EMERGENCY   PREPAREDNESS   &   SAFETY   COMMITTEE
Thursday,   May   16,   2013      2 ‐ 3pm        Boardroom
AGENDA
Approve   minutes   from   previous   meetings
OLD   BUSINESS
1.
Table   top   exercise   –   George   Kapitan/Demetrius   Williams   (bring   the   After
Action/Improvement   Plan   previously   emailed   to   everyone)
2.
Emergency   Alert   System   update   –   change   to   our   suggestion   re:   Regroup?
(VP   Lee
Lindsey)
NEW   BUSINESS
1.
2.
Chancellor’s   Office   Web ‐ Based   Emergency   Operations   Plan   Development   Toolkit
Functional   Exercise   Tuesday,   April   30   3:00pm   –   Demetrius   Williams   –   cover   what
happened   during   meeting
3.
Recommendation   from   Committee   Reviewing   Committees   re:   EPSCo
4.
5.
Lessons   learned
Meetings   during
from   bomb summer?
threat   and   campus   closure

EMERGENCY   PREPAREDNESS   &   SAFETY   COMMITTEE
Meeting   Minutes   –   May   16,   2013
PRESENT:
Ron   Waters,   Chair
Ali   Hodges
Steven   Roper
Paul   DeMark
Rory   Johnson   (phone)
Old   Business
Cheryl
Robert
Lee
Jose
George
Tucker
Lindsey
Ramirez
Eckholdt
Kapitan
Discussed   Informacast   vs.
Regroup   for   the   Emergency   Alert   System:    Steven   explained   Informacast   is   more   expensive   than   Regroup   but   can   be   paid   for   with   construction   funds.
Regroup   cannot   be   paid   with   these   funds   and   would   require   another   add ‐ on   program   to   make   it   interface   with   NOAA   weather   warnings   (weather   &   tsunamis).
Informacast   costs   about   $30,000   initially   with   a   small   annual   maintenance   fee.
There   are   146   other   schools   in   the   nation   using   Informacast,   but   none   in   this   area   and   not   sure   about   in   California.
K ‐ T   and   downtown   sites   would   not   be   included   in   this   system   since   it   runs   on   VoIP   protocol.
New   VoIP   phone   system   is   supposed   to   be   installed   this   summer,   and   will   eventually   have   a   phone   in   each   classroom.
Informacast   can   be   set   up   to   allow   for   specific   location   broadcasts,   such   as   Del   Norte,   only,   Mendocino   only,   Eureka   only,   or   combinations   as   needed.
It   could   also   handle   smaller   specific   groups.
This   is   actually   a   system   we   looked   at   on   November   15,   2012.
To   view   a   demo,   go   to   www.singlewire.com/informacast.html
.
New   Business
1.
Recommendation   from   Committee   Reviewing   Committees:    Recommendation   made   was   to   not   only   continue   to   have   this   committee   as   a   stand ‐ alone   committee,   but   to   emphasize   it   more.
Acronym   changed   to   EPSCo   at   request   of   Tami   Matsumoto.
2.
Chancellor’s   Office   Web ‐ Based   Emergency   Operations   Plan   Toolkit   –   Waiting   for   Brian   VanPelt   to   download   the   tool   kit   to   our   server   on   May   28.
This   will   allow   us   to   use   a   preformatted   operations   plan,   yet   customize   it   for   our   system,   and   have   a   complete   plan   when   done.
3.
Functional   Exercise   Discussion   –   George   reported   that   the   meeting   with   the   ICT   and   Demetrius   went   well.
They   agreed   on   the   need   for   more   training.
Discussion   of   making   up   binders   for   each   specific   function   of   the   Incident   Command   Team.
President   Smith   would   like   EPSCo   to   make   up   these   binders.
4.
The   notes   from   the   debrief   following   the   bomb   scare   closure   of   campus   were   distributed   before   the   meeting   so   everyone   could   review   them.
Jose   had   questions   about   the   comments   regarding   the   website.
He   made   the   following   observations:

Regarding   housing   first   few   pages   of   the   website   off   campus   –   this   is   not   feasible   and   if   done,   would   be   extremely   complicated   and   expensive.
HSU   has   their   entire   website   housed   off   campus,   allowing   them   to   make   these   types   of   changes.

Regarding   multiple   people   needing   to   be   trained   to   update   website   –   this   was   in   place   before   this   incident.
Brian   is   the   primary,   then   Ray   Kingsbury,   then   Jose.
IT   had   the   system   in   place,   and   Brian   was   actually   updating   the   website   from   SF   while   waiting   to

6.
7.
5.
get   on   a   plane.
Jose   pointed   out   that   someone   from   IT   should   have   been   called   to   the
Command   Post.

Message   banner   on   website   needed   to   be   bigger   –   Jose   reported   that   can   be   easily   done
next   time.
Robert   suggested   possibly   getting   an   MOU   in   place   with   either   the   Swiss   Hall   or   Humboldt
Grange   to   use   their   facilities   in   the   event   of   another   need   to   evacuate   as   a   location   to   house
student   temporarily.
Also   get   a   more   formal   MOU   with   HSU   regarding   feeding   of   students   &   staff.
Discussed   problem   with   staff   and   others   parking   by   north   entrance   on   Tompkins   Hill   Road   and   walking   up   to   campus   despite   gate   closed   and   cones   out.
Eventual   plans   call   for   message   boards   at   all   entrances   and   hopefully   people   will   pay   attention   to   those   and   not   enter   a   closed   area   exposing   them   to   risk   of   injury/death   had   there   been   an   actual   bomb.
Ron   reported   that   5   members   of   the   Board   of   Trustees,   along   with   HSU,   Humboldt   Bay
Municipal   Water   District   and   Cal   Ore   Life   Flight   were   trained   in   ICS ‐ 402/SEMS   G602   on   May   15.
Agreed   to   continue   meetings   during   the   summer   updating   plans   and   creating   binders,   etc.
Next   meeting   June   20,   2:00   pm   in   Board   Room.