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NORTH CAROLINA EMERGENCY MANAGEMENT ASSOCIATIONEXECUTIVE COMMITTEE MEETING MINUTESApril 10th, 2018 (9:00 a.m.)The Executive Committee meeting opened with President Scott Garner welcomed everyone to the meeting; Members Present:President:Scott Garner1st Vice-President:Karyn Yaussy2nd Vice-President:Brent FisherTreasurer:Suzanne Hamby Past President:Scot BrooksEBO Representative:Gene BoothCBO Representative:Shane SeagrovesWBO Representative:Daniel Roten WBO Representative:Robin Caldwell Executive Director:Gary JonesOthers Present:Mike Sprayberry (NCEM - Director)NC Division of Emergency Management UpdateMike Sprayberry:Nick Burk’s last day at NCEM is June 15th, 2018.Greg Hauser started as the new Statewide Interoperability Coordinator on April 9th, 2018.The new FEMA Integration Team started April 4th, 2018.Functions represented within the team include operations, plans, HazMat and public administration.Agricultural Highly Pathogenic Avian Influenza (HPAI) Exercise in Alexander and Johnston Counties on June 20th – 21st, 2018.Hurricane Matthew Application Intake Centers continue operation in Cumberland, Edgecombe, Robeson and Wayne CountiesPilot Emergency Management Curriculum program in High Schools continues to go well.NC DPS Secretary Erik Hooks visited the program.Five new Recovery Strike Teams for Hurricane Matthew activated to focus on:Expediting Community Development Block Grant - Disaster Recovery program payouts; we expect first to occur May 1st, 2018.Expediting “Disaster Recovery Act-17” payouts; we expect the first to occur May 1st, 2018.Princeville recoveryRecovery benchmarksIncrease affordable housingWe have approximately 54 Hurricane Matthew disaster survivor families in mobile home units; we have received a 90-day extension to July 10th, 2018.The Division is continuing planning for the World Equestrian Games (WEG) that are scheduled for September 11th-23rd, 2018.There will be a trip to Kentucky on April 16th, 2018 to be briefed on that state’s 2010 WEG operations.The Field Standard Operating Guidelines (FSOG) update is near completion.The Division’s National Flood Insurance (NFIP) Outreach program to begin soon; we are finishing our action plan.There will be a meeting today with counties regarding Atlantic Coast Pipeline; to develop a Response Plan.We continue to work with Sheltering Task Force to “type” shelters.The North Carolina Air National Guard received two C-17 “Globemaster” aircraft over the weekend; as they replace their C-130 aircraft.The “Risk Management Portal” is transitioning from NCID to WebEOC by May 19th, 2018.The Plans Chief is working on grant management improvement; and the grants timeline will be available for review by NCEMA Workgroup in near future.Draft grants timeline to be reviewed by the NCEM Branch Managers; before the “work group” review.“NCEM-ECU Hurricane Conference” scheduled for May 22nd, 2018.NCEM Emergency Management Accreditation Program (EMAP) assessment is June 11th-15th, 2018.2018 Hurricane Season Kick-Off for State Emergency Response team (SERT) is June 7th, 2018.11th Annual “DOD Summit” is June 12th, 2018.Summer “EM Forum” is July 18th, 2018.The Catawba graded nuclear powerplant exercise is May 5th, 2018.The Brunswick graded nuclear powerplant exercise is July 7th, 2018.The Division continues to work with the NC Division of Prisons on the “Prison Safety Project.”We continue to sponsor a series of twelve “River Basin Study Meetings” for the Tar, Neuse and Lumber Rivers.Have tasked the NCEM Branch Offices to work with their counties and NWS Offices to achieve “Storm Ready” status.The Division is beginning a project with the National Governor’s Association on Outer Banks energy resiliency.It will involve Currituck and Hyde counties.The North Carolina team that was deployed to Virgin Islands will be returning today.During the completed audit for Public Assistance funding for Hurricane Matthew; the only finding was that NC National Guard overpaid their soldiers and airmen by some $38,000.The Division is continuing to work with Western NC counties for Small Business Administration and State Individual Assistance Disaster Declarations; from last year’s events.The “School Safety Program” continues to move forward. The “2018 HURREX” (i.e. “hurricane exercise”) was a big success; and, a “special thanks” for our county partners who participated (to include your NCEMA’s President Scott Garner).The