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Emergency Operations Center

Operations Room

PlanningSectionChief

Designed by: Clark Reynolds & Co., www.emergency-planning.com

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EOCOperations Room Planning Section Chief------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Designed by: Clark Reynolds & Co., www.emergency-planning.com

Planning Chief Binder

Initial Tasks 1

Responsibilities 2

Overview & Layout 3

EOC Organization Chart 4

EOC Administrative Notes 5

Log 6

Message Form System 7

Message Form File Copies 8

Courtesy emergency-planning.com 1


Tab 1: Initial Tasks

Planning Chief

1. [ ] Recruit at least two Planning Section assistants.

2. [ ] Set up work area tables near the EOC Operations table.

3. [ ] Set up equipment for producing typewritten documents and copies from the EOC facility support staff:

a. [ ] Word processor (computer, typewriter, etc.)

b. [ ] Printer.

c. [ ] Printer paper

d. [ ] EOC jurisdiction letterhead

e. [ ] Access to photocopier.

f. [ ] Office supplies, etc.

4. [ ] Obtain a copy of the EOC's All-Hazard Emergency Operations Plan (EOP) for reference information.

5. [ ] Obtain a copy of the State's All-Hazard Emergency Operations Plan (EOP) for reference information.

6. [ ] Assess the emergency situation by reviewing EOC wall displays, interviewing EOC function coordinators, and attending EOC Operations briefings.

7. [ ] Assign an assistant to prepare a typewritten Situation Report (SITREP) to the State for approval by the Operations Chief according to the SITREP Guide on the following pages.

8. [ ] Go to Page 5 and continue this Checklist.



SITREP Guide(From New Mexico Office of Emergency Management SITREP Guide 2006)

Essential Information for Situation Reports

Situation reporting from involved agencies and the local level to the State EOC is a dynamic process throughout the lifecycle of an emergency. This SITREP Guide is meant to facilitate the flexible exchange of information while enabling the continued improvement of situational awareness and analysis.

The items listed in this Guide represent important elements of information for use at the local and state level. While the frequency and method of reporting may vary depending on the nature of the situation and established protocols, all SITREPS to the State EOC should address each of the applicable items.

Call in SITREPS to ____________________________________________________

E-Mail SITREPS to ____________________________________________________

Fax SITREPS to ______________________________________________________

GENERAL INFORMATION

__ Agency/Jurisdiction__ SITREP #, Date, and Time__ Name, Title, and Contact Information of Person Making Report [phone/cell/pager/fax/e-mail]

__ Date & Time of Occurrence [24 hour time]

__ Event Description [What happened? Cause? Cascading events?]

__ Incident Location(s) [Describe in detail, provide Lat/Long or UTM NAD 83, if available]

__ Local Declaration/Resolution Status__ Emergency/Disaster Declaration [Yes/No. Date]

__ Resolution requesting Governor to declare a state of emergency [Yes/No. Date]

CURRENT STATUS INFORMATION

__ Threats to Life, Safety, Security, and Property [Describe in detail]__ Damages and Impacts

__ Casualties [Fatalities, Injured/Hospitalized, Missing]

__ Displacement [Individuals/Families, Actual/Anticipated]

__ Residential Structures [Damaged, Destroyed, Affected]

__ Business/Agricultural [Damaged, Destroyed, Affected]

__ Critical Infrastructure [Damaged, Destroyed, Affected]

__ Essential Services [Damaged, Destroyed, Affected] Courtesy emergency-planning.com 3

Planning Chief Binder__ Environmental, Cultural, Historic Resources [Damaged, Destroyed, Affected]

