Massachusetts Emergency Management Agency

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Nov 10, 2013 (3 years and 5 months ago)

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Massachusetts Emergency Management Agency








LOCAL STANDARD OPERATING PROCEDURE
(SOP) DRAFT GUIDANCE

10/2006
TABLE OF CONTENTS



Direction & Control

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................................

3


Communications & Warning

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4


Public Information

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................................
................................
.

5


Evacuation

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............

6


Attachment 1: Sample Alert
System Messages

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7


Mass Care

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10


Health & Medical Services

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11


Resource & Logistics

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12


Financial Management

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13


Volunteers & Donations

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14


Worker Safety & Health

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15

Standard Operating Procedure


Direction and Control


Responsibilities

The local official

responsible for direction and control of response to an incident is the EOC
(Emergency Operations Center) Coordinator (generally the Emergency Management Director or
designee).


Response Actions




Receive notification of emergency.




Assess situation and de
termine whether EOC activation is necessary.




Determine incident objectives/strategy and incident staffing needs in conjunction with key
community officials.




Open EOC and ensure that community officials are informed to report to the EOC or to
send a desig
nee in their place.




Review Common Responsibilities for EOC Personnel.




Ensure that EOC supplies and equipment are in place, sufficient, and functional.




Ensure safety and security of EOC facilities and staff.




Approve and authorize implementation of the I
ncident Action Plan (IAP) if required.




Ensure planning meetings are scheduled as needed.




Ensure EOC staff are briefed regularly on status of the emergency.




Oversee community response actions.




Keep logs of all actions taken.




Keep MEMA Regional offices
apprised of emergency situation.




Authorize release of public information to the media via the Public Information Officer.




If local/mutual aid resources are exhausted or are expected to be exhausted, consider
declaration of a local State of Emergency in c
onjunction with chief elected officials.




Ensure that the MEMA Regional office is informed of any declaration of a state of
emergency.




Route any unmet emergency needs through the MEMA Regional office.




Order demobilization of the EOC when appropriate.




En
sure that the EOC is secured.

Standard Operating Procedure


Communications and
Warning


Responsibilities

The EOC Coordinator or designee is responsible for the dissemination of adequate and timely
warning in the event of an impending or occurring disaste
r situation and for ensuring coordination
of communications networks and facilities in support of this.


Response Actions




When emergency operations are initiated, determine communications personnel staffing
requirements. These requirements may vary accor
ding to the incident.




Ensure all communications systems are in order. Refer to the Communications Inventory
in the Resource Manual for details.




Ensure the use of plain English and ICS terminology (i.e. no “10
-
codes” or agency
specific jargon) in all rad
io and phone communications.




Issue warnings as needed over the course of the incident, using appropriate warning
systems. Refer to “Warning and Notifications” in the Resource Manual for a list of
warning systems. Enlist the cooperation of print and broa
dcast media where possible in
coordination with the Public Information Officer.




Coordinate with Police and Fire departments to provide siren
-
equipped mobile units
where needed to supplement sound coverage.




In the case that door
-
to
-
door warning is necessa
ry, coordinate with other agencies to
provide personnel.




In the case that local resources are insufficient, request assistance from MEMA through
their Regional office.




Inform the public when the emergency situation has subsided through the Public
Informa
tion Officer or the Joint Information Center.


Standard Operating Procedure


Public Information


Responsibilities

The Public Information Officer is responsible for developing and releasing information about the
incident to news media, incident personnel,

and other appropriate agencies and organizations.


Response Actions




Review Common Responsibilities for EOC Personnel.




Prepare Media Center for arrival of media.




Attend meetings of key staff, pertinent conference calls, and EOC briefings.




Obtain EMD /
Chief Elected Official approval of media releases.




Share media releases with the MEMA Regional office and MEMA Public Information
Officer.




Inform media and conduct media briefings.




Arrange tours and other interviews/briefings which may be required.




Col
lect media information which may be useful to incident planning.




Participate in Joint Information Center (JIC) Operations, if one is established.




Coordinate public information through the Joint Information Center, if one is established.

Standard Operati
ng Procedure


Evacuation


Responsibilities

The Evacuation Coordinator is responsible for providing for an orderly and coordinated partial or
total evacuation of the community should the need arise.


Response Actions




Determine area to be evacuated by read
ily identifiable boundaries, such as streets or
landmarks.




Choose evacuation routes. A list of community evacuation routes is in the CEMP
Resource Manual. Supplement as needed to expedite movement of populations.




Identify traffic control points. A lis
t of traffic control points is available in the CEMP
Resource Manual. Supplement as needed to expedite movement of populations.




In conjunction with Shelter Coordinator, identify potential shelters.




Coordinate access and perimeter control with Police Dep
artment.




Notify MEMA of the impending evacuation through the Regional office.




Activate alert warning devices (sirens, patrol cars, etc.). If EAS is to be used, this must
be coordinated through the MEMA Regional office.




