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Home My WebLink About04 - Part 2 - Functional AnnexesCity of Newport Beach Emergency Operations Plan V 1 4C p N PART TWO - FUNCTIONAL ANNEXES City of Newport Beach Emergency Management Plan MANAGEMENT SECTION MANAGEMENT SECTION Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 Overview of the City of Newport Beach Emergency Response Organization ................3 EmergencyResponse Organization ............................................................ ..............................5 Emergency Operations Center (EOC) Organization ............................... ..............................5 Field Command Posts and Field Operations ............................................ ..............................8 Line Of Succession for Director of Emergency Services .......................... ..............................8 The EOC Policy Group and Management Section .................................. ..............................8 EOC Policy Group Roles and Responsibilities ........................................ ..............................9 Management Section Roles & Responsibilities ...................................... .............................10 Operations Section Roles & Responsibilities ......................................... .............................12 Logistics Section Roles & Responsibilities .............................................. .............................12 Planning Section Roles & Responsibilities ............................................. .............................13 Finance & Administration Section Roles & Responsibilities .............. .............................13 Management Section Policy Considerations ........................................... .............................13 PostEmergency .............................................................................................. .............................15 Policy and Liability Considerations .......................................................... .............................17 ConceptOf Operations ................................................................................ .............................17 PolicyGroup Members ................................................................................ .............................19 Staffto Policy Group .................................................................................... .............................19 Operational Areas and Multi- Jurisdictional MACS .............................. .............................19 Operational Priorities ................................................................................... .............................20 Emergency Operations Center (EOC) ....................................................... .............................20 AlternateEOCs .............................................................................................. .............................21 Coordination/ Communications .................................................................. .............................22 Operational Area - County of Orange EOC Organization Chart ......... .............................24 Levels of Emergency Management within the State of California ..... .............................25 Director of Emergency Services Checklist ............................................... .............................26 IncidentCommander Checklist ................................................................. .............................29 City Hall Services Unit Leader Checklist ................................................. .............................32 EOCSafety Officer Checklist ..................................................................... .............................35 EOC Security Officer Checklist ............................................................... .............................37 Management Section City of Newport Beach Emergency Management Plan MANAGEMENT SECTION MANAGEMENT SECTION (EOP 40) Purpose This Management Section establishes policies and procedures and assigns responsibilities to ensure the effective management of large -scale emergencies. It provides information on the City of Newport Beach Emergency Management Organization, and the Emergency Operations Center (EOC). The management function is the responsibility of the Management Section located in the EOC and is led by the Director of Emergency Services (hereafter referred to as the Director). A Policy Group is convened, when needed, to provide recommendations to the Director on the incident priorities, course of action and policies needed to manage the emergency situation. The Director has all final decision making responsibility and authority and the Policy Group recommends policy to the Director. The Director is the immediate supervisor to the following EOC positions: City Incident Commander, Liaison, City Attorney, Public Information, Safety Officer, City Hall Services Unit Leader and EOC Manager, who are all part of the Management Section. Checklists, which act as job descriptions are provided for each of these EOC positions. Objectives The overall objective of the Management Section is to ensure the effective management of response forces and resources in preparing for, responding to, and recovering from situations associated with natural disasters and technological incidents. Objectives for each phase of the disaster, including Mitigation, Preparedness, Response and Recovery encompass the following responsibilities. (EOP 40) Ensure hazard mitigation efforts are the standard practice in the City (structural, flood channels, non - structural hazards, etc.) V Manage the preparedness efforts of the City ensuring disaster plans are in place; training and exercises are conducted by both field and EOC personnel; personnel are trained in methods of managing City resources and accessing mutual aid; and sufficient resources and supplies exist to respond to and recover from major emergencies Provide overall management and coordination of emergency response personnel and resources • Manage recovery operations, setting priorities and appointing a management team to oversee the Recovery Plan • Providing for continuity of government and the City's normal responsibilities / services Management Section Page 2 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Specific Objectives: Assess damage and analyze the situation Request and allocate resources and other support Establish priorities and settle any conflicting demands for support Know when and how to request Mutual Aid properly • Activate and utilize communications systems • Prepare and disseminate emergency Public Information Alert and warn the public Evacuate affected areas Provide care & shelter for displaced persons • Coordinate and liaison with appropriate Federal, State, County, district and local government agencies, volunteer organizations, as well as applicable private sector entities and elected officials • Provide for a Safety Officer who will oversee the safety of all City operations Provide for continuity of government and the City's normal responsibilities and services V Provide for legal counsel to respond to legal concerns Provide for documentation of all policy decisions to be included in the After Action Report • Provide for the recovery of vital City records • Set the objectives of the Action Plan • Convene and manage the Policy Group Situation and Assumptions 1. Newport Beach may be impacted by an emergency incident such as a flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or other unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions. 3. With the increase in demand for assistance from the community, a coordinated management system must be in place for effective assessment and deployment of personnel and resources. 4. To meet the needs of the responders and the community, the City's Emergency Operations Center (EOC) will be activated to manage disaster situations. 5. When the EOC is activated, the Management Section will respond to provide overall leadership and policy decisions throughout the emergency. 6. All mutual aid requests will be coordinated from the EOC. Overview of the City of Newport Beach Emergency Response Organization (EOP 6,19) There are several levels of emergency management within the Emergency Response Organization of the City of Newport Beach. Each will be activated only as needed. An emergency will be managed at the lowest level possible; i.e., at the field level, if practical. The levels are: Management Section Page 3 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION • Field Operations (Field Responders &Field Command Posts) • Department Operations Centers (DOC's) • Emergency Operations Center (EOC) The City's Emergency Management Plan describes three levels of emergency management /response. The Department Operations Centers, Field Command Posts, and Field response levels are discussed in individual department emergency plans called Department Standard Operating Procedures (SOPS). The Management Section plan presents an overview of the entire Emergency Response Organization; however, its emphasis is on the Policy Group and the EOC Management Section and the methods used by the City of Newport Beach to manage a major emergency. Management Section Page 4 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION CITY OF NEWPORT BEACH EMERGENCY MANAGEMENT ORGANIZATION Emergency Response Organization The organization chart on the next page shows the citywide emergency management and response organization. All City personnel are a part of the Emergency Response Organization. As a public employee, every City employee is a Disaster Service Worker, and as such, has a role in an emergency. The Functional Responsibility Matrix found in the Basic Plan designates each City department's primary and secondary responsibilities. The levels of the Emergency Response Organization within the City of Newport Beach are: • Policy group -- Includes the Management Section, Department Directors and /or EOC Section Chiefs; sets policy, manages and supports the organization • Coordination /Strategy -- Includes the Operations, Planning, Logistics, and Finance & Administration Sections located in the EOC. The role of these sections is to coordinate between City departments and emergency functions located in the EOC. This level is responsible for determining the response strategy and making all mutual aid requests. • Tactical Group -- Responsible for carrying out the strategy by assigning resources to the emergency. This is done primarily at the Department Operations Centers. Department Operations Centers include Building (BDOC), Fire (FDOC), Police (PDOC), Public Works (PWDOC), Utilities (UDOC), and General Services (GSDOC). • Field Incident Commanders -- Command will be established at the field level. Field Command Posts will be established to manage on -site resources, as needed. If more than two City departments or outside agencies are involved at the site, Command must be established and the Incident Command System (ICS) organization will be formed as needed to manage the on -site resources • Field Responders -- Includes all field responders, typically: Police, Fire, Public Works, Municipal Operations, Building Inspectors, Community Services, Volunteers, and mutual aid response agency personnel. Emergency Operations Center (EOC) Organization The EOC Organization is the group responsible for managing Newport Beach's response to emergency incidents. The organization utilizes the Incident Command System (ICS), which was developed to manage large -scale emergencies. The organization meets all Standardized Emergency Management System (SEMS) /National Incident Management System (NIMS) regulations, including mandated City personnel training in Introduction, Field, EOC, and Executive Courses. The City adopted SEMS /NIMS and the Operational Area concept in November 1995. Management Section Page 5 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION EMERGENCY OPERATIONS CENTER (EOC) ORGANIZATION Director of Emergency Services PIO Liaison Clly- Cit I I U Unit EOC at [�I Incident Commander Fire & Rescue Law Enforcement Fire DOC Police DOC Municipal Damage /Safety Operations Assessment Branch General Services Damagef3aftly DOC Assessment - Public Property Unit Utilities DOC Damage/Safety - Assessment Pmate Properly Unit Building DOC Pubic Health UnH Public Works Care & Shelter Branch Branch Public Works DOC Care &Shelter Unit Plannin° Section Action Planning Unit Advance Planning Unit Situation Malysis Und Unit Documentation Unit Technical Services Unit Management Section Page 6 of 37 Logistic on Communication Branch Info Systems Unit Supply Branch Procurement Unit Transportation Unit Facilities Unit Human Resourci Branch Personnel Unit Volunteers Unit Policy Group City Manager Asst. City Manager City Attorney Fire Chief Admin Svcs Dir. Police Chief Municipal Ops Dir. Public Works Dir. Affected Dept Heads Section Purchasing Unit Dompensaticn & Claims Unit Cost Unit Time Keeping Unit Vital Records Unit City of Newport Beach Emergency Management Plan MANAGEMENT SECTION DEPARTMENT OPERATIONS CENTERS (DOCS) GSDOC PDDOC) J \FDOC EOC PWDI i BDOC UDOC Community Services does not operate with a Department Operations Center. In the event a shelter is opened an EOC activation will immediately follow due to the Inter - Agency coordination required for the Care and Shelter function. Department Operations Centers (DOC) (EOP 25) Due to the size and of the City, it is necessary to manage certain department resources from decentralized locations in large -scale emergencies. Departments with DOCs may or may not activate its DOC in times of an event, depending on resource needs. The decision to activate a DOC is the responsibility of each Department Head. When DOCs are activated, they will coordinate tactical operations, thus only Departments with tactical concerns operate DOCs. All mutual aid will be requested through the EOC, if it is activated. All DOC Directors report to the City EOC and are managed by the EOC. The DOCs report to their department representatives in the EOC as follows: • FDOC reports to the Fire Branch in the EOC • PDOC reports to the Law Enforcement Branch in the EOC • PWDOC reports to the Public Works Branch in the EOC • UDOC and GSDOC report to the Municipal Operations Branch in the EOC • BDOC reports to the Damage/ Safety Assessment Branch in the EOC Management Section Page 7 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Field Command Posts and Field Operations (EOP 40) Every day, on an on -going basis, the City experiences emergencies and City Police, Fire, Public Works, and Municipal Operations respond. Police and Fire personnel respond to emergencies together on a regular basis. It would be impractical to initiate the ICS and /or a Command Post every time two departments respond to the same incident. When an emergency incident requires the response of more than two departments, including outside response agencies, it is recommended that the ICS be established to manage the emergency. This alleviates many problems including determining who is in charge, establishing coordination between responding agencies, coordinating communications, eliminating duplicate resource ordering, and providing for a more effective response to the emergency. Line Of Succession for Director of Emergency Services The following individuals are authorized to activate the City's Emergency Management Plan (EOP 17) Director City Manager First Alternate Assistant City Manager Second Alternate Fire Chief Third Alternate Police Chief Fourth Alternate Public Works Director Fifth Alternate Municipal Operations Director Sixth Alternate Administrative Services Director Seventh Alternate Community Develo ment Director Eighth Alternate Recreation & Senior Services Director Ninth Alternate Emergency Services Coordinator The EOC Policy Group and Management Section One of the five sections in the EOC is the Management Section (It is called Command at the field level and Management at all EOC levels). The Management Section is responsible for directing and controlling the EOC organization, as well as the entire Emergency Response Organization of the City. The leader of the Management Section is the Director of Emergency Services (Director). The Director supervises the City Incident Commander who in turn supervises the Operations, Planning, Logistics, and Finance & Administration Sections. He /she also supervises the Management Section Command Staff, including the Safety Officer, City Liaison, City Hall Services Unit, Public Information, and EOC Manager. The City Attorney position reports directly to the City Manager during EOC activations. The Director may appoint an Assistant Director per the City Emergency Services Ordinance, Municipal Code 2.20. The Assistant Director may assist the Director with the management of the Management Section Page 8 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION emergency and will be kept fully informed of the situation and be prepared to step in and operate as Director at any time, as needed. Management Section Organization Chart Command Staff City Attorney DIRECTOR OF EMERGENCY SERVICES INCIDENT COMMANDER ............................ POLICY GROUP Department Heads & EOC Section Chiefs ............................: Command Staff City Liaison City Hall Services Unit Leader Public Information Officer Safety Officer EOC Manager EOC Policy Group Roles and Responsibilities City Council The City Council is the overall policy making body for the City of Newport Beach. The Council's decisions determine the level of emergency mitigation, preparedness, response, and recovery operations of the City. The City Council has authorized the City Manager to act as the Director of Emergency Services and manage all disaster operations per Municipal Code Ordinance 2.20. Emergency Council Municipal Code Ordinance 2.20 provides for a City of Newport Beach Emergency Council. The Council is empowered to review, and recommend for adoption by the City Council, emergency and mutual aid plans and agreements and such ordinances, resolutions, rules, and regulations as are necessary to implement these plans and agreements, and to perform such other functions as may be designated in the emergency operations plan. The Mayor serves as the Chairman of the Emergency Council, and in his or her absence, the Mayor Pro Tempore. The Emergency Council members are: The Mayor, who shall be chairperson, or in his or her absence, the Mayor Pro Tempore The remaining members of the City Council V Director of Emergency Services V Fire Chief V Police Chief V Public Works Director V Other officers and employees of the City of Newport Beach, and representatives of civic business, labor, veterans, professional, or other organizations within the community, as may be designated as members by the emergency operations plan director Management Section Page 9 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Director of Emergency Services Municipal Code Ordinance 2.20.060 (Director -- Powers and duties enumerated) authorizes the City Manager to act as Director of Emergency Services. The ordinance empowers the Director to: • Request the City Council to proclaim the existence or threatened existence of a Local Emergency if the Council is in session. • Issue an emergency proclamation if the City Council is not in session. • Request the Governor proclaim a State of Emergency if local resources are inadequate to cope with the emergency. • Control and direct the effort of the emergency organization of the City. • Direct cooperation between and coordinate services and staff of the emergency organization of the City and resolve questions of authority and responsibility. • Represent the City in all dealings with public or private agencies on matters pertaining to emergencies. • In the event of the Proclamation of a Local Emergency, the Proclamation of a State of Emergency or the existence of a State of War Emergency, the Director is empowered to: • Make and issue rules and regulations on matters reasonably related to the protection of life and property. They shall be confirmed by the City Council at the earliest practicable time. • If required immediately, obtain vital supplies, equipment and such other properties as needed for the protection of life and property and bind the City for its fair value. • Commandeer resources for public use if necessary. • Require emergency service of any City officer or employee and, in the event of the State of Emergency in the County in which Newport Beach is located or the existence of a State of War Emergency, to command the aid of as many citizens of this community as he /she deemed necessary in the execution of the Director's duties. Such persons shall be entitled to all privileges, benefits, and immunities as provided by State law for registered disaster service workers. • Requisition necessary personnel or material from any City department or agency. • Execute all of his /her ordinary powers as City Manager, of all special powers conferred upon him /her by the ordinance or by resolution or this emergency plan. • Appoint a coordinator of Emergency Services who shall be the Deputy Director of Emergency Services. • The Deputy Director shall, under the supervision of the Director, have such other powers and duties, as may be assigned by the Director. Management Section Roles & Responsibilities (EOP 40) Director of Emergency Services is responsible for overall citywide coordination of the incident and management of the response effort. The Director will manage major disaster incidents from the EOC and will convene the Policy Group to make policy recommendations. The Director manages the Management Section and its personnel. Management Section Page 10 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION His /her legal authority is derived from Municipal Code Ordinance 2.20. He /she will ensure all Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS) regulations are followed when a Local Emergency is proclaimed. City Incident Commander (Fire Chief, Police Chief or Municipal Operations Director depending on the type of incident) - -works for the Director and is a member of the Management Section. The four EOC Sections report to the City Incident Commander: Operations, Planning, Logistics and Finance. The City Incident Commander is responsible for establishing the necessary organization within the EOC, directing the development and implementation of the Action Plan, monitoring and updating the plan, coordinating mutual aid requests, and directing the operations of the EOC. EOC Manager (Emergency Services Coordinator) -- Maintains the operational readiness of the EOC. The Fire Department Emergency Services Office coordinates the preparation and maintenance of the emergency management plans and the City's EOC. The EOC Manager is staff to the Director and a member of the Management Section. The EOC Manager assists in the coordination of the EOC activation. The EOC Manager will advise the Director on emergency procedures, assist in efficiency of EOC functions, maintain contact with the Operational Area, and generally ensure the emergency is managed appropriately in compliance with State and Federal guidelines. City Liaison (Assistant City Manager) — During an emergency, the Liaison is the point of contact for all outside agency representatives to the EOC (excluding the American Red Cross who works directly with the Care and Shelter Branch of the Operations Section). The Liaison maintains contact with all Sections to ascertain their needs. If numerous outside representatives arrive at the EOC, the Liaison should determine if a Liaison Team will be needed to deal with the volume of responding individuals and activate team members if necessary. Due to the size of the EOC, it is impossible to allow all visitors access. The Liaison Officer will determine if an elected official Briefing Room is needed. Different types of groups may need to be separated into different rooms as needs arise; i.e., elected officials, government agencies, the responsible party, special interest groups, etc. Agency Representative -- outside public or private organizations with a need to coordinate closely with the City may provide an Agency Representative to the EOC with approval of the Liaison. There will be an office provided in the PD for Agency Representatives to assemble and have easy access to their counterparts within the EOC. Examples of Agency Representatives include personnel from: County OA, Cal EMA, FEMA, Coast Guard, Fish & Game, utilities, business, responsible party, school districts, hospitals, Orange County Sanitation District, military, volunteer organizations, and anyone heavily involved in the emergency. City Attorney -- provides legal services to the emergency organization and prepares all emergency proclamations. The City Attorney will handle all requests for legal services Management Section Page 11 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION in a expeditious manner. (For sample proclamations, see the City Attorney's Plan.) The City Attorney will ensure records of all decisions made and actions taken by the Director and the Policy Group are maintained. Safety Officer - -is staff to the Incident Commander and a member of the Management Section; identifies hazardous situations associated with the incident in the EOC, Department Operations Centers and in the field; participates in the planning meetings, ensuring safety is always a consideration. (EOP 40) City Hall Services Unit (Assistant to the City Manager) -- maintains City Hall services during disaster operations, ensuring the continuity of government. This unit also anticipates recovery needs of residents and businesses, provides information to the public based on the Public Information Officer's approved releases, and presents a positive public image combined with a high level of customer service Operations Section Roles & Responsibilities The Operations Section is part of the General Staff and is managed by the Operations Section Chief, who reports to the City Incident Commander and is responsible for the management of all incident strategy. On multi - disciplinary incidents, Operations may have a deputy. The Operations Section includes the Fire & Rescue Branch, Police Branch, Damage /Safety Assessment Branch, Municipal Operations Branch, Public Works Branch, and Care & Shelter Branch. The Operations Section manages its personnel, equipment and supplies and allocates them to the affected areas. Their priorities are lifesaving, environmental protection, and property protection. The first step taken in an emergency is a damage assessment survey by all field units in the Operations Section. This information is channeled through DOCs to the EOC. As soon as the situation is known, decisions can be made in prioritizing resources and personnel. Logistics Section Roles & Responsibilities The Logistics Section is part of the General Staff and is headed by the Logistics Section Chief who reports to the City Incident Commander, and is responsible for meeting the logistical needs of the Operations Section and the Emergency Management Organization. This includes finding equipment and supplies, providing food and medical support for emergency responders, and meeting transportation and facility requirements of the incident. The Logistics Section includes Resource Status, Personnel Unit, Supplies/Procurement Unit, Transportation Unit, and Communications Branch. The Finance & Administration Section must approve any items that need to be purchased, leased or contracted (where money is involved). Management Section Page 12 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Planning Section Roles & Responsibilities The Planning Section is part of the General Staff, is led by the Planning Chief and reports to the City Incident Commander. Planning is responsible for damage assessment and situation analysis functions; collecting, analyzing and displaying all data regarding the incident, and requesting the Operations Section to deploy personnel to sites of unconfirmed reports to authenticate reports of damage or incidents. The collection of data, resource and personnel status, and response policies is organized into an Action Plan, which is approved by the Director and City Incident Commander and distributed to all involved in the incident. The Planning Section includes the Advance Planning Unit, Situation Analysis Unit (Display Processors), Documentation Unit (Documentation, Computer Documentation and Message Runners), Recovery Unit, Demobilization Unit, and Technical Services, as needed. Finance & Administration Section Roles & Responsibilities The Finance & Administration Section is a part of the General Staff, is led by the Finance & Administration Chief and reports to the City Incident Commander. This section will be activated on incidents, when needed, for the purpose of maintaining records on personnel and equipment time, providing payments to vendors for supplies and equipment and determining cost considerations or various alternative cost saving strategies associated with incident planning. Finance & Administration will collect all data for Federal, State, and private party financial claims and will follow through with the claims to completion. This section includes the Vital Records Unit, Purchasing Unit, Cost Recovery Unit, and Compensation & Claims Unit. Management Section Policy Considerations Pre - Emergency Planning Identify and prepare for anticipated problems such as: • Enforcing eminent domain • Establishing curfews Legally and properly requesting mutual aid Litigation Unclear lines of succession Deciding how personnel can be best utilized to meet emergency needs Planning Considerations Review all emergency ordinances Review lines of succession for all EOC positions; periodically revise as needed V Instruct all EOC personnel to maintain records of messages and directives given, to whom, and the time When Action Plans are drawn up, provide the City Attorney or Claims Unit with a review copy to anticipate the extent of liability problems If an emergency appears imminent, consider the implications of decisions to warn or to initiate an evacuation order. For example: -,/ Will hospitals, nursing homes, and day care patients be alerted and evacuated? Management Section Page 13 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Will the school population be evacuated? Where will they be sheltered? y Will shutdown of industrial processes be requested? Should we disperse or shelter business and industrial work force? Is it safer in a hazardous materials incident to "shelter in- place" or evacuate the area? Can we send employees into threatened areas? Should non - essential employees be sent home? Will community volunteers be utilized? In what types of situations? Emergency Actions V Any actions involving mutual aid should be undertaken in accordance with existing agreements and customary practice in past emergencies. If mutual aid is not requested properly, the cost of the resources most likely will be billed to the City. The decision to respond to other jurisdictions may be legitimate, but liability implications should be closely monitored. V At the onset of an emergency, determine as soon as possible whether to control critical consumables in retail and wholesale establishments. These may include: • Container drinking water stocks • Emergency water substitutes: carbonated beverages, beer, wine, fruit drinks • Non - perishable and perishable food stocks • Gas and diesel fuel supplies V Pharmaceuticals A similar, although less urgent, decision may need to made concerning the following items that may be in short supply: AM /FMradios Portable toilets V Generators • Flashlights, batteries, candles • Building materials and Sandbags • Gasoline lamps and camp stoves V Consider limiting the hours retail establishments remain open V Determine whether to include restaurants in any food control regulations Request City staff to make notes of potential policy issues as they proceed with their emergency responsibilities. Keep the Director informed of all policy issues. Based upon reports from Law Enforcement, consider the policy implications, then determine whether to: Institute a curfew (must declare an emergency prior to instituting a curfew) Request National Guard assistance for crime related problems (must request through normal mutual aid channels). V Review existing emergency ordinances. Are they adequate? Determine whether additional ordinances are required. Allow time for City staff to report for duty and review lines of succession. Modify EOC position appointments in terms of personnel available, if necessary. Policy decisions may be needed to fill vacancies in staff positions. Decide how best to staff needed positions; i.e. 12 hour work shifts Management Section Page 14 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Decide how to determine if personnel have reached "burnout" and how, when and by whom they should be replaced. Establish reasonable emergency decisions regarding: y Housing those displaced from their homes in local motels v' Erecting temporary tent cities on private or public land V Requisitioning all the portable toilets in the area Post Emergency The goal of the City's Post- Emergency Response Organization will be to redirect its efforts toward the recovery process. The Emergency Response Organization positions assigned to meet lifesaving operations during the response phase will be reassigned to recovery operations, if needed. A Recovery Unit is located in the Planning Section and will develop a Recovery Plan for the City. Recovery Operations include different functions. It is recommended that an ICS organization and the EOC continue to be used, but that a new organization be designed using the following guidelines: V Appoint the Community Development Director, the Assistant City Manager, Deputy City Manager, or other appropriate individual to the Incident Commander position to ensure a smooth transition to recovery operations. Relieve unneeded EOC public safety personnel from the Operations Section while adding staff from Community Development, Public Works, Municipal Operations and Finance, etc. The organizational goal is no longer lifesaving, it has transitioned into recovery. Recovery priorities include: Financial Recovery, Temporary/ Permanent Housing Issues, Rebuilding and Construction, Recovery of Public Facilities and Services, and Business Recovery. If the recovery organization functions full time, the City Hall Services Unit of the Management Section will manage the day -to -day workload of City Hall; priorities must be set. Consider facility needs. The emergency operation should be managed from the EOC, however, facilities may need to be set up where the public can do a "one stop" process (temporary housing, demolition permits, building permits, Federal grants, tax relief, etc.). This can either be coordinated with a Federal /State Disaster Application Center (DAC) or as single City facility dealing strictly with City issues. The facility costs may be reimbursable by FEMA. If possible, obtain approval from FEMA prior to renting/ assigning the facility. In disasters, demolition and building permit fees, etc. are often waived. It is an excellent public relations tool and saves Newport Beach residents money they often do not have following a disaster. FEMA may reimburse these costs. It should be anticipated that FEMA rules change often and without prior notice. It is recommended that the City attempt to obtain conformation, from FEMA for costs will be reimbursed prior to waiving fees. V To keep staff from "bum- out," maximum work hours per day and/or week may need to be set (decisions should not be made by exhausted, over - worked personnel). Determine if additional personnel must be hired during the recovery phase. (Salaries may be reimbursable by FEMA. Attempt to obtain approval from FEMA prior to hiring these individuals.) Management Section Page 15 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION It should be noted that written approval for recovery operations may be difficult to obtain from FEMA. Management Section Page 16 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Policy and Liability Considerations Determine policy on priority for restoring utilities The liability implications of a citywide post earthquake building inspection should be closely reviewed The City should be alert to potential liability problems during the recovery period's building surge V Determine if a second, temporary Planning Commission should be established to expedite the rush of construction needs during the recovery period Determine if additional personnel, i.e., temporary help, will be needed in certain City departments during the recovery period Be prepared for requests for emergency support from special interest groups Ensure appropriate reviews are made of potential liability to the City from staff on Action Plans Determine City policy on vendor payments if the City is unable to process warrants Concept Of Operations The City will operate under the Standardized Emergency Management System (SEMS) /National Incident Management System (NIMS), which includes five components: 1. The Incident Command System (ICS) 2. Multi- Agency /Inter - Agency Coordination System (MACS) 3. Operational Area 4. Mutual Aid System 5. Operational Area Satellite Information System (OASIS) 1. The Incident Command System (ICS) will Operations Centers (DOC's) and in the field. • Management Section • Operations Section • Planning Section • Logistics Section • Finance & Administration Section be utilized in the EOC, the Department The five Sections within the ICS are: 2. Multi- Agency/Inter- Agency Coordination System (MACS) or Policy Group SEMS /NIMS mandates the use of MACS in all EOCs. The term Multi - Agency /Inter- Agency Coordination System (MACS) comes from the Incident Command System (ICS) which is the statewide emergency management system used in California. It refers to inter- agency coordination and means the participation of agencies and disciplines involved at any level of government to facilitate decisions. It is the combination of personnel, facilities, equipment, procedures, and communications integrated into a common system. When activated, MACS has the responsibility for coordination of assisting agency resources and support in a multi- agency or multi - jurisdictional environment. When the EOC is activated, the Director of Emergency Services leads the Policy Group. Agency Management Section Page 17 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Representatives may be included in the Policy Group at the Director's discretion. The Policy Group meets the MACS requirement. 3. Operational Area is the intermediate level of the State's emergency services organization. It was developed to facilitate mutual aid requests in times of emergencies. The City of Newport Beach adopted the Operational Area concept by City Resolution. The City will participate in the Operational Area for purposes of planning for, responding to, and recovering from disasters. A series of Operational Area forms will be utilized by the City during disasters to report damage conditions, mutual aid requests, and resource availability. The Operational Area will be notified any time the City of Newport Beach EOC is activated. 4. Mutual Aid System The State of California has developed the Master Mutual Aid System to assist local agencies in meeting resource needs in times of disaster. Existing systems include fire, law and medical. Other systems being developed include public works, building inspection, coroner and Emergency Managers Mutual Aid (EMMA). The City of Newport Beach will utilize these systems during disasters. All formal procedures will be followed and the City EOC will coordinate all mutual aid requests. 5. Operational Area Satellite Information System (OASIS) OASIS is a satellite based communications system placed in the State EOC, Regional EOCs, the Operational Area EOCs and mobile telecommunications units to facilitate communications during disasters. OASIS provides the capability to rapidly transfer a wide variety of information reports between OASIS user agencies. In SEMS /NIMS, OASIS can be viewed as both a communications network and information dissemination system. OASIS provides voice lines as well as data and includes a high frequency radio back- up system between selected facilities. Newport Beach EOC does not have OASIS, however, we will complete the status forms and forward them to the Orange County Operational Area to be included in their report to Region I through the OASIS System. Policy Group A Policy Group, which includes EOC Section Chiefs, Command Staff and Department Directors, will be convened, when needed. The Policy Group sets response and recovery priorities and makes recommendations on the course of action to be taken by the City. It provides strategic methodology to the Director on how to manage City resources and personnel in the most effective manner. The policies are then implemented by the City IC. Meetings will be called, as needed, by the Director. The Director has all final decision making responsibility and authority and the group only recommends policy to the Director. Management Section Page 18 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Policy Group Members Following is a list of Policy Group participants and staff to the Policy Group. EOC Position pr5p�iaedl Position Title Present Representative Director of Emergency Services City Manager Elected Officials Mayor and City Council Department Director Administrative Services Director Community Development Director Emergency Services Coordinator City Attorney Safety Officer City Clerk Fire Chief City Public Information Officer Library Services Director Municipal Operations Police Chief Public Works Director Recreation & Senior Svcs Dir. City Incident Commander Governed by Emergency Type Staff to Policy Group EOC Position Day -to -day Position Present Representative City Liaison Assistant City Manager City Attorney City Attorney City Hall Services Unit Leader Assistant City Manager EOC Manager Emergency Services Coordinator Safety Officer Fire Battalion Chief or next highest ranking Fire Department Officer Public Information Officer City Public Information Officer Following the Policy Group meetings, the Planning Section will develop an Action Plan based on the priorities and strategies agreed upon in the meeting. Upon completion of the Action Plan, it will be approved by the Director and City Incident Commander. The plan will be distributed to all EOC personnel, to Department Operations Centers (DOC's) by fax, and to the Operational Area EOC. Operational Areas and Multi- jurisdictional MACS Management Section Page 19 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION When the Operational Area (Orange County) EOC is activated a representative may be requested from each impacted jurisdiction, special district, agency, etc. This group could either coordinate via telephones or other communications system from their respective locations or be asked to respond to the Operational Area EOC for meetings. The group would become the Operational Area MACS Group. An individual, familiar with the City's interests and objectives should be sent as a representative. Operational Priorities Operational priorities will be established according to the situation and emergency operations conducted. The following activities should be considered in setting priorities: Lifesaving (rescue, emergency medical, alerting and warning) Environmental protection Property protection (suppress fires, mitigate further damage) V Meeting the immediate needs of people (food, shelter, clothing, first aid) V Temporary restoration of public or private facilities essential to the health, safety and welfare of individuals (sanitation, water, electricity, road, street and highway repairs) V Meeting rehabilitation needs of people (temporary housing, food stamps, employment) V Returning the City to normal Emergency Operations Center (EOC) (EOP 14) The EOC should be activated when: V An earthquake causing widespread damage occurs V There is an uncontrolled release or failure of Prado Dam, high tide accompanied by a storm, or other flooding condition V Any emergency situation has occurred, or will occur, that is of such a magnitude that it will require a large commitment of resources from two or more City departments over an extended period of time to control or mitigate V Major policy decisions will or may be needed V The emergency requires the activation of shelters An uncontrolled release or failure of Prado Dam, tidal threat or other flooding conditions V When the Governor has proclaimed a State of Emergency in an area including the City of Newport Beach, or the City has declared a Local Emergency V Automatically on the proclamation of a State of War Emergency as defined in California Emergency Services Act (Chapter 7, Division 1, Title 2, California Government Code) V A Presidential Declaration of a National Emergency V Automatically on receipt of an attack warning or actual attack on the United States. V Activation of the EOC will be advantageous to the successful management of an event Management Section Page 20 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION The EOC can be activated on the order of the following: 1. City Manager, Director of Emergency Services 2. Assistant City Manager, Deputy Director of Emergency Services 3. Fire Chief or highest ranking on -duty firefighter 4. Police Chief or highest ranking on -duty police officer 5. Public Works Director 6. Administrative Services Director 7. Municipal Operations Director 8. Community Development Director 9. Recreation & Senior Services Director 10. Library Services Director 11. Human Resources Director 12. Emergency Services Coordinator To activate the EOC, call Police Dispatch at - and request Police Dispatch to activate AlertOC. (EOP 20) The police dispatcher will contact the EOC five Sections and key personnel by AlertOC for their response to the EOC. In the event the phones are inoperable, radios will be utilized where possible to contact the dispatch center. If necessary, the Emergency Alert System (EAS) will be activated to notify employees to return to work. In the event of a major disaster where phones are inoperable, all City employees are to automatically report to their work site. Alternate EOCs (EOP 13) In the event the EOC is damaged and cannot be utilized, alternate EOCs have been designated. All alternate EOCs are City facilities. They are: First Alternate Emergency Operations Center, 870 Santa Barbara Dr. Second Alternate Central Library/Friends Room, 1000 Avocado Third Alternate Fire Station #7, 20401 Acacia Street Fourth Alternate PD Tactical Command Vehicle, 870 Santa Barbara For complete information on the EOC see: City of Newport Beach -EOC Activation Procedures. In the event an alternate EOC is necessary: As soon as it is known that the primary EOC is unusable, the Director will move to the alternate EOC, maintaining his /her authority. Due to the close proximity of the alternate EOCs, an interim transfer of authority is not required. The alternate EOCs are not stocked at the same level as the EOC, however, some may have phones, rest rooms, single department radios, maps, first aid kits, copies of the plans with checklists, and stationery supplies to assist in the emergency operations. Management Section Page 21 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Staff will be notified that the alternate EOC is being utilized by posting a sign on the front door of the Police building which will be done by the EOC Manager. Those with police, fire, public works, and marine safety radios will be notified by radio. To improve communications to all departments, the City's Tactical Command Trailer may be placed outside the Alternate EOC. In the event it is determined unsafe to operate from any facility, e.g., earthquake with aftershocks, a parking lot may be utilized; tents, portable restrooms and a generator would be needed. EOC Activation Time Frame: The EOC Activation Group Page is expected to be complete within 30 minutes from the time the decision is made to activate. It is anticipated that EOC staff can respond within 45 minutes of the call. Coordination/Communications (EOP 6,40) Operational Area Coordination/Communications When the Operational Area (Orange County EOC) is activated during an emergency, a County official, pre- designated by Operational Area Agreement, will function as the Operational Area Coordinator. He /she will have the overall responsibility for coordinating countywide emergency operations and support requirements of jurisdictions within the Operational Area. The Operational Area's (OA) purpose is to collect damage information from all political sub - divisions within the County and forward the information to the California Emergency Management Agency, Region I Office. The OA will gather all mutual aid requests from Orange County cities and public agencies and attempt to fill the requests with resources located within the County from jurisdictions not affected by the emergency. If the resource request cannot be filled from resources within the County, the OA will forward the mutual aid resource requests to the California Emergency Management Agency, Region I Office. To report conditions of the City of Newport Beach durin an incident, call Orange County Communications Watch Commander at Once the O erational Area is activated, call the Operational Area EOC at fax . A series of Status Report forms have been designed and will be used by all local jurisdictions. The Planning Section will ensure these forms are completed and faxed to the Operational Area to report the status of resources, listing resource and personnel needs. If phone lines are down, information will be relayed by department radios to their respective mutual aid organizations. RACES radios and packet radio (data) or the EOC- to -EOC radio system (located in the Police Dispatch Center) may be utilized. Regional Emergency Management The City of Newport Beach is located in Cal EMA Mutual Aid Region I, which consists of: Management Section Page 22 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION • Orange County • Los Angeles County • Ventura County • Santa Barbara County, and • San Luis Obispo County The Cal EMA Mutual Aid Region I Emergency Management Staff is headed by a Cal EMA Region I Manager and will be supported by designated State agency representatives. If needed, the State Coordination Center (SCC) at Los Alamitos Armed Forces Reserve Center will be activated to manage Southern California resources. The SCC reports directly to the State Operations Center (SOC) in Sacramento, which is under the direction of the Governor. The Region I Emergency Operations Center (REOC) will coordinate and support local emergency operations at the request of the Operational Area Coordinator. The Region I Staff will attempt to fulfill all requests for mutual aid from within the Region I area. If requests cannot be met within the Region, they will be submitted to the State EOC or SOC who will coordinate mutual aid requests from other Cal EMA Regions. State Emergency Management The Governor is the Director of Emergency Services for the State of California. The Governor works through the Director of Cal EMA and his /her staff. The Director of Cal EMA, acting as a representative of the Governor, is assisted by coordinators provided by State agencies. When the State Operations Center (SOC) is activated, the State staff will be responsible for coordinating statewide emergency operations, including the provision of mutual aid and other support and the redirection of essential supplies and resources between Regions to meet local requirements. Federal Emergency Management Federal resources can be requested by the State. Following major emergencies, Federal agencies coordinated by the Federal Emergency Management Agency (FEMA) will respond to coordinate Federal financial aid for recovery operations. To access the military, Army Corps of Engineers, or other Federal resources, FEMA must be contacted by the State. Management Section Page 23 of 37 City of Newport Beach Emergency Management ma MANAGEMENT SEc K ■ 3 I ) \ / } # d \ ) \ Operational Area - County a Orange EOcOrganization Ch )k�¥ )- T )- k � �!` !)f! =!!!! 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M \) \ P 75 2 ) - ) \ )# 2 Management Section Page aaz City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Levels of Emergency Management within the State of California (EOP 40) State EOC Management Section State Director of Emergency Services SOC Region 1 EOC Management Section Region 1 Director REOC �7 Orange County Operational Area EOC Management Section Operational Area Coordinator OC OA EOC City of Newport Beach EOC Management Section Director of Emergency Services NB EOC Management Section Page 25 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Director of Emergency Services Checklist Responsible Department: Responsible Party: First Alternate: Second Alternate: Third Alternate: Fourth Alternate: Fifth Alternate: Sixth Alternate: Seventh Alternate: Eighth Alternate: Ninth Alternate: Tenth Alternate: Administration City Manager Assistant City Manager Fire Chief Police Chief Public Works Director Municipal Operations Director Administrative Services Director Community Development Director Recreation & Senior Services Director Library Services Director Human Resources Director Subordinates: City Incident Commander, Liaison, City Attorney, Public Information Officer, Safety Officer, EOC Manager, City Hall Services Unit Leader Policy Group: General Duties Yes, Manages the Policy Group -,/ Determine if the EOC should be activated Instruct the City Incident Commander to initiate the EOC alerting procedures (see EOC Activation Procedures). The EOC is activated by contacting the Watch Commander in the Police Dispatch Center. Manage emergency organization. Determine the need for proclaiming a Local Emergency, V Brief and update the City Council. -/ Responsible for managing the emergency. Checklist ❑ Instruct the City Incident Commander to activate the EOC, if it is not already active. ❑ Request the IC to have field units and key facilities polled to determine their situation and ability to function. ❑ Activate the Employee Emergency Procedures and have Employee Response Team Captains determine the proper actions to be taken; Start lifesaving operations at City Management Section Page 26 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION facilities; These operations will be managed and carried out by trained Employee Response Team Captains, leaving public safety and city management personnel free to manage the Citywide disaster. ❑ Instruct all departments to complete Damage Assessment Surveys, including aerial surveys and report damage information to the EOC. ❑ Direct immediate mitigation measures such as: sandbagging water channels, close off dangerous areas and roads, etc. ❑ Have the Planning Section compile assessment information to determine the nature, scope, and severity of the incident(s). Information thus obtained will influence decisions regarding emergency proclamations, requests for mutual aid, evacuation, and other vital considerations. Therefore, pay particular attention to: • the nature of the emergency • areas of the City affected or threatened • containment potential • fatalities and injuries • fires, flooding, collapses, hazardous materials ❑ Evaluate the incident situation. ❑ Confirm with the EOC Manager that the Operational Area EOC has been notified of the City of Newport Beach EOC activation. ❑ Brief the City Council as soon as time permits. • If little or no damage is reported, prepare to support more heavily damaged jurisdictions. • If damage is extensive, mobilize all emergency forces; Have department heads arrange for 24 -hour staffing of emergency response personnel, if needed. Consider 12 -hour shifts for the EOC and field personnel. ❑ Once the EOC staff has had time to complete the damage surveys, conduct an initial EOC Policy Group meeting to set response priorities. ❑ Conduct a situation briefing for all EOC staff. ❑ Have the EOC staff activate and brief their department operations centers, as needed. ❑ Have reports of damage verified, if possible, before releasing to media. ❑ Determine the need to activate the Emergency Alert System (EAS) for public information dissemination. ❑ Determine the need to evacuate affected or threatened areas. ❑ Determine if Casualty Collection Points should be activated. • If public shelters or housing of workers is needed, have the Logistics Section contact the American Red Cross to make arrangements. • If City resources appear to be insufficient, request mutual aid through the proper channels. • Advise all departments to instruct their field units to take measures necessary to ensure residents with special needs (elderly, infirm, hearing impaired, blind, and non - English speaking) are made aware of the evacuation order, assembly areas, transportation modes available, and routes to be taken. Management Section Page 27 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ Make arrangements for transportation and relocation to suitable shelters for those with special needs, such as people in wheelchairs and people requiring specialized equipment (dialysis machines, special medications, etc.) ❑ Have the Finance & Administration Section direct all EOC personnel to implement proper accounting and documentation procedures for themselves, the operations centers and field personnel. Assign sufficient accounting personnel to each operations center for this purpose. ❑ In the event of a Hazardous Material Incident, make certain all proper and legal reporting requirements are fulfilled. ❑ Have Liaison notify neighboring jurisdictions that might be impacted. ❑ In the event of a Hazardous Material Incident, determine the identity of the responsible party as soon as possible. ❑ Coordinate media releases with the PIO; coordinate media releases with the City Council if Council is available; determine who will be the spokesperson for the City. ❑ Determine if a Proclamation of Local Emergency is in order; coordinate the announcement of the proclamation with the City Council and PIO. ❑ Have the City Attorney prepare the proclamation. Sample proclamations are included in the Management Section/ City Attorney Plan ❑ Determine if an emergency City Council Meeting should be called. ❑ If a Gubernatorial Declaration is needed, prepare and submit the request, in conjunction with the City Council, to the Operational Area (County Board of Supervisors) and Cal EMA Region I. (Only the governor can request a Presidential Declaration.) ❑ Damage assessment figures and dollar loss estimates must accompany a request for a Gubernatorial Declaration; Have the Planning Section complete the Preliminary Damage Assessment Form to be included in the Gubernatorial Declaration request. ❑ Have the City Hall Services Unit Leader coordinate for the continuity of government and services at City Hall. ❑ Request the Planning Section to begin a Recovery Plan. ❑ When the incident starts to wind down, request the Planning Section to complete a demobilization plan ❑ Make sure a critique of the incident is scheduled prior to demobilizing. ❑ Be prepared to write an After -Action Report. Management Section Page 28 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Incident Commander Checklist Responsible Department: Fire, Police, or Municipal Operations (depending on incident type) FIRE DEPARTMENT Earthquake Fire/ Explosion Hazardous Materials Spill POLICE DEPARTMENT Civil Disturbance, riot Mass Transit Accident Act of Terrorism (bomb) Tsunami Bomb Threat Pollution Stage III Power Outage Radiological Incident State of War Major Oil Spill FIRE & POLICE UNIFIED COMMAND Aircraft Accident Weapons of Mass Destruction (chemical, biological, and nuclear) MUNICIPAL OPERTIONS & FIRE UNIFIED COMMAND Flood /Storm /Dam Failure - Fire and Public Works Operations Responsible Party: Director First Alternate: Second Alternate: Fire Dept. Fire Chief Deputy Fire Chief Training Div. Chief Police Dept. Police Chief Municipal Muni Ops Police Captain Deputy Director Police Captain Operations Mgr Immediate Supervisor in EOC: Director of Emergency Services Directly Supervises: Liaison, Public Information Officer, Safety Officer, EOC Manager, City Hall Services Unit Leader, Operations Section Chief,. Planning Section Chief, Logistics Section Chief, Finance & Administration Section Chief Policy Group: Yes Management Section Page 29 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION General Duties Under the direction of the Director, the IC is responsible for the overall management of all incident activities including: establishing the necessary organization within the EOC managing the EOC Sections directing the development of the Action Plan directing the implementation of the Action Plan V continually monitoring emergency activities and updating the Action Plan V coordinating mutual aid and other necessary resources V directing the operations of the EOC Checklist ❑ Obtain incident briefing from the field Commander(s) or prior Incident Commander • Take command of EOC operations • Appoint Operations, Plans, Logistics, and Finance ❑ Ensure that all key positions in the EOC are staffed ❑ Conduct initial EOC briefing ❑ Request damage assessment information from all departments ❑ If the emergency is fire related, ensure that a Fire Management Assistance Grant (FMAG) is requested from Cal EMA quickly. ❑ Instruct the Planning Section compile assessment information to determine the nature, scope, and severity of the incident(s). Information thus obtained will influence decisions regarding emergency proclamations, requests for mutual aid, evacuation, and other vital considerations. Therefore, pay particular attention to: • the nature of the emergency • areas of the City affected or threatened • containment potential • fatalities and injuries • fires, flooding, collapses, hazardous materials ❑ Determine the need to activate the Emergency Alert System (EAS) for public information dissemination. ❑ Determine the need to evacuate affected or threatened areas. ❑ Periodically brief Director, Management Staff, Policy Group, and Sections ❑ Ensure Policy Group meetings are conducted ❑ Participate with the Director /Policy Group in the development of the Action Plan ❑ Implement the Action Plan as approved by the Director /Policy Group ❑ Determine the amount and type of available resources ❑ If City resources appear to be insufficient, request mutual aid and other necessary resources through the proper channels. ❑ Manage incident operations. Management Section Page 30 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ Have the Finance & Administration Section direct all EOC personnel to implement proper accounting and documentation procedures for themselves, the operations centers and field personnel. Assign sufficient accounting personnel to each operations center for this purpose. ❑ Confirm with the EOC Manager that the Operational Area EOC has been notified of the City of Newport Beach EOC activation. ❑ Request the Planning Section to begin a Recovery Plan. ❑ When the incident starts to wind down, request the Planning Section to complete a demobilization plan ❑ Make sure a critique of the incident is scheduled prior to demobilizing. ❑ Be prepared to write a segment of the After -Action Report and submit to Plans Management Section Page 31 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION City Hall Services Unit Leader Checklist j/ Responsible Department City Manager's Office Responsible Party: Assistant City Manager First Alternate: Assistant City Manager Second Alternate: City Attorney /Deputy City Attorney Immediate Supervisor in EOC: Incident Commander/ Director of Emergency Services General Duties Maintain City Hall services during disaster operations V Anticipate recovery needs of residents and businesses V Provide information to the public based on the Public Information Officer's approved releases V Provide a positive public image combined with a high level of customer service Your Responsibility Ensure City Hall is open and operational for purposes of information, shelter, and community reassurance Provide limited relief supplies to residents/ visitors who converge on City Hall for assistance Assure City services continue to function Checklist Unit Start -Up Actions ❑ Report to the Management Section in the EOC ❑ Obtain a briefing on the situation ❑ Determine your personal operating location and set up as necessary ❑ Direct City Hall to be opened, if safety can be ensured ❑ Review your position responsibilities ❑ Clarify any issues regarding your authority and assignment and what others in the organization do ❑ Activate elements of your Unit, establish work area, assign duties, and ensure Communications Log is used Management Section Page 32 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ Determine 24 -hour staffing requirement and request additional support, as required ❑ Request additional resources through the appropriate Logistics Section Unit as needed ❑ Ensure all incoming personnel are fully briefed ❑ Based on the situation, as known or forecast, determine likely future Unit needs ❑ Think ahead and anticipate situations and problems before they occur ❑ Using the Communications LO-2 maintain all required records and documentation to support the After Action Report and the history of the emergency. Document: ❑ Message received ❑ Action taken ❑ Decision justification and documentation ❑ Requests filled ❑ EOC personnel, time on duty and assignments Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. General Operational Duties ❑ Develop a plan for your Unit operations ❑ Keep up to date on the situation and resources associated with your Unit; maintain current status reports and displays ❑ Keep the Management Section advised of your Unit status and activity and on any problem areas that now need or will require solutions ❑ Provide periodic situation or status reports to the Management Section for updating information to the Planning Section ❑ Establish operating procedure with the Logistics Section, Communications Unit for use of telephone, radio, and data systems make any priorities or special requests known ❑ Review situation reports, as they are received. Verify information where questions exist ❑ Anticipate potential situation changes, such as severe aftershocks, in all Unit planning; develop a backup plan for all plans and procedures requiring off -site communications ❑ Determine and anticipate your support needs and forward to the Management Section ❑ Conduct periodic briefings for your Unit. Ensure they are aware of priorities ❑ Monitor your Unit activities and adjust staffing and organization as appropriate to meet current needs ❑ Use face -to -face communications whenever possible and document decisions and policy ❑ Work closely with the Public Information Officer to obtain information approved for release to the general public as well as to give information received from the public ❑ Refer all media contacts to the Public Information Officer Management Section Page 33 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ Ensure all Unit personnel and equipment time records and record of expendable materials are provided to Management Section at the end of each operational period ❑ Brief your relief at shift change. Ensure in- progress activities are identified and follow -up requirements are known Unit Operational Duties ❑ Identify key individual/ public contact for 24 -hour coverage of facility. ❑ Establish shifts for key contact positions. ❑ Establish protocol for distribution of any relief supplies. ❑ Work with the Logistics Section to obtain additional supplies when necessary and available. ❑ Monitor safety/ security of City Hall complex on a regular timetable ❑ Make any necessary decision to evacuate facility if City Hall safety is compromised. ❑ Complete evacuation. ❑ Anticipate recovery needs of residents, for example emergency building permits, waving permit fees, additional refuse pick -ups, etc. Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Determine what follow -up to your assignment might be required before you leave ❑ Deactivate and close out logs when authorized by Management Section ❑ Leave forwarding phone number where you can be reached Management Section Page 34 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION EOC Safety Officer Checklist Responsible Department: Fire Department Responsible Party: Fire Training Division Chief First Alternate: Fire Prevention Inspector Fire Inspector Immediate Supervisor in EOC: Incident Commander Subordinates: Field Safety Officers Policy Group: No General Duties Identify hazardous situations associated with the incident Review the Action Plan for safety implications Exercise emergency authority to stop any activity deemed unsafe and prevent unsafe acts _/ Coordinate on -scene Safety Officers to ensure on -scene safety plans are developed V Review on -site safety plans Checklist Upon arrival at the EOC: ❑ Check in; put on EOC vest; verify phone is working; start a communications log; report to the Incident Commander for a briefing ❑ Assist the Incident Commander in all safety issues ❑ Participate in planning meetings ❑ Participate in Policy Group meetings, if needed ❑ Participate in the development of the Action Plan making sure it includes safety messages ❑ Coordinate Field Safety Officers to ensure on -scene safety plans are developed ❑ Ensure safety is a number one priority for all City employees ❑ Assign assistants, as needed ❑ Identify hazardous situations in the EOC, DOCs, and the Field ❑ Investigate or ensure an investigation of accidents that have occurred as the result of the incident ❑ Ensures all emergency response personnel follow and demonstrate appropriate safety precautions during an emergency. Management Section Page 35 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ Ensures that all facilities used in support of EOC operations have healthy and safe operating conditions. ❑ Ensures that all facilities meet Americans with Disabilities Act (ADA) requirements. ❑ Identifies hazardous situations associated with the incident. ❑ Exercises emergency authority to stop any activity deemed unsafe and /or to prevent unsafe acts. ❑ Coordinates on -site Safety Officers to ensure on -site safety plans are developed. ❑ Reviews on -site safety plans. ❑ Identifies and mitigates safety hazards and situations of potential City liability. ❑ Investigates accidents that have occurred within the incident area or at sites /facilities supporting response operations. Management Section Page 36 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION EOC Security Officer Checklist Responsible Department: Police Department Responsible Party: To be assigned to uniformed employee Immediate Supervisor in EOC: Police Department Operations Center Director Supervises: General Duties EOC Check -In Officer Provide EOC and Policy Group security Identify all participants requesting entry for proper credentials Screen all other government officials and request approval from the Policy Group for their entry Checklist ❑ Staff position at EOC entrance with a Check -In person ❑ Determine needs for special access to the EOC ❑ Provide executive and VIP security as appropriate and required ❑ Allow only authorized persons to enter ❑ Check with EOC staff to determine authorization to enter if there is a question ❑ Prepare and present security briefings as required Management Section Page 37 of 37 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION CITY ATTORNEY Table of Contents Purpose.................................................................................................................. ..............................2 Situation and Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................2 City Attorney/Legal Services ........................................................................... ..............................2 Conceptof Operations ....................................................................................... ..............................3 City Attorney Roles & Responsibilities ........................................................ ..............................3 Coordination / Communication ........................................................................ ............................... 3 Enclosure 1 - Emergency Proclamation Information .................................. ..............................4 Enclosure2 - (Sample #1) ................................................................................. ..............................5 Enclosure3 - (Sample # 2) .................................................................................. ..............................6 Enclosure4 - (Sample # 3) .................................................................................. ..............................7 Enclosure 5 - Outline of Newport Beach Emergency Ordinances .......... ..............................8 City Attorney Checklist City Attorney Pj City of Newport Beach Emergency Management Plan MANAGEMENT SECTION CITY ATTORNEY (EOP 40) Purpose The objective of the City Attorney is to establish policies and procedures for major emergency situations regarding legal matters and assign responsibilities to ensure effective management of large -scale emergencies or disasters. Situation and Assumptions A Disaster/ Emergency has occurred requiring the full activation of the Emergency Operations Center (EOC). The Disaster/ Emergency is of such magnitude that it would require the City Attorney or an appointee's presence in the EOC to respond to legal matters that may arise. Organization and Assignment of Responsibilities City Attorn&Legal Services EOC Management Section Director of Emergency Services City Attorney Assistant EOC Support Staff City Attorney Activated as needed Deputy City Attorney City Attorney Staff City Attorney Page 2 of 10 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Concept of Operations City Attorney Roles & Responsibilities The City Attorney or appointee will provide legal advice to the Director of Emergency Response Organization in all legal matters relative to the emergency, and assist in the preparation of legal documents, such as: -41 Resolutions/ Proclamations, declaring a Local Emergency Resolution of the City Council requesting the Governor of the State of California to proclaim a State of Emergency in the City of Newport Beach Resolution requesting the concurrence of the State Director of the California Emergency Management Agency in declaring a Local Emergency V Ordinances relative to the demolition of hazardous structures and conditions V Ordinances that may be needed during an emergency (see attachments) General Duties The City Attorney position is charged with maintaining legal information, reports, and records relative to the emergency and commencing legal proceedings as needed. The City Attorney is a member of the EOC Management Section and is staff to the Policy Group. When the Policy Group is activated, the City Attorney will attend all meetings as the legal advisor and provide information relative to emergency related ordinances and ordinances relative to demolition of hazardous structures and condition (see attachments). Coordination/Communication Coordination and communication of all legal affairs will be through the Director of Emergency Services or appointee. The phone system will be utilized for communications. In the event that telephones are inoperable, cellular phones or in- person communications will be used. Enclosures List (EOP 27) Enclosure 1 - Emergency Proclamation Information Enclosure 2 - A Resolution of the City Council of the City of Newport Beach declaring the existence of a Local Emergency in the City of Newport Beach. (Sample #1) Enclosure 3 - A Resolution of the City Council of the City of Newport Beach requesting the concurrence of the State Director of the California Emergency Management Agency in declaring a Local Emergency. (Sample #2) Enclosure 4 - A Resolution of the City Council of the City of Newport Beach requesting the Governor of the State of California to proclaim a State of Emergency in the City of Newport Beach. (Sample #3) Enclosure 5 - Memo Outlining Newport Beach Emergency Ordinances City Attomey Page 3 of 10 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 1- Emergency Proclamation Information (EOP 27) When an emergency occurs, emergency management staff should consider declaring a Local Emergency early in the operation. Either the Director of Emergency Services or the City Council may proclaim a Local Emergency. The Director of Emergency Services may proclaim the existence or threatened existence of a Local Emergency if the City Council is not in session. Whenever the Director of Emergency Services proclaims a Local Emergency, the City Council shall take action to ratify the proclamation within seven days thereafter or the proclamation shall have no further force or effect. It is not necessary for a City to declare an emergency if their County has already done so, but the City is then bound by the rules and regulations the County has adopted during their proclaimed Local Emergency period. If, in the opinion of the Director, the locally available resources are inadequate to cope with the emergency, a Gubernatorial Declaration of a State of Emergency may be requested. The City may also make a request for the Governor to seek a Presidential Declaration, but this is usually done by the County, which acts as the Operational Area. In order for Federal resources, (i.e. military, Army Corps of Engineers) and Federal funding to be made available to a jurisdiction, the Presidential Declaration must be made. This financial reimbursement assists the jurisdiction in recovery from the emergency. Attached are sample resolutions, prepared by the City Attorney to be used to proclaim a Local Emergency. The samples are as follows: Sample #1 Declares a Local Emergency in the City of Newport Beach -(Enclosure 2) Sample #2 Requests a concurrence of the State Director of Cal EMA in declaring a Local Emergency - (Enclosure 3) Sample #3 Requests the Governor to proclaim a State of Emergency - (Enclosure 4) Only the Governor can ask the President of the United States for a Presidential Declaration. The sample resolutions are available in the EOC on computer to expedite the process. Once resolutions are complete with proper si atures, co . should be faxed to: E V Orange County Operational Area EOC at V California Emergency Management Agency at The City Clerk will retain the original. City Attomey Page 4 of 10 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 2 - (Sample #1) (EOP 27) RESOLUTION No. A Resolution of the City Council of the City of Newport Beach declaring the existence of a Local Emergency in the City of Newport Beach WHEREAS, on 20 ;and Due to the aforesaid facts, there is extreme peril to the safety of persons and property with the City of Newport Beach, NOW, THEREFORE, the City Council of the City of Newport Beach does hereby resolve as follows: 1. A Local Emergency as defined in the California Government Code §§ 8558(c), exists in the City of Newport Beach. The City Council shall review, at least every 30 days until such Local Emergency is terminated, the need for continuing the Local Emergency at the earliest possible date that conditions warrant. 2. The City Manager and the Fire Chief, by virtue of their designations as Director and Deputy Director, respectively, of Emergency Services under Newport Beach Municipal Code Chapter 2.20, are hereby designated as the authorized representatives of the City of Newport Beach for purposes of receipt, processing, and coordination of all inquiries and requirements necessary to obtain such private, state and federal assistance as may be available. PASSED AND ADOPTED by the City Council of the City of Newport Beach at an emergency meeting thereof held on the day of 20 ATTEST: City Clerk INITIATED, REVIEWED AND APPROVED: City Manager City Attomey Page 5 of 10 Mayor APPROVED AS TO FORM: City Attorney City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 3 - (Sample #2) (EOP 27) RESOLUTION NO. A Resolution of the City Council of the City of Newport Beach requesting the concurrence of the State Director of the California Emergency Management Agency in declaring a Local Emergency WHEREAS, on , 20, the City Council of the City of Newport Beach adopted Resolution NO. , declaring the existence of a Local Emergency in the City of Newport Beach; and In accordance with state law, the City Council now desires to request the concurrence of the State Director of the California Emergency Management Agency in proclaiming said emergency, NOW, THEREFORE, the City Council of the City of Newport Beach hereby resolves as follows: 1. The State Director of the California Emergency Management Agency is hereby requested to review the declaration of Local Emergency, as contained in Newport Beach City Council Resolution No. , for purposes of finding it acceptable in accordance with the provisions of the Natural Disaster Assistance Act. 2. The City Clerk is hereby directed to immediately forward a copy of this resolution together with a copy of Resolution No. proclaiming the existence of a Local Emergency, to the State Director of the California Emergency Management Agency. PASSED AND ADOPTED by the City Council of the City of Newport Beach at an emergency meeting thereof held on the day of 20 ATTEST: City Clerk INITIATED, REVIEWED AND APPROVED: City Manager City Attomey Page 6 of 10 Mayor APPROVED AS TO FORM: City Attorney City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 4 - (Sample #3) (EOP 27) RESOLUTION NO. A Resolution of the City Council of the City of Newport Beach requesting the Governor of the State of California to proclaim a State of Emergency in the City of Newport Beach WHEREAS, on , 20, the City Council of the City of Newport Beach adopted Resolution No. , declaring the existence of a Local Emergency in the City of Newport Beach; and It is now apparent that local resources are unable to cope with the effects of said emergency, NOW, THEREFORE, the City Council of the City of Newport Beach does hereby resolve as follows: 1. Pursuant to California Government Code §§ 8625(b), the City Council of the City of Newport Beach hereby requests the Governor of the State of California to declare that a State of Emergency as such is defined by California Government Code §§ 8558(b), exists within the City of Newport Beach. 2. The City Clerk is hereby directed to immediately forward a copy of the resolution, together with a copy of Resolution No. proclaiming the existence of a Local Emergency, to the Governor of the State of California. PASSED AND ADOPTED by the City Council of the City of Newport Beach at an emergency meeting thereof held on the day of 20 ATTEST: City Clerk INITIATED, REVIEWED AND APPROVED: City Manager City Attomey Page 7 of 10 Mayor APPROVED AS TO FORM: City Attorney City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 5 - Outline of Newport Beach Emergency Ordinances CITY OF NEWPORT BEACH Ordinance relative to the demolition of hazardous structures and conditions: The main ordinance, which deals with the demolition of hazardous structures and conditions, is the Newport Beach Municipal Code (NBMC) § 15.00.000. Other ordinances that may be needed during an emergency: 2.20.010 Purpose 2.20.020 Emergency Defined 2.20.030 Emergency Council - Members 2.20.040 Emergency Council - Powers 2.20.050 Emergency Operations Plan 2.20.060 Director and Assistant Director of Emergency Operations - Powers and Duties 2.20.070 Director - Assistant Director - Emergency Powers 2.20.080 Emergency Organization 2.20.090 Expenditures 2.20.100 Violation 2.20.110 Severability This chapter was enacted to provide for the preparation and carrying out of plans for the protection of persons and property in the City of Newport Beach (NB) in the event of an emergency; the direction of the emergency organization; and the coordination of the emergency function of NB with all other public agencies, corporations, organizations and affected private persons. This chapter provides for the creation of a council, director and deputy director in order to efficiently combat the issues which develop during an emergency as well as enumerating the powers and duties of the council, director and deputy director. This chapter requires that the director shall prepare and maintain, on a current basis, a Civil Defense /Emergency Services Plan in order to carry out the above stated purpose of this chapter. Some of the chapters includes what the contents of the plan are, how to adopt and amend the plan and the plans effect on all agencies of the NB City government. Finally, it outlines how expenditures are to be characterized and how violations are to be punished. City Attomey Page 8 of 10 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Cit y Attorne y Checklist Responsible Department: Responsible Party: Alternates: Immediate Supervisor in EOC: Subordinates: Policy Group: General Duties City Attorney's Office City Attorney Assistant City Attorney Assistant City Attorney Director of Emergency Services City Attorney Staff Staff to Policy Group Provide legal advice to the Director of Emergency Services, Policy Group, and the City's Emergency Response Organization, as needed Draft all legal documents including declarations of Local Emergency Emergency Checklist Checklist Actions: (Start -up Actions) ❑ Check in, put on EOC vest; check your phone to verify it is Ll Ll 0 communications log; report to the Director of Emergency Services for a Review your position checklist and plan City Council, and State of working, start a briefing Print your name on the EOC Assignments white board on the EOC door Clarify any issues regarding your authority and assignment Determine 24 hour staffing requirements and request additional support as needed Based on the situation, as known, determine future likely needs Plan ahead and anticipate situations and problems before they occur Start a Communications Log, maintain all records and documentation to support the After Action Report and the history of the emergency/ disaster Document the following: ❑ Message received ❑ Requests filled ❑ Action taken ❑ EOC personnel, time on duty ❑ Decision justification and documentation City Attomey Page 9 of 10 and assignments ❑ Date and time all documents City of Newport Beach Emergency Management Plan MANAGEMENT SECTION General Operational Duties ❑ Keep the Director of Emergency Services advised of your activity and any problem areas that need or will require solutions ❑ Establish operating procedures with the Logistics Section, Communications Unit for use of telephones, radio, and data systems. Make priorities or special requests known ❑ Review reports as they are received. Verify information as needed ❑ Adjust staffing and organization to meet current needs ❑ Use face -to -face communications in the EOC whenever possible and document decisions and policy ❑ Brief your relief. Ensure that in- progress activities are identified and follow -up requirements are known Operational Duties • Prepare legal documents required by the City Council and the Director of Emergency Services • Develop emergency ordinances and regulations to provide a legal basis for evacuation and /or population control • Advise the Director of Emergency Services on areas of legal responsibility and identify potential liabilities ❑ Advise the City Council, Director of Emergency Services and management personnel of the legality and /or legal implications of contemplated emergency actions or policies ❑ Prepare documents relative to the demolition of hazardous structures or conditions Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Be prepared to give input on an After Action Report ❑ Determine what follow -up to your assignment might be required before you leave ❑ Deactivate the City Attorney position and close out logs when authorized by the Director ❑ Leave forwarding phone number where you can be reached City Attomey Page 10 of 10 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION EOC MANAGER Table of Contents Purpose.................................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................2 Line of Succession for EOC Manager ............................................................ ..............................3 Dutiesof EOC Manager .................................................................................... ..............................3 Conceptof Operations ....................................................................................... ..............................3 Coordination/ Communication ........................................................................ ............................... 3 EOCManager Checklist .................................................................................. ..............................5 EOC Manager City of Newport Beach Emergency Management Plan MANAGEMENT SECTION EOC MANAGER (EOP 40) Purpose The EOC Manager is a component of the Management Section of the Emergency Management Plan. The EOC Manager is staff to the Incident Commander and the Policy Group. This section lists the specific duties of the EOC Manager. The EOC Manager facilitates the efficient functioning of the EOC, trains individuals working in the EOC, and maintains the EOC. The EOC Manager will advise the Incident Commander, Policy Group and Director of Emergency Services on policies, procedures, and responsibilities for those individuals, as well as notify and coordinate with adjacent jurisdictions, special districts, and other levels of government to facilitate emergency preparedness, response, recovery and mitigation. Situation and Assumptions Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash, terrorist incident, or any unforeseen events. In any such emergency incident, a large number of non -City responding agencies can be expected such as elected officials and other responding individuals from all levels of government. It is the responsibility of the Liaison Unit to serve as the point of contact for elected officials and Agency Representatives from assisting organizations and agencies outside the City government structure and to aid in coordinating the efforts of these outside agencies to reduce the risk of them operating independently. Multi- agency or inter - agency coordination is the participation of agencies and disciplines involved at any level of the Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS) organization working together in a coordinated effort to facilitate decisions for overall emergency response activities, including the sharing of critical resources and the prioritization of incidents. Organization and Assignment of Responsibilities Incident Commander EOC Manager EOC Manager Page 2 of 6 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Line of Succession for EOC Manager Emergency Services Coordinator EOC Manager Fire Division Chief First Alternate Police Support Services Lieutenant Second Alternate Duties of EOC Manager Staff to the Director of Emergency Services and the Policy Group Member of the Management Section Maintains and sets up the EOC V Train individuals not familiar with their EOC duties V Activities CERT Activates RACES Point of contact for representatives from: -,/' County of Orange Emergency Management Division V State of California Emergency Management Agency (Cal EMA) V Federal Emergency Management Agency (FEMA) V Facilitates the financial claims process for Cal EMA /FEMA claims Ensures all proper status forms are completed and forwarded to the Operational Area Aides the City Incident Commander and EOC staff Concept of Operations The EOC Manager will operate under the following general roles and responsibilities: -v/ Serves as Staff to the Director of Emergency Services, City Incident Commander and Policy Group in the EOC Advises EOC Staff on roles and responsibilities V Determines the needs of the Director of Emergency Services; provide work space and support as necessary V Interacts with other sections within the EOC to obtain information, assist in coordination, and ensure the proper flow of information and general operations of the EOC and DOCs, City Incident Commander, and each Section Monitors incident operations in order to anticipate and identify any inter - organizational problems Manages the EOC and facilitates efficient and effective emergency response operations Maintains current knowledge on emergency policies and procedures Coordination/Communication Communication The EOC Manager should use face -to -face communication in the EOC whenever possible and document decisions and policy. EOC Manager Page 3 of 6 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Determine and establish as necessary what communications links will be utilized, whether telephone lines, cellular phones, two -way radios or face -to -face communications. Coordination EOC Manager will ensure EOC is functioning properly and that staff comprehends their responsibilities. v' Different agencies and levels of government will be involved in information transfer and the EOC Manager will ensure information is shared. Coordination among City departments and outside agencies will occur in the EOC. The EOC Manager will facilitate this coordination Ensure EOC Organization employs the use of action planning and objectives to manage the emergency. -V Ensure SEMS /NIMS procedures are being followed. Ensure the financial tracking process is in place. -41 WebEOC EOC Manager Page 4 of 6 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION EOC Manager Checklist Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor in EOC: Policy Group: General Duties Fire Department Emergency Services Coordinator Fire Division Chief Police Support Services Lieutenant Director of Emergency Services Staff to Policy Group V Open the EOC V Set up a check -in form and request the Police Branch provide you with EOC Security to staff the check -in position V Turn on radios, televisions, computers; turn down air conditioner V Ensure the Police Dispatch Center has started the EOC notification procedures Request status of responding EOC Staff Assist the Director of Emergency Services J Ensure proper staffing of the EOC -,/ Train individuals unfamiliar with their EOC duties Determine the Liaison needs of each Section, the City Incident Commander and the Director V Determine the need for any expansion of the EOC organization and activate when necessary Manage the EOC Facility V Notify the Operational Area EOC that the City EOC has been activated Complete and send the Jurisdiction Activation Notice Form 1 -1 and map to the Operational Area EOC anytime the EOC is activated at any Level. (Form is located in the "Forms Binder' in the EOC Ensure SEMS /NIMS procedures are being followed Ensure the financial tracking process is in place EOC Manager Page 5 of 6 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Checklist Upon arrival at the EOC: ❑ Call Police Watch Commander to confirm they have started EOC Activation Notification Procedures ❑ Turn on lights, radios (Police, Fire, EOC- to- EOC,), televisions, computers and fax machine ❑ Set up the room ❑ Turn down the air conditioner ❑ Determine if CERT and RACES should be activated ❑ Set up check -in table in hall with sign -in form ❑ Log on to Web EOC ❑ While in the EOC, wear assigned vest; check to see that your phone is operating ❑ Initiate and maintain a log of significant events. Have all staff members do the same. Give the vest and log to your replacement. ❑ Ensure communication is established between adjacent local governments, the Operational Area, Cal EMA, and FEMA, if needed. Be pro- active; don't wait for these individuals to come to you. ❑ Determine what communications link will be utilized. ❑ Monitor operations activities to identify current or potential inter - organizational problems ❑ Manage the EOC Facility ❑ Attend all Policy Group meetings ❑ Be prepared to write and after - action report EOC Manager Page 6 of 6 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION LIAISON UNIT Table of Contents Purpose.................................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................3 Line of Succession for Liaison ......................................................................... ..............................3 Line of Succession for Deputy Liaison/Elected Officials ......................... ..............................3 Dutiesof Liaison ................................................................................................. ..............................3 Duties of Deputy Liaison/Elected Officials ................................................. ..............................4 Conceptof Operations ....................................................................................... ..............................4 Coordination / Communication ......................................................................... ..............................5 Enclosure 1- Liaison Contact List ................................................................... ..............................6 Enclosure 2 - School District Contacts ........................................................... ..............................7 LiaisonChecklist ............................................................................................... ..............................8 Liaison Unit City of Newport Beach Emergency Management Plan MANAGEMENT SECTION LIAISON UNIT (LOP 40) Purpose The Liaison Unit is a component of the Management Section of the Emergency Management Plan. The Liaison is staff to the Incident Commander and the Policy Group. This unit establishes the organizational chain of command and the lines of succession for each position on the Liaison Unit. This section lists the specific duties of each Liaison Unit member. The Liaison Unit establishes the policies, procedures, and responsibilities for those individuals who may be assigned to this function in order to effectively control and coordinate the numerous elected officials and representatives from outside agencies who can be expected to respond to the EOC in the event of a disaster. Notify and coordinate with adjacent jurisdictions on dangerous releases or risks that may cross boundaries. Situation and Assumptions Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash, terrorist incident, or any unforeseen events. In any such emergency incident, a large number of non -City responding agencies can be expected such as elected officials and other responding individuals from all levels of government. It is the responsibility of the Liaison Unit to serve as the point of contact for elected officials and Agency Representatives from assisting organizations and agencies outside the City government structure and to aid in coordinating the efforts of these outside agencies to reduce the risk of them operating independently. Multi- agency or inter - agency coordination is the participation of agencies and disciplines involved at any level of the Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS) organization working together in a coordinated effort to facilitate decisions for overall emergency response activities, including the sharing of critical resources and the prioritization of incidents. Liaison Unit Page 2 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Organization and Assignment of Responsibilities Director of Emergency Services Liaison Assistant City Manager Line of Succession for Liaison Assistant City Manager Liaison Assistant to the City Manager First Alternate Emergency Services Coordinator Second Alternate Line of Succession for Deputy Liaison/Elected Officials Assistant to the City Manager Deputy Liaison/Elected Officials Executive Assistant - Administration First Alternate Administrative Assistant - Council Second Alternate Administrative Assistant - Administration Third Alternate Duties of Liaison -/ Staff to the Director of Emergency Services and the Policy Group V Member of the Management Section V Point of contact for the assisting and cooperating Agency Representatives V Provides a point of contact for responding agencies V Identify Agency Representatives from each agency, including communications link and location V Respond to requests from incident personnel for inter - organizational contacts V Monitors incident operations to identify current or potential inter - organizational problems V Aides the Director of Emergency Services If the Liaison needs an assistant, he /she will activate the Liaison Unit consisting of: -/ Liaison V Deputy Liaison / Emergency Services -,/ Deputy Liaison /Elected Officials Liaison Unit Page 3 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Duties of Deputy Liaison/Elected Officials Works for Liaison Member of the Management Section -v/ Point of contact for representatives from: Orange County Board of Supervisors State of California Assembly State of California Senate Governor's Office United States Assembly United States Senate President's Office V Visiting dignitaries V Sets up a reception area in the Police Department -V Provides briefings and updates (recommended every 15 minutes) Coordinates logistical needs for elected officials V Coordinates requests for additional phone installation in Main Conference Room with Logistics Provides coffee and refreshments to elected officials V Provides written and oral updates on the situation (Press releases should be given to elected officials prior to being given to the press.) V Coordinates with the Public Information Officer to schedule press conferences • Coordinates speakers, times, subject, etc. • Coordinates transportation for elected officials to the press conferences • Answers questions and relays requests to the EOC V Coordinates tours to the incident site(s) V Coordinates transportation to and from the site(s) v' Coordinates helicopter tours -1/ Coordinates tour with the site liaison and /or site PIO Coordinates hotel reservations, meals, and any reasonable logistical needs, as the situation permits Concept of Operations The Liaison Unit will operate under the following general roles and responsibilities: Serves as Staff to the Director of Emergency Services, City Incident Commander and Policy Group in the EOC Determine the Liaison needs of the Director of Emergency Services; provide work space and support as necessary Interact with other sections within the EOC to obtain information, assist in coordination, and ensure the proper flow of information and general operations of the City Incident Commander and each Section v' The Liaison Unit can be activated and expanded with deputies as necessary Establishes a Briefing Room for responding agencies, elected officials, and responding individuals Liaison Unit Page 4 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Coordinates with all non -City Agency Representatives, elected officials, and responding individuals who are assigned to or respond to the EOC Processes requests from other agencies for a Newport Beach Agency Representative to be sent to other EOCs, e.g., Operational Area EOC Newport Beach Agency Representative Function as a central location for incoming Agency Representatives Ensure that all developed guidelines, directives, actions plans, and appropriate situation information is disseminated to Agency Representatives Monitors incident operations in order to anticipate and identify any inter - organizational problems Establishes a communications link and location for Agency Representatives Coordination/Communication Communication V The Liaison should use face -to -face communication in the EOC whenever possible and document decisions and policy Determine and establish as necessary what communications links will be utilized, whether telephone lines, cellular phones or, two -way radios or face -to -face communications. All Agency Representatives in the EOC are asked to leave a business card when signing in on the Liaison Contact List Coordination Liaison shall determine if a Briefing Room is needed. The PD Main Conference Room has been designated as the Briefing Room. -V/ Different types of groups may need to be separated into different rooms as needs arise, e.g., elected officials, government agencies, responsible parties, special interest groups, etc. J Outside public or private organizations with a need to coordinate closely with the EOC may provide an Agency Representative to the EOC with the approval of the Liaison. Enclosures List Enclosure 1 - Liaison Contact List Enclosure 2 - Operational Area Jurisdiction Status Report Enclosure 3 - School District Contacts Liaison Unit Page 5 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION r W 0 U 'M a N a 0 U Enclosure 1- Liaison Contact List Liaison Unit Page 6 of 9 a O 0 a v 0 0 0 C N 0 3 V N W N N U) I F O F O C7 rA rAw w O a v v v — v — v v v v v v v v — v v v v v O F O C i d' vi �6 [� Do Oi O .-r .+ .w f4 .r c,i 7 vi \D .-r [- .