OPERATIONAL INFORMATION __ Resources Status

__ Assigned/Ordered [Kind, Function, and Location]

__ Adequacy of Resources [Describe]

__ Resources Needed [List by Size, Amount, Location, Time, and Type (SALTT)]

__ Operational Status__ EOC Status [Structure, Hours of Operation, Location, Contact Information by Function]

__ current/completed response priorities & emergency operations __ warning and emergency public information [Describe]

__ Law Enforcement/Security [Describe]

__ EMS/Fire/Rescue [Describe]

__ Health and Medical [Describe]

__ Public Works and Utilities [Describe]

__ Road Closures [List by type of road, reason/authority, estimated duration]

__ Evacuation [Geographic area(s), # of homes/businesses, authority, estimated duration]

__ Reception and Mass Care __ # Reception Centers Established [List by location and adequacy]

__ # Shelters Established [List by location, operator, capacity, population, and contact info.]

__ Other mass care facilities and operations __ Total Shelter Requirements/Deficits

__ Transportation [Describe]

__ Other Priorities and Operations [Describe]

__ Assisting/Cooperating Agencies [List]

__ Mutual Aid [list/describe]

__ Local Response Framework/Interface [List facilities and describe the interface] [Incident/Unified Command Post(s), Local/District/Regional Operations Centers, federal operations, Staging Area(s), other key facilities]

__ Planning Considerations__ Weather/Road Cnditions [Describe]

__ Incident Behavior [Describe]

__ Incident Prediction/Contingencies [Describe]

__ Issues/Concerns [Explain]



9. [ ] Check the status of the following topics (on the next three pages) with the EOC Manager:

a. [ ] Objectives for Emergency Operations

b. [ ] Priorities for Emergency Operations

c. [ ] Decisions Needed



Chief Executive Official's

Objectives for Emergency Operations:As of ___________________________ (Date/Time)

Instructions:

Objectives for Emergency Operations provide focus for response activities and coordination of support in the EOC.

The level of Objectives are jurisdiction wide in scope and are related to the four emergency phases: 1) Life Safety, 2) Incident Stabilization, 3) Property Conservation including environmental concerns, and 4) Recovery.

Typical jurisdiction wide objectives that the Policy Group must set or approve may include evacuations, curfews, policies affecting responder operations and restoring infrastructure such as power, roads, and air transportation, and others.

Inform the EOC Coordinator of any changes to the Objectives below.



Chief Executive Official'sPriorities for Emergency Operations:

As of ___________________________ (Date/Time)

Instructions:

List the jurisdiction wide Priorities below after completing the Objectives for Emergency Operations.

Priorities for Emergency Operations provide specific guidance to the EOC for accomplishing the Objectives for Emergency Operations.

The level of Priorities are jurisdiction wide in scope and are related to the four emergency phases: 1) Life Safety, 2) Incident Stabilization, 3) Property Conservation including environmental concerns, and 4) Recovery.

Rank each Priority by number in the left column: 1 for the highest priority, 2 for the second highest, etc.

Inform the EOC Coordinator of any changes to the Priorities below.



Chief Executive OfficialDecisions Needed:

As of ___________________________ (Date/Time)

Instructions:

The following represent the Decisions that the EOC needs to coordinate support for response operations.

The level of Decisions needed are jurisdiction wide in scope and are related to the four emergency phases: 1) Life Safety, 2) Incident Stabilization, 3) Property Conservation including environmental concerns, and 4) Recovery.

The EOC Coordinator may have already made recommendations below based on the known situation.

Typical decisions that the Policy Group must make or approve may include emergency declarations, critical public announcements and evacuations, curfews, policies affecting responder operations, and others.

Situation Decision Needed Decision



10. [ ] Meet with the Operations Chief regarding a County/City Action Plan (CAP) (Format and Example start on Next Page) for the EOC jurisdiction in the current operational period and future operational periods.

11. [ ] Assign an assistant to coordinate with the Operations Chief and to begin a typewritten County/City Action Plan (CAP) (Format and Example start on Next Page) for the EOC jurisdiction in the current operational period and future operational periods.

12. [ ] If a downwind hazard is possible, go to Page 19 of this Checklist.



