HomeMy WebLinkAboutAGENDA REPORT 1997 1105 CC REG ITEM 09BTO:
FROM:
DATE:
SUBJECT:
CITY OF MOORPARK
MEMORANDUM
The Honorable City Council
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City Council Meeting
1997 .
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Donald P. Reynolds Jr., Administrative Services Manager
October 28, 1997
Consider the Status and Preparation for the Wet Winter Forecast
As presented on October 15, 1997, City staff and the other agencies serving Moorpark
are in the process of preparing for the potential impacts of heavier than normal winter
rain. Pursuant to Council direction, staff is presenting in more detail, the role of
various agencies servicing Moorpark, and a description of how these services will
interact. This report will also review the procedures for Moorpark to declare a local
state of emergency, outline the staffs response to an emergency, and conclude with a
brief summary of the role of the Council under such circumstances.
Discussion
The City's Emergency Management Plan was adopted in July 1994, and provides an
excellent outline of the City's role during disasters. Information provided under
separate cover to the Council are excerpts from the Plan, and include: an
organizational chart which will be in effect during a state of emergency; the criteria
used for activating the Plan; three phases of emergency operations, and; the "Levels
of Response" to be expected as each of the three phases are implemented. These
Plan excerpts are summarized below.
Council Role in Disaster Response: Declaring a Local State of Emergency
Part of the City's definition of a "local emergency" includes "...the duly proclaimed
existence of conditions of disaster or extreme peril to the safety of persons and
property.... caused by such conditions... which are or are likely to be beyond the control
of services, personnel, equipment and facilities of that political subdivision and require
the combined forces of other political subdivisions..." The intent of emergency
management is two fold: 1) to respond to threatening occurrences of life and property,
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and 2) to maintain a system of government during such an emergency. The two
objectives will be accomplished simultaneously. Normal government structures must
be maintained, while those staff members assigned specific emergency response
functions respond to these needs. Even when the emergency response is fully
activated, maintenance of the government structures are preserved, as mutual aid
agreements and support from other jurisdictions are received to assist with the actual
situation causing the emergency.
The organizational chart provided in the attachment depicts the Council's role as the
"Policy Group." The Policy Group is shown at the top of the organizational chart, with
all of the other groups defined below it. Applying the State mandated Standard
Emergency Management System, or "SEMS," with the familiar Incident Command
System ( "ICS "), the organization is designed for maximum flexibility, where depending
on the impact of the emergency, only parts of this chart may actually be activated.
While local elected officials are ultimately responsible for overall emergency
management, the City Council ordinarily serves in a "policy making" capacity, while
staff develops and implements the City' emergency preparedness plans.
In general and somewhat ideal circumstances, when a state of emergency exists, or the
threat of emergency exists but has not been declared, the Council will meet as soon
as possible. The place of meeting does not have to be in the jurisdiction (in January
1994, this meeting occurred at the Mayor's house). The meeting may be called by the
City Manager, or by a majority of the Council, or even by one councilmember, as long
the duties of the governing body can continue to:
1) Ascertain a damage estimate:
2) Reconstitute itself by appointing persons to fill staff vacancies;
3) Reconstitute itself as a political subdivision by appointing persons to fill
the vacancies of elected officials; and
4) Proceed to perform its functions in the preservation of law and order and
in the furnishing of local services.
The procedures for declaring a local "State of Local Emergency" are described on
Page 9 and 10 of the attachment. It makes references to an ordinance describing the
succession of authority which is very flexible and allows the City to declare an
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emergency with or without the Council's involvement. This is City ordinance number
106, adopted in 1989, and is the same mechanism referenced in the 1994 resolution
declaring a state of emergency following the Northridge earthquake. When declared
by a member of staff, or in lieu of having a quorum of the Council, a local state of
emergency is only valid for seven days, unless ratified by the Council prior to its
expiration.
Criteria for Activating the Emergency Plan Definition of the Level of Response
There are four phases of Emergency Operation described in the Emergency Plan which
directly tie to the level of response, and include: 1) Pre - Impact Phase; 2) Immediate
Impact Phase; Sustained Emergency Phase, and; 4) Post Emergency Phase.
The Fire protection District acts as the first responder to flood emergencies when life
threatening events are occurring or imminent. Thus, the Fire Protection District has
adopted standard thresholds for response, which can be used for the City staffs
planned response as well.
