[0:03] Thank you, the time is 631 and I'll call the meeting of the 2025 emergency preparedness ad hoc committee meeting to order.

[0:16] Would you please rise and join us in the pledge of allegiance?

[0:36] Thank you.

[0:38] Would you please call the roll.

[0:44] Chair Stark.

[0:45] Yes.

[0:46] Vice chair race.

[0:47] Yes.

[0:48] Committee member Cameron.

[0:51] That's him.

[0:52] Committee member Grimes.

[0:55] Committee member Kerr.

[0:57] Committee member Niver.

[0:58] committee member Rivera is also absent committee member Sanders here committee member ward committee member one also absent committee member whiner committee members

[1:16] committee members Denby Grable and Scott too are absent. Thank you so much. That brings us to the consent calendar all my items on the consent calendar are considered to be routine.

[1:28] The committee may act on these items with one motion following public comment, only committee members may pull an item from the consent calendar for discussion.

[1:37] Does any member of the committee wish to comment on an item or pull an item for discussion from the consent calendar.

[1:46] Seeing then.

[1:47] I will now open public comment for those in the audience who wish to comment on the consent calendar, which includes item one.

[1:54] the Brown Act provides an opportunity for members of the public and the audience to address the committee

[1:59] concerning this item. Each speaker will be limited to three continuous minutes. Will the committee

[2:04] secretary please state the number of public comments received by mail or email and distributed

[2:09] prior to the meeting for item number one on the consent calendar? No public comment wants to

[2:15] receive. Thank you so much. Seeing nobody in the audience who wishes to make public comment

[2:21] the consent calendar. I'll close public comment and that brings us to you.

[2:32] I love how you

[2:33] have everything is in the script. May I have a motion to approve the consent calendar?

[2:40] So move.

[2:41] I would a second.

[2:42] Second.

[2:43] Great.

[2:44] Can we have a roll call vote, please?

[2:47] Chair Start.

[2:49] Vice Chair Reef.

[2:50] Yes.

[2:51] Committee Member Grimes.

[2:53] Committee Member Kern.

[2:55] Committee Member Naver.

[2:56] Yes.

[2:57] Committee Member Sanders.

[2:58] Yes.

[2:59] Committee Member Ward.

[3:02] Yes.

[3:03] Sorry.

[3:04] And committee Member Winner.

[3:05] Yes.

[3:08] Thank you so much.

[3:10] The motion passes.

[3:12] That brings us to the administrative items and we have a presentation from Foothill Transit by John Curley, I believe.

[3:22] Oh, and Dorn.

[3:25] Welcome.

[3:27] Thank you so much for being here.

[3:28] No PowerPoint.

[3:30] No PowerPoint.

[3:32] We really more of a conversation really is what we're here to do.

[3:36] So, good evening, good evening, everyone.

[3:37] I'm Dorne Barnes, I serve as the Chief Executive Officer of

[3:40] Flettle Transit, and I'm going to tell you a little bit about

[3:43] our organization and how we connect to the city, and then the guy

[3:47] you really want to hear from is John Curley, John's Archief

[3:50] of Safety and Security, and I'll tell you more about the depth

[3:53] that he has in the whole safety and security arena.

[3:56] But to start off with, for those of you not be familiar,

[3:59] Flettle Transit is a joint power's public authority that is made up

[4:03] 22 cities and in the San Gabriel and Pomona valleys,

[4:07] plus the county of Los Angeles.

[4:09] And we're very proud to have Claremont,

[4:10] not only is a member,

[4:11] but a very, very active member of the Foothill Transit JPA.

[4:14] If you think of the geography and in some respects,

[4:17] we go from the county line, Claremont and Pomona.

[4:20] We run along the foothills and the cities,

[4:22] the border, the foothills all the way over to Pasadena.

[4:25] Then if you swing down, come back towards Arcadia,

[4:29] a Monti-Southel Monti, and then just south of the 63-way,

[4:32] coming back around the Pomona.

[4:34] Those are the cities that are part of the joint powers authority.

[4:38] We do connect bus service to other communities,

[4:41] particularly to Mont Clare, where we connect with our partners

[4:44] at Mommetrans. We connect down in Raya to our friends at Orange County

[4:48] Transportation Authority. And then, of course,

[4:50] we have a ton of service that goes into downtown Los Angeles.

[4:54] So we are providing that regional fixed route bus service

[4:58] throughout those 22 cities and the surrounding communities.

[5:03] We have a fleet of 360 buses that we used

[5:06] to provide service on a daily basis.

[5:09] And from a, again, from a number standpoint,

[5:12] on any given day, 300 of those 360 buses

[5:15] are required to deliver service.

[5:18] So we have 60 buses that are spares that are backups.

[5:21] Of those remaining 60 buses, generally,

[5:24] some of them are in the shop for maintenance,

[5:25] some of them unfortunately might be out of service due to collisions or other activities and then

[5:31] some are there to backup service in case buses break down or in case emergencies happen.

