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E m e r g e n c y P r e p a r e d n e s s M e ettiin
ngg
February 20th, 2014, 0930-1100
Santa Barbara Cottage Hospital
Minutes from February 20, 2014
Follow Up
0930
1) Introductions--the following members were present:
Jan Koegler (HPP Program Administrator) PHD/EMSA; Ric Hovsepian (Medical
Reserves Corp Coordinator) PHD; Michelle Wehmer (Epidemiologist) PHD;
Martin Jimenez (Director of Dietary Services) Hillside House; Juan Diaz (Director
of Facilities Management) Hillside House; Susanna Shaw (Director of Safety &
Security) SBCH; Holly Smith (Infection Control Coordinator) UCSB; Suzette
Chafey (RN – Quality & Education) VNHC; Gayle Robinson (DHS Lead) Red
Cross; Susan Clancy (Resident Services Director) The Samarkand; John Stampe
(Environ Services Mgr) Sansum; Leslie Kearney (QI & Compliance) SBNC;
Stephanie Coghlan (Staff Services Director) UCSB Student Health; Roy Dugger
(Emergency Services Coordinator) City of SM;
Participated via Teleconference: Richard Abrams (SB Co. Office of Emergency
Management); Yoli McGlinchey - SB City Office of Emergency Services; Dan
Chun – Chumash; Terri Pultz – Atterdag Village; Janette Deremo – Community
Health Centers, Jeanie Sleigh(PHD Lompoc HCC)
2) Review and Accept Minutes from December 19th Meeting
MEMBERS:
3) Prioritizing Top Three Hazards for Healthcare/Long Term Care
Review and
The CDPH and federal government require that counties review hazards and
approve hazard list
determine the role/responsibility of each type of agency/facility for each hazard.
below.
a) Review and use of hazard assessments by agencies/facilities
Respond with
Susanna Shaw (SBCH) described why hazard assessments are an important part
comments or
of disaster plans and the process the hospital uses to determine top hazards for
changes to
its facilities. Infection control programs also conduct hazard assessments to
jan.koegler@sbcphd.org
determine risks of exposure for their personnel and the appropriate protective
equipment and other measures needed.
 Hospitals and outpatient facilities often use a similar assessment
tool that is available from PHD/EMSA (contact Jan Koegler)
b) Group to review hazard assessment and select 3-5 hazards
Coalition members reviewed a countywide healthcare/EMS/long term care
hazard assessment conducted in 2012 and selected the following top hazards:
1. Wildfire: though this largely affects southern Santa Barbara County,
other areas of the county have historically sent resources and accepted
evacuees in their hospitals and long term care facilities (Lompoc hospital
and SNF’s and Santa Ynez SNF in 2009 Jesusita Fire)
2. Earthquake-Catastrophic: including information system, water, and
utility failure, supply shortages
3. Hazmat/Nuclear: including train/transport accident with hazardous
chemicals or nuclear event at Diablo Canyon
4. Infectious Disease Event: including foodborne illness, influenza or other
pandemic, other infectious disease
c) Discuss and list responsibilities of each agency/facility during each hazard
During the March meeting the coalition will work to fill out the role of each
agency/facility for the top hazards. The group reviewed the form we will use
provided by CDPH.
d) Send draft of responsibilities to advisory committee members
e) Document will become part of partners agreement and healthcare surge
plan for County of Santa Barbara
4) Santa Barbara County Disaster Healthcare Coalition
a) Report on coalition members who have signed the partnership document
b) Advisory committee members and scheduled meeting times are 9:00-9:30
c) Proposed work groups: Oxygen during Emergencies, Hospital DECON, Home
Healthcare / Home Care, Disaster Surge, Training Topics, Other?
Oxygen During Emergencies, Hospital Decon, and Healthcare Surge Plan for
County were prioritized by Steering Committee for workgroups and agreed to
by general membership in attendance.
5) Healthcare Surge Policy
a) Hazards analysis and responsibilities will become part of surge policy/plan
b) SLO sample surge plan for review
c) Advisory committee to review—form workgroup- Yes, agreed to form
workgroup and review SLO’s plans as an example.
6) Partner Emergency/Disaster Plans
PHD/EMSA will continue to review members disaster plans to make sure
they match with county disaster plans and have appropriate alert and
notification, resource request process and contact information.
a) EMS/PHD available to review plans to assure alignment with County plans
b) Templates for LTC being revised by coalition member Lou Dartanner
c) Be sure to include evacuation warning/order issued via telephone, AND
reporting status and requesting assistance from PHD/EMS in your checklists.
7) Emergency Resources and Grant Purchases
a) Communications - CAHAN
b) Equipment c) Supplies- New triage tags distributed to all EMS/Fire agencies. Upcoming:
Patient evacuation wristbands for SNF and LTC; Fact sheet for disaster
plans. Ric Hovsepian of PHD/EMSA will be distributing evacuation
wristbands in February.
