4/28/2023 MEETING MINUTES
Scioto County
Emergency Planning Committee
MEETING NOTICE
Friday, April 28, 2023
12:30 PM
Conference Room
Scioto County Department of Job & Family Services
710 Court Street – Portsmouth, Ohio
AGENDA
I. Approval of January 27, 2023, Meeting Minutes
II. Financial Report
III. Items of Business
a. LEPC Exercise After-Action Discussion
IV. Updates
V. Adjournment
*Next meeting will be July 28, 2023, at 12:30 PM.
SCIOTO COUNTY EMERGENCY PLANNING COMMITTEE
MEETING MINUTES
LEPC Meeting – April 28, 2023
The meeting was called to order at 12:30 PM in the conference room of Scioto County Job & Family Services. A quorum was established.
Present:
Amber Dean (Virtually)
Jim Delabar
Chris Kemper
George Moore
Tammy Morton
Lorie Mount
Cathy Mullins (Virtually)
Larry Mullins
James Parsley
Jake Schuldt
Dan Simco
Bethany Wilson
Absent:
Debby Brewer, Justin Clark, Blaine Duduit, David Dunlap, Roy Grimmett, David Hall, Darrell Keller, Bob Long, Aaron Montgomery, Sandy Mers, Julian Somers, Chris Niziol, Jane Jarrells, Joe VanDeusen,
Paul A.J. Foit, Paul Sheets, Dr. Darren Adams, Dr. Brian Barhorst, Dr. Jason Cheatham, Doug Buckle, Todd Childers, Carl Compton, Chris Davis, Zack Germann, Elmer Gregory, Scott Holstein, Darren LeBrun, Jannai Napier, James Neal, Nathan Prosch, Shanna Shank, Steve Hamilton, Sue Shultz, Chris Smith, Sam Sutherland, Jack Tackett, Chad Wamsley, Lynn Wilber, Scott Williams, Woody Woodford, Dr. Martin, Brian Howell, Bill Raison, Kim Carver,
Excused: Brody Davis, Chip Maillet, Barb Setser, and Jon Peters,
Guest: Dan Evans (ATILIVA CAP Member) and Dale Egbert (Shawnee State Forest Manager)
Approval of Minutes:
· Motion: Approve minutes from January 27, 2023, meeting - made by Dan Simco.
· Motion: Seconded by Chris Kemper.
· Vote: Unanimous approval
· Resolved: Minutes from 27 January meeting approved without modification.
Reports:
· Financial Report given by Information & Emergency Response Coordinator Larry Mullins.
· Motion: Approve financial report - made by George Moore.
· Motion: Seconded by Tammy Moore.
· Vote: Unanimous approval
· Resolved: Financial report was approved without modification.
Business:
LEPC Exercise After-Action Discussion: Mr. Mullins told the group that he had hoped that Brody Davis from Ohio EMA could be there with the final report for our April 15th LEPC exercise, but he has a lot on his plate right now and could not make it. Mr. Mullins told the group that the Scioto LEPC exercise passed, and a letter of concurrence had been sent to the SERC.
Mr. Mullins told the group that their full-scale exercise was one of the most ambitious in many years for the Scioto LEPC. He said that there were a lot of moving parts to the exercise having three venues, spread out over a large area, involving nearly 60 people. Mr. Mullins added that a lot of time, effort, and money went into the planning and execution of the exercise.
Mr. Mullins then thanked the exercise planning committee for all their hard work including Green Township Fire Chief George Moore, Bethany Wilson of SOMC, Amber Dean & Roy Grimmett from the Red Cross, Trevor Irwin from Ohio EPA, Union Township Fire Chief Brian Howell, and our advisor Brody Davis from Ohio EMA. Mr. Mullins added that there was great participation from our partners, players, and actors.
