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HomeMy WebLinkAbout2013-57 CERSC Minutes September 24 2013Communication No. 2013 -57 PCDP Subcommittee on Connectivity and Emergency Response Meeting — September 24, 2013 Keaau Community Center MINUTES Call to Order: 5:40 p.m. In attendance: Stephanie Bath, Hannah Hedrick, Jerry Reiss, Sharon Daun, Patti Pinto, Farris Etterlee, Marlene Hapai, Chair Approval of Minutes as Circulated Old Business: Report on Puna Regional Emergency Preparedness Fair held 8/31/13 from 9:00 a.m. through 3:00 p.m. at Keaau High School Overall Goals of PCDP Subcommittee on Connectivity and Emergency Response (approved by Action Committee 2/12/13): • Highest priority to promote health and safety: Establish a series of connectivity locations between Puna subdivisions and surrounding areas • Desired Outcome: Identify and develop a combination of road connections of various types, agreeable to residents that enable safe, indirect, calm passage, as well as provide more efficient access for emergency traffic Action Plan Objectives: • To collaborate with Civil Defense • To create a "Community Presentation" including an "Emergency Response Mapping Make and Take" • To create a packet of "tools" to explore connectivity locations and emergency routes • To schedule community presentations to acquire feedback for other presentations and a potential emergency preparedness fair Actions Taken to Achieve Objectives: • Partnership developed between Hawaii County Civil Defense and Subcommittee, co- sponsored PREP Fair; engaged FEMA and its non- profit arm, Volunteer Organizations Assisting in Disasters to act as 501- (c)(3) for receiving monetary and in -kind donations; served as financial partner for processing County of Hawaii funding. • June 30, 2013 — HPP — Overall PREP Fair, Emergency Preparedness and E- mapping presentation; July 13th and August 3rd — two E- Mapping training workshops held at Keaau Community Center — trained 55 volunteers on doing E- Mapping for PREP Fair — large maps and smaller "make and take" maps presented and revised at each presentation and workshop to be ready for major sharing and input at PREP Fair. Input regarding connectivity locations providing alternative emergency exits collected from participants at presentation and workshops. • 9 large maps, along with corresponding smaller "make and take" maps, created to show Puna subdivisions and related areas and enable residents to locate their homes, determine regular exit routes and suggest alternative routes should everyday routes become blocked or unavailable. Surveys determining overall Emergency Preparedness of Residents and Businesses, as well as Community Leaders, also created with one question focusing specifically on entry and exit points. • Community presentations and workshops held on June 30, July 13 and August 3, 2013 provided feedback and enabled valuable revisions for the PREP Fair "mapping room" which serviced many Puna residents and gathered input on all maps to suggest alternative exit routes for emergency and everyday use. • By April 30, 2013, County, State and Federal agencies associated with emergency preparedness were beginning to be invited to participate in a PREP Fair that would enable the Subcommittee on Connectivity and Emergency Response and Civil Defense to reach more people in the Puna community faster to increase preparedness and gather input for connectivity thereby improving emergency and everyday travel. • With Puna's population growing so quickly, as evidenced by the 2010 census, and the challenges of its limited infrastructure, the fair has served as a successful vehicle to address this emergency preparedness health and safety issue in a more urgent manner. The fair serviced approximately 1500 people in a 6 -hour period through the volunteering of close to 300 people whose 1600 hours of time just for that day was valued at $32,000 who served as presenters, exhibitors or in other support roles. Thirty two businesses and individuals provided over $10,000 in services or in -kind contributions and close to $1800 in monetary donations. Resolution 163 -13, unanimously approved by the Hawaii County Council, provided $3000 from Councilman Gregor Ilagan's contingency fund to help pay for a fair whose budget was less than $5000. On September 11 and 12, 2013, Survey and Mapping analysis meetings were held at Civil Defense with Patti Pinto, Stephanie Bath, Marlene Hapai and Bill Hanson in attendance and Sheena Sunio as recorder. Results were shared and discussion led by Patti Pinto on the surveys and mapping by Stephanie Bath. Survey discussion: • Need more surveyors • Put surveys in presentation rooms to be filled out during down time; also can be placed in mapping room and in other areas throughout fair Mapping discussion: • Further mapping activities and connectivity discussions have already been scheduled for the LDS Church in Orchidland and the Red Road Community organization; remaining Emergency Preparedness bags will be available for door prizes for subdivisions and community associations welcoming further mapping and survey input. Additionally, the Subcommittee will look for areas where more input is needed and those who have shown high interest. Further