min) VI. Communications Update PSIC grant – Marina Zuetell/Martha Rose

9:20 am (20min) VII. Shake, Rattle, and Roll Region 1 Exercise Hospital Update –Chris Badger SSR ICC/Robert Mitchell Deputy

10:00 am (20 min) X. Review of FY10-11 deliverables and timeline for completion. – Linda Seger

10:20 am (30 min) X. Discussion for the beginning planning of FY11-12 – Linda Seger/Mark Nunes

Adjourn to HCC mtg.

Next meeting May 27, 2011 – Burlington Fire Station


Friday, April 22, 2011

8:00 a.m. – 11:00 a.m.


PRESENT: <REVIEW SIGN IN SHEET TO ID ANY MISSING MEMBERS>

Name Agency CountyLinda Seger Island Hospital SkagitCarolyn Jordan Valley General Hospital Snohomish CountyRose Young Peacehealth/ St. Joseph Hospital Whatcom

Nancy Furness Snohomish Health District SnohomishTyler Dalton Skagit Valley Hospital SkagitTim Evensen, Skagit Valley Hospital, RN SkagitKatie Denter Region 1 PHEPR Region 1Mark Nunes Swedish- Edmonds Hospital SnohomishDonna Smith Skagit Public Health /MRC SkagitGil (Bo) Bodrak Providence Everett Medical Center Snohomish CountyKarla Strand United General Hospital Skagit CountyAnthony Christoffersen Northwest Ambulance Snohomish

Martha Rose Island Transit Executive Director IslandDaniel Dempsey Skagit County Coroner’s office Skagit

DOH/WSHA STAFF PRESENT:Peggi Shapiro WSHAMarina Zuetell DOH

REGIONAL COUNCIL STAFF PRESENT:Brittany Litaker ASPR/WSHA CoordinatorClaus Joens Executive Director NREMSMik Preysz NREMS Regional Council


APPROVAL OF MEETING MINUTES Meeting minutes from the previous meeting were not available at this time. They will be reviewed at the May 27, 2011 Meeting.

REVIEW OF ACTION ITEMSThere were no action items to review at this time.

NORTH REGION EMS & TRAUMA CARE COUNCIL BOARD MEMBERS UPDATE

Mik Preysz introduced the new Executive Director, Claus Joens, and the new program coordinator, Brittany Litaker. The regional council is very confident with their new staffing choice, and stressed that the office is moving forward in a positive direction.

WSHA REPORTPeggi reported that they are still working on the inventories. Peggi also reminded everyone of the WSHA Conference in Wenatchee May 12 &13th.

Action Item 1: Peggi will send Brittany WSHA Conference information for her to forward.

WATracLinda recapped the Webinar that was held yesterday on WATrac and reminded everyone that if they are having issues they are more than welcome to contact either Mark or Linda. The recent seminar outlined how to use the command center including private and group chats, and document sharing. Tyler reported that he has been working with a few others on a physician resource list that will need to be updated by each hospital a minimum of once a week. It was stressed that WATrac will help to keep our patients within the region.

There was a discussion about having Barbara add the resource list from ASPR to WATrac.

DOH UPDATE Peggi Shapiro reported for Jennifer Foster. The ASPR guidelines have not been released yet but there is a 3% cut from the CDC. We are still unaware if ASPR will have cuts, and if so what they will be.

The DOH is offering s paid training for alternative care facilities at SeaTac airport. This training will be Thursday, May 19th from 8:30am- 4:30pm. There is also a mass fatality workshop scheduled for June 15th.

Hospital Evacuation Plans are due May 31st.

Action Item 2: Brittany will compile all evacuation reports and send them to DOH.

HAM RADIO UPDATELinda Seger Reported that John Acton would be resigning at the end of April.

REGIONAL PLANNancy Furness presented the changes to the regional plan to be reviewed. The sections reviewed communications as well as appendix A, B, and D. The Unified Command structure was also discussed. A final version of this plan can be accessed through Nancy Furness after June 30, 2011.Action Item 3: Mark will get Vendor list to NancyAction Item 4: Mark will modify regional Cache

COMMUNICATIONS UPDATE PSIC GRANTMartha Rose from Island Transit spoke of the PSIC grant and informed everyone that in order for this to move forward we need a minimum of 12 facilities to sign an MOU with Island transit. DOH would pay for the first year of this service but anything additional is not known. Linda said she would sign a blanket statement to allow the project to continue. This is a radio over internet service would allow all hospitals to communicate to each other.Mark Nunes motioned to sign an MOU for a 12 month period starting July 1, 2011 - June 30, 2012 with Island transit for this service. Rose Young Second.

