08-06-2026- EPC Agenda Packet

Kimberly Cashin, Vice Chair Lynn Eisberg, Secretary Craig Heberer, Chair Fred Myers, Member TOWN OF PORTOLA VALLEY Dale Pfau, Member Marianne Plunder, Member Emergency Preparedness Ray Rothrock, Member Committee Regular Meeting Vic Schachter, Member Jerry Shefren, Member August 6, 2026 Randy True, Member 8:00AM IN-PERSON MEETING HISTORIC SCHOOLHOUSE– 765 PORTOLA RD. – PORTOLA VALLEY, CA REMOTE MEETING ADVISORY: On March 1, 2023, all committees in Portola Valley will return to conducting in-person meetings. A Zoom link will be provided for members of the public to participate remotely; however, the Town cannot guarantee there will be no technical issues with the software during the meeting. For best public participation results, attending the meeting in-person is advised. ASSISTANCE FOR PEOPLE WITH DISABILITIES In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700 or by email at towncenter@portolavalley.net. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. VIRTUAL PARTICIPATION VIA ZOOM To access the meeting by computer: https://us06web.zoom.us/j/86154854662?pwd=fn6Ozl9mtk9rad9XsfG1U4QEws64Gl.1 Webinar ID: 861 5485 4662 Passcode: 534100 To access the meeting by phone: 1-669-900-6833 or 1-888-788-0099 (toll-free) Mute/Unmute – Press *6 / Raise Hand – Press *9 The times listed on the agenda are used by the Chair and are estimates only. The times are subject to change at any time, including while the meeting is in progress. 1. 0800 Call to Order 2. 0801 Roll Call 3. 0803 Oral Communications for Items not on the Agenda Speakers' time is limited to three minutes. 4. 0810 Approval of Minutes of Previous Meeting 5. 0815 WPV-CERT / WPV – READY / WFPD Report (Fire Chief – Eric Zabala, Fire Marshal – Kim Giuliacci, Public Education Officer/ Emergency Preparedness – Selena Brown) 6. 0825 Committee Vote – Subsidiary Body Teleconferencing Policy – Ref. Agenda Packet, email from Town Clerk, and RESOLUTION NO. 2998-2026 PORTOLA VALLEY TOWN COUNCIL AUTHORIZATION OF SUBSIDIARY BODY TELECONFERENCING MEETINGS (EPC) 7. 0835 Special Report – Sept. 11, 2026 Evacuation Exercise Ad hoc Subcommittee Formed last meeting – (Ref. 7-2-2026 meeting notes) (Cashin, Pfau, Eisberg) 8. 0845 Review Safety Element Ad Hoc Committee Comments Sent to Town Council (Ref. agenda packet) (Pfau: Cashin, Heberer, Plunder) 9. 0855 Discuss - EPC Presence at Town Picnic, September 19, 2025 (EPC): Attendance, displays, who, etc. Town of Portola Valley – Emergency Preparedness Committee August 6, 2026 10. 0905 Subcommittee Reports a. EOP/EOC – [2026 Priority #1] (Cashin: Eisberg, Pfau) b. Communications – [2026 Priority #2] Report in Packet, WFPD 9-11 Exercise and Zotts to Tots Messages for AM1680 (Rothrock: Heberer, Pfau, Shefren) c. Evacuation – [2026 Priority #3] (Pfau: True) d. Neighborhood and Resident Outreach (Schachter: Eisberg, Myers) e. Ad Hoc Safety Element - [2026 Priority #4] (Pfau: Cashin, Heberer, Plunder) – See Item 8 above f. Power and Resilience – (Myers, Heberer, Pfau, Rothrock) 11. 0915 Next regular meeting falls on September 3, 2026 a. Quorum Check 12. 0917 Adjourn ************************************************************************************************************************************ Land Acknowledgement: The Town of Portola Valley acknowledges the colonial history of this land we dwell upon—the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair. Town of Portola Valley – Emergency Preparedness Committee August 6, 2026 EPC Meeting Minutes Date: July 2, 2026 Time: 8:03 AM – 9:06 AM Location: Town Hall / Schoolhouse Attendance • Present: Kim Cashin, Craig Heberer (Chair), Fred Myers, Dale Pfau, Marianne Plunder, Ray Rothrock, Vic Schachter, Jerry Shefren, Craig Taylor (Town Council/Staff). • Via Zoom: Lynn Eisberg. • Absent: Randy True. • Guests/Late Arrival: Fire Marshal Kim (Woodside Fire Protection District). Minutes Administration • Recording Secretary: Lynn Eisberg was noted as present but not taking minutes. Fred Myers agreed to manually record the minutes, coordinating alongside an AI note- recorder trial proposed by Kim Cashin. • Oral Communications: None requested from the physical audience or online gallery. • Minutes Approval: Previous meeting minutes were approved via motion, with one abstention from Jerry Shefren. Meeting Items & Committee Reports Item 6: Safety Element Ad Hoc Committee Report • Submission Review: Dale Pfau reported that the ad hoc committee reviewed the draft Safety Element alongside the local Multi-Hazard Mitigation Plan. Comments were successfully finalized and sent to the Town on Monday. • Portal Limitations: It was noted that the Town's portal has a strict 5 MB file size limit, which required