12:07:37 PM Avagene Moore:On behalf of the EIIP, I am pleased to welcome you to a special event in our Library. 12:08:03 PM Avagene Moore:Before I actually introduce our special guest, I would like to review how to use links to display Web pages in another browser window for the benefit of our newcomers. 12:08:29 PM Avagene Moore:When a full URL is typed in the message area, it becomes a hot link, so you can just click on it, and a webpage will display in another browser window. Your browser may display behind the chat window, so you may have to look for it. 12:08:57 PM Avagene Moore:Make sure you don't accidentally close the EIIP chat login window, or you will be disconnected from the conversation. If that happens, please log back in using a slight variation on your name. 12:09:45 PM Avagene Moore:I will put up an opening screen URL so you may take a moment to size and arrange your windows so that you can swap easily between windows. 12:10:00 PM Avagene Moore: http://www.emforum.org/vlibrary/rl01.htm 12:10:46 PM Avagene Moore:This is a moderated session and our guest will take questions or comments about 20 or 30minutes into the hour. When you type in your question, it does not appear on everyone else's screen until submitted by the moderator. 12:11:24 PM Avagene Moore:One more reminder ... please do not send direct messages to the speaker or the moderator. We are very busy trying to keep things running smoothly. If your question does not get answered during the session, you will have a chance in the Virtual Forum afterward. 12:11:52 PM Avagene Moore:And now ... it is my pleasure to introduce Richard Lyden, Senior Planner for the Minnesota 12: 12:02 PM Ryc Lyden:Thank you for inviting me. I hope that this presentation is of benefit to the group. 12: 12:15 PM Avagene Moore:Division of Emergency Management, who will explain what MnRAM is and what it's used for. 12: 12:37 PM Ryc Lyden:Thanks Avagene 12: 12:39 PM Avagene Moore:Ryc, welcome and thank you for being here today. 12: 12:43 PM Ryc Lyden:During the last few years we have had many 'disasters' in Minnesota. Last fall we had 9 open disasters in recovery. 12: 12:58 PM Ryc Lyden:We learned a lot from the real world and sadly missed the comfortable world of 'theory!' The problems we encountered were not unique to this state. 12:13: 12 PM Ryc Lyden:As most of you know we had severe flooding last year. State agencies wanted to know what was going on and what status the state was at. 12:13:28 PM Ryc Lyden:At that time we only used two phases: Response and Recovery. Yet, as waters rose they were A) arriving in the area, B) in the area, or C) leaving the area. 12:13:42 PM Ryc Lyden:When we had our 'After Action Report' meeting to discuss how things went, it became clear that there were more than two phases. 12:13:58 PM Ryc Lyden:It became evident we needed to match agency response with the condition. This allowed agencies to determine their actions based on phase and functions. 12:14: 12 PM Ryc Lyden:It also became clear that our agencies, with various programs and actions do not all respond at the same time. From this review came... 12:14:25 PM Ryc Lyden:THE MINNESOTA RESPONSE ACTIVITY MATRIX (MnRAM) 12:14:34 PM Ryc Lyden:---[SLIDE 2]--- 12:14:37 PM Avagene Moore: http://www.emforum.org/vlibrary/rl02.htm 12:14:48 PM Ryc Lyden:These are the key points: 12:14:56 PM Ryc Lyden:NEED: Early response 12:15:04 PM Ryc Lyden:BACKGROUND: Industry does not wait for a valuable piece of equipment to cease functioning. If it gets warm or makes new noises then maintenance becomes involved. 12:15:16 PM Ryc Lyden:SOLUTION: Each user and responder identify the early warning signs of an event. They determine who should be notified and what action to take. 12:15:26 PM Ryc Lyden:NEED: Early information 12:15:37 PM Ryc Lyden:BACKGROUND: Most incident managers have a strong general knowledge of the conditions they may face. The technical information must come from specialists. 12:15:49 PM Ryc Lyden:SOLUTION: Operating procedures identify the area of specialty and resources available to start the 'what if' planning. 