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PSC 04-10-2014 CUPERTINO PUBLIC SAFETY COMMISSION REGULAR MEETING MINUTES Thursday, April 10, 2014, 6:00 p.m. Cupertino City Hall, Conference Room A I. CALL TO ORDER Commissioner McCoy called to order the regular meeting of the Cupertino Public Safety Commission at approximately 6:05 p.m. on Thursday, April 10, 2014 in the Cupertino City Hall, Conference Room A, located at 10300 Torre Avenue, Cupertino, California 95014. II. ROLL CALL Commissioners Present: Robert McCoy Gerald Tallinger Bob Cascone Commissioners Absent: Andy Huang Lily Lim (resigned) Staff Present: Captain Ken Binder, Santa Clara County Sheriff's Office Battalion Chief Michael Christman, Santa Clara County Fire Department Robert Kim, Communications Department, City of Cupertino Staff Absent: None Others Present: Sam L. Gord Steve Hill Gary Sepulveda Apoorva Havanur, Morita Vista High School student Ken Ericksen, City of Cupertino Citizen Corps Coordinator(late) III. ORAL COMMUNICATIONS There are no oral communications to discuss at this regular meeting. IV. WRITTEN COMMUNICATIONS There are no written communications to discuss at i:his regular meeting. V. APPROVAL OF MINUTES 1. March 13, 2014 ACTION: YES VOTE: YES MOTION: Tallinger SECONDED: Cascone 3 to 0 Commissioner Tallinger motioned to approvE! the minutes of March 13, 2014, with no corrections; Commissioner Cascone seconded the motion; votes taken, all in favor to approve the minutes of March 13, 2014 with no corrections. VI. OLD BUSINESS 1 1. Discussion of Walk/Bike/Carpool (WBC)to School project, the Boltage program, and Surveys to Schools (All) Eaton Elementary School ACTION: YES VOTE: YES MOTION: McCoy SECONDED: Cascone 3 to 0 Commissioner McCoy motioned to approve a conditional agreement to fund up to $500.00 for Walk One Week events at up to ten Cupertino schools the week-of April 21-25, 2014, depending on the following conditions being met: expenditures not to exceed $500.00 per school, commissioners have one week to make contact with each school and verify participation, all receipts must be submitted to the PSC directly for final approval, and a report must be submitted for each school that clearly shows transportation method counts during and two weeks after the event. Commissioner Cascone seconded the motion; votes taken, all present in favor to approve this conditional agreement. Commissioner Tallinger states that he sent an email to Eaton regarding the WOW grant approved last meeting, but has received no response. He also mentioned at the last Mayor's Meeting how most Cupertino schools did not respond enthusiastically when contacted by the Monta Vista students who created the new WOW event format. Mayor Wong asked for a list of schools so he may personally encourage them to participate next year. The commissioners discuss making contact with each of their assigned schools for information on with whom to discuss possible WOW events. Apoorva Havanur, filling in for Shailee Samar of Monta Vista High School, presents a grant application. He states that his group is trying to start up WOW events at all Cupertino schools, modeled on the recent successful WOW event at Monta Vista High School, to encourage eco-awareness and global citizenship. They now have multiple schools on board to host events this April 21-25 which coincides with the next WOW event planned at Monta Vista. He lists the following schools: Cupertino High School, Monta Vista High School, Kennedy Middle School, Eaton Elementary, Garden Gate Elementary, Regnart Elementary, Lincoln Elementary, Sedgwick Elementary and Collins Elementary. The commissioners point out that Eaton and Monta Vista already have approved grants for this April's WOW events, so they will not be included in this new application. There are three; optional models each school may choose from. The first model is best for younger students, using around $350.00 to provide small prizes, games or movie tickets to the winners of a competition. The second model is good for teenagers, getting high school clubs and teams to compete for the most participation and again spend around $350.00 on prizes. The third model includes incentives for all participants, such as hot beverages one morning and breakfast items another morning, spending around $500.00. The last WOW event at Monta Vista High School utilized both model two and three. This grant application requests a $500.00 grant for each participating school. The commissioners react with surprise and hesitation, since the information they received at the last meeting was that all schools except Eaton gave unenthusiastic responses. Plus, there is less than a week and a half before these planned events, leaving insufficient time for the commissioners to verify this new information and discuss the large expenditure. Commissioner McCoy recommends a conditional agreement, depending upon three items: 1)the commissioners are able to make contact with each school to verify participation, 