--i o6 lza Liaison Unit Page 6 of 9 a O 0 a v 0 0 0 C N 0 3 V N W N N U) I City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 2 - School District Contacts Organization Phone #/ Contact Person # of Students I # of Schools Newport /Mesa School Hours: District 9,130 12 Schools Unified School — District Fax Liaison Unit Page 7 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Liaison Checklist -V Responsible Department: Responsible Party: First Alternate: Second Alternate: Fire Department Assistant City Manager Assistant to the City Manager Emergency Services Coordinator Immediate Supervisor in EOC: Director of Emergency Services Subordinates: Liaison Unit (as needed) Policy Group: Staff to Policy Group General Duties Assist the Director of Emergency Services V Coordinate with all non -city Agency Representatives, elected officials and responding individuals Determine the Liaison needs of each Section, the City Incident Commander and the Director V Determine the need for a Liaison Unit and activate when necessary V Manage the Liaison Unit and all liaison activities V Provide and set up a Briefing Room for responding individuals Checklist Upon arrival at the EOC: ❑ While in the EOC, wear assigned vest; check to see that you phone is operating ❑ Initiate and maintain a log of significant events. Have all staff members do the same. Give the vest and log to your replacement. ❑ As soon as practicable after determination of the initial situation, the Liaison must establish communication between adjacent local governments, the five school districts, the private businesses and industries, responding governmental agencies, the Chamber of Commerce, etc. Be pro- active, do not wait for these individuals to come to you. ❑ Determine what communications link will be utilized. ❑ If the telephone is operating, start making a list of phone contacts and numbers. Liaison Unit Page 8 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ DO NOT contact: 1) Volunteer organizations who will be contacted by the Care & Shelter Officer; 2) County Operational Area and 3) Cal EMA with whom continual contact will be maintained by the Emergency Services Coordinator ❑ Respond to requests for inter - organizational contacts ❑ Monitor operations activities to identify current or potential inter - organizational problems that may need a liaison ❑ Determine if you will need additional personnel to handle the liaison function. Activate a Liaison Unit as needed ❑ Manage the Liaison Unit ❑ Determine if a Briefing Room should be set up to receive agency representatives, elected officials and visitors ❑ Set up Police Department Main Conference Room as the Briefing Room ❑ Attend all Policy Group meetings ❑ Be prepared to write an after - action report Liaison Unit Page 9 of 9 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION PUBLIC INFORMATION UNIT Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 Situation and Assumptions .......................................................................... ..............................2 Organization and Assignment of Responsibilities ................................. ..............................3 PublicInformation Unit ............................................................................... ..............................3 AlertingProcedures ....................................................................................... ..............................3 MediaAccess ................................................................................................... ..............................4 PIOUnit Assignments .................................................................................. ..............................4 Conceptof Operations .................................................................................. ..............................5 Hard -to -reach and Vulnerable Populations .............................................. ..............................5 Policies and Procedures ................................................................................ ..............................6 Coordination/Communication .................................................................... ..............................7 MutualAid ...................................................................................................... ..............................7 California Emergency Public Information System ................................. ..............................8 Communications Systems ............................................................................ ..............................8 Resources........................................................................................................ .............................11 EnclosuresList ............................................................................................... .............................12 Enclosure 1- News Media Contact List .................................................... .............................13 Enclosure 2 - City Employee Interpreters Home Phone Numbers ...... .............................15 Enclosure 3 - Sample Media Releases ....................................................... .............................17 LeadPIO Checklist ..................................................................................... .............................35 PIO - Media Contact Checklist ................................................................. .............................37 PIO - Field Operations Checklist ............................................................... .............................39 PIO - Phone Coordinator Checklist ......................................................... .............................40 PIO - Documentation Coordinator Checklist ........................................ .............................41 Public Information Unit City of Newport Beach Emergency Management Plan MANAGEMENT SECTION PUBLIC INFORMATION OFFICER (EOP 40) Purpose This plan describes the organizational and operational policies and procedures for providing emergency information to the public and news media. PIO staffing will be supported by the City Manager's Office, Fire Department and Police Department personnel. The primary purpose of the PIO is to provide the public with alerting and warning information capable of saving lives and property if expediently disseminated to persons in threatened areas. The type of news media contacted will depend upon the nature and threat of the emergency and the population groups at risk. The secondary purpose is to provide timely and accurate information to the news media about the emergency incident. This plan includes lists of media contacts, City employee interpreters, pre- scripted messages and checklists for members of the PTO. Objectives Provide accurate and timely emergency information to the general public Provide media releases V Establish a Joint Information System Establish a Joint Information media center Coordinate press conferences • Coordinate staff to respond to public inquiries • Arrange photo and video documentation Arrange for on -scene media field operations V Accomplish objectives as stated in the EOC Action Plan Situation and Assumptions During disasters it is assumed that: The general public will need, and has the right to, accurate, timely public information. V Local print and broadcast media will cooperate in broadcasting, publishing, and posting on the web detailed disaster - related instructions to the public. V Normal means of communications in the affected areas may be either destroyed or largely incapacitated; therefore, only limited and incomplete information is anticipated from the disaster area until communications can be restored. V During a county -wide or large disaster, a Joint Information Center UIC) may be established to coordinate the dissemination of information about all city, county, state and federal disaster response and recovery programs. V Demand for information will be overwhelming if sufficient staff is not provided and if staff is not properly trained. Public Information Unit Page 2 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Demands for information from media outside the City will be significantly increased in a disaster. The Public Information Unit may have to perform under adverse conditions. Organization and Assignment of Responsibilities The Lead PIO will manage the PIO operation, form a PTO Unit if needed, and issue assignments. The Lead PIO position is the responsibility of the City Public Information Officer. The City Public Information Officer will be supported by Department PIOs, such as the Police or Fire PIC, or by subject matter experts. The organization will function on a 24 -hour basis during emergencies, if needed, and will be divided into four sub - units: -/ Media Contact V Field Operations V Phone Coordination/ Public Inquiries V Documentation Staffing will be provided by the City Public Information Officer, the Fire Department Public Information Officer, and the Police Department Community Relations Officer. Additional City personnel can be obtained by sending requests to the Logistics Section, Personnel Unit. Public Information Unit Lead PIO City PIO Media Contact Field Operations Coordinator Coordinator Poblicinformation Fire Information Offi Press Releases L Field Press Information Press Conferences Walk -in Press Alerting Procedures Phone Coordinator Libranl Personnel Public News Media Documentation Coordinator Police Video Unit Video Photography The Lead PIO will be notified by the Police Dispatch Center of an emergency event. The Lead PIO will determine who in the Unit needs to be recalled and request Police Public Information Unit Page 3 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Dispatch to recall appropriate personnel. If phones are inoperable, PIO personnel will automatically report to the EOC and await assignment. Library personnel and department receptionists, as well as the Police front desk officer, may be utilized to answer public telephone calls and relay emergency information. The Print Shop staff will support public information operations by providing documentation of the incident. Additional employees can be added to the unit as needed by requesting personnel from the Logistics Section, Personnel Unit. The emergency Line of Succession to the PIO position is listed below. Line of Succession for Lead PIO Lead Public Information Officer (PIO) City PIO First Alternate Fire Public Information Officer Second Alternate Police Sgt. Community Relations Third Alternate Librarian III City employees, media representatives, and other government agency representatives should be advised of the single official point of contact for information during an emergency is the PIO Unit. Generally, emergency public information will be disseminated to the public via press, radio, and television. The designated center for press conferences is the City Council Chambers. The designated spokesperson for the City is the Lead PIO unless otherwise ordered by the Director of Emergency Services. Media Access Access to disaster areas by accredited reporters is guaranteed, with certain exceptions, by Section 409.5 of the California Penal Code. The California Peace Officers Association suggests, "In general, authorized members of the news media are to be permitted free movement in the area as long as they do not hamper, deter, or interfere with the law enforcement or public safety functions." If access restrictions of the media are unavoidable, a pool system may be established. Under this system, a representative of each medium would be selected and escorted into the restricted area. hlformation, photos and film footage will be shared with other media representatives. The City PIO will coordinate this with the Police Department, sending a PIO Unit member along with a police officer to escort media personnel. PIO Unit Assignments Unit Name Employee Job Title Duties Media Contact Coordinator Public Information Manager Press releases, press conferences, walls -in ress Public Information Unit Page 4 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Field Operations Fire Public Info. Officer, On scene press contact Media Coordinator Police Sgt. Community Relations Phone Coordinator Library personnel Public phone calls, media hone calls Documentation Print Shop staff Video tape of incident, Coordinator photography of incident The City Liaison Unit will coordinate all arriving officials and elected and appointed government representatives. The PIO Unit will need to be aware of who and where these officials are and coordinate interviews and press conferences with their staffs. The following rooms have been set aside to assist in PIO operations: • Police Department Main Conference Room - Elected and government officials (Liaison responsibility) • Police Department Lobby - Media Center for walk -in media (PIO responsibility) • City Council Chambers - Press Conferences (PIO responsibility) Other duties will be assigned as needed. If additional personnel are needed, requests will be forwarded to the Logistics Section, Personnel Unit. If professional PIOs are needed, see Mutual Aid Section. Concept of Operations The Public Information Officer will determine if a PIO Unit is needed and recall necessary personnel. Until additional personnel arrive, the PIO will attempt to manage all public information needs of the City. As Unit members arrive, they will be assigned specific roles. The pre - determined roles are: _/ PIO Media Contact V PIO Documentation Coordinator -/ PIO Phone Coordinator V PIO Field Operations Hard -to -reach and Vulnerable Populations Every effort will be made to reach hard -to -reach and vulnerable populations in the City, which include, but are not limited to: the hard -of- hearing /deaf, blind, English -as -a- Second- Language (ESL), economically disadvantaged, and functional and access needs populations. Vulnerable populations can be vulnerable based upon: • A certain set of shared characteristics Public Information Unit Page 5 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION • Circumstances of a situation For example, after a disaster, disaster victims who would be easy to reach under normal circumstances may now be part of a hard -to -reach population because they are living in a shelter without typical means of communication. Vulnerable populations are unique depending upon each community's demographics and available support. However, vulnerable populations can be harder to reach because of trust issues. The key to communicating with vulnerable populations is the preparatory work you do before an incident. During a crisis is not the time to develop message content or to identify ways to deliver the information. To be successful with vulnerable populations, the PIO Manager should build a network of collaborators or champions. With these "trusted agents' the P10 must establish channels of communication and relationships during non- emergency times that can be leveraged during an incident. Building these relationships takes time. Some broad ways to define vulnerable populations include: • Economically disadvantaged • Limited language competence • Physical, cognitive, or sensory disability • Cultural/ geographic isolation • Age vulnerability Policies and Procedures Policies and procedures the PIO should follow include, but are not necessarily limited to: V Prepare, in advance, emergency public information materials addressing survival tips for all hazards Request response organizations coordinate activities with the PIO office Clear press releases with the Director of Emergency Services and the City Incident Commander prior to releasing information to the news media for the public Prepare materials describing the health risks, the appropriate self -help or first aid actions, and other appropriate survival measures for the current emergency Prepare emergency public information materials for the visually impaired and non- English speaking groups (EOP 16) Prepare instructions for people who must evacuate from a high -risk area. Elements that should be addressed include: definition of the population at risk; evacuation routes; suggestions on the types and quantities of clothing, food, medical items, etc. evacuees should take with them; locations of reception areas /shelters and safe travel routes V Prepare instructions identifying centrally located staging areas and pickup points for evacuees without private automobiles or other means of transportation Public Information Unit Page 6 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Prepare instructions for evacuee's use upon arrival in a hosting area which shows the location of reception centers, shelters and lodging, feeding facilities, and medical clinics Refer inquiries on the status of evacuees to the American Red Cross representative. Disaster Welfare Inquiry services usually require up to 48 hours to establish and are a responsibility of the American Red Cross. The EOC cannot handle the operation of locating individuals. This will be handled by the American Red Cross who will access shelter registration information. Prepare emergency public information materials relative to support services available and damaged/ restricted areas V Establish and implement a rumor control procedure through the phone coordinator (EOP 40) Coordinate with State, Federal, and private sector agencies to obtain technical information relative to health risks, weather, etc. Continue providing information to the news media and the public on available services for a long time after the EOC is closed Coordination/Communication The Police Department has Primary responsibility for alerting and warning the public of imminent danger. The PIO Unit will assist the Police Department with this duty by making it their first priority and working with the news media to get the message out to the public. Joint Information System (L Integrates incident information and public affairs into a cohesive organization designed to provide consistent, coordinated, timely information during crisis or incident operations. The mission of the JIS is to provide a structure and system for developing and delivering coordinated interagency messages; developing, recommending, and executing public information plans and strategies on behalf of the incident commander (IC); advising the IC concerning public affairs issues that could affect a response effort; and controlling rumors and inaccurate information that could undermine public confidence in the emergency response effort. Joint Information Center (L) A facility established to coordinate all incident- related public information activities. It is the central point of contact for all news media at the scene of the incident. Public information officials from all participating agencies should collocate at the JIC. Mutual Aid If additional PIO staff is needed, the County of Orange PIO will be contacted at the Operational Area EOC. Assistance will be requested from PIOs in neighboring cities. Public Information Unit Page 7 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION This request can also be made by the Operational Area PIO to the State Office of Emergency Services if needs cannot be met locally. California Emergency Public Information System The California Emergency Public Information System includes City, County, California Emergency Management Agency (Cal EMA) Mutual Aid Region 1, State and Federal PIOs, and public information representatives from private agencies. The scope of the emergency will determine how many levels of the system become actively involved in emergency public information release. City and Operational Area PIOs will release emergency public information locally and will provide status information to PIOs at the next higher level of government. They should coordinate in advance with the public information representatives of local private agencies such as the American Red Cross, Salvation Army, and utility companies so that mutual needs may be fulfilled during emergencies. When the Cal EMA Emergency Public Information Organization at the Cal EMA Headquarters in Sacramento is activated, PIOs will be assigned to the affected Cal EMA Mutual Aid Region(s) to gather status information from local jurisdictions and provide it to the Cal EMA PIO. Mutual Aid Region PIOs may reply to news media calls and will relay information from the State and Federal levels to local PIOs. The Cal EMA PIO will summarize the disaster situation for the news media and report on State agency response activities. The Cal EMA PIO will also establish statewide Emergency Alerting System (EAS) programming, keep the Federal Emergency Management Agency (FEMA) PIO informed of developments and provide emergency public information staff support to local jurisdictions on request. The Cal EMA PIO will coordinate news releases pertaining to a particular jurisdiction with that jurisdiction PIO prior to dissemination to the news media. When prior coordination is not feasible, the local PIO will be informed at the earliest possible opportunity. The FEMA PIO will provide information on Federal response efforts and Federal assistance programs and may provide emergency public information staff support to the State on request. The Federal government determines nationwide EAS programming. Communication Systems AlarK)C The County has a mass notification system called AlertOC and is available to all cities in Orange County. This system is capable of emergency notifications to the general public as well as normal and after -hours notifications to emergency response personnel. Public Information Unit Page 8 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION The AlertOC system is available 24 hours a day and has been preloaded with all Newport Beach landline phone numbers (including unlisted) and Countywide geographic maps. Additionally, citizens and businesses have the option to provide contact information via self registration at www.alertoc.com. Upon authority to activate, AlertOC will be used to send a message describing the situation and recommended action the public should take. The message can be sent to affected residents and businesses via telephone, email, and /or text. Emergency Use: Emergency Public Notifications are limited to: Imminent or perceived threat to life or property, Disaster notifications, Evacuation notices, Public health emergencies, Public safety emergencies, any notification to provide emergency information to the public As a general rule, AlertOC is to be used when the public is being asked to take some action (e.g., evacuate, prepare to evacuate, shelter in place, boil tap water before drinking, missing child, notification of closure of the incident). Interdepartmental Communications: AlertOC may be used for non - emergency, interdepartmental business communication as needed, without cost. AlertOC messaging system may be used: With the authorization of the City Manager, Assistant City Manager, Fire Chief or designee, Police Chief or designee, Public Works Director, General Services Director, Utilities Director, Public Information Manager, and /or Emergency Services Coordinator to notify and provide information to City residents and businesses (the public) during an emergency or hazardous event affecting the City; and, By the City Management Team and designees to notify and provide information to City staff during an emergency or hazardous event affecting the City following the City's Emergency Operations Center (EOC) Activation. Responsibilities: The City Public Information Manager (PIO) shall be responsible for authorizing the content and activating the AlertOC system when the EOC is operational. The Police Watch Commander, Police Dispatch Supervisor, and Fire Battalion Chief may authorize messages to the public and shall maintain proficiency with the systems capabilities. Public Information Unit Page 9 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION The Police Chief shall ensure that Police Watch Commanders and Police Dispatch personnel are aware of the system, its usage, and who to contact to initiate use of the system. The Fire Chief shall ensure that Fire Battalion Chiefs are aware of the system, its usage, and who to contact to initiate use of the system. The City Public Information Manager or designee shall be responsible for authorizing the content of and the sending of messages to the public if the EOC is operational. Prior to EOC activation, this authority will rest with the Police Watch Commander, Fire Battalion Chief, or their designees. The Public Information Manager (PIO) is responsible for drafting messages if the EOC is activated. The Public Information Manager and Public Information Hotline Response Team will be notified prior to the message being disseminated to the public. The Public Information Hotline Team is composed of non -safety employees of the City who have volunteered to receive incoming calls from an AlertOC message. They will assist the Public Information Manager once the team has been activated. This group will be responsible for reporting to the briefing room at the Police Department. The City Management Team, if applicable, shall be responsible for use of the system for emergency messaging to their department's staff. To activate AlertOC call Police Dispatch. Emergency Alerting System (EAS) (EOP 41) (Previously known as the Emergency Broadcast System) The PIO is the City's contact with the County of Orange to activate the EAS. EAS is the recognized system government uses for disseminating emergency public information to the public. To get an emergency message on local radio stations, the P10 will contact the County of Orange Communications Watch Commander at Control One who has the authority to activate EAS. Before contacting the County, the message must be written exactly as it is to be read over the air. EAS is a network of public broadcast stations and interconnecting facilities authorized by the Federal Communications Commission (FCC) to operate in a controlled manner during wartime, or during a state of disaster or national emergency. The system is designed to provide a communication link between government authorities and the public. Priority for use is: 1. Presidential messages 2. Local programming 3. State programming Public Information Unit Page 10 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION 4. National programming and news The local EAS stations for Orange County are: KFWB 980 AM Los Angeles KORG 1190 AM Anaheim (priority station for Orange County) KWIZ 1480 AM Santa Ana (Spanish Speaking) KIK 94.3 FM Garden Grove KEZY 95.9 FM Anaheim KWIZ 96.7 FM Santa Ana KOCM 103.1 FM Newport Beach KYMS 106.3 FM Santa Ana KWVE 107.9 FM San Clemente (Primary) The local cable television Stations for Orange County are: KOCE Channel 50 Newport Beach OCN Channel 42 Santa Ana To activate EAS, call - Orange County Communications (CONTROL ONE) Control L If phones are inoperable, police and fire radio systems can access Control One. You will be connected to the Control One Watch Commander. Information given to the Watch Commander to be broadcast must be given verbatim. Control One will then activate the EAS and verbally relay the information. Control One will also send the information to EAS radio stations by computer so they will receive hard -copy printouts. Public Hotline A public hotline has been created (949) 644 -3620. The bank of phones and instructions is located in the Police Briefing Room (downstairs). During non - emergency times the hotline number is used for AlertOC information. Cell phones All PIO personnel have been issued cellular phones. If radios are needed they will have to be requested from the Logistics Section, Communications Branch. If cellular phones do not work or are unavailable, request RACES personnel with radios through the Logistics Section, Communications Branch. Assign one RACES person to each field PTO and one to the Lead PIO in the EOC for constant updates on the situation. R a.amirraa City Vehicle - for transporting video equipment to the scene Digital cameras Portable video cameras Full editing equipment (PD) Print Shop - full printing capabilities Public Information Unit Page 11 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION News Media Contact List - radio, television, and print (See Enclosure 1) List of Interpreters - Spanish, Vietnamese and sign language Sample pre- scripted messages Enclosures List Enclosure 1- News Media Contact List Enclosure 2 - City Employee Interpreters Enclosure 3 - Sample News Media Releases Public Information Unit Page 12 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 1- News Media Contact List (EOP 51) Press Phone Fax Daily Pilot OC Register LA Times Corona del Mar Today Newport Beach Independent Patch - Corona del Mar Patch Newport Beach LA Times Daily Calendar City News Service Associated Press News Radio KNX KFWB KFI TV KCBS Chan 2 & 9 KNBC Chan 4 KNBC Chan 4)-Planning KNBC (Chan 4) -OC KTLA Chan 5 KABC Chan 7 KTTV Chan 11 KCOP Chan 13 KOCE CNN NBPD EOC Mobile Command Post Emergency Alert S stem Metronet American Red Cross - Public Information Unit Page 13 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Radio 24 -hr News Room Station Frequency Hrs Address /EAS Remote Transmitter Phones KWIZ 1480 AM 24 3101 W. 5th Street - 96.7 FM Santa Ana, CA 92703 EAS KEZY 95.9 FM 24 1190 E. Ball Road - Anaheim, CA 92805 KFWB 980 AM 24 6230 Yucca Street - Los Angeles, CA - 90028 KMPC 710 AM 24 5858 West Sunset KABC Blvd. Los Angeles, CA KNX 1070 AM 24 700 Civic Center - West Santa Ana, CA 92701 Public Information Unit Page 14 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 2 - Citp Employee Interpreters Home Phone Numbers Name Department Work Phone Home Phone* Spanish Arechi a, Sonia Finance Battioli, Maria Finance Gallaher, Vicky Finance Rodriguez, Clarivel Finance Valenti, Cecilia Finance Boullainne, Bill Fire Janis, Andy Fire Medina, Carlos Fire Ose uera, Armando Fire Soder ren, Mike Fire Tiscareno, Kevin Fire Collier, David Fire /Lifeguard Collier, Paul Fire/Lifeguard De La Jara, Jose Fire/Lifeguard Erickson, Katie Fire/Lifeguard Johnson, Shawn Fire/Lifeguard Kikawa, Jeff Fire/Lifeguard Larkin, Zach Fire/Lifeguard Lauerdale, Jon Fire/Lifeguard Pittman, Chris Fire/Lifeguard Poli, Ethan Fire/Lifeguard Cota, Mara Libra Villavazo, Sonia Recreation Arabic Jurdi, Faisal Community Develo ment Naji, Ali Community Develo ment Public Information Unit Page 15 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Name Department Work Phone Home Phone* Farsi Borar, Yousef Community Development French Italian Russian American Sign Language Public Information Unit Page 16 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Enclosure 3 - Sample Media Releases To facilitate timely messages to the public, the following pages are suggested sample summary statements and radio messages for a variety of incidents. HazardousMaterial Incident ....................................................................... .............................18 High Hazard Spill /Release - General Evacuation Requested/ Mandatory .......................19 Unidentified Spill/ Release in Heavy Traffic Area .................................... .............................20 Low Hazard /Confined Spill /Release - No General Evacuation ............ .............................21 EvacuationOrdered ....................................................................................... .............................22 RoadsClosed .................................................................................................. .............................23 ApprovedViewing Spots ............................................................................. .............................24 SmallCrack in Dam ....................................................................................... .............................25 Evacuation Ordered - Possible Prado Dam Failure .................................. .............................26 VegetationFire ............................................................... ............................... ............................264 Earthquake...................................................................... ............................... ............................266 Tsunami........................................................................... ............................... ............................269 Public Information Unit Page 17 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Summary Statement For Media Hazardous Material Incident (To Be Adapted According To The Situation) This is name at the agencOe -lftt At approximately a.m. /p.m. today a s ill release of a potentially hazardous substance was reported to this office by who police /fire units were immediately dispatched to cordon off the area and direct traffic. The material was later determined to be describe , a hazardous/harmless chemical /substance /material /gas which, upon contact may produce symptoms of Precautionary evacuation of the immediate/X -block area surrounding the spill was requested /required by agency . Approximately number persons were evacuated. Clean -up crews from agency company were dispatched to the scene, and normal traffic had resumed by a.m./p.m. at which time residents were allowed to return to their homes. There were no injuries reported. OR number persons, including policore personnel, were treated at area hospitals for and all /number were later released. condition. Response agencies involved were: Those remaining in the hospital are in Public Information Unit Page 18 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio Message - High Hazard Spill/Release - General Evacuation Requested/Mandatory (Suggest EAS /EBS use; request repeated broadcast) This is name at the agency A large/ small amount of , a highly hazardous substance, has been spilled/released at Because of the potential health hazard, authorities are requestingZ requiring all residents within blocklmiles of the area to evacuate. If you are in the area of give evacuation zone boundaries , you and your family should /must leave as soon as possible /now . Go immediately to the home of a friend or relative outside the evacuation area or to indicate shelter . If you can drive a neighbor who has no transportation, please do so. If you need transportation, call Children attending the following schools: list will be evacuated to Do not drive to your child's school. Pick your child up from school authorities at the evacuation center. Listen to this station for instructions. The material is highly toxic to humans and can cause the following symptoms: If you are experiencing any of these symptoms, seek help at a hospital outside the evacuation area, or at the evacuation center at To repeat, if you are in the area of , you should/must leave for your own safety. Do not use your telephone unless you need emergency assistance. Public Information Unit Page 19 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio Message - Unidentified Spill/Release In Heavy Traffic Area This is name at the agency An unidentified substance which may be hazardous has been spilled/ released at specific location Please avoid the area, if possible, while crews are responding. The best alternate routes are: If you are already in the area, please be patient and follow directions of emergency response personnel. The substance will be evaluated by specially trained personnel and further information will be released as soon as possible. Thank you for your cooperation. Public Information Unit Page 20 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio Message - Low Hazard/Confined Spill/Release - No General Evacuation This is name atthe agency A small amount of a hazardous substance, has been spilled/released at Streets are blocked, traffic is restricted, and authorities have asked residents in the immediate block area to evacuate. Please avoid the area. The material is slightlAighly toxic to humans and can cause the following symptoms: If you think you may have come in contact with this material, you should give health instructions and hotline number. if available For your safety, please avoid the area if at all possible. Alternate routes are and traffic is being diverted. If you are now near the spill1release area, please follow directions of emergency response personnel. Cleanup crews are on the scene. Thank you for your cooperation. Public Information Unit Page 21 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/TV Message - Evacuation Ordered This is name . The flooding situation continues in parts of county/city and may worsen. For your safety, you are asked to leave the vive boundaries of local area, evacuation routes area as soon as possible. Be sure to take essential items -- medicine, special foods, personal items, baby supplies, clothing, money, and valuable papers -- but do not overload your car. Secure your home before you leave. Be sure to check on any neighbors who may need assistance. If you cannot stay with relatives or friends outside of the evacuation area, go to (one of) the Red Cross shelter(s) at Pets will not be allowed in Red Cross shelters. If you cannot make arrangements for someone outside the evacuation area to take care of your pet, give instructions Do not allow your pet to run loose. If you cannot make arrangements for your large animals, instructions If you have no means of transportation or if you are physically unable to evacuate on your own, ask a neighbor to assist you or call . Otherwise, please do not use your telephone except to report an emergency. I repeat. If you live in the give boundary area, you are requested/required to evacuate for your own safety. Stay tuned to this station Additional information instructions will be brought to you as it becomes available. Thank you for your cooperation and your courtesy to others. Repeat complete message. Public Information Unit Page 22 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/TV Message - Roads Closed The Newport Beach department has reported that the recent storm has caused severe /moderate flooding in several/ manly areas of the city/county . As of a.m. .m. today, the following roads /streets have been closed by law enforcement officials: Please avoid these roads /streets . If you must travel, use alternate routes. Avoid all coastal roads. Again, those roads /streets which have been closed are Please stay tuned to this station for additional road closure information. Public Information Unit Page 23 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/TV Message - Approved Viewing Spots This is name from the agency The following storm - damaged areas are still extremely hazardous and should be avoided: Please do not try to sight see in these areas. You could be hurt. If you feel you must observe the storm damage, the following are approved viewing spots: Again, please avoid the storm - damaged areas. You may place your life and that of others in danger. Thank you for your cooperation. Public Information Unit Page 24 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio Message - Small Crack in the Dam This is name at the agency We have reports of a small crack in the At this time this information is unconfirmed. units are responding to the area. We will keep you updated. Please do not use your telephone unless you need emergency help. Stay tuned to this station for emergency instructions and information on the situation. Public Information Unit Page 25 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/TV Message - Evacuation Ordered - Possible Prado Dam Failure The county or city officials report that a structural problem has been discovered with the Prado Dam. A break/crack (description) in Prado Dam appears to be growing larger. person /agency has warned that complete rupture could occur within the next few days /few hours /week . For your safety, you are asked to leave the give boundaries of evacuation area and evacuation routes area as soon as possible. The American Red Cross is setting up shelters at . If you cannot stay with relatives or friends outside the evacuation area, go to one of these shelters. Take only essential items -- medicine, special foods, personal items, baby supplies, clothing, money, and valuable papers. Do not overload your car. Secure your home before you leave. Lock windows and doors, turn off water and gas, and disconnect all electrical appliances except refrigerators and freezers. Be sure you have a full tank of gas. Pets will not be allowed in Red Cross shelters. If you cannot make arrangements for someone outside the evacuation area to take care of your pet, give instructions. Do not allow your pet to run loose. If you cannot make arrangements for your large animals, give instructions . If you have no means of transportation, ask help from a neighbor or friend, or walk to one of the following pickup points: . Bring only what you can carry. A bus will take you to a Red Cross shelter. If you are physically unable to go to one of the pickup points, call Otherwise, please do not use your telephone. Lines must be kept free. These instructions will continue to be repeated, along with additional information about the emergency situation. Public Information Unit Page 26 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Stay tuned to this station. Please remain calm. Your cooperation and courtesy to others will help us to evacuate the area safely and quickly. Public Information Unit Page 27 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/TV Message - Vegetation Fire Date & Time of Release At Date & Time , a vegetation fire was reported: This is a dynamic event and more info will come as it is known: Fire Location: Fire Size: Evacuations: Evacuation Centers: Injuries/Deaths: Fire Damage to Structures: Cause: Unknown at this time and will be updated as more info is known. Evacuation Centers in Orange County are located at: Location Location For more information contact the Newport Beach Public Information hotline at: 949* If you are in an area and instructed by public safety officials to evacuate, leave immediately. Do not wait! By delaying, you put yourself and first responders at risk. Taking the proper precautions early can save you and your family's lives. Evacuation Plan If Wildfire Occurs In a major fire, there may not be enough equipment, resources, and people to reach every home. Once you have taken proper precautions to protect your home, protect your family by preparing for the possibility of evacuation. Keep the radio on so you can access information about the potential emergency situation. • Follow directions from emergency officials. Public Information Unit Page 28 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION • Minimize smoke inhalation in the home by closing all windows and doors. A wet towel along the window and door seams will minimize smoke even further. • Turn on outside lights to alert emergency crews. • Turn off gas at the meter or propane tank. • Take down light drapes and move furniture away from windows. • If you have a combustible roof, wet it down with the garden hose. • Review your family's emergency plan and contact information. Have a contingency plan in case you are separated during evacuation. • Pack essentials and valuables into your car. • Make sure you know the safe evacuation routes. • Find out the location of the emergency reception centers. Evacuation Procedures • Leave immediately. • Take your emergency survival kit with you. • Listen to the radio and follow instructions from local emergency officials. • Wear clothes and shoes appropriate to conditions. • Make arrangements for pets. • If you have time, leave a note telling others when you left and where you went. If you have a mailbox, you could leave the note there. • If you are instructed to do so, shut off water, gas, and electricity. • Lock the house. • Follow the routes specified by the officials. Do not take shortcuts. A shortcut could take you to a restricted, closed, or dangerous area. • If you are evacuated, sign up with the registration center so you can be contacted by or reunited with family members. Public Information Unit Page 29 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/TV Message - Earthquake Date & Time At time of Earthquake, a magnitude earthquake was reported: This is a dynamic event and more info will come as it is known: Location: Evacuations: Evacuation Centers: Injuries/ Deaths: Damage to Structures: If you are in an area and instructed by public safety officials to evacuate, leave immediately. Do not wait! By delaying, you put yourself and first responders at risk. Taking the proper precautions early can save you and your family's lives. Evacuation Centers in Orange County are located at: Location Location Location For more information contact the Newport Beach Public Information hotline at: 949* Earthquake Preparedness Information BEFORE THE SHAKING - Prepare Your Family: ✓ Join the Newport Beach CERT program - www.nbcert.org ✓ Know the safe spots in each room: Against inside walls, under tables, desks, or in supported doorways. ✓ Know the danger spots: Windows, mirrors, hanging objects, bookshelves, and fireplaces. ✓ Practice drills. Physically place yourself in safe locations. Have an evacuation plan and safe meeting place outside. Public Information Unit Page 30 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ✓ Learn First Aid and CPR from the American Red Cross. ✓ Pack a disaster supply kit including the following items: • Flashlight • Radio (with extra batteries) • First Aid Kit • Food • Water (1 gallon /day /per person) • Bedding (sleeping bag /blankets) • Clothing (for all types of weather) • Personal Supplies (toiletries, towel) • Tools & Equipment (can opener, wrench, shovel, dishes, ax, bucket) • Fire Extinguisher • Infant or Pet Needs • Personal Documents • Money • Fuel & Light (matches, candles, flares, canned heat for cooking) Prepare Your Home: • Learn how to shut off gas, water, and electricity (but only if lines are damaged). • Secure water heater and appliances that could move enough to rupture lines. ✓ Secure hanging plants and heavy picture frames or mirrors (especially over beds). • Close drapes over windows at night. • Put latches on cabinet doors to hold closed during shaking. ✓ Keep flammable or hazardous liquids such as paints, pest sprays or cleaning products in the garage or outside shed (out of children's reach). DURING THE SHAKING - ✓ If indoors, stay there. Get under a desk or table, or stand in a doorway. ✓ If outdoors, get into an open area away from trees, buildings, and power lines. If driving, pull your car to the side of the road and stop. Avoid overpasses or power lines. Remain inside the car until the shaking is over. ✓ If in a high -rise building, stay away from windows and outside walls. Move to an interior wall or get under a table or desk. Do not use the elevator. Do not run outside. ✓ If in a crowded public place, do not rush for the doors or exits. AFTER THE SHAKING STOPS - ✓ Check for injuries. Apply first aid. Do not move seriously injured persons unless in immediate danger. ✓ Do not use the telephone unless there is a severe injury or fire. Hang up telephone if off the hook. ✓ Check for gas and water leaks, broken electrical wiring or sewage lines. If there is damage, turn utilities off at the source. Public Information Unit Page 31 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ✓ Check food and water supplies. Emergency water may be obtained from water heaters, melted ice cubes, toilet tanks, and canned vegetables. ✓ Tom on your portable radio for instructions and news reports. Cooperate fully with public safety officials. ✓ Do not use your vehicle unless there is an emergency. Keep streets clear. ✓ Be prepared for aftershocks. Don't panic, stay calm and lend a hand to others. Public Information Unit Page 32 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Sample Radio/rV Message - Tsunami Date & Time of Release At time of Earthquake, a magnitude earthquake was reported which is expected to generate a tsunami. This is a dynamic event and more info will come as it is known: Location: Evacuations: Evacuation Centers in Newport Beach Location Location Location For more information contact the Newport Beach Public Information hotline at: 949* Injuries/ Deaths: Damage to Structures If you are in an area and instructed by public safety officials to evacuate, leave immediately. Do not wait! By delaying, you put yourself and first responders at risk. Taking the proper precautions early can save you and your family's lives. Safety Tips: • Stay tuned to your AM/FM radio or television stations during a tsunami emergency — bulletins issued through the Newport Beach Emergency Services Office and National Weather Service can help save your life! • Stay away from all low -lying coastal areas during a tsunami warning. • Determine if you live, work, or play in a coastal low -lying area or tsunami evacuation zone. • Follow the advice of local emergency and law enforcement authorities. Do not return until authorities say it is safe. During a tsunami emergency, the Newport Public Information Unit Page 33 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Beach Police, Fire, and Lifeguards will try to save your life. Give them your fullest cooperation and follow all emergency responders' orders. • A tsunami is not a single wave, but a series of waves. Time between these great waves can be as long as 45 minutes from one wave to the next. Stay out of danger areas until the Newport Beach Police, Fire and /or Lifeguards issue an "all- clear'. • Stay away from bodies of water. If you are at the beach or near the ocean, and you feel the earth shake, move immediately inland and to higher ground. Do not wait for a tsunami warning to be issued. Stay away from rivers and streams that lead to the ocean due to strong tsunami wave action and currents. • Approaching tsunamis are sometimes heralded by a noticeable rise or fall of coastal water. This is nature's tsunami warning and should be heeded. • Take shelter. If you live in a tsunami evacuation zone and hear that there is a tsunami warning, your family should evacuate your house. Follow the evacuation route signs to any safe place outside the evacuation zone. • Never go down to the beach to watch for a tsunami. When you can see the wave you may be too close to escape it. If you feel an earthquake or hear a Tsunami Warning, make sure your teenagers don't go to the beach. Often times they believe they can surf the large waves. They must be educated to the fact that these waves can be deadly! • If you are in school and you hear there is a tsunami warning, you should follow the advice of teachers and other school officials. • If you are unable to quickly move inland, high, multi- story, reinforced concrete buildings may provide a safe refuge on the third floor and above. Public Information Unit Page 34 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Lead PIO Checklist Responsible Department: Responsible Party: First Alternate: Second and Third: Fourth Alternate: City Manager's Office City Public Information Officer Fire Department Information Officer Police Community Relations Sergeant Librarian III Immediate Supervisor in EOC: Director of Emergency Services Subordinates: PIO Unit Policy Group: Staff to the Policy Group General Duties Provide accurate and timely emergency information to the general public Provide media releases and statements to local newspapers, television and radio stations V Make certain all media releases and statements are concise, factual, and non- speculative V Document media releases and statement V Establish a media center • Coordinate press conferences • Coordinate staff to respond to public inquiries • Arrange photo and video documentation • Arrange for on -scene media field operations V Activate EAS as needed V Coordinate with City Liaison to meet the media needs of responding officials V Accomplish objectives as stated in the Incident Action Plan Checklist Pre -event ❑ Maintain updated PIO records, phone lists, and plans in the EOC and alternate EOC ❑ Maintain the PIO room in the EOC in a state of readiness at all times ❑ Train PIO staff on a yearly basis Public Information Unit Page 35 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION Event ❑ Read entire checklist; log all actions and expenditures ❑ Obtain a briefing or preliminary survey of the disaster situation ❑ Determine if Fire & Police Department PIOs have been activated; set up communications between Department PIOs and the EOC; if phones are inoperable request cellular's or two RACES operators; determine what their assignments will be; exchange information with the Fire PIOs on a regular basis. ❑ Decide if additional PIO Unit members should be activated ❑ Call in necessary personnel including clerical assistance ❑ Assign responsibilities: Media Coordinator, Field Operations Media Coordinator(s), Documentation Coordinator, Phone Coordinator, and others as needed ❑ Determine status of telephone /fax communications systems ❑ Attend Policy Meetings in EOC as staff to Director ❑ Brief PIO Unit following policy meetings and as the situation changes ❑ Request update from the Planning Section, Situation Status Unit ❑ Manage PIO operations ❑ Determine what emergency information must be disseminated ❑ Have all factual information contained in the press releases confirmed by the Director or City Incident Commander before release ❑ Establish a media center and provide a media host ❑ Coordinate with the City Liaison to meet the media needs of responding elected officials ❑ If phone banks are needed, request Logistics Section, Communications Branch set up phone banks for officials in the media center ❑ Schedule press conferences as needed ❑ Be appropriately attired for on- camera interviews ❑ Deploy appropriate personnel to the incident site to handle media requests if necessary ❑ Deploy video and photo units to the field for documentation ❑ Utilize EAS, and all available media sources to alert, warn and update citizens and communicate with disaster service workers ❑ Make sure all PTO Unit members receive food and water and are relieved regularly ❑ Appoint a relief person in the absence of the Lead PIO Post -event ❑ Assist the Planning Section in writing an After Action Report Public Information Unit Page 36 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION PIO - Media Contact Checklist �/ Responsible Department: Responsible Party: Immediate Supervisor in EOC: Subordinates: Policy Group: General Duties Fire /Police Departments PIO Staff as assigned Lead PIO As assigned No • Supervise the media operation • Provide accurate and timely emergency information to the general public • Provide media releases and statements to newspapers, television, and radio stations (fax) • Make certain all media releases and statements are concise, factual, and non- speculative Document media releases and statements V Establish a media center V Coordinate press conferences V Coordinate with City Liaison to meet the media needs of responding officials Checklist ❑ Read entire checklist; log all actions and expenditures ❑ Obtain a briefing on the disaster situation from the Lead PIO ❑ Determine if additional personnel are needed ❑ Assign personnel to handle telephone media inquiries ❑ Establish a media center (PD Briefing Room) ❑ Request from Logistics Section, Communications Branch that a phone bank is set up in the media center ❑ Request security for media center if needed ❑ Assign an individual to the media center to coordinate information from EOC ❑ Arrange for interviews as requested ❑ Coordinate with City Liaison to meet the news media needs of responding officials ❑ Schedule press conferences as needed Public Information Unit Page 37 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION ❑ Determine location of press conference ❑ Notify the press, elected officials, and EOC ❑ Determine logistical needs (e.g., security, podium, public address equipment, chairs, transportation) ❑ Be appropriately attired for on- camera interviews ❑ Write press releases as needed ❑ Have Lead PIO get confirmation of factual information contained in the press release ❑ Utilize EAS and all available media sources to alert, warn and update the public and communicate with disaster service workers ❑ Prepare speeches and statements for officials ❑ Act as Lead P10 in the absence of the P10 Public Information Unit Page 38 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION PIO -Field Operations Checklist V, Responsible Department: Responsible Party: Immediate Supervisor in EOC: Subordinates: Policy Group: General Duties Fire/ Police Departments PIO Staff as assigned Lead PIO As assigned No Obtain information from the field Incident Commander (IQ and relay to the Lead PIO Obtain information from the EOC and relay to the press V Make certain all media releases and statements are concise, factual, and non- speculative Coordinate on -scene media V Coordinate scene tours for media V Manage on -scene media field operations and personnel Checklist ❑ Read entire checklist; log all actions and expenditures ❑ Receive briefing and assignment from Lead PIO ❑ Obtain appropriate identification to access entry to the incident site ❑ Be appropriately attired for on- camera interviews ❑ Obtain up -to -date information from field IC; relay information to PIO in the EOC ❑ Set up press area • Coordinate location with Field IC; rope off area using police line tape • Secure appropriate equipment needed to set up press area • Request security from the Field IC if needed ❑ Request additional personnel from Lead PIO if needed ❑ Exchange information with the Lead PIO periodically Public Information Unit Page 39 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION PIO - Phone Coordinator Checklist / Responsible Department: Responsible Party: Immediate Supervisor in EOC: Subordinates: Policy Group: Fire/ Police Departments PIO Staff as assigned Lead PTO As assigned No General Duties • Provide the public with emergency information updates as needed • Handle telephone communications with the public and media • Request additional phones be installed through the Lead PTO, if needed Request and assign personnel to answer phone calls through the Lead PIO, if needed Provide phone personnel with supplies, updated information, etc. Manage phone operations Checklist ❑ Read entire checklist; log all actions and expenditures ❑ Obtain a briefing on the disaster situation from the Lead PIO ❑ Determine if additional personnel are needed ❑ Request additional personnel from Logistics Section, Personnel Unit ❑ Establish phone banks ❑ Request phones from Logistics Section, Communications Branch ❑ Assign personnel to answer phones ❑ Continually update phone personnel as the situation changes Public Information Unit Page 40 of 41 City of Newport Beach Emergency Management Plan MANAGEMENT SECTION PIO - Documentation Coordinator Checklist Responsible Department: Responsible Party: Immediate Supervisor in EOC: Subordinates: Policy Group: General Duties Administrative Services Print Shop Staff Lead PIO As assigned No Arrange for and /or execute photo documentation of the incident • Arrange for and /or execute video documentation of the incident • Have all documentation materials properly labeled and stored in a secure environment. (It may be needed in future litigation.) Prepare video footage, programs and interviews Manage Documentation personnel and activities Checklist ❑ Read entire checklist; log all actions and expenditures ❑ Obtain a briefing or preliminary survey of the disaster situation from the Lead PIO ❑ Decide if a video crew or other personnel are needed ❑ Call in necessary personnel including clerical assistance and temporary employees as needed, with the approval of the Lead PIO ❑ Assign responsibilities (e.g., photography, video, editing, talent, interviews, records, etc. as needed) ❑ Determine status of telephone in video room • If telephone is inoperable, assign a runner to relay information to and from the Lead PIO in the EOC. Check with the Lead PIO and Emergency Services Coordinator on specific locations and shots needed • If radio communications are needed from field personnel to the EOC, request a RACES (amateur radio operator) escort Public Information Unit Page 41 of 41 City of Newport Beach Emergency Management Plan OPERATIONS SECTION OPERATIONS SECTION Table of Contents Purpose............................................................................................................. ..............................1 Objectives........................................................................................................ ..............................1 Situation and Assumptions .......................................................................... ..............................2 Organization and Assignment of Responsibilities ................................. ..............................2 Newport Beach EOC Organization ............................................................. ..............................3 Responsibilities.............................................................................................. ..............................4 Operations Section Organization Chart and Assigned Functions ....... ..............................5 Operations Section Positions ....................................................................... ..............................6 Conceptof Operations .................................................................................. ..............................6 Activation Procedures ................................................................................... ..............................6 Line of Succession for Incident Commander (IC) and Operations Positions ..................7 WhenTo Report ............................................................................................. ..............................7 Coordination/Communication .................................................................... ..............................7 EnclosuresList ................................................................................................ ..............................7 Enclosure 1- Operational Area Forms List ............................................. ............................... 8 Enclosure 2 - EOC Incident Number Tracking Form .............................. ..............................9 OperationsChecklist .................................................................................... .............................14 Operations Section City of Newport Beach Emergency Management Plan OPERATIONS SECTION OPERATIONS SECTION (EPC 30) Purpose The purpose of the Operations Section is to enhance the capability of the City of Newport Beach to respond to emergencies by setting strategy and carrying out coordinated tactical operations based upon the EOC Action Plan. The priorities of the Operations Section include: Protect life, the environment and property Carry out objectives of the EOC Action Plan V Ensure coordinated incident response V Cooperate with other Sections of the City's Emergency Response Organization The Operations Section's primary responsibility is to manage the tactical operations of various response elements involved in the disaster/ emergency. The Operations Section consists of the following branches: • Fire & Rescue Branch • Law Enforcement Branch • Municipal Operations Branch • Public Works Branch • Care & Shelter Branch • Damage /Safety Assessment Branch Objectives The Operations Section is responsible coordinating all field responses. The Operations Section will accomplish the following specific objectives during a disaster/ emergency: -,/ Mobilize and deploy fire fighting resources and coordinate fire suppression operations V Coordinate and initiate fire safety measures to mitigate fire hazards �/ Direct and conduct search and rescue operations V Manage containment and cleanup of hazardous material releases Manage radiological emergencies Provide emergency medical services to disaster victims f Mobilize, deploy and organize law enforcement, traffic control and perimeter control operations Utilize the aero unit to complete comprehensive damage assessment surveys V Authenticate unconfirmed reports by deploying personnel to the scene Provide security to public and private property including the EOC, Department Operations Centers, shelters, etc. Protect and house prisoners in custody, if necessary, relocate and /or release prisoners Alert and warn the general public of imminent danger f Plan and execute evacuation operations Determine if any crime is involved Protect crime scene and manage evidence collection, if applicable V Activate and manage public shelters, if needed Operations Section Page 1 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Conduct coroner operations until County authorities are able to assume this responsibility Manage animal control operations until County authorities are able to assume this responsibility Provide damage inspection teams to assess the serviceability of the city's infrastructure, commercial properties and private residences Close potentially dangerous roadways, overcrossings, undercrossings, and other infrastructure systems Conduct emergency repair/ restoration of roadways, intersections, sewer and water systems, traffic signals, signs, etc. Conduct emergency debris clearance and route recovery operations Conduct flood mitigation and abatement operations Inspect and repair City owned and operated infrastructure Notify and coordinate mutual aid with fire, medical, law enforcement, coroner, Caltrans, Army Corps of Engineers, utility companies and other outside agency representatives V Accomplish objectives of the EOC Action Plan Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. The public expects government and public safety agencies to: • Alert them in advance of a disaster • Quickly and accurately assess the magnitude of an emergency • Keep them informed of the situation with accurate and complete information • Safely evacuate dangerous areas • Relocate citizens to a safe place • Coordinate temporary sheltering and feeding operations • Provide for a rapid restoration of services • Restore the area to normal as quickly as possible 3. In an emergency situation, response and recovery operations must continue even under adverse conditions. The disaster may cause fires, flooding, collapsed buildings and infrastructures, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, hazardous chemical spills, etc. 4. The City's Emergency Operations Center (EOC) will be activated to manage the disaster/ emergency. When the EOC is activated, Operations Section personnel will be activated to manage the City's response, coordinate with City departments, and coordinate mutual aid. 5. This plan provides the information needed to manage the responsibilities involved with major emergencies. Organization and Assignment of Responsibilities The Operations Section is responsible for coordinating all jurisdictional operations in support of the emergency response through implementation of the City's EOC Action Plan. Operations Section Page 2 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EMERGENCY OPERATIONS CENTER (EOC) ORGANIZATION Director of Emergency Services PIO Ci Attorney Liam City Hall EOC =er Incident Safety Commander (incident Specific) Operations Fire & Rescue Law Enforcement Branch Branch Fire DOC Police DOC Municipal Damage /Safety Operations rt Assessment Branch General Services DamagefSafety Assessment EffmPublic Property Una Utilities DOC Damage/Safety Assessment - Private Prop" Unit Public Health Unit =hN Public Works Care & Shelter Branch Branch Public Works Care &Shelter D� Unit Planning Section Action Planning Unit Advance Planning Unit Situation Analysis Unit Resource Statui Unit Documentation Unit Technical Services Unit Demobilization Operations Section Page 3 of 15 Communication Branch Info Systems Unit { Supply Branch Procurement Unit Facilities Unit Branch Volunteers Unit Ponce Group City Manager Asst. City Manager City Attorney Fire Chief Admin Svcs Dir. Police Chief Municipal Ops Dir. Public Works Dir. Affected Dept Heads Purchasing Unit Unit Cost Unit Time Keeping Unit Vital Records Unit City of Newport Beach Emergency Management Plan OPERATIONS SECTION Responsibilities The Incident Commander (IC) is responsible for overall emergency management policy and coordination through the joint efforts of governmental agencies and private organizations. The IC is also responsible for managing the Operations, Planning, Logistics and Finance & Administration Sections. The IC will either activate appropriate Sections or perform their functions as needed. The Planning Section is responsible for collecting, evaluating, and disseminating information; developing the City's EOC Action Plan in coordination with other Sections; initiates and develops the City's After- Action Report and maintaining documentation. The Logistics Section is responsible for providing communications, facilities, services, personnel, equipment, supplies, and materials in support of the emergency. The Finance & Administration Section is responsible for financial activities, cost recovery, purchasing, liability, workers' compensation claims, arranging for leasing of needed facilities, and other administrative functions. Operations Section Organization Chart and Assigned Functions Operations Section 644 -3737 & Rescue Branch Law Enforcement Municipal Operations - Branch Branch Fire Operations I H Enforcement I H Streets & I Sanitation Coroner I H Utilities Her Mat I H Evacuation I H Public Health USAR I .i Alerting & I i� Debris Removal Warning Public Works Branch Damage /Safety Care & Shelter - Assessment Branch Branch Public Demage/Safety Infrastructure Assessment Cere & Shelter HPublic Property Damage/Safety Assessment Private Property The Fire & Rescue or Law Enforcement Branch will fill the position of Operations Section Chief, depending on the type of incident. The Operations Section Chief may also be designated by the IC. Operations Section Page 4 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION The Operations Section will determine, based on present and projected requirements, the need for establishing specific and /or specialized branches /divisions /groups /units. The following may be established as the need arises: • Medical Groups or Divisions • Evacuation Groups or Divisions • Search & Rescue Groups or Divisions • Radiological Monitoring Groups or Divisions • Other specialties as needed The Operations Section may activate additional units as necessary to fill expanded roles. Operations Section Positions Operations Section Chief A member of the policy group and is responsible for coordinating the branches in the response to the emergency. Fire & Rescue Branch Responsible for fire suppression; search and rescue operations (light and heavy); hazardous materials containment and incident management; emergency medical care; and radiological protection. Law Enforcement Branch Responsible for alerting and warning the public of imminent dangers, evacuation from unsafe areas, crime scene protection, evidence collection, coroner operations in the absence of the County Coroner, animal control, and all law enforcement operations. Municipal Operations Branch Public Works Branch Construction & Engineering Branch Responsible for infrastructure assessment, repair or coordination of repairs of the infrastructure, water and sewer systems, and coordination with outside utilities for the restoration of services. Care & Shelter Branch Responsible for designating, opening and managing relief shelters for the homeless to evacuate to after a significant incident and public health issues. Damage /Safety Assessment Branch Responsible for determining the extent of damage of both public and private structures. They determine the safety of the strucure for habitation and assign a dollar value to the loss. Operations Section Page 5 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Concept of Operations The Operations Section will operate under the following policies during a disaster/ emergency as the situation dictates: • The Standardized Emergency Management System (SEMS) will be followed • All existing City and departmental operating procedures will be adhered to unless modified by the Incident Commander (IQ • All on -duty personnel are expected to remain on duty until properly relieved. Off -duty personnel will be expected to return to work in accordance with their department's policy • While in a disaster mode, operational periods will be 12 hours for the duration of the event unless changed by the Incident Commander (IQ or department head. Operational periods will normally change at 6:00 AM and 6:00 PM. Operational periods should be event driven. • Each Operations Branch will coordinate directly with their reporting Department Operations Centers (DOCs). Information will flow back and forth from DOCs to the EOC to ensure communication and coordination. DOCs will also coordinate directly with other DOCs to effectively manage incident response, tactical strategy and overall emergency management. • Each branch will manage its own resources through their DOCs. Resources will be distributed to other branches within the Operations Section directly, not through the Logistics Section. If additional resources not found within the Operations Section Branches are needed, they will be requested through the Logistics Section. Activation Procedures Police Dispatch will notify personnel assigned to the Operations Section when the EOC is activated using the EOC Activation Procedures. Personnel assigned to the City's EOC will report to the main EOC at 870 Santa Barbara. The alternate EOCs are located at: First Alternate Emergency erations Center, 870 Santa Barbara Dr. Second Alternate Central Library/Theater, 1000 Avocado Third Alternate Fire Station #7, 20401 Acacia Street Fourth Alternate Oasis Senior Center, 5th and Marguerite Fifth Alternate PD Tactical Command Vehicle, 870 Santa Barbara The complete EOC Activation Procedures are included in the Emergency Management Plan, Basic Plan. Assignment of the positions of Incident Commander and Operations Section Chief will be determined by the type of the emergency. Operations Section Page 6 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Line of Succession for O erations Section Chie f Position Type of Emergency Operations Flood /Storm /Dam Failure Fire & Rescue Branch Earthquake Fire & Rescue Branch Fire and /or Explosion Fire & Rescue Branch Hazardous Chemical Spill Fire & Rescue Branch Tornado /Water Spout Fire & Rescue Branch Tsunami Fire & Rescue Branch Oil Spill Fire & Rescue Branch Pollution Fire & Rescue Branch Radiological Incident Fire & Rescue Branch Accident /Major Traffic Law Enforcement Branch Civil Disturbance/ Riot Law Enforcement Branch Terrorism Law Enforcement Branch Aircraft Accident Law Enforcement Branch State of War Law Enforcement Branch When To Report • If phones are operational, EOC Sections and key personnel will be activated by Police Dispatch. • If phones are not operational, all appropriate City staff should automatically report to the EOC. Coordination/Communication A series of Orange County Operational Area OC OA forms have been designed by the Operational Area which are to be completed and faxed to the OC OA in an emergency. The forms are sent from the City function level to the Operational Area function level (City Care & Shelter to Operational Area Care & Shelter). Forms may be either included in the EOC Action Plan or used to develop the EOC Action Plan. NOTE: Planning Section Documentation Unit will prompt all Sections to complete forms and they will FAX all forms to the Operational Area, keeping a copy. See Enclosure 1. Enclosures List Enclosure 1 - Operational Area Forms List Enclosure 2 - EOC Incident Number Tracking Form Enclosure 3 - Operational Area Mission/ Resource Request Form Operations Section Page 7 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 1 Operations Section Page 8 of 15 Q o O R v �LCT1y,: i ry o U v O O v$ v v v v v v o, •p v o. •p v a •p v a •n v a O O W w 04 N v o N F �O_ �O_ �?O_ N 0= NO.i1 v y y - iL N 7r 7 J a' O U O c: �.3 O 3 O U 2 O O Q 0 Q O 2 Q O 2 Q O O = iL O r7 N m Itl ?] J 0 W x N 0 R N 0 N R 0 O q v O O r"v 01 v ° '4 •� tV. �'' N N O N FC F O C [i a v O 1ti 'J.1 �A U Vy O � 4 Z z ti 'a 'c v ti z z G v 'a C 'c •c ti m G G p7 G m G m G E] G x G CD 0] G 0] 0.-1 C 0] K x0." K G m Q c E E E c E E Q V O O O O O O O o O O O O O O 21 ,00 2. 7 0 0 0 0 0 0 0 .0 0 0 0 0 0 0 m <n m m n 4 i U U C7 o s m m v b P'. t, t, O GU LI [ ] GL LI Ll W L �. ti 0 o 0 o 0 O 0 O 0 o 0 o 0 O 0 O 0 O 0 O p — E c n W oto v r v z to W c w ,. v .. E .. .. v _. _. ,. = .. pLVi o E x Lv xa cv v v v Ev ¢ yv o �Fx0 ox W �L in Uin ii. in =m �cn �cn ty cn Zin Ccn F m eo. cn <1 Operations Section Page 8 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 2 EOC INCIDENT NUMBER TRACKING FORM Date # NAME/LOCATION DEPT. IN CHARGE TIME 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. Operations Section Page 9 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EOC INCIDENT NUMBER TRACKING FORM Date # NAME/LOCATION DEPT. IN CHARGE TIME 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. Operations Section Page 10 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EOC INCIDENT NUMBER TRACKING FORM Date # NAME/LOCATION DEPT. IN CHARGE TIME 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. 70. 71. Operations Section Page 11 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EOC INCIDENT NUMBER TRACKING FORM Date # NAME/LOCATION DEPT. IN CHARGE TIME 72. 73. 74. 75. 76. 77. 78. 79. 80. 81. 82. 83. 84. 85. 86. 87. 88. 89. 90. 91. 92. 93. 94. 95. Operations Section Page 12 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EOC INCIDENT NUMBER TRACKING FORM Date # NAME/LOCATION DEPT. IN CHARGE TIME 96. 97. 98. 99. 100. Operations Section Page 13 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Operations Section Chief Checklist � Responsible Department: FIRE DEPARTMENT Earthquake Fire /Explosion Hazardous Materials Spill Tsunami Pollution Radiological Incident Major Oil Spill POLICE DEPARTMENT Civil Disturbance Major Traffic Accident State of War UNIFIED COMMAND Aircraft Accident- Police and Fire (Operations Section Chief -- Police) Flood /Storm /Tsunami /Dam Failure - Fire and Public Works (Operations Section Chief - -Fire) Responsible Party: Fire Chief /Police Chief Alternate: Fire Deputy Chief /Police Captain Immediate Supervisor in EOC: Incident Commander Supervises: Fire & Rescue Branch Director, Law Enforcement Branch Director, Municipal Operations Branch Director, Public Works Branch Director, Care & Shelter Branch Director, and Damage /Safety Assessment Branch Director. Policy Group: Yes General Duties Under the direction of the Incident Commander the Operations Section Chief is responsible for the management of all operations directly applicable to the primary mission. */ Supervises Operations Section in accordance with the Action Plan Directs the preparation of department operational plans Determine the need for resources, as required by the incident V Requests mutual aid and other necessary resources Monitors incident activities and recommends Action Plan changes as necessary V Participates in the Policy Group Operations Section Page 14 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Checklist ❑ Obtain briefing from prior Operations Section Chief or the Incident Commander ❑ Maintain a log of significant events, phone/ radio calls, and decisions made ❑ Take command of the Operations Section ❑ Ensure all Operations Section positions are filled, as needed ❑ Request damage assessment information from Operations Branches ❑ Meet with the Planning Section for preliminary situation briefing ❑ Assess the incident situation ❑ Determine the amount and type of resources available ❑ Complete the Operational Area Mission/ Resource Tasking gorm, as needed and give to the Plans Section/ Documentation Unit Leader to FAX to the Operational Area ❑ Participate with the Policy Group in the development of the Action Plan ❑ Brief Operations personnel in accordance with the Action Plan ❑ Develop Operations portion of the Action Plan ❑ Implement the operations portion of the Action Plan ❑ Determine and request mutual aid and other necessary resources ❑ Establish communications with OA EOC Operations Section ❑ Coordinate OA Branch Status Reports from all Branches and send them to Planning for review before they are faxed to the OA (beginning of the event and then every 6 hours for updates) ❑ Forecast future needs ❑ Manage operations activities ❑ Identify key issues and determine appropriate objectives ❑ Brief Branch Directors' periodically with updates ❑ Review Branch Directors' responsiblities ❑ Confirm department DOC's are operational ❑ Ensure adequate information flow to Planning Section ❑ Ensure branches coordinate their resource needs through Logistics ❑ Assign incident numbers to each incident, as needed ❑ Coordinate with local, state, and federal officials to begin the recovery process. ❑ Continually monitor operations activities and make changes, as necessary ❑ Brief the Incident Commander, as needed ❑ Pass log onto your replacement; leave a forwarding phone number; check -out Operations Section Page 15 of 15 City of Newport Beach Emergency Management Plan OPERATIONS SECTION CARE & SHELTER BRANCH Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 Situation and Assumptions .......................................................................... ..............................2 Organization and Assignment of Responsibilities ................................. ..............................3 Care & Shelter Branch Organization & Assignment of Responsibility ............................4 Line of Succession for Care & Shelter Branch Director ......................... ..............................5 BranchDirector ............................................................................................... ..............................5 Line of Succession for Care & Shelter Unit Leader ................................. ..............................5 UnitLeader ...................................................................................................... ..............................5 Authorities....................................................................................................... ..............................5 Conceptof Operations .................................................................................. ..............................6 Designating a Shelter Location ................................................................... ..............................6 Shelter Opening Procedure .......................................................................... ..............................7 Demobilization of the Shelter( s) ................................................................. ..............................9 PublicShelter Issues .................................................................................... .............................10 Coordination / Communications .................................................................. .............................11 MutualAid ..................................................................................................... .............................12 SupportingOrganization ............................................................................ .............................12 Care& Shelter Mutual Aid ......................................................................... .............................13 Enclosure 1- Care & Shelter Contact List ................................................. .............................14 Care & Shelter Branch Director Checklist ............................................... .............................15 Care & Shelter Unit Leader Checklist ....................................................... .............................17 Care & Shelter Branch City of Newport Beach Emergency Management Plan OPERATIONS SECTION CARE & SHELTER BRANCH (EOP 41) Purpose The Care & Shelter Branch Plan describes the organizational and operational policies and procedures required to meet the sheltering and feeding needs of Newport Beach residents and visitors who are displaced as the result of a major disaster. It cites authorities and specifies the public and private organizations responsible for providing mass care services. An emergency action checklist for the Care & Shelter Branch is included in this plan. Objectives The overall objectives of the Care & Shelter Branch operations are: Provide food, shelter or temporary housing, first aid, and other basic necessities of life on a mass care basis until other resources are available to persons unable to provide for themselves as a result of a disaster • Coordinate activation, operation, and support of shelters with the American Red Cross • Provide trained staff to organize and supervise mass care shelters, if American Red Cross personnel are not available • Provide special diets, special lodging facilities, medical equipment, and medical transportation to disabled and elderly persons, if the situation allows • Work with the Police Department in providing lodging and feeding for displaced inmates who are dislocated from the city jail • Arrange crisis counselors for the emergency responders and the community for long term shelters, if needed (EOP 41) • Provide preventive public health services, as capability allows • Provide inspection and advisory services related to sanitation matters • Coordinate the City -wide public health related activities among other local public and private response agencies or groups during disasters Prepare to designate areas for control of pets Provide food, shelter or temporary housing, first aid, childcare, and other basic necessities of life for emergency workers beyond those services provided during the response. V Accomplish objectives of the EOC Action Plan Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, terrorist attack, plane crash, or unforeseen event. Care & Shelter Branch Page 2 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION 2. In any type of disaster, employees, residents, and visitors to the City may be displaced. 3. If individuals are displaced in a disaster situation, it is ultimately the American Red Cross and City Government's responsibility to provide temporary shelter and food for the impacted population. 4. The Emergency Operations Center (EOC) will be activated as the result of a disaster situation. 5. When the EOC is activated, the Care & Shelter Branch and the American Red Cross will be activated to manage any shelter operations. 6. The Care & Shelter Branch will request the American Red Cross (ARC) to activate the actual shelters. ARC will activate, manage, staff, and provide logistical support to all shelters in a disaster unless severely impacted by the disaster and unable to do so. If the ARC is not able to activate a shelter, the Care & Shelter Branch, Care & Shelter Unit will take direct responsibility for activation, staffing, providing logistical support, and all aspects of the shelters. In every case, the ARC will be notified of the need for a shelter, and requested to respond. 7. The Emergency Preparedness Program for the City includes public education to neighborhoods, schools, and businesses. The program is called Community Emergency Response Team (CERT). CERT classes teach that in the absence of the American Red Cross, residents should attempt to, "effectively and sensitively meet the immediate needs of neighborhood residents and school children who have been displaced as the result of disaster." Organization and Assignment of Responsibilities In the City of Newport Beach Emergency Operations Center (EOC), the Care & Shelter Unit operations are under the Care & Shelter Branch. An ARC Representative will be requested from the ARC Orange County Chapter to coordinate operations between the City and the ARC. The Recreation and Senior Services Department and the Human Resources Department will coordinate the day -to -day preparation and Standard Operating Procedures (SOPs) for Care & Shelter operations. The Care & Shelter SOPS are included in this section of the Emergency Management Plan. The Care & Shelter Branch will: Serve, along with the American Red Cross (ARC) representative, as the Care & Shelter Branch Director in the City EOC Have overall responsibility for coordination of Care & Shelter and Public Health operations within the City Encourage the interface of other private sector relief agencies in support of the ARC In the event that the ARC is not available to serve, the Care & Shelter Unit, with the permission of the ARC, will arrange for the opening and operation of mass care facilities until such time as the ARC or other private sector organizations are available Radio Amateur Civil Emergency Services (RACES), which is coordinated on a daily basis by the Police Department, will provide emergency communications in the shelters to the EOC, as needed Care & Shelter Branch Page 3 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION The following entities are involved in Care & Shelter operations and will be coordinated by the City of Newport Beach EOC Care & Shelter Branch, Care & Shelter Unit: • Care & Shelter Branch, Care & Shelter Unit • American Red Cross Orange County Chapter • Newport/ Mesa Unified School District • City EOC Operations Section, Fire & Rescue, Law Enforcement, Public Works, Municipal Operations, and Damage /Safety Assessment Branches • Other volunteer organizations, as needed • Radio Amateur Civil Emergency Services (RACES) • CERT /Certified Disaster Service Workers • Orange County Social Services Agency • Emergent volunteers coordinated by the Logistics Section, Personnel Unit (Human Resources) Care & Shelter Branch Organization & Assignment of Responsibility EOC Care & Shelter Branch Care & Shelter Unit City Employees Outside Organizations City Volunteers Shelter Managers #1 American Red Cross Shelter Manager #1 Orange County Chapter Recreation Manager #2 Salvation Army Shelter Manager #2 Recreation Manager #3 Church Groups Shelter Manager #3 #4 Other Volunteer Groups Recreation Manager Shelter Manager #4 Recreation Manager Shelter Manager #5 Recreation Manager Care & Shelter Branch Page 4 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Line of Succession for Care & Shelter Branch Director Recreation & Senior Services Director Branch Director Senior Services Manager First Alternate Recreation Superintendent Second Alternate Line of Succession for Care & Shelter Unit Leader Recreation Superintendent Unit Leader Recreation Manager First Alternate Recreation Manager Second Alternate Line of Succession for City Employee Shelter Managers In the event American Red Cross cannot meet the Citv's Needs Recreation Manager First Alternate Recreation Supervisor Second Alternate Recreation Supervisor Third Alternate Recreation Supervisor Fourth Alternate Trained Volunteers Fifth Alternate Emergent Volunteers (Coordinated by Personnel Unit) Sixth Alternate [City Employees Coordinated by Personnel Unit Seventh Alternate Mutual Aid - Orange County Social Services AgencH Eighth Alternate Authorities American Red Cross (ARC) The ARC, as mandated by Federal Law 36 -USC -3 and reaffirmed in Public Law 93 -288, provides disaster relief in peacetime. At the State level, the Statement of Operational Relationships between the ARC and the California Emergency Management Agency (Cal EMA) and the Memorandum of Understanding between the ARC and the California Department of Social Services establish the operating relationships between these agencies. The major Care & Shelter responsibilities of the ARC in the emergency period are included in the Statement of Operational Relationships. Emergency mass care includes providing: Emergency lodging for disaster victims in public or private buildings Food and clothing for persons in emergency mass care facilities Food for Disaster Service Workers, if normal commercial feeding facilities are not available Registration and inquiry service First Aid The ARC acts cooperatively with State and Local government and private sector relief organizations to provide emergency mass care to persons affected by disasters in peacetime. There is no legal mandate for ARC involvement in a State of War Emergency. However, by decision of Chapter Boards of Directors, the Red Cross Care & Shelter Branch Page 5 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Chapter Disaster Committees in California may, if incorporated into the civil defense plans of political subdivisions, serve as a component of civil defense to assist with emergency mass care operations. By congressional mandate and in accordance with its corporate policy, the ARC has a long- standing disaster relief mission. ARC Care and Shelter services include: • Emergency shelter • Fixed and mobile feeding • Emergency First Aid • Behavioral Health Support • Disaster Welfare Inquiry Support • Vouchers for Clothing and Basic Home Furnishings • Disaster Preparedness Education & Shelter Operations Training • Family Reunification Concept of Operations Designating atin,g a Shelter Location Operational procedures and determination of shelter locations is based on the type of emergency situation (see below). The same criteria will be used for shelter designation for emergency workers with consideration to commuting distance. Flood/Tsunami 1. Designate locations outside flood plain, beach zone, and /or impacted area 2. Get site location approval from Operations Section/Damage & Safety Assessment, Fire & Rescue, Municipal Operations, and Law Enforcement Branches Earthquake 1. Determine strategic shelter location based on need and areas impacted 2. Get site location approval from the Operations Section Chief/Damage & Safety Assessment, Fire & Rescue, Municipal Operations, and Law Enforcement Branches 3. Request building inspector from the Operations Section Chief/Damage & Safety Assessment Unit to respond to the site and survey the facility for structural integrity Fire/Explosion 1. Designate locations with close proximity yet clear of impacted area 2. Get site location approval from the Operations Section Chief/Damage & Safety Assessment, Fire & Rescue, Municipal Operations, and Law Enforcement Branches 3. In determining shelter locations, consideration should be given to prevailing winds Care & Shelter Branch Page 6 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Chemical Spill 1. Contact Fire & Rescue Branch to determine if in -place sheltering would be more appropriate than evacuating the affected population 2. Designate locations with close proximity yet clear of impacted area 3. Get site location approval from the Operations Section Chief/Damage & Safety Assessment, Fire & Rescue, Municipal Operations, and Law Enforcement Branches 4. In determining shelter locations, consideration should be given to prevailing winds Tornado/Water Spout 1. Designate a location with close proximity yet clear of impacted area 2. Request building inspector from the Operations Section, Damage & Safety Assessment Unit respond to site to survey facility for structural integrity. 3. Get site location approval from the Operations Section Chief/Damage & Safety Assessment, Fire & Rescue, Municipal Operations, and Law Enforcement Branches Shelter Opening Procedure (EOP 41) SCENARIO 1 - RED CROSS IS AVAILABLE TO MANAGE THE SHELTER 1. Determine the most appropriate shelter site based upon the nature of the disaster (see above) with clearances from the Operations Section Branches. Contact American Red Cross at - and request a shelter activation. Give them the following information: • Nature of disaster • Location or school recommended for use as the shelter • Approximate number of people to be sheltered • Determine communications system with shelter • Decide who will contact the School District (City or ARC) 2. Request an ARC representative to respond to the Newport Beach EOC 3. If it is the City's responsibility to contact the School District, give the district the following information: (for list of school districts 24 -hour contact numbers and all schools, see EOC Activation Plan) • Nature of disaster • Location /school recommended for use as the shelter • Approximately how many people to be sheltered • Meet contact person in front of the school Administrative Office • Request School District send a contact person with access to facility and capability to make school operational; i.e., facility accessibility, keys to unlock doors, keys and tools to turn on electricity 4. Notify the Incident Commander, Public Information Officer, and Operations Section Chief of the location and approximate time of shelter activation 5. Clearly post shelter information in the EOC on status board 6. City provides support as needed Care & Shelter Branch Page 7 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • Evacuation to shelters -- Operations Section/Law Enforcement Branch • Transportation -- Transportation Unit • Logistical needs such as food, bedding, first aid supplies-- Supply/Procurement Unit • Staffing- -Care & Shelter Branch and then Personnel Unit • Communications -- Logistics /Communications Branch SCENARIO 2 - RED CROSS IS NOT A VAILABLE TO MANAGE THE SHELTER 1. Determine the most appropriate shelter site based upon the nature of the disaster (see beginning of Concept of Operations) with clearances from the Operations Section 2. Contact American Red Cross and request a shelter activation. If they are not available to provide shelter management, continue with #3 below 3. Contact School District (for list of school district 24 -hour contact numbers, see EOC Activation Plan), give them the following information: • Nature of disaster • Location /school recommended for use as the shelter • Approximately how many people to be sheltered • Meet contact person in front of the school Administrative Office • Request School District send a contact person with access to facility and capability to make school operational; i.e., facility accessibility, keys to unlock doors, keys and tools to turn on electricity 4. Make contact with City Employee Shelter Manager per Organization and Assignment of Responsibility Chart • By telephone - for phone numbers, see the Department Phone List kept in the Care & Shelter Branch resources bin • Provide the Shelter Manager with the following information: • Nature of disaster • Location/ school recommended for use as the shelter • Approximately how many people to be sheltered • Contact person name and title. Meet contact person in front of the school Administrative Office 5. Notify the Incident Commander, Public Information Officer, and Operations Section Chief of the location and approximate time of shelter activation 6. Provide support for the shelter • Staffing- -see the City of Newport Beach Recreation Department "Key Personnel Emergency Home Phone List" in the Care & Shelter Branch resources bin in the EOC • Consult the Personnel Unit Leader for trained volunteers (CERT /Certified Disaster Service Workers) • Consult American Red Cross • Contact Salvation Army, Church groups, etc. • Contact County Social Services Agency Care & Shelter Branch Page 8 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • Supplies • Request the Logistics Section, Transportation Unit to move shelter supplies located at Fire Station #7, Newport Coast Community Center, and West Newport Community Center • Request the Logistics Section, Transportation Unit to move the American Red Cross trailer, located at Fire Station #6 to the shelter site • Contact American Red Cross and advise them of situation status • Contact Supply/Procurement Unit for City -owned resources • Contact Finance & Administration Section/Purchasing Unit for resources not owned by the City • Attempt to get any items donated to the City that could be used in shelters and ongoing to assist victims. Work with ARC and 211 to manage the donated goods. • Communications Establish communications between shelters and the Care & Shelter Department Operations Center utilizing: 1. Facility phones 2. Cellular phones 3. RACES or CERT, volunteer amateur radio operators 4. Public safety radios assigned to the public safety personnel stationed at shelters • Access and Functional needs population • If resources and time are available, accommodations for access and functional needs populations will be made. Specialized facilities will be arranged, if possible. The Care & Shelter Branch will, at the time of the incident, either activate appropriate City facilities or refer to local hotels outside the impacted area. • Security • If the Shelter Manager determines a need for security personnel in the shelter, they should contact the Care & Shelter Unit Leader, who will arrange for security • A security request should be made by the Care & Shelter Unit Leader to the Operations Section, Law Enforcement Branch for a patrol officer to be located at the shelter • First Aid • American Red Cross (ARC) usually provides nurses for shelters. • If none are available, request lifeguards through the Operations Section, Fire & Rescue Branch to respond as EMT's. Demobilization of the Shelter(s) 1. A demobilization plan should be developed prior to starting demobilization of shelters 2. Several shelters may have to be combined as shelter populations decrease 3. Consideration must be given to: Care & Shelter Branch Page 9 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • Staffing (scheduling who will leave and when) • Assignment of duties to staff • Records/ documentation (who maintains the records and how they will be transferred to the Recovery Unit within the Planning Section) • Returning borrowed items to proper owner • Disposing of items no longer usable • Facility cleanup • Emptying trash • Utility shutoff(s) • Securing the facility or turning facility over to its owner or manager • A facility walk- through with the owner or manager of the facility 4. Report shelter closure to the Care & Shelter Unit 5. Care & Shelter Branch will notify: the Incident Commander, Public Information Officer, and Operations that the shelter(s) has been closed Public Shelter Issues Public Shelter Locations and Phone Numbers A list of possible locations for public shelters is kept on file in the EOC Care & Shelter Branch resources bin and the in EOC Activation Plan. The list of public schools in Newport Beach available for use as shelters is also contained in the Law Enforcement Branch Alerting & Warning Plan. A list of all City trained Shelter Managers and their phone numbers is in the Care & Shelter EOC resources bin (See Enclosure 2 for phone lists of ARC Liaisons, School Districts, Salvation Army, Orange County Social Services, etc.) Care & Reception Centers Care and Reception Centers are short -term centers where displaced individuals or families may go to receive information and services, or for short -term shelter in the event of a disaster. These centers are usually opened for a limited period of time, offering assistance to those affected by the disaster. Care and Reception Centers will remain open as needed, and persons seeking assistance will be referred to other services or to shelter facilities if they are in need of longer term sheltering. Long Term Shelter Services Long Term Shelter services will be coordinated with the ARC, the City, and County Agencies such as Social Services Agency (SSA), Housing and Community Services (HCS) and Health Care Agency (HCA) to provide more extended shelter and assistance to persons affected by a disaster. Food, shelter, showering facilities, and other longer - term services will be provided there. Shelters may also provide assistance with other resources. When the crisis has stabilized, transition back to home or on to long -term shelter may be facilitated at shelter facilities. HCS Homeless Prevention will continue ongoing efforts to establish a long -term recovery plan of action for housing and service resource options for victims of an Orange County disaster. Care & Shelter Branch Page 10 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Lodging Operations In widespread disasters, all suitable buildings, other than those being used for other emergency functions, may be used for lodging Schools are the preferred facility for lodging, as they are public facilities and can accommodate a large number of persons. Churches are also appropriate, as they are often large and frequently have feeding facilities on the premises Following an earthquake where buildings may be damaged or the threat of damage by aftershocks exists, outside parks and school fields may be set up as temporary shelters Arrangements should be made in advance with owners or managers of all potential mass care facilities, parks, and schoolyards. Arrangements have been made to use all public schools. The public school list of emergency contacts is updated annually In large scale disasters, commercial lodging facilities, such as motels and hotels, may be reserved for those who require special facilities When possible, most of the lodging operations will be performed by personnel normally associated with the facility. However, in large scale disasters, the shelterees, under the supervision of the facility manager, are expected to assist with many, if not most, of the operations Pets will not be allowed in lodging facilities. Whenever practical, they will be housed in temporary animal control facilities. The Law Enforcement Branch manages animal control. At mass care facilities, areas for the control of pets may be designated (Law Enforcement Section) Only minimal health care will be available in mass care facilities Feeding Operations (EOP 41) Mass feeding operations will be the joint responsibility of the City of Newport Beach, the American Red Cross, and other agencies. Victims must be fed. Emergency Responder feeding operations will be coordinated by the Logistics Section During peacetime operations, arrangements will be made, when possible, for mobile feeding and refreshment services, as well as food delivery to persons Ordinarily, a central facility will be established for mass feeding Arrangements will be made with restaurants to augment mass feeding operations, if necessary Coordination/Communications To assist the Care & Shelter Branch/Care & Shelter Unit in coordinating with the shelters, a communications system must be provided between all shelters and the EOC. The following communications systems may be accessed by contacting the Logistics Section, Communications Branch: • Facility phones • Cellular phones • RACES & CERT amateur radio operators Care & Shelter Branch Page 11 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • Public safety radios located on public safety personnel stationed at the shelters Mutual Aid The Operational Area mutual aid contact for shelters is the County of Orange Social Services Agency. When the Operational Area EOC is activated, County Social Services will have a representative located in their EOC. The Newport Beach Care & Shelter Branch Director will coordinate all mutual aid requests through the Operational Area Care & Shelter Branch at the Operational Area EOC. This will be done via telephone, fax, RACES, or the EOC- to -EOC radio located in the Police Department dispatch center. Coordination with the American Red Cross will be done by telephone or RACES. RACES can contact the American Red Cross utilizing amateur radio frequencies. The American Red Cross frequency is -. American Red Cross will also have representatives in the Operational Area EOC for coordination. Supporting Organization Orange County 2 -1 -1 Orange County 2 -1 -1 is a nonprofit 501(c)(3) organization, provides a comprehensive information and referral system that links Orange County residents to community health and human services and support. Designated by the California Public Utilities Commission as the provider of this nationally recognized service, Orange County 2 -1 -1 makes the system available 24 hours a day, seven days a week to over 3,000,000 residents of this community. Callers seeking assistance dial toll free 2 -1 -1 and are connected with certified, multi - lingual Information and Referral (I &R) Specialists who utilize a robust database to provide information on services such as: • Food • Shelter/ Housing Resources • Prenatal care • Workforce development • Government assistance programs • Equipment resources for older adults • Access to health insurance programs, especially for the uninsured or under- insured • Urgent care, medical, dental and vision services • Prevention and safety services • Substance abuse assessment and treatment programs • Child development assessment services • Early detection and treatment programs • Disaster Response, including volunteer screening and charitable contributions options, during natural and human caused emergencies • Support group connection Care & Shelter Branch Page 12 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ■ Parks, recreation and other municipal departments Care & Shelter Mutual Aid If the American Red Cross cannot meet the City's Needs Resource Requests State of California Department of Social Services SOC Region 1 Emergency Operations Center Operations Section REOC Orange County Operational Area County Social Services Agency - OC EOC City of Newport Beach Care & Shelter Branch EOC Care & Shelter Unit Shelter Manager Care & Shelter Branch Page 13 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 1- Care & Shelter Contact List Agency Name and Address Phone 24 Hour Phone 1. American Red Cross Orange County Chapter 601 North Golden Circle Santa Ana, CA 92705 2. OC Operational Area EOC Social Service Agency 2644 Santiago Canyon Rd Santiago Canyon 3. 