12:16:21 PM Ryc Lyden:NEED: There should be a smooth and orderly transition from the response to recovery mode. 12:16:31 PM Ryc Lyden:BACKGROUND: Due to the technical aspects of a recovery there will be a change in staff. This can occur on a set date. Events are more fluid. 12:16:41 PM Ryc Lyden:SOLUTION: We have acknowledged the existence of a period of stabilization. We use this time to bring recovery staff in earlier and keep response staff until no longer needed. 12:16:54 PM Ryc Lyden:---[SLIDE 3]--- 12:16:57 PM Avagene Moore:http://www.emforum.org/vlibrary/rl03.htm 12:17:07 PM Ryc Lyden:Routine: Are we accomplishing the mission of our organization? Are we planning for events that could compromise our mission? 12:17:19 PM Ryc Lyden:Alert: Are there business units, response agencies that have a need to know when things change? Are there 'hot-buttons' that could put you into increased readiness? 12:17:29 PM Ryc Lyden:Emergency: Are there events that are large, complex, or sensitive enough to need early coordination and policy making? 12:17:40 PM Ryc Lyden:Period of Stabilization: Things are not getting worse as fast, but are they really improving? What decisions could, or should be made? 12:17:52 PM Ryc Lyden:Recovery: Do we let response personnel go to early? Should recovery specialists be utilized earlier? Is there a smooth transition or a merely a hand-off? 12:18:04 PM Ryc Lyden:Routine (post-event): What changes are needed, who will make them, and how do we pass on this new information? 12:18:15 PM Ryc Lyden:---[SLIDE 4]--- 12:18:18 PM Avagene Moore:http://www.emforum.org/vlibrary/rl04.htm 12:18:25 PM Ryc Lyden:ROUTINE PHASE: This is where we carry out of our Mission Statement. 12:18:44 PM Ryc Lyden:The MN Emergency Operations Center (EOC) is continuously staffed. We have utilized a 24 hour State Duty Officer for several years as the single answering point for all state notifications. 12:18:55 PM Ryc Lyden:Professional and support staff work within the EOC during normal working hours. During this time we carry out the mission of our organization. 12:19:06 PM Ryc Lyden:Activity includes- 12:19:17 PM Ryc Lyden:Awareness: This includes the identification of hazards, a risk and vulnerability analysis, capability, resource and needs assessment. 12:19:28 PM Ryc Lyden:We acknowledge the existence of civil, economic, natural and technological hazards. 12:19:40 PM Ryc Lyden:Planning: This planning consists of the basic plan, annexes and standard operating procedures. Job aids are being developed to assist staff. 12:19:51 PM Ryc Lyden:Mitigation: This is the prevention and reduction of effects from those hazards identified. 12:20:02 PM Ryc Lyden:Learning: Learning includes training, table-top, functional and full-scale exercises, plus evaluation. 12:20:15 PM Ryc Lyden:--[SLIDE 5]--- 12:20:17 PM Avagene Moore:http://www.emforum.org/vlibrary/rl05.htm 12:20:30 PM Ryc Lyden:ALERT PHASE: The most frequently missed phase and the one that could make the most difference. 12:20:40 PM Ryc Lyden:Q: Could you use a 'heads up?' and what information could you use? 12:20:51 PM Ryc Lyden:Q: Who should have early knowledge of a condition? 12:21:02 PM Ryc Lyden:Q: Could early action prevent or lessen the effects of a given situation? and what actions would take place? 12:21:13 PM Ryc Lyden:EOC-Activation Level- 12:21:21 PM Ryc Lyden:As information is received concerning an increased risk of an event a State Incident Manager (SIM) is assigned. 12:21:33 PM Ryc Lyden:The SIM is assisted as needed by technical specialists and incident management staff. This may include Finance/Administration, Logistics, Operations and Planning Officers. 12:21:50 PM Ryc Lyden:Activity- Staff members are notified of any changes in EOC activation. 12:22:02 PM Ryc Lyden:Externally: We will notify warning points, other public agencies, and private contractors that have assigned functions. 12:22:15 PM Ryc Lyden:During an increase in readiness, specific agencies and responders are placed in either stand-by or staging according to their roles. 