Emergency Plan Development Lieutenant Jack Stewart Kent County Emergency Management Deputy Chief Gary Szotko City of Grand Rapids Emergency Management October 9, 2009

Emergency Plan Specific to agency Specific to agency No canned approach No canned approach Incident Command System (ICS) is core Incident Command System (ICS) is core Priorities: Priorities: –Life Safety –Stabilization –Environment –Property

ICS

ICS Manageable span of control Manageable span of control –Three – seven reports, five optimal Common communications Common communications –Avoid slang/vernacular –Avoid acronyms –Interoperable equipment –Common policies/standards

Incident Commander Who’s in charge? Who’s in charge? –Incident Commander: Authority to make decisions Authority to make decisions Three-deep Three-deep 24/7 contact availability (on call) 24/7 contact availability (on call) –Home, work Reliable, responsible Reliable, responsible –Deputy –Assistant

Safety Officer Priorities: Priorities: –Life/personal safety Daily Operational Safety Daily Operational Safety Incident Safety Incident Safety

Safety Officer (cont.) Daily Operational Safety Daily Operational Safety –Fire Suppression Sprinklers, fire extinguishers Sprinklers, fire extinguishers –Chemicals –Cleaning Agents –Security of Medications –AEDs –Custodial Condition/Maintenance Schedules –Transportation/Vehicles CDL Certification CDL Certification Maintenance Schedule Maintenance Schedule

Safety Officer (cont.) Incident Safety Incident Safety –Fire/Evacuation/Severe Weather Knowledge of operations Knowledge of operations Recognizes unsafe situations Recognizes unsafe situations Fortitude to stop operations to address safety Fortitude to stop operations to address safety Authority to make decisions Authority to make decisions

Safety Officer Emotional Needs Emotional Needs –Awareness of stress on staff /employees –Resources: Employee Assistance Programs Employee Assistance Programs Network 180 Network 180 Arbor Circle Arbor Circle Pine Rest Pine Rest

Liaison Priorities: Priorities: –Make sure communication plan is known to employees’ families –In touch with community agencies (Health Department, Law Enforcement, EMS) and employees’ families Mechanism for contact reduces urgency Mechanism for contact reduces urgency Consistent information Consistent information Contact number for questions Contact number for questions In contact with families before incident In contact with families before incident

Public Information Officer Public Information Officer (PIO) Public Information Officer (PIO) –Media contact Media can be asset or enemy Media can be asset or enemy Trained to communicate with media Trained to communicate with media –High level of authority –Work with responding agencies to ensure consistent message –May be Spokesperson No one else but designated spokesperson talks to media No one else but designated spokesperson talks to media May use a spokesperson designated by Incident Command May use a spokesperson designated by Incident Command

Operations Shelter/Lockdown Procedure Shelter/Lockdown Procedure Evacuation Evacuation Communicate resource needs Communicate resource needs

Planning Annual plan review Annual plan review Periodic operations meetings Periodic operations meetings Resource tracking Resource tracking –People and things Provide action plan Provide action plan Designate planning team Designate planning team –Expandable to specific organization

Planning (cont.) Accountability Accountability –Vendors / visitors –Staff Buddy system Buddy system –Review daily Special needs employees Special needs employees Off-site Off-site –Drivers –Salespersons Mutual Aid Mutual Aid Industry Collaboration Industry Collaboration

Logistics Transportation, Food, Medications Transportation, Food, Medications Resource/supply ordering Resource/supply ordering –Every day and emergency Communications Communications –Emergency notification Personnel Personnel Building Building –Method of dissemination Emergency notification procedures Emergency notification procedures –Radios, cells, verbal

Supplies How do you ensure adequate supplies of: How do you ensure adequate supplies of: –Soap / Hand Sanitizers H1N1 / H5N1 H1N1 / H5N1 –Products critical to essential functions (fuel, etc.)

Vendors/Product Lines Who are your major vendors and what do they supply? Who are your major vendors and what do they supply? –What is their contingency plan? –Is there an agreement in place? –Do you have back-up supplies? Who do you supply to? Who do you supply to? –What happens if you are unable to deliver your service or are working at a reduced capacity? –How do your business continuity plans impact who you supply to? – Share plans.

Finance/Administration Union Contracts/Labor Agreements Union Contracts/Labor Agreements –Stipulations for modification in emergencies or extenuating situations Track agency costs Track agency costs –Important when assisting government agencies Reimbursements Reimbursements Track time spent/hours worked Track time spent/hours worked Workman’s Compensation issues Workman’s Compensation issues Authority to write the check Authority to write the check

Essential Functions Identify essential functions that must be continued Identify essential functions that must be continued Identify essential personnel and materials required to maintain essential operations Identify essential personnel and materials required to maintain essential operations Cross-train employees to fill essential tasks, if needed Cross-train employees to fill essential tasks, if needed Prepare for possible shut down Prepare for possible shut down –Lack of staff –Lack of customers –Unacceptable health risk

Technology Are there functions that can be handled remotely (telecommuting)? Are there functions that can be handled remotely (telecommuting)? Can the IT/phone system support telecommuting? For critical staff only? Can the IT/phone system support telecommuting? For critical staff only? How do you handle resource tracking for telecommuters? How do you handle resource tracking for telecommuters? How are shut-downs, re-opens, etc. communicated to employees? How are shut-downs, re-opens, etc. communicated to employees? Back up plans for loss of Internet, telecommunications, power, etc. Back up plans for loss of Internet, telecommunications, power, etc.

Workplace Safety Policies to prevent the spread of influenza at the worksite Policies to prevent the spread of influenza at the worksite –Respiratory hygiene, cough etiquette –Exclusion of people/visitors with influenza symptoms –Separation of workstations –Cleaning protocols –Social distancing (limiting close contact: meetings, shaking hands, break rooms, etc.)

Workplace Safety Domestic Violence Domestic Violence –Absenteeism / Loss of Productivity Injuries to employees Injuries to employees Fear / Intimidation Fear / Intimidation Stalking behaviors Stalking behaviors Court appearances and custody disputes Court appearances and custody disputes PPO / Restraining Orders PPO / Restraining Orders

Discussion