2006-01-04 Disaster Council AgendaAGENDA
MEETING OF THE CITY OF EL SEGUNDO DISASTER COUNCIL
El Segundo City Hall, West Conference Room
El Segundo, CA 90245
Wednesday, January 4, 2006
9:30 a.m.
The Disaster Council, with certain statutory exceptions, can only take action upon properly posted
and listed agenda items. Unless otherwise noted in the Agenda, the Public can only comment on
business that is within the jurisdiction of the Disaster Council and/or items listed on the Agenda
during the Public Communications portion of the Meeting. Time limit for comments is five (5)
minutes per person.
Before speaking please state your name and residence and the organization you represent, if
desired. Please respect the time limits.
CALL TO ORDER
ROLL CALL
PUBLIC COMMUNICATIONS - (5 Minute Limit)
A. MINUTES - NONE
B. UNFINISHED BUSINESS- NONE
C. NEW BUSINESS
Review summary of proposed plan and provide direction with regard to the
conduct of a notification drill
c Direction from Disaster Council on whether to proceed with drill
o Level/Method of CAN system to be tested
o If approved drill will be tentatively scheduled on January 26th or 27th based on
confirmed key staff availability.
2. Review and update plans to conduct a March Disaster Exercise for the
members of staff and City Council
o Review Drill Objectives
3. Receive report on the current procedures to make notifications and share
information between LAWA and the City of El Segundo's public safety
dispatch center. (Police Department)
o The Los Angeles World Airport (LAWA) Police Department currently has no
formal procedures for notifying the El Segundo Police Department of any
incident that might have an adverse effect on El Segundo.
o Notifications do occur on a case by case basis dependent upon the LAWA
Incident Commander
4. Report on the process for the City to acquire unused Homeland Security
Grant Funds. A concern was expressed related to communication links
between LAWA and our City's public safety dispatch center. Provide
direction with regard to the City's future application for Supplemental State
Homeland Security Grant funds to improve notification systems.
o The Los Angeles County Office of Emergency Management has advised staff
that the proper way to apply for unused State Homeland Security Funds is to
put forth a written proposal to the Los Angeles County Grant Planning
Authority. The Planning Authority then.acts any supplemental proposals and
decides which ones merit consideration for funding.
o Currently there are no supplemental funds
5. Receive report on proposed actions by Police and Fire Department
regarding Community Outreach and Education on emergency
preparedness procedures (Police and Fire Department).
6. Schedule Meeting:
o Set dates for future meetings
ADJOURNMENT
POSTED: v2r,���
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City of El Segundo
INTERDEPARTMENTAL CORRESPONDENCE
Date: December 28, 2005
To: Norm Angelo, Fire Chief (through channels)
From: David S. Burns, Emergency Services Coordinator
Subject: Notification Exercise Plan Draft of Proposed Notification Elements, Costs, etc.
Pending approval of the Disaster Council, the notification exercise will be tentatively scheduled for the 26`" or 27`h of
January 2006 "in the Emergency Operations Center (EOC). This will enable us to provide the necessary pre -
notifications to the public, business and industry, and to insure the availability of key staff (e.g. cable staff) to conduct
the necessary system operations. The notification process will only utilize the systems currently in place within the
existing notification infrastructure at the time and date of the exercise, and within the control of the City of El Segundo.
Purpose - the purpose of the exercise is to provide a positive learning experience for city emergency management,
public safety, executive, and elected officials to observe, implement, and measure the effectiveness of existing public
warning and notification systems in the community.
Concept/Scope - the exercise will test of one EOC functional area, deploying resources from the Public Information
Unit. It is designed to implement selected elements of the systems currently in place and to measure the effectiveness of
systems the City would use to notify the community and that the public may access in an emergency.