12:22:26 PM Ryc Lyden:At this time, consideration would be given to shelter or evacuation depending on the circumstances and the agency responsible. 12:22:39 PM Ryc Lyden:---[SLIDE 6]--- 12:22:41 PM Avagene Moore:http://www.emforum.org/vlibrary/rl06.htm 12:23:04 PM Ryc Lyden:EMERGENCY PHASE: Depending on your type of organization, this may have been given a lot of attention. For others, your plan is simply to call 9-1-1. 12:23:17 PM Ryc Lyden:Emergency procedures are commonly known to only a few persons. Frequently, procedures are not in a written format. 12:23:30 PM Ryc Lyden:EOC-Activation Level- 12:23:40 PM Ryc Lyden:During this phase we identify which incident management staff functions are needed and assign staff as needed. 12:23:51 PM Ryc Lyden:Activity- 12:24:01 PM Ryc Lyden:Resources appropriate to the incident are identified, accounted for and placed appropriately. This includes equipment, personnel and supplies. 12:24:13 PM Ryc Lyden:---[SLIDE 7]--- 12:24:15 PM Avagene Moore:http://www.emforum.org/vlibrary/rl07.htm 12:24:32 PM Ryc Lyden:PERIOD OF STABILIZATION: This period is marked by a slowing down, leveling out or lessening of the crisis. 12:24:48 PM Ryc Lyden:This is NOT a clear indication that the worst has passed. It may be only a momentary opportunity to regroup. 12:24:59 PM Ryc Lyden:EOC-Activation Level- 12:25:10 PM Ryc Lyden:Situation and resource status reports continue to be reviewed. Planning staff address the possibility of demobilizing committed resources. 12:25:20 PM Ryc Lyden:Activity- 12:25:31 PM Ryc Lyden:A preliminary damage assessment (consequence analysis) is conducted to assist in planning for the recovery. 12:25:46 PM Ryc Lyden:Requests for jurisdictional declarations are considered and prepared as necessary. On a local or business level this may include an insurance review. 12:25:55 PM Ryc Lyden:A Recovery Task Force is assigned. 12:26:07 PM Ryc Lyden:---[SLIDE 8]--- 12:26:11 PM Avagene Moore:http://www.emforum.org/vlibrary/rl08.htm 12:26:31 PM Ryc Lyden:RECOVERY: This is by far the longest phase, and is the one that will be used by the public and stakeholders to gauge overall success. 12:26:42 PM Ryc Lyden:EOC-Activation Level- 12:26:54 PM Ryc Lyden:Recovery Task Force works on mitigation, applications, and grants. 12:27:05 PM Ryc Lyden:Activity- 12:27:14 PM Ryc Lyden:A preliminary hazard analysis is conducted to assist in mitigation planning. 12:27:25 PM Ryc Lyden:There is possible re-entry into evacuated areas, as deemed appropriate by officials. 12:27:36 PM Ryc Lyden:There is a review of the incident and response. 12:27:46 PM Ryc Lyden:Mitigation (Prevention/Reduction) of new and existing hazards is accomplished. 12:27:55 PM Ryc Lyden:There is relocation in both long-term and permanent settings. 12:28:06 PM Ryc Lyden:There is resumption of activities as possible. 12:28:17 PM Ryc Lyden:---[SLIDE 9]--- 12:28:19 PM Avagene Moore:http://www.emforum.org/vlibrary/rl09.htm 12:28:37 PM Ryc Lyden:ROUTINE (Post-event): 12:28:45 PM Ryc Lyden:EOC-Activation Level- 12:28:57 PM Ryc Lyden:Regular staffing during office hours and the State Duty Officer continues in 24 hour operation. 12:29:06 PM Ryc Lyden:Activity- 12:29:17 PM Ryc Lyden:Review of the recovery. 12:29:27 PM Ryc Lyden:Plans and procedures rewritten as needed. 12:29:36 PM Ryc Lyden:Learning is updated with training, exercise and evaluations. 12:29:49 PM Ryc Lyden:--[Conclusion]--- 12:29:56 PM Ryc Lyden:Minnesota has adopted the MnRAM (Minnesota Response Activity Matrix) as the standard for all planning and response activities at the state level. 12:30:08 PM Ryc Lyden:Our state agencies are now in various phases. 12:30:17 PM Ryc Lyden:We are gearing up for potential floods along the Red River, forest fires in the north, and potential confrontation on Indian treaty rights. 12:30:26 PM Ryc Lyden:The adoption has already paid off in early discussions, assignments and planning among agencies. 12:30:37 PM Ryc Lyden:Counties and cities are also taking a look at what they could do to utilize this system. 