[5:36] So we do have some capacity to participate in emergency response. It is limited based on our

[5:42] fleet size and it's also limited to some extent based on our ability to get the co-chop Raiders in

[5:47] the personnel to be able to respond in an emergency situation. So as we think about emergency planning,

[5:52] it's both having equipment available and having the staff resources available to be able to respond

[5:58] when something happens. That said, we are focusing constantly on safety, focusing constantly

[6:04] on emergency management. Those those things are top of mind and absolutely everything that we do

[6:09] and certainly appreciate the opportunity as we do with all things in partnership with you to partner

[6:15] as you think about emergency response and really be thinking about these things well before the events

[6:20] actually occur. And so I really applaud the work that you're doing and appreciate you're

[6:24] including us as part of part of that whole network. Eltsmember Reese is an alternate on our

[6:31] board. He knows us very, very well. And Mayor Clackay has been a long standing representative

[6:35] from the city as the appointed board member. Mayor Clackay not only serves as an appointed member

[6:40] of our full governing board, but also member of our executive board and his serve several terms

[6:45] as our chair. So again, the roots between football transit and between the city of Claremont

[6:50] run very, very deep. As I mentioned, the guy you really want to talk to is the guy standing somewhere

[6:55] back here. John Curley joined us as our chief of safety and security gosh, it's been a few years

[7:01] going to have five, five, twenty twenty one, almost five years. And we were so excited to have John

[7:08] joined us and become part of our team. John's background in safety, security, law enforcement,

[7:14] that runs incredibly deep, is last appointment before joining us was to serve as the Chief of Police

[7:19] of the City of Covena. He's been active on a regional basis. I think he has just about every

[7:24] chief on speed dial, but still almost, but certainly incredibly well connected. And he's our

[7:31] point person in terms of interfacing with all of the things that need to happen from an emergency response

[7:37] standpoint. And if you can imagine the work that you're doing here, multiply the cross 22 cities

[7:41] the county of Los Angeles. It's a lot. There's a lot of things that are happening. So I'll turn it over to John for a minute to talk about some of the partnerships that we have in some of the ways that we interface and like I say he's he's the guy.

[7:52] Thank you, Doran. Good evening madam chair members of the committee. Thank you for having us this evening. And I do want to echo what Doran said that.

[8:02] I applaud this this committee for being proactive and inviting us here. I also want to send you know a definite appreciation to our public safety here.

[8:11] Chief Cabrera and Captain Ewing, the pleasure of working with both of those gentlemen and both agencies, the

[8:17] LA County Fire Department, the Claremont Police Department, just the almost respect for both of those agencies.

[8:24] A little bit about to piggyback on what Doran said in terms of emergency preparedness and other things that

[8:41] all the way down to San Diego, about nine different counties, 20 plus transit agencies specifically,

[8:49] that it's a mutual aid compact with just specific transit agencies.

[8:56] Foothill Transit was a founding member in Transback in 2010, along with Ele Metro Access Services,

[9:03] OCTA and it's really a great, it's a great resource of services, specifically for the transit industry.

[9:13] Each one of those agencies provides in this agreement.

[9:17] The resources that agency has in terms of their fleet, a lot of mixed fleets,

[9:22] whether it's hydrogen fuel or compress natural gas.

[9:26] And it's really designed to be used as an instrument in case an emergency occurs and it's a resource gathering base.

[9:36] But a lot of these resources are in an emergency as you know, they start with the city.

[9:41] They go through the county and go through the state.

[9:44] Again, I think there's more information that we could provide on an ongoing basis.

[9:50] But I thought today I would touch on just briefly transmak what my CEO just discussed and maybe open it up for questions we really don't have a power point.

[10:00] But I did have the opportunity to review the emergency operations plan that the city developed and it looks like it's very thorough.

[10:07] And it's been a very involved process and again we're excited to be part of it and we want to be part of this solution in case.

[10:17] this emergency operations plan ever needs to be activated.

[10:21] So thank you.

[10:22] And available for any questions if you have any.

[10:25] Thank you, are there any questions from the committee?

[10:31] Please go ahead, Mr. Grimes.

[10:38] Excuse me.

[10:41] Excuse me.

[10:42] Your plans.

[10:44] Thank you very much.

[10:45] If your plans might include,

[10:47] if we had to do a large scale evacuation,

[10:50] let's just say north of 210 freeway,

[10:53] a plan to offload folks at a large area like the Pomona Fairgrounds.

[10:59] We all saw what was going on in the Altadena area, and it seemed like things were being made up on the spot.

[11:08] So I'm just interested to hear what you guys have for that.

[11:11] Yeah, I think what it comes to emergency management, especially emergency planning.

[11:15] I think developing those relationships with places like the Pomona Fairgrounds,

[11:19] I know Foothill Transit has has those relationships.

[11:23] Whether the use of that would be used in an incident,

[11:26] would be dependent on public safety

[11:28] and public safety is normally the driving force

[11:30] for a location like that.

[11:33] But I think part of your emergency operations plan

[11:36] like most good plans explains the importance of training

[11:40] and planning and relationships and tabletop exercises

[11:44] that I think when you include those partners,

[11:46] A lot of times, solutions could come out of that for proper planning or specific annexes to your EOP that might have a pre-arranged agreement to use that.

[11:57] And I'm sort of Chief Cabrera and Captain Ewing have great relationships with those locations as well.

[12:02] Maybe other ones in the city and the county.

[12:04] And I think part of planning and relationship building is the best way to get toward a use of that in an event where you might need it immediately.

[12:13] I guess more specifically, in other words, it's not on a list of contingencies, it's not already pre-arranged as a contingency if there is something that affects North Plurmont, might affect North Laverne, might affect North San DMS, so you'd be running things laterally, but then you need to get everybody out of there.

[12:35] and have been growing up going to the drag races

[12:39] out at the Warner Fairgrounds twice a year growing up.

[12:42] But I just, there's a heck of a lot of parking lots.

[12:45] No, there's, there's, it's a great question.

[12:47] And there's a lot of space there.

[12:49] You know, our emergency operations plan at Flittail Transit

[12:51] is really intended to augment our member city's

[12:55] emergency operations plan.

[12:57] So we want to be part of that.

[12:58] So we, if you're asking specifically

[13:00] if we have a relationship with them to use that

[13:03] through a contractual basis,

[13:05] We don't, but again, I think through planning with other cities, I think there's a way to get there ahead of the game, so it is readily available.

[13:15] And I know, and maybe in previous experiences with some critical incidents or emergencies, it's been used. I know it has been.