Identify specific instructions to

population to be included in alert warning. Refer to the
attached list of pre
-
written EAS messages.




Conduct evacuation. Consider the following:

o

Permanent residents

o

Transient populations

o

Special populations

o

Animals, both companion animals and livestock




Provide transportation to shelters for those needing it. Coordinate transportation needs
through the Resource Management Coordinator.




If possible, provide door
-
to
-
door checks to confirm completeness of evacuation.




Ensure security of evacuated area in c
onjunction with Police Department.




Monitor evacuated area for safe re
-
entry.




Issue all
-
clear.




Manage return of evacuees.



Attachment 1: Sample Alert System Messages



EMERGENCY ALERT SYSTEM




EAS Message # 1: Shelter
-
in
-
Place (Residents)



EAS Message
# 2: Shelter
-
in
-
Place (School population assurance)



EAS Message # 3: Resident Evacuation



EAS Message # 4: Evacuation (School population assurance)



EAS Message # 5: Emergency Transportation Request




ROUTE ALERTING




Route Alerting Message # 1: Shelter
-
in
-
Place



Route Alerting Message # 2: Evacuation




EAS Message # 1

Shelter
-
in
-
Place (residents)


“An emergency situation exists at {
site of emergency
} due to {
nature of emergency
}. Local
officials are requesting all persons in the area(s) of {
identify d
anger areas
} to immediately take
shelter indoors. Local officials are requesting this protective action until such time that the danger
is over.


Once indoors, residents should:


~

Close and lock all exterior doors and windows

~

Turn off all air conditioning/
heating systems/fans

~

Turn off clothes dryer and any venting fans from the kitchen, bathroom, etc.

~

Insure that family pets are indoors and/or livestock are inside their barns with the doors and
openings closed

~

Stay inside until advised otherwise by emergenc
y responders

~

Please make sure your neighbors are aware of this bulletin

~

Public safety personnel are requesting residents to use the telephone for emergency calls
only

~

Stay tuned to this TV or radio station for further information and instructions”



EAS Me
ssage # 2

Shelter
-
in
-
Place (School population assurance)


“The {
Community
} school system is advising parents that students in {
school [s] name
} are
safely protected in their schools. Students will remain there until the emergency is over and it is
safe fo
r them to leave. {
Community
} school representatives will provide via this station,
instructions for parents and guardians as soon as it is safe. Local officials are requesting parents
not to call the school and not to attempt to drive to the school. Loca
l officials and public safety
agencies request residents to follow their instructions. More information will be provided as soon
as it becomes available.”



EAS Message # 3

Residential Evacuation


“An emergency situation exists at {
site of emergency
}. L
ocal officials are requesting all persons
in the area of {
identify danger areas
} to immediately evacuate the area. Local officials are
requesting residents to evacuate as soon as possible. Residents should leave via the following
routes(s): {
identify st
reet/roads to use
}. Shelters have been opened at {
identify shelters
name/location
}. Residents needing emergency transportation should call {
identify emergency
transportation number
}. Please make sure your neighbors, home
-
bound persons, latchkey
children
, and mobility impaired neighbors are aware of this bulletin, and assist them if possible.
Public safety officials are requesting residents to follow their instructions immediately and to drive
safely. Tune to radio station {
identify radio station
} for i
nformation while driving.”


EAS Message # 4

Evacuation (School population assurance)


“The {
Community
} school system is advising parents that students in the {
school [s] name
} are
being evacuated to {
identify host schools
} that are in a safe location. St
udents will remain there
until the emergency is over and it is safe for them to leave. {
Community
} school representatives
will advise via this station to provide updated instructions for parents and guardians as soon as it
is safe. Local officials are req
uesting parents not to call the school and not to attempt to drive to
the school. Local officials and public safety agencies are requesting all residents to follow their
instructions. More information will be provided as soon as it becomes available.”



EAS Message # 5

Emergency Transportation Request


“Local officials are requesting any person needing emergency transportation to call the following
number: {
identify emergency transportation number
}. Transportation is available to transport
residents wit
hout transportation to shelters that have been opened. This number is for
emergency transportation requests only. Public safety officials are requesting residents to use
the telephone for emergency calls only. Residents should stay tuned to this station

for
information and instructions.”



Route Alerting Unit Message # 1

Sheltering in Place



“Due to an ongoing emergency situation, please go and stay indoors. Close all of your windows
and doors to keep air out of your home. Turn on your television to g
et more complete
instructions. Shut all doors and close your windows. Turn on your television and tune to Channel
{
identify channels(s)
} to get more complete instructions. Please alert your neighbors.”



Route Alerting Unit Message # 2

Evacuation Order



“An emergency evacuation has been declared, evacuate to {
identify shelter name/location
} via
{
identify streets/roads
}. For emergency transportation please call {
identify emergency
transportation number
}. Please make sure your neighbors are alerted.”