12:30:46 PM Ryc Lyden:This transition to use the MnRAM brings more planning, more responses, more communication. We feel strongly that it will also mean less consequences. 12:30:55 PM Ryc Lyden:You may view the entire plan and the MnRAM at http://www.dps.state.mn.us/emermgt/eop/meop/annexb.htm 12:31:04 PM Ryc Lyden:If you have any questions at a later date you may contact me at: 12:31:13 PM Ryc Lyden:Thank you for your attention. 12:31:32 PM Ryc Lyden:Avagene.. 12:32:05 PM Avagene Moore:You may submit questions now for Ryc. Great presentation, Ryc. 12:32: 12 PM Ryc Lyden:My email address did not come through.. ryc.lyden@state.mn.us 12:33:36 PM Avagene Moore:Ryc, I may have missed this --- how long have you been using the MnRAM in your state? 12:34:17 PM Ryc Lyden:We have been working on the system for about 8 months. It was finally adopted in January as a state program. 12:34:35 PM claire rubin:Was this matrix an original creation, or did you use work of other agencies, or other states? 12:35:08 PM Ryc Lyden:This was done entirely within Minnesota. 12:35:20 PM Amy Sebring:Are you providing planning assistance on this with local level Ryc? 12:35:55 PM Ryc Lyden:Yes, we are just getting the program down to the local level. It is not mandated for them! But, available and suggested. 12:36:07 PM Peter Devenis:Ryc: Have you had a chance to utilize the system in a response, or are planning any exercises to exercise and test this new system... 12:36:53 PM Ryc Lyden:Yes, we are currently working on this with our Radiological Emergency Preparedness program, the spring floods, forest fires, and treaty issues. 12:37: 12 PM Rick Tobin:Since the floods are now a year behind us, do you still find real, honest interest in the process of mitigation? 12:37:51 PM Ryc Lyden:Honestly, we still have a lot of frustration.. Our mitigation projects will go on for years and we have new flooding already taking place. 12:38:23 PM Ryc Lyden:We are finding that this works well in response and at the EOC level. 12:39:23 PM Avagene Moore:Ryc, you mentioned treaty issues --- are you working with Indian tribes in Minnesota? 12:40:28 PM Ryc Lyden:Yes, we have several tribes. A trial took place last spring on spearfishing and there was a 8 month stay. It is now over and we already know of folks coming in for a demonstration/confrontation. 12:40:49 PM Peter Devenis:Ryc: How have you communicated to the public the State's new MnRAM Model? 12:41:48 PM Ryc Lyden:At this point we haven't. It has been shown to all state agencies and the professional emergency management organizations in the state. Our response community is also just starting to work it into their plans. 12:42:06 PM Amy J Sebring:Have you coordinated this approach with FEMA region? 12:42:21 PM Ryc Lyden:Planners who have taken this back to their organizations are finding there is a real need. 12:42:51 PM Amy J Sebring:What kind of flooding are you expecting this year Ryc? 12:43:00 PM Ryc Lyden:FEMA is only somewhat aware of it at this point. It is getting attention at other State Emergency Management agencies tho 12:44:00 PM Ryc Lyden:We have our rivers flowing at 400%, the ground saturated, and little rain or snow. Hopefully, it will only flood in a few low areas. It is about 8 inches over in about 10 places. 12:44:23 PM Avagene Moore:(Sorry, I didn't give you time to respond fully, Ryc.) 12:44:27 PM Ryc Lyden:A real concern is the high danger of forest fires due to the lack of snow. 12:44:43 PM Ryc Lyden:Quite alright. 12:45:23 PM Amy J Sebring:Avagene and I are a tag team this morning. 12:45:35 PM Amy J Sebring:Looks like she just got bumped so I will take over. 12:46:00 PM Amy J Sebring:Ryc are you expecting spring rain courtesy of El Nino? 12:46:04 PM Ryc Lyden:We are already at Alert in Minnesota for several scenarios. Last year we would only be looking for something to happen. 12:46:58 PM Ryc Lyden:We have been getting thunderstorms for a few weeks. The rain isn't frequent or plentiful but it does impact our Red River valley. 12:47: 12 PM Amy J Sebring:(Please resubmit any ques we have missed as I did not pick them up on moderator screen.) 