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C.E.R.T
COMMUNITY EMERGENCY RESPONSE TEAM
BRECKSVILLE – BROADVIEW HEIGHTS
General Meeting Minutes
Date: 2/21/08
Time: 7pm-8:00pm
Location: Brecksville Broadview Hts. High School, Large Group Room
Jill Gerber chaired the meeting with Marc Rubin leading an event response and communication exercise and Leslie Lesinski conducting a CERT Jeopardy game.
The purpose of this meeting was to share new organizational information and to practice checking in for an event, team organization, proper communication procedures and de-mobilization after an event. A Jeopardy style game was also played to help reinforce important aspects of emergency preparedness.
A. New Business-Jill Gerber
B. Event response, communication exercise-Marc Rubin
Essential components of mobilizing a team to respond to an emergency event were discussed. Proper communication techniques were reviewed and practiced with the hand held radios.
The first step in effectively mobilizing a team to respond to an emergency event is to account for all personnel via a check-in process. This check-in was practiced by having everyone as they arrived to the meeting sign-in on a roster. As each person logged in they were assigned to a team of not more than 6 members. A leader was also assigned during this check-in process with six team members being considered a manageable span of control.
Radios were distributed to each team leader. Important aspects of using the hand held radios were discussed and practiced. The radios should be set to the same channel when an event begins. The channel should also be checked prior to use to make sure no one else in the community is using that particular channel. Net Control is the single point of communication contact during an event and all communication goes through Net Control. During an event, a roll call of all communicators should be done periodically (approximately every 15 minutes) to make sure everyone is still in contact with Net Control. The radio operators should use the following terminology and procedures when calling Net Control:
· “This is <your name> on team 1 to Net Control”
· Always wait 3 seconds between transmissions
· Clearly state your message to Net Control
· Do not give any personal information over the radios as the airways are not private
· If you are having an emergency, state that right away
As the teams are being staged several things need to begin to happen. First the team leader should begin to assess the abilities of the members of the team. Adjustments to the teams should be made at this time because some individuals may have expertise that could help another team. Team members should spend a few moments to get to know each other.
A personnel accountability report (PAR) needs to be performed as the teams are being mobilized. The team leader performs this task by reporting to Net Control the number of individuals on their team. The team leader then utilizes a Unit Log to define the report to structure and to track the members of the team and the tasks they have been assigned. This log is also used to make notes of the event and should be an overview of the event from that team’s perspective.
After the event is complete, each team leader needs to perform a PAR again to assure no member is unaccounted for. As the teams disperse a check-out needs to be completed to finalize again that all members are accounted for. An after action report may also be used to review what happened during the event.
C. CERT Jeopardy-Leslie Lesinski
A Jeopardy style game was played which was a fun way to reinforce certain aspects of CERT and emergency preparedness. The team with the most points won rain ponchos to add to their CERT backpacks.
The next General Meeting will be held on March 20th at 7pm at the Brecksville Broadview Heights High School in the Large Group Instruction Room.
Respectfully Submitted,
Sue Schindler
cc: E. Egut, L. Ippolito, J. Hajek, P. Coleman, C. Jatsek
General Meeting Minutes
Date: 12/4/07
Time: 7pm-8:00pm
Location: Brecksville Community Center
Jill Gerber chaired the meeting with John Adams conducting a communication training session.
The purpose of this meeting was to share new organizational information and to learn proper communication procedures when using the hand held radios.
A. New Business-Jill Gerber
· Newsletter
· Publicity
· Welcome letters and packets
· Event and meeting scheduling
· Hospitality for meetings or events
· Training/Trainers
· Equipment Managers
· Phone calls to members without internet
· Photographer and scrapbook
If you are interested in helping in any of the above areas please contact one of the board members.
B. Communication training session-John Adams
Communication essentials were discussed that will enable everyone to feel comfortable using the hand held radios during any event.
· “This is <your name> at station 1 to Net Control”
· Always wait 3 seconds between transmissions
· Clearly state your message to Net Control
· Do not give any personal information over the radios as the airways are not private
· If you are having an emergency, state that right away
· Stay at your assigned station, if you need to move to another area notify Net Control
The next General Meeting will be held at the end of January in Broadview Heights,
date, time and location to be announced.
