Critical section? No

Security level: Unclassified

Version: 1.0

Version history: 6/27/08 moved from html-based to sql-based.

Purpose:
Meeting minutes.

Scope:
This meeting only.

Guideline:
Time: 1pm-2pm

Location: CMH Community Room #1

Agenda:
Introductions
Communications update
Pandemic influenza planning update
Public information messages
Mass care
Next meeting's subject

Attendees:
Gary Harrison
Jaci McReynolds
Jeff Miller
Jim McManigle
Mike Husmann
Nancy Hodges
Rebecca Ray
Rick Lewis
Theron Becker

Minutes:
Introductions were made.
3.1.3 Wireless Communications Plan was distributed.
Discussion followed with some justifications and recommendations for updates.
As the topic became more technical in nature, it was tabled for a smaller group to discuss further.
The request for the pandemic influenza planning update to be put on the agenda was made by Kermit Hargis. As he was not present, the topic was lightly covered and the difference between pandemic planning and other outbreak planning was described.
Primarily, the difference is the availability of medication and the absence of a mass prophylaxis response to pandemic influenza. Public information strategies will be the best reaction to pandemic influenza.
Jaci McReynolds discussed regional public information strategies and current regional and local efforts.
Messages will be based on the last four pandemic levels as described by the World Health Organization.
They must be flexible in the event and must be consistent throughout the region.
Beginning at phase 4 (we are currently in phase 3), PIO messages will start based on Ready-in-Three about 2-week food supply, family preparedness, etc.
A packet is being developed that a community could use with modification of their local information.
As noticed in the recent ice storm, many jurisdictions were passing information to the Springfield news media but the local Springfield news was more available and pressing, so it got most to all of the attention.
Kermit is working on implementing an 800-number for Polk County residents to get community-specific information.
The 800-number could have a recording for normal, day-to-day callers but would be manned (possibly CMH employees) in an event. CMH has 10 incoming phone lines, FYI.
A question was raised about using a local FM or AM station controlled and operated by an emergency agency to broadcast messages - similar to DOT uses for road construction zones.
It would be cheap, potentially no licensing at low power, and even in power failure if the transmitter was generator-powered citizens could still listen on battery or car radios.
Again a recorded, looped message could play regularly to be interrupted in an event.
Theron will look into the feasibility and requirements for a low-power FM station to be operated by an emergency agency.
Discussion was had about supplementing KYOO with generators, etc. instead of re-inventing the wheel. The group decided it might be better to have our own dedicated station.
An overview and discussion was had about Channel 44.
Another option discussed was information in handouts or flyers at prominent businesses such as Wal-Mart. Using a multitude of methods will reach the highest percentage of the population.
The regional Joint Information Center planning is still ongoing. Again, in the ice storm it was recognized that Polk County Emergency Management could not get information on Springfield news stations unless the information was passed through Greene County Emergency Management.
For information dissemination on SBU campus, the website and email are the primary methods.
CMH uses a calling tree format for staff and building information.
The next Polk County Joint Information Center Meeting will be April 12th at 1330 hours. Unknown location. A few from the group asked Jaci if we could invite ourselves to the meeting to discuss technical aspects of communication and information dissemination.
As we ran out of time, the Mass Care topic was tabled until next meeting.
The next Health Planning Meeting will be May 10th from 9am-10am at CMH Community Room 1.

Exceptions:
None

References:
None