Association of Minnesota Emergency Managers
AMEM Quarterly Board Meeting
December 3, 2012
St. Cloud, Minnesota
Minutes
MEMBERS PRESENT:
Ken Carlson, President
Gracia Nelson, Secretary
Don Ericson, Treasurer
Julie Peterson, Judge Advocate
Jim Halstrom, Exe Director/LMC Liaison
Josh Holte, Region III Rep
John Bowen, Past President Breanna Koval, Region IV Rep
Brenda Wodele, 1rst vice Pres/Fall Conf Coord Tammy VanOverbeke, Region V Rep
Eric Waage 2 nd
Vice President/Budget Chair Deb Paige, Region VI Rep
Judd Freed, Legislative Chair
Kris Eide, Director HSEM
Jane Braun, Mn Dept of Health Liaison
Mike Johnson, Region I Rep
Lowell Sedlacek, Region II Rep
Daniel Hutten, Mn Chief’s Association
Joseph G. Schmitt, Federal Agency Liaison
Greg Thingvold, Mn Dept of Military
Affairs
Visitor: Laine Sletta, Brown County Emergency Manager
I. CALL TO ORDER: AMEM President Ken Carlson called the meeting to order at
09:44 a.m. and led the Board in the Pledge of Allegiance. The meeting agenda and board packet were reviewed.
II. SECRETARY’S REPORT:
Motion was made by Deb Paige, and seconded by Tammy VanOverbeke, to approve the
September 16, 2012 Meeting. Motion passed.
III.
TREASURER’S REPORT:
A.
Don Ericson reported that as of August 31, 2012 the AMEM Treasurer’s Report account balances are as follows:
Checking Account $ 40,866.43
6-Month Share Certificate $ 25,172.69
Savings Account $ 14,932.52
Pay Pal Balance
Total (all accounts)
$ 440.31
$ 81,411.95
Major income during the past quarter included a $200,000 advance on the $250,000 AMEM
Conference Grant from HSEM. Major income during the next quarter will be primarily from

2013 AMEM Membership Dues; and the remaining $50,000 of the conference grant which has been approved and is being processed for payment to AMEM.
Motion by Lowell Sedlacek and seconded by Mike Johnson to allow Treasurer Don Ericson to use his discretion to invest the balance of $50,000 from the 2012 AMEM Conference Grant into an additional CD.
Motion carried.
B. Approve M&A Allowance for Conference Grant: Motion by Eric Waage and seconded by Deb Paige to accept the 2012 HSEM Conference Grant M&A allowance of
$12,500 to be divided equally between Conference Coordinator Margaret Geisler and
Executive Director Jim Halstrom for the additional duties that came with processing the grant. Motion passed. Treasurers Report was approved.
IV.
EXECUTIVE DIRECTOR’S REPORT:
Jim Halstrom reviewed his administrative duties for the past quarter. In addition he met with
President Ken Carlson to review AMEM programs and requirements; attended a Strategic
Workshop of the BCA; met with Margaret Geisler to review Breezy Point AMEM Conference master bill and other aspects of the 2012 conference and grant management and transfer her conference records to himself; attended AMEM Conference Committee meeting; met with
Sherrill Neudahl, HSEM, to review AMEM Conference Grant closeout invoicing documentation; met with Joe Schmitt, Executive Director, Federal Executive Board of
Minnesota to review programs of mutual benefit to both agencies and met with representatives of
Government Training Service to discuss possible use of GTS services for the AMEM
Conference.
Private Sector Liaison: Jim has been working with Transportation to find a liaison for the
AMEM Board. It was suggested that the private sector rep would be someone who has a place in communities statewide. Jim will continue to explore this and come back with a suggestion at the
Governor’s Conference in February.
AMEM Annual Calendar for 2013: Jim reviewed the AMEM Annual Calendar for 2013.
2013 AMEM Dues: The 2013 AMEM Dues will remain the same: $100 for Regular Members and $35.00 for Associate Members.
2012 HSEM Conference Grant: The AMEM Board received an update on the 2012 HSEM
Conference Grant. Attendee lodging and meals covered by the grant were $104,000; conference expenses $46,507; and reprint of the AMEM Elected Officials Handbook $14,466. Board members expressed their appreciation to Kris Eide, HSEM, for providing the 2012 AMEM
Conference grant.
IAEM Conference: AMEM Reps attending the IAEM Conference in Florida gave their reports.
Due to Hurricane Sandy, several speakers were unable to attend the conference and no backup speaker was scheduled. Attendees said that it was a good opportunity to learn a lot, see how other state organizations work and compare what we are doing. Again, appreciation was extended to Kris Eide for covering the cost of the Conference.

