HomeMy WebLinkAbout01-14-19 - Agenda Pgk - Joint CC and EPAC Study SessionMonday, January 14, 2019
6:00 PM
City of Hermosa Beach
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Council Chambers
City Council and EPAC
Mayor Stacey Armato
Mayor Pro Tem Mary Campbell
Councilmembers:
Hany S. Fangary, Justin Massey, Jeff Duclos
Chair Gila Katz
Vice Chair Dave Buckland
Commissioners:
Alan Benson, William Hallet, Nadine Skye-Davis, Michael Detoy
Adjourned Meeting Agenda
JOINT STUDY SESSION OF THE CITY COUNCIL AND
EMERGENCY PREPAREDNESS ADVISORY COMMISSION (EPAC)
Meeting Location:
Executive Team
Viki Copeland, Finance Director
Glen Kau, Public Works Director
Sharon Papa, Police Chief
Ken Robertson, Community Development Director
Vanessa Godinez, Human Resources Manager
Kelly Orta, Community Resources Manager
City Clerk
Elaine Doerfling
City Treasurer
Karen Nowicki
City Attorney
Mike Jenkins
Suja Lowenthal, City Manager
Nico De Anda-Scaia, Assistant to the City Manager
January 14, 2019City Council and EPAC Adjourned Meeting Agenda
6:00 P.M. – STUDY SESSION
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Page 2 City of Hermosa Beach Printed on 1/14/2019
January 14, 2019City Council and EPAC Adjourned Meeting Agenda
CALL TO ORDER
PLEDGE OF ALLEGIANCE
CITY COUNCIL AND EPAC ROLL CALL
ANNOUNCEMENTS
APPROVAL OF AGENDA
PUBLIC COMMENT
Although the City Council values your comments, the Brown Act generally prohibits the
Council from taking action on any matter not listed on the posted agenda as a business
item. Comments from the public are limited to three minutes per speaker.
1.REPORT
19-0010 DISCUSSION REGARDING THE ROLE OF THE EMERGENCY
PREPAREDNESS ADVISORY COMMISSION (EPAC)
(City Manager Suja Lowenthal)
Recommendation:Staff recommends that the City Council:
1. Discuss the current and future role of the Emergency Preparedness Advisory
Commission; and
2. Provide staff direction to develop recommendations regarding the future roles and
responsibilities of the commission.
Page 3 City of Hermosa Beach Printed on 1/14/2019
January 14, 2019City Council and EPAC Adjourned Meeting Agenda
1. March 13, 2018 City Council Discussion - Item 7a
2. Hermosa Beach Ordinance 07-1277 Establishing EPAC
3. Municipal Code Chapter 2.38 Emergency Preparedness Advisory
Commission
4. Hermosa Beach Ordinance 07-1283 EPAC/Increase Members
5. EPAC July 19, 2010 Discussion regarding meeting schedule
6. EPAC November 5, 2007 Goals and Objectives approval
7. EPAC Janaury 8, 2018 Goals and Objectives
8. Emergency Management Coordinator Job Description
9. Hermosa Beach Municipal Code Chapter 2.56 Emergency Services
10. City of Rancho Palos Verdes, Emergency Preparedness Committee
Resolution 2008-61
11. City of Downey, Emergency Preparedness Committee disband
memo
12. FEMA National Preparedness Goal
13. July 20, 2017 Joint City Council and EPAC meeting (audio only)
14. EPAC May 1, 2017 meeting regarding the disbanding of the
commission
15. SUPPLEMENTAL eComment from Suz Moore (submitted 1-13-19 at
3pm)pdf.pdf
16. SUPPLEMENTAL email from Al Benson (added 1-14-19 at
4pm)pdf.pdf
17. SUPPLEMENTAL PowerPoint Presentation (added 1-14-19 at
6pm)pdf.pdf
Attachments:
QUESTIONS/COMMENTS FROM EPAC
QUESTIONS/COMMENTS FROM CITY COUNCIL
PUBLIC COMMENT
Although the City Council values your comments, the Brown Act generally prohibits the
Council from taking action on any matter not listed on the posted agenda as a business
item. Comments from the public are limited to three minutes per speaker.
ADJOURNMENT
Page 4 City of Hermosa Beach Printed on 1/14/2019
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 19-0010
Honorable Mayor and Members of the Hermosa Beach City Council
Honorable Members of the Emergency Preparedness Advisory Commission
Joint Study Session of January 14, 2019
DISCUSSION REGARDING THE ROLE OF THE EMERGENCY
PREPAREDNESS ADVISORY COMMISSION (EPAC)
(City Manager Suja Lowenthal)
Recommended Action:
Staff recommends that the City Council:
1.Discuss the current and future role of the Emergency Preparedness Advisory Commission; and
2.Provide staff direction to develop recommendations regarding the future roles and responsibilities
of the commission.
Executive Summary:
City Council established the Emergency Preparedness Advisory Commission (EPAC) in 2007 to assist in
preparing City staff and the community for disasters. Within the past eleven years, the commission has
developed and implemented a variety of programs to enhance community preparedness. The City hired a
part-time Emergency Management Coordinator in 2014 to take the lead in improving the emergency
management of the City. In December 2016, the City hired a fulltime Emergency Manager to further
enhance the City’s emergency preparedness, response and recovery efforts. The Emergency
Management Coordinator is the staff liaison assigned to the Commission. As emergency management
has evolved within the City and to follow current city governance policies, Council requested a review of
the Commission’s current roles and responsibilities in order to identify those tasked within the City’s
Emergency Management Coordinator position and to have a dialogue with the Commissioners regarding
future rules and responsibilities. Therefore, staff recommended at the November 13, 2018 Council
meeting to host a Joint City Council and EPAC study session.
The goals of the study session are to:
1.Provide a comprehensive review of the past and present roles and responsibilities of commission;
2.Gain an understanding of emergency preparedness efforts in other cities in the region;
3.Receive a summary of the evolving role and regulations surrounding professional emergency
management; and
4.Provide an opportunity to ask questions and receive valuable feedback from EPAC
Commissioners and staff liaison(s).
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Background:
At the March 13, 2018 City Council meeting, the City Council declined the staff recommendation on the
Expiration of Terms on the Emergency Preparedness Advisory Commission agenda item 7a (Attachment
1:City Council Meeting March 13, 2018 <http://hermosabeach.granicus.com/MediaPlayer.php?
view_id=6&clip_id=4657&meta_id=359533>) to fill two upcoming EPAC vacancies and directed staff to
return to Council with a report to:
1.Discuss the mission, direction, value and expectations of the commission;
2.Determine if the current configuration of the EPAC commission is the most efficient avenue to
conduct outreach and public education; and
3.Explore alternative options to promote public education and outreach by utilizing current City
resources such as Neighborhood Watch, Community Emergency Response Team (CERT), Police
and Fire Department education efforts and the City’s Emergency Management Coordinator.
City Council held a Joint City Council and City Commissions meeting on July 19, 2018 to gain a better
understanding of the Commissions, current and future programs/projects, potential collaboration efforts
between the Council and Commissions, and re-establish Council expectations of Commissions. At that
meeting, EPAC provided a report on its FY18-19 goals, achievements and challenges.
In November 2018, City Manager Lowenthal met with Commissioners to gather their perspective and
feedback regarding the Commission roles and responsibilities. Staff returned to City Council on
November 13, 2018 recommending a Joint Study Session between the Council and EPAC to examine the
Commission’s current roles and responsibilities, review emergency preparedness efforts in other
communities, provide an opportunity to receive feedback from the Commissioners and public, and to
determine the future roles and responsibilities of the Emergency Preparedness Advisory Commission.
Discussion:
The Emergency Preparedness Advisory Commission (Commission) was established by the Hermosa
Beach City Council on February 27, 2007 through adoption of Ordinance number 07-1277 (Attachment
2: HB Ordinance Number 07-1277) and amendment of the Hermosa Beach Municipal Code (HBMC) to
include Chapter 2.38: Emergency Preparedness Advisory Commission (Attachment 3:HBMC Chapter
2.38 Emergency Preparedness Advisory Commission
<https://www.codepublishing.com/CA/HermosaBeach/>).
At the time the Commission was created, the City had no formal emergency management program,
protocol or staff coordinator in place. General emergency management services fell loosely under the
City’s Fire Department. Creating a community-based Emergency Preparedness Advisory Commission
was therefore a forward-thinking approach to set the City on track to meeting emergency management
requirements. There were very few resources and examples of best practices available for establishing
such an advisory body and incorporating these roles into the municipal governance structure. The initial
ordinance stated that the Commission would be composed of five members with four-year terms and the
Duties and Responsibilities of the Commission, as stated in HBMC Section 2.38.040, were as follows:
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Table 1: HBMC Section 2.38.040
a.
Provide advice and make recommendations to the City Council relative to
preparedness of the City government and the City’s populace to respond swiftly
and responsibly to emergencies in order to
save life and minimize loss of property.
b.
Prepare for City Council approval an up -to-date emergency preparedness plan.
c.
