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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
August 21, 2014, 9:00-11:00 am
Lompoc Valley Medical Center
Teleconference #:
Participant #:
Meeting Minutes
1)
2)
3)
4)
Due to technical difficulties and time constraints the Advisory Committee meeting and
General Member meeting were combined. We apologize for teleconference issues that kept
some of our partners from participating. 
Introductions- Erika Doyle- Valle Verde; Michael Pointer- Vista Del Monte; Lorraine
Jones, Teri Silva, Bill Kelly-LVMC; John Sohneide- Chumash Casino; Jeanie SleighLHCC; Linda Everly, Gayle Robinson- American Red Cross; Suzette Chafey, Martha
Collins- VNHC; Roy Dugger- City of Santa Maria; Vicki Diggs- Solvang Friendship House;
Richard Abrams- OEM; Marco Quintanar- LTCO; Janette Deremo- CHCCC; Susanna
Shaw- SBCH; Jan Koegler, Stacey Rosenberger, Caileen Kane: SBPHD/EMSA
Approve Meeting Minutes- July 17, 2014- Motion of approved by Michael Pointer,
Second by Bill Kelly
News/Updates
a) Please Note: Executive Committee Meeting on September 24
b) September 18 Disaster Healthcare Coalition Meeting is CANCELLED
i) Please invite your executive staff and attend the Executive Committee Meeting with
them on September 24, 11-12:30pm
c) Oxygen/DME Vendor Meeting Proposed for September-Will inform coalition
members’ of vendor meeting time and place once it is established.
Executive Committee Annual Meeting
a) Wednesday- September 24, 11-12:30pm Santa Barbara Cottage Hospital
 Lunch will be provided following the meeting, at 12:30pm, to encourage
discussion and time for further questions.
 Please RSVP by Sept 18 to Stacey.rosenberger@sbcphd.org
 Members revised invitation. Invite sent out Friday for members to share with their
executives.
 Eventbrite invite will also be sent to facilitate tracking.
 Execs to review Coalition Governance Document in advance of meeting.
Commitment to Participate signature page to be signed prior or at meeting.
 Need additional speakers for the meeting (see agenda below)
b) Agenda:
i) Intro/Purpose of Coalition and PHD/EMSA roles- Presented by the PHD/EMSA
ii) Examples of vulnerabilities and disasters in SB County/similar counties- Presented
by PHD/EMSA
iii) Disaster roles & responsibilities.-3-4 types of facilities/agencies present the roles
and responsibilities developed during coalition meetings. The following member(s)
have agreed to present:
(1) Home Health- Martha Collins
(2) Hospital- Susanna Shaw and others
(3) SNF/LTC- (???) Please volunteer-we will help you develop a short
presentation!
(4) Outpatient (???)
Please contact stacey.rosenberger@sbcphd.org if you can make a short
Time
920
930
940
950
presentation on roles and responsibilities for your sector.
iv) Gaps and Challenges- Will be presented by the PHD/EMSA and will include:
(1) Significant staff time allocated to disaster and emergency preparedness and
response
(2) Training- HICS/ICS, Communication etc.
(3) Continuity of Operations
(4) Maintenance of Disaster Supplies
(5) Maintaining regular Drills/Exercises
(6) Plan Maintenance
v) Disaster planning priorities and projects for 14-15: (Susanna Shaw, SBCH)
(1) Impact of power failure on oxygen/DME dependent individuals, facilities, and
emergency response agencies
(2) Countywide medical surge plan.
vi) Joint exercises and trainings: Annual all-partner exercise November 2014;
Evacuation Dill and Shelter Exercise- will occur spring in Lompoc. Other.
vii) New Medicare/caid disaster planning requirements/Fiscal reimbursement for
disaster operations- This will also include suggestions for including disaster
preparedness as a separate line in the budget.
viii) Executive Committee Actions at the meeting
(1) Review and approve current projects and provide input for ongoing priorities
(2) Sign Commitment to Participate as specified in Coalition Governance Document
5) Oxygen During Emergencies—impact on individuals, facilities, and response agencies
a) Update/Recap
b) Current Vendors List
c) Facility Resources Survey
Decided to focus on the following areas as a start at the July 17th meeting:
1. Identify Vendors used by facilities- Members provided information on DME and oxygen
suppliers over the last month. A chart was created to provide information on vendors(services, the nearest branch and contact information); and members detail the
members that use them. Members decided that we need to include which vendors
provide home oxygen delivery and also manufacturing site vs. branch/storefront.