As described October 15, applying the Fire Protection District's established thresholds
for flood emergencies, the "pre- impact" phase of the emergency plan may occur after
the City has received ten inches of rain, with another significant storm in the forecast.
This would be determined at the time of said forecast, based upon the current situation,
(the amount of time lapsing between storms, the current level of damage if any, etc.)
and include the establishment of a local state of emergency. This situation may
become the "Pre- Impact Phase ". The "Immediate Impact Phase" would occur while it is
raining, having recently received ten inches of rain. The Sustained Emergency Phase
addresses a situation of continued rainfall for more than a twenty four hour period
taking the total rainfall above the ten inch limit, where damage continues to occur,
depending again on the circumstances. The Post - Emergency Period is the actual
recovery.
Referring to the "Pre- Impact Phase," a "Level I" response may be deemed appropriate.
Level I relates to a possible State of Emergency being proclaimed, where adequate
resources exist locally to respond to immediate needs. Level II response will occur
during a moderate to severe emergency, and will include a proclaimed local state of
emergency, and usually includes similar proclamations at the County and the State
levels. Level III is the major emergency.
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Re -Cap of the October 15 Staff Presentation- Information from other Jurisdictions
At the October 15 meeting, staff reviewed the information shared by other agencies at
the October 10 staff meeting which focused on the topic of flood preparation. The
Council requested the attendance of representatives from these agencies at the
November 5 Council meeting. Working with Supervisor Mikel's office, staff was able to
request the presence of County agencies including Fire Protection, Flood Control,
Water Works, and the County Office of Emergency Services.
In general, the County agencies are preparing rapidly for the winter forecast of heavier
than normal rainfall. Water Works District Number I and the Flood Control District are
addressing concerns related to the Simi Arroyo, the Water Treatment Plant, and
continuation of water and sewer services during a flood condition. Fire Protection is
providing special training for swift water rescue, providing additional gear for the field
crews, and stocking extra sandbags at the local stations. The County OES focused on
this issue, having already completed a County -wide training exercise, and preparing in
other areas as they deem appropriate. On September 7, all home owners associations
received a letter from the Public Works Department recommending that they survey
their facilities.
On October 15, the Council directed staff to meet with the Public Works, Facilities and
Solid Waste Committee, ( Councilmember Wozniak and Councilmember Evans), to
discuss sandbags, and other preparations. It is the recommendation of the Committee
to only provide sandbags for the protection of life and not property, unless that property
is critical in responding to life threatening events (roads). Those three to four thousand
sandbags being provided by the Fire Protection District referenced on October 15, can
then be used by both residents and the City as needed. The City has 2,000 sandbags
in stock, and will be buying 1,000 more. Sand and the 1,000 sandbags are being
purchased from existing resources. The sand will be located at the fenced area at the
far west end of High Street, near where the grain elevator was recently removed. The
total available including the Fire Protection District's local inventory will be
approximately 7,000.
On Monday, October 27, the field crews representing the County, special districts, state
agencies and cities met to discuss the practical issues which can occur when
responding to emergency situations. Mutual aid agreements, communications and
general resources were discussed. City staff met later in the afternoon to discuss
these same matters, addressing handheld and vehicle radio systems, emergency
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identification cards, communication between the EOC and field crews, and the status of
City owned, County controlled and privately controlled storm water draining systems.
It is important to realize that sandbags will not solve every problem. They can be used
to divert water from an area, if placed before the water rises. But after the water has
risen, they can be somewhat useless and actually trap water inside the protected area.
They have a limited shelf life, and if not deployed may be deteriorated by next year. To
this end, public information is crucial, and preparation by each homeowner is crucial.
The City has prepared the winter City -wide newsletter with El Nino as the cover story.
In the article are several suggestions for homeowners. The Committee agreed to
deploy staff to hold a DART training session, and provide DART presentations to home
owners associations for the direct dissemination of preparedness information. A
custom message for use during the threat of flooding is also being prepared for the
character generator.
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The City has two concerns in an emergency response scenario: 1) protect life and
property, and; 2) maintain the essential governmental services, including keeping the
peace, law and order. The use of sandbags are recommended to be preserved for the
protection of life and the preservation of transportation routes. Staff is working on
public outreach to keep the citizens informed. If approved, staff will return to the
Council with a consent item describing the status of preparations.
Recommendation
That the City Council receive testimony from County representatives concerning
preparations for the wet winter forecast, and direct staff as deemed appropriate.
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