Mr. Mullins said that special thanks went to Sheriff Thoroughman and his deputies and dispatchers, Lt. Schuldt and Sergeant Stuart from the OSP, David Alexander from Veolia, Barry Gampp from ODOT, Chris Kemper and all the ham operators from Scioto ARES, Major Dan Simco from the Salvations Army, Justin Clark, and Bethany Wilson from SOMC, Barb Setser and Rick Potts from ASC, Roy Grimmett and his volunteers from the Red Cross, and Chief Howell and his fire department and Squad 10 members.
Mr. Mullins told the group that the going above and beyond the call of duty aware went to Jim Delabar for acting as the scribe at the EOC.
Mr. Mullins continued saying he felt the exercise had excellent controllers, evaluators, and facilitators.
Mr. Mullins also said thanks to our partners that hosted the exercise sites including SOMC and Union Township. Without their help we could not have had the exercise.
Mr. Mullins added that while the exercise was not perfect it was a good opportunity to learn what needs to be addressed going forward for the LEPC.
Mr. Mullins added that he had begun to address some of those needs including reaching out to ODNR Scioto County Wildlife Officer Tyler Fields and inviting him to join the LEPC. ODNR for many years was very active in the LEPC and being part of the EOC. Mr. Mullins also added that he was glad to see Dale Egbert, Manager of Shawnee State Forest at the meeting. Mr. Mullins told the group that in the past ODNR had been a very active member of the LEPC and helped Scioto EMA with exercises and emergency response for many years.
Mr. Mullins continued telling the group that he had addressed the need for a Public Information Officer that can help during emergencies and exercises. Mr. Mullins said that he had asked Cathy Mullins to fill that role. Cathy has an MBA and bachelor’s degree in communications from Ohio University. Mr. Mullins added that Cathy also has many years’ experience in broadcast news, and was the PIO for the Portsmouth City Health Department during the pandemic. Mr. Mullins said that the Commissioners approved her appointment to the LEPC at their meeting yesterday.
Mr. Mullins also said that he would also like to thank the leadership of the Ohio Valley Firefighters Association including Joe Rawlins and Paul Conley who met with him earlier in week to craft a message that was sent out to their membership recruiting personnel to be added to the call-out roster for the EOC. Mr. Mullins added that was actually how Mr. Egbert had heard about the meeting. Mr. Mullins also added that they had a couple of people volunteer to be added to the EOC callout sheet. He also added that he thought it was good to have people that know how the incident command system works and have experience responding to emergency calls.
At that point Mr. Mullins asked Lorie Mount from Ohio EMA to share her thoughts concerning the exercise. Ms. Mount told the group that she thought it was great that Cathy had volunteered to be the PIO. Ms. Mount added as you (Mr. Mullins) noted there were a few glitches here and there. Ms. Mount continued; it was pretty obvious that once we got started that there were too many roles for you (Mr. Mullins) to take on as one person. Ms. Mount added that even though we were busy with the exercise if we actually had something going on we would be twice as busy, so it’s nice that you will have someone to feel that role (PIO). Ms. Mount continued; especially when you have to take the time to monitor social media for rumor control. Ms. Mount said that everyone in this room is very aware of how easily rumors get out there when you are looking at Facebook, Twitter, and all the ways that people can spread information that we have now through technology. Ms. Mount told the group that it was good to see people stepping up and participating. She said she though it’s always impressive, especially for our part of the state, when you have a good mix of paid folks and a lot of volunteers. She added it is always good to see people commit to their communities, because we wouldn’t have anybody to fulfill these duties if it wasn’t for volunteers. Ms. Mount added that one of the difficult things about emergency management is that we are responsible for getting a lot of things accomplished but we really don’t have the authority to make those things happen. So we work on building those relationship in order to get things done. Ms. Mount added that you (the LEPC) have done a great job in relationship building here in the county. She continued; it says a lot about the response person and groups like the hospital, red cross, and everyone involved in the exercise that takes time out of their weekend and come do an exercise that benefits the community. Ms. Mount told the group that Brody would have the final report on the exercise done in a couple of weeks. She added that they actually have 60 days from the exercise to file the report, but they set their own goal to have it done within 30-days. Ms. Mount added that when he (Brody) goes to 17-county exercises and planning meetings he’s out of the office a good bit.
