Desktop Exercise Minutes:

Dave Elwart was recognized and thanked for putting together tonight’s exercise. GP-CERT had not done a desktop exercise before, and the Agenda that was circulated was used – including the goals that were set out on Page 3.  What Holtby wanted for tonight was that everyone on the call understands a little bit better what to expect should a hurricane head our way, and what the roles may be (if you are still here) should it hit our community and cause some damage.

To start, there was a synopsis of what our team of volunteers does (and what we don’t do). Page 4 was a little introduction of what the CERT program is, and page 5 highlights some of the key things that our team does after a storm has passed.  This list is certainly not all-inclusive, as we have to be flexible depending on the situation on the ground that we face. Equally important is what we do not do – While we are preparing our team as a storm event approaches, we are not putting up resident hurricane shutters or helping them evacuate.  We are preparing our team for the Post-Storm event, and as noted on Page 7 there are many unknowns that we will have to plan for – availability of GP-CERT members (family outside our area sees the news of an impending hurricane – some news channels make every storm appear to be a Category 5 “monster”, so the family pleads for Mom & Dad to evacuate).

On pages 8, 9 and 10, tropical storms and depressions were defined, as well as the different categories of hurricanes that can come our way.  There was a show of hands for how many people have experienced a Category 1 or higher hurricane during their lifetimes…Keep you hands up if you have experienced a Category 2 or higher…, Category 3 or higher…, Category 4…, and there were still a number of hands up. Holtby reemphasized that even a tropical depression or tropical storm can cause enormous damage due to flooding.

Since there are many new volunteers and new Command Team members, the various Command Team members introduced themselves and talked a little about their responsibilities:

Holtby role is that of INCIDENT COMMANDER (“IC”) and Mitch Farrah is the back-up IC if he is not there:

What the IC does as a severe storm is approaching:

  1. Attempt to maintain open communications with Sarasota County and the City of  North Port Emergency Operations Centers for updates and forecasts, and try to communicate this information to all GP-CERT volunteers and the GP POA. We have established ties to both areas and we continue to cultivate them.
  2. The IC would reach out to the Command Team to brief them on information available and collectively we decide what action is to be taken. The  Zone Leaders will then contact their Zone volunteers and to the extent possible, individual homeowners in their respective zones to advise residents to have a disaster plan enacted and emergency supplies on hand for up to 7 days of self-sufficiency.
  3. During a disaster event (essentially, after the storm has passed and it is safe to come out),   the IC would first establish a Command Center (likely fairly close to the clubhouse depending on damage) and the IC would work closely with Tom Porada (our Communications Officer) or his designate to  establish a communications center in close proximity to the Command Center to enable us to maintain communications with North Port and Sarasota County Emergency Operations Centers to monitor the status of the storm effects and response, to report casualties and damage assessments, to request casualty evacuation as needed, and to coordinate the delivery  and distribution of any relief supplies such as water and food to the community

Mitch Farrah then provided an outline of the Deputy IC position.

It was noted that GP-CERT is looking for a Planning and Operations Officer or Marketing Officer to coordinate all training, incident response documentation, and volunteer rosters/information. Any volunteers – please let Holtby know.

Tom Porada then gave an outline of the Communications Officer and he provided an update on the equipment.

Holtby noted that our Logistics Officer had done a fabulous job ordering and keeping track of the equipment as it has come in, and Priscilla Leishman then gave an outline of the Logistics Officer position responsibilities. 

Steve Phillips then volunteered to provide an update on Zone Leaders responsibilities. 

Holtby advised that Chris Moen was the new Access Control Officer, so it was not fair to call upon him.  Holtby advised that the Access Control Officer is going to first determine staffing schedules based on volunteer availability.  The team’s primary concern is the front gate.  There may not be enough resources to cover the back gate or to cover the overnight 10 pm-6 am shifts. The access control team will also develop a contingency plan if the driveway leading to GP is blocked. 

Basic Team Equipment will include:

  • Resident directories and maps of Gran Paradiso;
  • Orange emergency vests for visibility and orange traffic cones to block off extra lanes;
  • Sign in sheets to record visitors, license plates, time, etc;
  • Golf cart for mobility (if available); and
  • Bright color paper to place in a visitor’s car window.

SCENARIO

We then walked through the desktop scenario including key issues pre-storm on page 22.  Things always get a little crazy with gas station line-ups and grocery shelves being cleaned out. The earlier we can get our community prepared, the better.

