1. Citywide Exercise- Reviewed the Survey Monkey responses. We discussed the comments and created new ones. All to be included in the After Action Report.
-Asked all people that performed in a section chief roll to look at the After Action Report on http://www.cupertinoares.org/ find their section and see if you have anything to add to the report.
2. Training Matrix discussion. The training matrix is part of the Standard Operating Guide http://www.cupertino.org/index.aspx?page=895
I am looking for someone/ones to help with the training (Training Officer) not to do the training particularly but to see that it all gets done and helps people get the training they need.
3. Logistics- As a result of our October exercise we all see that we need to have some work on the ARKs. They need to be functional, safe and be the responsibility of the responders in that zone.
-All of the documentation tubs are ready to be returned to their ARKs. The tubs are at BBFarm.
-We have a ARK inventory binder project to make it easy for anyone to find/return anything that is in the ARK.
-Visionaries as to guide the types of things that we have in the ARKs increasing our safety or capabilities.
-Virtual tour of the ARKs on the yahoo group, I will get the address to join or the information on the website.
4. Expanding our City’s emergency preparedness, there were a few ideas talked about and we need to get a few people together to solve this marketing problem. Any takers??
Child Care Notes 9/24
Please email any requests for city departments or agencies to Ken or me for approval. This may change as time goes on, but it's what we need to do for now. Then we can help the staff prioritize requests.
ARK Access. Per the CERT SOG, if you are going to an ARK, you (or a designee if there is a group) is suppose contact Ken or me so we know when you are there and when you leave so we can make sure you have proper injury coverage. Thanks!
Exercise Planning/Meetings
August 31 meeting notes:
Using the Action Planning meeting process we received updates from all of the sections and the broke out into the working groups.
Section updates:
Incident Comand- Doug F.
Very close to having all of the 30 shifts staffed
Proposed specific table top training one to two weeks prior to exercise.
Planning/Intel- Isabel R.
Need to have a deadline for the Block Leaders preregistration _Sept.______
New list to logistics given
Dry Run of check-lists during an upcoming meeting
Apartment complexes need to be contact asking for their participation.
Al B.
Block Leader roles and messages being relayed to Laura Lee and coordinating their participation. Weekly
Allan G.
CARES meeting Thursday too discuss the roles of CARES and their deployment.
Final overview meeting October 8th invite all Citizen Corps and Block Leaders other partners (BSA, GS, HS Activity groups)
Medical Reserve Corps- Fari A.
Fari needs to get access to Eventbrite to keep up with registration- Ken
Still needs people to cover the shifts
Outreach-
Marsha H. Letter to all CERT, MRC, CARES asking them to participate in this exercise using Survey Monkey to collect this information.
Barbara J. Draft of a dialog tool to help reach out to past CERT grads.
Child Care- Judy W.
Held first meeting with team and they will have child care at one site for each day. Proposed using the YMCA.
They will ask for donations for children shelter activities
Logistics- Steve H.
13 shifts covered 17 shifts left open
Black & White Zone map published and posted to the yahoo group
ARK specific lay outs need to be done before the Oct drill (Section Chiefs work together)
Communications- Allan G.
CARES meeting Sept 3rd to discuss the roles including having Block Leaders reporting directly to the EOC.
PIO- Pete C. Media Coordinator for Cupertino 408-777-1358 408-777-1358
Pete explained his role for the emergency element of communications
Joint Information Center- role in the city’s response
Meeting Schedule dates:
5-9pm City Hall
Sept 10th
Sept 16th
Sept 22nd
Sept 28th
Oct 8th
August 25 meeting notes:
Following the Action Planning format we got updates from the section chiefs and the broke out into working groups.
Incident Command- Doug met with Marsha to define IC more to come.
Planning/Intel- Marsha updated us with role of the Block Leaders and CERT to receive handout packets in advance. They are to hand them out in their neighborhood and then report to the ARK. This will simulate a real activation. There will be announcements to get the Block Leaders and CERT predefines the areas they will be covering. I believe the date for determining the neighborhoods is Sept 11th.
LaNelle presented a sample form to be populated with addresses by street.
Apartment complexes engagement, one mentioned that they would distribute the information on Friday 16th- Marsha
Logistics- Steve H.
Parking at school sites maybe an issue with soccer activities etc. Rittu to get the contacts for the soccer groups.
Section Chief needs to check Eventbrite for sign ups.
ARK Keys (people with keys) need to be committed for each day and identified in advance.
