SPECIAL MEETING MINUTES- DRAFT
March 26, 2013

Call to Order

The meeting was called to order at 6:29pm at the Halifax town office.  Halifax Board members in attendance were Edee Edwards, Earl Holtz, and Lewis Sumner. Members of the public present were Jessica Bruno, Margo Avakian, Ross Barnett, John LaFlamme, Everett Wilson and Linda Lyon.

Co-Emergency Management Director (EMD) Responsibilities and Priorities
The Selectboard met with the new Co-EMDs to set direction, discuss meetings, training, and documentation.

The Selectboard notified VEM of their appointments. LaFlamme had gone over to get his pager and copy of the plan. Barnett and LaFlamme will continue orientation on Thursday.

Edwards informed the Co-EMDs that regular meetings of the LEPC (Local Emergency Planning Committee) are the 3rd Tuesday of the month.

Holtz asked the EMDs to let the Selectboard know if they think it would be beneficial for him to get additional training. Edwards suggested that getting an ICS 191 training here might be useful so they can discuss the EMD/ICS interface. Lyon requested that the EMDs forward training opportunities to EMS as well as they are required to have continuing education. Barnett will forward items to EMS.

VT Yankee drills are May 8, 2013 and June 5, 2013. June 5th is a graded exercise. The group discussed where the prior exercise records are kept and prior noted deficiencies. Edwards would like the computer set up on the network with a printer that functions before the May 8th exercise. Sumner asked the EMDs to bring the projector and screen for the drills.

Edwards explained that the EMDs report to the Selectboard as a body so when communicating, please make sure all three Selectboard members get the information. LaFlamme and Barnett do not report to each other- they are Co-EMDs. Divide the work based on your skills and interests and if you have any trouble, come to the Selectboard. Holtz added that the EMDs should report to the Selectboard once per quarter or additionally if necessary and should provide a quarterly report.  LaFlamme suggested that the EMDs get the report to the Selectboard prior to the regular meetings so they can review and ask questions when they meet. He also wanted to have local training prior to May 8th with people of the EOC. Richard Cogliano, training coordinator, offered to come down and the Selectboard agreed that would be a good idea.

Edwards discussed the importance of relationship building. The group discussed the Halifax EOC email account and who should have access to it. The group discussed Disaster LAN training and resources. The group discussed the EMD position description and budget.

Priorities- the Selectboard outlined the following priorities

-Get up to speed with radiological information and have success with the two drills

-Update the basic emergency operations plan. The deadline is June 1, 2013 and it must be updated electronically and signed by the Selectboard. VEM and Dinah Reed get copies.

-Get the computer and printer set up at the EOC.

It was noted that the physical location of the EOC may come up again as an issue to address in the future. Drills will be held at the firehouse for now. EOC material inventories were discussed.

After the first quarter, the EMDs will need to start looking at the lessons learned document from Irene.

Hearing of Visitors

Lyon congratulated the CO-EMDs on their appointments. She encouraged them to tap into the willing volunteers in Halifax. She and Wilson offered pre-disaster services such as the technical editing of documents. She also suggested integrating the list of volunteers into training, planning and drills.

Other Business

The Selectboard discussed going to the Selectboard Institute #2 on April 13, 2013.

PACIF equipment grants are due April 30th. Put on the next agenda.

WASI Meeting 4/1/13- Edwards suggested that the Board list out what their interests are and how the transition might happen with everyone moving forward. Edwards reported that the Whitingham Selectboard is checking to see if Leon Corse is available to mediate.

Patricia Dow prepared a letter to the USPS outlining the issues they had with the town reports and requesting a refund.

Edwards made a motion to sign the letter to USPS requesting a refund for the mailing of the town reports that were never delivered. Holtz seconded the motion, which passed 3-0-0.

Edwards reported that earlier today the Selectboard had an emergency meeting to sign a letter to the auditing firm explaining our deficiencies, and to finalize paperwork in response to the town audit for FEMA.

Edwards made a motion to ratify their decision this morning to send a letter of response to Sullivan, Powers & Co to address significant deficiencies noted in the audit paperwork. Holtz seconded the motion, which passed 3-0-0.

It was agreed that Bruno should send out letters to appointees notifying them off their appointments. She will sign the letters as Selectboard Secretary.

It was noted that the town garage audit is April 5, 2013 at 9am.

Holtz noted that Halifax was selected to be part of the Vermont Digital Economy Project. They are looking to schedule a meeting either Tuesday or Wednesday next week.

The meeting adjourned at 8:23 pm.

Respectfully submitted,

Jessica Bruno

Selectboard Secretary