State All-Hazards Advisory Committee Meeting Minutes

2.10.06
Emergency Operations Center
Centennial, CO
9-12pm

Welcome
Barbara Kirkmeyer called the SAHAC meeting to order at 9:08 a.m.
2006 Proposed Grants Process
a. Discussion on Homeland Security Grant Advisory Committee role:

Barbara discussed the debriefing process that occurred with the Advisory committee.
b. Recommendation from the debriefing for the Proposed 2006 Application Process/Schedule:

The 1st day (half-day) will include:

  • Review of the grant review process
  • Go over the rules/guidelines
  • Presentation of State Agency applications
  • DTR system presentation

The 2nd day (a full day) will include:

Morning:

  • Advisory committee -review regional applications
  • Develop questions/request clarifications from regions

Afternoon:

  • Advisory committee -discuss applications with the regions
  • Regions may conference in or attend so to ask questions/receive clarifications
  • Advisory committee - finalize recommendations sent to DOLA Exec. Director, Barbara Kirkmeyer

Additionally:

  • No formalized score sheet
  • Regions must select members of diverse disciplines, such as fire safety, CCI, E-Med, etc
  • State Matter Experts will attend, but not vote
  • Committee agrees with Base Allocation for the Regional Coordinators
  • State will not fund equipment grants- training and exercise must be included
  • No discretionary funds

Recommendations from SAHAC members:

Field Staff should help the Regions during the grants application process
Joanne Stone, West region:

Q: What days are planned for the review?

May 8 th, 9 th, and perhaps the 10 th-
Regions should have a representative to serve on the Advisory committee
-Gale Holderman, South region: Reminder for 8 th, 9 th, 10 th-

South region: Exercise involving Federal evaluators planned for those days
Motion: Steve Douglas, Pueblo County: Approve Advisory Committee process

Jim Lansing: 2 nd motion

Steve Enfante: Requested roll call vote, needs to come from a member of the SAHAC .

  • Develop a Regional Chair list
  • Keep Review date flexible
  • The SAHAC approved the motion.

c. Initiatives and Investment Justifications:

Carmen thanked all committees and the State Matter Experts for time and patience; timelines have been challenging. The state did advocate for an extension on the grant, but no other deadline was granted. Some difficulty with the Investment Tool; Feds have been notified.

Info Bulletin #202 -Different Scoring criteria assigned; Regions need to make sure applications fit in with overall Plan and Target Capabilities.
-Due date for Investment Justifications: Feb 15 th

Scott Kellar, North Central Region:

Q: Could we go over the key timelines again so everyone can be aware of the dates?

A:March 6 th and 7 th: Reserved for Technical Assistance for Coordinators

Final applications: Due from the regions: April 3 rd

Investment Justifications: Finals ready by Wednesday, February 15 th-

Draft Changes : Added on Feb27 th and 28 th-

Final submittal : Due by March 1 st

John Dombaugh, Southeast region:

Q: Are initiatives being prioritized?

A : According to State Application, initiatives require prioritization. DEM Program staff worked on the Initiatives. Initiatives, in order:

  • Information sharing-Intelligence
  • Planning
  • Interoperable communications
  • Medical surge/Mass Prophylaxis
  • Responder Health and Safety
  • Citizen Preparedness
  • Critical Infrastructure Protection
  • Law enforcement investigations/explosives
  • CBRNE/Hazmat included
  • EOC management

Marty Flahive, UASI:

Q: Medical Surge and Mass Prophy combined?

A : Yes.

Scott Kellar, North Central:

-Priorities and capabilities should mirror each other

-Initiatives should match the priorities.

The SAHAC confirmed the prioritized Target Capabilities.

Communication Plans
a. DTR Presentation:

Mike Borrego presented a PowerPoint on some of the goals of the DTR system:

GOALS:

  • Multiple vendor participation/work with DTR infrastructure
  • MACON now part of infrastructure

STATS:

  • 7,600 state agencies on DTR system; numbers increasing
  • More applications for system reviewed each month At this time, 7,600 state agencies are on the DTR system; numbers are increasing rapidly. More applications are reviewed each month.