County/City Action Plan (CAP) Format

County/City of ________________________

1. OPERATIONAL PERIOD FOR THIS PLAN: (Insert the start and end time and date covered by the County/City Action Plan (CAP))

2. EMERGENCY SITUATION. (In this section, summarize the general picture, which is the basis of the County/City AP. County/City supervisors must understand the current situation, under the following headings.)

a. Situation Outside County/City Area. (Describe the situation outside the County/City area. Describe the impact of the situation on outside public and government communications, facilities, citizens, mutual-aid, or anything that may impact support to the County/City. Describe the Regional Weather situation and forecast.)

b. Situation Inside County/City Area. (Describe the situation in the County/City area. Describe the impact on County/City area governments/agencies. Describe the Regional Weather situation and forecast. Describe the impact of the situation on area public and government communications, facilities, citizens, mutual-aid, or anything that may impact response operations in the County/City. Include information that County/City employees supervisors need to know to accomplish their tasks.)

3. OVERALL COUNTY/CITY OBJECTIVE. (State clearly and concisely the task of the County/City and its purpose in one sentence. The level of the Objective should be jurisdiction wide in scope and related to the four emergency phases: 1) Life Safety, 2) Emergency Stabilization, 3) Property Conservation including environmental concerns, and 4) Recovery. The objective should be Realistic and Measurable. It should answer the question, "How will we know when we have accomplished the Objective?")

a. Area Command's Intent: (Describe the reason for the Overall County/City Objective. It should be stated in the Area Command's own words, so that County/City departments can handle events that are unanticipated in the Overall County/City Objective, or when communications breakdown. The Intent may include emergency declarations, critical public announcements and evacuations, curfews, policies affecting responder operations, and others)

4. EXECUTION OF THE OVERALL COUNTY/CITY OBJECTIVE. (This section summarizes the overall course of action intended, described as a concept of operations, County/City department assignments and coordinating instructions required to accomplish the County/City Objective.)

a. Concept of Operations. (Briefly describe how the Area Command or authorized representative visualizes the execution of the operation from start to completion. Incorporate the Area Command's intent so that Overall County/City Objective



accomplishment is possible in the time available and in the absence of additional communications or further instructions. The concept should set forth the phases of the operation, general approach, or describe precisely what the Area Command expects to be done. The concept may include evacuations, curfews, policies affecting responder operations and restoring infrastructure such as power, roads, and air transportation, and others.)

b. Department Assignments. (List the County/City departments or organizations, and specific assignments for each County/City department or element of the task organization needed to accomplish the Concept of Operations. Start the description of assignments with a verb. Departments listed in alphabetical order will help County/City departments identify their assignments.)

c. Coordinating Instructions. (List the coordinating instructions needed to synchronize the efforts of multiple County/City departments or task elements. Typically, such instructions might include boundaries, start and end times of operations, operating or task priorities, a specific sequence of actions, primary or alternate use of critical resources to agencies, a hierarchy of multiple jurisdiction wide objectives, and other specifics needed to coordinate the activities of different County/City departments or task elements. Include other information such as reporting instructions and when the County/City AP becomes effective.)

5. ADMINISTRATION AND LOGISTICS. (In this section, summarize administrative and logistics arrangements applicable to the County/City AP in the sub paragraphs, below. Include enough information to make clear the basic concept for logistics support.)

a. Summary: (Describe the overall impact of the emergency on administration and logistics, both short and long term. Describe of role of the County/City EOC in coordinating support for the County/City AP. List materiel and services for supply, maintenance, transportation, and construction, and allocation of labor for logistics purposes. List plans and policies for hospitalization and evacuation of County/City employees and the public. List County/City department personnel and equipment capacities and the status of volunteers. Reference the administration and logistics policies and procedures that will be used to implement the County/City AP.)

b. Critical Resource Priorities: (List the critical resources that may impact achievement of the Overall County/City Objective. List critical resource and priorities for their use. Critical resources may include supplies, facilities, personnel or organizations, or in the special resources that are critical to the achievement of the Overall County/City Objective.)

