Grand Jury Report Respoonse Revision - Westminster School District

Comments 16

• CO1
  Six (of 17) school districts have managed to apply for and receive relatively large grants from governmental agencies to greatly enhance their emergency planning efforts, while others have not. The Westminster School District was extremely fortunate to receive two consecutive federal grants, the Emergency Response Crisis Management (ERCM) grant and the Readiness for ,Emergency Management for Schools (REMS) (see attachments). Since Westminster is located near many identified hazards, the federal government doubled our requested fbnding allocation, so that we could successfilly create a con~prehensiver esponse to mitigate all possible disasters. Accordingly, from 2006 - 2011, the grants provided nearly $500,000 to achieve the highest outcomes. The ERCMApril2010 Executive Summary, prepared by our grant evaluator, describes WSD's progress in developii~gc on~prel~ei~srievsep onses for en~ergei~pcrye paredness. GOALS AND OBJECTIVES ACHIEVED (2006 - 2009) Westminster School District (WSD) received the Emergency Response Crisis Management (ERCM) grant in October 2006. The district has spent the last two years of the grant laying a new foundation district wide for emergency preparedness that is aligned with NIMS. The list below highlights accon~plisl~meit~owtsa rd this task and toward meeting the goals and objectives of the grant. All activities have been made possible through ERCM funds and have assisted WSD to move toward sustainability. Hired a full time Safety Specialist in October of 2006. Revised school safety plans to align with NIMS, including ICS positions and Incident Action Plans. Addressed four top priority hazards: 1) earthquake, 2) fire, 3) intruder on campus; and 4) pandemic emergency plans. Addressed four additional hazards: 1) student violence; 2) after school program vulnerability; 3) bus or on-campus accidents; and 4) airborne hazards. Updated site maps at all (1 7) WSD schools to include location of hallways, stairwells and utilities as well as critical staging areas. Trained 55 WSD employees in a NIMSIICS training provided by the Orange County Department of Education. Completed a district wide infectious disease plan that is aligned with the World Health Organization's alert stages. Participated in several meetings with Orange County Health Care Agency to review the plan. Created a Level 1 and Level 2 alert stage letter to parents. Provided thee Internet SafetyICyber-bullying to a total of 59 district parents. Provided CPRIFirst Aid training to 186 WSD staff. Conducted a small scale earthquake tabletop with district administrators. Conducted a large scale multi-agency intruder on campus drill at a WSD middle school. Standardized evaluation and recording of site practice drills and improved quality and response time. Assigned and trained staff on EOC positions and conducted two simulations (one in partnership with the Orange County Department of Education). Purchased portable emergency and OA2 radios and established protocol for monthly district wide tests. Purchased 15 Global Positioning Systems (GPS) for all WSD buses. Conducted GPS trainings for bus drivers. Demonstrated system to two other school districts and received a write up in the county newspaper. Completed Helicopter ID Spray on 15 buses. Completed four bus safety trainings on various emergency situations. Participated in monthly meetings with Orange County Emergency Managers Organization (foc~o~ns state, county and city emergency management including grant updates, terrorism updates, exercise dates, communications updates, and NIMS updates), and participated in OCEMO School Subcommittee meetings (focus on emergency and disaster related topics pertaining to schools). Hosted quarterly community partner meetings with first responders and district leadership. Developed a district Model Emergency Plan. LESSONS LEARNED Managing emergencies using NIMS/SEMS/ICS was initially a challenge. Although the goal of NIMS was to create a universal language among first responders and educators, the language was new to the school district and the process somewhat technical. SEMS is language developed by the fire and emergency service industry and though the differences between it and NIMS are few, it took more time than originally planned to incorporate those differences into the existing school system. Because the district was highly committed to incorporating NIMS and making the emergency response plans a well-known and understood document at each school site, the incorporation was successful. School staff