AMEM Records Backup: A motion was made by Mike Johnson and seconded by John
Bowen to spend up to $250.00 to hire a company to do an off-line backup of AMEM
Information Systems. Motion passed.
AMEM Elected Officials Handbook: Jim stated that we have 10,000 copies of the copyrighted handbook that was paid for by a grant. After a discussion, the Board decided to put the handbook on the website for Emergency Managers Only . We will keep the copyright and will charge for books if this meets the requirements of the grant. Jim will update the power point that goes with the handbook.
Sponsorship of 2013 MNVOAD Conference and 2013 “Under One Roof” Emergency
Preparedness Conference: AMEM received a request to sponsor the MVOAD Conference and Red Cross conference in Duluth. The AMEM Board appreciates the volunteer agencies and what they do to assist emergency managers and requested the AMEM Policy and Bylaws
Committee bring a sponsorship policy back to the AMEM Board for their approval.
V.
PRESIDENT’S REPORT:
President Ken Carlson reported that the following appointments have been made: Gracia Nelson
AMEM Secretary through the Governor’s Conference, Don Ericson Treasurer, and Lisa Dressler
Public Affairs. He is continuing to look for AMEM Liaisons from DOT, Education and Private
Sector Liaisons and the Sergeant at Arms position.
Ken advised the AMEM Board that he is retiring from Carver County on January 18, 2013 but will have a part-time Deputy Sheriff Position with Scott County. Jim Halstrom is researching whether he can remain as President of AMEM.
Motion was made by Mike Johnson and seconded by Tammy VanOverbeke to provide a letter of support and AMEM representative to participate in a TPT Weather Channel
Project. Motion passed. Jim will speak to Lisa Dressler, Public Affairs Chair regarding the AMEM representative. This project is envisioned to be a statewide “weather channel” that will be the go to place for the latest information and warnings.
President Carlson reviewed the 2012-2013 AMEM Goals and Objectives and emphasized that we need to concentrate on establishing new partnerships and relationships with state agencies, institutions of higher learning and the private sector. Board members discussed private sector possibilities. It was mentioned that the Board should consider a statewide organization. Jim will continue to explore the public sector liaison representative and bring back information to the
AMEM Board at the Governor’s Conference in February.