2 -11 2183 Fairview Road Costa Mesa, CA 92627 -5663 - 4. Volunteer Center Orange County 1901 E. 4th Street, Suite 100 Santa Ana, CA 92705 Care & Shelter Branch Page 14 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Care & Shelter Branch Director Checklist Responsible Department: Responsible Party: Alternate: Second Alternate: Immediate Supervisor in EOC: Policy Group: Recreation and Senior Services Recreation & Senior Services Director Senior Services Manager Recreation Superintendent Operations Section Chief No General Duties Coordinate activation, operation and support of shelters with the American Red Cross (ARC) Provide food, shelter or temporary housing, first aid, and other basic necessities of life on a mass care basis until other resources are available to persons unable to provide for themselves as a result of a disaster V Provide food, shelter or temporary housing, first aid, child care, and other basic necessities of life for emergency workers beyond working hours V Provide special diets, special lodging facilities, medical equipment, and medical transportation to disabled and elderly persons, if the situation allows V Provide trained staff to organize and supervise mass care shelters, if ARC personnel are not available V Arrange crisis counselors for the community, as needed V Provide preventive public health services as capability allows V Provide inspection and advisory services related to sanitation matters V Coordinate the City wide public health related activities among other local public and private response agencies or groups during disasters Provide safe drinking water for the public (See Water Annex) Accomplish objectives of the EOC Action Plan Checklist Upon arrival at the EOC: ❑ Check in and report to the Operations Section Chief ❑ Obtain a briefing of the situation Care & Shelter Branch Page 15 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Read this entire checklist ❑ Wear assigned vest ❑ Verify your phone is operating ❑ Maintain a log of significant events and have all staff members do the same ❑ Complete the Operational Area Care & Shelter Status Report form if mutual aid is needed and give to the Planning Section, Documentation Unit to be faxed or put into WebEOC to the Operational Area at the onset of the event and every 6 hours for updates. Forms are located in the EOC Forms Binder or through the Planning Section. ❑ Inform Operations Section Chief of situation and plans for next Operational Period ❑ Designate Shelter Location ❑ Contact the Orange County Health Care agency for shelter mental and health support. ❑ The location designated for both public and employee shelters should be based on the following types of emergency situations: Flood/Tsunami ❑ Designate location outside flood plain, beach zone, and /or impacted area ❑ Get site location approval from the Operations Section Chief and Branches Earthquake ❑ Determine strategic shelter location based on need and areas impacted ❑ Get site location approval from the Operations Section Chief and Branches Fire/Explosion ❑ Designate locations with close proximity yet clear of impacted area ❑ Get site location approval from the Operations Section Chief and Branches ❑ Consider prevailing winds when designating shelter location Hazardous Material Spill ❑ Contact the Fire & Rescue Branch to determine if in -place sheltering will be more appropriate than evacuating the affected population ❑ Designate locations with close proximity yet clear of impacted area ❑ Get site location approval from the Operations Section Chief and Branches ❑ Consider prevailing winds when designating shelter location Tornado/Water Spout ❑ Designate locations with close proximity yet clear of impacted area ❑ Get site location approval from the Operations Section Chief and Branches Care & Shelter Branch Page 16 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Care & Shelter Unit Leader Checklist Responsible Department: Recreation and Senior Services Responsible Party: Recreation Superintendent First Alternate: Recreation Manager Second Alternate: Recreation Manager Immediate Supervisor in EOC: Care & Shelter Branch Director Policy Group: General Duties No -/ Coordinate activation, operation and support of shelters with the American Red Cross (ARC) V Assist ARC with inquiries and registration services to reunite families V Provide food, shelter or temporary housing, first aid, and other basic necessities of life on a mass care basis until other resources are available to persons unable to provide for themselves as a result of a disaster Prepare to designate areas for control of pets Provide food, shelter or temporary housing, first aid, child care, and other basic necessities of life for emergency workers beyond working hours Provide special diets, special lodging facilities, medical equipment, and medical transportation to disabled and elderly persons, if the situation allows Organize and manage fallout shelters in the event of a nuclear incident. Prepare for occupancy and operation of fallout shelters during mobilization periods V Provide trained staff to organize and supervise mass care shelters, if ARC personnel are not available • Arrange crisis counselors for the community, as needed • Assist the ARC with transition from mass care to individual family housing Accomplish objectives of the EOC Action Plan Checklist Upon arrival at the EOC: ❑ Check in and obtain a briefing of the situation ❑ Read this entire checklist ❑ Wear assigned vest Care & Shelter Branch Page 17 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Verify your phone is operating and communicate with Care & Shelter Branch in the EOC ❑ Maintain a log of significant events and have all staff members do the same ❑ In coordination with the ARC, activate an inquiry registry service to reunite families and respond to inquiries from relatives or friends ❑ Ensure each shelter activated meets the requirements of the Americans with Disabilities Act ❑ Establish contact and coordinate clothing and supplies from volunteer groups Shelter Opening Procedure SCENARIO 1 - American Red Cross (ARC) IS available to manage the shelter ❑ Determine the most appropriate shelter site based upon the nature of the disaster (see above) with clearances from the Care & Shelter Branch Director ❑ Contact ARC at and request a shelter activation. Give them the following information: • Nature of disaster • Location for shelter • Approximately how many people need sheltering • Determine communications system to shelter • Decide who will contact the School District (City or ARC) ❑ If it is the City's responsibility to contact the School, give them the following information: • Nature of disaster • Location for shelter • Approximately how many people to be sheltered • To meet the contact person in front of the School Administrative Office • Request School District contact a person with access to the facility and capable of making school operational (facility accessibility, keys to unlock doors, keys and tools to turn on electricity) ❑ Notify the Care & Shelter Branch Director of the location and approximate time of shelter activation ❑ Assist the ARC with staffing and managing shelters ❑ Request City provided support as needed: • Evacuation to shelters -- Operations Section, Law Enforcement Branch • Transportation -- Logistics Section, Transportation Unit • Logistical needs such as food, bedding, first aid supplies, and personnel -- Logistics Section, Supply & Procurement • Communications -- Logistics Section, Communications Branch SCENARIO 2 - American Red Cross (ARC) IS NOT available to manage the shelter ❑ Determine the most appropriate shelter site based upon the nature of the disaster with clearances from the Care & Shelter Branch Director Care & Shelter Branch Page 18 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • Contact ARC and request that a shelter be activated. If they are not available to provide shelter management, proceed to the next item • Contact the School District give them the following information: • Nature of disaster • Location for shelter • Approximately how many people need sheltering • To meet the contact person in front of the School Administrative Office • Request School District contact person with access to facility and capability to make school operational (facility accessibility, keys, to unlock doors, keys and tools to turn on electricity) • Make contact with City employee Shelter Manager by telephone per the Assignment of Responsibility Chart. • Provide the Shelter Manager with the following information • Nature of disaster • Location of the shelter • Approximately how many people need sheltering • Contact person name and title; meet contact person in front of the School Administrative Office ❑ Notify the Care & Shelter Branch Director of the location and approximate time of shelter activation ❑ Confirm with Shelter Managers the establishment of: • Registration areas • First -aid stations; utilize: (1) American Red Cross, (2) lifeguards, and /or (3) volunteers • Food services areas • Sleeping/ lodging area • Smoking areas outside • Enclosed areas for pets until they can be relocated • Recreation programs • Contact the Orange County Health Care agency for shelter mental and health support. ❑ Provide support for the shelter ❑ Staffing - • Consult the Logistics Section, Personnel Unit Leader for trained volunteers • Consult ARC • Contact the Operational Area for the County Social Services Agency ❑ Supplies • Request Logistics Section, Transportation Unit to move ARC trailer located at the Fire Station #6 to the shelter site • Contact ARC Care & Shelter Branch Page 19 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • Contact Logistics Section, Supply & Procurement for City -owned resources • Contact Finance & Administration Section, Purchasing Unit for resources not owned by the City • Attempt to get any items donated to the City that could be used in shelters ❑ Communications Establish communications between shelters and the EOC utilizing: (1) facility phones (2) cellular phones (3) RACES amateur radio operators, (5) public safety radios assigned to safety personnel placed at shelters ❑ Access and functional needs population If resources and time are available, accommodations for access and functional needs populations will be made at specialized facilities. The Care & Shelter Branch Director will, at the time of the incident, either activate appropriate City facilities or refer to local hotels outside the impacted area Shelter Demobilization ❑ A demobilization plan should be developed prior to starting demobilization of shelters ❑ Several shelters may have to be combined as the shelter populations decrease ❑ Consideration must be given to • Staffing (scheduling who will leave and when) • Assignment of duties to staff • Records/ documentation (who maintains the records and how they will be transferred to the Recovery Unit within the Planning Section) • Returning borrowed items to proper owner • Disposing of items no longer usable • Facility cleanup and trash disposal • Utility shutoff(s) • Securing the facility or turning facility over to its owner or manager ❑ Report closure to the Care & Shelter Branch Director (Care & Shelter Branch will notify the Incident Commander, PTO, and Logistics Section that the shelter(s) has been closed) ❑ Continue to reassess all needs and disaster conditions ❑ Give the vest and log to your replacement with a complete briefing of the situation ❑ Be prepared to write an after - action report Care & Shelter Branch Page 20 of 20 City of Newport Beach Emergency Management Plan OPERATIONS SECTION DAMAGE / SAFETY ASSESSMENT BRANCH Table of Contents Purpose.................................................................................................................. ..............................2 Objectives............................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................3 Authorities and Legal Responsibilities ......................................................... ..............................3 Damage Assessment Branch Organization .................................................. ..............................3 Line of Succession for Damage /Safety Assessment Branch Director .... ..............................3 Line of Succession for Building Division Operations Center Director ..............................3 Conceptof Operations ....................................................................................... ..............................4 Phases of Damage Assessment ........................................................................ ..............................4 Damage Assessment/Building Inspector Mutual Aid ............................... ..............................8 Community Development Department Operations Center ( CDDOC) .............................10 Building Safety Evaluations Flowchart Coordination/Communications Mutual Aid 12 13 13 Resources............................................................................................................. .............................13 References............................................................................................................ .............................14 Enclosure 1- Essential Service Facilities in Priority Order ..................... .............................15 Damage /Safety Assessment Branch Director Checklist .......................... .............................18 Community Development Department Operations Center (CDDOC) Checklist .......... 20 Damage /Safety Assessment Public Property Checklist ........................... .............................22 Damage /Safety Assessment Private Property Checklist .......................... .............................23 Damage /Safety Assessment City of Newport Beach Emergency Management Plan OPERATIONS SECTION DAMAGE/ SAFETY ASSESSMENT (EOP 31,41) Purpose The Damage /Safety Assessment Branch provides assessment of buildings to determine if they are safe for occupancy following a disaster. The Branch collects damage information on public and private structures to be forwarded to the Planning Section, Operational Area, and the California Emergency Management Agency (Cal EMA). Objectives Mobilize and deploy inspection resources Inspect Essential Service Facilities as prioritized V Assist the Fire Department in Search & Rescue operations as needed V Estimate total dollar damage in the City as required by the Operational Area and the State V Private property V Public property V Inspect the City at large for structural hazards V Call for and manage mutual aid resources as needed V Accomplish objectives of the EOC Action Plan Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous materials incident, tsunami, tornado /water spout, plane crash, or unforeseen events. 2. In many types of disasters, buildings may be damaged and become hazardous to occupants. 3. If buildings are damaged in a disaster situation, it is the City Government's role to provide initial damage assessment to determine the building's suitability for occupancy. 4. The Emergency Operations Center (EOC) will be activated as the result of a disaster situation. 5. When the EOC is activated, the Damage /Safety Assessment Branch will be activated to manage damage assessment operations and collect data on structures for the Operational Area and the Cal EMA. 6. If sufficient inspection resources are unavailable within the City of Newport Beach, the Damage /Safety Assessment Branch will request mutual aid assistance from the Operational Area. Damage /Safety Assessment Branch Page 2 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Organization and Assignment of Responsibilities Authorities and Legal Responsibilities The Uniform Code for the Abatement of Dangerous Buildings, Uniform Building Code, Uniform Plumbing Code, Uniform Mechanical Code, Uniform Housing Code, and the National Electrical Code, as adopted by the State of California and modified by the City of Newport Beach by Municipal Ordinance No. 10 -23, provides the basis for the safety assessment of buildings. Damage Assessment Branch Organization Line of Succession for Dama a Saf etv Assessment Branch Director Community Development Department Director Branch Director Building Manager / Chief Building Official First Alternate Chief Building Inspector Second Alternate Line of Succession for Communi Devel oment Department Operations Center Director Building Mana er / Chief Building Official DOC Director Chief Building Inspector First Alternate Senior Building Inspector —Mechanical Second Alternate Damage /Safety Assessment Branch Page 3 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Line of Succession for Public Damage Unit Leader Sr. Building Inspector Public Damage Unit Leader Building Inspector II First Alternate Building Inspector II Second Alternate Line of Succession for Private Damage Unit Leader Sr. Building Inspector Private Dama e Unit Leader Building Inspector II First Alternate Building Inspector I Second Alternate Concept of Operations (EOP 31,41) Phases of Damage Assessment The Damage Assessment process has been broken down into six phases which include: Phase I - Activation, EOC and Dispatch Center inspections Phase II - Essential Service Facility Surveys /Search & Rescue Operations Phase III - Building Division Damage Assessment Windshield Surveys Phase IV - Requesting and Management of Mutual Aid Phase V - Rapid and Detailed Evaluation Safety Assessments Phase VI- Recovery Phase I - Activation When the EOC is activated, the Community Development Department Director or his /her designee will be notified by the Police Dispatch Center. The Fire or Police Department will lead the Operations Section and activate the Damage /Safety Assessment Branch, if needed. The Damage /Safety Assessment Branch Director will be the Chief Building Inspector or his designee. All Community Development Department employees are part of the Damage /Safety Assessment Branch. Public Works Engineering Division will staff a Public Facilities Unit (infrastructure) which will provide information to the Damage /Safety Assessment Branch on infrastructure damage. The Damage /Safety Assessment Branch is responsible for organizing field units of inspectors to survey buildings. They report, compile, and total financial damage of public and private damage for the Preliminary Damage Assessment Report to be compiled by the Planning Section and forwarded to the Operational Area. The Operational Area will transmit all Orange County data to Cal EMA to support mutual aid requests. Phase I - Operations Procedures: 1. Immediately following an emergency, the Community Development Department Director will alert personnel and initiate recall of the staff to the extent deemed necessary. • If telephones are operational, they will be utilized. Damage /Safety Assessment Branch Page 4 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • If phones are non - operational, inspectors will automatically report to their pre - designated staging area, City Hall Parking Lot. 2. Community Development Department personnel will assemble at the East End of the City Hall parking lot. 3. The Community Development Department Director will appoint an engineer to inspect the Emergency Operations Center (EOC) to determine if the building is safe. This information will be reported to the Incident Commander, the Damage/Safety Assessment Branch, and the Planning Section. 4. As Community Development Department personnel arrive they will be assigned Essential Service Facilities to inspect and EOC positions to staff. 5. An engineer will survey the Police Dispatch Center and communicate the results to the positions listed above. 6. After the EOC and the Police Dispatch Center are inspected, the list of Essential Service Facilities in Priority Order will be followed. 7. Immediately upon notification of an emergency, the following departments will deploy resources to conduct Damage /Safety Assessment Windshield Surveys and forward the information to the EOC: • Fire Department • Suppression • Police Department • Aero Unit • Patrol • Public Works Department • Municipal Operations Department Phase II - Essential Service Facility Surveys/Search & Rescue Operations The Damage /Safety Assessment Unit Leader will assign Inspection Teams to survey structures and areas in the City starting with Essential Service Facilities in Priority Order (See Enclosure 1). • All facilities listed as "Level A" -- Emergency Operating Centers & Hoag Hospital will be surveyed immediately. • All facilities listed as "Level B" -- Utilities, Fire Stations, Libraries, Schools are high level facilities and should be surveyed next or at the Damage /Safety Assessment Branch Director's discretion. If emergency requests are made for inspections, they may override inspection of the "Level B" facilities; however, each facility must be surveyed as soon as possible. • Facilities listed as "Level C' and "Level D" will be surveyed as requested. • At the completion of each inspection, the results should be reported to the manager of the facility if present. • The inspection results must also be reported to the Damage Assessment Branch in the EOC by radio. • The ATC -20 Rapid Evaluation Safety Assessment Form will be filled out for each Essential Service Facility and the results returned to the EOC or other designated reporting area. Damage /Safety Assessment Branch Page 5 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Each Essential Service Facility will be posted with the appropriate placard at the main building entrance so employees and visitors know the facility was inspected. At the request of the Fire Department, an engineer will respond to the scene of Search & Rescue operations. The responding engineer will report to the Command Post and work under the direction of the Planning Section as a Technical Specialist. Phase III - Building Division Damage Assessment Windshield Surveys After priority structures have been inspected, inspectors will be sent to conduct windshield surveys of the City to determine amount of damage and financial loss in each Fire Response Grid (RG). Windshield survey reports will be used by the EOC to develop estimates of the dollar value of damage in each district and throughout the City. This figure will be modified as more accurate information is obtained. -v/ A Preliminary Damage Assessment Report will be prepared using the windshield survey information. Information received resulting from windshield surveys completed by the Fire, Police, Public Works and Municipal Operations Departments (and Police Aero Unit) will be used to determine the inspection priority for the Damage Assessment Branch's Essential Service Facilities in Priority Order (see Enclosure 1). There are 105 Grids (each with 4 quadrants) in the Fire Grid System for the City of Newport Beach. The Damage /Safety Assessment Branch will prepare a plan stating how the City will be surveyed. This information will be included in the Action Plan. Phase IV - Requesting and Management of Mutual Aid If there are not enough building inspectors available to perform structural assessments, a request can be made for additional inspectors. This request is called Mutual Aid. The request goes from the City EOC Logistics Section to the Operational Area EOC Logistics Section. Building inspectors from the County government or other Orange County Cities will fill the request. If the request exceeds Orange County resources, the Operational Area EOC will forward a Mutual Aid request to the California Emergency Management Agency, Region I Office. Mutual Aid may be requested prior to Phase IV if the level of damage warrants the request 4v' The results of the Fire Response Grid (RG) surveys (Phase III) will be submitted to the Operational Area along with requests for Mutual Aid, if time permits. V Mutual Aid requests are submitted to the City Logistics Section. According to the California Building Officials (CALBO) Emergency Operations Manual, prior to requesting Mutual Aid, the following conditions must be satisfied: A local emergency must be declared All local resources must be committed Mutual Aid Requesting Process (CALBO Emergency Operations Manual) (Phase IV, Part A) Damage /Safety Assessment Branch Page 6 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Step 1 -- Windshield Survey -- Immediately after an event, the local jurisdiction needs to quickly survey the jurisdiction to determine the type and number of buildings damaged. Typically this survey is performed by the Police, Fire, and Community Development Departments Step 2 -- Available Rescues -- Once the general amount of damage is determined, local building inspectors perform ATC -20 Rapid Evaluations of damaged structures and lifelines, posting the buildings or facilities accordingly. If the City determines it does not have sufficient resources, it proclaims a local emergency. Step 3 -- Request assistance from the Operational Area -- Requests can be made under the Mutual Aid Agreement of the local chapter of the International Conference of Building Officials (ICBO) or through the Operational Area EOC. -V Step 4 -- Available Operational Area (OA) Resources -- The OA compiles all requests from jurisdictions within the county and determines if it the necessary resources exist to provide the requested assistance. If the Operational Area does not have sufficient resources, it may or may not proclaim a Local Emergency. Step 5 -- The Operational Area EOC requests assistance from the California Emergency Management Agency Regional Office (Region I). Step 6 -- Available Cal EMA Region I Resources -- The Cal EMA Regional Manager compiles the requests from the OAs within the region and determines if there are sufficient resources within the region. At this point, the "Post Disaster Safety Assessment Plan" is activated for either an in- Region or out -of- Region response. Damage /Safety Assessment Branch Page 7 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Damage Assessment/Building Inspector Mutual Aid Event Local Jurisdiction Determines Number And Types Of Damaged Structures I (Windshield Surveys) NO Is Outside YES Assistance Required? Building Inspectors perform Request Mutual Aid from the Rapid Evaluations I., I County (Operational Area) Owners Retain Professionals to Prepare Repair Plans YES Does the County have Sufficient Resources? Request Mutual Aid from Cal EMA Region (Specify number and skills of volunteers needed) YES Activate and Mobilize Volunteers from within the Does the Region have Sufficient Resources? f ECG] NO Activate and Mobilize Volunteers from Outside the Damage /Safety Assessment Branch Page 8 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Mutual Aid Management Process (Phase IV - Part B) V Registration of Mutual Aid responders - All mutual aid responders not previously registered as Disaster Service Workers or not currently employed full time with a government agency must be registered as a State Disaster Service Worker. • If Mutual Aid responders arrive without proper identification, they must register as Disaster Service Workers o Proper identification cards includes: • Public employee identification card • California Building Officials (CALBO) • American Construction Inspectors Association (ACIA) • Structural Engineers Association of California (SEAOC) ■ California Council American Institute of Architects (AIA) • American Society of Civil Engineers (ASCE) • The Logistics Section /Personnel Unit has forms, temporary identification cards, and a system for registering Disaster Service Workers. Each Disaster Service Worker will be issued a temporary Volunteer Identification Card upon registration. All Disaster Service Workers are covered by State Workers' Compensation insurance. In addition to being registered as a Disaster Service Worker, the responding Mutual Aid Inspector must check in at the Community Development Department Operations Center (CDDOC) which will be located at the City Hall. The Community Development Department Operations Center (CDDOC) will work under the direction of the City s EOC Damage /Safety Assessment Branch. For management of mutual aid resources, see CALBO Emergency Operations Manual located in the EOC. Damage /Safety Assessment Branch Page 9 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Community Development Department Operations Center (CDDOQ L. Operations Section Damage /Safety Assessment Branch Community Development Department Operations Center CDDOC Damage Assessment Damage Assessment Public Damage I Private Damage Phase V - Rapid and Detailed Evaluation Safety Assessments Utilizing information from the windshield surveys, the Damage /Safety Assessment Branch Director will direct inspection teams to begin Rapid Evaluation Safety Assessments of buildings in areas with the highest concentration of damage. • Rapid Evaluation Safety Assessment (10 -20 minutes) is normally the first level of evaluation, designed to quickly designate the apparently safe and the obviously unsafe structures. Doubtful structures are designated for another visual examination, a Detailed Evaluation Safety Assessment. • The ATC -20 Rapid Evaluation Safety Assessment Form will be filled out for each building inspected using the ATC -20 Field Manual criteria. • Each building will be posted with the appropriate placard. • INSPECTED (Green) -- No apparent hazard found, although repairs may be required. Original lateral load capacity not significantly decreased. No restriction on use or occupancy. • RESTRICTED USE (Yellow) -- Dangerous condition believed to exist. Entry by owner permitted only for emergency purposes and only at own risk. No usage on a continuous basis. Entry by public not permitted. Possible major aftershock hazard after an earthquake. • UNSAFE (Red) -- Extreme hazard, building may collapse. Imminent danger of collapse from an aftershock. Unsafe for occupancy or entry, except by authorities. Damage /Safety Assessment Branch Page 10 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • AREA UNSAFE (Yellow Tape) -- The designated area is unsafe. Area must not be entered, except by authorities. The ATC -20 Rapid Evaluation Safety Assessment Forms and summary tally sheet for each inspection team will be submitted to the Community Development Department Operations Center at the end of each shift. At the conclusion of the Rapid Evaluation Safety Assessments, those buildings posted as "Restricted Use" will be subject to a Detailed Evaluation Safety Assessment. A Detailed Evaluation Safety Assessment (1 -4 hours) is the second level of examination. It consists of a thorough visual examination of a structure, inside and out, and is designed to result in the rating of all structures as either safe for use, potentially dangerous, or unsafe. It is normally performed by structural engineers. V An ATC -20 Detailed Evaluation Safety Assessment Form will be filled out for each building utilizing the ATC -20 Field Manual criteria. V As a result of the Detailed Evaluation Safety Assessment, the building may be re- posted with an appropriate placard as described above. y' The ATC -20 Detailed Evaluation Safety Assessment Forms and summary tally sheet for each inspection team will be submitted to the Community Development Department Operations Center at the end of each shift. Y If the safety of a building is still questionable following a Detailed Evaluation Safety Assessment, the building owner must hire a consultant to complete an Engineering Evaluation. Damage /Safety Assessment Branch Page 11 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Building Safety Evaluations Flowchart Structure Identified for Evaluation Rapid Evaluation Apparently Safe, Post Questionable Post Obviously Unsafe, INSPECTED I I RESTRICED USE I I UNSAFE Detailed Evaluation Safe but needs repairs Questionable Post Unsafe, Must be reF Post INSPECTED RESTRICTED USE or removed Post UNSAFE Engineering Evaluation (Owner must hire Consultant) Safe but needs repairs Unsafe, Must be reF Post INSPECTED or removed Post UNSAFE Phase VI - Recovery • The Recovery phase of damage assessment is initiated once the emergency phases of the situation are under control. • Private sector engineers, hired by building owners, will perform engineering evaluations and, in consultation with private sector insurance claims adjusters, recommend final building disposition to City engineering staff. • State and Federal Assessment Teams, accompanied by City staff, will perform on -site cost estimates for repair of damage to public facilities. • Disaster Assistance Centers will be opened to the public to file for State and /or Federal recovery assistance. Damage /Safety Assessment Branch Page 12 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Coordination/Communications The Community Development Department utilizes the County 800 MHz radio system. Inspectors are equipped with hand -held radios. The Community Development Department also has cellular phones. Amateur radio volunteers (RACES) will be utilized as needed for auxiliary communications. Contact the Logistics Section, Communications Unit for RACES assistance. If telephones are inoperable, the Communications Unit Leader will attempt to procure cellular telephones for the Damage /Safety Assessment Unit upon request. Mutual Aid If additional trained building inspectors are needed by the City, the Damage /Safety Assessment Unit Leader will request assistance from the Operational Area EOC Plans Section via: • Telephone - To contact the Operational Area EOC, call: • First Choice: Situation Analysis Coordinator - EOCSitCoordQoc sd. orQ • Second Choice: Planning Section - EOCPlanningChief@ocsd.org • E -mail - Operational Area Logistics Section • EOC- to -EOC Radio • RACES (voice or packet radio) • Fire or Police radios Resources Vehicles Equipment • handheld radios • cellular phones • Each inspector has been outfitted with a Disaster Preparedness Kit which includes: 1. 5:1 screw driver 16. safety vest 2. pliers 17. utility knife 3. channel locks 18. clipboard 4. flash light 19. pad of paper 5. hammer 20. city map 6. staple gun 21. ATC -20 forms 7. adjustable wrench 22. ATC -20 placards 8. pry bar 23. disposable dust masks 9. hard hat 10. duct tape 11. yellow barrier tape 12. tool bag 13. first aid kit 14. 25 ft. measuring tape 15. two (2) pair leather gloves Damage /Safety Assessment Branch Page 13 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION References These items are located in the SOP section of the Damage Assessment personnel's disaster plans and include: • County of Orange Building Damage Assessment Procedures Manual • Post Disaster Safety Assessment Training/ CALBO Emergency Operations Manual /ATC -20 Operations Manual Orange County Mutual Aid Agreement Enclosures Enclosure 1 - Essential Service Facilities in Priority Order Damage /Safety Assessment Branch Page 14 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 1- Essential Service Facilities in Priority Order Immediately following an earthquake: the Fire Department completes a "Windshield Survey' of the city checking for damage; the Police Department patrol completes their own damage survey, Public Works Department assesses damage to the bridges and waterways, and Municipal Operations conducts an assessment of the water system infrastructure (sewer system, reservoirs, water pipes, etc.) Following a major earthquake, the Damage Assessment Officer (Building Official) will order an immediate assessment of all Level "A" facilities which have been deemed the "highest level Essential Service Facilities." Level "B" facilities will be checked between EOC requests at the Damage Assessment Officers discretion. Level "C" facilities are priority shelters and will be surveyed upon request of the Logistics Chief. Level "D" facilities are those that can be used as State and Federal Disaster Assistance Centers (DAC) and alternate volunteer coordination centers. They should be surveyed as needed. Level "A" - Communications Centers, Emergency Operating Centers and the Hospital Level "B" - Utilities, Fire Stations, Libraries, and School District EOCs Level "C" - Priority Shelter Facilities Level "D" - State and Federal Disaster Assistance Centers (City Community Centers) and Volunteer Coordination Centers Priori fad!fty Level RD 1. Police Department A 4528 870 Santa Barbara 2. Emergency Operations Center A 4528 870 Santa Barbara 3. Fire Operations Center A 4528 Fire Station #3 868 Santa Barbara 4. Municipal Operations Department A 4421 Utilities Yard 949 W. 16th St 5. City Hall A 4622 3300 Newport Blvd 6. Hoag Hospital A 4522 1 Hoag Rd 7. Municipal Operations Department A 4423 Corporate Yard 592 Superior 8. Central Library (volunteers) B 4829 1000 Avocado Damage /Safety Assessment Branch Page 15 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION 9. Big Canyon Reservoir B 4731 3300 Pacific View Priori Facili Level RD 10. Balboa Fire Station #1 B 4825 110 E. Balboa 11. Lido Fire Station #2 B 4622 475 32nd St 12. Balboa Island Fire Station #4 B 4827 124 Marine 13. Corona del Mar Fire Station #5 B 4929 410 Marigold 14. Mariners Fire Station #6 B 4425 1348 Irvine 15. Santa Ana Heights Fire Station #7 B 4128 20401 Acacia 16. Newport Coast Fire Station #8 B 4834 6502 Ridge Park Road 17. Newport Harbor High School C 4524 600 Irvine 18. Corona del Mar High School C 4428 2101 East Bluff 19. Lincoln Elementary School C 4730 3101 Pacific View 20. Andersen Elementary School C 4631 1900 Port Seabourne 21. Harbor View Elementary School C 4929 900 Goldenrod 22. Ensign Intermediate School C 4624 2000 Cliff Dr 23. Mariners Elementary School C 4425 2100 Mariners 24. Newport Elementary School C 4823 14th & W. Balboa 25. Newport Heights Elementary School C 4523 300 E. 151b 26. Oasis Community Center D 4929 5th and Marguerite 27. Newport Coast Community Center D 4734 6401 San Joaquin Hills Rd 28. Mariners Library D 4425 2005 Dover 29. Community Youth Center D 4829 Damage /Safety Assessment Branch Page 16 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION 5th & Iris Damage /Safety Assessment Branch Page 17 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Damage /Safety Assessment Branch Director Checklist�U Responsible Department: Community Development Department Responsible Party: Community Development Department Director First Alternate: Building Manager / Chief Building Official Second Alternate Chief Building Inspector Immediate Supervisor: Operations Section Chief Subordinates: Public Damage Unit Leader, Private Damage Unit Leader; CDDOC Personnel when the CDDOC is activated Policy Group: No General Duties -/ Provide for immediate inspection for re- occupancy of key city facilities by departments responsible for emergency response and recovery • Provide for engineering support as requested for search and rescue operations • Coordinate investigation and safety assessment of damage to buildings, structures and property within the City for the purpose of: • Identifying life threatening hazardous conditions for immediate abatement • Inspecting and identifying buildings and property for re- occupancy and posting and declaring unsafe conditions • Determining the cost and percentage of damage to all buildings, structures and properties • Provide safety assessment information and statistics to the Planning Section to be forwarded to the Operational Area EOC and then to Cal EMA Checklist ❑ Check in, put on identification vest, verify your telephone is operational ❑ Report to Operations Section Chief ❑ Obtain a briefing ❑ Alert personnel and initiate recall of staff as necessary ❑ Appoint an inspector to check the Emergency Operations Center (EOC) to determine if it can be activated Damage /Safety Assessment Branch Page 18 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Appoint an inspector to inspect the Police Dispatch Center to determine if it can be occupied ❑ Report results of EOC and Police Dispatch Center inspections to the Incident Commander, Planning Section, the Fire & Rescue Branch and Law Enforcement Branch ❑ Appoint available personnel to positions (Public Damage Coordinator, Private Damage Coordinator, and Field Unit Leader) and establish communication with the Public Works Field Infrastructure Leader ❑ Direct the Field Unit Leader to assign inspection teams to survey essential service facilities in priority order ❑ Direct the Field Unit Leader to assign inspectors to conduct windshield surveys of the City to determine the amount of damage and financial loss in each Response Grid (RG). Windshield survey information received from the Fire, Public Works and Police Departments will determine the priority of the RGs to be surveyed ❑ Direct the Public/Private Damage Coordinators to prepare a Preliminary Damage Assessment Report using information received from the Windshield Surveys ❑ Complete the Operational Area Preliminary Damage Assessment form and give to Documentation Unit Leader to FAX to the Operational Area. ❑ If a local emergency has been declared and all local resources have been committed, request Mutual Aid from the Operational Area EOC Planning Section ❑ Establish a Community Development Department Operations Center in City Hall. ❑ Appoint additional personnel to the Community Development Deaprtment Operations Center (CDDOC) positions including: Operations Coordinator and Supply Coordinator to manage mutual aid responders ❑ Direct the Field Unit Leader to initiate Rapid Evaluation Safety Assessments in the Reporting Districts with the highest concentration of damage ❑ Direct the Field Unit Leader to initiate Detailed Evaluation Safety Assessments on those buildings posted as RESTRICTED USE during the Rapid Evaluation Safety Assessments ❑ Coordinate recovery efforts with State and Federal Assessment Teams ❑ Make contact with the Public Works Branch Director to find out who is acting as the Public Facilities Unit Leader tracking damage to public infrastructure Damage /Safety Assessment Branch Page 19 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Community Development Department Operations Center (CDDOQ Checklist V Responsible Department: Community Development Department Responsible Party: Building Manager / Chief Building Official First Alternate: Chief Building Inspector Second Alternate: Senior Building Inspector - Mechanical Third Alternate: Senior Building Inspector - Structural Immediate Supervisor: Subordinates: Policy Group: General Duties Damage /Safety Assessment Branch Director Inspection Teams No Manage field inspection teams conducting damage safety assessments v' public buildings V private buildings Provide building safety assessment at sites of search and rescue operations V Coordinate schedules and logistical needs of all inspection teams V Determine the need for mutual aid building inspectors Checklist ❑ Check -in, verify your telephone is operational ❑ Report to the Damage /Safety Assessment Branch Director ❑ Obtain a briefing ❑ Assign inspection teams as requested for search and rescue operations ❑ Assign inspection teams to survey essential service facilities (Phase II) ❑ Obtain windshield survey results from the Fire, Police and Public Works Departments to determine the order in which Response Grids (RG) will be surveyed by inspection teams ❑ Assign inspectors to conduct windshield surveys of the City to determine the amount of damage and financial loss in each RG (Phase III) ❑ Receive information from field inspection teams and provide it to the Public Damage Unit Leader and Private Damage Unit Leader ❑ Determine the need for mutual aid (Phase IV) Damage /Safety Assessment Branch Page 20 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Recommend to the Damage /Safety Assessment Branch Director to formally request mutual aid, if needed ❑ Assign inspection teams for the Rapid Evaluation Safety Assessments based on information from the windshield surveys (Phase V) ❑ Update information from field inspection teams to the Public Damage Unit Leader and Private Damage Unit Leader ❑ Assign inspection teams for the Detailed Evaluation Safety Assessments based on information from the Rapid Evaluation Safety Assessments. ❑ Update information from field inspection teams to the Public Damage Unit Leader and Private Damage Unit Leader. ❑ Assign inspectors to assist State and Federal Assessment Teams. Damage /Safety Assessment Branch Page 21 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Damage /Safety Assessment �Public Property Checklist V-! Responsible Department: Community Development Department Responsible Party: Senior Building Inspector First Alternate: Building Inspector II Immediate Supervisor: Damage /Safety Assessment Branch Director or the Community Development Department Operations CenterDirector if CDDOC is activated Subordinates: Request an aide from Personnel Unit, if needed Policy Group: No General Duties Collect damage information on public structures and infrastructure Complete Public Damage Assessment Form -41 Tally the damage V Forward information to the Damage /Safety Assessment Branch Director or CDDOC Checklist ❑ Check in, put on identification vest, verify your telephone is operational ❑ Report to the Damage /Safety Assessment Branch Director or CDDOC, if activated ❑ Obtain a briefing ❑ Collect public structure damage information from Damage /Safety Assessment Field Leader ❑ Tally the number of buildings and dollar damage and forward to Damage/Safety Director or CDDOC ❑ If a database has not been designed, request Logistics Section, Communications Unit Leader provide you with an Information Systems programmer to develop the database ❑ If you need an aide for data entry, request one from the Logistics Section, Personnel Unit Leader Damage /Safety Assessment Branch Page 22 of 23 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Damage/Safety Assessment Private Property Checklist Responsible Department: Community Development Department Responsible Party: Senior Building Inspector First Alternate: Building Inspector II Immediate Supervisor: Damage Assessment Branch Director or the Community Development Department Operations Center Director if CDDOC is activated Subordinates: Request an aide from Personnel Unit, if needed Policy Group: No General Duties Collect damage information on private structures Complete Private Damage Assessment Form -V Tally the damage V Forward information to the Damage /Safety Assessment Branch Director Checklist ❑ Check in, put on identification vest, verify your phone is operational • Report to the Damage /Safety Assessment Branch Director or CDDOC, if activated • Obtain a briefing • Collect private structure damage information from Damage /Safety Assessment Branch ❑ Tally number of buildings and dollar damage and forward to Damage Assessment Branch Director or CDDOC, if activated ❑ If a database has not been designed, request Logistics Section Communications Unit Leader provide you with an Information Systems programmer to develop the database ❑ If you need an aide for data entry, request one from the Logistics Section / Personnel Unit Leader Damage /Safety Assessment Branch Page 23 of 23 City of Newport Beach Emergency Managernent Plan OPERATIONS SECTION FIRE & RESCUE BRANCH Table of Contents Purpose.................................................................................................................. ..............................2 Objectives............................................................................................................. ..............................2 Situation and Assumptions .............................................................................. ..............................3 Organization and Assignment of Responsibilities .................................... ..............................3 Lineof Succession .............................................................................................. ..............................4 Fire Department Operations Center ( FDOC) ............................................... ..............................5 Fire DOC Concept of Operations .................................................................... ..............................6 AlertingProcedures ............................................................................................ ..............................7 Coordination/ Communication ......................................................................... ..............................8 Communications Systems ................................................................................. ..............................8 FireSuppression ................................................................................................. .............................10 AutomaticAid ..................................................................................................... .............................11 Urban Search & Rescue Operations .............................................................. .............................12 Roles and Responsibilities .............................................................................. .............................12 MutualAid Requests ........................................................................................ .............................13 Marine Air -Sea Disaster & Mass Rescue Operations ............................... .............................14 Objectives............................................................................................................ .............................14 Roles and Responsibilities .............................................................................. .............................14 Objectives............................................................................................................ .............................19 AutomaticAid ..................................................................................................... .............................32 AreaMutual Aid ................................................................................................ .............................32 RegionalMutual Aid ........................................................................................ .............................32 StateMutual Aid ................................................................................................ .............................33 FederalMutual Aid ........................................................................................... .............................33 Orange County Operational Area .................................................................. .............................34 Authorities and References ............................................................................. .............................34 Enclosure 1 - Orange County Operational Area Forms ........................... .............................35 Fire & Rescue Branch Director Checklist .................................................. .............................36 FireTactical Checklist ...................................................................................... .............................39 Fire & Rescue Branch City of Newport Beach Emergency Management Plan OPERATIONS SECTION FIRE & RESCUE BRANCH (EOP 41) Purpose This plan addresses general policies and procedures which will guide the Fire & Rescue Branch in fire suppression operations, search and rescue, air and sea operations, disaster medical operations, hazardous materials operations and terrorism /C -BRNE consequences during a disaster situation. It identifies the procedures for accessing mutual aid and other support depending on the magnitude of the situation. In addition, this plan discusses the role of the Fire & Rescue Branch in the City Emergency Operations Center (EOC); the interface between the EOC, Fire Department Operations Center (FDOC), dispatch and the field command post(s); and its intent to meet all Standardized Emergency Management System (SEMS) and National Incident Management Systems (NIMS) guidelines. Objectives The objectives of the Fire & Rescue Branch are: -,/ Life safety v' Mobilize and deploy fire fighting resources Coordinate fire suppression and rescue operations Coordinate and initiate fire safety measures appropriate to mitigation of fire hazards Direct and conduct search & rescue operations Coordinate heavy rescue operations with General Services, Building Division structural engineers, County, State Cal EMA, and mutual aid Urban Search & Rescue groups, etc. Advise decision makers, emergency workers, and support services of the risks associated with hazardous materials Coordinate containment and cleanup of hazardous material releases Coordinate pre - hospital care of the injured V Assist in alerting and warning the general public of dangerous situations -/ Provide fire protection in public shelters V Complete initial damage assessment surveys by instituting a Windshield Survey of the city (EOP 41) V Determine if a Fire Management Assistance Grant (FMAG) should be requested Assist in lost person search operations, if practical Assign fire personnel as needed to any EOC Section Fire & Rescue Branch Page 2 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous materials incident, tsunamis, tornado /water spout, nuclear incident, plane crash, or unforeseen events 2. In an emergency situation, response and recovery operations must continue even under adverse conditions 3. In emergency situations, the roads, utilities and services within the City may be damaged; i.e., electricity may be out, gas lines may be broken causing fires or explosions, buildings may collapse, the residents and visitors may be injured, hazardous material spills may occur. 4. To meet the needs of the responders and the community, the City's EOC will be activated to manage the disaster 5. When the EOC is activated, the Operations Section, Fire & Rescue Branch and the FDOC will be activated to manage, coordinate and execute life safety operations. Organization and Assignment of Responsibilities City Incident Commander and Fire & Rescue Branch in the EOC Incident Commander Fire Chief or highest ranking fire officer Operations Section Chief Deputy Fire Chief Fire & Rescue Branch Director Division Chief Fire Tactical Fire Battalion Chief Fire & Rescue Branch Page 3 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Line of Succession Incident Commander and Operations Chief Positions The following is the normal means for designating the Incident Commander and Operations Chief positions in the EOC. However, the Director of Emergency Services may appoint a different Incident Commander and/ or Operations Chief at his /her discretion. Responsible Department (by incident type): FIRE DEPARTMENT Earthquake Fire /Explosion Hazardous Materials or Oil Spill Aircraft Flood /Storm /Dam Failure Radiological Incident Terrorism Consequence Management Pandemic The Field Incident Commanders should be assigned accordingly. For example, a fire, explosion or hazardous materials field incident should have a Fire Department Field Incident Commander. A looting situation would have a Police Field Incident Commander. In major incidents two or more departments may want to join together in a Unified Command both in the EOC and in the field. When to Report • If phones are operational, EOC Sections and key personnel will be activated by the Police Watch Commander • If phones are not operational, all personnel assigned a primary EOC position should automatically report to the EOC upon hearing about the incident Upon activation of the Emergency Operations Center (EOC) for emergencies where the Fire Department is the lead agencty, the position assignments are as follows: EOC Position Title Da ' y-to-Da Title Incident Commander Fir Chief Operations Chief Acting Fire Deputy Chief Operations Aid Fire Captain Fire & Rescue Branch Director Division Chief Fire & Rescue Tactical Battalion Chief Safety Officer Fire Captain Fire & Rescue Branch Page 4 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Upon activation of the EOC for emergencies where the Fire Department is NOT the lead ygenelL EOC Position Title Day7to-Day Title Fire & Rescue Branch Director Fire Chief Fire & Rescue Tactical Deputy Chief The Fire & Rescue Branch Director is responsible for coordinating all response efforts of the Fire & Rescue Branch. The Fire & Rescue Branch Director will manage the Fire & Rescue Branch disaster response efforts from the EOC. To assure maximum efficiency in the use of City resources, the EOC and field units will set up and operate under the Incident Command System (ICS), an on -scene and EOC management system for coordination of facilities, equipment, personnel, procedures, and communications. Fire Department Operations Center (FDOC) FDOC Operations Disaster Medical Haz Mat US &R Fire Suppression EOC Fire & Rescue Branch FDOC Director FDOC Planning Display Processor Fire & Rescue Branch Page 5 of 39 FDOC Logistics Call taker Dispatch City of Newport Beach Emergency Management Plan OPERATIONS SECTION Fire DOC Concept of Operations The Fire Department will operate under normal operating procedures until a situation is beyond its control or if the fire dispatch system (Metro net) is unavailable. Upon activation of the Fire Department Operations Center, the on duty Fire Battalion Chief will respond to the FDOC at Fire Station #3, 868 Santa Barbara, and become the FDOC Director in charge of the Fire Department Operations Center. The FDOC Director will then implement the operational policies and procedures for the FDOC. A Unified Command will be formed with the Police and the Fire Departments for an incident involving an aircraft accident or terrorism incident. Fire Department Battalion Chief, or designees, will act as the Fire Department Operations Center (FDOC) Director under the Fire & Rescue Branch in the EOC. General duties of the FDOC Director are: Establish and supervise the Fire Department Operations Center (FDOC) Gather intelligence Prioritize incidents and assign resources according to the Action Plan V Maintain open communications between the EOC and the FDOC using the telephone, runners or radio -V Maintain radio and telephone log When the FDOC is activated, the following procedures will be taken: V Staff the organization V Assign someone to the FDOC phone; log all calls in and out V Gather intelligence from Windshield Surveys V Assess the damage or extent of involvement V Report damage and /or involvement to the EOC Set priorities following the EOC Action Plan Assign resources Continually update the EOC with the situation and resource status V Contact other DOC's with notification of discipline specific damage FDOC positions to be filled as needed are: -/ FDOC Director/ Operations Unit Leader — Battalion Chief V Fire Operations - Truck Captain Disaster Medical - EMS Coordinator Planning - Fire Prevention Staff Logistics - Truck Engineer and Truck Firefighter Policies and Procedures -/ Report windshield survey information to the FDOC and the EOC. Areas that should be considered: • fires • trapped people Fire & Rescue Branch Page 6 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • injured people • collapsed buildings • chemical spills • explosions • downed power lines • gas leaks • power outages • sewage leaks • serious road damage • damage to freeways • bridge damage • major traffic accidents • flooding Fire personnel may be required to fill the Technical Specialist position in the Planning Section of the EOC CERT volunteers should be utilized for low risk duties whenever possible RACES volunteers can be used for additional communication capabilities -41 Incoming mutual aid forces should be provided radios with local frequencies whenever possible Alerting Procedures The decision to activate the EOC is made by the City Manager, Assistant City Manager, Fire Chief, Police Chief or highest ranking on -duty fire or police officer. The Police Watch Commander initiates the EOC activation procedures either by phone, radio, or AlertOC by contacting EOC General Staff and Operations Branch Directors who will in turn recall their personnel, if needed (see EOC Activation Plan). In addition, the Metro Net Communications Center will text /page notification to all Newport Beach Fire Department Chief Officers. The decision to call back off -duty fire personnel is made by the Fire Chief or designee. This is done via telephone in accordance with the Fire Department policy. The EOC Fire & Rescue Branch Director position is responsible for: Coordinating operational activities of personnel engaged in: fire, search & rescue, medical, hazardous materials, radiological, etc. Maintaining communications with the FDOC V Evaluating status reports and determining priorities for commitment of fire and lifeguard resources Determining the need for additional assistance and submitting appropriate requests to the Operational Area Fire & Rescue Coordinator for mutual aid V In the event mutual aid resources are requested, ensure that an appropriate organization is established and operational to manage these resources Fire & Rescue Branch Page 7 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Assisting the Police Department in alerting, warning, and evacuation of non- ambulatory individuals Responding to mutual aid requests, if resources and circumstances permit. Coordination/Communication Metro Net Fire Communications Center is the primary communication coordinator for Newport Beach Fire Department emergency response resources. Radio communications are through the countywide 800 MHz radio system. Communications Systems Cellular phones Fire Chief, Battalion Chief vehicles (2), Division Chief - Operations, Division Chief Administration, Fire Marshal, Training Chief, each piece of fire department apparatus (11) Emergency Medical Services Coordinator, Emergency Services Coordinator, Community Preparedness Coordinator, and Public Information Officer. Radios 800 MHz; 25 mobiles; 40 portables; 8 base stations. Bendix -King (BK); 40 portables. The Bendix King offers supplemental communications in the VHF spectrum for any incident where significant resources from outside Orange County (OC) might become engaged in a local or regional incident. This is important as resources beyond OC would not have the 800 MHz Countywide Coordinated Communications System that all local resources public safety agencies possess. The VHF frequency band can communicate with the US Coast Guard, US Forest Service, Cal -Fire, air -to -air and air -to- ground frequencies. The addition of these radios permits communication between OC fire resources and these regional, State, and Federal assets directly during an event driven incident. HEAR / ReddiNetO Hospital Emergency Administrative Radio (HEAR) is the voice component radio part of the ReddiNetO /HEAR used to assess hospital operational /resource status following a disaster, accessed through Orange County Communications via telephone or radio for paramedic communications to hospital base stations. Rapid Emergency Digital Data Information Network (ReddiNetO) is the data radio component which is designed for the purpose of assisting acute care hospital communication in time of crisis. ReddiNetO /HEAR is also used to assess hospital operational and resource status following a disaster. A ReddiNetO /HEAR Control Point is a facility with communication capabilities which enable it to network with hospitals for the purpose of appropriate distribution of casualties following an Mass Casualty Incident (MCI) and will collect damage/ resource date during an Extreme Casualty Event (XCE). Fire & Rescue Branch Page 8 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EOC- to -EOC Radio (Includes Orange County Cities and the Operational Area EOC) Located in the Police Dispatch Center. A multichannel 800 MHz radio is maintained in the FDOC for intra - county fire communications. Police Helicopter ABLE (Eagle) o Eagle has (3) 800 MHz console radios programmed with all Orange County police, fire, harbor patrol and California State Park frequencies, o (2) aircraft frequency radios o (1) TEM 550 programmable radio for VHF, UHF and VLF frequencies. The TFM 550 is programmed with all Los Angeles, Riverside, San Bernardino and San Diego police frequencies, CLIP, Cal Fire, RACES (HAM) and marine radio frequencies. The TFM 550 can also be programmed with additional frequencies as needed. o Eagle as a communications platform can enhance simplex radio communications in the event land line 800 MHz radios are compromised. Pagers Pagers have been issued to Suppression Personnel, Paramedics, and Paramedic Units. For more detail on Fire Department communication systems, see the Communications Unit Plan, Logistics Section. Fire & Rescue Branch Page 9 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION FIRE SUPPRESSION Newport Beach may experience a fire related disaster from numerous sources which would necessitate the activation of the FDOC and the EOC. Residential conflagration due to wood shingle roofs Large apartment complexes Industrial complexes High -rise building Regional shopping center Wildland fire V Plane or boat crash A fire from any of these sources may surpass the capabilities of the Newport Beach Fire Department and would require the utilization of mutual aid resources through the Orange County Operational Area Fire and Rescue Mutual Aid System. The Fire and Rescue Mutual Aid System provides for the coordination and communication between fire agencies in the sharing and exchange of resources and expertise to suppress fires and initiate preventative fire safety actions. The SEMS /NIMS requires the County to act as the Operational Area to provide coordination between and communication with the Operational members and the California Emergency Management Agency (Cal EMA) Region I Emergency Operations Center (REOC). To assure the maximum efficiency in the use of fire resources, the Incident Command System (ICS) is employed for the on -scene management of facilities, equipment, personnel, procedures and communication. The field Incident Commander(s) communicate and coordinate with and are supported by the City's EOC and the FDOC. The overall objectives of Fire £t Rescue Branch operations will be to: V Mobilize and deploy fire resources and coordinate fire suppression operations Ensure that a request for the Fire Management Assistance Grant (FMAG) is in progress. See Fire Department SOP 5.H.500. Coordinate any rescue operations and medical emergency response related to fire incidents Coordinate and initiate fire safety measures appropriate to mitigation of fire hazards Perform containment and cleanup activities associated with fire related hazardous materials spills Assist in alerting and notifying the general public A fire in any structure or an outside fire, possessing the threat of involving a structure, will result in the deployment of the following resources: Fire & Rescue Branch Page 10 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Metro Cities Fire Authority Communications Center will dispatch a single alarm consisting of three engine companies, one truck company, a paramedic unit, and one Battalion Chief. V First arriving units assess the situation, report the conditions to all other responding units and take fire suppression action based on the needs of the incident. The Battalion Chief becomes the Incident Commander of the incident upon arrival, gives assignments to all other responding units and activates elements of the Incident Command System as necessary. If the fire is of sufficient intensity or size to surpass the capabilities of initial alarm, the Incident Commander will take the following actions: V Request additional resources as necessary based on the severity of the fire. V These additional resources are requested through Metro Cities Communication Center which dispatches units through automatic aid agreements, sending the geographically closest unit regardless of jurisdictional boundaries. -41 Should the fire surpass the capabilities of the additional requested resources, the Incident Commander will request the activation of the Fire Department Operations Center (FDOC). Automatic Aid The fire department participates in an automatic aid agreement with other Orange County city fire departments and the Orange County Fire Authority. Automatic aid is a system whereby jurisdictional boundaries are ignored and the closest fire and rescue resources are sent to an emergency, regardless of which agency they "belong" to. This system is utilized on a day -to -day basis for responses to both initial alarm incidents as well as greater alarm or major incidents. Fire & Rescue Branch Page 11 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION URBAN SEARCH & RESCUE OPERATIONS (EOP 41) The Fire Department is responsible for the coordination of search and rescue operations to ensure the location of, provision of immediate care to, and safe removal of endangered, trapped, injured, and /or isolated persons. The SEMS /NIMS will be implemented with its component Incident Command System (ICS) for the on -scene management of facilities, equipment, personnel, procedures, and communications. The Incident Commander(s) communicates and coordinates with, and is supported by the EOC. The EOC will then coordinate operations as needed with the Operational Area Fire and Rescue Mutual Aid Coordinator and the Law Enforcement Mutual Aid Coordinator. When a natural disaster or technological incident occurs, rescue efforts will be undertaken to search for trapped and injured persons and to extricate them safely and quickly. Rescue operations may require personnel and equipment from fire, law enforcement, public works agencies, and from the private sector. In Orange County, search and rescue responsibilities are shared with the Operational Area Fire and Rescue Mutual Aid Coordinator and the Law Enforcement Mutual Aid Coordinator. The Fire and Rescue Mutual Aid Coordinator will coordinate urban search and rescue operations, and may be assisted by personnel and equipment from other public and private fire and rescue organizations, including fire, law enforcement, public works agencies, and from the private sector. Operations associated with this situation may require the total spectrum of rescue operations, from evacuation, to debris removal, tunneling, shoring and stabilization of structures. Roles and Responsibilities The Fire & Rescue Branch Director is responsible for search and rescue operations within the City and will determine the boundaries of each separate incident; i.e., building, complex, block, neighborhood, or community as a whole. Liaison officers will be appointed for each discipline supplying resources to a particular incident when that discipline is different from the primary lead agency. Direct supervision of rescue team members will be the responsibility of the team leader designated by the providing organization. Coordination with coroner and emergency medical operations will be required at each level of operation, direction, and control. Fire Department Provides initial resources for search and rescue operations Responds with EMTs and paramedics where needed to treat victims Provides portable lighting as available and necessary for search and rescue operations Fire & Rescue Branch Page 12 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Community Development Department -41 Inspects and reports on condition/ safety of buildings -/ Provides reports on building damage assessment General Services Department Provides for traffic control devices and their placement Staffs roadblocks as requested by the Police Department Supplies heavy equipment for debris removal Police Department -/ Handles law enforcement duties within and outside secured areas -V Directs placement of barricades and traffic control devices Initiates security entry procedures at incident sites Volunteer Organizations Newport Beach Community Emergency Response Teams (CERT) for general assistance, as needed American Red Cross to provide food and shelter for search /rescue personnel Orange County Search and Rescue Mutual Aid Requests Newport Beach When the needs of an incident surpass the capabilities of Newport Beach City resources, requests and coordination of mutual aid support shall be accomplished through established channels; i.e., Newport Beach to Operational Area, to Mutual Aid Region, to State. Requests should include, when applicable: V Number of personnel needed Type and amount of equipment Reporting time and location Check -in location 4v' Access routes -/ Estimated length of operations Operational Area The Orange County Fire Authority (OCFA) Search and Rescue Coordinator ( OALSRC). will function as the Operational Area Light In large scale emergencies surpassing the capabilities of Newport Beach resources, the OALSRC is responsible for coordinating countywide search and rescue operations with the Urban Search and Rescue Mutual Aid Coordinator from the Fire and Rescue Mutual Aid System, as appropriate. These two coordinators will function as the Operational Area Search and Rescue Operations Group. Any requests for resources beyond the Operational Area will be directed to the Mutual Aid Region Search and Rescue Operations Group. The Fire and Rescue Mutual Aid Coordinator provides for the coordination and communication between fire agencies in the sharing and exchange of resources and Fire & Rescue Branch Page 13 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION expertise to conduct urban search and rescue operations requiring the removal of persons from buildings and other structures. Regional Should an emergency be so great as to require resources from outside the Operational Area, the Fire Coordinator, acting as Fire Mutual Aid Coordinator, is responsible for organizing and coordinating with the Regional Mutual Aid Operations for deployment of resources from within the Region. The Regional Fire Mutual Aid Coordinator is South Operations in Riverside. The California Office of Emergency Management Agency (Cal EMA) Mutual Aid Region Light Search and Rescue Coordinator will coordinate with the Fire Mutual Aid Search and Rescue operations on a region wide basis. These coordinators will function as the Mutual Aid Region Search and Rescue Operations Group. This group will refer requests for resources to the State Search and Rescue Operations Group. State If resources are needed beyond those supplied through the Regional Group, statewide coordination of Search and Rescue operations will be accomplished by the State Search and Rescue Operations Group Marine Air -Sea Disaster & Mass Rescue Operations Immediately following notification of a maritime aircraft or vessel incident, a certain amount of confusion is inevitable. This section of the plan is designed to be used for either aircraft or boating incidents in the marine environment. It provides EOC guidance to be followed if an aircraft is involved in a crash in the Pacific Ocean or in the Newport Beach Back Bay. Objectives • Notification of key personnel from the authorities having jurisdiction • Rescue of survivors • Fire suppression • Environmental Protection • Security and salvage of wreckage • Incident investigation Roles and Responsibilities Marine Disasters will be managed using "Unified Command" under the Incident Command System (ICS). The City of Newport Beach, the County of Orange, and the United States Coast Guard will form a unified command for any maritime incident that is within three miles from the coastline and in the Backbay. For incidents outside that area, the United States Coast Guard (USCG) is the lead agency with ultimate responsibility and authority during any incident involving navigable waterways. During a large scale event or at the request of local agencies, the USCG will normally serve as the lead agency. Once the Search and Rescue phase has passed, the incident Fire & Rescue Branch Page 14 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION will be turned over to the National Transportation Safety Board (NTSB) or Federal Bureau of Investigation (FBI) for investigative purposes. Local - City of Newport Beach Fire Department The Fire & Rescue Branch Director or designee is responsible for all the search and rescue and fire suppression operations for any marine incidents. The Fire & Rescue Branch Director will: Coordinate with the Fire DOC Coordinate field mutual aid Coordinate field logistical needs V Coordinate transportation of casualties to health care facilities and to, or from other areas as required V Liaison with the OC Health Care Agency EMS DOC should relocation of patients from damaged or untenable health care facilities be required V Liaison with John Wayne Airport and the United States Coast Guard Maintain liaison with the coordinators of other relevant emergency services Communicate with the Operational Area Fire & Rescue Branch Coordinator on matters requiring assistance from other jurisdictions, State or Federal government Police Department The Law Enforcement Branch Director will coordinate all incident law enforcement operations including security, casualty collection, and crime scene investigation. Additional duties of the Law Enforcement Branch Director will include: V Responsible for setting up a crash site security zone utilizing law enforcement vessels and aircraft as soon as practical. Restriction of civilian vessel traffic out of harbor and bays may be necessary. Provide for shoreside security at the Incident Command Post, Triage/ Treatment areas, staging locations and other designated incident areas and facilities. V Crowd and traffic control Incident investigation which may include interviewing survivors, witnesses and emergency responders. Terrorism assessment. V Morgue management and coroner related duties. Casualty Collection Points Newport Beach: 1. 1 Newport Pier @ the end of the Newport Pier (availability is environment based) 2. 1901 Bayside Drive @ the O.C. Sheriff Harbor Patrol office 3. 1801 West Coast Highway @ the Orange Coast College Sailing Base (deep water) 4. 3333 West Coast Highway @ the Lido Turning Basin (inner Harbor) 5. Newport Dunes Aquatic Park launch ramp (Upper Newport Bay) Mnfiial Aid Fire & Rescue Branch Page 15 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION County - Operational Area The Orange County Operational Area Plan contains the details of the County Fire Services Operational Area Plan Annex. The Orange County Operational Area Fire & Rescue Branch Coordinator is the lead for the County and can be contacted through the Operational Area EOC. State California State Department of Fish and Game • All Game Wardens are sworn peace officers with jurisdiction throughout the state. In some circumstances their authority extends into federal waters. Game Wardens can provide assistance with SAR (Search and Rescue), evidence collection, and security. Fish and Game also has a dive team with operating capabilities to 130'. • OSPR (Office of Spill Prevention and Response) is a division of Fish and Game and would represent the State in any pollution event that occurs in state waters. OSPR can provide technical assistance with spill containment and response as well as biological damage assessment. In addition, OSPR can provide long term assistance filling almost any ICS position. This includes Industrial hygienists with training in air monitoring and creating site safety plans for emergency responders. • Long term deployment of Fish and Game employees may be dependent upon mission tasking from the California Emergency Management Agency. Initial requests for mutual aid shall be routed through Southern Communications Center (SURCOM) • SURCOM: (951) - Federal United States Coast Guard (USCG) • Provide airborne and waterborne rescue equipment and personnel as well as environmental mitigation assistance. • Serve as the lead agency during any large scale event or at the request of local agencies. Fire & Rescue Branch Page 16 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION HAZARDOUS MATERIALS (EOP 41,46) The Newport Beach Fire Department is the primary "First Response Operations' agency for the release or spill of hazardous materials within the City of Newport Beach; however it does not have its own Hazardous Materials Response Team. The City of Newport Beach is a member of the Orange County-City Hazardous Materials Emergency Response Authority, and receives this service from Hazardous Materials Response Teams staffed at the technician and specialist level by Anaheim Fire Department, Huntington Beach Fire Department, Orange County Fire Authority or the Santa Ana Fire Department. These resources are requested through the Metro Net Fire Dispatch Center. The City of Newport Beach operates under the Orange County Hazardous Materials Area Plan. Single fire engine companies are dispatched on minor releases of hazardous materials. In the event that a serious leak or other release of hazardous materials occurs, a multi - company response, including a command officer (Battalion Chief) is dispatched along with one of the hazardous materials response teams indicated above. Significant hazardous materials events are long in duration, from several hours to several days. Priorities for such incidents are to isolate the material and deny entry to the area, identify the material, safeguard the public through evacuation or shelter in place procedures and mitigation of the hazard by a qualified team or entity. Such operations require the cooperation and assistance of the Police Department, Public Works Department and other regional, state and federal agencies. Establishing unified command early on in the incident is essential, particularly with the potential of overlapping jurisdictional responsibilities and significant financial obligations. The following graph depicts the capabilities of each level of hazardous materials response: Fire & Rescue Branch Page 17 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Hazardous Materials Capabilities Fire & Rescue Branch Page 18 of 39 First Responder First Responder Haz -Mat Haz -Mat Awareness Level Operations Level Technician Level Specialists Level Type 2 Haz -Mat Type 1 Haz -Mat Team Team 3 person Team minimum 6 person Team minimum additional personnel may be needed 1 HM Spec + 5 HM Tech for complex offensive as min. operations. Emergency Implement ICS; Isolate Protect persons, Apply ICS Haz -Mat Develops work plans; Response and Deny Entry; property and Module; Offensive Offensive cps to stop Reference DOT environment through operations to stop releases using Level A or Capability Emergency Response defensive operations releases using at least less PPE; ability to Haz - (COmpounded by Guide; Evacuate outside of the hot zone. Level B PPE; use of basic Cat and use advanced level)I (e.g., diking, ignition instrumentation. instrumentation. each sources - No Operational Identify Appropriate Operational Level and Capability Based on Hazard Ca ability i. •� Poison A (Gas), explosives A and B, organic peroxide, flammable solid, materials dangerous DOT Placarded, NFPA- when wet, chlorine, 704 fluorine, anhydrous - Placard not required, 2 for any categories, ammonia, radioactive Product Hazard NEPA -704 PCB's materials, NFPA -7043 0 or 1 in all categories, w /out fire, and EPA and 4 for any categories Categories and g ORM D. regulated hazardous including special hazards, Identifiers waste PCBs with fire, DOT inhalation hazards EPA extremely hazardous POT Labels BL substances, and NFPA 740 cryogenics. Small Containers Medium Containers Large Containers (e.g., Pail, drums, (e.g., one -ton cylinder, (e.g., tank cars, tank Container Size ylin cylinders except one- Portable containers, truck, stationary tanks, ton packages, bags). nurse tanks, multiple hopper cars and trucks, small packages). multi medium containers Fire with Potential Haz -Mat Low Medium High Exposures No release or small Release may not be Release may not be Leak Severity release contained or controllable without controllable even with confined with available special resources. special resources. resources. Life Safety No life threatening situation from materials Localized area impacted, Large area impacted, involved. limited evacuation area. mass evacuation area. Haz -Mat Container is not Damaged; contents Severe damage; Container Integrity damaged. contained for handling catastrophic rupture is or transfer. possible. Unknown Contained materials Uncontained solids and Uncontained high VP Materials only. low vapor pressure liquids, gases, and liquids. noxious odors of fumes. Public Health No Respiratory; minor Severe headache, Respiratory distress from exposure. Complex Affects Dermal. nausea, etc. Severe decon. required from dermal exposure. exposure. Fire & Rescue Branch Page 18 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION DISASTER MEDICAL OPERATIONS (EOP 41) This section of the plan describes the concepts, policies, and procedures governing the conduct of disaster Medical /Health care operations. It also includes an emergency checklist. The Fire Department has primary responsibility for Medical /Health operations supported by the local hospitals, Orange County Health Care Agency and the American Red Cross. Objectives ■ Minimize loss of life, disability, and suffering by ensuring timely and coordinated Medical /Health care ■ Coordinate the procurement, allocation, and distribution of Medical /Health personnel, volunteers, supplies, communications, and other related resources ■ Communicate City Medical /Health needs to the Operational Area Disaster Medical/ Health Coordinator ■ Establish and arrange for the staffing of an emergency Medical /Health care center(s) for essential employees working in a hazardous area following the evacuation of the general population Organization and Assignment of Responsibilities County - Operational Area The Orange County Emergency Operations Plan contains the details of the County Disaster Medical Response /Mass Casualty Incident Plan. The Orange County Operational Area Disaster Medical Coordinator is the County Public Health Officer who can be contacted through the Operational Area EOC. Local - City of Newport Beach Medical /Health coordination during emergency operations is the responsibility of the Fire & Rescue Branch Director or designee (the EMS Manager may be assigned this position). The Fire & Rescue Branch Director will: • Coordinate procurement and allocation of critical public and private Medical /Health and other resources required to support disaster Medical /Health care operations • Coordinate transportation of casualties and Medical /Health resources to health care facilities and to, or from other areas as required ■ Liaison with the OC Health Care Agency EMS DOC should relocation of patients from damaged or untenable health care facilities be required ■ Maintain liaison with the coordinators of other relevant emergency services Fire & Rescue Branch Page 19 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ■ Communicate with the Operational Area Disaster Medical /Health Coordinator on matters requiring assistance from other jurisdictions, State or Federal government The local disaster Medical /Health response will be supported by the following organizations: American Red Cross (ARC) Under its charter, the ARC provides supplementary Medical /Health and nursing care in Red Cross shelters and other health services upon request and within limited capabilities. Professional Medical/Health Service volunteers Orange County Medical Reserve Corp volunteers provide professional staffing for Disaster Medical Aid Centers (DMAC) and Points of Dispensing (PODs). They are coordinated by the O.C. Health Care Agency Non - professional Volunteers These are individuals trained in the medical field who volunteer. These individuals can provide assistance to the professionals in a variety of ways. Mutual aid CERT volunteers can be accessed through the Operational Area (OA). Concept of Operations In the event the County of Orange is unable to meet the needs of disaster victims as stated by the State of California State Emergency Plan, the Newport Beach Fire Department will, to the extent possible, accomplish the tasks delineated in this plan. Policies and Procedures Overall management of countywide disaster Medical /Health operations is the responsibility of the Orange County Public Health Officer. The County of Orange Disaster Medical Response /Mass Casualty Plan supported by local hospitals and health care professionals details how Orange County will deal with mass casualties. The Newport Beach Fire Department will, to the extent possible, accomplish the tasks delineated in this plan, in the absence of County authorities. The City of Newport Beach may utilize automatic aid through the Central Net Automatic Aid Agreements. If Central Net resources are unable to meet the needs of the disaster victims, Newport shall request assistance through the Orange County OA EOC and Orange County Public Health Officer. Reconnaissance and Information Fire & Rescue Branch Page 20 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION The following information items are considered essential for effective management of disaster Medical /Health operations: ■ Number, by triage category, and location of casualties ■ Land and air accessibility for Disaster Medical Aid Teams (DMATs) ■ Resource status and needs within the City ■ Response capability of local hospitals and health care facilities within the City/ County ■ Patient evacuation needs of local medical facilities ■ Medical facilities having the capability to decontaminate injured individuals which have been radiologically or chemically contaminated Information will be consolidated by the Fire & Rescue Branch and /or Planning Section and provided to the County Health Officer. In the event County Operations are non- functioning, this information will be sent directly to the Regional Disaster Medical /Health Coordinator (RDMHC). Communication Systems Communications for disaster operations will rely principally on communication systems established for day -to -day emergency operations. ■ 800 MHz radio system used by police, fire and EMS ■ HEAR (Hospital Emergency Administrative Radio) /REDDINET System - All emergency receiving hospitals, Orange County Communications If communication systems are damaged or prove inadequate for the volume of disaster related traffic, alternative communication systems must be utilized such as Internet, OA1 Radio, Satellite phones and amateur radio. Fire & Rescue Branch Page 21 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION TERRORISM/C -BRNE CHEMICAL, BIOLOGICAL, RADIOLOGICAL, NUCLEAR, AND EXPLOSIVE (C -BRNE) The Risk Orange County is the second most populous county in California with the 31st largest economy in the world. It encompasses 798 square miles with a resident population of 2.9 million and 37.9 million visitors annually. Further, the County includes 34 incorporated cities in addition to 205 square miles of unincorporated area. According to the Orange County Intelligence Assessment Center (OCIAC), intelligence indicates the most likely C -BRNE act of terrorism to occur in the County of Orange may be of an explosive nature. Some primary targets for these types of attacks include: 42 miles of coastline; 3 harbors; numerous internationally known tourist attractions including Disneyland; technical manufacturing locations; shopping malls including the third largest retail establishment in the nation, John Wayne Airport, various venues hosting national and international sporting events and large convention centers. In addition, the City of Newport Beach has many occupancies that are targets for domestic terrorism. These include, but are not limited to: Fashion Island, Hoag Hospital, and Orange County Superior Courts. Due to the location of target sites close to and inside the City of Newport Beach municipal boundaries, it is important the City be prepared for a large scale terrorist event. Objectives • Minimize the loss of life, property and the environment by ensuring timely support and coordination of resources needed by emergency personnel during a terrorist event. • Mobilize and support the deployment of fire fighting resources. • Coordinate and initiate safety measures appropriate to mitigation of hazards. • Support search and rescue operations. • Advise decision makers, emergency workers, and support services of the risks associated with the hazard. • Coordinate identification, containment and cleanup of hazardous material releases. • Support pre - hospital care of the injured. • Support operations including, but not limited to, chemical, biological, radiological, nuclear or explosion events. • Assist in the notification of general public of the hazard present, when applicable. • Coordinate the notification of out -of -county hospitals in the event of local hospital saturation. Fire & Rescue Branch Page 22 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ■ Support the need for transportation of mass casualties to appropriate medical facilities. • Support the need for immediate medical treatment of mass casualties. • Coordinate the response of Hazardous Materials Teams, Bomb Squad, US &R Teams, and Mutual Aid resources. • Support the need for specialized C -BRNE detection equipment and safety gear. • Support the needs for a timely, effective and efficient mass decontamination system. • Coordinate the allocation of pharmaceuticals for mass casualties when applicable. Concept of Operations Alert Notification Procedures In the event of a reported terrorist incident, it is a priority to gather crucial information from either the suspect or the victims in a timely manner. This will assist in the determination of a credible or non - credible C -BRNE incident. Once the event is reported, emergency response personnel will respond and take action consistent with their SOPs. Procedure from activation to recovery: ■ Receive credible /non - credible threat via 911 or business line ■ Determine location and what type of threat (bomb, chemical, or biological) ■ Initiate call to be dispatched for emergency response personnel ■ Ascertain if emergency medical services are needed at the location ■ Determine if there is any suspect information ■ Continue to gather information regarding the threat, threat type, and target of threat ■ Make any other notifications as directed by supervisor Tactical Alert Phases - Modes of Operation Phase 1 - Potential Response/Threat Warning A threat has not been confirmed, but is considered possible. Situation may escalate to an "imminent response" condition. Depending on law enforcement intelligence, information may or may not provide early warning or pre - planning capability. Phase 1 is a planning phase in anticipation of a terrorist attack based on information received from a recognized public safety agency. This will generally be done on a local and countywide basis, and involves coordination with involved law enforcement agencies. Phase 1 will be implemented based on information that a terrorist act is possible in the reasonable foreseeable future. If there has been pre - planning, the threatened act is treated as an "imminent response" and a Unified Command will be established. Fire & Rescue Branch Page 23 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Phase 2 - Imminent Response/Early Warning A threat has been made, or a device has been located, or the threat has been confirmed. The potential incident has escalated from a threat to a condition of certainty. Possible time limits have been determined or confirmed. Phase 2 may be implemented based on information that a terrorist act is likely to occur within a 24 to 48 hour period, or is occurring in a neighboring jurisdiction and there is a high certainty that a similar threat also exists within the jurisdiction. The response is pre - planned, and a unified command structure is in place with a common tactical plan. It may include such actions as apparatus redeployment or staging, increased staffing, and identification of staging areas or mobilization centers. Phase 3 - Immediate Response/No Warning No warning, the device or incident is underway prior to any pre - notification and /or threats. Generally these claims are made after the incident has occurred or while the incident is still in progress. The initial resource response may have been sent under normal operating procedures before a terrorist incident is known, or it may be the actual deployment of units according to the tactical plan. All normal operations should be suspended in the impact areas. In conjunction with the responsible law enforcement agencies, a unified command will take over impact area operations. Branches, divisions and groups should be formed as necessary, and all fire department responses into the affected areas will be controlled by the appropriate command. Phase 3 will be implemented in the event of a terrorist act occurring within a local jurisdiction or involving the response of local fire units to a terrorist incident under a mutual aid request. OA EOC Activation Once a terrorist incident has been confirmed, the Operational Area EOC will provide support and the Mutual Aid Coordinators will coordinate mutual aid and serve as the center for resource and support acquisition and allocation. In the event of an emergency in Orange County, there will be a need to alert the Orange EOC of the need to mobilize and respond. In addition, depending upon the nature of the threat and the population group at risk, it may be necessary for the EOC to issue protective action recommendations such as to shelter -in -place or evacuate the area. In order to effectively notify emergency personnel and issue protective action recommendations, a good notification and warning system is essential. Fire & Rescue Branch Page 24 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Public Information Procedure The City of Newport Beach PIO staff will be activated. They will coordinate all press releases with the Orange County Operational Area EOC who will set up a Joint Information Center as the means to address public affairs and information for C -BRNE incidents. The City of Newport Beach will discuss only their operations with the press leaving each agency free to discuss their on -going operations. ICS will be employed to assure that provisions will be made to collect, analyze, report, and disseminate information in a timely manner. This information will be to and from Mutual Aid Coordinators, Operational Area EOC, State /Federal Government officials and the public. Transportation Assets The Incident Commander will control transportation assets on- scene. The Incident Commander under the Orange County Emergency Plan will obtain additional transportation assets, such as ambulances and buses. This will provide for mutual aid from all Orange County Fire Departments and private ambulance companies. If out -of- county transportation resources are required, these will be obtained initially through existing mutual aid. Fire transportation resources will be obtained through the Fire Mutual Aid System. Private ambulance mutual aid resources will be obtained through the EOC and /or the disaster ambulance coordinator through the Orange County Ambulance Association. State Emergency Medical Services Authority may obtain through the Regional Disaster Medical Health Coordinator (RDMHC) System and through the State Mutual Aid System through the joint Emergency Operation Center staff additional ambulance resources. Non - medical transportation assets, such as buses, trucks, etc., which might be used to move large numbers of casualties from hospitals to embarkation points could be provided through the OA EOC transportation branch. The emergency plan would call for the staging of transportation assets at selected points, and they would then respond to a designated location and to transportation coordinators under SEMS. Augmentation of Medical/Health Personnel In the event of a large incident, pre - hospital and hospital medical resources would be requested through the OA EOC. This includes the utilization of the California Region I Regional Disaster Medical /Health Coordination System. Those resources that might specifically be requested are: • The Los Angeles Department of Health Services National Medical Response Team (NMRT), or other available National Medical Response Team. Fire & Rescue Branch Page 25 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ■ Disaster Medical Assistance Teams (DMAT's) anticipate the closest teams to respond first for an incident limited to Orange County. These would be from Los Angeles, San Bernardino, and San Diego. (They may not be available if there is a simultaneous Los Angeles incident; in this case, teams from elsewhere in the United States would be requested.) ■ Additional augmentation for field care sites may be needed and requested, if the situation is prolonged. Hospital personnel would be augmented through individual hospital disaster plans. Additional hospital personnel will be obtained through volunteers and mutual aid. The EOC and Regional Disaster Medical /Health Coordination System may also be accessed for needed hospital personnel resources. Management of Medical Supplies and Equipment When local pharmaceutical inventories have been depleted or are in anticipation of being depleted, requests for federal resources will be made through the EOC and /or the Regional Disaster Medical /Health Coordination System. Caches exist in adjacent Los Angeles County at the Veterans Administration facilities in Long Beach and West Los Angeles, and with the Los Angeles County Department of Health Services National Medical Response Team. In addition, we will rely upon the Centers for Disease Control (CDC) Strategic National Stockpile (SNS). Additional materials will be obtained as needed through the regular Mutual Aid System. The Metropolitan Medical Task Forces (MMTF), when requested, shall respond to the incident with large caches of medical equipment and supplies. These caches of medical equipment, supplies, pharmaceuticals, and antidotes are standardized throughout the three Metropolitan Medical Response System (MMRS) agencies and shall be used until Federal assets arrive. Orange County has three cities that have been funded by the federal government as MMRS cities: Anaheim, Huntington Beach, and Santa Ana. These cities have specialized equipment and pharmaceuticals that may be requested anywhere within Orange County in a C -BRNE. Augmentation of Epidemiological Services and Support Orange County Communicable Disease Control and Epidemiology is responsible for the detection and control of communicable diseases. In the event of biological event, additional personnel will be needed to perform investigations, which could include interviewing cases, surveying hospitals in laboratories, and obtaining specimens. Nurses, epidemiologists, and possibly data entry and laboratory personnel would be needed. Requests for assistance would be directed to the California Department of Health Services/ Division of Communicable Disease Control. They, in turn, would request assistance from the CDC, if necessary. The notification would be carried out utilizing the Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS), with the EOC receiving notifications. Fire & Rescue Branch Page 26 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Laboratory Support The Orange County Health Care Agency Public Health Laboratory can provide or assist in providing a range of testing to assist in a biological or chemical attack. The capabilities of the laboratory depend on the agent(s) suspected, material that is available, and the information that is needed. In certain cases, the laboratory would be able to determine or test for a specific agent. In other cases, specimens would have to be forwarded to Los Angeles, California State or Federal laboratories for testing. The microbiological capabilities are well developed at this time. Chemical capabilities have been developed with identification equipment in cooperation with Health Care Agency Environmental Health. The laboratory will utilize the support of county organizations to collect and pick up specimens. OA support is needed to transport specimens to State or Federal laboratories. Support is needed from State and Federal agencies for reference testing, training, and specialized testing materials. Personal Protection Equipment (PPE) The level of personnel protection will vary with the staff role. Personnel involved in decontamination of patients may require a protection factor graded as a Level B or a Level C, while other employees might require a lesser level. Policy will address the training, exercising and certification of the use of specialized PPE. Decontamination equipment may be viewed as PPE. Medical facilities should carefully consider the potential number of contaminated individuals, the placement of barriers, staging areas, patient- waiting areas, decontamination areas and clean areas. In the event the number of contaminated patients overwhelms the hospital's capacity to treat, augmenting resources will be requested from the jurisdictional fire service provider. This method of resource request will be coordinated by the EOC and will be in accordance with SEMS guidelines. Decontamination of Victims In a large scale terrorism event, the resources available can be easily overwhelmed. The EOC will support and coordinate the acquisition of additional resources as the incident dictates. Adding additional PRIMARY DECONTAMINATION CORRIDORS As additional resources arrive, it will most likely be necessary to develop additional Primary Decontamination Corridors to efficiently manage large numbers of victims or to separate male from female victims. 