Keep abreast of federal and state laws, regulations and policies pertaining to
emergency response.
d.
Assist the City Council in promotin g and communicating emergency preparedness
to the community.
e.
Assist in coordinating neighborhood volunteers for emergency response.
f.
Assist in the preparation of grant applications for the purpose of
enhancing,
diversifying and expanding sources of emergency preparedness revenues.
At the May 22, 2007 City Council meeting, Council appointed five members to the newly formed
Commission and provided staff direction to return to the Council with an amended ordinance to increase
the number of Commissioners from five to seven. Staff returned to the June 26, 2007 City Council
meeting with Ordinance Number 07-1283 (Attachment 4: HB Ordinance Number 07-1283), reflecting
Council direction.
The first official meeting of the Commission was held on June 11, 2007. Meetings were held the first
Monday of every month until July 2010 (Attachment 5:Commission Meeting Discussion regarding
meeting schedule July 19, 2010 <http://hermosabeach.granicus.com/MediaPlayer.php?
view_id=6&clip_id=1150&meta_id=65605>). Due to budgetary constraints, Council changed the
frequency in which EPAC met at the beginning of Fiscal Year 2010-11. The Commission began meeting
every other odd month on the first Monday of that month at 7 p.m. in Council Chambers. This is the
current meeting schedule, with modifications to observe national and religious holidays.
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The table below illustrates the current composition and roles of those who attend Commission meetings.
Table 2: EPAC Meeting Composition and Roles
Commission Meeting
Attendees
Agency
Roles
7 EPAC Commissioners
Hermosa Beach Community
Address the roles and responsibilities codified in
Chapter 2.38 of the City’s Municipal Code.
Watch Commander
Hermosa Beach Police
Department
Provide information pertaining to upcoming
HBPD events and activities.
Community Services
Liaison
Los Angeles County Fire
Department
Provide an overview of the responses and
activities the department has participated in
and disseminate safety messages as needed.
Area G Disaster
Management Area
Coordinator
Area G Disaster
Management Area
Provide an overview of the emergency
preparedness activities happening throughout
Area G and Los Angeles County.
Emergency Management
Coordinator (EMC)
City of Hermosa Beach
Serves as staff liaison between the Commission
and City departments; prepares materials for
the Commission meetings (agenda preparation,
staff reports writing, coordination of
subcommittee reports, minutes, video editing &
jump link creation); facilitates the Commission
meetings; and coordinates and acts on
deliverables identified by Commissioners at
Commission meetings.
In 2014, the City hired a part-time Emergency Management Coordinator, recognizing the importance and
impact of having a professional emergency management team member on staff and integrated into the
daily activities of the City organization. In 2016, a fulltime Emergency Management Coordinator was hired
to manage the City’s compliance with an increasingly sophisticated framework of Federal and State
regulations surrounding emergency management. When the Emergency Management Coordinator job
description was created, there was much not discussion of whether Commission roles and responsibilities
should be adjusted to reflect the elevation of emergency management in the City from an ancillary part-
time position to a fulltime professionally-trained emergency management position.
The Emergency Preparedness Advisory Commission was initially created to address a gap in the
emergency preparedness efforts provided in the City. At the November 5, 2007 EPAC meeting
(Attachment 6:EPAC Goals and Objectives November 5, 2007
<http://hermosabeach.granicus.com/MetaViewer.php?view_id=6&clip_id=391&meta_id=5826>), City
Manager Stephen Burrell presented the final draft of the EPAC goals, objectives and mission statement to
the Commission. The mission statement was “to educate and prepare the public to survive, endure and
recover from a natural or manmade disaster.” Table 3 lists the 2007 Commission approved EPAC goals
and objectives and the corresponding outcomes.
Table 3: EPAC Goals & Outcomes
Goals & Objectives
Outcomes
Develop and complete an
emergency readiness/
preparedness assessment of the
community
·
Community Emergency Preparedness Assessment: 2008, 2009,
2011, 2012
·
Reviewed PLAN Hermosa, 2016
·
2017 City of
Hermosa Beach Local Hazard Mitigation Plan review,
2017
Develop a comprehensive, ongoing
public
emergency
preparedness
awareness campaign/program
·
Emergency Preparedness Awareness Packet –
distributed to
estimated 7,000 residences by 100 volunteers, 2010
·
Investigated a Tsunami Warning System with Signage, 2008
·
Micro-grid grant obtained to provide 145 Disaster kits to Seniors
and Disabled persons, 2008
·
Presentation to Senior Group and distributed materials, 2010
·
Annual participation in the Shakeout: Managed
by EPAC from
2008 –
2013, 2014 –
Present participation is managed
by the
City’s Emergency Management Coordinator
·
Preparedness “tip of the Month” was incorporated into the City’s
Newsletter, Managed by EPAC 2008 –
2015, 2016 –
Present
completed
by the City’s Emergency Management Coordinator
·
Developed and hosted a My 10-preparedness workshop, 2016
Review and develop a
comprehensive communication
program
·
Volunteer City Radio Officer, 2010
·
Emergency Operations Center (EOC)
Completion, 2010
·
Implementation of Code Red, 2008 –
2010
·
Residential Plan Advertisement, 2014
·
Continue EOC Upgrades, 2014
·
Promotion of Code Red, 2008 -2014
·
Promotion of Nixle, 2014 -
present
Assist with Schools Emergency
Planning
·
Emergency Preparedness Board Games donated to schools,
2008
·
Assessment of School Preparedness –
2010
·
Training of students and teachers on amateur/HAM radio
-
2010
Develop an ongoing volunteer
organization plan
·
Red Cross Shelter Sites established, 2009
·
HB Disaster Service Worker Volunteer Swear In, 2011
·
Volunteer registration day, Oct. 2011
·
HB Amateur Radio Association
formally organized
·
HB Neighborhood Watch 100 Block Captains, 2011
·
Map Your Neighborhood presented to over 200 residents
Develop a cooperative system with
Hermosa Beach Chamber of
Commerce and business to be able
to provide assistance to visitors
that might be in Hermosa Beach
during an emergency
·
Business Alliance was created, 2008
·
Efforts to have Hotels provide Personal Protective Equipment
kits
discussed, 2009
·
Recommended that Major Special Events have emergency plans,
2009
·
Business survey conducted with the Chamber, 2010
·
Beach Cities Business Watch program in partnership with Beach
Cities Health District, 2011
·
Business Plan Advertisement, 2014
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Table 3: EPAC Goals & Outcomes
Goals & Objectives
Outcomes
Develop and complete an
emergency readiness/
preparedness assessment of the
community
·
Community Emergency Preparedness Assessment: 2008, 2009,
2011, 2012
·
Reviewed PLAN Hermosa, 2016
·
2017 City of
Hermosa Beach Local Hazard Mitigation Plan review,
2017
Develop a comprehensive, ongoing
public
emergency
preparedness
awareness campaign/program
·
Emergency Preparedness Awareness Packet –
distributed to
estimated 7,000 residences by 100 volunteers, 2010
·
Investigated a Tsunami Warning System with Signage, 2008
·
Micro-grid grant obtained to provide 145 Disaster kits to Seniors
and Disabled persons, 2008
·
Presentation to Senior Group and distributed materials, 2010
·
Annual participation in the Shakeout: Managed
by EPAC from
2008 –
2013, 2014 –
Present participation is managed
by the
City’s Emergency Management Coordinator
·
Preparedness “tip of the Month” was incorporated into the City’s
Newsletter, Managed by EPAC 2008 –
2015, 2016 –
Present
completed
by the City’s Emergency Management Coordinator
·
Developed and hosted a My 10-preparedness workshop, 2016
Review and develop a
comprehensive communication
program
·
Volunteer City Radio Officer, 2010
·
Emergency Operations Center (EOC)
Completion, 2010
·
Implementation of Code Red, 2008 –
2010
·
Residential Plan Advertisement, 2014
·
Continue EOC Upgrades, 2014
·
Promotion of Code Red, 2008 -2014
·
Promotion of Nixle, 2014 -
present
Assist with Schools Emergency
Planning
·
Emergency Preparedness Board Games donated to schools,
2008
·
Assessment of School Preparedness –
2010
·
Training of students and teachers on amateur/HAM radio
-
2010
Develop an ongoing volunteer
organization plan
·
Red Cross Shelter Sites established, 2009
·
HB Disaster Service Worker Volunteer Swear In, 2011
·
Volunteer registration day, Oct. 2011
·
HB Amateur Radio Association
formally organized
·
HB Neighborhood Watch 100 Block Captains, 2011
·
Map Your Neighborhood presented to over 200 residents
Develop a cooperative system with
Hermosa Beach Chamber of
Commerce and business to be able
to provide assistance to visitors
that might be in Hermosa Beach
during an emergency
·
Business Alliance was created, 2008
·
Efforts to have Hotels provide Personal Protective Equipment
kits
discussed, 2009
·
Recommended that Major Special Events have emergency plans,
2009
·
Business survey conducted with the Chamber, 2010
·
Beach Cities Business Watch program in partnership with Beach
Cities Health District, 2011
·
Business Plan Advertisement, 2014
