Emergency
Management
Ordinance
of the Town of Chebeague Island
Maine
Adopted by the Town
Meeting: July 1, 2007
Effective: July 1, 2007
Attest:
Town
Clerk
Seal:
Town of Chebeague Island
Emergency
Management Ordinance
The following definitions shall apply in the interpretation of this ordinance:
Emergency Management Team. ÒEmergency Management TeamÓ means the entire group of Town of Chebeague Island departments working under this ordinance for the preparation for and the carrying out of all emergency functions, other than functions for which military forces are primarily responsible, in order to minimize and repair injury and damage resulting from disasters or catastrophes caused by enemy or terrorist attacks, sabotage, riots or other hostile action, or by fire, flood, earthquake or other natural or man-made causes. These functions include, without limitation, firefighting, police emergency medical services, emergency welfare, rescue, engineering, public warning and communications services; evacuation of persons from stricken areas; allocation of critical materials in short supply; emergency transportation; other activities related to civilian protection and other activities necessary to the preparation for the carrying out of these functions.
Emergency Management Team Forces. ÒEmergency Management Team ForcesÓ shall mean the employees, equipment and facilities of all Town of Chebeague Island departments, boards, institutions and commissions; and in addition, it shall include all volunteer persons, equipment and facilities contributed by or obtained from volunteer persons or agencies.
Director. ÒDirectorÓ means the director of the Town of Chebeague IslandÕs Emergency Management Team, appointed as prescribed in this ordinance.
Disaster. ÒDisasterÓ means the occurrence or imminent threat of widespread or severe damage, injury or loss of life or property resulting from any natural or man-made cause including, but not limited to, fire, flood, earthquake, wind, storm, wave action, oil spill or other water contamination requiring emergency action to avert danger or damage, epidemic, air contamination, critical material shortage, infestation, explosion or riot.
Organization
The Town Administrator shall be responsible for the teamÕs organization, administration and operation. The Town Administrator may employ such permanent or temporary employees as he/she deems necessary and prescribe their duties.
The Board of Selectmen shall review the existing operational organization to ascertain the teamÕs ability to cope with its responsibilities and shall approve the townÕs Emergency Operations Plan.
The Town Administrator shall appoint an Emergency Management Director; this appointment will be subject to council/board confirmation as outlined in 37-B M.R.S. 782. The Emergency Management Director shall coordinate the activities of all town departments, organizations, and agencies for civil emergency preparedness within the town and maintain a liaison with other emergency management agencies, public safety agencies, and have such additional duties as prescribed by the Town Administrator.
The Emergency Management Director shall prepare, under the direction of the Town Administrator, such policies as may be deemed necessary for the administration and operational requirements of the team, which policies must be approved by the Board of Selectmen prior to becoming effective.
The Town Administrator shall have the power and authority, upon consultation with the Selectmen Chairman to issue a proclamation that an emergency exists whenever a disaster or civil emergency exists or appears imminent. The proclamation may declare that an emergency exists in any or all sections of the town. If the Town Administrator is temporarily absent from the town or otherwise unavailable, the person designated by the Town Administrator may issue the proclamation that an emergency exists. If neither the Town Administrator nor the person designated to act in his/her absence is available, then the following persons shall have the power and authority to issue a proclamation that an emergency exists, in the following order of succession: the Emergency Management Director, the Fire Chief, the EMS Chief, the Police Chief, and the Public Works Director. A copy of such proclamation shall be filed within twenty-four (24) hours in the Office of the Town Clerk.
Notwithstanding the above, when consultation with the Selectmen Chairman would result in a substantial delay in an effective response in alleviating or preventing an emergency or disaster, the Town Administrator, or his/her successor as outlined above, is authorized to take whatever actions are necessary to prevent the loss of life and property in the town. The Town Administrator and the Emergency Management Director shall be responsible for submitting a full report to the Board of Selectmen of all actions taken as a result of the declared emergency as soon as the Town Council/Board can be convened.
When the Town Administrator or his/her successor as outlined above is satisfied that a disaster or civil emergency no longer exists, he shall terminate the emergency proclamation by another proclamation affecting the sections of the town covered by the original proclamation, or any part thereof. Said termination of emergency shall be filed in the office of the town clerk.
No state of emergency may continue for longer than five (5) days unless renewed by the Board of Selectmen.
During any period when an emergency proclamation is in effect, the Town Administrator may implement rules and or regulations as he/she deems necessary to protect life and property and to preserve critical resources within the purposes of this ordinance. Such regulations may include, but are not limited to, the following:
1. Regulations prohibiting or restricting the movement of vehicles in areas within or without the town;
2. Regulations facilitating or restricting the movement of persons within the town;
3. Regulations pertaining to the movement of persons from hazardous areas within the town;
4. Such other regulations necessary to preserve public peace, health and safety.
Nothing in this section shall be construed to limit the authority or responsibility of any department to proceed under powers and authority granted to them by state statute, town ordinance or the charter of the Town of Chebeague Island.
The Town Administrator or his/her designee may order the evacuation of persons from hazardous areas within the town.
The Town Administrator or his/her designee shall be authorized to request aid or assistance from the state or any political subdivision of the state and may render assistance to other political subdivision under the provisions of 37-B M.R.S. Ch. 13.
The Town Administrator may obtain vital supplies, equipment and other items found lacking and needed for the protection of health, life and property during an emergency without following normal purchasing or formal bid procedures.
The provisions of this section will terminate at the end of the declared emergency.
The Emergency Operations Director shall prepare an all hazard Emergency Operations Plan (EOP) for the town, which shall be submitted to the Board of Selectmen for approval. The EOP shall incorporate the principles of the National Incident Management System (NIMS) and the Incident Command System (ICS), and shall include those elements required by 37-B M.R.S. ¤ 783.
It shall be the responsibility of all municipal departments and agencies to perform the functions assigned and to maintain their portions of the plan in a current state of readiness. The town plan shall be reviewed periodically by the Town Administrator in conjunction with all the town department heads and the Emergency Management Director.
Immunity from Liability
All Emergency Management Team Forces, while engaged in Emergency Management activities, shall be immune from liability, as set forth in 37-B M.R.S. ¤ 822.
Compensation for Injuries
All Emergency Management Team Forces appointed to specific functions whether paid or volunteer, shall be deemed to be employees of the Town of Chebeague Island when engaged in training or on duty and shall have all of the rights of town employees and will be covered by the Town of Chebeague IslandÕs workers compensation insurance for the duration of the training or incident. All persons responding to assist the Town of Chebeague Island as part of mutual aid agreements will be covered by their employer or by the State of Maine under the Workers Compensation Act as set forth in 37-B M.R.S. ¤ 823.
Violation of Regulations
It shall be unlawful for any person to violate any provisions of this ordinance or of the regulations or plans issued pursuant to the authority contained herein, or to obstruct, hinder or delay any emergency Management Team Forces as herein defined in the enforcement of the provisions of this ordinance or any regulation or plan issued hereunder.
Penalty
Any person, firm or corporation violating any provision of this ordinance or any rule or regulation promulgated hereunder, upon conviction thereof, shall be punished by a fine of not less than one hundred dollars (100.00) and not more than five hundred dollars (500.00) and the costs of prosecution including attorneyÕs fees.
Severability
Should any provisions of this ordinance be declared invalid for any reason, such declaration shall not affect the validity of other provisions or of this ordinance as a whole, it being the legislative intent that the provisions of this ordinance shall be severable and remain valid notwithstanding such declaration.
Conflicting Ordinances,
Orders, Rules and Regulations Suspended.
At all times when an emergency proclamation is in effect, the orders, rules and regulations made pursuant to this ordinance shall supersede all existing ordinances, orders, rules and regulations, insofar as the latter may be inconsistent herewith.
Town Seal Centered Here
PROCLAMATION
PROCLAMATION
IMPLEMENTING THE NATIONAL
INCIDENT
MANAGEMENT SYSTEM (NIMS)
WHEREAS, in Homeland Security Directive (HSPD)-5, the President directed the Secretary of the Department of Homeland Security to develop and administer a National Incident Management System (NIMS), which would provide a consistent nationwide approach for federal, state, local and tribal governments to work together more effectively and efficiently to prevent, prepare for, respond to, and recover from domestic incidents, regardless of cause, size or complexity; and
WHEREAS, the collective input and guidance from all federal, state, local and tribal homeland security partners has been, and will continue to be, vital to the development, effective implementation and utilization of a comprehensive NIMS; and
WHEREAS, it is necessary that all federal, state, local and tribal emergency management agencies and personnel coordinate their efforts to effectively and efficiently provide the highest levels of incident management; and
WHEREAS, to facilitate the most efficient and effective incident management it is critical that federal, state, local and tribal organizations utilize standardized terminology, standardized organizational structures, uniform personnel qualification standards, uniform standards for planning, training and exercising comprehensive resource management, and designated incident facilities during emergencies or disasters; and
WHEREAS, the NIMS standardized procedures for managing personnel, communications, facilities and resources will improve the stateÕs ability to utilize federal funding to enhance local and state agency readiness, maintain first responder safety, and streamline incident management processes; and
WHEREAS, the Incident Command System components of NIMS are already an integral part of various incident management activities throughout the state, including all public safety and emergency response organizations training programs; and
WHEREAS, the National Commission of Terrorist Attacks (9-11 Commission) recommended adoption of a standardized Incident Command System.
NOW THEREFORE, be it resolved that the Board Of Selectmen of the Town of Chebeague Island in the State of Maine, hereby adopt and institutionalize the National Incident Management System (NIMS) as the townÕs official All Hazard Management System.
I further proclaim this to take effect immediately.
________________________________Chairman
________________________________Selectman
________________________________Selectman
________________________________Selectman
________________________________Selectman
TOWN
OF CHEBEAGUE ISLAND
BASIC EMERGENCY OPERATIONS
PLAN
I. PURPOSE
To develop and implement an emergency management program utilizing Government agencies, Federal, State and Local, other agencies and organizations, for emergency management/disaster situations from natural, technological, man-made or hazardous materials incidents and to provide for (1) mitigation, (2) preparedness, (3) response and (4) recovery.
II.
AUTHORITY AND REFERENCES
Federal
Authority
1. Federal Civil Defense Act of 1980, Pub. 1 81-920, as amended.
2. The Disaster Relief Act of 1974, Pub. 193288, as amended.
3. Emergency Management and Assistance, 44 U.S.C. ¤ 2.1, (October 1, 1980).
State
Authority
1. Maine Bureau of Civil Emergency Preparedness Act Title 37B, Ch.13.
County
Authority
1. Current Cumberland County Basic Emergency Operation Plan, March
1985.
Local
Authority
1. Current Operations and Organizational Plans of the Town of Chebeague Island as approved by the Board of Selectmen and reviewed and accepted by the Town Administrator and EMA Director.
References:
1. FEMA CPG 1-5, Objectives for Local Emergency Management, July,
1984.
2. FEMA CPG 1-20, Draft, Emergency Operating Center EOC Handbook,
Feb. 1982.
3. State of Maine Emergency Operations Plan, Aug. 1980.
4. State of Maine Radiological Incident Plan-Maine Yankee Power Plant, March 1981.( saved although retired)
5. Cumberland County Basic Emergency Operations Plan, March 1985.
III.
SITUATIONS AND ASSUMPTIONS
A.
Situation
1. The Town of Chebeague Island is located along the Easterly border of Cumberland County, which lies in the Southwest portion of the State of Maine. It is bordered by the towns of Yarmouth and Cumberland. Chebeague Island has a total area of ( ) square miles. Geographic features include ( ). The population of approximately 350 increases to approximately 2000 during the summer.
2 Chebeague Island is vulnerable to many types of disasters, man-made, natural and technological that could impact it. Consideration of specific hazards is addressed in Annexes, as well as capabilities and resources, which, if used effectively, could minimize or eliminate loss of life and property.
3, Examples of potential hazards to Chebeague Island include earthquake, fire, flood, hurricane, hazard materials incidents, and transportation accidents.
B.
ASSUMPTIONS
1. Some situations may occur with ample warning time while others may occur with little or no warning.
2. The Chebeague Island Board of Selectmen is aware of the possibilities and their responsibilities as outlined in attachment plans.
3. Depending on the severity and magnitude of the situation, the Town may not be able to cope effectively using its own resources alone. It may be necessary to request assistance of other volunteer agencies, private parties and other governmental bodies.
4. Time frames for any operation in emergency phases depends on the situation.
Example: A hurricane situation gives plenty of lead-time for preparing warning and response. A hazardous material incident would give no advance warning. In any situation, the recovery phase would be determined by the type of disaster involved, and the amount of human/property damage, which occurs and is reported.
IV.
CONCEPT OF OPERATIONS
A.
General
When a department of the town has exhausted its resources, it will notify the EMA Director/Department for assistance in securing additional help (unless otherwise indicated in Annexes, or other standard procedures.) The EMA Department is coordinator for resources and the conductor of requests for County, State and or Federal Assistance, in cases where Local resources can not meet the response or recovery requirements of a situation.
All requests for County, State and or Federal Assistance will be made through Cumberland County EMA.
Each organization/department/Town Official is responsible for developing and maintaining their emergency procedures and standard operating procedures.
V.
ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES
A.