State will participate in South Carolina Emergency Management Division Hurricane SERT Meeting on April 18th, 2018.A FEMA RISC meeting will be held at the State EOC on April 24th-25th, 2018.I will attend a FEMA Strategic Plan Meeting in Washington, DC on May 2nd, 2018.The meeting will focus on FEMA’s new strategic plan.The “Quarterly ESF-8 Meeting” will be held on May 4th, 2018; led by Will Ray.The “Emergency Energy Work Group Meeting” is scheduled on May 8th, 2018.There will be a “NC Disaster Response Aviation Symposium” held on May 17th, 2018.The next “State Emergency Response Commission” (SERC) meeting is scheduled for April 20th, 2018.The next “SERC Regional Committee” (SRC) meeting is scheduled for April 19th, 2018.The “Coastal Regional Evacuation and Sheltering Standard Operating Guidelines” (i.e. the CRES-SOG) includes new hurricane evacuation study data.Assistant Director Will Ray continues to work on the “Joint Information Center (JIC) Re-Engineering Project” for radiological emergency preparedness (REP) operationsThe Division is working with coastal counties on the “Hurricane Evacuation Zone Implementation Plan.”We continue to move forward with our county art collection; and, we totally appreciate your donations! Fall/Spring Conference UpdateSuzanne Hamby:Spring Conference attendee numbers at approximately 300 individuals.We do not yet have hotel numbers at this time.New BusinessApprentice “Certificate” ProgramScott Garner:This program would involve the NCEMA Training or Membership Committee and the Executive Committee.It would not involve the Training and Standards Advisory Board (TASAB).Posthumous Membership Recognition Scott Garner:The program would only recognize “active” NCEMA members.It would not involve NCEMA “Lifetime” members.Higher Education Membership Discussion Scot Brooks:The NCEMA outreach activities began back when I was still serving as Association president.Initial focus was working with emergency management “practitioners” at all colleges, universities and community colleges within the State.Later we began similar activities with the emergency management “educators” at the higher education institutions in North Carolina.There are some twenty-seven schools in the State with some level of emergency management curriculum activities being conducted.During last month’s Spring Conference in Cherokee, NC; a period was set aside on Monday afternoon for the higher education community Spring Conference attendees to participate in a “Meet and Greet” activity.I attended the meeting to answer any questions higher education attendees had concerning NCEMA “intentions” towards including higher education members into the Association; Gary Jones attended as well.The meeting was well attended; and, there was considerable discussion. So much so that a follow-on meeting was scheduled and conducted the following afternoon that only involved attendees from the higher education community (i.e. no NCEMA attendees).We have scheduled a conference call for this Friday (April 13th, 2018) that will involve myself, Zach Smith (UNC-G) and Eric Griffin (UNC-W) to further discuss the development of a “steering committee” to move forward with the developing of a higher education caucus within our Association.It was Scot’s “gut feeling” is that future efforts will involve:An “Ad Hoc Committee” that will develop the language for the integration of the Higher education caucus into the Association; to include suggested changes to the Association’s “Constitution and By-Laws.”Once the NCEMA Executive Committee has had an opportunity to review/comment on proposed wording of “By-Laws” changes; the document will be sent to the NCEMA “Constitution and By-Laws Committee” for their review/comment.Then a review/vote on the proposed “By-Laws” changes will be included on the agenda of the Association’s “General Membership Meeting” that will occur in conjunction with the upcoming Fall Conference in Sunset Beach, NC.As a follow-on matter; Scott Garner mentioned a recent discussion he had with Eric Griffin (UNC-W) concerning NCEMA membership dues for members of the higher education community:It seems that some schools are not willing to pay NCEMA membership fees for single “individuals;” they would rather pay a fee for a school “representative” position that can be transferred from person to person as employment status changes.Disability Integration Ad-Hoc CommitteeScott Garner:Based upon discussions during