Hospital Representatives in favor and in attendance were; Karla Strand, Carolyn Jordan, Tyler Dalton, Mark Nunes, Linda Seger, Rose Young, and Bo Bodrak.

Action Item 5: Brittany will send Minutes to Martha Rose.

REVIEW OF CURRENT FY 10-11 DELIVERABLESPeggi stressed that she must receive all documentation by July 31st, 2011. All money however must be spent by JUNE 30, 2011.

PLANNING FOR FY 11-12Next year we will not be allowed to put such big chunks of money into training so it is important to start thinking now what your facility will need for next year. Mark would like everyone to come prepared with what you are wanting to the meeting in June/July. Some of the initial thoughts for FY 11-12 are listed below. Based on $363,000Regional Training- ABLS, ADLS, Active Shooter, C/C ERTI, B. COOPResource ManagerRussell Phillips Part 2 55K?Evacuation EquipmentFull Scale Exercise 75K?NREMSMass FatalityPharmPSCRegional Cache Continued 75k?

NEXT MEETING DATEMay 27, 2011Burlington Fire Department

GOOD OF THE ORDERHaving no further business, the meeting was adjourned at 11:03 a.m.

Respectfully submitted by Brittany Litaker, NREMS

REGION 1 HOSPITAL EMERGENCY PREPAREDNESS COMMITTEEFRIDAY, MAY 27, 2011 8:00 AM – 10:55 AM


AGENDA8:00 am (5 Min) I. Call to Order and Introductions – Linda Seger, Chairperson

8:05 am (5Min) II. North Region EMS and Trauma Council Update

8:10 am (10 Min) III. Review of Handouts, Action Items and Minutes – Brittany Litaker, NREMS ASPR/WSHA Coordinator



Washington State DOH Update,

DOH Communications Update Marina Zuetell

8:40 am (20 min) V. Discussion on the Regional plan – hospital information – Nancy Furness, Region1 PHEPR

9:00 am (30 min) VI. Shake, Rattle and Roll Region 1 Exercise update - Chris Badger SSR ICC/Robert Mitchell Deputy

9:30 am (15min) VII. NREMS Calendar – Updating and requests.

9:45 am (15 min) X. Review of FY10-11 deliverables and timeline for completion. – Linda Seger/Brittany Litaker

10:00 am (15 min)

10:15 am (45 min)

X. Discussion for the beginning planning of FY11-12 – Linda Seger/Mark Nunes

Round table discussion:

Cascade Hospital

Island Hospital

Peace Health - ETC

Next meeting Friday June 24, 2011 – Burlington Fire Station


Friday, May 27, 20118:00 a.m. – 11:00 a.m.


PRESENT: <REVIEW SIGN IN SHEET TO ID ANY MISSING MEMBERS>Name Agency CountyLinda Seger Island Hospital SkagitCarolyn Jordan Valley General Hospital Snohomish CountyNancy Furness Snohomish Health District SnohomishTyler Dalton Skagit Valley Hospital SkagitTim Evensen, Skagit Valley Hospital, RN SkagitMark Nunes Swedish- Edmonds Hospital SnohomishGil (Bo) Bodrak Providence Everett Medical Center Snohomish CountyKarla Strand United General Hospital Skagit CountyDaniel Dempsey Skagit County Coroner’s office SkagitLarry Wall Whidbey General Hospital IslandChris Badger Cascade Hospital SnohomishBob Mitchell Hospital EPR Representative Snohomish

DOH/WSHA STAFF PRESENT:Peggi Shapiro WSHA

REGIONAL COUNCIL STAFF PRESENT:Brittany Litaker ASPR/WSHA Coordinator


APPROVAL OF MEETING MINUTES Meeting minutes were approved from the March 25, 2011 and April 22, 2011 meeting . A motion was made for the minutes from April 22, 2011 by Karla Strand, Daniel Dempsey second. For the minutes from March 25, 2011 a motion was made from Tyler Dalton, Mark Nunes second.