[13:23] So if you wanted something more formal, I think that's where, you know, those tabletop exercises and relationship building come in.

[13:31] Thank you.

[13:32] Thank you so much for the question. Any other questions from the committee?

[13:37] I was wondering if through for Hail of Trans Experience with the Eden Fire and I'll

[13:43] see if there's anything as you reviewed our plan here in Claremont that you would

[13:47] advise us to add or something that you would that, you know, in your supportive of

[13:51] Altadena or something that we should keep in mind.

[13:55] Yeah, no, I looked at your plan like most emergency operations plan, you know, it's an all hazards plan.

[14:01] There was nothing specific that I could recommend.

[14:04] I know you have great experts here in the city with your police department and with the

[14:09] Elec County Fire Department.

[14:10] Those are really the experts that it's great to see Chief Cabrera here from Elec County

[14:14] Fire Department because he really has the knowledge, the skills, the abilities and

[14:20] Elec County Fire Department is your agency that to provide those services.

[14:25] So the fact that you have him and his team and the police department working together with

[14:29] all of the resources in LA County is really what you need and and those are the experts

[14:33] the lean on. So I was happy to see that you did

[14:38] that. Thank you. Any other questions from the committee?

[14:42] Just kind of a let's just ask questions. So you talked about the fleet and how many buses you

[14:47] have on reserve and the availability of having drivers available on those type of things. In in

[14:52] an incident like my colleague here suggested would you be available to pull people off of lines and

[14:58] downlines and other places and just

[15:00] It's kind of wondering about the capacity to, you know, if we do some type of topics, sizes or embed that in the plan, your capacity is an organization or a spot of that potentially move, you know, people from north to south or whatever that may be.

[15:13] Yeah, and we have done that and it's in some, you know, immediate cases, but it depends on availability.

[15:19] I think as our CEO explained, we purchased transportation, so we have two main contractors who who drive our buses.

[15:26] But within our contract but those contractors they know that there's disaster service workers and if they were called upon

[15:34] They know that, you know, they know our commitment to public safety and the region and that's certainly something that we would strive for

[15:41] And that's part of TransMAC as well.

[15:45] It's not an obligation like it is through city mutual aid compacts it like the city has with the county.

[15:51] It's more of if you can do it but I know every agency and TransMAC is committed to doing it.

[15:56] And the reality is, I think,

[15:58] Transmax been around since 2010.

[16:00] It's never really formally been activated for an emergency.

[16:03] But on an ad hoc basis during the eaten fire,

[16:06] I know that calls were made through elementary

[16:09] and our agency as well to try to, you know,

[16:13] lend a hand, but again,

[16:14] although those resources have to come through the county

[16:16] or through the city through a request,

[16:18] but that's the idea.

[16:21] And as we see people respond to that,

[16:23] or workers respond to that call, you know, and then have a

[16:27] anticipate. Yeah, absolutely. You know, one of the cool things

[16:30] with, in terms of our service and the geography of the city of

[16:34] Claremont, is that our line 1-88 runs along the footile bull of our

[16:37] corridor. It's actually one of our higher frequency routes

[16:41] and a high ridership route, which is really a great thing.

[16:45] The positive there, and I think, you know, with every one of these situations,

[16:48] it winds up being very dynamic based on what's happening

[16:50] minute by minute. Having that higher frequency gives us more capability to pull, you know,

[16:57] somebody off that route, maybe skip a trip, divert that operator and coach to the emergency,

[17:03] but also balancing that need to maintain the capability for people to travel on the corridor

[17:08] that are also relying on it. So it's that combination of not wanting to strand on going writers,

[17:13] but also respond to the emergency. So I think it's sort of a, it's a little bit of everything.

[17:17] It's where can we pull those resources?

[17:19] Somebody that's going to be based on time of day.

[17:22] If something happens in the afternoon, much easier to divert resources.

[17:27] If it happens at midnight, frequency is very limited.

[17:30] And so we have to kind of come up with a different plan.

[17:34] So yeah, if I can add one more thing to that, I think it was just maybe three or four months ago.

[17:37] There was a fire, pretty significant fire in Kavina.

[17:41] And I believe you were the incident commander.

[17:43] Yeah, chief Kibra was the incident commander.

[17:44] Our request was made for a lot of displaced residents

[17:47] and an apartment complex in Kavina and a request was made.

[17:51] Is it a bus available that we can transport the residents

[17:55] to a safe location, a reunification point?

[17:58] And we were able to do that.

[17:59] We were able to grab a bus and we were able to get it

[18:02] into the area and we were able to load.

[18:04] I think we made several trips to get residents

[18:05] away from this critical area to a safe place.

[18:09] And there was a lot to do with the availability

[18:11] like our CEO just described.

[18:12] And so it was done pretty timely.

[18:18] Thank you so much.

[18:20] Go ahead, please.

[18:21] Thank you, Chair.

[18:22] The on-trans-trans-mac, right?

[18:26] I'm curious if the new Metro police department

[18:30] would be a good partner in that.

[18:33] I would assume so, but I'm going to rely on your expertise.

[18:38] Yeah.

[18:38] Actually, Ellen Metro is part of Trans-mac.

[18:41] So there are public safety entity that they're building up.

[18:44] obviously will be a part of that as well.

[18:48] They have a multi a million dollar emergency operation center

[18:51] and downtown LA if you haven't seen it.

[18:53] It's pretty impressive.

[18:55] We actually, Foothill Transit hosted a tabletop exercise

[18:59] there over the summer at the new EOC with maybe,

[19:02] I think we had about 30 participants that showed up

[19:05] from TransMAC and really it was the first in-person tabletop

[19:10] exercise that we had held in quite some time.