WIN Grant:

  • 170 sites constructed to increase coverage across state.

CCNC:

  • Realigning MAC channels
  • All-Hazard regions don’t align with current MAC channels
  • Mike Borrego sent out email, asked for recommendations from regions regarding the rebanding and reprogramming process

Steve Denney, West Region Field Rep:

Q : What is the protocol for DTR-site trunking-it would be helpful to have local communication plans for site trucking.

A: Majority of DTR systems have back-up generators. If a power line is lost, portable generators can be hauled to sites. Sites operate as stand-alone sites.

Q: Any sites have energy management on generators?

A: No.

-Larry Brooks mentioned that the remote fuel delivery system that would be helpful in winter is a request for funding in 2006.

Any other questions-for any further information, may check CCNC website.

b. Discussion on Regional Communication Plans:

The 2006 Grants Guidance mentions that regions are required to put regional communication plans together. Has been an on-going process for 3-4 years.

Advantage to develop a Sub-Committee to work on the plan; preferably bringing people together with Communication experience.

  • Sub-committee will study a tactical plan
  • SAHAC Committee developed list of those who could serve on the Communications Committee
  • CCNC members and those who served on communications committee last year will be part of meetings this year (list avail. online at DEM Front Desk)

Regional Updates
North Central (spokesperson: Scott Kellar)

  • Regional Quarantine and Isolation Seminar conducted in concert with CDPHE, Front Range MMRS, and all local health depts. within the region.
  • Evacuation Planning Kick-off took place: helped the region identify key stakeholders.
  • Preparation continues for MMRS Hot Tamale Exercise-series of tabletops will take place; first tabletop scheduled for April 2 nd.

South Region (spokesperson: Gale Holderman)

  • Federal evaluators will analyze Pueblo’s Full Scale
  • Exercise on May 8 th, 9 th, 10th
  • Completing NIMS Training for regional agencies that have not completed it yet
  • Preparing to hold LSU WMD sampling course in the region-has moved from an April to June date.

UASI (spokesperson: Marty Flahive)

  • Revisions made to the Strategic Plan.
  • DHS has recently added another element and redefined the current Denver UASI area.
  • Working group has adopted recommendations to address new requirements of UASI areas
    San Luis Valley (spokesperson: Jeff Babcock)
  • Region has completed and closed out 2004 SHSP grant.
  • Exercise Planning team has met regularly to discuss upcoming exercises, such as:
  • Communication Tabletop scheduled for April 1 st-involving first responders from multiple counties.
  • Recently formed NIMS Training Team completed its first NIMS lesson syllabus-classes are now scheduled to start the process of certifying all first responders and medical personnel in NIMS,

Southeast Region (spokesperson: John Dombaugh)

  • DTR system is operating smoothly
  • HAZMat awareness training occurring throughout region
  • Conducted WEB EOC training-Chad Ray is currently helping Emergency Managers get ready for the
  • WEB EOC

Northeast Region (spokesperson: Clint Goldenstein)

  • Successful Citizen Corps Kickoff
  • Quarantine and Isolation Seminar planned for April 5 th, 6 th

Northwest Region (spokesperson: Joel Cochran)

  • Completed 3 day TEEX training-35 people in attendance
  • Collaborating with Southwest region to complete an exercise in Pueblo
  • Region planning to analyze Emergency Operations Planning

South Central Region (spokesperson: Caroline Holmes)

  • FY2005 resubmitted to the State; Colorado Springs taking over as fiscal agent
  • Working on developing IGA’s between the new fiscal agent, CO. Springs, and other jurisdictions
  • Chief of Trauma in Israel, Dr. Ashkenazi, will present on “Enhancing Medical Surge Capacity” all day on May 20 th. This mini-conference will be available for little or no cost to attendees.