General
1. Prior to Chebeague Island Emergency Management exhausting its resources it should contact the County Emergency Management Agency for assistance. The County is the coordinator for assistance of resources and requests State assistance in those cases where Local and County Resources cannot meet response or recovery requirements.
2. Each organization and department is responsible for developing and maintaining their emergency management procedures and standard operating procedures.
B.
Assignment of Function
Each function will have an organization assigned to it with either primary or a support responsibility. Mentioned briefly in the Basic Plan, these will be listed in detail in the Functional Annexes.
Direction
and Control
Selectmen, (Board Chair)
Town Administrator (PAO, health officer, etc)
New Gloucester Fire-Rescue (Incident Command)
EMA
Communications and Warning
See Direction and Control
Emergency Public Information
See D & C
Emergency Services
See D & C
Shelter
See D & C
Evacuation
See D & C
Resource
See D & C
Damage Assessment
See Direction and Control
C.
Responsibilities by Organization
Chebeague Island Selectmen (Board Chair)
Town Administrator
Fire-Rescue Incident Command
EMA Director
á Direction and Control
á Communications and Warning
á Emergency Public Information
á Emergency Services
á Resource Management
á Shelter
á Evacuation
á Radiological Protection
á Damage Assessment
State, Federal and County Agencies
á Communications and Warning
á Emergency Public Information
á Emergency Services
á Evacuation
á Resource Management
á Radiological Protection
á Damage assessment
FUNCTIONAL
& ORGANIZATION CHART
P= Primary
Responsibility
S= Support
Responsibility
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Organization |
Direction Control |
Comm.
& Warning |
EPI |
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Organization |
Evacuation |
Res.
Mgmt. |
Ep&
Hazmat Rad.
Prot. |
Damage Assessment |
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VI. DIRECTION
AND CONTROL
A.
General
In the event of an emergency/disaster in the Town of Chebeague Island, the emergency operations plan can be implemented by the Selectmen/Town Administrator, Fire Chief (IC), and/or Chebeague Island Emergency Manager.
Organization
1. Staff
The Chebeague Island EMA shall consist of:
a. Selectmen Board Chair
b. Town Administrator//Fire Chief (IC)
c. Fire Chief (IC)
d. EMA Director
2. Line of Succession
a. Chairman, Board of Selectmen
b. Town Administrator
c. EMA Director, Fire Chief ( Incident Command)
d. EMA Director
In the event of a disaster declared as such by other than Town authority, the chain of command is from the State EMA Director, to the County EMA Director, to the Town EMA Director. In the event of a disaster of local proportions, the chain of command is from the Selectmen to the Town Administrator to the Town EMA Director. See above A&B.
The Chebeague Island Emergency Operations Center is located at 192 North Road. All Direction and Control activities will be centralized at this location, due to the nature of the emergency of conditions resulting from it, need to be moved, the alternate EOC will be established at the Island Hall, 247 South Road, Unit 1.
B.
Responsibilities
1. The Chebeague Island Selectmen have ultimate responsibility for Direction and Control over the town activities related to emergencies and disasters.
2. The Chebeague Island Administrator /EMA Director, appointed by Board of Selectmen has the direct responsibility for implementing the plan, to include Direction and Control, the authority and responsibility to direct the emergency response by effectively using available resources, and for planning, organizing the accomplishment of assigned missions as exercised through written plans, policies Standard Operating Procedures and direct instructions.
3. The Deputy Director of Chebeague Island Emergency Management will assist the Emergency Manager in all phases of the program and will assume the responsibilities of the Emergency Manager in his absence.
4. Individual department chiefs, officials, and deputies will supervise the organization training and operations of their designated fields and be responsible for the preparation of appropriate Annexes to the Basic Plan.
5. The elected officials to the Town of Chebeague Island are responsible for appointing a Local Director to coordinate related EMA activities in their jurisdiction. The Town Administrator will conduct the search and interview process.
C. Increased
Readiness
Upon receiving a ÒWatch WarningÓ, the EMA Director will notify the Town; an official if this has not already been done through ÒFan-out ProcedureÓ. A Decision would be made to them immediately a designated time. When a Warning of a probable occurrence that could result in a disaster is received (this does not include routine weather warnings for snowstorms, thunderstorms etc. These will be evaluated on an individual basis by the Town Selectmen/Town Administrator or in their absence, the Town EMA Director and decision made as deemed necessary. At least one Selectman, The Town Administrator, EMA Director, Fire Chief should man the EOC. The deputies, and department heads may assign a designee. Contact by the above as deemed necessary may be maintained by radio and phone. In the event of an actual occurrence, all available personnel should man the EOC. If the notification is received via Fan-out or through the Town Office, Officials will be notified as outlined in attachment 1.
VII. CONTINUITY OF
GOVERNMENT
A. The Emergency Plan of Government, detailed in the Direction and Control Annex, provides for relocation of the Local Government, in an mergency/disaster situation, the primary EOC or alternate EOC, as designated.
B. Lines of succession for Local Government are shown in a block diagram in the Direction and Control Annex.
C. The Town of Chebeague Island stores its records at the Town Hall. In the Event of an emergency/disaster requiring relocation of the EOC, vital records may be able to be brought with the Town Officials.
VIII. ADMINISTRATION
AND LOGISTICS
A.
Reporting
1. Records should be maintained of all expenditures in an emergency Disaster situation, to be ultimately turned over to the Chebeague Island Town Administrator/Selectmen, at the termination of the incident.
2. Responsibility for submitting Local reports to the County Emergency Management Agency rests with the Local Government officials or the town Emergency Manager.
3. Assisting agencies should submit reports as deemed necessary.
4. Logs and status boards should be maintained to record response actions taken.
B.
Agreements
Mutual aid agreements (See Fire Rescue SOP) exist with ( ).
Mutual aid agreements for the Fire Department are verbal. In the event of a disaster situation extending beyond the Town limits, these would be considered binding and the Town Administrator/EMA Director empowered to direct personnel as indicated by County Authority or as defined by current standard operating protocol.
IX.
PLAN DEVELOPMENT AND MAINTENANCE
A. The Board of Selectmen, Town Administrator, and Emergency Manager are responsible for development and maintenance of their respective plans, and to be compatible with resources available to the Town of Chebeague Island
B. Plans should be updated continuously and changes recorded on the ÒRecord of ChangeÓ page. Changes in Annexes are to be reported to the EMA Director.
C. Plans will become effective upon approval of the Elected Town Officials and signed by the Board of Selectmen.
D. This plan becomes effective based on the recommendation of the Town Administrator and the EMA Director to the Board of Selectmen.
E Individual deputies, chiefs, officials to their designees will be responsible for the
Preparation of the appropriate Annexes to the Basic Plan. They will also be responsible for revising and adding to the appropriate Annexes annually.
F. Training exercises should be held as deemed necessary.
G. The Capability Assessment, CPG 1-35, indicated the deficiencies for the Town of
Chebeague Island.
H. The Town Administrator assisted by the EMA Director, has the responsibility to make a continuing review for the TownÕs EMA Facilities, equipment and personnel to determine that the program is adequate to provide direction of appropriate activities in any civil emergency.
X.
DEFINITIONS AND ACRONYMS
A.
Definitions
ANNEX – Provides more information regarding policies, responsibilities and procedures about mitigation, preparedness, response and recovery activities associated with a given functional area.
FUNCTIONAL ANNEX- Developed for specific tasks on a County Wide basis and includes Direction and Control, Communications and Warning, Emergency Services, Public Information, etc.
ORGANIZATIONAL ANNEX- Developed for all groups with Emergency Management responsibility. They may serve as a SOP (Standard Operating Procedure). If necessary, SOPÕs may be an attachment to an Organizational Annex.
APPENDIX - Supplemental to an Annex, providing in depth Information on procedures or Systems.
ATTACHMENT - Information available for reference
BASIC PLAN - Summarizes policies, responsibilities and procedures used comprehensive emergency Management.
DISASTER - An Emergency situation of an intense or widespread nature threatening life health, safety or property.
EMERGENCY - Excess demand on Local Government services; unexpected and or unusual situation threatening life or property.
HAZARD - A potential event or situation that presents a threat to life and property.
MITIGATION - Action taken which eliminates or reduces the effects of a hazard.
B. Acronyms
Note: Special needs of the handicapped and elderly will be addressed in the
Warning and Shelter Annexes.
Acronyms:
BEOP Basic Emergency Operations Plan
EMA Emergency Management Agency
CPG Civil Preparedness Guide
DEP Department of Environmental Protection
EOC Emergency Operations Center
EPZ Emergency Planning Zone
FEMA Federal Emergency Management Agency
MEMA Maine Emergency Management Agency
SOP Standard Operating Procedure
SOG Suggested Operating Guideline
CHEBEAGUE
ISLAND FAN-OUT CHART
ATTACHMENT
EMA
COMMUNICATION RELAY
Whenever an Emergency Management Agency signal, affecting the town is received, the following relay system shall go into effect:
a. If the call is received by the Enhanced 911 Dispatch
1. Fire Rescue Incident Command
2. Town Administrator- Select Board Chair
3. EMA Director
4. CCEMA
b. If the call is received by the Town Office redirect to Emergency 911 Dispatch for fan out ops.
ATTACHMENT
MAP
KEY
1. Primary EOC :
2. Alternate EOC :
3. Emergency Shelter- :
4. Secondary Shelter :
HAZARD
AREAS
CHEBEAGUE
ISLAND
RESOURCE
MANAGEMENT ANNEX
Page
I. PURPOSE 21
II.
SITUATION AND ASSUMPTIONS 21
III.
CONCEPT OF OPERATIONS 21
IV.
ORGANIZATION & ASSIGNMENT OF RESPONSIBILITIES 23
V.
ADMINISTRATION AND LOGISTICS 23
VI.
AUTHORITIES AND REFERENCES 23
APPENDICES
MEDICAL
SERVICES 26
FOOD
SUPPLIERS 26
EQUIPMENT
AND MATERIALS 27
EMERGENCY
SHELTER AND FEEDING 27
INFORMATION
MEDIA 27
LAW
ENFORCEMENT, WARNING AND RESCUE 27
VOLUNTEER
AGENCIES 27
ATTACHMENT 1-
FOOD SUPPLIERS 28
ATTACHMENT 2-
FUEL SUPPLIERS 28
CHEBEAGUE
ISLAND
RESOURCE
MANAGEMENT ANNEX
I. PURPOSE
To provide for prompt and effective acquisition, distribution and use of personnel and material resources for essential purposes in the event of an emergency. Some resources have already been defined in the Basic Plan, Direction and Control, Emergency Services, Alerting, Warning & Communications and the Radiological Annexes. Additional information will be referenced in other annexes as they are written.
II.
SITUATION AND ASSUMPTIONS
A.
Situation
In the time of an emergency, all local resources will be utilized and when they have been exhausted, Chebeague Island will call upon County for assistance with resource needs. The Town and County resource inventories are up-dated throughout the year and will remain as current as possible.
B.
Assumptions
As Chebeague Island runs out of resources, they should call in their mutual aid. In times of emergency, especially when many jurisdictions are involved, as in a hurricane, mutual aid will be stretched beyond its limits. The County should then be contacted with a request needs. The County Director, or designated representative, will work to accomplish acquiring required resources.
III.
CONCEPT OF OPERATIONS
A.
General
Consistent with County and State Plans, when the Town cannot provide the assistance needed, it should call County for Assistance. Department Heads should keep records of all resources implemented, who, where, when, etc. The storage maintenance/replacement of equipment and materials will be decided between The Department Head, the Town Administrator and the supplier. The Emergency Management Agency Director will coordinate resources, including protective equipment that is listed in the resource inventory.
B.
Phases of
Management
1. Mitigation
Each Department should be responsible for identifying the special needs for the community of Chebeague Island, and should identify deficiencies in their resource inventory.
2. Preparedness
Each department should prepare for increased readiness to any situation, including conducting inventory of resources (plus source and quantity) and update annually, identify availability and accessibility of resources and should:
a. Set up procedures for repair and restoration of essential services and vital facilities.
b. Identify facilities that could be expanded into emergency centers for disaster victims and additional personnel and volunteers.
c. Identify location and availability of earth moving equipment, etc.
3. Response
a. Requesting County and State assistance where local resources are insufficient to meet response needs.
b. Use of resources for special and critical facilities.
c. Logistical support for Emergency Operations Center (EOC) staff and personnel deployed to disaster sites.
4. Recovery
a. Paying off costs incurred
b. Requesting County and State assistance when Local resources are insufficient to meet recovery needs.
c. Reconditioning /replacement/replenishment of equipment and materials.
d. Post Disaster evaluation of resource shortfalls.
C.
Inter-jurisdictional Relationships
1. Operational Area- These consist of municipal and minor civil divisions; including identifying staging areas and pickup points for persons without means of transportation. (See Map in Evacuation Annex).
2. Mutual Aid Areas- Written or oral agreements (See Emergency Services Annex).
3. State Annex-State Agency operational area.
D.
Levels of Management
1. Policy- This annex should be implemented upon the first request for assistance.
2. Coordination- The operations officer should be responsible for resource management, monitoring and reporting.
3. Operations- see Basic Plan
4. Response-The Emergency Management Director should coordinate distribution to the field of all resources.
E.