2) all receipts must be turned in to the PSC first for review and approval, and 3) each school completes a report to show the event's effect on transportation statistics and compare numbers during and two weeks after the event. Commissioner McCoy, emphasizes to Mr. Havanur that grant applications require a specific fund amount request (not an estimated range) and much more advanced notice. Commissioner Tallinger expresses that it would be nice to reward all the effort this student group has put in so far, even though it has become a rushed last minute situation. He then adds concern whether there is enough time to even promote the event, since most schools in Cupertino have spring break the week prior from April 1.4-17. Mr. Havanur offers that his group has been working hard, creating banners for each school and assisting with the event coordination however possible. Also, he states that each school will need to put out announcements to the parents, and they may use social media at the high school level for promotion. Word-of-mouth around the campuses is also very important. Commissioner Tallinger inquires if the events could be rescheduled to a later week for additional preparation time, but Mr. Havanur responds that testing and finals are coming soon which would greatly reduce interest and participation. 2. Discuss participation in the Alert SCC Program, the CAS Program, and the Pulse Points App (Huang/McCoy) ACTION: YES VOTE: NO MOTION: N/A SECONDED: N/A 0 to 0 Commissioner McCoy opens discussion about a proposal to include Pulse Points App promotion into the same budget allocated for promotion of AlertSCC and CAS. This will not involve additional money, but rather simplify the decision process for events where the PSC may promote all three at once. Commissioner Tallinger insists that printed material is necessary to aid in the promotion of these items. Commissioner Tallinger mentions various press releases out now and coming in May and June to make residents aware of the PSC's upcoming event in June to gather sign-ups for CAS. In particular, the May issue of Simply Safe will focus on safety websites and apps, including the Pulse Points App. Commissioner Tallinger also reports 30 sign-ups from the Earth Day event, plus multiple issues discovered in using the tablets. Commissioner Cascone asks if writing info down on paper for later entry is still possible, but Robert Kim discourages that, stating it would be better to use'a laptop with a wifi hotspot because each sign-up to CAS creates a new user account with password. Commissioner Tallinger adds that the Deputy Director of OES, at the last Disaster Council meeting, mentioned a misunderstanding between the City Attorney and the County Attorney which when corrected may result in Cupertino finding AlertSCC to be more useful. Robert Kim from the City of Cupertino Communications Department introduces a presentation by an Everbridge representative. CAS, through Everbridge, will be migrating to the new Mass Notification Platform for greater capabilities and more customizable features. Some key features the representative highlights are the new single page notification using three easy steps, the ability to pre-populate and save templates for messages, social media monitoring, a network of Everbridge customers so they may share information and tips, and precision GPS coming soon. Commissioner McCoy asks if users are able to upload photos and she answers that such capability is included under the Message feature and the City may customize its preferences for message receiving. Commissioner Tallinger asks what mapping programs are utilized and she answers that Google, Bing and other street maps are used plus CAD drawings can be uploaded. Commissioner Huang, through conference call, asks the status of the mobile app for Everbridge, and she clarifies that it is the existing member app but passwords will have to be reset after migration to the new platform. Mr. Kim adds that the mobile app and GPS feature will allow you to receive messages relevant to where you are rather than just your registered addresses. VII. NEW BUSINESS 1. Discuss the new Disaster Preparedness MOU from the Santa Clara County Fire Department. ACTION: YES VOTE: NO MOTION: N/A SECONDED: N/A 0 to 0 The Cupertino OES has requested that a few groups, including the PSC, review and comment on the proposed Disaster Preparedness MOU from the Santa Clara County Fire Department. All have read and reviewed the document to prepare for this meeting. Commissioner Tallinger begins by expressing concern over the lack of definitions for words such as `training', and would like to see more detail including content, class size, etc. He states that independent study should not be considered interchangeable with classroom hours because it requires no participation from the Fire Department and anyone can pursue that separately. He believes the number of training hours is severely insufficient to 3 properly train city staff and volunteers alike, plus