the documents to be uploaded and sent over manually. • Agency Framework Context: Craig Taylor clarified that the state-mandated Hazard Mitigation Plan was drafted predominantly by San Mateo County. Due to intense budget constraints, local Town staff focused their limited time exclusively on polishing the local Safety Element. While Taylor noted that the hazard document isn't perfectly tailored to Portola Valley, its formal existence is legally required to qualify the town for critical state grants. • The Safety & Resilience List: The Safety Element directly references the hazard framework. Craig Taylor and Rebecca Flynn are working to bring the finalized Safety and Resilience List to the full Town Council. The objective is to institutionalize this list so it is evaluated annually to assist the Council with budget allocations and map out annual deliverables for committees. • Committee Guidance & Formal Votes: Craig Taylor advised that the EPC is likely finished with its review of the Safety Element. Incorporating the feedback is an administrative task for staff, meaning the EPC does not need a formal vote on the edits. • Next Steps: To keep the full committee informed, the submitted comments will be attached to next month's agenda packet for review. • Ad Hoc Lifecycle Protocol: The committee discussed state rules regarding ad hoc bodies. To strictly align with legal guidelines, this temporary committee will formally dissolve as soon as the Town Council takes official action on its deliverables. If new Town of Portola Valley – Emergency Preparedness Committee August 6, 2026 objectives arise, a new ad hoc body can be explicitly reconstituted with a fresh, distinct charter. Item 7: Monthly Committee Event Series • Series Closeout: The committee discussed winding down this active agenda line item. The recent Field Day successfully fulfilled the event series requirements at a total cost of $0. • Future Ideas: The funding remains an active line item in the town budget, meaning resources are available if members propose new event series items prior to the next monthly assembly. Subcommittee Reports 1. EOP / EOC Subcommittee • Checklist Development: Kim Cashin reported that the team continues to meet on Mondays from 10:00 AM to 12:00 PM at Town Hall. They are heavily focused on establishing Emergency Operations Center (EOC) position-specific checklists (covering pre-activation, activation, and deactivation benchmarks) following standardized national models customized to town resources. • Document Restrictions: Jerry Shefren questioned when a draft would be visible to the public. Cashin explained that while the high-level Emergency Operations Plan (EOP) is a matter of public record, detailed EOC operational binders contain sensitive data and internal operational steps kept strictly internal. • EPC Walkthrough: Craig Heberer encouraged EPC members to view the working document binders at Town Hall. Cashin will schedule an internal walkthrough in a few weeks to accommodate interested members. 2. Communications Subcommittee • Event Success: Ray Rothrock highlighted the Emergency Preparedness and Safety Day hosted at Woodside Fire Station 8. The event features included a substantial presence from the WPV CERT trailer, the Wildfire Preparedness Committee, and a successful field exercise run by the Amateur Radio Group. • Radio Dispatch Feedback: Rothrock noted critical citizen feedback regarding an automated AM radio message during a recent wildfire incident. While the system is fully automated, the message was not updated to reflect moving fire lines. The committee recognized that clear administrative tripwires and message-switching protocols must be ironed out by the Town to optimize real-time communications. 3. Power & Communications Resiliency Subcommittee • Energy Audit Progress: Fred Myers provided an update on ongoing infrastructure coordination. Following a meeting alongside Rebecca Flynn and West Light Energy (formerly Peninsula Clean Energy), the subcommittee is auditing the electrical systems at the Town Center and the Library. • 72-Hour Sustainability: The primary task is mapping out separate power meters to ascertain the generator, solar panel, and battery configurations required to sustain a 72-hour power supply if the locations are used as community refuge sites during extended outages. A comprehensive report will be added to the next meeting agenda. Town of Portola Valley – Emergency Preparedness Committee August 6, 2026 4. Evacuation Subcommittee • Refuge Area Distinctions: Fire Marshal Kim clarified vital terminology guidelines from FEMA and Cal OES regarding refuge plans: o Temporary Refuge Areas (TRAs): Strict tactical spaces utilized explicitl