Continuity of Government
1. Lines of succession can be found in the Direction and Control Annex.
2. Operational sites should be the Emergency Operations Center ( EOC) and sites of major suppliers.
3. Preservation of Records, An inventory should be kept of all items used and records should be kept to provide for proper reimbursement.
IV.
ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES
SEE
BASIC PLAN
V.
ADMINISTRATION AND LOGISTICS
A.
Policies
The Town Administrator should:
1. Set policy for acquisition procedures, protecting resources, during a disaster situation and cost conditions or resource usage.
2. Identify the use of resources for special or critical facilities including radiological laboratories (if any in the area).
3. Insure resources are available to support the Emergency Operations Center (EOC), staff and personnel during an emergency.
B.
Reporting
Record keeping should be done by each department for tracking resources and use for future deployment and reimbursement obligations.
C.
Agreements and Understandings
The following Agreements and Understandings for resource acquisition and resource dispersal will be a part of this annex:
VI.
AUTHORITIES AND REFERENCES.
A.
Authorities
M.R.S. Title 37B
Chapter 13 in general
Subchapter II, sections 741 & 742 Specifically
Subchapter III, Section 783
Subchapter IV, Section 831
Chapter 15 in General
Sections 901, 903, and 904 Specifically
B.
References
CPG-1-5 July 1984, ÒObjectives for Local Emergency Management).
Cumberland County Resource File
State and Federal Resource
Town of Chebeague Island Resource File
Police, Fire, Public Works and Rescue Inventories for Cumberland County.
TOWN
OF CHEBEAGUE ISLAND
FIRE-RESCUE
(Fire Officers)
Rescue
Officers and EMS personnel
APPENDIX
A
RESOURCE
FILE
I. MEDICAL
SERVICES
A. HOSPITALS
Central Maine Medical Center
300 Main Street, Lewiston 795-0111
Emergency 795-2200
St. MaryÕs Regional Medical Center
45 Golder Street, Lewiston 777-8100
Emergency 777-8120
Maine Medical Center
22 Bramhall St., Portland 871-0111
Emergency 871-2381
Poison Control Center@ Me.Med.
1-800-222-1222
Mercy Hospital
144 State St. Portland 879-3000
Emergency 879-3266
B. HEALTH OFFICER:
C. MUTUAL AID SERVICES ONLY -
II.
FOOD SERVICES AVAILABLE
III.
EQUIPMENT AND MATERIAL
A. FEEDING VAN
B. HEAVY DUTY RESCUE
C. LIGHT DUTY RESCUE
D. GENERATORS
E. FIRE APPARATUS
IV.
EMERGENCY SHELTER AND FEEDING STATIONS
These are detailed in Evacuation Annex
V.
INFORMATION MEDIA
A. DAILY NEWSPAPER – Portland Press Herald/ Maine Sunday Telegram
390 Congress St. Portland, ME 04101 791-6100
WEEKLY NEWSPAPER –
RADIO STATIONS –
B. TELEVISION STATIONS –
VI.
LAW ENFORCEMENT, WARNING AND RESCUE
A. Call 911
VII. VOLUNTEER
AGENCIES
A. American
Red Cross of Southern Maine 874-1192
B. Salvation Army Disaster Services 774-6304
ATTACHMENT
1
FOOD
SUPPLIERS
Mass feedings will be done by the Red Cross or Salvation Army along with volunteers from the town.
FUEL
SUPPLIERS - Local
TOWN
OF CHEBEAGUE ISLAND
COMMUNICATIONS
AND WARNING ANNEX
TABLE
OF CONTENTS
Page
I. PURPOSE 30
II.
SITUATIONS AND ASSUMPTIONS 30
III.
CONCEPT OF OPERATIONS 31
IV.
ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES 32
V.
WARNING SIGNALS AND ACTIONS 33
VI.
WEATHER WARNING 34
VII. TESTING 34
VIII. TIME
CONVERSATION 35
IX.
AUTHORITIES AND REFERENCES 35
Attachment
Emergency Telephone Numbers (EMA) 37
Appendix
A. Communications SOPÕs/Guidelines 39
Attachment
1, (Town) Radio communications frequencies 43
Message
Form 44
Map
of Communication sites 45
Message
procedure guidelines 46
Notification
Procedure 49
TOWN OF CHEBEAGUE ISLAND
COMMUNICATIONS AND WARNING ANNEX.
I. PURPOSE
To provide for the capability to warn key officials and the general public of any highly probable and immediate danger, and to provide communication capabilities with State and County Emergency Management Agencies and other agencies during an emergency/disaster situation.
II.
SITUATIONS AND ASSUMPTIONS
A.
Situation
1. The need to warn key officials and the general public is common to all hazards.
2. Hazards vary greatly in predictability and spread of onset. Advance warning time may vary from ample to none.
3. Communications are vital in an emergency. The Cumberland County Communications Network is the link between the Local jurisdictions and State Emergency Management. Communications are referenced in the Direction and Control Annex.
4. Town communications link all departments.
B.
Assumptions
1. A good warning system is one of the communitiesÕ most valuable emergency management assets, having a great potential for saving lives and preventing injuries.
2. State, County and Local Governments are responsible for establishing and maintaining warning systems, for dissemination of all warning and emergency information prescribing actions to be taken by the public. Private organizations, such as industrial plants, offices, etc, should develop internal warning systems. Individuals are responsible for learning warning signals and taking recommended actions.
3. Chebeague Island EMA, through itÕs communications network, provides for daily routine traffic and is capable of receiving traffic from central dispatch to:
a. Public works
b. Police
c. Fire
d. Rescue
e. Local Emergency Management
During an emergency to coordinate with County, State, and other agencies. Warnings to special locations (i.e., hospitals, nursing homes, major industries, institutions, and places of public assembly.) will be addressed under item III. The primary warning will notify Portland hospitals of impending disaster situations.
III.
CONCEPTS OF OPERATIONS
A.
General
1. The concept of warning typically includes notifying organizations and individuals with emergency management responsibilities and communications with the general public to ensure that they are aware of a dangerous situation.
2. Chebeague IslandÕs Emergency Management warning system is consistent with County Emergency ManagementÕs. A warning may originate from State Emergency Management, Cumberland County Emergency Management, Portland Primary A Point (Portland Public Safety Communications), NAWAS, or Portland Weather.
When the County Emergency Operations Center (EOC) is activated, the primary warning Point is shifted from Portland to the County EOC. Local Warning originates from EOC.
3. Alerting of Key officials is shown on the fan-out diagram for Chebeague Island, with detail of their procedures.
4. When deemed necessary, the media can be asked to do public service announcements.
5. The Fire-Rescue is activated by tone alerting system
6. The Emergency Alert System . (See appendix A, Attachment 1.).
7. Chebeague IslandÕs Emergency Management radio communications are shown in Appendix B, Attachments 12 & 13. During an emergency situation, representatives from each department will man these radios and the message center controlling message traffic and keeping status boards up to date.
B.
Phases of Management.
1. Mitigation
The 24-hour warning point in Cumberland County is with the Communications Department of Portland Public Safety Headquarters. The fan-out system is tested bi-monthly. Once the EOC becomes activated, it becomes the primary point. The County/Town radio net is tested monthly, or anytime the Town of Chebeague Island requests a radio check
2. Preparedness
Chebeague Island EOC notifies the Town Key officials. See Direction and Control Annex.
Chebeague Island Fire/ Rescue communicates through CCSO dispatch
3. Response and Recovery
All emergency management personnel should respond to the EOC as outlined in the Direction and Control Annex and should remain activated until the situation has reached a point the locals can handle without County Assistance.
IV.
ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES
A. The warning process for Chebeague Island is a fan out system as shown in attachment 2. There are 3 types of messages.
1. FAN-OUT TEST - Initiated by State Emergency Management bi-monthly. Can be initiated by County Emergency Management to test glitches found in the system.
2. The National Weather (NWS), State or County Emergency Management may initiate WEATHER- Severe weather warnings.
A ÒWATCHÓ may be transmitted in cases such as tornado when the change from Watch to Warning can be drastic and quick.
1. EMERGENCY MESSAGE- Initiated by NAWS, State or County Emergency Management, or Primary Point.
B. The Fan-Out system is transmitted on State Fire 154.31 to all towns with State Fire capability. Those 3 or 4 Towns without this capability are reached by telephone. The average mean time for the entire fan-out is 3 minutes.
C. There are no hearing impaired or non-English speaking groups in the Town of Chebeague Island. If the need should arise, the Department of Health and welfare will work with The Maine Association of the Deaf, Inc., which provides a telephone directory of known people with TDD equipment.
D. Each Local Director will:
1. Locate the local town warning point at an installation that is manned 24 hours a day such as a Police or Fire Station, etc. In the Town of Chebeague Island, it is located at ( )
2. Maintain an up to date list of key Emergency Management and Local government officials at the warning point in order that all may receive the warning in a minimum amount of time.
3. Establish an audible alarm system capable of being heard by all Citizens in the community. In areas where an audible system may not be heard, an alternate system should be established. This may consist of public address systems, warden service, and neighborhood telephone
4. The Town of Chebeague Island has educated the public to recognize the warning signals utilized.
5. The Town of Chebeague Island conducts a monthly test of Local warning devices to familiarize the public with the sounds and to check equipment operability. Coordination with surrounding communities will aid in eliminating any confusion during tests.
6. Advise the County Director immediately of any changes of or telephone number of the Local Warning Point.
7. Bi-annually review the Local Warning Annex to ensure it is up to date at all times.
F. Upon activation of the County Emergency Operations Center, County will assume responsibility for NAWAS. Thereafter, warning and other messages will be disseminated over the County/Town Emergency Communications net.
G. On receipt of any warning, Chebeague Island will fan out to local officials and key members of the EMA Staff.
V.
WARNING SIGNALS AND ACTIONS
A. Outdoor warning signals used to warn the public should consist of:
1. ATTACK WARNING SIGNAL
A 3 to 5 minute tone of sirens or a series of short blasts on air horn or other devices repeated as necessary. The attack warning signal is a civilian warning used to notify civil authorities that an actual attack against this country has been detected and protective action should be taken immediately.
a. The following is a test from an actual attack warning, which would be disseminated over NAWAS.
ÒATTENTION ALL STATIONS. EMERGENCY. THIS IS AN ATTACK WARNING. TIME IS
Each warning point will answer the roll call by answering with its name followed by: Attack Warning.Ó For Example
b. The attack warning signal
will be sounded in the highly unlikely event of an ÒAccidental LaunchÓ, which threatens Cumberland County with a possible Nuclear Detonation Impact, without detonation in another area. Example:
ÒATTACK WARNING, ACCIDENT MISSILE LAUNCH-ADVISE POPULATION TO TAKE COVER IMMEDIATELY.
c Supportive of this, the Associated Press and United Press
International will disseminate all warnings to their radio,
television and newspaper subscribers.
2. On receipt of the ÒAttack WarningÓ the following actions should
be taken by the Emergency Manager, if not already accomplished:
a. Ensure that the alarm has been sounded.
b. Staff the Local Emergency Operations Center and enter the radio net with County.
c. Tune in the Emergency Alert System
d. Assemble local government personnel at the EOC.
B. ATTENTION OR ALERT SIGNAL
A 3 to 5 minute steady tone on sirens, horns or other device. This is used to get the publics attention in times of peacetime emergencies.
1. NAWAS will disseminate messages in the event of accidental Missile Launch to part of the U.S., not in the threatened area, where no protective actions area required. Example:
ATTENTION OR ALERT. ACCIDENT MISSILE LAUNCH CUMBERLAND COUNTY NOT ENDANGERED. NO ACTION REQUIRED. TUNE TO RADIO FOR FURTHER INFO.
2. On receipt of the Attention or Alert Warning, Local Emergency Manager should take the following actions.
a. Sound the alarm
b. Staff the EOC and enter the radio net with County.
c. Tune to local Radio or Emergency Broadcast Stations.
To gain additional information transmitted nationally.
Termination of warnings will be issued by State or County Emergency Management Agency and fanned out over the warning system.
VI.
WEATHER WARNING
Portland Weather Service will transmit weather watches or warnings over NAWAS (National Alert Warning System), to the County Warning Point for dissemination to all warning points. All watches and Warnings will be transmitted for an established period of time.
VII. TESTING
A. The purpose of testing, unannounced tests and exercises will be conducted periodically.
1. The termÓ FAN-OUTÓ will be relayed utilizing the warning system.
A typical Fan-out message may read:
ÒATTENTION ALL STATIONS, THIS IS A FAN-OUT TEST. REPEAT. THIS IS A FAN-OUT TEST. TIME
2. Immediately upon receipt of Fan-out test, Weather Warning or Emergency Message, each point will Fan-Out the message to the other Designated agencies.
B. A form will be provided by the County Warning Point and each ÒAÓ and ÒBÓ point for recording data on the Warning. The form should be completed in duplicate and the original forwarded to County Emergency Management within 24 hours.
VIII. TIME
CONVERSIONS
A. Any warning message from FEMA National or Regional, whether real or a test will include the time given as ZULA. This is necessary in view of the many time zones involved in the United States. For quick reference: EST-5 hours, EDT 4 hours.
B. The Maine State Warning Point should convert this to Eastern Standard Time (or Eastern Daylight Time, as applicable.) before disseminating the warning.
IX.
