either a lack of understanding of what is required of building department personnel to get to see the permit applications first, or in some cases, and and run around a planning review for a particular project. hopefully that will become a thing of the past and we can move forward. thank you. >> thank you. >> good morning. i want to bring to you and other specialty issue on this topic of joint sharing responsibility for building permits with the planning department's having to do with follow up on expired permits. i was concerned about the rules of the game between each of the departments on how to deal with expired permits and i inquired

on a sunshine request to william strawn who said the planning department has different rules and require approval after a permit has been expired three years. but they stated that's a permit issued is not vested until all work starts. but there is no determination on what that means. when an against -- when an expired permit happens, there's no one who says what gives you use started. there are no photographs required and there are multiple, multiple, multiple examples of expired permits well over three years, beyond 10 years sometimes, that have been renewed without referral to planning. that compromises the ability of the planners because they never saw the permit. i want to refer to use this document i got and you can look

at it and start to formulate a better procedure. there are procedures proposed by planning th integrated into building. this is the first conversation i want to bring to your attention -- there is a lot of stuff needing to be done. on another matter, i would like to mention the fact that windows, there are windows in every building and there is a thing called the standard for window replacement 2010 by the planning department. this is completely ignored on a routine basis. people come in and say place in time, good to go. there are caveat and they want people to look at them. this building department has to recognize the buildings that are over 50 years old need to be specially reviewed and it should not be automatic because there

is an unkind request. this document talks about windows that face the public right of way. when i see an application for the replacement of windows, and they don't ask where, are there 50 windows being replaced or 1? without the information on the actual description, we don't know this should be going to the building department or planning department. i'm simply trying to bring to your attention the kind of disconnect that bring people into problems. i support the idea of having people from building going to the planning commission. thank you and going to leave you with this documentation.

>> is there any additional public comment? seeing nine, item number six, item on disaster training units >> good morning. i'm from the department of building inspection reporting on this issue. let me give you a little background. our disaster coordination unit was activated on march 7th, 2011, with the assignment of the acting chief as manager and seizing -- existing housing manager reporting to the deputy director. last may, we came before you to outline our work plan time line,

which we will update today. just to give the a mission statement, our mission is to prepare, coordinate, and organize department personnel and resources to provide and effectively manage response to earthquakes, and other disasters in conjunction with the department of emergency management. we have been working very diligently since the last time we came here. let me give you an update on some of the activities. all of the functions we have been undertaking are part of the signed emergency functions under the city's all emergency plan. we have disaster worker training, we have 240 staff who have completed their fresher for responsibility and reporting requirements under state and local law. this was part of a merrill directive for city staff.

this involves a video or fresher of what your role is. every city employee will be given some assign a fair called to assist in a disaster. another area is the safety assistance program which is a certification renewal for building inspectors and engineers required under state law and fema eligibility criteria. there are more extensive lists throughout the city departments which we maintain and it's also maintain that the state level in sacramento. part of the process is an online certification which we will go through. it involves assessing buildings, rapid assessment and engineering evaluation. all of that information is involved and very comprehensive training and is really important

to get their freshers on a regular basis as things change. another important activity is a national information management system. it operates under the incident command system. these are freshers will be provided over the next year as part of a multi-year training plan based on the national preparedness guidelines target capabilities list. there is a huge book and here are the ideal situations in terms of rare -- preparedness and recovery elements. the gap you analyze between where you want to be and where you need to go -- once you identify the gap, there are training resources that are plugged into that. the ultimate goal is a financial

one -- now you can qualify for grants to meet these objectives. another aspect is the community action plan for seismic safety. we have been attending regular weekly educational seminars to obtain the latest information from technical experts to have been brought in as speakers to assist in mitigation and recovery efforts over the august, we had a series of meetings which were very helpful. representatives from the state talking about money and various training opportunities. another area is communication, which is essential for us. we have 800 mhz radio training and field exercises have been implemented for all divisions. last week, we conducted some and

we are conducting ongoing trading -- training for building and electrical as they take radios on their daily business. we are in the process of updating the list. when you do these exercises, we have the plan, but unless you actually perform the exercise and to drill, that's the time people realize what they were not supposed to do and just to see the functionality of the equipment. all of those important city protocols. >> i have a question on that particular subject. these radios the first responders have, do they take them home with them? let's say all they communication is not dow, -- currently, there is no policy or requirement for staff to bring those radios home. >> how do we get in touch with them.