[19:12] And the takeaways there, it was more of a facilitated discussion, really looking into the contract

[19:18] and talking about how it's never been activated, how we can better communicate,

[19:23] transmact to our member cities or other cities, or the entire state of California,

[19:29] because I think there's a marketing and there's some information that we can build,

[19:34] transmact a little bit more. But your question, I think by default, there'll be part of that,

[19:40] But Ellie Metro is a pretty big entity as you know, and they also have an emergency

[19:46] preparedness planning section. And again, if you haven't been down to that EOC, it's

[19:52] the Taj Mahal of EOCs, and I think it was about a $60 million EOC. So it should be, it should be the

[19:59] base for all the emergency planning transit related, and it will be, I think, in the future.

[20:06] Thank you.

[20:09] Any other questions or comments?

[20:13] This is follow up. My mother was always afraid of the big earthquake and the big risk there is no electricity. How are you how do you supply fuel to your bus fleet?

[20:26] You don't take that much of it.

[20:30] It really important question.

[20:33] We currently operate almost our entire fleet on

[20:36] Compressed Actual Gas.

[20:38] That natural gas comes off of the Southern California

[20:40] Gas Company pipeline.

[20:42] And so in the events of a major earthquake,

[20:45] the hope is that even if parts of the pipeline get fractured,

[20:49] there's still enough fuel to be able to get to the fueling island

[20:52] to be able to fuel the equipment.

[20:53] That's a part how the network is established.

[20:56] We do operate hydrogen fuel cell buses.

[20:59] In fact, the the toy buses that you have show our hydrogen fuel cell

[21:02] delivery.

[21:03] That feels being trucked in just like the old diesel fuel was trucked in.

[21:08] And so we're looking at both of those fuel sources in terms of their availability.

[21:12] We do have both fuels that we're using, which provides some level of redundancy.

[21:18] But at the same time, it's something that we keep thinking about in terms of

[21:22] ongoing fleet resiliency. We do have very few grid powered double deck buses. So if the grid goes or double deck boat, we have very few grid powered buses to happen to be double decks.

[21:34] So we're not overly reliant on the grid as a power source for some transit systems that is a consideration because if the grid goes down, you're feeling infrastructure goes down.

[21:44] So no easy answers to that one. It's a big challenge that we continue to struggle with.

[21:49] Just six days of no electricity in the Detroit area.

[21:54] No credit cards work.

[21:57] No electricity to the gasoline station.

[21:59] So even if you had your car there, you can't pump fuel.

[22:03] Even if you can tap into natural gas, aren't they using electricity to pressurize the fuel?

[22:08] So they are, and they are indeed, we do have a backup generator that is powered by natural gas that would then power the natural gas fueling station. So in theory, we could fuel buses with no electric power from the grid from the standpoint of our natural gas powered buses.

[22:27] or hydrogen fuel cell buses still rely on delivery of hydrogen.

[22:31] That's really an emerging technology, but something that we are continuing to lean in and think about as we expand our fleet of hydrogen fuel cell buses.

[22:40] Thank you.

[22:41] Interesting little side note on that.

[22:43] Something that I hope will make you all proud.

[22:46] You have again our toy hydrogen fuel cell buses and our toy double deck buses.

[22:51] Here our community is operating the largest fleet of hydrogen fuel cell buses anywhere in North America.

[22:56] And so collectively we've been pioneers in that technology and the double deck buses, which I was tripping up on the electric part.

[23:04] Those are the models of the first two grid power battery electric double deck buses operating anywhere in North America as well.

[23:12] So our region has been a real leader in terms of zero machine technology. Something that I hope makes us all very proud is we're thinking about the environment, but also something that has to be top of mind is we're thinking about emergency response.

[23:23] because there's no field types, great new challenges.

[23:27] The urgency sponsored, it's Christmas time of that 14 grandkids.

[23:31] Oh my goodness.

[23:34] You got them covered.

[23:35] Hopefully they're good shareings.

[23:39] Well, thank you so so much.

[23:41] Are there any other questions or comments you will committee?

[23:46] Okay.

[23:46] Well, thank you so so much.

[23:48] I think that just the one comment I would like to make is that there has to be so much agility

[23:57] in any given disaster, so it really relies on pre-established relationships, and as you said,

[24:04] the tabletop exercises, but the ability to reach out to each other and respond together.

[24:15] So thank you so so much, at this point, I'm going to open public comment, right?

[24:24] Did we get any public comment by mail or email?

[24:28] Is there anyone in the audience who'd like to make public comment?

[24:33] Seeing them, I'll close public comment.

[24:37] And that brings us to, is there anything that the committee wants to discuss?

[24:42] Okay,

[24:46] seeing, oh, yes, men and women here, just to say thank you to John and to Doran for being coming out and spending a little bit of time this evening.

[25:00] Thank you.

[25:02] Our next presentation is from Bevin Handel, our communication, our information officer.

[25:13] Good evening, I'm Bevin Handel, I'm the public information officer for this view of Clairman.

[25:18] I do not have fun toys for you, but I do have information, so I wanted to start, but just a little overview of the public information office for this city.

[25:29] The public information office actually is in the city manager's office, but what is unique about the public information office is it serves multiple to all of our departments in the city and also coordinates with our agencies outside of that for information.

[25:48] We regularly communicate through our communication channels with not just the outside community,

[25:57] but we are internal communicators with our staff and our departments.

[26:02] We communicate with our businesses, our students in the end, school district as well as our

[26:07] students and the colleges, our visitors, and our organizations as well as the council,

[26:12] commissions and committees, and then our outside agencies and regional agencies and state agencies.

