TO:

Stephen Helms Kutztown University, Director of Environmental Health and Safety

FROM:

Robert Ross, Project Point of Contact

SUBJECT:

Kutztown University Hazard Mitigation Plan Update – Steering Committee Meeting Minutes R.13201.00

DATE:

September 10, 2014

On September 9, 2014, a project Steering Committee conference call was held at 9:00 a.m. between Kutztown University officials and Delta Development Group, Inc. (Delta) staff. The following persons were in attendance at the meeting:

I.

NAME

PHONE NUMBER

Stephen Helms

484-646-4125

Jerry Silberman

610-683-4106

Jeffery LaGamba

484-646-4237

Matt Santos Carol Sztaba Robert Ross Alysse Stehli

610-683-4183 610-683-1564 717-441-9030 717-441-9030

AFFILIATION Director of Environmental Health and Safety Vice President of Administration and Finance Assistant Director of Environmental Health and Safety University Relations Facilities – University Architect Delta Development Group, Inc. Delta Development Group, Inc.

Mitigation Strategy and Project Review – Bob discussed the status of the mitigation actions and projects. The Delta team met with the Michael Baker Company project management team on Monday, September 8, 2014, to discuss details regarding how the plans would be constructed. It was determined that individual mitigation project opportunity forms would not be used for this update. Mitigation actions will include potential projects for Kutztown University to consider for implementation over the next five years. Bob will review the mitigation actions decided on at the last Steering Committee meeting and update them as necessary to include some of the projects that were not completed during the previous HMP timeframe.

II.

Campus Survey Review – Bob led a discussion on the campus survey. The Steering Committee made several suggested changes to the model survey provided to the committee. Steve Helms has completed the necessary paperwork to gain approval to send the survey to the campus community. Delta will modify the survey based on the committee’s input and post it on SurveyMonkey so it can be linked to the email that will be sent to the campus. A Citizen’s Corps disaster backpack will be offered as an incentive to encourage participation in the survey. The survey will be distributed in November 2014.

III.

Tentative Schedule for the Project – Bob reviewed the suggested timeline for the balance of the project. a. Draft Completion and Review – December 2014 b. Final Public Review – January 2015 c. Submission to the Pennsylvania Emergency Management Agency (PEMA) – January/February 2015 d. Submission to the Federal Emergency Management Agency (FEMA) – March 2015

IV.

Next Steps a. Delta Development Group, Inc. i. Revise the survey and send to Steve Helms for Steering Committee approval. ii. Revise the mitigation actions and send to Steve Helms for Steering Committee approval (Attachment 1). iii. Continue development of the Kutztown University HMP. iv. Attend the American Red Cross shelter assessment site visit on September 22 and will initiate working on the Shelter Plan Annex to the Campus Emergency Operations Plan (EOP). v. Provide an update on the status of the match hours for Kutztown staff. b. Kutztown University Steering Committee i. Log their time into the timekeeping system. ii. Review documents upon receipt from Delta to confirm submission in the HMP.

V.

Final comments/Adjournment a. Bob announced that Alysse will be leaving Delta and thanked her for her help on the Kutztown University project. Dave Nitsch will be assisting on the balance of the project. b. There being no further comments, the meeting was adjourned at 9:40 a.m. c. The next Steering Committee conference call will be held on October 14, 2014, at 9:00 a.m. Enclosure

Attachment 1 – Revised Kutztown University Mitigation Strategies Goal 1: Increase education and awareness of natural and human-caused hazards at the University. Objective 1.1: Provide education and training on University-specific hazards for students, faculty, and staff within two years of HMP adoption. Action 1.1.1 – Conduct a comprehensive all-hazards education and training needs assessment, which includes support for vulnerable populations such as students, faculty, and staff with access, functional, and medical needs during disasters affecting the campus. Action 1.1.2 – Develop materials for priorities identified in the education and training needs assessment, as needed. Action 1.1.3 – Collaborate with University Relations to foster awareness and use of the Safety and Emergency Information webpage on the Kutztown University website. Action 1.1.4 – Develop a plan to disseminate information about hazards, particularly seasonal hazards, to the campus community on a routine (e.g., monthly, quarterly) basis. Action 1.1.5 – Continue to promote hazard mitigation meetings, workshops, trainings, and other relevant events. Action 1.1.6 – Conduct training and exercises on hazard mitigation, disaster preparation, and/or emergency response for senior University officials at least once a year. Action 1.1.7 – Conduct training on hazard mitigation, disaster preparation, and/or emergency response that is open to students, faculty, and staff at least once a year. Goal 2: Improve University structural and operational resiliency to the impacts of natural and human-caused hazards. Objective 2.1: Continue to minimize development in areas with greater vulnerability to hazards over the next five-year HMP update period. Action 2.1.1 – Review long-term growth/development plans biannually or when related campus and local government plans are updated. Action 2.1.2 – Ensure that the University growth and development plans are consistent with the Campus Master Plan, the University HMP, the County Comprehensive Plan, the County HMP, surrounding jurisdictional land use plans, and other plans, as identified. Action 2.1.3 – Collaborate with County and municipal zoning boards to ensure that the University has access to the most recent zoning and construction ordinances and regulations. Objective 2.2: Lessen building and infrastructure vulnerability to hazard events on a continual 1

