Kellye Junchaya: Welcome to the EIIP Virtual Forum Round Table! Kellye Junchaya: Today's Round Table is the first in a monthly series devoted to issues of Community and Family Preparedness, and my first time as Moderator! Kellye Junchaya: A couple of quick reminders for any first timers with us today ... Kellye Junchaya: The session will consist of about fifteen minutes of introduction and overview, and then we will open it up to audience participation. Kellye Junchaya: If a URL is displayed in the chat window, it will appear blue. If you click on it, it will open the linked Web page in your browser window. Kellye Junchaya: After the first one, the window may not come to the top automatically, and be hidden behind your chat screen. Use the buttons on your status bar to bring the browser window forward. Kellye Junchaya: Our topic today is School Emergency Preparedness and Response and we are pleased to have EIIP Partner SSI Services, Inc. and the Pennsylvania School Boards Association with us to talk about their efforts. Kellye Junchaya: Our special guests are Jack Long and Dan Mekeel. Kellye Junchaya: Jack currently serves as Manager of Risk & Crisis Management Services for SSI Services, Inc. in Harrisburg, PA... Kellye Junchaya: He is responsible for providing management supervision and direct technical assistance for various emergency management projects including public information and education programs... Kellye Junchaya: Dan currently serves as the Safety and Loss Control Administrator for the Pennsylvania School Boards Association Insurance Trust... Kellye Junchaya: Dan is the author of the PSBA’s Safety and Loss Control Manual for Public School Entities. He provides direct safety services to public school entities which includes, among other things, loss prevention consultation. Kellye Junchaya: The PSBA recently adopted the manual and Jack and Dan conducted a series of seminars to help the schools apply the manual. Kellye Junchaya: For more information about the seminar, see: http://www.psba.org/pass.htm Kellye Junchaya: I'll give you a second to look at it. Kellye Junchaya: Welcome gentlemen. Thank you for being with us today. Dan, will you start us off please? Dan Mekeel: Good afternoon. My name is Dan Mekeel and I am the Safety and Loss Control Administrator for the Pennsylvania School Boards Association Insurance Trust. Dan Mekeel: The PSBA has a long history of efforts to ensure that our member public school entities reduce risks and maintain a safe environment for their students and their employees. It is a smart business practice as well as the right thing to do. Dan Mekeel: Several years ago the PSBA developed a Safety and Loss Control Manual for our members. This Manual emphasized the steps involved in creating a safe work environment and a safe educational environment. Dan Mekeel: Last year the PSBA introduced a Crisis Management manual for our members. Dan Mekeel: This manual, developed by a team of crisis intervention experts and counselors, emphasized intervention actions and the steps necessary to recover from a crisis and return the school to normal. Dan Mekeel: This year, we decided to "close the circle" by developing a school emergency preparedness and response manual. Dan Mekeel: This manual was intended to be a very practical guide for schools to develop detailed hazard-specific plans. Dan Mekeel: We contracted with SSI Services to develop this manual because of their experience working with schools and their approach to all-hazards planning. Dan Mekeel: We call our program "PASS", for Pennsylvania Safer Schools, and it now addresses all four phases of emergency preparedness. Dan Mekeel: The PASS program and the School Emergency Preparedness and Response Manual were introduced over the past 2 weeks through a series of 6 seminars that Jack Long and I conducted around Pennsylvania. Dan Mekeel: I'll let Jack tell you some details about the manual and the seminars. Jack Long: Thanks, Dan, and thanks for joining us today. It's nice to have a client who is so willing to go out of their way to share a project. Jack Long: SSI Services started working with the PSBA late in 1998. We originally talked about a "model" or "prototype" school emergency plan but soon realized that such a one-size-fits-all approach was contrary to proper planning. Jack Long: Instead, our project evolved into a manual that would guide schools on how to develop an all-hazards plan that met their unique needs. Jack Long: This concept also fit in better with the other PSBA manuals that joined with our work to become the PASS program. Jack Long: The School Emergency Preparedness and Response Manual draws heavily from our hazard-specific school planning experience from the REP and CSEPP programs, as well as business continuity and contingency planning experience. Jack Long: We emphasize an integrated emergency management approach where basic planning issues such as direction and control, communications, and protective actions are prioritized Jack Long: Once these are in place, the development of hazard- specific procedures is pretty straightforward. Jack Long: We couple this approach with a detailed hazards vulnerability assessment that is the primary subject of Chapter 1 of the manual. Jack Long: We borrowed heavily from business continuity planning and business impact analysis practices for this part of the manual. Jack Long: And include a quantitative method for ranking overall hazards vulnerability by looking at the frequency, human, property and operational impact, and degree of readiness for each identified