[26:19] We are staffed by myself. I've been here for about 16 years and we have a part-time assistant

[26:24] public information officer. We coordinate with all our departments, LA County Fire, Area D,

[26:33] San Bernardino and LA County because we're right on that border, also Cal Fire and our forestry

[26:38] things happen, and then our state agencies. The PIO is a key position in the EOC when you're

[26:46] learning all of the FEMA and Cal OES, the PIO has a unique position in that, and it usually

[26:53] works very closely with the incident command, so that they get the key communications and

[26:58] like communicating it out to our community. There is a very specialized public information training

[27:03] that's through Cal OES and FEMA.

[27:06] I've been luckily to go through many of those trainings

[27:10] and actually I'm one class way

[27:11] from a specialized GAO for the whole state.

[27:15] Our communication tools that we use on a regular basis.

[27:20] And if I were to give this in a year,

[27:22] we'd probably be completely different.

[27:24] And 15 years ago, there was probably a very short list.

[27:27] So this keeps changing and evolving

[27:29] as our communications, we all see that happening.

[27:31] We have a website, a city letter, social media, we do events, we have a city app, we have

[27:37] email notifications that can be pushed out, we have our RAVILERT site used to be the ever

[27:42] bridge.

[27:43] So that's an alert system that people can sign up for the community and then we can push

[27:46] out information.

[27:48] We have a constant contact, which is we can put to our businesses and to anyone that signs

[27:53] up for that for different areas that they want information.

[27:57] We have a city managers weekly update that goes out every Thursday that's an E Newsletter.

[28:02] We have our sanitation bill inserts. That's not good in the middle of an emergency,

[28:06] but it's really good to use for preparing and to get people to do things ahead of time.

[28:11] We have a recreation of brochure that goes out four times a year and then we have virtual activities and meetings.

[28:19] are in an immediate emergency and that could be anything from our windstorms that we saw

[28:24] or for our wildfires. We have different things we can do to communicate with the community.

[28:31] We can do special alerts on our website. So at the top of our website on every single page

[28:35] can be a big alert that we can do either a red alert, a green alert, different varying alerts

[28:40] that will let people know what's happening in the middle of an emergency and give them links where

[28:44] can go to find more information. We have special websites we can create right, right then.

[28:50] So I can create a page whether I'm home or here to just emerge these don't happen just

[28:55] during business hours. I can create a page really quickly and then direct people through social

[29:00] media or our website to where they can find immediate information links to other information

[29:04] for agencies. And we have our social media and we use that robustly when we have an emergency.

[29:10] We have Instagram, we have Facebook, we have Twitter, we have next door, and then we have separate.

[29:18] Our police also have Instagram and Facebook.

[29:23] We can do email blasts using all of our email, the many different lists.

[29:28] If we can do that all at once and send out a pushed out email information.

[29:32] And then when we have emergency happen, we usually do an instant report at the end of the day.

[29:37] Sometimes multiple times in a day to pen out what that is,

[30:00] And we can link that to our website and then push that out so people can see what's happening.

[30:05] I want to give an example of what happens during when we have the bridge fire just a little few years ago.

[30:12] We were able to put that out in social media. We had evacuation warnings at the very top in the northern section of the town, so we were able to put that information out there.

[30:21] We as the city do not put out the actual factuation order that goes out to everyone's phones that's who call it

[30:27] Yes, but we can amplify that message

[30:29] We also have a little below in that system so some people got some information. That wasn't actually four clear-mots

[30:35] We're able to put that out there and say

[30:37] There are no active evacuations. They're only warnings, and so we can tell that and then we can give more information

[30:44] On each of the social media and all of that information is also put on our website, so we go find that at well

[30:51] And just to give you an example, our social media that the city manages and the police

[30:58] manages, we have about 29,000 followers between all of those accounts.

[31:03] Our website gets about 160,000 to 180,000 views a month, so you're looking at over 2 million

[31:12] views in here.

[31:13] So that just kind of gives you a broad example of how many people we're reaching.

[31:18] And our wave, we can put out that information to anybody who has signed up for either email or text messaging.

[31:25] They can pick how they want that information.

[31:29] In an emergency, there's usually a briefing.

[31:33] If it's a wildfire, the city is not going to be the head.

[31:36] It's going to be the fire department, depending on where it is.

[31:38] It's going to be multiple agencies.

[31:40] And this is the bridge fire.

[31:42] So this was actually at the dam.

[31:43] And there was briefings every day, and this just gives you kind of an example.

[31:48] It's a good old-fashioned paper map.

[31:50] Sometimes that's the way it is if communications are down.

[31:53] And it's everyone there getting the same messaging so that all gets uniform out to all those different communities.

[32:03] This is an example of a page.

[32:04] I can put up very quickly when we have the windstorm.

[32:08] Our police department, our non-emergency, and 911,

[32:11] was getting a lot of information about trees going, or branches going.

[32:14] So many so it becomes, it's own problem.

[32:18] So we were able to put up a forum for damage.

[32:22] And the whoever was answering the phones can say,

[32:25] please go on the website and report that tree down.

[32:29] We need to keep designs open

[32:30] for really life and life kind of things.

[32:33] So those pages as an instant goes on

[32:36] become longer and longer with more information,

[32:38] whether it's here's how we're cleaning up things,

[32:41] or here's where you can get water,

[32:42] here's where the evacuation centers are.

[32:45] Here's where you can take your animals.

[32:47] All of that's going to be put on that one page.

[32:49] It's that one resource for everyone to go to.

[32:52] That happened with the,

[32:54] in the deanifiers, even though we weren't affected,

[32:57] we weren't, we weren't, we weren't.

[32:59] And so we had information on there too for people.

[33:04] This is an example.

[33:06] When we had the wins, just this past year.

[33:10] And so you'll see there's kind of a branded look to that.

[33:12] So that people when they were on social media

[33:14] knew that there was more information coming about the same answer that. So I tried to

[33:18] one make it easy and have a template for myself so I can do it quickly. And so there's also

[33:21] a look that they know they're getting more information. And these are being put out constantly.