Respectfully Submitted,
Sue Schindler
cc: E. Egut, L. Ippolito, J. Hajek, P. Coleman, C. Jatsek
C.E.R.T
COMMUNITY EMERGENCY RESPONSE TEAM
BRECKSVILLE – BROADVIEW HEIGHTS
General Meeting Minutes
Date: 9/25/07
Time: 7pm-8:00pm
Location: Brecksville Community Center
Jill Gerber chaired the meeting with the following board members in attendance: Dale Valley, Leslie Lesinski and Jim Rohlik.
The purpose of this meeting was to share information about past and upcoming CERT events, to distribute a citizen preparedness manual, to discuss the BBH CERT emergency plan and learn how to assemble a disaster supplies kit.
A. Old Business and Past Events
B. New Business and Upcoming Events
C. Emergency Preparedness
1. September has been designated National Emergency Preparedness month to help increase public awareness of the need to prepare for emergencies. Individuals are encouraged to take action to prepare themselves, their families and their workplaces. The manual “Are You Ready?” was distributed at the meeting. This manual contains simple steps to help individuals prepare for emergency situations.
2. The Brecksville-Broadview Hts. CERT Emergency Plan was discussed. In the event of an emergency, the plan for CERT members is as follows:
a. Take care of the needs of your family.
b. Check on your neighbors, see if they need help.
c. A phone contact system has been established in each city, “Swift Reach 911” for Broadview Hts. and Code Red for Brecksville. If CERT members are needed, they will be contacted using these systems. If the phone lines are down and you have taken care of your family and neighbors, report to your city’s fire station to see if you are needed.
The Code Red system will be tested for Brecksville in October, followed by a test of the CERT contact list. Updates to contact phone numbers need to be given to both the city and the CERT team.
3. Marc Rubin gave a presentation on how to assemble a disaster supplies kit. He suggested we read chapter 1 of the “Are You Ready?” manual. We viewed a video on how to assemble the kit and discussed important items to consider during emergencies:
· Include water filter devices such as ceramic water filters that can purify water.
· Utilize solar powered items instead of battery operated ones.
· Remember medications and how to keep them cool if needed.
· Have glow sticks available as a supplement to flashlights.
· Keep a blanket in your car.
· Establish an out-of-state contact and a plan on when and how to contact them.
· Don’t forget to plan for pets and their food.
Marc will continue to discuss preparedness issues at upcoming meetings. Multiple emergency preparedness handouts were available after the meeting.
Respectfully Submitted,
Sue Schindler
cc: E. Egut, L. Ippolito, J. Hajek, P. Coleman, C. Jatsek
Board of Directors and Division Coordinators Meeting Minutes
Date: 8/23/07
Time: 6:30pm-8:00pm
Location: Broadview Hts. Coffee Shop
Attendance: Chad Davis, Jill Gerber, Leslie Lesinski, Jim Rohlik, Marc Rubin, Sue Schindler, Dale Valley
Not Present: Kurt Gerber, Mike Gorman, Mary Frances Grady
This meeting was held to discuss organizational updates and upcoming events.
1. All Division Coordinators need to submit their “after action” reports from the May 12th Dispensing Drill to the Board of Directors. These reports should focus on the tasks that went well and areas that need to be improved.
1. A Planning Division Coordinator from Broadview Hts. is needed as Ken Osicki has stepped down from this position.
2. The Organizational chart has been updated and is attached (see page 4). The Security Division has been merged under the Operations Division. It was thought that two separate organizational charts are needed, one that defines our structure and one that can be used during an incident. It was also suggested that we develop an emergency plan that can be put into effect during an event.
3. Responsibilities under each Division have also been realigned and continue to be discussed.
1. All CERT members are invited to a training event sponsored by the Westshore and North Royalton CERTs. The event is on terrorism awareness and prevention and will be held on Sept. 12th at the North Royalton High School at 7pm.
2. A General Meeting will be held on Sept. 25th at 7pm at the Brecksville Community Center. In coordination with National Preparedness month, this meeting will focus on how we can prepare our families, workplace and communities for an emergency.
3. FEMA training sessions will begin on Oct. 3 and run through December 15th. The sessions are held on Wednesday and Saturday (Wednesday’s session repeats on Saturday). See the web site for more details and the schedule.
4. Potential training events may include a session for the Board Members on incident command, a general class on communicating during an emergency and a Red Cross training class on how to establish and run an emergency shelter. A radio usage guide will be posted on the web site. Additional training information will be available on the web site including links to additional sources. E-mail your training ideas to Marc.