6. COMMAND AND COMMUNICATIONS. (The subparagraphs in this section include communications policy; command locations and facilities; and command structure.)

a. Command. (Emergency response operations can have complex command relationships when multiple County/City departments or other governments are affected. The County/City AP must be specific concerning these arrangements, including shifts



that may take place as the operation progresses from one phase to the next. Clearly state the command structure including all command relationships. Include primary and alternate operations centers and command posts, along with their times of activation and deactivation.

b. Communications. (Describe communications networks, plans and policies. Describe how the Area Command and County/City departments will communicate with the County/City EOC.)

c. Annexes: (Attach details that support the County/City AP such as maps, routes, lists, diagrams, supporting plans in the County/City AP format, etc.)



EXAMPLECounty/City Action Plan (CAP)

1. OPERATIONAL PERIOD FOR THIS PLAN: 10:00 AM - 4:00 PM, February 6, 2009

2. EMERGENCY SITUATION

a. Situation Outside the County Area

i. Reports indicate widespread power outages throughout the United States. National news media is reporting worldwide power outages and is speculating about the causes, including a powerful solar flare.

ii. Regional Weather: A strong arctic air mass is expected to move south over the next three days and is expected to bring record low temperatures.

iii. All major TV broadcasters are operational except for NBS TV. The only local TV broadcasters that are operational are Channels 14 and 9.

iv. Most radio broadcasters are off the air.

v. The State EOC reports widespread power outages in all cities and counties.

b. Situation Inside County Area

i. All governments within the County report widespread power outages.

ii. Because backup power is intermittent, the County Administration Building has been evacuated and may not be available for several days.

iii. All other County facilities are operating on backup power generators with enough generator fuel for 6 to 8 hours.

iv. Local Weather: A cold front is expected to drop temperatures well below zero by 7:00 PM, tonight, with colder temperatures along the river. Record-breaking low temperatures are expected when another cold front arrives in three days.

v. The County and major cities and towns in the County have joined together and have established a County Area Command.

vi. The County EOC is fully activating.



EXAMPLECounty Action Plan (CAP)

3. OVERALL COUNTY OBJECTIVE: Prepare the public and County governments by 4:00 PM, today, to survive three extremely cold nights without power.

a. Area Command's Intent : Prepare the County area for a frigid night without power. We are concerned for people's safety, considering the cold temperatures expected. People must know how to find safe shelter or to protect themselves from the cold without burning down their houses. We are asking all members of the County Commission and other governments within the County to help get the information out. These efforts must be our highest priority. However, there is also the potential problem of property damage and looting when some of our citizens realize the opportunity to roam around the County and commit crimes during hours of total darkness. We want to use all special powers that may be granted us as Area Command under disaster conditions to protect citizens and property in the County, tonight.

4. EXECUTION OF THE OVERALL COUNTY OBJECTIVE

a. Concept of Operations

i. County will accomplish the Overall County Objective in a twofold effort and in the following priority:

1. Provide information about safety and shelter to the public

2. Control public movement within the County limits

ii. The County's Chief Administrative Officer will head the task force to coordinate all possible channels of information to the public using all forms of electronic broadcasting including TV, radio, e-mail, and reverse 911, etc.

iii. The County Sheriff will lead operations to control public movement such as traffic within the County using law enforcement, fire, and any resources from all governments in the County.

