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MINUTES - 02251997 - D8-D11
D.8 THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA DATE: February 25, 1997 MATTER OF RECORD SUBJECT: Public Comment The following persons addressed the Board of Supervisors on this date: Denny Larson, Communities for a Better Environment (CBE), 500 Howard Street, Suite 506, San Francisco, commented on the February 23, 1997, 2:00 a.m., incident at the Tosca Refinery and the merger of the Unocal and Tosco refineries; and Donald R. Brown, 1801 Sonoma Boulevard, Suite 117, Vallejo, commented on the sale of the Unocal refinery to Tosco and the possible effects on the community. He presented the Board with a copy of two documents entitled "Total Denial" and "Battling Terror in Burma and Heroin at Home." THIS IS A MATTER FOR RECORD PURPOSES ONLY NO BOARD ACTION TAKEN 'D.9 TO: Board of Supervisors of Contra Costa County r FROM: John Cullen, Director, Social Service a ent DATE: February 25, 1997 SUBJECT: CONSIDERATION OF CHANGES TO THE GENERAL ASSISTANCE--- PROGRAM _ SPECIFIC REQUEST(S) OR RECOMMENDATION(S)AND BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. APPROVE the Social Service Department's plan for a service delivery model which expands the focus on self-sufficiency. 2. ADOPT General Assistance Standards of Assistance to reflect new state law changes and court actions which address the following subjects: ♦ Eligibility to General Assistance time-limited to three months in any twelve month period for able-bodied recipients who are assessed as employable, and who are offered the opportunity to participate in job skills or job training sessions. ♦ Standards of aid for recipients who reside with other non-responsible individuals reduced in accordance with the formula established by the Welfare and Institutions Code section 17001.5. ♦ Standards of aid for recipients reduced by $40 per month in recognition of the value of health care provided by the county. ♦ Part 9, Immediate Need, of Resolution No. 89/411 rescinded. This section was adapted by the Board of Supervisors in 1989. 3. Establish an effective date of March 1, 1997 for the standards of assistance, with implementation of the reduction for the value of health care deferred pending development of Department budget. 4. AMEND Resolution No. 92/698, adopting discretionary social welfare programs pursuant to Government Code section 26227, providing for special needs for General Assistance eligibles. 5. DIRECT the Department to conduct a pilot to evaluate the effectiveness of a vendor payment program for food and personal needs. Signature: ACTION OF BOARD ON February 25, 1997 APPROVED AS RECOMMENDED X OTHER X VOTE OF SUPERVISORS _UNANIMOUS(ABSENT ) AYES:T.TT V, NOES: ITT ABSENT: ABSTAIN: The Hoard APPROM the recommendations as set forth above; ADOFID Resolution Nos. 97/212, and 97/213 as attached; and REFERRED to matter to the Family and 11iman Services Ccxnnittee for review, with particular focus on the shared housing provision. Contact: Jewel Mansapit, Social Service,313-1601 y�ft a d4O , mom 1�i m W d�MMM on� of Mi as d myrwad as d»dw Ntb nt awl jF bnut 25. 1997 PM SATCNd1AR cmonk of the board draworvtaon•ndV AdA"t:apr �( 01Paty �D, A THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on February 25, 1997 by the following vote: AYES: Supervisors Rogers , Uilkema, Canciamilla, and DeSaulnier NOES: None ABSENT: None ABSTAIN:Supervisor Gerber SUBJECT: Standards for Administration of the ] RESOLUTION NO. 971 212 General Assistance Program ] The Contra Costa County Board of Supervisors RESOLVES that: In accordance with California Welfare and Institutions Code, Section 17000 et seq., the Contra Costa County Board of Supervisors hereby ADOPTS the following standards of aid and care for the indigent and dependent poor of the County (General Assistance), effective March 1, 1997. These standards govern the General Assistance Program of Contra Costa County. Part 1 Standards of Aid 101. Pursuant to Welfare and Institutions Code section 17000.5, the Contra Costa County Board of Supervisors hereby adopts general assistance standards of aid that are 62 percent of the 1991 federal official poverty guidelines, and which are adjusted in an amount equal to the adjustments provided under Chapter 2 (commencing with Section 11200) of part 3 of the Welfare and Institutions Code. (a) An amount not to exceed $40 per month per recipient shall be deducted from the standard of aid in recognition of the value of health care provided by the county. 102. The general assistance standards of aid for applicants or recipients living alone or with responsible relatives are established by budget units consisting of the General Assistance applicant or recipient and all legally responsible relatives (spouse for spouse and parent for minor child) with whom the applicant or recipient lives. (a) The standard of aid for each person in a budget unit exceeding one shall be an amount equal to the multiple person budget unit standard divided by the number of persons in the budget unit. Any budget unit with five or more persons shall be considered as having four persons in the budget unit. 103. The standard of aid for applicants or recipients who share housing with one or more unrelated persons or with one or more persons related by birth, marriage or adoption who are not legally responsible for the applicant or recipient (non- family budget unit) pursuant to Welfare and Institutions Code section 17001.5 shall be the standard of aid for the budget unit reduced as follows: (a) by 15% if the applicant/recipient lives with one other person; (b) by 20% if the applicant/recipient lives with two other persons; (c) by 25% if the applicant/recipient lives with three or more other persons. 104. The standard of aid for an applicant/recipient who is eligible for general Board Resolution No, 97/ 212 Page 1 assistance but is homeless shall be the standard for a 1 person assistance unit, which shall be administered as follows: (a) If the homeless person resides at a county shelter, the grant shall be reduced to 47% of the standard for 1, which is the amount for food, personal needs and basic transportation. (b) If the homeless person resides at a private shelter, the grant shall be reduced to 47% of the standard for 1, which is the amount for food, personal needs and basic transportation. (c) In consideration of the county's right to cooperation in administering its General Assistance Program and to compliance with the reasonable requirements of shelter residence, the grant shall be reduced to 47% of the standard for 1, which is the amount for food, personal needs and transportation, if a homeless person declines to accept available county or private shelter or is disqualified for available shelter on account of his or her willful conduct. (d) If the county is unable to provide shelter, and the person is unable to obtain private shelter, the homeless person shall be entitled to receive the aid payable to a 1 person family unit. (e) There shall be no reduction in aid for a homeless person who is willing to accept available county or private shelter if the only available shelter is in a geographic region of the county other than that in which the person normally resides. (f) No person whose mental or medical condition makes them inappropriate for shelter placement shall have their aid reduced for failure to accept a shelter bed. Persons with flagged mental disabilities shall not be required to accept a shelter bed. (g) Homeless eligible shelter residents who move to a confirmed housing unit shall receive the unused balance of shelter and food payments for that month. 105. General Assistance aid is payable by the calendar month and shall be pro-rated for periods less than a calendar month. 106. The amount of aid payable is determined by subtracting from the applicant or recipient's standard of aid cash resources, net income, and the value of income in kind as determined by the Social Service Department. 107. Method of Payment The Social Service Department may substitute in-kind assistance, vendor payments or vouchers for any cash grant or allowance provided hereunder at the discretion of the Social Service Director. 108. Overpayments of aid are subject to liquidation as provided in the Social Service Department Manual of Policies and Procedures. 109. Medical care excepted, the aid and care to which Contra Costa County legal residents are entitled under Welfare and Institutions Code section 17000 is limited to that provided by this Resolution. Part 2 General Assistance Eligibility 201. An applicant for or recipient of General Assistance must meet all of the following criteria: Board Resolution No. 97/_212 Page 2 (a) Must be at least 18 years of age or legally married or disqualified for categorical assistance. (b) Must be a legal resident with an address in Contra Costa County which can be given to the Social Service Department as the applicant's place of residence. Other conclusive evidence of residency, as determined by the Department of Social Service, may be substituted for the address requirement if the applicant or recipient does not have an address. (c) Must have been present in, and a resident of, Contra Costa County for fifteen consecutive days. (d) Must be without sufficient income or resources to meet the applicable General Assistance standard of aid. (d) Must not be in receipt of, or eligible to, categorical cash assistance, the standard of aid for which equals or exceeds the applicable General Assistance standard of aid, in the same month, provided that any person who is eligible for aid under Chapter 2 (commencing with section 11200) of Part 3 of the Welfare and Institutions Code shall not be eligible for General Assistance if that person's payment level established pursuant to Welfare and Institutions Code section 11450 (a) is exceeded by the applicable General Assistance standard of aid. Where an individual fails to take all reasonable steps to establish or maintain his or her eligibility for categorical aid, or refuses to cooperate with GA program requirements, he or she renders himself or herself ineligible for General Assistance. (e) Must not be serving a General Assistance/General Relief period of ineligibility from another California county. 202. Must meet the General Assistance eligibility standards outlined below. Part 3 Employability 301. An applicant or recipient who does not have a medically verified physical or mental disability as determined by the Social Service Department is employable. 302. An applicant or recipient who is employable is subject to the following additional conditions of eligibility: (a) Must be available for and actively seeking employment. (b) Must not have failed to continue in employment without good cause within 60 days of application. (c) Must actively participate in the General Assistance employment programs of the Social Service Department. (d) Must actively participate in any manpower program to which the applicant or recipient is referred. (e) Must accept any reasonable job offer. (f) Must agree to participate as assigned in the Workfare Program. (g) An employable individual who has been offered an opportunity to attend job skills or job training sessions may not receive aid for more than three months in a twelve month period, whether or not the months are consecutive. This applies Board Resolution No. 97/ 212 Page 3 to aid received as an employable person in any California county. A partial month's aid shall be counted as one month. 303. An applicant or recipient who is unemployable (that is, mentally or physically disabled, as verified by a physician), is subject to the following additional conditions of eligibility: (a) Must cooperate in obtaining medical verification and confirmation of unemployability as directed by the Social Service Department. (b) Must, if aged, blind, or disabled, apply for that assistance program provided for under Title XVI of the Social Security Act as implemented by Welfare and Institutions Code Section 12000 et seq, known as "Supplemental Security Income/State Supplemental Program" (hereafter SSI/SSP), and follow through with appeal processes through the Social Security Administration. In addition, applicants must sign an agreement(GA201A) authorizing the Social Security Administration to make the initial SSI/SSP payment to the County and authorizing the County to deduct from such payment the amount of General Assistance paid to the recipient while SSI/SSP was pending. (c) Must cooperate in the determination of eligibility for benefits from any State, Federal or other source. (d) Must cooperate in obtaining medical, psychological, or psychiatric examinations and medical, psychiatric, or other care or treatment to diagnose, correct or alleviate medical, psychological, or psychiatric conditions which cause unemployability. (e) Must actively participate in any training, re-training, educational or rehabilitation program as required by the Social Service Department. Part 4 Property 401. Real Property (a) Home: The applicant's or recipient's own home in which he or she is living is excluded in determining eligibility. (b) Real Property other than the home renders the applicant or recipient ineligible for General Assistance. 402. Personal Property Insofar as it is possible, an applicant for or recipient of General Assistance shall be required to apply his or her own personal property to his or her support; subject to the provisions set forth below: (a) Liquid Assets: Liquid assets are defined as cash, bank accounts,credit union shares, securities, stock or bonds, cash surrender value of insurance policies or other negotiable instruments readily convertible to cash. Liquid assets must be applied towards the applicant's or recipient's support. In determining need and eligibility, such assets shall be budgeted as though they were income. Other liquid assets are subject to the rule governing available property. (b) Motor Vehicle: One motor vehicle is excluded in determining eligibility if its value as determined by the Social Service Department does not exceed $4,500. In determining this value, the Social Service Department shall not reduce the value by any amounts owing on the vehicle. Board Resolution No. 97/ 212 Page 4 (c) Personal effects: tools of the trade, an interment space, crypt or niche, the first $500 for a burial or funeral trust, are excluded in determining eligibility. (d) All other personal property: the value of other personal property may not exceed $500 in order for the GA applicant or recipient to be eligible. 403. Available Property Where the applicant or recipient owns and possesses assets that are not immediately available, or other properly in excess of the standards set forth above, and is unable to utilize such property for his or her immediate support, he or she may be aided for a period of one month upon the Social Service Director's authorization, to provide him or her with an opportunity to convert the property for use toward his or her support. 404. Income in Kind Gain or benefit available to or received by the applicant or recipient in the form of goods or commodities, as distinguished from cash, shall be considered an available resource, and will be treated as income in kind. (a) In-kind values for housing, food, personal needs and basic transportation shall be determined by the Social Service Director, and provided in the Social Service Department Manual of Policies and Procedures. 405. Transfer of Property (a) When property other than excluded property is transferred by an applicant or recipient, within 12 months preceding the date of application, whether by conversion to other property, conversion to cash, or expenditure of liquid assets, the purpose and intent of the transferor must be evaluated. The burden of proof that the transfer was not made to qualify for aid, or for a greater amount of aid, or to avoid utilization, is on the applicant or recipient. (b) When the applicant or recipient fails to prove that transfers of property were not made to qualify for aid or for a greater amount of aid, or to avoid utilization, the applicant or recipient is deemed ineligible for aid. (c) The applicant or recipient who has transferred property which results in ineligibility remains ineligible for the period not to exceed twelve months during which the proceeds would have supported him at the rate of $342 per month for one person, plus $230 per month for each additional person. 406. All currently available net income, which shall include liquid assets and aid payments from any source, as determined by the Social Service Department shall be deducted from the basic need allowance in determining the amount of the grant which may be authorized. Part 5 Assistance Unit Limitations on Eligibility 501. The GA budget unit consists of the GA applicant or recipient and those household members who are related to him or her by birth, marriage or adoption, except that minor children who are receiving OASDI survivors benefits are excluded. The assistance unit consists of those persons in the budget unit who are applying for GA, and their legally responsible relatives (spouse for spouse and parent for minor children). 502. The GA assistance unit must meet the property and income limits as a group in Board Resolution No. 971212 Page 5 order for any member of the assistance unit to be eligible for GA. 503. If legally responsible persons receive categorical cash assistance, they are not included in the assistance unit, and their property and income is excluded in determining eligibility of the GA applicant or recipient. Part 6 Administrative Eligibility Conditions 601. Review of Eligibility (a) A review of eligibility factors will be made at intervals as determined by the Social Service Department but at least once every 12 months. (b) Monthly determinations will be made by review of the Monthly Eligibility Report required from all GA recipients. Failure to submit the required report shall result in the discontinuance of aid. 602. Exploration of Resource Potential GA applicants or recipients must take all actions necessary to obtain any available resources. 603. Responsibility for Support (a) A determination of support from all sources shall be made at the time GA is granted. (b) Responsible persons include the spouse, and parents of minor children who have a legal responsibility to support, as well as any other persons who have assumed responsibility for the support of the applicant or recipient. (c) An applicant or recipient is not eligible unless such person has made reasonable efforts to obtain support from all sources including legally responsible relatives. (d) As a condition of eligibility for General Assistance, an applicant or recipient must provide available information as to the identity and whereabouts of persons who are responsible for his or her support as well as information as to the source and amount of support provided from any source during the past 12 months. (e) An applicant or recipient who lives with a responsible person(s) is not eligible unless the entire assistance unit meets the property limits and need standard of General Assistance. 604. Verification (a) An applicant or recipient must provide all information required for the determination and verification of eligibility and compliance with these standards and the Social Service Department Manual of Policies and Procedures, including, but not limited to, name, address, and personal identification. (b) An applicant or recipient is required to consent to the Social Service Department's investigations and inquiries reasonably necessary to verify eligibility at any time. (c) An applicant or recipient must consent to reasonable inspection, review, monitoring and audit of his or her household and records by authorized representatives of the Social Service Department. Board Resolution No. 97/ 212 Page 6 605. Alcohol/Drug Abuse Applicants or recipients must be screened for alcohol or drug abuse if there is a reasonable suspicion to believe that the applicant or recipient is dependent upon alcohol or illegal drugs, and, if determined to be chemically dependent, must accept referral to General Assistance Alcohol and Drug Abuse Diversion Services (GAADDS), or other such alcohol or drug abuse programs as the Social Service Department may direct, and actively and cooperatively participate in any treatment program recommended by GAADDS for such persons. 606. Fingerprint Imaging An applicant or recipient must consent to fingerprint imaging as a condition of eligibility for General Assistance. Part 7 Program Compliance 701. Initial and continued eligibility is conditioned upon the applicant's and recipients full cooperation with the Social Service Department and upon compliance with all applicable policies and regulations governing the GA program. Applicant and recipient responsibilities embodied in this resolution include, but are not limited to, those set forth on forms GA 201 A, GA 201 B and GA 34, which are provided to and shall be executed by all applicants prior to the granting or restoration of aid. 702. Failure to comply with General Assistance program requirements expressed in this Resolution or in the Social Service Department Manual of Policies and Procedures renders an applicant or recipient ineligible for aid. Failure to comply is excused if it was for good cause. (a) The Department shall be responsible for showing that a failure or refusal to comply with General Assistance program requirements occurred. (b) The General Assistance recipient who alleges that he or she has good cause for his or her failure or refusal to comply with program requirements shall be responsible for showing that good cause exists. (c) There is no presumption that failure to follow program requirements is willful or non-willful. The Department shall have no obligation to determine willfulness or lack of good cause before sending warning notices, failure to comply notices, or notices of proposed action. (d) Nonwillfulness is good cause for a failure or refusal to comply with a program requirement, subject to rebuttal by the Department. (1) Wilful is defined to mean a purpose or willingness to commit the act or make the omission in question, and does not require an intent to violate program requirements. Nonwillful shall be defined to mean an accidental or involuntary violation of a program requirement or an intentional act not reasonably foreseeable to result in violation of a requirement. Conduct which meets the definition of nonwiltful shall not be considered to be willful. (e) Twice only, negligence shall be good cause; thereafter negligence shall be subject to evaluation. (1) A negligent act is one that occurs by inadvertence, carelessness, haste, lack of attention, forgetfulness, or failure to use regular care. Board Resolution No, 471212 Page 7 (e) Each case will be determined on As own facts. A determination must be made based on the evidence. Evidence can be direct or it may be inferred from an applicant's or recipient's acts. (f) Failure to cooperate in meeting program requirements or carrying out program duties is a failure to comply with program requirements. 