5. The Eagle Scouts are interested in working on a project to help the Brecksville Broadview Hts. CERT. E-mail your ideas to the Board members.
6. The Logistics Division leaders were both out of town recently and handed off the CERT computers to a back-up member, kudos to Brian and Jim for excellent foresight. The master member database is kept with Carolyn Toensing.
7. A test of the Brecksville Code Red system will be planned to contact CERT members. Three lists of teams are currently being maintained by the city; FEMA certified with background checks, FEMA certified and Non-FEMA certified.
8. A representative from the Board/Coordinators is needed to attend county Emergency Management meetings. This individual will act as a liaison between the two groups. The meetings are once per month. Jill will inquire if this responsibility can be shared or rotated among the Board and Coordinators.
9. Sending the newsletter via US mail to those that do not have access to email or a computer was discussed. More to follow on how this will be accomplished.
10. A Fall Festival get-together was discussed. Several farms in the area have hay rides, corn roasts and hay mazes for a nominal fee. More to follow on this potential event.
11. An orientation meeting will be held on Wednesday 8/29 at 7pm at the Brecksville Fire Station. New members are invited to learn what to expect at FEMA training classes and about upcoming events.
12. An idea was discussed to have CERT members help at the cities Halloween parties to make ourselves more visible to the community.
13. Each member of the Board and Coordinators was asked to order 25 copies of the “Are You Ready” handbook that is available by calling 1-800-BE-READY”. These handbooks will be distributed at the September General Meeting. When placing the order, ask for 1 facilitator guide but do not order additional resources.
14. The next Board and Coordinators meeting is planned for September 12th to be held after the training event at the North Royalton High School.
Respectfully Submitted,
Sue Schindler
Cc: E. Egut, L. Ippolito, P. Coleman, J. Hajek, C. Toensing
C.E.R.T
COMMUNITY EMERGENCY RESPONSE TEAM
BRECKSVILLE – BROADVIEW HEIGHTS
Board of Directors and Division Coordinators Meeting Minutes
Date: 6/9/07
Time: 9am-10:40am
Location: Broadview Hts. Center, Elm Room
Attendance: Chad Davis, Jill Gerber, Leslie Lesinski, Ken Osicki, Jim Rohlik, Mark Rubin, Sue Schindler, Jim Steiger, Dale Valley, Brian Wolf
Not Present: Kurt Gerber, Mike Gorman, Mary Frances Grady
This meeting was held to introduce new division coordinators, to discuss organizational updates and upcoming events.
A. New Coordinators
1. Two new Division coordinators were introduced. Chad Davis will be the new Operations Coordinator for Broadview Heights and Mark Rubin will be the new Planning Coordinator for Brecksville.
2. The Organizational chart will be updated and distributed. Coordinators are still needed for Broadview Heights Security and Brecksville Operations. A reorganization of each Division’s responsibilities was discussed and additional ideas should be forwarded to the Board members.
B. Organizational issues and updates
1. A suggestion was made to establish CERT e-mail addresses for Board members and Coordinators these addresses could be accessible on the web site.
2. The coordinators asked for a procedure on how to reserve rooms for meetings. Annette Phelps is the Broadview Heights contact for rooms at Broadview Center. The Fire Departments can be called directly to reserve meeting rooms at the stations and the Brecksville Community Center can be called directly as well.
3. Badge swipers were discussed as a way to monitor the workforce during an incident. This issue will be investigated for future events.
4. Saving the member database to a secure repository was discussed. Jim and Brian will investigate.
5. A new order of back packs needs to be placed. We may be able to get a discount by ordering them through the Cleveland Citizens Corps.
6. We discussed how donations could be made to CERT. It was thought that non-monetary donations such as merchandise, equipment or services would be the best for now. Jill will check if donations to the cities can be earmarked for CERT use.
C. Upcoming events
1. Home Days and SummerFest—Volunteers are needed to staff the CERT booths. We discussed the type of handouts that we will have at the booths (i.e. Tri-fold brochure, website for applications, disaster preparation handout/checklist, and medical emergency refrigerator magnet).
2. Communication training—A training session will be held on how to use the radios and proper communication etiquette. Forward your ideas to Mark about what you think should be included in the training session. A radio instruction cheat sheet was created and can be handed out with the radios during an event.