AUTHORITIES AND REFERENCES
A. Authorities
1. Federal
a. Federal Civil Defense Act of 1980, pub. L-81-920, as mended.
b. The Disaster Relief Act of 1984, Pub. L-93-288, as amended.
c. Emergency Management and Assistance, 44 US. Code 2.1 October 1, 1980.
2. State
Maine Bureau of Civil Emergency Preparedness Act Title, 37B Channel 13.
B. References
1. CPG-1-3, Jan.1984, Federal Assistance Handbook: Emergency Management Direction and Control Programs.
2. CPG 1-7, May 1981, Guide for increasing local Governments.
Civil Defense Readiness during Periods of International Crisis.
3. CPG 1-18, Jan 1977, Emergency Communications
4. CPG 1-20, May 1984, Emergency Operating Centers Handbook
5. CPG 1-37, Sept. 1984, State and Local Communications and Warning systems Engineering and Guidance.
6. CPG 2-10/2 and CPG 1-10/7, June 1978 Civil Defense Emergency Operations Reporting System, Local Increased Readiness and Local Government Operational Situational Reporting Procedures.
ATTACHMENT
EMA
EMERGENCY TELEPHONE NUMBERS
DIRECTOR
FIRST SELECTMAN
SECOND
SELECTMAN
THIRD SELECTMAN
FOURTH
SELECTMAN
FIFTH SELECTMAN
TOWN
ADMINISTRATOR
DEPUTY DIRECTOR
Fire Chief
Rescue
Deputy Chief
Deputy Chief
RADIO
FREQUENCIES
The following frequencies are programmed into the EMA DirectorÕs mobile radio:
Town: Frequencies
SUGGESTED
OPERATING GUIDELINES
FOR
THE TOWN OF CHEBEAGUE ISLAND
COMMUNICATIONS
APPENDIX
I. PURPOSE
A. To establish, operate and maintain communications with facilities which may enable this agency to communicate better with local, state and federal agencies.
B. To provide emergency response capabilities and guidance to Municipalities in the event of a large-scale emergency.
II.
SITUATIONS AND ASSUMPTIONS
A. Situations
1. The Emergency Communications Center provides communication facilities over which the Town of Chebeague Island is able to discharge its Emergency Functions during man made or natural disasters.
2. The Emergency Communications Center for the Town of Chebeague Island includes all the communications necessary to communicate to field emergency responders as well as the County and State Emergency Management on supporting mutual aid to adjacent towns is included.
B. Assumptions
The Chebeague Island Emergency Management is responsible for maintaining radio Communications between the Town of Chebeague Island and County EMA.
This site from which Emergency Communications Systems are operated should have adequate on site emergency power and fuel.
III.
ORGANIZATION AND RESPONSIBILITIES
A. The Chebeague Island Emergency Manager, under the Direction of the Town Selectmen/Town Administrator, is the overall authority for the EOC and its Emergency Communications Center.
B. The Chebeague Island Emergency Management Communications Officer, under the Supervision of the Chebeague Island EMA Director, is directly responsible for the activities and establishment of facilities in the Emergency Communications Center.
C. Officers of the Chebeague Island Fire Rescue, while under the direct control of their own department heads, and operating their own equipment should be receptive to:
1. The guidance of the communications during an emergency.
2. The procedures outlined in the Chebeague Island Emergency Operations Plan and the Direction and Control Annex.
3. The procedures outlined in this SOP.
D. The Chebeague Island Communications Officer is the EMA director/ deputy director
E. When the EOC is activated the following actions should be implemented by the EMA Director upon direction of the County Emergency Manager.
Notify radio operators to provide coverage on local and emergency management radios on 24 hours basis. To place all County/Town and RACES stations on Standby Alert.
Make sure all communications equipment is operational and arrange for a test with all stations in the net.
Review and update, as necessary, communications plans and SOGÕs including telephone numbers, radio call signs, and frequencies for emergency use.
Review personnel assignments of all personnel in communications section. Add personnel as required, upgrade training.
Inventory basis parts, fuse, tubes, etc and purchase what is lacking.
Review and update warning plans.
Conduct system tests and familiarize the public with the warning systems.
IV.
COMMUNICATIONS OPERATIONS FOR PRIMARY SUPPORT
FUNCTIONS.
A. As defined in the Basic Emergency Operations Plan, each fire/rescue department and other agencies supporting the Chebeague Island EOC have specific Primary and Support Roles to other departments, to complete the total Emergency Function.
1.
Maintain Law and Order
a. Primary responsibility to the Cumberland County SheriffÕs Department or the Maine State Police. There is communications by radio in the Emergency Operations Center to CCSO by Town Dispatch
b. Support responsibility is by the Cumberland County Emergency Management Agency; Communications by telephone and Emergency radio systems.
c. Support responsibility goes to the Town Selectmen.
Communications is by telephone.
2. Fire/
Rescue
a. Primary responsibility is the Chebeague Island Fire Rescue
b. Support responsibility is with Mutual Aid Towns and others as prescribed in protocols. See Emergency Services Annex, Rescue Annex. Departments.
3.
Firefighting
a. Primary responsibility is Chebeague Island Fire Rescue
b. Support responsibility is to County Fire Task Force, and Mutual Aid towns per outlined SOPÕs, SOGÕs of the Chebeague Island Fire Rescue
4.
Debris Clearance
Primary responsibility is the Chebeague Island Public Works Director, for the town roads and State Highway Department for State Roads.
5.
Medical
a. Primary support is BLS/ ALS by United Ambulance to specified primary care facilities such as CMMC, St. MaryÕs RMC in Lewiston, to include Life Flight of Maine.
b. Secondary ALS/BLS by United Ambulance (if available) or mutual aid transporters to Portland Area primary care facilities such as Maine Medical Center or Mercy Hospital.
V.
SUPPLIES
A. The EMA Director should maintain within the EOC a supply of all communications materials required for emergency operations.
B. The Communications officer should maintain a record of all supplies stored in the EOC and should replenish as necessary to maintain a 30-day minimum level.
VI.
TRAINING
A training program should be conducted for all positions in the Emergency Operating Center Communications Center. Training should consist of handling live traffic from County/ Town EMAÕs. This can be accomplished by incorporating training with Fire/Rescue trainings to save on resources.
VII. MAINTENANCE
All radio equipment in the Chebeague Island EOC, is maintained by Maine Radio Inc.
Chebeague Island is contracting with RCM for radio equipment and maintenance.
VIII. SECURITY
Security to the EOC is the responsibility of the Fire/Rescue, SP, and CCSO
IX.
COMMUNICATIONS EQUIPMENT IN THE EOC
A. Town Radio (multiple band also mobile in DirectorÕs POV.
B. Telephone
HAM operators are optional
Fire and Rescue portables.
ATTACHMENT
RADIO
COMMUNICATIONS FREQUENCIES
1. Municipal Government
Town Hall -
2. Public Works
Town Garage-fixed
Town trucks-mobile
3. Police (CCSO)
4. EMA
EOC - LOCAL AND EMA AVAILABLE
Director-Mobile
RADIO INVENTORY -
ATTACHMENT
2
CUMBERLAND
COUNTY EMERGENCY MANAGEMENT AGENCY
MESSAGE
FORM
Incoming
Outgoing
Emergency
Routine
Exercise
To:
From:
Message
Date:
Time:
MAP
OF COMMUNICATIONS SITES AND KEY
MAP KEY
1. Primary EOC -
2. Secondary EOC -
3. Fire Chief -
4. Shelter -
5. Alt Shelter -
6. EMA Director -
7. First Selectman -
8. Town Administrator -
APPENDIX
SUGGESTED
OPERATING GUIDELINES
MESSAGE
PRECEDENCE & PROCEDURES
I. PURPOSE
To establish and maintain a uniform system of preparing and processing OUTGOING message and processing incoming messages, that all may be handled with dispatch.
All county and local radio operators to ensure continuity in numbering reference groups and service identification codes will use this procedure.
II.
GUIDELINES
A. On County/Town Emergency Management radios, each town is addressed by the Town Names. Cumberland County EOC is address as County.
B. At the Conclusion of a communication, each radio operator will sign off transmitting the FCC call sign complete (such as KAX 897) followed by the word CLEAR.
C. All messages processed between municipalities may be assigned precedence or priority. It is expected that messages of importance which requires immediate actions should be assigned a higher precedence then a message that may be purely informational. However a message, which provides information, might be required as soon as possible in order that a certain action be approved. Replies to messages should not be sent at a higher precedent then that of the original. The following precedents shall be used:
D.
1. EMERGENCY any message which demands immediate transmission and whose delay would adversely affect current operations. Messages should be brief.
2. ROUTINES all messages which are not urgent.
3. EXERCISE all messages used in training activities. Such messages must be proceeded by the statementÓ TEST EXERCISEÓ.
III.
INCOMING MESSAGES
A. Copy the message word for word on a standard message form, filling in the appropriate spaces. In a circle in the area markedÓ Internal Use OnlyÓ, initial the form and indicate the time the message was received.
B. Remove the yellow copy and file it. Forward the white copy to the Message Coordinator.
C. The Message Coordinator should enter the appropriate information on the Incoming Message Log, then write the log page and line number and the time the message was logged in a circle in the ÒInternal Use OnlyÓ space. The white copy should then be forwarded to the Emergency Manager, who will determine the appropriate actions and distribution.
IV.
OUTGOING MESSAGES
A. Originator prepares the message on a standard message form as follows:
1. Write the precedence on the Outgoing Line
2. Indicate destination (town, county, or state agency name). If the message is to All Towns, two additional white copies of the message are necessary.
3. Write message, using as few words as possible. If the message is a query from another headquarters, commence text by referring to that message (i.e. Reference your message, then the ref. group: REUR RAD 231954Apr 86.)
4. AfterÓ DateÓ enter appropriate section followed by date and time, i.e. PRO231954APR86.
5. After message is complete, originator will keep copy #2 for the file. Copy #1 should be forwarded to the Message Coordinator, who will distribute the message to a radio operator. When necessary, the Emergency Manager may coordinate the messages between various sections/ agencies before the message is sent.
6. The Message Coordinator should enter the appropriate information
in the outgoing log, and write the log page and line number and time the message was logged in, in the ÒInternal Use OrderÓ, section of the message form.
7. Radio operators on County/Time nets must verify that all towns received the message so addressed.
8. For ease in sorting/filing messages, each radio operator should number them. The first message of each day (0000 hours) will be #1, continuing through until 2400 hours.
9. After dispatching a message and receiving acknowledgement, the radio operator must initial the form, indicate the time the message was dispatched and indicate circuit abbreviation in the ÒInternal Use OnlyÓ section of the form.
V.
RADIO DRILL
The County/Town net is opened. County operators will use the Communications Log for Documentation.
THIS IS KCI 275/KCH 381, NET CONTROL FOR THE CUMBERLAND COUNTY EMERGENCY MANAGEMENT NETWORK, CALLING THE NET FOR A SCHEDULED DRILL. ALL STATIONS STAND BY FOR ROLL CALL.
1. Give roll call
2. Take RADEF readings and report high, average and low readings.
3. Proceed with the drill.
When closing the net, County will recite.
THIS IS KCI 275/KCH 381, NET CONTROL FOR THE CUMBERLAND COUNTY EMERGENCY MANAGEMENT NETWORK. THE NET HAS BEEN IN THE OPERATION FOR A SCHEDULED DRILL. THERE BEING NO FURTHER BUSINESS, THE NET IS DECLARED CLOSED. THIS IS KCI 275/ 381, NET CONTROL, SECURING STATION AT TIME .
SUGGESTED
OPERATING GUIDELINES
NOTIFYING
LOCAL OFFICIALS AND WARNING THE PUBLIC
NOTIFYING LOCAL
OFFICIALS
A. The warning system for Cumberland County is a Fan-Out system, which will initiate over the NAWAS phones. There are 3 types of messages:
FAN-OUT
WEATHER WARNINGS
EMERGENCY MESSAGE
1. A FAN-OUT test occurs twice a month and is conducted by the M.E.M.A. Communications Officer. County Emergency Manager may also initiate a system test.
2. A WEATHER WARNING may be initiated by National Weather Service (NWS) in Portland, MEMA, or County EMA.
3. EMERGENCY MESSAGE is initiated by NAWAS, MEMA. County EMA or the Primary Warning Point.
B. The county fan-out is then executed by the Primary Warning Point on State Fire Frequency (154.31) to all communities with State Fire Capability. The 3 or 4 communities without this capability are reached via telephone. The average time for the entire Fan-out is 3 minutes.
C. Local Warning procedures should be initiated by contacting the local officials, staff and other communities as outlined in the Direction and Control Annex.
D. Outdoor public warning signals consist of the following. Citizens should be familiar with the warning and should know to listen to a local radio or TV station for more information.
1. ATTENTION OR ALERT SIGNAL - A 3 to 5 minute steady tone on sirens, horns, or other devices. This signal may be used to get the publicÕs attention in times of peacetime emergencies. This signal shall be sounded as the option and on authority of municipal officials.
2. ATTACK OR ALERT SIGNAL – A 3 to 5 minute steady tone on sirens, horns, or other devices. This signal may be used to get the publicÕs attention in times of peacetime emergencies. This signal shall be sounded at the option and on authority of municipal officials.
Sirens, or a series of short blasts on air horns or other device, repeated as necessary. The attack warning signal is a civilian warning used to notify civilian authorities that an actual attack against this County has been detected and protective action should be taken immediately.