Mr. Mullins then asked George Moore, who acted as the control at the incident site, his thoughts on the exercise. Chief Moore told the group that the thing he enjoyed about the exercise was that we are allowing our rural fire departments to see a bigger picture of what can happen in our communities and make them think about a different world other than their tight knit world. George added I think (these exercises) have opened a lot of eyes in our rural departments to be thinking a little broader in their planning and what not. Chief Moore added that he hopes that we (LEPC) continue to involve those folks to learn. George told the group that it is a huge learning curve for many departments. Chief Moore added that Brody’s report will have some comments in it, and I hope that everybody will take those comments very positively saying these are some things that we need to take a look at and how can we improve. At that point Lorie added that a lot of people get worried about the report, but the comments will be a reflection of the things we discussed during the after action (hot wash) you’re not going to get that report and be surprised. There won’t be any shocking statements in there for anyone who participated. Chief Moore followed by saying that is how he judges how well the drill went by the comments at the hot wash or in other words how much did Brody talk. George continued if Brody doesn’t talk very long then the drill went well but if he had a lot of comments then there’s always a lot to learn. Mr. Mullins added that is the purpose of these exercises to learn something, and if you don’t learn something then you have a problem. Mr. Mullins added that he thought everything went well. Next Mr. Mullins asked Lt. Schuldt of the Ohio Highway Patrol to share his perspective on the exercise. Lt. Schuldt told the group that he though it (the drill) when well. Lt. Schuldt added as she said (Lorie) as you get into it you see some problems. Lt. Schuldt continued saying that social media was one area he noticed. Jake continued that as far as everyone works together, that’s the key element because in reality this is the easy part. If this happens in real life it’s going to be a mess. Lt. Schuldt continued that is one thing that you can count on and the only thing that is going to get us through is working together as a team. Jake continued in any exercise I have been involved with you can always say you need to touch up this or that, but when it’s real you have to have folks working together because it will be a complete mess. Lt. Schuldt continued when it’s real you have to have folks working together, communicating together, and have hard conversations in the moment and then move on. Lt. Schuldt continued that’s the big test, and you passed, things will happen, and you’ll work through it.” Mr. Mullins thanked Lt. Schuldt for his comments and then asked Major Simco of the Salvation Army to share his thoughts about the exercise. Major Simco told the group that this was his first experience of being part of an exercise at the EOC, he added he had been involved with many put on by the Salvation Army, so he told the group that the experience was a new prospective for him. He said that the exercise was quit educational for him watching the work being done from the command center. Major Simco added that he noticed that the tables were set up with placards of various players and that he noticed that there were a lot of players that were not there from some of the other vocations. Mr. Mullins said that when you set up an EOC there are certain emergency functions that are usually addressed, and we try to have a representative from each of those functions. Mr. Mullins told Major Simco we are not set up (in the EOC) with ESF’s (Emergency Support Functions) but with disciplines. Mr. Mullins told the group we had great representation from law enforcement, but there were a few people missing (in the EOC) but he added there was a lot going on that Saturday. Mr. Mullins said that Portsmouth had their citywide cleanup day. Mr. Mullins added that he had talked to Sam Sutherland and others from the city about working at the EOC, but they were all very involved in the cleanup. Ms. Mount added, a lot of time it will depend on the incident. She said obviously this was a hazmat incident, but for example if we had an active shooter, that could change the dynamics of what disciplines we would be heavy in at the EOC and on the scene. Ms. Mount added obvious that is going to be law enforcement driven incident, where this (the exercise) is a fire and hazmat driven, with your primary being hazmat. Ms. Mount continued, but with a health emergency (Covid) you are going to have a lot more health people, hospital people. Ms. Mount added, so sometimes those positions in there (in the EOC) will be heavier in certain disciplines, so not every incident may not have every seat filled. Ms. Mount continued for instance in a health incident we probably wouldn’t have ODNR in the EOC. Ms. Mount continued even with a hazmat incident we might not have ODNR unless the spill went into a creek or waterway. Ms. Mount added so it varies from incident to incident. Ms. Mount told the group that sometimes things you wouldn’t think about but during the C-Word (Covid) ODNR had a role in moving supplies and equipment around the state, so ODNR had a very vital role when we were working that (Pandemic). Ms. Mount added so it is dependent on the incident on what players you are going to have in there (in the EOC). Lt. Schuldt added that if this had involved downtown Portsmouth you would have seen a lot more city officials around the table. Lt. Schuldt added you would have definitely seen Chief Brewer and members of the Portsmouth