1. Adding additional corridors can be accomplished by positioning arriving engines in their decontamination configuration, parallel with the existing decontamination Fire & Rescue Branch Page 27 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION corridor. This will allow personnel to manage more victims or to separate male and female victims. 2. It is recommended to operate one central decontamination area only, with as many corridors as manageable. If the size of the incident or the amount of victims makes one central decontamination area unrealistic, then division, per ICS, shall designate decontamination areas. Division -A Decontamination Group Supervisor, Division-13 Decontamination Group Supervisor, and so on. Secondary Decontamination In rare instances, the environment and the resources allowing, the decision may be made to perform Secondary Decontamination to more thoroughly clean the victims. Secondary Decontamination will be established in the same manner as Primary Decontamination. It will consist of two Fire Department engines placed side -by -side 12' to 14' apart facing opposite directions, in a manner that will allow the pump operators to be located outside the wet area. Salvage covers or tarps will then be draped from engine to engine at both the entrance and exit of the decontamination corridor, to allow for privacy. Emergency Medical Transportation of Victims Emergency medical transportation of decontaminated victims from the incident to local area hospitals will initially be accomplished through the utilization of transport resources within the OA. These shall include the following: ■ Public mass transportation system (vans and /or buses) ■ Private mass transportation providers ■ Ground and Air ambulances ReddiNet oversight is performed at Control One at Sheriff's Communications (Orange County Communications) both on a routine basis and during a disaster as well. During a disaster scenario, a ReddiNet link would be established from OC EMS offices for direct communication capability. The ReddiNet is not used on a routine, non - disaster scenario for patient tracking. Once the number of victims overwhelms the local level area resources and medical facilities, the EOC will support and coordinate the acquisition of additional ALS and BLS transportation units (and receiving hospitals). Requests shall be made through the Operational Area. Pharmaceuticals for up to 1,000 Victims Pharmaceuticals will initially be obtained from local sources; OCMMRS, Operational Area EMS units and Orange County Area Hospitals. Should the need for pharmaceuticals persist, they will be obtained through outside private suppliers, the regional mutual aid system, from federal sources such as the Veterans Administration, Fire & Rescue Branch Page 28 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION the Los Angeles NMRT and the Strategic National Stockpile. Orange County Emergency Medical Services has stockpiled non -field use medications obtained through the MMRS for distribution to hospitals in the event of a chemical or biological event. Each of the three MMRS Cities will provide Mark 1 Auto - injectors as part of the OCMMRS response. MMRS pharmaceuticals, as well as other specialized equipment, will be delivered to a C -BRNE incident once the OCMMRS is activated. OCMMRS activation will occur through any of the following mechanisms: ■ Upon the request by the incident commander. ■ Upon request by the Operational Area EOC. ■ Upon request by a jurisdiction or political subdivision within the Operational Area (City of Newport Beach EOC). Upon activation, each MMRS City will respond its Metropolitan Medical Task Force (MMTF) to the C -BRNE Event. A MMTF will consist of: ■ A MMTF Trailer containing specialized C -BRNE response equipment, MMRS pharmaceuticals cache, and specially trained MMRS personnel. Metropolitan Medical; Response System (MMRS) Equipment and Supplies In the event of a chemical, radiological, nuclear or explosive incident, it is assumed that mass casualties are likely to occur. To prepare for such an event, the acquisition, storage, and management of emergency equipment have occurred. 1. The OCMMRS agencies shall maintain caches of medical supplies strategically located within Orange County. 2. Equipment maintained in these mobile caches include detection equipment, decontamination equipment, personal protection equipment, medical equipment, and support equipment to aid in the logistics of sheltering victims prior to transportation to area hospitals. Federal, State, and Local Resources The overwhelming amount of victims and the complexities of the emergency response to a C -BRNE event will push the City of Newport Beach resources to the limit. The amount of potential victims compared to the amount of first responders will dictate the need for additional Local, State and Federal assets. Additional Federal assets that may be requested in a large -scale response have been identified in the MMRS Plan and include: Detection Assets: • Federal Bureau of Investigation (FBI) ■ Department of Defense (DOD) Fire & Rescue Branch Page 29 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ■ Centers for Disease Control (CDC) Decontamination Assets: • National Medical Response Teams (NMRT) • Disaster Medical Assistance Teams (DMAT) • Disaster Mortuary Response Teams (DMORT) • Department of Defense (DOD) Medical and Health Assets: • Disaster Medical Assistance Teams (DMAT) • National Medical Response Teams (NMRT) • National Disaster Medical System (NDMS) • Department of Health and Human Services (DHHS) • Centers for Disease Control (CDC) • Veterinary Medical Assistance Teams (VMATS) • Department of Defense (DOD) • Strategic National Stockpile (SNS) Fatality Management Assets: • Disaster Mortuary Response Teams (DMORTS) • Department of Defense (DOD) Incident Support Assets: • Department of Defense (DOD) • Department of Health and Human Services (DHHS) • Department of Energy (DOE) • Department of Transportation (DOT) • Environmental Protection Agency (EPA) • Federal Bureau of Investigation (FBI) • Federal Emergency Management Agency (FEMA) • National Institute for Occupational Safety and Health (NIOSH) • Occupational Safety and Health Administration (OSHA) Fire & Rescue Branch Page 30 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION MUTUAL AID Requests for Mutual Aid will be made through established channels (Fire Chief to Area Coordinator to Mutual Aid Region I Fire & Rescue Coordinator to the State Fire & Rescue Coordinator). Requests should include, at a minimum: 1. Reason for request 2. Number and type of resources needed 3. When needed 4. Location where resources are to report 5. To whom resources report Fire & Rescue Mutual Aid U.S. Department of Forestry State SOC Operations Section State Fire & Rescue Coordinator Region I REOC Region I Mutual Aid Operations Section Los Angeles, Ventura, Region I Fire & Rescue Coordinator Santa Barbara & San (Los Angeles County Fire) Luis Obispo Counties Operational Area EOC Operations Section Regional Mutual Coordinator (Orange County Fire Authority) City of Newport Beach EOC Operations Section/ Fire & Rescue Branch Newport Beach Fire Department FDOC Fire Department Operations Center Mutual Aid Director Mutual Aid Requests Response Newport Beach Fire Department Field Incident Commander Fire & Rescue Branch Page 31 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Different levels of mutual aid that may be requested include: Automatic Aid The Newport Beach Fire Department participates in: • A Joint Powers Agreement, Central Net Operations Authority, with neighboring cities sharing a training center. The participating Fire Departments are: Huntington Beach, Fountain Valley, and Newport Beach. • Automatic mutual aid agreements (called Automatic Aid throughout this plan) for Central Net include the Cities of: Costa Mesa, Fountain Valley, Huntington Beach, Newport Beach, Santa Ana, and Westminster (provided by the Orange County Fire Authority). • A Joint Powers Agreement known as Metro Cities Fire Authority which is a combined communications center and dispatches for the Cities of: Anaheim, Fountain Valley, Fullerton, Garden Grove, Huntington Beach, Orange, as well as Newport Beach. Area Mutual Aid The Fire Department "Operational Area' for Mutual Aid encompasses all of Orange County. The Operational Area Fire & Rescue Coordinator, selected by the Fire Chiefs within the Operational Area, is the next level of mutual aid responsibility and is responsible for countywide fire, rescue, hazardous materials and medical resources. In response to a request for assistance from an authorized fire official (the Newport Beach Fire Chief or designee), mobilization of operational area fire resources is activated by the Operational Area Fire & Rescue Coordinator or representative. The Operational Area Fire & Rescue Coordinator must notify the Regional Fire & Rescue Coordinator of area resources committed. Newport Beach requests for area mutual aid shall be directed to Orange County Operational Area Fire & Rescue Coordinator via Orange County Fire Dispatch Center. Upon request to the Operational Area Coordinator, additional resources may reach Newport Beach within 15 minutes. Once the EOC is activated, all requests for mutual aid shall go through the EOC. Regional Mutual Aid Each Office of the California Emergency Management Agency (Cal EMA) Mutual Aid Region has a Regional Fire & Rescue Coordinator selected by the Operational Area Fire & Rescue Coordinators within their respective regions every three years. They in turn appoint two or more alternate Regional Fire & Rescue Coordinators. The Regional Coordinators, or their alternates, serve on the staff of the Cal EMA Regional Manager during a State of War Emergency or State of Emergency proclaimed by the Governor. Orange County is in Fire & Rescue Region I along with the Counties of Los Angeles, Ventura, Santa Barbara and San Luis Obispo. The Region I Fire & Rescue Coordinator, at this time, is the County of Los Angeles Fire Chief. Fire & Rescue Branch Page 32 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Should a present or anticipated emergency be so great as to require the resources of one or more Operational Areas, the Regional Fire & Rescue Coordinator will organize and dispatch the requested resources, from those available, to the requesting jurisdiction. Regional Fire & Rescue Coordinators, upon dispatch of mutual aid resources from within the region, must inform the Chief of Cal EMA Fire & Rescue Division of the resources committed. In the event mutual aid resources are requested, the Fire Chief is responsible to ensure an appropriate organization is established and operational to manage these resources. State Mutual Aid The California Emergency Management Agency (Cal EMA) is responsible for the coordination and application of State resources in support of local jurisdictions during an emergency. The State Fire & Rescue Coordinator is the Chief of the Fire & Rescue Division of Cal EMA and is a Cal EMA Director staff member. The State Fire & Rescue Coordinator is responsible for taking appropriate action on requests for mutual aid received through Regional Fire & Rescue Coordinator channels. If Federal aid is requested, the Chief of Cal EMA Fire & Rescue Division shall inform the appropriate Federal counterpart. The State Fire & Rescue Coordinator may request additional State fire resources from the following agencies: • Department of Defense (DOD) - assists with personnel and equipment, including conservation camp crews in fire suppression, rescue, cleanup, communications, and radiological monitoring. • State Fire Marshal - assists Cal Fire & Rescue Division by providing personnel to facilitate coordination of mutual aid fire & rescue operations. • Department of Fish and Game - assists other agencies in responding to emergencies with wildlife issues; i.e., marine oil spills and environmental issues. • Military Department - at the direction of the Governor, assists civil authorities in protecting life and property from fires and conducts support operations designed to minimize devastation by fire by providing communications, transportation, medical, evacuation, and engineering assistance and provides personnel and equipment for rescue operations. Federal Mutual Aid • Department of Agriculture (U.S. Forest Service) - Provides fire protection within the National Forest System and under existing agreements, provides assistance to State and Local fire suppression agencies upon request. • Department of the Interior (National Park Service (NPS) and Bureau of Land Management (BLM)) - The National Park Service may provide fire protection and certain rescue services in the National Park Service and Bureau of Land Management may provide for fire protection on Federal reservations. • Department of Defense (DOD) - Upon specific request for emergency assistance from local jurisdictions, military commanders have the authority to commit military Fire & Rescue Branch Page 33 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION resources in a situation of such imminent seriousness that delay in awaiting instructions from higher authority is unwarranted and such action is justified in order to save human life, prevent immediate human suffering, or mitigate major property damage or destruction. Such support might include fire fighting vehicles, equipment, supplies, personnel, aircraft and crews, and other related personnel and material. Orange County Operational Area A series of Orange County Operational Area forms have been designed by the Operational Area which are to be completed and faxed to them in an emergency. The forms are sent from the City function to the Operational Area function; i.e., City Fire & Rescue Branch to Orange County Fire & Rescue Branch. Enclosure 1 lists the forms to be completed and sent to the Operational Area. The Fire & Rescue Branch is responsible for completing and submitting them to the Planning Section, Documentation Unit. The Planning Section, Documentation Unit will fax them to the Operational Area (OA) keeping a copy. 1. Fire & Rescue Status Report - Due to OA within six hours from the incident and every six hours thereafter. 2. Medical /Health Status Report - Due to OA within six hours from the incident and every six hours thereafter. 3. Pipeline Status Report - Due to OA within six hours from the incident and every six hours thereafter. Authorities and References State of California Disaster and Civil Defense Master Mutual Aid Agreement was adopted by resolution by the City of Newport Beach. v' State of California Fire Service & Rescue Emergency Mutual Aid Plan defines the policies and procedures for area and regional fire mutual aid State of California Fire & Rescue Operations Plan County of Orange Fire & Rescue Mutual Aid Plan Fire & Rescue Branch Page 34 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Fire & Rescue Branch Page 35 of 39 o v O M m m m F Gi. O r G ie O G O G O "N G O W G O R G �: O R O N V G vi N y O y T �� O N 0..y O Ou u° u� 04 v a SOS v,Ox SOS myy O ynu�O go a n� W v' - m '� z m [:] u m L'] m m u u R.m OF w.. �. Ell .0 v m v v v v O V O w O 02 Q 0 O z Q O z Q O 20 c!� O 0.7 C y h O G m P7 v E° P7 v d" E a° y a° p G m O" Ovum m O O m v C m C a� o W u v C o E a byc F" U� a C a v v.7 V V. V W Q Z7. WroO v F F E E F V o 0 0 ' O 0 w �o w W E7" 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ry to v� cn to v� cn �n cn v� cn cn cn cn cn V �/. 3 O O O O o O D O O O O p 2:. x x x x x x x x x x L v p o 7 O O o O O O O o O O O Z� f t + f + t f } t f + t + t v G W z v G v o v O V W O m 7 3 3 7 7 v v m m O v m U] U] U] W (n z 5;i 1 Ul F (f1 O. J� P_. Q C 0. Fire & Rescue Branch Page 35 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Fire & Rescue Branch Director Checklist V Responsible Department: Responsible Party: FirstAlternate: Second Alternate: Immediate Supervisor in EOC: Supervises: Policy Group: General Duties Fire Department Acting Fire Deputy Chief Fire Traing Division Chief Fire Battalion Chief Operations Section Chief Fire Tactical, Fire Department Operations Center Director As requested -V Take overall responsibility for all Fire Department activities Prevent, control, and suppress fires Manage and conduct search and rescue operations Provide and coordinate medical aid and medical transportation V Control and manage hazardous materials incidents V Provide and coordinate radiological monitoring V Provide logistical needs for Fire Department Checklist ❑ Upon arrival at the EOC, register and check -in with the Operations Section Chief; request a situation briefing; put on identification vest ❑ Assume overall command and responsibility for all Fire Department activities • Determine if the FDOC is activated • Assist the IC in establishing an EOC organization. • Initiate/ maintain a log of significant events, phone /radio calls, and decisions made. Pass on the log to your relief with instructions to maintain it. • Support and provide overall direction for FDOC operations ❑ Request windshield survey and other intelligence data from FDOC, when appropriate to determine: • nature and scope of the emergency • equipment and personnel committed and their locations • anticipated equipment and personnel shortages ❑ Assess the impact of the disaster on the Fire Department operational capability Fire & Rescue Branch Page 36 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Determine Fire Department operations strategy and direct the implementation of that strategy ❑ Prepare Branch Status Report with objectives and provide them to the Operations Section ❑ Request assistance, as necessary, from: • Other City Departments • Automatic aid • Fire mutual aid requests shall be initiated by the EOC • Other agencies/ businesses • Radiological Defense Officer and other technical specialists • Hospitals (HEAR Network) ❑ Complete the Operational Area Fire & Rescue Status Report form, Operational Area Medical /Health Status Report form and the Operational Area Pipeline Status Report form if mutual aid is needed in any of these areas. Give to the Planning Section/Documentation Unit Leader to be sent via WebEOC to the Operational Area ❑ Participate in the EOC Policy Group, when requested, as a decision maker to help develop an Incident Action Plan ❑ Implement Fire Department activities according to the Incident Action Plan • Monitor progress • Make recommendations for modification to the plan, as needed • Request continual assessments ❑ Gather intelligence from FDOC and brief EOC personnel ❑ Pass EOC information to the FDOC; ensure a continuous information exchange ❑ Ensure that Fire Department logistical needs are met ❑ Recall personnel and modify staffing based upon the severity of the situation (see Standard Operating Procedure # 220.24) ❑ Continually review the emergency situation and adjust operations plans, as necessary ❑ Be prepared to assume the position of Operations Section Chief • Participate in creating a plan to organize the recovery process • Approve plan for Fire Department deactivation • Attend incident critique and be prepared to write and After - Action Report ❑ Brief your replacement; Pass your communications log onto your replacement; leave a forwarding phone number; check -out In the event of an EARTHQUAKE ❑ Primary Fire & Rescue response will be directed at life safety ❑ Conduct a windshield survey ❑ Conduct Urban Search & Rescue operations as required In the event of a FLOOD or DAM FAILURE JEOP 41) ❑ Coordinate with the Law Enforcement Branch for public warning measures ❑ Coordinate evacuation and search & rescue efforts in flooded areas Fire & Rescue Branch Page 37 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION In the event of a HAZARDOUS MATERIALS INCIDENT ❑ Patrol -- Assist at the spill scene by securing the area, coordinating access and egress, maintaining crowd control, and initiating vehicle control ❑ Coordinate activities with the Incident Commander who is responsible for controlling and coordinating all operations related to immediate response to hazardous materials ❑ Identify substance(s) involved, if possible without exposure to personnel ❑ Coordinate perimeter and traffic control with Law Enforcement Branch ❑ Determine relative threat to life and property ❑ Ensure all responders are issued, and utilize, proper protective gear and equipment. ❑ If evacuation is required, coordinate the issuance of the order with the Policy Group and the PIO, time permitting In the event of a RADIOLOGICAL INCIDENT ❑ Assist in radiological monitoring necessitated by nuclear weapon fallout or a radiological accident to provide for • Control and recording of Fire & Rescue personnel radiation exposure • Limiting citizen radiation exposure • Provide radiological intensity information to the Fire Department Operations Center (FDOC) • Conduct decontamination procedures following emergencies involving chemical or radiological contamination of people or property • Coordinate with Police Department to provide perimeter /access /traffic control ❑ Assist in evacuation, if ordered In the event of a Tsunami • Coordinate with the Law Enforcement Branch for public warning measures • Assist Law Enforcement Branch with evacuations • Refer to EOC Tsunami Incident Action Plan for more specific information In the event of a NUCLEAR ATTACK ❑ Assist in alerting & warning the general public In the event of a CIVIL DISTURBANCE ❑ Consider sniper fire when responding to bomb threats or actual bombings ❑ Consider secondary anti - personnel explosive devices set for later detonation at bombing sites ❑ Investigate all reported bomb threats. Disposal of potential or actual bombs is the responsibility of the law enforcement agency in coordination with the County, pursuant to established procedures • Coordinate with Police Department personnel for escort into a riot area • Assess the need for mutual aid Fire & Rescue Branch Page 38 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Fire Tactical Checklist �/ Responsible Department: Responsible Party: First Alternate: Second Alternate: Fire Department Deputy Fire Chief Designated by Fire Chief Designated by Fire Chief Immediate Supervisor in EOC: Fire Chief No General Duties V Assume the responsibilities of the Fire & Rescue Branch Director in his absence V Assist in responsibility for all fire department activities -�' Support the control and suppression of fires V Support search and rescue operations -/ Coordinate medical aid efforts • Support the management of hazardous materials incidents • Coordinate the life- saving operations for a C -BRNE incident Checklist ❑ In the absence of the Fire & Rescue Branch Director assume overall responsibility for all Fire Department activities; read the Fire & Rescue Branch Director's Checklist ❑ Assist the Fire Branch Director in his duties ❑ Maintain a log of significant events, phone /radio calls and decisions made ❑ Establish communications with the Field Incident Commanders ❑ Provide general direction and exchange of information with Field Incident Commanders ❑ Provide EOC Planning Section with continuous situation and resource status updates ❑ Use WebEOC to maintain a log of significant events, phone/ radio calls, and decisions Fire & Rescue Branch Page 39 of 39 City of Newport Beach Emergency Management Plan OPERATIONS SECTION LAW ENFORCEMENT BRANCH Table of Contents Purpose.................................................................................................................. ..............................2 Objectives............................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................3 Organization and Assignment of Responsibilities .................................... ..............................4 Police Department Operations Center (PDOC) .......................................... ..............................7 Police DOC Concept of Operations ................................................................ ..............................7 Policiesand Procedures ..................................................................................... ..............................8 Coordination / Communications ...................................................................... ............................... 9 Communications Systems ................................................................................. ..............................9 MutualAid .......................................................................................................... .............................10 PoliceDepartment Resources ......................................................................... .............................12 Alerting& Warning ........................................................................................... .............................14 Policiesand Procedures .................................................................................... .............................15 Evacuation............................................................................................................ .............................19 Coroner................................................................................................................. .............................25 AnimalControl ................................................................................................... .............................33 Enclosure 1 - Orange County Operational Area Forms Enclosure 2 - Sample Laws .............................................................................. .............................37 Enclosure 3 - State To Operational Area And Operational Area To City Warning System................................................................................................................... .............................39 Enclosure 4 - Sites That May Need Special Warnings and/or Assistance ........................40 Enclosure 5 - Local Funeral Directors ........................................................... .............................44 Enclosure 6 - Disposition of Deceased ......................................................... .............................45 Enclosure 7 - Potential Temporary Animal Shelter Locations ................ .............................46 Enclosure 8 - Animal Care Facilities ............................................................ .............................46 Enclosure 9 - Animal Mutual Aid Agencies ............................................... .............................46 Law Enforcement Branch Director Checklist ............................................. .............................47 PoliceTactical Checklist .................................................................................. .............................52 EOC Security Officer Checklist ................................................................... .............................53 Law Enforcement Branch City of Newport Beach Emergency Management Plan OPERATIONS SECTION LAW ENFORCEMENT BRANCH (EOP 41) Purpose The Law Enforcement Branch plan addresses the policies and procedures governing the conduct of Newport Beach Law Enforcement operations during disasters. It includes guidance and an emergency action checklist for the Law Enforcement Branch in the City EOC. Law enforcement primary functions /plans include: • Coroner Operations • Alerting & Warning • Evacuation • Crime Scene Management • Animal Control Law Enforcement has secondary or support responsibility for the following functions/ plans: • Management (Police Chief is a member of the Policy Group) • Public Information (Police Community Relations Officer supports PIO Operations) • Action Planning (Police Lieutenant supports the Planning Section) • Communications (Information Systems Unit is a part of the Communications Branch) • Procurement (Police Facilities Manager is part of the Logistics Supply Branch) Objectives Open the EOC and staff the Operations Section Chief position immediately Mobilize, deploy, and organize Newport Beach Law Enforcement Branch resources for law enforcement, traffic control and perimeter control operations V Complete a comprehensive damage assessment survey of the area utilizing aerial and ground observation Assist the Planning Section in completing their missions by reporting damage assessment information gathered by field units; aero unit will be used to relay information directly to the EOC Authenticate unconfirmed reports by deploying police officers to the scene V Provide security in the Emergency Operations Center (EOC), mass care facilities, multipurpose staging areas, Casualty Collection Points (CCP), Disaster Medical Aid Centers (DMAC) supply storage areas, critical facilities, and evacuated areas (EOP 41) V Provide security to public and private property Provide notification to families about the status of injured or missing relatives when appropriate Law Enforcement Branch Page 2 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Protect and house prisoners in custody; if necessary, relocate and /or release prisoners Alert and warn the general public of imminent disaster (for details, see the Alerting & Warning plan) Plan and supervise evacuation operations (for details, see the Evacuation plan) Control access to the incident scene and evacuated areas Conduct Coroner operations in the event that County authorities are unable meet the needs of the City (For details, see the Coroner plan). Once County authorities have assumed the primary responsibility for Coroner operations, assist, to the extent possible Manage animal control operations Accomplish objectives of the EOC Action Plan V Set priorities based on the Action Plan -V Direct and control traffic (EOP 41) Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. The public expects government and public safety agencies to: • Alert them in advance of a disaster • Quickly and accurately assess the magnitude of an emergency • Keep them informed of the situation with accurate and complete information • Safely evacuate dangerous areas • Relocate citizens to a safe place • Coordinate temporary sheltering and feeding operations • Provide for a rapid restoration of services • Restore the area to normal as quickly as possible 3. In an emergency situation, response and recovery operations must continue even under adverse conditions. The disaster may cause fires, flooding, collapsed buildings and infrastructures, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, hazardous chemical spills, etc. 4. The City's Emergency Operations Center (EOC) will be activated to manage the disaster/ emergency. When the EOC is activated, Operations Section/Law Enforcement Branch personnel will be activated to manage the City's response, coordinate with City departments, and coordinate mutual aid. 5. To continue these operations, there must be a plan stating how, when and where emergency responders should report back to work; who is assigned the various responsibilities and how they will manage and carry out those responsibilities. This plan provides the information needed to manage major emergencies. Law Enforcement Branch Page 3 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Organization and Assignment of Responsibilities City Incident Commander and Law Enforcement Branch in the EOC_(CPG 1-8A, 121) Incident Commander Police Chief highest ranking police of Operations Section Chief Police Captain Law Enforcement Branch I Director Police Captain/Lieutenant Police Tactical Traffic Division Lieutenant Police Dispatcher I I EOC Security Officer Dispatcher Police Employee The Police Department is the Lead in both the EOC and the field for the following types of emergencies: • Accident/ Major Traffic • Civil Disturbance/ Riot • Act of Terrorism (bomb) /bomb threat • Homeland Security Alert "Red" • Power Outage • State of War • During emergencies where the Police Department is the lead agency and the Chief of Police will assume the position City Incident Commander. • During aircraft accidents and C- BRNE /WMD type incidents a Unified Command will be formed with the Fire Chief and the Chief of Police. EOC positions to be filled by the Police Department are: Law Enforcement Branch Page 4 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Policy Group (Chief of Police) Operations Section Chief (Chief) for law enforcement lead incidents Law Enforcement Branch Director (Captain or Lieutenant) Police Tactical Officer (Traffic Division Lieutenant) Police Radio Room Dispatcher (Communications person) EOC Security Officer (Uniformed Police Officer) EOC Check -In Officer (Uniformed Employee) If the Police Department is the Lead Agency, either the Chief of Police or the Police Captain will act as the Police Chief. This individual has the following responsibilities: ✓ Authority to activate the EOC ✓ Coordinate law enforcement operations within the City • Coordinate law enforcement support to other citywide response and recovery operations • Evaluate status reports and prioritize the commitment of law enforcement resources • Coordinate law enforcement mutual aid within the City • Provide support to other jurisdictions as required under mutual aid • Determine the need for additional resources and submit appropriate requests to the Law Enforcement Operational Area Coordinator - County Sheriff • Request the Police DOC start maintaining records on: personnel hours, equipment used, materials and supplies purchased, etc. A Police Captain will assume the position of Operations Section Chief. General Duties of the Operations Section Chief are: -,/ Responsible for the management of all operations directly applicable to the primary mission Direct the development of the Incident Action Plan Assign incident numbers Direct the preparation of department operational plans Request mutual aid and other necessary resources Monitor incident activities and recommend EOC Action Plan changes as necessary Participate in the Policy Group The Traffic Division Lieutenant, or designee, will act as the Tactical Officer within the Law Enforcement Branch in the EOC. General duties of the Tactical Officer are: ✓ Assist Police Chief ✓ Supervise Police EOC personnel ✓ Establish and maintain communications with the Police Department Operations Center (PDOC) The ranking on -duty Communication Supervisor will assign someone from communications to act as the Police Dispatcher in the EOC. General duties are: Law Enforcement Branch Page 5 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ✓ Maintain open communications between the EOC and the PDOC using the telephone and radio ✓ Relay information to and from the Tactical Officer in the EOC ✓ Maintain radio and telephone log The on duty Watch Commander will assign a uniformed Police Employee to act as the EOC Security Officer. General duties are: Control entry into the EOC Maintain a log of persons arriving and leaving the EOC Law Enforcement Branch Page 6 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Police Department Operations Center (PDOCI PDOC IC Tactical Operations I I Planning/Intel I I Logistics Intel Transportation Alerting & Warning JTTF/FBI Personnel Planning/Research Food/Water/Lodgi Documentation Evacuation Action Plans GIS Traffic Coroner Police DOC Concept of Operations Animal Control Finance Reimbursement Purchasing Tracking Cost Recovery The Police Department will operate under normal operating procedures until a situation is beyond its control. If the situation becomes beyond the Police Department's control, the Police Department Operations Center (PDOC) may be activated to better manage the situation. If a situation warrants, the City Emergency Operations Center (EOC) may be activated by the On -Duty Watch Commander. At that time, police representatives will be sent to the EOC to coordinate police response with all other City department's emergency response. A Unified Command will be formed with the Police and the Fire Departments for an incident involving an aircraft accident or terrorism incident. Police Department Lieutenants, or designees, will act as the Police Department Operations Center (PDOQ Director under the Law Enforcement Branch in the EOC. General duties of the PDOC Director are: V Establish and supervise the Police Department Operations Center (PDOC) -,/ Gather intelligence Law Enforcement Branch Page 7 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Prioritize incidents and assign resources according to the Action Plan Maintain open communications between the EOC and the PDOC using the telephone, runners or radio V Maintain radio and telephone log When the PDOC is activated, the following procedures will be taken: Staff the PDOC Assign someone to the PDOC phone; log all calls in and out Gather intelligence from Damage Assessment Surveys Assess the damage or extent of involvement Report damage and /or involvement to the EOC -41 Set priorities following the EOC Action Plan V Assign resources -V Continually update the EOC with the situation and resource status Contact other DOC's with notification of discipline specific damage PDOC positions to be filled as needed are: PDOC Director/ Operations Unit Leader - Lieutenant Tactical - Sergeant -vl Planning - Detective Division Supervisor V Logistics - Property Manager V Finance - Fiscal Services Manager Policies and Procedures The police officer responsible for the maintenance of law and order in Newport Beach will be in command of law enforcement, evacuation, alerting & warning, coroner and animal control operations Report damage assessment information to the PDOC and the EOC. Areas that should be considered: • fires • trapped people • injured people • collapsed buildings • chemical spills • explosions • downed power lines • gas leaks • power outages • sewage leaks • serious road damage • damage to freeways • bridge damage • major traffic accidents Law Enforcement Branch Page 8 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • flooding Patrols will be maintained in evacuated areas whenever possible Law Enforcement personnel may be required to fill the Technical Specialist position in the Planning Section of the EOC Auxiliary and reserve personnel should be utilized for low risk duties whenever possible Incoming mutual aid forces should be provided radios with local frequencies whenever possible National Guard forces committed to supporting local law enforcement operations will generally accept only broad mission -type orders and will always remain under the command and control of the Military Department Only the Governor may request the President to assign Federal troops to assist in maintaining law and order Coordination/Communications Alerting Procedures ✓ The on -duty Watch Commander will notify the Traffic Division Lieutenant ✓ The Traffic Division Lieutenant will notify: ✓ Chief of Police ✓ Police Captains ✓ Other Division Lieutenants • The Chief of Police, or designee, will have sole authority to activate a condition three status which is a major occurrence of such magnitude that it is beyond the capability of department personnel and local mutual aid forces to control • Following the Chief's decision to activate condition three, the City Manager may elect to activate the City's Emergency Operations Center Communications Systems Facilities and Equipment The Police Department Communications Center is in the Police Building located at 870 Santa Barbara. This is the entry point (PSAP) for "911" calls for the City of Newport Beach Incident Command Vehicle radio communication equipment to include 800 MHz radios (hand held and hard wired), Mobile Data Computer's (MDC), and the ability to establish land lines at the police department garage and at City Hall only. 800 MHz hard wired radios and MDC's are in all marked police units, PCO vehicles, ACO vehicles, CSI vans, and detective / investigation unmarked cars and vans. 238 total 800 MHz handheld radios. 180 are assigned to individuals; 41 are assigned to various divisions as spares. All Police supervisors have issued cellular devices (either Apple iPhone or Motorola i580). Detectives and Investigators, and some civilian employees also have issued Law Enforcement Branch Page 9 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Motorola 1580 cellular phones. There are (2) two spare Motorola i580 phones with the PD phone template installed. One (1) Global Star Satellite Phone issued to dispatch. RACES HAM Radio Operations are housed adjacent to the PD Dispatch Center Police helicopter ABLE (Eagle) and aircraft communications system o Eagle has (3) 800 MHz console radios programmed with all Orange County police, fire, harbor patrol and California State Park frequencies, o (2) aircraft frequency radios o (1) TFM 550 programmable radio for VHF, UHF and VLF frequencies. The TFM 550 is programmed with all Los Angeles, Riverside, San Bernardino and San Diego police frequencies, CHP, Cal Fire, RACES (HAM) and marine radio frequencies. The TFM 550 can also be programmed with additional frequencies as needed. o Eagle as a communications platform can enhance simplex radio communications in the event land line 800 MHz radios are compromised. Mutual Aid V The responsibility for all mutual aid requests rests with the Chief of Police or designee V When department resources have been reasonably depleted, the Chief may implement, through the Orange County Sheriffs Department, the provisions of the Law Enforcement Mutual Aid Compact V The Chief of Police contacts the Control One or the Orange County Sheriff's Department Watch Commander Law Enforcement Branch Page 10 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Law Enforcement Supporting Organizations and Responsibilities Chief of Police M� Orange County Sheriff (Personnel and Equipment) J Orange County Cities (Personnel and Equipment) J J Cal EMA - Region 1 (Personnel and Equipment) J J Outside County Law Enforcement (Personnel and Equipment) J California Highway Patrol (Personnel and Equipment) J J California Army National Guard (Personnel and Equipment) Law Enforcement Branch Page 11 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Police Department Resources Police Department Building • Emergency generator was replaced in 2010 with a John Deere 300 kW generator. The generator is capable of providing electricity to the entire building for two (2) weeks. The generator uses 20.14 gallons of diesel fuel per hour at full capacity: 2,520 gallons for a 7 day period, 5,040 for a 14 day operational period. The tank's ca aci is 6,098 gallons. • Limited Emergency drinking water • Jail Facility: Capable of housing 21 males with bunks, 2 females with bunks, 4 additional bunks if no inmate workers are being housed, and additionally, space that could be used in the sobering cells (9 males and 3 females). • Emergency food and water for three (3) days • Small kitchen facility that includes 5 microwaves and 3 toasters Vehicles /Aircraft • 1 Mobile Command Vehicle • 20 Marked Ford Crown Victoria • 3 Marked 4X2 Chevy Tahoe (one of which is a Incident Command vehicle, the other two are First Responder Vehicles) • 4 Marked 4X4 Chevy Tahoe • 14X4 long bed pick -up truck • 14X2 long bed pick -up • 8 PCO Ford Ranger 4X2 pick -ups • 3 ACO 4X4 pick -ups • 2 CSI Chevy vans • 115 passenger van • 3 ATVs • 1 SWAT tactical command vehicle with first responder equipment • 1 Peacekeeper Tactical vehicle • 1 Armored Rescue vehicle • 27 unmarked city owned vehicles (including 5 vans) • 15 Police Motorcycles • 8 Mountain Bikes • 3 EC120 Police Helicopters (2 aircrew / 3 passengers, depending on load -out, fuel weight) *note* One helicopter is staged out of the hanger, should the hanger be damaged in an earthquake, and therefore deployable. Law Enforcement Branch Page 12 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Equipment In Police Units: AR -15 12 Gauge Shotguns Fire extinguishers Flares 2 Mechanical Breecher Kits Dry erase boards Video cameras In Police Helicopter: Public address system External, hi- intensity lighting Basic First Aid Supplies & AED Trauma kits Stop Stick (tire deflation devices) Long rifle 2 Large Metal Cutters AED Large City maps Water rescue equipment Forward Looking Infra Red (FLIR) DVR recorder for FLIR images Fire suppression equipment (BAMBI Bucket -108 gallons) ATV Downlink (video broadcast to HAM radio receiver in dispatch, Police Mobile Command Vehicle and Fire BC vehicles Moving map with area mapping capability for fires or disaster scenes Law Enforcement Branch Page 13 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ALERTING & WARNING (EOP 41) Purpose This section of the plan addresses the policies and procedures for alerting and warning the public and disaster service workers of imminent, extraordinary danger. Depending upon the nature of the threat and the population group at risk, warning can originate at any level of government. Success in saving lives and property is dependent upon timely dissemination of warning and emergency information to persons in threatened areas. This plan includes information on warning systems to be utilized for notification of persons of potential danger. Objectives To alert the general public to the threat of imminent, extraordinary danger by timely dissemination of information. -v/ To alert City employees, the public and volunteers of any potential danger V To prevent loss of life and property V To accomplish the objectives of the EOC Action Plan Situation and Assumptions Newport Beach may be affected by emergency incidents impacting large areas of the City requiring the alerting and warning of the residents to protect life and property. If necessary, it is the City's responsibility to provide the warning and assist the residents in the protection of their property. In large scale incidents, the Emergency Operation Center (EOC) will be activated for the coordination of emergency assistance and relief efforts. When the EOC is activated, the Police Branch will also be activated. The degree of involvement will be determined by the nature of the incident and the need for Police response. The Police Department has "primary" responsibility for carrying out the Alerting & Warning Function. They will be supported by the Public Information Team, and the Fire Branch. Other City employees and volunteers may be utilized to assist in this function. The LOCAL WARNING POINT for the City of Newport Beach is the Police Department via the California Police Telecommunications System (CLETS). The RESPONSIBLE PARTY for local warnings is the Police Watch Commander. Supporting organizations include: Fire & Rescue Branch and the Public Information Officer. Law Enforcement Branch Page 14 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Alerting Systems The following alerting systems are available in Newport Beach: Mass notification system (AlertOC) Emergency Alert System (EAS) Television /cable television Outdoor Emergency Sirens Police unit public address system V Helicopter public address loud speakers Fire apparatus sirens Door -to -door canvassing Outdoor Emergency Siren System Newport Beach has strategically installed three emergency notification sirens. The sirens are located at West Jetty Party /The Wedge, within Veterans Memorial Park at 15th Street & Bay Avenue, and West Newport Park, near 60f Street and Seashore Drive. The sirens will be tested on the first Friday of each month at noon. The sirens may be activated for ANY impending emergency and are not specific to any one type of emergency. Residents have been instructed to turn their televisions to channel 3 or their radios to 107.9 FM /KWVE and await further instructions. Policies and Procedures Warnings may be received from a variety of systems including: 1. National Warning Systems -- NAWAS, Federal to the State of California NAWAS is a dedicated wire -line system which provides two -way voice communications between Federal Warning Centers, State Warning Points, and Local Warning Points. The system may be activated nationally from two protected federal facilities: • National Warning Center (FEMA National Emergency Weather Coordination Center located in Bluemont, Virginia) • Alternate National Warning Center (FEMA MERS [Mobile Emergency Response System] Operations Center located in Thomasville, Georgia) The system in California consists of four elements: • NAWAS, Federal to California link CALWAS, State to Orange County Operational Area Warning Point circuit Orange County Operational Area to City warning systems Local alerting systems to the general public. 2. State Warning Systems -- CALWAS (California Warning System) State of California to the Orange County Operational Area California ties into the national system with a primary drop -out (State Warning Point) at the California Emergency Management Agency (Cal EMA) headquarters in Sacramento. Circuits then extend to 45 Operational Area (County) Warning Points. The California Highway Patrol Headquarters in Sacramento serves as the Law Enforcement Branch Page 15 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Alternate State Warning Point. The Orange County Operational Area receives this warning at Control One, Orange County Communications Center in Silverado both by voice and teletype. Both Federal and State circuits are monitored 24 hours a day at the Cal EMA Warning Center the Alternate State Warning Point, and the Orange County Operational Area Warning Point. 3. Orange County Operational Area Warning Systems - NAWAS, Orange County Operational Area to the City of Newport Beach When the Orange County Operational Area receives a warning that should be disseminated to local jurisdictions, the following systems will be used: PRIMARY • Teletype - -to all police departments to pass on to emergency services personnel and City management • Fax Transmission to EOC SECONDARY • Police radio system • Fire radio system LAST RESORT • Telephone - to emergency services offices /police departments and /or fire departments Orange County Communications cannot communicate via Municipal Government frequencies. 4. City of Newport Beach Warning Systems - City government to the residents When warnings are received by the City of Newport Beach or a threat exists, the information is given to the following to monitor the situation: • Police Watch Commander /Police Chief • Fire Chief • Fire Battalion Chief • Emergency Services Coordinator • City Public Information Manager • City Manager Law Enforcement Branch Page 16 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Newport Beach Alerting Systems TYPE OF WARNING DEPARTMENT RESPONSIBLE HowwillEmploye be notified of an emergency? Employees with 800 MHz radios should be Police, Fire, Lifeguards, Building Inspectors, General alerted on the Pink Channel Services, Public Works, and Utilities Employees without radios E -mail will be used for on -duty employees. Dept. phone lists, pagers, cell phones and Blackberries will be utilized to recall off -duty employees. If phones are inoperable, employees are to care for their families and then automatically report to their work sites Emergency Operations Center (EOC) Employees The EOC or Police Dispatch can activate the EOC; the City's mass notification system (AlertOC) has been programmed with EOC activation phone lists. CERT & RACES Volunteers Amateur radio will be utilized, if operating. If phones are inoperable, volunteers should care for their families, neighborhoods and wait for further information. How will the Public be alerted and warned of an emergency? Emergency Alerting System (EAS) AM /FM radio Public Information Manager and/or EOC Liaison Outdoor Emergency Sirens (works in conjunction Fire Dept. - Must be activated from the Watch with the EAS) Commander's office. Mass Notification System (AlertOC) Police Dept. - Dispatchers will initiate the process. If PIO is present, they will write the message. Cable television NBTV -3 or 30 Public Information Manager Vehicle public address systems Police Department and Lifeguard vehicles Helicopter public address loud speakers Police Department Vehicle with sirens Police, Fire and Lifeguard vehicles Door -to -door canvassers or hand out printed Police Department is in charge; may utilize other City materials Departments and /or volunteers to assist. City Website City PIO Manager and IT Non - English speaking Police Department and PIO will City employees that speak the required language or interpreters Hearing Impaired Police Department will have the PIO Manager work with the television stations using closed caption television; NBTV -3/30 can do written warnings. Law Enforcement Branch Page 17 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION OUTDOOR EMEGENCY SIRENS COVERAGE MAP • J I� aI low MW Ev f, t Law Enforcement Branch Page 18 of 53 r R ae5 "s 8i >a E o' 1 A i 6 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EVACUATION (EOP 41) Purpose This plan provides guidance for the conduct of evacuation, dispersal, or relocation operations during natural disasters, technological incidents, and nuclear defense emergencies. It also describes the organization and responsibilities for conducting evacuation operations. The Police Department has primary responsibility for evacuation and is supported by the Fire Department who evacuates non - ambulatory individuals, and Public Works who assists with coordination of traffic signals if necessary. Volunteers may also supplement work force, if needed. Objectives The overall objectives of all evacuation operations are: Expedite movement of persons from hazardous areas Control evacuation traffic (EOP 41) V Coordinate transportation for those without vehicles and those with special needs V Provide perimeter control for the affected scene and evacuated areas -,,/ Accomplish objectives of the Action Plan Situation and Assumptions Newport Beach may be impacted by a major emergency incident affecting large areas of the City. If residents are displaced as a result of a large scale incident, it is the City's responsibility to relocate persons in impacted areas to safe locations, and to provide assistance, temporary shelter, and food for the impacted population. In large scale incidents, the Emergency Operation Center (EOC) will be activated for the coordination of emergency evacuation and relief efforts. When the EOC is activated, the Law Enforcement Branch will also be activated. If evacuation of any area within the City is necessary, the Police Department will he the lead agency and will be responsible for the implementation and execution of evacuation plans. Police will be assisted by Fire, Public Works, and General Services if requested. The fundamental assumption for evacuation is sufficient warning time will be available to evacuate the threatened population. However, there may be incidents such as a hazardous material spill requiring immediate evacuation with very little notice. Evacuation Plans /General Information Evacuation plans will be prepared, on an ad hoc basis, by the Police Department in conjunction with EOC staff and Plans Section. If the evacuation area is large, it may be necessary to divide it into sub -areas in order to expedite and prioritize movement. Law Enforcement Branch Page 19 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Generally, those persons closest to the hazard, or those most at risk, will be warned and evacuated first. Department Responsibilities Police Department EOC Personnel The Police Department is the lead agency for evacuations and has the overall responsibility of evacuation operations within the City. Either field personnel or EOC personnel (if time permits) will determine if evacuation is necessary. The tactical operations will be managed by the Police Department Operations Center (PDOC). The police personnel will conduct the evacuation, supported by other departments, as deemed necessary. Once areas are evacuated, the Police Department has the exclusive responsibility for the protection of property, both public and private, in all evacuated areas. Police personnel in the field will control entry into the area and allow only those persons authorized by the EOC. Fire Department Fire Department personnel will assist individuals at the direction of the PDOC. with the evacuation of non - ambulatory Municipal Operations Public Works will assist with the closures of highways at the direction of the PDOC. They can also provide additional uniformed employees and marked City vehicles outfitted with radios to assist the police as needed. Public Works Public Works will assist with the traffic signals on highways at the direction of the PDOC. Other Miscellaneous Organizations that can Assist in Evacuating the Public Volunteers in Policing (VIPS) Parking Control Officers Radio Amateur Civil Emergency Services (RACES) American Red Cross Policies and Procedures Identify area and population to be evacuated Establish evacuation routes Explain why evacuation is being ordered V Request transportation assistance from EOC Logistics V Request additional personnel to assist - volunteers, other City departments -/ Control access to hazard area Once the decision to evacuate is made, the public will be alerted and given evacuation instructions via AlertOC, radio (Emergency Alerting System EAS), television, and door- Law Enforcement Branch Page 20 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION to -door canvassers. Whenever possible, Police, Fire and Lifeguards units will circulate through the area issuing warning and evacuation orders via loudspeaker. The evacuation order will contain the following elements, at a minimum: Why evacuation is being ordered Evacuation routes Road conditions V What to do if vehicle breaks down Assembly points for those without transportation Location of shelters Vehicle security and parking in the reception area will be the responsibility of the Newport Beach Police Department. Provisions must be made to evacuate persons with mobility impairments. The Fire Department will plan, organize and coordinate movement of non - ambulatory individuals, if time permits. Re -entry into evacuated and /or hazardous areas will be at the discretion of the Police Department, after consultation with the EOC liaisons, EOC Policy Group, and technical experts. As soon as it is deemed safe, the Police Department will begin allowing entry back into the impacted area. The Police Department will monitor traffic levels. Transportation Assistance (EOP 41) Some of the population at risk will not have access to an automobile, including households without autos, those who commute to work by public transit, and those left at home without an automobile. Additionally, people with disabilities or infirmities may require special modes of transportation. The number of individuals needing transportation assistance can vary widely depending on the time of day and the day of the week. Once the number and type of vehicles needed to render assistance is determined, by the Law Enforcement Branch, they will advise the Logistics Section/Supply Unit, who will in turn locate and request needed vehicles and operators. Transportation for essential workers to and from the risk area will be coordinated and provided by each City department utilizing City vehicles (and vessels in water) and operators to the extent possible. Vehicles with mechanical problems will be abandoned until such time as circumstances permit qualified repair personnel to safely return to the location to repair on site or tow the affected vehicle. Law Enforcement Branch Page 21 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Other potential problem areas along evacuation routes include weight restrictions, narrow bridges and road sections susceptible to secondary effects of the incident. Police officers will patrol evacuation routes ensuring safety of the routes following a devastating event. Both public and private vehicles will be used to transport people. The Orange County Transportation Authority (OCTA) and the school district will be notified if busses are needed. Transportation vehicles are coordinated through the Logistics Section by the Supply Unit. Vehicles Sources: Newport -Mesa School district Orange County Transportation Authority (OCTA) busses and vans for handicapped Private bus companies Ambulance companies J City vehicles Concept of Operations Situations Where Evacuation Must Be Considered: Hazard maps are located in the Basic Plan and in the EOC. Tsunami - Seismic Sea Waves - (see detailed evacuation plan in the Tsunami Incident Action Plan) Upon receipt of a Tsunami Watch/ Warning Bulletin, an immediate evaluation will be made of the potential threat to the coastal areas of the City. After a thorough evaluation by the Police Department and /or EOC staff, a determination will be made to the degree of evacuation necessary to eliminate any threat to the population. Flood Situation Normally a flood situation is preceded by a forecast of impending heavy rains and then a gradual build up period during the actual rainfall. Even a breach of Prado Dam would allow time for notification and evacuation as it is projected to take about 9.5 hours for the peak rise of the water in the Santa Ana River to reach this area. This usually permits limited planning of the evacuation and allows time to identify routes and secure destinations for the evacuees. Once the source and degree of flooding has been determined and the area to be evacuated established, officers will begin at the point closest to the threat and direct evacuees away from source by the closest arterial highway. Evacuees will be turned inland to the assembly points or shelters set up to accept them. Law Enforcement Branch Page 22 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Known risk areas include, but are not limited to: Any home in the Newport Shores area Any area adjacent to a flood control channel -vl Any area adjacent to the Santa Ana River channel Any area identified as falling within the 100 Year Flood Plain for the Santa Ana River (See the Basic Plan for maps of 100 Year Flood Plain and Tsunami areas at risk) Once the areas at risk have been determined, either by forecasts or actual flooding, the Law Enforcement Branch and the Fire & Rescue Branch (for non - ambulatory individuals) will begin an immediate evacuation of the area(s) at risk. Assembly points and shelters for evacuees will be determined and persons will be routed with the assistance of the Police Department and Public Works Department. Routes will be determined based on conditions at the time but will generally be inland, west and north, away from the ocean and the Santa Ana River. Officers will block all movements on southbound and eastbound roadways to prevent persons from entering the evacuation area(s) and to allow the temporary conversion to one -way streets, doubling the capacity of the roadway. Vehicles with mechanical problems will be removed immediately from the travel portion of the roadway by any means available without consideration for any damage that may result. It is imperative the evacuation routes be kept open and clear at all times. The police helicopter will monitor all routes for unusual congestion or impairments and will immediately notify the EOC if any are observed. Primary Evacuation Routes: • Pacific Coast Highway • Superior Ave. • Newport Blvd. The actual number of vehicles needed in the evacuation will vary depending on time of day, day of the week, and the size of the area(s) to be evacuated. Once evacuated, the Police Department is responsible for the security of the area. Hurricane While hurricanes are rare in this latitude, they are possible. Under the right conditions, one could strike this area causing high seas similar to a tsunami, winds over 75 miles per hour, and extensive flooding of the area. With improvements in forecasting and computer modeling, the City should receive ample warning of an approaching storm. Since the risk areas are the same, evacuations, if necessary, should be carried out in accordance with the action plans described in the Tsunami - Seismic Sea Waves section and the Flood Situation section. Both events are likely to accompany a hurricane hitting the coast. Law Enforcement Branch Page 23 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Hazardous Material Situation A hazardous material incident can happen almost anywhere. It can be as small as a natural gas leak in a residential service line, or as massive as a major explosion at an industrial complex. The size of the evacuation area varies with the scope of the incident, type of material involved, weather and wind conditions. Of major concern is the type of material, the toxicity and the direction of the plume. These factors impact those who will actually conduct the evacuation based on the need for breathing apparatus within the plume. In many scenarios, the Fire Department personnel will perform the evacuation within the plume since they possess breathing apparatus. At no time will unprotected City employees enter an area of known toxicity without protection. Known risk areas include, but are not limited to: -/ Conexant V Hixson Metal Furnishing V Paint manufacturers and retail sales outlets V Auto repair shops V Most industrial buildings Once the EOC staff determines the area to be evacuated, police and fire personnel will begin the immediate evacuation of persons to an area away and upwind from the incident. Personnel evacuating people within the plume will wear breathing apparatus at all times. The closest arterial highway will be used. Consideration should be given to the closure of the opposite lanes to permit the use of the roadway as a one -way street, doubling the capacity. Once evacuated, the Police Department is responsible for the security of the area. Law Enforcement Branch Page 24 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION CORONER (EOP 41) Purpose The Coroner Plan establishes policies and procedures governing the conduct of coroner operations in times of extraordinary emergencies. It discusses how the collection, identification, and disposition of deceased persons will be handled. This annex will only be activated if the County of Orange, who has the day -to -day responsibility for Coroner operations, is unable to meet the needs of the City of Newport Beach. Objectives With respect to Coroner operations, the overall objectives of the Newport Beach Police Department during response and recovery operations associated with disasters are: -v/ Care for and store human remains V Indicate exact location found and condition of deceased on Disposition of Deceased form Collect and store personal property and effects of the deceased inside body bag • Notify next of kin if possible and indicate notification on Disposition of Deceased Form • Release remains to proper authorities • Maintain complete and accurate records of all transactions • Assign responsibility for developing emergency procedures to expand and coordinate mortuary services to operate temporary morgues and identify victims Make arrangements with area funeral directors to handle mass fatalities Accomplish objectives of the Action Plan Situation and Assumptions Newport Beach may be impacted by emergency incidents large enough to impact large areas of the City, County and Southern California. In rare instances, disasters cause mass fatalities. If the Orange County Sheriff - Coroner is unable to meet the needs of the City, it is the City's responsibility to provide temporary aid and assistance for the recovery of deceased victims. In large scale incidents, the Emergency Operation Center (EOC) will be activated for the coordination of emergency assistance and relief efforts. When the EOC is activated, the Law Enforcement Branch will also be activated. The degree of involvement will be determined by the nature of the incident and the need for law enforcement and coroner involvement. Law Enforcement Branch Page 25 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Organization and Assignment of Responsibilities The Orange County Sheriff - Coroner has statutory responsibility and authority for identifying deceased persons and human tissue; determining and recording the cause, circumstances, and manner of death; and disposing of unclaimed and /or indigent deceased persons. In the absence of County authorities, within the city limits of Newport Beach, the Newport Beach Police Department will, to the extent possible, at the request of the Sheriff - Coroner, perform the tasks delineated in this plan. The Newport Beach Police Department Detective Division will be responsible for coordinating, implementing and supervising temporary coroner tasks in the absence of the County. The Detective Services Lieutenant becomes the "Acting Coroner" in the absence of the County Coroner and will perform the tasks described below to the extent possible. In the absence of the Detective Lieutenant, a Detective Division Sergeant will assume this responsibility. Coroner Operations Organization Chart City Coroner Detective Services Lieutenant Fatality Collection Areas (Morgue) Managers Crimes Against Property Crimes Persons Sgt. I I Sgt. Concept of Operations Locate, Retrieve £a Tag Deceased Managers Juvenile Crimes Vice/Narc/Int Sgt. I I Sgt. During disaster response and recovery operations, the Orange County Sheriff - Coroner will bear responsibility for: V Coordinating county -wide (Orange County Operational Area) resources utilized for the collection, identification, and disposition of deceased persons and human tissue V Selecting an adequate number of qualified personnel to staff temporary morgue sites (Fatality Collection Area) V Establishing collection points to facilitate recovery operations -/ Coordinating with search and rescue teams Law Enforcement Branch Page 26 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Designating an adequate number of persons to perform the duties of Deputy Coroner Identifying mass burial sites Every effort will be made to protect the personal property and effects of the deceased Notification of next of kin Establishing and maintaining a comprehensive record keeping system for continuous updating and recording of the numbers of deceased Preparation and coordination of requests for mutual aid All of the above listed items will be done by the Newport Beach Police Department at the request of the County Coroner, as circumstances permit. Emergency Responses - Policies and Procedures Level If the Coroner's Office is equipped to handle the number of deceased resulting from a disaster, the normal routine of examining, performing autopsies, fingerprinting, and identifying, photographing and recording personal property of the deceased will usually be followed. If the number of deceased overtaxes the Coroner's Office, then a temporary staging or collection area can be staffed by funeral directors in the area. See Enclosure #5 for a List of Funeral Directors located within or near the Newport Beach area. Level II The normal functioning of the Coroner's morgue is likely to be disrupted. To facilitate the process of carrying out normal procedures, the establishment of multiple staging areas or morgue sites may be necessary. Collection areas in districts may be staffed by Coroner's staff, funeral directors, and volunteers. These personnel may handle the operational details of the Coroner's facility for their district. It will also be necessary to establish Fatality Collection Areas for persons who die while in the hospital or en route to treatment areas. To avoid additional trauma to surviving victims, it will be important to establish the Fatality Collection Areas away from hospitals or treatment facilities. Level III Due to the potential number of deceased, identification can be expected to pose a significant problem. This problem may not be immediately resolved; therefore, extended operation of storage facilities or mass burial may be necessary. It is imperative the deceased and their possessions be tagged and labeled with location found, and other information that will enhance identification. Do not remove any personal effects from the deceased. Embalming should be completed as soon as possible for purposes of preservation of the remains and disease control. It is likely that some of the deceased will be unidentifiable prior to burial. Therefore accurate documentation of grave sites, case numbers, and burial orders is essential. Each of the deceased will be tagged with a metal or plastic tag containing identification information including the exact location where found. Law Enforcement Branch Page 27 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Fatality Collection Areas (FCAs) or morgue sites Should the number of deceased exceed the response capability of the Coroner's Office, the Coroner's liaison (County, or City if County unable to respond) will designate, organize, and arrange for the staffing of FCAs. The FCAs should be located as near as possible to the disaster site. The site selected for the FCA should have hot and cold running water, electricity, adequate parking, and communication links with the Coroner's Office and the Coroner's liaison in the EOC. If possible, the FCA should be located in an area away from public view and should have facilities to safeguard property and effects of the deceased. Once the FCAs have been established, the Coroner's liaison may elect to secure refrigerated trucks, rail cars, or Conex boxes to assist in storage and transportation of remains. Functions to be performed at the FCAs are: Receive remains V Identify the deceased and record the identification, or collect and record evidence that may lead to later identification of buried remains Receive, label, and impound the property of the deceased V Record names and numbers of deceased • Provide inquiry /locator services • File and record emergency death certificates • Photograph, x -ray, and chart teeth Embalm deceased Release deceased to mortuaries, or a transportation service for transport to burial sites Locating, Retrieving, and Tagging of Deceased The following policies and procedures will govern the recovery and identification process: Law enforcement personnel will secure the area as soon as possible The following method of indicating the location of deceased at the disaster site will be used: • The site will be marked off in grids and each grid assigned a letter designation, in sequence. Deceased discovered in each grid are designated in numeric sequence and prefixed with an alphabetic designator: MMMM © ©0© ©M©© © ©0© • Body parts are identified and tagged using these numbers as the prefix, followed by the designation "P" for part. Parts will not be assigned to the deceased at the scene Law Enforcement Branch Page 28 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION • If circumstances permit, the deceased and body parts should be photographed at the scene • The deceased will be removed from debris, tagged, put into body bags or otherwise suitably wrapped, and readied for transport to the FCA • Personal property will be tagged and sent with the deceased • Property and clothing not actually on deceased, will not be assigned to the deceased • A form has been developed which can be used to track the deceased. See Enclosure #2 for Disposition of Deceased Form. Forms should always be placed in plastic sheet protectors before being attached to the deceased. Mass Burial Mass burial becomes necessary when the number of victims becomes a public health hazard and the deceased cannot be: Adequately refrigerated or embalmed to prevent decomposition Processed and identified V Released to the next of kin Transported to and /or cared for by cemeteries, mausoleums, crematoriums, etc. V It may be desirable to have clergy present during mass burials The decision to begin mass burial must be made by the County Coroner and the County Health Officer in conjunction with the State Department of Health Services. Site selection will be governed by the nature, extent, and location of the disaster, as well as the number and location of deceased. Ideally, an existing cemetery is the most logical location for a mass burial site. If such a site is not available, consider the following potential mass burial sites: V Parks and recreational areas -,/ Flood control basins (dry weather only) V Sides of freeways Areas beneath high power lines Rail yards and areas along rail lines Industrial or agricultural areas with large, open spaces Prior to internment in a mass burial site, the deceased should: Be checked for jewelry or other items that may permit identification Have postmortem information properly documented Have been fingerprinted If the remains have not been arterially embalmed, be wrapped in celu- cotton or other absorbent material Have embalming fluid (2 to 3 gallons cavity fluid or 10% formalin) poured over the remains Be tagged, wrapped in plastic sheeting or body bag, and secured to prevent leakage V Be tagged and the body bag tagged Law Enforcement Branch Page 29 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION If possible, be placed in a wooden or metal container for burial and the container marked with corresponding identification numbers The exact location of each deceased buried must be recorded on grid maps including dates, times, and other information necessary for exhumations. Other Assisting Organizations Funeral directors, embalmers, and morticians may be accessed as required to provide professional assistance. The American Red Cross will assist in the notification of next of kin. Dentists and x -ray technicians may provide assistance for the identification of deceased persons. Counseling Service An information/ locator service, and counseling services, should be set up and staffed by the American Red Cross Mental Health workers and the clergy. Debriefings will be given to all personnel and volunteers involved in the coroner or identification operations. Law Enforcement Branch Page 30 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Coordination/Communication Mutual Aid County of Orange I Newport Beach Sheriff /Coroner Law Enforcement Branch Operational Area Detective Division Supported by: Local Funeral Directors Local Morticians American Red Cross State Cal EMA Region 1 Coroner Mutual Aid Coordinator Supported by: Department of Health Services National Guard Department of Justice Federal Emergency Management Agency Supported by: Department of Defense Department of Justice Newport Beach Police Department will assume the role of "Acting Coroner' ONLY at the request of the County Coroner. If there is a limited Coroner response, NBPD will assist the responding coroner. Regional Level Assistance The State Cal EMA Region I Coroner's Mutual Aid Coordinator (designated by the California State Coroner's Association) receives and responds to requests from County Coroners/ Medical Examiners for mutual aid assistance from other jurisdiction and /or private sources. Should a present or anticipated emergency be of sufficient magnitude as to require the commitment of the resources of one or more counties, it is the responsibility of the Regional Coroners Mutual Aid Coordinator to organize and coordinate the dispatch of resources within the Region to the emergency area. The Regional Coroners Mutual Aid Coordinator will advise appropriate officials at California Emergency Management Agency (Cal EMA) of the situation. If the Region's resources are overtaxed, the Regional Coroners Mutual Aid Coordinator will request assistance from the State level. Law Enforcement Branch Page 31 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION State Level Assistance California Emergency Management Agency (Cal EMA), receives and responds to requests by the Regional Coroners Mutual Aid Coordinators for assistance from government or private sources. Department of Health Services, under authority of the State Health and Safety Code, may assist in notification of relatives, or when large numbers of deceased persons constitute a public hazard, direct mass burial. Military Department, when authorized by the Governor and requested through Cal EMA channels, provides National Guard personnel and equipment for the collection and transportation of the deceased; provides additional support services. Department of Justice, Identification and Investigation Division may provide assistance in identification of deceased. Federal Level Assistance Department of Defense (DOD), when requested by FEMA, may provide Recovery and Identification Teams, with transportation equipment and supplies, to work under the guidance of and to supplement the efforts of Coroners. DOD may also provide human remains pouches (body bags) and refrigeration units to store and transport the deceased. Department of Justice, may provide personnel from the Federal Bureau of Investigation to assist in the identification of remains. The U.S. Attorney's Office may provide legal advisors. Federal Emergency Management Agency (FEMA), may provide funding for personnel to counsel and advise survivors. Law Enforcement Branch Page 32 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ANIMAL CONTROL (EOP 41) Purpose This plan describes the organizational and operational policies and procedure required to meet the needs of animals during and following a major emergency situation. It provides a system for managing and organizing the animal care function. Objectives ✓ To manage the animal care function ✓ To determine the extent of any animal care needs ✓ To report any animal care problems to one central location. Problems may include: hungry dogs running in packs, injured animals, horses running free, or any animal situation posing a potential danger to the public • To capture, confine, transport, and care for displaced animals • To release animals to rightful owners ✓ To maintain accurate records of all animal transactions ✓ To accomplish the objectives of the Action Plan ✓ To assist animals injured in the emergency Situation and Assumptions ✓ Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous materials incident, tsunami, nuclear incident, plane crash, or unforeseen events. • In any type of disaster, pets within the City may be displaced due to the incident. Fences, cages, aquariums, barns, etc. may be damaged as a result of the emergency causing animal injuries and allowing animals to be released and run free. Snakes or reptiles may escape cages. Numerous dogs may join together in packs and, if hungry, may be a threat to residents. Horses may run free creating traffic hazards and accidents. • If animals are displaced in a disaster situation, it is ultimately the Citys responsibility to provide temporary shelter and food if time and resources are available. ✓ The Emergency Operations Center (EOC) will be activated as a result of a disaster situation. ✓ When the EOC is activated, the Operations Section/ Police Branch will be activated to manage animal care operations supported by outside professional animal agencies and surrounding Animal Control agencies. Law Enforcement Branch Page 33 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Concept of Operations The Police Department will manage the Animal Care function. Under the direction of the Police Department, Animal Control will respond and assist in the care of the animals. The Animal Control Officers will determine the need for animal care services, find facilities to house animals, identify locations of problem animals, direct the animal care operation, and care for animals that are a threat to the community. Animal Control will recover, transport and shelter animals in a disaster and will provide information, training, and education to pet owners on disaster preparedness for pets. No animal will be harmed unless it poses an immediate and harmful threat to the community. Policies and Procedures ✓ Manage the overall Animal Care Function ✓ Determine the extent of any animal care problems ✓ Maintain records, tracking and releasing of animals ✓ Monitor and handle logistical needs of facilities ✓ Feed, shelter and care for animals ✓ Assist in transporting the animals to safe care facilities (veterinarians and kennels) ✓ Recruit private animal care groups to support pet care operations ✓ Communicate with the Newport Beach shelter or temporary animal shelter ✓ Coordinate with the Police Department PIO for public announcements relating to animal care requirements, location of facilities where animals are being held, and how residents can locate their pets. ✓ Locate needed facilities. See enclosure for a list of possible facilities which include: • Newport Beach Animal Shelter • Orange County Humane Society • Veterinary offices • Fenced areas, such as schools, the City Yard and the Parks Yard fenced areas • Riding Stables Animal Shelter staff and volunteers will: ✓ Maintain records of animals being confined ✓ Pick up and deliver food, water and other supplies arranged by the EOC Logistics ✓ Assist in the care and feeding of displaced animals ✓ Make sure the animal care facilities are monitored at regular intervals ✓ Release animals to rightful owners and maintain records of animal releases Law Enforcement Branch Page 34 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Coordination/Communications The Police Department has radio communication with the DOC and EOC. From the DOC and EOC, the Police Department can request assistance of Animal Control. Animal Control will have radios and cellular phones. If the phones are working and available, Animal Control can contact veterinarians and other sources needed for the care and shelter of the animals. Animal Control Resources ✓ 4 Animal Control Officers ✓ 3 marked Animal Control Units ✓ 10 Catch poles ✓ 3 Shot guns ✓ 3 Chemical capture rifle /pistols ✓ Cages ✓ First aid kits ✓ Heavy gloves ✓ 3 Fire extinguishers Enclosures List Enclosure 1- Orange County Operational Area Forms Enclosure 2 - Sample Laws Enclosure 3 - State to Operational Area and Operational Area to City Warning System Enclosure 4 - Sites That May Need Special Warnings and /or Assistance Enclosure 5 - Local Funeral Directors Enclosure 6 - Disposition of Deceased Enclosure 7 - Potential Temporary Animal Shelter Locations Enclosure S - Animal Care Facilities Enclosure 9 - Animal Mutual Aid Agencies Law Enforcement Branch Page 35 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Law Enforcement Branch Page 36 of 53 d o UP O .2 V I C 47 Q7 Q7 m 0. O CG G o C r C m �.� G G C G o o U o °� o r o •c O C n o v v O c ''' °o v. 0 O W a \ v vv V" v n v v n o V v n v v m v va'r p v v v v, p y v v va'r v, 0 u�� v 0.'r n 0 v v0. n D w M Vd V 4 o U C o j �, j j j R W X A m m m y m W a. 0.�m C' f1 [" F' F' C d 0V O O0.0 0 0 � Oa. 0iL 0 5 yiL2O N W i v D C1 v p e N p LL ., a. a, y y,y"j 0 U) ou 0 P+ OW W a Qu d 'Z Z ti z •a •a •a ti 'c z ti va v W, O C .� C s C C C # C C C C C m O .-: U m m" m m" n m m m m m m" M M M F F F O d W VI c V1 E V� c V� V 4� a f/i a V1 c Vi a V c N fi N fi V� a Vf E �% O O O O O O O O O O O O O D µµll 0 G o 0 0 0 u 0 v 0 v 0 t 0 0 0 o 0 t 0 u 0 5 0 u W O O w oao Yo orn orn oan � � op on Yo Yo can o[n .ern u 7 3 3 7 7 7 7 7 7 0 0 0 0 0 0 0 N 7 VI 7 7 7 •A 3 a V1 7 V1. 7. VI 7 N 7 ° n 2 v w s° s° ° ° s° w s w s° w s° + � v + + + + + + + W v c v v v v v v v v > v v [ w w 0 Z i n 6 7 Ny t O t. O .. O t O O ti. 0 O v `� o � Cam' �' G � � L,' �L' j L✓ � L✓ � L✓ C ��". G � a i : a 7 v w "N G w iC k. 65 R 3 d W 2 O m � V . N (n 6' iC z to a. 6 Qj (n (J] .J m m W 0.(n F C (J� 0. Q 0.✓ Law Enforcement Branch Page 36 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 2 - Sample Laws Curfew Order 8634 Government Code Orders and regulations; Curfew - During local emergency the governing body of a political subdivision or designated officials, may issue orders and regulations necessary for the protection of life and property including imposing a curfew where necessary to preserve the public order and safety. (Refer to full text.) Procedures for Restricting Air Space Temporary Flight Restriction (FAR Section 91.91) Federal Aviation Regulation Section 91.91 is a temporary flight restriction that is designed to keep aircraft away from a designated area. This flight restriction has three primary applications: 1. To ensure adequate levels of safety to persons and property in the air or on the surface from an existing or potentially hazardous situation when the presence of low flying aircraft would increase or compound the hazard. 2. To provide a safe environment for the operation of disaster relief aircraft. 3. To prevent unsafe congestion of sightseeing aircraft in the area of an incident or event which may attract a high degree of public interest. Examples that might require the activation of FAR 91.91 include: V Disasters: earthquake, flood, major fire, explosion V Bomb threat V Aircraft accident V Hijacking Hazardous material spill and radioactive material incidents in which the aircraft rotor wash will or could increase the threat -/ Media event In any incident that requires a flight restriction, the Aero Unit must be notified so that they can make the appropriate aviation notifications. Newport Beach Police Department can set the size of the Temporary Flight Restriction (TER). If Newport Beach Police Department helicopter personnel are available, they will make direct contact to the Flight Service Center; if Newport Beach helicopter personnel are not available, the EOC Chief of Police will take responsibility. Law Enforcement Branch Page 37 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Confiscation of Resources 8610 Government Code The governing body of a county, city, may by ordinance or resolution, authorize public officers, employees and registered volunteers to command the aid of citizens when necessary in the execution of their duties during a state of emergency or a local emergency. (Refer to full text) Laws Regarding Media Access §409.5 Penal Code Power of peace officers to close areas during emergencies. (a) Whenever a menace to the public health or safety is created by a calamity such as flood, storm, fire, earthquake, explosion, accident or other disaster, officers of the California Highway Patrol, California State Police, police departments, marshal's office or sheriff's office, any officer or employee of the Department of Forestry and Fire Protection designated a peace officer by subdivision (i) of Section 830.2, any officer or employee of the Department of Parks and Recreation designated a peace officer by subdivision (g) of Section 830.2, and any publicly employed full -time lifeguard or publicly employed full -time marine safety officer while acting in a supervisory position in the performance of his or her official duties, may close the area where the menace exists for the duration thereof by means of ropes, markers or guards to any and all persons not authorized by the lifeguard or officer to enter or remain within the enclosed area. If such a calamity creates an immediate menace to the public health, the local health officer may close the area where the menace exists pursuant to the conditions which are set forth above in this section. (b) Officers of the California Highway Patrol, California State Police, police departments, marshal's office or sheriff's office or officers of the Department of Forestry and Fire Protection designated as peace officers by subdivision (h) of section 830.2 may close the immediate area surrounding any emergency field command post or any other command post activated for the purpose of abating any calamity enumerated in this section or any riot or other civil disturbance to any and all unauthorized persons pursuant to the conditions which are set forth in this section whether or not the field command post or other command post is located near to the actual calamity or riot or other civil disturbance. (c) Any unauthorized person who willfully and knowingly enters an area closed pursuant to subdivision (a) or (b) and who willfully remains within the area after receiving notice to evacuate or leave shall be guilty of a misdemeanor. Law Enforcement may close the area for the duration to any and all persons not authorized by officers to enter or remain within the enclosed area. Violation is a misdemeanor. (d) Nothing in this section shall prevent a duly authorized representative of any news service, newspaper, or radio or television station or network from entering the areas closed pursuant to this section. (Amended by Stats 1989 ch 1165 §17, eff. 0190) Law Enforcement Branch Page 38 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 3 - State To Operational Area And Operational Area To City Warning System NOTIFICATION Emergency Incident Occurs State of California Warning Center Cal EMA Sacramento via NAWAS, CLETS & CLERS Cal EMA Region I Los Alamitos Armed Forces Reserve Center via NAWAS, CLETS & CLERS Orange County Operational Area Control One via NAWAS, CLETS £r CLERS Newport Beach Police Dispatch Via Red Channel, teletype, or telephone Law Enforcement Branch Page 39 of 53 Metro Net Fire Dispatch Control One Landline FDOC to FDOC, or telephone City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 4 - Sites That May Need Special Warnings and/or Assistance (EOP 41) Special notification and/or assistance may be required at the listed sites due to the: number, age and/or disabilities of occupants, quantities and/or types of hazardous chemicals on site, the presence of non - English speaking people, etc. These sites may need assistance in alerting and evacuating their occupants. The Police Department has primary responsibility for Alerting & Warning as well as Evacuation. At the time of the incident, the Police Department will determine whether special assistance is needed and/or available. For a list of City employee foreign language interpreters, see the Public Information Plan. Hospitals, Convalescent Facilities, and Senior Living Name Address/Contact Person Phone # Maximum Population Hoag Hospital 1 Hoag Rd. RD 498 beds, 300 employees Vintage Newport East 4000 Hilaria Childtime Children s 82 beds, 75 employees Vintage Newport West 393 Hospital Rd 59 77 beds, 65 employees Flagship Convalescent 466 Flagship 157 beds, 150 employees Crystal Cove Care Center. 1445 Superior 3101 Pacific View Drive 80 beds, 60 employees Newport Nursing & Rehab. 1555 Superior 59 beds, 50 employees Newport Beach Plaza 1455 Superior 160 beds, 48 employees Newport Bay Hospital 1501 E. 16th Street 34 beds, 50 employees Bayview Landing Senior A is 1121 Back Bay Dr. 240 residents, 5 em to ees Belmont Village Crown Cove 3901 E. Coast Hwy 85 beds, 110 employees Updated on 11/30/2010 Preschools Name Police Address Phone # Population RD Childtime Children s 2601 Vista Del Oro 59 Center, INC Del Mar Lincoln CDC 3101 Pacific View Drive 15 Hoag Child Care Center One Hoag Drive, 90 Building 50 Newport Center United 1601 Marguerite Ave. 114 Methodist Church Preschool Newport Coast Child 2350 Ford Road 145 Development Preschool Law Enforcement Branch Page 40 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Preschools Name Police Address Phone # Population RD Newport Harbor 798 Dover Dr. 1541 Monrovia Ave 43 Lutheran Church Harbor Day 3443 Pacific View 640 -1410 NMUSD Harbor View 900 Goldenrod Ave Drive 48 Preschool Newport Christian 1000 Bison Ave 760 -5485 Newport Heights, CDC Schools 300 East 15d St. 19 Newport Montessori Newport Montessori 20221 Cypress St. 20221 SW Cypress 107 Pacific Shores Day 2900 Pacific View Drive Street 18 School Our Lady Queen of . 750 Domingo 644 -1166 St. Andrew's Angels School 600 St. Andrews 135 Students, 24 Presbyterian Sage Hill 20402 Newport Coast Staff St. Mark Community 2100 Mar Vista Drive 50 Children 9 Preschool St. Matthew's 2300 Ford Road Faculty/Staff 55 Students Montessori School (add. 4 church staff 7 Staff on site Tutor Time 1550 North Bristol 200 Children, 26 Staff United Methodist 1601 Marguerite Ave 255 Students, 20 School Staff Private Schools Name Police Address /Contact Phone # Population RD Carden Hall 1541 Monrovia Ave 645 -1773 500 Harbor Day 3443 Pacific View 640 -1410 405 Students Drive 60 Staff Newport Christian 1000 Bison Ave 760 -5485 68 Students Schools 26 Staff Newport Montessori 20221 SW Cypress 756 -8855 130 Students Street 13 Staff Our Lady Queen of . 750 Domingo 644 -1166 350 Angels School Sage Hill 20402 Newport Coast 219 -0100 450 Students Drive 80 Staff St. Matthew's 2300 Ford Road 219 -0915 55 Students Montessori School 7 Staff Law Enforcement Branch Page 41 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Private Schools Name Police Address /Contact Phone # Population Newport Mesa Unified School District RD Costa Mesa — The Susan Phillips Day . 2401 Irvine Ave 600 Irvine 18 Students School Corona del Mar H.S. Hoag Hospital Maint. 2 Staff Public Schools Name Police RD Address Phone # Population Newport Mesa Unified School District Costa Mesa — Newport Harbor H.S. Hixson Metals 600 Irvine 829 Production 1,960 Corona del Mar H.S. Hoag Hospital Maint. 2101 Eastbluff 1 Hoag Rd. 1,600 Anderson Elementary Oil Field Operation —CNB E 1900 Port Seabourne 502 Ensign Intermediate 2000 Cliff Dr. 1,145 Harbor View Elementary 900 Goldenrod 549 Mariners Elementary 2100 Mariners 733 Newport Elementary 1327 W. Balboa 551 Newport Heights Elem. 300 E. 15th 655 Lincoln School . 3101 Pacific View Drive 853 Businesses with Hazardous Materials Name Police RD Address Phone # Population Conexant 4311 Jamboree Hixson Metals 829 Production Hoag Hospital Maint. 1 Hoag Rd. Oil Field Operation —CNB E 5900 West Coast Highway Law Enforcement Branch Page 42 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Utilities Name Police Address Phone Population RD # /Contact Southern California Edison 21730 Newland 100 Generating Plant (AES) St., Huntington Jerry Beach, CA Dominguez Shift Supervisor Orange County Sanitation 10844 Ellis 600 Plant # 1 Administration PO Box 8127 0"M Office Fountain Valley, (P1 Control 92708 Center Desk Orange County Sanitation 22212 Brookhurst 0"M 300 Plant #2 and PCH, HB (P1 Control Center Desk Southern California 1919 So. State Day time: Gas Company College, Anaheim Fil Bernal 92803 — 24 hour: CNB -16th Street Pump 949 West 16th Steffen Catron Station Street Newport Beach 92663 CNB —Big Canyon . 