[33:26] And that gives you a little bit of an idea of what happens during the incident.

[33:36] And so for

[33:37] I'd like to give just a little what you can do before and what the community can do before.

[33:42] We tried to put this out in our city newsletter that goes out to all the households,

[33:46] what people can do to prepare ahead of time. That's really extremely important. We as a staff get training with

[33:54] tell OES. We do EOC table tops. Just as a staff to prepare for these things. We work with our partner agencies like the colleges.

[34:03] Just recently we did a table top but brought city staff in with our colleges to go over a scenario. So we could see how we were going to work together.

[34:13] Also, like County Fire does drills, but our wilderness park often, and that helps us run through those and see how we can improve every time.

[34:23] And then emergency preparedness information, our city letter, our social media, our workshops that we did.

[34:29] These meetings, so always trying to prepare throughout the year.

[34:35] And that's my last slide, just actions that can be taken before for our public is to sign up for those alert systems, the RAV system.

[34:44] Sign up if you're a homebound senior so that you're on our homebound senior alert so we can get a phone call out to make sure you're okay.

[34:50] in a incident, also to follow ahead of time our city and our police social media that that way

[34:57] you're going to get that right away, and also to have their emergency plans, their emergency

[35:03] supplies, all of those documents ready to go, and then also to be hardening your home through

[35:08] their ready set go program, how they can actually maintain yourself in your home. And then

[35:14] during the emergency to check the city website, that is really where we're going to drive a lot

[35:18] our information. It's going to be static. You're going to be able to find a name time

[35:21] you go on there and then check the social media that's going to be as fast as we can put it

[35:25] out, verified of course. That's always the thing with social media. We want to do a fast,

[35:30] we want to make sure it's accurate. We want to make sure that whatever we're putting out,

[35:34] fire has okay if it's a fire incident or whoever is in charge of that. And then also for

[35:38] phone notifications. We may be putting out phone notifications or a state agency will be putting out

[35:44] evacuation or a notification.

[35:46] So that's just what we want everybody to come away with our community is those things.

[35:51] So with that, that was a very fast, very quick overview of communications that happen in

[35:56] a crisis from our office.

[35:59] Thank you so much.

[36:00] Are there any questions from the committee?

[36:03] Is that, you know,

[36:07] thank you.

[36:07] You're welcome.

[36:11] I started a bad question, but I've kind of planned that.

[36:15] Um, the, uh, I actually, I had this one question, sorry.

[36:24] Um, what, what strategies does

[36:27] do you employ to ensure that the most vulnerable residents know all this information and have

[36:34] the information handy? So I think we try to make sure that we have information available

[36:40] about our senior center. We try to make sure we have targeted information about our home balancing

[36:44] in your alerts when we put out in the city letter.

[36:46] The sea letters are great way

[36:47] because people get that physically.

[36:49] So if you're not on social media,

[36:52] at least you have that preventative information

[36:54] that you can find it.

[36:56] And then we try to make sure that when we're doing workshops

[36:58] or anything like that, we're telling people

[37:00] how to access that information.

[37:04] When we have our adapted programming

[37:10] for people who have special needs. Do we ever give any sort of emergency information at those events

[37:18] too just so people could plan for just in case like is that? We've put some written information

[37:27] out. We've never had that's kind of a great idea to have maybe at their resource meeting that

[37:33] they do want to need to have some of that information available to that like that before you'd idea.

[37:37] And at Village Venture we'll have that sort of information available for people to sort of have a checklist of of what things they need to make sure in their phones so that they're set.

[37:49] And this is also what preventative and that does not take the place of if there were an evacuation.

[37:55] I want to be, because my little disclaimer, in the case of an evacuation, it's not going to be on social media.

[38:03] You're going to get on your phone and then ultimately, you're going to have what we call, like the boots on the round of me knocking at your door to get you out.

[38:09] You're going to know that you are evacuated.

[38:12] So I just want to say, you're not going to only find out that way.

[38:15] There's going to be follow up when the world we have to get some of the out.

[38:18] Well, I think that that's like one of the issues that come right after a devastating event,

[38:25] is that people have a sense of how do I plan for all things

[38:32] that could happen.

[38:35] And I think that that desire to want to be as ready as possible

[38:41] kind of lives for a little bit of time

[38:43] and then kind of floats away until the next thing happens.

[38:46] So I really appreciate your presentation

[38:49] and all of the information that you've given us

[38:53] because the best thing that you want to say, so the best thing we really can do is to be as ready as possible and then to understand that in an emergency, one of the most important things that we are as agile and listening and being able to take instructions.

[39:14] It's wonderful to have the plan and allow for a certain amount of flexibility because every emergency is slightly different.

[39:19] Yeah. Thank you. Go ahead, please.

[39:22] Thank you. You know, I thought came to mind as I was looking at the RAV and more around our sanitation bills and how frequently do we put information in the building. I know I get mine electronically, but even attached to the PDF part of the PDF part of the download or whatever the case might be.

[39:41] I think what we do we use that to get emergency preparedness information out to get people to sign up for

[39:47] Rave those type of things. I think we use it right. We launched it and we do whether like this this reason when we had holiday information

[39:54] Because of that we could certainly add them more often. Okay, great. Thank you.

[40:05] We did not.

[40:11] So if there's anyone in the room, you'd like to give public comment and then I'll close public comment and say any discussion for

[40:20] that brings us item number four and that's the approval of emergency operations plan.

[40:30] Yes, thank you. Good evening chair and committee members. I'm Katie wand in the city manager's office.

[40:36] This item item number four is a recommendation that staff has brought to the committee.

[40:43] As you know, the committee has reviewed a draft emergency operations plan over the past couple months.

[40:50] It is attached to this report and I apologize that it is rather lengthy,

[40:55] but you have seen it for the past few months and provided some good feedback for us to incorporate in there.