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Table 3: EPAC Goals & Outcomes Goals & Objectives Outcomes Develop and complete an emergency readiness/ preparedness assessment of the community · Community Emergency Preparedness Assessment: 2008, 2009, 2011, 2012 · Reviewed PLAN Hermosa, 2016 · 2017 City of Hermosa Beach Local Hazard Mitigation Plan review, 2017 Develop a comprehensive, ongoing public emergency preparedness awareness campaign/program · Emergency Preparedness Awareness Packet – distributed to estimated 7,000 residences by 100 volunteers, 2010 · Investigated a Tsunami Warning System with Signage, 2008 · Micro-grid grant obtained to provide 145 Disaster kits to Seniors and Disabled persons, 2008 · Presentation to Senior Group and distributed materials, 2010 · Annual participation in the Shakeout: Managed by EPAC from 2008 – 2013, 2014 – Present participation is managed by the City’s Emergency Management Coordinator · Preparedness “tip of the Month” was incorporated into the City’s Newsletter, Managed by EPAC 2008 – 2015, 2016 – Present completed by the City’s Emergency Management Coordinator · Developed and hosted a My 10-preparedness workshop, 2016 Review and develop a comprehensive communication program · Volunteer City Radio Officer, 2010 · Emergency Operations Center (EOC) Completion, 2010 · Implementation of Code Red, 2008 – 2010 · Residential Plan Advertisement, 2014 · Continue EOC Upgrades, 2014 · Promotion of Code Red, 2008 -2014 · Promotion of Nixle, 2014 - present Assist with Schools Emergency Planning · Emergency Preparedness Board Games donated to schools, 2008 · Assessment of School Preparedness – 2010 · Training of students and teachers on amateur/HAM radio - 2010 Develop an ongoing volunteer organization plan · Red Cross Shelter Sites established, 2009 · HB Disaster Service Worker Volunteer Swear In, 2011 · Volunteer registration day, Oct. 2011 · HB Amateur Radio Association formally organized · HB Neighborhood Watch 100 Block Captains, 2011 · Map Your Neighborhood presented to over 200 residents Develop a cooperative system with Hermosa Beach Chamber of Commerce and business to be able to provide assistance to visitors that might be in Hermosa Beach during an emergency · Business Alliance was created, 2008 · Efforts to have Hotels provide Personal Protective Equipment kits discussed, 2009 · Recommended that Major Special Events have emergency plans, 2009 · Business survey conducted with the Chamber, 2010 · Beach Cities Business Watch program in partnership with Beach Cities Health District, 2011 · Business Plan Advertisement, 2014
Over the past eleven years since the creation of EPAC, the Commission continues to develop an annual
work program that implements the mission and objectives of the Commission. In 2018, the Commission
established a set of goals to be accomplished through the year (Attachment 7:January 8, 2018 EPAC
Commission Meeting Minutes, 2018 EPAC goals) and briefly listed in Table 4.
Table 4: 2018 EPAC Goals
Goals & Objectives
Year Approved
Completed
Implement a community -wide notification system
including a tsunami siren .
2018
In Progress
Launch a community education campaign
incorporating Map Your Neighborhood, Neighborhood
Watch, CERT, Shelters, and Special Populations .
2018
In Progress
Develop and implement a business preparedness
program.
2018
In Progress
Since the Commission’s inception, the goal of public education has been present in each of its annual
work plans. However, the Commission has on multiple occasions identified the challenge of sustainability
and continual momentum regarding public education programs.
EPAC Municipal Code and Emergency Management Coordinator Job Description
City’s Emergency Management Coordinator is responsible for: the development and implementation of
required emergency plans, the training of staff to prepare for and respond when there is a disaster, and
the implementation of emergency preparedness outreach and education. It is also the role of the
Emergency Management Coordinator to stay abreast of the laws, regulations, and credentialing
requirements for planning, mitigation, response and recovery to ensure the City’s response in a disaster
is comprehensive, effective and timely. The Emergency Management Coordinator is also the staff liaison
responsible for the preparation and facilitation of the Emergency Preparedness Advisory Commission.
When the position of Emergency Management Coordinator was added to the City organization, there was
not much discussion of whether the roles and responsibilities of the Commission should be adjusted to
reflect the addition of a fulltime professionally-trained Emergency Management Coordinator to City staff.
Since a variety of responsibilities that were historically charged to EPAC are now the direct responsibility
of the Emergency Management Coordinator, staff prepared a side-by-side comparison of Commission
duties as listed in the Municipal Code with the job description for the Emergency Management
Coordinator (Attachment 8)in the Table 5 below.
Table 5: EPAC and Emergency Management Coordinator Duties and Responsibilities
Municipal Code –
Chapter 2.38
Emergency Management Coordinator Job Description -
Examples of Duties
a.
Provide advice and make
recommendations to the City
Council relative to
preparedness of the City
government and the City’s
populace to respond
swiftly
and responsibly to
emergencies in order to save
life and minimize loss of
property.
Coordinate emergency preparedness activities provided in the
City emergency plan, and in accordance with the Standardized
Emergency Management System. Develop procedures and a
training program for City employees, volunteers and the
community in emergency preparedness, response and recovery.
Conduct training sessions and exercises in emergency
preparedness, res ponse and recovery. Prepare recommendations
and implement procedures and methods. Respond to and
coordinate with appropriate agencies any hazard or disaster
situations in the City.
b.
Prepare for City Council
approval an up -to-date
emergency preparedness plan.
Prepare, develop, and update City emergency operations, hazard
mitigation, emergency action and other plans.
c.
Keep abreast of federal and
state laws, regulations and
policies pertaining to
emergency response.
Serve as a liaison between the City, the Federal Emergency
Management Agency (FEMA), the State Office of Emergency
Services (OES), County Office of Emergency Services (OES), Area G
Disaster Management Area Coordinat or (DMAC) and the
community. Administer and submit all City related disaster
claims for relief and reimbursement to the State of California
Governor’s Office of Emergency Services (OES) and the Federal
Emergency Management Agency (FEMA) in compliance wit h
applicable laws and regulations as a result of disaster declarations
affecting the City; maintain thorough and complete records of
reports and reimbursements. Coordinate and facilitate the
proper and accurate documentation of all necessary records and
reports pertaining to any EOC activation in compliance with
OES/FEMA public assistance programs, including all city
departments involved in the activation and subsequent recovery
operations.
d.
Assist the City Council in
promoting and
communicating
emergency preparedness to
the
community.
Prepare and disseminate program publicity, press releases,
newsletters, etc. Provide information to and consult with the
public. Coordinate, organize and conduct community meetings to
discuss disaster preparedness techniques and solicit participation
by volunteers.
e.
Assist in coor dinating
neighborhood volunteers for
emergency response.
Manage the City’s emergency management volunteer programs
(e.g., Hermosa Beach Disaster Service Workers ).
f.
Assist in the preparation of
grant applications for the
purpose of enhancing,
diversifying and expanding
sources of emergency
preparedness reven ues.
Assist in preparation of the emergency management budget.
Coordinate grant funding.
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Table 5: EPAC and Emergency Management Coordinator Duties and Responsibilities
Municipal Code –
Chapter 2.38
Emergency Management Coordinator Job Description -
Examples of Duties
a.
Provide advice and make
recommendations to the City
Council relative to
preparedness of the City
government and the City’s
populace to respond
swiftly
and responsibly to
emergencies in order to save
life and minimize loss of
property.
Coordinate emergency preparedness activities provided in the
City emergency plan, and in accordance with the Standardized
Emergency Management System. Develop procedures and a
training program for City employees, volunteers and the
community in emergency preparedness, response and recovery.
Conduct training sessions and exercises in emergency
preparedness, res ponse and recovery. Prepare recommendations
and implement procedures and methods. Respond to and
coordinate with appropriate agencies any hazard or disaster
situations in the City.
b.
Prepare for City Council
approval an up -to-date
emergency preparedness plan.
Prepare, develop, and update City emergency operations, hazard
mitigation, emergency action and other plans.
c.
Keep abreast of federal and
state laws, regulations and
policies pertaining to
emergency response.
Serve as a liaison between the City, the Federal Emergency
Management Agency (FEMA), the State Office of Emergency
Services (OES), County Office of Emergency Services (OES), Area G
Disaster Management Area Coordinat or (DMAC) and the
community. Administer and submit all City related disaster
claims for relief and reimbursement to the State of California
Governor’s Office of Emergency Services (OES) and the Federal
Emergency Management Agency (FEMA) in compliance wit h
applicable laws and regulations as a result of disaster declarations
affecting the City; maintain thorough and complete records of
reports and reimbursements. Coordinate and facilitate the
proper and accurate documentation of all necessary records and
reports pertaining to any EOC activation in compliance with
OES/FEMA public assistance programs, including all city
departments involved in the activation and subsequent recovery
operations.
d.
Assist the City Council in
promoting and
communicating
emergency preparedness to
the
community.
