CITY OF COLWOOD NOTICE OF EMERGENCY PLANNING COMITTEE MEETING Tuesday, September 16, 2014 at 3:00 PM 3300 Wishart Road Colwood BC Council Chambers A G E N D A Approved By: Pat VanBuskirk Page 1 APPROVAL OF THE AGENDA 2 ADOPTION OF THE MINUTES 2.1. Tuesday, May 20, 2014 - Emergency Planning Minutes 3-9 3 OLD BUSINESS 3.1. Hazard Specific Plan - Earthquake 3.2. Emergency Preparedness Book 3.3. Rock the Shore 3.4. BC Hydro Training Grants 3.5. EOC Training For Staff 3.6. Seismic Assessment for City Hall 4 NEW BUSINESS 4.1. Medical Reserve 4.2. Shakeout 2014 4.3. EOC Equipment Upgrade Page 1 of 9
Tuesday, September 16, 2014 - Emergency Planning Committee - Agenda 4.4. Staff Training EOC Set-up Page 5 ROUND TABLE 6 NEXT MEETING 6.1. Tuesday, November 18, 2014 at 3:00 PM 7 ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter. Page 2 of 9
CITY OF COLWOOD MINUTES OF EMERGENCY PLANNING COMMITTEE MEETING Tuesday, May 20, 2014 at 3:00 PM 3300 Wishart Road Colwood BC Council Chambers FILE: DATE: 0360-20-EME-16707 Tuesday, May 20, 2014 at 3:00 PM Committee Adoption: July 15, 2014 To Council: August 25, 2014 ATTENDING Members Emergency Program Coordinator Emergency Social Services Director Emergency Social Services Deputy Director Emergency Communications Coordinator Royal Roads University, Supervisor, Plant Operations Unit Chief, BC Ambulance Supervisor City of Colwood Assistant Fire Chief Acting Public Works Manager Corporate Officer Administrative Assistant II (Recorder) REGRETS West Shore R.C.M.P. Detatchment Geoff Amy Ruth Reynolds Bryan Rivers Rodger Kobierski Dale Mintenko Andrew Britton Councillor Rob Martin John Cassidy Ross Myles Pat VanBuskirk Megan Coulter Sergeant Scott Braes 1. APPROVAL OF THE AGENDA 1.1. MOVED BY: JOHN CASSIDY That the agenda be approved as amended. Add: 4.6 Ministry of Environment - Land Based Spill Preparedness and Response in British Columbia CARRIED. 2.1. Page 3 of 9
2. ADOPTION OF THE MINUTES 2.1. Emergency Planning Committee Minutes - March 18, 2014 MOVED BY: RUTH REYNOLDS That the Emergency Planning Committee minutes of March 18, 2014 be adopted as presented. CARRIED. 3. OLD BUSINESS 3.1. Emergency Preparedness Fair Geoff reported that an estimated 300-400 people were expected but that rainy weather played a factor in low numbers this year. He advised that the event was well attended by local agencies with 50 displays set up inside and outside the Juan de Fuca Seniors Centre. He added that the only negative comment received was that it did not seem appropriate for Colwood Bylaw to share a tent with VIHA and felt they should have had their own tent. Ruth Reynolds reported that she had the opportunity to talk with several people while manning the mock Emergency Operations Centre and managed to recruit a volunteer as well. Geoff added that municipalities were asked to nominate a champion in emergency preparedness and Rosalea Saleski from Saanich won this year's title. Ruth suggested that participants be given more than 24 hours notice to nominate a champion in the future. Geoff advised further that Emergency Management BC attended the fair with 8-10 staff and were very impressed and that they would like to involve Ministry of Forests and Ministry of Highways in the future. Geoff thanked Cindy Hislop, Troy Mollin, Ruth Reynolds, Bobbi Neal, and Bryan Rivers for their help with this year's fair. NOTE (this was overlooked at the meeting): Megan Coulter and Pat Taylor assisted with staffing the City of Colwood booth. Thank you to both of them for helping make it a success. 2.1. Page 4 of 9
3.2. Hazard Specific Plan - Earthquake Geoff suggested that the committee discuss this plan after the provincewide earthquake preparedness consultation is complete (see Item 3.3). 3.3. Earthquake Preparedness Review (Province) Geoff reported that the Mayor has received a letter from the Ministry of Justice announcing a province-wide earthquake preparedness consultation to be chaired by Mr. Henry Renteria, former director of California's Office of Emergency Services. The goal of the consultation is to improve the province's preparedness for a disastrous seismic event. The report, which will be provided at the end of the year, will include priority recommendations for improving earthquake preparedness. 3.4. PENS Update Geoff reported that the Provincial Emergency Notification System (PENS) is somewhat out of date due to new technology. He circulated a social media Twitter handle list for Greater Victoria emergency services as well as common #hashtags used for alerts and bulletins throughout the province. Discussion among committee members ensued regarding standardizing the information coming in during an event over social media. 3.5. Emergency Preparedness Book Geoff reported that unfortunately the book was not ready for the Emergency Preparedness Fair but that once it is ready he will distribute it to committee members and also have a link to the electronic version put on the City of Colwood website. It is currently available in electronic form on the www.crd.bc.ca website. 3.6. Rock the Shores Assistant Fire Chief, John Cassidy, advised that this year's Rock the Shores event will be held on July 11, 12, and 13 at West Shore Parks and Recreation. He reported that the event's liquor licencing was still being negotiated, that there will be an increased food vendor foot print, and that ticket sales have been increased to 12,500 per day. The fire department will be bringing in extra volunteer staff to assist for the three day event. Wade Davies, Manager of Operations, West Shore Parks and Recreation, advised that the security plan went out last week and the traffic plan will be out by May 30th. 2.1. Page 5 of 9
