HomeMy WebLinkAbout2001-01-16 City Council (12)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: FIRE DEPARTMENT
DATE:JANUARY 16, 2001 CMR: 108:01
SUBJECT:WINTER PREPAREDNESS PLAN
This is a status report and no Council action is required.
BACKGROUND
In 1998, staff recommended and Council approved a complete revision of the City’s
Emergency Management Plan. In December of 1999, the City Manager, appointed a 10-
member Blue Ribbon Task Force (BRTF) to review, further develop, and make
recommendations regarding the City’s Emergency Management Plan. The Blue Ribbon Task
Force was established with a mission of receiving input directly from community members
regarding the City’s Emergency Management Plan relating to the non-infrastructure issues
of preparedness, emergency response, and community self-help. The goal is to compliment
other efforts, locally and regionally, to address disaster response and mitigation in Palo Alto.
The plan outlines the City’s response to potential emergencies and describes the resources
and programs to be put in place to implement the elements of the Emergency Management
Plan. Potential emergencies addressed by the plan include floods, wildland fires, hazardous
materials incidents, earthquakes, and civil unrest.
The BRTF was selected from a group of community volunteers to provide expertise and
community inputto City staff to improve the City’s response to natural or human caused
disasters with a specific emphasis on addressing issues from a community perspective. The
BRTF met on a monthly basis for one year and completed the first addendum to the
Emergency Management Plan that addresses "Winter Preparedness."
The Blue Ribbon Task Force is comprised of the following community members:
Member
Mary Carey Schaefer, Chair
Art Bayce, Vice Chair
Warren Beer
Representing
Crescent Park Neighborhood Association
At-large
Palo Alto Central Homeowners’ Association
CMR: 108:01 Page 1 of 8
Larry Hassett
Isabela Huin
Inge Harding-Barlow
Walter Loewenstein
Doris Petersen
Lori Shapiro
Joe A: Villareal
Palo Alto Chamber of Commerce
At-large
At-large ’
Duveneck/St. Francis Neighborhood Association
Duveneck/St. Francis Neighborhood Association
Midtown Residents’ Association
At-large
DISCUSSION
The BRTF has met monthly for one year. During that time it reviewed the Emergency
Management Plan and conducted interviews with City staff fi’om the Fire, Public Works, and
Administrative Services (Information Technology) Departments, as well as the City
Attorney. The BRTF held one special meeting to listen to members of the community with
special needs and concerns about self-help during disasters. It reviewed the technology
improvements in the Emergency Operations Center, evaluated the current civil defense siren
system, tested the Teleminder community alerting system, and reviewed other technologies.
More than half of the BRTF members have undergone the 24-hour Palo Alto Neighborhood
Disaster Activities (PANDA) training which is designed to help residents and small business
owners be prepared to help themselves and their neighbors during the first 24 hours
following a disaster.
After completing the review of the plan, fact-finding, and research, the BRTF developed
recommendations to the City Manager in the form of a Winter Preparedness addendum to the
Emergency Management Plan. City staff, along, with BRTF members, has presented the
Winter Preparedness Plan Addendum at three public meetings to receive additional
community feedback.
The City Manager has approved the recommendations of the BRTF and staff has nearly
completed implementation of all the "before the event" action items. Coordination meetings
have occurred. The Teleminder community alerting system has been upgraded and tested.
The sandbag machine has been purchased and used by volunteers to stock sandbag locations.
Lighting has been added to the sandbag filling stations. Over 80 community volunteers have
registered, been trained through the Palo Alto Neighborhood Disaster Activities (PANDA)
program, and have been sworn-in as disaster service workers. And over 90 percent of city
employees have attended training on the Standardized Emergency Management System
(SEMS). The online registration for volunteers and special needs population is currently in
the testing and implementation phase, however, manual registration is available through the
Fire Department Office of Emergency Services.
CMR: 108:01 Page 2 of 9
RESOURCE IMPACT
Funds for the implementation of"before the event", items of the Winter Preparedness Plan
are contained in existing operating budgets or approved Capital Improvement Projects. The
severity and nature of the emergency would determine resource requirements for the "during
and after the event" elements of the Plan.
ATTACHMENT
Attachment 1: Addendum to the Emergency Plan, Winter Preparedness
PREPARED BY: Ruben Grijalva, Fire Chief
DEPARTMENT HEAD REVIEW:
Fire
CITY MANAGER APPROVAL:
HARRISON
Assistant City Manager
CMR: 108:01 Page 3 of 9
Attachment 1
CITY OF PALO ALTO
Addendum to the Emergency Plan
Winter Preparedness
Before an event
¯Conduct regular meetings of the City’s emergency planning committee to identify needs
and facilitate communication among Public Works, Utilities, Fire, Police and other
departments.
¯Create and maintain a database of response volunteers. Make registration available via
thc Wcbsite.
¯Create and maintain a means of linking volunteer response persons with persons with
disabilities.