has learned the language of NIMS and the positions/roles of the ICS in order to effectively communicate with first responders. The result ofthis has been increased response times in an organized manner. Furthermore, there continue to be several lessons learned in activating the EOC. Each exercise allows for a lzigher level of preparation and a greater awareness of communication procedures that are needed. EVALUATION RESULTS WSD ERCM major outcomes include full incorporation of NIMS, an increased number of hazards addressed and reflected in school safety plans, preparation for an infectious disease outbreak, increased safety training for district staff, improved response time and quality of response to practice drills (per site, with other agencies and in the EOC), increased critical incident practice, improved capacity fdr district to school site communication, iinproved monitoring of school buses, and enhanced partnerships with first responders. The impact of these accomplishments is a vast expansion of emergency preparedness and an increased quality and response time to save lives in the event of a natural or man-made crisis. Furthermore, an unanticipated outcome ofthe grant work is the shift in priority the district cabinet members and other district leadership have put on emergency readiness. Below is a list of resources acquired with grant funding: Required Training Meeting #I: Two participants for up to three nights and four days in a major U. S . city. Funds include $ 1,100 for transportation, $1,050 for two nights of lodging $520 per diem ($65/day = $260 per participant)costs for two participants. $250 Registration fee for each participant ($250 x 2 participants $500 = Required Training Meeting #2: Two participants for up to three nights and four days in a major U.S. city. and $520 per diem ($65/day $260 per participant)costs for two participants. $2,670 = $250 Registration fee for each participant ($250 x 2 participants = $500 registration $500 EQUIPMENT The following items detail the needed equrpment for an OA2 radio w/ extender allowing portable UHF radios to talk on the OA2 channel, UHFportable radios to support damaged radios at school sites, radios for EOC operation, support equipment, installation, and programming to match existing equipment. Quotes and needs were provided by a company that specializes in preparing school districts for crises. Radio and Communications Equipment Vertex 37-50 MHz 70 Watt VHF Radio (Qty - 1) 68397 Base Station Power Supply (Qty. - 1) VXR-1000 Vertex Mobile Radio Extender UHF (Qty. - 1) - 461815 RFS Low-Band Base Antenna (Qty. 1) LMR600 Tiines LMR600 Antenna Feed Line (Qty. - 50 @ $1.60) EZ-600 Times EZ-600 N Connector (Qty. 2 @ $23) 40468 Maxrad UHF Base Antenna (Qty. - 1) MISC Antenna Mounts (Qty. 2@ $75) LMR400 Times LMR400 Antenna Feed Line (Qty. 50 @ .80) EZ-400-NMH LMR-400 N Male Antenna Connector (Qty. 2 @ $10) VX-900UD Vertex 5 12 Channel UHF Radio wl display (Qty. - 5 @ $5 16) FBA-27 AA Battery Case for Vertex VX-6001900 Radio (Qty. 5 @ $32.50) VH-225M Dual Speaker Headset for Vertex VX -6001900 Radio (Qty.5 @ $137) VX-2 10AUD Vertex VX-2 10 UHF Portable Radio (Qty. 5 @ $2 10) VAC-800B Vertex 1- Hour Charger (Qty. 5 @$64) MISC Engraving for Portable Radios (Qty. 10 @ $12) Installation, Labor, & Misc Parts Sales Tax 7.75% Zonar Global Positioning System (GPS) The GPS is $800 per bus for 15 buses $12,000. There is also a $20 monthly fee for = each bus. $20 x 15 buses = $300 per month in GPS fees. $300 x 18 months = $5,400. $12,000 x $5,400 $17,400 = Helicopter ID Spray for Buses This will allow WSD buses to have painted on their roof "WSD" and a 5-digit identification number. This will cost $400 per bus and is needed for 17 buses. $400 x 17 = $6,800 SUPPLIES START I1 First Aid and Trauma Kit ( 2 kits @ $120 each for each of the 16 sites) (These kits will be stored in site storage containers and will allow for triage & rapid treatment.) Aqua Blox Water Boxes . This will provide one extra water box per student. Currently, the district has the minimum amount of water supply, which is 8 ounces per student per day for.3 days. Each box cost $1.09. $1.09 x 8,000 = $8,720 CONTRACTUAL Link 2 Life Training ( $44/person, 4 people from each site (4 x 17 sites = 68) and 25 employees from WSD Food Services and 7 district administrators (EOC stam. 100 WSD employees to be trained @ $44 each = $4,400 skills necessary to save a life External Evaluator $7,500 Completed ERCM evaluations for other school districts. This rate includes fees for the 18-month period, including data collection, program monitoring, recommendations, and