basis. Action 2.2.1 – Conduct an assessment on buildings and infrastructure to confirm structural integrity and current vulnerability to hazards. Action 2.2.2 – Renovate buildings and infrastructure of at least 30 years of age, as funding is available and in accordance with the Campus Master Plan. Action 2.2.3 – Identify low-cost mitigation projects to implement in buildings and infrastructure until full renovation can be completed. Objective 2.3: Lessen vulnerability from hazard events for natural resources and open space areas on a continual basis. Action 2.3.1 – Conduct an assessment on any campus natural resources and open space areas to determine current vulnerability to hazards. Action 2.3.2 – Identify mitigation projects to implement, based on priorities from the natural resources and open space areas assessment. Action 2.3.3 – Coordinate with the Facilities Department and Campus Events to implement mitigation projects in natural and open space areas. Objective 2.4: Ensure continued stable functioning of critical facilities and essentials operations during and immediately following natural and human-caused hazard events. Action 2.4.1 – Conduct a thorough critical facilities vulnerability assessment and impact analysis. Action 2.4.2 – Revise the Continuity of Operations Plan for University operations and services. Action 2.4.3 – Continue to review emergency procedures and policies, such as essential employee identification and closing procedures, on an annual basis. Action 2.4.4 – Identify and implement the measures necessary to become a StormReady community. Action 2.4.5 – Develop an action plan to increase the security of the Kutztown University Public Safety Communications Center in Old Main. Action 2.4.6 – Evaluate adequacy of the O’Pake Fieldhouse and Keystone Hall as student and/or general population shelters and install generators as required. Goal 3: Improve information sharing and data management systems to facilitate data tracking and information flow to prevent, protect against, mitigate, respond to, and recover from natural and human-caused hazard events at the University.

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Objective 3.1: Determine data management needs and capabilities to update as appropriate over the five-year HMP update period. Action 3.1.1 – Assess data management tools and capabilities currently in use at the University. Action 3.1.2 – Develop/Revise a disaster data management plan that includes damage assessment procedures, cost and reimbursement tracking procedures, etc. Action 3.1.3 – Collaborate with the County and local municipalities to determine resources and compatibility of data management systems. Objective 3.2: Determine information sharing needs and capabilities to update as appropriate over the five-year HMP update period. Action 3.2.1 – Collaborate with the County and local municipalities to determine information sharing resources and needs. Action 3.2.2 – Evaluate current information sharing practices and policies, including legal requirements. Action 3.2.3 – Invite guest speakers to Emergency Management Team meetings to brief members on information reporting and data tracking requirements from other University departments. Objective 3.3: Evaluate and update software, hardware, and related technologies to ensure adequate and consistent data management and information sharing on a continuing basis. Action 3.3.1 – Collaborate with the Information Technology Department to determine current software, hardware, and related technology update procedures and timeframes. Action 3.3.2 – Identify and prioritize desired information sharing and data management tools and systems to implement as funding becomes available. Action 3.3.3 – Review and update an Information Technology Continuity of Operations Annex (Disaster Recovery Plan) to the University Continuity of Operations Plan to ensure ongoing access to data management and damage assessment during hazard events. Goal 4: Improve coordination and communication with regard to hazard mitigation programs. Objective 4.1: Encourage participation in the HMP throughout the five-year HMP update period. Action 4.1.1 – Encourage mitigation project suggestions from students, faculty, and staff on an annual basis. Action 4.1.2 – Continue to elicit support for the University HMP and mitigation projects from 3

government and public stakeholders. Objective 4.2: Improve coordination and communication between academic departments, administrative departments, and other university offices on a continuing basis. Action 4.2.1 – Encourage the involvement of relevant academic and administrative departments with HMP revisions. Action 4.2.1 – Continue to provide participation opportunities in the HMP for all campus community members. Objective 4.3: Improve coordination and communication between the University, local governments (i.e., the County and municipalities), and local industries/organizations on a continuing basis. Action 4.3.1 – Encourage the involvement of local industries/organizations with HMP revisions. Action 4.3.2 – Coordinate with County and municipal governments to ensure consistency between the University HMP and the County HMP, County Comprehensive Plan, County/municipal EOPs, and other related plans. Action 4.3.3 – Attend County public meetings during the County HMP update process.

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