1. The leaders of these two efforts should coordinate public safety resources to reinforce the distribution of emergency public information.

iv. The County's Legal Department will explore options and risks regarding curfews, forced evacuations, and special disaster declaration powers.

v. All governments within the County will cooperate with the County Emergency Manager to staff the County EOC.




b. Department Assignments

i. County/City Aviation Departments: Support emergency public information efforts.

ii. County/City Clerk, Offices of: Support emergency public information efforts.

iii. County/City Emergency Management, Offices of: Advise the Area Command on emergency operations and coordinate support to implement the County Incident Action Plan.

iv. County/City Employee Relations, Offices of: Prepare to support the needs of families of County employees.

v. County/City Health Departments: prepare to activate the Metropolitan Medical Response System (MMRS).

vi. County/City Finance & Administrative Services Departments: Support continuity of finance and administrative services.

vii. County/City Fire Departments: Support law enforcement Department efforts to control traffic and movement of the public within the County. Fire or Emergency Medical Service incidents will take priority over support to the Police Department.

viii. County/City Human Resources Departments: Prepare to support the needs of families of County employee responders.

ix. County/City Internal Audit & Investigations, Offices of: Support emergency public information efforts.

x. County/City Legal Departments: Explore options and risks regarding curfews, forced evacuations, and special disaster declaration powers.

xi. County/City Public Works Departments: Support Police Department efforts to control movement of the public within the County.

xii. County/City Parks & Recreation Departments: Support Sheriff's Office efforts to control movement of the public within the County.




xiii. County/City Planning Departments: Support Police Department efforts to control movement of the public within the County.

xiv. Sheriff's Office/Police Departments: Lead efforts to provide security and to control movement of the public within the County.

xv. County/City Water Utility Authorities: Support emergency public information efforts with emphasis on water conservation.

c. Coordinating Instructions

i. This County Action Plan is effective immediately for County/City department planning and/or execution.

ii. Emergency operations sectors within the County shall align with the Sheriff's Office law enforcement sectors.

iii. Operating Priorities:

1. Priority for public information operations is to high-density population areas.

2. Priority for public movement control operations is to main traffic thoroughfares.

3. Priority for security operations is to high-density retail business areas.

4. Fire or Emergency Medical Service incidents will take priority over support to the Sheriff's Office.




5. ADMINISTRATION AND LOGISTICS

a. Summary . Because the power outages may be on a national scale, the County EOC staff should not expect emergency assistance from other governments, including State and Federal, for several days.

b. County/City Departments

i. Secure all supplies and materials stockpiles to operate on a self-sufficient basis for at least one week.

ii. Recall all off-duty employees, immediately.

iii. Consolidate operations and facilities where possible.

c. County EOC . The County EOC is the primary center for coordinating support for all County/City Area Command operations.

d. Critical Resource Priorities

i. Fuel for emergency response vehicles and power generators.

ii. Public shelters with feeding capability.

iii. Food and water for responders.

iv. Shelter for families of essential government employees.

v. Any resource that can broadcast information to the public.

vi. Any resource that has a mobile radio capability to aid the public movement control effort.




6. COMMAND AND COMMUNICATIONS

a. Command

i. The County and major cities and towns in the County have joined together and have established a County Area Command.

ii. The County Area Command is responsible for emergency response within the County. The primary Situation-Status room for the County Area Command is the County EOC.

iii. Cities and towns within the County shall open EOC's.

iv. Departments within the County with major response resources such as law enforcement, fire, transportation, etc., shall establish Operations Centers and report department status periodically to the County EOC.

v. The County EOC shall maintain contact with the State and adjacent County EOC's and prepare to relocate to the alternate County EOC.

b. Communications

i. County Area Command must have direct radio access to the County EOC.

ii. The County Radio System Failure Plan is in effect.

iii. The County EOC will establish a separate radio network (RACES) and station amateur radio operators at strategic locations in the County including city and town EOC's.

iv. The public movement control effort should integrate all supporting resources onto one operating radio network.