submission of all required reports. NIMS Training - IS-700 $2,000 This 3 hour course explains the purpose, principles, & key components of NIMS. A consultant will be hired at the flat rate of $2,000 to provide this introductory NIMS course to district & school personnel. (The Safety Coordinator will provide a basic NIMS training for all staff at each of the 17 sites.) The Executive Summary for the 2009-2011 REAdS Grant prepared by the district's external evaluator demonstrates WSD's continued progress in preparing schools and our community in emergency preparedness: GOALS AND OBJECTIVES ACHIEVED Westminster School District (WSD) received the Readiness and Emergency Management for Schools (REMS) grant in August 2009 and applied for a No-Cost Exteilsion tlrough July 201 1. This is the district's second REMS grant. All grant activities have been made possible through REMS funding and have assisted WSD to move toward sustainability by enhancing emergency plans, training staff and implementing staff knowledge through drills. The list below highlights accomplishments toward this task and toward meeting (and at times exceeding) 100% of the project objectives and performance measures of the grant. a Hired a full time Safety Secretary in August 2009 and will sustain the position beyond the grant period. a Trained five targeted key personnel in 13 NIMS courses (GPRA indicator met). a Trained 638 WSD staff members, certificated and classified, in eight function specific trainings. a Developed a manual for the eight function specific trainings to be used as a Train-the- Trainer resource. a Trained PT A Presidents in emergency procedures and parent reunification. a Enhanced the WSD Model Emergency Plan including a published Emergency Response Reference Guide (response procedures for 18 hazards) and 685 flip charts (one for each WSD classroom). a Enhanced School Safety Plans for drill protocol, hazard assessment and NIMS compliance. a Developed a Food Defense Plan and trained appropriate staff. a Developed an Infectious Disease Business Continuity Plan and trained appropriate staff. a Developed a Parent Reunification Plan and trained appropriate staff. a Enhanced emergency procedures for the evacuation of special needs students. a Completed three Tabletops: Paildemic Flu, Evacuation of Special Needs Students, and Parent Reunification. a Completed a large scale multi-agency earthquake drill. a Trained district EOC staff and cond~~ctetwdo EOC drills. a Conducted two District Office drills (Lockdown and Severe Weather). a Created a WSD Mobile EOC Van and conducted a training drill using the van. a Participated in quarterly meetings with Orange County Emergency Managers Organization (focus on state, county and city emergency management including grant updates, terrorism updates, exercise dates, communications updates, and NIMS updates), and participated in OCEMO School Subcommittee meetings (focus on emergency and disaster related topics pertaining to schools). a Hosted community partner meetings with first responders. LESSONS LEARNED WSD's REMS grant and emergency management mitigation, data gathering, staff training, drills and staff input have provided invaluable lessons learned fkom small to big. Major lessons learned are detailed below. a WSD established the understanding that consistency in emergency procedures throughout the district was imperative. Although sites must tailor efforts to specific school scenarios, the language and general protocol in handling an emergency needs to be consistent and practiced often. a A large part of the success of the grant was providing district key players the training and drill experience that allowed them to internalize district emergency procedures and initiate on their own the necessary improvements. a The grant hnding was a necessary catalyst to improving emergency management. Funds provided a hll-time staff member dedicated to school safety and emergency preparedness. a Working toward meeting the goals ofthe grant made developing partnerships with emergency responders a high district priority. The in-kind consultation partners have and will continue to provide the district is key to quality sustainability of emergency practice drills. EVALUATION RESULTS WSD staff has worked diligently to meet the project objectives and performance measures ofthe grant. One hundred percent of the nineteen performance measures were met. The GPRA goal of an average of 2.8 NIMS courses completed by key personnel was exceeded with the average course couilt at 3.4 by the end of the grant period. On evaluation surveys, staff has