training availability and start dates are not included. In the EOC training section for Management, Operation Planning, Logistics and Finance, with only two hours of training per quarter, will there be rotating topics and how will new people receive comprehensive training? He thinks that the Emergency Operations Center Action Planning does not need to be separated out, but that Mutual Aid should really stand alone in a separate section. He does not understand why online EOC and AlertSCC orientation and training are grouped together and does not believe 2-3 hours per year is adequate. In Section 6B regarding the functional EOC exercise training, if it only occurs every two years and emergency scenarios are rotated, then there will only be a practical wildfire exercise (for example) every ten years, which he finds unacceptable. He found section 7C confusing, regarding Field Training for City Staff and volunteers, because 2-3 hours of training every two years would be a significant reduction and have a negative effect people's ability to maintain their learned skills. For example, many people found the recent cribbing exercise at Blackberry Farm to be a great learning experience but under this new MOU such an ovent would only take place once over the span of many years, and no other field training exercises would occur during the two years in between scenarios. Finally, under Community Preparedness, the PEP Classes are going to be limited to 4 hours per quarter among all West Valley cities, whereas currently Cupertino has one per month. Overall, Commissioner Tallinger is dismayed by the pitifully small amount of training offered in this MOU, which is surprising because Cupertino has such a highly active community of residents who volunteer for disaster training. He declines to comment on the remaining document because he lacks experience in those areas. Commissioner Cascone goes next, but Commissioner McCoy first requested that the cover letter from Carol Atwood be partially read for reference. Captain Binder does so, and Commissioner Cascone points out the misnomer subject line of"most recent MOU for Disaster Services", because this MOU has nothing to do with what County Services would do during a disaster. This document is instead about disaster preparedness training services. He points out a conflicting expectation that Cupertino would continue to have a full time fire employee dedicated to this purpose, when the Fire Department has no intention of continuing to provide such. Commissioner Cascone asks what the City plans to do to backfill this subsequent need for an emergency preparedness coordinator. He also states he would like verification of whether there is an existing MOU agreement between the County Fire Department and Cupertino since some people have indicated there may not be!. He then expresses concern over the term of this new agreement, stating that so much may change through 2020. Even if there is a provision to deal with changes over time, this MOU is proposed among all the West Valley cities and obtaining a consensus to make a change will be difficult at best. There will even be changes at the level of Federal requirements, so he recommends at least adding language such as "or equivalent" to the list of Federal classes included in this MOU. Commissioner Cascone then points out the conflicting terminology used, such as MOU in some areas and Contract in others; this is important and needs to be clarified. Specifically in section D, there is mention of 'services provided to contract cities will conform to the contract'. The term "regional" is also used inappropriately to reference the West Valley cities, whereas EOC personnel use this term to denote a state breakdown. It is confusing and should be corrected. He agrees the amount of training hours is way too low, and wonders if there are any plans for an outreach program to provide local business owners with PEP Classes. He points out in section E that there is no mention of the Fire Department providing training to the EOP, and under Description of City Responsibilities he asks if Carol Atwood would become the identified point of contact for the City Emergency Management Preparedness Program. He also questions the clause in Section 4B3 regarding the City participating in the selection and evaluation of County Fire personnel that serve in the West Valley cities, asking if existing personnel would be grandfathered in and whether that is a propff role for the City. Finally, he questions how section 4C2 about Disaster Service Workers relates to the limitation in section 3C1 to 2 hours of training. Next, in section 4D1, he points out the sentence "each jurisdiction will provide and maintain a list of employees assigned to EOC positions" as the only spot in which the term "employees" is used. In all other areas the term "staff' is used so he asks if this is a typo. Commissioner Cascone continues, asking why compensation issues are not addressed and whether the City will have