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HomeMy WebLinkAbout2014-55 CERS 15&22Jul14 Communication No. 2014-55 Minutes of the PCDP Subcommittee on Connectivity and Emergency Response July 15 & 22, 2014, 5:00 p.m. Keaau Community Center July 15, 2014 Minutes—PREP Fair Focus Call to Order: 5:14 p.m. In Attendance: Farris Etterlee, Stephanie Bath, Hannah Hedrick, William Hanson,Toni Robert, Denise Laitenen, Marlene Hapai, Chair Approval of Minutes for June 17, 2014 Report on meeting with Principal Dean Cevallos, Keaau High School Reviewed campus map and use of specific facilities,janitor,food and student help needs. Students will once again assist with handing out bags, programs and doing an initial survey with fair- goers, help with Career Explorations and entertainment. In return they are being provided $5 food vouchers to use at the school concession and volunteer uniform T-shirts. Setting up the afternoon before the fair was discussed and avoiding school events that afternoon. Setting up completely the morning of the fair is difficult. Fair coordinators would like to begin set up Friday,August 29th at 3:30 p.m. and then again fair day, Saturday,August 30th at 6:00 p.m. to be ready to go at 8:30 a.m. Last year attendance was approximately 1500 people. More are expected this year. Discussed use of WiFi at all exhibits. Best reception is inside and close to the Cafetorium. A fair banner will be posted at the school as done last year and the coordinators requested saying a few words about the fair at Open House if possible to generate high family participation. The overall map of the fair was presented, along with a tentative layout of exhibits by Bill Hanson, Co-chair. Plan for the mapping room was discussed, along with the flow of events and volunteers needed for specific duties. Stephanie Bath is coordinating this endeavor. Toni Robert,Volunteer Coordinator, mentioned the need for more volunteers. The Volunteer Training meeting scheduled for Saturday,July 19th was rescheduled to Saturday, August 2nd due to a tropical storm. A Community Resource tent has been added which will house many of the VOAD organizations, as well as PCDP Outreach subcommittee,Veterans of Foreign Wars Post 3830 of Pahoa and others. The Rehab area coordinated by Patricia Hubner discussed food and volunteer needs as well as the need for a Fire Dept. person at each First Aid station. First Aid stations will be at Rehab and the Fire Department exhibit/area. The following areas and their coordinators were shared: Amateur Radio/Sustainability—Beau Mills Prize Distribution—Ruth Statler Demographics—Christopher Ho Information/Surveys—Patti Pinto Career Explorations—Terence Moniz Children's Activities—Beth Andrade A design for an emergency evacuation shelter magnet was shared. This has been recommended by the subcommittee as something very important to the sheltering process. An exhibitor/presenter meeting has been scheduled for Wednesday,July 30th at 5:00 p.m. at the Keaau Community Center. Review PREP FairTimeline—January-August, 2014 January: • Organizational Meeting • Organizational Chart • Timeline • Reserve Fair Location • Determine Goals for Fair February/March/April/May: • Media Coverage—Update what doing with data from 2013 fair, testimonies, PREP Fair 2014: Put together Media package and send to: Leigh Critchlow,Tiffany Hunt,Alan McNarie, Baron Sekiya (H124/7) • Organizational Chart • Letters to Presenters, Exhibitors, Donors followed up with calls/visits • Contact Volunteers—Others suggested: Lions Club, Rotary,JC's • Media call for new presenters • Subcommittee ideas for new presenters,workshops • Search & Rescue Dogs, Ocean &Water Rescue,Water Catchment(catch,filter, clean), • ER Theme Workshops: Fire, Flood, Hurricane,Tsunami • Plan School involvement: STEM Approach (Suggestions: Student presenters for Amateur Radio and ER; Project for ER—Board Game contest on ER with prizes from FEMA—start local,go statewide) • Select Food Vendor—Athletic Club KHS • Determine production pieces and price • Price T-shirts, banners, bags (order) June/July/August: • Media Coverage—ask for volunteers • Order and Print T-shirts to make June 30th budget deadline • Put up posters, banners • Begin PSA's • Map facility and placement of venues • Determine volunteer assignments and notify volunteers • Determine presenters, exhibitors, donors • Notify presenters, exhibitors, donors • Written program production • Volunteer preparation meeting—July 19/August 2, 19—9-11 a.m., Keaau Community Center • Presenter, Exhibitor preparation meeting—July 30-5:00 p.m.—Keaau CC • Leadership/Coordination meeting—July 15,August 19—5:00 p.m., Keaau CC • Fair—August 30, 2014-9:00 a.m.-3:00 p.m.—Keaau High School Set Up—9/29, 3:30 p.m., 9/30 6:00 a.m. • Break Down—3:00 p.m. until done Next Meeting:August 19, 2014, Keaau Community Center, 5:00 p.m. Adjourned: 6:52 p.m. July 22, 2014 Minutes—Connectivity and Emergency Response Focus Call to order: 5:10 p.m. Minutes approved as circulated. In Attendance: Stephanie Bath, Patti Pinto, Hannah Hedrick, Rusty Jones,Jon Olson,June Conant, Catherine Ford, Benenick Howard, Marlene Hapai, Chair Old Business: • Procedures/Actions for on-going updates to priority lists The PREP Fair on August 30, 2014 will be used to receive updates to priority lists. Community meetings and meetings hosted by council members are also encouraged to gather more input or responses to existing CL's suggested. • CER activities related to PREP Fair, e.g. Mapping Room, Family Emergency Plans, List of Emergency Shelters(business cards, magnets)and what to bring and not to bring to shelters A prototype for an Emergency Shelter magnet for the Puna area was shared. 1000 of these will be presented at the PREP Fair compliments of Hawaii County Civil Defense Administrator, Daryl Oliveira. The Mapping Room sequence of activities was discussed focusing on the flow of individuals from entrance to exit beginning with present community input, comment easels, community input tables and Make and Take maps. A sequence recommended by Chair Marlene Hapai was as follows: A. History:The Puna Community Development Plan: Laying the Foundation— information provided by Hannah Hedrick: PCDP Work Groups, Consultant Working Papers, Links to PCDP Work Groups B. Mapping Our Way to Safety: 1. New Suggestions—new mapping for those attending for the first time 2. Feedback on existing prioritized suggestions to include maps of Puna Uka, Waena and Kai, prioritized connectivity location lists for each of these and a comment board for each area 3. Summary of present feedback on suggestions C. Input to Implementation: Procedure to move forward and implement Connectivity Locations (CL's) 1. PREP Fair 2014—Solicit community response to present prioritized suggestions and new input 2. Await County of Hawaii Department of Public Works response to viability of present suggestions 3. Reprioritize suggestions/find alternative CL's close to recommended ones if not viable dependent upon community input and County findings. 4. Hold County-sponsored meetings, hosted by respective council members representing district to determine support of each CL prior to implementation 5. Consider liability 6. Consider shared repair and maintenance D. Connections Provide New Opportunities 1. Mass Transit 2. Linear Parks 3. Social Connectivity E. On-Going Information—Stay in the Loop 1. County of Hawaii Website 2. Council Member Websites 3. Other Information Sources 4. Use url's to shorten process PREP Fair Volunteer Meeting:July 191", 9:00-11:00 a.m. Keaau CC(rescheduled to August 2"d at Civil Defense in Hilo due to tropical storm) New Business—None Next Meetings: 5:00 p.m.PREP Fair/Final VolunteerTraining—August 19, 2014; CER Issues/PREP Fair— August 26, 2014 —Location: Keaau CC Adjournment: 7:10 p.m.