EMERGENCY PREPAREDNESS & SAFETY COMMITTEE Thursday, September 19, 2013 1:30‐3pm Boardroom AGENDA Approve minutes from previous meetings. (All posted on the web) Welcome new members – Roberta Farrar, Dr. Melody Pope, Wendy Choate OLD BUSINESS 1. Table top exercise – George Kapitan/Demetrius Williams (need to schedule one) 2. Chancellor’s Office Web‐Based Emergency Operations Plan Development Toolkit a. First section emailed to everyone for input/modifications NEW BUSINESS 1. 2. 3. 4. 5. RAVE System – see separate email forwarded to members from George Kapitan Critique of fire alarm evacuation from Humanities on Tuesday, 9/10 Assign positions in Incident Command Team structure after reorganization Emergency Evacuation signs and instructions in each classroom Plan for dealing with wheelchair/handicapped students on second floors of new building CALL CONFER PARTICIPANT INVITATION
MEETING DETAILS:
Title: EPSCo
College/Group/Org: College of The Redwoods
SubTitle:
Date
Start time End time Duration
9/19/2013 1:30 PM
3:00 PM 90
PARTICIPANT DETAILS > Dial your telephone conference line: 719‐785‐4469 or (888) 450‐4821 > Cell phone users dial: 719‐785‐4469 > Enter your passcode: 905039 PARTICIPANT CONFERENCE FEATURES *0 ‐ Contact the operator for audio assistance *6 ‐ Mute/unmute your individual line Emergency Preparedness and Safety Committee
Meeting Minutes – September 19, 2013
PRESENT:
Ron Waters, chair
Wendy Choate
Paul Chown
Tom Cossey
Paul DeMark
Roberta Farrar
Angelina Hill
Ali Hodges
George Kapitan
Anita Janus (by phone from CRDN)
Rory Johnson, (by phone from CRDN)
Garry Patrick
Melody Pope (by phone from CRDN)
Jose Ramirez
Steven Roper
Debbie Topping
A motion was made by Jose Ramirez to accept the minutes of past meetings that have been posted to the web. The
motion was seconded and passed.
M/S/A
Jose Ramirez/Steven Roper/Unanimous
OLD BUSINESS:
1. Demitrius Williams (not present) had suggested a 3-day Emergency drill. The chair, however, noted a
number of “holes” in our current Incident Command System with the resignation of several top-level
members and felt that those gaps should be filled and another table-top exercise be held. Steven Roper
suggested (chair) Ron Waters as the Liaison Officer and George Kapitan as the Safety Officer. The group
asked for an expanded ICS chart showing the position of the new Associate Deans in the plan which the
chair agreed to provide for the next meeting
2. The Chancellor’s Office has developed a Web-Based Emergency Operations Plan Development
Toolkit that can be customized by each college and is more comprehensive that our previous plan.
Members were sent a rough draft with CR’s information added and were asked to review and make
suggestions. The appendices will be gone through in the future to make them specific to CR.
NEW BUSINESS:
1. We were unable to connect to RAVE online for the introduction to the new system. Discussion took place
regarding the Mail Chimp mailing that would go out to all students at census time including those at the
outer campuses although Community Ed students may not have contact information in the system to be
included. The sign-up form will be included in the Mail Chimp mailing and links will be set up for each
individual interest group. It was confirmed that this would be an OPT-IN process in order to keep contact
information current. Employees will also be required to OPT-IN but should not be connected to a specific
campus as many staff members travel between campuses and should be aware of problems if traveling..
The system will tie into NOAA alerts automatically. The second system, Informacast, will connect all
Voice-Over-Internet phones and Smart boards into RAVE. We will also continue to submit information to
the AlertNow system provided by Academy of the Redwoods as a backup until there have been ample
Emergency Preparedness & Safety Committee Minutes/ September 2013 ‐ Page 2 of 2 opportunities to test the new systems. It was felt that the actual administration of the systems should
remain with Security, not I.T., except for database maintenance.
? Will or should the Opt-In process be accessible from the CR Website?
? Who can initiate an alert?
? Will the system be capable of activation by cell or Wi-Fi hotspot in case of power outage?
2. A fire alarm sounded on September 10 prompting an evacuation of both new academic buildings on
campus (an alarm in one building trips both alarms). By all reports, the evacuation itself went well but
there seemed to be no plan for returning the students to class. No apparent security was present. A policy
needs to be developed to determine a plan for notifications.
? Who makes the notifications in each building once a determination of “all clear” has been made?
? Should specific personnel be designated to be the contact at each building?
? Who will be the contact?
? How will they be recognized? Vests?
3. There are gaps in the CR Incident Command System due to retirements and reorganizations. Steven
Roper nominated Ron Waters to be the Liaison Officer and George Kapitan for the Safety Officer. No
suggestions were made for the Planning Officer. Once determinations are made, it was noted that the ICS
positions to be held by personnel by virtue of the positions they hold should be mandated parts of those job
descriptions.
4. Questions have been raised regarding Evacuation Sites and signs directing students and staff to
them. Safety Funds will be used and the Print Shop will make the signs to be placed in each
classroom. Red Cross will come in to do CERT (Community Emergency Response Team)
training. Associate Faculty must be made aware of their responsibilities in the case of an
evacuation.
5. Plans must be made in each class for the evacuation of wheelchair-bound individuals during a
power outage. The State recommends slings be used and one should be kept at each point of
egress from the building. Each class should have a responsible person and proper training in the
use of the slings.
The meeting was adjourned at 2:30.
Respectfully submitted,
DEBBIE TOPPING
Recording Secretary