Fire Department there if it involved the city. Major Simco thanked the group for clarifying. Mr. Mullins also added that a lot of people that normally sit in does seats (in the EOC) were actually part of the team that was pulling off the exercise, so we were missing a few people here and there too. Ms. Mount added that its harder to plan when you have a smaller jurisdiction, typically he (Larry) was in the EOC, he shouldn’t had anything to do with the planning, but there is only one Larry, we doesn’t have a Deputy Director, he doesn’t have any staff, which I’m confident that will be a recommendation that will come out in the After-Action. Ms. Mount added that most counties with this size population do have more than one emergency management staff. Ms. Mount added I know that a lot goes into to that such as budgets and other contributing factors. Ms. Mount added that it is a little unique for the size of population you have in this county to have only one emergency management staff. Mr. Mullins then asked Chris Kemper of Scioto ARES his prospective on the exercise. Chris told the group that they (ARES) were able to maintain communications during the exercise. He added, like the lieutenant said, during a real situation things are going to be a mess. Communications are not going to work they way you expect them too. Chris added that the reason we do the exercises is, so everybody knows what their responsibilities are and a little about what other people’s responsibilities are so when things happen you can come together and start eliminating problems. Chris added that sometimes it is easier to deal with a real problem than in an exercise. Chris told the group that sometimes it is confusing in an exercise of what is simulated and what is not simulated. Chris added that things tend to get into a routine quicker and the quicker that happens the better the outcome will be. Chris added that’s why we do the exercises. At that point Ms. Mount apologized for the confusion that was created when MARCS radio channel that was reserved in advance for the Scioto exercise was also assigned to Athens Police who were doing an exercise on the same day. Mr. Mullins added it worked out OK because we (Scioto) had an alternative means of communications. Next Bethany Wilson from SOMC commented on the hospital’s role in the exercise. Bethany told the group that for many of their Code Orange Team (Decon Team) they are new, and it was their first Code Orange Decon drill. Bethany said a few weeks before we pulled out the equipment, we didn’t come in completely blind the day of to see how everything is put together. Bethany continued, I think most of you know Angie Hodge, she has been with the hospital for a hundred years. She is amazing but she is retiring, I think this is her last week, but she has already told me that she will continue to volunteer her time to help any time we need, which is great and much appreciated, because she is such a valuable resource, she thinks of so many things because she has been this for a long time. Bethany added she (Angie) was such a huge encouragement and help and prompted us along if we weren’t for sure to being doing next. Bethany continued, for example when they arrived (the victims) we were not completely set up yet and so the patients were sitting in the ambulances and their fine but in a real-world emergency they would be hurting from their burns. Bethany continued, so Angie asked them if this really happened, and you didn’t have the Decon equipment set up what would you do? You would hose them down, take their clothes off, of course we had to simulate that, but she helped us think through all that. Bethany added it (the exercise) was a very big learning opportunity for us. Bethany told the group that their staff didn’t know much in advance of what was happening that day, which we though was better because we wanted it to be more like a real situation where they don’t anticipate something like that happening. Bethany added that they (the exercise staff) were “hands-off” for awhile and once they (the staff) were told that the patients are here it was a total mind change and they were like what do we do and then they all jumped in and started asking questions, like what do we need for them, what do we need to do, which was great. Bethany added that the doctors were on board as long as you aren’t too long, or our waiting room is starting to fill up so as long as we simulate this quick, so we don’t delay our care to our real patients. So they (the doctors) were great team players. Bethany added that at the hospital there was calmness, and everybody was very teachable, and it was a good place to be for everybody to learn what needed to happen. Bethany added that we (the hospital) feel that we have some good opportunities to share the learning experience with more of our staff. Bethany added that she thought the exercise was very valuable. Chief Moore added that he had talked to Angie, and she had told him that some of the Code Orange staff had wandered into the hot zone and had to be Decon also. Bethany said, yes that is what happened including one of our security guards and Angie told the team did you see what just happened, now he’s in the hot zone and will have to be contained. Bethany added I told him (the guard) hey buddy you have to go through the Decon too. Bethany continued but it was good because he was willing to jump in and help. Bethany said she told him (the guard) it’s good you want to jump in and help, but you have to do it safely. Mr. Mullins added that we (LEPC) would like to thank David Hall (Chief of SOMC Security) for his help in making sure that the hospital staff had MARCS radios and were on the right frequencies for the exercise.
