Tuesday, January 9, 2007 5:00 p.m.

Public Safety Building

3925 W Cedar Hills Drive, Cedar Hills, Utah


This meeting may be held electronically via telephone to permit one or more of the council members to participate.


Present:           Mayor Mike McGee, Presiding

Council Members: Eric Richardson, Gary Maxwell, Charelle Bowman (by phone), Joel Wright (by phone)

Konrad Hildebrandt, City Manager

Kim Holindrake, City Recorder

David Bunker, City Engineer

                        Scott Jones, Emergency Preparedness Manager for Lone Peak Public Safety District

Others: Brad Freeman, Lone Peak Public Safety District; Mark Walker, Pleasant Grove/Manila Stake; Jim Vermason, Emergency Preparedness Cedar Hills Stake; Larry Smalley, Cedar Hills Stake; Tim Woolf, West Cedar Hills Stake; Mike Graf, West Cedar Hills Stake; Craig Carlisle, Lone Peak Public Safety District



1.         This Special Meeting of the City Council of the City of Cedar Hills, having been posted throughout the City and the press notified, was called to order 5:14 p.m. by Mayor McGee.



2.         Review/Discuss Emergency Preparedness for the City


See handouts. Today’s discussion involves just the City of Cedar Hills. If something affects the entire District, Scott Jones will address those issues. Contact information was collected from everyone present and introductions given.

Scott Jones stated that the purpose of this meeting is to understand the roles in an emergency and how everyone will interact. He placed coins on the table to represent the City. He stated that worth is everything as a whole. There is no division. As a community everyone looks and dresses the same. There is not one person that is more important or less than another. But say there is an emergency; then there are roles. There are roles as a government, as a community, and as a church. We are not talking about a typical emergency but talking about a widespread disaster such as an earthquake, flood, or landslide. A week-long, heavy snow fall could knock out power. The City cannot operate without everybody working together. What is meant by an emergency action plan? It is a written document for emergencies and disasters for people within the government and a guideline and check list to use to remind them of what to do. One of the more important things is to remind us that there is another city around us that needs to know what is going on and wants to help and is going to help. This is where we need to come together. Any emergency manager will come in and bring the two groups together. First of all learn what the local government can do with training, resources, grants, and money. The idea is to do whatever is necessary to get the government prepared and then do what is necessary for the community. The community is not an island. It is important that the two groups don’t see themselves as two groups. When there is an emergency or disaster, the local government has been trained to deal and handle the response and all the activities necessary to effectively handle the emergency or disaster. The majority of the community has not been trained but will want to be involved. Someone will be in charge. Mayor McGee stated that this is great and the most effective way to organize the community. He wants to ensure that non-LDS members are included. Konrad Hildebrandt stated that in all the LDS Stakes there were about 4,270 members and 70 nonmembers. Neighborhood parties should include everyone.

Craig Carlisle stated that the County has a command ban that is at our disposal unless very wide spread. The District has command areas in the event of a problem. The District has designated city halls and fire stations in categories with city halls being one and so on. Scott Jones stated that a command post can be anything from a truck, a building, or a room. The command post is not at the scene on large incidents; only the operation is on the scene. The command post is more of a concept than a structure. It is the center for coordinating information. Training for this will be discussed at a later date. He appreciates those attending today. It shows that there is obviously an interest and concern for the community of Cedar Hills. If the need arose and a calling tree was instigated without any previous organization, he ha a very good feeling that close to 95% of City would be contacted. Mayor McGee stated that during the landslide issue, a calling tree was implemented and the four condos were evacuated and cleared in 45 minutes. Konrad Hildebrandt stated that there is a role for each stake in case of an event. Secondly there is a need for positive volunteers.

Scott Jones stated that at the twin towers disaster, there was a need for clear and concise communication and clear and concise control over information. Information can be damaging. One gentleman was running around within the boundaries of the damage site and reporters were looking at him and asking what he was doing. He kept repeating “chain saws, can’t find any chain saws.” The next day there were 600 chain saws donated to that site that they didn’t need. This man’s statement was taken out of context. A local incident occurred in Orem City when there was a leak in the aqueduct pipe running along the bench. The emergency operations center was activated because if the pipe broke it would wash out a subdivision. A phone call was made to activate CERT in the area. The situation was explained to the CERT member. The member asked what would happen if the pipe broke. The comment was that there would be a new river down Orem. Later a call was received from a council member stating that the damn was going to burst and people were to evacuate. The situation went from a leak in the pipe to the damn was breaking. Orem learned a lesson the hard way. This is the bad side of volunteers and leadership when not done right. Konrad Hildebrandt stated that there are times when volunteers show up and are not needed. Brad Freeman stated that when they do the calling trees, they may request certain people, state where to meet, and how many people are needed. Everyone is registered and given a colored wristband. They are instructed not to leave the scene until checked out. The biggest problem is that churches respond when there is already a response effort in action.


Jim Perry excused at 5:49 p.m.


Tim Woolf stated that all they need to know is what equipment to bring, the age limit of volunteers, where to go, and how long they will be needed. Konrad Hildebrandt explained that accountability is crucial. Later the question becomes, who is going to pay. FEMA or the state asks for the information on volunteers, etc. They need a count for safety and accountability. Scott Jones stated that there will be someone to deal with the media and also someone for onsite. The point person will make contact with church officials, hopefully those here today. Scott Jones gave everyone a challenge to encourage parents to find out what the emergency operations plan for their school. Parents need to know. Scott will also go to the schools and find out their plans and find out if they are appropriate.


Gary Maxwell excused at 6:01 p.m.


Brad Freeman stated that calls will go to the church officials present today. Konrad Hildebrandt stated that the City needs to know who fills a position when changes are made in each stake. Tim Woolf stated that telephones are not a guaranteed way of doing things.

Konrad Hildebrandt gave each stake representative a large box of handouts. Currently Councilman Perry is the information/media contact for the City. A regular quarterly meeting schedule will be set for these meetings and would be a great value. Scott Jones stated that he will establish a volunteer council for the district. Then the state will allow application for grants to fund CERT programs and other programs.



3.         Motion to go into Executive Session, Pursuant to Utah State Code 52-4-5 (6:19 p.m.)


Utah State Code 52-4-5 designates specific parameters for which a Closed Meeting/Executive Session may be held. This Executive Session was held to discuss the following: Strategy Sessions to discuss the purchase, exchange or lease of real property.


MOTION: C. Perry - To go into Executive Session pursuant to Utah State Code 52-4-5. Seconded by C. Richardson.


Aye-C. Bowman

C. Maxwell

C. Perry

C. Richardson

                                                                        C. Wright                                            Motion passes.




4.         Motion to Adjourn Executive Session and Reconvene City Council Meeting


MOTION: C. Wright - To adjourn the Executive Session. Seconded by C. Perry.


Aye-C. Bowman

C. Maxwell

C. Perry

C. Richardson

                                                                        C. Wright                                            Motion passes.



5.         The meeting was adjourned at 8:00 p.m. on a motion by C. Richardson, seconded by C. Perry and unanimously approved.




/s/ Kim E. Holindrake

Kim E. Holindrake, City Recorder

Approved by Council:

   February 6, 2007