Prepare and disseminate program publicity, press releases,
newsletters, etc. Provide information to and consult with the
public. Coordinate, organize and conduct community meetings to
discuss disaster preparedness techniques and solicit participation
by volunteers.
e.
Assist in coor dinating
neighborhood volunteers for
emergency response.
Manage the City’s emergency management volunteer programs
(e.g., Hermosa Beach Disaster Service Workers ).
f.
Assist in the preparation of
grant applications for the
purpose of enhancing,
diversifying and expanding
sources of emergency
preparedness reven ues.
Assist in preparation of the emergency management budget.
Coordinate grant funding.
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Table 5: EPAC and Emergency Management Coordinator Duties and Responsibilities Municipal Code – Chapter 2.38 Emergency Management Coordinator Job Description - Examples of Duties a. Provide advice and make recommendations to the City Council relative to preparedness of the City government and the City’s populace to respond swiftly and responsibly to emergencies in order to save life and minimize loss of property. Coordinate emergency preparedness activities provided in the City emergency plan, and in accordance with the Standardized Emergency Management System. Develop procedures and a training program for City employees, volunteers and the community in emergency preparedness, response and recovery. Conduct training sessions and exercises in emergency preparedness, res ponse and recovery. Prepare recommendations and implement procedures and methods. Respond to and coordinate with appropriate agencies any hazard or disaster situations in the City. b. Prepare for City Council approval an up -to-date emergency preparedness plan. Prepare, develop, and update City emergency operations, hazard mitigation, emergency action and other plans. c. Keep abreast of federal and state laws, regulations and policies pertaining to emergency response. Serve as a liaison between the City, the Federal Emergency Management Agency (FEMA), the State Office of Emergency Services (OES), County Office of Emergency Services (OES), Area G Disaster Management Area Coordinat or (DMAC) and the community. Administer and submit all City related disaster claims for relief and reimbursement to the State of California Governor’s Office of Emergency Services (OES) and the Federal Emergency Management Agency (FEMA) in compliance wit h applicable laws and regulations as a result of disaster declarations affecting the City; maintain thorough and complete records of reports and reimbursements. Coordinate and facilitate the proper and accurate documentation of all necessary records and reports pertaining to any EOC activation in compliance with OES/FEMA public assistance programs, including all city departments involved in the activation and subsequent recovery operations. d. Assist the City Council in promoting and communicating emergency preparedness to the community. Prepare and disseminate program publicity, press releases, newsletters, etc. Provide information to and consult with the public. Coordinate, organize and conduct community meetings to discuss disaster preparedness techniques and solicit participation by volunteers. e. Assist in coor dinating neighborhood volunteers for emergency response. Manage the City’s emergency management volunteer programs (e.g., Hermosa Beach Disaster Service Workers ). f. Assist in the preparation of grant applications for the purpose of enhancing, diversifying and expanding sources of emergency preparedness reven ues. Assist in preparation of the emergency management budget. Coordinate grant funding.
Disaster Response Requirements of the City of Hermosa Beach and Hermosa Beach Employees
As a municipality, Hermosa Beach is required to follow a variety of local, state, and federal regulations
providing guidance on the development and implementation of plans, programs, training curriculum, and
response mandates related to disaster response. At the state and federal level, regulations include but
not are limited to the Stafford Act, California Disaster Service Worker program, National Incident
Management System (NIMS), Standardized Emergency Management System (SEMS), National
Response Framework, CPG 101, and California Emergency Services Act. At the local level, the City of
Hermosa Beach Municipal Code Chapter 2.56 Emergency Services details the City’s Incident Command
Structure, which is the City’s standardized approach to the command, control, and coordination of
emergency response. It states that the City shall have a Disaster Council which is comprised of the City
Manager, Fire and Police Chief, the Emergency Management Coordinator, representatives from each
department and, if recommended, representatives from civic, business, labor, veteran, professional or
other organization having official emergency responsibilities (Attachment 9:HBMC Chapter 2.56
Emergency Services <https://www.codepublishing.com/CA/HermosaBeach/>).
The Disaster Council works to ensure that City staff have the skills, knowledge and training to effectively
and efficiently respond to and recover from a disaster. It is the responsibility of the Emergency
Management Coordinator to ensure that the recommendations and work plans developed by the Disaster
Council are implemented following State and Federal mandates. Each department within City
government, including the City Council, has a disaster response role. During a disaster, City
Councilmembers are expected to provide policy direction, ratify emergency proclamations and assist with
public outreach when requested by the incident public information officer. Table 6 delineates the Disaster
Council’s roles and responsibilities. EPAC does not have a formal emergency response role.
Table 6: Section 2.56.040 Disaster Council Powers and Duties
A.
It shall be the duty of the Hermosa Beach disaster council to oversee the preparedness of city
departments, ensuring unity of purpose. This includes preparation and approval of plans, training
for
employees for preparedness and disaster-related functions and other preparedness activities.
B.
The disaster council is empowered to review and recommend for adoption by the city council
emergency and mutual aid plans and agreements and such ordinance a nd resolutions and rules and
regulations as are necessary to implement such plans and agreements.
C.
The director of emergency services shall advise the disaster council with regard to the preparation
and maintenance of the plan in whole or in part at times of local emergency.
D.
The disaster council shall comply with the California Emergency Services Act and abide by the
California Disaster and Civil Defense Master Mutual Aid Agreement.
E.
The disaster council shall formulate and maintain plans for use during emergency conditions,
including a written plan for activation of the department as a part of, and which is carried out in its
roles as, the city emergency response organization.
F.
The disaster council shall ensure that department personnel are trained in em ergency management
operations and that designated personnel participate in regular training and emergency exercises.
G.
The disaster council shall meet at least once per fiscal year upon call of the chairman or, in his
absence from the city or inability to call such a meeting, upon call of the vice-chairman.
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The 2016 City of Hermosa Beach Emergency Operations Plan, Chapter 2.56 Emergency Services or
Chapter 2.38 EPAC of the municipal code does not identify a formal role for the Commission during a
disaster response. State and Federal regulations and the Incident Command Structure provide a direct
role for City Council, staff, and volunteer organizations (Table 7). However, there is no mandate that an
emergency preparedness advisory commission, such as EPAC, be in place for disaster response and
recovery efforts or cost recovery.
Table 7: City of Hermosa Beach Disaster Response Roles & Responsibilities
Role in Disaster
Description
EPAC
No
Based on SEMS/NIMS, EPAC does not have a defined
role in disaster response. Each Commissioner may
participate in disaster response as an affiliated
member of a volunteer agency such as Hermosa
Beach Community Emergency Response Team
(HbCERT)
and/or the American Red Cross.
City Council
Yes
City Council assists with the policy decisions during a
disaster and ratifies disaster proclamations.
City Staff
Yes
City Staff are Disaster Service Workers (State of
California program) required to report
to the City
immediately following a disaster to
assist with the
response.
Volunteers
Yes
The City currently has the HbCERT, VIP and
Neighborhood Watch volunteers in which the City can
activate and utilize during a disaster based on the
needs of the incident and the response capabilities of
each volunteer team.
School District
Yes
School District personnel are Disaster Services
Workers
per the State of California and are required
to work during a disaster to ensure the safety of the
students.
Partner
Agencies
Yes
The City has developed Memorandum of
Understandings (MOU) agreement with agencies such
as the American Red Cross to assist with filling gaps in
identified response capabilities. Partnerships are
continually explored to increase the City’s emergency
readiness.
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Emergency Preparedness Commissions and Engagement in Disaster Management Area G
Municipalities
During the civil defense era, Los Angeles County was broken into eight Disaster Management Areas
(DMA). Each of the disaster management areas had a coordinator known as a Disaster Management
Area Coordinator (DMAC). The City of Hermosa Beach is one of fourteen cities within Area G which
includes Inglewood, Hawthorne, Lawndale, Gardena, El Segundo, Manhattan Beach, Redondo Beach,
Torrance, Lomita, Palos Verdes Estates, Rolling Hills, Rancho Palos Verdes, and Rolling Hills Estates.
Only two cities within Area G have an active emergency preparedness advisory body - Hermosa Beach
and Rancho Palos Verdes. Rancho Palos Verdes Emergency Preparedness Committee was established
by resolution in 2008. The roles and responsibilities of the Committee are exactly the same as the
Hermosa Beach EPAC except that the Committee “shall prepare an annual work plan to be presented to
the City Council for approval, has five members, and meets monthly”(Attachment 10:City of Rancho
Palos Verdes, Emergency Preparedness Committee Resolution 2008-61 <http://ca-
ranchopalosverdes.civicplus.com/DocumentCenter/View/99/Emergency-Preparedness-Mission-
Statement-PDF>). The remaining twelve cities in Area G do not have a formalized advisory commission
but receive community input through a variety of avenues.