Chief Moore said that there was one thing that jumped out at him at the drill that you (Larry) you might want to talk about the plume model that came back. Mr. Mullins told the group that the National Weather Service did a plume model based on a sulfuric acid spill of 55-gallons. Mr. Mullins added that we (the EOC staff) were impressed of how the plume model kept going and spreading and actually covered up parts of Rosemount, the westside, Portsmouth and went across the river to South Shore, KY. Mr. Mullins continued, that it was discussed early on, and I don’t think Tim (Dickerson – the Emergency Public Information evaluator) caught this. Mr. Mullins added we went around the room discussing the size and spread of the plume and the possibility of issuing a shelter in place order for Rosemount, West Portsmouth, and downtown Portsmouth and the group agreed that would be a good action to take. Mr. Mullins continued that in this day and age everybody is ready to jump on you don’t do something. Ms. Mount added and they are aggravated if you do. Mr. Mullins said you can’t win, but say if somebody got wind that a huge plume of sulfuric acid, no matter how spread out or dissipated it was, came over where they lived. Mr. Mullins added although it was still several parts per million. Jim Delabar added a lot more that I would have imagined. Mr. Mullins added that he never thought that the plume would have traveled so far and that it would have only affected the local spill area. Mr. Mullins added that on the side of caution we (the EOC staff) decided to issue a shelter in place order, especially for those who had respiratory problems. Mr. Mullins added that he didn’t think Tim liked that idea because we got dinged on that. Mr. Mullins continued but when you look at a situation like East Palestine and places like that where people are ready to jump on those who are responding and are responsible for safety and the emergency, it wasn’t a decision that was made in a vacuum because everyone (the EOC staff) discussed the action. Jim Delabar asked what the wind was in the model and Mr. Mullins said that the proposed wind was 8 mph out of the northwest heading to the southeast. Mr. Delabar asked if that was the actual wind or was that programmed into the model and Mr. Mullins said it was plugged into the model. Mr. Mullins added that the actual wind and temperatures for the plume model were pretty close to the actual wind and conditions the day of the exercise. Ms. Mount asked if the National Weather Service sent the plume that morning and Mr. Mullins told her that they (NWS) had actually sent the plume the day before on Friday. Mr. Mullins added that he really hadn’t looked at the model prior to the exercise. Lt. Schuldt said I see what you’re saying (referring to Mr. Delabar’s comment) was it preprogrammed to go towards Portsmouth and Mr. Delabar added, yeah, was curious as if it had been programed to go toward Portsmouth. Mr. Mullins told the group that all he had intended was for the plume to go toward the houses that were there (near the exercise site) and for it to be a localized event. Mr. Delabar added this is one of those situations where a real event would be easier than an exercise. Lt. Schuldt added that the prevailing wind here is normally to the east so if it’s not going to Portsmouth it’s going toward Lucasville. Mr. Delabar added he had thought it was (the wind) preprogrammed to do that and he said I also thought no way, from there to here, no way. You wouldn’t even know it. Ms. Mount added I also think it makes it more difficult in a full-scale exercise, and you are not using current conditions because it confuses the guys on the ground. Mr. Delabar added but you almost have to use preprogrammed conditions to get things to go the way you want them. Mr. Mullins added that the Cameo model of the plume that he had put together for the plan was nowhere near as big as that (the NWS model). Mr. Delabar added that when we (Altivia) do a plume we try to be on the conservative side. Mr. Mullins added (speaking about the NWS model) well I don’t think it was that (conservative). Ms. Mount asked about the representative from Veolia (David Armstrong) didn’t