hazard. Jack Long: Chapter 2 discusses roles and responsibilities for everyone in the school in an emergency, from the board of education to parents and students, Jack Long: and Chapter 3 introduces the concepts of school protective actions, integration of responses with local public safety responders, emergency communications, and detailed hazard-specific response actions for all conceivable natural and man-made hazards, Jack Long: from hazardous materials spills (inside and outside of the school) to tornadoes and other severe weather, Jack Long: and of course security issues including bomb threats, armed intruders, hostage situations, arson, and other acts of violence. Jack Long: Chapter 4 includes sample forms for things like bomb threat reporting, sexual assault reporting, sample EAS messages for school protective actions, sample media releases, and a sample "family plan" for teachers and staff to prepare with their families. Jack Long: This latter is a good way to help resolve role conflict issues for teachers and other staff who are not typical emergency responders but who have a key role to play in the school plan. Jack Long: The intent from the beginning of this effort was to introduce the Manual through a series of seminars. Of course, the 6 seminars we conducted from April 27 through May 6 were scheduled well before the Littleton, Colorado tragedy. Jack Long: But this event really galvanized interest in the Manual and the 300-plus turnout was far beyond what we expected. Our last seminar, in suburban Philadelphia, had nearly 90 school officials in attendance Jack Long: In the seminars, we walked through the Manual sequentially. The first part of the program introduced the idea of the hazards vulnerability assessment and the quantitative ranking process. Jack Long: We then had a group exercise where every attendee completed an HVA for their own school, just to get a feel for the process. We used a form we called the "School Vulnerability Report Card" that was adapted from FEMA guidance for business continuity planning. Jack Long: Each school district present completed one form for one school building and we toted up the identified high-vulnerability hazards. Jack Long: Not surprisingly, security issues were highly ranked at each seminar. But severe weather, hazmat, and utility loss were also highly rated Jack Long: And many hazards had very similar scores. It was rare to see anyone identify a hazard that was far and away higher than any others; we usually saw 3 or 4 things ranked within a few points. Jack Long: We then selected the top 4 or 5 issues and they formed the basis for discussion in the second half of the program, Jack Long: where we really became more of a facilitator and helped guide the exchange of concerns and ideas among the attendees. Jack Long: The one thing we really emphasized was the need for schools to plan outside their own walls, to interact with the community for both hazards information as well as planning input. Schools traditionally have not interacted very much with local EMAs and public safety agencies. Jack Long: And we opened some eyes talking about the need to integrate these folks into the planning process. We also encouraged schools to conduct drills and exercises beyond the required fire drills and severe storm drills. Jack Long: The seminars were well received. We got a lot of feedback that they should be a full day in length. We also publicized FEMA's 2-day EMI course on Multi-Hazard School Safety so they should probably expect a lot of applications from PA for upcoming sessions! Jack Long: At this point I'll turn things back to Kellye for some Q&A. Amy Sebring: We just lost Kellye for a moment ... Amy Sebring: while we are waiting for her to come back ... Amy Sebring: I have adapted the Table of Contents for the manual to a web page ... Amy Sebring: and you can see it at http://www.emforum.org/vforum/PSBATOC.htm Kellye Junchaya: We now invite your questions or comments, however please first enter just a question mark to indicate you wish to contribute, prepare your comment, but wait until you are recognized by name… Isabel McCurdy: ? Jack Long: One thing I didn't mention before was that we introduced the Incident Command System to the school community and encouraged them to integrate ICS into their plans. Kellye Junchaya: then either hit the Enter key or click on the Send button. Please identify the person you are addressing the question to. We will take comments in the order the question marks are submitted. Kellye Junchaya: Isabel, please Isabel McCurdy: How can one access a hard copy of this manual? Avagene Moore: ? Kellye Junchaya: Dan do want to respond? Dan Mekeel: A hard copy of this manual can be obtained by calling me at PSBA at 717-774-2331, ext. 4455. The cost of the manual is $50 per copy. Isabel McCurdy: Email? Kellye Junchaya: Avagene, please Avagene Moore: Seems some people outside of government circles have trouble with ICS; how was the concept of ICS received among school systems in PA? Dan Mekeel: Sorry, not at the present time. Jack Long: It was basically a new concept to them. We really only touched on it... Amy Sebring: ? Jack Long: but encouraged them to structure their organization to fit the local responder's structure. Kellye Junchaya: Amy, please Amy Sebring: Once you demonstrated the hazards vulnerability analysis, did you feel that seminar attendees caught on ... Amy Sebring: and would follow through and apply? Dan? Dan Mekeel: Yes, I believe the seminar attendees caught onto the concept rather quickly. There were various