8) 2014 Calendar of events
a) 2014 monthly meetings are third Thursday of each month.
b) Active shooter law/EMS exercise at SBCC May 2014
c) LTC/SNF Annual Training and Tabletops April-May – Members: Please
propose topics for our annual training. What would you like to focus onevacuation? Exercises? Writing plans?
d) Proposed ARES exercise with Santa Barbara SNF’s
e) Suggestions for content of trainings and tabletop exercises
9) Roundtable: Participant Update on Current Activities and Needs
Hillside House – working on Emergency Plan; IC/Chain of Command
communication plan
 Tri-Counties Regional Center disaster planning meeting last week with PHD
that went very well
Samarkand – Working on disaster plan – will send over to PHD to review; currently
without permanent facility manager – there is an interim from CO who will be coming
to partners meeting until replacement is hired.
Sansum – Emergency Plan is in process; MOU signed with PHD addressing
responsibilities during disaster with clients; Exec/Management level disaster response
MEMBERS: please
review and
comment on
prioritized
workgroups.
MEMBERS: Please
send plans for
review to
PHD/EMSA.
MEMBERS: Please
send topics to
PHD/EMSA.
MEMBERS:
PLEASE REVIEW
AND ADD OR
CORRECT
training to come
SB City – Active shooter exercise/MCI in May at SBCC while school is out.
SBPD/Sheriff, city/county fire involved along with AMR/EMSA—hospitals via
ReddiNet.
SB Neighborhood Clinics – preparing for a new clinic site-will use a temporary site
on South Patterson – will update Emergency Plan to include the new location at 334
Patterson; admin office moved to Eastside Clinic on Milpas in Aug. Evacuation plan
needs to include that move; completed evac exercises and planning on “shelter in
place” drill this year
SBCH – active shooter drill with SWAT on 1/22/14 in vacated 6 Central in 2 sessions
(each 2 hours) working to educate employees, managers, and administrators. Run,
Hide, Fight; working with sheriff to do similar drills in SVCH, GVCH {Sheriffs
Olmsted/Perkins}; plan for decon drill and NICU drill with Moses baskets and clear
backpacks
UCSB Student Health – restructured first responder list – did foodborne outbreak
tabletop scenario with student health response personnel – focused on ICS training:
found there was a breakdown in communication, training in the separate section
functions needed-identifying roles and responsibilities. 120 staff were also involved in
after action meeting and discussion of their roles in disaster events. Plan to do a full
scale exercise with cruise ship foodborne outbreak scenario
Visiting Nurse and Hospice Care – Lisa Irish new hire for quality/education.
Serenity House fire drill planned, especially needed with staff turnover. Planning on
disaster drill – tabletop in summer; CMS put out requirements that hospice facilities
(agencies?) have emergency plan – Currently VNHC are about 75% compliant with
these requirements.
American Red Cross – Looking at after action report from the Oxnard mobile home
and Santa Maria apartment fire. Affected 150-200 people, many with needs for
services. Thanks to MRC for assisting in Santa Maria shelter. ARC is restocking
shelter trailers – ea. Trailer can shelter 100 people. One located in each community in
SB.
PHD/EMSA: Suggested an inventory be conducted of all shelter/special needs cots in
the various county communities to assure that we have enough and that agencies are
aware of limitations and available resources. (Hospitals/PHD/ARC/Long term
care/SNF)
City of Santa Maria for Marian Medical Center – active shooter exercise to come
in 2014 – first planning meeting is in March; SM city would like to participate.
10) Hospital advisory group-Deferred till March
a) Hospital DECON, Disaster inventory, Evacuation equipment training
11) Next Meeting: March 20, 9:30-11:30, Marian Medical Center Conference
Center
12) Healthcare Coalition Advisory Committee Minutes Below
Healthcare Coalition Advisory Committee Minutes
February 20, 2014
SBCH
1. Present: Susanna Shaw, SBCH (hospital rep and chair), Leslie Kearney,
SBNC (Clinics Rep), Richard Abrams (OEM) OEM rep, Jan Koegler,
PHD/EMSA.
2. Purpose of Advisory Group from Coalition Governance Document:
Group agreed that purpose statement below is appropriate.
a) Provide guidance and direction to prioritize yearly calendar of training
and exercise activities
b) Review, provide input, and approve the plan for the annual healthcare
partners disaster exercise
c) Develop, review, and propose improvements for healthcare disaster
response plans, policies, and guidelines
d) Assess the level of healthcare preparedness within Santa Barbara County
e) Make recommendations for additional healthcare preparedness, response
and recovery trainings and activities
3. Prioritizing Workgroups
Group determined that during the next 6 months workgroup needed for:
 Oxygen during Emergencies
 Santa Barbara County Healthcare Surge Plan—this may include the hazard
analysis and roles and responsibilities document that we will be completing
with the coalition Feb-April. (presented during general meeting)
a) Hazard assessment prioritization and responsibilities of each
agency/facility required by state/feds
b) Workgroup timeline: 3 months? 6 months?
c) One topic per 3-6 months?
d) Standing workgroup vs project based
e) Topics:
i. Oxygen during Emergencies, Hospital DECON, Home Healthcare
/Home Care, Disaster Surge, Training, Other?
4. Executive Committee
Due to time restraints the executive committee issues were not addressed.
a) Who should be a member?
i. Exec from all hospitals and large organizations?
ii. Once or twice a year? Presentation and review of advisory
committee recommendations for approval
iii. Proposed Exec Committee Meeting
5. Wrap Up and Next Steps