Notification infrastructure and resources to be tested consist of the following elements (technological means):
• Low Power AM Radio Station (AM 1040) & the Sepulveda corridor Alert Beacons
• Time Warner Community Cable Channels 3 and 22
• Time Warner Community Cable Override System *
• Internet Web Emergency Alert Page http://www.elsegundo.org/depts/fire/emergency/alerts.asn
• E-Mail Subscriber List — Business & Industry Emergency Preparedness Group — reaches 23 major
organizations & security offices within the city limits.
• Community Alert Network (CAN) System **
• Emergency Digital Information System (EDIS) — is a subscription -based notification system deployed
through the Governor's Office of Emergency Services (OES) — many residents, businesses, and other
interested parties' subscribe to the system within El Segundo.
• El Segundo Unified School District's "Connect Ed" — telephone -based notification system. The ESUSD
has been invited to participate in the exercise and will use it's District Liaison to respond to the EOC when
notified and implement its system in conjunction with the City of El Segundo's exercise efforts.
• The use of vehicle deployed public address systems will not be used for this exercise. (PD and FD vehicles
making broadcasts).
Goal - to enhance the city's readiness and response by rehearsing and testing the systems used in emergencies
Objectives:
• To realistically assess, test and measure the effectiveness of existing notification systems;
• To exercise staff awareness and utilization of existing systems;
• To measure public awareness, use, and knowledge of these systems;
• To use the outcome of the exercise to improve the public warning and communications systems in the City
of El Segundo.
Artificial Parameters (Factors that will differ from an actual incident)
• The exercise will not be run in real time;
• The Public Information Unit Leader or PIO functional area will not be performing or directing
(supervising) the public information functions as would occur in a real world event. This function will be
performed by the Emergency Services Coordinator and support staff,
• Messages have been readied prior to the exercise;
• Advance public notice of the event may not accurately represent real-time community response in a real
situation;
• Outside evaluators will not assist in the exercise
Assumptions - staffing stands as is on the day of the event
Estimated Exercise Cost Projections:
CAN System — up to $15,800.00 (depending on final options selected).
We recommend that the Community Alert Network (CAN) System be utilized under Option #3 (below) and
deployed for a geographic grid area of mixed residential, commercial, and industrial residences. This
option is seen as the most cost-effective deployment of the system.
Pre and Post -Exercise Advertising, Polling, and Mailing - $2,050.00
2 Herald Half -Page Ads/Notices - $700.00
2 Water Bill Mailings (4500 addresses) - $900.00
1 mailing — questionnaire (city residents) - $450.00
Total: Depending on which option below is chosen costs
could run between $8,000.00 to $17,850.00
Footnotes:
* Exercise use is subject to agency approvals to be provided resource access controls and procedures, and obtaining permission from other
affected end -users (system subscribers) in the greater South Bay Area.
** CAN Option #1 - Full CAN deployment within approved budget to fund the cost to use the system of 13,000 plus registered subscriber
phone numbers. Each CAN system call has a cost estimate of .50 cents per call, and in many instances, more than one call maybe made to any
given phone number due to message machines, busy signals, etc.
CAN Option #2 — utilize data from the recent CAER sponsored CAN System exercise, using a pre -defined boundary or sampling area and
outcome data. The data available relates to the business/industry and school district areas not to the residential area.
CAN Option #3 — establish a sample area consisting of residential, small commercial and commercial subscribers and deploy CAN messaging to
this grid area and obtain outcome data following the exercise. Approximately 4,500 phone numbers. These is the most cost effective method to
test the CAN system. The number of repetitive calls needed affects cost..
Exercise Sequence & Protocol
The exercise will follow Standardized Emergency Management System (SEMS) protocols and Incident Command
System (ICS) principles. A formal Exercise Plan (EXPLAN) will be established prior to the exercise when the final
details, goals and objectives, etc., are clearly defined and approved. An After -Action Report (AAR) will be developed
by the Emergency Services Coordinator when all pertinent data is received following the exercise and submitted to the
Governor's Office of Emergency Services (OES) as required under the SEMS standards.