REVIEW OF ACTION ITEMSMembers reviewed action items from previous meetings that were still outstanding. Any action item from previous meetings that are incomplete will be added to the current list and followed up on until they are complete. Please see the current Action item list for the status of the items.

NORTH REGION EMS & TRAUMA CARE COUNCIL BOARD MEMBERS UPDATETyler Dalton reported that May 23rd & 24th was the North Region EMS and Trauma Care Councils regional retreat. Monday was spent working on the Strategic plan. There were many plan changes made. One specific change was to the min/ max numbers for trauma hospitals in our region. These changes will be on the agenda at the next Governor’s steering committee meeting.

Linda also mentioned that the strategic plan also mentions emergency preparedness for EMS and Trauma. She urged these parties to come to the table and we will see what type of outcome we get.

WSHA REPORTPeggi Shapiro reminded everyone to please get their inventories back in a timely fashion.

The Washington State Hospital Association conference in Wenatchee went very well. She mentioned how well received the panel discussion about the Tesoro refinery explosion was, and how much that information benefited all that attended. Linda mentioned that she learned a lot having this presented this way as well. She urged each hospital to remember how important having a person to communicate with the family is, and to make sure you are talking in laymen’s terms no matter what their background might be

Peggi reported that her Missouri hospital contact had sent a message that the ASPR AND Homeland Security funding that had provided them with their cache came through in their disaster and with the coordination with area hospitals. The evacuation went very well. All other hospitals were responding immediately with what they can help with, and it was really a testament to all the planning they have been doing over the years. They lost 5 patients and 1 doctor in the tornados.

There will be two ERTI Classes offered, one on the eastside and one here. You can also have them into your individual hospital for a command and control class. This will teach your staff what to do the first 30 minutes after an incident, including how to coordinate and where to go first. These classes are recommended, but you want to make sure to include people from different areas of the hospital to make sure everyone is on the same page.

DOH UPDATE Peggi Shapiro reported for Jennifer Foster. The grant applications were going in today. The ASPR grant focus was going to remain the same. ASPR is looking at an 11.6% decrease at this time which would be 7.295 million for our state. The American Hospital Association is lobbying to reduce these cuts, but Peggi mentioned she believed this is where it would probably stay. CDC is expecting cuts of 13%, and the Department of Homeland Security is looking at a 50% reduction. Peggi reported that the state level is just staring budget talks.

There is a 1.3 billion dollar cut out of the health care reimbursements. Every hospital needs to have a plan in place for unjustified Emergency Room visits. It is required that you teach the patients about what to do or the hospital will not get paid.

DOH COMMUNICATIONS UPDATELinda Seger reported that Island transit wants a letter of intent. She has been hearing a lot of discussion that this may be a waste of time and money because we already have WATrac. Linda opened this for discussion with other committee members. It was asked if the hardware was going to be purchase under Marina’s budget or out of the region. It was discovered that the Lenovo’s will be purchased by PCSA. Linda stated that she will contact Marina and get the status of this project before we sign a letter of intent. She also asked each hospital representative to contact her individually to give her their thoughts. Some other committee members mentioned that it would be a good idea to include the communications committee in this topic, as well as they would like to know the individual cost to their hospitals after the first year.

Tyler asked if anyone knew how long the warranty is on our HEAR radios. It was believed that these were only a year long. It was also discussed if we are mandated to have HEAR radios.

Action Item 1: Linda will contact Marina to find out the status of the PSIC communications project.Action item 2: Each hospital Representative will contact Linda to share their thoughts on the PSIC project with Island Transit.

REGIONAL PLANNancy Furness presented the changes to the regional plan. The committee reviewed appendix B. A final version of this plan can be accessed through Nancy Furness after June 30, 2011.

Action item 3: Linda will get Nancy the H.E.A.R. list for the regionAction Item 4: Nancy will send out the Regional Plan a couple weeks before for everyone to look at.Action Item 5: Nancy will add an appendix for the Russell Phillips Plan.Action Item 6: Peggi will send Nancy a list of clinics in our regionAction Item 7: Linda will send Nancy Arlington EOC information

SHAKE, RATTLE & ROLL OVERVIEWChris Badger reported that the debrief will be next Friday, June 3, 2011.Chris asked everyone to review the email she sent out pertaining to the objectives for the debrief. We will have individual tables based on the objectives to help create the improvement matrix, AAR, and what the committee needs to focus on next year. Everyone attending will decide what table they will sit at based on what most closely matches what they did the day of the exercise. It was decided that the facilitators will be the people who normally lead each subcommittee.