the option to contract with a different vendor for training beyond what this document outlines, or if the City will be obligated to use only the County Fire Department. He offers knowledge that .4 some of the listed classes are offered elsewhere and often for free. Bottom line is that this document, whether an MOU or a Contract, is not ready for any signatures and he recommends the City closely review it to protect their interests in maintaining a body of staff and volunteers ready and able to be of use during an emergency or after a disaster. Commissioner McCoy begins by stating that for community volunteers, 3-4 hours of training every two years is barely minimal and totally unacceptable. He believes there should be at least 2 hours of training per month and a quarterly drill. He wonders what the City plans to supplement with if this MOU is accepted, and is curious who in the Fire Department authored this document. Commissioner Cascone interjects that if the purpose of this is to standardize the training that the Fire Department provides Cupertino, there are existing matrixes that could be utilized. Commissioner McCoy adds that there should be a matrix attached to the final version of the MOU if one is used, and definitions of DSW training should be included. Commissioner Tallinger poses the question of whether the Fire Department will still support the ongoing drills and events Cupertino has on a regular basis. Commissioner Cascone asks whether the Fire Department will still participate in the large annual drill or if that would be considered an extra service. Commissioner Tallinger suggests the City find a total of how many hours Cupertino received last year from the Fire Department, and compare it to what is outlined in this document. He also would like verification that Cupertino would now share one Fire Department employee with all the West Valley Cities. Visitor Steve Hill offers when asked that he agrees this document sounds as if there will not be enough training hours provided to create a uniformity of emergency preparedness training among both volunteers such as himself or city staff alike. He adds that if this is to be a Contract, as some of the language indicates, there should be a monetary scale included to establish the fees if accumulated training hours go beyond the limited number this document allows. Commissioner Tallinger suggests that training hours should not be limited by a number of hours but by how long it reasonably takes to develop the necessary skills. Commissioner McCoy states that one of the most 'important components in all the emergency preparedness training that Cupertino has had so far is the interaction between the professionals and the resident volunteers which builds a relationship prior to working together during an emergency. He believes the limitations and reductions outlined in this document would severely detract from the relationship built to date. VIII. REPORTS 1. Santa Clara County Fire Department Battalion Chief Michael Christman introduces himself as newly assigned to the Seven Springs Fire Station. He first addresses questions from the last PSC meeting that Battalion Chief Miller asked him to answer. Regarding statistics of how many emergency patients are then transported to the hospital, the data is not readily available using the Rural Metro platform. However, there are employees assigned to mine the data and there is a migration in the works to a County Communications platform. Hopefully statistics will be available at a later date. Regarding an Annual Report for 2013, it is still being created and should be available by early summer. Moving on, he points out that this will be the first Fire Department Report in the newly improved format, similar to the Sheriff Office's Report in providing historical statistical data. He reviews the new format, including graphs and charts. Specific to March 2014, he points out that response times remain average and well below the required standard, and also that in the Ignition Factors section there were not many fires during the March period to report. He also directs the commissioners' attention to the section regarding monetary loss through building fires, indicating per the historical overview that Cupertino is already up to $414,000 in 2014 and is on the way to reaching the 4.1 million average annual loss. He also points out that 2013 was unusually low in total monetary loss. The present commissioners express much appreciation for the new Fire Department Report format, and ask B.C. Christman to relay thanks to Chief Kenma on their behalf. 