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11-12-08 Minutes


DRAFT MINUTES

Regular Meeting of

Bay Area SUASI Program

Approval Authority

November 13, 2008

10:00 a.m.

Alameda County OES

4985 Broder Blvd.

Dublin, CA 94568

Vicki Hennessy, Approval Authority Chair, called the meeting to order at 10:10 a.m.

ROLL CALL

Approval Authority members present: SUASI Chair Vicki Hennessy, Gary Massetani, Renee Domingo, Rich Lucia, Kimberly Shunk, and Kirstin Hofmann.

John Anderson (OES) was not in attendance.

Laura Phillips, General Manager, was in attendance.

APPROVAL OF MINUTES

Kimberly Shunk made a correction to pg. 6. Ms. Shunk made a motion to accept the minutes as amended. Renee Domingo seconded the motion. The Minutes from the meeting on 7/23/08 were approved unanimously.

GENERAL MANAGER’S REPORT

Laura Phillips stated that the tracking tool for SUASI working group projects was sent in advance via e-mail to the Approval Authority. Any comments or revisions should be e-mailed to Jada Jackson at jada.jackson@sfgov.org.

Ms. Phillips stated that there was a 2-day workshop for the RCPGP in which all scopes of work were completed and aligned with the Northern California Earthquake Plan.

2008 ALLOCATION

Laura Philips presented the 2008 spending plan.

Teresa Serata gave the following update:

  • The Interoperable Communications group is performing several studies and will be brought to the Approval Authority when the RFP’s are complete and contracts have been awarded
  • There are ongoing discussions with Alameda County regarding revisions to the Urban Shield exercises to be expanded into other disciplines.
  • Some changes were made to the original draft spending plan in the training area.
  • Information Sharing and Collaboration: Dave Hober has been meeting with Michael Sena and Ron Brooks to review staffing needs for the Fusion Center. Additional information will be presented to the Approval Authority for review at a future meeting including the budget and contract.
  • Staff will be meeting with each jurisdiction in the near future to put together all MOU’s for projects.
  • The EMMA project has identified potential training contractors available and has selected applications for attendees to attend the trainings. Continuous work is being done in collaboration with the State and the SUASI’s Los Angeles partners to develop a standard operating procedures manual
  • There are ongoing discussions with Sacramento, as part of the Capital Bay Planning Area for CalSIEC, in regards to the Interoperable Communications project.
  • Various vendors provided demonstrations for the Information Sharing project. After the information is evaluated by Terry Betts and Dave Hober a presentation will be given to the Approval Authority.

Gary Massetani asked for clarification about the staffing model for the Fusion Center.

Dave Hober provided clarification for what has been submitted in drafts by the Fusion Center.

Rich Lucia made a motion to approve the FY08 spending plan. Kim Shunk seconded the motion. The FY08 spending plan was approved unanimously. Contracts will still need to be approved in the future for this spending plan.

CONTRACT PROCESS AND AWARD RECOMMENDATIONS FOR 2008 SUASI PROJECTS (for Community Resiliency)

Guy Bernardo explained several projects were submitted for review for potential funding. The scoring team recommended the following two projects for funding:

  • The Alameda County Fire “Map your Neighborhood” proposal will provide all ten counties (and cities within these counties) with materials and training for bringing tools regarding community preparedness to neighborhoods. This mapping program has been used successfully used in other communities around the country. This program provides tools such as surveys and training. These tools can assist in building neighborhoods community and emergency preparedness. This project will cost approximately $325,000.
  • The Volunteer Center of Silicon Valley Emergency Volunteer Center Toolkits will cover the nine counties (and the cities within these counties) this project is to continue the pilot project that was started last year. This project costs approximately $230,000.

Mr. Bernardo stated that the evaluations for the submitted proposals were conducted by people from the Community Resiliency Group as well as Emergency Managers.

Renee Domingo made a motion to accept the recommendations for funding for the two Community Resiliency projects and Kirstin Hofmann seconded the motion. The motion passed unanimously.