Action Item 8: Brittany will send out the After Action Template

NREMS CALENDARLinda discussed that at the NREMS Regional retreat the need was brought up for a regional training calendar. NREMS will facilitate this calendar on their website. Brittany and Linda will be creating a template to house this information. Linda asked all hospitals to send ALL training they are doing, open to public or closed, to be added to this system.

REVIEW OF CURRENT FY 10-11 DELIVERABLESPeggi stressed that she must receive all documentation by July 31st, 2011. All money however must be spent by JUNE 30, 2011.

The updated regional list came in last week and was discussed.

PLANNING FOR FY 11-12**The planning section below from the last meeting was discussed. Additional information was added below.**

Next year we will not be allowed to put such big chunks of money into training so it is important to start thinking now what your facility will need for next year. Mark would like everyone to come prepared with what you are wanting to the meeting in June/July. Some of the initial thoughts for FY 11-12 are listed below. Based on $363,000Regional Training- ABLS, ADLS, Active Shooter, C/C ERTI, B. COOP

Resource ManagerRussell Phillips Part 2 55K?Evacuation EquipmentFull Scale Exercise 75K?NREMSMass FatalityPharmPSCRegional Cache Continued 75k?

Mark mentioned that we will not be able to supply Northwest Ambulance with the monitor they wanted. Instead we purchased a ventilator.—This needs to be brought up at the next HCC meeting.

Training funds were discussed. There were thoughts to put training into a pot and then have internal controls to divide the money up. Peggi is going back through the years to see what each hospital has spent on training historically.

NEXT MEETING DATEJune 24, 2011Burlington Fire Department

GOOD OF THE ORDERPeggi reported that the Federal government is getting very interested in Federal medical station concept again. We will need to pick two representatives from our region to attend this conference.

Bo reported that their new building will be open in 17 days and they are having an open house the 11 th

and 12th.

Having no further business, the meeting was adjourned at 11:05 a.m.


REGION 1 HOSPITAL EMERGENCY PREPAREDNESS COMMITTEEFRIDAY, JUNE 24, 2011 8:00 AM – 11:00 AM


AGENDA8:00am (5 Min)

I. Call to Order and Introductions – Carolyn Jordan, Vice Chair

8:05am (5Min)

II. North Region EMS and Trauma Council Update

8:10am(10 Min)

III. Review of Handouts, Action Items and Minutes – Brittany Litaker, NREMS ASPR/WSHA Coordinator

8:20am(20 Min)

IV.

ASPR/WSHA Update – Group Discussion


Washington State DOH Update, Sally Abbott/Jennifer Foster

Washington State Communications, Marina Zuetell

WaTrac Update

8:40 am (20 min)

V. Discussion on the Regional plan – Nancy Furness, Region1 PHEPR

9 am (30min)

VI. FY10-11 Clean-up items and deadlines – Carolyn, Peggi, Brittany

NIMS report – Due June 30, 2011

Inventory – Due July 31, 2011

A.A.R.’s – Due now

Reimbursement requests – Deadline June 30, 2011

9:30am (30min)

VII. FY11-12 Regional Educational Suggestions and Needs – Group Discussion

10am(20 min)

VIII. Summer Break for Hospital Group/HCC – Carolyn Jordon

10:20am (30 min)

IX. Discussion for the ASPR grant for FY11-12 – Mark Nunes/Peggi Shapiro

Based on $327,000 (10 percent reduction)

Russell Phillips Part 2 $55K (Already Committed) $272.000 Balance

In Order of Priority; NREMS $20K Full Scale Exercise $75K? Regional Training-

o ABLS Contacted the Tesoro Refinery for sponsorship

o ADLSo Active Shootero C/C ERTIo COOP

Regional Cache “Continued” $75k? Evacuation Equipment Mass Fatality Pharmaceuticals PSC

Resource Manager

10:50 am (10 min)

X Further Discussion or New Business – Group Discussion

Next meeting August 26, 2011 at 0800 – Burlington Fire Station


Friday, June 24, 2011

8:00 a.m. – 11:00 a.m.