703. An applicant who fails to comply with program requirements shall be denied aid unless the applicant shows that the failure to comply was for good cause. (a) Examples of applicants' program requirements include, but are not limited to, keeping appointments; providing verification as requested by the due date; filing application for other sources of income or benefits, including Supplemental Security Income; participating in substance abuse screening; completing applicant job search; appearing for and participating in Work Programs Intake; cooperating with Early Fraud Detection and Prevention. 704. An applicant who has quit without compelling cause, or has been fired for cause from a job within sixty days prior to the date of the General Assistance application is ineligible for General Assistance for sixty days from the last day of his or her employment. 705. An applicant who provides fraudulent information in order to qualify for a General Assistance grant or for a larger grant, or to avoid termination or reduction of aid, shall serve a six month period of ineligibility. 706. Once aid is granted, a recipient who fails or refuses to comply with program requirements shall be discontinued aid, and sanctions will be imposed as follows, unless the recipient shows that the failure to comply was for good cause. (a) The first failure or refusal to comply with a program requirement shall result in a warning notice in lieu of a sanction. (1) The warning notice shall advise of the failure to comply and state that future failures to comply without good cause shall be subject to sanction, and that the Department shall clear the warning notice if the recipient contacts the responsible staff person within ten days and shows good cause. (2) Not more than twice, the Department shall clear a warning notice if the recipient arranges for a new opportunity to comply with the program requirement, and complies with the program requirement. (3) If the warning notice is cleared, the recipient shall be entitled to another warning notice in lieu of sanction for the next failure to comply. (b) Once a recipient has a uncleared warning notice, further failures to comply will be subject to sanction, but before a notice of proposed action may be sent, a failure to comply notice will be given, offering the recipient the opportunity within ten days to contact the responsible staff person and clear the noncompliance by showing good cause. (1) The first failure to comply with a program requirement shall be followed by a two-month period of ineligibility; the second failure to comply with a program requirement shall be followed by a four-month period of ineligibility; and a third failure to comply with a program requirement shall be followed by a six-month period of ineligibility. Thereafter, each subsequent discontinuance for any willful failure to comply with a program requirement shall be followed by a six-month period of ineligibility. (2) In unusual circumstances, upon application by the recipient, based upon a Board Resolution No. 97f 212 Page 8 written finding of facts showing that it is justified by i) the recipient's case record, or ii) the nature of the failure to comply, or iii) the reason for failure to comply; subject to approval by the Appeals Manager, an appeal hearing officer may reduce a sanction from two months to one month or from four months to three months. Such reduction will not affect the length of subsequent sanctions. (c) If one year has elapsed since the end of the last discontinuance or period of ineligibility, without the initiation of procedures for a failure to comply with a program requirement which result in sanctions, the process for imposing sanctions shall begin again. (d) Examples of recipients' program requirements include, but are not limited to: appearing for Work Programs Assignment appointment or monthly Job Club meetings; submitting a timely and complete job search report form; performing a monthly workfare assignment; cooperating with GAADDS; cooperating with Quality Control; submitting a timely and complete monthly status report (GA-7); cooperating with and completing the annual redetermination process; providing requested information or verification by the due date; applying for any other resource or benefit, including Supplemental Security Income, and taking all necessary steps to obtain such income. (e) The period of ineligibility shall apply to any member of a General Assistance assistance unit who has failed to comply with program requirements. 707. A recipient who refuses an offer of employment, or who quits without compelling cause, or is fired for cause from a job shall be ineligible for General Assistance for six months from the refusal or the last day of employment. 708. A recipient who provides fraudulent information in order to qualify for a General Assistance grant or for a larger grant, or to avoid termination or reduction of aid, shall serve a six month period of ineligibility. 709. When an applicant for aid is denied, a new application shall be required to establish eligibility; when a recipient is discontinued, a new application shall be required to establish eligibility. 710. Notice and Appeal Procedure (a) Actions to deny aid or to terminate eligibility are subject to notice and appeal as provided in Board Resolution Number 95/385. Part 8 Interim General Assistance Reimbursement Program 801. County's Program In accordance with P.L. 94-365 and 42 U,S.C. 1383 (g), and with the "Agreement for Reimbursement to State for Interim Assistance Payments Pursuant to Section 1631(g) of the Social Security Act" between the U.S. Secretary of Health, Education and Welfare and the State of California, as executed on February 11, 1975, which provides for reimbursement to the State, or certain counties thereof, for "interim assistance" paid to eligible applicants for SSI/SSP benefits while such application is pending; and pursuant to the "Contract for the Interim Assistance Program" between the State of California Board Resolution No. 971222 Page 9 Department of Social Services and the Contra Costa County Board of Supervisors, which permits the County to participate in the State's "Interim Assistance Program", the County hereby adopts and establishes a Contra Costa County Interim General Assistance Reimbursement Program. 802. Interim General Assistance Under the County's Program, General Assistance paid to those persons who are subject to paragraph Section 303 (b) herein, shall be considered "Interim General Assistance" where it is paid during the period beginning with the filing of an application for Federally paid SSI/SSP benefits for which said person is ultimately determined eligible, and ending with the first regular SSI/SSP payment made thereunder. 803. Program Operation Subject to the recipient's right to State hearing, Interim General Assistance shall be repaid to the County from the recipient's Federally paid SSI/SSP benefits. Part 9 Additional Provisions 901. Reimbursement In accordance with Welfare and Institutions Code sections 17109 and 17403, as a condition precedent to the receipt of General Assistance benefits, eligible persons are obligated to repay all benefits received and may be required to execute a repayment agreement and lien upon their property. The County Counsel is authorized to bring a legal action against a General Assistance recipient at the direction of the Social Service Director when the Director determines that the recipient has acquired property. 902. Return to Residence Persons who are not residents of Contra Costa County, but otherwise would be eligible for General Assistance on the basis of property and income, may be provided County funds by the Social Service Department in order to return such persons to their place of residence. In order to discourage a transient life-style which is a drain on county taxpayers, persons who return to this County after being transported out of County are ineligible to further county funds for twelve months from date of departure. If the place of residence has a source of support which is still available, such persons are not eligible to any further General Assistance. 903. Social Service Department Manual (a) Subject to the provisions contained herein, the General Assistance standards and policies of the Contra Costa County Board of Supervisors are expressed in the Social Service Department Manual of Policies and Procedures. (b) The County Welfare Director is empowered to adopt procedures and policies for the operation of the General Assistance program which are consistent with and within the scope of this resolution, and to publish same in the Social Service Department Manual of Policies and Procedures. 904. Hearings Applicants and recipients are entitled to notice, hearings and appeals as provided in the Social Service Department Manual, this Resolution, and Resolution No 95/385. Board Resolution No. 97/212 Page 10 (a) The Department of Social Service shall establish an Administrative Review Panel which shall review and make recommendations to the Director of Social Service regarding evidentiary hearing decisions which are appealed to the Board of Supervisors. (b) Any interested person may file a written challenge with the Director of the Social Service Department objecting in whole or in part to regulations of the Department, or of the Board of Supervisors governing the General Assistance Program. The Administrative Review Panel shall review any such challenge. It shall make a recommendation to the Director of the Social Service Department concerning such a challenge within six weeks from the date of its receipt. The Director's determination may be appealed to the Board of Supervisors by written notice of appeal,stating the facts and authorities on which it is based, delivered to the Clerk of the Board of Supervisors, within two weeks from the date the Director's determination is mailed to appellant. I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: February 25, 1997 Phil Batchelor, Clerk of the Board of Supervisors and ounty Administrator By: Deputy Contact: Jewel Mansapit, Social Service, 313-1601 Board Resolution No. 97/ 212 Page I 1 T, � Y THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on February 25. 1997 by the following vote: AYES: Supervisors Rogers , Uilkema, Ganciamilla and DeSaulnier NOES: None ABSENT: None ABSTAIN: Supervisor Gerber SUBJECT: Discretionary Social Welfare ] Resolution No. 971 213 Programs adopted pursuant to ] Government Code section 26227] The Contra Costa County Board of Supervisors RESOLVES that: Resolution No. 92/696, adopting discretionary social welfare programs for general assistance eligibles, is hereby AMENDED to modify the provisions for employable recipients, as follows: Program: Special Needs for General Assistance eligibles Part a. is modified to read: a. In order to assist employable recipients to meet the employment program requirements of the General Assistance program, and to assist those recipients to become self-sufficient by obtaining and maintaining employment, allowances for work-related ancillary services may be provided at the discretion of the Social Service Director. I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: February 25, 1997 Phil Batchelor, Clerk of the Board of Supervisors and County A.d{m�i'n'istrator By l , Deputy Contact: Jewel Mansapit, Social Service, 313-1641 RESOLUTION NO. 971 213 GA Standards of Assistance Executive Summary Mission: Self-sufficiency The mission of the Social Service Department: In partnership with the community, provide services which support and protect families, individuals and children in need, and promote personal responsibility, independence, and self-sufficiency. Since 1990, the Board of Supervisors' stated objective for the General Assistance program: self-sufficiency for every General Assistance applicant/recipient. Possible Impacts of Federal and State Welfare Reform Some of the critical areas which could potentially have a serious impact on local programs -- and in particular on GA -- are the ineligibility of legal immigrants for federal programs and time-limits to aid for families. It is unknown at this time exactly what number of families within our county will be impacted by these changes within the next two years. However, an increase in the number of families with children on GA will drastically change the GA client profile and the type of employment services needed, specifically with regard to child care issues. Possible Impacts of Changes to State Law and Neighboring Counties' Policies Of particular importance to Contra Costa County at this time is the issue of what policy changes neighboring counties have taken or plan to take within the next six months. The threat of migration cannot be totally disregarded. While residents of one county might not consider relocating to another county because grants were reduced -- e.g. Alameda and Solano's grants were reduced according to relief granted to those counties by the Commission on State Mandates, and this did not adversely affect our caseload -- they might be more inclined to relocate to an adjacent county if their eligibility in their own county were limited to a specific number of months. Both Alameda and Solano plan to implement time-limits and other program restrictions. There are other, similarly adverse, policy changes pending with several Bay Area counties which could impact Contra Costa. Recommendations for Changes to Service Delivery System and Standards of Assistance 1 . This report proposes that the Board of Supervisors approve the Department's plan for a service delivery model which focuses on self-sufficiency: February 25 1997 Page 1 This is a comprehensive integrated service delivery model to include: ♦ Single assessment tool/process ♦ Primary case manager who coordinates services for recipient ♦ Mutual identification of service needs by recipient and case manager ♦ Increased service levels without adding costs by streamlining processes ♦ Accountability and tracking for services ♦ Emphasis on recipient responsibility to work toward independence The service continuum will assure: ♦ Early and accurate assessment of the client's employability or unemployability, and identification of his/her service needs ♦ Entry into the correct service component at the initial point of entry t For the employable client, augmented services as needed, to address the individual's barriers to employment, and to provide guidance in the areas of job seeking and retention ♦ For the disabled client, augmented services to assist with the development of other resources, primarily SSI benefits ♦ For the client who is neither clearly employable nor disabled, augmented services as needed to remove barriers to employment, or to assist with rehabilitation or documenting the disability 2. This report proposes that the Board adopt the following policy changes which will align policies with welfare reform; and to recognize federal and state law changes: a. Standards of aid for recipients who reside with other non-responsible individuals to be reduced in accordance with the formula permitted by the Welfare and Institutions Code section 17001 .5. Adoption of this policy will replace the current policy of limiting the reduction to recipients who reside with certain related persons. a. Eligibility to General Assistance to be time-limited to three months in any twelve month period for able-bodied recipients who are assessed as employable. February 25 1997 — Page 2 Background The GA Caseload in Contra Costa County Since 1990, the stated goal of the General Assistance program in Contra Costa County has been "self-sufficiency" for the recipient. During these six years we have implemented a variety of programs and policies designed to contain caseload growth, and to serve the General Assistance population effectively, according to statute, within the restrictions of the available funds, and keeping in mind this client goal. Our caseload and expenditures have fluctuated dramatically, from an all-time high of 6200 cases in April 1992 to the current low of 2288 in December, 1996. In the twenty-three month period February, 1995 through November, 1996 alone, the caseload decreased almost 50%. Some of the programs/policies adopted since 1994 included: • Graduated sanctions for program noncompliance (two, four and six months) • Job Search for Recipients • Job Search for Applicants • Referrals to shelters for homeless applicants and recipients • Mandatory vendor payments for housing • Fifteen day county residency • Automated hearings which result in expedient decisions • Pegasys, the General Assistance computer system, which provides correct implementation of sanction policies; tracks appointments, job search, workfare and GAADDS activities; schedules and monitors automated hearings, and provides a variety of caseload management activities. The General Assistance caseload has reached a more manageable level; one where we can --- and should -- be discontinuing as many recipients because they have obtained employment as for program noncompliance. This is certainly not intended to denigrate or diminish in any way the importance of program requirements and the consequences of failure or refusal to comply. On the contrary, the best policies are those which contain incentives for compliance as well as provide motivation and assistance for self-support. This proposal speaks to the services which need to be offered in order to help those who demonstrate their willingness to comply to achieve self-sufficiency. There are fewer obstacles to redesigning or "reforming" the GA program. For one thing, there are less outside influences. GA is totally funded by county dollars, and policies are set by the Board of Supervisors within the parameters of the state statute. The number of staff involved is smaller. The number of clients is smaller, and has been declining for the past year. Self-sufficiency for the GA recipient February 25 1997 Page 3 primarily involves him/herself only; generally there are no minor children in the home who must be supported by the client's employment, no child care to worry about. GA is already partially automated. Additionally, the policy changes made over the past two years have streamlined some areas. Contra Costa routinely has been at the forefront of California counties with regard to establishing innovative service programs for GA recipients, in spite of the fact that these services must be funded 100% by the county. • In 1981 , the workfare program was developed in corroboration with the General Services Agency to provide work experience to applicants and recipients. Subsequently, several vocational training programs were developed by the two agencies and offered to recipients. • In 1983, Contra Costa County was the second county in the state to implement an SSI advocacy service for GA recipients who need assistance with the SSI application and appeal process. • In 1989, the department and client advocates recognized the impact of substance abuse on the GA population and the goal of self-sufficiency. We were the first county in the state to implement substance abuse screening, and to offer a high-quality treatment program at no charge to recipients with substance abuse problems. (The GAADDS Program) • In 1996, the department established the SSI Reapplication Unit (the SRU) , in collaboration with the Health Services Department, to assist as many of the 1400 effected county residents as possible to reestablish their eligibility to SSI based on qualifying disabilities other than addiction or alcoholism. Welfare Reform The concept of "welfare reform" is on everyone's mind. The President has signed "The Personal Responsibility and Work Opportunity Act of 1996." During the next twelve months, a great deal of effort will be spent on all levels developing plans for implementation of the provisions of that act. It is understood that the ultimate goal is integration of all aid programs. However, this should not deter us from looking at the GA program, and making it the best program it can be in the interim. Ultimately, this should make total integration easier. Federal changes such as ineligibility to SSI for drug addicts and alcoholics; time- limited eligibility to Temporary Assistance to Needy Families (replacing AFDC benefits); and ineligibility to federal programs for noncitizens, have already begun to impact local programs. The extent of the impact cannot be gauged accurately, February 25 1997 Page 4 since it is still not known to what extent the state may pick up some of these categories of individuals. However, as the state begins to develop and implement its responses to the federal law, we can expect a great deal of "trickle-down" from those actions. Legislative Changes. Current and Future ♦ The changes to the Welfare & Institutions Code section 17000, enacting the provisions of SB 681 (Hurtt) became effective January 1 , 1997. These changes include the Board of Supervisor's authority to: 11 restrict GA to certain