Annexes: (Not shown in this example CAP)A. Public Service Announcements and ScheduleB. Traffic Control MapC. Security Sectors MapD. Public Shelters ListE. Critical Contacts List



Tab 1: Initial Tasks CONTINUED

13. [ ] If a downwind hazard is possible, check the status of the following Protective Actions with the appropriate EOC staff:

a. [ ] The current Protective Action Decision (PAD) (may be verbal) to evacuate or shelter in place as developed by the EOC leadership (senior elected official or designated decision-maker).

b. [ ] The Protective Action Recommendation (PAR) (may be verbal) as developed by the EOC leadership and public health official or designee with regard to

1) [ ] at-risk special populations and facilities

2) [ ] projected exposure from computer models

3) [ ] exposure from field measurements

4) [ ] protective action guides in the jurisdiction plan

5) [ ] shelter availability

6) [ ] evacuation time estimates

7) [ ] relative exposure savings between evacuation and sheltering

c. [ ] That the verbal PAD was communicated to the IC and other jurisdictions as soon as practical.

d. [ ] Any conflicts, updates, adjustments, or cancellation of the PAD.

14. [ ] If Protective Action for a downwind hazard is needed, place EAS stations or other local broadcast media on standby to receive Protective Action Messages (PAM's).

15. [ ] If Protective Action for a downwind hazard is needed, confer with the EOC Public Information Officer and prepare the appropriate typewritten Protective Action Messages (PAMs) with the following minimum content :

a. [ ] The time interval that PAM's are to be broadcast

b. [ ] Addresses the needs of mobility, visual, or hearing impaired, non-English speakers, and institutions

c. [ ] Provides caretakers and staff for special populations including school and day care students and for the public at large with information regarding

1) [ ] protective actions taken at individual affected facilities

2) [ ] the location of host facilities or reception centers the special populations have been evacuated to

3) [ ] procedures for reuniting with their family members

d. [ ] Informs transportation-dependent populations on how to obtain transportation out of the hazard area



16. [ ] Prepare typewritten Broadcasting Instructions for each Protective Action Message (PAM) the consider the following:

a. [ ] Emergency Alert System (EAS)

b. [ ] Other broadcast media

c. [ ] The time interval that PAM's are to be broadcast.

d. [ ] Selected sirens/radios or groups of sirens/radios for activation as appropriate for the area at risk.

e. [ ] List of at-risk schools, day care centers, and special population facilities

17. [ ] Provide copies of PAM's to other local EOC's and response agencies, if needed.

18. [ ] The EOC PIO should monitor EAS stations or other media to ensure they broadcast the PAM's within the specified time and at the specified interval.

19. [ ] Meet with the Evacuation Coordinator in the EOC to produce Evacuation Plans in the County/City Action Plan (CAP) (Format and Example start on Page 10).

20. [ ] If there is no Evacuation Coordinator assigned to the EOC, review the planning considerations in the EOC staff binder for Evacuation Coordinator and produce a typewritten evacuation plan according to the County/City Action Plan format on Page 9.

21. [ ] Evacuation Plan content considerations:

a. [ ] Evacuation routes

b. [ ] Accountability and protection status for the population inside the security cordon and the predicted hazard area

c. [ ] Appropriate times for the sheltered population to leave their shelters and begin subsequent evacuation

d. [ ] Adjustment to the following to accommodate unforeseen events and to facilitate reentry when this is authorized

1) [ ] Assembly points

2) [ ] Evacuation routes

3) [ ] Traffic Control Points (TCP's)

4) [ ] Access Control Points (ACP's)

e. [ ] Needed transportation resources support.

f. [ ] Transportation resources support staging

g. [ ] Changing of traffic lights at locations to facilitate traffic movement

h. [ ] Dispatch of traffic and access control crews (e.g., police, fire, and public works) with appropriate vehicles, equipment, and materials to specified control points



i. [ ] Dispatch of highway department crews to clear evacuation routes of snow or debris as required

j. [ ] Contacting appropriate government organizations or businesses to block access to the predicted hazard area by rail, water, and air traffic

k. [ ] Resources to assure continuous, 24-hour operations

l. [ ] Dispatch of tow trucks to locations for handling disabled vehicles and dispensing emergency gasoline supplies

m. [ ] Appropriate maps, diagrams, and implementing instructions for all evacuation support crews.

n. [ ] Coordination of traffic and access control activities with the adjacent jurisdictions

22. [ ] Write Instructions for Drivers of evacuation transportation resources which include at a minimum the following:

1) [ ] hazard area

2) [ ] routes to follow

3) [ ] emergency procedures

4) [ ] pickup points

5) [ ] final destinations

23. [ ] Distribute the Evacuation Plan to EOC staff so they can coordinate necessary information and resources.