3300 Pacific View Steffen Catron Reservoir Drive Corona del Mar 92625 Law Enforcement Branch Page 43 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 5 - Local Funeral Directors Law Enforcement Branch Page 44 of 53 Phone Maximum Deceased Name Address 24 hour # Pacific View Mortuary 3500 Pacific View 25 -35 in Refrigeration Ruby Louis Dr (Additional 65 -80 bodies Newport Beach can be accommodated by lowering the temperature in other rooms Harbor Lawn Mortuary 1625 Gisler 16 in Refrigeration Lynn Stucker Costa Mesa (Additional 4 prep. Rooms offer options for accommodating more bodies Dilday Brothers 17911 Beach Blvd 15 to 20 in Refrigeration Mortuary Huntington Beach (Additional 50 -100 in Prep rooms in bags) Other resources: 2 cars & 4 cots Law Enforcement Branch Page 44 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 6 - Disposition of Deceased Please Print Name of Deceased Address Date of Birth Physical Description Clothing Location Deceased Found Date Time Reporting Party Address Circumstances of Death Condition When Found Comments SS# CDL# Jewelry Officer Phone Disposition of Deceased Family Notified ❑ yes ❑ no By Family Member Notified _ Deceased Released to Address Released by: Officer Name Phone Signature ID# Law Enforcement Branch Page 45 of 53 ID# City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 7 - Potential Temporary Animal Shelter Locations The following locations are designated as potential temporary animal shelters: Name of Location Address of Location Ensign Middle School 2000 Cliff Drive Anderson Elementary School 1900 Port Seaboume Way Sage High School 20402 Newport Coast Drive Eastbluff Elementary School 2627 Vista Del Oro City Yard 592 Superior Ave O C Fairgrounds 88 Fair Drive, Costa Mesa Enclosure 8 - Animal Care Facilities The following locations are designated as potential facilities to house animals in a local emergency: Name of Location Address of Location Newport Beach Animal Shelter 2075 Newport Blvd, Costa Mesa Costa Mesa Animal Control Orange County Humane Society 21632 Newland Street, Huntin on 714 Irvine Animal Care Center 6443 Oak Canyon, Irvine EBeach Orange County Animal Care Laguna Beach Animal Shelter 20612 Laguna Canyon Rd, Laguna Back Bay Veterinary Hospital 4263 Birch, Newport Beach Enclosure 9 - Animal Mutual Aid Agencies Agency Contact Information Irvine Animal Services Irvine Police Department Costa Mesa Animal Control Costa Mesa Police Department Laguna Beach Animal Services Laguna Beach Police Department Es Orange County Animal Care Orange County Animal Care Mission Viejo Animal Services Mission Viejo Animal Services Law Enforcement Branch Page 46 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Law Enforcement Branch Director Checklist Responsible Department: Responsible Party: First Alternate: Second Alternate: Third Alternate: Immediate Supervisor in EOC: Supervises: Policy Group: General Duties L' #1 Police Department Police Captain Traffic Commander Field Supervisor Field Supervisor Operations Section Chief Law Enforcement Operations Unit, Police Dispatcher, EOC Security Yes, if requested Take overall responsibility for all law enforcement activities Mobilize, deploy and organize resources for law enforcement, traffic control and perimeter control operations V Formulate management decisions V Survey the City and report to the EOC an assessment of damage and emergency response needs Provide security for all City facilities, operations and evacuated areas as needed V Protect, house, relocate and /or release prisoners as needed -,/ Set priorities as based on the EOC Action Plan V Alert and warn citizens of imminent disaster -/ Plan and supervise evacuation operations V Coordinate Mutual Aid requests -/ Conduct coroner operations in the absence of the County Coroner V Conduct animal control operations; coordinate with the County Animal Control, if necessary Checklist • Upon arrival at the EOC, check in with the Operations Section Chief; request a Situation/ Incident briefing; put on an identification vest • Assume overall command and responsibility for all Police Department activities Law Enforcement Branch Page 47 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Activate the Police Department Operations Center (PDOC) as required ❑ Provide overall direction and support for PDOC operations ❑ Initiate and maintain a log of significant events, messages and phone calls made and received. Pass the log on to your relief with instructions to maintain it. ❑ Request Windshield Survey and other intelligence data from the PDOC ❑ Review field unit's Windshield Surveys and intelligence reports to determine: ❑ Initial observations relative to the scope and nature of the emergency ❑ Location and response capability of law enforcement resources ❑ Assess impact of the disaster on Police Department operational capability ❑ Provide an initial situation report to the Operations Section Chief ❑ Based on the initial strategies, prepare objectives for the Law Enforcement Branch ❑ Brief Operations prior to the first Action Planning meeting ❑ Have the PDOC notify each field unit to log all actions taken ❑ Determine the number and location of uncommitted resources ❑ Maintain a current status on missions being conducted ❑ Initiate request for mutual aid, if appropriate ❑ Prepare objectives for the next Operational Period and deliver to the Operations Section Chief ❑ Participate in EOC Policy Group, when requested, as a decision maker in the development of an Incident Action Plan ❑ Implement Police Department activities according to the Incident Action Plan ❑ Monitor progress ❑ Make recommendations for modifications to plan, as needed ❑ Request continual assessments ❑ Gather intelligence from PDOC and brief EOC personnel ❑ Pass EOC information to the PDOC; ensure a continuous information exchange ❑ Recall personnel and modify staffing based upon the severity of the situation ❑ Continually review the emergency situation and adjust operations plans, as necessary ❑ Be prepared to assume the position of Operations Section Chief ❑ Complete the Operational Area Law Enforcement Status Report and the Operational Area Movement Status Report if requesting mutual aid. Give the completed forms to the Planning Section/Documentation Unit Leader to FAX to the Operational Area ❑ Determine if a curfew needs to be imposed. If a curfew is to be imposed, prepare instructions and a curfew order, submit to the Policy Group for approval, and issue instructions to all law enforcement personnel, citywide. Coordinate release of curfew order with PIO ❑ If mass care facilities have been opened, instruct field commanders to provide security for these facilities ❑ If barricades are needed to implement perimeter control, request them from General Services Branch in the EOC ❑ Periodically advise PIO of significant events ❑ Provide security forces for shelters, casualty collection points and supply depots Law Enforcement Branch Page 48 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Determine extent of need for coroner response or, if necessary, for Police Department to assume coroner duties ❑ Notify Detective Division Captain or Lieutenant to assume temporary coroner duties ❑ Initiate alerting and warning procedures in event of natural disasters, civil unrest, or in time of war or as needed by: ❑ Television ❑ AlertOC (see PD Dispatch) ❑ AM /FM radio ❑ Loudspeakers from police units, police helicopter and /or fire units ❑ Consider need for evacuation ❑ Area to be evacuated ❑ Population of area ❑ Routes of evacuation ❑ Perimeter control of area - traffic ❑ Transportation needs ❑ Special transportation and personnel needs for non - ambulatory individuals ❑ Relocation facilities ❑ Security patrols of evacuated area ❑ Perform animal control duties, coordinating with Orange County Animal Control where necessary ❑ Find facilities to house animals ❑ Contact General Services DOC for help in picking up and delivering animals to a secure facility ❑ Participate in creating a plan to organize the recovery process. ❑ Approve plan for Police Branch deactivation ❑ Attend incident critique and be prepared to write an After- Action Report ❑ Brief your replacement; Pass your communications log onto your replacement; leave a forwarding phone number; check -out In the event of an EARTHQUAKE ❑ Primary law enforcement response will be to restore and maintain law and order ❑ Conduct a damage survey by air and ground ❑ Secondary response will be to establish evacuation routes, expedite the movement of vehicular and pedestrian traffic control around damaged areas or emergency repair operations and to mass care facilities ❑ Assist the Fire & Rescue Branch in setting up search & rescue and emergency first aid operations ❑ Plan for the security of available local vital resources ❑ Consider potential looting problems created by disruption of routine patrol services to residences and industries ❑ Assist the Fire & Rescue Branch in Urban Search and Rescue operations as required ❑ Instruct field Incident Commanders to assign officers to patrol vacated areas Law Enforcement Branch Page 49 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Request an inspection of City jail facilities through the Damage /Safety Assessment Branch in the EOC. If the facilities are deemed to be unsafe, arrange for the relocation of inmates ❑ Instruct field commanders to assign officers to conduct intelligence gathering and damage assessment operations, if possible In the event of a Tsunami ❑ Primary law enforcement response includes evacuation and notification; enforcement of orderly access, progress along and exit from tsunami evacuation routes; security patrols for evacuated areas, relocation centers, and assistance in general rescue (see Tsunami Incident Action Plan) ❑ Instruct field commanders to provide perimeter and traffic control in low -lying areas ❑ Implement public warning measures including AlertOC notification ❑ Provide security and anti - looting patrols for inundation/ evacuation areas ❑ Relocate personnel and equipment 30 minutes before expected wave arrival ❑ Provide security for mass care facilities, as appropriate ❑ Coordinate evacuation and search and rescue efforts with Fire & Rescue Branch in inundation areas In the event of a FLOOD or DAM FAILURE ❑ Primary law enforcement response includes evacuation notification; enforcement of orderly access, progress along and exit from evacuation routes; security patrols for evacuated areas, relocation centers, and assistance in general rescue ❑ Instruct field commanders to provide perimeter and traffic control in affected areas ❑ Implement public warning measures ❑ Provide security and anti - looting patrols for inundation/ evacuation areas ❑ Poll field forces to determine if they are in threatened areas. Relocate personnel and equipment as necessary ❑ Provide security for mass care facilities, as appropriate ❑ Arrange for relocation and housing of jail inmates, as appropriate ❑ Coordinate evacuation and search and rescue efforts with Fire & Rescue Branch in flooded areas In the event of a HAZARDOUS MATERIAL INCIDENT ❑ Patrol -- Assist at the spill scene by securing the area, coordinating access and egress, maintaining crowd control, and initiating vehicle control ❑ Investigation -- Normally, any immediate hazardous material follow -up investigation is done by the Fire Department Hazardous Materials Team. If the spill is serious and it appears to be of a criminal nature, the Police Department Environmental Officer may be called to work in conjunction with the Fire Department Hazardous Materials Team to determine the circumstances of the spill, make arrests, and file cases with the District Attorney's office. Law Enforcement Branch Page 50 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Coordinate activities with the Incident Commander who is responsible for controlling and coordinating all operations related to immediate response to hazardous materials • Implement perimeter and traffic control • Identify substance(s) involved, if possible without exposure to personnel ❑ Determine relative threat to life and property ❑ Ensure that all responders are issued, and utilize, proper protective gear and equipment. Coordinate with the Fire & Rescue Branch to determine minimum requirements • If evacuation is required, coordinate the issuance of the order with the Policy Group and the PIO, time permitting • Provide security and anti - looting patrols for evacuated areas In the event of a RADIOLOGICAL INCIDENT ❑ Assist in radiological monitoring necessitated by nuclear weapon fallout or a radiological accident to provide for: • Control and recording of law enforcement personnel radiation exposure • Limiting citizen (non -law enforcement service) radiation exposure • Provide radiological intensity information to the Police Department Operations Center • Assist the public into fallout shelters and assist the shelter manager, as requested or as necessary ❑ Assist in decontamination procedures following emergencies involving chemical or radiological contamination of people or property ❑ Assist Fire & Rescue Branch in providing perimeter /access /traffic control to the extent possible ❑ Implement alerting and warning measures ❑ Assist in evacuation, if ordered In the event of a CIVIL DISTURBANCE ❑ Consider sniper fire when responding to bomb threats or actual bombings ❑ Consider secondary anti - personnel explosive devices set for later detonation at bombing sites ❑ Investigate all reported bomb threats. Disposal of potential or actual bombs is the responsibility of the law enforcement agency in coordination with the County, pursuant to established procedures ❑ When responding to a civil disturbance (riot), provide necessary equipment and manpower for containment, isolation, and dispersal ❑ Escort all Fire £a Rescue Branch personnel and equipment responding to a riot area ❑ Establish procedures for mass arrests, bookings, and confinement ❑ Assess the need for mutual aid Law Enforcement Branch Page 51 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Police Tactical Checklist �/ Responsible Department: Responsible Party: First Alternate: Second Alternate: Police Department Traffic Division Lieutenant Designated by Police Chief Designated by Police Chief Immediate Supervisor in EOC: Police Captain Supervises: EOC Police Communications Officer EOC Security Officer M General Duties V Supervise Police EOC Personnel V Ensure line of communication between EOC and PDOC V Funnel situation information, damage assessment, and response needs to Police Chief V Assist Police Captain, as needed Checklist ❑ Assign EOC Communications Operator and Security Officer ❑ Liaison with PDOC Commander ❑ Assist Police Chief in formulating the Policy Group management decision ❑ Assume direction of Police operations in the EOC in absence of Police Captain ❑ Relay PDOC situation reports to Police Captain and EOC • Assist with maintaining organizational overview of the mapped locations with assigned incident deployment as logged by EOC staff • Assist with damage assessment or incident assessment at the EOC ❑ Provide liaison with mutual aid law enforcement agencies Law Enforcement Branch Page 52 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION EOC Security Officer Checklist Responsible Department: Police Department Responsible Party: To be assigned to uniformed employee Immediate Supervisor in EOC: Police Department Operations Center Director Supervises: EOC Check -In Officer General Duties Provide EOC and Policy Group security • Identify all participants requesting entry for proper credentials • Screen all other government officials and request approval from the Policy Group for their entry Checklist ❑ Staff position at EOC entrance with a Check -In person • Determine needs for special access to the EOC • Provide executive and VIP security as appropriate and required ❑ Allow only authorized persons to enter ❑ Check with EOC staff to determine authorization to enter if there is a question ❑ Prepare and present security briefings as required Law Enforcement Branch Page 53 of 53 City of Newport Beach Emergency Management Plan OPERATIONS SECTION MUNICIPAL OPERATIONS BRANCH Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 Organization and Assignment of Responsibilities ................................. ..............................3 Municipal Operations Department Operations Centers ( DOCs) ......... ..............................4 Post -Event Infrastructure Damage Inspections ....................................... ..............................6 Generalservices ............................................................................................ .............................10 General Services Organization and Assignment of Responsibilities .............................10 General Services Concept of Operations ................................................. .............................11 General Services Mutual Aid ..................................................................... .............................12 Public & Environmental Health ................................................................. .............................14 Public & Environmental Health Concept of Operations ...................... .............................15 Major Public Health Considerations ........................................................ .............................15 Public Health Mutual Aid ........................................................................... .............................17 Utilities............................................................................................................ .............................20 Utilties Organization and Assignment of Responsibilities ................. .............................20 UtilitiesMutual Aid ..................................................................................... .............................22 Enclosure 1- Water Agencies and Contractors Phone List ................... .............................23 Enclosure 2- Sample EAS Announcement, Water System Health Hazard .....................24 Enclosure 3 - Water Alerting Procedures .................................................. .............................25 Municipal Operations Branch Director Checklist .................................. .............................26 Municipal Operations Branch Deputy Director Checklist ...................... .............................29 Municipal Operations Branch City of Newport Beach Emergency Management Plan OPERATIONS SECTION MUNICIPAL OPERATIONS BRANCH Purpose This plan provides guidance for the conduct of disaster response and recovery operations by the City of Newport Beach Municipal Operations Department. It assigns responsibilities and establishes policies and procedures associated with major emergencies. Information is provided on essential activities, including post -event inspections of infrastructure, emergency debris clearance, route recovery and other related duties. Objectives Prnnary Close potentially dangerous roadways, bridges and underpasses Conduct emergency repair /restoration of roadways and intersections Conduct emergency debris clearance and route recovery operations Conduct flood mitigation and abatement operations V Notify and coordinate with Orange County Flood Control, Orange County, Resource Development Management Department (RDMD), Orange County Sanitation District, Caltrans, Army Corps of Engineers, utility companies and other outside agency representatives • Inspect and repair street lighting operation • Attempt to drain flooded areas, as needed • Assist the Fire Department in conducting heavy rescue operations Ensure restoration of domestic water supply Restore utilities to critical and essential facilities Provide temporary corrective measures to sanitation services (EOP 43) Mitigate hazardous materials from affecting public health • Assist other city departments and governmental agencies as needed • Maintain backup electrical power for the EOC and Police Department • When heavily impacted, activate the General Services Department Operations Center and Utilities Department Operations Center or DOCs to manage department resource Accomplish objectives of the Incident Action Plan Municipal Operations Branch Page 2 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES Municipal Operations Branch Director EOC General Services Utilities Tactical Tactical EOC EOC City Yard Sewers Refuse Collection Water Flood Control Field Units Street Maintenance Field Units Municipal Operations Branch Page 3 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION MUNICIPAL OPERATIONS DEPARTMENT OPERATIONS CENTERS (DOCS) The two Municipal Operations Department Operations Centers (DOCs) can be activated in large scale emergencies to manage division resources. The Municipal Operations Director or highest ranking on -duty manager will determine the need to activate the DOCs. Municipal Operations has such numerous and diverse operations that two DOCs were necessary: General Services DOC - Manages the City Yard, Refuse Collection, Storm Drains, and Street Maintenance Utilities DOC - Manages Utilities resources (water and sewer) How to Activate a DOC V The Department Director or highest ranking on -duty officer or manager has authority to activate the DOCs. This individual will either assume the role of DOC Incident Commander or assign a DOC Incident Commander, Both General Services and Utilities have personnel on call 24 hours a day. They are responsible for maintaining 24 -hour emergency contact lists of on -call personnel. The DOCs have authority to manage resources and request mutual aid as required. Newport Beach City Council signed a Mutual Aid Agreement with other Orange County and the Orange County cities in 1990, Contract # 2822. Through this Mutual Aid Agreement, the DOCs can contact the Orange County Operational Area EOC, the Orange County Public Works, and /or the County Storm Center and request mutual aid resources. V Newport Beach City Council signed a Mutual Aid Agreement with the Water Emergency Response of Orange County ( WEROC). Through this Mutual Aid Agreement, the Utilities DOC can contact WEROC for water and sewer mutual aid resources. DOC Responsibilities -.1 Field Incident Commanders report to their DOC when DOCs are activated. • DOC Incident Commanders report to the EOC Operations Section Branch Directors. • DOCs will keep the EOC informed throughout the emergency as to the situation and resource status of major incidents. Municipal Operations Branch Page 4 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION DOCs will manage "ground support" or support for all out of service vehicles. This includes fueling, maintenance and repair for transportation resources; maintain inventory; coordinate transportation services. Organization and Assignment of Responsibilities Municipal Operations Branch Page 5 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Post -Event Infrastructure Damage Inspections (EOP 31) Immediately following an incident, Fire and Police Department units will conduct windshield surveys of the city so that the Operations Section may focus on the most immediate perceived needs. The Municipal Operations Department will follow by dispatching field units to conduct more thorough surveys of all areas and public infrastructure to determine the extent of damage. This information will be reported to the EOC Operations Section and to the Planning. This information will be passed along to the Operational Area and in large scale emergencies to the California Office of Emergency Management Agency (Cal EMA). It is crucial that this information be completed in a timely and accurate manner and where practical, that it contain specific damage assessment dollar loss estimates. This information will be the basis on which requests for disaster relief, financial aid, and mutual aid will be initiated. During a major disaster, a Local Emergency will be proclaimed and requests for a Gubernatorial and /or Presidential declaration will be made, as needed. The Incident Command System (ICS) Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS) will be utilized in all response activities from the EOC to Department Operations Centers (DOCs) to the field operations. Rain Patrol (Flood Control Channel Teams) Assigned to: Operations Support Division The Flood Control Inspection Team will evaluate the conditions of the flood control system within the incident area. They shall inspect the facilities for working status and /or damage. They shall report to the GS DOC any outside agencies involved and the preventive and corrective or training measures needed to mitigate or stabilize flooding. The GS DOC will coordinate with the Flood Control Division of the Count of Oran e Public Works when appropriate. They can be reached by telephone at Damage Report Communications/Record keeping Assigned to: Administration All Teams will maintain records for financial reimbursement from the Federal Emergency Management Agency /Department of Homeland Security (FEMA /DHS) and the California Emergency Management Agency (Cal EMA). Each Team will be responsible for documenting situations, actions taken, requests for personnel, equipment, and supplies. Municipal Operations Branch Page 6 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION The GS DOC will be responsible for contacting those outside agencies that the Damage Inspection Teams determine to be involved. It will also be their responsibility to arrange for any necessary meeting(s) between outside agencies and a Damage Inspection Team. Roadway Closures Assigned to: Field Maintenance Division Transportation Manager will have the Streets personnel close streets Arterial roadways and bridges determined to be unsafe, shall be closed Road closures shall be logged and reported to EOC Route Recovery Assigned to: Field Maintenance Division Survey damage to roads and streets and report information to the GS DOC and /or EOC • Priorities will be given to: • A quick assessment of damage to roads and streets and immediate access /egress needs The identification, establishment and operation of alternate routes The re- establishment of service on essential streets, and o Facilitating the earliest possible recovery Immediate Major Sewer Repairs Assigned to: Administration, Sewers, Streets Assess potential of public safety hazard; request evacuation procedures if required Determine labor and equipment needs; review available resources Make assignments and request assistance if necessary Maintain communications; provide status reports V Notify OCSD or County Health Agency Immediate Flood Damage Control Assigned to: Operations Support Division V Assess potential of public safety hazard; request evacuation procedures if required V Determine labor and equipment needs; review available resources V Make assignments and request assistance if necessary V Maintain communications; provide status reports V Notify Army Corps of Engineers; County EMA; PD and Fire as required Emergency Large Debris Clearance (EOP 41) Assigned to: Administration, Refuse Collection Division V After immediate damage is controlled V Prioritize needs and requests V Determine labor and equipment needs; review available resources Municipal Operations Branch Page 7 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Make assignments and request assistance if necessary Maintain communications; provide status reports Debris clearance on public property is the responsibility of the Municipal Operations Department. No financial provisions exist for reimbursing individuals or private organizations for the costs of emergency debris clearance from private property. However, if a life - threatening hazard exists, the City will provide assistance if and when it becomes available. The City will attempt to receive financial reimbursement for personnel and equipment for emergency debris cleanup on public and private property from FEMA /DHS. Eligibility criteria and administrative procedures relative to the application for Federal grants to assist in defraying costs incurred in performing emergency debris clearance are outlined in Section 3 (Recovery/ Rehabilitation) of the California Emergency Plan and in the State Disaster Assistance Procedural Manual (published and issued by State OES). FEMA /DHS can contact the Army Corps of Engineers and request assistance in this operation. Radio Communications Assigned to: Equipment Maintenance Division Test radio capabilities Work with EOC Operations Section in setting radio repair priorities Supply and Stock Control Assigned to: Administrative Services Department V Responsible for inventory, storage, maintenance, and replacement of disaster support supplies Disperse and log supplies as necessary Maintain communication with Purchasing Unit for emergency orders Vehicle & Equipment Maintenance Assigned to: Equipment Maintenance Division V Provide services as required for fleet operations V Monitor availability of vehicles /equipment Manage fuel supplies Personnel Management Assigned to: Administration, Supervisors Maintain records for responding personnel Contact additional staff as needed Assign personnel to appropriate tasks and locations Request assistance from other PW areas if required Municipal Operations Branch Page 8 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Record Management Assigned to: Administrations, Supervisors, and Crew Leaders -,/ Maintain accurate records for labor, materials and activities Public Health Operations Assigned to: Water, Administration, and Refuse Maintain communications with Public Health Agencies via the Orange County Operational Area EOC Make formal requests for professional public health personnel and resources Utilities Assigned to: EOC Utilities Representative V Maintain communications with The Gas Company, SC Edison, OC Sanitation District Municipal Operations Branch Page 9 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION GENERAL SERVICES (EOP 41) General Services Organization and Assignment of Responsibilities EOC General Services Tactical General Services DOC (GSDOC) - Refuse Collection -Storm Drains - Street Maintenance General Services Tactical Unit is the responsibility of the Municipal Operations Department. The Municipal Operations Director will act as the Municipal Operations Director in the EOC. Generally, this person is responsible for coordination and allocation of resources required for, but not limited to, city-wide repair, debris clearance, route recovery, and assistance in urban search & rescue operations. In the absence of the Director of Municipal Operations the following line of succession will be followed for the Municipal Operations Branch Director position in the EOC: LINE OF SUCCESSION TITLE First Alternate Deputy Municipal Operations Director Second Alternate Utilities Operations Manager Third Alternate Administrative Manager Municipal Operations Branch Page 10 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION General Services Concept of Operations The Municipal Operations Branch coordinates the operations of two divisions, General Services and Utilities. In this coordination, two DOCs report to the EOC Municipal Operations Branch, including the General Services DOC, and the Utilities DOC. Each DOC Director will ensure the operation of their respective DOCs, including staffing with sufficient management and clerical personnel, supplies and equipment. Each DOC Director shall also ensure effective and stable lines of communications are in place and operative to carry out all objectives dictated to and from the Municipal Operations Branch. If a situation warrants, the Emergency Operations Center (EOC) may be activated, at which time General Services and Utilities representatives will be sent to the EOC to coordinate response with all other city departments. Incident Policies When the EOC is activated, incident policies and priorities will be set by the EOC. The EOC has a Policy Group that will set policy. The Director will call for and lead Policy Group meetings when necessary. An EOC Incident Action Plan will be developed by the EOC to carry out all the policies dictated by the Policy Group. Incident Priorities Priorities are set by the EOC ICS organization utilizing planning meetings. The Planning Chief will call for and lead planning meetings. The EOC Incident Action Plan will be developed by the Planning Section to carry out all the priorities dictated by the EOC. Incident Action Plans (IAPs) If a large scale incident occurs where the field, DOCs and EOC are activated, the EOC will develop and distribute the Incident Action Plan based on information collected from the field and DOCs. This way only one IAP will exist for an incident even if there are numerous incident sites. Plans will be developed for each operational period which is the length of time scheduled for the execution of a given set of operational actions. Incident Action Plans will start out verbally in the field and as the incident progresses, a hand written plan will be developed and distributed and eventually, in sustained operations, IAPs will be completed formally by the EOC for each operational period. Written IAPs are recommended for: • Multi- agency and multi - jurisdictional incidents • Complex incidents -/ Long -term incidents when operational periods would span across shift changes Municipal Operations Branch Page 11 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Special ICS forms will be used to record information for the written IAPs. These forms can be found in WebEOC. Communication/Coordination General Services Mutual Aid When mutual aid is provided, the requesting and assisting agencies will keep account records of personnel, equipment and materials provided as required by Federal and State Natural Disaster Assistance Act and FEMA guidelines to maximize the possibility of State and Federal disaster reimbursement. Each party shall have access to the other parties' records for this urpose. The contact agency is County of Orange Public Works Operations at . The following state agencies have varied capabilities and responsibilities for providing or coordinating support as listed below: California Conservation Carps -- provides personnel and /or equipment to support emergency debris clearance operations; work crews for flood fighting and other related support. California Highway Patrol -- assesses damage to streets and highways; closes dangerous routes; removes obstructing vehicles; implements strict traffic control into and around impacted areas; assists Caltrans with route recovery priorities. Department of General Services (Office of the State Architect) -- responsible for debris clearance from state -owned buildings, sewers and water systems. Department of Transportation (Caltrans) -- assesses damage to state highways; establishes route recovery priorities; removes debris; makes repairs and establishes detours to restore highway transportation on selected routes; assists CHP with traffic regulation. Department of Water Resources -- provides flood protection, flood control, and flood abatement services and related support; removes debris from and continues to operate the state's flood control works and the State Water Project. Military Department- -when directed by the Governor provides assistance in emergency clearance of debris and rubble from roadways, bridges and other essential facilities. California Office of Emergency Services (Cal EMA)-- coordinates debris clearance performed by state agencies; provides guidance to local jurisdictions and state agencies in the preparation and submission of applications for Federal grants for emergency debris clearance; receives processes and forwards applications for the Federal grants for cost of debris clearance Municipal Operations Branch Page 12 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Federal agency: U.S. Army Corp of Engineers -- Assists in flood emergency preparation, flood fighting and rescue operations and flood control; assists with emergency debris clearance, demolition, and emergency repair or replacement of roads. Municipal Operations Branch Page 13 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION PUBLIC & ENVIRONMENTAL HEALTH (EOP 41) Purpose This section of the plan provides guidance for the conduct of Public Health operations, assigns responsibilities, and provides suggested actions and responses to public health problems associated with disasters. The County of Orange has responsibility for Public Health operations on a day -to -day basis. In a major disaster, if the County is unable to meet the needs of the City, the Municipal Operations Department will either assist the County or provide public health services to the extent possible. Included in this plan are sewage and vector control. Objectives Provide preventive public health services in so far as capability allows Provide inspection and advisory services related to sanitation matters Coordinate the City wide public health related activities among other local public and private response agencies or groups during disasters Manage sewage problems that may create health hazards Provide safe drinking water for the public (Utilities Operations) V Accomplish objectives of the Incident Action Plan Organization and Assignment of Responsibilities County Public Health Officer The Orange County Public Health Coordinator is the County Public Health Officer. During disasters, this individual's responsibilities include: V Coordination of County wide preventive public health measures, including the control of communicable diseases V Coordination of inspections of damaged buildings to detect potential public health hazards Detection and identification of sources of contamination V Inspection of food and water V Inspection of food handling and mass feeding in mass care facilities In the event that County authorities are not available to respond, the Municipal Operations Department will, to the extent possible, discharge the responsibilities articulated in this plan, until such time as relieved by proper County, State, or Federal authority. In the event that Orange County Public Health is unable to respond, and City resources are overwhelmed, assistance will be requested through Orange County EOC. Municipal Operations Branch Page 14 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Public & Environmental Health Concept of Operations The Wastewater Division can inspect and repair sewer mains, vacuum sewer spills, arrange for portable toilets to be brought into the City, as needed, and mitigate any sewage contaminated area. Trench latrines could be dug if necessary. The Utilities Division is assigned protection of water supply and sewage system from effects of hazardous materials incidents. They may operate under the direction of the Hazardous Materials Team if such an incident occurs. Major Public Health Considerations Biological Terrorism Preparedness Orange County has received Metropolitan Medical Response System (MMRS) grants from the Department of Homeland Security since 2003. There are three of three cities in Orange County that receive funding, Huntington Beach, Santa Ana, and Anaheim. The group has joined together along with the County of Orange to make major preparedness efforts including: purchase of detection equipment, decontamination equipment and trailer, personal protective equipment, pharmaceuticals and emergency plans. Biological Terrorism is discussed further in the countywide terrorism plans. Pandemic Planning and Preparedness Since the threat of the N5N1 Avian Influenza, Orange County Health Care Agency and the City of Newport Beach have worked together to prepare for such an event. Newport Beach has developed a draft Pandemic Plan which will be activated and finalized if /when a serious pandemic threat exists. In addition, Newport Beach has developed two Point of Dispensing (POD) plans for the distribution of medications. The City continues to work with the Orange County Health Care Agency in preparing for a major pandemic. Pandemic has been added to the city's Hazard Analysis list and the city's multihazard planning efforts will include pandemic preparedness. Sewage Management The wastewater operations will be done by staff out of the Utilities Operations Center (Utilities DOC). If a sewage main line is broken or suffers a blockage, the lines would be cleared or repaired by the Wastewater Maintenance crew. Both the Wastewater Vactor Crews and Wastewater Pump Crew will be called in to repair sewage problems as needed. If typical repairs cannot be made, assistance shall be requested from the Engineering Division. Sewer Inspection Team - The 28 wastewater lift stations are on telemetry. If phone lines are operable they can determine if stations are in working order. If phones are operable, only problem stations will be inspected. Municipal Operations Branch Page 15 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION If phones are non - operable, two teams will check each of the 28 wastewater lift stations. Teams will report the condition of the stations to the PW DOC and /or EOC if activated. If electric power is lost, a generator will be taken to the stations to maintain operations. Inspections of sewer lines will occur on an as needed basis. There are over 300 miles of main line and it would be impossible to have the Sewer Inspection Teams inspect every line. Breaks or stoppages will be noted by City crews, the general public and public safety. As problems are called in to Public Works, they will be prioritized, and crews will be dispatched. See Enclosures for a list of sewer lift stations. Water Supply (See Utilities Operations) Providing no restrictions have been placed on the water supply, it is estimated that a minimum of 50 liters of water, per day, per person will be required. first aid stations need 40 -60 liters /person /day mass feeding centers need 20 -30 liters /person /day V housing and shelters need 15 -20 liters /person /day Transporting of water may be accomplished through the use of potable water tankers. These vehicles must be clearly marked and only used for potable water. Possible sources of water are municipal systems, private systems and wells. Should these systems be unable to meet the minimum demand for water, rationing may have to be initiated. If potable water is not available, it may be necessary to treat non - potable water, by chlorination. To ensure that quality is maintained at a safe level for consumption, the following tests of quality should be performed: the residual chlorine test the coliform bacteria test Procedures for these tests are found in Standard Methods of Water 011 itX American Public Health Association (APHA),13th edition, New York, New York, 1971. Periodically, the Utilities Division will conduct tests of water supplies to determine residual chlorine, coliform count, H -ion concentration, and alkalinity. All water related activites will be done by the Municipal Operations Utilities Division Municipal Operations Branch Page 16 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION PUBLIC HEALTH MUTUAL AID The County of Orange Health Officer is the Operational Area Coordinator for health related issues. All requests for mutual aid will be sent to the Orange County Operational Area EOC (OA EOC) for Public Health. In the event the County of Orange is unable to meet the needs of the City of Newport Beach, the Operational Area EOC will request mutual aid assistance through the State of California Department of Health Services or other State agencies. County - Operational Area The County Public Health Officer, or designee, will serve as the Operational Area Public Health Coordinator and will have Countywide responsibility for providing, or coordinating the provision of public health and sanitation services. The individual may also, by prior agreement, support a multi- county emergency public health program adopted for disaster purposes. The Operational Area Coordinator will submit requests for support, and other relevant information, to the Mutual Aid Regional Disaster Medical /Health Coordinator. The Annex of the Orange County Emergency Operations Plan contains the details of the County Public Health Response. The Operational Area Public Health Coordinator will: Coordinate all public health issues County-wide Maintain liaison with the American Red Cross and volunteer agencies Request mutual aid for Orange County Jurisdictions State Cal EMA Region I In the event local health or medical resources are insufficient to meet needs, the operational area medical /health coordinator (County of Orange) will request assistance through the Regional Disaster Medical/ Health Coordinator as called for in the Regional Disaster Medical/ Health Response Plan dated June 1989. The Regional Disaster Medical /Health Coordinator (RDMHC) will: Coordinate the acquisition and allocation of critical public and private medical and health resources required to support disaster operations in affected areas. Coordinate medical and health resources in unaffected counties in the Region for acceptance of casualties. V Request assistance from the Emergency Medical Services Authority (EMSA) and /or State Department of Health Services (DHS) as needed. Municipal Operations Branch Page 17 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION State of California The Director of the State Department of Health Services serves as the State Director of Public Health and will have the overall responsibility of coordinating Statewide disaster public health operations and support requirements. The following State agencies have varied capabilities and responsibilities for providing support to disaster public health operations: Department of Health Services Primarily responsible, under the State Director of Public Health, for the administration and coordination of a Statewide disaster public health program which includes coordinating, supervising, and assisting, as necessary, those essential services required to: Assure availability of safe drinking water Prevent and control communicable disease Provide technical assistance in the safe operation of sewage collection, treatment and disposal systems Assure observance of health aspects in management of solid waste disposal, including proper disposal of dead animals V Assure safe management of hazardous wastes, including handling, transportation, and disposal V Ensure safety of emergency supplies of food, drugs, medical devices, and other products Ensure rapid restoration or replacement of facilities for processing, storing, and distributing food, drugs, medical devices, cosmetics, and other products V Rapidly establish measures to mitigate damage to public health from radiological accidents, including safety criteria for recovery, reoccupancy, and rehabilitation of contaminated areas V Provide support to the California Air Resources Board in carrying out the public health aspect of the California Air Pollution Emergency Plan Department of Food and Agriculture Administers programs for the control and eradication of diseases, pests or chemicals affecting animals, poultry or crops Provides information on the protection of human and animal food from contamination by harmful residues or chemicals V Provides entomological and veterinary assistance in support of emergency operations Air Resources Board Develops plans to prevent substantial endangerment to the health of persons by anticipating and preventing or abating air pollution emergencies V Coordinates the execution of air pollution emergency plans with County and Regional Air Pollution Control District, Cal EMA and other public agencies Municipal Operations Branch Page 18 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Coordinates the monitoring of air quality and issues bulletins consistent with public safety as required by the Department of Health Services State Water Resources Control Board Assures safe operation of sewage collection, treatment, and disposal systems and provides water quality advice and support in emergency operations State and Federal Policies and Procedures for Mutual Aid 1. If a local situation requires the regulation of a local health department in accordance with Section 207 of the Health and Safety Code, the State Department of Health Services will notify the appropriate health officer accordingly and assume control of local public health functions. 2. If local resources (both public and private) are inadequate to cope with the situation(s), required support will be requested through the appropriate Cal EMA Mutual Aid Region I Office. If the requirement cannot be met through resources available within the counties in the Region, Region I will request assistance from the Cal EMA Headquarters in Sacramento, who will then forward the request to the State Department of Health Services for assistance. 3. The provision of Federal resources prior to a Presidential declaration of an EMERGENCY is justified where prompt action is essential for the protection of life and property. After a Presidential declaration is made, and upon instructions from the Federal Emergency Management Agency, Region IX Director, Federal agencies will make their resources available to support local and State emergency public health and sanitation efforts. Federal Government The Department of Health and Human Services, operating under its own statutory authority for following a Presidential Declaration of an EMERGENCY, may provide disaster public health services. Public Health Service Has the primary federal responsibility for activities associated with health hazards resulting from emergencies and will: Assist State and Local communities in taking protective and remedial measures for ensuring sanitary food and potable water supplies; adequate sanitary systems; rodent, insect, and pest control; care of sick and injured; and control of communicable disease Assign professional and technical personnel to augment State and Local forces Food and Drug Administration Works with State and Local governments in establishing public health controls through the decontamination or condemnation of contaminated food and drugs. Municipal Operations Branch Page 19 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION UTILITIES (EOP 41) Purpose This section describes the organizational and operational policies and procedures required to meet the needs of sufficient water for firefighting operations and safe drinking water and provides a system for organizing and prioritizing water repairs. It also cites authorities and specifies the public and private organizations responsible for providing water service. The Water & Wastewater Divisions of the Municipal Operations Department are responsible for water operations. Objectives Water & Wasterwater Division Objectives: Make contact with needed utility companies Restore utilities to critical and essential facilities (EOP 41) V Request agency representatives to respond to either the scene or the EOC V Allow utility workers access to the damaged area Set City utility priorities • Make the City priorities known to the utility companies • Make sure utility workers have the full cooperation and support of the City Maintain and repair water system Provide safe drinking water for domestic needs V Provide adequate water pressure for fighting fires V Warn citizens and disaster service workers of unhealthful water conditions V Prioritize and manage repair operations */ Accomplish objectives of the EOC Action Plan Utilties Organization and Assignment of Responsibilities Members of the Orange County Water District (OCWD), Municipal Water District of Orange County (MWDOC), and other participants in the Orange County water community have developed a mutual aid agreement. The purpose of the agreement is to coordinate an emergency response to events such as an earthquake, flood, fire or other regional disaster. This organization is named Water Emergency Response Organization of Orange County (WEROC). Policies and Procedures Earthquake Situation Municipal Operations Branch Page 20 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION 1. During normal working hours or after hours, if an employee feels an earthquake of a magnitude that could affect the water system, they will immediately report to the Utilities Yard. After hours, an employee should monitor the radio for reports on the severity of the "event." If the event is local, and damages are reported, the employees are to report to the Utilities Yard. While reporting to the Utilities Yard, all employees should be making a windshield survey and noting any type of damage, which will be reported to the EOC. The appointed person will report to the EOC as the Water Tactical Officer. 2. The Utilities Department Operations Center (UDOC) will be activated. v' Assess the damage to the building V If safe, utilize the building - Set up the Manager's Office as the UDOC V If unsafe, use the parking lot of the Utilities Yard as the UDOC V Assess water facilities and damage to the system V Set priorities following EOC guidelines and policies V Continually update the EOC with the situation status 3. Activate all personnel, equipment and supplies needed. If no damage is reported and telephone communication is working, the employee should stand by for callback notification. 4. If the situation warrants activation of the EOC, the Police Dispatch Center will notify the Public Works Director. The Public Works Director will then notify the Utilities Yard who will then send a Water Officer to report to the EOC. 5. The Water Officer in the EOC along with the Water Operations Manager will determine if the UDOC will be activated. The UDOC will be activated with the concurrence of the Public Works Director or the Construction & Engineering Branch Director. 6. To activate the UDOC (see Enclosure 5 - Water Alerting Procedures) 7. When activated, the following procedures will be taken: • Set up conference room as the UDOC. • Assess the damage • Set priorities following EOC guidelines and policies • Continually update the EOC with the situation status Municipal Operations Branch Page 21 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION 8. Follow the EOC Incident Action Plan in setting priorities for water operations. Utilities Mutual Aid The Newport Beach Municipal Operations Department is a member of Water Emergency Response Organization of Orange County (WEROC) which has developed a mutual aid plan and a communications system. Newport Beach Utilities has purchased a Motorola Maxar 80 radio (receiving DPL codes and frequencies 205 at 49.46 MHz). The radio is capable of communicating with most water and sewer agencies of WEROC. During a major incident, this communications system will be utilized to request or offer assistance to other member agencies depending on the circumstances. Help will be in the form of equipment, materials or personnel. The Utilities Operations Manager or his designee will make contact with WEROC. Personnel in Order of Succession 1. Utilities Operations Manager 2. Water Distribution Supervisor 3. Water Production Supervisor See Enclosure 3 - Water Operations Alerting Procedures Communications Systems Utilities utilizes the Public Works radio frequency. Cellular phones are issued to the Utilities Operations Manager, Utilities Supervisors, and the Distribution and Production "standby" personnel. For mutual aid, WEROC communications system will be utilized. Municipal Operations Branch Page 22 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 1- Water Agencies and Contractors Phone List ORGANIZATION PHONE NUMBER WEROC (WNHB 735) County of Orange Health Department District Engineer of State Health Services Municipal Water District of Orange - County Metropolitan Water District of Southern California CONSTRUCTION CONTRACTORS ARB Inc. Paramount B & B Engineering - Santa Ana Cardwell Engineering - 2601 South Yale Street Santa Ana, CA 92704 Clayton Engineering, Inc. - 3661 Spruce Street Newport Beach, CA 92660 Kana Pipeline - P.O. Box 2817 Orange, CA 92669 -0817 R. F. Paulus, Inc. 2871 E. Coronado Street Anaheim, CA 92806 Municipal Operations Branch Page 23 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 2- Sample EAS Announcement, Water System Health Hazard At today a (time) (type of incident) has occurred in the City of Newport Beach. Due to these conditions a health hazard may exist. The water in the City of Newport Beach may be contaminated and may not be safe for drinking. DO NOT DRINK THE WATER IN NEWPORT BEACH UNTIL FURTHER NOTICE. At this time testing is being done to determine if a health hazards exists. Further information will be released as soon as more information is known. BOIL WATER ALERT Due to the recent disaster and possible damages to the local and regional water supply the City of Newport Beach suggests that all drinking water be boiled prior to consumption. Before boiling remove all sediment by filtering through coffee filters or several layers of clean cloth into a clean container. The water should be boiled vigorously for five minutes. You may also purify the water by adding liquid chlorine household bleach as follows: (Do not use granular forms of bleach -- they are poisonous.) You may also use the water in your hot water tank or toilet tanks (not the bowls). Do not use chemically treated toilet tank water. This alert shall remain in effect until revised by the City of Newport Beach Emergency Operations Center Municipal Operations Branch Page 24 of 30 Clear Water Cloudy Water Water Bleach Bleach 1 quart 2 drops 4 drops 1 gallon S drops 16 drops 5 gallons 1/2 teaspoon 1 teaspoon You may also use the water in your hot water tank or toilet tanks (not the bowls). Do not use chemically treated toilet tank water. This alert shall remain in effect until revised by the City of Newport Beach Emergency Operations Center Municipal Operations Branch Page 24 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Enclosure 3 - Water Alerting Procedures EOC Municipal Operations Branch Utilities Department Operations Center UDOC Field Crews Municipal Operations Branch Page 25 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Municipal Operations Branch Director Checklist V Responsible Department: Municipal Operations Department Responsible Party: Municipal Operations Director Alternate: Deputy Director Second Alternate: Utilties General Manager Immediate Supervisor in EOC: Operations Section Chief Subordinates: General Services Department Operations Center and Utilities Department Operations Center Policy Group: General Duties Yes Manage all Municipal Operations operations Inspect City infrastructure and provide the EOC with a damage summary Close hazardous areas that may pose a danger or be life threatening V Conduct emergency repair /restoration, debris clearance and route recovery operations Conduct flood mitigation and abatement operations • Ensure sanitation operations • Assist in heavy rescue operations • Assist Public Health Unit with vector control operations • Mitigate hazardous materials affecting public health • Coordinate possible demolition with the Damage/ Safety Assessment Branch • Coordinate with outside agencies Checklist ❑ Sign -in, Check in with the Operations Section Chief and request a situation briefing ❑ Read entire checklist ❑ Initiate/ maintain a log of all phone /radio calls, actions and expenditures taken ❑ Assume overall command and responsibility for all Construction & Engineering Branch activities ❑ Activate the GSDOC and UDOC as necessary Municipal Operations Branch Page 26 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Ensure communications links are stable with the Department Operations Centers and EOC ❑ Determine the extent of damage and the operational capacity ❑ Ensure undamaged equipment is accessible and clear of potential damage ❑ Activate through the DOCs any needed infrastructure damage inspection teams: ❑ Street Inspection Teams ❑ Flood Control Inspection Teams ❑ Ensure teams are also conducting windshield surveys and the GSDOC and UYDOC are reporting: ❑ Collapsed/ hazardous buildings ❑ Fires and flooding ❑ Downed power lines and poles ❑ Exposed broken gas mains/ gas leaks ❑ Street light outages ❑ Any potential dangerous situations • Evaluate all survey and intelligence data and develop an action plan for the Operational Period • Begin to mobilize personnel, equipment and vehicles for deployment ❑ Organize forces to clear any debris hampering emergency response activities • Determine additional personnel and equipment needs ❑ Request assistance from other City departments ❑ Initiate mutual aid from O.C. Public Works Operations at - ❑ Request volunteers from the Logistics Section, Personnel Unit if needed ❑ Request outside contractors via Finance & Administration Section, Purchasing Unit • Participate in the Policy Group and setting of policy for the Action Plan • Determine priorities for Municipal Operations Branch activities reflecting the Action Plan ❑ Allocate personnel and equipment in accordance with established priorities ❑ Coordinate debris removal from public right -of -way and affected waterways ❑ Repair damage to essential roadways ❑ Coordinate the closure of incapacitated roadways ❑ Coordinate with Police and other City departments ❑ Provide barricade measures ❑ Establish detours and alternate routes ❑ Coordinate flood fighting operations ❑ Provide available resources and personnel for heavy rescue operations ❑ Assist in evacuation measures as needed ❑ Take any temporary measures needed to support emergency operations • Continually review the emergency situation and adjust operations, personnel and equipment as necessary • Ensure Municipal OperationsDepartment logistical needs are met ❑ Ensure all workers are fed, relieved and have sleeping facilities ❑ Implement vector control measures as needed or requested Municipal Operations Branch Page 27 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Continually brief Operations Section Branches on operations ❑ Ensure good communication ❑ Brief your replacement; pass on the vest and log; sign out when leaving EOC Municipal Operations Branch Page 28 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Municipal Operations Brancch( Deputy Director Checklist VV Responsible Department: Work site: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor in EOC: Policy Group: General Duties Municipal Operations EOC Deputy Director Utilities General Manager Adminstative Manager Municipal Opertions Branch Director 1Qrol Assume the responsibilities of the Municipal Operations Branch Director in his absence Assist in responsibility for all Municipal Opertions Department activities Carry out directives of the Municipal Operations Branch Director Maintain direct communications with the Municipal Operations Centers (GS DOC and UYDOC) Checklist ❑ Sign -in, wear assigned position vest, check to see if phone is operating and ringer is on ❑ Check in with Operations and request a situation briefing ❑ Read entire checklist ❑ Initiate/ maintain a log of all phone /radio calls, actions and expenditures ❑ In the absence of the Municipal Operations Director assume overall responsibility for all Municipal Operations Department activities ❑ Establish communications with GS DOC and UDOCs ❑ Provide general direction for the GSDOC and UDOCs ❑ Keep track of deployed resources and unfilled resource and personnel requests ❑ Provide EOC Plans/Resource Status with continuous resource status updates ❑ Support Municipal Operations Branch Director in all operations ❑ Maintain continual communications between both DOCs and EOC Municipal Operations Branch Page 29 of 30 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Collect damage information from both DOCs, organize it in an understandable format and pass information on to Operations ❑ Brief you replacement; pass on vest and log; sign -out when leaving EOC. Municipal Operations Branch Page 30 of 30 City of Newport Beach Emergency Managernent Plan OPERATIONS SECTION PUBLIC WORKS BRANCH Table of Contents Purpose.................................................................................................................. ..............................2 Objectives............................................................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................3 Conceptof Operations ....................................................................................... ..............................4 Policies and Procedures ..................................................................................... ..............................4 Post -Event Infrastructure Damage Inspections ........................................... ..............................4 Roadway/Bridges Inspection Teams .............................................................. ..............................4 Traffic Inspection Teams .................................................................................. ..............................5 RoadwayClosures .............................................................................................. ..............................5 Communication / Coordination ........................................................................ ............................... 6 MutualAid ........................................................................................................... ..............................6 Public Works Branch Director Checklist .................................................... ..............................8 Public Works Branch City of Newport Beach Emergency Management Plan OPERATIONS SECTION PUBLIC WORKS BRANCH (EOP 41) Purpose This plan provides guidance for the conduct of disaster response and recovery operations by the City of Newport Beach Public Works Department. It assigns responsibilities and establishes policies and procedures associated with major emergencies. Information is provided on essential activities, including post -event inspections of infrastructure, traffic management, route recovery and other related duties. Objectives Primary Provide damage inspection teams to assess the serviceability of the city's infrastructure V Close potentially dangerous roadways, bridges and underpasses -V Conduct emergency repair/ restoration of roadways and intersections Conduct flood mitigation and abatement operations V Notify and coordinate with Caltrans, Army Corps of Engineers, utility companies and other outside agency representatives V Coordinate the demolition of hazardous structures and determination of shelter safety in a post - earthquake environment with the Community Development Department V Inspect and repair traffic signal operations -V Inspect, designate and demolish hazardous structures Inspect and repair street lighting operations Maintain back -up electrical power for the EOC and Department Operations Centers (DOCs) Accomplish objectives of the Action Plan Public Works Branch Page 2 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Organization and Assignment of Responsibilities EOC Public Works Branch Director Public Works DOC (PWDOC) Traffic Engineering / Roads Road Inspection Bridge Inspection The Public Works Branch is the responsibility of the Public Works Department. The Public Works Director will act as the Public Works Branch Director in the EOC. Generally, this person is responsible for coordination and allocation of resources required for, but not limited to, city -wide infrastructure inspection and repair, traffic management, route recovery, and assistance in urban search &rescue operations. The following line of succession will be followed for the Public Works Branch Director position in the EOC: LINE OF SUCCESSION TITLE Public Works Director Public Works Director First Alternate Deputy Public Works Director Second Alternate Public Works Adminstration Manager Support elements are depicted in the Matrix of Responsibility. Additional support may be obtained from the following: Associated General Contractors (AGC) of America is available to any legally constituted authority conducting emergency response and recovery operations. The Structural Engineers Association of California (SEAOC) has a large number of volunteers who may be made available to support governmental efforts directed towards damage assessment and determining the serviceability of damaged buildings. Through the association, other types of engineers (civil, mechanical, electrical, safety) maybe obtained. Public Works Branch Page 3 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Other associations that may provide assistance: The Engineering Contractors Association Southern California Contractors Association Concept of Operations The Public Works Department will operate under normal operating procedures until a situation stresses its personnel and/or resources. When the situation becomes unmanageable under normal procedures, the Public Works Operations Center ( PWDOC) may be activated at 3300 Newport Blvd, Newport Beach, CA, to better manage the situation. It shall be the responsibility of the PWDOC Manager to ensure the operation, when activated, is staffed with sufficient management and clerical personnel, supplies and equipment. He /She shall also see that effective and stable lines of communications are in place and operative to carry out all objectives dictated to and from the PWDOC. If a situation warrants, the City Emergency Operations Center (EOC) may be activated, at which time Public Works Department representatives will be sent to the EOC to coordinate response with all other city departments. The Public Works Branch Director and necessary support staff are the representatives sent to the EOC upon activation. In such an event, priorities will be set by City management Policy Group located in the EOC in which Department Directors will participate. An Incident Action Plan will be developed by the EOC staff which will carry out all the policies dictated by the Policy Group. The PWDOC will take its direction from the EOC Public Works Branch and will determine its course of action reflecting the Incident Action Plan. Policies and Procedures Priorities will be set depending on the magnitude of the emergency. Life safety issues will be dealt with on a first priority basis and minor damage will be dealt with only when there is sufficient time. Post -Event Infrastructure Damage Inspections (EOP 41) Inspections to determine serviceability of roadways, bridges and traffic signals. Roadwa /y Bridges Inspection Teams Engineering Staff, Streets; Inspectors Field personnel from both Public Works and General Services will evaluate the conditions of the roadways that may have been affected by the incident. They will determine the status of affected roadways, their present condition and if the roadway is safe for travel. In the event it is determined unsafe, they will coordinate with the EOC /DOC for the notification of the closure of the roadway. In the event outside Public Works Branch Page 4 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION agency roadways (i.e. Caltrans) are involved and are determined unsafe, field personnel will report and request the PWDOCs to contact the responsible outside agency. Temporary measures will then be implemented to mitigate potential life threatening situations. Priority will be given to: Inspection of damage to roadways and access /egress requirements Identification, establishment and operation of alternate routes Re- establishment of service on critical surface arteries and major evacuation routes Facilitation of the earliest possible recovery Traffic Inspection Teams Traffic Maintenance Field Peronnel will evaluate all conditions of any traffic intersections that may have been affected by the incident. They will report to the PWDOCs and request assistance to restore signals and intersections to working order. In the event the signal/ intersection cannot be restored, they will work with the PWDOC and Police Department to implement traffic control or diversion away from the incapacitated intersection. Damage Report Communications/ Record Keeping Administration All personnel will maintain records for financial reimbursement from the Federal Emergency Management Agency (FEMA) and the California Office of Emergency Management Agency (Cal EMA). Each employee will be responsible for documenting situations, actions taken, requests for personnel, equipment, and supplies. PWDOC will be responsible for contacting those outside agencies involved in the response. It will also be their responsibility to arrange for any necessary meeting(s) between outside agencies and field personnel. Roadway Closures General Services Arterial roadways and bridges determined to be unsafe, shall be closed. Road closures shall be logged and reported to PWDOC. Route Recovery Survey damage to freeways, roads and streets and report information to the PWDOC and /or EOC Priorities will be given to: V A quick assessment of damage to roads and streets and immediate access/ egress needs V The identification, establishment and operation of alternate routes -/ The re- establishment of service on essential streets V Facilitating the earliest possible recovery Public Works Branch Page 5 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Traffic Signal Repairs and Operation Traffic Maintenance Prioritize needs and requests; coordinate with PD Determine labor and equipment needs; review available resources Make assignments and request assistance if necessary Report changes in status to PWDOC Supply and Stock Control Central Warehouse — Administrative Services Disperse and log supplies as necessary Maintain communication with Purchasing Unit for emergency orders Record Management Supervisors, Crewleaders V Maintain accurate records for labor, materials and activities Emergency Engineering/ Infrastructure Information Public Works -V Provide engineering advice and design for emergency repairs -,/ Locate utilities and requested information from filed plans V Provide support to field crews -V Arrange for mutual aid if requested Communication/Coordination Mutual Aid When mutual aid is provided, the requesting and assisting agencies will keep account records of personnel, equipment and materials provided as required by Federal and State Natural Disaster Assistance Act and FEMA guidelines to maximize the possibility of State and Federal disaster reimbursement. Each party shall have access to the other parties records for this ur ose. The contact agency is County of Orange Public Works Operations at � The following state agencies have varied capabilities and responsibilities for providing or coordinating support as listed below: California Highway Patrol -- assesses damage to streets and highways; closes dangerous routes; removes obstructing vehicles; implements strict traffic control into and around impacted areas; assists Caltrans with route recovery priorities. Department of Transportation (Ca ltrans)-- assesses damage to state highways; establishes route recovery priorities; removes debris; makes repairs and establishes detours to restore highway transportation on selected routes; assists CHI' with traffic regulation. Public Works Branch Page 6 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Military Department - -when directed by the Governor, provides assistance in emergency clearance of debris and rubble from roadways, bridges and other essential facilities. California Emergency Management Agency (Cal EMA) -- coordinates debris clearance performed by state agencies; provides guidance to local jurisdictions and state agencies in the preparation and submission of applications for Federal grants for emergency debris clearance; receives processes and forwards applications for the Federal grants for cost of debris clearance Federal agency. U.S. Army Corp of Engineers -- Assists in flood emergency preparation, flood fighting and rescue operations and flood control; assists with emergency debris clearance, demolition, and emergency repair or replacement of roads. Public Works Branch Page 7 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION Public Works Branch Director Checklist V Responsible Department: Responsible Party: Alternate: Second Alternate: Immediate Supervisor in EOC: Subordinates: Policy Group: General Duties Public Works Public Works Director Deputy Public Works Director Public Works Adminstration Manager Operations Section Chief Public Works Department Operations Center Manager Yes -V Manage all Public Works operations Inspect City infrastructure and provide the EOC with a damage summary Close hazardous areas that may pose a danger or be life threatening • Conduct flood mitigation and abatement operations • Coordinate possible demolition with the Damage /Safety Assessment Branch • Manage all Public Works operations • Close hazardous areas that may pose a danger or be life threatening Conduct flood mitigation and abatement operations • Coordinate possible demolition with the Building Division • Coordinate with outside agencies • Coordinate with outside agencies Checklist ❑ Sign -in, Check in with the Operations Section Chief and request a situation briefing • Read entire checklist • Initiate/ maintain a log of all phone /radio calls, actions and expenditures taken • Activate the PWDOC as necessary ❑ Determine the extent of damage and the operational capacity ❑ Ensure undamaged equipment is accessible and clear of potential damage ❑ Activate through the PWDOC any needed infrastructure damage inspection teams: ❑ Roadway Inspection Teams ❑ Traffic Control Inspection Teams ❑ Ensure teams are also conducting windshield surveys and the PWDOC is reporting: ❑ Collapsed/ hazardous buildings Public Works Branch Page 8 of 9 City of Newport Beach Emergency Management Plan OPERATIONS SECTION ❑ Fires and flooding ❑ Downed power lines and poles ❑ Exposed broken gas mains/ gas leaks ❑ Street light outages ❑ Any potential dangerous situations ❑ Evaluate all survey and intelligence data and develop an action plan for the Operational Period ❑ Begin to mobilize personnel, equipment and vehicles for deployment ❑ Organize forces to clear any debris hampering emergency response activities ❑ Determine additional personnel and equipment needs ❑ Request assistance from other City departments ❑ Initiate mutual aid from O.C. Public Works Operations at 714 - 567 -6230 ❑ Request volunteers from the Logistics Section, Personnel Unit if needed ❑ Request outside contractors via Finance & Administration Section, Purchasing Unit ❑ Participate in the Policy Group and setting of policy for the Action Plan ❑ Determine priorities for Public Works Branch activities reflecting the Action Plan ❑ Allocate personnel and equipment in accordance with established priorities ❑ Coordinate debris removal from public right -of -way and affected waterways ❑ Repair damage to essential roadways ❑ Coordinate the closure of incapacitated roadways ❑ Coordinate with Police and other City departments ❑ Provide barricade measures ❑ Establish detours and alternate routes ❑ Take any temporary measures needed to support emergency operations ❑ Continually review the emergency situation and adjust operations, personnel and equipment as necessary ❑ Ensure Public Works Department logistical needs are met ❑ Ensure all workers are fed, relieved and have sleeping facilities ❑ Continually brief Operations Section Branches on operations ❑ Ensure good communication ❑ Brief your replacement; pass on the vest and log; sign out when leaving EOC Public Works Branch Page 9 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION PLANNING SECTION Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 PlanningActions ............................................................................................ ..............................3 ActionPlanning .............................................................................................. ..............................4 Incident Action Plans (Field Level) ............................................................ ..............................5 After - Action Reports ..................................................................................... ..............................6 Situation and Assumptions .......................................................................... ..............................7 Organization and Assignment of Responsibilities ................................. ..............................8 SectionResponsibilities ............................................................................... ..............................9 Planning Section Organization Chart ........................................................ ..............................9 Authorities and Responsibilities ............................................................... .............................10 Planning Section Positions .......................................................................... .............................11 Policies and Procedures ............................................................................... .............................13 IntelligenceGathering ................................................................................. .............................14 Reconnaissance.............................................................................................. .............................14 Conceptof Operations ................................................................................. .............................16 Coordination/Communication ................................................................... .............................16 EOCReporting Form .................................................................................... .............................16 MutualAid ..................................................................................................... .............................17 Operational Area Forms ............................................................................... .............................17 Reporting Emergency Information ............................................................ .............................17 Enclosure 1 - EOC Reporting Form ........................................................... .............................19 Enclosure 2 - EOC Reporting Form Routing Instructions .................... .............................20 Enclosure 3 - Orange County Operational Area Forms ......................... .............................21 Enclosure 4 - Operational Area Reports and Forms ............................... .............................22 Timeline.......................................................................................................... .............................22 Planning Section Chief Checklist .............................................................. .............................23 Technical Specialist Checklist .................................................................... .............................26 Planning Section City of Newport Beach Emergency Management Plan PLANNING SECTION PLANNING SECTION (EOP 42) Purpose The purpose of this plan is to enhance the capability of the City of Newport Beach to respond to emergencies by providing a Planning Section in the Emergency Operations Center (EOC), which will gather, analyze, evaluate, display and disseminate emergency information. The response priorities of this Section are as follows: • Protect life and property • Provide planning and direction for emergency operations Gather information and intelligence relative to the incident Maintain current situation status Conduct Advanced Planning Display incident status and resource status; Update maps showing incident and deployment status Track and optimize the management of resources • Provide support to the other sections of the City s Emergency Response Organization • Provide technical support services Attempt to predict future incident developments Develop and disseminate the EOC Action Plan V Establish information requirements, reporting schedules and distribution lists V Establish a weather data collection system when necessary V Prepare and distribute the Incident Commander's orders V Prepare an After Action Report Objectives The Planning Section is responsible for gathering, analyzing, evaluating, displaying, and disseminating emergency information and forwarding recommendations to the Incident Commander. The Planning Section is the responsibility of the Fire Department. The Planning Section is made up of the Situation Analysis Unit, Action Planning Unit, Advanced Planning Unit, Documentation Unit, Recovery/Demobilization Unit and Technical Specialists, as needed. The Recovery/ Demobilization function is the combined responsibility of both the Community Development & Administrative Services Departments. This plan is an overview of the Planning Section. For details on: • Situation Analysis, see the Situation Analysis Unit • Resources Status, see the Resource Status Unit • Advanced Planning, see the Advanced Planning Unit • Action Planning, see the Action Planning Unit • Documentation, see the Documentation Unit • Recovery/Demobilization, see the Recovery/Demobilization Unit • Technical Specialist, see Technical Specialist checklist Planning Section Page 2 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Planning Actions Planning & Reporting The Planning Section is responsible for the coordination of the EOC Action Planning Meetings (meetings are led by the Incident Commander). From the Action Planning Meeting, an EOC Action Plan is generated. Each operational period will begin with an Action Planning Meeting, and following that meeting; the operational period's EOC Action Plan will be produced. The Planning Section must also prepare section briefings for the Operations Section and Policy Group. When the EOC activation is discontinued, the Planning Section is responsible for the completion of the After- Action Report based on the California Emergency Management Agency (Cal EMA) form. Other responsibilities assigned to the Planning Section are listed below by Unit. • Situation Report - Collect the information for the report from Situation Analysis and Damage Assessment for transmittal to the Operational Area, Region I and State Office of Emergency Services. The Operations Section, Damage /Safety Assessment Branch will complete sections on Public and Private Damage along with dollar estimates. The Planning Section will complete all other sections. The report is to be forwarded to the Operational Area no later than 4 hours after the event and updated every 6 hours thereafter. Situation Analysis Unit (EOP 42) • Prepares the Situation Report on situation status for the Planning Section • Completes Dis lay Mans showing Incident Status and Deployment Status on EOC City maps (EOP 42) • Incident Status Posting format Documentation Unit • Responsible for WebEOC (web based incident managing system) • System for maintaining messages, receipts, faxes, communication logs, etc. • EOC Activity Log lists proper and accurate documentation of all actions taken, resources, personnel, and supplies used /purchased /contracted /leased for the incident; to be used by ALL EOC personnel; to be collected each work shift by the Documentation Unit and maintained on file. • Collect all forms listed in Enclosure 1 from Operations Branches and fax them to the Operational Area • City of Newport Beach Preliminary Damage Assessment Form - Summary Preliminary Damage Assessment reports for transmittal to the Operational Area, Region I and California Emergency Management Agency. (Damage /Safety Assessment Branch will complete the sections on Public and Private Damage along with dollar estimates.) The Planning Section will complete all other sections. Forms should be forwarded to the Operational Area no later than 6 hours after the event and updated every 6 hours thereafter. Planning Section Page 3 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Recovery/Demobilization Unit • Disaster Recovery Plan is based on the format of the EOC Action Plan will be completed to outline the recovery actions. • Disaster Recovery Organization Chart is based on the EOC Organizational Chart and is designed specifically for the recovery of each emergency. Action Planning (EOP 42) The Planning °P" tactics Preparing for the Planning Plan ng Mcehng Meeting Meeting kCommand AP Prep & Approval General Staff Operations Meeting Briefing ICfUC Develop /Update Execute Plan New Ops Objectives & Assess Pcnod 8epine Meeting Progress Initial IClUC A Meeting •..•Incident Brief ••• I in .Using ICS-201 ....................� ' o CG Initial Response ar ' & Assessment ......................... ' A Notifications •- F ................. ' c Incident/Event ' Action Planning at the EOC level Action planning at all EOC levels, like that of the field level, is based around the use of an operational period. The length of the operational period for the EOC is determined by first establishing a set of objectives and priority actions that need to be performed and then establishing a reasonable time frame for accomplishing those actions. The actions requiring the longest time period define the length of the operational period. Typically, operational periods at the beginning of an emergency are short, sometimes only a few hours. As the emergency progresses, operational periods may be longer, but Planning Section Page 4 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION should not exceed twenty -four hours. Operational periods should not be confused with staffing patterns or shift change periods. They may be the same, but need not be. The initial EOC Action Plan may be a verbal plan put together in the first hour after EOC activation. It is usually done by the Incident Commander in concert with the General EOC Staff. Once the EOC is fully activated, EOC Action Plans should be a written document. EOC Action Plans should not be complex or create a time - consuming process. The format may vary somewhat within the several EOC levels, but the EOC Action Plan should generally cover the following elements: • Listing of objectives to be accomplished (should be measurable) • Statement of current priorities related to objectives • Statement of strategy to achieve the objectives. (Identify if there is more than one way to accomplish the objective, and which way is preferred.) • Assignments and actions necessary to implement the strategy • Operational period designation - the time frame necessary to accomplish the actions • Organizational elements to be activated to support the assignments. (Also, later EOC Action Plans may list organizational elements that will be activated during or at the end of the period.) • Logistical or other technical support required The EOC Action Plan form is located on the City's Intranet under EOC Forms. Focus of the EOC Action Plan The primary focus of the EOC Action Plan should be on jurisdictional issues. The plan sets overall objectives for the jurisdiction and may establish the priorities as determined by the jurisdictional authority. It can also include mission assignments to departments, provide policy and cost constraints, inter- agency considerations, etc. Properly prepared, the EOC Action Plan becomes essential input to developing departmental action plans. Incident Action Plans (Field Level) At the field level, action plans developed for use at incidents are called Incident Action Plans (IAP). 1APs are required for each operational period and may be either verbal or written. (An operational period is the length of time scheduled for the execution of a given set of operational actions as specified in the IAP.) Written Incident Action Plans are recommended for: • Any multi- agency and multi - jurisdictional incident • Complex incidents • Long -term incidents when operational periods would span across shift changes Planning Section Page 5 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Special forms are used within the Incident Command System (ICS) to record information for written Incident Action Plans. These forms should be used whenever possible. The format for an Incident Action Plan will generally include the following elements: • Incident objectives and priorities (overall, what do we want to achieve ?) • Primary and alternative strategies (as appropriate) to achieve incident objectives. (What are the ways in which we can achieve the objectives? How do the strategies compare in safety, speed, environmental impact, cost, etc.? Is current resource availability a limiting or dictating factor in strategy selection ?) • Tactics appropriate to the selected strategy. (Given a selected strategy, what are the specific tactics necessary to implement the strategy ?) • The kinds and number of resources to be assigned (determined by the tactics) • The operations organization including finance/ administration, logistical, and planning function • A communications plan • Safety messages Other supporting documentation needed, e.g. an incident map showing access, key facilities, etc.; a medical support plan, etc. After -Action Reports (EOP 33) The completion of After - Action Reports is a part of the required SEMS /NIMS reporting process. The Emergency Services Act, Section 8607(f) mandates that the California Emergency Management Agency (Cal EMA) in cooperation with involved state and local agencies, complete an After- Action Report within 120 days after each declared disaster. Section 2450(a) of the SEMS /NIMS Regulations states: "Any city, city and county, or county declaring a local emergency for which the governor proclaims a state of emergency, and any state agency responding to that emergency shall complete and transmit an After - Action Report to Cal EMA within ninety (90) days of the close of the incident period as specified in the California Code of Regulations, Section 29000)." After -Action Report forms and directions are located in Appendix J of the Basic Plan portion of this Emergency Management Plan. Use of After- Action Reports After -Action Reports are made available to all interested public safety and emergency management organizations and serve the following important functions: • A source for documentation of response activities. • Identification of problems/ successes during emergency operations. • Analysis of the effectiveness of the components of SEMS /NIMS. • Describe and define a plan of action for implementation of improvements. Planning Section Page 6 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION The After -Action Report provides a vehicle for not only documenting system improvements, but also can, if desired, provide a work plan for how these improvements can be implemented. It may be useful to coordinate the After- Action Report process when multiple agencies /jurisdictions are involved in the same emergency. Jurisdictions are encouraged to work in the development of After - Action Reports when appropriate and feasible. For example, an operational area may take the lead in coordinating the development of an After- Action Report involving several jurisdictions. If appropriate, jurisdictional reports may become part of an overall operational area report. Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. In an emergency, the public expects government to: • Alert them in advance of a disaster • Quickly and accurately assess the magnitude of the emergency • Keep them informed of the situation with accurate and complete information • Safely evacuate dangerous areas • Relocate residents to a safe place • Coordinate temporary sheltering and feeding operations • Provide for basic needs of displaced persons • Provide for a rapid restoration of services • Return the community normal as quickly as possible 3. In an emergency situation, response and recovery operations must continue even under adverse conditions such as fires, flooding, collapsed buildings and infrastructure, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, flood channel breaches, hazardous chemical spills, etc. 4. The City's Emergency Operations Center (EOC) will be activated to manage a large -scale emergency. When the EOC is activated the Planning Section personnel will be activated to manage the gathering and dissemination of information. They will ensure the Damage Assessment information is compiled, assembled, and reported in an expeditious manner to the various EOC sections, City departments, and the Orange County Operation Area. 5. This plan provides the information needed to support planning needs for major emergencies and how to manage and carry out the responsibilities of the City of Newport Beach. Planning Section Page 7 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES Director of Emergency Services PIO C Att Liaison i Cit�lt EOC Manager Incident Safe Officer - Commander Operations Section Fire & Rescue Branch Fire DOC Municipal Operations Branch General Services Utilities DOC Public Health Unit Public Works Branch Public Law Enforcement Branch Police DOC Damage/Safety Assessment Branch DamagelSafety Assessment Public Property Unit Damage /Safety Assessment III Private Property Unit Care & Shelter Branch Care & Shelter Unit Planning Section Action planning Unit Advance Planning Unit Situation Analysis Unit Resource Status Unit Documentation Unit Technical Services Unit Planning Section Page 8 of 26 Logistics Section Policy Group City Manager Asst. City Manager City Attorney Fire Chief Admin Svcs Dir. Police Chief Municipal Ops Dir. Public Works Dir. Affected Dept Heads Communication I Purchasing Unit Branch Info Systems I Claims Unit Unit Cost Unit i Supply Branch Procurement Unit Time Keeping Unit Vital Records Unit Facilities Unit Branch Volunteers Unit City of Newport Beach Emergency Management Plan PLANNING SECTION Section Responsibilities The Director of Emergency Services (Management Section) is responsible for overall emergency management policy and coordination through the joint efforts of governmental agencies and private organizations. The Incident Commander (IC) is responsible for managing the Operations, Logistics, Planning and Finance & Administration Sections. The IC will either activate appropriate sections or perform their functions as needed. The Operations Section is responsible for coordinating all jurisdictional operations in support of the emergency response through implementation of the City's EOC Action Plan. The Planning Section is responsible for collecting, evaluating and disseminating information, developing the City's EOC Action Plan in coordination with other Sections; initiating and preparation of the City's After - Action Report and maintaining documentation. The Logistics Section is responsible for providing supplies, communications, facilities, services, personnel, volunteers, equipment, and materials in support of the emergency. The Finance & Administration Section is responsible for financial activities, cost recovery, purchasing, liability and workers compensation claims and other administrative aspects. Planning Section Organization Chart Section Chief Action Advanced Situation Resource Technical Documentationi I Recovery/ Planning Planning Analysis Status Services Unit Demobilization Unit Unit Unit I I Unit Unit I I I I Unit Planning Section Page 9 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Authorities and Responsibilities The functional units and responsible positions represented in the Planning Section are: Planning Section Position Assignments (EOP 42) Planning Section Chief 1. Fire Marshal 2. Lifeguard Battalion Chief 3. Community Development Director Action Planning Unit 1. Police Lieutenant 2. Police Sergeant 3. Police Officer Advance Planning Unit 1. Administrative Analyst 2. Associate Planner 3. Associate Planner Situation Analysis Unit 1. Code Enforcement Supervisor 2. GIS, Analyst 3. Assistant Planner Resource Status Unit 1. Assistant Planner 2. Associate Planner 3. Assistant Planner 4. Assistant Planner Display Processors Unit 1. GIS Analyst 2. Senior Planner 3. Senior Planner 4. Administrative Assistant Documentation Unit 1. City Clerk 2. Deputy City Clerk 3. Deputy City Clerk 4. Applications Supervisor Computer Documentation Unit 1. Police Department IT Staff Planning Section Page 10 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION 2. Police Department IT Staff 3. Fire Department Office Staff Technical Specialist Unit - as needed Examples include: Hazardous Materials Specialists, Weather Resource, Civil or Structural Engineers, Police, Fire Department, and Public Works Recovery/Demobilization Unit 1. Senior Planner 2. Senior Planner 3. Emergency Services Coordinator All City Departments - As needed The Fire Department and Community Development Department will share the responsibility for the staffing of the position of Planning Section Chief. The Planning Section Chief will determine, based on present and projected requirements, the need for establishing specific and /or specialized units. The following units may be established as the need arises: Action Planning Advanced Planning Unit Situation Analysis Unit J Resource Status Unit J Technical Specialist Unit V Documentation Unit V Computer Documentation Unit -,/ Recovery / Demobilization Unit The Planning Section Chief may activate additional units as necessary to fulfill an expanded role. Planning Section Positions Planning Section Planning Section Chief is a member of the Policy Group. The Planning Section is responsible for the collection, evaluation, forecasting, dissemination, and use of information about the development of the incident and status of resources. Information on the emergency is needed by the Planning Section to: Understand the current situation • Predict probable course of incident events • Prepare alternative strategies for the incident */ Prepare the EOC Action Plan V Prepare the After- Action Report Planning Section Page 11 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Action Planning Unit (EOP 42) The Action Planning Unit develops the Incident Action Plan (IAP). The IAP includes the overall incident objectives and strategies established by the Incident Commander (IC) or Unified Command (UC). The Planning Section is responsible for developing and documenting the IAP. In the case of UC, the IAP must adequately address the overall incident objectives, mission, operational assignments, and policy needs of each department. This planning process is accomplished with productive interaction between the EOC sections, outside government agencies, and private organizations. The IAP also addresses tactical objectives and support activities for one operational period, generally 12 to 24 hours. Incident Action Plan (IAP): An oral or written plan containing general objectives reflecting the overall strategy for managing an incident. It may include the identification of operational resources and assignments. It may also include attachments that provide direction and important information for management of the incident during one or more operational periods. Advance Planning Unit (EOP 42) The Advance Planning Unit develops an Advance Plan consisting of potential response and recovery related issues likely to occur beyond the next operational period, generally within 36 to 72 hours. Review all available status reports, Action Plans, and other significant documents. Determine potential future impacts of the emergency; particularly issues which might modify the overall strategic EOC objectives. Situation Analysis Unit (EOP 42) The Situation Analysis Unit collects and processes information on incidents, situations and status. They evaluate information and make recommendations to the Planning Section. Using the EOC Message Form they collect all damage survey information from each City department utilizing the EOC Branch Directors within the Operations Section. Two Display Processors are assigned to the EOC. They will use the status wallboard and the deployment map provided in the EOC to graphically display the emergency situation. For details on Situation Analysis, see the Situation Analysis Unit plan. Resource status Unit The Resource Status Unit obtains current resource status from Branches or DOC's. They establish and maintain a resource status display and notes status as: Assigned, Available, Out of Service, or Ordered. Establishes communications with Staging Managers in the field and Planning Section Page 12 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION prepares resource status report (ICS 201) for next operational period. For details on Resource Status, see the Resource Status Unit plan. Documentation Unit (EOP 42) The Documentation Unit will create and maintain the necessary records, which document all disaster response and recovery activities. To accomplish this, the Documentation Unit will: provide clerical services to the EOC, maintain accurate and complete computerized incident files, provide duplication services, pack and store incident files for legal, analytical, historical, and financial reimbursement purposes. The Planning Section will receive information from other EOC sections through the Documentation Unit for the writing of the After Action Report. For details on Documentation, see the Documentation Unit plan. Technical Specialist(s) (EOP 42) The Technical Specialist(s) are advisors with special skills needed to support incident operations. Examples of a Technical Specialist include Hazardous Materials Specialist, Environmental Specialist, Fire Behavior Specialist, Weather Resource, Water Resource Specialist, Police Specialist, Civil Engineer, and Ocean Safety Specialist. The Planning Section Chief will determine the need for a technical specialist(s). The Technical Specialist(s) advises the Planning Section in development of the Action Plan. Recovery Unit (EOP 42) The Recovery Unit Leader will develop a plan, at the onset of the disaster, stating how the City will recover from the incident using all City Departments as needed. The Recovery Unit Leader will set recovery priorities and develop a Recovery Team (which may or may not include the Emergency Response Organization participants). The Recovery Unit Leader may be appointed as the Incident Commander when all life saving operations are complete. The Director of Emergency Services will determine who will act as the Incident Commander. For details on Recovery, see the Recovery Unit plan. Policies and Procedures Immediately following an incident, field units from City departments will conduct surveys of affected areas to determine the extent of damage and will report this information to their respective DOCs. The DOCs will then transfer the information to their corresponding Branch representative in the Operations Section of the City EOC . This information will be collected from each Branch by the Planning Section, Situation Analysis Unit and, if necessary, passed along to the Operational Area and possibly the California Emergency Management Agency (Cal EMA). It is crucial that this Planning Section Page 13 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION information be timely, accurate, and where practical, contains specific Damage Assessment figures in dollar amounts. Damage Assessment information is the basis on which requests for disaster relief financial aid and mutual aid will be initiated. During a major disaster, a Local Emergency will be declared and requests for Gubernatorial and/or Presidential declarations will be made, as needed. The ICS will be utilized in all response activities from the EOC to operations centers to the field operations. The Policies and Procedures contain Intelligence Gathering and Damage Assessment information. Intelligence Gathering Intelligence within this plan can be grouped into three categories, as follows: 1. Information needed to determine the nature and extent of operational problems and the immediate life safety needs of disaster victims. During the early phases of an emergency, first priority is given to the collection and sorting of this category of information. Branches within the Operations Section collect, sort and prioritize this information. Then, the information is forwarded via EOC Message Form to the Planning Section. 2. Damage assessment information expressed in dollar amounts. This category of disaster intelligence information should include projections relative to short and long term economic impact. This information will be compiled by the Operations Section, Damage /Safety Assessment Unit and forwarded to the City Planning Section who will in turn forward it to the Orange County Operational Area Level Planning Section. 3. Information relative to both short and long terms recovery operations. The Federal Emergency Management Agency (FEMA) Disaster Assistance manual provides more specific, detailed guidance relative to Damage Assessment and documentation. This manual is kept in the EOC for reference. Planning staff, who are responsible for collecting Damage Assessment information received from field units, should be familiar with this manual. Reconnaissance Immediately following a disaster incident, City department field units will conduct a damage survey of their immediate area to determine the nature and extent of damage and injuries. Their reports will be directed through their DOCs into their corresponding Branch in the Operations Section of the City EOC for collation. The information is then forwarded to the Planning Section for documentation. If additional or detailed information is needed on a particular site, the Planning Section will request a police officer from the Law Enforcement Branch or RACES personnel from the Logistics Section, Communications Branch to respond to the site to report the damage. Planning Section Page 14 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Fire Department field units will complete pre - designated "Windshield Surveys." The Fire Department Operations Center (FDOC) will be activated if damage exists. Damage information will aid in the determination of an EOC Activation. Police Department will immediately begin and complete aerial and ground "Damage Assessments" of damage to entrances and exits to the City, as well as looking for fires, downed bridges, collapsed structures, overflowing flood channels, etc. The Police Department Operations Center (PDOC) will be activated if damage exists. Police personnel will also be utilized to authenticate unconfirmed reports by deploying personnel to the scene. Public Works Department field units will report incidents as they are discovered. Their traffic signal crews will survey for signal damage, etc. The Public Works Department Operations Center (PWDOC) will be activated if damage exists. Municipal Operations Department field units will immediately complete their "Damage Assessment Surveys" and report incidents as they are discovered. Their sewer crews check the sewers; water crew's survey for water damage. The Utilities Department Operations Center (UDOC) will be activated if damage exists. Community Development Department field units (Inspection Teams) will meet in the City Hall parking lot and be dispatched to survey buildings on the "Essential Service Facility" list and other facilities as requested. The Community Development Department will manage the Damage /Safety Assessment Branch of the Operations Section and dispatch inspectors, as needed. If mutual aid building inspectors are needed, the Damage /Safety Assessment Unit Leader (Chief Building Inspector) will activate the Building Department Operations Center (BDOC) to manage the mutual aid response personnel and their operations. Information on Damage Assessment and Status will be generated from field units. The Planning Section completes the Status Report and forwards it to the Operational Area. The Situation Analysis Unit completes the Initial Damage Assessment form with information obtained from the Operations Section and forwards it to the Planning Section who in turn forwards it to the Operational Area. Information should be forwarded to the Operational Area via: 1. WebEOC https://webeoc.ocsd.org/eoc7/ 2. Fax 3. Telephone (EOC) or - Emergency Management Office) 4. EOC- to -EOC radio -- located in the Police dispatch Radio Room; or 5. Fire radio -- located in the FDOC; or 6. Police radio -- located in Police Dispatch; or 7. Police teletype -- located in Police Dispatch; or 8. Amateur radio or amateur packet radio -- located in the RACES Radio Room in the EOC Planning Section Page 15 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Activation Procedures The Planning Section will be activated whenever the EOC Director of Emergency Services determines the City of Newport Beach is involved or may soon be involved in an emergency requiring an EOC activation. Personnel assigned to the Planning Section will report to the primary EOC at 870 Santa Barbara. The Planning Section, Recovery Unit may continue to function when the EOC has deactivated in order to complete the necessary paperwork for disaster reimbursement. The Planning Section Chief will then determine which units should be activated and call in the employees needed. When To Report • If phones are operational, AlertOC will be used to activate employees. • If phones are not operational, all appropriate City staff should automatically report to the EOC, DOCs, and work sites. Concept of Operations The Planning Section will operate under the following policies during a disaster/ emergency as the situation dictates: The National Incident Management System (NIMS)/ Standardized Emergency Management System (SEMS) and National Incident Management System (NIMS) will be followed. All existing City and departmental operating procedures will be adhered to unless modified by the Incident Commander, or this plan. All on -duty personnel are expected to remain on duty until properly relieved. Off - duty personnel will be expected to return to work in accordance with their department's policy. While in a disaster mode, operational periods will be 12 hours in length for the duration of the event, unless changed by the Incident Commander (IC). Operational periods will normally change at 6:00 a.m. and 6:00 p.m. Operational periods should be event driven. All mutual aid will be accessed through the Orange County Operational Area through formalized channels. Coordination/Communication Coordination between EOC Sections is required to collect all needed information and make it available to all sections of the organization. The dissemination of information, establishment of priorities, and distribution of resources cannot be done by any one person or any one department or section: a concerted effort on the part of many individuals in many departments will be required to collect, display, and disseminate the information needed to manage the emergency. EOC Reporting Form Planning Section Page 16 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION The EOC Reporting Form will be utilized to ensure the incident information is accurate and complete (see form on page 20). The purpose of the form is to have a paper record of the communication that takes place within the EOC branches and sections. It should be completed by all sections in the EOC. Each Reporting Form is duplicated in five carbon copies with a corresponding color as to which section each one goes to (see EOC Routing Form Instructions page 21). The Planning Section will provide runners to ensure that the form is transported to the appropriate position in the EOC. Copies of the EOC Reporting Form are located in the Planning Section bin and additional copies can be made by the Print Shop if needed. RACES (Radio Amateur Civil Emergency Services) The RACES group consists of volunteers who each have a Federal Communications Commission (FCC) amateur radio license. They are managed by the Communications Branch Director. They have the capability to communicate with the American Red Cross, hospitals, the Operational Area EOC, and many other organizations. They can also send data messages to the Operational Area EOC if needed. They can be assigned to escort emergency responders, visitors, inspectors, government officials, or other responders needing communications. Mutual Aid The Operational Area mutual aid contact for the Newport Beach EOC Planning Section is the Operational Area Planning Section. When the Operational Area EOC is activated, the Planning Section will have representatives located in their EOC. The Newport Beach Planning Section will coordinate all mutual aid requests through the City Logistics Section to the Operational Area EOC. This will be done via WebEOC, telephone, fax, RACES, or the EOC- to -EOC radio located in the Police dispatch radio room. Operational Area Forms A series of Orange County Operational Area forms called Jurisdiction Information Management System (JIMS), have been designed by the Operational Area which are to be completed in WebEOC or faxed to them in an emergency. The Planning Section or Emergency Manager will be responsible for ensuring that the forms are completed in WebEOC or sent in by fax. NOTE: Planning Section, Documentation Unit will prompt all Operations Branches and Units to complete necessary forms and the Documentation Unit will FAX forms to the Operational Area, keeping a copy. Reporting Emergency Information A Three Step Process Step One — Immediate Impact Phase Jurisdictions contact Sheriff /Control One at —, providing information relating to emergency event followed by completing the "Activation Emergency Notice J -1 Form" in WebEOC. Planning Section Page 17 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION For jurisdictions that do not have access to WebEOC, they should complete the "Activation Emergency Notice Form" and fax it to the Operational Area Emergency Operations Center (OA EOC) at —. OA EOC submits "Event/ Major Incident Report' via RIMS, OASIS, or fax to the State Regional Emergency Operations Center (REOC) as soon as possible. Step Two — Sustained Emergency Phase Jurisdictions submits "Status Report J -2" to the OA EOC. Additionally, any changes or updates should be communicated and followed up with a report. OA EOC collects Status Reports/ information from Jurisdictions and Mutual Aid Coordinators. OA EOC completes the OA Status Report and the OA Action Plan based on information received from jurisdictions, uploads them to WebEOC and sends them to the REOC and OA Members. Step Three— Sustained Emergency Phase V Jurisdictions complete "Initial Damage Assessment Report J-4" in WebEOC or fax if no internet access to the OA EOC. V OA EOC compiles information received from the Initial Damage Assessment Report and submits the OA Preliminary Damage Assessment Report to the REOC and OA Members. Planning Section Page 18 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 1 - EOC Reporting For EOC Reporting Form FORM # incident M 11 High Priority ncMtVMYjMA=§* 11 Lew Priority City of Newport Beach Emergency Operations Center (EOC) Reporting Form [USE PEN ONLY. PRESS HARD] CHECK ONLY ONE BOX To: ❑ Police flaw Enfaeeement Branch) ❑ Fire (Fire & Fescue Branch) ❑ Building (damage /safety as wmnt) ❑ General Services (Constwtort & Engneenng) ❑ Other ❑ Public Works (canshuctim &Fngme=W ❑ Utilities (consu. cbm & Engineering) ❑ Health & Welfare Branch ❑ Operation Chief (dia) ❑ Recreation From: ❑ New Incident ❑ Update ❑ Request ❑ Communication Memo /INM Incident location: Date: Time: Brief Description: Resources Responding: ,additional information: Message, Action Needed: Resolntion: Routing Instructions Vantq'Pik Copy ❑ Gperatims m Eranch 3 Pmk Copy 11 Flans ❑ raster ❑ DocmnenFat an Yenow copy ❑ IaV sbcs Chem Copy ❑ Duplicate (Use as needed) Goldemnd: ❑ Stays with Onginatm a,. s.