employable persons to as few as three months out of twelve; 2) require "participation in treatment programs for persons screened and professionally evaluated to be in need of treatment", and screening for those applicants/recipients for whom there is a reasonable suspicion to believe that an individual is dependent upon illegal drugs or alcohol; 3) specific percentage reductions to the standards of aid for those recipients who reside with nonresponsible persons; and 4) reduction to the standard of aid in an amount up to $40 per month in recognition of health care provided by the county. Most other counties have begun adopting policies to implement all or some of these provisions. ♦ It is anticipated that numerous bills will be introduced by the new Legislature which will make additional significant modifications to the GA section of the W & I Code. Governor Wilson has already indicated his support for legislation which would simply eliminate the 17000 section of the W & I Code. It is likely that a variety of bills will be introduced in both houses of the legislature which will fall into three categories: 1) eliminate the mandate altogether; 2) provide for GA to become a state program, with counties providing maintenance of effort funding; or 3) include childless adults in the CaITAP continuum (a state/federal funded program). ♦ The potential impact on GA of Federal Welfare Reform, and subsequently, the State Welfare Reform packages, cannot be overestimated. Without legislative protection, individuals and families who are disqualified from Federal and State programs will likely become the responsibility of the county GA program. Client-identified Needs In 1995, Contra Costa dedicated time and money to participate in a demographics study of GA applicants/recipients conducted by the University of California in conjunction with the Bay Area Social Service Consortium (BASSC). A very important side benefit of this study was the information gathered from client February 25 1997 Page 5 responses to needs assessment questions. The most critical need from social service -- as stated by the applicants themselves -- is employment services. Service Delivery Redesign Focus on Emoloyment and Self-sufficiency While self-sufficiency has been the goal for Contra Costa's GA recipients for several years, the primary emphases have been: 1 ) advocating for the receipt of SSI benefits for those persons who are permanently disabled; 2) self-directed employment services, such as job search, work experience (workfare), and some limited vocational training; and 3) substance abuse treatment services. Other than the substance abuse treatment program, help has not been available for those who are temporarily unable to work, and for those who have no disability but who may be unable to locate and maintain employment without assistance and support services. The GA eligibility and employment services (Work Programs) functions currently do not share a common goal of helping clients to obtain and maintain economic self- sufficiency. Both -- but particularly the eligibility worker -- are involved in activities which seem intended to assist the client to maintain his/her eligibility for GA. To paraphrase the Department's IM/GAIN Bureau Redesign Plan: The functions are not aligned, which results in mixed messages to recipients and hinders efforts to increase client employment. The role of the Eligibility Worker is to provide accurate and timely benefits to recipients, as opposed to ensuring that clients secure employment and achieve self-sufficiency. Aside from referrals, there has been little interaction between the functions. In order to ensure that as many recipients as possible obtain and maintain employment, the eligibility and employment services must be consolidated into a streamlined system aimed at meeting this goal. Just as the state CaITAP proposal emphasizes that, under the new program which will replace AFDC, eligibility workers will function more like employment counselors rather than benefits workers, so will GA eligibility workers. All GA staff members will be focused on a single goal: self-sufficiency for each recipient. Substance abuse treatment and SSI advocacy services will continue to be provided. Employment services will be enhanced, and will include assistance for those who are temporarily unable to work, or who have no disability but who are unable to locate and maintain employment without assistance and support services. Particular attention will be paid to job-keeping skills, as well as to job-getting skills. February 25 1997 Page 6 It has been our experience that while most GA recipients can obtain employment, most lack the necessary skills to maintain that employment. Over time they ricochet on and off GA repeatedly. Early assessment of the client's emoloyability/classification A viable client assessment, conducted early in the application/granting process using standardized assessment tools, is necessary to screen individuals for better classification, to identify barriers to self-sufficiency, and to identify the services needed to remove those barriers. The Brief Symptom Inventory will continue to be administered to all applicants, under the terms of the Williams v CCC lawsuit settlement, in order to identify mentally disabled applicants who are unable to understand and/or comply with program requirements. This screening process, which includes an individual mental status examination by a mental health professional for those whose BSI scores indicate a need for further evaluation, also serves to identify applicants who may be disabled and appropriate for referral to SSI. Identification of substance abuse will be an important part of the assessment process, since it is widely acknowledged that substance abuse adversely impacts an individual's ability to obtain and maintain employment. Where there is reasonable suspicion that an applicant is a possible substance abuser, s/he will be screened and assessed by a substance abuse counselor. Those who are found to be chemically dependent will be referred to participate in the GAADDS program as part of their service plan, regardless of their level of employability. Medical verification of disabilities will continue to be required as part of the assessment process, in order to determine the appropriate level of service for the person who is not immediately job ready, as well. GA applicants/recipients will be classified at one of three levels: 1 . Level 1 -- Employable. Client has no verified disability which precludes employment; may or may not have job skills and work history; barriers to employment are minimal; client is job ready. 2. Level 2 -- Pre-Employable. Client has either a) a verified physical or mental disability which is temporary, i.e. is expected to last no more than twelve months; or b) is "vocationally unemployable/ socially incapacitated". Under previous policies, the "unemployable" recipient who was not considered to be permanently disabled, had few program requirements, and was considered to be incapable of self-sufficiency. Keeping in mind the February 25 1997 Page 7 Americans with Disabilities Act, it is likely that many recipients who have been considered "unemployable" in the past will actually be classified as "pre-employable". We know now that the provisions of the ADA make the possibility of self-sufficiency a reality for these individuals. 3. Level 3 -- Permanently disabled. Verified physical or mental disability has lasted or is expected to last more than one year. Client must apply for SSI; intervention services will be provided. The comprehensive assessment process will result in proper classification of each client, and development of his/her initial service plan. Each service plan will detail the desired outcomes and the specific steps necessary for achievement of those outcomes. Service Delivery Tracks/Components Following the assessment, the client will be routed to the appropriate service component immediately. (See Flow Chart, attachment A.) 1 . Level 1 -- Employable. Client will be assigned to JobQuest, which will include: ♦ job seeking skills workshop ♦ job developer and placement counselor services ♦ counseling and assistance with barrier removal for clients with barriers to immediate employment ♦ workfare assignment ♦ job search assignment; may be directed or self-directed, and may include use of telephone banks. ♦ substance abuse treatment, if appropriate ♦ other assignments, including activities necessary for barrier removal, as appropriate The expectation of Level 1 clients is that all assignments -- workshops, workfare, job search, etc. -- will equal 40 hours per week for the total time (six months maximum) in which the client receives General Assistance. Employment Services staff will provide JobQuest services, including counseling clients with regard to assuming responsibility for removal of barriers, and providing guidance and assistance as needed; conducting job seeking skills workshops (possibly using the Dean Curtis model or the model currently in place in the GAIN program); and acting as job developers and employment placement specialists. February 25 1997 Page 8 Eligibility/Employment staff will be responsible for making and monitoring on- going workfare and self-directed job search assignments via Pegasys, and for seeing the employable client monthly to make these on-going assignments. Clerical staff will be responsible for receiving and logging into Pegasys completed workfare time sheets and job search report forms. Failure to comply with any assignment without good cause will result in the discontinuance of General Assistance and sanction of two/four/six months 2. Level 2 -- Pre-Employable. If the client has a verified temporary disability which prevents all employment, the disability will be monitored, and reverified at intervals identified by the doctor, but no less often than every three months. The reverification process will be initiated and controlled by Pegasys. As soon as the client's disability ceases, s/he will be assessed and moved into level 1 . At any point where verification indicates that the disability will last for at least 12 months, or at the point that it has lasted that long, the client will be reclassified as level 3, and will be referred to the Disability Services staff for further assistance. If the client has a verifiable temporary disability which does not preclude all employment, or is assessed as "vocationally unemployable", services may include training, work experience (workfare) at either a regular or a "restricted/limited duty" assignment, directed or self-directed job search, placement in a sheltered workshop, or other services identified as appropriate during the assessment process. Recipients with physical or mental disabilities must pursue available treatment to alleviate the condition when such treatment is available at no charge or the department provides a special need allowance to obtain the treatment. Recipients must participate in appropriate rehabilitation programs, including, but not limited to, substance abuse treatment, when such treatment is available at no charge or the department provides a special need allowance to obtain the treatment. Eligibility staff will be responsible for making and monitoring on-going workfare and job search assignments via Pegasys, for seeing the client monthly to make these on-going assignments, and for monitoring the client's participation in training or sheltered workshops. Clerical staff will be February 25 1997 Page 9 responsible for receiving and logging into Pegasys completed workfare time sheets and Job Search report forms. These clients may be assigned to participate in motivational workshops, e.g. "Why should I go to work?" Level 2 clients must be reevaluated at least every three months, and a new service plan developed. At that time, if goals are met, the client may be reclassified as level 1 . If client is unable to meet the goals of his or her service plan, s/he will be assessed by the assessment specialist and evaluated for eligibility as level 3. If still inappropriate for levels 1 or 3, a new service plan will be developed for the next three months. The new plan will take into account why the precious outcomes were not met, and may include some of the same goals with new action steps. Failure to comply with any assignment without good cause will result in the discontinuance of General Assistance and sanction of two/four/six months 3. Level 3 --Permanently Disabled: The Disability Service staff will assist these individuals with making application for SSI, and will manage the case through the first level of appeal (reconsideration). If the claim is denied at that point, the client will be referred to an attorney for assistance with the second level of appeal (hearing)• Failure to comply with any assignment without good cause will result in the discontinuance of General Assistance and sanction of two/four/six months One-Stop Concept The Department IM/GAIN Bureau Redesign plan calls for the establishment of "one- stop" REACH Centers, where multiple services will be coordinated and available to each client. This type of service integration eliminates the need for the client to see various service providers at multiple locations, and reduces the duplication of services. Just as it is possible that GA will become part of the "assistance continuum" with CalTap on the state level, we propose that services to GA recipients ultimately become part of the REACH Center operation in Contra Costa. It will not be necessary to await state action before attaining this goal. Supportive Services 1 . Shelters will continue to provide lodging for those GA applicants and recipients who are without housing, thereby eliminating the need for the client to worry about immediate shelter. Self-sufficiency services, such as February 25 1997 Page 10 substance abuse treatment, employment assistance, and SSI advocacy, will be provided by GA staff. 2. Substance Abuse Treatment (GAADDS) participation will continue to be required of clients who are identified by screening and confirmation as being chemically dependent. Treatment will continue to be provided by an independent contractor. 3. Other resources. To the extent possible, other resources will be utilized to meet service needs, particularly for levels 1 and 2 clients. The development of partnerships with other agencies and organizations will be critical to the success of this proposal. For level 1 clients: In addition to services provided by in-house staff, employable clients will be connected to other such services as may be available. EDD can provide job referrals; unions can provide apprenticeships, particularly for women seeking nontraditional employment. The General Services Administration can reactivate the short-term training programs (Custodian, Painting, and Landscaping/Grounds Maintenance) that were developed for GA recipients. Development of these and other resources will be critical to the success of this program. For level 2 clients: Community based organizations, such as Rubicon and Phoenix Programs, have training programs, sheltered workshops, etc. Clients will be assisted with referrals to rehabilitation or retraining services, as appropriate. GSA can expand the number and nature of "limited duty" or "modified" workfare slots to accommodate the limitations of this group of clients. Some of our existing workfare slots with other public or private non- profit agencies can be utilized for these clients as well. For level 3 clients: The Hawkins Center for Law and Services to the Disabled, which has a contract to provide assistance to certain GA recipients who are applying for SSI benefits will be expanded to serve a greater number of individuals. Additionally, there are many private attorneys in the community who are willing to serve interim assistance clients. 4. Ancillary services, including allowances for certain items such as clothing, transportation, union dues, fees, licenses, and so forth, will be provided in accordance with the individual's service plan. All Level 1 recipients will receive a monthly bus pass to enable them to conduct job search and meet participation requirements. February 25 1997 Page 11 General Assistance Standards of Assistance Maximum Standards of Aid The Board of Supervisors has adopted policies establishing the General Assistance standards of aid. In accordance with Resolution No. 92/671 , the methodology for establishing those standards is as follows: "Pursuant to Welfare and Institutions Code section 17000.5, the Contra Costa County Board of Supervisors hereby adopts general assistance standards of aid that are 62 percent of the 1991 federal official poverty guidelines, and which are adjusted in an amount equal to the adjustments provided under Chapter 2 (commencing with Section 11200) of part 3. " The adjustments referred to in that section are those made annually by the legislature for AFDC and SSP programs. Note that the issue of annual adjustments was litigated at the state level in the Beno and Welch lawsuits, and the state prevailed. The most recent adjustments result in a two-tier standard: one for those who are employable, and one for those who are unemployable. Effective January 1 , 1997, we have implemented both the Beno changes and the 4.9% across the board reductions in AFDC. Since Board policy requires that the standards of aid be set according to this methodology, we are obliged to keep our grant level in line with that policy. Effective April 1 , 1997, the Department will implement the following standards of aid: Employable recipient, living alone or with nonrelated persons Standard of assistance $279' vs $300 Unemployable recipient, living alone or with nonrelated persons Standard of assistance $3112 vs $300 Corresponding adjustments will be made to the standards of aid for couples, Determined by applying a 2.3% reduction permitted by earlier legislative action, which was upheld by the court in the Beno & Welch lawsuits, and applying an additional 4.9% reduction required by 1996 legislative action effective January 1, 1997. 2 Determined by restoring the grant to the 1992 level, in accordance with the Beno & Welch lawsuits Ian increase of 9%1, and applying a 4.9 reduction required by 1996 legislative action effective January 1, 1997. February 25 1997 Page 12 as well as for the 37% of the caseload who share housing with certain related persons. Time-Limited Eligibility The Welfare and Institutions Code as changed by SB 681 (Hurtt) provides that effective January 1 , 1997: The Board of Supervisors may adopt policies which prohibit an employable recipient from receiving aid for more than three months in any twelve month period, if the individual has been offered the opportunity to attend job skills or job training sessions. In accordance with this section, the department recommends that the Board adopt policies limiting eligibility to General Assistance to "three months in any twelve month period" for able-bodied recipients who are assessed as employable. Currently, 46% of the caseload is identified as employable. This includes all recipients who do not have a verifiable physical or mental disability. The percentages of "job ready" vs "pre-employable" are unknown at this time. The time limits would apply to those recipients who are job ready. Shared Housing The Welfare and Institutions Code as changed by SB 681 (Hurtt) provides that effective January 1 , 1997: The Board of Supervisors may adopt policies which reduce the standard of aid for recipients who live in shared housing with other non-legally responsible persons. Standards of aid may be reduced by 15%, 20%, and 25% depending upon the number of others with whom the recipient resides. Sixty-six percent of the current caseload live with other people. (37% live with non-responsible relatives; 29% live with non-related persons.) Current regulations (Taylor v CCC) provide grant reductions for those who live with relatives. The proposed change would more equitable distribute reductions across the caseload, and grant reductions would not be as severe as under the Taylor decision. In 1995, the Board of Supervisors indicated its support for restoration of the broader percentage reductions if the W&I Code was changed to permit it. February 25 1997 Page 13 In-Kind Recognition of the Value of Health Care The Welfare and Institutions Code as changed by SB 681 (Hurtt) provides that effective January 1 , 1997: The Board of Supervisors may adopt policies which reduce the standard of aid by no more than $40 per month in recognition of the value of health care provided by the county to GA recipients. While this approach would more equitably distribute benefit reductions across the caseload, the department does not recommend that it be adopted at this time, since it does not contribute to our employment promotion goals. However, should budgetary needs arise, this is a legal mean of reducing GA costs. Staffing Service Delivery Sites Currently, General Assistance eligibility staff is located in three district offices: Antioch, Martinez, and the "Weber Building" in Richmond. Work Programs staff is located in Antioch (serving east and central county) and 1305 Macdonald Ave, Richmond. Under this proposal, it is expected that the Eligibility and Employment Technician staff and the Assessment Specialists will be located in three district offices; the Employment Services Specialists will be co-located with GAIN staff in four district offices (adding Hercules). The Disability Case Specialist staff will be centrally located, serving clients throughout the county. Memoranda of Understanding will be developed with other organizations to provide space for other activities. For example, meeting room space is at a premium in the district offices. Space belonging to organizations such as St Vincent de Paul and other agencies/organizations will be utilized to provide workshops, telephone banks, and other group meetings as necessary. Staff Functions/Duties Following are descriptions of functions and duties to be performed by each staff