2. Santa Clara County Sheriff's Office Captain Binder begins by recognizing Commissioner McCoy for his upcoming CREST Award. This is the Cupertino Recognizing Extra Steps Taken Award, and Commissioner McCoy was chosen for the 5 extensive volunteer hours he has provided the City of Cupertino as a PSC Commissioner, CERT leader, etc. Captain Binder relays a message that the Cupertino Department Heads are discussing the PSC request for the use of 10 tablet devices for the June CAS sign-up event. Also, at the March Mayor's Meeting, the TICC requested feedback as to whether there is better coverage given the new cell tower located at The Forum. Captain Binder states that deputies have not complained lately about cell coverage and it seems to have improved. He brings up the flyer and letter from Justin Young of the Teen Commission for the May 17, 2014 event Toppings and Topics, inviting a couple commissioners from each Cupertino Commission to attend and participate in a discussion forum with local teenagers. Commissioner Tallinger states he plans to attend, since he is the Teen Commission Liaison, and Commissioner McCoy offers to go as well. Captain Binder also mentions that April is Distracted Driver Awareness Month and the Sheriff's Office is performing directed enforcement. Texting has now surpassed DUIs as the#1 reason for teen-related vehicular deaths. Moving on, Captain Binder informs the PSC that residential burglaries increased to 12 and commercial burglaries increased to 10 from 3. However, vehicle burglaries have dropped from 33 to 20 and now to 10. Grand theft also dropped from 8 to 4 in March and auto theft dropped to 3. Vandalism reduced by half to 5 and there were 9 identity thefts which is a steady average. There were also 3 domestic violence cases and 5 simple/aggravated assaults. In combined traffic and patrol citations, deputies wrote a total of 1,086 citations in March, of which 401 were moving violations, 278 were for speeding and 407 were.for mechanical/registration issues. DUI citations decreased to 6, and there were 54 accidents including 9 injury accidents and 45 with property damage only. Commissioner Tallinger asks what crime is most common in Cupertino. Captain Binder responds that property crime is most prevalent, but he highlights the fact that it consists largely of burglaries when the owner is not present, as opposed to robberies at gunpoint. Commissioner Tallinger follows by asking what people can do to prevent property crimes, and Captain Binder emphasizes the importance of residents calling in suspicious activity. Since residents are most familiar with what does and does not belong in their neighborhoods, it is important to call in a suspicious vehicle or person so the deputies can check it out. 3. Commission Reports ACTION: YES VOTE: NO MOTION: N/A SECONDED: N/A 0 to 0 Commissioner Tallinger begins his report, stating he attended the Mayor's Meeting. The Bike/Ped Commission plans to host a Bike Rodeo next year, so there will soon be more activity in that group. The Fine Arts Commission will have a public art catalog available soon online or through print for cost, and they are searching for distinguished artists in Cupertino for award nomination. The Big Bunny Fun Run already has 570 people registered, and there is a plan to do a large promotion in schools. Commissioner Cascone reports that the Bike/Red Commission did not meet due to lack of quorum and there is one open position. Parks/Recreation Commission held a presentation on the upcoming Main Street construction, and he learned of a park planned for later in the development. The McClellan Park Ranch site is seeking historical status in anticipation of needed renovation work for the two barn structures on the property, since the historical building code would then apply as opposed to the current universal building code. Commissioner McCoy reports he attended the City Council meeting, and they are busy working on the General Plan Amendment. Relevant to the PSC, there is a plan forming for interim parking land, since there is a severe deficit of parking spaces near City Hall and the Library. The plan includes new stickers and passes to be handed out, and will require additional hours of parking enforcement from the Code Enforcement Officers. Commissioner McCoy reports that he expressed concern to Mayor Wong that the PSC was not made aware of the planned changes, and has only found out about them by attending the meetings of other commissions and the City Council. He believes that the planned increase of 1400+ 6 residential units, plus the construction projects at Apple, Main Street and the Vallco revitalization, will all have a direct impact on local traffic and safety, and more specifically an impact on emergency services. IX. FUTURE AGENDA FOR NEXT REGULAR MEETIIVG 1. Discuss the Walk/Bike/Carpool to School Project, Boltage Program and Survey to Schools. 2. Discuss promotion plans for CAS, AlertSCC and the Pulse Points App. 3. Discuss the County Fire Report, County Sheriff's Office Report, and Commission/Liaison Reports. X. ADJOURNMENT This regular meeting adjourned at 9:15 p.m. XI. NEXT MEETING The next regular meeting is scheduled for Thursday, May 8, 2014 at 6:00 p.m. SUBMITTED BY: Jennifer Roth Executive Assistant West Valley Patrol Division Santa Clara County Office of the Sheriff April 16, 2014 APPROVED BY: AF /,X Andy Huang, Commission Chair Date 7