PRESENT: <REVIEW SIGN IN SHEET TO ID ANY MISSING MEMBERS>Name Agency CountyCarolyn Jordan Valley General Hospital Snohomish CountyNancy Furness Snohomish Health District SnohomishTyler Dalton Skagit Valley Hospital SkagitTim Evensen Skagit Valley Hospital, RN SkagitMark Nunes Swedish- Edmonds Hospital SnohomishGil (Bo) Bodrak Providence Everett Medical Center Snohomish CountyKarla Strand United General Hospital Skagit CountyDaniel Dempsey Skagit County Coroner’s office SkagitLarry Wall Whidbey General Hospital IslandChris Tumblin Whidbey General Hospitak IslandKatie Denter Hospital EPR Representative SnohomishAnthony Christoffersen Snohomish Fire and Rescue SnohomishMarina Zuetell DOH Communications State

DOH/WSHA STAFF PRESENT:Peggi Shapiro WSHA

REGIONAL COUNCIL STAFF PRESENT:Brittany Litaker ASPR/WSHA CoordinatorClaus Joens Executive Director

CALL TO ORDER & INTRODUCTIONS Carolyn Jordan called the meeting to order at 8:05 a.m. for Linda Seger

APPROVAL OF MEETING MINUTES A motion was made to approve the minutes from May 27, 2011 by Mark Nunes, Karla Strand Second

REVIEW OF ACTION ITEMS/ HANDOUTSAction Items were brought but not reviewed at this time. Brittany also presented the most recent ASPR tracking sheet for members to review.

NORTH REGION EMS & TRAUMA CARE COUNCIL BOARD MEMBERS UPDATENext Regional Council meeting is next Thursday. There was also a plan change in the min max number. On Wednesday there was a phone conference with the governors steering committee to make these changes. This

allows hospitals the option to stay at their current designation level or move up/ down. Committee discussed taking this item off the agenda now that everything is functioning smoothly.

WSHA REPORTPeggi Shapiro reminded everyone to please get their inventories back in a timely fashion. She reported that her office is working as fast as they can to get reimbursements finished, but do have a staff member working from home so please be patient. WATrac is going to be a part of our budget cuts this year by $100,000. Because of this they will be going to the different regions asking for money to continue to help fund their program. Region 6 is proposing giving 30,000 - $50,000 of their money for next year. Peggi reported that Barbara Andrews had mentioned that she believed our region would give part of our allocation to fund WATrac as well. From the 2002 to 2010 grant cycles the DOH had only lost 2 million dollars in cuts. In this grant cycle they will lose 1 million which is a significant amount. The CDC has a 13.8% Cut for the upcoming year. Homeland security will be cut 50%.

WATracDuring the WSHA report there was lots of communication about WATrac. Peggi reported that they would be cut and would be looking to fill this void throughout the regions they work with. Mark asked what their back up plan would be if they were not able to get the amount they want from the region. Peggi reported that she had not heard. Committee members asked about the website Russell Phillips was building us and if that is something we would want to continue with and not WATrac. Peggi reminded us that WATrac allows us to communicate throughout the state and Russell Phillips would only allow us to communicate in the region. The overall consensus is that we believe WATrac is something we should continue with. Mark stressed that we should make sure that Russell Phillips is not building us a website but instead loading all of our information into WATrac which is what they said they would do for us. Tyler Dalton reminded everyone of the project our region will be working on with specialists on WATrac. This is a new function where you can put specialists information into the site to share with the other regional hospitals. That way you will know what resources are where without having to send our patients out of the region.

DOH COMMUNICATIONS UPDATEMarina Zuetell was in attendance and had nothing to report.

REGIONAL PLANNancy Furness reported that she had received some feedback from the email Brittany sent out with the regional plan. She asked if anyone had concerns. Marina said she had the master H.E.A.R. list. Nancy will check this list to what she has before she submits it. Mark thanked Nancy for all her hard work. She will send this to the state next week.

Action Item 1: Marina will send Nancy the master H.E.A.R list

FY 10-11 CLEAN- UP ITEMS AND DEADLINESBrittany reminded everyone that NIMS reporting needed to be done. Mark said he was having issues getting into the link. Brittany will send it to him again. Inventories need to be turned in to Peggi. After action reports need to be in Brittany’s email no later than Sunday night. They are meeting Monday morning to finish the Regional AAR. Lastly, all money needs to be spent by June 30, 2011 to be reimbursed for this grant cycle. You do have until July 30, 2011 to submit for reimbursement.