classification. Note that the titles are working titles only, used to emphasize the focus on employment and self-sufficiency, and do not involve personnel reclassification at this time. ♦ Eligibility Workers will be referred to as "Eligibility and Employment February 25 1997 Page 14 Technicians". This does not involve personnel reclassification. The EET will perform screening, orientation, intake and continuing functions. Each will conduct at least 24 intake interviews per month, and carry 100 or more continuing cases (45 employable, 31 disabled, and 24 pre-employable). Duties will include screening applicants; conducting Orientation groups; determination of eligibility and grant amount at application and continuing; grant maintenance activities; monitoring training participation for employable recipients attending authorized training programs; counseling and barrier removal activities for pre-employable recipients; conducting monthly assignment appointments with pre- employable recipients, including issuing workfare and job search assignments. ♦ Socia/ Service Program Assistants in Employment Services will be referred to as "Employment Services Specialists". This does not involve personnel reclassification. The ESS will perform continuing employment services functions for level 1 clients. Each will serve an as yet undetermined number of Level 1 employable recipients involved in JobQuest per month. Duties will include conducting JobQuest Orientation groups; assisting with JobQuest skills workshops; supervising directed job search activities; counseling recipients in the areas of job attainment and maintenance; providing post- employment services to recipients. ♦ Social Service Program Assistants working with Permanently Disabled clients will be referred to as "Disability Case Specialists". This does not involve personnel reclassification. There will be no social workers involved in the advocacy function. The DCS will receive referrals from the Assessment Specialist when an applicant has been referred to apply for SSI. S/he may also receive referrals from the Eligibility and Employment Technician when a recipient who formerly had no SSI application requirement has been determined to be potentially eligible for SSI after granting. The DCS will provide assistance with the SSI application and reconsideration steps. Each DCS will serve an as yet undetermined number of disabled recipients per month. Duties will include providing assistance with SSA forms completion; collection of documentation and verification; completion of the Interviewer's Observations report; assistance with scheduling and keeping appointments, including providing transportation; assistance with the reconsideration process, including filing timely, forms completion and submission, gathering additional documentation. and February 25 1997 Page 15 appearing at reconsideration hearings, if held. Upon denial of a claim at reconsideration, the DCM will prepare the file for referral to an attorney, specifically to the Hawkins Center, unless the client has selected his or her own attorney. ♦ Social Workers performing the Assessment function will be referred to as Assessment Specialists. This does not involve personnel reclassification, but it is expected that this function will require individuals who have experience in the field of comprehensive assessment, testing, service plan development, and so forth. The AS will conduct approximately 30 assessment interviews weekly. This will include intake assessments, as well as reassessments as needed for preemployabie recipients. The duties of the AS include: 1) Interviewing applicants, using an established format, to determine: gross employability; reasonable suspicion of substance abuse; short-term and long-term barriers to immediate employment; initiate documentation of employability (applicant job search) or unemployability (medical verification); develop initial service plan, including establishing eligibility time-limits for job-ready applicants; referring job-ready individuals to JobQuest; referring disabled applicants to apply for SSI, and to the DCM for assistance. 2)lnterviewing recipients who were granted aid as pre-employable, and who now require reassessment, using the same established format. ♦ Senior Clerks will be referred to as "Eligibility and Employment Clerks." This does not involve personnel reclassification. This group of clerks is currently referred to as the "ABS Clerks" because they perform the AFIRM, BSI and SASSI duties. The EEC will assist with the orientation group meetings, administer the BSI, fingerprint all applicants, and administer the SASSI as required by the AS. Duties will include assisting with the orientation group meetings, including the administration of the BSI, and other duties as requested by the EET; scoring the BSI and scheduling appointments for mental status examinations, using Pegasys; recording each applicant's fingerprints in the AFIRM system; and administering and scoring the SASSI to individuals, as requested by the AS. ♦ Supervision of EETs and 3 EECs will be provided by 4 Eligibility Work Supervisors. Supervision of 8 ESSs, 8 DCSs and 3 Assessment Specialists will be provided by 2 Social Work Supervisors. February 25 1997 Page 16 3. Training Staff Development will ensure that staff is trained prior to implementation. Most of the training will be provided by department staff development workers, and some of the training will be done by outside sources at a cost not to exceed $20,000. We note that the state CaITAP proposal recognizes the need for staff training "to change from an eligibility determination function to case management. " While the state will, in fact, fund such training in the future, we will need to proceed immediately for GA staff, and will have to fund this initial effort. We will be able to take advantage of state funded training in the future. In the meantime, however, it is critical that staff be prepared for these changes in role and function, in order to make such a drastic operational change work. Suggested training modules include: GA Program Changes Case management (short-term, "task centered"; not long-term) Managing change Interviewing skills (workers will no longer just be on a "fact-finding mission" to obtain eligibility data, but will need to gather other types of information and develop service plans) Conflict Resolution Employment Services (How to help clients find and keep employment: where to look for jobs; completing the job application and resumes; the job interview; job developing; job placement; post-employment counseling, etc.) Automation The General Assistance automation system, Pegasys, has played an important role in the management of the GA caseload. Pegasys was designed to be implemented in a modular fashion, so that we can add enhancements as needed, and build on the original base system. Pegasys is a real-time, on-line system which interfaces with the Case Data System for the production of checks and the maintenance of the client index. The first modules of Pegasys, implemented in September, 1994, have enabled us to do the following: ♦ apply policies accurately and with consistency ♦ take automatic actions for noncompliance ♦ track a very complicated court-ordered sanction policy ♦ assign and track GAADDS appointments and assignments ♦ schedule and track workfare and job search assignments February 25 1997 Page 17 ♦ schedule and track hearings automatically for all cases being discontinued and sanctioned for program noncompliance With the enhancements currently being developed: ♦ each client's status and service plan will be monitored to ensure compliance and appropriate action; ♦ time-limits for employables will be tracked and action automatically taken to discontinue aid timely. ♦ GAADDS assignments will continue to be made and monitored through the system. ♦ Employment Services assignments will be made and monitored through the system. • workload management tools, such as initiating and monitoring various types of required verification, will be provided. • various management reports will be produced to provide demographic information which is unavailable through CDS, and enable the department to track the effectiveness of policy changes. February 25 1997 �— Page 18 D-10A BOARD OF SUPERVISORS s Contra PHIL BATCHELOR, COUNTY AD,MINI TRATOR FROM: WILLIAM B. WALKER, M.D. �1 •G `f 'v' Costa HEALTH SERVICES DIRECTORCount February 20I 1997 �\ y DATE: 'J q,rq couH� iy REPORTS ON THE AUTOMATED TELEPHONE DIALING SYSTEM, SUBJECT: COMMUNITY WARNING SYSTEM, AND FOLLOW-UP TO THE RECENT TOSCO REFINERY INCIDENT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. ACCEPT the following report from the County Administrator and Health Services Director on the automated telephone dialing system, Community Warning System and follow-up to the January 21, 1997 incident at Tosco's Avon Refinery. 2. ACKNOWLEDGE that the Health Services Director has contacted various industries in an effort to get a written commitment from them that they will provide appropriate access to their property for Health Services Department staff in the case of an incident and DIRECT the Health Services Director to continue working with industry to insure that a mechanism is in place to assure appropriate access to staff in the case of an incident. 3. DIRECT the Health Services Director to include access to facilities and plants in the Business Plan requirements of the County's AB 2185 program. 4. DIRECT the Chief, Contra Costa County Fire Protection District, to continue to work with Tosco's Avon Refinery to insure that appropriate fire personnel have access to the incident command post when an incident occurs. CONTINUED ON ATTACHMENT: —YES SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE —APPROVE _OTHER SIGNATUREISY -- -- ACTION OF BOARD ON February 25 1997 APPROVED AS RECOMMENDED x_ OTHER X See addendum for Board action. VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED February 25 1997 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF Cc: See Page 22 PERVIS AND COUN DMINISTRATOR BY DEPUTY 5. DIRECT the Health Services Director and REQUEST the General Manager of Tosco's Avon Refinery to prepare a final report to the Board on the January 21 , 1997 Tosco explosion and fire when the various investigating agencies have completed their work, and an interim report of any important findings that may become available in the meantime. 6. EXPRESS the Board's appreciation to the General Manager of Tosco's Avon Refinery for his cooperation in the preparation of this report. 7. ACKNOWLEDGE the value of the automated telephone dialing system (CAN system) and the importance of rapid access to the site of an incident in order to assess any risk to the public and determine whether to utilize that system, and which areas of the community to alert. 8. ACKNOWLEDGE the two years of work among local fire and police; the Office of Emergency Services; local industry health, safety, and emergency response teams; and the County Health Services Department to develop the pre-programmed incident response scenarios for the Community Warning System (CWS) so that the community near an industrial plant can be alerted quickly and accurately when there has been an incident where people should shelter-in-place and obtain more information from their television or radio. 9. DIRECT the Health Services Director; Director of General Services; Director, Office of Emergency Services; Sheriff-Coroner; and Chief, Contra Costa County Fire Protection District to satisfy themselves that the Community Warning System is fully operational and ready for turnover to the County before recommending that the County accept the Community Warning System from CAER. 10. REQUEST CAER to make a presentation to the Board of Supervisors on their workplan for the public education component of the Community Warning System prior to the date the Board is requested to accept the Community Warning System. 11. EXPRESS the Board's appreciation to the Community Warning System's Project Manager for her cooperation in the preparation of this report. 12. REVIEW presentations on the automated telephone dialing system (CAN system) and the Community Warning System (CWS). BACKGROUND: INTRODUCTION On January 28, 1997, the Board of Supervisors received a report from staff regarding a tragic explosion and fire which occurred at the Tosco Refinery in Avon on January 21 , 1997. The Board requested that within 30 days staff return to the Board with a report on the automated telephone dialing system, Community Warning System and with a follow-up to the Tosco incident. The following report responds to that direction from the Board of Supervisors. FOLLOW-UP TO THE afANUARY ,Z! 1007 TOSCO /NCIDENT • What has taken place since the January 28, 1997 report to the Board of Supervisors? -2- Investigative activities: The Health Services Department has four goals for the Tosco investigation: 1. To determine the root cause (if determinable) and the major contributing factors of the incident. The root cause is the one factor that, if removed, would have meant the accident would not have occurred. 2. To alert facilities if a potential hazard is identified that may exist elsewhere. 3. To resolve the notification issues. 4. To resolve the issue of site access during an event. Fieldwork. The Health Services Department is investigating the Tosco incident in concert with four state and federal agencies. The agencies include two branches of Cal/OSHA, which is conducting separate civil and criminal investigations; the Bay Area Air Quality Management District; US-EPA; and Federal OSHA. Altogether, twelve staff members from these agencies are gathering information at the Tosco facility. They are backed by other staff members doing analytical and support work in the home offices and in laboratories. The Health Services Department's lead field staff include a chemical engineer and a mechanical engineer (who is also a Professional Engineer); they have a combined 44 years of experience in industry, 37 of which is in refining, prior to their work for a regulatory agency. The combined experience of all the agency staff in the field on this investigation would total hundreds of years. Interagency coordination: The field staff are meeting on a more-than-weekly basis to coordinate their efforts. Thus far the result has been a fruitful sharing of information, perspectives, and ideas. Documents from Tosco have been provided in a timely manner. In addition, a weekly meeting includes managers and reviews overall progress, direction and coordination. Items currently under review and analysis: o Process unit parameters (e.g., pressure & temperature information); o Process Safety Management documents (e.g., unit design information; safety review information; operations parameters; information about staff/contractor training; mechanical integrity information); o Employee and witness interviews; o Other applicable records; and o Metallurgical analyses. Access to facilities during incidents: A key concern in the wake of the Tosco incident has been the need for assurance that facilities will give Health Services Department (HSD) staff access to their -3- Emergency Operations Center or location where the best and most current information is available about the incident. Dr. Walker called a meeting of Tosco officials and received their commitment that such access has been and is their policy, and that the delay in access was a unique situation. In fact, the Department has not been denied emergency access prior to the fire on January 21 , 1997 either at Tosco or other facilities. Dr. Walker reiterated the importance of such access in a February 5, 1997 letter to the managers or environmental managers at facilities using large volumes of acutely hazardous materials. Dr. Walker asked the managers to affirm their agreement by signing and returning the letters; those that have been returned to date are attached. Tosco is one of those companies that has signed such a letter. [See Attachment #1]. Further, Dr. Walker held a widely-covered press conference immediately following the meeting with Tosco officials which highlighted the need for immediate access and notification. He also discussed these topics with the CAER Board. Updating the Notification Policy: The County's Notification Policy was already scheduled to be updated with the County's takeover of the Community Warning System. The update includes operations procedures for facilities with that system to notify the County and initiate various aspects of the system, including the automated telephone dialing system. The HSD pager number will also be noted in the policy in additional sections to those where it is now listed. The Health Services Department will distribute the updated policy to facilities that establish emergency operating centers during incidents. We are recommending that the Health Services Director make a further report to the Board of Supervisors once all investigating jurisdictions have completed their work and filed their reports. • What protocol is in place between the Contra Costa County Fire Protection District and the Shell Oil Company refinery which might serve as a model for a similar protocol with the Tosco refinery? Attached is a Standard Operating Procedure for response by the Contra Costa County Fire Protection District to the Shell Oil Refinery. [See Attachment #2 ]. Also attached is the Fire District's policy for responses to Shell and the Tosco Refinery. [See Attachment #3]. Describe the steps which are being taken to insure that an appropriate protocol is in place between the Contra Costa County Fire Protection District and Tosco Refinery. Discussions are currently underway between the Contra Costa County Fire Protection District and Tosco Refinery regarding an appropriate response policy, given that Tosco Refinery is not within the Contra Costa County Fire Protection District's boundary and, therefore, any agreement which involves the Fire District must be voluntary and must be agreed to by Tosco. Portions of the Shell Oil Co. Standard Operating Policy could serve as an effective response procedure for Tosco as well, if it is acceptable to Tosco. A further report should be made to the Board of Supervisors by Chief Little once the current discussions are completed. AN 1A7 WHATED NOTIMCAT/ON APPROACH Timely and accurate community notification is critical in the event of an emergency. In Contra Costa County, the Health Services Department, the Office of Emergency -4- Services, and the Community Awareness and Emergency Response (CAER) group worked together to identify a combination of ways to effectively alert and inform the public in all types of emergencies. While researching the alert and notification tools available, it became clear that there was no one system which would meet all notification needs. Because of this, an integrated approach using a combination of the local media, city-owned Traveler's Information Stations, a telephone calling system, and eventually sirens was proposed to and adopted by the Board of Supervisors. This integrated approach officially went on line October 1, 1991 . • What is the Automated Telephone Dialing System? A primary tool of the integrated notification approach is the automated telephone dialing system. Its primary purpose related to hazardous materials incidents is to let people know when they need to take the protective action of shelter-in-place. Community Alert Network (CAN) is a company based in Schenectady, New York which provides telephone alert and notification capabilities to Contra Costa County, as well as other jurisdictions across the country. In investigating the use of automated telephone dialing systems, Community Alert Network was chosen for several reasons, the primary one being that they were and, to the best of our knowledge, still are the only provider of this type of service. Other companies are available that sell the equipment. CAN, however, does not sell equipment. They sell a service. They maintain the necessary equipment, as well as the data base for the entire County, keep staff trained in operating the system around the clock, and take care of the calling based on one single telephone call. When the system is activated, calls are made to an identified notification area. The notification area for hazardous materials incidents is typically the area downwind or closest to possible impact. The notification area for the Marsh Creek Detention Facility is the nearby surrounding community. During an activation, phone numbers in the system are typically attempted three times. At the end of the calling session a fax is sent to the activating agency. Contained in this fax are all the phone numbers and addresses that were attempted and the results of the call to that number. Should the situation call for it, it is possible to request CAN to again call the numbers that were busy on each of the prior attempts. • How is the decision made to use the automated telephone dialing system? There are 21 people trained and authorized to activate the automated telephone dialing system for community notification purposes. Those people come primarily from the Health Services Department (HSD) and the Office of Emergency Services (OES). For hazardous materials incidents requiring shelter-in-place, requests for activation of the automated telephone dialing system may come from a facility or the Incident Commander and must go through the trained HSD staff. If no request is made, but activation is appropriate, HSD staff will activate the system on their own initiative. Activation of the automated telephone dialing system for hazardous materials incidents is appropriate if there is: Off-site impact that is expected to cause eye, skin, nose and/or respiratory irritation in the community (ERPG Level 2 concentration reading or greater). Explosion with off-site damage. Fire, heat or smoke with off-site impact. -5- Major fire and/or explosion. [Examples: (a) On a process unit (excluding recipitators and boilers) where mutual aid is requested to mitigate the event and the fire