24. [ ] Collaborate with the EOC Coordinator for Mass Care and write a Sheltering Plan according to the County/City Action Plan format on Page 9 and include the following:

a. [ ] The number of reception centers to be activated

b. [ ] Reception centers locations that will not impede evacuation

c. [ ] Government or non-government agencies notified to mobilize their staff and equipment to establish reception centers

d. [ ] Agencies notified that provide support to the reception center (e.g., emergency medical services, law enforcement)

e. [ ] Information on which reception centers will be activated for operating and supporting agencies

f. [ ] The hazard area, routes to take to the reception centers, and en route emergency procedures

g. [ ] Coordination with traffic control personnel to expedite movement of reception center assets to the designated locations and direct evacuees to them

h. [ ] Notification of adjacent jurisdiction Emergency Operations Centers (EOCs) of decision to activate reception centers and their location



i. [ ] Status reporting of reception center operations, paying special attention to the need for additional staff or equipment

j. [ ] Distribution of supplies and equipment needed to sustain reception center operations.

k. [ ] Manpower needed to assure continuous, 24-hour operation

25. [ ] Distribute the written Sheltering Plan to appropriate agencies and to the EOC staff.

26. [ ] Address the following factors in writing the County/City Action Plan (CAP) to provide sufficient personnel, equipment, and supplies for search and rescue and site mitigation operations, and related support tasks:

a. [ ] Information about usage rates for supplies and equipment from the Incident Command Post's (ICP) and EOC staff.

b. [ ] Inventory of available supplies and equipment with known and projected requirements to support search and rescue, containment, and mitigation operations.

1) [ ] shortfalls and priorities.

2) [ ] most expedient sources for obtaining needed supplies and equipment.

c. [ ] Information about the need for additional trained responders and resources above those available from jurisdiction resources.

1) [ ] shortfalls and priorities.

2) [ ] most expedient sources for obtaining additional resources.

d. [ ] Responders and emergency supplies and equipment from the State or adjacent jurisdictions.

e. [ ] Receipt and internal distribution of supplies and equipment to sustain response operations.

f. [ ] Arrival, transportation, feeding, and lodging of augmentees.

g. [ ] Augmentee tasks and shifts.

27. [ ] If you have time, browse through the rest of this Binder, and then continue this Checklist.

28. [ ] Return to Page 2, Item 7, and repeat this Checklist, following up on tasks you assigned.



Tab 2: Responsibilities

Planning Chief

Reports to: The EOC Manager

Place of Duty: Near the EOC operations table in the EOC Facility

General Responsibilities: Produce the typewritten planning documents, instructions, reports and messages needed to provide consistent information and to synchronize the response and recovery efforts of the jurisdiction.

Specific Responsibilities:

1. Help the Chief Executive Official or Representative set overall objectives and priorities, and then communicate the results to the EOC staff by defining objectives and response coordination priorities.

2. Collaborate with the Chief Executive Official or Representative, Operations Chief, or function coordinators in the EOC to:

a. Produce and update typewritten Situation Reports (SITREP)

b. Produce, publish and update a typewritten County/City Action Plan (CAP)

c. Produce typewritten Protection Action Messages (PAM)

d. Produce typewritten coordinating instructions for support resources for deployments, pickups and deliveries, etc.