Other communities throughout Los Angeles County, such as the City of Downey, disbanded its
Emergency Preparedness Committee in 2014 when it hired a fulltime Emergency Manager whose
responsibilities is to plan, direct and implement the City’s emergency and disaster management programs
(Attachment 11:City of Downey, Emergency Preparedness Committee disband memo
<https://lf.downeyca.org/WebLink8/DocView.aspx?id=267996&dbid=0>). The City of Downey Emergency
Manager is developing a community coalition to share information, best practices and to foster the whole
community approach to all-hazard emergency and disaster management. The City of Burbank also has a
community coalition, rather than a commission, to engage all segments of the community from the
entertainment industry, healthcare, school district, utility companies, business, faith-based and volunteer
organizations with an open dialogue of information sharing, relationship building and cross functional
teams to generate solutions to challenges.
Community Engagement in Hermosa Beach
The City of Hermosa Beach Emergency Management Coordinator works consistently to address the
National Preparedness Goal of the Federal Emergency Management Agency (FEMA), which is a “secure
and resilient nation with the capabilities required across the whole community to prevent, protect against,
mitigate, respond to, and recover from the threats and hazards that pose the greatest risk.” The whole
community planning concept in the National Preparedness Goal identifies that “preparedness is a shared
responsibility; it calls for the involvement of everyone - not just the government - in preparedness efforts.
By working together, everyone can help keep the nation safe from harm and help keep it resilient when
struck by hazards, such as natural disasters, acts of terrorism, and pandemics (Attachment 12:FEMA
National Preparedness Goal <https://www.fema.gov/national-preparedness-goal>).”
The whole community, as stated in the National Preparedness Goal, includes: individuals and families,
including those with access and functional needs, businesses, faith-based and community organizations,
nonprofit groups, schools and academia, media outlets, volunteer organizations - CERT, Neighborhood
Watch, HAM Radio operators, and all levels of government, including state, local, tribal, territorial, and
federal partners. The whole community concept means two things - involving people in the development
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of national preparedness documents and ensuring their roles and responsibilities are reflected in the
content of the materials.
In Hermosa Beach, the work completed by the Community Police Advisory Board and the Fire Services
Working Group, and popular community events such as the Community Safety Fair and National Night
Out point to the community’s interest in participating in safety, service, and preparedness efforts. The
current configuration of EPAC allows for presentations from preparedness partners and public comment,
but it does not provide a consistent engagement and input opportunity which may hinder the product
outcomes associated with Commission initiatives. Although public comment is included in the
Commission agenda, there is very limited to no public participation at commission meetings. Because the
public does not engage with EPAC at its meetings, there is a missed opportunity to gain insight from
community members. Therefore, a new approach is needed to encourage public participation in
emergency preparedness.
Hermosa Beach Commissions and Advisory Bodies
A City Council appointed board or commission is an official body empowered to perform certain acts or
assume certain jurisdictions of a public nature. Officially appointed boards and commissions have a
permanent nature as opposed to an informal board, committee, working group or task force, which may
be established by the City Manager for a specific temporary purpose. Hermosa Beach currently has six
Council appointed boards and commissions and four active informal working groups, which are listed
below with its enacting municipal codes.
Appointed Boards/Commissions:
·Board of Building Appeals (HBMC 15.24)
·Civil Service Board (HBMC 2.76)
·Public Works Commission (HBMC 2.80)
·Planning Commission (HBMC 2.32)
·Parks, Recreation & Community Resources Advisory Commission (HBMC 2.28)
·Emergency Preparedness Advisory Commission (HBMC 2.38)
Working Groups:
·PCH/Aviation Improvement Working Group - Staff Liaison: Public Works Department
·Community Police Advisory Board - Staff Liaison: Police Department
·Library Working Group - Staff Liaison: Community Resources
·Access Hermosa Working Group - Staff Liaison: Multiple Departments
While areas of responsibility for each commission vary, the types of items reviewed by each can generally
be grouped into three categories: permits/projects, policies/plans, and programs. A notable distinction
between the EPAC and the City’s other three current commissions is the nature of the types of items to be
reviewed by the EPAC. Since there are no permits or physical projects under EPAC’s purview for review
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and approval, and the policies and plans prepared by the Emergency Management Coordinator are highly
regulated and formulaic under State and Federal requirements, EPAC is extremely limited in the role it
has with the city. Solely acting as an advising body without consistent types of items to address,
decreases the functionality of the Commission.
It is also important to note that although most of the City’s commissions and working groups have a
primary staff liaison who has at minimum one additional staff member to assist with the coordination of
their respective commission or working group, the Emergency Preparedness Advisory Commission is
managed solely by the primary staff liaison with no secondary staff person to assist. All aspects of the
Commission are solely managed by the Emergency Management Coordinator, which limits the time
available to expand the emergency preparedness and response capabilities of the City.
The Brown Act
The EPAC is a Brown Act regulated body. Brown Act legislation requires that public commissions, boards
and councils who conduct the people’s business must do so in a public forum allowing deliberations to be
conducted openly for the public. Therefore, Commission meetings must be publicly noticed and a majority
of the Commissioners may not communicate regarding projects and/or proposed programs outside of
subcommittee deliberations. In order to prevent Brown Act violations, subcommittees composed of two
commissioners have been established but Commissioners continue to struggle with the impacts of the
Brown Act as stated at the July 17, 2017 Joint City Council and Commission Meeting (Attachment 13:
Joint Meeting of the City Council with all Boards/Commissions July 20, 2017
<http://hermosabeach.granicus.com/MediaPlayer.php?view_id=6&clip_id=4495>). It was identified that
the Brown Act became a challenge for the Commission following the change to the meeting frequency
implemented in 2010.
At the May 2017 EPAC meeting, the Commission discussed the role of EPAC and whether the current
designation as a commission was the appropriate avenue to achieve the highest level of preparedness in
the community. EPAC Commissioner Cross proposed that the Commission would be more productive if it
was changed from a Brown Act regulated body to a working group or another advisory board to allow for
more communication amongst the participants with an increase in productivity and project completion.
The other Commissioners did not agree and moved to receive and file her report (Attachment 14:May 1,
2017 EPAC Commission Meeting, Disband EPAC Commission
<http://hermosabeach.granicus.com/DocumentViewer.php?
file=hermosabeach_dfe8a8802bf2bac31b7bc38c05f0a2fb.pdf&view=1>).
EPAC has provided multiple benefits to the City since its inception, however the landscape, direction and
regulations surrounding emergency management have changed over the past decade and continue to
evolve with lessons learned and best practices developed due to the continual disasters impacting the
nation. It is critical for Council to discuss the roles and responsibilities of the Commission, to reassess
EPAC’s function and provide clear direction on the future of the commission.
During the review and discussion, staff recommends Council consider:
1.The current roles and responsibilities of the Commission are vast and broad. Unlike other City
Commissions, EPAC does not have mandated projects, plans, policies and programs to address.
The Commission focuses on a variety of emergency management components with limited
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knowledge of a specific topic, increasing the potential for the project to stall and/or not be
completed.
2.The fulltime Emergency Management Coordinator was hired to address the broad spectrum of
emergency planning, preparedness, mitigation, response and recovery, including all the roles
assigned to EPAC. Although the Emergency Management Coordinator job description is specific in
what should be addressed in emergency management, the relationship, focus, and direction of
how EPAC relates and functions within the emergency management office and the type of items
that should reviewed by EPAC are not been defined locally. State and Federal regulations do not
mandate the approval of a local commission in order to gain approval for required local emergency
plans; nor are training requirements based on local approval. State and Federal regulations dictate
who is required to complete various courses and which courses need to be completed. Therefore,
the management of staff training is a responsibility of the Emergency Management Coordinator
and not that of EPAC.
3.EPAC could act as a force multiplier, assisting the Emergency Management Coordinator in
educating the community about emergency preparedness. Currently, the Commission does not
formally participate in community events nor has a community presence at its Commission
meetings. Most of the public engagement occurs during informal individual and small group
discussions outside of the Commission meetings.
4.The whole community approach to engaging the public is a necessity to address FEMA’s National
Preparedness Goal utilizing grassroots strategies to solving local challenges and service needs.
Throughout Los Angeles County, most municipalities implement the whole community approach
via a coalition that includes all segments of the population from private sector, school district,
industry leaders, and non-profits to engage in productive mutually beneficial discussions to
advance the preparedness of the community, lead and managed by the Emergency Management
Coordinator.
5.Emergency management regulations and mandates change frequently, making it challenging for
an advisory body to stay abreast of current regulations, creating issues related to project
development.
Emergency Management as a discipline has evolved since the September 11, 2001 attacks when the
country experienced a series of large catastrophic acts of terrorism. Since then, hurricanes have
devastated communities in New Orleans, Texas, Florida, and Puerto Rico. Earthquakes have sent shock
waves through Haiti and Mexico. Tsunamis have crippled Japan’s nuclear power plant exposing health
hazards. Active shootings have become topics of everyday conversation, and wildfires have changed the
landscape of entire communities. Continuing to plan and prepare as has been done in the past will not
prepare the City of Hermosa Beach for the future disasters. EPAC has done great work for the community
in the past, however over the years, the Commission began struggling with guidance, focus and direction.