�aamoe Planning Section Page 19 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 2 - EOC Reporting Form Routing Instructions GENERAL SIT STATUS LOW INFORMATION OPS PRIORMFS PRIORITIES ❑ WEATHER G'S ❑ SNELTERb MAP 4COORDINATOR PLANS ❑ ❑ ❑ TIDE ❑ ❑ ❑ DATA DOC AOV.111C® ❑ ENTRY INR PLAMNFIC ❑ ❑ WHITE \C0Py�a)/1ELLLJW cPV SARMAUAIIDITE N ]N RESOURCE STATUS - AVAS %LEA OPS LOGISTICS ❑ PD AIDE ❑ FIRE GIVES INCIDENTS PINK COPY ❑ LG DOCb EOC — ORDERED BRANCHES KEEPS GOLDENROD ❑ ❑ Routing Instructions White/Pink Copy: ❑ Operations or Branch + Pink Copy: ❑ Plans ❑ Poster ❑ Documentation Yellow Copy: ❑ Logistics Green Copy: ❑ Duplicate (Use as needed) Goldenrod: ❑ Stays with Originator Planning Section Page 20 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 3 - Orange County Operational Area Forms Planning Section Page 21 of 26 ¢ o Q y- o i ¢ m m n m m a c c - (,J O G:, R G :. O rC O m V V C FJ y V y V v v yOJ y U v V v v V R V O S O o O O ,= O ,-. O" mow .- U . n r Q v C� G N K `o o C U 'C o C m" H F 'N" '�.. •F C¢ '" C�� v t CfJ C!- C3 C.o ..N, CQ A.m OU Ow OJ OU,2 0 0 a,' O5_C O2 t O.2¢ O Z¢ C7 �EO O 4. s s c s v i v .7 m SOU C o p 00 a0 c0 °' F v " 4_ •� O0.i y v v v m v .v. a 3 r is v "% m [ m o w W uo m u� Uk¢ Oi Q i.y U m 0] m d1 0] 0] CO P] p] G] P] 9 W F� d � € M r P M F G F U o 0 0 0 0 ` o Q H G G G G G G G C G C C G G O c O c o 0 0 0 } N F4 v N u V v W u N v N t5 N v N u N v v u N J N v N u N Q� � C C C G G G EGq bOA e°q W G C cY-L G Z! m m U �: c C7 O W W W W F W W W [] [] V W L d 0 0 0 0 0 L .0 0 Fy L R W 0 + + + + + + + + + + + } v 5 O G 0 .r N m 'E W L✓ U] Uin Lc� -](J1 z.� Z N W ZN E: Planning Section Page 21 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 4 - Operational Area Reports and Forms Timeline Event Occurs Fire Department Emergency Services Coordinator submits Jurisdiction Status Report to OC Operational Area utilizing WebEOC Event + 4 hours Status Report to Operational Area EOC by Planning Section and updates every 6 hours Event + 6 hours and again every 6 hours All of the following forms are sent to the OC Operational; Area EOC: Care & Shelter by the Care & Shelter Branch Fire & Rescue by the Fire & Rescue Branch Law Enforcement by the Law Enforcement Branch Medical /Health by the Fire & Rescue Branch Evacuation by the Law Enforcement Branch Electric/Gas/Water by the Municipal Operations Branch Telecommunications by the Communications Unit Event + 12 hours And again every 12 hours Initial Damage Assessment by Damage/ Safety Assessment Branch and Planning Section Planning Section Page 22 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Plannin g Section Chief hecklist V f Responsible Departments: Fire /Community Development Responsible Party: Fire Marshal First Alternate: Lifeguard Battalion Chief Second Alternate: Community Development Director Immediate Supervisor in EOC: Incident Commander Supervises: Situation Status, Resource Status, Action Planning, Advanced Planning Display Processors, Documentation, Technical Specialists, Demobilization, and Recovery Policy Group: General Duties Yes Responsible for the collection, evaluation, dissemination, and use of information about the development of the incident and status of resources Develops and distributes the Incident Action Plan Prepares Status reports Briefs Command Staff Members as to the situation Manages the Situation Analysis and Damage Assessment reporting functions Provide periodic predictions on the incidents potential through Advanced Planning V Develops and distributes the After -Action Report Checklist ❑ Check in, put on identification vest, check your telephone to see if it is operational • Obtain briefing from the Incident Commander • Alert personnel and initiate recall of staff as necessary ❑ Fill in EOC organizational chart of all personnel involved in the disaster and keep it updated ❑ Organize and appoint Planning Section Units as needed: ❑ Action Planning Unit Leader • Situation Analysis Unit Leader • Resource Status Unit leader ❑ Display Processors (2) ❑ Advance Planning Unit Leader ❑ Documentation Unit Leader ❑ Documentation/Computer (2) ❑ Recovery/Demobilization Unit Leader Planning Section Page 23 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Identify the need for a Technical Specialist(s) and request the Logistics Section to fill positions ❑ Request Damage Assessment survey from Damage /Safety Assessment Branch if available ❑ Collect Damage Assessment information from all Operations Branches ❑ Establish contact with the Operational Area and coordinate Status reports ❑ Review intelligence, confirm reports, and predict its influence on the situation: ❑ Receive information from all departments and DOCs ❑ Make sure the EOC Reporting Form is being used and properly routed ❑ Request confirmation of reports by dispatching a Damage Assessment field unit, police officer or RACES operator to the site ❑ Specify method and location of situation status display ❑ Ensure all reports and data are displayed neat and legible ❑ Meet with the Operations Section Chief and review major incident reports ❑ Review responsibilities of the Branches and assist with their plans ❑ Sort and categorize information for briefing ❑ Assess the impact of the disaster on the community and make a list of key issues ❑ Identify objectives to be accomplished during the initial Operational Period ❑ Conduct periodic meetings with Section Staff for the objectives of the next Operational Period ❑ Brief the Command Staff Members and keep IC informed ❑ Ensure the PIO has immediate access to all status reports and displays ❑ Facilitate Action Planning meetings at least 2 hours prior to the end of the Operational Period ❑ Participate in the Policy Group meetings ❑ Using the Policy Group's recommended priorities and strategy, prepare and distribute an Incident Action Plan: ❑ Determine what information is needed ❑ Decide on reporting schedules, at least once before the end of an Operational Period ❑ Have Documentation Unit copy and distribute to all EOC personnel and fax or e -mail to all Department Operations Centers prior to the start of the next Ops Period ❑ Confirm Situation Status Unit has established Display Processors and are maintaining current information on status boards ❑ Keep the Command Section advised and briefed of pertinent information and predictions of incident potential using Advanced Planning Unit's forecast ❑ Request weather reports from: ❑ Police Department teletype operator ❑ Faxed, updated weather reports from National Weather Service ❑ Document and distribute all orders given by the Incident Commander. ❑ Using the "Status Report Form" prepare summary situation reports on Damage Assessment figures in dollar amounts for the County and State EOCs. ❑ Begin planning for recovery in the disaster area(s). ❑ Prepare an after -action report and assist in debriefing. ❑ Ensure continuation of normal agency operations continue Deactivation Planning Section Page 24 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Determine what follow -up to your assignment might be required before you leave ❑ Leave forwarding phone number where you can be reached Planning Section Page 25 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION Technical Specialist Checklist �/ Responsible Department: Responsible Party Immediate Supervisor in the EOC: Policy Group: Conditional upon incident type Determined as needed Planning Section Chief No, unless specifically requested by the Incident Commander The Technical Specialist(s) are activated as necessary depending upon the nature of the emergency. Planning Section Chief will request Technical Specialist(s) as needed. General Duties V Uses special skills in advising the Planning Section in writing the Incident Action Plan V May be called on to brief the Policy Group May be required to do training -/ May be interviewed by news media, as needed Checklist ❑ Check in ❑ Obtain a briefing and special instructions from the Planning Section Chief ❑ Maintain an activities log ❑ Provide necessary information, resources, contacts, and expertise ❑ Review any decisions previously made during the incident ❑ Train others as needed ❑ Participate in development of the Incident Action Plan ❑ Review the general objectives including alternative strategy ❑ Advise the Planning Chief and Incident Commander of any vital information associated with your technical expertise ❑ Assist with the advance planning effort by anticipating needs and impacts of the developing event in relation to your specific expertise and experience. Planning Section Page 26 of 26 City of Newport Beach Emergency Management Plan PLANNING SECTION ACTION PLANNING UNIT Purpose ........ ............................... Action Planning ....................... Field Level .. ............................... EOC Level ... ............................... The Action Planning Process Action Planning Checklist .... Table of Contents Action Planning Unit 12 City of Newport Beach Emergency Management Plan PLANNING SECTION ACTION PLANNING UNIT (EOP 42) Purpose The Action Planning Unit will develop the EOC Action Plan consisting of potential response and recovery related issues likely to occur in the next operational period, generally within 12 hours. They will determine top priorities for actions and resources. Identify any recommended changes to EOC policy, organization or procedures to better address the possible situation. The Action Planning Unit is also responsible for the production of the After -Action Report, including recommendations for improvement and areas handled well, for approval of the Director of Emergency Services. NIMS and SEMS require all jurisdictions to submit an After -Action Report within 90 days of the close of the emergency period. The Documentation Unit is responsible for the gathering of information from all EOC staff in regards to the emergency operations and the operation of the EOC. Action Planning There are two kinds of action plans, Incident Action Plans and EOC Action Plans. EOC Action Plans should focus on jurisdictional related issues. The format and content for action plans at the Incident level and the EOC level will vary. Field Level At the field level, action plans developed for use at incidents are called Incident Action Plans (IAP). Incident action plans are required for each operational period. Incident action plans may be either verbal or written. Written Incident Action Plans are recommended for: ✓ Any multi- agency and multi - jurisdictional incident ✓ Complex incidents ✓ Long term incidents when operational periods would span across shift changes Special forms are used within ICS to record information for written incident action plans. The format for an incident action plan should include the following elements: • Incident objectives and priorities (Overall, what do we want to achieve ?) • Primary and alternative strategies (as appropriate) to achieve incident objectives. (What are the ways in which we can achieve the objectives? How do the strategies compare in safety, speed, environmental impact, cost etc.? Is current resource availability a limiting or dictating factor in strategy selection ?) Action Planning Unit Page 2 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION • Tactics appropriate to the selected strategy (Given a selected strategy, what are the specific tactics necessary to implement the strategy ?) • The kinds and number of resources to be assigned (determined by the tactics to be used) • The operations tactical organization necessary for the selected strategy and tactics (Can include describing the incident geographically or functionally) • Overall support organization including logistical, planning and finance/ administration functions • A communications plan • Safety messages • Other supporting documentation needed, e.g., and incident map, showing access, key facilities etc., a medical support plan etc. EOC Level Action planning at the EOC level, like that of the field, is based on the use of an operational period. The length of the operational period for the EOC is determined by first establishing a set of objectives and priority actions that need to be performed, then establishing a reasonable time frame for accomplishing those actions. Generally, the actions requiring the longest time period will define the length of the operational period. Operational periods are usually 12 hours in length, but should not exceed twenty -four hours. Operational periods should not be confused with staffing patterns or shift change periods. They may be the same, but need not be. The initial EOC action plan may be a verbal plan put together in the first hour after EOC activation. The EOC Director in concert with the General Staff usually does it. Once the EOC is fully activated, EOC action plans should be written. The Action Planning Process ✓ The Incident Commander (s) or EOC Director and all members of the General Staff must participate in the action planning process. ✓ There must be adequate representation of key organizational components, organizations and agencies. ✓ Representatives participating in the planning process must have the technical expertise and authority to commit to accomplishing the objectives. ✓ Representatives must understand the action planning process and be willing to function according to the process. ✓ There must be adequate logistical arrangements and facilities to support the process. ✓ There must be adequate pre -event planning, and participants must adhere to the format and timetables related to the planning process. Action Planning Unit Page 3 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION EOC Action Plan Forms Table of Contents I. Objectives (ICS 202) • Management Section - completed by Director • Plans Section - Completed by Plans Chief • Operations Section - Completed by Operations Chief • Logistics Section - Completed by Logistics Chief • Finance Section - Completed by Finance Chief II. EOC Overall Objectives (in Priority Order) Completed by Plans Chief along with the City Incident Commander. Get approved by the Director. III. Communications - Initial Status Report Checklist Completed by Logistics Section- Communications/Info Systems Unit IV. Shift Assignment List for EOC and DOCs (ICS 203) Completed by Logistics Section/Personnel Unit V. EOC Organization Chart With phone numbers and personnel assigned VI. Newport Beach City Map - with incident marked clearly Place as much detail on the map as possible VII. Completed Operational Area Response Information Management System (DIMS) Forms VI. Any other forms, narrative, reports, lists, safety message, weather reports etc. which will ensure that everyone can communicate, that everyone involved understand what assignments they are to complete, etc. Lists include: a. Lists of evacuated areas including # evacuated and where sent b. Lists of activated shelters including shelter populations c. Dates, times, and locations of press conferences and special meetings d. Lists of contacts, Agency Representatives, elected and governmental officials contacted e. Safety message to all personnel f. Responding high level officials and schedule of sites to be visited g. Liaison Contact list with office phone and cell phone numbers Action Planning Unit Page 4 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION City of Newport Beach EOC Action Plan Incident Name Incident Location: Date: Operational Period: From: to hours Position Director of Emergency Services Name Phone# City Incident Commander Operations Chief Plans Chief Logistics Chief Finance Chief Lead PIO Liaison Field Incident Commander(s) Action Planning Unit Page 5 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION MANAGEMENT SECTION OBJECTIVES Section Includes: Director of Emergency Services, City Incident Commander, Public Information Officer (PIO), City Attorney, City Clerk, & Liaison Incident Name: Date: Time: AM PM Current Operational Period From: To: OBJECTIVE (Make sure all objectives are measurable) BRANCH OR UNIT RESPONSIBLE TIME REQUIRED (if earlier than end of Op Period 1. 2. 3. 4. 5. 6. 7. Action Planning Unit Page 6 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION PLANNING SECTION OBJECTIVES Section Includes: Plans Chief, Situation Status, Resource Status, Technical Specialists, Advance Planning, Action Planning, Documentation, Recovery Unit Leader, and Damage Assessment Incident Name: Date: Time: AM PM Current Operational Period From: To: OBJECTIVE (Make sure all objectives are measurable) BRANCH OR UNIT RESPONSIBLE TIME REQUIRED (if earlier than end of Op Period 1. 2. 3. 4. 5. 6. 7. Action Planning Unit Page 7 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION OPERATIONS SECTION OBJECTIVES Section Includes: Operations Chief, Police Branch, Fire Branch, Damage /Safety Branch, Public Works Branch, Municipal Operations Branch Optional: Medical Coordinator (to liaison with hospital) Incident Name: Date: Time: AM PM Current Operational Period From: To: OBJECTIVE (Make sure all objectives are measurable) BRANCH OR UNIT RESPONSIBLE TIME REQUIRED (if earlier than end of Op Period 1. 2. 3. 4. 5. 6. 7. Action Planning Unit Page 8 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION LOGISTICS SECTION OBJECTIVES Section Includes: Logistic Chief, Supplies Unit, Care & Shelter Unit, Human Resources Unit, Volunteer Unit and Communications/Info Systems Unit. Incident Name: Date: Time: AM PM Current Operational Period From: To: OBJECTIVE (Make sure all objectives are measurable) BRANCH OR UNIT RESPONSIBLE TIME REQUIRED (if earlier than end of Op Period 1. 2. 3. 4. 5. 6. 7. Action Planning Unit Page 9 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION FINANCE SECTION OBJECTIVES Section Includes: Finance Chief, Purchasing Unit Leader, and Cost Recovery Unit Leader. Optional positions added as needed: Claims Unit (for Workers Comp, Liability and Property Claims); Cost Unit (cost analysis); and Timekeepers. Incident Name: Date: Time: AM PM Current Operational Period From: To: OBJECTIVE (Make sure all objectives are measurable) BRANCH OR UNIT RESPONSIBLE TIME REQUIRED (if earlier than end of Op Period 1. 2. 3. 4. 5. 6. 7. Action Planning Unit Page 10 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION EOC OVERALL OBJECTIVES Prepared by: Plans Chief with City IC. Rank most important objectives by priority: (1) life saving, (2) health, (3) environmental and (4) property protection. Incident Name: Date: Time: AM PM Current Operational Period From: To: OBJECTIVE (Make sure all objectives are measurable) BRANCH OR UNIT RESPONSIBLE TIME REQUIRED (if earlier than end of Op Period 1. 2. 3. 4. 5. 6. 7. Action Planning Unit Page 11 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION Action Planning Checklist �/ Responsible Department: Police Department Responsible Party: Police Lieutenant First Alternate: Police Sergeant Second Alternate: Police Officer Immediate Supervisor in EOC: Planning Section Chief Policy Group: General Duties No Responsible for the collection, evaluation, dissemination, of the EOC Action Plan and the After Action Report Develop and submits EOC Action Plan to the Planning Chief for review and approval prior to conducting briefings for the General Staff Develops and distributes the EOC Action Plan to EOC Positions -V Provide periodic assessments on the incident's future potential -,/ Monitors the current Situation Report to include recent updates Review action planning objectives submitted by each section for the next operational period Prepares and distributes an After Action Report Checklist • Check in, put on identification vest, check your telephone to see if it is operational • Obtain briefing from the Planning Section Chief ❑ Maintain an activities log ❑ Develop the EOC Action Plan which includes the following forms: ❑ See Page 5- EOC Action Plan -Table of Contents & Forms ❑ Use as many or as few forms and information as it takes to outline the City's plan of action ❑ The first Action Plan does not have to be fancy; it may be handwritten and may not include all forms or information; as the incident develops and additional information is known, the information should be added to the Action Plan ❑ Collect objectives from all EOC sections Action Planning Unit Page 12 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Sort and categorize information for briefing ❑ Assess the impact of the disaster on the community ❑ Request weather reports ❑ Prepare an after -action report and assist in debriefing. ❑ Ensure continuation of normal agency operations continue Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Determine what follow -up to your assignment might be required before you leave ❑ Leave forwarding phone number where you can be reached ❑ Ensure that all required forms or reports are completed prior to your release and departure. ❑ Prepare the City's After Action Report. ❑ Determine what follow -up to your assignment might be required before you leave. ❑ Deactivate the Action Planning Unit position and close out logs when authorized by the Plans Chief. ❑ Leave forwarding phone number where you can be reached ❑ Hand in all paperwork to the Documentation Unit and check out Action Planning Unit Page 13 of 13 City of Newport Beach Emergency Management Plan PLANNING SECTION ADVANCE PLANNING UNIT Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 ActionPlanning .............................................................................................. ..............................2 Action Planning at the EOC level ............................................................... ..............................2 Organization and Assignment of Responsibilities ................................. ..............................3 Authorities and Responsibilities ................................................................ ..............................4 AdvancePlanning Unit ................................................................................. ..............................4 RecoveryUnit ................................................................................................. ..............................4 Policies and Procedures ................................................................................ ..............................4 IntelligenceGathering .................................................................................. ..............................4 Reconnaissance............................................................................................... ..............................5 Conceptof Operations .................................................................................. ..............................7 Advance Planning Checklist ........................................................................ ..............................8 Advance Planning Unit Page 1 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION ADVANCE PLANNING UNIT (EOP 42) Purpose The Advance Planning Unit will develop an Advance Plan consisting of potential response and recovery related issues likely to occur beyond the next operational period, generally within 36 to 72 hours. They will review all available Status Reports, Action Plans, and other significant documents to help determine potential and future impacts of the disaster. The priorities for this Section are as follows: • Protect life and property • Provide forecasted planning and direction for the emergency operations -/ Gather information or intelligence relative to the incident V Attempt to predict future incident developments Objectives The Advance Planning Unit is responsible for gathering, analyzing, evaluating, preparing, displaying, forecasting and disseminating the advance plan to the Planning Section. The Advance Planning Unit may change their role at the end of a major incident and assist the Recovery Unit to develop a plan to return the city to normal operations. Action Planning Action planning is an effective management tool involving two essential items: • Identifying objectives, priorities and assignments related to emergency response or recovery actions. • Documenting the priorities, objectives, tasks and personnel assignments associated with meeting the objectives (planning). Action Planning at the EOC level Action planning at all EOC levels, like the field level, is based around the use of an operational period. The length of the operational period for the EOC is determined by first establishing a set of objectives and priority actions that need to be performed and then establishing a reasonable time frame for accomplishing those actions. Generally, the actions requiring the longest time period will define the length of the operational period. Advance Plans should not be complex or create a time - consuming process and will include: • Statements of current priorities related to objectives. • Listing of objectives to be accomplished (should be measurable). • Statement of strategy to achieve the objectives. (Identify if there is more than one way to accomplish the objective, and which way is preferred.) Advance Planning Unit Page 2 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION • Assignments and actions necessary to implement the strategy. • Operational period designation - -the time frame necessary to accomplish the actions. • Organizational elements to be activated to support the assignments. • Logistical or other technical support required. Focus of the Advance Plan The primary focus of the Advance Plan should be on jurisdictional issues. The plan sets overall objectives for the jurisdiction and may establish the priorities as determined by the jurisdictional authority. It can also include mission assignments to departments, provide policy and cost constraints, inter - agency considerations, etc. Properly prepared, the Advance Plan becomes an essential input to developing Departmental and Incident Action Plans. The format for an Action Plan will generally include the following elements, which have been derived from advance planning: • Incident objectives and priorities (overall, what do we want to achieve ?) • Primary and alternative strategies (as appropriate) to achieve incident objectives. (What are the ways in which we can achieve the objectives? How do the strategies compare in safety, speed, environmental impact, cost, etc.? Is current resource availability a limiting or dictating factor in strategy selection ?) • Tactics appropriate to the selected strategy. (Given a selected strategy, what are the specific tactics necessary to implement the strategy ?) • The kinds and number of resources to be assigned (determined by the tactics). • The organizational framework including the Operations, Finance & Administration, Logistics, and Planning Sections. • A communications plan • Safety messages • Other supporting documentation needed, e.g. an incident map showing access, key facilities, etc.; a medical support plan, etc. Organization and Assignment of Responsibilities Planning Section Organization Chart Section Chief Planning lannin Analysis Status Services Unit Demobilization g g Y. Unit Unit Unit Unit Unit Unit Advance Planning Unit Page 3 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION Authorities and Responsibilities Advance Planning Unit The Advance Planning Unit Leader is responsible for the collection, evaluation, forecasting, dissemination, and use of information about the development of the incident and status of resources. Information on the emergency is needed by the Planning Section to: V Understand the current situation -/ Predict probable course of incident events V Prepare alternative strategies for the incident Recovery Unit The Recovery/Demobilization Unit Leader will develop a plan, at the onset of the disaster, stating how the City will recover from the incident using City Departments. The Recovery/Demobilization Unit Leader will set recovery priorities and develop an Emergency Recovery Team, tasked with managing the overall Recovery effort. The Recovery/Demobilization Unit Leader may be appointed as the Incident Commander when all life saving operations are completed. For details on Recovery see the Recovery/Demobilization Unit plan. Policies and Procedures Immediately following an incident, field units from City departments will conduct surveys of affected areas to determine the extent of damage and will report this information to their respective representatives in the City EOC. This information will be collected by the Planning Section and, if necessary, passed along to the Operational Area and possibly the California Emergency Management Agency (Cal EMA). It is crucial that all information be timely, accurate, and where practical, contains specific Damage Assessment figures in dollar amounts. Damage Assessment information is the basis on which requests for disaster relief financial aid and mutual aid will be initiated. During a major disaster, a Local Emergency will be declared and requests for Gubernatorial and/or Presidential declarations will be made, as needed. Intelligence Gathering Intelligence within this plan can be grouped into three categories, as follows: 1. Information needed to determine the nature and extent of operational problems and the immediate life safety needs of disaster victims. During the early phases of an emergency, first priority is given to the collection and sorting of this category of information. 2. Damage assessment information expressed in dollar amounts. This category of disaster intelligence information should include projections relative to short and long term economic impact. This information will be compiled by the Operations Section, Damage /Safety Assessment Branch and forwarded to the Planning Section who will in turn forward it to the next government level, the Orange County Operational Area Planning Section. Advance Planning Unit Page 4 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION 3. Information relative to both short and long terms recovery operations. Planning staff, who are responsible for collecting damage assessment information received from field units, should use the Damage Assessment Forms as a guide for tracking information. A Forms Binder is kept in the EOC and contains the documents necessary to capture disaster assessment information. Reconnaissance Immediately following a disaster incident, City department field units will conduct a damage survey of their immediate area to determine the nature and extent of damage and injuries. Their reports will be directed through their DOCs into their corresponding Branch in the Operations Section of the City EOC for collation. The information is then forwarded to the Planning Section for documentation. If additional or detailed information is needed on a particular site, the Planning Section will request a police officer from the Law Enforcement Branch or RACES personnel from the Logistics Section, Communications Branch to respond to the site to report the damage. Fire Department field units will complete pre - designated "Windshield Surveys." The Fire Department Operations Center (FDOC) will be activated if damage exists. Damage information will aid in the determination of an EOC Activation. Police Department will immediately begin and complete aerial and ground "Damage Assessments" of damage to entrances and exits to the City, as well as looking for fires, downed bridges, collapsed structures, overflowing flood channels, etc. The Police Department Operations Center (PDOC) will be activated if damage exists. Police personnel will also be utilized to authenticate unconfirmed reports by deploying personnel to the scene. Public Works Department field units will report incidents as they are discovered. Their traffic signal crews will survey for signal damage, etc. The Public Works Department Operations Center (PWDOC) will be activated if damage exists. Municipal Operations Department field units will immediately complete their "Damage Assessment Surveys" and report incidents as they are discovered. Their sewer crews check the sewers; water crew's survey for water damage. The Utilities Department Operations Center (UDOC) will be activated if damage exists. Community Development Department field units (Inspection Teams) will meet in the City Hall parking lot and be dispatched to survey buildings on the "Essential Service Facility" list and other facilities as requested. The Community Development Department will manage the Damage /Safety Assessment Branch of the Operations Section and dispatch inspectors, as needed. If mutual aid building inspectors are needed, the Damage /Safety Assessment Unit Leader (Chief Building Inspector) will activate the Building Department Operations Center (BDOC) to manage the mutual aid response Advance Planning Unit Page 5 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION personnel and their operations. Information on Damage Assessment and Status will be generated from field units. Advance Planning Unit Page 6 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION Concept of Operations The Advance Planning Unit will operate under the following policies during a disaster/ emergency as the situation dictates: The Standard Emergency Management System (SEMS) and National Incident Management System (NIMS) will be followed. V All existing City and departmental operating procedures will be adhered to unless modified by the Director of Emergency Services, City Incident Commander, or this plan. All on -duty personnel are expected to remain on duty until properly relieved. Off - duty personnel will be expected to return to work in accordance with their department's policy. While in a disaster mode, operational periods will be 12 hours in length for the duration of the event, unless changed by the Incident Commander (IC). Operational periods will normally change at 6:00 a.m. and 6:00 p.m. Operational periods should be event driven. All mutual aid will be accessed through the Orange County Operational Area. Advance Planning Unit Page 7 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION Advance Planning Checklist i/ Responsible Departments: Municipal Operations/ Community Development Responsible Party: Administrative Analyst First Alternate: Associate Planner Second Alternate: Associate Planner Immediate Supervisor in EOC: Planning Section Chief Policy Group: General Duties No Responsible for the collection, evaluation, dissemination, and use of information about the advance development of the incident Develop and submits Advance Action Plan to the Planning Chief for review and approval prior to conducting briefings for the General Staff Develops and distributes the Advance Action Plan to EOC Positions Provide periodic assessments on the incident's future potential Monitors the current Situation Report to include recent updates V Review action planning objectives submitted by each section for the next operational period V Anticipates the development of the emergency In conjunction with the General Staff, recommend a transition to Recovery Operations when emergency response involving life saving operations concludes Checklist ❑ Check in, put on identification vest, check your telephone to see if it is operational ❑ Obtain briefing from the Planning Section Chief ❑ Identify the need for Technical Specialist(s); ❑ Collect Damage Assessment information from all city departments ❑ Review intelligence, confirm reports, and forecast its influence on the situation: ❑ Receive information from all departments ❑ Confirm reports by requesting a Damage /Safety Assessment field unit, Police Officer or RACES operator to verify the status of the site ❑ Specify method and location of data display in the EOC ❑ Ensure all reports and data are displayed ❑ Sort and categorize information for briefing Advance Planning Unit Page 8 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Assess the impact of the disaster on the community ❑ Brief the Command Staff Members as necessary ❑ Keep the Command Section advised and briefed of pertinent information and predictions of incident potential. ❑ Request weather reports ❑ Assume or assist Recovery Unit ❑ Plan for recovery in the disaster area(s) at the onset of the emergency ❑ Prepare an after -action report and assist in debriefing. ❑ Ensure continuation of normal agency operations continue Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Determine what follow -up to your assignment might be required before you leave ❑ Leave forwarding phone number where you can be reached Advance Planning Unit Page 9 of 9 City of Newport Beach Emergency Management Plan PLANNING SECTION SITUATION ANALYSIS UNIT Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 Situation and Assumptions .......................................................................... ..............................2 Organization and Assignment of Responsibilities ................................. ..............................3 Situation Analysis Unit Leader ................................................................... ..............................3 DisplayProcessors ......................................................................................... ..............................5 Line of Succession for Situation Analysis Unit Leader .......................... ..............................5 Line of Succession for Display Processors Unit ....................................... ..............................5 Conceptof Operations .................................................................................. ..............................6 Pre - emergency Period ................................................................................... ..............................6 EmergencyPeriod .......................................................................................... ..............................6 PostEmergency/Recovery Period ............................................................... ..............................7 Coordination / Communication .................................................................... ..............................8 EOCSection to EOC Section ........................................................................ ..............................8 MutualAid ...................................................................................................... ..............................8 Reconnaissance............................................................................................... ..............................8 RACES.............................................................................................................. ..............................8 Enclosure 1 - Operational Area Forms ...................................................... .............................11 Situation Analysis Unit Leader Checklist ................................................ .............................12 Display Processor Checklist ........................................................................ .............................14 Situation Analysis City of Newport Beach Emergency Management Plan PLANNING SECTION SITUATION ANALYSIS UNIT (EOP 42) Purpose The Situation Analysis Unit is responsible for the collection and analysis of damage assessment information. The unit collects and processes information on incidents and situations. The Situation Analysis Unit evaluates information and makes recommendations to the Planning Section Chief. Using forms located in the "Forms Binder' in the EOC Planning Section, Situation Analysis collects all damage survey information from each EOC Section and Branch utilizing information received from the EOC. The Situation Analysis Unit is comprised of Community Development Department staff. Objectives Develop and distribute an Action Plan.) Collect, organize and analyze situation information from EOC sources. Evaluate the emergency situation including conducting situation analysis; prepare a Situation Status Report for dissemination to the Planning Section Chief, Incident Commander and other Section Chiefs. Ensure accurate reporting of committed resources Ensure proper and accurate documentation of all actions taken V Manage the message flow process throughout the EOC V Post and visually display pertinent information both in written form and on maps in the EOC V Provide needed technical specialists with specific knowledge associated with the disaster type. V Brief and update EOC Staff. V Monitor the situation and re -brief staff as needed. V Prepare summary damage assessment reports for transmittal to the Orange County Operational Area EOC and the State Office of Emergency Services. Prepare an After Action Report. Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions such as fires, flooding, collapsed buildings and infrastructure, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, hazardous chemical spills, etc. Situation Analysis Page 2 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION 3. The City's Emergency Operations Center (EOC) will be activated to manage a large -scale emergency. When the EOC is activated the Planning Section, Situation Analysis Unit personnel will be activated to manage the gathering and dissemination of information. They will ensure the Damage & Safety Assessment information is compiled, assembled and reported in an expeditious manner to EOC sections, City departments, and the Orange County Operational Area. 4. To continue these operations, the Situation Analysis Unit must develop and distribute the Action Plan. A major requirement of the City through the Situation Analysis Unit, following a disaster, is collecting and analyzing information on the nature, severity, extent of damage, and the status of available resources to meet the emergency, and reporting the results through established channels. The information will provide a logical basis for response decisions, a basis for requesting state and federal assistance, and a basis for both short- and long -range recovery decisions. Organization and Assignment of Responsibilities Organization The mission of the Situation Analysis Unit is: to understand the "big picture," especially the interrelationships among simultaneously occurring events, or elements of the same event, and; to identify emerging trends and anticipate emerging needs. Damage assessment and resource status analysis is conducted to rapidly estimate loss of life and value loss of property, and available resources to meet the emergency, with thorough follow -up to obtain accurate data. Speed is essential to facilitate the evaluation of the overall level of damage, with the goal of sharing immediately available resources, and obtaining outside aid quickly where such aid is appropriate. The collection, processing and organizing of all City EOC emergency information takes place within the Situation Analysis Unit. The overall objectives of the Situation Analysis Unit include providing information to the Damage /Safety Assessment Branch to assist them in coordinating structural safety and damage assessment operations; providing information which will allow the prioritization of emergency resources and EOC activities; collection and consolidation of initial reconnaissance information from EOC personnel; requesting the Police Department or RACES respond to sites with unconfirmed damage to confirm information; evaluating and displaying safety/ damage assessment information; and preparing consolidated damage reports collecting information and dollar amounts from the Damage /Safety Assessment Branch, for the Policy Group and for transmittal to Cal EMA. The Situation Analysis Unit Leader is also responsible for preparing projections of incident growth, maps and intelligence information. Situation Analysis Unit Leader The Situation Analysis Unit Leader has two related responsibilities: compilation of information and projections from the Damage /Safety Assessment Branch regarding Situation Analysis Page 3 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION building safety inspections and dollar damage; and resource status assessment and the projection of resource requirements which can be received from the Resource Status Unit in Logistics. Damage Assessment Assessing the post -event serviceability of facilities and structures should provide readily available and accurate information about the extent of disaster damage, including information on casualties (both dead and injured), building and structural safety, financial losses and economic impact. Information on public and private structures and city infrastructure can be requested from the Operations Section, Damage /Safety Assessment Branch. Responsibilities Collecting and consolidating initial reconnaissance information from EOC personnel and information from all other available sources, on damage to public and private sector property and loss of life and injury, as well as available resources. V Identification of the location of greatest impact, progress of the disaster, and development of related events (e.g., earthquake causing hazardous materials incidents, etc.). V Determination of the nature and extent of damage leads to setting priorities for response and resource allocation. (This information will determine eligibility for State and Federal disaster aid, and to support requests for assistance.) V Preparing consolidate damage reports, including dollar amounts, for the Policy Group and for transmittal to Cal EMA. Collect this information from the Damage /Safety Assessment Branch. V Obtaining damage estimates from the Damage /Safety Assessment Branch for the purposes of applying for insurance reimbursement, Federal aid, and other financial assistance programs. Evaluating data for accuracy, clarity, relevance, timeliness, and reliability. V Sending out Police Department Personnel or RACES to confirm unconfirmed reports or find out information needed. (Reconnaissance) V Development of situation reports that provide a rapid evaluation of the type of occurrence, types and extent of damage, and impact of the damage and availability of resources. V Preparation and maintenance of visual displays, charts and maps, (to include organization chart of the EOC personnel involved in the emergency, impacted areas and damage incurred, and resource allocation and deployment). Prepare periodic predictions or as requested and anticipated events for the most efficient disaster response (e.g., timely requests for resources, mutual aid, and state and federal assistance; timely issuance of emergency public information). V Make situation status reports and predictions available in a timely manner to the Operational Area EOC, City EOC personnel, and State Regional EOC for operational and recovery planning, policymaking, and development of public information materials. Situation Analysis Page 4 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Review emergency resource records to determine the likely size and extent of demobilization effort and coordinate demobilization with EOC personnel. Develop a demobilization plan with personnel detailing specific responsibilities and release priorities and procedures. Display Processors (EOP 42) Responsibilities Graphically display the emergency situation on the status boards and the map provided in the EOC. Visual Display • Colored icons will depict incidents displayed on the City situation map. Each City department has a color associated with them to represent the major work they handle. Fire - -Red, Police -- Black, Utilities - Blue, Public Works -- Green, Building — Yellow, General Services -- Orange). Situation Status Unit Planning Section Chief Situation Analysis Unit Leader Display Processors Display Processors Major Incident Status City Incident Map Boards Line of Succession for Situation Analysis Unit Leader Code Enforcement Supervisor Situation Analysis Unit Leader GIS Analyst First Alternate Assistant Planner Second Alternate Line of Succession for Display Processors Unit GIS Analyst Display Processor Unit Senior Planner First Alternate Senior Planner Second Alternate Situation Analysis Page 5 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Administrative Assistant I Third Alternate Concept of Operations Immediately following an incident, field units of the City departments will conduct a damage survey of affected areas to determine the extent of damage, and will report this information to their respective DOCs, who in turn report the information to the EOC. This information will be collected by the Planning Section in the EOC, and if necessary passed along to the Orange County Operational Area and the California Emergency Management Agency. It is crucial that this information be timely, accurate, and where practical, contain specific damage assessment figures in dollar amounts. Damage Assessment information is the basis on which requests for disaster relief financial aid and mutual aid will be initiated. A Local Emergency will be declared and requests for Gubernatorial and/or Presidential declarations will be made as needed, based on the situation assessment and analysis data. The Standardized Emergency Management System (SEMS), National Incident Management System (NIMS) and Incident Command System (ICS) will be utilized in all response activities from the EOC to department operations centers to the field operations. Pre - emergency Period Normal Preparedness Continued maintenance and upgrade of situation status materials and equipment, planning for various potential emergency response and recovery operations, and training of Situation Analysis staff. Increased Readiness If an emergency situation is predicted or anticipated, the Situation Analysis Unit may be involved in collection and analysis of the resource status as well as the prediction of potential impacted areas and damage. Emergency Period When a threatening situation develops, the Situation Analysis Unit will be activated to the level warranted, to evaluate the situation and available resources, and make recommendations to the Planning Section Chief and Incident Commander. Following a disaster, EOC personnel will promptly conduct a reconnaissance of affected areas to determine the extent of damage and will report the damage information, resource needs and resource availability to the Orange County Operational Area (OA) EOC for consolidation, through the Situation Analysis Unit. The OA EOC Situation Status Unit will ensure contact has been made by all EOCs within Orange County, including those who have no damage, to ensure all available resources are known. The Situation Analysis Page 6 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION information will be consolidated and reported to the California Emergency Management Agency (Cal EMA) Regional Emergency Operations Center (REOC), where it will be further consolidated and reported to the State EOC (SOC) at Cal EMA Headquarters. Where required, these actions will be followed by a detailed assessment of safety and damage, of both the public and private sector, with the estimates (in dollar amounts), and an indication of the jurisdictions who have declared or are requesting declaration of local emergency. This information will serve as the basis for a potential declaration of a local emergency for the entire City geographic area as deemed necessary by the City Council. This information will be transmitted to the State with a request for a Governor's proclamation of a State of Emergency and the Governor's request to the President for a declaration of an emergency, as appropriate. The OA EOC, Operational Area personnel and State Regional Emergency Operations Center (REOC) will use the Response Information Management System (RIMS) or Operational Area Satellite Information System (OASIS) reports and communications system to transmit information, as appropriate. Operational Area personnel will be kept apprised of reports submitted to and received from the State REOC. Post Emergency/Recovery Period Demobilization When circumstances indicate the situation is returning to normal, the Situation Analysis Unit will assist the Demobilization Unit in developing a plan to ensure an orderly demobilization of the EOC and emergency organization. The plan will include keeping the personnel informed and working with them to coordinate release of outside assistance, initiating recovery activities, keeping the public informed, terminating the emergency, and preparing reports for official records. Recovery As soon as practical following a major emergency, the Situation Analysis Unit shall assist the Recovery Unit Leader in the development of a Recovery Plan to restore local government operations. The Situation Analysis Unit Leader shall supply reports of damage and resources used to the Recovery Unit Leader for use to the Operational Area EOC in application for State and Federal disaster relief programs, and in providing assistance to citizens and the business community. After Action Report/Post Emergency Critique SEMS /NIMS regulations require jurisdictions and the Operational Area to submit an After Action Report within 90 days of the close of the emergency period. The Situation Analysis Unit is responsible for the compilation of damage assessment and resource use information from all EOC staff in regard to the emergency operations. The Situation Analysis Unit is also responsible for assisting in the production of the After Action Report, including self- critique and input from EOC personnel on recommendations for improvement in and areas handled well, by the Situation Analysis Unit. Situation Analysis Page 7 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Coordination/Communication Coordination between EOC Sections is required to collect all needed information and make it available to all sections of the organization. The dissemination of information, establishment of priorities, and distribution of resources cannot be done by any one person or any one department or section: a concerted effort on the part of many individuals in many departments will be required to collect, display, and disseminate the information needed to manage the emergency. EOC Section to EOC Section Coordination with other EOC Sections will take place in person and /or through communication with the DOCs. Mutual Aid The Orange County Operational Area mutual aid contact for the Newport Beach EOC Planning Section is the Operational Area Logistics Section. Newport Beach Logistics Section Staff will coordinate all mutual aid requests through the Operational Area EOC. This will be done via telephone, fax, RACES, or the EOC- to -EOC radio located in police dispatch. Operational Area Forms A series of Orange County Operational Area forms have been designed by the Operational Area which are to be completed and faxed to them in an emergency. The forms are sent from the City function to the Operational Area function, e.g., City Law Enforcement Branch to Operational Area Law Enforcement Branch. Forms may be either included in the EOC Action Plan or used to develop the EOC Action Plan. It is the Planning Section, Documentation Units responsibility to collect these forms and fax them to the Operational Area. Reconnaissance Through the Police Department and the Logistics Section, Communications Branch, RACES personnel are available to assist in the completion of windshield surveys or to observe any unconfirmed reports. The Police Department will communicate from their vehicle radios to the PDOC via radio. RACES personnel are outfitted with amateur radios, which will communicate to the RACES radio room in the PDOC. RACES The RACES group consists of volunteers who each have a Federal Communications Commission (FCC) amateur radio license. They are managed by the Logistics Section, Communications Branch. They have the capability to communicate with the American Red Cross, hospitals, the Operational Area EOC, and many other organizations. They can also send data messages to the Operational Area EOC if needed. RACES volunteers can be assigned to escort emergency responders, visitors, inspectors, government officials, or anyone needing communications. Situation Analysis Page 8 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosures List Enclosure 1 - City of Newport Beach: Orange County Operational Area Forms list Checklists Situation Analysis Unit Leader Display Processor Map Display Processor Status Boards Situation Analysis Page 9 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 1 - Operational Area Forms Situation Analysis Page 11 of 14 d a O [ U .0 O T aOi O w O N O O O— O `'°' V .-. �n m .° _ G v� G a G O G Q U o id .� C m G N G '� 23 Q oo � � o o o o_ k a� o p,'j o o OiL N .". i' M .vT'. .v4. V7i ,.4y '6 Q LL 4 v 'c6 win OU Ow OJ OUP OJ 02.Q 02Q OGQ 02.Q 026 �.� 2.0 oz ? o r n m D vi O O �O y �n ti d vi W V O V O� wz p S 5 S 5 5 5 v v v z a v c c a a coo O m m m m m m m m m m m m m V w o 0 w 0 w 0 w 0 w 0 w `o w `o w o w `o w `o w `0 w 0 w 0 w 0 0 0 0 0 0 0 0 0 0 0 0 5 Fi. bC[4 bU b9 b9 t9 bA bA bA t[[v bU t9 b[GA bC(y9 bGG9 �y F^LJJ+ F4 O lG tZ C l7i 4 N lG V 7 0 0 0 0 0. 0 o 0 o X X L 0 0 L 0 v Y, Q [i] Li] 7 7 a 7 a- 0 0 0 0 0 0 .0 0 0 0 0 2 is + Ov w E � v v v 7. 7. v Y Y 4 c 0 u c �u z o o v t—�oow .. . zv.°v v5 cQ 2.0 Situation Analysis Page 11 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Situation Analysis Unit Leader Checklist V Responsible Department: Community Development Responsible Party: Code Enforcement Supervisor First Alternate: Senior Planner Second Alternate: Assistant Planner Immediate Supervisor in EOC: Planning Section Chief Supervises: Display Processors General Duties Collects and processes information and intelligence V Evaluates and disseminates information V Makes recommendations and predictions regarding the incident Checklist ❑ Obtain a briefing from the Planning Section Chief ❑ Collect incident data by making and maintaining contact with each Operations Section Branch: Fire & Rescue, Law Enforcement, Municipal Operations, Public Works, Care & Shelter, Damage/ Safety Assessment, as well as the Logistics Section and the City Liaison. Data should include: ❑ Location and nature of incident(s) ❑ Status of each incident (out of control, contained, controlled) ❑ Special hazards ❑ Status of critical facilities ❑ Status of any collapsed structures ❑ Number of persons injured ❑ Number of fatalities ❑ Property damage (estimated dollar loss) ❑ Outside agencies, mutual aid (called, arriving, in- place), and Resources ❑ Shelters activated and /or needed ❑ Road conditions ❑ Complete the Operational Area Status Report within four hours from the incident. Give to the Documentation Unit to be faxed to the Operational Area. Continue to update and fax every four hours. Situation Analysis Page 12 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Determine weather conditions -- present and pending. ❑ Compare information with Documentation Unit; Give and receive additional information; ❑ Organize information into a presentable format ❑ Analyze information and make recommendations and predictions ❑ Prepare to brief the Policy Group with situation status ,Advance Planning Information, and current Action Plans, if necessary ❑ Upon approval of the Incident Commander, disseminates information to all Sections ❑ Prepare situation reports and updates at intervals or when changes occur ❑ Maintain an activities log Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Determine what follow -up to your assignment might be required before you leave ❑ Leave forwarding phone number where you can be reached Situation Analysis Page 13 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION Display Processor Checklist il P y Responsible Department: Responsible Party: First Alternate: Second Alternate: Third Alternate: Immediate Supervisor: General Duties Community Development GIS Analyst Senior Planner Senior Planner Administrative Assistant Situation Analysis Unit Leader No Pre -Event V Develop a system to display information in the EOC for all to see V Ensure display supplies are in the EOC and ready to go at all times During the Emergency -/ Post and update all pertinent information on the display map in the EOC Checklist ❑ Report to the EOC; sign in; wear your assigned vest; obtain a briefing from the Situation Analysis Unit Leader • Display all incidents and deployed personnel on maps from information given to you • Ensure legibility and accuracy of display material; update displays frequently ❑ Forward data and forms to Documentation Unit after posting information ❑ Determine the need for portable maps for briefings and for the news media ❑ Relieve the other Display Processors, as needed (Never leave maps unattended) ❑ Brief replacement before leaving the EOC; sign out Situation Analysis Page 14 of 14 City of Newport Beach Emergency Management Plan PLANNING SECTION RESOURCE STATUS UNIT Table of Contents Purpose Objectives.......................................... ............................... Situation and Assumptions ........... ............................... Organization and Assignment of Responsibilities Line of Succession for Resource Status Unit ........... Resource Status Operations Systems Operations 2 2 2 3 5 5 6 Coordination/ Communication ........................................................................ ............................... 7 Enclosure 1 - Resource Status Chart ............................................................... ..............................8 Resource Status Unit Leader Checklist ......................................................... ..............................9 Resource Status Unit City of Newport Beach Emergency Management Plan PLANNING SECTION RESOURCE STATUS UNIT (EOP 42) Purpose The Resource Status Unit is responsible for preparing, processing, and updating resource status information; preparing and maintaining displays, charts, and lists reflecting current status and location of resources, transportation and support vehicles; and maintaining a file of check -in lists of resources assigned to an incident. The Resource Status Unit Leader reports to the Planning Section Chief, coordinates with Department Operating Centers and is staffed by the Administrative Services Department. Objectives Collect, collate, document, and display pertinent information regarding resources Track emergency resources for the purposes of maintaining status of resources, anticipating shortages, and helping prepare the Action Plan -V Coordinate closely with the Operations Section branches, Department Operations Centers and with the Logistics Section • Immediately following a disaster incident, collect all City department reports on the current status of their personnel and equipment • Collect information from the Operations Branches (Fire & Rescue, Law Enforcement, Municipal Operations, Public Works, Care & Shelter and Damage /Safety Assessment) and Logistics (Supply/Procurement Unit, Personnel Unit, and Communications Branch) • Display the resource status in the EOC using the "Resource Status Chart." -V Update the Planning Section regularly and as the situation changes. Share information with the Logistics Section, as necessary. -41 Ensure accurate information on resource status to update the EOC Action Plan Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash, or unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions such as fires, flooding, collapsed buildings and infrastructure, communication failures, power outages; natural gas leaks, water shortages, sewer breaks, flood channel breaches, hazardous chemical spills, etc. 3. The City's Emergency Operations Center (EOC) will be activated to manage large - scale emergencies. When the EOC is activated, the Planning Section, Resource Status Unit personnel will be activated to ensure incident resources (equipment and personnel) are properly checked in, preparation and processing of resource status change information is up to date, preparation and maintenance of displays, charts, Resource Status Unit Page 2 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION and lists reflecting current status and location of tactical resources, transportation, and support vehicles, and a file of check -in lists of resources assigned to the incident is maintained. 4. Ensure the Planning Section Chief is regularly updated as the situation changes. 5. Assist in the preparation of the EOC Action Plan. Organization and Assignment of Responsibilities Information on the location and status of equipment and personnel is recorded on resource summary forms, organization charts and assignment lists and posted on a display located in the EOC. Information on all personnel assigned to the incident is recorded on Check -In Lists at the various check -in locations and transmitted to the Resource Unit for inclusion in the master Check -in List. Personnel The number of personnel needed to perform the major responsibilities assigned to the Resource Status Unit varies based on the general staff requirements and the size and complexity of the incident. Data Sources The Resource Status Unit relies upon elements of the Incident Command System to provide status information on equipment and personnel. This information is needed to maintain current and accurate records and displays on the status of resources. Sources of data include: Agency dispatch center for designations and estimated times of arrival (ETA) for units dispatched to an incident V Check -In List for information on resources as they arrive and check in at the incident Department Operations Centers for Resource Status Field Command Posts for status change information on resources, transportation, and support vehicles Incident briefing for status information on equipment and personnel currently at the incident and those en route. Similar information can be obtained from the Incident Action Plan (and attachments) for later operations needs Planning Section meetings for information on resources assigned to meet future operational needs. V Logistics Section, Transportation Unit for current status information on transportation and support vehicle inventories. Obtain Unit Work and Display Materials Materials consisting of forms and a procedures guide, for use in posting and maintaining displays, are available in the Planning Section EOC kit. Specific supplies unique to the position are also available. Collect Incident Organization Information Resource Status Unit Page 3 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Obtain organization information and names of all overhead personnel including: • For EOC Personnel (See Personnel Unit with the Shift Assignment List for EOC and DOCs) • EOC Section Chiefs -,/ Receive changes to organization staffing. Prepare Incident Organization Assignment List and Chart The Resource Status Unit is responsible for providing organization information in two forms: the Organization Chart and the Organization Assignment List. Both forms are prepared each operational period or whenever directed by the Planning Section Chief. Once prepared, the Organization Assignment List becomes part of the EOC Action Plan. The Organization Chart is completed after the Organization Assignment List. Display Incident Organization Information The Resource Status Unit provides and maintains a display of incident organization information in the EOC and Field Command Post(s) and in the Resource Status Unit work area. The Organization Chart is posted in the EOC. Prepare Unit Assignment List 4v' Unit assignment lists are prepared each operational period and are attached to the incident Action Plan Unit assignment lists contain the following information: The section and unit designation Names of Section Chiefs, Unit Leaders, and Division /Group Leaders The radio system, frequencies, and channel numbers used for command, support, and tactical information Identification (designator) of single resources, task forces, etc., assigned to the operation including names of leader and number of personnel A statement of the control operations assigned to the division/ group Any special instructions (e.g., safety message) Coordinate Resources Assignments Receive instructions from the Operations Section Chief for assigning resources to unit assignment lists including type, quantity, time needed, reporting locations, and supervisor V Confirm that a sufficient number of each type of resource is in the appropriate status to satisfy the request Notify the Operations Section Chief of assignment of out -of- service resources to work tasks other than in the operations section Establish Check -In Function at Incident Locations v' Determine from Logistics Section Chief which incident check -in locations will be used Resource Status Unit Page 4 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Brief personnel assigned to the check -in function on their duties and responsibilities Ensure check -in personnel have an adequate supply of Check -in forms and signs to properly designate check -in locations Establish with each check -in recorder the frequency for reporting Check -in information to the Resource Status Unit Verify the check -in function is being performed at each incident check -in location Demobilize check -in locations in accordance with incident requirements Maintain Master Check -In List of Personnel and Resources Assigned to the Incident The Resource Status Unit is responsible to maintain a master Check -in List. This list will be completed by receiving information or copies of individual Check -In Lists from Staging Area Managers and the Personnel Unit. Respond to requests for the following kinds of information: -V Total number of personnel on the incident -./ Total number of personnel assigned to each section and /or unit -41 Location of a specific individual V Provide a copy of the Check -in List to the Finance Section, if activated. Support Demobilization v' Supply resource recorders to support demobilization planning, as requested V Demobilize unit in accordance with the incident demobilization plan Resource Status Unit Planning Section Status Line of Succession for Resource Status Unit Senior Planner Resource Status Leader Assistant Planner First Alternate Assistant Planner Second Alternate Resource Status Operations Resource Status will be tracked by the use of EOC forms and display boards. In addition to providing information on current status of resources, the information can be used to provide a chronology of events of each type of resource. Status or assignment location changes are provided to the Resource Status Unit by the Situation Status Unit leader, field command posts, and various communications centers. Resource Status Unit Page 5 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Information on initial resources, en route resources, etc. can be obtained from DOCs. Check -in information will be obtained from the check -in form. NOTE: Each DOC will keep detailed resource status records. The EOC Resource Status Unit will keep SUMMARY records listing quantities only, not listing location, of each individual unit; e. g., 11 Fire Engines - Committed, 0- Available, 4- Needed. Systems Operations General The Resource Status Unit maintains status information on three classes of resources: personnel, equipment, and supplies and materials. The following sections describe the procedures to be used in keeping status on these resources. Resource Status Categories Three types of status are maintained for all Operations Section resources. -/ Committed- on an active assignment within a division /group. V Available - located in a staging area, can respond within three minutes. V Needed - Requested mutual aid V Out -of- Service (OS) - reasons for out -of- service include mechanical, personnel, and rest. Out -of- service resources will normally be at a site away from the incident. An unassigned category may be used for support and transportation vehicles. Sources of Resource Status Information Information on initial and en route resources is obtained from the Incident Briefing Form or the different support department/ agencies. The primary means of receiving information on incoming resources to an established incident will be from the Check -In List. Check -in lists should be available at each incident location where resources may be expected or directed to check in. These locations include field command posts and designated staging areas. Resources proceeding directly from an agency dispatch to an area commander's incident assignment will perform initial check -in through the area commander's field command post, but must complete the check -in list upon release from assigned status. Subsequent information on resources is received primarily through the DOCs. Incident communications operators prepare message forms on resource status changes received at the Emergency Operations Center. The message form is used to record all information on status and location or assignment changes made during an incident. Each time a change in status, location, or assignment is reported to the EOC, a message form will be completed. Status changes can either be changes in assignment or location. The time that status change information is received will be recorded by communications operators on the message form. This form is then delivered to the Resource Status Unit by an EOC runner/ messenger or picked up by resource unit Resource Status Unit Page 6 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION personnel. Message forms will be used for both personnel and equipment and supply changes. Recording Information on Resource Status In general, the following kinds of information should be recorded for each resource: Agency and resource designation Information about where the resource came from v' Incident assignment and locations -,/ Information necessary for demobilization When information is received from a DOC on en route resources, the record should be specified as "en route' to avoid confusion. -j" After en route resources check -in, the status should be changed, additional information can be recorded on them from the Check -In List, and they should be recorded as assigned resources. V Record the new location, appropriate status, and the time noted on the message form. V Maintain file of message forms. Keeping Status of Unassigned Personnel Resources The Resource Status Unit maintains status of all personnel without an assignment. When unassigned individuals check in, record their name, home agency, qualifications, location, and other special information. V Initial information on unassigned personnel may be received by the Resource Status Unit on message forms or a Check -In form received from DOCs or staging area managers. File resources by type and location When individuals are assigned, record the assignment, date, and time Maintain Master Check -In List of Personnel Receive and maintain a copy of Check -In forms maintained by staging area managers, and DOCs containing information on personnel that have checked in. Coordination/Communication Coordination between EOC sections is required to collect all needed information and make it available to all sections of the organization. The dissemination of information, establishment of priorities, and distribution of resources cannot be done by any one person or any one department or section: A concerted effort on the part of many individuals in many departments will be required to collect, display, and disseminate the information needed to manage the emergency. Enclosures List Enclosure 1 - Resource Status Chart Resource Status Unit Page 7 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 1- Resource Status Chart COMMITTED AVAILABLE NEEDED/REQUESTED/ETA or OUT OF SERVICE Resource Status Unit Page 8 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Resource Status Unit Leader Checklist'/ Responsible Department: Responsible Party: First Alternate: Second Alternate: Third Alternate: Immediate Supervisor in EOC: Community Development Assistant Planner Associate Planner Assistant Planner Assistant Planner Planning Section Chief General Duties Collect, collate, document, and display incident resources Brief Planning Section Chief -V Prepare and maintain the "Resource Status Chart" in EOC Checklist ❑ Obtain a briefing and special instructions from the Planning Section Chief ❑ Establish check -in function at specified incident locations ❑ Assign duties to resource unit personnel ❑ Establish contacts with incident facilities and begin maintenance of resource status ❑ Participate in Logistics Section meetings as required by Logistics Section Coordinator ❑ Set up status boards and displays ❑ Maintain a master list of all resources checked in ❑ Collect and maintain "Resource Status Form" information from the following: ❑ Operations Section, Fire & Rescue Branch ❑ Operations Section, Law Enforcement Branch ❑ Operations Section, Municipal Operations Branch ❑ Operations Section, Public Works Branch ❑ Operations Section, Care & Shelter Branch ❑ Operations Section, Damage /Safety Assessment Branch ❑ Planning Section ❑ Logistics Section, Supply/ Procurement Unit ❑ Logistics Section, Personnel Unit ❑ Logistics Section, Communications Branch ❑ Display information on the 'Resource Status Chart" Resource Status Unit Page 9 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Provide resource summary information to Situation Status Unit Leader as requested ❑ Maintain Unit Log ❑ Regularly brief the Planning Section Chief on the status of resources Demobilization ❑ Deactivate Resource Status Unit and staging area(s) when no longer required ❑ Ensure any unfinished business is completed before leaving or passed on to the Planning Section Chief ❑ Ensure any required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Deactivate your unit and close out logs when authorized by the Planning Section Chief ❑ Leave forwarding phone number where you can be reached ❑ Check out before leaving the EOC Resource Status Unit Page 10 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION DOCUMENTATION UNIT Table of Contents Purpose.................................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................2 Line of Succession for Documentation Unit ................................................ ..............................3 Line of Succession for Computer Documentation Unit ............................ ..............................3 Conceptof Operations ....................................................................................... ..............................3 Coordination/ Communication ......................................................................... ..............................5 EnclosuresList ..................................................................................................... ..............................5 Enclosure 1 - Operational Area Forms .......................................................... ..............................6 Enclosure 2 - EOC Communications Log ...................................................... ..............................7 Documentation Unit Leader Checklist .......................................................... ..............................9 Computer Documentation Checklist ............................................................ .............................11 Documentation Unit City of Newport Beach Emergency Management Plan PLANNING SECTION DOCUMENTATION UNIT (EOP 32,42) Purpose The Documentation Unit will create and maintain the necessary records which document all disaster response and recovery activities. To accomplish this, the Documentation Unit will: provide clerical services to the EOC, maintain accurate and complete computerized incident files, provide duplication services, pack and store incident files for legal, analytical, historical, and financial reimbursement purposes, request, track, and fax all Operational Area forms, as needed, and maintain all EOC forms.. Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or other unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions such as fires, flooding, collapsed buildings and infrastructure, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, flood channel breaches, hazardous chemical spills, etc. 3. The City's Emergency Operations Center (EOC) will be activated to manage the disaster or emergency. When the EOC is activated the Planning Section, Documentation Unit personnel will be activated to maintain accurate and complete incident files, provide duplication service to incident personnel, and pack and store incident files for legal, analytical, and historical purposes. Organization and Assignment of Responsibilities The Documentation Unit is responsible for maintaining an accurate and complete record of significant disaster events. They assist other areas of the EOC organization in setting up and maintaining files, communications logs and special reports. They will also collect and organize all written forms, logs, and reports at the completion of each shift from all Sections. The Documentation Unit maintains all blank forms for the EOC. The documentation staff will provide documentation and copying services to EOC staff; maintain and preserve disaster/ emergency files for legal, analytical, and historical purposes; compile, copy, and distribute the EOC Action Plans, as directed by the Section Chiefs; and compile, copy, and distribute the After Action Report with input from other Sections, Branches and Units. All Operational Area forms have been assigned to various positions in the EOC for completion. The Documentation Unit Leader will request the form from the position it is assigned to (e.g., Fire & Rescue Form is assigned to the Fire & Rescue Branch), track which forms have been filled out and which are needed, and fax all completed forms to the Operational Area, keeping a copy of the completed form. The Documentation Unit Page 2 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION Documentation Unit also maintains the database EOC Incident Log, and manages the Forms File which contains additional copies of all forms used in the EOC. Documentation Unit Planning Section Documentation Unit Leader Computer Documentation Line of Succession for Documentation Unit City Clerk Documentation Leader Deputy City Clerk First Alternate Deputy City Clerk Second Alternate Applications Supervisor Third Alternate Line of Succession for Computer Documentation Unit Police Department IT Staff Computer Documentation Police Department IT Staff First Alternate Fire Department Office Staff Second Alternate Concept of Operations The major activities of the Documentation Unit are stated below. Following each activity are procedures for implementing the activity. Obtain Work Materials Upon reporting to the EOC, the Documentation Unit leader will obtain the necessary work materials or supplies (e.g., pencils, paper clips, felt markers, forms, etc.). Request personnel start the EOC Incident Lo e -V Distribute extra copies of the EOC Incident Loe to all Sections in the EOC. Establish Duplication Services Documentation Unit Page 3 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION When duplication services are necessary, the Documentation Unit is responsible for obtaining and operating the equipment. Activate duplication services Receive requests for duplication services Reproduce requested material. The requesting party is responsible for pick -up and delivery. The Documentation Unit is required to retain copies of documents submitted for duplication Establish and Maintain Official Incident File To facilitate the establishment and maintenance of incident files, the following file headings are suggested: • EOC Incident Log • Incident briefings • Situation Status Reports • Unit communications logs • Check -in lists • Action Plans file (include in this file all attachments to the Action Plan) Provide Incident Reports The Documentation Unit may be asked to provide reports or copies of reports by incident personnel at various times during the incident. The Planning Section Chief must authorize release of all documentation. Preparation of Incident Documentation When the Action Plan and associated reports and forms are completed and approved, the Documentation Unit will be requested to prepare the material for distribution to designated sections of the EOC, to each activated Department Operations Center (DOC), and to units and certain individuals. Under the direction of the Planning Section Chief, assemble the information into a report format Submit materials to the Planning Section Chief for approval After approval, duplicate requested number of copies and distribute copies to personnel on distribution list Maintain and Store Incident Files for After Incident Use In all incidents, the Documentation Unit leader will complete, maintain, retain, and store all incident documents and files according to City policy and procedures. Forms File Computer Documentation will maintain a file of all forms needed during an EOC activation. The file will contain numerous copies for long term incidents. Every time a new form is developed or a form is changed, the new form will be given to Computer Documentation Unit Page 4 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION Documentation to be included in the file. A master list will be kept in the front of the file listing the form name, where the form is located in the plan, and who is assigned to complete the form. EOC Incident Number Tracking Form The master log of incidents, EOC Incident Number Tracking Form will be maintained by the Operations Section. The Operations Section will assign a new incident number for each different location. Upon the close of the incident, collect the EOC Incident Number Tracking Form from the Operations Section. (see Operations Section, Enclosure 2.) Coordination/Communication Coordination between EOC Sections is required to collect all needed information and make it available to all sections of the organization. The dissemination of information, establishment of priorities, and distribution of resources cannot be done by any one person or any one department or section. A concerted effort on the part of many individuals in many sections will be required to collect, disseminate, and display the information needed to manage the emergency. Enclosures List Enclosure 1- Orange County Operational Area Forms List Enclosure 2 - EOC Communications Log Documentation Unit Page 5 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 1 - Operational Area Forms Documentation Unit Page 6 of 11 ¢ "s o R U qq Q v m Y 'R K1 m m m 9 1 C O m o o o 0 0 y c _ '" o V V °� f V v V •e V 6 V v v 0 V v° O v v o V V v o_ m U v O _ ° '' m o °: O ¢ O w M o O 0 y 0 U y O . V p O W O A Q O c wC m Z Z m ,., c, ¢ c, m O U O w 0—, O U .L O a O 5_ a,' 07- 4 O ,Z Q Z O z¢ O O c � y0 ' v0 p m y y v v 1 . 1 OU C v op ° ap mp mp v Cv 6' m � v> o � o w t � o � a a s i L .� _ ^. .^ µ, w m U p c: p a m w Q m 2 m z m 'w" p U a p Q .L U W O� x` <z z ti C C C C C ti z 0 U .5 C _ m n m m m m _ m _ m _ n m Q G V y `O `O 0 0 0 `O O" 0 0 `O o` `O 0 0 0 o c c 2 c c 0 0 c c c 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ,w O� v rn to v to cn v m v UJ v m v m to m v to v U] v cn v cn � w OA C bil b9 oD OD C b0 oD 0p C M C bA C bp' CC eo on 00 r`7/�y" C cs pC C C C a U N Vi N N W N r/i N y` O D O 3 O 3 O O 3 O 4 7 O O 7 O N O •p 0 3 A s s s s s s s v C O > W > W > W ? W > W > W > W > W > W > [:] ti] > O W L¢ 3 7 7 7 3 7 7 7 7 i F L o 0 0 � o � � L � ni d go m5 + + + + + + + + + + + + v a & a a v v v > W > W > W > W > W > W W > W > W > W > W > W Q G O N WNy Z+ T1 vV w N c' _, j p O A C R ., w o ., y `o ., .. .. ,., `o ., `o `o _• �Oj v v nv. v O O �i "� O K K0. `?L✓ m 2 °n• 5 `� _ v .C. m m u m E m v ie O v m m N R m a m o 1 �, uJ [u VJ W N Sc U] UJ CV UJ Z cn C UJ F in C R ¢ 2 C Documentation Unit Page 6 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION Enclosure 2 - EOC Communications Log Department: EOC Job Function: I Date: I Page _ of _ Message Time Incident # Information/Message/Action To From BEGIN END BEGIN END BEGIN END BEGIN END BEGIN END BEGIN END BEGIN END BEGIN END BEGIN END Documentation Unit Page 7 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION References All forms referenced below will be maintained by the Planning Section in the EOC in the "Forms Binder." Backup copies will also be maintained in disk form. Reference 1 - Jurisdiction Status Report (see Management Section/ Liaison Unit) Reference 2 - Situation Report (see Planning Section/ Situation Status Unit) Reference 3 - Care & Shelter Status Report (Care & Shelter Branch) Reference 4 - Fire & Rescue Status Report (see Operations Section /Fire & Rescue Branch) Reference 5 - Law Enforcement Status Report (see Operations Section /Law Enforcement Branch) Reference 6 - Medical /Health Status Report (see Operations Section /Fire & Rescue Branch) Reference 7 - Movement (Evacuation) Status Report - (see Operations Section /Law Operations Branch) Reference 17 - Preliminary Damage Assessment Report (see Planning Section, Situation Status Unit Reference 18 - Mission/ Resource Request Form (see Operations Section) Checklists Documentation Unit Leader Documentation/ Computer Documentation Unit Page 8 of 11 Enforcement Branch) Reference 8 - Electric Status Report (see Operations Section/ Municipal Operations Branch) Reference 9 - Natural Gas Status Report (see Operations Section/ Municipal Operations Branch) Reference 10 - Pipeline Status Report (see Operations Section /Fire & Rescue Branch) Reference 11 - Telecommunications Status Report (see Logistics Section /Communications Unit) Reference 16 - Potable Water Status Report (see Operations Section, Municipal Operations Branch) Reference 17 - Preliminary Damage Assessment Report (see Planning Section, Situation Status Unit Reference 18 - Mission/ Resource Request Form (see Operations Section) Checklists Documentation Unit Leader Documentation/ Computer Documentation Unit Page 8 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION Documentation Unit Leader Checklist V Responsible Department: City Clerk's Office Responsible Party: City Clerk First Alternate: Deputy City Clerk Second Alternate: Deputy City Clerk Third Alternate: Applications Supervisor Immediate Supervisor in EOC: Planning Section Chief Supervises: Documentation Unit, Computer Documentation & Message Runners, Additional personnel will be requested as needed Policy Group: No General Duties Supervise the Documentation Unit Provide clerical services to the EOC V Maintain accurate and complete computerized incident files Provide duplication services Copy and distribute the EOC Action Plan Pack and store incident files for legal, analytical, historical, and financial reimbursement purposes Request, collect, track, and fax all Operational Area forms Manage the Computer Documentation & Message Runner functions Checklist • Check in upon arrival in the EOC • Report to the Planning Section Chief ❑ Obtain a briefing and special instructions ❑ Determine your personal operating location and set up as necessary • Review your position responsibilities • Identify yourself as the Documentation Unit Leader by putting on the vest with your title. Print your name on the EOC Assignment white board on the EOC door. • Activate elements of your Unit and assign duties; ensure a Communications Log is used by all Documentation Unit personnel Documentation Unit Page 9 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Remind each individual in the EOC to start a Communications Log and that all logs, reports, and documentation must remain in the EOC and will be collected by the Documentation Unit for records. ❑ Determine 24 -hour staffing requirement and request additional support as required ❑ Request additional resources through the Logistics Section, as needed. Obtain necessary equipment and supplies (forms, paper, pens, date /time stamp, copy machine, computer, software, etc.). ❑ Ensure all incoming personnel are fully briefed ❑ Anticipate situations and problems before they occur ❑ Maintain all records and documentation to support the After Action Report and the history of the emergency/ disaster. Document messages received, action taken, decision justification, requests filled, EOC personnel time on duty and assignments. Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. ❑ Establish incident files (computerized and hard copy) ❑ Coordinate with the Planning Chief for organization of documentation ❑ Collect all Communications Logs, Personal Logs, and any other documentation used in the EOC from each individual as they leave the EOC or at shift change, and maintain them in files. ❑ Establish duplicating services and respond to requests ❑ Copy and distribute copies of the Action Plan to all EOC personnel, fax to all Department Operations Centers and the Operational Area ❑ Provide clerical services as needed. Check the accuracy of records. Correct errors by checking with the appropriate EOC personnel ❑ File, store, and maintain files for legal, analytical, and historical purposes ❑ Coordinate with other units of the Planning Section ❑ Before leaving the EOC, brief your replacement, turn in all documentation to your replacement, and sign out Documentation Unit Page 10 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION Computer Documentation Checklist 'v Responsible Department: Responsible Party: First Alternate: Second Alternate: Message Runner: Police Departments Police Department IT Staff Police Department IT Staff Fire Department Office Staff Support Staff from Police Department Immediate Supervisor in EOC:Documentation Unit Leader Supervises: Request additional personnel as needed Policy Group: No General Duties Transmit and deliver EOC messages in a timely manner Provide data entry services to the EOC Maintain accurate and complete computerized incident files (EOC Incident Log) Request assistance as needed; generally, two persons will be needed: one to input data, one to organize information V Maintain the Forms File; distribute forms as needed Checklist ❑ Sign in; wear assigned vest; obtain a briefing and special instructions from the Documentation Unit Leader ❑ Log on to WebEOC ❑ Communicate with the Operational Area through WebEOC ❑ Initiate and maintain a Communications Log ❑ Establish the EOC Incident Log ❑ Maintain computerized file of all EOC messages; enter information from Message Forms and from Resource Status, Situation Stations, Public Information, etc. • Be prepared to sort information as needed • Check record accuracy; correct errors by checking with appropriate EOC personnel ❑ Coordinate with other positions in the Planning Section ❑ Before leaving EOC, brief replacement, sign out ❑ Maintain a Forms File consisting of ALL forms needed when the EOC is activated; distribute as needed Documentation Unit Page 11 of 11 City of Newport Beach Emergency Management Plan PLANNING SECTION RECOVERY/DEMOBILIZATION UNIT Table of Contents Purpose.................................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................3 InitialResponsibilities ...................................................................................... ..............................3 Recovery/Demobilization Coordination Center Mission ......................... ..............................3 Recovery Coordination Center Function ....................................................... ..............................4 Line of Succession for Recovery/Demobilization Unit ............................. ..............................4 Recovery/Reconstruction Plan ......................................................................... ..............................4 Post - Emergency Functional Responsibilities .............................................. ..............................5 Post - Emergency Specific Responsibilities ................................................... ..............................6 Conceptof Operations ....................................................................................... ..............................7 Coordination / Communication ........................................................................ ............................... 7 Recovery/Demobilization Unit Leader Checklist ....................................... ..............................8 Recovery/Demobilization Unit City of Newport Beach Emergency Management Plan PLANNING SECTION RECOVERY(DEMOBILIZATION UNIT (EOP 42) Purpose The Recovery/Demobilization Unit Leader will develop a Recovery/ Reconstruction Plan with the assistance of all departments prior to an emergency. This plan will then be used at the onset of the disaster and will state how the City will recover from the incident using all City Departments as needed. Initially "response' efforts will take priority over "recovery" efforts. The Recovery/Demobilization Unit Leader will set recovery priorities and develop an Emergency Recovery Team. The Recovery/Demobilization Unit Leader may be appointed as the City Incident Commander when all life saving operations are complete. The Director of Emergency Services will determine who will act as the City Incident Commander. The priorities for the Recovery/Demobilization Unit include: V Restore City facilities and services as quickly as possible Aggressively identify all damage, and seek financial reimbursement from FEMA and Cal EMA J Facilitate the rebuilding process; expedite the permit process Assist departments to identify all funding sources made available through legislation and disaster grants Make recommendations on City infrastructure restoration priorities Coordinate cleanup and recovery operations following a disaster Assist in removing barriers to social recovery of the affected population Assist in removing obstacles to business recovery including economic development, redevelopment and new development Ensure resources and personnel are deactivated and returned to normal operations in a systematic and efficient manner. Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or other unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions such as fires, flooding, collapsed buildings and infrastructure, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, hazardous chemical spills, etc. 3. The City's Emergency Operations Center (EOC) will be activated to manage a large - scale emergency. At the onset of a disaster the Planning Section, Recovery/Demobilization Unit will develop a plan, stating how the City will recover from the incident using all City Departments as needed. At the conclusion of the Recovery/Demobilization Unit Page 2 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION emergency, the Recovery Unit will ensure the City receives all emergency assistance and disaster recovery costs for which it is eligible. The unit shall conduct all initial recovery operations and prepare the EOC organization for transition to a recovery operations organization to restore the City to pre- disaster conditions as quickly and effectively as possible. 4. Ensure the Planning Section is regularly updated as the situation changes. 