EMERGENCY OPERATIONS CENTER PROCEDURE

EMERGENCY OPERATIONS CENTER

WASHINGTON COUNTY EMERGENCY OPERATIONS PLAN

Updated: March 06, 2004

GENERAL	OPERATING CONCEPT	ACTIVATION OF EOC	ORGANIZATION	CONCEPT OF OPERATIONS	ANNEXES
A. Purpose	A. Functions	A. Warning	A. Staffing	A. General	1. Key Personnel List
B. Scope		B. Notification	B. Composition	B. Information Flow	2. EOC Telephone #s
C. Authority		C. Alerting Procedures	- Control Group	- Incident Command
D. Location		D. Activation	- Support Group	C. Briefings
		- Level I		D. Status Boards
		- Level II		E. Situation Reports
		- Level III		F. Public Information
				G. Communications

I.	INTRODUCTION
	Washington County must have the capability to organize and direct the operations of all available resources in the event of a disaster affecting Washington County. The Washington County Emergency Operations Center (EOC) will act as the direction and control facility during major disasters for the assignment of all County / City resources and the coordination and approval of all requests for assistance from other jurisdictions.
	A.	Purpose
		The purpose of this Standard Operating Guideline (SOG) is to establish standard techniques for the activation and operation of the Washington County Emergency Operations Center.
	B.	Scope
		This SOG includes organizational and functional procedures necessary to activate and operate the EOC quickly and efficiently and is applicable to all Washington County employees who have designated responsibilities during emergency operations of the EOC. This SOG will apply except when modified to meet specific conditions, management and situations as defined by the Coordinator of Emergency Management or the authorized representative.
	C.	Authority
		In the event of a natural disaster or technological emergency affecting the County, the Chairman of the Board of County Commissioners or designees will activate the EOC.
	D.	Location
		The EOC is located in the Washington County Courthouse, 120 Adams Street, Plymouth, NC, on the second floor, next to the courtroom.
II.	OPERATING CONCEPT OR FUNCTIONS
	The Emergency Operating Center (EOC) provides necessary space and facilities for the centralized supervision and control of any or all of the following functions:
	A.	Direction of all emergency operations.
	B.	Communications and warnings.
	C.	Request and management of all mutual aid resources.
	D.	Consolidation, analysis, and dissemination of damage assessment data for further action as deemed appropriate and forwarding requests for disaster assistance to area, state and national headquarters.
	E.	Issuing of emergency information and instructions to the public during times of emergency, such as movement to shelter and providing for other assistance for natural disaster situations.
	F.	Evacuation / Re-entry Orders and Information.
	G.	Collection and analyzing of radiological monitoring readings and forwarding of consolidated reports.
	H.	Allocation of resources and search teams.
III.	ACTIVATION OF THE EOC
	A.	Warning
		Warnings may be received from any source or means. All warnings and alert messages will be verified. Most probable sources are:
		1.	On-the-scene personnel (telephone / radio)
		2.	National Weather Service
		3.	State Warning Point
		4.	NC Division of Emergency Management
		5.	Washington County Central Communications Center
		6.	News media
	B.	Notification
		Warning / Alert messages will be relayed to:
		1.	Washington County Director of Planning & Safety / EM Coordinator
		2.	Washington County Central Communications Center
		3.	Washington County Manager
		4.	Various Agencies / Departments / Schools
	C.	Alerting Procedures
		Upon receipt of a valid warning message, the Emergency Management Coordinator, or the designee will:
		1.	Consult with the County Manager and make recommendations for the activation of the EOC.
		2.	Open the EOC.
		3.	Notify the required agencies of the emergency / disaster and request their attendance at the EOC.
		4.	Notify NC Division of Emergency Management, Eastern Branch of the initial evaluation of the situation and the activation of the EOC.
	D.	Activation
		In order to facilitate use of the EOC for a variety of disasters, graded levels of response to varying levels of events have been identified. An event may escalate through the different Activation Levels sequentially.
		1.	Level I - Monitoring Activation