VI. HSEM REPORT
Kris Eide reported that Minnesota is ahead of other states in Hazardous Materials Plans. THIRA must meet the 12-31-2012 grant requirements and adds to the threat portion in the Haz Mat
Plans.
Budgets are a concern. If there is an 8% cut to EMPG it will have a huge impact on Minnesota
Counties. The Governor’s budget comes out at the end of January. Judd Freed and Deb Paige are speaking to the county commissioners at the AMC Conference today.
Kris committed the month of November to assist at the New York EOC following Hurricane
Sandy. 28 emergency managers and 6 HSEM staff were sent and were placed in leadership roles at the New York EOC. The last team arrived home on Thanksgiving Day.
Joe Kelly is at the Minnesota Sheriff’s Association Conference speaking on the law enforcement support program. The program has weapons, surplus military equipment, generators, clothing, and supplies; there is no cost other than shipping to the law enforcement agency. Every state is receiving 10 robots that will be given to agencies that have a robot program. HSEM is managing the inventory for the State of Minnesota.
A newly elected officials ITV meeting will be held in December.
VI. REGION REPRESENTATIVE REPORTS:
A. Region I: Mike Johnson reported that Region I is working on THIRA. They have nearly completed their communications interoperability. Mower is going 800 MHz and Waseca is partially 800MHz. Mike questioned whether there would be a FCC extended narrowband deadline. They have experienced some indoor warning systems that are not being narrow banded that will not work on their system. They did a full scale exercise at the Rochester airport. Found out that they needed extra staff to help in the
EOC. They had some communication problems with radios not matching up. Mike is planning to meet with Judd Freed and NOAA Weather folks regarding the NOAA
Weather Radio transmitter bill. Todd Krause is interested in getting support for training of first responders to prepare them for weather related incidents. Mike suggested that hazard vulnerability assessment be standardized and include Public Health and hospitals.
Currently, all three are doing separate assessments. They held several Ingestion Pathway
Training sessions.
B. Region II: Lowell Sedlacek submitted the following AMEM Region II
Representative Report: Region II had their quarterly meeting in Duluth November 1 st
.
The newly elected officers are:
President Kerry Swenson Cass County
Vice President Marlyn Halvorson Itasca County
Secretary B.J. Kohlstedt Lake County
Treasurer Paul Lee St. Louis County


Scott Camps has been reassigned as the 911 supervisor for St. Louis County.
Marcus Bruning will replace him as St. Louis County Coordinator

Region II is meeting later this month to complete their regional THIRA

Kerry Swensen from Cass county attended the International Association of
Emergency Managers Conference

Central and West Central Health Regions are planning a functional exercise for
March at Camp Ripley. The scenario will be an infectious disease outbreak

Under One Roof Sheltering Conference will be held at the DECC in Duluth May
1 & 2

148 th
Air National Guard continues to work on Vigilant Guard Exercise being planned for 2015 in and around Duluth.
C. Region III: Josh Holte reported that there were several wildfires (over 8) in
Region III in October and some of them were very damaging. The Karlstad fire
(County 27 fire) spread from Marshall County to Kittson County, burned 4,440 acres, led to the evacuation of part of the city of Karlstad, damaged dozens of structures and destroyed 11 homes. There was coordination of local fire departments, wild land firefighters, sheriff’s offices, emergency managers, and the National Guard and they were instrumental in saving most of the homes in Karlstad. Over 7,000 acres total were burned by all of the wild fires within the Wannaska complex. Over 25,000 acres burned in the North Minnie Fire.
Region III had a Regional Mass Care Workshop via VCT and also just held a
Regional Mass Care Functional Exercise in Crookston. There were over 112 people there, including the Red Cross, National Guard, and several local and regional partners. Their regional Mass Care Plan should be complete in February.
Region III held a 2 day regional THIRA workshop in Bemidji last month and everyone is busy finishing up their THIRA plans before the end of the year. Several counties are also working on their Hazard Mitigation Plan updates.
The region has a new Emergency Manager in Becker County and there will be a new one in Marshall County very soon and maybe a couple more new ones next year.
D. Region IV: Breanna Koval reported that Region IV is completing their
Regional THIRA Plan next week. They will soon be interviewing for their region’s planner. Traverse County EM has left and they are looking for a full time Emergency
Manager replacement .The Morrison County Emergency Manager is leaving.
Ottertail County participated in a functional EOC exercise. Wilkin County is transferring to ARMER. This is the last county in West Central Region to go
ARMER.
E. Region V: Tammy VanOverbeke reported that Region V had 10 days with 2 –
4 wildfires. There is a regional Mass Care Conference in Mankato this week. By early spring all counties should have transitioned to 800 MHz. MDH and clinics that