3. On receipt of the Attention or Alert Warning, the following actions should be taken by the Local Emergency Manager:
a. Activate local warning systems.
b. Staff the EOC and enter radio net with county.
c. Tune into local radio or EBS to gain additional information transmitted nationally. UPI and AP will disseminate warning to radio, TV and newspaper.
E. There are an unknown number of hearing impaired residents. The Maine Association for the Deaf provides a telephone directory of citizens known to use the TDD System for Telephone communications. This director may be referenced at County EMA. There is not a significant non-English Speaking population.
F. Termination of warning will be issued by State or County CEP and fanned out over the warning system.
SYSTEMS TESTS
A. Unannounced tests and exercises will be conducted periodically to check the system and maintain operator familiarly.
1. The term FAN-OUT will be used to describe the drill. The typical FAN-OUT message may read: ÒAttention all stations. This is a FAN-OUT TEST. Time Date .
2 Immediately upon receipt of a FAN-OUT Test, the local Warning point will disseminate the message as outlined on the attached warning message form.
ATTACHMENT
PRIORITY
ACTIONS IN CASE OF LAUNCH OF A
NUCLEAR
WEAPON
MESSAGE: WARNING OF A MISSILE LAUNCH
1. The county fan-out system will be activated.
COUNTY RESPONSE
Assist in fan-out
Initial contact with Emergency Broadcast Station
Warn citizens to take cover immediately.
LOCAL RESPONSE
Activate EOC and establish communications with County EMA.
Participate in warning efforts.
FOR AREAS WITHIN ABOUT 500 MILES OF THE THREATENED AREA AND ELSEWHERE IN THE U.S.
Activate EOCÕs and establish communications with County EMA.
Advise Citizens that protective actions are not necessary at this time, but to listen to the radio/TV for further instructions.
EOC Staff should prepare to coordinate fallout shelter efforts.
MESSAGE: NUCLEAR DETONATION (NUDET) HAS OCCURRED THREATENED AREA RESPONSE.
Instruct citizens to remain under cover.
Conduct emergency operations as feasible.
WITHIN ABOUT 500 MILES OF THE THREATENED AREA:
Advise Citizens to prepare PROMPTLY to protect themselves
from fallout (if NUDET proves to have been a surface burst).
Public instructions are included in the Public Information and
education annex.
Mobilize system.
Prepare to provide support for affected or impact areas, if
requested by MEMA.
ELSEWHERE IN THE U.S.
Provide Emergency Public Information (EPI). Areas with
potential fallout threat should mobilize.
system and prepare to take measures for Radiological protection.
MESSAGE: IMPACT OCCURRED WITHOUT DETONATION
JURISDICTIONS IN THREATENED AREA.
Advise citizens to remain under cover until further notice.
Consult State Officials to determine if the unexploded weapons presents a threat.
WITHIN ABOUT 500 MILES OF THREATENED AREA
Advise citizens that fallout protection will probably not be required as a result of that weapon.
Phase down EOC Staffing as instructed by MEMA.
ELSEWHERE IN THE U.S.
Advised Citizens that no NUDET occurred and that there will be fallout threat as a result of that weapon.
Phase down EOC staffing as instructed by State.
MESSAGE: NUDET IDENTIFIED AS A BURST (no fallout resulted).
JURISDICTION IN THREATENED AREA.
Citizens should remain undercover
Conduct Emergency operations as feasible.
WITHIN ABOUT 500 MILES OF A THREATENED AREA
Advise citizens to suspend actions to protect themselves from fallout.
Provide support for impact area, if requested by MEMA.
ELSEWHERE IN U.S
Advise Citizens that there is little threat of fallout.
EMERGENCY SERVICES ANNEX
INDEX
PAGE
I. PURPOSE 54
II. SITUATIONS
AND ASSUMPTIONS 54
III. CONCEPT OF
OPERATIONS 54
IV. CONTINUITY OF
GOVERNMENT 55
V. ADMINISTRATION
AND LOGISTICS 55
VI. PLAN DEVELOPMENT
AND MAINTENANCE 56
APPENDIX 57
Emergency
Management Agency 57
Police
Services 60
Public
Works 63
Health
and Mortuary 66
Fire
Service 68
Rescue
70
Search
and Rescue Procedures 72
Communications
Capabilities 73
EMERGENCY
SERVICES ANNEX
FOR
THE
TOWN
OF CHEBEAGUE ISLAND
I.
PURPOSE
The purpose of this annex is to develop coordinated operational planning and preparedness capabilities for the emergency service organizations based in New Gloucester..
This annex will outline the responsibilities of the law enforcement, fire, rescue,
public works, emergency management and health and mortuary organizations.
II.
SITUATIONS AND ASSUMPTIONS
A.
Situation
The EMA, fire, rescue, public works and law enforcement agencies are all support services to the Town of Chebeague Island
B.
Assumptions
The Town could be overtaxed in all departments in an emergency situation. It is assumed that by utilizing the information presented within this annex, the emergency support agencies of Chebeague Island will be aware of their own SOP and resources along with those of the other emergency support agencies.
III.
CONCEPTS OF OPERATIONS
A.
General
The emergency operations of all emergency response agencies are extensions of their routine duties and responsibilities. The support system given to each of the other is likely to protect the citizens and decrease the possibilities of loss of life and property in town. Specific responsibilities are out lined in the attachments to this plan.
B.
Phases of Mitigation
1. Mitigation
a. Train and educate locate emergency services personnel.
b. Provide regular maintenance for equipment.
c. Prepare, review, update and recommend improvements and changes to emergency plans and procedures.
d. Develop mutual aid agreements.
2. Preparedness
a. Prepare and maintain up to date rosters for emergency
service personnel.
b. Maintain all equipment in working order.
c. Establish mutual aid agreements and inform personnel of them.
d. Take part in a regular schedule of tests, drills, and exercises independently or with other emergency service agencies.
3. Response
a. Keep key officials informed of all developments.
b. Assign a representative to the EOC when activated to collect information and coordinate with other response agencies.
c. Review plans, gauge impact of emergency and determine course of action.
d. Perform warning notification.
4. Recovery
a. Revise codes, laws, and procedures and suggest improvements.
Where necessary to the Emergency Management Agency Director.
b. Institutes clean up and return to normal conditions
c. Review actions taken during the emergency and suggest alternatives.
C.
CONTINUITY OF GOVERNMENT
1. Lines of succession
The lines of succession in all emergency service agencies are part of their SOPÕs/SOGÕs and will be addressed further in the individual appendices.
2. Preservation of Records
All agencies will make every effort to protect the vital records of their respective departments.
IV.
ADMINISTRATION AND LOGISTICS
A.
Reporting
1. An actions and event log will be maintained noting date, time and sequence of events.
2. Dispatchers will keep radio logs of all radio communications noting time and contents of transmissions.
3. Expenditures and obligations during the emergency situation will be recorded.
B. Agreements and Authority.
1. The Town Council/Selectmen have the ultimate legal authority.
2. Mutual aid will be discussed in the attachments of each departmental attachment.
C.
Organization Inventory
Equipment, manpower, and communications are all addressed in each of the appendices within this annex. Additional information can be found in both the Resource Management and Communications Annex.
V.
PLAN DEVELOPMENT AND MAINTENANCE
A.
Responsibilities
The operational capability of all departments is the responsibility of the respective department heads.
B.
Deficiencies
Deficiencies will be identified and revised whenever possible and Budgets allow.
C.
Updating and Revision
The County Emergency Manager will be informed of any changes in resources or personnel.
This annex will be reviewed and updated annually.
APPENDIX
A
EMERGENCY
MANAGEMENT AGENCY
I. PURPOSE
The purpose of this appendix is to outline the responsibilities of the Emergency Management Agency staff as well as to provide procedures to be used maintaining and operating fan Emergency Operations Center.
II.
CONCEPTS OF OPERATIONS
A.
General
The Emergency Management Agency staff prepares, plans and provides training that may be needed in an emergency, keeps the Emergency Operations Center in a state a readiness and advises the Director and elected officials on all aspects of emergency preparedness.
B.
Phases of Management
1. Mitigation
a. Maintain inventory of resources available from private and resources.
b. Recruit and train volunteers
c. Coordinate development of mutual aid agreements between emergency agencies.
d. Prepare Hazard Identification Reports.
2. Preparedness
a. Develop, review and update the Emergency Operations Plan annually.
b. Prepare and keep up to date a roster with necessary telephone numbers.
c. Outfit and maintain the Emergency Operations Center (EOC).
d. Increased readiness:
1. Review emergency procedures with staff and volunteers.
2. Distribute radiological monitoring equipment.
3. Response
a. Advise the elected officials on all emergency procedures and when requested, notify staff to activate EOC.
b. Coordinate local emergency preparedness efforts with County, State and Federal Levels.
c. Provide public information with the help of a Public Information Officer.
d. Keep a Log of events and record of costs.
e. Monitor supply and manpower needs so that requisitions or reserves are attainable without interrupting operations.
f. Coordinate radiological monitoring reports.
4. Recovery
a. Prepare damage assistance forms for Town Administrators review and approval.
b. Reduce staff and close EOC when advised by Emergency
Management.
c. Critique actions taken during the emergency.
d. Prepare a report for the Town Officials and Department Heads on emergency response problems and suggested improvements in procedures.
C. Continuity
of Government
1. Lines of succession
This information can be found in the Direction and Control Annex/
2. Operational Sites
The Emergency Operations Center is located at North Road, Chebeague Island.
The alternative Emergency Operations Center is located at South Road, Chebeague Island.
3. Preservation of Records
Records of Emergency Management functions will be maintained and preserved approximately 3 years, considering their form. These records include the Emergency Operations Plan, financial records, purchasing, personnel, disaster assistance, situation and damage assessment reports.
III.
ADMINISTRATION AND LOGISTICS
A.
Reporting
1. The Town Officials will be kept informed of any and all significant activities.
2. An event log will be maintained which will note the events and the response actions taken.
3. Records of all expenditures and obligations will be maintained.
B.
Agreements and Authority
1. Legal Authority
Unless the situation dictates otherwise, the Town Emergency Manager with the Authority of the Town Officials will authorize all major activities and all public information during an emergency.
IV.
DEVELOPMENT AND MAINTENANCE
A.
General
It is the responsibility of the Emergency Management Director to ensure the operational capabilities of the Emergency Operations Center.
This annex is part of the Emergency Management Plan for the Town of Chebeague Island.
B. Deficiencies
C.
Update and Revision Procedures.
1. The attachments to this annex will be kept current.
2. This annex will be reviewed annually by the Emergency Management Director and changes will be made as needed.
POLICE SERVICES
I. PURPOSE
This annex assigns responsibilities and provides coordination of law enforcement agencies operating during emergencies.
II.
SITUATIONS AND ASSUMPTIONS
A.
Situations
During emergencies, law enforcement agencies must expand their operations in order to provide increased protection required by disaster conditions. Numerous Federal, State and County Law Enforcement agencies are available to support law enforcement agencies.
B.
Assumptions
During an Emergency, activities of law enforcement agencies will increase significantly. Adequate law enforcement resources and services will often be over taxed and support will come from Mutual Aid. County, State and Federal Law Enforcement Agencies will provide additional support.
III.
CONCEPTS OF OPERATIONS
A.
General
Emergency Law Enforcement operations for Cumberland County SheriffÕs Office or Maine State Police, will be an expansion of normal functions and responsibilities. These responsibilities will include:
1. Maintenance of law and order
2. Traffic Control
3. Crowd Control
4. Providing security to other public safety elements of local government as needed.
The Police Agencies primary responsibilities are routine law enforcement. Support groups will assist in traffic control, crowd control and security if needed.
B.
Phases of Mitigation
1. Mitigation
a. Review the Hazard Identification report regarding hazards and vulnerable areas to determine law enforcement needs.
b. Identify resources that are attainable if need arises.
c. Continue to review and updating of the Emergency Operations Plan.
d. Develop mutual aid agreements and understandings with other agencies.
e. Train municipal law enforcement personnel for disaster work.
f. Recruit and train volunteers.
2. Preparedness
a. Maintain up to date rosters
b. Identify existing resources and where additional supplies can be obtained.
c. Review plans and Standard Operating Procedures.
d. Obtain protective clothing, equipment and antidotes for hazardous environmental situations.
e. Inventory equipment and maintain in operational readiness.
f. Obtain map/charts of the local area/
g. Develop communications with the Emergency Operations Center.
3. Response
a. Maintain law and order
b. Provide traffic control
c. Relocate or house prisoners.
d. Provide law enforcement at reception centers, feeding facilities and shelters.
e. Provide security for evacuated or disaster areas for the protection of property to prevent looting.
f. Assist in movements to shelters
g. Report status of victims and property damage, to the Emergency Operations Center.
h. Direct, control and coordinate response personnel.
i. Maintain records of all decisions, activities, financial expenditures and use of law enforcement resources.
4. Recovery
a. Continue law enforcement activities as long as necessary.
b. Assist in the return of evacuees to their home.
c. Continue damage assessment activities
d. Provide missing persons inquiry services
e. Prepare a report for governing board on emergency response problems and recommendations for improvements.
IV.
ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES
A. Daily Police Services in Town are provided by ____________.
B. Mutual Aid is listed in Attachment.
C. If necessary, any prisoners requiring re-location and housing will be the responsibility of _________________.
V.
DIRECTION AND CONTROL
The SheriffÕs Department and State Police responsible for coordinating law enforcement activities in our Town. This law enforcement agency has the authority and responsibility to serve as law enforcement coordinator in the Emergency Operations Centers. Routine law enforcement procedures will be followed when and where feasible. The establishment of priorities and coordination between law enforcement units will be effected through mutual aid. Federal Support will be requested (i.e. National Guard) through the County Emergency Operations Center, but only after all local resources have been expended or deployed.
VI.
ADMINISTRATION AND LOGISTICS
A. Emergency authority is granted to the SheriffÕs Office and prescribed by State, County and or /local Legislation
B. Communications will operate as usual with additional manpower as needed.
HAM Radio operators can be called in for additional support if necessary.
C. Security for the Emergency Operations Center will be provided by the Local Law Enforcement Agency as manpower is available.
D. Reports and Records will be maintained and submitted to the Chebeague Island Town Office to assure historical dates and substantiate reimbursement and disbursement requests.
PUBLIC
WORKS
I.
SITUATION
A. In the event of a natural or man-made disaster, many roads and/or buildings would be seriously damaged or destroyed. The Chebeague Island Public Works Crew would be seriously overloaded.
B. Efficient use of personnel and equipment and an inventory of local resources, to aid this unit, would be beneficial.
II. MISSION
A. To establish, maintain and operate emergency an organization, utilizing the present town crew and local resources.
B. To provide training for this coordinated effort.
C. To provide for the clearing the debris, the removal of hazardous materials and making emergency repairs to roads and bridges.
D To assist with Health and Mortuary Services, as needed to prevent contamination and the spread of disease.
E. To coordinate the transportation requirements of other local agencies such as Fire and Police so that they may function as required.
III. GENERAL
A. The Road Foreman is responsible for the over-all operation of this unit.
B. The Road Foreman is responsible for the training of personnel, the maintenance of supplies and equipment, and the procurement of replacement parts, lubricants, and other items required by this department.
C. In the event of a natural or man-made disaster, the Road Foreman will be responsible for the procurement of any necessary supplies, equipment, and or personnel necessary to carry out the services listed under C and D of this annex.
IV. PLAN AND
EXECUTION
A. The Town Garage 49 Littlefield Road will be the base of operations
for this unit.
B. All work crew should report to the Town Garage when incident is declared for further instructions and assignments.
V.
COMMUNICATIONS
Communications will be maintained within the EOC by telephone and/or radio over the Fire Rescue Net; frequencies:
VI.
REFERENCES
A. Documents
1. County Annex- Engineering
2. Chebeague Island – Basic Emergency Operations Plan
B. Appendices
Organizations
List of Personnel
Map of New Gloucester
Inventory of Equipment
Inventory of Supplies
List of Heavy Equipment owners
Road
Commissioner
Road Foreman
Asst. Foreman
& Driver
Loader Operator
& Driver
Grader Operator
& Driver
Truck
Driver
Truck
Driver
LIST
OF TOWN EQUIPMENT
Town
Garage
INVENTORY
SUPPLIES ON HAND - TOWN GARAGE
HEALTH AND MORTUARY
I. PURPOSE
To prepare for a disaster situation with regard to Health and Mortuary services.
II SITUATION
AND ASSUMPTIONS
Situation
In a major disaster, Chebeague Island could be affected by the need for increased Health Care and temporary Mortuary services.
The Town will be responsible for making the necessary preparations should the need arise to expand Health and Mortuary Functions. The County Emergency Management Agency will act as coordinator, when requested, to assist the Town in obtaining additional equipment, manpower and supplies.
Assumptions
The hospitals in Cumberland County are capable of establishing Emergency Service with
proper notification. All area hospitals have disaster plans. The Emergency Manager for the Town will coordinate with AreaÕs Hospitals to establish procedures and plans to provide continued care of patients who need to be evacuated and those who cannot be evacuated.
III CONCEPTS OF
OPERATIONS
A. There is not any County Health and Mortuary Agency. It is up to the Town to prepare for other then normal day-to-day functions to include:
1. Control of communicable diseases
2. Inoculations in necessary
3. Sanitation
4. Evacuation of hospitals and nursing homes.
5. Shelters with proper medical
6. Cooperation with area Hospitals in using their Disaster Plan
to obtain emergency medical support and patient care.
B. The Town will plan in advance for expanded Mortuary Services by making arrangements with area Funeral Homes.
CUMBERLAND COUNTY EMERGENCY MANAGEMENT
CITY/TOWN DIRECTORS ROSTER
These lists will be handled in separate Resource Book
FIRE
SERVICE
I. PURPOSE
The purpose of this section is to outline the duties of Chebeague IslandÕs Fire Rescue and to provide organization, coordination and assignment of responsibilities during emergency situations.
II.
SITUATION
A.
Situation
The normal function of the TownÕs Fire rescue may be increased substantially by natural or man made disaster.
B. Increased responsibility for disaster monitoring for Fire Service Operations may also be necessary.
III.
MISSION
To provide for additional preparation, integration and mobilization of the TownÕs Volunteer Fire Rescue.
IV.
GENERAL
A. The Fire chief is responsible for fire defense during a disaster period.
B The Local Fire disaster plan, using local resources, will be integrated with County
Fire Disaster Plan.
V.
OPERATIONS
A. The Fire Department is responsible for training and maintaining a fire fighting force capable of minimizing the effects of disaster.
B. Maximum use of existing local facilities and services will be made before calling for outside assistance.
C. On declaration of disaster by the President and or Cumberland County Commissioners, mutual aid between local governments is null and void. Requests for additional assistance will be made through County.
D. Aid and assistance to other Chebeague Island Departments will be given as requested, as long as the capability and efficiency of this department is not endangered.
E. A fire extending over local boundaries will be under direction of the State Department of Forestry.
VI.
COMMUNICATIONS
A. Local communications will be maintained by telephone and by radio using the Fire Rescue Net :
B. The County Fire Net. (154.31MHZ) and telephone will be used to maintain communications outside Chebeague Island.
ATTACHMENT
FIRE
DEPARTMENT INVENTORIES
(See Fire Rescue in Resource Book)
MUTUAL
AID
(See Fire Rescue Annex Plan)
RESCUE
I.
PURPOSE
The purpose of this annex is to outline the duties of Emergency Medical and Rescue Services agencies and to provide organization, coordination and assignment of responsibilities, during emergency situations. All reports will be in accordance with all current HIPPA laws and policies.
II.
CONCEPTS OF OPERATIONS
A. Assignment of Responsibilities
1. Mitigation
a. Review the Hazard Identification Report periodically regarding hazards and vulnerable areas to determine potential emergency medical and rescue services situations.
b. Develop, review and update emergency procedures.
c. Develop agreements and understandings with other emergency medical and rescue services.(see NGFR mutual aid plan)
2. Preparedness
a. Maintain current call up rosters.
b. Obtain protective clothing and equipment.
c. Coordinate Emergency Medical and Rescue Capabilities with neighboring communities.
d. Identify existing resources and where additional supplies may be obtained and stored.
e. Establish training programs for all rescue personnel.
f. Develop communications with Incident Command and Emergency Operations Center.
3. Response
a. Deploy Emergency Medical and Rescue services as required in an emergency.
b. Rescue and seek transport for injured people to medical care facilities.
c. Assign a representative to the Emergency Operations Center to advise decision-makers and communicate with the other response agencies.
d. Provide medical services at reception centers, feeding facilities and shelters.
e. Maintain communications with Emergency Operations Center, Incident Command, Medial Facilities and other emergency response agencies as required.
f. Maintain records of all decisions, activities, financial expenditures and use of emergency medical and rescue resources.
4. Recovery
a. Continue emergency medical and rescue activities as long as necessary.
b. Return mutual aid to home jurisdictions as soon as possible.
c. Inventory supplies and equipment and re-supply to pre-emergency levels.
d. Conduct a report for the governing board on emergency response. Problems and recommendations for improvements.
III.
ADMINISTRATION AND LOGISTICS
A. Policies
1. An inventory of all equipment and resources will be maintained by the Emergency Medical and Rescue Agencies.
2. Staff Rosters will be kept up to date.
3. Coordination of emergency medical and rescue activities will emanate from dispatch headquarters for day to day operations and the town Emergency Operations Center in a disaster situation.
B. Preservation of Records for Mitigation Purposes
1. Records of Emergency Medical and Rescue activities will be maintained and preserved. These records include financial records, response activities, purchasing, personnel, situation and damage assessment reports, and logs of activities and communications.
C. Reporting per HIPPA laws and policies.
1. Emergency Medical Rescue Agencies will report casualties, Deaths and Observations to the Emergency Operations Center.
2. An event log will be maintained which notes the events and response actions.
3. Records will be maintained of resources acquired and financial and legal obligations.
D. Deficiencies
E.
Agreements and Understandings
Primary transport services will be provided by ?
ATTACHMENT
SEARCH
AND RESCUE PROCEDURES
1.
POLICY
A. The Inland Fish and Game Department is responsible for search of any person or persons in the woodlands of the State as provided under State Statute.
II ALERTING
PROCEDURES
A. The first agency notified shall obtain the following information:
1. Name, address, telephone number of the person initiating the request.
2. Name, address, description and attire of the person lost or drowned. Also specific location where last seen.
B. The above information should be relayed immediately to the Law Enforcement Agency contacted who will take the following action:
ALERT: Using 911 Or ____________
Inland Fish and Game (926-4141)
State Police, Gray Barracks(657-3030)
Cumberland County EMA (892-6785)
Fire, Police, l Rescue, Local EMA Director of town concerned.
CHEBEAGUE
ISLAND
COMMUNICATIONS
CAPABILITIES
The prime frequency for all Emergency Services Systems in the Town Chebeague Island is ______.
Fire and Rescue are dispatched 24 hours a day from ____________. Mobiles are available in the Fire and Rescue vehicles (town). They are also in the ChiefÕs and two Deputy ChiefÕs vehicles. Portables are assigned to all rescue personnel in the field. Pagers have been assigned to most fire and rescue personnel. The EMA director also has a mobile two way. All rescue personnel have portables. The Town Highway Department is dispatched from the Town Garage, Upper Station or from the Town Hall. All town tow trucks have mobiles in them. All emergency services are coordinated on this one primary frequency.
SHELTERS AND
AID STATIONS
A.
Shelters
Feeding capabilities:
Bed Capacity:
Emergency Generator: Yes _____ No______
B.
AID STATIONS
HOSPITALS
Lewiston Central Maine Medical Center
300 Main Street
795-0111
795-2200 Emergency
Lewiston St. MaryÕs Regional Medical Center
98 Campus Ave.
777-8100
777-8120 Emergency
Portland Maine Medical Center
22 Bramhall Street
871-0111
871-2381 Emergency
Mercy Hospital
144 State Street
879-3000
879-3266 Emergency
Poison Control Center
22 Bramhall St. @ Maine Med.
871-2381
1-800-222-1222
EQUIPMENT
AND SUPPLIES
Chebeague Island Fire Rescue Squad 1 is Primary Responder for BLS/ALS Emergencies
RESCUE SUPPLIES AND AID
SHELTER ANNEX
INDEX
PAGE
I. PURPOSE 77
II. SITUATIONS
AND ASSUMPTIONS 77
III. CONCEPT OF
OPERATIONS 77
IV. DIRECTION AND
CONTROL 79
V. ORGANIZATION
& RESPONSIBILITIES 80
VI. ADMINISTRATION
& LOGISTICS 82
VII. PLAN DEVELOPMENT &
MAINTENANCE 82
ATTACHMENT:
Reception
Center Listing 83
American
Red Cross Shelter List 84
Sample
In-Place Shelter Announcement 85
Safety
precautions for Nuclear Attack 87
SHELTER ANNEX
TOWN OF CHEBEAGUE ISLAND
I. PURPOSE
To establish procedures for providing shelter protection and emergency lodging and feeding evacuees displaced as a result of emergency conditions or disaster situations.
II.
SITUATIONS AND ASSUMPTIONS
A. Situations
It is the responsibility of municipal governments to protect their citizens by providing shelter in response to emergencies.
Each municipality has identified potential congregate care facilities and reception centers. Some shelters have been identified as offering suitable protection from most hazards (weather, hazardous materials, etc) excluding radiological fallout.
The National Shelter listing of fallout shelters is unreliably out of date.
There are two types of sheltering situations, those that require protective facilities to protect people from a hazard (storm, fallout) and those that only have lodging and feeding requirements. In some situations, in-place protective sheltering which would require movement through a hazard area. When shelters are required for radiological protection, radiological monitoring must occur. Survey meters are stored and are available for distribution to shelters when deemed appropriate by the County Emergency Manager.
B.
ASSUMPTIONS
Small scale localized incidents may require evacuation and lodging of a small population, whereas a major disaster would require lodging and feeding of large masses.
FEMA references indicate that in localized incidents, as much as 50% of the population may spontaneously evacuate and seek shelter with family or friends, rather then go to an established shelter. The remainder will wait for instructions on evacuation routes, destinations and shelters.
In some situations, time might not allow for activation of public shelters, or there may be inadequate shelter spaces available. In such cases, the public would have to be instructed about in-place sheltering techniques.
