CITY OF SUNNYVALE
City Council Study Session Summary
DPS Standardized Emergency Management &
Homeland Security Grants Training
June 15, 2004 - 5:30 PMWest Conference Room

The City Council met in study session at City Hall in the West Conference Room, 456 West Olive Avenue, Sunnyvale, California on April 6, 2004 at 5:30 p.m., with Mayor John Howe presiding.

Council Memebers Present:

Mayor John Howe
Vice Mayor Dean Chu
Council Member Otto Lee
Council Member Melinda Hamilton
Council Member Julia Miller
Council Member Ron Swegles

Call to Order: 5:40 PM

Amy Chan, City Manager
Valerie Armento, City Attorney
Bob Bradshaw, Acting Director of Public Safety
Mark Stivers, Public Safety Captain
Craig Farley, Public Safety Lieutenant
William Bielinski, Public Safety Administrative Assistant
Cherel Sampson, Public Safety Emergency Planner
Marvin Rose, Director of Public Works

Harriett Rowe
Jack Rowe

No public comment was presented.

Study Session Summary:

I. What is the purpose of the Standardized Emergency Management System?

Lieutenant Craig Farley opened the presentation with an overview of the Standardized Emergency System (SEMS) and emphasized the importance of the City using this system when responding to multi-agency/multi-jurisdiction emergencies. He explained why SEMS was developed and how the regulations improve the coordination of State and local emergency efforts within California. Currently, this system is unique to California however, the federal government has used some components of SEMS as a model to develop National Incident Management System (NIMS).

This presentation was followed by a discussion on the Homeland Security Grant process. This year (2004), the federal government allocated State $181M dollars, of that amount Santa Clara County received $6M. The guidelines specified that the monies must be divided among three programs: 1) State Homeland Security Program, 2) Law Enforcement Terrorism Prevention Program and 3) Citizens Corp Council. Just like previous years, cities were asked to submit requests for equipment and training to the Approval Authority, which represents Santa Clara County. This body encompasses the Santa Clara County Sheriff, County Fire Chief, Local Police Chief, Local Fire Chief and the Health Department Director. The Approval Authority ranks the requests based on grant guidance and need.

Copies of the presentation materials are available on file in the office of the City Clerk.

II. What should local government comply with the SEMS regulations?

The law states that local government must use SEMS in order to be eligible for state funding of response related personnel costs occurring in response to a declared State of Emergency. In 1989, the City spent appropriately a quarter of million dollars in response to the Loma Prieta Earthquake. The City was eligible for appropriately $200,000, and actually received $197,000 from the State and Federal governments assistance programs. The City will risk the loss of state assistance funding if we do not to comply with the regulations.

Additionally, SEMS is based on proven organization principles and concepts developed by Firescope that have been in use in California for a number of years. It provides the umbrella under which local and state response agencies may function together effectively in an integrated fashion.

Lieutenant Craig Farley explained that SEMS provides for five organizational response levels, activated as needed to for an effective emergency response to multi-agency and multi-jurisdiction emergencies. The levels of response are:

1. Field
2. Local Government
3. Operational Area
4. Region
5. State

Beginning with at the Field level and up to the State, as each entity becomes overwhelmed or the resource is unavailable, the ascending entity will attempt fulfill the request.

IV. How will the City incorporate SEMS into its overall emergency response system?

Lt Craig Farley explained that in order to comply with the regulations the City uses five essential management functions adopted from the Incident Command System. These functions,(Management, Operations, Planning, Logistics and Finance) applicable to any emergency, are designed to avoid redundancy and inconsistent application of procedures and protocols. The activation of each function at the field level is driven by the incident. The activation of each function in the Emergency Operations Center is driven by field’s need of support.

V. When should SEMS be used?

Lieutenant Craig Farley said that the law stipulates that all State agencies must use SEMS when responding to emergencies involving multiple jurisdictions and agencies. Local government, on the other hand, is encouraged to use SEMS when responding to emergencies involving multiple jurisdictions/agencies in order to be eligible for state funding.

VI. What is the City Council’s role during an activation of the Emergency Operations Center?Lt Craig Farley closed by saying that the council’s role is to: 1) ratify the local emergency within 7 days. 2) review the declaration of a local emergency every fourteen days until the local emergency is terminated. 3) reassure the public by maintaining communications with your constituents by participating coordinated media related events. 4) serve as a liaison to visiting State and Federal representatives and dignitaries.

VII. Council discussion

The meeting was opened for discussion.

The Council asked if the City Manager briefed the council during an activation of the Emergency Operations Center?

Using SEMS structure this responsibility lies with the Council Advisor. City Manager, Amy Chan explained that the City Council would be invited to either the Director of Public Safety’s office or DPS Conference Room 1090 where the Council Advisor would conduct the briefings. Coryn Campbell, Peter Bassett or Chuck Schwabe will keep you informed if you are on site.

Council asked if the City of Sunnyvale, like the City of Palo Alto has a standby council. City Manager, Amy Chan said no, Sunnyvale does not have a standby council.

Council asked if the staff used colored coded vests during Emergency Operations Center activation. Yes, staff does wear colored coded vest during an Emergency Operations Center activation.

Council asked if the City has identified threat areas within the City. Lieutenant Craig Farley, said that the State has developed a list and the City has developed an internal list that is not for public release. This list is evaluated on a regular basis.

Council asked if there is a budget for replenishing the ARKs?

Captain Mark Stivers stated in the near future we will be re-evaluating the ARK plan. Currently, there is no budget to replenish the sea-cargo containers or the supplies stored within the containers. Further, there we plan to look at the locations of each ARK, and if necessary add other containers to other locations.

Homeland Security Grants

Discussion ensued about how the allocation of funds are distributed.

Council asked who can we lobby to receive funding? City Manager, Amy Chan, said the City should be cautious about lobby. The formula for distribution of funds was set 3 years ago and has not changed. Although the City did not receive funds directly, the funds are used for regional emergency response programs that the City has access to. If monies are not spent, the Approval Authority will reallocate the funds based on prior request.

Council mentioned that there is discussion on changing the allocating of funds from a per capita base to a threat base approach.

Council also asked if there are matching funds to cover the cost of the grants. Matching funds are not required for the Homeland Security grants.

There is another source of funds for regional response planning that is called the Urban Area Security Initiative. San Jose have received $9M dollars, which Sunnyvale will participate in the planning process.

None

Respectfully submitted,
Cherel Sampson, Public Safety CSO/Emergency Planner