			A Monitoring Activation Level I will be implemented whenever the office of Emergency Management receives notice of an incident which may escalate to threaten public safety. During a Level I Activation, the EM Coordinator will disseminate information to the EOC Control and Support Group members directly affected by the incident. (via facsimile, telephone, pagers, etc.- A notification calldown list has been established.)
		2.	Level II - Hazard Specific Activation
			The EM Coordinator, County official, or the Incident Commander may implement a Hazard Specific Activation Level II. Only those Support Group members impacted by the hazard or involved in the response will be represented at the EOC.
		3.	Level III - Full Activation
			A full Washington County activation may be implemented for a major event. All members of both the Control Group and the Support Group will be notified. The EOC will be staffed 24 hours a day or on call as needed depending on the incident and the phase of the incident.
			a.	The EOC will be considered activated when sufficient personnel for operations are present and communication systems are operating.
			b.	Persons reporting to the EOC will sign the register and make their presence known to the Emergency Management Coordinator.
			c.	The Emergency Management Coordinator will provide a briefing as soon as possible. Subsequent briefings will be provided, as necessary.
IV.	ORGANIZATION
	A.	Staffing
		Department / Agency Heads are responsible for providing trained, adequate staffing, in a timely manner.
	B.	Composition of the EOC Staff
		1.	Level l - Level ll Activation
			EOC staff composition as directed by the EM Coordinator, County / City official, or the Incident Commander.
		2.	Level Ill Activation
			a.	Control Group
				-	Washington County Commission Chairman / Vice Chairman
				-	Washington County Manager / Town Mayors
				-	Emergency Management Coordinator
				-	Others as designated by one of the above.
			b.	Support Group (list may not be inclusive and other agencies may be added if determined to be needed by the EM Coordinator or the Control Group.)
				-	Fire Departments
				-	EMS
				-	Law Enforcement Departments
				-	Central Communications
				-	Social Services
				-	American Red Cross
				-	Salvation Army
				-	Finance Officer
				-	Amateur Radio Association
				-	Forestry
				-	NC DOT
				-	School Superintendent
				-	School Transportation Director
				-	Hospital
V.	CONCEPT OF OPERATIONS
	A.	General
		1.	All operations in the EOC will be in accordance with the Washington County Emergency Operations Plan. Personnel delegated responsibilities in the plan will be furnished with copies that includes the assignment of responsibilities for the Control and Support Groups.
		2.	Each agency of the Support Group will determine their own staffing requirements. However, each agency representative must have the authority to commit their agency's resources. When the department head of a Support Group makes a staffing assignment, consideration should be given to those with personal obligations, such as single parent families, persons with custodial care of elderly parents, homes in evacuation areas, etc.
		3.	In order to standardize operations, two 12 hour shifts have been defined for the EOC Team; Day Shift 0700-1900 (7 a.m. - 7 p.m.), Night Shift 1900-0700 (7 p.m. - 7 a.m.). The Support Groups should conform to this schedule whenever possible. Relief shifts should arrive 30 minutes early so that briefings can be conducted on what has occurred, what decisions have been reached, and what problems remain.
	B.	Information Flow
		1.	There will be many events, situations, and communications links occurring simultaneously during EOC activation. As a general guide, any communication, event, action or decision that may impact life, safety, or incur an expense, should be documented.
		2.	The EOC will operate under the lncident Command System (ICS). This will include at a minimum the following staff positions:
			-	lncident Command
			-	Operations
			-	Logistics
			-	Planning
			-	Finance will be added as needed.
		3.	The following ICS forms will be utilized in the EOC:
			-	Incident Briefing - ICS Form 201
			-	Incident Objectives - ICS Form 202
			-	Organizational Assignment List - ICS Form 203
			-	Assignment List - ICS Form 204
			-	lncident Radio Communications Plan - ICS Form 205
			-	Medical Form - ICS Form 206
			-	Organization Chart - ICS Form 207
			-	Incident Status Summary - ICS Form 209
			-	Check-In List - ICS Form 211
			-	General Message - ICS Form 213