III.
CONCEPTS OF OPERATIONS
A. General
In the event that an evacuation of an area is necessary, provisions have been made for the sheltering and feeding of evacuees. In addition a skeleton fallout shelter systems exists to support civil defense efforts in time of war.
B.
Phases of Mitigation
1. Mitigation
County Emergency Management will:
a. Inform citizens of the availability and locations of Shelters through a strong, ongoing public information program.
b. Establish an emergency public information system for announcements about shelter locations.
c. Identify trained radiological monitors and shelter managers.
d. Maintain current resources and physical resources lists, identify agencies, personnel resources.
e. Draft agreements with facilities to guarantee access and availability of staff during emergencies.
f. Maintain a list of buildings that could be upgraded to protective shelters.
g. Encourage shelter considerations in architectural design, especially in buildings constructed with public funds.
h. Identify areas.
i. Identify shelter and feeding facilities.
2. Preparedness - Municipal Emergency Management
á Review shelter lists, identify short and long term facilities and identify lodging and feeding resources.
á Identify campgrounds that might serve as a reception area, draft agreements with owners.
á Prepare operating procedures for shelters.
á Coordinate training of shelter managers and radiological monitors.
á Obtain necessary materials for implementation of shelter manager training.
á Coordinate emergency public information system with the media.
á Outline a procedure for stocking shelters in an increased readiness phase.
á Determine shelter requirements for registration, food, water, radiological monitoring, medical and health care and sanitation.
á Assemble shelter management materials and stockpile sanitation.
á Identify suitable protective shelters for various types of hazards (i.e. is a reception center adequate or are sleeping and eating facilities required).
á Review Shelter protection and upgrading needs.
á Prepare plans and operating procedures for shelters, including crisis making and stocking, reception and care.
3. Response
á Select shelters, assign managers, and distribute Shelter Managers handbooks
á Open and staff shelters and reception areas that the Red Cross is unable to establish.
á Activate Emergency Public Information System
á Mark or otherwise visually identify shelters, post directional signs to rest rooms etc.
á Maintain records of financial expenditures.
á Coordinate municipal Red Cross Shelter efforts.
á Coordinate the distribution of shelter materials and supplies.
4. Recovery
á Deactivate unnecessary shelters and have evacuees return to homes when it is deemed safe by municipal officials.
á Clean, repair, restore shelters to original condition, return borrowed equipment and replace used supplies.
á Complete Shelter expense reports and submits them for payment to the Red Cross for Red Cross operated shelters and to the Local Emergency Manager for shelters operated by the municipality.
á Prepare a report of all activities.
C.
Continuity of Government
Designation of responsibilities and lines of succession in a shelter should follow recommendations in the attached operation checklist.
The Municipal EOCÕs will be the primary operational site for coordinating local sheltering efforts. The County EOC will be activated for County wide sheltering efforts.
Each reception center or shelter will be considered an independent operational site and should have a reasonably structured management organization.
IV.
DIRECTION AND CONTROL
A.
General
1. The Emergency Manager is responsible to the Town Administrator. The Emergency Manager is responsible for coordinating the planning by other agencies and departments.
2. The Emergency Manager appoints the Shelter Coordinator to oversee shelter operations and provide support in planning. Under most circumstances, the Shelter Coordinator will work out of the EOC. Supporting agencies must be coordinated through the Shelter Coordinator, if unable to meet the responsibilities of the position, the position will be filled by the Emergency Manger, who may choose to delegate this authority.
3. Shelter Managers will be responsible for the operation of their individual shelters. The attached Operations checklist should be used as a reference for shelter organization.
4. The government of each municipality should be prepared to assist Shelter operations, and should be prepared to offer staff and/or resources.
B.
Coordination
The County EMA will coordinate with the Local Emergency Manager for sheltering responses. County EMA will receive information and supplies (shelter signs) from State EMA and will distribute them to Local Emergency Managers as appropriate.
The Local Emergency Managers will coordinate with municipal officials, school systems, and other facility owners.
Communications with most shelters may be limited. Law Enforcement and Fire Departments may help obtain mobile/portable radios emergency communications in shelters.
C.
Reports
The Shelter Manager should keep the following records:
Personnel records, a list of the shelter population
Expense records
Tools and equipment borrowed or loaned
D.
Personal Comfort
Due to Shortages of available blankets, citizens requiring overnight shelter should be pre-warned and advised to take their own blankets and or sleeping bags with them to the shelter.
V.
ORGANIZATION AND RESPONSIBILITIES
A.
Responsibilities
1. Municipal Emergency Management
a. Develop and maintain this annex. Identify shelter sites, working with local emergency manager.
b. Arrange for management of the shelters with public sector organizations
c. Oversee shelter activities
d. Survey Shelters
e. Develop shelter use agreements.
f. Provide shelter management with kits and supplies consistent with recommendations in the Shelter Managers Handbook.
g. Establish public information and education programs.
h. Activate and de-active shelters as needed.
i. Provide communications capabilities.
j. Develop shelter facility pet care.
k. Designate a shelter coordinator.
2. County Emergency Management/Shelter Coordinator.
a. Coordinate mass shelter and or crisis relocation efforts.
b. Distribute fallout shelter and crisis relocation efforts.
c. Coordinate public information efforts.
d. Provide training opportunities for shelter managers.
Provide crisis training to ensure radiological monitors are in each fallout shelter.
e. Distribute shelter registration forms.
3. Law Enforcement
a. Provide security and law enforcement for shelters
b. Provide traffic control during movement of evacuees to the shelters.
c. Provide alternative communications for shelters via mobile unit
d. Deliver shelter management kits.
e. Train Police Auxiliary personnel to be immediately useful in limited roles in support of law enforcement.
4. Fire Service
a. Survey shelters for fire safety
b. Provide advice on shelter fire security.
c. Train selected evacuees to serve on shelter fire teams during emergency operations.
5. Public Works
a. Inspect shelter sites.
b. Maintain water supplies and sanitary facilities at shelter during an emergency.
c. Prepare and upgrade shelters at the request of the EOC.
d. Prepare shelter markings.
e. Assist in training the public in expedient fallout shelter construction.
6. Salvation Army and other Private Organizations.
a. Support shelter operations to general operating procedures.
VI.
ADMINISTRATION AND LOGISTICS
A.
Policies
¤ Each jurisdiction will be responsible for establishing, managing and cleaning shelters.
¤ Facilities will be opened and managed by facility personnel, including feeding efforts.
¤ Registration forms should be maintained at each shelter and registration center.
¤ No citizen may be denied access to shelter because of race, color, national origin, age, sex, handicap or creed.
¤ Citizens with contagious illness will be quarantined as appropriate.
VI. PLAN DEVELOPMENT
AND MAINTENANCE
A. The Emergency Manager and Shelter Coordinator are responsible for maintaining
currency of shelters lists and shelter manager lists.
B. Deficiencies
The State Shelter Plan is not complete.
Existing shelter lists are outdated due to lack of Federal, State, and Local funds to maintain a shelter system.
There are no shelter supplies stocked in NSS shelters.
Shelter areas are not built into new structures, primary due to apathy and lack of building codes.
There has been a minimal training in shelter management, although opportunities are offered. Few people are prepared to assume responsibility of a shelter.
VII. References
a. As in Basic Plan
b. CPG 1-19 July 1978, ÒGuidance for the Development of and Emergency Fallout Shelter Stocking PlanÓ.
c. FEMA, May 1984, Ò Shelter Management HandbookÓ
d. SM11 June 1981, ÒHow to Manage Congregate Lodging Facilities and Fallout SheltersÓ.
ATTACHMENT
RECEPTION
CENTER LISTING
AMERICAN
RED CROSS
PORTLAND
CHAPTER
SHELTER
LIST
(this list will be found in RESOURCE BOOK)
ATTACHMENT
SAMPLE
IN-PLACE SHELTER ANNOUNCEMENT
The Chebeague Island Emergency Management Director has released the following message for Chebeague Island.
The Director has announced that an emergency exists at ____________________________.
OPTION #1
Persons living, working, traveling within ____ miles of this area should take sheltering action. Persons traveling to home or work should proceed to their destinations in an orderly fashion obeying all traffic regulations. Non-residents traveling on the Island should clear the area (if possible) in an orderly fashion.
All persons traveling in the are in motor vehicles should roll up their windows, close air vents, and turn off air conditioners. If in an automobile or when sheltering is not available, improvised respiratory protection may be taken by placing a handkerchief, towel or other similar item over the nose and mouth until you can get indoors.
Persons who have taken shelter should observe the following procedures:
1. Close all doors and windows.
2. Disconnect air conditioners and fans, close all flue pipes.
3. Lower the thermostat setting to any heater to minimize the intake of external air.
4. Remain indoors, keep your radio and TV turned on and listen for further emergency instructions.
5. Do not use the telephone. Leave all of the lines open for emergency communications.
6. Special arrangements have been made by local officials to take care of school children. Others not at home should take the best available shelter near where they are.
7. Do not attempt to evacuate when sheltering is ordered, such a course may be more hazardous then staying.
8. If a cloud of material directly threatens your area and you are so advised take shelter in an inner room or basement, placing as much distance and mass as possible between you and the outside.
9. If you feel that you have been exposed to any materials, particularly if you have just come in from outside, wash your hands and face thoroughly. If possible take a shower. Immediately notify the shelter supervisor for further instructions.
10. Keep pets inside and to the extent possible, bring farm animals into covered facilities.
11. Stay in your place of shelter until you receive official notice that it is safe to go out.
The
proceeding has been an announcement by the Chebeague Island Emergency Manager,
for the Town of Chebeague Island. It calls for all persons living, working, or
traveling within ___ miles of __________________to take shelter.
For
further information stayed tuned to this station.
SAFETY PRECAUTIONS FOR NUCLEAR ATTACK
PRIOR
TO ATTACK:
á Learn to identify community Alert and Warning Signals.
á Prepare an emergency responses plan with your family. Consider such conditions as a common meeting area, at-home sheltering, evacuation response, etc. Familiarize all family members with the plan.
á Locate the nearest public shelter. Call your local Emergency Manager for locations and preparation suggestions.
á Prepare a home fallout shelter. Suggestions for constructing and managing a home shelter are available from your Local Emergency Manager.
WHEN A WARNING
IS RECEIVED:
á Evacuate your home if recommended to local or government officials. Report to pre-designated shelters. Follow evacuation routes.
á Go to the nearest shelter, bringing food and supplies to last for two weeks.
á If no shelter is available, construct one as quickly as possible, using previously developed plans. Stock the shelter for a two week stay.
á Listen to the radio or television for detailed instructions. Maintain a battery-powered radio.
á Gather supplies that would be needed for up to two weeks, survival (food, water, battery powered radio, sanitary facilities, medicines etc).
AFTER AN
ATTACK:
á Remain in your shelter until advised to leave.
á Listen for further instructions on the radio.
RECOVERY:
á Check for injuries. Do not attempt to move seriously injured persons until they are in immediate danger of further injury.
á Check for fires.
á Check the house or building for structural damage and evacuate the building, if you have any question of its safety.
á Enter damaged or weakened buildings with caution. They may collapse without warning. Be aware of potential gas leaks or electrical short-circuits.
á Do not use lanterns, candles, cigarettes, or other open flames in damaged buildings since there may be leaking gas lines, or flammable materials present. Do not turn light switches on and off, this could ignite gas from broken lines.
á Check for gas leaks by smell only. If you smell gas:
a. open all windows and doors.
b. turn off main gas valve, at the meter.
c. Leave the building immediately.
d. Notify the Gas Company or police.
e. Do not re-enter the building until you are told that it is safe to do so.
Avoid fallen or damaged electrical wires, which may be energized. Notify the power company, the police or the fire department.
á Cleanup spilled medicines, flammable materials, and other potentially harmful materials immediately.
á If any electrical appliances are wet:
Turn off power switch to building
Unplug the appliances.
Dry the appliance
Reconnect it
Turn on power main switch.
DO
NOT TAKE ANY OF THESE ACTIONS IF YOU ARE WET OR ARE STANDING IN WATER!!
á If fused blow when power is restored, turn off the main power switch immediately and inspect the short circuits in home wiring, appliances and equipment.
á Report broken water and sewer mains to the water department.
á Do not ear or drink anything from open containers near shattered glass. If absolutely necessary, liquids may be strained through many folds of clean cloth.
á Wear shoes in all areas near debris or broken glass.
á Stay tuned to TV or radio for advice and instructions on where to go for medical care, housing, food and clothing.
á Assistance programs and ways to help yourself and your community recover from the storm.
Stay away from disaster areas. Sight seers could interfere with first-aid or rescue work and could place their own safety in jeopardy.
DISASTER RECOVERY ANNEX
INDEX
Page
I. PURPOSE 91
II. SITUATIONS AND
ASSUMPTIONS 91
III. CONCEPTS OF OPERATIONS 91
IV. RESPONSIBILITIES 91
V. OPERATIONAL SITE 93
VI. ADMINISTRATION AND POLICY 93
VII. AGREEMENTS AND UNDERSTANDINGS 93
VIII. PLAN DEVELOPMENT AND MAINTENANCE 94
APPENDIX
Damage
Assessment 95
Disaster
Assistance 99
Hazard
Mitigation 101
DISASTER RECOVERY
ANNEX FOR
CHEBEAGUE ISLAND
I.