indicated significant percentages of increased knowledge following trainings and has also indicated a high value in practicing drills frequently. One of the most significant chailges in the two year grant period is the priority all district administrators have placed on emergency preparedness. The REMS grant was utilized to build capacity within the district so that quality emergency management could continue beyond the grant period. Although the magnitude of this change cannot be hlly captured quantitatively, it is evidenced by the sustaining of the Safety Secretary and the plans for hture drills with emergency responders. Furthermore, the following list of resources developed through the REMS grant will provide'key materials for hture emergency management efforts: a Coinplete Model Emergency Plan Enhanced School Safety Plan Template Food Defense Plan Infectious Disease Business Continuity Plan Parent Reunification Plan Inclusion of Special Needs Student Plan Function Specific Training Manual Emergency Response Reference Guide 685 Flip Charts (mini reference guides for each WSD classroom) EOC Notebook with position responsibilities and checklists Emergency Drill Booklet with scenarios, position responsibilities, checklists and evaluation forms Mobile EOC Van
• CO2
  School districts develop plans with respect to a number of different but overlapping regulations and standards, including those required by the county, state, and the federal government. The Westminster School District integrated the State and Federal regulations for disaster and emergency preparedness according to CA Education Codes, Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS). WSD utilized the REMS Technical Assistance website and attended all conferences which provided substantial training, resources and expert guidance in the regulations. WSD will continue to monitor and sustain the structures and practices that have been fuly implemented
• CO3
  Some schools reported they have not adequately anticipated the needs of students taking prescription medications, or with specialized medical needs, in the event of some emergencies, such as an extended lockdown. The Westminster School District agrees that this issue is challenging; however, all sites were equipped with carts with large wheels that move through the grass and are designed to hold all the medications of our students. Thus, when students are evacuated outside, each will have their necessary medication and equipment. Nurses, health aides and specialized staff have been trained in evacuation procedures. The Emergency Operations Center (EOC) team are grappling with the need for medications in the classroom for an extended lockdown (beyond a day).
• CO4
  School districts are in communication with a variety of local and county dep,artments, agencies, akd systems to help them prepare for and respond to disasters or emergencies; not all districts access the same resources. Westminster School District has a long history of collaborating with numerous emergency responders within four separate communities that comprise our district's demographics. Drills are planned to include representatioil from each community including their police, fire, and CERT members. WSD continues to expand their partnerships and build relationships to ensure the highest level of support and response in the event of any disaster or emergency.
• CO5
  Few schools have plans or emergency preparation information available in languages other than English. Westminster School District prepares its communication in English, Spanish and Vietnamese. Our emergency plans will be added to our website, which has the capacity to translate all information into the seeker's primary language. Additionally, our scl~ool sites translate inforinatioil that is sent home in Spanish and Vietnamese as required by our local board policies.
• CO6
  , With respect to reported constraints on emergency planning and preparation, over half of schools and almost three quarters of districts identified either limited time or funds. The Westminster School District agrees wit11 this finding; however, our district leadership encouraged the Safe Schools, Healthy Students Department staff to acquire federal finding to plan, train, implement, and sustain the highest level of disaster and emergency preparedness according to the NIMS criteria. Our Superintendent(s) directed all department and school site leadership to prioritize this need and to allocate significant time and resources to accomplish the goals and objectives as determined by nunlerous community partilers and emergency respoi~ders.