The city's Emergency Operations Center (EOC) will be activated at 7:30 a.m. and setup for the exercise. Staff from
supporting departments will be called in at 9:00 a.m. to be briefed and will be seated by 9:45 a.m. Staff will create and
deploy the messaging (notification systems) as they would in normal emergent circumstances, and some messages for
Community Cable will be established prior to the exercise.
• Library/Cable — Community Cable and Cable override
• Fire Department — AM Radio, EDIS, E-Mail Notification Group, CAN System, and Internet Alert Page
• Business & Industry Liaison — E-Mail Notification Group
• Police Department Dispatch — activation of AM alert beacons
The exercise test message will consist of the following: "This is a test of the City of El Segundo Emergency
Notification Systems. This only a test. If you are receiving this message, you are asked to contact the City of El
Segundo at the [designated phone number] [repeat], to assist the city in assessing its capability to notify the public in
an emergency. The City of El Segundo appreciates your participation and thanks you for your assistance. This
concludes the test. "
The deployment of the systems is tentatively planned to occur between 10:00 a.m. and 10:10 a.m. — the CAN System
will be deployed until it completes it notification phase (estimated to be 30 minutes to one hour). Staff will deploy the
systems from phone, computer and other devices setup in the EOC. The CAN System will be deployed by the
Environmental Safety Manager or Senior Fire Prevention Specialist. An observer will be placed to observe activation
of the alert beacons.
Once the notification systems have been deployed, exercise staff will be assigned to phone banks — each position
labeled according to the specified notification resource (see below). Each notification system will have an individually
assigned phone number to track the response. This will allow staff to accurately measure how each system was
accessed by the public and what system reached the greatest number people. A staff report issued through channels will
be developed outlining lessons learned, issues, and recommendations as a result of the information obtained through the
exercise.
• AM Radio 1040.................................................................................................................... 310.524.2849
• Community Cable Channel 3............................................................................................... 310.524.2850
• Community Cable Channel 22............................................................................................. 310.524.2846
• Time Warner Cable Override.......................................................... ..................................__. 310.524.2847
• Internet Web Page................................................................................................................ 310.524.2848
• Business & Industry E-Mail Group.........................................................310.524.2831 and 310.524.2843
• OES/EDIS............................................................................................................................ 310.524.2844
The city will staff 3 additional override phones — alIowing calls to be transferred to call takers to relieve main access
lines. The phone banks will be staffed until 11:30 a.m. and the exercise will be concluded. A total of 1.5 hours.
Public Outreach
The City of El Segundo will issue bulletins through direct mailings, the El Segundo Herald, Beach Cities Reporter,
Daily Breeze and other public venues several weeks in advance, up to the day of the exercise, to alert the public to the
exercise event, inform them how to participate, and to present other information necessary for a successful outcome.
The City will also send a post exercise questionnaire to city residents in order to measure existing awareness in the
community and to identify educational goals and objectives that can be established to increase public outreach and
awareness of public notification systems and processes.
City of El Segundo
INTERDEPARTMENTAL CORRESPONDENCE
Date: December 28, 2005
To: Norm Angelo, Fire Chief (through channels)
From: David S. Burns, Emergency Services Coordinator l
Subject: EOC Exercise Plan Staff Report - Update
The Fire Department's Emergency Services Division is facilitating the execution of a functional Emergency Operations
Center (EOC) Exercise. The City will initiate the exercise on Wednesday, March 29, 2006, at 9:00 a.m., in the EOC.
The exercise will provide a positive learning experience for city emergency management, public safety, executive, and
elected officials to observe, implement, and measure the effectiveness of the city's emergency organization. The
Emergency Organization will address areas in response, damage and safety assessment, public policy, and compile
information as requested by the City's Executive Policy Group (City Council and City Manager).
The exercise is currently under development, some elements may be changed as needed at the discretion of the Exercise
Design Team Manager and Exercise Director (Battalion Chief Eric Moore).