¯Participate in regional workshops to stay current on the storm seasons’ potential.
Coordinate with the Palo Alto Unified School District, American Red Cross, Santa Clara
Valley Water District and Office of Emergency Services from Santa Clara County and
contiguous agencies (San Mateo County, Menlo Park, East Palo Alto, Mt. View,
Stanford, and Los Altos)~
Coordinate emergency activities with neighborhood groups, local businesses, and
Stanford University and Research Park businesses.
Send fliers in the October utility bills and/or issue press releases to provide the public
with tips and contacts to help them prepare for the storms.
Keep current: Emergency Website, Cable Television Channel 16, radio information,
(include creek monitoring info on television).
Public Works and Santa Clara Valley Water District shall clear creeks and storm drains
by October to prevent stream clogging.
¯Purchase automatic sandbagger by November 1. Evaluate adequacy of one sandbagging
machine.
CMR: 108:01 Page 4 of 9
¯Sandbag stations are to be stocked and,hove seasonal lighting and access by November
1.
¯Verify emergency callback staffing plans prior to October 1.
¯Maintain Graphic Information System (GIS) and EOC maps that reflect special problem
areas during flooding as well as maps with current elevation, information.
¯Provide training to educate the public to help themselves and their neighbors during the
first 72 hours following a disaster as per Emergency Management Plan.
¯Provide ongoing internal training for city employees on the Standardized Emergency
Management System (SEMS) and evacuation procedures.
¯Test community alerting emergency notification system quarterly.
¯Inventory equipment/supplies prior to October 1.
¯Monitor weather station in Foothills Park and stream gauges in San l:rancisquito,
Matadero and Adobe Creeks.
¯Provide a 24-hour purchasing and requisition, system to promptly secure needed
emergency supplies and materials.
¯Inform residents and businesses of the flood notification plan and provide a variety of
important preparedness tips. Develop a flood information poster and deliver door-to-door
in the flood zone areas.
During an event
¯Establish Mission Objectives. General mission is to ensure public safety and prevent the
loss of life, to keep the public and Council informed, and to provide for the continuity of
City services to the extent possible. Secondary mission, to provide residents and
businesses with recovery assistance when emergency conditions subside.
¯Respond to emergency calls for service.
¯Identify vehicle evacuation area. Disseminate this information to residents to prevent
damage t,o cars.
CMR: 108:01 Page 5 of 9
¯Request Mutual Aid and/or volunteers, as necessary.
¯Monitor weather forecasts.
¯Employ procedure to notify residents of a flood threat via community alerting system and
radio broadcasts at trigger points of creek capacity. For notification, use fire and police
sirens, emergency vehicle public address systems, city cars, and bullhorns.
Implement a contingency plan to route a potentially high volume of phone calls in the
event of further flooding. Use a bank of phones and computers where non-emergency
calls would be received from 9-1-1 and Communications Dispatch lines. Ensure prompt
response to requests for information while not overburdening emergency lines, needed for
life-threatening situations.
¯Restock the sandbag stations.
¯Patrol neighborhoods.
¯Provide evacuation notification and assistance.
¯Provide security in the evacuated areas.
¯ ¯ Establish shelter assistance with City staff/volunteers (as needed).
¯Maintain road safety.
¯Coordination with other jurisdictions.
Provide current emergency information to the media and the public ’ through a variety of
channels including: press releases, community meetings, City website, Channel 16 scroll,
a 24 hour phone line, public announcements in the Palo Alto Weekly/Daily and at the
City Libraries, and reports to the City Council. Also if possible, provide flood
informational handouts to affected residences.
¯Check storm drains and pumps to ensure that they are functioning properly.
¯Provide barricades and signs to divert traffic from inaccessible and unsafe areas.
¯Close roadways where unsafe.
CMR: 108:01 Page 6 of 9
¯Request Mutual Aid and!or volunteers, as necessary.
¯Monitor weather forecasts.
Employ procedure to notify residents of a flood threat via community alerting system and
radio broadcasts at trigger points of creek capacity. For notification, use fire and police
sirens, emergency vehicle public address systems, city cars, and bullhorns.
Implement a contingency plan to route a potentially high volume of phone calls in the
event of further flooding. Use a bank of phones and computers where non-emergency
calls wou i d be received from 9-1-1 and Communications Dispatch lines. Ensure prompt
.response to requests for information while not overburdening emergency lines needed for
li fe-thrcatcning situations.
¯Restock thc sandbag stations.
¯Patrol neighborhoods.
¯Provide c\’acuation notification and assistance.
¯Provide security in the evacuated areas.
¯Establish shelter assistance with City staff/volunteers (as needed).
¯Maintain road safety.
¯Coordination with other jurisdictions.
Provide current emergency information to the media and the public through a variety of
channels including: press releases, community meetings, City website, Channel 16 scroll,
a 24 hour phone line, public announcements in the Palo Alto Weekly/Daily and at the
City Libraries, and. reports to the City Council. Also if possible, provide flood
informational handouts to affected residences.
