REGION I HOMELAND SECURITY OVERSIGHT COMMITTEE (HSOC) MEETING
Thursday, January 21, 2010
2:00 p.m.
MRPC Office
4 Industrial Drive • St. James, MO
MINUTES
PLEDGE OF ALLEGIANCE:
Chairman Jonathan Ayres led the committee in reciting the Pledge of Allegiance.
WELCOME AND INTRODUCTIONS:
Chairman Jonathan Ayres called the meeting to order at 2:00 p.m. Members and guests introduced themselves.
COMMITTEE MEMBERS PRESENT:
Deborah Rhodes (P), Doug Yurecko (P), Edna Bridges (P), Darrell Skiles (P), Mark Kearse (P), Jonathan Ayres (P), Debbie Halinar (A), Bob Baldwin (P), Charles Witt (P), George LaJoie (P), J. B. King (P), Robert Williams (A) and Deborah Hobson (P).
COMMITTEE MEMBERS ABSENT:
Lawson Smith (A), Curtis Curenton (A), (P), Larry Flesher (A),Jodi Waltman (A), Ron Smith (P), Allan Michaels (A), Gary Heavin (A), John Butz (P), Dennis Purcell (A), Kim Shockley (P), John Westerman (A), and Annie Lekens (A).
STAFF AND GUESTS PRESENT:
Shirley Stulce (Crawford County Health), Ken Ramsey (Maries County EM), Gail Teter (Laclede County OEM), Paul Fennewald (DPS-OHS), Bob Hutson (Crawford County EM), Jesus Gomez & Meg Meade (Fort Leonard Wood), Brett Hendrix & Marcus Oglesby (SEMA), Alan Cortvrient (DNR), David Finch (DPS-OHS), Allen Kimrey (Salem Police), Lester Murdock (Cuba EMD), Michelle Hoffman (United Way 2-1-1), Michelle Nicholson (TetraTech), Scott Harris (Salem Hospital), Mike McNeill (L&B Electronics), Michelle Graves (Crawford Co 911), Tammy Snodgrass, Teri Smith and Amy McMillen (MRPC).
MOTION TO ACCEPT AGENDA:
Mark Kearse made a motion to approve the agenda for the January 21, 2010 Region I HSOC meeting. J.B. King seconded the motion, which passed unanimously.
Becky Tryon will take Jesus Gomez place as emergency planner for Ft. Leonard Wood. Jonathan Ayres thanked Mr. Gomez for so faithfully attending the HSOC meetings.
REVIEW & APPROVAL OF MEETING MINUTES:
Mark Kearse made a motion to approve the minutes of the October 15, 2009 Region I HSOC meeting. George LaJoie seconded the motion, which passed unanimously.
Mark Kearse made a motion to approve the minutes of the December 17, 2009 Region I HSOC application review meeting. Robert Williams seconded the motion, which passed unanimously.
FY 2009 LOCAL GRANT APPLICATIONS:
Amy McMillen distributed a summary of the Fiscal Year (FY)09 grant applications. Application scoring and amounts requested and awarded are as follows:
Applicant Score Amt Requested Amt Funded
Contingency Fund $ 4,150.20
Total $802,075.30 $305,123.20
*Last year, any RHSOC proposal under the Chemical, Biological, Radiological, Nuclear Explosives (CBRNE) Investment Justification (IJ) and/or any proposal submitted by Homeland Security Regional Response System (HSRRS) will be reviewed and approved by the HSRRS Steering Committee. Ms. McMillen inquired to see if this is a requirement for FY09 grants.
The board agreed to set aside $4,150.20 in a contingency fund. It was also recommended that applicants must attend the scoring meeting for future grant cycles. Some applications were vague and it would be helpful if the committee could ask questions. During the scoring process, applicants who attended were able to discuss the feasibility of accepting partial funding. The Rolla (Homeland Security Response Team (HSRT) scaled back their funding request and was satisfied with the outcome. The committee was able to fund three projects with that extra money. Three of the requests were funded with FY07 dollars since they were requesting communications equipment.
Mark Kearse made a motion to approve the recommended funding allocations. Doug Yurecko seconded the motion, which passed unanimously.
UPDATE ON HOMELAND SECURITY FY 06, FY07 & FY08 PROJECTS TO DATE:
Amy McMillen reported that all FY 2006 projects are complete.