will last longer than 15 minutes; (b) Where the local fire department strikes multiple alarms to mitigate the event]. These criteria were developed by the Community Warning System Accidental Release Scenario Group, which is described on Page 19. Requests associated with all other types of emergencies go through the trained staff from OES. The exception to this, as it relates to community notification, is the Marsh Creek Detention Facility. Staff there is trained and authorized to go to CAN directly or through the Office of Emergency Services to notify the public around their facility that there has been an escape. • How is the automated telephone dialing system initiated? Once the decision is made to utilize the automated telephone dialing system, the system is activated by trained emergency responders who call and inform the CAN operator of the area to be notified, what the appropriate message is, and other necessary details. CAN does the calling as emergency responders handle other important tasks related to the emergency. CAN also makes many more calls at one time than is typically possible with equipment from other companies. They currently make 100 calls simultaneously. This number will soon be increased to 150. • How often has the automated telephone dialing system system been used? Since we began to use the automated telephone dialing system, it has been activated 47 times. The breakdown is as follows: • 12 Incidents associated with Hazardous Materials; • 16 public announcements of escapes from the Marsh Creek Detention Facility; • 1 public advisory of planned dynamiting near a levee; • 18 related to drills and tests. • Who pays for the automated telephone dialing system? Contra Costa County industry pays for the annual contract fee for the automated telephone dialing system. If the system is activated, the responsible party or the requesting agency, such as the Sheriff for the Marsh Creek Detention Facility, is billed for the activation cost. • What improvements have been made to the automated telephone dialing system since 1991? With each activation of the automated telephone dialing system, a review and evaluation is done to determine whether there are ways to make its use even more effective. Listed below are some of the improvements that have been made since going on line with the system in October 1991: County Notification Policy This policy was developed in conjunction with CAER to assist in clarifying notification requirements already in existence and emphasize the importance of -6- speed in getting information to the community. The policy was approved by the Board of Supervisors in November 1991 and updated in October 1994. F&Clihty hnridrnf Clieckhst This checklist was developed to speed information from the facility or Incident Commander to the Health Services Department's Incident Response (IR) Team. This information helps determine whether activation of the automated telephone dialing system is appropriate. Nanfificafi®n Checklist Used by the Health Services Department's IR staff to help speed the process whereby CAN, media, and thus the community are notified. Increased Calling Abilit-y The number of calls that can be made at one time has increased from 25 to 100 and is soon to be increased to 150. ProgrannnieJ Nofil<icafion Zones Zones for most of the major refineries and chemical companies have been programmed into the automated telephone dialing system to speed the decision making process and make calls in a priority order, working from the facility outward. Zones have also been set up around railroad lines through the City of Richmond and, as referenced before, around the Marsh Creek Detention Facility. If no programmed zone exists, street boundaries are given to CAN and calls are made by streets in numeric and alphabetical order within those boundaries. Pre,-Revord,rd Messagns in the System Having pre-recorded messages saves having to record the message at the time of the incident, which delays getting the information out to the public. If a pre-recorded message is not appropriate, a message can be recorded at the time of the incident. As an example, during activations for the Marsh Creek Detention Facility a message is recorded at the time giving a description of the prisoner who escaped. Acquisition of the. Unnliste.4 Nunnhers annJ Addresses Over 50% of telephone numbers in the county are unlisted, meaning they cannot be included in the automated telephone dialing system unless the individual voluntarily provides the number to the County. As a result, in 1993, the County-sponsored SB222 (Chapter 751, Statutes of 1993) allowing the acquisition of unlisted telephone numbers and addresses for the purpose of emergency notification by telephone calling systems. This legislation was the first of its kind in the nation. Final processing of this information is underway. The data base will be updated monthly. The Board of Supervisors has agreed to sponsor legislation in 1997 to protect the confidentiality of these unlisted telephone numbers and addresses by exempting them from release under the Public Records Act. Assemblywoman Leach has agreed to author this legislation for the County. -7- • What use was made of the automated telephone dialing system during the January 21, 1997 Tosco incident? For effective use of the system, incident responders need a minimum of two pieces of information. They need confirmation of the site having the problem and they need the wind direction. On January 21 , 1997, Tosco did not follow its usual procedure of paging the HSD incident response on-call team directly the night of the explosion and fire. Tosco did, however, call 9-1-1 within minutes of the explosion and fire. The Sheriff's Dispatch Center contacted the team, as they routinely do, to inform the HSD incident response team that there was "something" going on at Tosco. Attempts by incident response staff to get through to Tosco were in vain and may have been prevented by busy signals at Tosco. Without any type of confirmed information to work with, staff had no idea whether the incident met the existing criteria for a shelter-in-place situation (thus activation of the automated telephone dialing system and siren activation) or at a minimum the wind direction so they knew where to focus calls should they choose to activate the system. Because activation of the automated telephone dialing system is appropriate if there is a major fire and/or explosion, and the fire lasted more than 15 minutes, at approximately 8:25 P.M. Community Alert Network was put on alert that activation may occur shortly. At 8:27 P.M. the Health Service Department's first conversation took place with someone at Tosco. Based on that conversation, the automated telephone dialing system was activated and the first call went out at 8:34 P.M. A total of 1851 phone numbers were attempted with the shelter-in-place message. The message was delivered to 1440 of those numbers. The remaining numbers were a combination of phones not answered, busy signals, operator intercepts and no ring signals. Calls are made 100 at a time and three attempts are made at each number. A great majority of the completed calls were made in the first attempt. In 36 minutes CAN was able to call 1851 numbers and deliver the message to 1275 of the 1440. It took 10 minutes more to make the second and third attempts and reach the remaining 165. Attached is a sample of the type of calling session summary that is faxed to staff following activation of the system. [See Attachment #4]. • How do the automated telephone dialing system and the Community Warning System work together? The automated telephone dialing system is also one of the tools of the forthcoming Community Warning System (CWS). As a tool of the CWS, the automated telephone dialing system will continue to be used in incidents requiring the protective action of shelter-in-place. The automated telephone dialing system will notify residents and businesses downwind or closest to potential impact of the protective action to take. The CWS will allow automatic activation of the automated telephone dialing system for those facilities that have programmed zones in the system. As the potential uses of the CWS expand to incidents other than hazardous materials releases, the most efficient way to use the automated telephone dialing system will be evaluated. In the meantime, for incidents other than hazardous materials and for hazardous materials incident updates, the system can still be activated independent of the CWS. What future improvements are we likely to see to the automated telephone dialing system? -8- In the future, the County hopes to use additional features available in the system such as the ability to reach TTY/TDD machines for the hearing impaired and give messages in other languages if identification can be made of where those needs are. In addition, as has already been noted, the system will soon add an additional 50 telephone lines so it is able to make 150 telephone calls simultaneously. COMMUNITY WARNING SYSTEM. • What does the Community Warning System (CWS) include? Project Cost: $4 Million (Project Cost $3.5, Education $.5)' Equipment to be Transferred to Contra Costa County Includes or is Located at: 22 Sirens 5 Actuation Centers 19 Stationary Terminals 4 Communication Nodes (with backup) 5 Primary Radio Stations (CWS uses subcarrier to transmit) 8 Secondary Radio Stations 5 TV Networks All Contra Costa Cable Service Companies (16 channels of audio and video interrupt) Automated Telephone Dialing Interface Automated Health Services Department Paging These costs have already been incurred and paid. The funds were donated by industry. In addition, CCC CAER Group, Inc. has purchased Emergency Alert Receivers (EAR's) to be donated to the following "sensitive receptors" in the industrial corridor: 191 Public Schools 65 Private Schools 206 Day Care Centers 11 Homeless Shelters 50 Senior Centers 4 Jails 49 Hospitals (includes convalescent and nursing homes) Total: 576 Also, to make sure emergency information is provided as soon as possible to all locations, CCC CAER Group, Inc. will also donate EARs to: Bay Area Captioning Coast Guard Channel 19 Bay City News Service In addition, all public and private schools and day care centers will receive a digital display unit to permit receipt of digital data as well as voice messages. • What is the Community Warning System? The Community Warning System (CWS) is an emergency warning system that consists of two separate, but related, portions: an alert portion and a notification -9- portion. The alert and notification features, linked by a radio frequency backbone, are designed to function even when telephone systems fail. Signals carried by radio frequency activate every part of the emergency system. The system's design features multiple backups so that there is an excellent chance of the system surviving an earthquake; backup power supports each broadcast point, multiple radio frequencies carry activation signals, and four broadcast towers within the county receive and broadcast signals. ALERT PORTION 1. Sirens have been placed in the industrial corridor of the county. The requirement for sirens at a plant was determined by a risk ranking process undertaken by the Cost Sharing Committee of the Industrial Safety Sharing Forum (ISSF). At each location where sirens are required, the CWS design requires a one mile radius of sound coverage from the hazard source. The safety sirens will be used for Shelter-Shut & Listen alerts (chemical accidents) only. 2. Emergency Alert Receivers (EARS) are turned on by the CWS and receive audio broadcast alerts sent to the radio stations. EARs will be given by CAER to all schools (public and private), hospitals, day care centers, convalescent hospitals and other sensitive receptors in the industrial corridor of the county after turnover of CWS to the County. Digital displays will also be placed in schools and day care centers and can, with future planning, be used for any emergency. 3. Pagers for emergency response personnel which operate via the radio backbone (independent of the phohe system) can be used for any emergency. The County can order a coordinated deployment of emergency responders via CWS to areas of need during a disaster. NOTIFICATION PORTION CWS will interface with radio and television stations and transmit Contra Costa-specific information to instruct citizens about a disaster and necessary actions to be taken by the public. This part of CWS can be used for any countywide emergency. There are 5 TV station links, 13 radio station links, and 16 cable station links available for use by County emergency managers as a result of the Community Warning System project. The system provides the ability to send a message to one or all of the media links. In the case of TV links, each station has equipment which receives digital information from Contra Costa County and provides it to the main news computer at each station for dissemination to the public at the discretion of the broadcast station news director. TV crawl messages are forwarded to the broadcast station and are either immediately sent through the broadcast system or held for review by the news director before transmission. It will be imperative that this opportunity to send cogent and important emergency information to the public be used wisely to develop an ongoing cooperative relationship with the TV media. In the case of the radio links, audio broadcasts concerning shelter-in-place needs have been prerecorded. In the event of an accident at one of the 10 plants (Chevron Refinery, Chevron Chemical, Zeneca Agricultural, Unocal 76 Products Company Refinery, Shell Oil Company, Rhone-Poulenc Basic Chemicals, Tosco Avon Refinery, General Chemical-Bay Point, Dow Chemical Company, and the DuPont -10- Company) linked into the CWS by onsite equipment, a prerecorded message will be broadcast and will instruct people to shelter-in-place in a specific city/area of the County. In the event, of an accident elsewhere, the CWS equipment provides the ability to various County sites including the Health Services Department, Sheriffs Dispatch Comm1, Office of Emergency Services, and Contra Costa County Fire Protection District's Fire Dispatch, to send digital information and in the case of the Sheriffs Dispatch Comm1 , the ability to send a "live" announcement to radio links. In the case of cable links, the broadcast transmission will be interrupted on 16 of the most watched stations. The screen goes blank, the emergency message is written in both English and Spanish across the screen, and an audio broadcast is simultaneously provided also in English and Spanish. The primary message is to tum to Contra Costa Cable TV to get specific details about the emergency and how to shelter-in-place. These media links are available to County emergency managers for other serious emergency situations. The ability to communicate uniformly with the major broadcast stations and get specific emergency information out to the community quickly and accurately is believed to be the most important feature of the Community Warning System project. The CWS is able to be preprogramed for potential disasters. At present, ten plants have also purchased onsite workstations to report incidents to the appropriate emergency response professionals and in the case of preprogrammed scenarios, messages will be sent to the media to initiate public notification. • How did the Community Warning System come into being? The following is a brief outline history of alert and notification in Contra Costa County. 1985 Major Chemical Accident in Bhopal, India kills thousands. Chemical Manufacturers Association(CMA) initiates CAER programs nationally. CAER Groups - Established on a voluntary basis with two primary goals: 1. to foster local plant development of community "right to know" outreach programs 2. to help industry integrate its emergency plans with those of local agencies. 1986 A few Contra Costa County industries begin meeting as a local CAER Group. 1987 County agencies and fire departments begin participating in CAER Group meetings. Additional industries join the CAER Group and begin participating on a regular basis. -11- 1988 CMA establishes "Responsible CARE." (In order to remain a member of CMA, Chief Executive Officers (CEO's) are required to sign an agreement to foster the roles of their companies in establishing six CARE program areas, including CAER Groups as one of the six program areas). More local industries begin participating in CAER Group. 1989 CAER Group begins looking at sirens as a means of community alert and notification. Dow Chemical Company installs a warning siren and emergency communications system with adjacent industries and others. 1991 County Office of Emergency Services initiates efforts to improve countywide alert and notification. CAER Group meets to address County plans. Industries agree to financial support of contract with CAN, the automated telephone dialing system. May The Board of Supervisors adopts a resolution to increase AB2185 fees to fund CAN and 60% of a Sr. Emergency Planning Coordinator position, supported by local industry. The County Office of Emergency Services and Health Services Department agree to pursue a community notification system with a 4-point program: 1 . Countywide radio notification via KKIS AM 990/FM 92.1 . 2. Establish Traveler's Information Stations to reach areas with poor KKIS reception. 3. Adoption of the automated telephone dialing system. 4. A feasibility study for installing sirens in certain locations. September The City of Martinez begins to air 530AM Traveler's Information Station for use also during local emergencies. -12- 1993 January Chevron Refinery establishes committee to develop local siren alerting system in conjunction with their CAP (Community Advisory Panel), fire and police, the Health Services Department and Office of Emergency Services. June Chevron Refinery purchases KCOR 790AM, Traveler's Information Station, for the City of Richmond. It begins airing in September of 1995. July The General Chemical Company chemical release in Richmond has significant impact on the community. The Board of Supervisors hears a report from County staff concerning the General Chemical Release. The Board of Supervisors directs staff to develop a siren alert system in industrial areas. August CAER Group combines efforts with Richmond Group and establishes a 15 member Community Notification Committee (CNC) [See Attachment #5] with 3 agency representatives, 8 city representatives, and 4 industry representatives. September Dow Chemical Company purchases 990AM, Traveler's Information Station for the City of Pittsburg. It begins airing in late 1995. November Members of the Board of Supervisors and Dr. William Walker meet with industry leaders to discuss the need for improved safety information sharing to prevent industrial accidents. December The Community Notification Committee submits a report and recommendations for a Community Warning System to the Hazardous Materials Commission. The Commission unanimously approves report, and forwards it to the Board of Supervisors. The Community Notification Committee recommendations include the following: • Provide a project of enhanced alerting to include sirens in the industrial corridor and ability to activate pagers, tone alerts and car radios. • Contract for engineering study to develop final design criteria. • Funding to come from industrial community. • Develop comprehensive and ongoing public education program -13- The Board of Supervisors approves the CNC Report, and Authorizes the Health Services Director to work with a CAER subcommittee to recruit and select Project Manager, and Authorizes a Community Notification Advisory Board (CNAB) to oversee implementation of the proposed Community Warning System on behalf of the Board of Supervisors. 