¯Check storm drains and pumps to ensure that they are functioning properly.
¯Provide barricades and signs to divert traffic from inaccessible and unsafe areas.
¯Close roadways where unsafe.
CMR: 108:01 Page 6 of 9
¯Identify and publicize safe routes into the City.
¯Coordinate with the Palo Alto Unified School District on flood conditions and determine
school closure status.
¯Provide mutual aid to other cities and jurisdictions as requested in the event resources are
adequate.
¯Maintain open lines of communication with .the Santa Clara Valley Water District,
Stanford University, Santa Clara County Office of Emergency Services, American Red
Cross, East Palo Alto, Menlo Park, San Mateo County, California Utilities Emergency
Association, State OES, and any other appropriate or threatened entity.
¯Provide updated information, twice-a:day, to employees through the City’s emergency
planning committee briefing sessions; calls and faxes to City Council Members; and e-
mails to all City staff.
After an event
¯Determine the need to update this emergency plan addendum to outline the City’s future
response to floods and other emergencies and describe the resources and programs that
will be put in place to implement various elements of the Emergency Management Plan.
¯Coordinate post-incident debriefings and counseling.
¯Deliver door-to-door information notifying residents about the flood.
¯Make available, through a variety of mediums, recov.ery and non-emergency assistance
to flooded households, e.g., the Red Cross book "Repairing Your Flooded Home".
¯Send clean-up Crews into neighborhoods to clear roadways and sidewalks and haul away
mud and debris from flooded areas.
¯Recommend City Council approve:
1.Free debris bins in accessible locations.
2.Reimburse residents who rent their own debris bins from the Palo Alto
Sanitation Company (PASCO).
3. Temporary suspension of disposal fees at the City landfill.
CMR: 108:01 Page 7 of 5I
¯Identify and publicize safe routes into the City.
¯Coordinate with the Palo Alto Unified School District on flood conditions and determine
school closure status.
¯Provide mutual aid to other cities and jurisdictions as requested in the event resources are
adequate.
Maintain open lines of communication with the Santa Clara Valley Water District,
Stanford University, Santa Clara County Office of Emergency Services, American Red
Cross, East Palo Alto, Menlo Park, San Mateo County, California Utilities Emergency
Association, State OES, and any other appropriate or threatened entity.
Provide updated information, twice-a-day, to employees through the City’s emergency
planning committee briefing sessions; calls and faxes to City Council Members; and e-
mails to all City staff.
After an event
Determine the need to update this emergency plan addendum to outline the City’s future
response to floods and other emergencies and describe the resources and programs that
.will be put in place to implement various elements of the Emergency Management Plan.
¯Coordinate post-incident debriefings and counseling.
¯Deliver door-to-door information notifying residents about the flood.
Make available, through a variety of mediums, recovery and non-emergency assistance
to flooded households, e.g., the Red Cross book "Repairing Your Flooded Home".
Send clean-up crews into neighborhoods to clear roadways and sidewalks and haul away
mud and debris from flooded areas.
¯Recommend City Council approve:
1.Free debris bins in accessible locations.
2.Reimburse residents who rent their own debris bins from the Palo Alto
Sanitation Company (PASCO).
3. Temporary suspension of disposal fees at the City landfill.
CMR: 108:01 Page 7 of 9
4.Temporary suspension of building permit fees for storm related repairs.
5.A process for residents to receive a credit on their utility bill if they
increased their use of electricity, gas and water due to flood-related clean-
up and repair.
6.Elimination of fees for non-occupied buildings due to flood issues for
services that cannot be discontinued, e.g., garbage pick-up.
¯Fire Department to provide around-the-clock emergency pumping of water from
basements and critical business locations. Priority given to health & safety issues.
¯Public Works Department to assess road conditions and identify areas needing emergency
repairs.
¯Building Inspection Division to assess homes for flood damage and simplify the building
permit process for damaged homes.
The City Council to meet with Palo Alto’s Federal and State legislators and asked them
to assist Palo Alto residents in their actions with the Federal Emergency Management
Agency (FEMA) and other Federal and State disaster relief organizations.
¯Schedule outreach meetings for disaster recovery.
¯The City to provide space for the Small Business Association (SBA)to meet with
residents/businesses at a convenient location/s.
¯Hire consultants to help residents with the Federal flood-assistance application process,
if necessary.
¯City staff to coordinate and/or participate in a variety of meetings with the public to
disseminate information and hear people’s comments and concerns about flooding.
¯Establish a 24-hour phone line for residents to ask questions and request assistance or
leave messages for response during business hours.
¯Provide battery-operated AM/FM radios to residents who need them.
¯Provide press releases to the newspapers regularly and post to the City’s website.
¯Develop an after action report, with community input.
¯City Manager to give regular recovery progress updates at City Council meetings.
CMR: 108:01 Page 8 of 8