5. Assist in the preparation of the After Action Report. Organization and Assignment of Responsibilities Initial Responsibilities Respond concurrently with emergency responders Assess emergency to determine what recovery operations will likely be required -V Do early strategic planning V Assist Public Works in determining which utilities and infrastructure to restore first -V Ensure communications and liaison with Cal EMA has been established for financial recovery purposes Perform other functions in support of the Director of Emergency Services and departments Liaison with impacted businesses in the community to see how the City can assist them in their recovery process Determine the short -term and then long -term housing needs of displaced persons Serve as EOC Recovery planners until disaster is stabilized and City transitions to initial recovery operations Develop a draft Demobilization Plan Recovery/Demobilization Coordination Center Mission The Recovery/Demobilization Unit may set up a Recovery/ Demobilization Coordination Center either in the EOC or other city facility. The Recovery Coordination Center mission is to: V Coordinate initial recovery operations of all City departments Provide overall information, liaison, and recovery coordination for the City's recovery operations. The Recovery/Demobilization Unit Leader will manage the recovery operations. They will be assisted by: V The City's Emergency Services Coordinator who will facilitate the FEMA/ Cal EMA claim process, bringing the involved parties together. V The Finance & Administration Section who assumes the lead on financial claims. V The Care & Shelter Branch who assumes the lead on sheltering and housing shortage issues. V The Municipal Operations and Public Works Branches who assume the lead on utility and infrastructure restoration V The Planning Section who takes the lead in rebuilding issues. -/ The Law Enforcement Branch who provides security for damaged areas. Recovery/Demobilization Unit Page 3 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION The Fire & Rescue Branch who provides fire and hazardous materials mitigation measures to ensure the public's safety. Recovery Coordination Center Function Establish initial recovery operations under direction of the Director of Emergency Services Gather damage assessment information to support recovery operations -V Prioritize and coordinate the use and distribution of recovery resources not already managed by other City departments -41 Provide and coordinate recovery information with the EOC staff Provide recovery briefings /written reports to the Director of Emergency Services, City Council and other officials Exchange information with local, County, State, and Federal recovery centers J Coordinate public information Coordinate recovery operations with Cal EMA and other agencies • Coordinate and assist in the establishment of Federal Disaster Application centers • Gather information about victim assistance programs • Provide a point of contact City departments can use for recovery related information • Provide support for departments' recovery operations, as required Recovery/Demobilization Unit Planning Section Recovery/Demobilization Unit Leader Line of Succession for RecoverwDemobilization Unit Senior Planner RecoveryMemobilization Unit Leader Senior Planner First Alternate Emergency Services Coordinator Second Alternate Recovery/Reconstruction Plan There will be a recovery and reconstruction plan task force created to develop a plan, which will: V Provide the framework for how the City will recover from a major disaster Include a matrix with broad categories of functions to be performed and departments to carry out the functions Recovery/Demobilization Unit Page 4 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION -,( Include a policy and new program recommendations, where necessary The Recovery/ Reconstruction Plan should include the following elements and issues: Revenue losses, curtailed programs Progressive legislation package based on changing needs, recovery time frames, etc. Capitol projects -- curtail? Hold? Expand? Implications? Bonds (use, limitations, access, etc.) Special interest groups (developers, historic preservation, etc.) Mitigation plans to qualify for Federal relief dollars Short- and long -range medical and mental health issues Environmental use, zoning ordinances Expedited loan assistance process V Demolition policies V Interim housing, long -term housing, low income housing Public hearings, appeals processes, etc. Infrastructure, utilities V New development opportunities, redevelopment V Business resumption v' Government cash flow • Coordinated public information systems, public service announcements, hot lines, etc. • Legal and political issues Post - Emergency Functional Responsibilities All City departments have emergency duties in an emergency. In the aftermath of a disaster, departments will be responsible for carrying out recovery and reconstruction duties and will assist in preparing the City's Recovery and Reconstruction Plan. The responsibility of the Recovery/Demobilization Unit is shared by the Planning, Administrative Services and Fire Departments. Other departments may have significant roles or responsibilities in either carrying out or assisting in carrying out the recovery function, as determined based on the specific emergency. Some departments may be expected to (or may be able to) defer most, if not all, of their normal day -to -day operations in the immediate aftermath of a disaster in order to devote personnel and equipment to carrying out the function it is assigned during the initial phase of recovery. A potential resource to the Recovery/Demobilization Unit could be a department that has equipment, personnel, or specialized/ skilled staff. Any City department, whether or not it has been assigned specific recovery roles, may be called upon to provide recovery assistance to other departments. Some departments may be designated to coordinate or assist in coordinating recovery functions between departments and /or outside agencies. All departments will be expected to comply immediately with reasonable requests for assistance from the Recovery/Demobilization Unit. However, in the event the request will impede the ability of the department to fulfill its normal primary and non - deferrable mission, the Recovery/Demobilization Unit will inform the Director of Emergency Services and /or the City Incident Commander. In Recovery/Demobilization Unit Page 5 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION those instances, the final decision to divert a department's resource from their normal primary mission to recovery support activities will be made by the Director of Emergency Services. The Recovery/Demobilization Unit along with Emergency Services staff is responsible for the exchange of information and training other departments in the recovery function. They will be required to communicate and interact with all departments on relevant joint recovery planning, training, and exercises and will be responsible for forming the task force that will prepare a Recovery/ Reconstruction Plan for the City. Post- Emergency Specific Responsibilities The goal of the City's Emergency Recovery Organization will be to redirect its efforts toward the recovery process. The Administrative Services Department holds the responsibility to fill the position of the Recovery/Demobilization Unit Leader and will direct the following responsibilities: Relieve unneeded EOC public safety personnel from the Operations Section while adding staff from Community Development, Public Works, Recreation & Senior Services, and Administrative Services. The organizational goal is no longer lifesaving, it is now recovery. Recovery priorities include: 1. Financial Recovery 2. Temporary/ Permanent Housing Issues 3. Rebuilding and Construction 4. Recovery of Public Facilities and services 5. Business Recovery If the recovery organization must work full time, consider how they will maintain their day -to -day workload; priorities must be set taking facility needs into consideration. The operation should be managed from the EOC; however, facilities may need to be set up where the public can do a "one stop' process (temporary housing, demolition permits, building permits, Federal grants, tax relief, American Red Cross, etc.). This can either be coordinated with a Federal /State Disaster Application Center (DAC) or be done as a single City facility dealing strictly with City issues. The facility costs may be reimbursable by FEMA. Written approval should be obtained from FEMA in the form of a Project Worksheet (PW) prior to renting/ assigning the facility. In disasters, demolition and building permit fees, etc. are often waived. It is an excellent public relations tool and saves Newport Beach residents money they often do not have following a disaster. Cal EMA and FEMA may reimburse these costs. Cal EMA and FEMA rules change often and without prior notice, this should be anticipated. It is recommended that the City get confirmation, in writing in the form of a PW, from Cal EMA and FEMA that costs will be reimbursed prior to waiving fees. It should be noted that confirmation may not always be possible. Recovery/Demobilization Unit Page 6 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION City personnel will be working long hours coordinating the recovery process. Many have responsibilities during the response phase and the recovery phase. To keep staff from "burn -out" maximum work hours per day and /or week will need to be set. (Exhausted, over - worked personnel should not make decisions.) Determine if additional personnel must be hired during the recovery phase. Their salaries may be reimbursable by Cal EMA and FEMA. Get written approval from Cal EMA and FEMA prior to hiring these individuals, if possible. Concept of Operations The duties of the Recovery/Demobilization Unit will be to ensure the City receives all emergency assistance and disaster recovery costs for which it is eligible, and to ensure the City is prepared to participate jointly with FEMA, State Cal EMA, Orange County Operational Area, and non - profit organizations to expedite disaster assistance for individuals, families, businesses, public entities, and others entitled to disaster assistance. The Recovery/Demobilization Unit Leader will monitor required and /or approved mitigation measures are carried out and will consider taking advantage of disaster - caused opportunities to correct past poor land use practices, while ensuring legal safeguards for property owners and the jurisdiction are observed. Coordination/Communication Depending on the scope of the disaster, some recovery operations will be coordinated from the City EOC, a Recovery Coordination Center or the Orange County Operational Area EOC. The Recovery/Demobilization Unit must be kept informed of the status/ availability of resources they may need to use in order to carry out their primary recovery mission. To accomplish this, support and resource departments must notify the Recovery/Demobilization Unit of the status of their deployed and available resources. Coordination between EOC Sections is required to collect all needed information and make it available to all Sections of the organization. The dissemination of information, establishment of priorities, and distribution of resources cannot be done by any one person or any one department or section. A concerted effort on the part of many individuals in many departments will be required to collect, display, and disseminate the information needed to manage the emergency. Recovery/Demobilization Unit Page 7 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Recovery/Demobilization Unit Leader Checklist U Responsible Departments: Responsible Party: First Alternate: Second Alternate: Community Development /Finance Senior Planner Senior Planner Emergency Services Coordinator Immediate Supervisor in EOC: Planning Section Chief Supervises: Requests additional personnel as needed Policy Group: Yes General Duties Ensure the City receives all emergency assistance and disaster recovery financial reimbursement for which it is eligible. V Ensure the City is prepared to participate jointly with FEMA, State Cal EMA, Orange County Operational Area and non - profit organizations to expedite disaster assistance for individuals, families, businesses, public entities and others entitled to disaster assistance. -41 Monitor and ensure required and /or approved mitigation measures are carried out. V Take advantage of disaster - caused opportunities to correct past poor land use practices, while ensuring legal safeguards for property owners and the jurisdiction are observed. Manage short -term and long -term housing shortages V Manage the overall recovery process Ensure resources and personnel are deactivated and returned to normal operations in a systematic and efficient manner. Checklist Recovery ❑ Check in upon arrival in the EOC ❑ Obtain a briefing and special instructions from Planning Section Chief ❑ Determine your personal operating location and set up as necessary ❑ Review your position responsibilities ❑ Identify yourself as the Recovery Unit leader by putting on the vest with your title. Print your name on the EOC organization chart next to your assignment. Recovery/Demobilization Unit Page 8 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION ❑ Activate elements of your Unit, establish work area, assign duties and ensure a log kept ❑ Determine 24 -hour staffing requirement and request additional support as required ❑ Ensure all incoming personnel are fully briefed ❑ Based on the situation as known or forecast, determine likely future needs ❑ Anticipate situations and problems before they occur ❑ Initiate and maintain an activities log ❑ Maintain all required records and documentation to support the After - Action Report and the history of the emergency/ disaster. Document: ❑ Messages received ❑ Action taken ❑ Decision justification and documentation ❑ EOC personnel, time on duty and assignments. Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. ❑ Identify issues to be prioritized by the EOC Director on restoration of services to the City ❑ Be alert for opportunities to implement actions to alleviate/ remedy previous zoning practices that have caused incompatible land uses ❑ Maintain contact with Orange County Operational Area and State Cal EMA and FEW sources for advice and assistance in obtaining maximum eligible funds for disaster costs. ❑ In coordination with the Damage Assessment Unit, establish criteria for temporary entry of "posted" buildings so owners/ occupants may retrieve business/ personnel property ❑ In coordination with the Damage Assessment Unit, establish criteria for emergency demolition of buildings/ structures considered to be an immediate and major danger to the population of adjacent structures. Ensure homeowners' and business owners' rights are considered to the fullest extent and arrangements are made for appropriate hearings, if at all possible ❑ Ensure buildings considered for demolition which fall under "Historical Building" classification follow the special review process, if any ❑ With Section /Unit Coordinators, develop a plan for initial recovery operations ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After- Action Report. ❑ Determine what follow -up to your assignment might be required before you leave ❑ Deactivate the Recovery Unit position and close out logs when authorized by the Planning Section Chief or EOC Director of Emergency Services ❑ File, store, and maintain files for legal, analytical, and historical purposes ❑ Coordinate with other units of the Planning Section Recovery/Demobilization Unit Page 9 of 10 City of Newport Beach Emergency Management Plan PLANNING SECTION Demobilization ❑ Meet with the General Staff and administer their section worksheet for the Demobilization Plan ❑ Meet with the EOC IC and administer the IC's worksheet for the Demobilization Plan ❑ Develop a draft Demobilization Plan and circulate to the IC and General Staff for review ❑ Finalize the Demobilization Plan for approval by the IC ❑ During each operational period that the EOC Sections are formally staffed demobilization planning should occur ❑ Advise all Sections to ensure their demobilized staff complete all reports, time sheets and other documentation prior to leaving the EOC ❑ Before leaving EOC, brief your replacement; leave forwarding phone number where you can be reached; sign out Recovery/Demobilization Unit Page 10 of 10 City of Newport Beach Emergency Management Plan LOGISTICS SECTION LOGISTICS SECTION Table of Contents Purpose............................................................................................................. ..............................2 Objectives........................................................................................................ ..............................2 Situation and Assumptions .......................................................................... ..............................3 Organization and Assignment of Responsibilities ................................. ..............................3 Emergency Operations Center (EOC) Organization ............................... ..............................4 SectionResponsibilities ............................................................................... ..............................5 Logistics Section Organization Chart ........................................................ ..............................5 Logistics Section Positions ........................................................................... ..............................6 Activation Procedures ................................................................................... ..............................7 Conceptof Operations .................................................................................. ..............................8 Coordination / Communication .................................................................... ..............................8 Supply/Procurement Unit and Telecommunications Unit .................... ..............................8 EOC Section to EOC Section ........................................................................ ..............................8 RACES.............................................................................................................. ..............................8 MutualAid ...................................................................................................... ..............................9 Logistics Section Mutual Aid ...................................................................... ..............................9 TO: Logistics - Resource & Transportation Request ............................. .............................10 Logistics Section Chief Checklist .............................................................. .............................11 Logistics Section City of Newport Beach Emergency Management Plan LOGISTICS SECTION LOGISTICS SECTION (EOP 43) Purpose The Logistics Section of the Emergency Management Plan will enhance the capability of the City of Newport Beach to respond to emergencies by establishing logistics protocols in managing personnel, equipment, and resources. Logistics Section priorities of response include: V Protect life and property V Provide operational and logistical support for emergency response personnel, including field responders (EOP 43) V Optimize the utilization of resources V Provide support and assistance to City employees V Provide support to the City's EOC and the Emergency Response Organization, and offsite locations V Support needs for the care and shelter of displaced persons, including employees V Provide supplies, materials, equipment, transportation, facilities, and other resources, as needed V Provide auxiliary communications and coordinate restoration of communications services Coordinate human resource needs Coordinate volunteer operations Objectives The Logistics Section ensures all other sections are supported for the duration of the incident. All personnel, equipment, supplies, or services required by other sections will be ordered through the Logistics Section. If items are to be purchased, requests will go through the Logistics Section to determine if the items exist within the City. If not, requests will be forwarded to the Finance & Administration Section, Purchasing Unit. If the Purchasing Unit cannot locate the item(s), then the request is routed back to the Logistics Section who will request the item through the mutual aid system. The Logistics Section will accomplish the following specific objectives during a disaster or emergency: o Collect information from other sections to determine needs and prepare for expected operations. • Coordinate provision of logistical support with the Incident Commander. • Prepare required reports identifying the activities performed by the Logistics Section for the EOC Activation Plan. • Determine the City's logistical support needs and plan for both immediate and long -term requirements. • Coordinate with the Finance & Administration Section and complete accurate documentation of all actions taken to ensure all required records Logistics Section Page 2 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION are preserved for future use and for filing Cal EMA and FEMA reimbursement requests. Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. The public expects government and public safety agencies to: • Alert them in advance of a disaster • Quickly and accurately assess the magnitude of an emergency • Keep them informed of the situation with accurate and complete information • Safely evacuate dangerous areas • Relocate citizens to a safe place • Coordinate temporary sheltering and feeding operations • Provide for a rapid restoration of services • Restore the area to normal as quickly as possible 3. In an emergency situation, response and recovery operations must continue even under adverse conditions. The disaster may cause fires, flooding, collapsed buildings and infrastructures, communication failures, power outages, natural gas leaks, water shortages, sewer breaks, hazardous chemical spills, etc. 4. The City's Emergency Operations Center (EOC) will be activated to manage the disaster/ emergency. When the EOC is activated, Operations Section/Law Enforcement Branch personnel will be activated to manage the City's response, coordinate with City departments, and coordinate mutual aid. 5. To continue these operations, there must be a plan stating how, when and where emergency responders should report back to work; who is assigned the various responsibilities and how they will manage and carry out those responsibilities. This plan provides the information needed to manage major emergencies. Organization and Assignment of Responsibilities The Logistics Sections primary responsibility is to secure the acquisition, transportation and mobilization of resources, facilities, and personnel to support the response effort at the disaster sites, public shelters, EOC, Department Operations Centers (DOCs), etc The Logistics Section provides support to shelters for displaced individuals and supplements the work force with volunteers. The Logistics Section consists of the following units: Communications Branch Resources Status Unit (RESTAT) Supply /Procurement Unit Facilities Unit Transportation Unit Personnel Unit Logistics Section Page 3 of 14 City of Newport Beach 1-tan LVls1J 111.J JCl.11V1V EMERGENCY OPERATIONS CENTER (EOC) ORGANIZATION Director of Emergency Services PIO City�y Lia� City Hall EOC Manager Incident Safety Officer Commander (Incident Specific) Fire & Rescue Law Enforcement Branch Branch Fire DOC Police DOC Municipal Damage /Safety Operations Branch Assessment -Branch Genienal $ervices DarnmWiSafety DOC Assessment - Public Property Unit Ublides DOC Damage/Safety Assessment Private Property Unit wbro Heann awidi�c unit Public Works Care & Shelter Branch Branch Public Works DOC Cere &Shelter Unit PI Ion Action Planning Unit Advance Planning Unil Situatbn Analysis Unit Resource Status Unit Documentation Unit Technical Services Unit Logistics Section Page 4 of 14 Lo ton Communication Branch Info Systems Unit Supply Branch Procurement Unit Facilities Unit Branch Volunteers Unit Policy Grouo City Manager Asst. City Manager City Attorney Fire Chief Admin Sws Dir. Police Chief Municipal Ops Dir. Public Works Dir. Affected Dept Heads Section Purchasing Unit Claims Unit Cost Unit Time Keeping Unit Vital Records Unit City of Newport Beach Emergency Management Plan LOGISTICS SECTION Section Responsibilities The Incident Commander (IC) is responsible for managing the Operations, Logistics, Planning and Finance & Administration Sections. The IC will either activate appropriate sections or perform their functions, as needed. The Operations Section is responsible for coordinating all jurisdictional operations in support of the emergency response through implementation of the City's EOC Action Plan. The Operations Section includes field and tactical operations. The Planning Section is responsible for collecting, evaluating and disseminating information; developing the City's EOC Action Plan in coordination with other Sections; initiating and preparing the City's After -Action Report and maintaining documentation. The Planning Section, Recovery Unit will plan recovery strategy and manage recovery operations. The Logistics Section is responsible for providing supplies, communications, facilities, services, personnel, volunteers' equipment, and materials in support of the emergency. The Finance & Administration Section is responsible for financial activities, cost recovery, purchasing, liability, worker's compensation claims, and other administrative aspects. Logistics Section Organization Chart Logistics Section Chief Resource Unrlt / Communications Personnel Transportation Facilities Status Unit Procurement Branch Unit Unit Unit Telecommunications Information Unit Svstems Unit The Administrative Services Deputy Director will fill the position of the Logistics Section Chief, unless otherwise designated by the IC. The Logistics Section Chief will determine, based on present and projected requirements, the need for establishing specific and /or specialized units. The following units may be established as the need arises: Food Unit (feeding personnel) Logistics Section Page 5 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Medical Unit (medical aid for emergency responders) V Employee Shelter and/or Child Care Unit V Crisis Counseling Unit (for employees, their families, and/or the community) V Other specialties as needed The Logistics Section Chief may activate additional units as necessary to fulfill an expanded role. Logistics Section Positions Logistics Section Chief The Logistics Section Chief will need information based on the emergency situation in order to: Understand the current situation Predict probable resource needs V Prepare alternative strategies for procurement and resources management -/ Stage Resources Supply/Procurement Unit The Supply/Procurement Unit will receive requests from the Operations Section and other Sections for supplies, food, equipment, transportation, and facilities. They will determine if the item exists within City government. If not, they will send a request to the Finance & Administration Section, Purchasing Unit. If the Purchasing Unit cannot locate the item, they will request the item through the mutual aid system to the Orange County Operational Area. The Supply/Procurement Unit is responsible for transportation equipment and for arranging pick up and delivery of supplies, as well as the movement of people. Communications Branch The Communications Branch is responsible for managing the Communications Unit and the Information Systems Unit. They manage all radio, data, and telephone needs of the EOC staff. They coordinate the volunteer group: Radio Amateur Civil Emergency Services (RACES) group of trained and equipped radio operators. The Information Systems Unit is supported by the MIS Division of Administrative Services and the Police Department Electronics Specialist (radio technician & CAD specialist) and the Telecommunications Unit is supported by the Administrative Services Department Telecommunications /Network division. Personnel Unit The Personnel Unit is responsible for obtaining, coordinating, and allocating all personnel except for the Operations Section personnel who will be requested directly by the Fire & Rescue, Law Enforcement, Damage /Safety Assessment, Municipal Operations, Public Works and Care & Shelter Branches. Each department has control over its personnel and may utilize them as needed. If additional personnel are needed to support any Section, the request goes to the Personnel Unit who will determine the best employee classification to fulfill the need. The Personnel Unit Leader will then Logistics Section Page 6 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION request employees with the identified classification from their department head. In addition, the Personnel Unit will manage any personnel issues that arise. Resource Status Unit (EOP 43) The Resource Status Unit (RESTAT) will collect, collate, document, and display pertinent information regarding all resources. RESTAT tracks emergency resources for the purposes of maintaining status, anticipating shortages, forecasting needs, and helping to prepare the Action Plan. RESTAT will work closely with the Operations Section and its branches to provide up to date information. Immediately following a disaster incident, all City departments will report the current status of their personnel and equipment to their EOC representative. Using the Resource Status Form, RESTAT collects the resource capability information from EOC sections. Resource Status will then be displayed in the EOC using display boards. The Logistics Section will be updated regularly and as the situation changes. The information will be used to update the Action Plan. For more details on Resource Status, see the Resource Status Unit chapter within the Logistics Section of this plan. Facilities Unit The Facilities Unit ensures acceptable facilities are provided for the response effort, including securing access to the facility and providing staff, furniture, supplies, and materials necessary to configure the facility in a manner adequate to accomplish the mission. Transportation Unit (EOP 41,43) The Transportation Unit ensures all vehicles are maintained and have fuel. They provide transportation for emergency workers, supplies and evacuees. They provide facilities to support the operation and manage staging areas as needed. Activation Procedures Police Dispatch will notify personnel assigned to the Logistics Section when the EOC is activated using the EOC Activation Procedures. Personnel assigned to the City's EOC will report to the main EOC at 870 Santa Barbara. The alternate EOCs are located at: First Alternate Emergency Operations Center, 870 Santa Barbara Dr. Second Alternate Central Library, 1000 Avocado Third Alternate Fire Station #7,20401 Acacia Street Fourth Alternate Oasis Senior Center, 5th and Marguerite Fifth Alternate PD Tactical Command Vehicle, 870 Santa Barbara Logistics Section Page 7 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION The complete EOC Activation Procedures are included in the Emergency Management Plan, Basic Plan. Concept of Operations The Logistics Section will operate under the following policies during an emergency, as the situation dictates: V The Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS) will be followed. V All existing City and departmental operating procedures will be adhered to unless modified by the Incident Commander, or this plan. V All on -duty personnel are expected to remain on duty until properly relieved. Off - duty personnel will be expected to return to work in accordance with their department's policy and the demands of the incident. V For the duration of the event, the operational periods will be 12 hours, unless changed by the Incident Commander (IC). Operational periods will normally change at 6:00 a.m. and 6:00 p.m. Operational periods will be event driven. V Mutual aid resources will be accessed through the Orange County Operational Area. Coordination/Communication The following communications systems may be accessed either directly or via the Logistics Section, Telecommunications Unit: • Facility phones • Cellular phones /Nextel Radios • Pay phones • RACES amateur radio operators • Public safety radios carried by public safety personnel Supply/Procurement Unit and Telecommunications Unit Logistical needs requested from the field will be made via radios; i.e., Police, Fire, Building Inspectors, and Public Works. Cellular phones can be rented if needed for auxiliary communications or RACES operators can be used. EOC Section to EOC Section Coordination with other EOC Sections will take place in person. Other means of coordination may be set up through City email or message forms. RACES RACES consists of volunteers who each have a Federal Communications Commission (FCC) amateur radio license. They will be coordinated by the Telecommunications Unit Leader. RACES has the capability to communicate with the American Red Cross, hospitals, the Operational Area EOC, and many other organizations. They can also send data messages (via packet radio) to the Operational Area EOC if needed. Logistics Section Page 8 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Mutual Aid The Operational Area Mutual Aid contact for City of Newport Beach EOC Logistics Section is the Operational Area EOC Logistics Section. When the Operational Area EOC is activated, the Operational Area Logistics Section will have representatives located in their EOC. The Newport Beach Logistics Section will coordinate all mutual aid requests through the Operational Area EOC. This will be done via telephone, fax, RACES, or the EOC- to -EOC radio located in the Police dispatch radio room. Logistics Section Mutual Aid State Logistics Section SOC Region I Logistics Section REOC Operational Area Logistics Section OA EOC City of Newport Beach EOC Logistics Section Logistics Section Page 9 of 14 City of Newport Beach Plan LOGISTICS SECTION TO: LOGISTICS - RESOURCE & TRANSPORTATION REQUEST DATE: TIME: PRIORTY: ❑ CRITICAL ❑ A.S.A.P. ❑ ROUTINE OPERATIONAL PERIOD: CONTACT NAME FROM: ❑ INC. COMMANDER ❑ OPERATIONS ❑ PLANNING ❑ FINANCE • COMMUNICATIONS ❑ POLICE ❑ FIRE ❑ R.A.C.E.S. • MUNICIPAL OPS ❑ PUBLIC WORKS ❑ SHELTER ❑ ITEM/ RESOURCE NEEDED: (BE SPECIFIC) RESOURCE TYPE: DESCRIPTION: QUANTITY: SIZE(S): PREFERRED/ KNOWN SOURCE: DELIVER TO LOCATION: CONTACT PERSON: DATE/rIME NEEDED: FROM: TO: SPECIAL INSTRUCTIONS: (Reporting location) ITEM(S): ❑ AVAILABLE ❑ NOT AVAILABLE ❑ AVAILABLE AT: HRS DATE/TIME ORDERED: E.T.A.: ❑ REPLY SENT: HRS PERSONNEL/ TRANSPORTATION REQUEST: NUMBER OF PEOPLE REQUESTED: TYPE OF VEHICLE NEEDED: QUANTITY: PREFERRED/ KNOWN SOURCE: TRANSPORTATION FROM: TRANSPORTATION TO: DATE/rIME NEEDED: CONTACT PERSON: SPECIAL INSTRUCTIONS: (Reporting location) TRANSPORTATION:❑ AVAILABLE ❑ NOT AVAILABLE ❑ AVAILABLE AT: HRS DATE/rIME ORDERED: E.T.A.: ❑ REPLY SENT: HRS Logistics Section Page 10 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Logistics Section Chief Checklist Responsible Department: Responsible Party: Alternate: Second Alternate: Immediate Supervisor: Finance Deputy Director, Finance Senior Buyer Revenue Manager Incident Commander Subordinates: Resource Status, Supply/Procurement Unit, Facilities Unit, Personnel Unit, Transportation Unit, Communications Unit Policy Group Member: Yes General Duties Manage the securing and allocating of material resources necessary to support response and recovery activities. V Manage the transportation needs for emergency workers, supplies, evacuees, and other essential resources. Manage facility needs to support the operation. Obtain all materials, equipment, and supplies to support emergency operations. Manage the communications needs of the Emergency Management Organization. Manage the personnel and volunteer needs of the Emergency Management organization; establish the appropriate level of organization within the section and continuously monitor the effectiveness of that organization; make changes as required. V Manage requested resources, and track their disposition and availability. Be prepared to form additional groups or units, as dictated by the situation Exercise overall responsibility for the coordination of group /unit activities within the section Coordinate the provision of logistical support for the EOC Report to the Incident Commander (IC) on all matters pertaining to section activities. Checklist Section Startup Actions ❑ Check in upon arrival at the EOC. ❑ Obtain a briefing on the situation from the Incident Commander. ❑ Review your position responsibilities by reading this entire checklist. Logistics Section Page 11 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Identify yourself as the Logistics Section Chief by putting on the corresponding vest. ❑ Notify key Logistics Section personnel or alternates. Recall the required staff members necessary for the emergency. ❑ Call back additional personnel for the section to maintain a 24 -hour operation, if required. ❑ Brief incoming section personnel before they assume their duties. Briefings should include: ❑ Current situation assessment ❑ Identification of specific job responsibilities ❑ Identification of co- workers within the job function and /or geographical assignment ❑ Availability of communications ❑ Procedural instructions for obtaining additional supplies, services, and personnel ❑ Identification of operational period work shifts ❑ Inform the IC when your section is fully operational. Logistics Section Page 12 of 14 WILL RESPOND EST. TIME OF POSITION NAME OF CONTACT YES OR NO ARRIVAL Resource Status Unit 1. 1. Leader 2. 2. 3. 3. Communications Branch 1. 1. Leader 2. 2. 3. 3. Telecommunications Unit 1. 1. Leader 2. 2. 3. 3. Information Systems Unit 1. 1. Leader 2. 2. 3. 3. Facilities Unit Leader 1. 1. 2. 2. 3. 3. Transportation Unit 1. 1. Leader 2. 2. 3. 3. Personnel Unit Leader 1. 1. 2. 2. 3. 3. ❑ Call back additional personnel for the section to maintain a 24 -hour operation, if required. ❑ Brief incoming section personnel before they assume their duties. Briefings should include: ❑ Current situation assessment ❑ Identification of specific job responsibilities ❑ Identification of co- workers within the job function and /or geographical assignment ❑ Availability of communications ❑ Procedural instructions for obtaining additional supplies, services, and personnel ❑ Identification of operational period work shifts ❑ Inform the IC when your section is fully operational. Logistics Section Page 12 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Open and maintain section logs. ❑ Using activity log, maintain all required records and documentation to support the After Action Report and the history of the emergency/ disaster; document: ❑ Messages received ❑ Actions taken ❑ Decision justification and documentation ❑ Requests filled ❑ Logistics personnel, time on duty and assignments ❑ Prepare work objectives for the Logistics Section staff and make staff assignments. ❑ Based on the situation as known or forecast, determine likely future Logistics Section needs. General Operational Duties ❑ Carry out responsibilities of the Logistics Section branches, units not currently staffed ❑ Evaluate the need for Critical Incident Stress Debriefing for all affected personnel, victims, and bystanders; arrange debriefings for personnel through the Personnel Unit; arrange debriefings for the community through the Care & Shelter Branch, Public Health Unit. ❑ Make a list of key issues currently facing your section to be accomplished within the next operational period. ❑ Keep up to date on situation and resources associated with your section; maintain current status and displays at all times. ❑ Brief the IC on major problem areas that need or will require solutions. ❑ Ensure your section logs and files are maintained. ❑ Monitor your section activities and adjust section organization, as appropriate. ❑ Update status information with other sections, as appropriate. ❑ Anticipate potential situation changes such as severe aftershocks in all section planning; develop a backup plan for all plans and procedures requiring off -site communications. ❑ Conduct periodic briefings for your section; ensure all organizational elements are aware of priorities. ❑ Use face -to -face communication in the EOC whenever possible and document decisions and policy. ❑ Ensure all your section personnel and equipment time records and a record of expendable materials used are provided to the Finance & Administration Section at the end of each Operational Period. ❑ Brief your relief at shift change time; ensure in- progress activities are identified and follow -up requirements are known. Logistics Section Page 13 of 14 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Section Operational Duties ❑ Meet with the Finance & Administration Section and review financial and administration support needs and procedures. ❑ Following action planning meetings, ensure orders for additional resources necessary to meet known or expected demands have been placed and are being coordinated within the EOC and field units. ❑ Keep the Orange County Operational Area Logistics Section apprised of overall situation and status of resource requests. Demobilization ❑ Authorize deactivation of organizational elements within your section when they are no longer required. ❑ Ensure any open actions are handled by your section or transferred to other EOC elements, as appropriate. ❑ Ensure any required forms or reports are completed prior to your release and departure. ❑ Be prepared to provide input to the After Action Report. ❑ Deactivate your section and close out logs when authorized by the IC. ❑ Turn all expenditures and employee payroll records over to the Finance & Administration Section. ❑ Turn all logs and paperwork over to the Planning Section, Documentation Unit. ❑ Leave forwarding phone number where you can be reached. Logistics Section Page 14 of 14 City of Newport Beach Emergency Managernent Plan LOGISTICS SECTION COMMUNICATIONS BRANCH Table of Contents Purpose.................................................................................................................. ..............................2 Situationand Assumptions .............................................................................. ..............................2 Organization and Assignment of Responsibilities .................................... ..............................3 Conceptof Operations ....................................................................................... ..............................4 City of Newport Beach Telephone Network ................................................ ..............................5 Emergency Operations Center (EOC) Telephone System ........................ ..............................7 LocalService Provider ....................................................................................... ..............................7 LongDistance Provider ..................................................................................... ..............................8 CellularCommunications ................................................................................. ..............................9 City of Newport Beach Communications System ....................................... ..............................9 PoliceRadio System ........................................................................................... ..............................9 Fire Department Radio System Emergency Procedures for 800 MHz System 10 11 MunicipalRadio System .................................................................................. .............................12 MutualAid Communications ......................................................................... .............................12 Communications Support Computer Aided Dispatch (CAD) Systems 12 14 Radio Amateur Civil Emergency Services (RACES) Officers ................ .............................14 Coordination/ Communication ........................................................................ .............................16 Frequencies.......................................................................................................... .............................16 References............................................................................................................ .............................16 Communications Branch Director Checklist .............................................. .............................17 Initial Status Report Checklist ....................................................................... .............................20 Information Systems Unit Leader Checklist ............................................. .............................22 Communications Branch City of Newport Beach Emergency Management Plan LOGISTICS SECTION COMMUNICATIONS BRANCH (EOP 43) Purpose The communications plan describes the communications systems within the City of Newport Beach including: telecommunications operations, radio maintenance and repair, computer and information systems, Computer Aided Dispatch (CAD) systems, and Radio Amateur Civil Emergency Services (RACES) officers. The Communications Branch functions under the Logistics Section within the EOC and is divided into two units, Communications and Information Systems. The Communications Branch is responsible for providing auxiliary communications resources, computer systems and coordinating repairs of existing resources in emergency incidents. The Administrative Services Department is responsible for the Communications Branch. Situation and Assumptions 1. Newport Beach may be impacted by such emergency incidents as floods, earthquakes, fires, explosions, hazardous materials spills, tsunamis, tornado /water spouts, nuclear incidents, plane crashes, or other unforeseen events. 2. The Emergency Operations Center (EOC) will be activated as the result of a large - scale emergency. 3. When the EOC is activated, the Communications Branch will be activated to manage any communications and information system needs required by City personnel. 4. Communications and information system equipment at various City sites may be damaged or may not be accessible. 5. Electric power may be out of service for up to 72 hours. 6. Public telephone service may be totally out of service or working at reduced capacity. 7. The local telephone company may intentionally block central office trunks in order to prioritize restoration process. The local telephone company will give second priority to municipal government, including fire and law enforcement. Telephone service will be restored in blocks of prefixes, not business to business. 8. Radio systems and microwave effectiveness may be reduced. Due to battery failure, radios will become less effective as more time passes. 9. Cellular service may be ineffective for a variety of reasons. Batteries will lose power over time. Cell sites may fail or work off redundant power sources for a limited time. Communications Branch Page 2 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Organization and Assignment of Responsibilities (EOP 23) In the City of Newport Beach EOC, the Communications Branch functions under the Logistics Section. The day -to -day preparation and standard operating procedures will be coordinated by the Administrative Services Department. In this capacity, the Communications Branch will: • Serve, along with other assigned City staff and RACES volunteers, as the Communications Branch in the City EOC • Have overall responsibility for the coordination of communication and information systems operations within the City • Encourage the interface of other private sector agencies in support of the communication operations i.e., cellular vendors, California Emergency Management Agency (Cal EMA) radio network, and hardware vendors. Logistics Section Communications Branch Telecommunications Unit Leader Auxiliary Communications RACES Logistics Section Communications Branch Communications Branch Page 3 of 23 Information Systems Unit Leader City of Newport Beach Emergency Management Plan LOGISTICS SECTION Communications Branch Operations: Operation Responsibility Activity Logistics Section Administrative Services Resources Status, Supplies/ Procurement, Facilities Transportation, Communications, Personnel Communications Branch City Manager Provide auxiliary communications resources, coordinate repairs of existing resources, provide training of communications equipment in emergency incidents Telecommunications City Manager Provide resources and repair of (Telecommunications / telephone systems, communication Networking) lines, paging equipment, pagers, cellular phones, UPS, fax machines Radio Maintenance and Repair Police Department Provide resources and repair of radio (Electronics Specialist) equipment, dedicated radio lines, teletype equipment, antenna /base stations, Mobile Data Computers MDCs Computer and Information City Manager Provide resources and repair of Systems (EOP 43) (Operations & computer hardware, including Telecommunications mainframe, LAN /WAN, PCs, Supervisor) printers and peripheral equipment, data lines, cable connections, software, computer supplies Computer Aided Dispatch CAD Specialist Provide resources and repair of CAD (CAD) systems (Police Department) systems, dedicated data lines, including paging connection Radio Amateur Civil Emergency Police Department Provide supplemental local Services (RACES) volunteers (RACES Supervisor) government communications, assess damage to City, operate and maintain EOC radio equipment, obtain backup supplies as needed City EOC Operations Designated City employees Each division is responsible for Section /Fire, Police, Engineering operation of radio system within their and Shelter Branches area Communication Vendors See Enclosures Provide supplemental communications resources as needed Concept of Operations Communications Branch The City of Newport Beach's Operations & Telecommunications Division is a departmental entity that is managed under the IT Division of the City Manager's Office. This division provides service and support for all City departments. As such, the Operations & Telecommunications Division has been designated to provide telecommunications resources, repair, and training under the Communications Branch within the EOC. Communications Branch Page 4 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION The City of Newport Beach utilizes many different types of telecommunications systems. The following list encompasses the different technologies: City of Newport Beach Telephone Network Description: The City of Newport Beach accesses the Public Switched Telephone Network (PSTN) through: 2) NEC 2400ipx, peer to peer CCIS PBX City Hall Police Department 3) NEC 2000ivs, peer to peer CCIS PBX General Service yard Utilities yard Lifeguard Headquarter 1) NEC 2000ips, peer to peer CCIS PBX Central Library 1) NEC 2000ivs PBX Fire Station #3 1. City Hall 3300 Newport Blvd. Newport Beach, CA The City Hall location has a NEC 2400ipx peer to peer CCIS (VOIP) telephone system linked to PSTN with (3) ISDN /PRI T -1 from PAETEC, each with 23 voice paths for a total of 69 paths, with 400 DID numbers, and (10) copper trunks for backup from AT &T. The City Hall PBX is connected to all sites via NEC peer to peer CCIS (VOIP). All Fire Stations, except: Station 3 have NEC D -term VOIP phones, that are controlled by the City Hall PBX. All Libraries, except the Central Library have the NEC D -term VOIP phones, that are controlled by the City Hall PBX. Redundancy: The City Hall NEC 2400ipx PBX has a redundant Central Processing Unit (CPU), power supply card, as well as battery and generator backup. 2. Police Department 870 Santa Barbara Drive. Newport Beach, CA The Newport Beach police department has a NEC 2400ipx peer to peer CCIS (VOIP) telephone system linked to PSTN with (1) ISDN /PRI T -1 from PAETEC with 23 voice paths, with 200 DID numbers, and (10) copper trunks for backup from AT &T. The Police Department PBX is connected to all sites via NEC peer to peer CCIS (VOIP), except to Fire Station 3 via, conventional NEC CCIS, with 23 voice paths. Redundancy: The Police Department NEC 2400ipx PBX has a redundant Central Processing Units (CPU), power supply card, as well as battery and generator backup. Communications Branch Page 5 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION 3. General Services 592 Superior Avenue. Newport Beach, CA The City General Services yard has a NEC 2000ivs, peer to peer CCIS (VOIP) PBX telephone system. The site has NEC P -P CCIS through the Data network to tie all locations together and (2) copper trunks from AT &T for backup if the P -P CCIS is down. This location also has battery backup for the NEC Telephone system. 4. Utilities Yard 949 West 16thstreet. Newport Beach, CA The City Utilities Yard has a NEC 2000ivs, peer to peer CCIS (VOIP) PBX telephone system. The site has NEC P -P CCIS through the Data network to tie all locations together and (2) copper trunks from AT &T for backup if the P -P CCIS is down. This location also has battery backup for the NEC Telephone system. 5. Lifeguard Headquarters 70 Newport Pier. Newport Beach, CA The City Lifeguard Headquarters has a NEC 2000ivs, Peer to Peer CCIS (VOIP) PBX telephone system. The site has NEC P -P CCIS through the Data network to tie all locations together and copper trunks from AT &T for backup if the P -P CCIS goes down. This location also has battery backup for the NEC Telephone system. 6. Central Library 1000 Avocado Avenue. Newport Beach, CA The City Central Library has a NEC 2000ips, peer to peer CCIS (VOIP) PBX telephone system. The site has NEC P -P CCIS through the Data network to tie all locations together, (1) ISDN /PRI T -1 for two way traffic, and copper trunks for backup from AT &T. This location has battery backup for the NEC Telephone system. 7. Fire Station #3 868 Santa Barbara Drive. Newport Beach, CA Fire Station 3has a NEC 2000ivs PBX phone system. The site has a NEC CCIS (Digital 23 channel) link to the Police dept. This location has battery backup for the NEC Telephone system. Action The City of Newport Beach has one on -site Communications Technician, who is certified on installation and maintenance of the systems and will be the primary contact for all repairs to the phone and voice mail systems. The technician will report to the EOC when alerted that an activation has occurred either via cell phone or other means. The Telecommunications Specialist will repair all telephone sets using repair stock maintained by Operations & Telecommunications. Telephones, cable, and other necessary equipment is stored in the telephone switchroom located in the City Hall. Telecommunications retains a stock of at least one of each PBX peripheral card (Universal Trunk card, digital card, and analog card) and at least five of each telephone set types. The Technician will troubleshoot all peripheral hardware, circuits, or other system problems and report as necessary to AT &T. If the City experiences a major telephone failure, AT &T will respond within two hours after the request is received. A major failure is defined as no dial tone, inability to make Communications Branch Page 6 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION outgoing calls or inability to receive incoming calls for 10 percent or more of any telephone sets supported by any one system, with the exception of police, fire, public works, and emergency services departments as to which there will be no minimum. Emergency Operations Center (EOC) Telephone System Description The EOC has 15+ telephones dedicated for use during a crisis situation. Each line provides dial tone from a central office using centrex service. This is a system separate from the City system. It provides 4 -digit dialing between these telephones. Other features include call - waiting, transfer, conference, and speed dial. These telephones require "AA" batteries to operate the autodial keys. A complete list of telephone numbers and locations is provided in the Enclosures section. Action Upon activation of the EOC, the Communications Unit will check all EOC phones to be sure they are operational. If not functioning, the batteries will be checked and any hardware repairs will be made. If a line is in trouble, AT &T will be contacted to restore service. Local Service Provider Description The City s local telephone service provider is AT &T. AT &T provides T -1 facilities, Central Office Trunks (COTs), Direct Inward Dial (DID) trunks, tie lines, Off Premise Extensions (OPX) circuits, and paging circuits. AT &T also provides all of the City's public pay phones. The 24 -hour contact number for AT &T is: It can be estimated that up to 85% of AT &T's facilities will be out of service immediately following a major emergency incident. In addition, AT &T may choose to block access to their facilities in order to prevent system overload. Redundancy AT &T has developed an Emergency Preparedness Plan and has invested the necessary time and funds to ensure they have installed state of the art equipment, remote monitoring of central offices 24 hours a day to detect trouble, and prioritization of service restoration. Central Offices (COs) have both battery and diesel generator backup to maximize the possibilities of continuous dial tone. The switches are designed with Line Load Control. This delays dial tone to non - essential users to allow for repair to the system and telecommunications for critical and priority users. Action The City leases many dedicated point -to -point telephone lines from AT &T to provide emergency communications. These lines include 4 -wire data, 56K DDS, and EOC 1MB circuits. All pertinent emergency circuits have been identified and added to the AT &T Communications Branch Page 7 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Critical User list. According to AT &T, if there is a major disaster that effects telephone communications, they will reinstall the telephone lines listed on the Critical User list first. Normal AT &T service restoration is as follows: First Priority: Critical Users Telephone Company Lines • Military Installations (urgent communications only) • Local Disaster Control Headquarters V Civil Defense Offices V Warning Stations Second Priority -- Essential Services V Hospitals V Urgent Care Centers V American Red Cross Facilities V Ambulance and Paramedic Services -,/ Fire Services v Law Enforcement Agencies V Public Utilities (gas, electric, water) Defense Industries Agencies of Federal, State, County and Municipal Governments Following these priorities, normal service restoration will take place in blocks of numbers, not business by business. Pay phones are more likely to be in service after a disaster. Also, if using the AT &T's PSTN, take the phone off hook and wait for dial tone; when dial tone is heard, place the call immediately. If the switch hook is continuously pressed, AT &T will tag that line as a problem and most likely place it out of service. If the call is not placed immediately, it may not be possible to obtain dial tone the second time. Long Distance Provider Description The City's long distance carrier is AT &T. AT &T uses state of the art facilities to route calls through the network. It is unlikely in most emergencies that AT &T will be out of service. More than likely, the facilities would become overloaded and busy signals or recordings would be heard. Redundancy The following information has been taken directly from a Pagenet redundancy release and presents an example of what type of redundancy can be expected from the City's pager providers. Communications Branch Page 8 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION The City Fire and Police Departments have a direct circuit connection to Pagenet for dispatch from the CAD terminals. This line is maintained by AT &T and CAD personnel. Cellular Communications Description A complete list of City employees with City paid cellular telephones is located in the EOC Communications Directory. It is important to note cellular phones will be limited by battery life if a power source is not available to recharge the batteries. Standby time is reduced as more talk time is used. Many phones can be used in a vehicle with a cigarette lighter adapter. Redundancy In terms of network redundancy for cellular phones, their network can be divided into two categories. The levels of redundancy in each category are: 1. Cell Site Each cell site has redundant hardware equipment. If one piece of equipment should fail, the system would automatically route the remaining information into the functional portion. Each cell site also has redundant power supplies. If city power should fail, each cell site can maintain functionality for 8 -12 hours without a generator being brought to the site. The Cellular System operates using over 90% microwave which eliminates the dependency on traditional land -line connections from the local phone company. The system is designed with diverse routing. In the event that a cell site were to go down, an alternate path would allow the system to operate. The 24 -hour contact number for Verizon is: City of Newport Beach Communications System The City of Newport Beach communications system consists of three major components: Police Department system, Fire Department system, and RACES (discussed in RACES section). Police Radio System The Police communications system consists of both radio and Mobile Data Computer (MDC) facilities. The radio communication is for verbal contact between users. The MDC facilities are for transferring computer data between users. Additionally, the Police Department uses a Mobile Command Vehicle which utilizes both MDC and radio equipment. Listed below are the components of the Police Department radio system: Communications Branch Page 9 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Antenna/Base Station Transmitter To facilitate radio communications, the Police Department has a 75 watt Base Station with transmitters on top of Hoag Hospital and Signal Peak. Mobile Units Each of the mobile field units use a 25 watt radio to communicate with the base station. The Police Department also has handheld units that can provide communication with the base station with up to a 15 mile range. This is with the help of voter type satellite receivers located throughout the City. Mobile Data Computers (MDC) The MDC equipment allows remote vehicles access to NCIC, CAD and CLETS information while in the field. It also allows the field officers to send messages between themselves and other MDC users. Listed below are the components of the Police Department's MDC system: 1. Antenna The antennas for the MDC system are located on top of Hoag Hospital and Signal Peak. 2. Mobile Units Each patrol and parking control vehicle is equipped with a laptop computer, radio modem, and data radio. 3. Frequencies The MDC system utilizes an 800 MHz radio frequency. Mobile Command Vehicle The Police Department's Mobile Command Vehicle contains mobile radios and workstations with MDC communication capability, and one hard wired cellular phone. This vehicle is used for emergencies that require a local command center. Fire Department Radio System The Newport Beach Fire Department uses a complex ■ MHz radio network for voice communications between Fire Dispatch and fire vehicles. The Newport Beach Fire Department shares this trunked radio system with the County of Orange and other local agencies. Lifeguards The Lifeguard communications system consists of E MHz operating from three base locations. The following steps will be taken in the event that the County E MHz "trunked" system failure or when directed by the Lifeguard Battalion Chief: Condition I Talk ou /Channel Cell Site Type Communications Branch Page 10 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Normal Operations _ South Trunked Site Countywide Site Failure South Trunked Alternate Multi -Site Failure Catalina Island Repeater - RP Total System Failure Line -of -site Talkaround - TA Emergency Procedures for 800 MHz System Two emergency procedures are defined for radio communications if the 800 MHz system should fail. The procedures are listed below: 1. Trunked System Failure - If a trunked cell fails completely, users must switch to another trunked system (Countywide, North, Northwest, South, Southwest or Laguna) or to a conventional repeater channel. If all six trunked systems are lost in a catastrophic disaster, conventional repeaters shall be utilized. An established policy has been set on the use of repeater channels during total system failure. This policy can be found on the following pages of this Standard Operating Procedure. 2. Conventional System Failure - If all trunked cells fail and all conventional repeaters fail, Talkaround will be the only mode of communication available. An established policy has been set on the use of Talkaround channels during total system failure. This policy can be found on the following pages of this Standard Operating Procedure If the North Net or Countywide system repeaters were damaged, the County of Orange does have an inventory of mobile repeaters to replace damaged equipment. The following steps will be taken in the event that the County 800 MHz " trunked" system failure or when directed by the Fire Battalion Chief: Condition Talk ou Channel Cell Site Type Normal Operations Countywide (CW) Trunked Site Countywide Site Failure South Trunked Alternate Multi -Site Failure Signal Peak Repeater - RP Total System Failure Line -of -site Talkaround - TA Repairs All repairs are done by OCC. Communications Branch Page 11 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Municipal Radio System (Community Development, Public Works, and Municipal Operations Departments) The Building Division shares a frequency with Public Works and Municipal Operations Department. The Building Division base is linked to the Public Works base radio at City Hall. Municipal Operations has two base radios, one at the Corporate Yard and the other at Utilities Yard. Emergency Operations Center (EOC) Radios are located within the Police Department Dispatch Center. Mutual Aid Communications California Law Enforcement Radio System Serves all Cal EMA facilities and interconnects law enforcement agencies of counties and cities. The system is microwave inter -tied to provide statewide coverage. This system is the State's radio backup for the National Warning System. This system is monitored 24 hours per day by Control One. California Emergency Management Agency (Cal EMA) Radio System A local government system serving all Cal EMA facilities, numerous state agencies, and participating County-level emergency services /civil defense agencies. The system is microwave inter -tied to provide statewide coverage, and is monitored by Control One 24 hours per day. Cal EMA Fire Network Serves all Cal EMA facilities and fire support equipment. Radio equipment on this network is located with fire service agencies in 52 counties. The network employs mountain top mobile relays and interconnects with the State Microwave System to provide statewide coverage and is monitored by Orange County Fire Authority 24 hours per day. Teletype The California Law Enforcement Telecommunications System (CLETS) has 900 terminals Statewide and serves all counties and cities in the State. Newport Beach Police Department's teletypes are located in the Police Department Records Bureau. Communications Support California Emergency Management Agency (Cal EMA) has two mobile command complexes, each consisting of a communications van, an operations van, a command van, and a generator. One complex is located at Los Alamitos, and the other is located at Cal EMA Headquarters in Sacramento. Their primary mission is to provide a communications link between the disaster area and Cal EMA Headquarters. These complexes are capable of operating on all State radio Communications Branch Page 12 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION communications systems, satellite systems, mutual aid radio systems, and Radio Amateur Civil Emergency Services (RACES). Whenever possible, radio operators should be provided by the local jurisdiction. Emergency Digital Information System (EDIS) EDIS uses digital radio technology for reliable, low -cost transmission to the media, government, and industrial centers. The system is controlled by existing government data networks. Several means of access are provided for authorized users. California National Guard (CNG) The CNG has an assortment of communications equipment and capabilities, with limited in -place facilities. Most communications equipment is designed to serve CNG forces, although some reserve capability is available. Electromagnetic Pulse Electronic components and systems used in emergency communications facilities are becoming increasingly sophisticated, thereby enhancing the technical capability for emergency preparedness, including survivable crisis management and continuity of government concepts. Unfortunately, electronic sophistication is accompanied by an increased vulnerability of communications systems to damage from power line surges, spikes and the phenomenon called EMP. EMP (electromagnetic pulse) can be caused by lightning or nuclear detonation high in the atmosphere. (Peterson, Grant C.: "Electromagnetic Pulse Information," FEMA, December 1990.) The most reliable protective methods against EMP involve shielding the equipment by encasing it in metal containers. Since this method is fiscally impractical in Newport Beach, protective actions will consist of unplugging equipment prior to detonation, given adequate warning time. Action 1. Communication Technicians will respond to the Radio Repair Facility to obtain test equipment and tools and report to Communications Administrator. The following equipment may be needed in a disaster: • Additional power supplies to run mobile radios • 40 foot portable tower on trailer • Additional radio repair vehicle • Backup base repeater for Police operations • Standby radio remotes for City base • Spare base station antenna for Police UHF and Public Works lowband, tower clamps and hardwire • Additional 500 foot roll of RG213 coax -cable • 10 KW portable generator Communications Branch Page 13 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION • AC power cords with outlets to power radio equipment • Portable point to point microwave (24 channel) to operate emergency remote radio and telecommunications 2. The Electronics Technician will report to Police Communications and check all console positions for any problems and verify Uninterrupted Power Supply (UPS) backup is operational. 3. Communications Administrator /Police will prioritize problems. 4. Communications Administrator will advise EOC City Incident Commander on status of Police Communications. 5. Communications Administrator will check with Watch Commander to obtain clearance for radio repeater backup. Computer Aided Dispatch (CAD) Systems Description The CAD System for the Police Department consists of two Main Frame Computers. System "A" is used primarily for dispatch of police personnel. System "B" is used primarily for Police Records Management, and as a mirror backup for the main dispatch computer "System A ". Both systems back each other up through an Ethernet cable between systems. Redundancy All data is routed through redundant Penril Virtual Circuit Exchange Switching network to terminals throughout the Police Department building. Data for both systems is backed up daily to an 8mm tape drive and stored in a fire proof safe on Police Department premises. The Police Dispatch Center power is backed up by an EPS 75kva UPS which is backed up by two diesel generators. These units also supply power for the EOC. Action If there is any type of computer equipment failure, one of the emergency contact personnel should be called. Due to the requirements of dispatching Police units, someone is on call and available 24 hours a day. If the main dispatch system fails, all active processes will be switched to the Records Management system "System B." Radio Amateur Civil Emergency Services (RACES) Officers RACES is an organization of FCC licensed amateur radio operators, sponsored by State and County governments. It differs from ARES in that it may continue to operate for emergency purposes even in the event that normal amateur radio communications are suspended by the FCC. RACES will supplement local government communications during disasters. Communications Branch Page 14 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION RACES priorities in an emergency are: Assessment of damage 1. EOC RACES Net Control 2. Backup for Fire, Police, Public Works, and Community Development in case of communication failures 3. Citywide school communications 4. City Facilities without radios, e.g., Central Library and OASIS Senior Center 5. Community Emergency Response Teams (CERT) area coordinators 6. Shelters, as requested by Care & Shelter Unit 7. Employee Emergency Family Notification System 8. Other assignments, as requested through Logistics Section /Communications Unit 9. Mutual Aid to other jurisdictions RACES operation may be activated by the Emergency Services Office of the Fire Department or the Police Department, upon request from ANY of the City Agencies. Mutual Aid requests from other Cities, Counties, State or Federal Government must be made through the County of Orange RACES. Newport Beach RACES organization is active in community affairs, which gives the group an opportunity to practice organizing its communications skills and procedures. The organization recruits on a regular basis. The leader of the organization is called the RACES Officer. The RACES Officer re orts to the Police Department. The primary Newport Beach RACES frequency is MHz. Operators Presently, Newport Beach RACES is comprised of the following 35 operators listed by call sign. All RACES personnel have 2 Meter radios and most also have 440 MHz. (See RACES Roster for call signs and frequencies.) EOC Equipment The City of Newport Beach has purchased Amateur Radio Equipment to function on RACES frequencies. Additional equipment is also located in the Police Mobile Command Vehicle. Policies and Procedures Since few uncommitted communications resources exist, the City system should be considered as all that is available during an emergency. Emergency reserve equipment is usually earmarked for use by the jurisdiction possessing it, and is thus not readily available for diversion to other jurisdictions. Even if available, it is usually not practical for use by other jurisdictions due to frequency or antenna mismatch. During a STATE OF WAR EMERGENCY, privately owned radio systems, equipment, and facilities, subject to approval of the license, will be used to support the response activities of field forces not already assigned to EOCs. Communications Branch Page 15 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION RACES will be used to back up City Communications systems. Special consideration will be given to employing RACES to augment disaster medical and public information activities. Disaster Service Workers All RACES personnel are State Disaster Service Workers and have been registered as such. They are covered for training and response under the State of California Workers' Compensation Insurance Program if injured. They are also covered under the legal immunities for actions taken when responding on Official City events. Coordination/Communication All members of the Communications Branch will be expected to report to the EOC upon activation. If members do not respond, they will be called via home phone number, pager, cellular telephone, or radio. During the incident, Electronics Technicians will be responsible for preparing radio systems to operate on an emergency frequency. The Technician will assist with connecting any phones or cellular phones. Frequencies The following frequencies are used b RACES o erators: Primary VHF Repeater Primary VHF Simplex Secondary Simplex Primary UHF Repeater Primary UHF Simplex M"EM References 1. List of City Employees assigned /owned cellular phones and pagers (resource list in Communications Directory in EOC) 2. Communications Unit Emergency Contact Information (resource list in Communications Desk in EOC) including passwords 3. RACES Roster (resource list in Communications Directory in EOC) 4. EOC Telephone List (resource list in Communications Directory in EOC) Communications Branch Page 16 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Communications Branch Director Checklist Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor: Subordinates: Policy Group: General Duties City Manager IT Operations & Telecommunications Supervisor Senior IT Specialist IT Specialist III Logistics Section Chief Communications Unit Leader, Information Systems Unit Leader, RACES Officer No Secure and allocate communications and computer resources necessary to support response and recovery activities -41 Provide preventative measures and coordinate repairs of all City communications equipment, including telephones, pagers, cellular phones, radios, computer hardware and software, and CAD systems -fl Determine telephone needs to provide for public and employee information +41 Coordinate RACES volunteers to provide supplemental communications/ assistance Checklist ❑ Upon arrival at the EOC; sign in; wear assigned vest; check to see if phone is operating and ringer is on Request: • EOC orientation, if necessary • Situation/ incident briefing ❑ Read through Checklist, review Communication Branch portion of the Emergency Management Plan ❑ Initiate and maintain a log of significant events, phone calls and messages. Give this log to your relief with instructions to maintain it ❑ Assess status of all Communications Branch systems and submit Initial Status Report Checklist to Incident Commander (see fourth page of Checklist) Communications Branch Page 17 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Determine if emergency phone systems are in working order; Priority is: ❑ Primary Public Safety Answering Point (PSAP) ❑ EOC ❑ Fire Stations ❑ General Services Corporate Yard ❑ Utilities Department ❑ Lifeguard Headquarters ❑ City Hall ❑ Assess resources; ensure Communications Branch personnel are checked in or available, where they are located and how can they be reached ❑ Communicate with the Police Communications Technician to determine if Police radios, Fire radios and CAD System are in working order; have him /her coordinate all repairs of these systems ❑ Instruct Information Systems Unit to evaluate computer, LAN /WAN and related equipment for damage, repair requirements ❑ Prioritize repair needs; create a complete Communications Branch list and an individual operation list ❑ Get concurrence from the Logistics Section and the Incident Commander on priorities ❑ Determine if on hand inventory meets the repair needs ❑ Assign the appropriate personnel to repair equipment based on priorities ❑ Complete the Operational Area Telecommunications Status Report form if mutual aid is needed and give to the Planning Section, Documentation Unit Leader to be faxed to the Operational Area ❑ Request outside assistance as needed ❑ Poll city departments to determine current and projected communications needs ❑ Prepare a list of items needed, by department ❑ Contact other City departments to determine if hardware can be borrowed ❑ If items are not available, make request to purchasing (through the Logistics Section) ❑ If the County cannot meet our needs, have them make requests to Cal EMA ❑ Anticipate future hardware needs ❑ Order extra hardware and have sent to the Staging Area(s) ❑ Keep a log of items requested and check to see that they have been ordered, sent, received and distributed to the requesting individual. This MUST be done continually to ensure that requests are filled as expeditiously as possible ❑ Have the Finance Section, Purchasing Unit notify you of the status of your resource requests: • Date and time of delivery of goods and material • Delivery site • Type and quantity of goods and material to be delivered, as well as any items that are not available ❑ Determine from the Lead Public Information Officer their needs to communicate with: • Employees and their families (the employee hot line) • The media • The public Communications Branch Page 18 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Continue to reassess all needs (especially following earthquake aftershocks) ❑ Before checking out of the EOC, make sure your log is up to date; give the vest and log to your replacement with instructions to maintain it; sign out ❑ Be prepared to write an After Action Report Communications Branch Page 19 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Initial Status Report Checklist � (Give to Incident Commander) Date: Time: Check box if system is in service. Make comments as appropriate. Emergency phone systems: ❑ Primary Public Safety Answering Point (PSAP) Estimated Time of Repair: o Comments: ❑ EOC Estimated Time of Repair: c Comments: ❑ Fire Stations Estimated Time of Repair: o Comments: ❑ General Services Corporate Yard Estimated Time of Repair: o Comments: ❑ Utilities Department Estimated Time of Repair: o Comments: ❑ Lifeguard Headquarters Estimated Time of Repair: o Comments: ❑ City Hall Estimated Time of Repair: c Comments: Communications Branch Page 20 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Police Radios Estimated Time of Repair: o Comments: ❑ Fire Radios Estimated Time of Repair: c Comments: ❑ Public Works Radios Estimated Time of Repair: c Comments: ❑ Municipal Operations Radios Estimated Time of Repair: c Comments: ❑ Building Radios Estimated Time of Repair: o Comments: ❑ Other Radios Estimated Time of Repair: o Comments: ❑ CAD System Estimated Time of Repair: c Comments: ❑ LAN/ WAN Communications Estimated Time of Repair: c Comments: Communications Branch Page 21 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Information Systems Unit Leader Checklist � Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor: City Manager Senior IT Specialist IT Specialist III Fire Information Systems Coordinator Communications Branch Director No General Duties Install and maintain information system resources necessary to support response and recovery activities in the EOC Install RIMS on all computers for internal information management to include message and e -mail systems -,/ Determine appropriate types and numbers of computers needed in the EOC Checklist ❑ Upon arrival at the EOC; sign in; wear assigned vest; check to see if phone is operating and ringer is on ❑ Read through Checklist ❑ Assess status of all Information Systems ❑ Determine if computer systems are in working order ❑ Determine if the citywide network is online and functioning ❑ Prioritize repair needs ❑ Determine if on hand inventory meets the repair needs ❑ Assign the appropriate personnel to repair equipment based on priorities ❑ Request outside assistance as needed ❑ If items are not available, make request to Communications Branch Director ❑ Anticipate future hardware needs ❑ Continue to reassess all needs (especially following earthquake aftershocks) ❑ Before checking out of the EOC, make sure your log is up to date; give the vest and log to your replacement with instructions to maintain it; sign out ❑ Be prepared to write an After Action Report Communications Branch Page 22 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION TO: LOGISTICS - RESOURCE & TRANSPORTATION REQUEST DATE: TIME: PRIORTY: ❑ CRITICAL ❑ A.S.A.P. ❑ ROUTINE OPERATIONAL PERIOD: CONTACT NAME FROM: ❑ INC. COMMANDER ❑ OPERATIONS ❑ PLANNING ❑ FINANCE ❑ COMMUNICATIONS ❑ POLICE ❑ FIRE ❑ R.A.C.E.S. ❑ MUNICIPAL OPS ❑ PUBLIC WORKS ❑ SHELTER ❑ ITEM/ RESOURCE NEEDED: (BE SPECIFIC) RESOURCE TYPE: DESCRIPTION: QUANTITY: SIZE(S): PREFERRED/ KNOWN SOURCE: DELIVER TO LOCATION: CONTACT PERSON: DATE/rIME NEEDED: FROM: TO: SPECIAL INSTRUCTIONS: (Reporting location) ITEM(S): ❑ AVAILABLE ❑ NOT AVAILABLE ❑ AVAILABLE AT: HRS DATEITIME ORDERED: _E.T.A.: ❑ REPLY SENT: HRS PERSONNEL/ TRANSPORTATION REQUEST: NUMBER OF PEOPLE REQUESTED: TYPE OF VEHICLE NEEDED: QUANTITY: PREFERRED/ KNOWN SOURCE: TRANSPORTATION FROM: TRANSPORTATION TO: DATE/TIME NEEDED: CONTACT PERSON: SPECIAL INSTRUCTIONS: (Reporting location) TRANSPORTATION:❑ AVAILABLE ❑ NOT AVAILABLE ❑ AVAILABLE AT: HRS DATE/rIME ORDERED: E.T.A.: ❑ REPLY SENT: HRS Communications Branch Page 23 of 23 City of Newport Beach Emergency Management Plan LOGISTICS SECTION SUPPLY BRANCH Table of Contents Purpose.................................................................................................................. ..............................2 Objectives............................................................................................................. ..............................2 Policies................................................................................................................... ..............................2 Situationand Assumptions .............................................................................. ..............................3 Supply Branch Organization and Assignment of Responsibilities ....... ..............................3 Conceptof Operations ....................................................................................... ..............................4 StagingArea ......................................................................................................... ..............................5 DonatedGoods .................................................................................................... ..............................5 TheAidmatrix Network .................................................................................... ..............................6 Coordination / Communication ........................................................................ ............................... 6 MutualAid ........................................................................................................... ..............................6 References............................................................................................................ ............................... 6 EnclosuresList ..................................................................................................... ..............................6 Enclosure 1 - Possible Staging Areas /City Fuel Locations ........................ ..............................7 Enclosure 2 - Logistics- Resource & Transportation Request .................. ..............................8 Supply Branch Leader Checklist ..................................................................... ..............................9 Procurement Unit Checklist .......................................................................... .............................11 FacilitiesUnit Checklist ................................................................................. .............................13 Transportation Unit Checklist ........................................................................ .............................15 Supply Branch City of Newport Beach Emergency Management Plan LOGISTICS SECTION SUPPLY BRANCH (EOP 43) Purpose This plan describes the organizational and operational policies and procedures required to obtain logistical supplies and material resources necessary to support emergency response and recovery activities. The Logistic Section, Supply Branch includes the Procurement, Facilities and Transportation Units. Objectives • The overall objectives of Logistics Section, Supply Branch during an emergency will be to: • Oversee the distribution of food and other essential supplies • Secure supplies for mass care facilities, staging areas, and medical facilities • Request the American Red Cross to manage donated items • Work closely with the American Red Cross to manage donated supplies and services from individuals and the private sector Work closely with the Finance Section, Purchasing Unit in purchasing any items you are unable to secure V Provide transportation for emergency workers, supplies, evacuees, and other essential resources V Provide fuel and maintenance for vehicles • Coordinate resources with all City departments • Access mutual aid resources for items that cannot be obtained locally • Accomplish objectives of the EOC Action Plan Policies The Supply Branch, Procurement Unit is responsible for maintaining a resource list of all City -owned equipment and supplies. The list is kept in the EOC. Supplies will be obtained from the following sources: (EOP 50) 1. If branches within the Operations Section need a resource from another branch within the Operations Section, they will contact the branch directly. 2. If the Operations Section cannot find the item within the Operations Section, it will be requested from the Logistics Section. Logistics will search the city asset list for the item. If found within the City, Logistics will contact the department with the item and see if it is available. If so, the Supply Branch, Procurement Unit will make arrangements to get the needed item to the requesting person. 3. As surplus property or donated goods become available, the City and the American Red Cross will coordinate and mutually agree upon the use and disposition of such property and services to the affected victims. Supply Branch Page 2 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION 4. If the item cannot be obtained from within the City or donated, it must be purchased, leased or contracted. The Logistics Section, Supply Branch does not directly purchase items. The Finance £a Administration Section, Purchasing Unit will be responsible for purchasing. 5. Supplies that are depleted or destroyed in an emergency will be replaced to help maintain City inventory. Situation and Assumptions 1. Newport Beach may be impacted by such emergency incidents as flood, earthquake, fire, explosion, hazardous materials incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions. 3. The emergency responders will need logistical support items, transportation, facilities, and resources. 4. In a major disaster, the EOC will be activated to support the field operations. The Logistics Section, Supply Branch will provide the logistical items as needed. Supply Branch Organization and Assignment of Responsibilities Logistics Section Supply Branch Transportation Procurement Unit Facilities Unit Unit Line of Succession for Supply Branch Director Police Fiscal Services/ Facilities Manager Supply Branch Director -��d Civilian Supervisor First Alternate Police Comm Services Officer I Second Alternate Line of Succession for Procurement Unit Supply Branch Page 3 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Senior Buyer Procurement Unit Leader Buyer First Alternate Inventory Analyst Second Alternate Line of Succession for Facilities Unit Storm Drains & Street Sweeping Supervisor Facilities Unit Leader Facilities Maintenance Crew Chief First Alternate Operations Support Superintendent Second Alternate Line of Succession for Transportation Unit Equipment Maintenance Supervisor Transportation Unit Leader Refuse Superintendent First Alternate Refuse Supervisor Second Alternate Concept of Operations Requests for supplies may be initiated from other City departments by EOC Messaee Form to the Supply Branch. As requests are received, the Supply Branch will review the EOC Action Plan to determine which resources are priorities and determine the following: • How many are needed? • Where is it to be delivered? • How soon is it needed? • How long is it needed? • Are personnel needed to operate it? • Is specific training (certified/ licensed) needed for the operator? If owned by the city, the Supply Branch will make arrangements to get item to where it is needed. If City does not have the item: Send request to the Finance & Administration Section, Purchasing Unit who will purchase, contract for or lease the resource. The Finance & Administration Section, Purchasing Unit reports the results of its findings to the Supply Branch stating whether the resource(s) will be delivered or must be picked up. If the resource is to be delivered, it should be noted whether delivery will be to the requested site or to a staging area. If the resource needs to be picked up, the Supply Branch will arrange for pickup and delivery. The Supply Branch will communicate to the individual who requested the resource the information on when and where it will be delivered. Supply Branch Page 4 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION The Supply Branch will tell staging area personnel what resources are being delivered and the quantity, delivery time, location or if the resource is on standby. Staging Area (See Enclosure 1 - List of Potential Staging Areas) Determine need for a logistics staging area(s). (Use existing warehouse shipping/ receiving in -place systems if at all possible.) -41 Determine location of staging area(s) Request personnel through the Personnel Unit to staff the logistics staging area Staging Area Manager Record keeper Support personnel V Establish communications from the EOC to the logistics staging area The Logistics Staging Area Manager will do the following: V Establish a layout of the staging area (draw a map of the area) V Consider using spray paint to mark areas -/ Establish and maintain a log of all expected resources and all incoming/ outgoing resources Keep all receipts Establish a check -in procedure /forms for arriving resources J Maintain security at the site -,/ Obtain transportation for equipment/ supplies to incident sites V Communicate all necessary information to the EOC Donated Goods The management of donated goods is time consuming and extremely labor intensive. The City should not attempt to manage these goods unless absolutely necessary. If goods are donated to the City, request that the American Red Cross manage the goods -/ Ask American Red Cross (ARC) where they want goods delivered V If ARC cannot manage goods, contact the Salvation Army If neither of the above can manage goods, contact Goodwill, Cal EMA for Aidmatrix or the local churches Find out where donated items should be delivered Notify the City PIO to inform the public that, "Donated goods should be taken to: [facility name, address, and the name of the organization that will manage the items]" If no one else will manage the donated items, the City must take responsibility V Consider using CERT /Certified Disaster Service Workers and emergent volunteers for assistance with donated goods Facilities and vehicles to transport the goods will have to be provided to the volunteers Supply Branch Page 5 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION The Aidmatrix Network The Aidmatrix Network is a national donation management program sponsored by FEMA, the Aidmatrix Foundation and corporate donors. It sets the groundwork for an integrated and coordinated approach to donations management by connecting private sector, government and leading nonprofit entities through a centralized system. The Aidmatrix Network can be accessed online at www.aidmatrix.org or by calling 1- 866- 881 -8882. Coordination/Communication Telephones and cellular phones are the first choice for communication. RACES (amateur radio operators) will be utilized if cellular phones are not available Mutual Aid If all City Beach -owned resources are exhausted, the Operational Area will be contacted. All requests for Operational Area resources will be consolidated and sent through the Logistics Section to the County of Orange EOC which will operate as the Operational Area EOC. If phones are inoperable, the EOC- to -EOC radio can be used for communications. The City EOC- to -EOC radio is located in the Police Dispatch Center. RACES can also contact the Operational Area EOC either by radio or packet radio (data). If County of Orange resources are exhausted, they will forward all mutual aid requests to Cal EMA Region I. If Cal EMA Region I cannot fill the resource requests, FEMA may be contacted. References City Asset List is kept in the Logistics Section, Supply/Procurement Unit bin in the EOC Enclosures List Enclosure 1 - Possible Staging Areas/ City Fuel Locations Enclosure 2 - Logistics Resource & Transportation Request Supply Branch Page 6 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 1- Possible Staging Areas /City Fuel Locations Staging Areas 1. Newport Pier Parking Lot 2. Balboa Pier Parking Lot 3. Central Library Parking Lot 4. All public parks 5. City Hall Parking Lot 6. Corona del Mar State Beach Parking Lot 7. Newport Center Fashion Island Parking Lot (private) 8. Community Center Parking Lots City Fuel The City facilities that have gasoline include: 1. Corporation Yard 2. Police Department City -owned fuel will be exhausted prior to purchasing outside sources; however, Logistics must anticipate a fuel shortage and order fuel prior to running out. Supply Branch Page 7 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 2 - Logistics-Resource & Transportation Request TO,: LOGISTICS - RESOURCE &TRUNSPORTUILTION REQUEEST PLUM: pm-ItM 0 CK =,M, O.A.',SAP'. ❑ XOCTTE*C' � CON TAUT KWNIE FROM. ❑nr-c.,o.Nr&;a,,-mR ❑ o-M&AMUNiG 13 PLUs ZON C9 ❑IDG-NIT ❑:1R6LICT 0! 1 =— 11 E[KCGIEKs- 0SHIEUTIM. ❑0:rmcm: ITE3111.) RESOURCE NEEDED:: (BE SPECIF IF Q RESOURCE DESMPT[O': � Q CIANTITY: SIZE'4('s�lc f ILN-011Y.N. SGURCE:: �DELIM. TO, LOCATION: CON CF FRO,hf: 10 : (R.-portipg lockift-2i) umni'lls)- ❑.Av.uumlm mm .4af.Alm". un DAVAILABLE AT: HRS DAL . M-Y rhIM ORDERED:� —E -T-A.:! . []1REYPLYSTLNT:: FIRS PERSONNEL i TR.A-I- ISPIORLIT_�iLTION'REQ U- ]�ST: N Tj 11% 11 BF R. 0 F P E 0 PLE R E QUM SME D:! T70M OF 1TH1IC1LjE1NFjEDED:! UAMN'TITTY! f KNWIVN, SGURICM:: ALT71ON FR-Ohf: k'n"'ON 701:! DAL . TM-1 RM INUMDED: COLKTALCY FERSQN:� SPECIALLINSTR DIGTIOINR ( aporbpg loviffm.4) T,R.q-N�3POR,,T 477ION:13AIF.A LkBL,E❑ NOTAVOLkU'E 13A.VULABLEAT: 196 DAL . =-Y rRIE ORDERED: —ET -A.:, ❑1R1YPLYSZNT:: .11IR-S Supply Branch Page 8 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Supply Branch Leader Checklist j/ Responsible Department: Finance Responsible Party: Police Fiscal Services /Facilities Manager First Alternate: Civilian Supervisor Second Alternate: Police Comm Svcs Officer Immediate Supervisor: Logistics Section Chief Subordinates: Procurement Unit Facilities Unit Transportation Unit Policy Group: No General Duties V Secure and allocate material resources necessary to support response and recovery activities V Activate and manage a logistics staging area if needed Checklist ❑ Upon arrival at the EOC, sign in; check in with the Logistics Section Chief; wear your assigned vest; verify your phone is operating and ringer is on; maintain a written log of significant events, phone calls, and messages. ❑ Request a briefing. ❑ Poll the Operations Branches (Law, Fire & Rescue, Municipal Operations, Public Works, Care & Shelter and Damage /Safety Assessment) and other Sections (Planning, Finance & Administration, and Management) to determine current and projected material, transportation and facility needs of their respective departments. ❑ Prepare a list of requested items. ❑ Contact city department stockrooms (Corporate Yard and Utilities) to determine if goods and materials can be filled from City inventory. ❑ Check inventory of donated items. ❑ If the item cannot be found, it must be purchased, leased, or contracted. Contact the Finance & Administration Section, Purchasing Unit. ❑ If items are not available, request mutual aid from the Operational Area EOC Logistics Section. Supply Branch Page 9 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ If the Operational Area EOC cannot meet resource needs, the Supply Branch will request the Operational Area forward our resource needs to Cal EMA, Region I. ❑ If Cal EMA cannot meet resource needs, they will request assistance from FEMA. Staging Areas ❑ Use internal, in -place warehouse or shipping/ receiving systems, if available. ❑ If logistics staging area(s) are needed, determine locations of staging area(s). ❑ Determine who will manage the staging area(s); Appoint a staging area manager. Staging areas will be named according to location; e.g., the staging area located at the State Beach will be called the State Beach Staging Area. ❑ Set up communications between the EOC and the staging area(s). ❑ Staff staging areas with additional personnel to load, unload, stock, deliver and distribute supplies and keep pertinent records. ❑ Keep a log of items requested and check to see that they have been ordered, sent, received, and distributed to the requesting individual. This MUST be done continually to ensure that requests are filled as expeditiously as possible. ❑ Notify the individual that requested the item of the status of the resource request: Date and time of delivery of goods and material Delivery site Type and quantity of goods and material to be delivered as well as any items that are not available Demobilization ❑ Deactivate Supply Branch and staging area(s) when no longer required ❑ Ensure any unfinished business is completed before leaving or passed on to the Logistics Section Chief ❑ Ensure any required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Deactivate your unit and close out logs when authorized by the Logistics Section Chief ❑ Leave forwarding phone number where you can be reached ❑ Check out before leaving the EOC Supply Branch Page 10 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Procurement Unit Checklist �/ Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor: Subordinates: Policy Group: Finance Senior Buyer Buyer Inventory Analyst Logistics Section Chief None No General Duties v' Secure and allocate material resources necessary to support response and recovery activities J Provide facilities needed to support the operation Checklist ❑ Upon arrival at the EOC, sign in; check in with the Supply Branch Leader; wear your assigned vest; verify your phone is operating and ringer is on; maintain a written log of significant events, phone calls, and messages. ❑ Prepare a list of facilities needed by sections. ❑ If a facility cannot be found, it must be leased or contracted. Contact the Finance & Administration Section, Purchasing Unit. ❑ If facilities are unavailable, request mutual aid from the Operational Area EOC Logistics Section. ❑ If the Operational Area EOC cannot meet resource needs, the Supply Unit will request the Operational Area forward our resource needs to Cal EMA, Region I. ❑ If Cal EMA cannot meet resource needs, they will request assistance from FEMA. ❑ Determine the needs for each EOC Section ❑ Arrange for continuous inventory of goods ❑ Develop and maintain a status board detailing acquired goods ❑ Set up communications between the EOC and DOCs ❑ Keep a log of items requested and check to see they have been ordered, sent, received, and distributed to the requesting individual. This MUST be done continually to ensure requests are filled as expeditiously as possible. ❑ Notify the individual that requested the item of the status of the resource request: Supply Branch Page 11 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Date and time of delivery of goods and material ❑ Delivery site ❑ Type and quantity of goods and material to be delivered as well as any items that are not available Demobilization ❑ Deactivate Procurement Unit when no longer required ❑ Ensure any unfinished business is completed before leaving or passed to Supply Branch Leader ❑ Ensure any required forms or reports are complete prior to your release and departure ❑ Be prepared to provide input for the After Action Report ❑ Deactivate your unit and close out logs when authorized by the Supply Branch Leader ❑ Leave forwarding phone number where you can be reached ❑ Check out before leaving the EOC Supply Branch Page 12 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Facilities Unit Checklist Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor: Subordinates: Policy Group: General Duties Municipal Operations Storm Drains & Street Sweeping Supervisor Facilities Maintenance Crew Chief Operations Support Superintendent Logistics Section Chief Facility Manager No Secure and allocate material resources necessary to support response and recovery activities -v/ Provide facilities needed to support the operation Checklist ❑ Upon arrival at the EOC, sign in; check in with the Supply Branch Leader; wear your assigned vest; verify your phone is operating and ringer is on; maintain a written log of significant events, phone calls, and messages. ❑ Request a briefing. ❑ Poll the Operations Section Branches (Police, Fire, Damage & Safety Assessment, Municipal Operations, Public Works, and Care & Shelter) and other Sections (Planning, Finance & Administration, and Management) to determine current and projected facility needs of their respective departments. ❑ Prepare a list of facilities needed by sections. ❑ If a facility cannot be found, it must be leased or contracted. Contact the Finance & Administration Section, Purchasing Unit. ❑ If facilities are unavailable, request mutual aid from the Operational Area EOC Logistics Section. ❑ If the Operational Area EOC cannot meet resource needs, the Supply Unit will request the Operational Area forward our resource needs to Cal EMA, Region I. ❑ If Cal EMA cannot meet resource needs, they will request assistance from FEMA. Supply Branch Page 13 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Facilities ❑ Determine facility needs; arrange facilities for special purposes. ❑ Make sure the facility is structurally sound; request a Damage Assessment Unit inspection of the site before occupancy, if determined necessary. ❑ Arrange facilities, including securing access to the facility; providing staff, furniture, supplies, communications, and materials necessary to configure the facility, as requested. ❑ Arrange for continuous maintenance of acquired facilities ❑ Ensure utilities and restrooms are operating properly for each facility ❑ Designate a Facility Manager if facilities are acquired away from the EOC ❑ Develop and maintain a status board depicting the locations of open facilities ❑ After every aftershock, have facilities surveyed again for damage. ❑ Set up communications between the EOC and the Facility Managers ❑ Keep a log of items requested and check to see they have been ordered, sent, received, and distributed to the requesting individual. This MUST be done continually to ensure requests are filled as expeditiously as possible. ❑ Notify the individual that requested the item of the status of the resource request: ❑ Date and time of delivery of goods and material ❑ Delivery site ❑ Type and quantity of goods and material to be delivered as well as any items that are not available Demobilization ❑ Deactivate Facilities Unit when no longer required ❑ Ensure any unfinished business is completed before leaving or passed on to the Supply Branch Leader ❑ Ensure any required forms or reports are complete prior to your release and departure ❑ Be prepared to provide input for the After Action Report ❑ Deactivate your section and close out logs when authorized by the Supply Branch Leader ❑ Leave forwarding phone number where you can be reached ❑ Check out before leaving the EOC Supply Branch Page 14 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Transportation Unit Checklist V Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor: Subordinates: Policy Group: General Duties Municipal Operations Equipment Maintenance Supervisor Refuse Superintendent Refuse Supervisor Logistics Section Chief Staging Area Manager No • Secure and allocate material resources necessary to support response and recovery activities • Provide transportation for emergency workers, supplies, evacuees, and other essential resources V Provide fuel and maintenance for vehicles V Provide facilities needed to support the operation Activate and manage a Transportation Unit Staging Area if needed Develop a Transportation Plan Checklist ❑ Upon arrival at the EOC, sign in; check in with the Supply Branch Leader; wear your assigned vest; verify your phone is operating and the ringer is on; maintain a written log of significant events, phone calls, and messages. ❑ Request a briefing ❑ Contact city Department Operations Centers to determine if vehicles and materials can be filled from City inventory ❑ If the resource cannot be found, it must be purchased, leased, or contracted. Contact the Finance & Administration Section, Purchasing Unit ❑ If items are not available, request mutual aid from the Operational Area EOC Logistics Section ❑ If the Operational Area EOC cannot meet resource needs, the Supply Branch will request the Operational Area forward our resource needs to Cal EMA, Region I ❑ If Cal EMA cannot meet resource needs, they will request assistance from FEMA Supply Branch Page 15 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Transportation ❑ Provide transportation resources and drivers ❑ Provide special transportation resources to evacuate non - ambulatory individuals ❑ Coordinate resources with all City departments ❑ Develop and implement a traffic plan ❑ Support out of service resources ❑ Notify Resource Status Unit of all status changes of support and transport vehicles ❑ Arrange for and activate fueling, maintenance and repair of ground resources ❑ Maintain inventory of support and transportation vehicles ❑ Provide transportation services ❑ Arrange special transportation resources and trained personnel for non - ambulatory individuals ❑ Collect use information on rented equipment ❑ Access mutual aid resources for items that cannot be obtained locally ❑ Accomplish objectives of the EOC Action Plan Staging Areas ❑ Use internal, in -place warehouse or shipping /receiving systems, if available ❑ If staging area(s) are needed, determine locations of staging area(s) ❑ Determine who will manage the staging area(s); Appoint a staging area manager. Staging areas will be named according to location; e.g., the staging area located at the State Beach will be called the State Beach Staging Area. ❑ Set up communications between the EOC and the staging area(s) ❑ Staff staging areas with additional personnel to load, unload, stock, deliver and distribute supplies and keep pertinent records ❑ Keep a log of items requested and check to see that they have been ordered, sent, received, and distributed to the requesting party. This MUST be done continually to ensure requests are filled as expeditiously as possible. ❑ Notify the party that requested the item of the status of the resource request: ❑ Date and time of delivery of goods and material ❑ Delivery site ❑ Type and quantity of goods and material to be delivered as well as any items that are not available Transportation Plan ❑ Coordinate with the Planning Section, Situation Analysis Unit to determine the status of transportation routes ❑ Routinely contact the Municipal Operations Branch for information on the progress of route recovery ❑ Develop a Transportation Plan which identifies routes of ingress and egress to assist in the movement of personnel, population and resources Supply Branch Page 16 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Demobilization ❑ Deactivate Transportation Unit and staging area(s) when no longer required ❑ Ensure any unfinished business is completed before leaving or passed on to the Supply Branch Leader ❑ Ensure any required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Deactivate your section and close out logs when authorized by the Supply Branch Leader ❑ Leave forwarding phone number where you can be reached ❑ Check out before leaving the EOC Supply Branch Page 17 of 17 City of Newport Beach Emergency Management Plan LOGISTICS SECTION HUMAN RESOURCE BRANCH Table of Contents Purpose............................................................................................................. ..............................2 Objectives ........................................................................................................ ..............................2 Situation and Assumptions .......................................................................... ..............................2 Organization and Assignment of Responsibilities ................................. ..............................3 Line of Succession for Personnel Unit Leader ......................................... ..............................3 Conceptof Operations .................................................................................. ..............................4 Alerting/Activation Procedures ................................................................... ..............................4 Policiesand Procedures for the Personnel Unit ....................................... ..............................4 Communications / Coordination ................................................................... ..............................5 MutualAid ...................................................................................................... ..............................6 VolunteerManagement ................................................................................ ..............................7 PriorityUse of Volunteers ............................................................................ ..............................7 Policies and Procedures for Volunteer Management ............................. ..............................7 Typesof Volunteers ...................................................................................... ..............................7 Disaster Service Worker Oath ..................................................................... ..............................8 VolunteerOperations .................................................................................... ..............................9 Levelsof Volunteers ...................................................................................... ..............................9 Registration Procedures ................................................................................ ..............................9 Demobilization of Volunteers .................................................................... .............................10 Enclosures List ............................................................................................... .............................10 Enclosure 1- Shift Assignment List for EOC and DOC Management Section ..............11 Enclosure 2 - Authorities and Responsibilities/Terms and Definitions .........................14 Enclosure 3 - Disaster Service Worker Registration ............................... .............................16 Enclosure 4 - Newport Beach EOC Volunteer Registration .................. .............................17 Enclosure 5 - Newport Beach Emergency Services Volunteer Card .... .............................18 Enclosure 6 - Outside Volunteer Organizations ..................................... .............................19 Human Resource Branch Director Checklist ........................................... .............................20 PersonnelUnit Checklist ............................................................................. .............................22 Volunteer Unit Checklist ............................................................................. .............................24 Human Resources Branch City of Newport Beach Emergency Management Plan LOGISTICS SECTION HUMAN RESOURCE BRANCH (EOP 43) Purpose The purpose of the Human Resources Branch Plan is to establish responsibilities and to outline tasks assigned to the Human Resources Unit in the event of a Natural Disaster, Civil Disturbance, Technological Incident or Nuclear Defense Emergency in the City of Huntington Beach and to provide needed personnel to supplement the Emergency Response Organization. The Human Resources functions will be managed by City Human Resources Director. Objectives Provide personnel resources as requested in support of the EOC and field operations V Serve as part of the Logistics Section. Ensure the Logistics Section is kept apprised of personnel issues V Maintain a list of Newport Beach employees with special skills • Establish policies and procedures for personnel related issues in a disaster • Prepare the Shift Assignment List for the EOC and Department Operations Centers to be included in the EOC Action Plan • Maintain contact with Sections to determine personnel needs • Accomplish objectives of the EOC Action Plan • Coordinate, develop, and maintain procedures for implementation of the volunteer program • Prepare or assist with press releases for the Public Information Officer (PIO) to utilize in recruiting volunteers V Set up a volunteer registration area at the designated sites to: V Register volunteers as Disaster Service Workers -/ Issue identification cards to Disaster Services Workers y Train or arrange for training of volunteers • Deploy volunteers to work sites • Coordinate transportation needs V Coordinate communication needs V Maintain records of volunteers and volunteer activities V Provide logistical support for volunteers V Provide recognition for volunteer services Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado / waterspout, nuclear incident, plane crash, or unforeseen events. Human Resources Branch Page 2 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION 2. In any type of disaster, hundreds of residents and visitors may need assistance. Public safety personnel and City employees may be overwhelmed by the situation. 3. The Emergency Operations Center (EOC) will be activated as the result of a large - scale emergency situation and will act as a communication and coordination point for emergencies. 4. When the EOC is activated, the Logistics Section, Human Resources Branch will be activated to manage personnel and volunteer operations. 5. City employees who are required to work during a hazardous incident may be physically and /or emotionally impacted and may require assistance and /or psychological counseling 6. Employees may require time off to secure their family safety 7. Mutual Aid Agreements and systems exist to support emergency response agencies. 8. Logistical needs such as personnel can be managed from the Newport Beach EOC. 9. The Personnel Unit will utilize trained city personnel before turning to volunteers. Organization and Assignment of Responsibilities Logistics Section, Human Resources Branch Organization Logistics Section Human Resources Branch Volunteer I Personnel Unit Manager Line of Succession for Personnel Unit Leader Human Resources Director Human Resources Branch Director HR/ Risk Management Administrator First Alternate Senior Human Resource Analyst Second Alternate All City employees are considered Disaster Service Workers (DSW) under California Government Code. Designation as a DSW does not relieve the City of its obligation to provide workers' compensation or other benefits of the employee's normal position. Human Resources Branch Page 3 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION In order to rapidly identify and assign City employees with special skills, the Human Resources Branch is responsible for organizing and maintaining a list (Employees Emergency Call -Out Manual) of employees. Police and Fire employees are not included. This list will be utilized to determine if any City employees are able to fill requests for assistance. Concept of Operations Training Each City employee who may work in emergencies will receive SEMS /NIMS training. There are two levels of training and employees will be trained according to their response duties: The Introductory Course will be given to management, emergency responders and general employees The EOC Course will be given to all employees who are responsible to respond to the City's Emergency Operations Center (EOC) or a Department Operations Center (DOC) Alerting/Activation Procedures When the EOC is activated, Police Dispatch will activate personnel assigned to the Logistics Section through the EOC Activation Procedures. Policies and Procedures for the Personnel Unit Requests for personnel from other EOC Sections go through the Logistics Section to the Human Resources Branch. The Human Resources Branch will attempt to fill the requests in the following manner: 1. Check City job categories to determine the most appropriate employee type for the job 2. Consult the Emergency Call -Out Procedure Manual to determine if City employee(s) exist with needed skills 3. If calling back part -time employees, make sure they complete the loyalty oath prior to working. To ensure they are covered under workers compensation during the disaster/ emergency. If skilled employee is able to be located: Contact the department the skilled employee is assigned to for a determination if the employee is available for assignment If available, determine who will initiate call back. y The employee will need to know: time to report, assignment location, contact person, special clothing/ equipment requirements, and how long the assignment will last. Let the requesting EOC Section know the request has been filled. If no skilled employee exists, then determine: Human Resources Branch Page 4 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION 1. Should the Mutual Aid system be accessed 2. Should a private contractor be utilized 3. If a private, nonprofit organization can be used 4. If a volunteer can be used For non - skilled employees, access: 1. Volunteers 2. Private, nonprofit organizations 3. Private Contractors 4. Mutual Aid If Mutual Aid is needed, make the request through the Logistics Section Chief to the Orange County Operational Area EOC, Logistics Section. The situation should dictate the need. If the personnel need is critical, the Personnel Unit has the authority to access any/ all systems available. Shift Assignment List for EOC and Department Operations Centers Form This form will be completed by the Personnel Unit and submitted to the Planning Section to be included in the EOC Action Plan. Communications /Coordination Telephones and cellular phones are the first choice for communication. RACES (amateur radio operators will be utilized if cellular phones are not available. If employees need to be recalled to work and the phones are inoperable, the Emergency Alert System (EAS) AM /FM radio system will be accessed. To access EAS, the Personnel Unit will send a written message form, complete with exact wording, to the City PIO requesting activation of EAS. The PIO activates EAS by contacting the County of Orange Communications Watch Commander or County of Orange Communications Control One. Human Resources Branch Page 5 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Mutual Aid If additional non - safety personnel are required, the requests will go to the Operational Area EOC. The Personnel Unit will send requests through the City Logistics Section to the Orange County Operational Area Logistics Section. Availability and accessibility of personnel and resources from neighboring jurisdictions will be determined through the Operational Area EOC. They will poll Cities to determine resource needs and availability and coordinate the reallocation to areas where needed. Personnel Mutual Aid Cal EMA Region I Logistics Section Orange County Operational Area EOC Logistics Section Resource Requests Newport Beach EOC Logistics Section Newport Beach EOC Personnel Unit Newport Beach Field Human Resources Branch Page 6 of 25 Resource Response City of Newport Beach Emergency Management Plan LOGISTICS SECTION Volunteer Management The following entities are involved in the management of volunteer resources: 1. EOC Logistics Section, Volunteer Unit 2. Community Services 3. CERT /Certified Disaster Service Workers 4. RACES 5. Emergent volunteers 6. American Red Cross, Orange County Chapter 7. Other volunteer organizations, as needed 8. County of Orange Social Services Department These eight entities will be coordinated by the City of Newport Beach EOC Logistics Section, Volunteer Unit, which will manage all volunteers. Priority Use of Volunteers 1. Certified Disaster Service Workers 2. Community Emergency Response Team (CERT) 3. Emergent Volunteers 4. Mutual Aid Volunteers Policies and Procedures for Volunteer Management v' Determine if volunteer registration centers should be activated (See Enclosure 2 for a Map of pre - designated locations) Inform staff when and where to report • Use trained volunteers before activating untrained volunteers • Set up communication with the registration centers • Determine the Disaster Service Workers' qualifications and training needed, then sort volunteers by specialty v, Issue a request for an announcement for the Emergency Alerting System (EAS) through the Public Information Officer asking for volunteers to report to a designated site -41 Register and administer the oath to all Disaster Service Workers se Provide an identification card to Disaster Service Workers Assign a leader for each group of volunteers (Certified Disaster Service Workers are trained to act as group leaders) Coordinate feeding, lodging, and all logistical needs of Disaster Service Workers through the Logistics Section and the Care ft Shelter Branch of the Operations Section Tvves of Volunteers Organized Volunteers Organized volunteers are defined as individuals affiliated with specific organizations prior to an emergency. These organizations are usually chartered to provide volunteer emergency and /or disaster relief services. The American Red Cross, Salvation Army, Human Resources Branch Page 7 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION National Volunteer Organizations Active in Disaster, and amateur radio teams are examples of organized Disaster Service Worker volunteers. Community Emergency Response Teams (CERT) CERT is managed under the Logistics Section, Volunteer Unit. They are a volunteer group trained by the Fire Department. Radio Amateur Civil Emergency Services (RACES) RACES is managed under the Logistics Section, Communications Unit. They are a volunteer group managed by the Police Department and are FCC licensed amateur radio operators. They each have their own radio equipment and are trained and exercised on a regular basis. RACES provides communications for City community events as practices for operating in an emergency. Their priorities are: Assessing City damage, EOC Net Control, Backup communications for Fire & Rescue, Law Enforcement, Care & Shelter, and Damage /Safety Assessment, Municipal Operations, School District EOCs, and Private Schools, City facilities/ Central Library and Senior Centers, CERT Area Coordinators for neighborhood communications, Shelters, Employee Emergency Family Notification System (to be developed), Other, as assigned, and Mutual Aid. Registered Volunteers The CERT and RACES volunteers have already been registered as Disaster Service Workers and have identification cards. Emergent Volunteers Spontaneous or emergent volunteers are members of the general public at -large who come forth to freely offer their time, skills, and resources during an emergency situation. They are not usually involved with a volunteer organization, therefore may not be pre- registered (they will not have an ID card) with the City. They often outnumber organized volunteers. Individuals with special skills should be registered, sorted by skill, and deployed to the incident site where needed. Included in this plan is the Disaster Service Worker registration form that will be used to denote name, address of volunteer, date enrolled, Disaster Service Worker Classification, and previous experience. This form also includes the Disaster Service Worker Oath. Disaster Service Worker Oath The oath or affirmation of any Disaster Service Worker may be taken before any officer authorized to administer the oath. This oath or affirmation may be taken before an appointing power or before any person authorized in writing by that appointing power. The appointing power within the City of Newport Beach is the City Clerk. The Emergency Services Coordinator issues the oath to the CERT, Certified Disaster Service Workers. Human Resources Branch Page 8 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Volunteer Operations The Volunteer Unit will manage all volunteers. Pre - registered volunteers such as RACES and CERT may already have specific assignments. Emergent volunteers will either telephone or just arrive at City facilities whether recruited or not. Volunteers will be told to report to the City Library facilities. The following Library facilities may be used as "volunteer sites" for both pre- registered and emergent volunteers: Primary Center Newport Beach Central Library 1000 Avocado Secondary Centers Balboa Library Branch 100 E. Balboa Mariners Library Branch 2005 Dover Corona del Mar Library Branch 420 Marigold Volunteers who have helped during an emergency may be given recognition by publicity. Certificates or other forms of recognition may be presented and names of participants given to City Council. Levels of Volunteers Certified Disaster Service Workers - (trained and registered) V CERT Members V RACES (trained, registered and outfitted with equipment) V Emergent volunteers • Professionals (medical, mental health, structural engineers, firefighters, police officers, etc.) • Laborers (able to perform a high level of physical labor like sandbagging, lifting, moving, etc.) • Administration/ clerical (computer literate, knowledge of office skills) • Public information oriented (good phone and communications skills) • General (may perform neighborhood or school assistance, evacuations, cleanup, delivery, etc.) Registration Procedures Library Registrars register emergent volunteers using the Disaster Service Worker Reeistration Form. Human Resources Branch Page 9 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Workers' Compensation forms will be available at reporting sites in case of injury to a volunteer. Upon completion of Disaster Service Worker Reeistration Form, identification cards may be issued to volunteers, if needed. The information on the ID card will be maintained in a database by the Human Resources Division. A person is considered registered if they have the following information on file: 1. Name of worker 2. Address of worker 3. Date of enrollment 4. Class of disaster service to which worker is assigned 5. Loyalty Oath Demobilization of Volunteers 1. A demobilization plan should be developed prior to starting demobilization of volunteers 2. Considerations must be given to: • Staffing (scheduling who will leave and when) • Assignments of duties to staff • Records/ documentation (who gets the records) • Returning borrowed equipment • Disposing of items no longer useful • Securing the facility or turning facility over to the facility's Manager • A facility walk - through with the Manager of the facility 3. Report demobilization to the EOC Logistics Section Chief Enclosures List Enclosure 1 - Shift Assignment List for EOC Enclosure 2 - Authorities & Responsibilities/ Terms and Definitions Enclosure 3 - Disaster Service Worker registration form Enclosure 4 - Library Volunteer Registration Enclosure 5 - Volunteer Card Enclosure 6 - Outside Volunteer Organizations Human Resources Branch Page 10 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 1- Shift Assignment List for EOC and DOC Management Section POSITION TITLE NAME - DAY SHIFT 0600 -1800 NAME - NIGHT SHIFT 1800-0600 Director of Emergency Services City Incident Commander City Attorney EOC Manager Safety Officer Public Information Lead Public Information Public Information Public Information City Liaison Agency Representative/ Agency Representative/ Operations Section POSITION TITLE NAME - DAY SHIFT 0600 -1800 NAME - NIGHT SHIFT 1800-0600 Operations Section Chief Fire Branch Director Law Enforcement Branch Director Care & Shelter Branch Director Municipal Operations Branch Director. Public Works Branch Director Damage /Safety Assessment Branch Director Human Resource Branch Page 11 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Planning Section POSITION TITLE NAME - DAY SHIFT 0600 -1800 NAME - NIGHT SHIFT 1800-0600 Planning Section Chief Advance Planning Unit Situation Status SITSTAT SITSTAT Display Proc. Technical Services Unit Documentation Unit Leader Documentation/ Computer Recovery Unit Demobilization Unit Logistics Section POSITION TITLE NAME - DAY SHIFT 0600 -1800 NAME - NIGHT SHIFT 1800-0600 Logistics Section Chief Communications Branch Supplies/ Procurement Unit Resources Status Unit Transportation Unit Personnel Unit Facilities Unit Human Resource Branch Page 12 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Finance & Administration Section POSITION TITLE NAME - DAY SHIFT 0600 -1800 NAME - NIGHT SHIFT 1800-0600 Finance & Administration Section Chief Purchasing Unit Compensation & Claims Officer Cost Unit Time Keeping Unit City Hall Services Unit Vital Records Unit Reference The Emergency Call -Out Procedure Manual is kept in the Personnel Unit Leader EOC desk. Human Resource Branch Page 13 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 2 - Authorities and Responsibilities/Terms and Definitions The State of California Emergency Services Act Government Code 0100: It is hereby declared that the protection of the health and safety and preservation of the lives and property of the people of the state from the effects of natural, man- made, or war - caused emergencies which result in conditions of disaster or in extreme peril to life, property, and resources is of paramount state importance requiring the responsible efforts of public and private agencies and individual citizens. In furtherance of the exercise of the police power of the state in protection of its citizens and resources, all public employees are hereby declared to be Disaster Service Workers subject to such disaster service activities as may be assigned to them by their superiors or by law. Government Code §8580: The California Emergency Council is directed to establish by rule and regulation various classes of Disaster Service Workers and the scope of duties of each class and to prescribe the manner in which Disaster Service Workers of each class are to be registered, all such rules and regulations to be designed to facilitate the paying of workers' compensation. Civil Procedure Code §2015.6: A written affirmation may substitute for an oath under certain conditions. Such affirmation must commence with the words, "I solemnly affirm ", must state the substance of the matters required by the oath, must state the date and place of execution, and must be subscribed by the affirming person. Disaster Services Worker A Disaster Service Worker is any public employee or volunteer who is registered with a disaster council approved by the California Emergency Council. The City of Newport Beach, by Municipal Code 8.60, has formed a Disaster Council. Disaster Service Workers are individuals ordered to perform services during a "State of War Emergency," "State of Emergency," or "Local Emergency" by a person or body having authority to command the aid of citizens to carry out assigned duties. A State of Emergency may be proclaimed by the Governor as a result of such conditions as fire, flood, epidemic, riot, earthquake, etc. A Disaster Service Worker might be a reserve police officer, an auxiliary firefighter, an emergency welfare worker, a communications specialist, a medical worker, a transportation specialist, a clerk, or anyone qualified to perform services in one of a number of fields. All City employees are Disaster Service Workers. Disaster Service Worker/Workers' Compensation Any Disaster Service Worker is eligible for workers' compensation benefits while performing assigned duties or undergoing any authorized training activities. Any injury under these circumstances is covered no matter where it occurs. If the Disaster Service Worker, or the disaster council with which the employee is working, is paid for these services, an "employer- employee" relationship exists. An injured worker would be entitled to workers' compensation in the usual way and not under the special provisions for Disaster Service Workers. (Also, any members registered as active Human Resource Branch Page 14 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION firefighters of any regularly organized and municipally supported volunteer fire departments are excluded from coverage as far as disaster service benefits are concerned.) If engaged in regularly scheduled disaster service activities including training, the coverage is only during such activities, not while you are en route between the home and the location to which the worker is reporting for service or training. However, if a Disaster Service Worker suddenly is called to duty during an emergency, the workers' compensation coverage starts when the worker leaves home and lasts until they are able to return, as long as they make no route deviations for personal reasons. If injured, the worker will receive all the medical care the condition requires, at no cost to the worker. The State Compensation Insurance Fund pays workers' compensation benefits to Disaster Service Workers. The State Fund is a State division within the Department of Industrial Relations. The money for these benefits comes from special funds appropriated by the Legislature. The Director of the Disaster Council is responsible for reporting any injury claims as soon as possible to the nearest State Fund Office and in no case, more than five days after having knowledge of that injury. In case of any serious injury, the Director should report by phone to the nearest State Fund Office within 24 hours of the injury, in addition to filling in the accident forms. The Director of the Newport Beach Disaster Council is the City of Newport Beach Director of Emergency Services. State Compensation Insurance Fund Form SCIF 3267 is the form required of an accredited disaster council to report injury or death of a volunteer disaster worker. (See Enclosure 3) State Compensation Insurance Fund Form SCIF 3301 is the claim form used by volunteer Disaster Service Worker for reporting a disaster - service related injury or illness. (See Enclosure 4) Human Resource Branch Page 15 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Date En Name _ Address Telephone ( Date of Birth F Enclosure 3 - Disaster Service Worker Registration CITY OF NEWPORT BEACH HUMAN RESOURCES OFFICE DISASTER SERVICE WORKER REGISTRATION Sex M LOYALTY OATH OF AFFIRMATION (Govt. Code Sec. 3102) ID Card Number Hair Height CDL# Profession Lic# Eyes _ Weight (CONTRACTOR, FCC, ETC.) CLASS ASSIGNED I, , do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservations or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. I understand that I will be acting as a volunteer, not as an employee of the City of Newport Beach; however, I may be eligible for workers' compensation through the State Office of Emergency Services. I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. SIGNATURE OF AUTHORIZED OFFICIAL TITLE SIGNATURE OF AUTHORIZED VOLUNTEERIDISASTER SERVICE WORKER Any person under the age of 18 years must have an accompanying signature of their parent or legal guardian. SIGNATURE OF PARENT /LEGAL GUARDIAN (if applicable) Purpose of information is registration as a Disaster Service Worker. Failure to provide mandatory information is disqualification as a Disaster Service Worker. The official responsible for maintenance of this information and the location filed are shown below. DISASTER SERVICE WORKER CLASSIFICATIONS: Newport Beach Disaster Council Civic Center Emergency Services Office EXPIRATIONDATE 1. Administrative 8. Traffic Control 2000 Main St., Newport Beach, CA 92648 — 2. Clerical — 9. Radiological 3. Communications 10. Search & Rescue RESPONSIBLE OFFICIAL TITLE 4. Sheltering 11. Structural Engineer CAL EMA USE ONLY — — 5. Laborer 12. Medical This form may be used when registering Volunteer Disaster 6. Firefighter 13. CERT Service Workers under circumstances wherein it is not feasible to — — administer the oath before an authorized person. Reference Code 7. Law Enforcement 14. RACES of Civil Procedure Section 2015.5. Occupation: PREVIOUS EXPERIENCE: Foreign Language: _ Administrative /Office _ Amateur Radio Operator Sign Language: — First Aid /CPR — Medical /Lab Technician Military Services and Rank or Rating: _ Heavy Equipment Oper. _ Construction Worker — Carpenter — Electrician Equipment I own which could be used: _ Plumber /Pipe Fitter _ Lineman Trucks: — Structural /Civil Engineer — Building Inspector Heavy Equipment: _ Mechanic _ Machinist Other: _ Photographer _ Animal Care Human Resource Branch Page 16 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 4 - Newport Beach EOC Volunteer Registration Newport Beach Emergency Operations Center Volunteer Registration (Please print) Name Last First Middle Street City Zip Phone Home Work Emergency Name Health Restrictions/ Medical Conditions Phone Please check those areas in which you are skilled or knowledgeable: Ambulance Driver _Animal Care /Rescue _Carpenter Chemist Child Care _Civil Engineer _Clerk /Typist _Communication _Computer Cook _Counselor/ Psychologist Domestic _Druggist _Electrician _Fire Protection _First Aid /CPR _Foreign Language - specify below _Handling Explosives Hazardous Material _Heavy Equipment Operator _Laborer Lifeguard _Lineman _Machinist Marine Science Mechanic _Nursing _Paramedic _Photographer _Police Plumber _Radio Technician /Operator Rescue Worker _Sensitive Habitat Protection _Sign Language _Storekeeper _Telephone Operator _Truck Driver _Welder Other (Please list) I volunteer my assistance during an emergency situation. Upon assignment to a specific location or duty, I will register both my arrival and departure with an on site representative of the City Emergency Volunteers Registration. I understand that I will be acting as a volunteer, not as an employee of the city, and may be eligible for workers' compensation through the California Emergency Management Agency. Date Human Resource Branch Page 17 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 5 - Newport Beach Emergency Services Volunteer Card City of Newport Beach EMERGENCY SERVICES Issued by Department of Library Services The person identified by this card has volunteered to carry out the stated assignment for this emergency, on behalf of the city. It is important that he /she be assisted in carrying out these duties. Assignment EMERGENCY VOLUNTEER PHONE (DAY) EMERGENCY CONTACT FOREIGN MEDICAL CDL# SIGNATURE EXPIRATION Human Resource Branch Page 18 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Enclosure 6 - Outside Volunteer Organizations ORGANIZATION ADDRESS SERVICE (S) NAME AND PHONE PROVIDED NUMBER RACES American Red Cross - OC Operational Area EOC located at 601 North Golden Circle EOC 2644 Santiago Canyon Rd. Santiago Canyon Salvation Army #1 Warren Johnson, Director of 10200 Pioneer O erations Tustin, CA 92680 (OC Headquarters) #2 Lee Lescano, 10 Canteen located at P headquarters. Eight #3 Garvel Wike volunteer teams in OC. Church World Service - Human Resource Branch Page 19 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Human Resource Branch Director Checklist V Responsible Department: Human Resources Responsible Party: Human Resources Director First Alternate: HR/ Risk Management Administrator Second Alternate: Senior Human Resource Analyst Immediate Supervisor in EOC: Logistics Section Chief Policy Group: �n General Duties Provide additional personnel for response and recovery operations, as requested Manage personnel issues and set personnel policy during emergency situations Complete the Shift Assignment List for EOC and Department Operations Centers Form and submit to the Planning Section to be included in the EOC Action Plan Coordinate volunteer operations Checklist ❑ Upon arrival at the EOC, check in, then report to the Logistics Section Chief. Request a briefing on the situation ❑ Put on assigned vest; check to see if phone is operating ❑ Initiate/ maintain a log of actions taken, significant events, messages, and phone calls. Pass this on to your relief with instructions to maintain it ❑ Poll other EOC Sections to determine personnel needs ❑ Attempt to meet staffing needs by utilizing in -house resources (i.e., reassignment of City workers) ❑ Alert personnel and initiate recall of members to the extent deemed necessary ❑ If employee staffing is insufficient, utilize volunteers, private nonprofit organizations, mutual aid, outside contractors, and other Disaster Service Workers. Mutual Aid from California Youth Authority (CYA), California Department of Corrections (CDC), and California Conservation Corps (CCC) crews may be utilized and obtained through the Operational Area EOC and State Region I REOC ❑ If semi - skilled, skilled, or professional staff are required, contact the Operational Area EOC Logistics Section, private contractors, private, nonprofit organizations, or volunteers ❑ In the absence of a Volunteer Manager, assume his /her duties until a replacement arrives. Designate and arrange for staffing of registration centers for Disaster Service Workers Human Resource Branch Page 20 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Complete the Shift Assi ent List for EOC and Department Operations Centers Form and submit to the Planning Section to be included in the EOC Action Plan ❑ Brief your replacement; pass on vest and log; sign out before leaving EOC Volunteer Management ❑ Work closely with the volunteers who can supplement your work force. Have the Library sort the volunteers by skills they are able to perform ❑ Conduct volunteer registration, if needed, with Library personnel ❑ Pre - register volunteers prior to work on the Disaster Service Worker Registration Form; issue identification cards ❑ Categorize volunteers ❑ Provide reception and placement of volunteers ❑ Train volunteers, as needed ❑ Be prepared to deal with emergent volunteers as they arrive ❑ Work with volunteer organizations such as American Red Cross, Salvation Army, churches, and social service organizations ❑ Arrange for transportation through the Transportation Unit for volunteers to work sites ❑ Arrange for communications for each group of volunteers sent to work sites through the Communications Unit ❑ Provide for logistical needs (food, tools, safety, and protective gear) for volunteers ❑ Request a safety officer to oversee volunteer operations ❑ Coordinate the need for community crisis counselors ❑ Work with Public Information Officer to provide recognition for volunteers Demobilization ❑ Deactivate Personnel Unit when no longer required ❑ Ensure any unfinished business is completed before leaving or passed on to the Logistics Section Chief ❑ Ensure any required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Deactivate your unit and close out logs when authorized by the Logistics Section Chief ❑ Leave forwarding phone number where you can be reached ❑ Check out before leaving the EOC Human Resource Branch Page 21 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Personnel Unit Checklist il Responsible Department: Human Resources Responsible Party: Human Resources Supervisor First Alternate: Human Resources Analyst/ Specialist Second Alternate Human Resources Analyst/ Specialist Immediate Supervisor in EOC: Logistics Chief Subordinates: EOC CERT Representative Policy Group: No General Duties Provide additional personnel for response and recovery operations, as requested Manage personnel issues and set personnel policy during emergency situations Complete the Shift Assignment List for EOC and Department Operations Centers Form and submit to the Planning Section to be included in the EOC Action Plan Coordinate volunteer operations Checklist ❑ Sign in; wear assigned position vest; verify that phone is operating and ringer is on; maintain a written log ❑ Alert department personnel and initiate recall of members to the extent deemed necessary ❑ Maintain contact with Human Resources to determine need for personnel ❑ Attempt to meet staffing needs by utilizing in -house resources (i.e., reassignment of City workers) ❑ Decide if specific skills will be needed ❑ Alert personnel and initiate recall of members to the extent deemed necessary ❑ Prepare AlertOC announcements concerning which personnel are needed. Work through the Public Information Officer to access AlertOC ❑ Determine site(s) to be used as Volunteer Operation Center(s) (VOC) ❑ Staff Volunteer Operations Center(s) (VOC) with Library personnel ❑ Work with volunteer organizations such as 2 -11 Orange County, American Red Cross, Salvation Army, churches, and social service organizations ❑ Arrange for transportation of employees to work site if needed ❑ Arrange for communications for each group employees sent to work sites Human Resource Branch Page 22 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Provide for logistical needs (food, tools, safety, and protective gear) ❑ Pass on vest and log to your replacement; sign out Human Resource Branch Page 23 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION Volunteer Unit Checklist il Responsible Department: Responsible Party: First Alternate: Second Alternate Library Services Library Director Library Services Manager Library III Immediate Supervisor in EOC: Logistics Chief Subordinates: Volunteer Operation Center (VOC) Managers and EOC CERT Representative Policy Group: No General Duties Coordinate volunteer operations Utilize CERT /Certified Disaster Service Worker Volunteers prior to activating untrained volunteers -/ Set up and staff Volunteer Operations Center(s) (VOC) V Recruit, categorize, register and train volunteers Coordinate transportation and communications for volunteer groups -.1 Prepare to deal with emergent volunteers V Provide for logistical needs of volunteers; e.g., food, tools, safety or protective clothing, etc. Checklist ❑ Sign in; wear assigned position vest; verify that phone is operating and ringer is on; maintain a written log ❑ Alert department personnel and initiate recall of members to the extent deemed necessary ❑ Coordinate all volunteer operations ❑ Maintain contact with Human Resources Branch to determine the need for volunteers ❑ Decide if specific skills will be needed ❑ Request the Liaison to activate CERT Volunteers, if needed ❑ Coordinate logistical needs for CERT Volunteers Human Resource Branch Page 24 of 25 City of Newport Beach Emergency Management Plan LOGISTICS SECTION ❑ Prepare Alerting System (EAS) announcements concerning the type of volunteers needed. Work through the Public Information Officer to access EAS ❑ Determine site(s) to be used as Volunteer Operation Center(s) (VOC) ❑ Staff Volunteer Operations Center(s) (VOC) with Library personnel ❑ Preregister volunteers on the Disaster Service Worker Registration Form; issue identification cards ❑ Categorize volunteers ❑ Provide reception and placement of volunteers ❑ Train volunteers as needed ❑ Be prepared to deal with emergent volunteers as they arrive ❑ Work with volunteer organizations such as 2 -11 Orange County, American Red Cross, Salvation Army, churches, and social service organizations ❑ Arrange for transportation of volunteers to work sites ❑ Arrange for communications for each group of volunteers sent to work sites ❑ Provide for logistical needs (food, tools, safety, and protective gear) ❑ Request a safety officer to oversee volunteer operations (either a volunteer trained in safety, the City's Safety Officer [Risk Management[, or the Fire Department) ❑ Coordinate the need for community crisis counselors ❑ Work with Public Information Officer to provide recognition for volunteers ❑ Pass on vest and log to your replacement; sign out Human Resource Branch Page 25 of 25 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION FINANCE & ADMINISTRATION SECTION Table of Contents Purpose................................................. ............................... Overview.............................................. ............................... Situation and Assumptions ............. ............................... Organization and Assignment of Responsibilities., Emergency Operations Center (EOC) Organization Objectives............................................ ............................... Concept of Operations ...................... ............................... Section Activation Procedures ........ ............................... 2 2 2 3 4 5 6 6 Whento Activate ................................................................................................. ..............................6 Whereto Report ................................................................................................... ..............................7 EOC Activation Procedures .............................................................................. ..............................7 Finance & Administration Section Positions ............................................... ..............................8 Finance & Administration Section Section Chief Checklist ................... .............................11 Cost Unit Leader Checklist .............................................................................. .............................16 Timekeeping Unit Leader Checklist ............................................................. .............................20 Compensation & Claims Unit Leader Checklist ........................................ .............................24 Purchasing Unit Leader Checklist ................................................................. .............................27 Vital Records Unit Checklist .......................................................................... .............................29 Finance & Administration Section City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION FINANCE & ADMINISTRATION SECTION (EOP 44) Purpose The Finance & Administration Section's purpose enhances the capability of the City of Newport Beach to respond to emergencies by providing financial support and coordination to City emergency operations and coordinating the recovery of costs as allowed by Federal and State law. The priorities of this Section include: Protecting life and property Providing continuity of financial support to the City and Community -v/ Cooperating with the other sections of the City's Emergency Response Team V Documenting of City costs and recovery of those costs as allowable -V Maintaining a positive image for the City in its dealings with the community Preserving the City's Vital Records Overview The Finance & Administration Section's primary responsibility is to maintain, to the greatest extent possible, the financial systems necessary to keep the City functioning during a disaster/ emergency. These systems include. Payroll Accounts Payable Revenue Collection Claim Processing Cost Recovery Documentation Purchasing The Section also supervises the negotiation and administration of vendor and supply contracts and procedures. The extent of the disaster/ emergency will determine the extent to which the Finance & Administration Section will mobilize. In a low -level emergency, only part of the section may need to mobilize. In a widespread disaster damaging communications and systems, the entire section may need to mobilize. Situation and Assumptions 1. Newport Beach may be impacted by emergency incidents such as flood, earthquake, fire, explosion, hazardous material incident, tsunami, tornado /water spout, nuclear incident, plane crash or unforeseen events. 2. In an emergency situation, response and recovery operations must continue even under adverse conditions. The disaster may cause fires, flooding, collapsed buildings and infrastructures, communication failures, power outages, natural gas Finance & Administration Section Page 2 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION leaks, water shortages, sewer breaks, flood channel breaches, hazardous chemical spills, etc. 3. The City's Emergency Operations Center (EOC) will be activated to manage major emergencies. When the EOC is activated, the Finance & Administration Section personnel will be activated to manage the City's emergency financial policies, coordinate with City departments, coordinate cost recovery and purchasing, provide for the preservation of vital records, as well as arranging for the operation of normal city services to ensure continuity of government. 4. To continue emergency operations, responders will require supplies, equipment, communications equipment, food, shelter, etc. 5. To meet the needs of the responders and the community, the City's Emergency Operations Center (EOC) will be activated to manage the disaster and provide logistical needs. 6. When the EOC is activated, the Finance & Administration Section will be activated to manage the financial support, vital records, City Hall Services. This plan provides the information needed to manage major emergencies. Organization and Assignment of Responsibilities Section Responsibilities The Director of Emergency Services (Management Section) is responsible for overall emergency management policy and coordination through the joint efforts of governmental agencies and private organizations. The Incident Commander (IC) is responsible for managing the Operations, Planning, Logistics, and Finance & Administration Sections. The IC will either activate appropriate Sections or perform their functions, as needed. The Operations Section is responsible for coordinating all jurisdictional operations in support of the emergency response through implementation of the City's EOC Action Plan. The Planning Section is responsible for collecting, evaluating, and disseminating information; developing the City's EOC Action Plan in coordination with other Sections; initiating and developing the City's After Action Report and maintaining documentation. The Logistics Section is responsible for providing communications, facilities, services, personnel, equipment, supplies, and materials in support of the emergency. The Finance & Administration Section is responsible for financial activities, cost recovery, purchasing, liability and workers' compensation claims, arranging for leasing of needed facilities, vital records, normal City Services and other administrative functions. Finance & Administration Section Page 3 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION EMERGENCY OPERATIONS CENTER (EOC) ORGANIZATION Director of Emergency Services DIO Cityy y Liaison City Hall EOC =er Incident Safe =er Commander Municipal (Incitlenl Specific) Operations Section Fire 8& Rescue Law Enforcement Branch Branch Fire DOC Police DOC Municipal Damage/Safety Operations Branch Assessment Branch General Services DamagelSafety DOC Assessment Public Property Unit Utilities DOC DamagelSafety Assessment - Private Property Unit Public Health auilding DOC Unit Public Works Care & Shelter Branch Branch FP7ulblicWorlks DOC Care &Shatter Unit Planning Section Action Planning Unit Arlvence Planning Unit Situatbn Melysis Unit Resource Status Unit Documentation Unit Technical Services Unit Dempbilization Finance & Administration Section Page 4 of 34 Logistics Section i Communication Branch Info Systems unn Supply Branch Procurement Unit Transportation Unit Facilities Unit Human Resourc Branch Personnel Unit Volunteers Unit Policy Group City Manager Asst. City Manager City Attorney Fire Chief Admin Svcs Dir. Police Chief Municipal Ops Dir. Public Works Dir. Affected Dept Heads Section Purchasing Unit Compensation & Claims Unit Cost Unit Time Keeping Unit Vital Records Unit City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Objectives The Finance & Administration Section acts in a support role in all disasters/ emergencies to ensure all required records are preserved for future use and Cal EMA and FEMA filing requirements through maintenance of proper and accurate documentation of actions taken. Depending on the type of emergency, the Fire, Police, or Public Works departments will have the principal role in directing the City's overall response efforts. To carry out its responsibilities, the Finance & Administration Section will accomplish the following objectives during a disaster/ emergency: A. For all emergencies: 1. Notify the other sections and City departments to track all costs and expenditures. 2. Determine the extent to which the City's computer systems are accessible and /or usable. 3. Determine if the City's financial institutions can continue handling transactions. 4. Maintain, as best possible, the financial continuity of the City (payroll, accounts payable, and revenue collection). 5. Disseminate information regarding financial transactions to other sections and departments as necessary. 6. Upon declaration of a disaster by the State and /or Federal Governments, coordinate with disaster agencies to initiate the recovery process for reimbursement of City costs. 7. Coordinate with the other sections and departments for the collection and documentation of costs pertaining to the emergency. 8. Coordinate with the disaster assistance agencies for the requested inspections, documentation, audits, and other necessary work in order to recover costs. 9. Preserve the City's vital records. B. For disasters /emergencies where the City's computer systems and financial institutions are accessible and usable: 1. Inform the other sections and City departments that the payroll and accounts payable processing will be handled on a normal basis and will incorporate emergency - related costs. 2. Continue with objectives AA through A.9 above. C. For disasters /emergencies where the City's computer systems and/or financial institutions are either inaccessible or unusable for a short period of time; i.e., less than one week: 1. Inform the other sections and City departments that payroll and accounts payable will be on hold for a short time and that processing will continue on a normal basis as of a specified date. 2. Continue with objectives A.4 through A.9 above. Finance & Administration Section Page 5 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION D. For disasters /emergencies where the City's computer and/or financial institutions are either inaccessible or unusable for an extended period of time; i.e., one week or more: 1. Inform the other sections and City departments that manual accounting procedures will be necessary for the next payroll and all critical payments. 2. Activate other Finance & Administration Section Units as necessary. 3. Continue with objectives AA through A.9 above. Concept of Operations The Finance & Administration Section will operate under the following policies during an emergency as the situation dictates: The Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS) will be used to manage the emergency • All existing City and department fiscal operating procedures will be adhered to unless modified by City Council or Director of Emergency Services • For emergencies leaving the accounting systems accessible and usable, normal working hours will be retained for all but the Cost Unit. This Unit will function on the schedule determined necessary to perform its objectives • For disasters/ emergencies rendering the accounting systems either inaccessible or unusable for any period of time, appropriate personnel in the activated Units will be on an operational period determined by Finance & Administration Section. This may be a period of 12 hours. If so, then these periods will normally change at 6:00 AM and 6:00 PM. Section Activation Procedures When to Activate The Finance & Administration Section will be activated whenever the EOC Director of Emergency Services determines the City of Newport Beach is involved or may soon be involved in an emergency requiring a Finance & Administration support. The Finance & Administration Section, Cost Unit may continue to function when the EOC has deactivated in order to complete the necessary paperwork for disaster reimbursement. In all cases, the Cost Recovery Unit will be activated. Finance & Administration Section may also serve as the Cost Unit Leader. Other Units will be activated only as conditions necessitate. Invariably, these other conditions will mean the EOC will also be activated. The Finance & Administration Section will activate the various Units as the emergency situation develops. All Units may be placed on an alert basis when there is warning of an impending or developing emergency. In the event of a major, widespread emergency disrupting normal communication channels, all Units in the Finance & Administration Section are to assume activation and are to report to their assigned emergency location. Finance & Administration Section Page 6 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Where to Report The Finance & Administration Section personnel will report to the EOC. From there, the Cost Unit personnel may be dispatched to department operations centers (DOCs) as needed. EOC Activation Procedures Police Dispatch will notify personnel assigned to the Finance & Administration Section when the EOC is activated using the EOC Activation Procedures. Personnel assigned to the City's EOC will report to the main EOC at 870 Santa Barbara. The alternate EOCs are located at: First Alternate Emergency Operations Center, 870 Santa Barbara Dr. Second Alternate Central Library/ Theater, 1000 Avocado Third Alternate Fire Station #7, 20401 Acacia Street Fourth Alternate PD Tactical Command Vehicle, 870 Santa Barbara The complete EOC Activation Procedures are included in the Emergency Management Plan, Basic Plan -Part One. Section Organization Finance & I Administration Section Cost Unit Compensation Purchasing Timekeeping Vital Records & Claims Unit Unit Unit Unit The Administrative Services Director will fill the position of Finance & Administration Section Chief. The Finance & Administration Section Chief may also be designated by the Incident Commander (IC). This typically occurs when the critical lifesaving operations are completed and the disaster moves into the recovery phase. The Finance & Administration Section Chief will determine, based on present and projected requirements, the need for establishing specific and /or specialized Units. In certain functional areas, such as purchasing, a functional Unit need not be established if only Finance & Administration Section Page 7 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION one person would work in the Unit. In that case, the normal purchasing officer would be assigned rather than designating a Unit. The following may be established as the need arises: A. Cost Unit 1) Cost Recovery (Reimbursement through Cal EMA and FEMA) B. Timekeeping Unit 1) Shipping & Receiving C. Compensation/Claims Unit 1) Workers' Compensation 2) Property Damage 3) Liability D. Purchasing Unit E. Vital Records Unit The Finance & Administration Section Chief may activate additional Units to fulfill an expanded role if necessary. These additional Units may be coordinated out of the Administrative Services DOC, if needed. Finance & Administration Section Positions (EOP 44) The Finance & Administration Section supervises the financial support, response, and recovery for the disaster/ emergency; and ensures the payroll and revenue collection process continues. The Finance & Administration Section Chief fills all positions (Cost Unit, Timekeeping Unit, CompensationfClaims Unit, Purchasing Unit, and Vital Records Unit) until the positions are activated. A. Cost Unit Either one individual or several may be activated to perform the following functions as needed; however, all functions must be performed. In a minor situation, one individual may be able to perform all functions. The Finance & Administration Section Chief performs all functions until additional personnel are recalled and assigned a function or functions. In a major disaster each sub -unit may need a Unit Leader and staff to efficiently perform the functions. Some Units and sub -units may not be needed at all. Do not activate a function /unit unless needed. It is recommended that the Fire, Police, Municipal Operations, and the Senior Accountant Timekeepers be activated immediately to start tracking labor and material costs for a Cal EMA or FEMA Financial Claim. The Cost Unit is also responsible for providing cost analysis data for the incident to help the planning and recovery efforts. The Unit must ensure all pieces of equipment and personnel requiring payment are properly identified; obtain and record all cost data; analyze and prepare estimates of incident costs and maintain accurate records of incident costs. The Cost Unit will be increasingly asked to support the planning function in terms of cost estimates of resources used. The Unit must maintain accurate information on the actual costs for the use of all assigned resources. Finance & Administration Section Page 8 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION The Cost Recovery process should be activated at the onset of any disaster /emergency. The Cost Unit is responsible for procedures to capture and document costs relating to a disaster/ emergency in coordination with other sections and departments. The Unit also acts as liaison with the disaster assistance agencies and coordinates the recovery of costs as allowed by law. Maintenance of records in such a manner that will pass audit is also an extremely important task of this Unit. Accurate and timely documentation is essential to financial recovery. B. Timekeeping Unit The Timekeeping Unit is responsible for tracking hours worked by paid personnel, volunteers, contract labor, mutual aid, and all others and ensuring daily personnel time recording documents are prepared and compliance to agency's time policy is being met. The Timekeeping Unit is responsible for ensuring time and equipment use records identify the scope of work and site - specific work location consistent with initial safety /damage assessment records, sites, and Project Worksheets (PWs-- formerly known as Damage Survey Reports). Personnel time and equipment use records should be collected and processed for each operational period, as necessary. Records must be verified, checked for accuracy, and posted according to existing policy. Excess hours worked must also be determined and separate logs maintained. Time and equipment use records must be compiled in appropriate format for cost recovery purposes. Timekeeping Unit Fire & I Law I Public I Municipal I Damage/ I EOC & Rescue Enforcement Works Operations Safety Other Depts Timekeeper Timekeeper Timekeeper Timekeeper Timekeeper Timekeeper C. Compensation/Claims Unit The Compensation/ Claims Unit (handled by the Risk Manager) is responsible for managing the investigation and compensation of physical injuries and property damage claims involving the City of Newport Beach arising out of an emergency, including completion of all forms required by workers' compensation programs and local agencies, maintaining a file of injuries and illnesses associated with the incident, providing investigative support of claims, and for issuing checks upon settlement of claims. Finance & Administration Section Page 9 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Note: (other related subjects) The need for computers, operators, software, etc. (Information Systems) comes under the Logistics Section, Communications Unit; Accounting, payroll, personnel and information systems records recovery comes under Logistics Section, Personnel Unit. D. Purchasing Unit This Purchasing Unit (handled by the Fiscal Services Manager) is responsible for the organizational and operational policies and procedures required to meet the needs of purchasing supplies, material and equipment necessary to support emergency response and recovery activities. The purpose is to provide a centralized procurement system identifying the organizational financial obligations. The Purchasing Unit procures supplies and equipment in support of City emergency operations, maintain pertinent records of all transactions related to the emergency, works with the Supplies/Procurement Unit and the Logistics Section in coordinating needed supplies, and when the emergency is over, submits a complete list of all purchases, receipts, invoices, etc. to the Finance & Administration Section, Cost Unit for reimbursement purposes. Finance & Administration Section Page 10 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Finance & Administration Section Chief Checklist V Responsible Department: Finance Responsible Party: Finance Director First Alternate: Accounting Manager Second Alternate: Revenue Manager Immediate Supervisor in the EOC: City Incident Commander Subordinates: Purchasing Unit, Compensation & Claims Unit, Cost Unit, Timekeeping Unit, Vital Records Unit Policy Group: Yes General Duties V Ensure the Finance & Administration Section function is performed consistent with SEMS/ NIMS Guidelines, including: V Maintaining financial records of the emergency, tracking costs & purchases V Tracking and recording of all agency staff time V Processing purchase orders and contracts in coordination with the Purchasing Unit. -/ Processing workers' compensation claims received at the EOC V Handling travel and expense claims -/ Providing administrative support to the EOC V Supervise the Finance & Administration Section staff Establish the appropriate level of organization within the Section, and continuously monitor the effectiveness of that organization. Make changes as required. • Be prepared to form additional Units as dictated by the situation. • Exercise overall responsibility for the coordination of Unit activities within the Section. • Ensure the Finance & Administration Section is supporting other EOC sections consistent with priorities established in the EOC Action Plan Keep the City IC updated on all significant financial developments Ensure the preservation of vital records is maintained Finance & Administration Section Page I I of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Checklist Section Start -Up Actions ❑ Check in upon arrival at the EOC ❑ Report to the City Incident Commander (City IC) ❑ Obtain a briefing on the situation ❑ Set up your Section workstation, including maps and status boards. Use your EOC Section materials and on -site supplies ❑ Review your position responsibilities ❑ Identify yourself as the Finance & Administration Section Chief by putting on the vest with your title. Print your name on the EOC organization chart next to your assignment ❑ Review organization in place at the EOC. Know where to go for information or support ❑ Determine if additional Section staff is needed. Recall the required staff members necessary for the emergency ❑ Activate organizational elements within your Section as needed and designate leaders for each element or combination of elements • Cost Unit • Timekeeping Unit • Compensation/ Claims Unit • Purchasing Unit • Vital Records Unit Finance & Administration Section Page 12 of 34 WILL RESPOND EST. TIME OF POSITION SUGGESTED POSITION OF CONTACT YES OR NO ARRIVAL Cost Unit Leader 1. Fiscal Services Manager I. 2. Fiscal Specialist 2 3. Senior Fiscal Clerk 3 Timekeeping 1. Accountant II 1. Unit 2. Accountant II 2 3. Accountant I 3 Comp /Claims 1. Risk Manager 1. Unit Leader 2. Human Resources Management Analyst 2 3. 3. Purchasing Unit 1. Fiscal Services Manager 1. Leader 2. Senior Buyer 2 3. Buyer 3 Vital Records 1. Deputy City Clerk 1. Unit 2. Deputy City Clerk 3. To be determined 2' 3. ❑ Activate organizational elements within your Section as needed and designate leaders for each element or combination of elements • Cost Unit • Timekeeping Unit • Compensation/ Claims Unit • Purchasing Unit • Vital Records Unit Finance & Administration Section Page 12 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Request additional personnel for the Section to maintain a 24 -hour operation, as required ❑ Brief incoming Section personnel; Briefings should include: ❑ Current situation assessment ❑ Identification of specific job responsibilities ❑ Identification of co- workers within the job function and /or geographical assignment ❑ Availability of communications ❑ Location of work area ❑ Identification of eating and sleeping arrangements, as appropriate ❑ Procedural instructions for obtaining additional supplies, services, and personnel ❑ Identification of operational period work shifts ❑ Inform the City IC and General Staff when your Section is fully operational ❑ Open and maintain Section logs ❑ Using the activity log, maintain all required records and documentation to support the After Action Report and the history of the emergency. Document: ❑ Messages received ❑ Action taken ❑ Decision justification and documentation ❑ Requests filled ❑ EOC personnel, time on duty and assignments Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. ❑ Review responsibilities of Units in your Section. Develop plan for carrying out all responsibilities ❑ Prepare work objectives for Section staff and make staff assignments ❑ Meet with other Section Chiefs ❑ From the Planning Section, obtain and review major incident reports and additional field operational information pertaining to or affecting your Section operations. Provide information to appropriate Units ❑ Based on the situation, as known or forecast, determine likely future Finance & Administration Section needs ❑ Think ahead and anticipate situations and problems before they occur ❑ Request additional resources through the appropriate Logistics Section Unit, as needed ❑ Assume the position of City Incident Commander when the emergency moves into the recovery phase General Operational Duties Finance & Administration Section Page 13 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Carry out responsibilities of the Finance & Administration Section Units not currently staffed ❑ Evaluate the need for Critical Incident Stress Debriefing for all affected personnel within the Finance & Administration Section. Arrange debriefings through the Personnel Unit of the Logistics Section ❑ Make a list of key issues currently facing your Section ❑ Keep up to date on situation and resources associated with your Section; maintain current status and displays at all times ❑ Brief the City IC on major problem areas that need or will require solutions ❑ Provide situation and resources information to the Planning Section on a periodic basis or as the situation requires ❑ Establish operating procedures with the Logistics Section, Communications Unit for use of telephone, data and radio systems. Make any priorities or special requests known ❑ Determine status of transportation system into and within the affected area in coordination; find out present priorities and estimated times for restoration of the disaster route system; provide information to appropriate Units Ensure Section logs and files are maintained Monitor Section logs and files Monitor Section activities and adjust Section organization as appropriate Ensure internal coordination between Unit Leaders Update status information with other sections, as appropriate Resolve problems that arise in conducting your Section responsibilities ❑ Anticipate potential situation changes, such as severe aftershocks, in all Section planning; develop a backup plan for all plans and procedures requiring off -site communications ❑ Conduct periodic briefings for your Section. Ensure all organizational elements are aware of priorities ❑ Use face -to -face communications in the EOC whenever possible and document decisions and policy. ❑ Make sure all contacts with the media are fully coordinated first with the Public Information Officer (PIO) ❑ Participate in the action planning meetings ❑ Brief your relief at shift change; ensure in- progress activities are identified and follow -up requirements are known Section Operational Duties ❑ Ensure the payroll process continues ❑ Ensure the revenue collection process continues ❑ Collect your Section personnel and equipment time records and record of expendable materials used and provide copies to the Timekeeping Unit and Cost Unit at the end of each operational period Finance & Administration Section Page 14 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Ensure all personnel and equipment time records and record of expendable materials used are received from other Sections and submitted to the Timekeeping Unit and Cost Unit at the end of each operational period ❑ Organize, manage, coordinate and channel the donations of money received during and following the emergency from individual citizens and volunteer groups ❑ Coordinate with the Cost Unit to make recommendations for cost savings to the General Staff ❑ Ensure vital records are preserved ❑ Meet with assisting and cooperating agency representatives as required ❑ Maintain separate logs for overtime hours ❑ Establish and maintain a file for employee time records within the first operational period for each person ❑ Ensure all obligation documents initiated during the emergency are properly prepared and completed ❑ Keep the General Staff apprised of overall financial situation Deactivation ❑ Authorize deactivation of organizational elements within your Section when they are no longer required ❑ Ensure any open actions are handled by your Section or transferred to other EOC elements as appropriate ❑ Ensure any required forms or reports are completed prior to your release and departure ❑ Deactivate your Section and close out logs when authorized by the City IC ❑ Leave forwarding phone number where you can be reached Finance & Administration Section Page 15 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Cost Unit Leader Checklisi4l, Responsible Department: Responsible Party: First Alternate: Second Alternate: Immediate Supervisor in the EOC: General Duties Finance Accountant Accountant Accounting Manager Finance/ Administration Section Chief • Provide all cost analysis activity associated with EOC operation. • Document information for reimbursement from the State and Federal governments • Obtain and record all cost data for the emergency. • Ensure the proper identification of all equipment and personnel requiring payment. • Coordinate documentation of costs with other sections and departments -/ Analyze and prepare estimates of EOC costs. V Maintain accurate record of EOC costs. V Coordinate cost recovery with disaster assistance agencies Your Responsibility -V Maintain procedures to capture and document costs relating to a disaster/ emergency in coordination with other sections and departments V Act as liaison with the disaster assistance agencies and coordinate the recovery of costs as allowed by law and maintain records. Provide cost analysis for the incident to help the planning and recovery efforts. Ensure all pieces of equipment and personnel requiring payment are properly identified Obtain and record all cost data; analyze and prepare estimates of incident costs and maintain accurate records of incident costs. The Cost Unit will be increasingly asked to support the planning function in terms of cost estimates of resources used. The Unit must maintain accurate information on the actual costs for the use of all assigned resources. Checklist Unit Start -Up Actions ❑ Check in upon arrival at the EOC ❑ Report to the Finance & Administration Section Chief Finance & Administration Section Page 16 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Obtain a briefing on the situation ❑ Determine your personal operating location and set up as necessary ❑ Review your position responsibilities ❑ Identify yourself as the Cost Unit Leader by putting on the vest with your title; print your name on the EOC organization chart next to your assignment ❑ Clarify any issues regarding your authority and assignment and what others in the organization do ❑ Activate elements of your Unit, establish work area, assign duties and start a Communications Log ❑ Determine 24 -hour staffing requirement and request additional support, as required ❑ Request additional resources through the appropriate Logistics Section, as needed ❑ Ensure all incoming Unit personnel are fully briefed ❑ Based on the situation as known or forecast, determine likely future Unit needs ❑ Think ahead and anticipate situations and problems before they occur ❑ Using activity log, maintain all required records and documentation to support the After Action Report and the history of the emergency. Document: ❑ Message received ❑ Action taken ❑ Decision justification and documentation ❑ Requests filled ❑ EOC personnel, time on duty and assignments Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. General Operational Duties ❑ Develop a plan for your Unit operations and support of field operations, as requested. Assign specific responsibilities. ❑ Keep up to date on the situation and resources associated with your Unit. Maintain current status reports and displays ❑ Keep the Finance & Administration Section advised of your Unit status and activity and on any problem areas that now need or will require solutions ❑ Provide periodic situation or status reports to Finance & Administration for updating information to the Planning Section ❑ Establish operating procedure with the Logistics Section, Communications Unit for use of telephone, radio, and data systems. Make any priorities or special requests known ❑ Review situation reports as they are received. Verify information where questions exist ❑ Anticipate potential situation changes, such as severe aftershocks, in all Unit planning. Develop a backup plan for all plans and procedures requiring off -site communications Finance & Administration Section Page 17 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Determine and anticipate your support needs and forward to the Finance & Administration Section Chief ❑ Conduct periodic briefings for your Unit. Ensure they are aware of priorities ❑ Monitor your Unit activities and adjust staffing and organization as appropriate to meet current needs ❑ Use face -to -face communications in the EOC whenever possible and document decisions and policy ❑ Refer all media contacts to the Public Information Officer ❑ Be prepared to participate in the action planning meetings and policy decisions, if requested ❑ Ensure all Unit personnel and equipment time records and record of expendable materials are provided to Finance & Administration at the end of each operational period ❑ Brief your relief at shift change; ensure in- progress activities are identified and follow -up requirements are known Unit Operational Duties ❑ Activate and maintain procedures to capture and document costs relating to a disaster/ emergency in coordination with other sections and departments Coordinate cost documentation and make decisions on cost codes and items to be tracked ❑ Act as liaison with the disaster assistance agencies and coordinate the recovery of costs as allowed by law ❑ Prepare all required State and Federal documentation, as necessary to recover all allowable disaster costs ❑ Coordinate with all Sections and Departments to file a unified claim for Cal EMA or FEMA Reimbursement ❑ Coordinate with the Documentation Unit of the Planning Section ❑ Provide analyses, summaries, and estimates of costs for the Finance & Administration Section, IC and the Orange County Operational Area, as required ❑ Work with EOC sections and appropriate departments to collect all required documentation ❑ Receive and allocate payments ❑ Collect and record all cost data ❑ Maintain a fiscal record of all expenditures related to the emergency ❑ Prepare and provide periodic cost summaries for the Finance & Administration Section and the IC ❑ Maintain cumulative emergency cost records ❑ Ensure all financial obligation documents are accurately prepared ❑ Prepare resources -use cost estimates ❑ Maintain accurate information on the actual cost for the use of all assigned resources Finance & Administration Section Page 18 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ With the Timekeeping Unit, ensure all pieces of equipment under contract and dedicated personnel are properly identified ❑ Ensure all EOC sections maintain proper supporting records and documentation to support claims ❑ Make recommendations for cost savings to the Finance & Administration Section ❑ Organize and prepare records for final audit ❑ Prepare recommendations, as necessary Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Determine what follow -up to your assignment might be required before you leave ❑ Deactivate the Cost Unit position and close out logs when authorized by the Finance & Administration Section Chief or IC Finance & Administration Section Page 19 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATIION SECTION Timekeeping Unit Leader Checklist l�! ( Responsible Department: Finance Responsible Party Fiscal Specialist First Alternate Budget Analyst Second Alternate Administrative Support Svcs Coordinator Immediate Supervisor in EOC: Finance & Administration Section Chief Subordinates in EOC: Timekeepers (Fire; Law Enforcement; Public Works, Municipal Operations; Care & Shelter; Damage Assessment; Accountants as needed for timekeeping EOC and all other departments) General Duties Track, record, and report staff time for all personnel /volunteers working at the emergency. Establish and maintain a file for all personnel working at the emergency. Ensure daily personnel time recording documents are prepared and are in compliance with specific City, Cal EMA, and FEMA time recording policies. Track, record, and report equipment use and time. Your Responsibility Track hours worked by paid personnel, volunteers, contract labor, mutual aid, and all others and ensure that daily personnel time recording documents are prepared and compliance to agency's time policy is met. Ensure time and equipment use records identify scope of work and site - specific work location consistent with initial safety/damage assessment records, sites, and Project Worksheets (PWs-- formerly known as DSRs). Personnel time and equipment use records should be collected and processed for each operational period as necessary. Records must be verified, checked for accuracy, and posted according to existing policy. Excess hours worked must also be determined and separate logs maintained. Time and equipment use records must be compiled in appropriate format for cost recovery purposes. Checklist Unit Start -Up Actions ❑ Check in upon arrival at the EOC Finance & Administration Section Page 20 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Report to the Finance & Administration Section ❑ Obtain a briefing on the situation ❑ Determine your personal operating location and set up, as necessary. ❑ Review your position responsibilities. ❑ Identify yourself as the Timekeeping Unit Leader by putting on the vest with your title. Print your name on the EOC organization chart next to your assignment ❑ Clarify any issues regarding your authority and assignment and what others in the organization do ❑ Activate elements of your Unit, establish work area, assign duties, and ensure Communications Log is opened ❑ Determine 24 -hour staffing requirement and request additional support, as required ❑ Request additional resources through appropriate Logistics Section, as needed ❑ Ensure all incoming Unit personnel are fully briefed ❑ Based on the situation, as known or forecast, determine likely future Unit needs ❑ Think ahead and anticipate situations and problems before they occur ❑ Using the Communications Log maintain all required records and documentation to support the After Action Report and the history of the emergency. Document: ❑ Message received ❑ Action taken ❑ Decision justification and documentation ❑ Requests filled ❑ EOC personnel, time on duty and assignments Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. General Operational Duties ❑ Develop a plan for your Unit operations and support of field operations as requested; assign specific responsibilities ❑ Keep up to date on the situation and resources associated with your Unit; maintain current status reports and displays ❑ Keep the Finance & Administration Section advised of your Unit status and activity and on any problem areas that now need or will require solutions ❑ Provide periodic situation or status reports to Finance & Administration for updating information to the Planning Section ❑ Establish operating procedure with the Logistics Section, Communications Unit for use of telephone, radio, and data systems; make any priorities or special requests known ❑ Review situation reports as they are received. Verify information where questions exist Finance & Administration Section Page 21 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Anticipate potential situation changes, such as severe aftershocks, in all Unit planning; develop a backup plan for all plans and procedures requiring off -site communications ❑ Determine and anticipate your support needs and forward to Finance & Administration Section Chief ❑ Conduct periodic briefings for your Unit. Ensure they are aware of priorities ❑ Monitor your Unit activities and adjust staffing and organization as appropriate to meet current needs ❑ Use face -to -face communications in the EOC whenever possible and document decisions and policy ❑ Refer all media contacts to the Public Information Officer ❑ Be prepared to participate in the action planning meetings and policy decisions, if requested ❑ Ensure all Unit personnel and equipment time records and record of expendable materials are provided to Finance & Administration at the end of each operational period ❑ Brief your relief at shift change; ensure in- progress activities are identified and follow -up requirements are known Unit Operational Duties ❑ Determine specific requirements for the time recording function ❑ Initiate, gather, or update a time report from all applicable personnel assigned to the emergency for each operational period ❑ Ensure all records identify scope of work and site - specific work location ❑ Post personnel travel and work hours, assignment to a specific incident (location by address when possible), transfers, promotions, specific pay provisions, and terminations to personnel time documents ❑ Ensure daily personnel time recording documents are accurate and prepared in compliance with City policy ❑ Ensure all employee identification information is verified to be correct on the time report ❑ Ensure time reports are signed ❑ Maintain separate logs for overtime hours ❑ Establish and maintain a file for employee time records within the first operational period for each person ❑ Maintain records security ❑ Close out time documents prior to personnel leaving emergency assignment ❑ Keep records on each shift (12 -hour shifts recommended) ❑ Coordinate with the Personnel Unit of the Logistics Section Operational Duties Finance & Administration Section Page 22 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Assist sections and units in establishing a system for collecting equipment time reports ❑ Ensure all records identify scope of work and site - specific work location ❑ Establish and maintain a file of time reports on owned, rented, donated, and mutual aid equipment (including charges for fuel, parts, services, and operators) ❑ Maintain records security Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Determine what follow -up to your assignment might be required before you leave ❑ Deactivate the Timekeeper(s) and close out logs when authorized by Finance & Administration or IC ❑ Leave forwarding phone number where you can be reached Finance & Administration Section Page 23 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Compensation Compensation & Claims Unit Leader Checklist V- Responsible Department Human Resources Responsible Party: Risk Manager First Alternate: Management Analyst, Human Resources Second Alternate: Management Specialist, Human Resources Immediate Supervisor in EOC: Finance & Administration Section Chief General Duties • Accept, as agent for the City of Newport Beach, claims resulting from an emergency. • Collects information for all forms required by Workers' Compensation and local agencies. • Maintain a file of injuries and illnesses associated with the personnel activity at the EOC. • Provide investigative support in areas of claims presented to the City of Newport Beach in the area of: Workers' Compensation, property damage, and liability. Your Responsibility V Manage the investigation and compensation of physical injuries and property damage claims involving the City of Newport Beach arising out of an emergency, including completion of all forms required by workers' compensation programs and local agencies, maintaining a file of injuries and illnesses associated with the incident, providing investigative support of claims and issuing checks upon settlement of claims. Checklist Unit Start -Up Actions ❑ Check in upon arrival at the EOC ❑ Report to the Finance & Administration Section Chief ❑ Obtain a briefing on the situation ❑ Set up at the Finance & Administration Section desks ❑ Review your position responsibilities ❑ Identify yourself as the Compensation/Claims Unit Leader by putting on the vest with your title; print your name on the EOC organization chart next to your assignment ❑ Activate elements of your Unit, establish work area, assign duties and ensure Communications Loa is started; if additional personnel are needed, there may not be Finance & Administration Section Page 24 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION sufficient space in the EOC and personnel may have to work from either their office or other assigned area ❑ Determine 24 -hour staffing requirement and request additional support as required ❑ Request additional resources through the Logistics Section, as needed ❑ Ensure all incoming Unit personnel are fully briefed ❑ Based on the situation, as known or forecast, determine likely future Unit needs ❑ Think ahead and anticipate situations and problems before they occur ❑ Using activity log, maintain all required records and documentation to support the After Action Report and the history of the emergency. Document: ❑ Message received ❑ Action taken ❑ Decision justification and documentation ❑ Requests filled ❑ EOC personnel, time on duty and assignments Precise information is essential to meet requirements for possible reimbursement by Cal EMA and FEMA. General Operational Duties ❑ Develop a plan for your Unit operations and support of field operations as requested; assign specific responsibilities ❑ Keep up to date on the situation and resources associated with your Unit; maintain current status reports and displays ❑ Keep the Finance €a Administration Section advised of your Unit status and activity and on any problem areas that now need or will require solutions ❑ Provide periodic situation or status reports to Finance & Administration Section for updating information to the Planning Section ❑ Establish operating procedure with the Logistics Section, Communications Unit for use and recovery of computer systems and communications needs; make any priorities or special requests known ❑ Review situation reports as they are received; verify information where questions exist ❑ Anticipate potential situation changes, such as severe aftershocks, in all Unit planning; develop a backup plan for all plans and procedures requiring off -site communications ❑ Determine and anticipate your support needs and forward to Finance & Administration Section ❑ Conduct periodic briefings for your Unit. Ensure they are aware of priorities ❑ Monitor your Unit activities and adjust staffing and organization as appropriate to meet current needs Finance & Administration Section Page 25 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Use face -to -face communications in the EOC whenever possible and document decisions and policy ❑ Refer all media contacts to the Public Information Officer ❑ Be prepared to participate in the action planning meetings and policy decisions if requested ❑ Ensure all Unit personnel and equipment time records and record of expendable materials are provided to the Finance & Administration Section at the end of each operational period ❑ Brief your relief at shift change; ensure in- progress activities are identified and follow -up requirements are known. Unit Operational Duties ❑ Coordinate with the Safety Officer and have him /her coordinate with the Department Operations Center(s) Safety Officers and Field Level Safety Officer(s). ❑ Maintain a log of all injuries occurring during the disaster/ emergency. ❑ Develop and maintain a log of potential and existing claims. ❑ Prepare claims relative to damage to City property and notify and file the claims with insurers. ❑ Periodically review all logs and forms produced by Unit to ensure: ❑ Work is complete ❑ Entries are accurate and timely ❑ Work is in compliance with City of Newport Beach requirements and policies. ❑ Ensure the investigation of all accidents, if possible ❑ Ensure the injured individual's departments complete a claim for any injured personnel or volunteers working at the emergency ❑ Provide report of injuries and coordinate with the Safety Officer for mitigation of hazards ❑ Obtain all witness statements pertaining to claims, as needed Deactivation ❑ Ensure all required forms or reports are completed prior to your release and departure ❑ Be prepared to provide input to the After Action Report ❑ Determine what follow -up to your assignment might be required before you leave ❑ Leave forwarding phone number where you can be reached Finance & Administration Section Page 26 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Purchasin g Unit Leader Checklist �/ Responsible Department: Responsible Party: First Alternate: Second Alternate: (EOP 44) Finance Senior Buyer Buyer Inventory Analyst Immediate Supervisor in EOC: Finance & Administration Section Chief Subordinates: Other purchasing personnel, as needed; shipping and receiving stock clerk; print shop Policy Group: No General Duties Purchase and procure supplies and equipment in support of City emergency operations. -41 Maintain pertinent records of all transactions related to the emergency. Work with the Logistics Section, Supplies/ Procurement Unit to secure and allocate material resources necessary to support response and recovery activities Anticipate needs of the emergency organization. -41 Obtain funding source from the Finance & Administration Section Chief V Start an EOC Communications Log for the Purchasing Unit Leader position, In all parts of the purchasing transaction, records should be kept and must include: • Purchase Order number • Vendor Name • Contact Person • Time and date • Shipping information • Items purchased /cost • Requester(s) • Site location for use, if possible V Obtain requests from the Logistics Section via Resource Request Form Requests should include: • Full description of item • Quantity - how many • Location - where to deliver • Time - when needed • Purchase, lease or rent Finance & Administration Section Page 27 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Once the request has been reviewed and contains all needed information work with the Logistics Section to determine: 1. If the item(s) exist within the City government 2. If the item can be donated? 3. If the item cannot be found or is not available, have the Logistics Section obtain the item through mutual aid from the Operational Area 4. If the item cannot be obtained for free, then best acquisition is made: • Within City limits and closest to the incident location • Outside City limits, only if local vendor cannot fill the request, through • Administrative Services Vendor List • Phone book • Thomas Register • Any and all acquisitions are to be verified for information on delivery and payments with the appropriate EOC requester(s) If phones are inoperable, request a cellular phone from the Logistics Section, Communications Unit or request a runner/ driver from the Logistics Section, Personnel Unit. Checklist ❑ Upon arrival at the EOC, check in and request an EOC briefing with Finance & Administration Section Chief ❑ Initiate and maintain a log of significant events, phone calls, and messages; ❑ Give the log to your relief with instructions to maintain it ❑ Purchase items needed by the Logistics Section ❑ Keep a log of items requested and ensure they have been ordered, sent, received, and distributed to the requesting individual; this MUST be done continually to ensure requests are filled as expeditiously as possible ❑ Ensure the Purchasing Unit notifies the appropriate EOC liaisons of the status of their resource requests: ❑ Date and time of delivery of goods and material ❑ Delivery site ❑ Type and quantity of goods and material to be delivered, as well as any items that are not available ❑ Pass your log on to your replacement; leave a forwarding phone number; check out Finance & Administration Section Page 28 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Vital Records Unit Checklist,/ Responsible Department: Responsible Party: First Alternate: Second Alternate: City Clerk's Office City Clerk Deputy City Clerk Deputy City Clerk Immediate Supervisor in EOC: Finance & Administration Section Chief Subordinates: Assistants and Aides as needed Unit Purpose Each level of government must protect its essential records. This plan establishes the policy, procedures, and responsibilities to ensure important City vital records are maintained safely and securely from the effects of disasters and can be retrieved for use during a disaster. The plan discusses both hard copy records and computer records. Vital records are defined as those records essential to: V Protect the rights and interests of individuals. Examples include vital statistics, land and tax records, license registers, and articles of incorporation. V Conduct emergency response and recovery operations. Records of this type include utility system maps, locations of emergency supplies and equipment, the City's Emergency Management Plan, personnel rosters, and payroll records. Re- establish normal governmental functions. Included in this group are charter, statutes, ordinances, court records, and financial records. Each level of government down to the City departmental level is responsible for designating a custodian for vital records and ensuring vital records storage and preservation is accomplished. Vital records storage methods that might be utilized include, but are not necessarily limited to: V Overhead sprinkler systems Fireproof containers Vault storage (both in and out of the jurisdiction) Off -site storage The City Clerk of Newport Beach is the designated custodian of City Council vital records and is the custodian of lists of vital records as identified and provided by individual departments. All Department Directors are responsible for identifying and storing their own vital records; the City Clerk will maintain lists of such records. The determination of which records are to be preserved rests with each City Department Finance & Administration Section Page 29 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Director. If Department Director's require assistance in determining which records are considered vital, they should consult the City Clerk. Each department will appoint a representative who may consult with the City Clerk's Office for guidance in the identification and protection of vital records. During or following an emergency, the City Clerk's Office is responsible for coordinating the recovery of vital records lists provided by Department Directors. The City Clerk, as a member of the Policy Group will ensure minutes of all Policy Group Meetings are taken during the activation of the City's Emergency Operations Center (EOC). Minutes will be taken, typed, and delivered to the Documentation Unit of the Planning Section to be considered for usage in the After Action Report. Definition of Records The term "records" means all media containing language, numeric, graphic, or other information created or received by the City or any of its agencies. These media include, but are not limited to, correspondence, memoranda, forms, reports, bound record books, cards, drawings, maps, computer printouts, photographs, micrographics, and electronic media such as disks and tapes. Objectives The Vital Records Program of the City of Newport Beach seeks to protect records containing information essential for: -/ The resumption and /or continuation of operations v' The re- establishment of the legal, financial and /or functional status of the organization The determination of the rights and obligations of individuals and corporate bodies with respect to the organization Accomplish objectives of the Incident Action Plan Vital Records Organization and Assignment of Responsibilities Vital Records Assistant Deputy City Clerk (Minutes) Vital Records Unit Deputy City Clerk Vital Records Assistant To be Determined (Records) Vital Records Unit Concept of Operations Computer Records IT Technical Support Specialists Department Records Part I - Hard Copy Records The Vital Records Program will be carried out in the following three phases: Finance & Administration Section Page 30 of 34 Assistants City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Phase I It is the responsibility of Department Directors to identify their records. Create inventory lists. Identify which records to duplicate and determine media (microfilm, hard copy, disks, tapes) Phase II It is the responsibility of Department Directors to duplicate records. Pack in containers for transport with appropriate lists. Transport to designated storage sites. Phase III Administration shall develop and present an educational program to make all City employees aware of the need to safeguard vital records during any emergency. The City's current vital records program does not physically consolidate and manage all vital records in the City Clerk's Office. Any future consolidation of vital records will also require consideration of staffing needs to perform the responsibilities. The following records have been designated as vital records to be preserved in the event of fire, flood, earthquake, or any incident threatening their existence. Preservation of these records is a management function. It is the responsibility of Department Directors or their designated alternate to store their vital records and to provide lists of such records and their location to the City Clerk. Each City department will provide lists after completion of Phase I, or identification of vital records in each department and creation of inventory lists. Policy and Procedures The City of Newport Beach Vital Records Program requires: -/ All vital records be identified Records be kept up -to -date and obsolete records removed The protection program is sufficient to protect the records against natural disasters Records be properly labeled Records can be retrieved, when needed V Transportation and movement of vital City records to an alternate location be arranged, should the need arise V Retrieved records be usable and reproducible Part II - Computer Records The City of Newport Beach computer mainframe system is located in the City Hall at 3300 Newport Blvd. in Newport Beach. Off -site backup for all computer data on the mainframe system is performed on a weekly basis. To recover records, Information Technology Systems (IT) personnel would physically go to the off -site location and pick up the tapes. If IT personnel have access to City Hall following a disaster, tapes could be run by IT in their normal work site. Finance & Administration Section Page 31 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION IT personnel may not have immediate access to their normal work site and the IT computers due to the need to assess structural integrity of the building, toxic contamination, crime scene or forensic investigations, power failures, flooding, and partial or complete collapse of structures. In several of these cases, such as a hazardous materials incident, access may be denied for several weeks or longer. In the case of a serious earthquake, explosion, or radiological fallout, severe damage may prevent personnel from ever reentering the building. Should temporary relocation of computer operations become necessary, the Logistics Section Supplies, Facilities, and Transportation Unit would attempt to locate appropriate City facilities. If City facilities do not meet the needs of the IT Division; the Finance & Administration Section would coordinate procurement of appropriate property for City use. The types of records the mainframe stores that could be needed in a disaster include • Payroll records • Personnel records • Accounting records • Building permits • City assets • Business licenses • Municipal billings Water meter information The Fire Department Emergency Services Office has recommended to the IT Division that: 1. Data be stored outside of the Southern California area due to the area wide earthquake threat 2. A "hot -site' contract be entered into by the IT Division of the City to guarantee a site is available for recovery of critical information 3. A complete analysis be conducted by professional IT personnel on the security of the mainframe computer system, the department network systems, and the Police Department Computer Aided Dispatch (CAD) System for the City as related to disasters. These three items should be completed in the near future and are over and above the present data storage system. Coordination/Communication The City Clerk will maintain lists provided by each Department Director of vital records identified and stored by the Departments. The Deputy City Clerk will coordinate retrieval of records during an event. Finance & Administration Section Page 32 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION Should communications be needed between the City Clerk's Office and individuals retrieving the records, the Deputy City Clerk will request assistance from the Logistics Section, Communications Unit. Vital Records Checklist Pre -event All vital records will be identified by Department Directors; lists of these records will be provided to the City Clerk Records will be kept up -to -date and obsolete records will be removed by the Department Directors v' Each Department Director will provide a protection program sufficient to protect the records against natural disasters V Records will be properly labeled by each department V Records can be retrieved when needed Each Department Director will ensure their records are usable and can be reproduced and retrieved V Computer records must be identified and protected by each department Event City Clerk will: V Ensure minutes are taken at all Policy Group Meetings �/ Ensure minutes are taken at all Special Council Meetings Vital Records Unit Leader will: V Arrange for the transportation and movement of City vital records to an alternate location should the need arise V Request the assistance of IT, if needed, who will manage all mainframe computer records recovery operations V Request assistance from Department Directors for department personnel to retrieve their records V Maintain originals of any declarations, resolutions or special laws that may be passed due to the disaster situation Post -Event The City Clerk will: -/ Prepare permanent record of Policy Group Meetings and Special Council Meetings 4v' Retrieve vital records as requested and /or coordinate requests to departments for retrieval of their vital records V At the conclusion of the emergency, and following all financial audits, the City Clerk will maintain records generated by the emergency Vital Records Unit Leader will: ❑ Check -in; put on identification vest; sign in on whiteboard located on the EOC door ❑ Read entire checklist; log all actions and expenditures Finance & Administration Section Page 33 of 34 City of Newport Beach Emergency Management Plan FINANCE & ADMINISTRATION SECTION ❑ Obtain a briefing of the disaster situation ❑ Attend Policy Group Meetings and take minutes of proceedings ❑ Attend Special City Council Meetings and take minutes of proceedings ❑ Retrieve vital records, as requested ❑ Coordinate the retrieval of department records with Department Directors and /or department vital records representative ❑ Prepare permanent record of the minutes for all Policy Group Meetings ❑ Prepare permanent record of the minutes for all Special City Council Meetings Finance & Administration Section Page 34 of 34