West Region (spokesperson: Joanne Stone via videoconference)

  • All Hazards Conference will be held March 29 th in Montrose.
  • MOU’s signed for Snowstorm exercise that took place in Montrose.

Southwest Region (spokesperson: Patricia Gavelda)

  • Regional communications plan developed, with 35 agencies signing MOU’s to share talk groups.
  • SW Regional All-Hazards Advisory council rewrote Council’s bylaws.

Pikes Peak MMRS (spokesperson: Jessica Johnson Simmons)

  • FY 2006 funding amounts determined by DHS
  • Pikes Peak MMRS FY 06 draft application includes funding requests for Medical Reserve Corps of Southern Colorado and equipment requests for public health agencies and transport agencies.
  • Pikes Peak MMRS is co-sponsoring the Medical Trauma Surge conference scheduled to take place May 20 th in Co. Springs.

State Agency/Association Updates

Prowers County Health (spokesperson: Kris Stokke)

  • SAVE THE DATE-March 24 th-Secretary of Health and Human Services, Mike Leavitt, is coming to present information on medical surge and more. Will discuss Pandemic flu spread through Africa
  • KICKOFF Summit-will take place at Convention Center in Denver

Lt. Governor’s Office (spokesperson: Penny Burke)

  • Good Citizen Corps Kick-Off-a new Citizen Corps council developed
  • Lt. Gov’s office has moved offices-please refer to Penny’s email

Colorado Fire Chiefs’ Association (spokesperson: Dan Qualman)

  • Participating in 2 significant projects:
    • Mutual Aid System Taskforce
    • Proposing an streamlined approach to implementing mutual aid for fire resources in case of major disaster -EMAC and ROSS system currently in place

IMAS (Intrastate Mutual Aid System)

  • 10 states selected under a grant to the Internt’l Fire Chiefs’ Association
  • Producing an intrastate system that will be helpful to Colorado

Colorado Veterinary Medical Foundation-CO SART(spokesperson: Kevin Dennison)

  • March 18 th and 19 th- Annual Biodefense Regional Meeting takes place at CSU
  • Promotion of awareness about how the HN51 (Pandemic flu) may affect animals

Department of Local Affairs (spokesperson: Barbara Kirkmeyer)

  • Process of selecting a new Director of Emergency Mgmt
  • Panel of experts sitting on interview panel-law enforcement, fire
  • Following the happenings of the Joint Select Committee on Homeland Security
  • SAHAC members please be sure to discuss with Senators/Reps on Committee happenings in their regions
  • Committee possibly looking at a “top to bottom approach” and if preferable to “bottom-up approach” with grant guidance
  • Site to look up Senators and Representatives on Committee, go to:
    http://www.state.co.us/gov_dir/leg_dir/lcsstaff/2006/comsched/06Homela ndSecuritysched.htm

Training Needs Assessment

  • Robyn Knappe presented the results of the Needs Assessment
  • 200 surveys in; developing reports on the results from the regions.
  • NIMS deadline of Sept 6, 2006 still stands for all State Agencies and First Responders
  • Training dates:
  • NIMS Train the Trainer: March 11, 12, in Rifle, CO
  • ICS Train the Trainer Mobile Training-30 seats open: May 16-19 th; hosted in conjunction with Fire and CDEM
  • ICS 400 will be a 4-5 day class - looking forward to moving responders up to the 400-level capability by 2007

Final Comments

  • Mike Borrego mentioned a training packet is available on the DTR system on CCNC website.
  • Issues from Katrina-credentialing for Communication Technicians-Not an issue necessarily questioned at response/recovery time
  • Question on how to get technicians pre-credentialed
  • New bylaws may be required; User Talk group applications may need updating
    2006 Guidance: 10% of funding needs to go the Emergency Management type projects

Date for next SAHAC meeting:
Friday, April 14, 9-12pm, location: EOC
Adjourn at 11:23 am.