have never had radios are getting base stations and radios. They are planning a VCT
Functional Mass Facility exercise in January. The Regional planner is working on a
NIMS Policy.
F. Region VI: Deb Paige reported that they have a regional meeting next week.
All 2010 funds have been spent. Region VI submitted their regional THIRA and all counties have completed their THIRA which is scheduled to be tweaked in 2013.
Washington and Ramsey County did a joint active shooter exercise at Century College.
Congressional staff for the two counties was invited to the exercise. Counties in
Regional VI will work jointly with Wisconsin on a public health exercise in July 2013.
Region VI will have three open emergency management positions in Sherburne and
Dakota Counties and Carver County currently has an acting emergency management director.
Deb informed the AMEM Board that she will be relinquishing her Region Rep position with AMEM due to her responsibilities in Washington County. The AMEM Board expressed their appreciation to Deb for her years of dedicated service to AMEM and emergency management in the state of Minnesota.
VII. AMEM COMMITTEE REPORTS
A. Awards : No Report
B. Budget:
AMEM Shop: Jim was asked to inventory the AMEM Shop; provide the link to the new polo shirts and women’s shirts, and bring samples to the next board meeting in February. Larger sizes of the Winjacket and polo shirts are needed.
Jim has also discussed designing a new emergency management coin without the anniversary data with Joe Schmitt. We may need to increase the budget if we are going to restock the AMEM Shop.
Lobbyist: Judd offered that if we are going to move ahead with legislative initiatives we need a lobbyist to go to the capital for us. If we are going to get on the agendas we need someone there full time and this could cost $20, - 25,000 a year. The lobbyist would set up meetings with the legislators. Judd stated that he will keep working on this but feels that we need to have professional representation. Don felt that this should be run through the AMEM membership as some regions were not happy with hiring Messerli and Kramer. He said that we would need to find a source of funding if we are going to do this. Hiring a lobbyist would fall under the AMEM Strategic Plan Legislative Platform
Objective of: a. Continue to advocate for AMEM’s Local Disaster Aid Fund bill; b. Support legislation for a new State Emergency Operations Center (EOC) and c. Advocate for funding gaps in NOAA Weather Radio Transmitters in Steele,
Roseau and Stearns counties

h. Identify and work with bill sponsors
Motion by Tammy VanOverbeke and seconded by Mike Johnson requesting
Judd Freed explore what the cost, benefits, and job descriptions would be for hiring a lobbyist. Motion passed. Mike Johnson will assist Judd.
Motion by John Bowen and seconded by Lowell Sedlacek to approve the budget.
Motion passed .
C. Fall Conference : Brenda Wodele reviewed critiques from the 2012 AMEM Fall
Conference. There were quite a few comments about the ‘bad food’. Few people attended the Wednesday business meeting and the committee is considering scheduling the entire business meeting for Monday morning. Suggestion given was to have an emergency management round table discussion on what is happening throughout the state.
Suggestion was made to include young people and their ideas to assist with conference planning. Breanna is willing to work with emergency management students.
The conference committee will be meeting later in December.
D. By-Laws/Policy: No Report. Committee will be meeting in the near future.
E. Government Affairs : Judd Freed reported that there is new leadership on Capitol
Hill.

Bill Shuster of PA will be the new Chair of the House Committee on
Transportation and Infrastructure which has jurisdiction over the Stafford Act, including Emergency Management Performance Grants.

Michael McCaul of Texas will be the new Chair of the House Committee on
Homeland Security whose jurisdiction includes the terrorism related homeland security grants.

Lamar Smith will Chair the Committee on Science, Space and Technology which has jurisdiction over the National Weather Service.
There will be major revisions to the flood insurance program which will amount to substantial raises in costs to the home owners.
Within the disaster recovery framework there will be a complete change in policy for disaster recovery fund due to the disastrous effects of Sandy.
Sequestration may be passed on to us in Minnesota.
F. Nominations : No Report
G. Professional Development: No Report
H. Public Affairs : No Report