Porta Pots at each ARK site, the schools maybe allow us to use their facilities- Marsha
Food- Red Cross ERV + pizza? –Marsha
Maps- finalize maps and copy ( zone map link on web site? )
Medical Reserve MRC- Fari A.
Need volunteers so far 5 people have signed up.
Concern with Safety and Crowd control in an emergency. Need Safety Officer training
Need ARK orientation before October 17th
All MRC are to bring their Go Kits, which should include First Aid Kit
CARES- Allan G.
We were briefed on how CARES will self activate and the distinction of self assign. Get assignment after checking-in.
Antenna assembly drill this Friday after 3pm.
Roles for CARES:
Staff EOC in Planning
ARK assignment to a function like Operations or Planning/ Intel
County ARES and CARES maybe able to coordinate their drill in October- Allan
High Schoolers- Carol G.
Need to have the teenagers get priority assignments
FRS radios need to be assigned to Scout Leaders
Training for all of us on how to deal with the teens- Carol G.
Outreach-
John Mc. Presented of the 260 businesses in Cupertino the status of the top 5 (Dashboard) and the process of approaching businesses. Looks like there are some businesses open to participating.
Al B. reported on the board meeting at Montabello Apartments (206 units). They are very receptive and open to having the scout troop on their property. Need to have the contacts etc.
Child Care- Had a meeting on the 25th and we look forward to a report on the 31st.
August 19 meeting notes:
Marsha gave a brief presentation on Action Planning. We are going to be using it in the upcoming meetings.
Planning and Intel: Isabel Rodriguez
* Feedback on the dry run:
1.-ARK set up: Need to consider site’s particular requirements. Action Plan: prepare a set up plan for each ARK.
2.-Help Desk, Check In/Out, and Staging signs were available but not visible.
3.-Check In/Out desk (crowed, making a t-card was a problem). Action Plan: modify check list for Check In/Out.
4.- Teenagers can’t wait for assignments. Action Plan: They need to be prioritized.
5.-Antenna had instructions for set up but parts were not label. Action Plan: CARES will take care of the task of labeling parts.
6.- Other comments: took 9 people one hour to set up, tent prioritization?
* Advance Planning: work on creating assignment list for each ARK.
Operations: Andy Huang for Gerd Goette:
* Coordination between P&I and Operations continues, wrapping up final details.
* Presented various T-cards: New addition: block leader’s T-card
Logistics: Steve Hill
* Map: Zone 7 (Seven Springs) will become Reporting Zone 2. FRS radio frequency will be 2.2
* 4-5 volunteers signed up for Logistics.
CARES: Allan Gotang
* Challenge for CARES: Need qualified volunteers to cover EOC and Field Operations
* Coordination of secondary frequencies for FRS.
* What if ????? scenarios recommended for drill 4 weeks in advance.
CHILD CARE: Judy : Marsha requested a meeting with Child Care group.
EOC : Marsha Hovey
* Hand out package: will be two double sided pages. City Hall to make 25,000 copies
* Issue 600 badges
* Would like Web links in different languages
* How and Who to administer DSW swear-in
* Teen’s waiver form
Outreach, PIO: Andy Huang:
* Announcements sent by eCup and Laura Lee.
* All announcements on TV, radio and newspapers will commence on September 17th.
* Four Boy Scouts troops had signed up for specific areas.
* ICS recruiting: Doug Frieson: 19 people signed up, training required, please sign up in Eventbrite if you want to participate as Incident Commander.
August 13 meeting notes:
1) Outreach, Public Information, and Safety - Andy
1A) Carol gave an excellent presentation on the Do an Don't for the high-schoolers based on her 32 years experience as high school teacher. She emphasize on the need for training in advance, initiate the introductions to our teenagers, not referring them as "boys an girls"and repeat drill day instructions clearly. Most important of all, treat them with respect and tender care.
1B) Doug F. IC was absent, no update on ICS sign-up, but everyone in room is asked to sign-up at eventbrite
1C) John M. was absent, no update on business contact
2) Planning - Isabel R.