Standard Operating Procedure


Mass Care


Responsibilities

The Shelter Coordinator is responsible for incident
-
related sheltering actions.


Response Actions




When opening a mass care shelter, take into account the following considerations, based
on the nat
ure of the incident:

o

Hurricane/Severe Weather
-

Elevation, surrounding topography, survivability,
structural integrity, other structural features (large areas of glass for instance)

o

Chemical/biological hazard


location of hazard, wind speed/direction, dur
ation of
hazard




Open shelter/s based on recommendations of EOC Coordinator and/or Evacuation
Coordinator.




Ensure shelters are operational (staffed provisioned, etc.).




Coordinate with voluntary organizations (ARC, Salvation Army, etc.) as needed to
provi
de for unmet shelter needs.




Deactivate unneeded mass care shelters as needed.

Standard Operating Procedure


Health & Medical
Services


Responsibilities

The Health and Medical Services Coordinator, typically the Board of Health Chair or designee, is
resp
onsible for the provision of public health services during emergency situations.


Response Actions




Assess short
-

and long
-
term public health effects of the incident.




Advise the EOC Coordinator on public health issues.




Issue public health instructions to

the general public through the Public Information
Officer.




Assist in the coordination of medical transportation and work with local emergency medial
services in treating the injured.




Monitor and control exposure of personnel to hazardous substances.




Co
ordinate decontamination actions as needed.

Standard Operating Procedure


Resource and Logistics
Management


Responsibilities

The Resource Management Coordinator is responsible for providing effective resource
and logistics coordination during an emergen
cy.


Response Actions




Maintain a current inventory of all emergency resources, including personnel,
vehicles, and equipment. A list of local resources is available in the CEM Plan
Resource Manual.




Maintain records of resources requested, committed, or e
xpended in the course
of the emergency.




Coordinate with other agencies/entities to obtain required resources and to fulfill
unmet resource needs. In the event that local resources are depleted or
committed, request additional resource assistance from MEM
A through the
Regional office.




If needed, arrange for essential goods such as food or medicine to be stockpiled.
A list of potential warehousing sites can be found in the CEMP Resource Manual.
In the event that no suitable sites can be located, assistan
ce may be obtained
from MEMA through the Regional office.




Periodically report to the EOC Coordinator on resource status and expenditures.




Provide resource and logistics management related expenses to the Finance and
Administration Officer for potential p
ost
-
emergency reimbursement.




Be prepared to provide information for the After
-
Action Report.



Standard Operating Procedure


Financial Management



Position Overview

The Finance and Administration Section Chief, who may be a town/city assessor or
simila
r official, is responsible for incident financial management.



Checklist of Responsibilities




Manage financial aspects of the incident.




Provide financial and cost analysis information as requested.




Gather pertinent information from briefings with respon
sible agencies.




Ensure personnel time records are accurately completed according to policy.




Ensure that obligation documents are properly prepared and completed.




Brief personnel on all incident
-
related financial issues requiring post
-
incident
followup.




After the incident is over, ensure that any open actions are assigned to
appropriate agencies/elements for followup.




Retain records of incident
-
related expenses for potential post
-
incident
reimbursement.




Be prepared to provide input to the After Action
Report.


Standard Operating Procedure


Volunteers and
Donations



Position Overview

The local Donations Management Coordinator is responsible for coordinating response
of voluntary organizations to an incident.


Checklist of Responsibilities




Coordinate
with volunteer agencies involved in local disaster operations.




Ensure any local volunteer/donation efforts are coordinated with State
-
level
efforts. Refer unsolicited volunteer/donations offers to the State Donations
Coordination Center.




Coordinate with

Shelter Coordinator and Resource Management Coordinator to
deliver and/or store donated items.



Standard Operating Procedure
--

Worker Safety and
Health



Position Overview

The Safety Officer is responsible for developing and recommending measures for
a
ssuring personnel safety and for assessing and/or anticipating hazardous and unsafe
situations. The Safety Officer is authorized by the EOC Coordinator to exercise
emergency authority to stop or prevent unsafe acts.



Checklist of Responsibilities




Partic
ipate in planning meetings and review the Incident Action Plan for safety
implications.




Develop and communicate an incident safety message as appropriate.




Identify hazardous situations associated with the incident in conjunction with the
Health and Medic
al Services Coordinator.




Ensure all visitors to the EOC are aware of the Emergency Evacuation Plan and
any other safety
-
related issues.




Ensure medical supplies are available in the EOC.




Exercise emergency authority to stop or prevent unsafe acts and com
municate
any such exercise of authority to the EOC Coordinator.




Investigate accidents that have occurred in the course of the incident.




Conduct and prepare an Incident Safety Analysis as appropriate.




Initiate appropriate mitigation measures.




Ensure all

paperwork and logs are submitted to the EOC Coordinator.




Be prepared to provide input to the After Action Report.