1994 January The Board of Supervisors appoints the Community Notification Advisory Board: Floyd Cormier, Fire Chief, City of Richmond, retired, Agency Representative Tracy Hein-Silva, Sr. Emergency Planner., County HSD, Agency Representative Donna Powers, Community Representative, West County Sabiha Gokcen, Community Representative, Central County, Vice Chair Sherri Anderson, Community Representative, East County Eric Brink, HS&E Director, Shell, Catalyst Plant, Industry Representative Tony Semenza, Fire Chief, Chevron Refinery, Industry Representative, Chair The CNAB develops a Mission Statement [See Attachment#6] which guides its work throughout the course of the project. Although the group retains its autonomy, the CNAB coordinates its decision making with the Contra Costa County CAER Group, Inc. Board of Directors and concerned County officials. The development of this project and its implementation has been guided by CNAB which has met continually throughout the project development. CNAB employs Sage Alerting Systems, Inc. to develop engineering study. CAER Group initiates effort to form a non-profit public benefit corporation (501 C3) February The ISSF Steering Group establishes "seed funding" for the Community Warning System project. March Industrial leaders from Chevron, Dow, DuPont, General Chemical, Rhone Poulenc, Shell, and Tosco form the Industrial Safety Sharing Forum (ISSF) Steering Committee to facilitate support for countywide alert and notification and to develop improved safety sharing among plants. April CNAB employs a Project Manager. Sage Alerting Systems, Inc. provides engineering study for a $4.8 million Community Warning System Project (plus $1.2 million for CAL TRANS Interface). -14- The ISSF Steering Group: initiates communication with plants that use, produce, or transport hazardous materials to develop funding base for Community Warning System project. sponsors industry wide meeting, and invites more than 80 different plants and companies to participate. The ISSF Steering Group continues to meet until the CAER Group introduces a more formalized Board of Directors (1 Community Representative, 2 Agency Representatives, 4 Industry Representatives) The County Administrator, involved County department heads, and the ISSF Steering Group meet to determine whether the County will accept the donation of the Community Warning System and develop a gentlemen's agreement about "post project" maintenance and operation costs. The Project Manager initiates a Management Advisory Group team to keep open lines of communication among CNAB, the ISSF (funding team) and the County departments, since the County will ultimately own and operate the system. Meetings were held monthly until October of 1995. By then, the ISSF Steering Group had disbanded and the CAER Group had developed a Board of Directors with County representation. The Management Advisory Group includes the following: William B. Walker, M.D., Health Services Director Barton J. Gilbert, Director of General Services Gary E. Brown, Director, Office of Emergency Services Pete Jurichko, Rhone Poulenc, ISSF Bob Andrews, Shell Oil Refinery, ISSF Don Manning, Tosco Avon Refinery, ISSF Mike Hannan, Chevron Refinery, ISSF Tony Semenza, CNAB Kathleen Imhoff, CWS Project Manager, Staff May ISSF establishes a Cost Sharing Committee to develop an equitable formula for assessing voluntary cost sharing across all Contra Costa County facilities that use, produce, store or transport hazardous materials. The Cost Sharing Committee included the following: Floyd Johnson, City of Richmond, City Representative Ritchie Kirkpatrick, Manager, Chemical Plant Hayward, Industry Rep. William B. Walker, M.D., Health Services Director, Agency Representative Randy Sawyer, Health Services Department, Staff Eric Brink, Shell Oil Refinery, Staff Kathleen Imhoff, CWS Project Manager, Facilitator June ISSF hosts a Countywide meeting of facilities that use, produce, store or transport hazardous materials ("all industry") to present a draft cost sharing formula and to present information about the design plans for the Community Warning System. -15- July The Project Manager initiates value engineering of the proposed Sage project to determine its technological feasibility. The Technical Subcommittee includes: Chief Ted Barnes, Pinole Janet Grenslitt, Office of Emergency Services Dennis Matzen, County Sheriff Communications Manager Al Nielson, Contra Costa County Fire Communications Manager Jack Woycheese, Gage-Babcock Engineers Randy DeMerse, County Communications Technician Pat Burke, Contra Costa Television (CCTV) Randy Pugsley, Chief Engineer, KOIT Radio CNAB Representatives Sabiha Gokcen and Eric Brink Pam Sawyer from Supervisor Jeff Smith's Office Kathleen Imhoff, CWS Project Manager CNAB establishes the final project scope which includes a base project and future enhancements (dependent on fund raising). August ISSF hosts a Countywide "all industry" meeting to present the final cost sharing formula. Attached is a list of the funding participants. [See Attachment #7]. October ISSF hosts an "all industry" meeting to kick off the Community Warning System Project with funding commitments of $2.9 million. 1995 January A contract is completed and signed between CCC CAER Group, Inc. and Sage Alerting Systems, Inc. February The Community Warning System Project begins: Project Cost: $4 Million Base Project Scope: 20 Sirens 500 Emergency Alert Receivers 5 Actuation Centers 19 Stationary Terminals 4 Communication Nodes (without backup) 3 Primary Radio Stations (CWS uses subcarrier to transmit) 8 Secondary Radio Stations 7 Secondary FM Boosters 4 TV Networks Cable Service Co. (6 w/digital & audio, 3 with audio only) Project Schedule: Completion 3/31/96 -16- May Siren installations begin countywide. June/July Sage Alerting Systems, Inc. develops ENDEC to respond to FCC regulations concerning new requirements for Emergency Alert System (EAS) (formerly Emergency Broadcast System) requirements. (CWS is now in compliance with new EAS.) Equipment installation at plants, 911 dispatch centers, and primary radio stations begins. August Sage redesigns communication node system to incorporate ENDEC and also to address complicated radio frequency problems throughout Contra Costa County. November CWS safety sirens begin monthly testing cycle. (Sirens are tested the first Wednesday of the month at 11:00 A.M. countywide.) Discussions between CAER & County concerning the transfer of CWS begin. 1996 April Sage Alerting Systems, Inc. sells assets (including CWS technology) to American Signal Corporation. CNAB agrees to include cable system connection. June Gage-Babcock hired to develop acceptance test protocols. July Sage Alerting Systems, Inc. advises CCC CAER Group, Inc. about sale of assets. August/September Sage Alerting Systems, Inc. and Gage-Babcock finalize acceptance test protocols which include both measurement tests (measures the performance of each individual piece of equipment to assure the equipment meets the requirement of its part in the overall system) and observation test (tests the operation and flexibility of the overall system to accommodate the contract and design requirements). -17- October Systemwide measurement test conducted, three minor improvements requested and agreed to by contractor. Systemwide observation test conducted. Software problems uncovered. System was unable to multi-task (activate multiple incidents at the same time) and when one of the communication nodes was turned off (to model a "worst case" situation such as a major local earthquake), communications were not rerouted through available nodes efficiently which caused a "jamming" of communication attempts. December The node communication system routing was redesigned and the basic software for the communications portion of the system was rewritten. 1997 January The revised software began a "de-bugging" process. February The revised software is completed, loaded and contractor testing is begun. Changes in the system require rebalancing of audio transmission points at each node site and all FM radio stations. • What is the status of testing the system for turnover to CAER and eventually to the County? An acceptance test will be conducted sometime this Spring. This test will be overseen by CAER and the Health Services department with assistance from a separate contractor who specializes in this field. If the test shows the system to be complete and fully operational, CAER will then accept the system. Before the County takes the system over from CAER, staff will survey all users to verify that they have received appropriate and sufficient training and that they feel ready to use the system. The County Counsel's Office is preparing the final contract with CAER's attorneys. That contract includes a large number of documents, including memoranda of understanding with users -- facilities, media outlets, dispatch centers, and others. Once this is completed and staff is convinced the system is fully operational, the County Administrator and Health Services Director will recommend accepting the transfer of the system from CAER. Although the original contract for the project did not include all of the planned elements as proposed by the original CNC design requirements, and as endorsed by the CNAB, over the course of the project's development, adjustments and refinements were negotiated to include all of the original elements. -18- • What process will be followed in deciding to use one or another of the elements of the system? Beginning in 1995, a process was undertaken to develop pre-programmed incident responses. These pre-programmed incident response protocols will dictate the use of the system in most cases. A description of that process follows: 1995 Representatives from all concerned facilities and agencies were invited to participate in the process; County OES (1) County Health Services Department (3) Contra Costa County Fire Protection District (1) San Ramon Valley Fire Protection District (1) 911 Dispatch Centers (5) Police Chiefs' Association (1) California Highway Patrol (1) California Department of Transportation (CalTrans) (1) Railroads (2) County Communications Managers Association. (CCMA) (1) Sage Alerting Systems, Inc. (1) CWS Project Manager Community Advisory Panel Representatives (8) Bay Area Air Quality Management District (BAAQMD) (1) Industrial facilities (10) Water/Waste Water Treatment facilities (2) Meetings of the Chemical Accident Scenario Development Committee began in April 1995. The Chemical Accident Scenario Development Working subcommittee was established and began meeting in May 1995. The Subcommittee developed the policies and guidelines for incident reporting and the larger group would accept/endorse or ask for further work. The working committee developed the Hazardous Materials Accidental Release Matrix and the Incident Response Tree. These two documents were finalized in November 1995. Working Committee Members: Randy Sawyer, CCCHSD Representative, Chair Chief Jerry Boyd, Police Chiefs' Association Representative Eric Brink, Oil Refineries Representative Brian Coleman, Chemical Plants' Representative Maria Duazo, CCCHSD Incident Response Representative Jim Karas, BAAQMD Representative Charles Robben, Sage Alerting System's Representative Gloria Sutter, CCMA Representative Ed Vining, Community Advisory Panel Representative Starting in January 1996, meetings were held with the individual plants to discuss the release scenarios for the individual plants. The individual plant scenario meetings included representatives from the local fire department, Health Services Department, the local police department and/or the Sheriffs Department, Sage Alerting Systems, Inc., and industrial plant health and safety personnel. These meetings were held through March 1996. Final scenarios were developed and -19- reviewed again by the Chemical Accident Scenario Development Committee in May 1996. There have been ongoing discussions with the industrial plants, the Contra Costa County Fire Protection District, 911 dispatchers, the community at large, and environmental groups and the Health Services Department on the final matrix and Incident Response Tree which was finalized in February. The matrix and incident response tree define four levels of incidents, define the type of response which will be made, and who will be notified for each type of incident. [See Attachment# 8]. • What process is followed to implement the system once the decision has been made to use the system? Protocols are being developed to allow industry and public officials to implement the system. These protocols will incorporate the work done by the group that put together the information for the release scenarios. The final protocols will be a part of the turnover agreement between the County and CAER. • What has been done about community education for the community warning system and shelter-in-place? On July 1, 1996, the Community Education Master Plan was adopted by the Contra Costa County CAER Group, Inc.'s Public Education Committee. The plan was authorized by the Contra Costa Health Services Department. Implementation of the master plan was budgeted to cost $572,000 and to be accomplished over a two year period. The education of the community about the Community Warning System and Shelter-in-Place has included the following: • Acquiring the rights to use Wally Wise Guy for appearances at local events and with children's education. • Developing Identity and Recognition of Participation Establish identification/service mark--Safety Siren Logo Logo Posters: distributed to all elected officials countywide, all industrial plants, all project volunteers, all Community Advisory Panel members, HSD, OES, all police chiefs, all fire chiefs and all school district superintendents in the County. • Conducting Focus Groups to understand the sensitivity of the community concerning sirens. • Creating Awareness of the Project and its Implementation Magnet Mailing to all deliverable addresses countywide Bus Sign Advertising BART Station Sign Advertising • Incorporating shelter-in-place into existing emergency planning Create SHELTER-SHUT-LISTEN template for children's education -20- School Boards throughout the County adopted resolutions agreeing to incorporate shelter-in-place training and drills into the curriculum, agreed to send principals to free training provided by CAER, and agreed to keep Emergency Alert Receivers in a safe place. Seven '/ day Train-the-Trainer sessions were conducted for school principals countywide. Principals and facility personnel from the schools were educated about the need for Shelter-In-Place and what shelter-in-place is. Each attendee was told about chemical hazards, what kinds of chemical accidents are possible, what impacts can occur. Education was provided about how to shelter-in-place and how to prepare for an alert. Each school was assigned a "trained" helper from industry/agency to 'assist in preparation and implementation of "shelter-in-place" drills. Two education videos, one for all ages and one for children, were developed. Copies were provided to all public and private schools countywide, all libraries countywide, all chamber of commerce offices countywide, and all project participants. An insert for shelter-in-place was developed for public and private school disaster preparedness plans and also a Model Emergency Plan for Schools was developed and distributed countywide (this document was also made available on computer diskette for major word processing software). A one-page teacher shelter-in-place education guide was developed and distributed countywide. In-class emergency response wall hangings were provided for all public and private school classrooms countywide. Wally Wise Guy Coloring Sheets and Comic Strips were developed for use with school children training about shelter-in-place. • Developing an On-going Shelter-in-Place education effort: CWS Brochures Marina Brochures A CAER Speakers Bureau was established, notifications were forwarded to all public and private schools, churches, clubs, organizations, civic groups, hospitals, day care centers, homeless shelters, senior centers, jails, businesses with 100 employees plus, all marinas and chamber of commerce offices. In addition to copies of the brochurd, newsletter inserts and speakers bureau applications were provided. A Model for Community Shelter-In-Place drill was developed with Bayo Vista Housing Project in Rodeo. A model for citywide all-schools drill was developed in Crockett and Rodeo. Public Service Announcements were developed for radio, TV, and cable. These will begin airing once the project is operational. -21- Under the contract for the transfer of the system to the County, CAER retains responsibility for the CWS public education program. This program is a crucial part of the System. In order for the system to work, residents and people who work in the county must know that the system exists, what it means if they hear a siren, how to shelter in place, and to tum to KCBS and other media for immediate information. At the request of the Hazardous Materials Commission, CAER's Project Manager will report on their education workplan at the Commission meeting on February 27, 1997. We are also recommending that the Board of Supervisors ask CAER to make a separate presentation to the Board on the public education system at a future date. This presentation should, however, take place before the Board agrees to accept the entire system and signs the contract. Attached is a packet of public education materials that have been developed by the project, including the two videos which were described above. [See separate packet attached]. cc: County Administrator Health Services Director County Counsel Chief, Contra Costa County Fire Protection District Director, Office of Emergency Services Director of General Services CCC CAER Group, Inc. (Via HSD) Clark Wrigley, General Manager, Tosco Refinery (Via HSD) Kathleen Imhoff, Project Director, CWS Project (Via HSD) -22- ADDENDUM TO ITEM D. 10A February 25, 1997 On this date the Board of Supervisors considered the report, recommendations and presentations by Phil Batchelor, County Administrator, William Walker, M.D. , Health Services Director, and Tracy Hein-Silva and Kathleen Imhoff, regarding the Community Alert Network, Community Warning System and follow-up to the recent Tosco incident . The following persons presented testimony: Denny Larson, Citizens for a Better Environment, 500 Howard Street #506, San Francisco; Donald R. Brown, 1801 Sonoma Boulevard #117, Vallejo; Tom Adams, 651 Gateway Boulevard #900 , South San Francisco, representing the Building Trades Council; Anne Bouguennec, 2825 Parkway, Martinez . Following discussion, the Board of Supervisors took the following action: 1 . APPROVED the recommendations in the report by the County Administrator and Health Services Director regarding the Community Alert Network, Community Warning System and follow-up to the recent Tosco Refinery incident; 2 . DIRECTED the County Administrator and County Counsel to provide a report in 90 days to the Board of Supervisors, with a status report in 45 days, on issues including an opinion of the County' s authority to gain rapid access to the site of an incident to assess risk to the public, a review of incidents and responses from industry, community groups and the County in the last six months, utilizing an independent party as a technical assistant in reviewing refinery incidents; 3 . DIRECTED County Counsel to incorporate the discussions of this independent party with the various sides as part of the discussions currently underway on the Good Neighbor Ordinance; and 4 . EXPRESSED the Board' s continued support and encouragement of the development of the Community Awareness and Emergency Response (CAER) system and its implementation as quickly as possible . ATTACHMENT #1 Clark ry manage igley Refinery Manager Vlee PresfeaM,Refining POP Tosco Refining Company A Division of Tosco Corporation it SC 0 Avon Refinery Martinez.CafifOmia odsmow Telephone'510 372.3002 Facsimile 510 370.3392 February 14, 1997 William B. Walker, M.D. Director &Health Officer 20 Allen Street Martinez, CA. 94553-3191 Dear Dr. Walker: Subject: Emergency Access Attached is Tosco's acknowledgement of Contra Costa County's Health Services Department request dated February 5, 1997. 1n accordance with discussions with your staff, we have modified the agreement for purpose of safety and security. 1f we can be of further service, please let me know. Sincerely, aki 1 A lVichMent Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jlm Rosurs.IStDistriot William B.Walker,M.D. .lett Smuh.2nd OkY-i Director&Health Officer Gayle Blahop,3rd DlsUict mark DeSauWar,4th Dtstr cl �' .. . 20 Allen Street Tom TrnleKeon,50 Dlatrla _••,,.,•' MallgteZ, California 94553.3191 County Administrator (510)370.5003 FAX(510)370-5089 PhU Batchelor CountyAdministtator TUMPT Gc672a�C ti,."' Ti February 5, 1997 RF ZMD Clark Wrigley,Refinery Manager FEB 7 1997 ° RJ�L6"' 5'FEB Tosco Refinery ;Avon RefineryMyrtinrr,CA 9455? Dcar Mr,Wrigley_ The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have imrr.-%:ate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that y2 and your staff,a-c well as those of the other facilities in the CoUlay, do indeed fully support both the Notification Policy, passed by the Board in 1991 (enclosed),and the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to than on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me;or faxing it to 370-5098. Please let me have your reply by February 14th, as the Board's packet is prepared well before the meeting. Thank you for helping to renew the.comupunity's confidence that your facility gives primary importance to their health and safety_ . Sincerely, ,jam William B.Walker,M.D. Health Services Director Enclosure The Counry:s Nortftcarion Policy and the righr of emergency access ro our facility and its webv$ealrh Services Department staff have my fid1 support and is implemented at my facility. *upon request, by escort and in compliance with all reasonable security and safety measures (Signature) meolrl —M•m011al m..Phal d Hoa Ce ws w k.M • WWj H..IIn • 5u 14C.Ab.. • Em Amnmanl,1 N,a11H CoMI(a Cane Hmim Pion can•mca Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers,1st District Jeff Smith.2nd DistrictWilllam B.Walker, M-D. Gayle Bishop,3rd District "4 Director g H8aM Officer Mark De5aulnier,41h Dirtrict 20 Allen Street Tom Torklison,5th 0151rlat Martinez.Califomia 9455331 Bt -"'r. ';• (510)370.5003 County Administrator '...t,. ' FAX(510)370-5099 Phil Batchelor County Administrator February 5, 1997 Mike Oullaw,Operations Manager Chevron Refinery Y.U.Box 1272 RichmgAd,CA 9.4802-0272 Dear Mr.Outlaw: The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and stafTof industrial faeilitics may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff,as well as those of the other facilities in the County,do indeed fully support both the Notification Policy,passed by the Board in 1991 (emclosed), and the right of access by health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me,or fatting it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the conimunity's confidence that your facility gives primary importance to their health and safety. Sincerely}, William B. Walker,M.D. Health Services Director Enr.Iosure - - - - - - - - - - - - - --- - - - - - -- - - - - - - - - - - - - - The - - - - .