If the Governor of Florida has encouraged voluntary evacuations – everything is spelled out in our Plan.

If the Emergency Operations Center issues a “Mandatory Evacuation Order” that includes our community, we would immediately suspends any further preparations for a storm response. The IC would communicate this order to all team members by email or text message.  We would ask team members to spread the word about this mandatory evacuation order and encourage all residents or neighbors to comply with the order.  When the EOC permits residents to return to the GP community, returning team members should contact a Command Team member to let them know they have returned.  GP-CERT would then re-activate and provide assistance to relief efforts as directed by the EOC.

September 1st, 2020: 

Four Days Before – Role of the Zone/Team Leads

A.      Make sure that all GP-CERT equipment and supplies are in your personal CERT backpack. Familiarize yourself with the content of the backpack and test any equipment that needs charging or batteries.

B.      The Incident Commander informs the GM of the management company that he (or she) will be the individual responsible for the GP-CERT if activated. Phone numbers and emails are shared with the GM of the management company.

C.      The GP-CERT IC and Team Leads should take a walk around the clubhouse and front gate area to familiarize themselves with potential gathering places. The Triple C Team Lead may have to work out of a car if the weather is poor, or an alternative home site of a resident. The inside of the clubhouse will not likely be open to assemble teams, but may be available as the Command center.

With Dorian, Holtby sent out daily updates, which included information for our community on preparations that residents should take, such as having adequate supplies of medications on hand, 7 days of supplies on hand, floodwater tips, generator check-ups.

September 2nd, 2020:

Three Days Prior to Expected Landfall– Role of the Zone/Team Leads

A.      Purchase six cans of red spray paint for the DA team to be used to mark streets if signs are down, as well as any off limit areas. Purchase water for the teams if available. Does anyone think that water will still be available at this time?

B.      An email will be sent to Zone/Team Leads and volunteers alerting them that the GP-CERT plan may be implemented.

In our scenario, this is the day that ICON or the Management Company Employees Leave the Premises (winds anticipated to be 74 mph or higher):

A.      Once the IC has been notified by the GM, he would send out an email to the Command Team letting them know this information. The email will also indicate that the GP-CERT plan will be implemented, and a TENTATIVE time that volunteers should assemble at their designated places post-storm event. The actual team activation time will be determined after the storm has passed, and the IC has determined that it is safe to proceed. The GM of the management company will be responsible for alerting all residents of the fact that employees are leaving the grounds.

B.      Prior to departure, the IC/DIC will draft and submit to the management company/POA a notice to the community about the forecast storm event with a strong reminder to begin their storm preparations and to be prepared to be self-sufficient for a minimum of up to 7 days post storm. This notice will be sent out by “email blast” to all GP residents.  All GP-CERT team communications at this time should be by phone, SMS text message or email. Two-way radio communications are not used at this time.

C.      All GP-CERT team members should enact their family preparedness plans, including such things as charging golf carts and cell phones, laying out a flashlight for your personal use, familiarize themselves with the Zone map, and review the most recent GP-CERT plan.

D.      The DIC and Communications Officer will monitor GMRS Channel 8 during the 24 hours leading up to the storm. Team and Zone Leaders should make an initial communications check with the DIC during this time period. The DIC will initiate contact with any Command Team member who has not checked in to verify their presence with a working radio before the storm.

September 3rd, 2020:

Two Days – Role of Team Leads and Zone Leaders

A.      IC communicates the storm info to the Command Team, which in turn communicates it to each of their assigned Team members.

B.      Team and Zone Leaders recheck head count of available team members, and communicates this number to the DIC.

C.      Communications Officer contacts NP EOC to verify details and availability of the NP CERT radio net and any special operating procedures.

September 4th, 2020:

One day before landfall:

Things are getting pretty windy!

During Storm Events:

Hunker down, be safe, and try to be comfortable.

September 6th, 2020:

The Storm has passed – Activation of GP-CERT:

A.      All volunteers should first ensure the safety and well being of themselves and their family members, and assess any damage to their personal property and home.

B.      Command Team members should check for SMS text messages that may have adjusted the team activation time.  If there are no messages or cell service is not working, then Command Team members should check in by FRS/GMRS radio at the designated rally time for team activation. At this time the IC will announce either activation or a new tentative rally time if storm winds are still too high for a safe response.