small group discussions... Avagene Moore: ? Dan Mekeel: that took place which led to the identification of key problem areas that needed to be addressed. Kellye Junchaya: Avagene, go ahead please. Avagene Moore: Dan, will you be doing follow-up sessions to see how individual school systems are doing with their planning? Or will someone else be responsible? Dan Mekeel: We will be presenting a follow-up round of seminars in the fall during the last week of October... david mcmillion: ? Dan Mekeel: and the first week of November regarding crisis response. At that time, we will be able to evaluate how our school entities are progressing with their planning efforts. Kellye Junchaya: David, please david mcmillion: Now that this plan has been written, and PA has paid for it, can it be used in other states? Libbi RuckerReed: ? Amy Sebring: ? Lindsey Burke: ? Kellye Junchaya: Who is going to take David's question? Jack? Jack Long: I think Dan is preparing a response... Kellye Junchaya: OK, thanks. Dan Mekeel: This manual is copyrighted, and we ask that users not duplicate the entire document. However, its alright if readers want to reproduce given portions or segments of the manual for their own use. david mcmillion: Thanks Kellye Junchaya: Libbi, please. Libbi RuckerReed: If schools have something in place now that they created, how can we sell them on the concept of updating to this? Is there a way to view contents without ordering entire manual? Jack Long: If there are specific sections that you want to see, you can e-mail me. Dan said it's OK to send out sections for review... Libbi RuckerReed: ok. thank you. Kellye Junchaya: Amy, go ahead please. Amy Sebring: Dan, do other states have organizations similar to PSBA or is Pennsylvania unique? Avagene Moore: ? Amy Sebring: and is there a national association for school boards? Dan Mekeel: There are other states with organizations similar to PSBA. For example, there are school boards associations in Texas, New Jersey, Maryland, and Michigan, etc.. Yes, there is a national school boards association (NSBA). Kellye Junchaya: Lindsey, you're next. Kellye Junchaya: ? Amy Sebring: We lost Lindsey Kellye ... david mcmillion: ? Kellye Junchaya: Avagene, why don't you go next Avagene Moore: Once the PA school systems have good plans in place, do you think the PSBA and the school systems will be interested in disaster awareness curriculum as the next step toward safety? Dan Mekeel: Our target audience has been school boards and administrators... Amy Sebring: ? Kellye Junchaya: Dan, I am curious, how many people or schools were represented at the seminars? Dan Mekeel: who are responsible for school curriculums. But, we would like to see it happen. Kellye Junchaya: (Sorry to cut you off) Dan Mekeel: At our recently completed round of seminars, there were 322 attendees at a total of 6 locations. .. Dan Mekeel: Approximately 200 school entities were represented at these seminars. Kellye Junchaya: Wow! David, please david mcmillion: We had an internet scare of violence in MD schools yesterday. Do you have any insights into school violence ? david mcmillion: ? Jack Long: We've all seen a lot of "copy catting" recently with bomb threats and hit list rumors... Jack Long: and its difficult to determine how best to intervene. We continue to emphasize an integrated approach to school preparedness... Jack Long: and there are lots of issues coming to the fore such as bomb threats... Jack Long: do you immediately evacuate the school or do you secure the perimeter first to ensure the bomb threat is not an effort to put people in harms way, like last year in Jonesboro Arkansas. Kellye Junchaya: Amy, your question please. Amy Sebring: Libbi tells me that Tennessee has done something similar. I would like to hear from others here today about what is happening in other states along these lines? California? dwolfe: ? Audra Kunf: it's a big concern in Calif., Amy--but seems that local efforts are pretty fragmented--and State OES is not working toward a 'coordinated' approach (new governor, new executive staff) Kellye Junchaya: David, please david mcmillion: More of a comment, really, from Butch, re: disaster awareness curriculum, ARC, FEMA, N.C. and Maryland are all working on just such topics. david mcmillion: ARC's will be first but is limited to five hazards and limited to fifth graders I think Kellye Junchaya: dwolfe, please dwolfe: In SC, the district has issued a hotline (anonymous) and the state school board is also looking to institute the same at a statewide level. Jack Long: We've seen a lot of state-government level effort in PA but it seems to be pretty focused on violence... dwolfe: This will provide callers with a 1st line of communications... Avagene Moore: ? Jack Long: but the statistics say that the risk from other hazards is much greater... Jack Long: thus our emphasis on HVA - use scarce resources to address the greatest threats first. Kellye Junchaya: Avagene, go ahead Avagene Moore: Next week's Round Table is about an ongoing effort related to school curriculum and preparedness. ... I will plug it now ... Avagene Moore: Next week, the Round Table on Tuesday May 18, 1: 00 PM EDT, will involve the current effort by FEMA and Community Family Preparedness interests to look at successes around the country in getting disaster awareness materials and curriculum into our school systems. .... Avagene Moore: For example the session today is one of the programs looked at --- we certainly congratulate the PSBA on their fine effort. This is a topic that emergency managers and