RCPGP UPDATE

Rocky Medeiros, SUASI Program Manager, gave the following update on the RCPGP:

  • The RCPGP application was awarded approximately $7.5 million for a 2 year grant program (FY07 & FY08). This grant focuses on planning only, no equipment is allowed.
  • This planning program expands the current SUASI footprint to now include San Benito and Monterey counties.
  • The structure for the RCPGP program will utilize the workgroups, steering committees, the Advisory Group and the Approval Authority for direction.
  • For purposes of the RCPGP, Rocky Medeiros will be the program manager. Teresa Serata will oversee all financial matters and Mary Landers will be responsible for requests for proposals, MOU’s, and contracts.
  • This project will focus on seven specific planning areas based on direction from FEMA: Debris Removal Plan, Mass Fatality Plan, Mass Transportation and Evacuation Plan, Mass Care and Sheltering Plan, Mass Care and Sheltering for Special Needs Populations Plan, Donations Management Plan, and a Volunteer Managements Plan
  • Skip Shervington, Caryn Thornburg, Guy Bernardo and Colin Elrod will function as the program managers responsible for the projects for the RCPGP program.
  • Each project pursuant to FEMA requirements has specific deliverables and specific project timelines. The scope of work and project timelines have been completed and sent to the State and FEMA for review. Once approval has been given then the RFP process of selecting vendors can begin.
  • In the past a cadre of regional planners within the Bay Area region was used for assistance with projects. However for the RCPGP program there will be two options available for the 12 Bay Area counties/3 core cities to choose from on how a regional planner will be utilized to assist them with the regional project deliverables. The first option is that a planner can be hired within a counties/cities organization utilizing an existing FTE or by using their contracting mechanism to contractor out. The second option is that a planner can be hired and assigned to a jurisdiction by the contractor/vendor brought on board to develop the plan.
  • The plans that will be built are the seven planning areas and there will be seven annexes. The 12 counties/3 bay area cities will have a template that is built and pre-populated with regional information from the annexes.

Kirstin Hofmann stated that some cities within the counties have expressed their concern over the level of plans and how each county will be involved with the regional planners.

Mr. Medeiros explained that there will be a county plan and a core city (Oakland, San Francisco and San Jose) plan. The planning staff selected by each Op Area will host steering committee meetings to get stakeholders input on projects. It is up to the Op Area and contractors to do the outreach for each county for these meetings. There will only be one county plan or one plan per Op Area that will incorporate the stakeholders’ contributions.

2009 UASI GRANT GUIDELINES

The new 2009 grant guidelines were recently released

Teresa Serata provided an overview and pointed out that the Bay Area UASI received a 9% increase in the target allocation; the estimated maximum amount will be $32.5 million (after the state takes its 20%).

Teresa Serata reminded everyone not to restrict the amount of money needed for funding projects. She stated that the Feds came up with six priority areas – 25% of the funding still needs to be focused on planning, training and exercises in addition to looking at increasing information sharing capabilities, medical readiness, radiological and nuclear capabilities, and making sure that there is compliance with the National Preparedness guidelines.

Ms. Serata stated that in the near future the management team will be reviewing the current Homeland Security strategies, reviewing projects and identifying which projects will have additional initiatives. The State has already identified a timeline for the process for meeting the application deadline in March. There are several peer reviews conducted by the State of California, which has helped to increase everyone’s scores. Oxnard was added as a new UASI to the State of California. Ms. Serata stated that she has provided them with information on the Approval Authority structure for assistance with their program and projects.

INTEROPERABLE EMERGENCY COMMUNICATIONS GRANT PROGRAM

Teresa Serata provided an overview of the Interoperable Emergency Communications Grant Program. Ms. Serata stated that the State has just notified her that the Bay Area will again receive this funding in a similar structure based on the four planning areas. The Bay Area will receive approximately $1.3 million to share with the 22 counties in the Capital Bay Area Planning area to be used for planning.

Ms. Serata stated that identified strategies and a basic outline of the investments for the Bay Area UASI will be presented at a future meeting for the Approval Authority’s review.

GENERAL PUBLIC COMMENT

There was no public comment.

Renee Domingo recommended that a resource network be available online for other communities to be able to download templates for the Community Resiliency projects.

ADJOURNMENT

The meeting was adjourned at 10:50 a.m.

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Last updated: 8/18/2009 9:39:37 AM