Send your DME & Oxygen information to Stacey.rosenberger@sbcphd.org
2. Set up a meeting with vendors- Vendors will be invited to a Disaster Healthcare
Coalition meeting we hope to set up in September to discuss their role and
responsibilities to customer. Questions identified:
a. How much oxygen do branches/storefronts have in stock?
b. Do vendors have an emergency plan regarding for various scenarios? How
will they deliver if supplies are outside the affected areas?
c. What emergency/disaster information is provided to those in the home by the
vendors?
d. How can we work with them to improve individual and shelter preparedness?
Please note the following dates:
6) Statewide Medical and Health Exercise- November 20, 8:00 am – 12:00 pm
a) Emerging Infectious Disease- Scenario: MERS CoV or Ebola
b) Partner exercise training: October 21: Santa Maria10am-1pm; October 23: Santa
Barbara- 9am-12pm.
c) October 16, 2014- Great California Shakeout! VNHC and others are doing earthquake
training and drills. We encourage a drill on this day! (NO COALITION Meeting).
7) Partner Emergency/Disaster Plans
a) EMS/PHD available to review plans to assure alignment with County plans
b) Be sure to include evacuation warning/order issued via telephone, AND reporting status
1020
1045
and requesting assistance from PHD/EMS in your checklists.
8) Emergency Resources and Grant Purchases
a) Disaster cots-are still in the process of being ordered and delivered.
b) Evacuation wristbands have been delivered to some facilities and will continue to be
delivered.
9) Opportunities for Training/Exercise
a) The Great California Shakeout- October 16 @ 10:16am see the following website for
more information- http://www.shakeout.org/california/
10) Roundtable: Participant Update on Current Activities and Needs
Due to time constraints a full roundtable was not conducted.
1050
Visiting Nurse & Hospice- Will be participating the Great California Shakeout and also have a
CERT class lined up for spring, they had 7 employees graduate from the CERT program.
LVMC- Will be conducting Annual Nurses Skills Training that will include a component in
HICS
Santa Barbara Cottage Hospital- Susanna Shaw will be presenting at the California Hospital
Association Conference
11) Adjourn till Next Meeting:
a) Executive Committee Annual Meeting- September 24, 11-12:30pm at Santa
Barbara Cottage Hospital
b) Training for Statewide Medical & Health Exercise-see dates, times, and locations
above.
1100
Healthcare Coalition Advisory Committee Agenda
August 21, 2014
9:00-9:30am
Lompoc Valley Medical Center
1. Introductions
2. Governance Document Update
a. Roles & Responsibilities Matrix have been included in the Governance Document
3. Executive Committee Annual Meeting
a.
b.
c.
d.
Date: September 24, 2014
Time: 11-12:30
Place: Santa Barbara Cottage Hospital
Topics: (Who would like to present items in bold)
i. Intro/Purpose of Coalition and PHD/EMSA roles
ii. Examples of vulnerabilities and disasters in SB County/similar counties.
iii. Disaster roles & responsibilities.
iv. Gaps and Challenges
v. Disaster planning priorities and projects for 14-15: Power failure and
durable medical equipment for facilities and independent living
individuals. Medical surge plan.
vi. Joint exercises and trainings. Evac and shelter drill. Infectious disease.
vii. New Medicare/caid disaster planning requirements/Fiscal reimbursement for
disaster operations
e. Invitees: Member and Executive
i. Should PHD/EMSA send the invitation or should members invite their own
executives?
ii. Review Invitation
4. Wrap Up/ Next Steps