3. CERT Picnic—Two dates in August were available at the Blossom Hill property for the picnic, Aug. 11th and 18th. It was suggested that we invite the Fire Departments, representative from the Metropark mounted and canine unit and possibly the Life Flight squad.
4. FEMA training classes will begin again this autumn.
Respectfully Submitted,
Sue Schindler
Cc: E. Egut, L. Ippolito, P. Coleman, J. Hajek, C. Toensing
C.E.R.T
COMMUNITY EMERGENCY RESPONSE TEAM
BRECKSVILLE – BROADVIEW HEIGHTS
Board of Directors and Division Coordinators Meeting Minutes
Date: 5/16/07
Time: 7pm-8:30pm
Location: Brecksville Fire Station
Attendance: Ed Egut, Jill Gerber, Kurt Gerber, Mary Frances Grady, Leslie Lesinski, Dawn Madonia, Ray Roginski, Sue Schindler, Carolyn Toensing
Not Present: Mike Gorman, Jerry Lazar, Don Miller, Ken Osicki, Jim Rohlik, Chuck Santose, Jim Steiger, Dale Valley, Brian Wolf, Christine Wynd
This meeting was held to review the Mock Dispensing Drill held on May 12th.
A. Mock Dispensing Drill
The main areas in need of improvement are Communications, Identifying roles and more individuals assigned to Security. Chief Egut mentioned that this was the first drive through dispensing event performed in Cuyahoga County and commended our efforts in a successful drill. He noted that everyone adapted well as we went through the drill, if someone did not know what to do, they found an answer before proceeding.
1. Communications
a. The word “Mock” should be emphasized in all communications related to the drill.
b. Communication etiquette along with radio operating instructions need to be reviewed with everyone assigned a radio prior to the start of the event.
c. If two channels are to be used during the drill, Net Communication Control needs a radio for each channel being used.
d. The transmitter for broadcasting instructions to participants was tested and worked very well.
e. Runners may need to be utilized instead of relying on radios for some issues.
2. Identifying Roles, Understanding Job Tasks and Command/Control
a. A pre-briefing the day of the drill would be helpful to discuss the objectives along with safety concerns. This could be done in a central location after volunteers sign-in.
b. Signage needs to be improved. Bigger signs at the entrance along with sturdier signs throughout the event are needed.
c. The role of each volunteer needs to be more visual by way of some type of color coding on the vests.
d. The command post should be marked, signs had been prepared but they were not used.
e. The incident command system needs to be reinforced along with following the command structure. Each volunteer should only take orders from their team leader.
3. Miscellaneous
a. Drug dosage/information sheets were available but no participant asked for them.
b. More data entry personnel were needed at the license check point at station 2.
c. The clipboards should be make up ahead of time.
d. The “Thank You” note that was handed out to the participants should have the CERT web site noted for additional comments.
e. A participant that is “Rejected” from receiving antibiotics should be labeled something else (i.e.“Deferred to Emergency Room”).
f. The County should have clearer copies of the Standard Operating Procedure available. The copy we had was very difficult to read.
g. The forms should not have purple areas as it was too hard to read.
h. Other CERT teams did not show up to participate which was a disappointment.
4. Follow-up Issues
a. Each leader needs to write an “After Action” report focusing on tasks for their respective areas.
b. Thank You letters will be sent to those in the community who donated to the drill (candy, pizza, soft drinks etc.)
c. A trailer is needed for the equipment. We will ask if U-Store-It will donate a locker. A way to facilitate donations of equipment will be explored, possibly using a “wish list” tab on the web site.
d. The drive up scenario was not the most efficient and we need to explore the possibility of performing the dispensing event as a hybrid of something between the inoculation event and the drive up dispensing event.
e. A suggestion was made to establish a “Day Care” group for CERT workers.
f. A night drill might be a consideration in the future at which we would need to have light and shelter.
g. New volunteers have been identified by the web site. Sue will contact them to welcome them to the team.
B. Upcoming events
a. Emergency preparedness lectures will be scheduled soon.
b. A CERT newsletter will be created and made available on the web site.
c. Volunteers are needed to carry the large flag in the Brecksville Memorial Day Parade.
d. Both cities would like to have CERT members man booths at the home days celebrations.
Respectfully Submitted, Sue Schindler
END OF MEETING MINUTES 5/16/07