It is critical to discuss the future of the Commission and for Council to provide clarity, direction and set
expectations for the Commissioners and staff regarding the role of the Emergency Preparedness
Advisory Commission.
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General Plan Consistency:
This report and associated recommendations have been evaluated for their consistency with the City’s
general plan. Relevant policies are listed below.
PLAN Hermosa Policies
·Governance Policy 1.2 Strategic planning. Regularly discuss and set priorities at the City Council
and management level to prioritize work programs and staffing needs.
·Governance Policy 1.7 Diversity of representation.Strive to reflect a comprehensive cross-section
of the community in appointments to Commissions and Advisory Committees.
Fiscal Impact:
There is no fiscal impact associated with the recommended action.
Attachments:
1.Link to City Council Meeting of March 13, 2018 - Item 7a Report 18-0162 Vacancies
2.Hermosa Beach Ordinance Number 07-1277
3.Link to HBMC Chapter 2.38 Emergency Preparedness Advisory Commission
4.Hermosa Beach Ordinance Number 07-1283
5.Link to Commission Meeting Discussion regarding meeting schedule July 19, 2010
6.Link to EPAC Goals and Objectives November 5, 2007
7.Link to EPAC Commission Meeting Minutes - 2018 EPAC goals January 8, 2018
8.City of Hermosa Beach Emergency Management Coordinator Job Description
9.Link to HBMC Chapter 2.56 Emergency Services
10.Link to City of Rancho Palos Verdes, Emergency Preparedness Committee Resolution 2008-61
11.Link to City of Downey, Emergency Preparedness Committee disband memo
12.Link to FEMA National Preparedness Goal
13.Link to Joint Meeting of the City Council with all Boards/Commissions July 20, 2017
14.Link to EPAC Commission Meeting - Disband EPAC Commission, May 1, 2017
Respectfully Submitted by: Brandy Villanueva, Emergency Services Coordinator
Noted for Fiscal Impact: Viki Copeland, Finance Director
Legal Review: Mike Jenkins, City Attorney
Approved: Suja Lowenthal, City Manager
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CITY OF HERMOSA BEACH
EMERGENCY MANAGEMENT COORDINATOR
ABOUT THE POSITION: Under general direction, develops, organizes, administers and
maintains the City’s civil defense, emergency and disaster preparedness programs and services.
This part-time position requires a professional level of skill, knowledge and independent judgment.
EXAMPLE OF DUTIES: Essential duties may include, but are not limited to, the following:
Prepare, develop, and update City emergency operations, hazard mitigation, emergency action and
other plans as assigned. Coordinate emergency preparedness activities provided in the City
emergency plan, and in accordance with the Standardized Emergency Management System
(SEMS). Study, evaluate and compile information relating to current emergency planning
regulations and practices. Recommend use of available resources and facilities for emergency
situations and develop procedures for acquisitions. Serve as a liaison between the City, the Federal
Emergency Management Agency (FEMA), the State Office of Emergency Services (OES), County
Office of Emergency Services (OES), Area G Disaster Management Area Coordinator (DMAC)
and the community. Administer and submit all City related disaster claims for relief and
reimbursement to the State of California Governor’s Office of Emergency Services (OES) and the
Federal Emergency Management Agency (FEMA) in compliance with applicable laws and
regulations as a result of disaster declarations affecting the City; maintain thorough and complete
records of reports and reimbursements. Coordinate and facilitate the proper and accurate
documentation of all necessary records and reports pertaining to any EOC activation in compliance
with OES/FEMA public assistance programs, including all city departments involved in the
activation and subsequent recovery operations. Develop procedures and a training program for
City employees, volunteers and the community in emergency preparedness, response and
recovery. Conduct training sessions and exercises in emergency preparedness, response and
recovery. Assist in preparation of the emergency management budget. Coordinate grant funding.
Compile data required for staff assignments including Council agenda items, resolutions, reports
and surveys. Prepare recommendations and implement procedures and methods. Attend meetings
and training sessions. Provide information to and consult with the public. Serve on the disaster
response team as assigned. Assist in maintaining City communication systems (radios, cellular
phones, etc.) including maintenance of radio frequencies, to ensure that communications systems
are available during an emergency. Maintain the Emergency Operations Center and City’s
emergency supply cache. Respond to and coordinate with appropriate agencies any hazard or
disaster situations in the City. Organize, schedule, and implement Emergency Management
Program activities and other related programs; conduct special interest programs and
presentations. Coordinate, organize and conduct community meetings to discuss disaster
preparedness techniques and solicit participation by volunteers. Manage the City’s emergency
management volunteer programs (e.g., HBDSW). Manage the Public Access Defibrillation (PAD)
Program and liaison with the medical director overseeing it. Prepare and disseminate program
publicity, press releases, newsletters, etc.
MINIMUM QUALIFICATIONS:
Education and Experience: Four years of increasingly responsible experience in program
development, coordination and administration in a public or private agency, preferably in
emergency management. Graduation from an accredited college with a Bachelor's Degree in
public administration or a related field.
Knowledge of: Principles and practices of emergency management, disaster preparedness,hazard
mitigation planning, hazardous materials planning and response and effective community and
public relations. Federal and state laws and regulations regarding emergency, disaster and
hazardous materials planning and response. Research, analytical and report preparation methods.
Modem office methods, procedures and equipment including office automation hardware and
software. Record keeping principles. Structure, purpose and operation of the City and the
department assigned,and of outside organizations as necessary to assume assigned responsibilities.
English usage, vocabulary, spelling grammar and punctuation. Principles of public relations.
Ability to: Plan, develop and coordinate the City’s emergency management programs.
Communicate effectively with a wide variety of individuals. Establish and maintain effective
relationships with City staff, other agencies, elected officials, community representatives, public
and volunteers. Plan, organize, and ensure the completion of work in a timely manner. On a
continuous basis, sit at a desk for long periods of time. Intermittently twist and reach office
equipment; write or use a keyboard to communicate through written means; hear and talk with the
public; file papers and reports; lift or carry weight of 25 pounds or less. In the event of an
emergency, must be able to work indoors/outdoors under adverse conditions for an extended
period of time. Understand the organization and operation of the City and department assigned,
and of outside organizations as necessary to assume assigned responsibilities. Interpret and apply
department office policies, regulations and administrative/operational procedures. Learn
department policies, procedures, organization and operating details. Communicate clearly and
concisely, orally and in writing. Compose general correspondence and letters. Operate and use
modern office equipment including word processing equipment. Understand and carry out oral
and written directions in an independent manner. Evaluate situations and people and adopt
effective courses of action. Plan, organize and schedule priorities in the office.
Licenses: Possession of a valid California class C driver’s license, and certificate of automobile
insurance for personal liability.
Approved by Civil Service:09-16-15
Approved by City Council:07-26-16
From: noreply@granicusideas.com <noreply@granicusideas.com>
Sent: Sunday, January 13, 2019 2:59 PM
To: Ann Yang <anny@hermosabch.org>
Subject: New eComment for Joint City Council and EPAC Study Session (Discussion regarding the role of
the Emergency Preparedness Advisory Commission)
New eComment for Joint City Council and EPAC
Study Session (Discussion regarding the role of
the Emergency Preparedness Advisory
Commission)
Suz Moore submitted a new eComment.
Meeting: Joint City Council and EPAC Study Session (Discussion regarding the role of the
Emergency Preparedness Advisory Commission)
Item: 1. REPORT 19-0010 DISCUSSION REGARDING THE ROLE OF THE EMERGENCY
PREPAREDNESS ADVISORY COMMISSION (EPAC) (City Manager Suja Lowenthal)
eComment: Hermosa moms know that we should adequately staff our day to day actions, like
crossing guards and police traffic enforcement during back-and-forth from school hours before
we spend hundreds of thousands of dollars annually on preparing for something that happens
once every 1000 or more years. I've been her my whole life and despite huge LA area
earthquakes, Hermosa has been fine. We don't need to waste our scant public dollars on
multiple staff members (there's at least a manager and a coordinator, if not more - so that $300K
or more each year plus benefits). Let's spend that money on 10 more crossing guards every
school day and also overtime for police to enforce traffic laws. Our children have run across
unguarded intersections to avoid being killed by drivers that blow through all the stop signs. This
is no surprise and we've even seen at least 1 Redondo squad car not stop at stop signs on
Prospect. Please pay attention to the REAL needs of the community and abandon this folly.
View and Analyze eComments
From: Alan Benson [mailto:albenson2@verizon.net]
Sent: Monday, January 14, 2019 3:06 PM
To: Alan Benson
Subject: Can you please post this e-mail for Public Comments for the January 14, 2019, JOINT STUDY
SESSION OF THE CITY COUNCIL AND EMERGENCY PREPAREDNESS ADVISORY COMMISSION (EPAC).
To: Elaine Doerfling
Hermosa Beach City Clerk
From: Alan Benson
Elaine,
Can you please post this e-mail for Public Comments for the January 14, 2019, JOINT STUDY
SESSION OF THE CITY COUNCIL AND EMERGENCY PREPAREDNESS ADVISORY COMMISSION
(EPAC).