• CO7
  Some schools anticipate responding to only a few emergency situations (e.g., earthquake and fwe), while others have developed plans to respond to over a dozen different threatening situations. While this finding may be true for many districts, the Westminster School District updated and created additional detailed responses for numerous hazards including the ones listed below: 1. Plane crash on campus 2. Child Abuse and Neglect 3. Bus Incident 4. Hostage Situation 5. Weapons at SchoolIArmed StudentISchool Shooting 6. Bullying and Cyberbullying 7. Suicide 8. Intruder/Trespassing/Animal Disturbance 9. EarthquakeIDrop, Cover and Hold On 10. AccidentsIMedical Emergencies 11 . FireIExplosion 12. Bomb Threat 13. Severe Weather 14. Shelter in Place 15. Evacuation 16. Utilities Failures 17. Chemical Spill and/or Explosions 18. Lock-Down 19. Assessment Level of Student Threat Checklist .20. School Offtce Safety Protocols The district contracted with an expert company to design a bright RED "Emergency Response Reference Guide" for each ICS Commander, every department and classroom in the district, all busses and district vehicles, and afterschool program partners. All classroom "Emergency Response Reference Guides" were placed on clipboards wit11 a copy of the school ICS chart, the school emergency map, the job specific descriptioi~o f staff responsibilities, and were mounted by the classroom door.
• CO8
  Plane crash on campus
• CO9
  Child Abuse and Neglect
• CO10
  Weapons at SchoolIArmed StudentISchool Shooting
• CO11
  Bullying and Cyberbullying
• CO12
  Intruder/Trespassing/Animal Disturbance
• CO13
  EarthquakeIDrop, Cover and Hold On
• CO14
  AccidentsIMedical Emergencies 11 . FireIExplosion
• CO15
  Chemical Spill and/or Explosions
• CO16
  Assessment Level of Student Threat Checklist .20. School Offtce Safety Protocols The district contracted with an expert company to design a bright RED "Emergency Response Reference Guide" for each ICS Commander, every department and classroom in the district, all busses and district vehicles, and afterschool program partners. All classroom "Emergency Response Reference Guides" were placed on clipboards wit11 a copy of the school ICS chart, the school emergency map, the job specific descriptioi~o f staff responsibilities, and were mounted by the classroom door. Finding 4: School districts develop plans with respect to a number of different but overlapping regulations and standards, including those required by the county, state, and the federal government. The Westminster School District integrated the State and Federal regulations for disaster and emergency preparedness according to CA Education Codes, Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS). WSD utilized the REMS Technical Assistance website and attended all conferences which provided substantial training, resources and expert guidance in the regulations. WSD will continue to monitor and sustain the structures and practices that have been fuly implemented Finding 5: Some schools reported they have not adequately anticipated the needs of students taking prescription medications, or with specialized medical needs, in the event of some emergencies, such as an extended lockdown. The Westminster School District agrees that this issue is challenging; however, all sites were equipped with carts with large wheels that move through the grass and are designed to hold all the medications of our students. Thus, when students are evacuated outside, each will have their necessary medication and equipment. Nurses, health aides and specialized staff have been trained in evacuation procedures. The Emergency Operations Center (EOC) team are grappling with the need for medications in the classroom for an extended lockdown (beyond a day). Finding 6: School districts are in communication with a variety of local and county dep,artments, agencies, akd systems to help them prepare for and respond to disasters or emergencies; not all districts access the same resources. Westminster School District has a long history of collaborating with numerous emergency responders within four separate communities that comprise our district's demographics. Drills are planned to include representatioil from each community including their police, fire, and CERT members. WSD continues to expand their partnerships and build relationships to ensure the highest level of support and response in the event of any disaster or emergency. Finding 7: Few schools have plans or emergency preparation information available in languages other than English. Westminster School District prepares its communication in English, Spanish and Vietnamese. Our emergency plans will be added to our website, which has the capacity to translate all information into the seeker's primary language. Additionally, our scl~ool sites translate inforinatioil that is sent home in Spanish and Vietnamese as required by our local board policies.