[41:00] So this is sort of the final step in that process,

[41:02] which if there's no further discussion or feedback from the committee then staff would recommend

[41:08] that the committee move the the EOP forward to the City Council for consideration. We did put

[41:15] a caveat in the recommendation that staff can make at the will of the committee non-substantive

[41:22] changes if needed to formatting and structure and things like that before it goes to City Council

[41:27] for final approval but that would be the next step for this to be adopted and formally implemented

[41:32] and I'm available for any questions.

[41:38] Thank you very much to there any questions from

[41:40] is one from the committee.

[41:42] Oh, please, who said that?

[41:44] Please go ahead.

[41:52] It may be in this packet, and I may not have seen it.

[41:55] But there's a city have a emergency,

[41:58] a management flow chart, in other words,

[42:01] starting from, I guess, the city council,

[42:04] a city manager working its way down

[42:06] in the police department, fire department,

[42:08] different departments, so someone wants to look at this here and say,

[42:12] who's at the top, who's the bottom, who reports to whom?

[42:15] You know, I'm in charge of human emergency.

[42:19] I come from aerospace where everything comes from someplace.

[42:23] Okay, and I was maybe in here.

[42:25] I didn't then find it, but if it's in here, it's fine.

[42:29] If not, it's just an idea that, you know, who reports to who,

[42:33] and regards to the major earthquake floods,

[42:36] or any damage.

[42:39] Yeah, I know thank you so much for that feedback,

[42:41] committee member.

[42:42] We do have in section four,

[42:44] I believe it is the organization and assignment

[42:46] of responsibilities.

[42:48] So that talks about the different sorts of communication

[42:50] systems that we would use.

[42:52] And I believe there is a chart of sorts in there

[42:54] that sort of shows the breakdown of how that system would work.

[42:58] It does consider that we would be working potentially

[43:01] with other agencies.

[43:02] So it's not city-specific per se,

[43:05] it does show the general framework of each of the emergency management systems that we would work under

[43:11] and kind of how we would fit in there.

[43:20] I was just going to say, is that the chart on page 36?

[43:24] Just for everyone's reference. Thank you.

[43:31] Yes, that is the the court, the sort of flow of

[43:35] coordination how that would work. And then there's also another chart on page. I should say figure on page 22 that also sort of shows the phase of like the response efforts and what that might look like.

[43:51] Thank you. Please don't go ahead.

[43:55] just for small, very good plan, but my question is is that you know I've worked in the

[44:01] government agencies myself and there's always really good plans but the biggest issue is how often

[44:08] there's a training done on the plan and as you work with staff so everybody knows there are assignments.

[44:14] Yes, so we do have an emergency management team here at the city. We do meet on a quarterly basis.

[44:19] We have tried over the past couple years to increase more table top exercises.

[44:25] We've done, we've done I would say at least one annually.

[44:28] We do it every year for the great shakeout.

[44:29] I think where we can improve and I know that the committees provided this feedback earlier in previous meetings.

[44:36] I should say, and so this is something that we will share with the city council as well as to do more broad table top exercises.

[45:00] That's great. Any other questions or comments? I guess questions at this point, please.

[45:07] We're just going to say thank you. I know that's a lot of work. I've been backwards and forwards to this and still a couple

[45:12] little components for CUSDs by and along the way, but very comprehensive. I don't have any suggestions based on my limited knowledge, but thank you.

[45:20] It's a lot of work. I appreciate that. Thank you so much. And I should emphasize that this was a citywide effort, not our emergency management team, city departments.

[45:29] this committee we tried to incorporate and that's why I put the we will finalize this at the end with all of the folks who have been gracious with their time

[45:37] and coming to present to this committee as well so we did try to incorporate as much of that as possible and here.

[45:42] So thank you.

[45:45] Peace.

[45:46] Are you going to read this whole thing into the record?

[45:49] I'm definitely not.

[45:52] Any other questions at this point?

[45:57] Okay, thank you so much.

[46:00] I'll open public comment.

[46:02] Did we get any electronic or mail public comment?

[46:05] No, we did not.

[46:05] Thank you.

[46:06] Is there anyone in the audience who like to make public comment on the draft emergency plan?

[46:12] Preparedness plan?

[46:14] Seeing none all close public comment and bringing the discussion back to the committee.

[46:19] Is there any discussion?

[46:20] Please.

[46:21] Thank you.

[46:22] I will say that to the chair's point in regards to Section 4.5.3 and 4.5.4, I appreciate that both our population of access and functional needs and our at risk individuals are listed and called out on this.

[46:42] I think it's something that the chair obviously acknowledged and it is clear and here that staff has also acknowledged.

[46:51] So thank you.

[46:54] Any other discussion points?

[46:58] Okay.

[47:02] I would like to echo the sentiment from the committee.

[47:08] Thank you so much.

[47:08] I think that this is really, really great,

[47:11] and also to everybody who has, you know,

[47:14] who's here tonight and participated in this,

[47:17] I do think that doing the groundwork

[47:20] to make these relationships ahead of time

[47:22] is only gonna be a benefit when we really need it.

[47:28] Okay, so May I have a,

[47:35] do we have to make a motion to, yes, okay,

[47:37] May I have a motion to recommend this to City Council?

[47:43] I'd move approval of the emergency operations plan.

[47:46] Thank you, how about a second?

[47:47] I'll second.

[47:51] Okay, chair start.

[47:53] Vice chair race.

[47:54] Yes.

[47:55] Committee member grinds.

[47:57] Committee member current.

[47:59] Committee member neighbors.

[48:00] Yes.

[48:01] Committee member Sanders.

[48:02] Yes.

[48:03] Committee member Ward.

[48:04] Yes.

[48:05] And committee member Winner.