- - - - - - - - --- - - - - - -- - - - - - - - - - - - - •The Countyk Notifeeation Policy and the right of emergency acce_cs to our facility and its EOC by Health Service•Department stgff have my full support and Hill be implemented at my facility. . (Signature) 4 ' C AMnWaw MamoR01 FbeR4el a sasBN,CMlax Rutvlc N,ylln /./anhl W,yM • SWlt@Ke Ab,r..e En+ionmRnw HBBM ibnUa Costa SisaYh Rtes . Efiprppnq.Modirsi 5eniws Hple Muun"S AQenCy Gvtiitri® A-346 (11%) FEB-12-1997 e9:12 510 242 3515 97% P•ei V PRODUCTS COMPANY JCW-54-97 f€B 13 1997 L CONTRA COSTA COUNTY JEWAKES HEALTH SERVICES ADMINISTRATION GennearraaI Maa nager San Francisca Refinery February 11, 1997 William B. Walker, M.D. Health Services Director Contra Costa County 20 Allen Street Martinez, CA 94553-3191 Dear Dr. Walker: This letter is in response to your February 5, 1997,communication requesting confirmation of our facility's commitment to the County's Notification Policy and access by Health Services Department staff during emergencies. Unocal shares your concern regarding this important issue. . As evidenced by our past performance,we will continue to fully support and implement the County's Notification Policy and will grant the Health Services Department emergency response staff access to our facility and its Emergency Operations Center during an emergency, unless access poses a danger to such personnel. If you or your staff have any questions about our notification practices and commitment to emergency access, please contact Mr. Morgan Walker(Health, Safety, and Emergency Response Superintendent, 245-4595) or Mr. Rick Rittenberg(Environmental Affairs Superintendent, 245-4436). SinceX zlizr ti MTW/abs 1380 San Pablo Avenue Rodeo. California 94572 1299 PH 15101 245-4415 A U n o C a I C o r, P a n y .. __. _ ,-.•�.� MtHI-IH SrRVICES ADMIN. 510 370 50"e P.02/02 Contra Costa County Trio Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Am::::= 2nd 0iahwl,Tat once t William B.Walker,M.P. J.M C,ayh 81al+et+.3rd txetrict `' +. .' Director 6 Hoalm Of xer TOM Twirl..,0th**t �4' 20 Allan Street Tem 7orlelmran,Sri+t)t4trk[ 1 '�'a Martinez,C Ufomia 94M.9191 County Admin►strator a `„' t- (510)370-5003 Phil Batchelor FAX(SI 0)3703099 oeumy MM,inlevator February 5, 1997 Peter ludcbko,Plant Manager Rhone-Poulenc 100 Mococo Road Martirim CA 94553 DWW Mr. Iuriohko: 'ibtc January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment It is my belief that you and your staff,as well as those of the other facilities in the County,do indeed fully Support both the Notification Policy,passed by the Hoard in 1991 (enclosed),and the right of access by Acalth Services staff in emergencies. 1 would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me,or faxing it to 370-5098. Please let me have your reply by February 14th,as the Hoard's packet is prepared well before the ntccting. Thunk you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, William B.Walker,M.D. Health Services Director Enclosure (irpy _ _ _ _ lACtaIPH� The Counly'S Notification Policy and the right of emergency accass to aur facilit)j#jh% 1A@hy Health Serviccs.Department staffhave myfull support and wilt he implemented at myfacility. IJWesf -, �e ai�� (� �t/1lt} t°M����✓!f (Signature) MwmlwM MMM nnmmy a H90M rawR • PLtk HOOM . MOMM W"0% • .&WM”AMM • Enry,m,,.�,w we.un ! cam cofthomP.o • FffW q*4C0s-1A" • MaretMeChAgn^At G.hu;rs 6 e 1 FEB-18-1997 15:02 510228?636 987. P.02 Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR ,AM ilogers,tat 8isvkt _x. William 8.Walker,M.D. Jeff smith,2nd olnoict `�.;,, ••L Ditectar$Health Oifk er Gayle Bishop,ins D61rid Mark DeSeuiniar.4th Wmtrict X 20 Allen Street TomToriskson,5th Otahbt Martinez,Caltfomia 94553.3191 (510)370-5083 County Administrator �;,y, FAX(510)970.5899 Phil Batchelors+"`ou; County Administrator February 5, 1997 Ron Banducci,Refinery Manager Shell Refinay P.O.Box 711 Martinez,CA.94553 Dcar W.Bandueci, The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities tray not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incidentthat may threaten public health or the environment. his my belief that you and your staff,as well as those of the other facilities in the County,do indeed fully support both the.Notification Policy,passed by the Board ill 1991(enclosed),,and the right of access by Health Services staff.in emergonyics. t wliri Id like to bring youfpersdtlalasn rance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing ibis letter back tome,or faxing it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, William B.walker,M.D. Health Services Director •Enclosure - - - - -- - - -- - - - - - - - - - -- - - - - - - - - - - - - - - The Counry'r Nabi icarian Poliey and the right of emergency access to our facility and its EOC by Health Services Department stafhmv myfull support and wQ.&e Implemented afmyfacility. A.+ bash {Slgn�iure) MYM1MpW MMna41 We0MBISY1.oim C.Men WoNC M.NT • Maul t4Nal . auetlaru AW.e tFmMonmenw HsaM1h Cww Ce.r.Ms.M Pao &..perry Ms6tal auNda - nm..H.am,Apercr aeAavim P.01 9<% w3as nine, 510 313 3005 FED-13-1997 18 11 i I Contra Costa County The Boaro o Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogersl9 D - William B.Walker,M.D. Jail Smith.2nd Director&Health Officer Gayle Bishop,t lad Mark DeSWIni th Ts I 20 Allen Street Tom ToHskkod s Dletrkt Madinez,Calilomia 94553-3191 County Ad n)atrator (510) 03 FAX(510)370-370-50D3 3370-70-5089 Phe eatchelor County Adminl4 etbr i Feb any 5, 1997 JJ BriarVolem f;Environmental Mgr. DuP' n €mical (5606 ldgclicad Road ch,CA 94500-7301 .1 D.eat U r.Coleman: The anuary 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Boatlof Supervisors and county residents that managers and staff of industrial facilities may not be comV utted to the County's Notification Policy,nor recognize the need for my staff to have immediate accods D a facility and its)-mergency Operations Center in the event of an incident that may threaten publi r I icalth or the environment Itis. tj.belief 14.at you apd your staff,as well as those of the other faoilitigs In the.County,do indeed fully S>pport both the Notificiition Policy;passe$by the 13oturl in 1991 (enclosed),and.the right of access by H a�th Services staff in-emergencies. 1 would like to bring your personal assurance to the Board wbei l0resent a follow-up report to them on February 251h. You can provide that assurance by signing at thi sitace provided below and mailing this letter back to me,or faxing it to 370-5093. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank bou for helping to renew the community's confidence that your facility gives primary importance to tli it{health and safety. 1 I Sincerily, Will at n B.Walker,M.D. Heal Lh Services Director Grcl s�re 1II - - - - - - - - - - - - - - - - -- - - - -- - - - - - - - - - - 77ie, Qunty's Notification Policy and the right of emergency access to ourfbgility and its EPC by 11ealth Serve r Dipdrtment staff have my All support azul wt It be'implemented'at my facility. (sig larure) mkn47er i MBmmBw MBmolbl MoWlul✓t HsdYi GIIM• PW.Ik H,YN MBnbIHwAN • BuD�Wm Adwe CnY4onm�Mw Naelm Comb L^iONG Mnhh Vbn Gnslysnry M,GbJ BeMu, HMM hMohh Apenq OeAyAcs A345 (1196) FEB-13-1997 15:53 510 779 6245 94% P•02 Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Ropere,181 District - William B. Walker, M.D. Jen Smith.2nd Dletnol �1.. \ Director$ Health Officer Gayle Blrhop,3rd Di9Mcl %•, Mark O"aulnler.4th Dietrict 20 Allen Street Tom Tonakeon.5m Dialrict ' ',y'l�� Manlnez, California 94553.3191 ,/f 5 County Administrator 10)370.5003 -6--wt�� FN((510)370-5099 Phil Batchelor .,, Y/ Count'Adminletrelor `'^ r,1 February 5, 1997 Craig Lattimer,Plant Manager Zeneca Agricultural 1415 So. 47th Street Richmond,CA 94804 Dear Mr. Lattimer: The January 21 st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff,as well as those of the other facilities in the County, do indeed fully support both the Notification Policy,passed by the Board in 1991 (enclosed),and the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me,or faxing it to 370-5098. Please let me have your reply by February 14th, as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility,gives primary importance to their health and safety. Sincerely, � William B.Walker, �D. Health Services Director Enclosure - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The County's Motif! arion Policy and the right of emergency access to our facility and its EOC by Health Servic epart en staff have my full support and will be implemented at my facility. /t- Zit (Signator WnYw.WnwLl lbipW a Will,l'wnlan VUdk Wets Wnu111rM 9uWWw Mw EnMionmaMY Worn Conln(:em NrMf+Yn E�Warts 9iMcii Wnr XeeM Aaenry G.Irvr_a A345 (I/%) FEB-11-1997 07:38 5102311564 97% P.01 Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers, 1st District z_t: c William B. Walker, M.D. Jeff Smith,2nd District /t -" Gayle Bishop,3rd District Director& Health Officer Mark DeSaulnter,4th District 20 Allen Street Tom Torlakson,5th District Martinez, California 94553-3191 r County Administrator (510) 370-5003: "--1F FAX(510)370.5099 Phu Batchelorus"�*`` County Administrator ff�''-i'cou t' February 5, 1997 Ken Lopez,Plant Manager KemWater 2151 Wilbur Avenue Antioch, CA 94509 Dear Mr. Lopez: ` The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff, as well as those of the other facilities in the County,do indeed fully support both the Notification Policy,passed by the Board in 1991 (enclosed),and the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me, or faxing it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, ¢o A .�14) William B. Walker, M.D. Health Services Director Enclosure - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The County's Notification Policy and the right of emergency access to our/acility and its EOC by Health Services Department sta hav y full support and will be implemented at my facility. 11 L (�ignature) Merftew Menwtlel Hospital d Hearth Centers • PuUk Heatlh • Mental Heatlh • Sub$b Abuse • EnvimnmentM Heatlh CWm Costa Health PWn • Emergen Meoiral Sart s Home He M Agem • Geriatrics A-345 (1196) .`11 PACIFIC V RFFININGGOMPANY 'a Costa County A Subs6ary o/The Coastal Corporation Guy K.Young SERVICES DEPARTMENT OFFICE OF THE DIRECTOR oPenA*wHS MAHAcen �,: William B. Walker, M.D. Director& Health Officer 20 Allen Street 4901 SAN PABLO AVENUE (51 O)799056 i .� Martinez, California 94553-3191 HERCULES,CA 94547 FAX(510)799-8042 i " 1'a (510)370-5003 FAX (510)370-5099 Phil Batchelor County Administrator r'a�cuuk" I "1 ly by 17 � l/ lS February 5, 1997 W lS V LS fE8 12 1991 Pacific Refining 4901 San Pablo Avenue - CONTRA COSTA COUNTY rlcrcules,CA 94547 HEALTH SERVICES ADMINISTRATION Dear Mr.3eIEeAeFu1F The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff,as well as those of the other facilities in the County, do indeed fully support both the Notification Policy,passed by the Board in 1991 (enclosed), and the right of access by Health Services staff in emergencies: I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me,or faxing it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, William B. Walker, D. Health Services Director Enclosure - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 77ie County's Notification Policy and the right of emergency access to our facility and its EOC by Health Services Department staff have Iny full support and will be implemented at in facility. (Signator 9 Manahew Memonol Hospital&Health Canters • Publk Health • Mental Heats • Substance Abuse Environmental Health Contra Costa Health Plan • Emergenq Ma,!"l Services • Home Health Agenry • Geriatrics A-345 (1/96) ' 4L/ 14/ al 4J.YL yVi VLYiV140 vnI vr,vo �nzmi1 nL Wj VUA:/uae Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers,1st District William B.Walker, M.D. Jett Smith,2nd District ... Gayle Bishop.3rd District Director&Health Officer Mark DeSsulnier,ash District 20 Allen Street Tom Tortakson.Sth District Martinez,California 945533191 "^� 4 County Administrator r -' is (51 D)37p 5003 rh; �isr. FAX(510)370-5099 Phil Batchelor County Administrator February 5, 1997 Jimmy Rodgers,Env.H&S Manager Chevron Chemical 940 Henslcy Street Richmond,CA 94804 Dear Mr. Rodgers: The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff,as well as those of the other facilities in the County,do indeed fully support both the Notification Policy,passed by the Board in 1991 (enclosed),and the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th, You can provide that assurance by signing at the space provided below and mailing this letter back to me, or faxing it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, G�.. rJ.,�, ..,.,rJ William B. Walker,M.D. Health Services Director Enclosure - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The County's Notification Policy and the right of emergency access to our facility and its EOC by Health Services Department staffhave my full support and will be implemented at my facility. gnature) MpmC,w.MAmgMI HoSphal a HOallh Crnurt PUM M"M MMgI H • $uE.t AMb! EmUonmanul NBAM Cm"Cmu Hearn Pb - EMOM,nc MWICWSO"kmt • Home H"hh Agemy G�ntl4ka A-346 (1196) Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Ragan,tier District William B.Walker, M.1) Jeff Smnh,2nd Dietrict �,`•�^� Gayle Bishop,3rd District Director&Health Officer Mark DsSaulnlw,ath District - f ' 20 Allen Street Tom Torlekson,5th Dwdct .! �`-- Martinez,California 94553-3191 . t (510)370-5003 County Administrator 4; ,,r FAX(510)370.5099 Phil Batchelor .i County Adminielrator � 77 February 5, 1997 Mario DiGiovanni,Plant Manager Monsanto 1778 Monsanto Way Ma_-tinez,CA 94553 Dear Mr.DiGiovanni: The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff,as well as those of the other facilities in the County,do indeed fully support both the Notification Policy,'passed'bythe Board in 1991 (enclosed);mid the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February.25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me, or faxing it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety, i Sincerely, i William B.Walker,M.D. Health Services Director Enclosure - - - - - - - - - - - - - - - - - - - - - - - - -_ ... - - - - - - - - - - The County's Notification Policy and the right of emergency access to our facility and its EDC by Health Services Department staff have my full'support and will be implemented at my facility. St ature Merttlnew Mom,vkllaeWW dHwM linen • nwrcrteem • AWWHeaIV� eWwroe AWss EMatmwvW WeM S}vurt cera HnM�P,en Em�ryen<ry Me04e1 C.MoeM porno H�.nn•V�^rY a+nwice h445 IYlgel FEB-17-1997 15:46 510 2289367 96% P.02 Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers,1st District _ William B.Welker, M.D. Jett Smith,2nd District &Health Officer Gayle Bishop,3rd District "Y�>' Mark DeSsuinlar,4th District _ f - 20 Allen Street TomTorlskeon,Sth Dlstrkt nl" v Martinez,California 94553.3191 r..•"` ' (510)370-5003 County Administrator �j� FAX(510)370-SO99 Phil Batchelor County Administrator til February 5, 1997 ENV. CONTROL T.G.Matosian,Health/Safety Mgr. FF® f © tail USS Posco P.O.Box 471 Pitsburg, CA:4565 Dear Mr.Matosian: The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff,as well as those of the other facilities in the County, do indeed fully support both the Notification Policy,passed by the Board in 1991 (enclosed),and the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me,or faxing it to 370-5098. Please let me have your reply by February 14th,as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, William B.Walker,M.D. Health Services Director Enclosure - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 77ie County's Notification Policy a d the right of emergency access to aur facility and its EOC by Health Services Department staff have full support and will be implemented at tnyfi ty. T GvR ass,PoSeo ex (Signature) Mva4v MMMAW HoW5416 HMM1 Gswn • Pubk Muth • MOW H601h • SW010 AbWo - EAVIMMWA&H6511h canoe ce New Pw - Fa ro fpf MbW l3Ma Hama H&W Ao&n y eenemce A-345 (1196) FEB-13-1997 12:50 510 439 6902 97% P.02 Contra Costa County The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers, 1st District , � William B. Walker, M.D. Jeff Smith,2nd District Director& Health Officer Gayle Bishop,3rd District � ' \ Mark DeSautnler,4th District 20 Allen Street Tom Torlaksan,5th District Martinez, California 94553-3191 County Administrator IU+ `�.. (510) 370-5003 ° FAX (510)370-5099 Phil Batchelor County Administrator (0c sl' February 5, 1997 Thomas A. Frisbie, Branch Svcs. Mgr W Geat Western Chemcial f€8 1 1 1991 860 Wharf Streeet Richmond, CA 94804 CONTRA COSTA COUNTY HEALTH SERVICES ADMINISTRATION Dear Mr. Frisbie: The January 21st explosion and fire at the Tosco Refinery have raised the concern for members of the Board of Supervisors and county residents that managers and staff of industrial facilities may not be committed to the County's Notification Policy,nor recognize the need for my staff to have immediate access to a facility and its Emergency Operations Center in the event of an incident that may threaten public health or the environment. It is my belief that you and your staff, as well as those of the other facilities in the County, do indeed fully support both the Notification Policy,passed by the Board in 1991 (enclosed), and the right of access by Health Services staff in emergencies. I would like to bring your personal assurance to the Board when I present a follow-up report to them on February 25th. You can provide that assurance by signing at the space provided below and mailing this letter back to me, or faxing it to 370-5098. Please let me have your reply by February 14th, as the Board's packet is prepared well before the meeting. Thank you for helping to renew the community's confidence that your facility gives primary importance to their health and safety. Sincerely, William B. Walker, M.D. Health Services Director Enclosure - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 71e County's Notification Policy and the right of emergency access to our facility and its EOC by Health Services Department staff have my full support and will be implemented at my facility. (Signature) Memthew Mem hat Hospital&Health Centers • Publk Health Mental Health • Substance Abuse • Environmental Health Contra Costa Health Plan • Emergency Medical S8M • Home Health Agency • Geriatrics A-345 (1196) FEB-20-1997 09:47 WEALTH SEF.QTCF-S-ADMR4 510 370 509q P.02/Q2 • � � 1 " Th.Vo Ghamlcal Ga Pang February 13 , 1997 P.D.Box 1358 Po3tKgg,CAtomxi 404565 S,a ,ua�oou William B. Walker, M.D. Contra Costa CouTaty Health Services Department 20 Allen Street Martinez, CA 94553-3191 RE,. HAZARDOUS MATERTAT. INCIDEST NOTIFICATION PO.UICY Dear Dr. Walker: `Phis letter responds to the letter you sent to Mr. Joe Tovar of The Dow Chemical Company on February 5, 1997 . It is the policy and intention of The Dow Chemical Company to fully comply with all Laws, rules and regulations. The employees at Dow Chemical are aware of Centra Costa County's Notification Policy. This Policy has the company' s full support and shall be implemented if circumstances require implementation. 1'n case of an emergency at the Dow Chemical facility in Pittsburg, the Pittsburg Police Department would undertake the role as the incident Commander. Access to the facility' and the Emergency operations Center (Incident Command Post) by any person would be under the control of the Pittsburg Police Department. Please call me if you have need of any further assistance from Dow Chemical, Sincerely, Mark Aye , yR�n/ �t Super-visor R'a (p� ji, i �� Security & Emergency Services 0 (b] (s ££�!! Li FSB 19 1497 CONTHEALTH SERVIVICEES COSTA TY IS RATION TOTAL P.ee FEB 13 '97 1644 CONTRA COSTA CO. FPD 510 9305592 ATTACHMENT #2 CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT 11/93 RSP-SOP9 STANDARD OPERATING PROCEDURE .5 VIE. L L TOPIC: Response to Shell Oil Martinez- Manufacturing Complex INTRODUCTION; 'The following standard operating procedure is intended for emergency responses to the Shell Oil Martinez Manufacturing Complex. PROCEDURE: 1. All Units Respond to date 1 a. Pacheco Blvd. at Howe Road b. unless otherwise advised 2. First-In Unit Picks Up Shell Portable Radio a. • from security. officer b. switching radio to "Emergency Operations" Channel 2 (Frequency 490.3525) 3. Respond To Emergency Scene a. escorted by Shell representative b. for strategy consultation and assignment 4. Communicate Assignments to Incoming .Companies a. using Fire District radio on tactical channel 5. Calls for Additional Assistance a. , 4f requested •by -Shell representative b. :if assignment requires additional Fire. District support . 6. Additional Units .a. escorted to scene by Shell representative NOTE: 1. Responsibility for direction and command of operations will be as follows: a. Petrochemical Fires--Shell/CON Fire Unified Command b. Structure Fires ;,CON Fire Incident Command c. Rescue/Medical Emergencies--Unified Incident Command 2. Responses to Shell Oil Martinez Manufacturing Complex are -predicated on Shells need for assistance and/or emergency conditions impacting community safety. ' Ltl 1-i ., 1G '�b LVIVI KH LV'�IH LV, hNU b1U '�_'l'J55'�G ATTACHMENT #3 CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT 7/91 RSP-P12 POLICY O i TOPICS Response to Shell Oil and Tosco Refineries INTRODUCTION- Th 46 NTRODUCTIONtThe following poliey-wili _be used for emergency response to.She 11 and ,Tosco (Lion) oil Refineries until_ annexation proceedings are ' _finalized. POLICY A. For fires reported inside .the refinery fence: ** ' i'. 'Commtinicatioris Center will contact Shell (Ringdown) or Tosco (372.3120) refinery and verify"incident b. dispatch Battalion•Chief to, refinery for incident .informa- tion and liaison; Battalion Chief to relay to.comm Center c. " dispatch a full commercial assignment, if,assistance is ** requested 4. ",if no phone coatadt "is made with refinery within-one minute dispatch.,full .commercial' assignment: e ,. notify.Operations .Chief -or Duty Chief 2:; Fora request from refinery management for Mutual Aid: - . *k a.'" dispatch requests equipment and Battalion Chief b: respond to 4rea requested c. 'wait for, escort d. ,;.pick-up portable `redio from Shell =Security Officer fQr joint <conmtuniaation (do e"s'not;,ipply-.to Tosco) ., . 