Thank you,
Alan Benson
Here are two videos that were recorded on Sunday, Jan. 13, 2019, by two members of the Hermosa
Beach Amateur Radio Association, in order to make an assessment of the Ham Radio operational
issues in the EOC, in case a disaster in Hermosa Beach may require the use of Ham Radio operations.
__________________________________________________
HBARA Ham Radio Operations Assessment - Part 2
https://youtu.be/ni_2ZIQs7N8
Total Run Time – 44 min 2 sec
Video Shoot Date – January 13, 2019
__________________________________________________
HBARA Ham Radio Operations Assessment - Part 3
https://youtu.be/0wvdHwyQKJk
Total Run Time – 3 min 32 sec
Video Shoot Date – January 13, 2019
___________________________________________________________
1/14/19 AGENDA, ITEM 1 - DISCUSSION REGARDING ROLE OF EPAC
SUPPLEMENTAL EMAIL SUBMITTED BY AL BENSON TO THE CITY CLERK ON 1/14/19 AT 3:06 P.M.
From 2007 to 2009, the City of Hermosa Beach, California won a national award for three
years in a row, out of more than 11,000 communities that participated in the 2007 to 2009
National Night Out competition.
___________________________________________________________
Hermosa Beach National Night Out 2007 - August 7, 2007
https://www.youtube.com/watch?v=8gpULwtxXDU
Total Run Time: 10 min 46 sec
Hermosa Beach National Night Out 2007 - August 7, 2007
In 2007, the City of Hermosa Beach, California won a national award for our first time entry,
out of more than 11,000 communities that participated in the 2007 National Night Out
competition.
Video shot by Alan Benson using a handheld and on tripod, Sony DCR-PC110 recording at
Standard Definition.
Video edited by Mary Ann Benson using the Avid Media Composer on a 4-processor Apple
MacPro.
___________________________________________________________
Hermosa Beach National Night Out 2008 - August 5, 2008
https://www.youtube.com/watch?v=2JOw2G8rVGs
Total Run Time: 5 min 5 sec
Hermosa Beach National Night Out 2008 - August 5, 2008
In 2008, the City of Hermosa Beach, California won a national award for our second time
entry, out of more than 11,000 communities that participated in the 2008 National Night Out
competition.
Video shot by Alan Benson using a handheld Sony DCR-PC110 recording at Standard
Definition.
Video edited by Mary Ann Benson using the Avid Media Composer on a 4-processor Apple
MacPro.
___________________________________________________________
In 2009, the City of Hermosa Beach, California won a national award for our third year in a
row, out of more than 11,000 communities that participated in the 2009 National Night Out
competition.
ROLE OF THE EMERGENCY PREPAREDNESS ADVISORY COMMISSION
Joint City Council & EPAC Study Session 01.14.19
Hello.
•Overview of the Emergency
Preparedness Advisory Commission
(EPAC)
•Review the current roles and
responsibilities of EPAC
•Discuss the future of EPAC
Agenda.
▪Introduction
▪Background
▪Summary
01
02
03
INTRODUCTION 01Emergency Preparedness Advisory Commission
INTRODUCTION
Emergency Preparedness Advisory Commission (EPAC)was established in February of 2007 to focus on the emergency
preparedness of the City.The Commission completed a variety of preparedness activities throughout the community.
In 2014,the City hired a part-time Emergency Services Coordinator (ESC)and in 2016 hired a full-time Emergency Services
Coordinator.
In May of 2018,the City Council provided direction to staff to agendize a review of the roles and responsibilities of the
Commission.
BACKGROUND 02Emergency Preparedness Advisory Commission
PREVIOUS DISCUSSIONS
•March 13, 2018 -City Council Meeting
•July 19, 2018 -Joint City Council and All Commissions Meeting
•October 23, 2018 -City Council Meeting
•November 7, 2018 -City Manager Meetings with EPAC
•November 13, 2018 -City Council Meeting
•January 7, 2019 -EPAC Commission Meeting
•January 14, 2019 -Joint City Council and EPAC Study Session
CREATION OF EPAC
•Emergency Preparedness Advisory
Commission (EPAC)
•Approved Ordinance #07-1277 at
February 27, 2007 Council Meeting
•Approved Ordinance #07-1283 at June
26, 2007 Council meeting
EPAC DESCRIPTION FROM MUNICIPAL CODE
Hermosa Beach Municipal Code Section 2.38.040
a. Provide advice and make recommendations to the City Council relative to preparedness of the City
government and the City’s populace to respond swiftly and responsibly to emergencies in order to save life
and minimize loss of property.
b. Prepare for City Council approval an up-to-date emergency preparedness plan.
c. Keep abreast of federal and state laws, regulations and policies pertaining to emergency response.
d. Assist the City Council in promoting and communicating emergency preparedness to the community.
e. Assist in coordinating neighborhood volunteers for emergency response.
f. Assist in the preparation of grant applications for the purpose of enhancing, diversifying and expanding
sources of emergency preparedness revenues.
COMMISSION MEETING COMPOSITION
Meeting Attendees Agency Role
7 EPAC Commissioners Hermosa Beach Community
Members
Appointed by City Council to address the Roles and
Responsibilities of Chapter 2.38 of the City’s Municipal Code.
Watch Commander Hermosa Beach Police Department Provide Information pertaining to upcoming HBPD events and
activities.
Community Services Liaison Los Angeles County Fire
Department
Provide an overview of the responses and activities the department
has participated in and disseminate safety messages as needed.
Area G Disaster
Management Area
Coordinator
Area G Disaster Management Area Provide an overview of the emergency preparedness activities
happening throughout Area G and Los Angeles County.
Staff Liaison -Emergency
Services Coordinator (ESC)
Hermosa Beach City Managers
Office
Prepares the materials for the commission meetings, facilitates the
commission meetings, conducts the necessary follow up resulting
from the meetings and coordinates between city departments and
the commission.
Meetings 2007 –2010 1st Monday of Every
Month at 7 p.m. in Council
Chambers
July 2010 –Present 1st Monday of every odd month (6 meetings
per year) at 7 p.m. in Council Chambers
EPAC GOALS & ACCOMPLISHMENTS
Emergency Readiness
•Community Emergency Preparedness Assessment –2008, 2009, 2011, 2012
Awareness Campaign
•Emergency Preparedness Packets, 2010
•Research: Tsunami Siren & Signage, 2008
•Presentations
•Shakeout: EPAC 2008 –2013, ESC Managed 2016 –managed
•Tip of the Month: EPAC managed 2008 –present
•My 10 preparedness workshop
•May Your Neighborhood presented to 200 residents. School Emergency Planning
•Assessment of School Preparedness, 2010
•HAM Radio Training, 2010
EPAC GOALS & ACCOMPLISHMENTS
Cooperative System –Chamber of Commerce & Business Community
•Volunteer City Radio Officer 2010
•EOC Completion & upgrades –2010 -2014
•Implemented & promotion of Code Red –2008 -2014
•Residential Plan Advertisement –2014
•Promotion of Nixle -2014
Ongoing Volunteer Organization Plan
•HB Disaster Service Worker Volunteer Swear In -2011
•Volunteer Registration Day –2011
•HBARA organized
•Neighborhood Watch Presentations –2011
•May Your Neighborhood presented to 200 residents.
EPAC GOALS & ACCOMPLISHMENTS
Comprehensive Communication Program
•Business Alliance created –2008
•Discussion: Hotels & PPE –2009
•Business Survey with Chamber –2010
•Beach Cities Business Watch program –2011
•Business Plan Advertisement -2014
Other Accomplishments
•Automatic External Defibrillator Procurement & Installation
•Micro-grid Grant for senior disaster kits 2008
•Red Cross Shelter Sites established: 2009
•Emergency Preparedness Board Games: 2008
2018 EPAC GOALS
Tsunami Siren
Implement a community –wide
notification system including a
tsunami siren.
Education Campaign
Launch a community
education campaign
incorporating Map Your
Neighborhood, Neighborhood
Watch, CERT, Shelters, and
Special Populations
Business Preparedness
Program
Develop and Implement a business
preparedness program.
EPAC AND EMERGENCY SERVICES COORDINATOR DUTIES & RESPONSIBILITIES
Hermosa Beach Municipal Code –Chapter 2.38 Emergency Services Coordinator Job Description
A. Provide advice and make recommendations to the City
Council relative to preparedness of the City government and the
City’s populace to respond swiftly and responsibly to
emergencies in order to save life and minimize loss of property
Coordinate emergency preparedness activities provided in the
City emergency plan, and in accordance with the Standardized
Emergency Management System. Develop procedures and a
training program for City employees, volunteers and the
community in emergency preparedness, response and recovery.
Conduct training sessions and exercises in emergency
preparedness, response and a recovery. Prepare
recommendations and implement procedures and methods.
Respond to and coordinate with appropriate agencies any hazard
or disaster situations in the City.
B. Prepare for City Council approval of an up-to-date emergency
preparedness plan.
Prepare, develop, and update City emergency operations, hazard
mitigation, emergency action and other plans.