2A) LeNelle W. gave a wonderful presentation on advance planning for selection of the high density area, as well as demonstration of the usage of the summary and zone map. (Big thanks to Teri at the GIS office, as she prepared detailed zone maps for our planning meeting)
3) Operations - Gerd G. provided a very detailed presentation of the Operations procedure and process, covering from staging, assignment, health and welfare check, frs radio, and medical care in case of emergency. Some issue remained open are how to address the need for bathroom when team in on assignment in the field, and how many waters needed for each volunteers who are on assignment. John Lucas volunteered to upload his Scout water requirements onto our yahoo group site. There were also discussions should we optimize our assumption from 10 min per house to 3-5 min per house ?? As well as discussions of asking teams in the field to report back to ARK at 2 hour interval. Additionally, a discussion on an optimized form 214 with pre-loaded street numbers and addresses like Paul Patach did at last drill. Finally, a lively discussion on requiring block leaders to be DSW. first at ARK vs allow them in advance access to packages and start the handout assignment on the drill day without dsw. For this drill we will have the Block Leaders report to the ARK sign in and get the hand out materials for their block. This is necessary for the deployment of volunteers to be checked in for the exercise. The Block Leaders can report their status when done by coming to their ARK and signing out.
Laura Lee, Block leader coordinator was present at the meeting. She mentioned Block Leaders has a limited liability coverage (City Volunteer), but not a OES' DSW, and she needs further discussion with city hall regarding having all BL DSW like OES . She is willing to share the block leader database with OES so better cross training can take place.
Al Boleda volunteered as the BL liaison, and will meet with Laura next week.
3A) Wynne D. give a quick update on animal shelter, if established, should be around 170 sq ft in an enclosed area, fully leashed, and all animal (dog or cat) in a soft or box carriage. Location is the major issue, as school grounds would be difficult to get permission, and it cannot be next to ARK due to safety and noise concerns..
3B) Fari A. needs 2 additional weeks to report on MRC progress
3C) Ron M. was absent from the meeting.
4) Logistics - Steve H. proposed an enhanced ARK location map, replacing the business map background with the zoning map background. additionally, frs radio frequency is added, and the "WHY" and "WHO" block are placed in sequence
4A) CARES - Alan G. will present at next week meeting
4B) Child care - Debi C. was absent from the meeting
4C) Am. Red Cross food/water - Phyllis S. will provide ERV, but Marsha needs to approve budget. Also need another volunteer to head up the food/water team to gather alternative food, such as pizza for highschoolers. John suggested alerting the food truck (roach coach) as another alternative.
August 7 meeting notes: Battalion Chief Rich Salazar gave us an overview of the use of T-Cards (and tried to "borrow" the T-Card holder LaNelle has created). Then he gave a wonderful explanation on the use of ICS form 201, how to set up Incident Command at an event AND has offered to do additional training any evening he is on duty. (Aug 9, 14, 16, 18, 23, 25, 27)
Documentation team has it "all together"
Need some strong Search & Rescue folks to lead that group. (Ron Miller and John Bruzus and anyone else???)
Lots of good ideas about how we'll "nourish" ourselves during the event. Support from Red Cross ERV. Need Care & Shelter folks in Logistics to make coffee, supply water, order pizzas...it's their call. Some suggestions of possible donations from Hobees, Pizza Parlors, Whole Foods...NEED a volunteer to be the "keeper of the ideas" and make some decisions.
Discussed levels of training. All agreed that Incident Commanders should be trained in all functions. Also talked about the changing objectives of each event and how we will be able to pre-plan some and "improvise" others.
Drill information sent out on eCap, Sept Cupertino Scene.
Additional volunteers - we need to invite Kaleidoscope!!!
New CERT grads will have their graduation exercise incorporated into the October 17 drill. Phyllis is going to let us use her house for search & rescue.
Training/experience opportunities: Deputy is a term used for a person who is helping a team leader and is fully qualified to take over if needed. On stressful events, allows each to share the load. Assistants to a team leader are not qualified to take over. They are receiving on the job training so that they can gain experience and become leaders. Think about taking advantage of these roles at the drill if you're interested in branching out.
July 13 & 28 meeting notes: Andy gave a powerful presentation on the "Big Picture"- we need lots of volunteers! He has taken the role of volunteer recruitment (scouts, service clubs) and marketing (radio, TV, newspaper) he's made some great contacts already.
Isabel and the documentation team are meeting regularly. They will be giving a presentation this week about their role.
Medical reserve Corps is growing nicely-there are six members meeting and four of them are RN's!
The Animal Care team is drafting a site map and identyfing supply needs.
Translators- Spanish-Grace --- Chinese-Andy
Doug Frieson has ten people willing to be trained as Incident Commander. Fourteen more are still needed!
We're still getting a lot of attendance from people who haven't been involved in the last few years. Its great! There are so many opportunities now to pick a role that fits your time availability. Please come!- Marsha Hovey
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