3; For Medical 8<uuergencies directly reported :by refineries:.. r dispatch first due engine company be notify ambulance •company'and policy, agency 4. For Medical Emergencies_not directly reported by refineries: ** a. - Communications Center will contact Shell (Ringdown) or, ** Tosco (372-3120) refinery b. dispatch first-due engine company, if requested c. notify ambulance company and police agency 5. For Labor Dispute associated requests: a. follow SOP "Procedure for Response During Civil Disturbances" • b. notify operations Chief or Duty. Chief SUBJECT: Response to Shell oil and Tosco Refineries DATE: July 1991; replaces 6/91 DISPOSITION: Place in General Policy and Procedure Manual under "Response" D-1 OA February 24, 1997 Members, Board of Supervisors The attached sheets should be added to Attachment # 4 of the Tosco Refinery Report - Item D-1 OA. They were left out of the packet inadvertently. Claude L. Van Marter Assistant County Administrator w . COMMUNITY ALERT NETWORK INCIDENT REPORT 01/22/97 Name or Location Telephone Attempts Status TTR Time Date Number 1 2 3 Codes 3610 HALIFAX WY 510 40104101w 10 10 23:34 01-21-1997 2385 ST GEORGE DR 510 amys� 11 10 10 23:57 01-21-1997 1 SOLANO WY 510 8001111 10 10 23:34 01-21-1997 1 SOLANO WY 510 10 10 23:35 01-21-1997 1 SOLANO WY 510 400101001 10 10 23:34 01-21-1997 1 SOLANO WY 510 eflueeef 8 7 8 8 00:04 01-22-1997 2500 ANNALISA DR 510 100010100 11 11 11 11 00:04 01-22-1997 2501 ANNALISA DR 510 1011110110 8 8 8 8 00:04 01-22-1997 1540 HATES AV 510 gownwo 8 8 8 8 00:04 01-22-1997 1850 BATES AV 510 4010000 10 10 23:35 01-21-1997 1850 BATES AV 510 481MMUN? 10 10 23:35 01-21-1997 1850 BATES AV 510 0100M 7 11 7 7 00:04 01-22-1997 1850 BATES AV 510 suegans 11 11 11 11 00:04 01-22-1997 1850 BATES AV 510 Sulam 10 10 23:34 01-21-1997 1850 BATES AV 510 0110100100 10 10 23:34 01-21-1997 1900 BATES AV 510 41meaM 10 10 23:34 01-21-1997 1900 BATES AV 510 40mmma 10 10 23:34 01-21-1997 1900 BATES AV 510 ammum 10 10 23:35 01-21-1997 1900 BATES AV 510 iumom" 8 8 8 8 00:04 01-22-1997 1900 BATES AV 510 w 10 10 23:34 01-21-1997 1900 SATES AV 510 4musews 11 11 11 11 00:04 01-22-1997 1900 BATES AV 510 10 10 23:34 01-21-1997 2280 BATES AV 5101 8 8 8 8 00:04 01-22-1997 2280 BATES AV 510 w/em 10 10 23:35 01-21-1997 2280 BATES AV 510 41101010101 10 10 23:34 01-21-1997 2308 BATES AV 510 1001011101 8 8 8 8 00:04 01-22-1997 2308 BATES AV 510 41111110 8 8 8 8 00:04 01-22-1997 2308 BATES AV 510 euwm 10 10 23:35 01-21-1997 2310 BATES AV 510 8 8 8 8 00:04 01-22-1997 2310 BATES AV 510 010100100, 10 10 23:35 01-21-1997 2310 BATES AV 510 10 10 23:34 01-21-1997 2310 BATES AV 510 10 10 23:35 01-21-1997 2310 BATES AV 510 10 10 23:35 01-21-1997 2312 BATES AV 510 queue 11 11 11 11 00:03 01-22-1997 2314 BATES AV 510 41001115 11 11 110 10 00:04 01-22-1997 2314 BATES AV 510 100101101 10 10 23:35 01-21-1997 2314 BATES AV 510 0100101 10 10 23:34 01-21-1997 2314 BATES AV 510 SIMMONS 11 11 10 10 00:04 01-22-1997 2314 BATES AV 510 49@Nw 10 10 23:34 01-21-1997 2316 BATES AV 510 sommo 10 10 23:34 01-21-1997 2322 BATES AV 510 40411M 8 9 8 8 00:04 01-22-1997 2322 BATES AV 510 none 10 10 23:35 01-21-1997 2322 BATES AV 510 doloulk 11 11 11 11 00:04 01-22-1997 2322 BATES AV 510 0=00 10 10 23:34 01-21-1997 2322 BATES AV 510 10 10 23:34 01-21-1997 2322 BATES AV 510 10 10 23:35 01-21-1997 2322 BATES AV 510 10 10 23:35 01-21-1997 2322 BATES AV 510 8 8 8 8 00:04 01-22-1997 2330 BATES AV 510 411010110101 10 10 23:35 01-21-1997 2330 BATES AV 510 400010; 10 10 23:35 01-21-1997 2330 BATES AV 510 � 8 8 8 8 00:04 01-22-1997 2336 BATES AV 510 10 10 23:35 01-21-1997 R Community Alert Network Incident Report --- Summary Section Session Results: Phone Numbers Requested: 1000 Phone Numbers Attempted: 1000 let Pass: 1000 2nd Pass: 320 3rd Pass: 267 Total Calls Made: 1587 Final Status of Calls Status Code Definitions Messages Delivered: 753 '10 ' Message Delivered Delivered and Repeated 0 '14 ' Delivered and Repeated Busy Signals: 14 ' 7 ' Busy Signal No Answers: 154 ' 8 ' No Answer No Ring Signals: 6 ' 9 ' No Ring Signal Intercepts: 73 ' 11 ' Intercept Tones Invalid Codes: 0 112 ' Invalid Code Valid Codes: 0 113 ' Valid Code Extended Status Codes Can respond 0 ' 9 ' Can respond (Yes) Cannot respond 0 ' 6 ' Cannot respond (No) Understand message 0 ' 8 ' Understand message Do not understand 0 ' 4 ' Do not understand No response entered 0 'TO' Timed out TTR-Time to Respond Time in minutes First Second Third Pass Pass Pass Lines Used: 46 48 48 Start Time of Call Pass: 23:34 23:57 00:03 End Time of Call Pass: 23:55 00:02 00:07 Minutes Per Call Pass: 21 5 4 Elapsed Time of Call Session: 30 mina. Telephone Line Calling Time Used 24 .00 hours Calling Date: 01/21/97 CAN Data Filename: D:\VAL\BHBMANDF.CAL Client: Contra Fix Activator: Hattum Jim Message filename: BHBMANDF.vox All times are Eastern Time Zone unless otherwise noted ATTACHMENT #4 AUTOMATED TELEPHONE DIALING SYSTEM SAMPLE SUMMARY USE REPORT Attached you will find a sample of the fax that is received from CAN following an activation. The phone numbers on the sample showing individual addresses called have been blacked out for confidentiality. Below are explanations of terms used in the summary section of the report. Session Results: This shows the number of phone numbers that were in the notification area. Each of the numbers was attempted on the first pass. In this example there were 1000. The second and third pass indicate additional attempts at the numbers that were not reached prior. Final Status of Calls: This serves to inform how many people were reached and why others were not. Message Delivered -'10': The message was delivered to a person or an answering machine. With no standard technology in answering machines it is impossible to tell whether a person answered or not. To compensate for the possibility of a person screening answering machine calls,the CAN system waits for 3 to 4 seconds before starting the message. This is to allow at least part of the greeting to play. The messages are also developed to compensate for an answering machine that may cut off the beginning and or the end of the CAN message. This is done by giving the source of the message (i.e. the Health Services Department) and a radio station to tune to(KCBS 740AM) for more information more than once in the message. It is felt that even if part of the message is cut off enough information should be captured to allow the person receiving the call to find out more. While an answering machine may be used to screen calls, it is very likely that if an answering machine is receiving the message that no one is home. Delivered and Repeated-'14': In some cases those activating the system may choose to activate the repeat option. This allows the person receiving the call to press a number on a touch tone phone and hear the message again. Because a source for more information is given in the message and repeating messages can significantly slow the initial notification process, this option is not a regular part of community notification procedures. Busy Signals-'T: Busy each of the attempts made to that number. No Answers-'8': No answer each of the attempts made to that number. No Ring Signal -'9': No ring occurs on the other end of the line for an unknown reason. Intercepts -'I V: An Operator Intercept Tone is emitted that sends the CAN system immediately on to the next call. This usually indicates a disconnected or changed phone number, but can indicate a fax or an answering machine that emits a tone in the same frequency. InvalidNalid Codes -'12' & '13': Associated with interactive capabilities CAN has that the County does not use at this time. Extended Status Codes: Can/Cannot respond-'9' &'6: There is a special list in the CAN system that contains the names of the primary staff of the County Emergency Operations Center(EOC). If the EOC needs to be activated the calling in of the staff can be done by CAN. As part of that call interactions can be done using a touch tone telephone to indicate whether that person is able to respond or not. As part of the fax sent at the end of the calling session a list of the staff names called will be shown and the report will indicate if they are able to respond. If they are not then calls can be made to their back up staff member. Similar special lists exist for many of the cities in Contra Costa County. Understand/Do not understand message-'8' &'4': Features not currently used by Contra Costa County No response entered-'TO': When a'TO' is indicated it probably means that an answering machine received the call. With this assumption, the person can then be paged or back up staff called in. TTR-Time to Respond: By interacting with the touch tone phone a person receiving the call can indicate how long it will take them to respond to the EOC. This will also show next to their name on the fax report. Lines Used: The sample given shows that 48 telephone lines were used to make these calls. To clarify, calls are made from two locations (Schenectady,NY and Reno NV). This report is from only one of those locations. At the same time 52 other lines were being used from the second location equally 100 calls being made at a time. Start/End Time of Call Pass: Indicates what time(Eastern Standard Time)the fust, second and third attempts at each calling pass was started and completed. Minutes Per Call Pass: Indicates the time it took to attempt the numbers in each calling pass. In the example shown it took 21 minutes to attempt 1000 phone numbers and deliver the message to 680. It took 5 minutes to attempt the remaining 320 and deliver the message to 53 more and 4 more minutes to make the third attempt. Elapsed Time of Call Session: Indicates how long it took from the beginning of the first attempt to the last call of the third attempt. Telephone Line Calling Time Used: An equation based on the amount of time each computer phone line(in this case 48) was used during the calling session. ATTACHMENT#5 COMMUNITY NOTIFICATION COMMITTEE MEMBERS AGENCIES : Floyd J. Cormier Jr. Richmond Fire Department Bud Markwith Martinez Police Department Randy Sawyer Health Services Department COMMUNITY AND CITY REPRESENTATIVES: David Boatwright Antioch Lynn Cherry Rodeo Henry Clark North Richmond Sabiha Gokcen Martinez Hal Habinski Crockett David Hobbs Pittsburg David Howard Richmond Marilyn Leuck Hercules INDUSTRY: Tony Semenza (Chairman) Chevron Joe Tovar Dow Chemical Eric Brink Shell Oil- Company Lanny Partain Unocal ADVISORS: Pam Puckett Pagni Supervisor Jeff Smith Donna Powers Richmond City Council Tracy Hein-Silva (Staff) Health Services Department David Wise Consultant Ed Murray Crockett i 16 ATTACHMENT #6 CONTRA COSTA COUNTY COMMUNITY WARNING SYSTEM PROJECT MISSION STATEMENT Our mission is to provide an alert and notification system that is able to: * Immediately alert adjacent residents (one mile radius) to shelter-in-place in response to an emergency that may be harmful to their well being; * Notify appropriate emergency response agencies concerning the emergency; and, * Provide on-going updates about the incident and additional protective measures that may be required. VISION By the end of 1995, to have in place an emergency alert and notification system infrastructure, capable of providing emergency notification throughout Contra Costa County by means of radio and television (including cable stations). This vision will assure that Contra Costa County is able to immediately notify its community that an emergency has occurred and to communicate accurate protective action information for individual safety. GUIDING PRINCIPLES 1. Recognize that people's safety during an emergency is the highest priority. 2. Implement an alert and emergency notification system to reduce adverse impact for individuals affected during an emergency situation. 3. Foster an awareness of the alert and notification system throughout the county, and provide support for on-going education about "Shelter-In-Place" emergency measures. 4. Implement project in Phases, Phase I to be funded by a broad base of industries, and Phase 2 and all additional phases to be funded by public and other community agencies. 5. Gift the project to Contra Costa County at the completion of Phase I implementation. ATTACHMENT #7 COMMUNITY WARNING SYSTEM PROJECT FUNDING PARTICIPANTS Unocal 76 Products Company Air Products Company Allied Propane Service, Inc. Antioch Water Treatment ARCO Products Company Berlex Laboratories C&H Sugar California Oils Company CCWD Chevron Chemical Chevron Pipeline Chevron Products Company Concord Naval Weapons Station Criterion Catalyst Dextor Aerospace Diablo Services Corporation Dow Chemical DuPont Energy National GATX General Chemical, Bay Point and Richmond facilities Great Western Chemical GWF Power Systems IMTT Kem Water North America Kerley Agriculture Martinez Cogen Ltd. Marwais Steel Company Monsanto Pacific Refming Company Paktank PG&E Pori International Radiant Color Rhone Poulenc Basic Chemicals Safeway Beverage Plant Sante Fe Pacific Pipeline Shell Martinez Refining Company Shell Pipeline Corporation Texaco Trading &Transportation Company Time Oil Tosco Avon Refinery Unocal Carbon Plant ATTACHMENT #8 w ° m, � H•' 5' °o CD 2 o a O O R n p P. O' n OZ o O �• c r o � s o• o � a CD a o ' c 8 a CD z ro c o CD a c 5b / } . & � ( � \ \ ` \ { } n / } ) \ % W } / \ � \ � � \ E ` R � \ x / \ _ Ea - { { J � 0 / $ � % %CD \ D / $ ET \ / ] \ E a ( } ( \ n@ m n \ } \ m / ® § [ Eo / n [ q / \ ( \ < / n [ § j _ E \\ i ƒ k ® / !jz n ) � \ ± ) R 3@ / \ COMMUNITY WARNING SYSTEM HAZARDOUS MATERIALS ACCIDENTAL RELEASE MATRIX C A T E G O R ES OF INCIDENTS System Toxic Gas Flammable Various Various Pipeline Various Response Release Non-Toxic Spills/ Fires/ Incidents Transportation Scenario Hazardous Plant Explosions Incidents Actions Release Upsets Classification Levels 0 1 2 3 0 1 2 3 0 1 2 3 0 1 2 3 0 1 2 3 0 1 2 3 Radio X X X X X X X X X X X X Digital Message Radio Audio X X X X X X Message N Digital X X X X X X X X X X X X Message N Crawl X X X X X X Message Cable Tv X X X X X X Override Health X X X X X X X X X X X X X X X X X X X X X X X X Services Department Office of X X X X X X X X X X X X X X X X X X Emergency Services 911 Dispatch X X X X X X X X X X X X X X X X X X Centers Fire X X X X X X X X X X X X X X X X X X Departments Siren X X X X X X Activation CAN X X X X X X Activation Emergency X X X X X X Alert Receiver Audio Message Sponsored and funded by Contra Costa County CAER Group, Inc. Scenario Final: M3)97 DEFINITIONS OF PLANT INCIDENT CLASSIFICATION LEVELS LEVEL 0 (easily contained and controlled by plant personnel) is defined by any of the following: 1 . On-site only. 2. Plant safety is put on alert. 3. Liquid spill contamination. LEVEL 1 is defined by any of the following: 1 . On-site; possible off-site. 2. Confirmed off-site odor from facility. 3. Fire/smoke not visible off-site. 4. Excess flaring. LEVEL 2 is defined by any of the following: 1. Off-site impact where eye, skin, nose and/or respiratory irritation may be possible. 2. Explosion with noise/pressure wave impact off-site. 3. Fire/smoke visible off-site (does not include fire training exercises). LEVEL 3 is defined by any of the following: 1 . Off-site impact that is expected to cause eye, skin, nose and/or respiratory irritation in the community (ERPG Level 2 concentration reading or greater). 2. Explosion with off-site damage. 3. Fire, heat or smoke off-site impact. 4. Major fire and/or explosion. Examples: (a) On a process unit (excluding precipitators and boilers) where mutual aid is requested to mitigate the event and the fire will last longer than 15 minutes; (b) Where the local fire department strikes multiple alarms to mitigate the event. Scenario Final. 1/13/97 CLASSIFICATION LEVEL 0: COMMUNICATION PROCEDURE 1. Contra Costa County Health Services Department ALERT PROCEDURE: None NOTIFICATION PROCEDURE: None Scenario Final: 1/13/97 CLASSIFICATION LEVEL 1 : COMMUNICATION PROCEDURE 1. Contra Costa County Health Services Department 2. Fire Departments 3. County Office of Emergency Services 4. 911 Dispatch Center • Facility Wil remain in contact with the Health Services Department, 911 dispatch center and Fire Department and provide incident updates at least every 20 minutes until the incident is over. (For situations such as flaring, the facility will give an initial update about the length of time Haring is expected to continue, and provide updates as appropriate until the flaring has stopped.) ALERT PROCEDURE: None NOTIFICATION PROCEDURE: None Scenario Final: 1113197 CLASSIFICATION LEVEL 2: COMMUNICATION PROCEDURE 1 . County Agencies: • Health Services Department • Sheriff 911 Dispatch • Office of Emergency Services • Fire Department 2. City Agencies: • Fire Department • Police 911 Dispatch 3. Media: • TV • Radio ALERT PROCEDURE: None NOTIFICATION PROCEDURE: Message to TV and Radio: There is an emergency at (facility name) in (city name, site of incident). Most people will not be affected. Eye, skin, nose or throat irritation may be possible for some people in the immediate vicinity. If people experience any irritation, advise them to go inside, "shelter-in-place", and rinse any irritated area of their body with water. Handle this as advisory information. Scenario Final: 1/13197 CLASSIFICATION LEVEL 3: COMMUNICATION PROCEDURE 1 . County Agencies: • Health Services Department • Sheriff 911 Dispatch • Office of Emergency Services • Fire Department 2. City Agencies: • Fire Department • Police 911 Dispatch 3. Media: • N • Radio 4. Emergency Alert Receiver (EAR) 5. Automated Telephone Calls (CAN) ALERT PROCEDURE: A. Sirens will be sounded in the immediate areas affected by the incident. B. Emergency Alert Receivers will be automatically turned on in the affected areas and will receive the radio station broadcast message. C. Community Alert Network (CAN), the automated telephone calling system, will be immediately and automatically initiated to begin calling in the area most impacted by the incident. Scenario Final: 1/13/37 NOTIFICATION PROCEDURE: A. TV: There is an emergency at (name of facility) in (city namelsite of incident). Residents in (city namelsite of incident) are advised to "shelter-in-place". B. Radio: This is a message from the emergency management officials of cit namelsite of incident) and Contra Costa County. There is an emergency at name of facilit in (city namelsite of incident). Residents of (city namelsite of incident) are advised to "shelter-in-place", Go inside, close all windows and doors, turn off all heaters, air conditioners and fans. If not using fireplace, close fireplace dampers and vents and cover cracks around doors and windows with tape or damp towels. Media news networks will continue to carry updated emergency information. Stay off the phone unless you have a life threatening emergency. (This message will be spoken first in English and followed in Spanish.) C. Cable: There is an emergency at (name of facility,) in (city namelsite of incident). Residents of (city namelsite of incident) are advised to "shelter-in-place". Tum to CCTV for updated local emergency information. D. EAR: Same as radio message. E. CAN: Shelter-in-Place - This is an emergency message from the Contra Costa Heaith Services Department, There is a chemical accident emergency in your area. Please "shelter-in-place". This means residents should get inside immediately. Bring pets inside if it can be done quickly. Close and lock all doors and windows. Turn off all heaters, air conditioners and fans. Close or cover any vents to outside air. If not using fireplace, close the damper. Cracks around doors and windows can be sealed with tape or damp towels. Tune your radio to KCBS 740AM for further information and instructions. Stay off your phone. DO NOT call 9-1-1 unless you have a life threatening emergency. Again, the radio station to listen to for more information is 740AM. This has been an emergency message from the Contra Costa Health Services Department. Thank you. Scenario Final: 1/13/97 D, 10B BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on FebrM 25, 1997 by the following vote: AXES: Supervisors Rogers, Uilkema, Gerber, Canrramilla and DeSaulnier NOES: None ABSENT: None ABSTAIN: None SUBJECT: Report from the Health Services Director Regarding Release of an Odorous Substance on February 18 , 1997, in Contra Costa County. On this date the Board of Supervisors heard an oral report presented by Lewis Pascalli, Health Services Department, regarding the release of an odorous substance on February 18 , 1997, in Contra Costa County. The following persons presented testimony: Janet Pygeorge, 512 Barnes Way, Rodeo; Denny Larsen, Citizens for a Better Environment, 500 Howard Street, San Francisco; Donald R. Brown, 1801 Sonoma Boulevard #117, Vallejo; Tom Adams, 651 Gateway Boulevard #900, South San Francisco, representing the Building Trades Council . Following discussion, the Board of Supervisors took the following actions : 1 . ACCEPTED the oral report from the Health Services Director regarding release of an odorous substance on February 18, 1997; and 2 . REQUESTED a further report from staff on this matter following availability of information from the Bay Area Air Quality Management District . I hereby certify Mat this to a trill end correct copy of an action taken and entered on the minutes of tho Board of Su on tIM dobe Shown. ATTESTED: 2. PHR of9ATr; ELDR, Cit of the board xrVIS and Cou miniLtrator By Deputy CC : Health Services Director County Counsel County Administrator D.1f TO: BOARD OF SUPERVISORSfj f Contra _ FROM: HARVEY E. BRAGDON - CoCosta DIRECTOR OF COMMUNITY DEVELOPMENT County DATE: FEBRUARY 25, 1997 SUBJECT: RECONSIDERATION REQUEST OF GREG AND SANDRA MOORE, 7400 JOHNSTON ROAD, TASSAJARA AREA SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION CONTINUE this matter to the March 4, 1997 Board of Supervisors meeting at 2:30 p.m. BACKGROUND/REASONS FOR RECOMMENDATION The Community Development Department met with the applicants, their engineer, and the County geotechnical consultant on Thursday, February 20, 1997. The meeting precluded timely submittal of a report and recommendation for the February 25, 1997 Board meeting. CONTINUED ON ATTACHMENT: YES SIGNATURES' ACTION OF BOARD ON Februarys 1997 APPROVED AS RECOMMENDED x_ OTHER_ VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE x UNANIMOUS (ABSENT --- AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE ABSENT: ABSTAIN: BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Dennis M. Barry (510/335-1210) ATTESTED February 25, 1997 cc: Community Development Department (CDD) PHIL BATCHELOR, CLERK OF Greg and Sandra Moore (via CDD) THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR DMB:gms BY 604AtIJACA5r , DEPUTY p17\boWloore.DMB