09-03-2026- EPC Agenda Packet

Kimberly Cashin, Vice Chair Lynn Eisberg, Secretary TOWN OF PORTOLA VALLEY Craig Heberer, Chair Fred Myers, Member Emergency Preparedness Dale Pfau, Member Committee Regular Meeting Marianne Plunder, Member Ray Rothrock, Member September 3, 2026 Vic Schachter, Member 8:00AM Jerry Shefren, Member Randy True, Member AGENDA 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) 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, Deputy Fire Chief - Vince Nannini, Fire Marshal – Kim Giuliacci, Public Education Officer/ Emergency Preparedness – Selena Brown) 6. 0830 Report – Sept. 11, 2026, Evacuation Exercise Ad hoc Subcommittee (Formed 7-2-2026 meeting) (Cashin, Pfau, Eisberg) 7. 0840 Report - EPC Presence at Town Picnic, September 19, 2025 (EPC): (Heberer – logistics, Eisberg and Myers representing EPC) 8. 0850 Subcommittee Reports a. EOP/EOC – [2026 Priority #1] (Cashin: Eisberg, Pfau) b. Communications – [2026 Priority #2] Report (New Format) in Packet (Rothrock: Heberer, Pfau, Shefren) c. Evacuation – [2026 Priority #3] (Pfau: True) Town of Portola Valley – Emergency Preparedness Committee September 3, 2026 d. Neighborhood and Resident Outreach (Schachter: Eisberg, Myers) e. Ad Hoc Safety Element - [2026 Priority #4] (Pfau: Cashin, Heberer, Plunder) – The Ad Hoc subcommittee work is completed, and its final report was presented at the last meeting. Having completed its business, the subcommittee is dissolved. f. Power and Resilience – (Myers, Heberer, Pfau, Rothrock) 9. 0900 Next regular meeting falls on October 1, 2026 a. Quorum Check 10. 0902 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 September 3, 2026 Emergency Preparedness Committee Minutes 06AUG26 1. Call to Order performed by Chair Heberer at 0802. 2. Roll Call taken and Quorum verified. • Members Present: Eisberg, Heberer, Myers, Plunder, Schachter, Shefren, True • Members Present via Zoom: Pfau, Rothrock • Members Not Present: Cashin • WFPD Representatives Present: Deputy Chief Naninni, S. Brown, Emergency Preparedness Coordinator • Council Member Present: R. Flynn 3. Oral Communications for Items not on the Agenda • None heard 4. Approval of Minutes of Previous Meeting • Motion made to approve the 02JUL26 Minutes, as written, was made and seconded. Motion approved with 2 abstaining. 5. WPV-CERT/WPV-READY/WFPD Report (Naninni, Brown) • Deputy Chief Naninni reports WFPD sent a Strike Team to a WA State fire, Radio Operator to a fire in OR, and have sent personnel to the Gann Fire in Calaveras County; WFPD continues prepping for 9/11/26 Evacuation Exercise; Staff continue training on new Type 3 fire engine • S. Brown reports  CERT: Consistent monthly "First Saturday" attendance; approximately 50 CERTs attended the 01AUG26 BBQ; sending 4 CERTs to the National Conference later this month; S. Brown participating as a presenter with David Moore - Hub/Node presentation; CERT training scheduled for 30SEP-11NOV  READY: Attended Node/Safety meetings on Wyndham Dr and PV Ranch; 24-Week Preparedness Challenge will be promoted throughout the District in 2027; 59 Ready Communicators in the District; 2 new YouTubes posted; Woodside EPC El Nino Subcommittee will share resources with PV EPC; updates to the Evacuation Exercise are available on the WFPD website and have been posted to the PV Forum; planning underway with CERT and PVARC leadership; August Ready Resident Newsletter available.  Refer to Recorded Meeting for more information Town of Portola Valley – Emergency Preparedness Committee September 3, 2026 6. Committee Vote - Subsidiary Body Teleconferencing Policy • Information was attached to the Agenda Packet • Committee discussed and had questions answered by R. Flynn • Motion made to accept and to follow this new policy and have the option to meet virtually was approved unanimously. 