anyone related to the disaster business should be interested in -- not only do we want our students to be safe but we need to educate them about disaster preparedness. Why not have the younger generation prepared for the natural and manmade threats where they live? ... Avagene Moore: I think everyone on line today will want to participate in next week's Round Table. Amy Sebring: ? Kellye Junchaya: Amy, please Amy Sebring: I think the role definition section of the manual would be quite useful. Is this an original contribution ... Jack Long: Absolutely right. Creating a culture of safety and preparedness among students and school staff is critical.. and it is a lot cheaper than video security systems. Amy Sebring: and what type of response did you get to it during the seminars? Jack Long: It is adapted from an all-hazards school plan we prepared previously for an Ohio school system. Jack Long: It seemed to be well received...but the focus of the sessions was more on hands-on response actions...what do we do when the bad thing happens. Libbi RuckerReed: ? Kellye Junchaya: Jack, you mentioned to me that you have been a volunteer for your city for several years. What has that entailed? Jack Long: Pennsylvania, as a Commonwealth, is unique in that every municipality has an emergency management coordinator... Jack Long: and every place in PA is in a municipality - there are no unincorporated areas! We have over 2500 municipalities. Jack Long: My role is really a coordinating one...we are gifted with very high quality public safety agencies. Kellye Junchaya: Libbi, go ahead please Libbi RuckerReed: No question, actually just a comment: Rutherford Co. Schools have such a document in place...and it follows the all hazards approach with a segment for various acts of violence included. Notification procedures and phone numbers are also included along with specific evac plans as necessary. Jack Long: So my focus is on maintaining preparedness and keeping our EOP current. We are taking a hard look at Y2K contingencies right now. Libbi RuckerReed: And a check list for steps to do and in what order. Jack Long: Sounds like a good format. Melodee Lynn Smith: Melodee Smith Amy Sebring: Melodee, did you have a question? Amy Sebring: We seem to have lost Kellye again ... Amy Sebring: it's about time to wrap up ... Amy Sebring: Thank you audience for participating today and a special thanks to Jack and Dan... Amy Sebring: we are always looking for ways to avoid reinventing the wheel! Jack Long: It's been a pleasure. Melodee Lynn Smith: Just a comment please. Target Range School in Missoula, Montana has a School Safety Plan similar to the one Libbi is describing. Amy Sebring: Thanks Melodee ... Amy Sebring: I also understand that the state of Mississippi .... Amy Sebring: has something similar through their state board. Amy Sebring: Also a special thanks to Kellye today ... Amy Sebring: we will have to find a way to keep her connected... Audra Kunf: many thanks to Mrs. Long and Mekeel---it's good to know that some places are doing something....and having some success! Amy Sebring: before we shut down ... Amy Sebring: Avagene, can you please tell us what is coming up in the Virtual Forum? Avagene Moore: Thank you, Amy. Tomorrow, Wednesday May 12, 12: 00 Noon EDT, we will be in the Virtual Library with a presentation from the National Academy of Public Administration (NAPA). ... Avagene Moore: Paul Hoff and Marty Ditmeyer will present findings from the January '99 Workshop on "Limitation to Data Access for Disaster Management." This goals of this workshop relate to the Global Disaster Information Network (GDIN) effort --- by the way, the second annual GDIN Conference is underway in Mexico City this week. ... Avagene Moore: I have already mentioned next week's Round Table on Tuesday May 18, 1: 00 PM EDT --- I encourage everyone to be back for more discussion about various programs and ideas for ensuring better prepared schools and creating a culture of disaster preparedness through educating our young people. .... Avagene Moore: On Wednesday, May 19, 12: 00 Noon EDT, we have a panel scheduled to talk about Domestic Sustainable Development. At the moment, we are working with the planners for last weeks' National Town Meeting on a Sustainable America that took place in Detroit, Michigan (May 2-5). ... Avagene Moore: FEMA, EPA, DOE, city/county governments, and private sector corporations were involved. We will have a panel made up of some of the representatives of these organizations. Make plans to participate. ... Avagene Moore: One more time, want to remind everyone that starting first of June, the EIIP Round Table sessions will begin at 12: 00 Noon EDT, same time as the formal Wednesday discussions. We hope this will make it easier for everyone to remember the official time for both sessions. ... Avagene Moore: On behalf of the EIIP, I want to thank Kellye for moderating today's session. You did a fine job, Kellye. We look forward to the monthly Round Tables led by Kellye for the Community Family Preparedness program. ... Avagene Moore: Thanks to Jack Long and Dan Mekeel for sharing such good information. Audience, thank you for being here and participating so well. ... Avagene Moore: Our time is up for today's Round Table. We will formally close our hour together. However, if you wish to hang around for a few minutes and express your appreciation to Jack and Dan or to chat with one another, please feel free to do so. Avagene Moore: The Round Table is officially closed. Join us again tomorrow for a very interesting session.