EPAC AND EMERGENCY SERVICES COORDINATOR DUTIES & RESPONSIBILITIES
Hermosa Beach Municipal Code –Chapter
2.38
Emergency Services Coordinator Job Description
C. Keep abreast of federal and state laws, regulations
and policies pertaining to emergency response.
Serve as a liaison between the City, the Federal Emergency Management Agency (FEMA0, the State
Office of Emergency Services (Cal OES), Los Angeles County Office of Emergency Services (OES),
Area G Disaster Management Area Coordinator (DMAC) and the community. Administer and submit
all City related disaster claims for relief and reimbursement to the Cal OES, and FEMA, in compliance
with applicable laws and regulation as a result of disaster declarations affecting the City; maintain
thorough and complete records of reports and reimbursements. Coordinate and facilitate the proper
and accurate documentation of all necessary records and reports pertaining's to any EOC activation
in compliance with OES/FEMA public assistance programs, including all city departments involved in
the activation and subsequent recovery operations.
D. Assist the City Council in promoting and
communicating emergency preparedness to the
community.
Prepare and disseminate program publicity, press releases, newsletter, etc. Provide information to
and consult with the public. Coordinate, organize and conduct community meetings to discuss
disaster preparedness techniques and solicit participation by volunteers.
E. Assist in coordinating neighborhood volunteers for
emergency response.
Manage the City’s emergency management volunteer programs (e.g. Hermosa Beach Disaster
Service Workers and Hermosa Beach CERT)
F. Assist in the preparation of grant applications for the
purpose of enhancing, diversifying and expanding
sources of emergency preparedness revenues.
Assist in preparation of the emergency management budget. Coordinate grant funding.
•Federal –NIMS,
Stafford Act, National
Response Framework,
etc.
•State –SEMS, Disaster
Service Worker
program, California
Disaster Services Act,
AB2140, SB 821 & 833,
etc.
•Local –HBMC 2.56.040
DISASTER RESPONSE REQUIREMENTS
HBMC 2.56.040 DISASTER COUNCIL ROLES & RESPONSIBILITIES
[
Table 6: Section 2.56.040 Disaster Council Roles and Responsibilities
A. It shall be the duty of the Hermosa Beach disaster council to oversee the preparedness of city
departments, ensuring unity of purpose. This includes preparation and approval of plans,
training for employees for preparedness and disaster-related functions and other
preparedness activities.
B. The disaster council is empowered to review and recommend for adoption by the city council
emergency and mutual aid plans and agreements and such ordinance and resolutions and
rules and regulations as are necessary to implement such plans and agreements.
C. The director of emergency services shall advise the disaster council with regard to the
preparation and maintenance of the plan in whole or in part at times of local emergency.
D. The director of emergency services shall advise the disaster council with regard to the
preparation and maintenance of the plan in whole or in part at times of local emergency.
E. The disaster council shall comply with the California Emergency Services Act and abide by the
California Disaster and Civil Defense Master Mutual Aid Agreement.
F. The disaster council shall formulate and maintain plans for use during emergency conditions,
including a written plan for activation of the department as a part of, and which is carried out
in its roles as, the city emergency response organization.
G. The disaster council shall ensure that department personnel are trained in emergency
management operations and that designated personnel participate in regular training and
emergency exercises.
H. The disaster council shall meet at least once per fiscal year upon call of the chairman or, in his
absence from the city or inability to call such a meeting, upon call of the vice-chairman.
DISASTER RESPONSE ROLES
VOLUNTEERS
HbCERT, VIP & Neighborhood Watch
Can be activated and utilized based on training
SCHOOL DISTRICT
Disaster Service Workers
Responsible for student safety during an
incident
PARTNER AGENCIES
Memorandum of Understanding (MOU)
Continue to explore additional partnerships
CITY COUNCIL
•Policy Decisions during a disaster
•Disaster Proclamation Ratification
CITY STAFF
•Disaster Service Workers: required
to report to duty
EPAC
NIMS/SEMS: No formal role
Can volunteer based on affiliation
to a volunteer program
AREA G COMMUNITY ENGAGEMENT
•Community Booths, Social
Media
•Coalitions
•City of Burbank
City Commissions
•City of Hermosa Beach
•City of Rancho Palos
Verdes
•City of Downey disbanded
its Emergency
Preparedness Committee
Other Engagement opportunities
HB COMMISSIONS & ADVISORY BODIES
Appointed Boards/Commissions Working Groups
•PCH/Aviation Improvement Working Group
•Community Police Advisory Board
•Library Working Group
•Access Hermosa Working Group
•Board of Building Appeals (HBMC 15.24)
•Civil Service Board (HBMC 2.76)
•Public Works Commission (HBMC 2.80)
•Planning Commission (HBMC 2.32)
•Parks, Recreation & Community Resources Advisory Commission (HBMC 2.28)
•Emergency Preparedness Advisory Commission (HBMC 2.38)
Commission Item Review Categories:
1.Permits/Projects
2.Policies/Plans
3.Programs
Inclusion of:
•Access and Functional Needs
•Business section
•Faith-based
•Volunteer & Community organizations
•Schools
HB: Community Police Advisory Board & Fire Services Working Group
THE WHOLE COMMUNITY APPROACH
SUMMARY 03Emergency Preparedness Advisory Commission
•Review current Roles &
Responsibilities
•EPAC vs. Emergency Services
Coordinator roles
•Community Engagement
•Whole Community Approach
•Emergency management
regulations
SUMMARY
[
Brandy Villanueva, Emergency Services Coordinator
310-318-0340
bvillanueva@hermosabch.org
THANK YOU!
City Council and EPAC Adjourned Meeting Agenda January 14, 2019
6:00 P.M. – STUDY SESSION
CALL TO ORDER I call to order the January 14th Joint City Council and EPAC Study Session.
PLEDGE OF ALLEGIANCE Will _____________ please lead us in the pledge of allegiance?
CITY COUNCIL AND EPAC ROLL CALL City Council roll call please.
EPAC roll call please.
ANNOUNCEMENTS Do any of my colleagues or any of the Commissioners have announcements?
Wed, Jan. 16th from 6:30-8pm: A FREE Families Connected Speaker Series event
brings several leading experts, including Coach Adam Krikorian, on the topic of
grit, resilience and a growth mindset. Learn how we can teach our children to be
resilient to both small and large setbacks and help them develop grit. All South
Bay parents and their school-aged children are welcome to attend at Redondo
Union High School Auditorium, 1 Sea Hawk Way, Redondo Beach. To reserve a
spot, register at: https://www.southbayfamiliesconnected.org/events/grit
APPROVAL OF AGENDA
PUBLIC COMMENT
Although the City Council values your comments, the Brown Act generally prohibits the
Council from taking action on any matter not listed on the posted agenda as a business
item. Comments from the public are limited to three minutes per speaker.
1. REPORT
19-0010 DISCUSSION REGARDING THE ROLE OF THE EMERGENCY
PREPAREDNESS ADVISORY COMMISSION (EPAC)
(City Manager Suja Lowenthal)
Recommendation:Staff recommends that the City Council:
1. Discuss the current and future role of the Emergency Preparedness Advisory
Commission; and
2. Provide staff direction to develop recommendations regarding the future roles and
responsibilities of the commission.
Attachments: 1. March 13, 2018 City Council Discussion - Item 7a 2. Hermosa Beach Ordinance 07-1277 Establishing EPAC
3. Municipal Code Chapter 2.38 Emergency Preparedness Advisory
City Council and EPAC Adjourned Meeting Agenda January 14, 2019
Commission
4. Hermosa Beach Ordinance 07-1283 EPAC/Increase Members 5. EPAC July 19, 2010 Discussion regarding meeting schedule 6. EPAC November 5, 2007 Goals and Objectives approval 7. EPAC Janaury 8, 2018 Goals and Objectives 8. Emergency Management Coordinator Job Description 9. Hermosa Beach Municipal Code Chapter 2.56 Emergency Services
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11. City of Downey, Emergency Preparedness Committee disband
memo
12. FEMA National Preparedness Goal 13. July 20, 2017 Joint City Council and EPAC meeting (audio only)
14. EPAC May 1, 2017 meeting regarding the disbanding of the
commission
15. SUPPLEMENTAL eComment from Suz Moore (submitted 1-13-19 at
3pm)pdf.pdf
16. SUPPLEMENTAL email from Al Benson (added 1-14-19 at
4pm)pdf.pdf
QUESTIONS/COMMENTS FROM EPAC
QUESTIONS/COMMENTS FROM CITY COUNCIL
PUBLIC COMMENT
Although the City Council values your comments, the Brown Act generally prohibits the
Council from taking action on any matter not listed on the posted agenda as a business
item. Comments from the public are limited to three minutes per speaker.
ADJOURNMENT The next Regular Council Meeting will be Tuesday, January 22nd with Closed
Session at 6pm followed by the Regular meeting at 7pm in the Council
Chambers.
The next Regular EPAC meeting will be Monday, March 4, 2019 at 7pm in the
Council Chambers.