how did they get in touch with us? >> as part of the mobilization guidelines, there is a predetermined protocol in terms of the function and there's a call tree and who gets the call and who is activated in some kind of redundancy either through cellphone or personal phone. in an extensive disaster where communication would be nonexistent, it would be through the media to tune in for specific instructions this city will make for you to report. we do not want people reporting without any instructions. if you have a predetermined instruction, you will tune in to your supervisor or use the call tree protocol. we require inspectors take these radios into the field. it is an expensive tool. no leaving it in the car. we have had some that are

stolen and in a disaster -- >> are the first responders certified? >> we would not be considered a first responder. that's going to be emergency personnel, police and fire. our role is based on initial damage and safety which would be activated based on the critical facility in the assignment there was. once we get reports of where the damages or where the hazards are, we will direct our teams to those locations and get the reporting information on that. an important area is facilities and equipment. our 2001 room -- in august, we looked at all the communication equipment, including digital and analog telephones. we have network computers and

workstations inspected and tested for emergency use. we are planning more training exercises to get this up and running. october 28th is the great shakeout. it will be initiated from sacramento and we will participate with that. they're locked storage areas have been cleared and organized. i want to mention again that we've talked to our directors about this that future improvements would include a wireless system, and reduce set up time during activation. we could be in that room if we have an event, everybody has to leave that we have to activate ceiling tiles and get this things up. many other departments,

depending on their resources and budget -- they are at various levels of technology and comfort as we look through those. we are touring those and have various meetings within working groups in the city and we attend those meetings. the emergency command vehicle is currently parked at building 606. it is available for deployment when needed. the continued use and operational costs, it's a ford motor tom, is being determined for effectiveness and efficiency for rapid deployment during an emergency. we are valuating our transportation resources that will be needed to fill our function. we just serviced the vehicle, it is up and running and some of the departments were looking at using it for a couple of events coming up, possibly america's

cup. its is something we need to look at. as technology changes, our ability to respond rapidly changes and to evaluate those resources -- >> another one is the bay area urban security issue -- bay area security initiative. there is a grant cycle and we submitted a proposal for mobile devices. this morning, matthew green was with the department of emergency management and we're having the grant scoring or the departments come in with their proposals and we score and evaluate these grants and they go to a disaster council group that will evaluate which ones we think have the best chance of being successful. the grant money has really been cut back. is half as much as last year.

the key is, good experience for us, we want to get any available grant funding we can for our department and staff. we want to target what we want for a very specific use. these mobile devices would come back to our tracking system and save countless times in terms of documenting data and damage and safety assessments. these devices were compatible and used extensively during hurricane katrina. we gave amazing statistics in terms of how much time it saved getting the data back for that. >> in terms of personal preparedness and safety, which is very important, the human- resources ready to go, we have bags but we have been ordered for all of our staff, and they

will be stored at their work stations and be used in an emergency. they contain safety tools and will be updated annually. some departments have informed their staff to get the bag and put it together yourself. we educate people you should have your own bag in preparation at your home, but this is something at your workstation. depending on the event, it could be a lifesaving feature. >office of emergency supply kids, a lot of water was removed from the building and now have filter systems. in our building, we have six floors and we ordered for use of each of the six floors to support about 120 persons. they're basically little kit that sits on the floor that includes water, sanitation, first-aid tools in the case staff and citizens are sheltered

in place during an event and we have customers and lead to accommodate their needs. this is going to be a big issue -- water and sanitation. part of the items i have identified is that we want to show our staff our commitment to what we are going to supply them with. that they are ok and they can help the rest of the city family. i want to focus on our emergency support functions. we are in the process of doing our guidelines in drafting that was public works. discussing public buildings and and the other external agency to come up with a good, strategic plan everyone agrees to. under our city's emergency response plan, -- one general

emergency management -- one is infrastructure, which is 3 and 12 water and supplies. we are with public works, considered in that bigger apartment, along with them. we focus on safety and damage assessments as well as overall emergency management. you will find a working draft copy for organizing post disaster inspections. this outlines the process for performing inspections based on a prioritized approach in the reporting and collection of damage assessment which will be analyzed at the emergency operations center. also attached is a copy of the earthquake and x which shows us some data in terms of the type of structure we have an just the sheer numbers based on the neighborhood. so we know where the damage will occur most likely for an earthquake, the same areas as it

did in 1989, so that is where we are trying to focus our critical task force and response ability. we are in the process of developing a multi-year training plan for all our staff. the matrix of what abilities they have, the tools and abilities they have, it will continue right along. the idea again is as part of their regular duty and performance of valuation will take a segment of their meetings and focus on emergency preparedness. this is one of these things where we train the staff and it is focused today and we forget about this and have to revive it again. i am available for questions. we have been going to a lot of meetings with other departments to try to work out these guidelines and make sure it is smooth in terms of how this

works together. when the event happens, sometimes these plans go up the window, but we have worked on a regular basis -- when it's activated during different events, each division and department as branches, operations, logistics', finance, etc., we have materials we're going through and some of them are very antiquated and we are updating our reference information, call lists, contact lists, so we can assist in the other department. >> i have a couple of questions. thank you very much for the report. i have been asking for months what the guys do? you have explained it very eloquently what you are doing. it is very important public know what you are doing regarding this very important function. i thank our acting director for pushing it forward.