7. Special Report - Sept. 11, 2026 Evacuation Exercise Ad Hoc Subcommittee (Cashin, Eisberg, Pfau) • Eisberg reports the subcommittee met; no additional updates from what was reported by S. Brown 8. Review Safety Element Ad Hoc Committee comments Sent to Town Council (Pfau, Cashin, Heberer, Plunder) • Comments and Safety Element and Local Hazard Mitigation Plan were included in the Agenda Packet. • Committee discussed and had questions answered by R. Flynn • Explanation that the Town Council needs the EPC to vote on the submitted comments for a Formal Submission • Motion to approve the Subcommittee Safety Element comments that have been submitted to the Town Council was made and approved with R. True abstaining. 9. Discuss - EPC Presence at Town Picnic, September 19, 2026 - 1100-1500 • Agreed to man a table at the Town Picnic • Chair Heberer to kick off logistics • Eisberg and Myers volunteered to represent EPC 10. Subcommittee Reports • EOP/EOC (Cashin, Eisberg, Pfau): Eisberg reports team continues to meet weekly, Mondays, 10-12, invited other committee members to stop by • Communications (Rothrock, Heberer, Pfau, Shefren): Rothrock reports 3 new recorded messages on 1680 AM radio; full report attached to the Agenda Packet • Evacuation (Pfau, True): Pfau reports nothing new • Neighborhood and Resident Outreach (Schachter, Eisberg, Myers): in Week 7 of the 24-week Preparedness Challenge posted on the PV Forum • Ad Hoc Safety Element (Pfau, Cashin, Heberer, Plunder): covered in #8. • Power and Resilience (Myers, Heberer, Pfau, Rothrock): Myers reports main focus is to determine energy and power for the Town Center and what we can provide for power to residents; gathering information on the existing generator; Town of Portola Valley – Emergency Preparedness Committee September 3, 2026 collaborating with the Town; Diesel generator powers only the Town Hall; Library has limited solar power backup battery; Flynn reports County is evaluating the use of libraries as "Cooling Centers" 11. Next regular meeting falls on 03SEP26 12. Adjourn • Motion to adjourn the meeting at 0902 was made and approved unanimously. Respectfully submitted, Lynn Eisberg, EPC Secretary Town of Portola Valley – Emergency Preparedness Committee September 3, 2026 Communications Subcommittee Report Structure – (Last Updated August 24, 2026) EPC Subcommittee Name: Communications Chair: Ray Rothrock Members: Craig Heberer, Dale Pfau, Jerry Shefren Town Council Liaison: Craig Taylor, Rebecca Flynn Subcommittee Purpose/Objectives: Recommend and support appropriate emergency communication equipment such as radio networks and the AM Radio. Help assure currency, performance, and maintenance of communications infrastructure. Train personnel, and draft operational documents as needed. Coordinate operations. Scope: AM1680, GMRS and Amateur Repeaters, Mobile Communications Trailer Status Report: For: Portola Valley EPC Meeting September 3, 2026 Submitted: August 27, 2026 1. AM Radio Internet Access a. AM Radio online 24x7 since last meeting. b. AM Radio Internet circuit in place and fully functioning. VPN system established. c. Need to set up training for the Comms Subcommittee 2. Town Hall TIS AM 1680 Radio Equipment Status – a. Fully functional. - Firmware Updated 8-14-26. b. Town trimmed trees and vegetation around mast and antenna c. TIS Messages uploaded to Library and playing i. ‘Seasonal Grasses/Dry Vegetation’ – May 15, 2026, WFPD, Selena Brown ii. ‘Standard Message’ – May 14, 2026, WFPD, Selena Brown iii. ‘Evacuation Exercise’ – August 1, 2026, WFPD, Selena Brown iv. ‘Zotts to Tots’ – August 21, 2026, Town Manager, Darcy Smith v. Station ID – August 21, 2026, Town Manager, Darcy Smith 3. CERT, GMRS and