CITY OF COLWOOD MINUTES OF EMERGENCY PLANNING COMMITTEE MEETING Tuesday, May 20, 2014 at 3:00 PM 3300 Wishart Road Colwood BC Council Chambers

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1 CITY OF COLWOOD MINUTES OF EMERGENCY PLANNING COMMITTEE MEETING Tuesday, May 20, 2014 at 3:00 PM 3300 Wishart Road Colwood BC Council Chambers FILE: DATE: EME Tuesday, May 20, 2014 at 3:00 PM Committee Adoption: Month Date, 2014 To Council: Month Date, 2014 ATTENDING Members Emergency Program Coordinator Emergency Social Services Director Emergency Social Services Deputy Director Emergency Communications Coordinator West Shore R.C.M.P. Detachment - Officer in Charge West Shore R.C.M.P. Detachment Department of National Defense Royal Roads University, Director of Environmental Resources Unit Chief, BC Ambulance Supervisor City of Colwood Chief Administrative Officer Fire Chief City Engineer Public Works Manager Information Officer/Corporate Officer Bylaw Enforcement Officer Administrative Assistant I (Recorder) REGRETS Geoff Amy Ruth Reynolds Bryan Rivers Rodger Kobierski Inspector Larry Chomyn Sergeant Scott Braes Lieut. Dwight Ince Stewart Ralph Andrew Britton Councillor Rob Martin James Moller Kerry Smith Michael Baxter Dan Brazier Pat VanBuskirk Phil Williams Megan Coulter 1. APPROVAL OF THE AGENDA 1.1. MOVED BY: JOHN CASSIDY That the agenda be approved as amended.

2 Page 2 of 6 Add: 4.6 Ministry of Environment - Land Based Spill Preparedness and Response in British Columbia 2. ADOPTION OF THE MINUTES 2.1. Emergency Planning Committee Minutes - March 18, 2014 MOVED BY: RUTH REYNOLDS That the Emergency Planning Committee minutes of March 18, 2014 be adopted as presented. 3. OLD BUSINESS 3.1. Emergency Preparedness Fair Geoff reported that an estimated people were expected but that rainy weather played a factor in low numbers this year. He advised that the event was well attended by local agencies with 50 displays set up inside and outside the Juan de Fuca Seniors Centre. He added that the only negative comment received was that it did not seem appropriate for Colwood Bylaw to share a tent with VIHA and felt they should have had their own tent. Ruth Reynolds reported that she had the opportunity to talk with several people while manning the mock Emergency Operations Centre and managed to recruit a volunteer as well. Geoff added that municipalities were asked to nominate a champion in emergency preparedness and Rosalea Saleski from Saanich won this year's title. Ruth suggested that participants be given more than 24 hours notice to nominate a champion in the future. Geoff advised further that Emergency Management BC attended the fair with 8-10 staff and were very impressed and that they would like to involve Ministry of Forests and Ministry of Highways in the future. Geoff thanked Cindy Hislop, Troy Mollin, Ruth Reynolds, Bobbi Neal, and Bryan Rivers for their help with this year's fair.

3 Page 3 of 6 NOTE (this was overlooked at the meeting): Megan Coulter and Pat Taylor assisted with staffing the City of Colwood booth. Thank you to both of them for helping make it a success Hazard Specific Plan - Earthquake Geoff suggested that the committee discuss this plan after the province-wide earthquake preparedness consultation is complete (see Item 3.3) Earthquake Preparedness Review (Province) Geoff reported that the Mayor has received a letter from the Ministry of Justice announcing a province-wide earthquake preparedness consultation to be chaired by Mr. Henry Renteria, former director of California's Office of Emergency Services. The goal of the consultation is to improve the province's preparedness for a disastrous seismic event. The report, which will be provided at the end of the year, will include priority recommendations for improving earthquake preparedness PENS Update Geoff reported that the Provincial Emergency Notification System (PENS) is somewhat out of date due to new technology. He circulated a social media Twitter handle list for Greater Victoria emergency services as well as common #hashtags used for alerts and bulletins throughout the province. Discussion among committee members ensued regarding standardizing the information coming in during an event over social media Emergency Preparedness Book Geoff reported that unfortunately the book was not ready for the Emergency Preparedness Fair but that once it is ready he will distribute it to committee members and also have a link to the electronic version put on the City of Colwood website. It is currently available in electronic form on the website Rock the Shores Assistant Fire Chief, John Cassidy, advised that this year's Rock the Shores event will be held on July 11, 12, and 13 at West Shore Parks and Recreation. He reported that the event's liquor licencing was still being negotiated, that there will be an increased food vendor foot print, and that ticket sales have been increased to 12,500 per day. The fire department will be bringing in extra volunteer staff to assist for the three day event. Wade Davies, Manager of Operations, West Shore Parks and Recreation, advised that the security plan went out last week and the traffic plan will be out by May 30th.

4 Page 4 of 6 Geoff Amy advised that an EOC will be set up at City Hall during the event but that it will not be staffed. Staff will be called in on an as required basis. Councillor Rob Martin enquired whether there would be two ambulances on site at all times. Discussion ensued among members on the role of St. John Ambulance and BC Ambulance and whether a recommendation was needed to have two ambulances on site. Andrew Britton, Unit Chief, BC Ambulance, advised that this event could in fact manage with one ambulance on site at all times. It was clarified that St. John Ambulance provides on-site emergency first aid services but BC Ambulances are required for transportation. An example was that should an individual require an ambulance to take them to emergency, another ambulance would immediately take its place at the event so that one ambulance would always be on-site. MOVED BY: JOHN CASSIDY SECONDED BY: DALE MINTENKO That it be recommended to Council: That the organizers of the Rock the Shores event be advised that their permit will required that one (1) Basic Life Support (BLS) ambulance unit be on site at all times during the three day event starting from when the gates are opened to the closing of the gates. 4. NEW BUSINESS 4.1. BC Hydro Grants for Training Geoff advised that BC Hydro is offering $2,000 grants to local government for Emergency Operation Centre training. He will submit an application EOC Training for Staff Geoff reported that a list indicating current levels of staff training has been prepared. He added that there are still several staff that require EOC training but that it has been difficult to coordinate training opportunities for these staff noting that some staff may have to attend training sessions at other municipalities in order to accommodate their schedules Seismic Assessment of City Hall Geoff explained that a seismic assessment of City Hall was requested to be in the budget this year but that this item had been removed along with several other items during the initial budget discussions.

5 Page 5 of 6 Pat Vanbuskirk advised that any items the committee wished to be brought forward as a 2015 budget item should be prepared and submitted sooner rather than later Snow Survey May 1 Geoff reported that snow packs for Vancouver Island are currently at 65% possibly resulting in a dry summer and increased risk of forest fires JIBC Webinars Geoff reported that Emergency Management BC and the Justice Institute will be providing a number of free webinars in the next few months and encouraged committee members to register and participate in as many as possible Ministry of Environment Land Based Spill Preparedness and Response in British Columbia Geoff advised that the Ministry of Environment has released an intensions paper on spill response and that it will be sent out to members and department heads electronically. He asked that any comments or feedback on how the proposed improvements would impact municipalities be sent directly to him so that he can forward them on to the Ministry. 5. NEXT MEETING 5.1. The next meeting is scheduled for Tuesday, July 15, 2014 at 3:00 pm or at the call of the Chair. 6. ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter MOVED BY: ROSS MYLES That the meeting adjourn at 4:24 p.m.

6 Page 6 of 6 CERTIFIED CORRECT APPROVED AND CONFIRMED