comments, results of Fair: • Improved interaction and communication between & within subdivisions • New source of communication and connections, specifically for linear parks After further data input and analysis, a recommendation for action will be put forth to the PCDP Action Committee for approval and further action, and data, along with an analysis, will be forwarded to elected officials and others able to implement recommended actions. A meeting is scheduled for October 2, 2013 for a sub -group of subcommittee members to produce a ranking tool to include Connectivity Location Criteria set by the Subcommittee on Connectivity and Emergency Response (and approved by the PCDP Action Committee) and connectivity location criteria forwarded by the County of Hawaii Dept. of Public Works, Ben Ishii, to input community recommendations and help prioritize connectivity locations with attention to providing each major area of Puna, i.e., Upper (uka), Middle (waena) and Lower (kai), with a list to move forward collectively and assure fair distribution of resources. Scheduling of further input meetings: LDS and Red Road Community being scheduled and implemented; others to be announced as scheduled. September 14 — After Action and Debriefing Meeting — results to be shared Further input by Subcommittee 1. Facilities and Planning — Keaau HS area to include Gym, Cafetorium, Locker Rooms, Band Room, Covered Playcourt, Covered Walkways, Classrooms, Grassy Area and Parking Lots. — Central to Puna district, facilities modern, will use again, possibly August 30, 2014 — need to start earlier for next year, i.e. January. With further funding information from Councilman Kern's office, he has matched Councilman Ilagan's $3000 contribution for the 2013 fair to be spent for the 2014 fair. All monies must be encumbered by June 30, 2014 thus the date for the fair will need to be re- considered. 2. Communications — Very important that organizational chart be established early on with clear lines of who contacts who, as well as duties of each individual or group — Need at least 2 key people per area to insure area is covered at all times throughout the planning and implementation phases. Recommended that individuals providing directions or information regarding fair wear vests for easy identification. Fundraising /Sponsors — requests out to local businesses and Puna Councilmen, # businesses contacted = 60, response rate = over 50% - personal asking and small requests for help were very successful as everyone could give what they were able to give and feel they had made a significant contribution. Agreement was to keep it this way. 4. Program — schedule for the day, written program with map of major sponsors, major sponsors to present prizes. Recommendation to change format for presentations, unclear. Publicity — 3 Articles to Leigh Critchlow — All published. General article published 7/4/13, second article submitted on 7/13 workshop published August 2nd, third article on bags for giveaways published August 16th). 4th article: August 30th and What's Hot on August 31St Have applied 3:2:1 strategy as we have drawn closer, ie., 3 weeks before, 2 weeks before, 1 week before: especially HI. Tribune Herald Calendar (began 4 weeks before event) and other articles focusing on featured presenters. Radio interviews (began 2 weeks before event - 3 stations) and public service announcements (began 2 weeks before event). — All free All articles shared with subcommittee members. Recommendation to put together media piece with articles included to use when asking for sponsorships next time. Also need to get out to more media in district next time with person assigned to do this, i.e. "media tree." Recommendation to thank the Hawaii Tribune Herald for their excellent coverage of fair and accompanying events leading up to it. 6. Data Collection — 10% response rate for survey (Survey development, data collecting, survey conducting, analysis) Recommendations made under Survey Discussion, page 2. 7. Food — Keaau High School Athletic Club and Rehab. area 8. Entertainment — Puna Hongwanji Taiko Drummers, Keaau High School Band, KWXX On -site all day with Darrin Carlson as MC. Prize Give -aways on the half hour beginning at 10:00 a.m. and ending at 2:30 p.m. — will change to 3 -4 times and 100 prizes and replace tickets every two hours with new batch with special prize each time. 9. People Power — Following groups provided volunteer help: CAP, Boy Scouts, KHS Civics Club, Scholarship Club and Culinary Club, Youth Challenge, LDS Missionaries, CERT, 55 volunteers trained at mapping workshops and many other individuals New Business: Discussion on "Procedure for Connectivity Location Prioritizing and Consideration" to ultimately determine Priority List for Connectivity Locations for upper (uka), middle (waena) and lower (kai) Puna to include community and subcommittee, County (DPW /Ben Ishii) and PCDP Action Committee input with agreed upon priority list provided to elected officials and agencies responsible for proposed actions. Meeting scheduled for sub -group of subcommittee for October 2, 2013 to produce tool to do this. Next Meeting: 5:00 p.m. (new time agreed upon by subcommittee) November 19, 2013 Location: Keaau CC Adjournment: 6:45 p.m.