MEETING MINUTES. ORWARN Board Meeting July 14, 2011 at 1:30 pm Portland Water Bureau, Bull Run Rm (5 th Fl) 1120 SW 5 th Ave Portland, OR 97204

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1 MEETING MINUTES Attendance Kristel Fesler, Secretary Rick Baltzor, At Large Mary Ellen Collentine Randy Kane Jamaal Folsom Kristen Small Ross Turkus Robin Hagedorn Tony Fields Dena Sander Brian Rigwood Ron Rampenthal Dave Brown Rebecca Geisen Sarah Fine ORWARN Board Meeting July 14, 2011 at 1:30 pm Portland Water Bureau, Bull Run Rm (5 th Fl) 1120 SW 5 th Ave Portland, OR City of Hillsboro, Water Dept. City of Pendleton, Public Works (on phone) Drinking Water Program, Oregon Health Authority Eugene Water and Electric Board (EWEB) (on phone) City of Corvallis City of Corvallis City of Yakima, WA (on phone) Regional Water Providers Consortium 1. Call to order made by Fesler. A quorum was not reached. 2. Introductions were made. 3. Approval of May 15 and June 23 meeting minutes was tabled until the August meeting. 4. Announcements to the Board. Tony Fields described two documents recently released by EPA: Planning for an Emergency Drinking Water Supply and Emergency Water Supply Planning Guide for Hospitals and Health Care Facilities. Drinking Water Program is conducting an internal review. Fields requested assistance from ORWARN members. Fields will forward a request via to the membership. Comments are due back to Fields by August Visit to Oregon Emergency Management An appointment is scheduled for July 25. Mike Stuhr (Chair), Neil Kennedy (Vice Chair) and Mary Ellen Collentine will attend. 6. Report on the National WARN meeting held at ACE will be presented in August. 7. Website Committee update will be given in August. 1

2 8. Program Committee 2011 Conference a. Program Collentine reported the following program updates. Rigwood reported that the final program and presentation descriptions must be submitted to OESAC in time for their Aug. 11 meeting for CEU approval. The cost is $50 for the first 10 hours and $5 for each additional hour. Collentine will coordinate with Sander to receive a check. A name for the conference needs to be determined. all ideas to Hagedorn. Below is a description of the tentative program. Wednesday afternoon: Six experts from the Technical Council on Lifeline Earthquake Engineering (TCLEE) group will present as a one track on Wednesday afternoon. Each speaker will present for 30 minutes with a Q&A session at the end. Thursday morning: Kevin Morely or AWWA will present on Risk Analysis and Management for Critical Asset Protection (RAMCAP) and a State of the WARNs. Tentatively scheduled from 8 am 12 pm. General Mike Caldwell of OEM will give the keynote address (He has also arranged for a back up in case he is unavailable to attend). Thursday afternoon: Todd Simmons has agreed to lead a table top exercise. Last month the Regional Water Providers Consortium (RWPC) approached ORWARN to hold an exercise and technical session on the metro region s emergency water distribution systems. Geisen gave an overview of the RWPC s objectives for an exercise. Fesler will coordinate a phone call with Geisen, Collentine, Neil Kennedy and Todd Simmons to discuss further. Friday morning: The Annual Membership meeting will occur first. Other potential presentations include: WaterISAC representative to discuss the benefits and capabilities of WaterISAC. Tim Hall (PWB) will be contacting three Oregon State University researchers for possible presentations. A presentation on deployment basics. Les Miller of USACE to present on flood issues. 2

3 Gary Woodson, Fire Dept. at City of Pendleton to discuss fire and utility coordination. A presentation on NIMS requirements. Friday afternoon: The group will consider an off site tour. Potential locations include Portland s wastewater treatment plant, PWB s Columbia groundwater well field, and the Big Pipe project. The following two speakers have conflicts and are unable to present. Julie Slevin, Oregon Emergency Management Alan Goodson, East Bay MUD At the June meeting, the board approved paying for Alan Goodson s travel and per diem to attend, but it will no longer be needed. b. Vendors and Equipment Display As committee chair, Folsom developed a letter of interest for vendors. Comments are due to him on July 18. The vendor registration fee is $350 for up to 2 people. Sponsorship for items including meals, networking events, conference badges and lanyards will be further developed. Turkus and Folsom visited the site and found that 10 vendors can receive an 8x10 ft space in the main lobby. There is overflow space for 2 additional vendors. Space in the parking lot at the Sheraton and Hampton Hotels will be available for equipment displays. OEMA will be given a booth for free; in return we receive a free booth at their annual conference. c. House and Meals Hagedorn and Tim Hall (PWB) are committee chairs. The $275 registration fee was based on a range of meal options. In house AV is preferred by Mike Stuhr. The Sheraton Hotel has 50 rooms set aside at the government rate of $113 per night. The deadline to make room reservations is Sept. 6 at 5 pm. Additionally, we have five VIP upgrades for any guest of our choosing. Hagedorn and Fine will coordinate on needed signage and display options. 3

4 d. Registration Fesler is committee chair. Registration fees are $275 for attendees and $350 for vendors (for two people). Registration will open on August 1 and close Sept. 6. Onsite credit card payment will be accepted, but online payment will not be available. The registration forms are currently being drafted. If possible, vendor registration form should be completed by July 17 to include in vendor advertisement mailing coordinated by Folsom. Registration should also include information on other available hotels. Fesler will keep Folsom and Sander informed of current registration numbers. Fesler will coordinate with Fine on additional advertisements to membership. e. Finance Sanders will track all expenses, regardless of which account they are paid from. All conference planners must send her invoices and description of items paid for, and which account paid for them. This is needed to get a true total of conference expenses. 9. Membership and Outreach Committee Future outreach opportunities include: Collentine will attend the ACWA conference on July 27 in Bend for a discussion panel. The PNWS research committee s website will be held August 4. The two speakers are Kevin Morely (AWWA) and Mike Stuhr. The webcast is free. We will have a booth at the OAWU conference Aug in Seaside, OR. They waived the $275 booth fee in return for a free booth at our conference. Fesler will attend one day; at least one other person is needed. 10. Training and Exercises Committee Baltzor and Folsom reported out on the June 23 table top exercise held in Baker City. The dozen attendees found difficulty going through all the motions of emergency response to a land slide uprooting a large transmission line. Utilities represented included Baker City, La Grande, Mollala, Portland Water Bureau, and the Tualatin Valley Water District. A local emergency manager and a local reporter were also present. Baltzor will follow up with Michelle Owen, Baker City Public Works Director, on the progress on the after action report, if any newspaper articles were published, and receiving a full participation list. 4

5 11. Succession Planning Fesler sent an notification to membership regarding Stuhr s and Fesler s expiring board terms in October 2011 and the request that membership consider running for one of the positions. All board members are reminded to continue outreach efforts to identify possible replacements. 12. New Business All new business is tabled until the August meeting. 13. Next Meeting: TBD Meeting adjourned at 2:45 pm. Submitted by Kristel Fesler ORWARN Secretary Water Department, City of Hillsboro These minutes are not verbatim and the meeting was not tape recorded. 5