Action Item 2:Brittany will send Mark NIMS information

FY 11-12 Regional Education Suggestions and NeedsMark reported that as a region we have wanted to bring more Advanced Burn Life Support to the region. He started contacting trainers to come before he realized that Tyler has already started this process. Mark believes that if we get into contact with the right person at Tosoro that we could have a chance at them helping to fund it.

It cost about $7,000 for 30 people to take this class. DOH is also sponsoring this class for the state, once on each side this upcoming year.

Bo added that he thinks some type of hospital evacuation training in our region might be very beneficial. Peggi told him that BCFS facilitated this training in Region 8 and it went very well. She will give him their contact information.

Other training ideas included HICS, and ICS training for healthcare administrators.

Katie Denter mentioned that if anyone needed ICS 300 they would be holding it July 25-27 at Snohomish DEM. She only has about 14 spots left so let her know as soon as you can.

Action Item 3: Peggi will send Bo contact information for BCFS

Summer Break for Hospital Group/ HCCDuring the last Steering Committee meeting it was brought up that it might be better to postpone next month’s Healthcare Coalition meeting because everyone is taking vacations. It was decided to bring this to the Emergency Preparedness meeting to get a feel for what people think. The committee discussed that we lost a lot of membership when we changed meeting schedules before, and that if we start messing with it now we risk having our attendance go down. The committee took this time to discuss restructuring the way we have our committees and subcommittees including the times they meet. It was suggested that the Healthcare Coalition meet once a month and structure the meetings as follows;

This meeting will have standing agenda items including a place for the hospital committee to report to the entire group. The agenda and minutes will go out a couple of weeks before with a call for additional agenda items. This agenda template will include spaces for clinics, public health, ect. We will also have two “topics” that will be discussed as a group for the last half of this meeting. These will be from what we currently call our subcommittees and will rotate every month. It will also allow more partners throughout our region to join the table, and our subcommittees more feedback. This meeting will run from 8AM-11:30AM. We will have lunch as usual from 11:30-12. From 12-1pm the hospital committee can meet if they have any particular topics that they would like to discuss

PLANNING FOR FY 11-12The Committee discussed the Prioritization of the ASPR grant for next year. It was divided as follows;

· #1 Continuation of the Russell Phillips Project $55,000· #2 North Region EMS $40,000· #3 Full Scale Regional Exercise $ 50,000· #4 Regional Training ABLS $15,000· #5 Continuation of Everbridge contract $15,000· #6 Hospital Training Money

Providence $23,500St. Joes $14,500Swedish $11,100Skagit $10,500United $9,000Valley General $8,000Island $7,000

Cascade $7,200Interisland $2,500Whidbey $7,300

These amounts were based on number of beds in each facility. Each facility, with the exception of interisland, also started with a baseline of $5,500. It is also important to remember that the region has allocated money for ABLS training. There are a total of 1,358 rooms in our region. Hospitals will need to submit a detailed list with how they will use this money by July 15th. Hospitals who do not specify will not receive this money. This is not to say however that you cannot reallocate at a later date.

· # 7 Continuation of Regional Cache $ 50,000· # 8 Community Health Clinics $15,000· #9 Communication Repeater $12,400

A motion was made by Gil Bodrak to approve the prioritization for FY 11-12. If a reduction in grant money occurs we will start by cutting from the bottom of our list and work our way up. Karla Strand second this motion and a vote was passed unanimously.

NEXT MEETING DATEJuly 22, 2011Burlington Fire Department

GOOD OF THE ORDER

Bo mentioned that he was contacted in regards to the Uasie beds. Nancy said they have arrived and everyone should be receiving calls.

Bo also mentioned that Russell Phillips had contacted him and they are aware of their deadline coming up. He said they are wanting to schedule another conference call and he wanted to know if anyone had any opinions. July 8 th

was thrown out and we are waiting to see if that will work.

Having no further business, the meeting was adjourned at 11:29 a.m.


Region 1 Hospital Emergency Preparedness CommitteeFY 10-11 ACTION ITEMS

Red- to doBlue- Done

REVIEW OF ACTION ITEMS

Action items are identified and assigned at each Healthcare Coalition meeting. Members have reviewed action items from previous meetings minutes, and any incomplete actions have been added to the current list. All action items will be followed until identified in Council as complete.