			-	Unit Log - ICS Form 214
			-	Operation Planning Worksheet - ICS Form 215
			-	Resource Status Card (Personnel) - ICS T Card 219-5
			-	Resource Order ICS Form 224
			-	Incident Cost Worksheet ICS Form 228
			-	Incident Cost Summary ICS Form 229
			These ICS forms must be filled out properly before resource requests are approved. ICS forms will be used to monitor operations, track resources, brief relief shifts, as well as maintain a record for the Master Event Log.
	C.	"Heads-Up" Briefings
		If a Support Agency has information that needs to be distributed to the entire EOC team immediately, a Support Agency member should stand up and announce "heads-up". The Support Agency member should then verbally describe the situation. All information disseminated via a "heads-up" briefing must also be documented on a General Message Form, by the Support Agency giving the "heads-up", for inclusion in the Master Log.
	D.	Status Boards - Displays - Logs - Books - Maps
		1.	lncident Master Log
			An lncident Master Log will be maintained. As each page of the Master Log is completed, it will be printed and distributed to all Support Groups.
		2.	Key Events / Message Board
			A major purpose of the EOC is accumulating and sharing of information to ensure coordination. A bulletin board will be used to list major events / problems that need to be shared immediately or may need to be referenced later.
		3.	Maps of Washington County will be available for use in the EOC. A street directory will also be available.
		4.	Vital Facility information listing contact names, telephone numbers, resource information, latitude and longitudes, etc. will also be available for use in the EOC.
		5.	A resource book containing lists of Washington County emergency response agencies' resources will be available for use in the EOC.
	E.	Situation Reports
		1.	Regularly scheduled briefings will be held during EOC Activation. The purpose of the briefings is for all members of the EOC Team to be updated on the current situation. The Emergency Management Coordinator or Incident Commander will begin the briefings and then each Support Agency will provide an update of their activities. Notes will be taken during the briefing for use in preparing a Situation Report. The Situation Report will be typed, approved (and initialed) by the lncident Commander and then disseminated to all Support Agencies, State and Federal liaisons.
		2.	The Public lnformation Officers will be supplied with these Situation Reports to use as their basis for briefing the media.
	F.	Public Information
		Any Support Agency that needs to issue a press release directing resident action, or describing their Support Agency's actions, must work through the Public lnformation Officers (PlOs). They may either script the message internally or work with the PIO to write the message. The lncident Commander or the PIO must approve all news releases before release.
	G.	Communications
		1.	Telephone
			All Support Agencies and the Control Group will be assigned telephones. The telephone number for each Support Agency and the Control Group will be provided at the initial EOC briefing. Any long distance call made will be logged, indicating time, person called, and purpose for the call.
		2.	Support Agency Radio
			Each Support Agency will communicate with their personnel through their normal radio systems. Each agency should ensure they have extra batteries, chargers, etc., with them at the EOC.
		3.	Amateur Radio
			The Amateur Radio Association provides amateur radio communications between the EOC, public shelter, NC Division of Emergency Management, neighboring counties, and other key locations as needed.

Appendix 1

EMERGENCY OPERATIONS CENTER

KEY STAFF ALERT LIST

Updated - March 2004

Name	Office Number	Home Number

**** Numbers are not to be released ******

Appendix 2

WASHINGTON COUNTY

LIST OF TELEPHONE NUMBERS ASSIGNED TO WASHINGTON COUNTY E.O.C.

* Numbers that are changed will be posted at EOC activation by EMC / Operations

Public Information Officer/Rumor Control
Director of Public Health
Hazardous Materials Safety Officer
Electric Utilities
Fire
Law Enforcement
Superintendent of Schools
Congregate Care / Red Cross
Department of Human Services
Communications Center (EOC)
Message Control
E.M. Coordinator / Operations
EMS / Rescue
Cooperative Extension Service
Chairman of Commissioners
Public Works
County Manager
Fax
Fax
Fax (alternate emergency use only)