12:47:19 PM Rick Tobin:If the El Nino climatology projections are right, the forest fire concerns will be very, very serious in two years. 12:47:58 PM Ryc Lyden:I would also be happy to answer questions via phone at any time. (6 12) 282-5395. But please wait until we are finished here. 12:48:26 PM MP Piering:I am interested in whether your response had specific approaches to working with elderly residents impacted by the disaster. 12:49:39 PM Ryc Lyden:We had a number of people from Human Services that worked on issues regarding the elderly. I am also a nurse and followed that planning. I cannot say if there was anything done different from other locales. 12:50:24 PM Amy J Sebring:Maybe this would be a good moment to plug our session for tomorrow evening.... 12:50:25 PM Ryc Lyden:We did close a hospital and evacuate a number of nursing homes. 12:50:37 PM Amy J Sebring:We will be having our first evening round table discussion... 12:50:53 PM Amy J Sebring:which is unmoderated, but for a serious 1 hour discussion of.... 12:51:11 PM Amy J Sebring:Is an aging population increasing our vulnerability to disaster... 12:51:16 PM Amy J Sebring:into the next century? 12:51:32 PM Amy J Sebring:It will be at 8:00 pm EST. 12:51:40 PM Amy J Sebring:In the Virtual Forum room. 12:51:45 PM Rick Tobin:For those dealing hospitals and elderly, and recommend the Florida report," Specialized Needs Task Force Final Report, February, 1996" 12:52:09 PM Chip Hines:DOes this system dovetail with the PPA/CA process that your State negotiates with FEMA? 12:53:26 PM Ryc Lyden:Yes. There are others in the Division working more closely with it. However, it is keeping us easily up to our schedule. 12:54:05 PM Ryc Lyden:If you look at the actual form.. it shows how this matrix coincides with FEMAs four phases. 12:54:50 PM Rick Tobin:There appears to be a trend to add the stage, "Relief" to the basic four FEMA stages. 12:55:39 PM Ryc Lyden:We discussed a lot of items while putting this together and decided to start with what we knew was needed and impliment from there. 12:56:03 PM Amy J Sebring:Any further ideas for the future in this area Ryc? 12:56:07 PM Ryc Lyden:There has been a lot of discussion on FEMAs four. 12:57:01 PM Ryc Lyden:We are building a course for use with the MnRAM. It is already part of a Facility Emergency Planning Course that we designed 4 years ago. It will be included in all training in Minnesota. 12:57:59 PM Amy J Sebring:It really sounds like you are integrating this approach very well. 12:58:02 PM Ryc Lyden:Our Minnesota Incident Management course, and Intro to Emergency Planning are being revised to include this. 12:58:23 PM Amy J Sebring:We have one more final question ... 12:58:25 PM Ryc Lyden:It has easily gained support in Minnesota 12:58:26 PM Chip Hines:How far out are you able to effectively plan with this system? 12:59:28 PM Ryc Lyden:We are constantly planning. But, as soon as any intelligence or data is received we decide if we need to go to another level for that specific event or condition. 12:59:55 PM Ryc Lyden:We may be at different levels for different situations. 12:59:55 PM Amy J Sebring:Thank you very much Ryc and we will have the transcript and the slides from today's session posted in a few days with the background material. 01:00:17 PM Ryc Lyden:I hope this proved useful. Thank you for inviting me. 01:00:23 PM Amy J Sebring:Thank you audience, and since our time is about up, we will close down the Library for today, but we will be in the Virtual Forum room for a few minutes longer, and you are welcome to join us there for open discussion. 01:00:49 PM Ava Moore:Remember: Join Eileen Murphy, Jan Weaver and Pamela Piering (Pamela joined us today) for tomorrow evening's Round Table discussion at 8:00 PM EST. 01:01:02 PM MP Piering:Thanks for the plug. I am still learning this new technology so it will be an adventure, and hopefully interesting to all. 01:01:28 PM Ryc Lyden:Thank you all for your questions. They give me new food for thought as well.