he have a different software (plume modeling)? Mr. Delabar said that they (Veolia) use SAFER software, it’s a paid software developed by Dupont. Mr. Delabar added that they (Veolia) have a lot of legacy things left over from their big spill back in 1995 when they were Dupont that they were required to do. Mr. Mullins asked didn’t they dump something like 23,000 gallons (of sulfuric acid)? Chief Moore said yes, 23,000 gallons. Mr. Delabar added that was fuming sulfuric acid. He continued, there is a difference in sulfuric acid that we have (Altivia) and what we are talking about, it doesn’t fume. There are no fumes, you smell, like a burning smell it, but you will not get a cloud. Mr. Delabar continued fuming (sulfuric acid) was probably in that model and it would create a cloud and it likes water a lot. Chief Moore added in the drill that Greenup County just had recently that company (Veolia) spilled 230 gallons, if my memory is right, and that 230 gallons created a 15-mile plume, right over top of Ironton. Mr. Mullins added that’s why I tried to keep the gallons down (in the scenario) hoping that it would be only a local incident. Mr. Mullins added it was a good learning experience. Ms. Mount added one thing it helps you think outside the box because a guarantee you that the people in East Palestine never dreamed in a million years that they would have the incident that they had. At that point Mr. Mullins asked if anyone else had any comments about the exercise, and hearing none, Mr. Mullins asked Molly Dargavell (Regional Epidemiologist) for an update from the health departments. Ms. Dargavell told the group that there will be a full-scale exercise in October with the Ohio Department of Health. Ms. Dargavell continued that we (the health departments) will actually be exercising what we call the regional distribution site , which is at the airport in Jackson, so the entire southeast region will go to the airport in Jackson to pick up any medical materials that we would need to respond to the incident from the Ohio Department of Health. Ms. Dargavell added this is, so the department of health does not have to bring it to us. It is supposed to be a quicker way for them (ODH) to get us materials. Ms. Dargavell continued the exercise scenario is there is an Anthrax release at the stadium in Athens at a concert. Ms. Dargavell continued that we (the health departments) are supposed to contact trace any members of our community that would have been at the concert and they are supposed to receive their dose of antibiotic within a certain time period. Molly continued, we are not taking the exercise any further than picking up the supplies and bringing them back to the health department and we are anticipating that it will be a small amount of supplies. Ms. Dargavell continued it will just be empty pill bottles to pick up. Ms. Dargavell told the group that Larry and SOMC will be involved but it will be very minimal. Mr. Mullins next opened the floor up to Tami Moore Morton (Director of Scioto County JFS) and he told the group that she had a special announcement to make to the group. Ms. Moore told the group that she had been to Louisville this past week where she received an award. Ms. Morton told the group that in February she had been presented the Pace Setter Award for Ohio for innovative Leadership in Labor Relations for the merger of Scioto County Children Services with Scioto Job and Family Services. Ms. Morton told the group that unknown to her the Ohio chapter had nominated her for the national award, which she won. Ms. Morton told the group that there were over 70 people from Ohio at the conference, so the state was well represented. She said she ended her acceptance speech with O-H which was loudly followed by I-O from the crowd. The group offered congratulations to Ms. Morton for her well-deserved recognition. At that point Mr. Mullins asked if anyone else had anything to add for the good of the organization and hearing no comments he asked for a motion to adjourn the meeting.
Adjournment:
· Motion from Dan Simco to adjourn the meeting
· Motion seconded by Jim Delabar
· Vote: Unanimous approval
· The meeting adjourned at approximately 1:10 p.m.