Ms. McMillen reported that FY07 projects still pending include: Emergency Medical Services (EMS) tag reader, Ag training and mass care/volunteers/donations planning activities.
Ms. McMillen reported that Ron Smith will get bid specifications for the Rolla HSRT Hazmat suits. Once the oxygen equipment has been procured, the Sullivan Fire Mass Casualty Incident (MCI) trailer will be complete. Patients lift procurement will complete the Region I Public Health special needs trailer project. 09 funds must be approved by the state before procurement can begin on the Dent County generator. Meramec Regional Planning Commission (MRPC) planning/coordination mass care/volunteers will span a one year period.
Ms. McMillen explained that the shipping line item of $4,603.00 is where excess funds appear. Next year there will be a contingency fund line item in place of shipping.
Ms. McMillen distributed copies of the new Region I HSOC logo. The logo will be place on all equipment purchased with Homeland Security funds.
Jonathan Ayres explained that two projects are outstanding and need a course of action. Maries County took possession of the satellite phone in August, but have not activated it.
Dixon EMS received a generator and oxygen transfill system. They have not installed the oxygen transfill system while five other recipients have completed that task without complication.
Maries County Presiding Commission Ray Schwartze said they would comply if given a deadline. The county commission and the Maries County Sheriff’s office had planned to share the $60-$70 per month cost to activate the phone. Other organizations, such as Rolla HSRT, are willing to take possession and activate the phone. The committee would like the phone to be located where it will best benefit the region.
Mark Kearse made a motion to allow Maries County 60 days to activate the satellite phone or return it to HSOC. Darrell Skiles seconded the motion. Two members opposed, the motion carried.
Mark Kearse made a motion to allocate Maries County satellite phone to the Rolla HSRT if not activated within 60 days. George LaJoie seconded the motion, which passed unanimously.
The Dixon EMS generator/ oxygen transfill system is a combined project. The generator is meant to back up the oxygen transfill system. Five other agencies have installed theirs and many offered to help with installation. Jonathan Ayres suggested depreciating out the cost if they won’t comply and install the oxygen transfill system.
Paul Rueff reminded the committee that the oxygen transfill fill system requires no power to use and does not need the generator to operate.
The board suggested that districts that did not receive a oxygen transfill cascade system submit a letter outlining the need for the oxygen transfill system to determine reallocation.
George LaJoie made a motion to allow Dixon 60 days to install the cascade system or return it to HSOC for reallocation. Mark Kearse seconded the motion, which passed unanimously.
REGION I INTEROPERABLE COMMUNICATIONS SUBCOMMITEE REPORT:
Jonathan Ayres reported that the state will be distributing more funds. A DPS PISA grant is providing each regional interoperable communications subcommittee $5,000. The IOC will meet within 30 days. Mr. Ayres reported that a Statewide Communications Interoperability Plan (SCIP) meeting is scheduled to update the statewide interoperability plan on March 3 rd in Columbia. Two persons from each region can attend without charge. The committee recommended that Joe Decker and Adam Birdsong attend.
REGION I COMMUNICATION & ASSESSMENT:
Jonathan Ayres explained to the committee that the communication assessment is a statewide project being funded by the Department of Public Safety. The interoperable communications subcommittee is working with Michele Nicholson with TetraTech, a contractor selected by the state. Step one of the project is to complete a regional equipment assessment by the end of June. They are offering webinars every day for two months and an on-line survey. Mr. Ayres suggested that staff get the word out to agencies that this information is necessary for a needs assessment. The next step will be a statewide communications plan.
GRANT UPDATE:
Brett Hendrix announced that the new regionalization grant manager will come aboard February 1, 2010. He reminded the committee that 2007 and 2008 grant cycles end June 30, 2010 and that extensions may be available. The grant staff transitions from SEMA to the Office of Homeland Security April 1, 2010.
Mr. Hendrix confirmed that any RHSOC proposal under the CBRNE IJ and/or any proposal submitted by a HSRT will have to be reviewed and approved by the HSRRT Steering Committee to ensure funding is not being duplicated. This affects three of the requests: Rolla Fire HSRT, Vichy Fire and St. Robert Fire.
DHSS UPDATE:
Debbie Rhodes explained that the Department of Health and Social Services (DHSS) is continuing with surveillance of the H1N1 virus to ensure that no mutations occur. H1N1 cases are still coming in and seasonal flu cases are increasing.