3. Brief the published County/City Action Plan (CAP) to the EOC staff.

4. Read and check each Checklist item in Tab 1.



Tab 3: EOC Overview

Purpose of the EOC

1. To develop and maintain awareness of the emergency situation for the Chief Executive Official or Representative. The EOC must receive, analyze and display information about the emergency that enables Chief Executive Official or Representative to make decisions. The EOC demonstrates this by displaying information, data and needs in the EOC.

2. To centralize coordination of emergency resources. The EOC must find, prioritize, assign and track critical emergency resources. The EOC demonstrates this by displaying information about completed coordination.

Operations Room's Role

The Operations Room plays a central role in the EOC. The EOC Manager supervises the Operations Room through the Operations Chief who in turn directs the EOC Staff Function Coordinators and other staff.

All responsibilities within the EOC are important. However, the Operations Room is key to centralized coordination.



Emergency Operations Room Layout & Displays



Courtesy emergency-planning.com

Display No. Display Title (Description) Display Size Display Responsibility

Height (Inches)

Width (Inches)

1 EOC Organization-Shifts A, B 24 36 Reception2 Major Events List 24 36 Operations Chief3 Situation Map 48 48 Operations Chief4 Priorities (EOC) 24 36 EOC Manager5 Deaths, Injuries, Damage 24 36 Operations Chief6 Police & Fire (Essential Facilities) 24 36 Operations Chief7 Resources: EOC Staging Area 36 48 Operations Chief8 Cost Estimate 24 36 Finance Chief9 Infrastructure Lifelines Status 24 36 Public Works

10 Sheltering 24 36 Mass Care11 Support Resources Status 36 48 Transportation & Resources12 Evacuations 24 36 Law Enforcement or Evacuation13 Road Closures 24 36 Law Enforcement14 Responder Resources Status 36 48 Fire, Law Enf, EMS, PW15 Search and Rescue 24 36 Fire & Rescue16 (spare) 24 3617 Hospitals Status (Essential Facilities) 24 36 Health & Medical18 Medical Patient Status 24 36 Health & Medical19 Warnings Issued 24 36 Warning20 Weather 24 36 Operations Chief

26


Tab 4: EOC Organization Chart



Tab 5: EOC Administrative Notes

(Policies for the EOC Facility and Staff)

1. If you must leave your station for any reason, make sure that someone answers calls to your station.

2. Keep your voice low unless you're talking to resources on the telephone.

EOC Facilities:

Food & Beverages: Use care, avoid spills.

Break Areas:

Smoking: Smoking is allowed outside the EOC building, only.

Rest Rooms: Location

Sleeping Areas: In designated area, only.

EOC Staff Shifts: Check the EOC Shift Schedule. You may not leave your shift without permission from the EOC Manager.

Visitors: None are allowed.

Personal Communications with Family & Friends: if you must make personal phone calls, make them quickly. To receive personal Phone goals, give the following telephone number. The EOC Receptionist will take incoming personal messages for you. The EOC Receptionist may also use a Bulletin Board to Post incoming messages during busy times.

EOC Receptionist: check in and out with the EOC Receptionist if you must leave the EOC area for any reason.

All Other Areas: Ask the EOC Manager.



Tab 6: Log

Log of Actions Taken Instructions

Type or hand write legibly. Print block letters, if necessary.

List all key actions or events for your EOC staff position. Information should include WHO, WHAT, WHEN (Time), WHERE and sometimes HOW and WHY, when appropriate.

Purpose of a Log: A Log of your actions or significant events is the primary way to update your replacement. Also, the Log may serve as an important document for reconstructing events or costs.

Type or Write in a Log Entry #, in numerical order, for each separate entry.

Print Page when a form is full or Remove enough blank forms for easy access when handwriting.

Form on Next Page



Log of Actions Taken(Instructions on Previous Page)

Log Entry

#

Local Time Date Action Taken



Tab 7: Message Form System

Message System Responsibilities Chart



Tab 8: Message Form File Copies

Place Message Form copies in this Tab in chronological order.


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