Geoff Amy advised that an EOC will be set up at City Hall during the event but that it will not be staffed. Staff will be called in on an as required basis. Councillor Rob Martin enquired whether there would be two ambulances on site at all times. Discussion ensued among members on the role of St. John Ambulance and BC Ambulance and whether a recommendation was needed to have two ambulances on site. Andrew Britton, Unit Chief, BC Ambulance, advised that this event could in fact manage with one ambulance on site at all times. It was clarified that St. John Ambulance provides on-site emergency first aid services but BC Ambulances are required for transportation. An example was that should an individual require an ambulance to take them to emergency, another ambulance would immediately take its place at the event so that one ambulance would always be on-site. MOVED BY: JOHN CASSIDY SECONDED BY: DALE MINTENKO That it be recommended to Council: That the organizers of the Rock the Shores event be advised that their permit will required that one (1) Basic Life Support (BLS) ambulance unit be on site at all times during the three day event starting from when the gates are opened to the closing of the gates. CARRIED. 4. NEW BUSINESS 4.1. BC Hydro Grants for Training Geoff advised that BC Hydro is offering $2,000 grants to local government for Emergency Operation Centre training. He will submit an application. 4.2. EOC Training for Staff Geoff reported that a list indicating current levels of staff training has been prepared. He added that there are still several staff that require EOC training but that it has been difficult to coordinate training opportunities for these staff noting that some staff may have to attend training sessions at other municipalities in order to accommodate their schedules. 2.1. Page 6 of 9
4.3. Seismic Assessment of City Hall Geoff explained that a seismic assessment of City Hall was requested to be in the budget this year but that this item had been removed along with several other items during the initial budget discussions. Pat Vanbuskirk advised that any items the committee wished to be brought forward as a 2015 budget item should be prepared and submitted sooner rather than later. 4.4. Snow Survey May 1 Geoff reported that snow packs for Vancouver Island are currently at 65% possibly resulting in a dry summer and increased risk of forest fires. 4.5. JIBC Webinars Geoff reported that Emergency Management BC and the Justice Institute will be providing a number of free webinars in the next few months and encouraged committee members to register and participate in as many as possible. 4.6. Ministry of Environment Land Based Spill Preparedness and Response in British Columbia Geoff advised that the Ministry of Environment has released an intensions paper on spill response and that it will be sent out to members and department heads electronically. He asked that any comments or feedback on how the proposed improvements would impact municipalities be sent directly to him so that he can forward them on to the Ministry. 5. ROUND TABLE Ross Myles Ross reported that he received a call from the RCMP on Monday, May 19, 2014 advising that they were preparing to evacuate an apartment building at 85 Belmont Road due to a bomb threat and that they required a copy of the building plans. Ross and Pat Vanbuskirk were able to locate the plans and provide them to the RCMP. Andrew Britton Andrew explained how BC Ambulance has recently restructured their services and offered to take any members on a tour of the new Leigh Road station and training facility if interested. 2.1. Page 7 of 9
Ruth Reynolds Ruth advised that two keys were required for the containers (mobile and 24 hour). She further advised that a reception centre had been set up at Juan de Fuca Seniors Centre in preparation of receiving evacuees from the bomb scare at 85 Belmont Road. She reported that no evacuees decided to attend the reception centre likely due to the weather being warm and sunny. John Cassidy John reported that the Duty Officer was notified of the bomb threat by dispatch and implemented a plan that the fire department could scale and activate quickly. He added that the RCMP bomb squad detonated the device on site. Dale Mintenko Dale advised that a forestry plan walk through was scheduled for May 23, 2014. Andrew Britton asked if a road map of the RRU campus could be provided for their map book. Rodger Kobierski Rodger advised that they have been conducting regular Wednesday training sessions. One of their new trainees is visually impaired and they are working through ways to incorporate this into the training. Rodger added that himself and his wife have 14 years of dedicated service and his father and son have 10 years of dedicated service to the City s emergency communications operations. Geoff will be recognizing their commitment at the Volunteer Appreciation Dinner in December. Councillor Martin Councillor Martin thanked the committee for their continued dedication and effort. Bryan Rivers Bryan thanked West Shore Parks and Recreation for their terrific job in preparing the reception centre. Bryan added that he was initially concerned with how the communication between the bomb threat site, the agencies, and the reception centre would work, but was impressed how well all the agencies worked together. Pat Vanbuskirk Pat reminded the committee that if they have any items for budget consideration to get them in as soon as possible. 5. NEXT MEETING 5.1. The next meeting is scheduled for Tuesday, July 15, 2014 at 3:00 pm or at the call of the Chair. 2.1. Page 8 of 9
6. ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter. 6.1. MOVED BY: ROSS MYLES That the meeting adjourn at 4:24 p.m. CARRIED. CERTIFIED CORRECT APPROVED AND CONFIRMED 2.1. Page 9 of 9