Friday, June 24, 2011 8:00am- 11:00a.m., Burlington Fire Department

Action Item 1: Marina will send Nancy the master H.E.A.R list

Action Item 2:Brittany will send Mark NIMS information

Action Item 3: Peggi will send Bo contact information for BCFS

Friday, May 27, 2011 8:00 a.m.- 11:00 a.m., Burlington Fire Department

Action Item 1: Linda will contact Marina to find out the status of the PSIC communications project.

Action item 2: Each hospital Representative will contact Linda to share their thoughts on the PSIC project with Island Transit.

Action item 3: Linda will get Nancy the H.E.A.R. list for the region

Action Item 4: Nancy will send out the Regional Plan a couple weeks before for everyone to look at.

Action Item 5: Nancy will add an appendix for the Russell Phillips Plan.

Action Item 6: Peggi will send Nancy a list of clinics in our region

Action Item 7: Linda will send Nancy Anacortes EOC information

Action Item 8: Brittany will send out the After Action Template

Friday, April 22, 2011 8:00 a.m.-11:00 a.m., Burlington Fire Department

Action Item 1: Peggi will send Brittany WSHA Conference information for her to forward.Action Item 2: Brittany will compile all evacuation reports and send them to DOH.Action Item 3: Mark will get Vendor list to NancyAction Item 4: Mark will modify regional Cache (Standardization)Action Item 5: Brittany will send Minutes to Martha Rose.

Friday, March 25,2011, 8:00 a.m. -11:00 a.m., Burlington Fire Department

Action Item 1: TJ will forward the most recent WSHA Regional Equipment Inventory lists –dated 3/24- to the members.

Action Item 2: Members will send Linda Seger their thoughts and suggestions for the Evergreen Earthquake exercise, and Linda will discuss them with DOH staff.

Action Item 3: Send contact information for each hospital’s PIO to Bob Mitchell..

Action Item 4: Action items will be developed for the DMCC.

Action Item 5: Nancy will arrange a pre-exercise conference call for the hospital PIOs.

Action Item 6: Chris will add sim-cell messages for Providence Hospital, and Katie will assign someone in the cell to deliver the messages.

Action Item 7: NREMS and Everett equipment purchase requests will be sent to Mark by Monday 3/28.

Action Item 8: Hospitals will send Mass Fatality plans to TJ for submission to DOH by 3/31.

Action Item 9: Daniel will discuss movement of the Mass Fatality trailer with Nancy.

Action Item 10: TJ will send Linda’s Mass Fatality handouts to all.

Action Item 11: Linda will forward the ERTI Hospital Command and Control course information to Rose

Friday, January 21, 2011, 8:00 a.m. - 11:00 a.m., Burlington Fire Department

Action Item 1: Katie Denter will forward the training matrix document to the HCC members.Action Item 2: Marina Zuetell will arrange training for the use of the new radio terminals.

Action Item 3: Nancy Furness will send the SNS catalog to TJ for distribution to the members.Action Item 4: TJ Harmon will send the Russell Phillips project timeline and overview to members. Action Item 5: Mark Nunes will send a letter encouraging participation in the Russell Phillips project to local response agency partners. Action Item 6: Katie will address the Russell Phillips project at the next Region 1 Homeland Security Council meeting, and invite local response agency partners to attend. Action Item 7: Rose will arrange a location at St. Jo’s for Russell-Phillips’ Feb.. 9th meeting. Action Item 8: TJ will send a reminder notice to hospital reps for the Feb. 10th conference call.Action Item 9: Linda Seger will send copies of the HEICS regional patient tracking form to TJ, who will forward the document to the members.Action Item 10: Mark will send an updated sat-phone list to Chris. Action Item 11: Rose will send the St. Jo Exercise objectives to all. Action Item 12: Katie will send out the link and instructions for the Regional Exercise Google site. Action Item 13: Linda will contact Barbara Andrews to request use of the WATrac demo-site, and invite her to present at a future HEP meeting.Action Item 14: A cache list standard will be developed by the ACF Committee. **Update: Needs Approval**

north region ems & trauma care council - region …northregionems.com/preparedness/aspr...

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