the past Spring Conference and during the recent hurricane exercise; I believe there is a need for our Association to develop an Ad Hoc committee that will focus on the access and functional needs community during emergency/disaster situations.The committee would work with the NC Division of Emergency Management’s Human Services’ personnel.Old BusinessNew Chairman for the NCEMA Awards CommitteeScott Garner:Jordan Rink has agreed to accept the position as chairman of the NCEMA Awards Committee; to replace Bill Gentry who is stepping down.Jordan plans to meet with Bill to review committee past activities and procedures.Planning for the 2018 Washington, DC TripScott Garner:Brian Short is not able to participate in today’s committee meeting/call; I will cover the status of the ongoing planning for the upcoming (i.e. May 6th-9th, 2018) trip to Washington, DC.The planning for the trip continues; with a total of five hotel rooms having been reserved. Currently; only Brain Short, Karyn Yaussy and myself (Scott Garner) are planning to travel. Rebecca Gay will not be traveling to DC. Rebecca is currently scheduling the NCEMA “team” meetings with the North Carolina Congressional delegation in DC and she is making great progress. So that is on course. Work is progressing with the Position Papers. This is a fairly simple process; mainly just to modify what we have used in the past, since the topics are the same. We simply need to make them current. Brian plans to do this himself; and, will have something out to the Executive Committee members to look at next week. Otherwise; everything is on schedule. Executive Director’s CommentsGary Jones:Since the Spring Conference; I’ve been involved with my normal daily activities……..including the answering website enquiries, publishing a newsletter, etc.In addition; I’ve also:Begun working with the Spring Conference photos and PowerPoints; but, have been “dragging my feet” to better understand the posting process for the new website. I don’t want to have to do double work.I am working with the Division’s Training Branch to acquire the session presentation slides.And, FYI: I was scheduled to meet with Darshan Patel yesterday morning to receive a tutorial on the new website; but, Darshan cancelled out early that morning because he had a “stomach bug” and was not going to work.I have been in contact with the newly elected “lifetime members” to acquire their contact information; and I am adding them to our distribution listing.We have nine new “lifetime members.”During the Spring Conference; I did participate in the first (of two) meetings of the “higher education caucus. That was the one that Scot Brooks hosted; and, discussed earlier in this meeting.I am now “fine tuning” the contact information I have for the higher education “folks;” as they move forward with their activities.During the Spring Conference; I also met with Norman Bryson and Stacie Miles to discuss our moving forward with the development of the “How To” document on the implementation of local agency internship programs.I have since coordinated with the Onslow County “folks” concerning a mail-out to our local emergency managers to collect some background information on existing/on-going intern programs and, to get the project development process moving forward. My plan is to get the message out to the locals no-later-than tomorrow.Concerning future activities:I am trying to acquire some clarification concerning the recertification process; and I’ve contacted the Training and Standards Advisory Board for the information. I will send that information out to everyone once it is received.I will try and attend a meeting of the “Joint Legislative Emergency Management Committee” scheduled for Thursday of this week.Also, I will work on the things I mentioned earlier; to include (1) become proficient using the new website, (2) posting the Spring Conference photos and PowerPoint slides, (3) working with the new NCEMA “lifetime members,” (4) whatever is needed with the “higher education caucus” and (5) and the internship program “How To” guidance document.Scheduling of the Next MeetingA discussion resulted in the May 2018 Executive Committee meeting being moved forward to May 1st, 2018; so that it would not conflict with the Washington, DC Legislative trip.----------The Executive Committee Meeting was “closed out” at 9:30 a.m.---------- ................
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