VIII. Liaison Reports (Special Committees and Projects)
A. Association of Minnesota Counties (AMC ): Deb Paige and Judd Freed presented at the Association of Minnesota Counties Conference.
B. Minnesota Dept of Agriculture: No Report
C. Minnesota Depart of Health: Jane Braun reported that Public Health will be participating in or coordinating a number of exercises in the next few months:
January 16—Operation Curtain Call: mass fatality, family reunification, behavioral health (metro)
February 4-6—Mobile Medical Teams, Mobile Medical Unit, Ambulance Strike
Teams (metro)
March 19-21—Operation Super Bug: infectious disease outbreak (Camp Ripley)
May 7-9—MMU deployment to Mankato conference
May 15—Operation Loon Call: communications exercise (statewide).
MDH’s Infectious Disease Division has been incredibly involved with investigating and advising on the fungal infections (meningitis and others) associated with the contaminated products from the compounding pharmacy in MA.
In the next few weeks, MDH will be releasing the last of the guidance on crisis standards of care, to be used by healthcare providers in scarce resource situations. This represents more than 7 years of work by many clinicians and administrators and is considered a national model. Available at http://www.health.state.mn.us/oep/healthcare/standards.pdf
D. Senior Advisory Committee (SAC ): No Report
E. Mn State Fire Chiefs:
F.
Sheriff’s Association:
No Report.
No Report
G. Police Chief’s Association : No Report
H.
Mn Ambulance Ass’n (MAA):
No Report
I. Federal Agency Liaison : Joe Schmitt reported the Minnesota Federal
Executive Board serves 43,000 employees in 120 Federal government agencies in
Minnesota. They held their November meeting at the state EOC. They are focusing on updating federal COOP plans and spaces. The Federal Agency keeps all federal and free building space data that could be used for meetings. They provide low cost training and are continuing to build partnerships with private and state entities.
J. Tribal Community Liaison: No Report

K. Mn Dept of Military Affairs Liaison: COL Greg Thingvold reported that they provided a couple of C130’s to move equipment across the state during Hurricane Sandy.
When a crisis situation arises they will have a liaison officer present at the EOC’s to assist local governments. They are having a cyber exercise in January. This is the lowest point of troops deployed in Minnesota.
L. Mn VOAD: No Report
X. OLD BUSINESS: Tammy will submit a written suggestion to Jim regarding forming a mentorship for new emergency managers. Regional reps would take on the role of welcoming new emergency managers.
XI. NEW BUSINESS:
A. AMEM Conference Coordinator: Jim presented the following three options for addressing the continuing use of the Conference Coordinator position:
1. The Executive Director would resume duties of conference coordination as he did prior to adoption of the conference coordinator position, with commensurate compensation.
2. The Association would identify or advertise a replacement for the position at the prevailing salary ($14,500).
3. A mix of the two above, wherein the Executive Director would be authorized to hire a conference assistant for the more demanding of the abovelisted requirements, particularly: a. Coordination of class and session speaker (and VIP) arrangements, to include travel, lodging, audio-visual, biography, and obtaining session descriptions and teaching points for inclusion in the conference agenda. b. Soliciting vendor and conference sponsorship support for the conference and coordinating vendor [presence at the conference.
4. Managing the conference registration area and coordinating conference needs with Breezy Point during the actual conference.
Jim advised the Board that he had discussed and met with interested individuals and also met with Government Training Service (GTS) which managers the HSEM Governor’s
Conference, and with the Federal Executive Board who has information on interns and other individuals who could possibly manage or contribute to this position.
Jim will present a final report to the AMEM Board at the February Quarterly meeting.
B. Executive Director Contract 2013: Motion by Mike Johnson and seconded by Eric Waage to renew Jim Halstrom’s Executive Director Contract for 2013.
Motion Passed.
XII. NEXT MEETING: Monday, February 11, 2013, Earle Brown Heritage Center,
Brooklyn Center, Mn. (In conjunction with HSEM Governor’s Conference February 12 – 14,
2013).

XIII. ADJOURN: Eric Waage moved at adjourn the meeting at 1515 hours.