[48:06] Yes.

[48:09] Thank you so much. So that was unanimous. And that brings us to staff reports.

[48:20] Thank you. Item number five.

[48:22] Item number five. Yes. And this is the overview of the emergency preparedness ad hoc committee.

[48:27] So this is the document that we have presented at each of the meetings to sort of document what the committee has been

[48:39] moving forward. We had reserved an November time slot in case we needed additional time to work

[48:46] on the EOP or if there was some further direction from the committee to sort of finalize any

[48:51] recommendations to the city council. At this time staff has direction on the EOP that will be the

[48:58] main deliverable from this committee to the city council.

[49:04] If the committee has any other items

[49:06] they're interested in listening to or hearing from, we do have that November time slot booked

[49:12] if not then the EOP would move forward as the primary deliverable to the city council and in

[49:19] that report the staff report that would accompany that we would also highlight the different

[49:23] presentations and information that this committee has received so that the city council is

[49:28] the full city council. I should say is informed on all of the relationships that we're built

[49:33] plans on moving forward with some tabletop exercises and some of the other outcomes that are a result

[49:40] of the feedback that we've gotten through this committee process. So there isn't any formal

[49:46] action required on this item. It's more just an opportunity to see if the committee's interested in

[49:51] having a November meeting or if you're comfortable ending tonight.

[49:59] Is there any feedback from the committee?

[50:05] Yeah, I was going to say the same thing. I'm so like we're good. I'd third that.

[50:11] I, I also, I think that this has been really comprehensive and I really appreciate all the, the work from everybody on staff who's put, you know, to, to, to inform us better.

[50:30] So, to have anything.

[50:34] Yeah, I mean, I also appreciate staff's work and this may conclude the work of this committee tonight, so I'll be happy to have the chair and myself. I'd like to thank you for your work and your volunteering of your hours and your time and your energy going through all of this and I'm sure sure.

[50:55] Thank you. Thank you so much for that. Let's open public comment and then we'll get to that part next.

[51:01] So just keep keep this train rolling.

[51:06] So the there's

[51:09] I do have just one small question that is is there a commission that sees that will see this before it comes to city council is there a commission is it is it the police commission or does it go to human and community services.

[51:25] Commission to see this before it comes to City Council or will it move from this committee to council.

[51:32] So I believe that Mayor Clikai's intent of having representatives from each of the commissions on this ad hoc is so that it doesn't have to go to each of the commissions after this it would go directly to the city council.

[51:43] However, if the committee would like the emergency operations plan or any of this documentation or presentations to go to certain commissions and that direction could be provided.

[51:56] Thank

[52:01] you so much for that.

[52:04] I don't have any, I don't have any strong feelings about that council member Reese.

[52:10] Yeah, you know, one thought I had what happens after the European's approved in regards to the commissions.

[52:17] Or should I maybe I should just state my idea, which is, I think we should take the European to the commissions and brief all the commissions on the European.

[52:27] so that they're aware, the full commissions are aware.

[52:30] But that may be something that already happens

[52:31] that's why I was asking the question.

[52:34] She, if I'm not mistaken, that was something that I think

[52:39] that the idea was that this would be it,

[52:42] unless requested by the committee.

[52:45] Correct.

[52:45] In which case, and then I would like direction from the committee

[52:49] if the intent is to just inform the commissions on the EOP

[52:52] or to offer the opportunity to provide feedback

[52:55] before it goes to the city council.

[52:57] I'm sorry, my intent on that question was more after approved by City Council to go to commissions

[53:02] so that they're informed on our AOP.

[53:05] We could absolutely do that.

[53:07] Thank you.

[53:09] Are there any other feelings about that?

[53:13] Well, I just don't see any reason for it to come before the APC before it goes to the city council.

[53:18] Once you've got a ability, you want us to rule on the design of, but then I don't say, I think

[53:24] just informing the commissions afterwards is fine.

[53:26] I wouldn't say, because we're all, you know,

[53:29] here representing the architectural preservation

[53:31] commission, and I don't see any other input we would have.

[53:38] So.

[53:38] Yeah, I would agree with that,

[53:44] too.

[53:44] OK, great.

[53:47] Um, thank you.

[53:48] No question, nothing else from the committee.

[53:51] All right, I'll open public comment.

[53:52] Were there any electronic or mail-in comments?

[53:55] Other way, not.

[53:56] OK.

[53:57] Is there anyone in the audience who's like to make public comments?

[54:00] and I'll close public comment, bringing the discussion back to the committee.

[54:05] Is there any further discussion on that item?

[54:10] Okay, great.

[54:12] So with that, we will not have a meeting in November.

[54:18] Is that correct with everybody?

[54:21] Well, as Council Member Reese expressed,

[54:28] I also want to on behalf of the mayor and city council.

[54:33] Really appreciate everybody's time.

[54:35] It is not easy to add an extra to do.

[54:40] And as John always says, if you want something done,

[54:44] get a busy person to do it.

[54:47] So I really do appreciate that all of us have other commitments.

[54:53] And so thank you so so much for your thoughtfulness and your time.

[54:56] And thank you to staff for really going above and beyond and reaching out to all of our partner agencies to make sure that we're beginning to establish these important relationships.

[55:09] And that we're having a place where when the community is thinking a lot about disaster preparedness and wondering what would happen with ex agency that we are either

[55:23] Providing the links on our website or if it's not an externally facing website that we're helping to kind of frame it a little bit on our website because not all agencies are outward facing and we are and so I think that that's one way that the city can help to educate people and so I really and I think that we've accomplished that here.

[55:51] So thank you so so much, and with that, this meeting is adjourned.

[55:57] Oh, really?

[55:58] He's scorer ahead.

2025 Emergency Preparedness Ad Hoc Committee

Agenda

Transcript