C.      IC, DIC and other Command Team members should set up a command center at the clubhouse or vicinity.  A car or a golf cart may serve as our physical base of operations. All  Team and Zone Leaders should be notified once the command post has been established.

D.      If there is a need for the AC and/or DA Teams, quickly appoint from the command center the Team Leads who will coordinate these teams.

F.       Give large team signs to each Team Lead asking them to set up away from each other. A decision may have to be made as to where to place the teams if adverse weather is a consideration.

G.      The Fire Department and other City/County Resources Response Team usually check on GP after an emergency event. We need to be ready to discuss with them the status of the GP community. Both the North Port Police Department and the North Port Fire Department will receive copies of all pertinent materials and names of the Command Team.

VII.   Role of Team Leads (DA/Access Control/Triple C)

A.      Bring flashlight, water, your cell phone and a golf cart if you have one.

B.      Report to the GP-CERT Lead at the requested time, hopefully before most volunteers arrive. Multiple Co-Team Leads may be assigned to coordinate each team at the discretion of the GP-CERT IC.

C.      Pick up laminated instruction card signs (from the command center go bag) for your team.

D.      For the AC Team Lead, pick up forms for vehicle registration (in the go bag).

E.      If necessary, pick up your team sign and your log notebook. Capture significant times and events in the logbook as well as any significant notes.

F.      Pick up one walkie-talkie for yourself; the AC  team should receive priority for additional radios for those staffing the front and/or back gate(s).

G.      When assembling, keep a sizeable distance away from the other teams so as not to confuse volunteers as to where they should assemble.

VIII. Mobilization:

A.      The first team that should move to their assignment is the DA Team. They are the ears and eyes for the entire complex. The DIC must inform the team that there is a need to complete their assessment sheets and return them quickly, in order that the IC has a better understanding of the condition of our community and to prioritize what steps need to be implemented.

B.      In practice, the DA team members should give their report to the DA Zone Leads. The Zone Leads will review each form placing the forms into three categories:

a.       No visible damage

b.      Some visible damage

C.      Once decisions are made, the DA Zone/Team Lead will be directed by the GP-CERT IC to assist with:

a.       Checking on certain streets and condition of residents;

b.      What (and how) to communicate to residents or to a particular neighborhood;

d.      What resources need to be called in even though they may not be available.

D.      The Zone Leaders should coordinate their Zone teams to ensure that they are conducting a systematic search and rescue response following procedures established by  the CERT Field Operating Guide.  The recommended sequence and priorities of search and rescue efforts should be as follows:

a.       First Priority is to locate, identify, and render first aid to injured persons, and to previously identified residents with Special Needs to ensure their continued well-being.

b.      Second Priority is to assess and report damage to structures, roads, and interruptions of water, sewer, or electric service.

c.       Third Priority is to properly mark each structure. Only structures showing severe damage will be marked by GP-CERT.

d.      Zone Leaders shall make immediate reports to the IC of all seriously injured or non-responsive casualties, as well as for active electrical hazards or leaking water or sewer lines. Otherwise, they shall make hourly status reports to the IC on GMRS Channel 10, even numbered Zone teams on the hour and odd numbered Zone teams on the half hour.

IX.     Extended Operations 

Some disasters may be cause extensive damage and government response/recovery support may take many hours or days to arrive. The IC must be alert to such a situation and make an early determination that extended operations may be required. When initiating extended operations the IC must ensure that team members are provided a minimum of 6-hours rest before starting a new work period.

Extended Operations are defined as search and rescue or medical treatment CERT activities that exceed 24 hours in duration. GP-CERT will conduct extended operations as two, 12-hour work periods. Staffing for each work period may be dramatically different depending on the scope of work and objectives for each work period as determined by the IC. Water and rest are both key.

Special Considerations:

1.     When commercial communications (phone, cell, Internet) are not available in our community, GP-CERT will provide 2-way radio communications support to the community and HOA management team on a 24/7 basis until commercial communications are restored.

2.     When electrical power to the community is OFF, GP-CERT will operate a portable generator at the HOA office to provide the HOA management team and the community at large with limited electrical power for charging of portable device batteries and limited supplemental lighting to indoor areas. Normal operation of a generator for this purpose is expected to be limited to 12 hours per day from 8 am to 8 pm each day until electrical power is restored.

The desktop exercise wrapped up with a number of questions and suggestions for future desktop exercises. Holtby noted that there were two tropical storms starting to develop that we should keep our eyes on.