that is tremendous. have we come up with any mechanism to get this report to the neighborhoods? >> i would say as far as this report, it would be us crafting what the guidelines are. >> somewhere down the road -- you would be able to tell us -- >> i think one of the things we could do as we go to events we participate in, whether it is a neighborhood community fair or other events, we did have a presence where we hand out educational information. the disaster coordination unit would benefit from being a part of that. whether it is even visually in the building, more notice on a

regular basis to try to publish this and get people involved. i mentioned in an e-mail that the eoc has the open house every month. public and city employees are invited to attend. it is a brief tour, but it is important to become familiar with those functions. the other benefit is i don't want to waste any resources in terms of what our mission is at the department of building inspection. they have to be used wisely, but a big part of our presence and active participation is that is the of recognition, you're getting to know people on a first name basis from other departments. there has been a lot of transition, whether it's retirement for other organizations, there are a lot of the -- there are a lot of new people.

at different meetings, i see different representatives, so we're trying to get more familiar with each other and that will help us know who to contact. >> i have one question. have we given any thought to enlist the public's help? >if we have a big disaster and we need inspectors and engineers out there -- i don't know if all inspectors and engineers -- i know if there sufficient to do job. do we have any method of seeking other professions to come in and help or even former employees? >> absolutely. there is in place the mutual aid which is exactly what is going to occur when we are overwhelmed.

this is the scenario every jurisdiction 1 lead in regional meetings, we know if it happens in san francisco it will help. if that happens to us all, it's a race to who gets to the resource list first. who gets the helicopter first? how do those resources get deployed? we have mutual aid called out. we have a list that is activated. there'll be inspectors to come from within the state and we have more safety assessment inspectors in california than anywhere else in the country. another resource you touched on is the volunteers. sometimes we call them convergent volunteers. they will just show up with no training and they just want to help. you need to have a place for them to go. but whether you are looking at ham radio operators or former city employees familiar with the

instructor, that's the kind of staff that is a valuable resource we want to develop. there is an element for that and you should identify those people. >> which is thank you for your presentation. it's very comprehensive. we have a category where we are pro-active for preventive and then the next category is responsiveness. the third is the post-incident or other resources to resolve those categories. there seems to be a commonality across the board both in this and resources, especially on the communications side. are there times when homeland's security communications and other sources are basically

connecting the dots, the same that are across the board and from where we are preventive to than responsive to later on a deposed incident -- deposed incident category, something that makes the grant money and all of the funding sources to be consistently available because it has this sort of sequence that always comes into play. >> in general, yes. the fema guidelines, that is a federal list. it is the same area of response this city has. in the area of preparedness, you have prepared us, mitigation, response and then recovery. the areas you touched upon are broken down and there are different functions associated with them. there is much overlap, but there

are target capabilities derived from those specific areas. if we look at a recovery, that is our big role. if you look at -- if you look at an immediate response, that is the first responders. but as far as damage assessment, that's a response. the mitigation is the caps were you retrofit a water heater and mitigate those hazards. our end as the recovery and. we wind up as recovery even though we are seen as more of a response. this is not only getting dollar amounts for how much there is. how can we get everybody back in their building? that is the recovery that could be long term or could be years. building occupancy you program -- was at a meeting yesterday and this city is pushing more than ever with real estate to get off city buildings. they already have a pre designed

team. your pre deputized and you don't have to wait for us to come. this is critical to recovery. part of the department of emergency management is supposed to be tying all of this together. that is their key role, so don't waste resources and there's not an overlap and three departments are not asking for the same thing. they are trying to coordinate with us. >> is there also an approach to shelter in place? there are times when there is not going to be enough time for people to stay and move elsewhere. >> when we talk about shelter in place, that's probably going to be the condition. but depending on the event and the damage, the ideal scenario is we have the event, the earthquake, the facility, public or private, will look at their facility. if there is no visible damage,

if it is 3.2, it shakes and everyone goes back to work. there needs to be the determination we have had damaging and we get the activation. pursuant to that, we will respond. that is a critical element in how that is going to occur. >> talking about the concept of shelter in place as a branching of the mitigation and the event, there is a group of us who are actually looking at the policies and procedures around shelter in place, which would mean after the building official determines there is an emergency, the standards for occupancy can relax a bit. calling it an emergency is what allows the building official to do that. you