DNR UPDATE:
Alan Cortvrient reported that the Department of Natural Resources (DNR) has the opportunity to receive $400,000 from Office of Homeland Security (OHS) to purchase equipment. DNR will be getting spectrometry equipment compatible with Hazmat IDs to identify chemicals. He reported over 100 mercury spills were called into DNR in 2009. DNR will be getting a vapor detector for all six emergency response vehicles. Missouri Emergency Response Commission (MERC) helped secure the equipment.
OHS UPDATE/HSAC OTHER INITIATIVES:
Paul Fennewald explained that OHS is in the process of bringing HSOC grant staff and homeland security training from State Emergency Management Agency (SEMA) to the Office of Homeland Security. This transition is scheduled to take place April 1, 2010. They are requesting that each HSOC try to have as many invoices in to the grant administrator by March 15, 2010 to ensure a quick turnaround for reimbursement. There is a possibility that reimbursements for invoices received after April 1 may be delayed. Mr. Fennewald said that Colorado has already implemented this process and is happy with the changes as they clearly and concisely delineate responsibilities.
Paul reported that the grant process for 2010 changed. Regions will attempt to receive the same funding as the last two years. The priorities for the region are: Public Safety & Security; Communications & Interoperability; Triage and Pre-Hospital treatment; Community Preparedness and Participation; On-Site Incident Management; Responder Safety & Health; Medical Supplies & Management Distribution; Citizen Protection Evacuation/In-Place Protection; Emergency Operations Center Management; Emergency Public Information System Warning; Medical Surge and Mass Care/Sheltering. OHS is assuming responsibilities for emergency management performance grants for the state and will distribute funds to state emergency management agencies and regions.
OHS wants to have annual meetings the last two weeks of October. A template for meetings will be distributed to HSOCs soon. OHS is asking Missouri Association Council of Governments (MACOG) to support this program and to work with RPCs on the annual meeting and work towards a common denominator for websites and logos. 911 transitioned to OHS last fall. The 911 Oversight Committee will present a finalized strategic plan to the Governor’s Advisory Council by the end of next week.
Mr. Fennewald reported than the Missouri Police Chiefs Association is working with the Missouri Association of Counties preparing legislation for the current session. Stakeholders have been contacted for support.
Paul Rueff is working on interoperable standards for equipment, such as generators, trailer hitches, electrical plug-ins and brakes. Future grant purchases will abide by those standards and retrofitting will not be allowed. Mr. Fennewald suggested purchasing generators that can be moved.
The alert network test will occur the second Wednesday of every month.
Paul Fennewald explained that the state interoperable communications system is trying to get regions on board and are discussing how local jurisdictions can take advantage of the state system. The HSAC set forth rules regarding P-25 compliant radios and other technical issues.
Mr. Fennewald said it is time to revisit assets in the SCIP Plan. All deployable assets will be cataloged in one database.
The Federal Emergency Management Association (FEMA) Continuity of Operations Committee recognizes that we have a long way to go as a country to provide classroom and web-based training. Missouri is a pilot project building training needs assessment and gap analysis on a grassroots level. They will partner with higher education in the state. The Missouri Emergency Preparedness Association will be key in this group.
Amy McMillen reported that during the grant application review process, several applicants offered to reduce the amount of their initial funding request in an effort to provide funding to other disciplines to get more needed projects funded. She stated that she was proud of how the committee works very well together.
Rolla Fire Chief Robert Williams said that some HSRT’s are having trouble getting money from their region and thanked the committee for help.
NEW BUSINESS:
Jonathan Ayres reported that the committee needs alternates for Sheriff, EMS and Mayor/City Administrator positions. Scott Harris of Salem Hospital agreed to serve as alternate for the EMS discipline. J.B. King will speak with other sheriffs. Mr. Ayres asked that we spread the word. There is no primary or alternate for public utilities/private industry. In the past we had representatives from the Electric Cooperatives.
SCHEDULED MEETING DATES AND DEADLINES
The next meeting of the Region I HSOC will be Thursday, April 29 th, 2010 at 2:00 p.m.
David Finch of the credentialing steering committee has asked each region to serve on the committee and needs a representative from Region I. Jodie Waltman will be a good fit.
ADJOURN
Doug Yurecko made a motion to adjourn. Mark Kearse seconded the motion, which passed unanimously.
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Chairman, Jonathan Ayres Date
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Attest Date