Emergency Operation Plan Update 10-06-15

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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



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



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



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.



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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Emergency Operation Plan Update 10-06-15

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Transcript of Emergency Operation Plan Update 10-06-15