Exercise Scenario — the exercise will simulate a catastrophic seismic event occurring on one or more of the region's
major fault systems. On September 17, 2005, I met with the United States Geological Survey's (USGS) Lucy Jones,
Scientist in Charge, Southern California. Her staff will provide an online Shake Map° rendering for the City of El
Segundo to provide a better simulation of the damages anticipated from such an event. In addition, the USGS will
attempt to provide the City with a FEMA HAZUS GIS model that will model the kind of detailed damage the city could
witness through the simulated seismic event. This planning is on -going and will continue up to the exercise date.
Concept/Scope - the exercise will be a real-time single phase, functional exercise (EOC Functional Exercise). The
exercise will be controlled through the use of scripted messages and evaluated based on exercise objectives and will
lead to a focus on 3 major actions: EOC Operations, Public Policy issues, and Public Notification issues.
The exercise will significantly stress the 5 functional areas under the Standardized Emergency Management System
(SEMS):
• Command/Management
• Operations
• Planning & Intelligence
• Logistics
• Finance and Administration
DRAFT Purpose — the purpose of the exercise is to measure four areas: to measure the ability of the City of El
Segundo and its Emergency Organization (staff) to implement the city's Emergency Operations Plan; to perform critical
EOC functions and execute decisions; to effectively coordinate policy with Executive Staff, and to provide a forum for
the Emergency Organization to exchange ideas regarding the existing Emergency Operations Plan and potential
revisions to be made in the new Emergency Operations Plan.
DRAFT Goal — to enhance and improve the operational readiness of the El Segundo Emergency Organization.
DRAFT Objectives
• To realistically assess, test and measure the effectiveness of the El Segundo EOC functions to operate under
SEMS;
• To demonstrate the readiness and capability of the EOC;
• To demonstrate the ability to locate and utilize the appropriate checklists and other system tools as outlined
in the city's Emergency Operations Plan;
• To assess the Policy Group's ability to coordinate with the Director of Emergency Services (City Manager)
and provide timely decisions of executive policy on matters where no policy exists;
• Demonstrate the ability to proclaim a local emergency and request assistance through the SEMS levels;
• To assess the ability of the Public Information Unit to provide a press release and set up a Joint Information
Center (JIC) under the National Incident Management System (NIMS,).
• To assess the City Council's ability to receive information and process recommendations from the Policy
Group on critical decisions that affect the community.
• To Assess the City Council's ability to communicate information relative to those critical decisions to the
community
DRAFT Artificial Parameters (Factors that differ from an actual
incident)
• Telephones are functioning normally within the EOC and supporting agencies;
• All telephone and radio communications will be between simulators and the players;
• The exercise will not be run in real time, the event will simulate staff response to a disaster occurring
several hours previously to the execution of exercise activity;
• The Simulation Center will represent all dispatch functions;
• The. Amateur Radio Group and other volunteers will be supporting Simulation Center activities — they
would normally be deployed to support field, EOC RACES operations, etc.;
• The Communications Annex is the only permissible phone directory for the exercise;
• Simulators and controllers will facilitate the exercise by providing scripted messages;
• Any evacuations will be simulated;
• No live field activity will occur;
• The check -in process has already been completed; staff is seated, with EOP checklists and in assigned EOP
roles and positions;
• Evaluators will be present in the EOC. Their only function is to evaluate the attainment of objectives. They
will not assist in operations;
• Some sequences and actions will be time compressed;
• Messages have been readied prior to the exercise;
• Weather and other situational matters are as stated in the narrative.
DRAFT Assumptions
• Events and staff actions will be realistic and accurate;
• Staffing stands as is on the day of the event;
• All information provided by the simulators is to be considered valid, but not verified. It may be
misdirected;
• All information in the narrative is to be considered valid;
• Exercise time is actual real time;
• EOC facility is on normal power (or may be on reserve (generated) power);
• The EOC will already be activated to Level Three