10142024 Emergency Management Commission

Date: 10/11/24 Organization: Shady Cove Emergency Management Commission (SC-EMC) Meeting Purpose: Regular Monthly Meeting of SC-EMC Meeting Location: Shady Cove City Council Chambers Scheduled Meeting Date & Time: 10/14/24 at 6pm 1. General 1.1. Call to Order _______________ (time) 1.2. Roll Call: Name Position Status Jay Taylor SC-EMC Chair Nancy Martin SC-EMC Member Natalie Swendener SC-EMC Member Open seat SC-EMC Member Open seat SC-EMC Member Jon Ball Council Liaison Guest Guest 1.1. Pledge of Allegiance 1.2. Announcements 1.2.1. Statement for meeting being digitally recorded, start of recording. 1.2.2. Review and Acceptance of previous meeting minutes (if any). Workshop minutes from 9/30 and 10/7 to be reviewed. 1.2.3. Review of upcoming meetings for participants awareness. Meeting Date/Time Location Disaster Mgmt for Electric 10/15 – 10/16, 8AM – 5PM FEMA training sponsored by Power Systems Medford Emergency Management 2. NEW BUSINESS 2.1. Election of Commission Chair, Vice-Chair and Secretary 1  2.2. Identification of commission seats by number (1-5) Mayor Jon Ball noted previously that seats need to be numbered, as that is used to help track open and filled seats. 2.3. Discussion motion to officially hold monthly meetings on second Monday of each month 3. OLD BUSINESS – Shady Cove Emergency Binder for Local Response The binder is in a draft/concept state at this point. The team plans to work on the binder section by section, fleshing out sections by priority, and presenting regular updates to City Council for review and approval. 3.1. Review of digital “template document” for Emergency Binder SC-EMC Commission to review, and consider motion to send template to Council for their review & feedback. 3.2. Final review of Incident Command Structure language The goal here is to review language developed in previous meetings, in order to approve final language to send to City Council. Natalie Swendener will be responsible for providing the document including how it fits into the digital binder. Nancy Martin to lead the discussion. 4. OLD BUSINESS – Review Roles and Responsibilities. Review what we now understand to be the correct document describing roles and responsibilities. https://shadycove.org/wp-content/uploads/2023/11/Committee_Rules_General-Final-R2.pdf Note: Jay Taylor has commented that this document needs a version number. 5. OLD BUSINESS – Prioritization, Work Plans & Next Steps General discussion of items the SC-EMC needs to complete, including which priorities should be tackled next. This needs to also include discussion of next workshops. A partial list of topics below. 5.1. Next Steps for development of contact lists, volunteer lists and community partner notifications. 5.2. Review EOC command post location 5.3. Review what we need for SC-EMC supplies 5.4. Small Community Emergency Response Plan Toolkit document Small-Community-Emergency-Response-Plan-Toolkit-2013.11.26-PDF.pdf (akml.org) 2 6. OLD BUSINESS – Filling of two open spots within SC-EMC Commission. 7. OLD BUSINESS – Action Items from previous meetings. No. Date Owner Status Item Notes Opened 1 9/30/24 Team Ready to The commission needs to Action item from Sandra Barber’s mtg close? familiarize themselves with notes of 9/23/24 workshop. Duties & Responsibilities of See section 6.1 (Governance, Roles & the SC-EMC (see this link from Responsibilities), for notes and open City website questions on roles & responsibilities https://shadycove.org/wp- document. content/uploads/2019/10/EM- MGT-COMMISSION.pdf ) There are several corrections and clarifications which Sandra has noted on the document, which are further detailed in section 6.1. 2 9/30/24 Taylor Open Investigate methods to Jay briefly discussed putting the advertise new opening on SC- opening on the town sign, and EMC informing Council to post the opening. 3 9/30/24 Natalie Open Means for team to digitally Contact the library and URCC to present documents on a understand what capabilities they shared screen for review/edits have. 8. ADJOURNMENT & WRAP UP Meeting was adjourned at ___________________________ 3