PURPOSE
To outline the procedures for quick and efficient recovery from a disaster, including damages assessment, disaster assistance and hazard mitigation
II.
SITUATIONS AND ASSUMPTIONS
During and following a disaster, timely response is necessary to activate disaster resources and to provide for the comfort and safety of the victims.
III.
CONCEPTS OF OPERATIONS
A. As soon as a disaster is recognized, efforts must be made to provide for victims of the incident and to assess impact. Local organization and private agencies will be involved in these activities until resources are expended, at which point, mutual aid and subsequent State-Federal aid may be activated.
B. Phases of Management for Disaster Recovery
1. Mitigation
Coordinate recovery response plans between emergency services and among disaster assistance organizations.
2. Preparedness
Review Recovery Plan. Coordinate available resources. Alert mutual aid communities.
3. Response
Activate recovery systems, damage assessment teams and disaster assistance organizations. Utilize resources and mutual aid pact efficiency. Request State and Federal Aid when local resources and capabilities have been taxed.
4. Recovery
Review Recovery Plan and responses and modify plan as necessary.
IV.
RESPONSIBILITIES
A.
Local Fire Departments
1. Fire-Rescue Activity
2. Search and rescue
3. Identify unsafe buildings with local building inspector and prevent access to them.
4. Notify utilities to cut off power where lines are downed or could otherwise present a hazard.
5. Control hazardous materials incidents.
6. Perform fire inspections.
B.
Law Enforcement
1. Maintain law and order
2. Provide traffic control and control access to restricted areas.
3. Provide security to shelters and other key facilities
4. Assist evacuees upon return to the community.
C.
Health and Medical
1. Establish a field aid/triage station for mass casualty.
2. Transport seriously injured victims to appropriate medical facilities.
3. Provide emergency medical services in shelters.
D.
Service Organizations
1. Assist in providing food, shelter, and sanitary facilities for victims
2. Participate in establishing a Disaster Assistance Center where appropriate assistance programs can be coordinated.
3. Establish a public information system to inform victims of services available.
E.
Local Code Enforcement/Building Inspector and
Tax Assessor
1. Provide technical assistance in damage assessment activities.
2. Project dollar estimated for damaged properties.
3. Review Hazard mitigation plans.
F.
Local Emergency Management
1. Coordinate the recovery efforts; serve as communications interface as necessary.
2. Actively disseminate useful information to the public, including assistance programs available, status of the incidents, traffic flow, shelter locations where relatives may be found etc.
3. Act as interface between local and State Government and Agencies
G.
Utilities
1. Repair or restore damaged power lines and facilities needed to restore electrical power for emergency use.
2. Priority repairs to critical facilities.
3. Cut off supplies to downed electrical lines and broken gas or water lines.
4. Repair utilities on a priority basis.
H.
Public Works
1. Repair sewers and drains to remedy unsanitary conditions.
2. Pump and drain water and other flood deposits to facilitate rescue efforts and emergency repairs.
3. Assist in rescue efforts in rescue efforts by removing debris and rubble.
4. Clear roads and barricade damaged areas as directed.
5. Provide potable water and temporary sanitary facilities as needed.
6. Assist in debris clearing, digging, excavating, lifting of weights, fire fighting etc.
7. Call out private contractors and other assistance as necessary.
8. Assist in damage assessment.
V.
OPERATIONAL SITE
Local Recovery efforts will be coordinated from the Town EOC.
County wide recovery efforts will be coordinated at the EOC, located at 22 High Street Windham. Local Disaster response teams will work at various locations but should work through the EOC, at least via telephone.
VI.
ADMINISTRATION AND POLICY
A.
Policy
Municipalities are responsible for immediate recovery response, and may seek assistance from Cumberland County EMA when local resources are expended. The State EMA will assist when local and county capabilities have been exceeded.
Once state resources are exhausted, a Presidential Declaration will be requested and Federal Programs may be activated.
B. Disaster recovery efforts beyond the county will be coordinated jointly by State,
Federal officials, who will monitor for duplication of benefits and will compile local, regional and state totals for state and federal records.
C.
Preservation of Records
Copies of all completed recovery related forms would be maintained by the Town for two years. They will be maintained in County and State EOCÕs for three years.
VII. AGREEMENTS
AND UNDERSTANDINGS
There is a Statement of Understanding between FEMA and American National Red Cross. In it, the Red Cross agrees to provide emergency assistance to evacuees, disaster victims and emergency workers. Assistance may include fixed or mobile feeding stations, clothing, mass or individual shelter, cleaning supplies, comfort kits, first aid, blood and blood products. Financial aid (grant only) may be available to cover unmet needs. They may also provide counseling and referral service to those who wish to apply for Federal Assistance. The Red Cross may also participate in damage assessment activities.
PLAN
AND DEVELOPMENT AND MAINTENANCE
The primary responsibility for the development and maintenance of this annex belongs to
TownÕs Emergency Manager. This annex will be exercised on a regular basis and will be
reviewed and updated as necessary. A record of all revisions will be maintained with the annex.
DAMAGE
ASSESSMENT
APPENDIX
I. PURPOSE
To provide procedures for the assessment of damage resulting from a disaster, as well as for the assessment of the disasterÕs human impact (casualties, homeless, unemployed as a result of the disaster, etc).
II.
SITUATIONS AND ASSUMPTIONS
A. Situation
During and following a disaster, efficient damage assessment is necessary to expedite a request for a disaster declaration. Without a declaration, Federal response support and funding will not be made available.
B. Assumptions
The timely and accurate assessment of damage to public and private property will be of vital concern to local officials following a disaster, and will have bearing on the manner in which recovery is affected.
III.
CONCEPTS OF OPERATIONS
A. An initial appraisal must be conducted by local personnel to determine the need
for immediate aid and to estimate the magnitude of the situation. Information should be gathered by the community and forwarded to the County EMA. This survey should include:
1. number and types of casualties
2. public/private property damage/destruction
3. evacuation/shelter status
4. radiation levels
5. contaminated areas and levels
B. If the degree of damage appears to warrant a ÒDisasterÓ Declaration, then a Preliminary Damage Assessment (PDA) will be conducted by State, Federal and local personnel.
C. A detailed damage survey will be conducted by State, Federal and local personnel to establish a basis for a declaration request. At this point it is necessary to place, monetary values on damages to determine eligibility for Federal recovery assistance.
IV.
PHASES OF MANAGEMENT
A.
Mitigation
1. Establish a damage assessment program.
2. Emphasize the need for development or enforcement of building codes and land use regulations.
3. Disseminate emergency response information to the public and to local officials.
B.
Preparedness
1. Use trained Town personnel in damage assessment techniques. Include personnel from non-profit organizations as well as any other professional who could provide assistance. Coordinate damage assessment teams at the local level.
2. Coordinate and participate in exercises, which include damage assessment functions.
3. Develop procedures for collecting damage information.
4. Maintain familiarity with procedures and forms used at county and state level.
5. Maintain pre-disaster maps, photos, resource lists, and other documents for damage assessment projects.
6. List critical facilities which would require priority repair if damaged.
C.
Response
1. Coordinate local damage assessment efforts.
2. Compile damage reports as quickly as possible and forward that information to County EMA.
D.
Recovery
1. Review and coordinate submission of documents to County EMA.
2. Keep accurate records of requests for Federal Assistance.
3. Monitor restoration activities.
4. Identify unsafe structures and prevent their use.
5. Review (or suggest review) of building codes and land use regulations for possible improvements.
6. Review damage assessment plan and response and update plan if necessary.
V.
ADMINISTRATION AND LOGISTICS
A.
Lines of Succession
The Damage Assessment Coordinator for Chebeague Island is the Town Assessor.
The Damage Assessment Coordinator reports to the Town Administrator.
VI.
ORGANIZATION AND RESPONSIBILITIES
A.
Municipality
1. Gather initial damage assessment figures via local damage assessment teams and/or household reports. Local damage assessment teams should include:
¯ Tax Assessor or Town Administrator
¯ Code Enforcement Officer
¯ Real Estate Appraiser
¯ Engineer-Highway Department
This team will perform initial assessments. These estimates must be as accurate as possible, without inflation.
2. Provide assessments in each of the following categories:
¯ Debris clearance
¯ Protective Clearance
¯ Roads and Bridges
¯ Water Control Facilities
¯ Public buildings and equipment
¯ Public utilities
¯ Facilities under construction
¯ Private non-profit facilities
¯ Other i.e. recreational and park facilities
¯ Private or individual dwellings
¯ Businesses or places of business
¯ Agricultural damages
¯ Individual assistance (other then dwellings
¯ Disaster related expenses not shown elsewhere
3. Photograph/film all damages to public and private non-profit facilities immediately after the disaster and document any emergency work performed on such facilities. In the event that areas of the State are declared disaster areas, such work may be eligible for Federal reimbursement, but only if the community can document that a dangerous condition existed prior to the emergency work and that emergency work was actually completed.
4. Forward information promptly to County EMA.
B.
County EMA
1. Receive, summarize and report damage information that has been collected by municipalities of the County.
2. Report, damages and other information to State EMA, within 24-48 hours of a request for a ÒDisasterÓ Declaration. Initial reports may be verbal, but must be followed by a written report within 48 hours.
3. Coordinate the deployment of State and Federal Assessment teams.
4. Submit a second written report to State EMA 7-10 days following the original request. This information may be used to support a request for a ÒPresidential DisasterÓ declaration or to appeal a Federal decision to deny disaster assistance. It may also be used as a basis for reallocating resources or to otherwise assist the State in planning its recovery.
C.
State EMA
1. Receive and compile state agency and county/local damage assessment and human impact information.
2. Coordinate the information and deployment of joint Federal and State Damage assessment teams.
VII.
RELEASE ASSESSMENT INFORMATION
1. Private appraisers, insurance adjusters and others may obtain damage assessment reports from the Damage Assessment Officer, ONLY WITH THE CONSENT of the Board of Selectmen. Such information will be limited to that necessary to assist them in expediting the adjustment of claims.
2. Media personnel may obtain general damage reports from the Public Information Officer. Details released to the media must be authorized by the Town Administrator.
DISASTER ASSISTANCE
I. PURPOSE
This attachment documents procedures, which may be implemented, following a presidential disaster declaration, to assist victims of the disaster.
II.
SITUATIONS AND ASSUMPTIONS
In an Emergency or disaster situation, there will be damage and a need for technical and financial assistance for the community and its residents.
Some programs require a presidential declaration in order to be activated. Others are available without a declaration.
Local Assistance efforts may be immediately implemented, whereas State and Federal programs may take several days to activate.
III.
PHASES OF MANAGEMENT
1. Mitigation
Communities should be familiar with potential hazard areas and establish and enforce building codes and land use regulations. Emphasize public awareness of potential hazards and disaster response options, as well as programs such as food insurance and disaster recovery.
2. Preparedness
Develop a plan to coordinate the responses of the disaster assistance agencies. Exercise the plan on a regular basis. Select potential sites for Disaster Assistance Centers. Review and coordinate public information programs to inform the public of assistance programs available.
3. Response
Activate disaster assistance programs. Coordinate the programs between the agencies involved. Establish a Disaster Assistance Center (DAC) where victims can report to seek assistance. Notify the public of the locations of the DACÕs. Submit applications for assistance to the appropriate State or Federal Agencies. This will be the Town Office.
4. Recovery
Conduct post-disaster critiques with all assistance involved to determine inadequacies in the systems or the plan. Revise the Disaster Assistance Plan as appropriate
IV.
ORGANIZATION AND RESPONSIBILITIES
A.
Local EMA
1. Work with private service organization, state and federal agencies to locate and establish a DAC.
2. Assist in public information efforts.
3. Assist incapable victims and recovery briefings and DAC.
B.
Disaster Assistance Organizations/Agencies
1. Inform public of assistance each organization has available.
2. Administration assistance programs from the DACÕs
3. When necessary, coordinate assistance between organizations to minimize duplication of benefits.
4.
C.
County EMA
1. Inform public of assistance programs.
2. Act as Liaison between local and State/Federal agencies
D.
State EMA
1. Assist in Establishing the DACÕs
2. Act as Liaison between local and federal agencies.
V.
OPERATIONAL SITES
A disaster assistance center (DAC) will be established where victims can apply for recovery assistance in a presidential declared ÒDisaster AreaÓ. The location of the DAC will be decided by collaboration between local, state and assistance organizations.
When locating a potential DAC, consideration should be given to:
1. Proximity to the affected area.
2. Parking availability
3. Access via public transportation
4. Ability of the site to accommodate representatives of assistance agencies (size, seating capability, desks, etc) and the expected number of people seeking assistance.
A DAC will be operated by a manager appointed by the State Coordinating officer and will remain open as long as necessary.
HAZARD
MITIGATION
I. PURPOSE
To eliminate hazards that constitute a significant threat to Citizens of Chebeague Island and/or reduce the effects of unavoidable hazards through a program of Hazard Mitigation.
II.
SITUATIONS AND ASSUMPTIONS
Mitigation can protect people from disasters by:
a. Eliminating the hazards or reducing the frequency and or severity of their occurrences.
b. Protecting people who come in contact with a particular hazard
c. Altering the way people live in order to avoid the hazard altogether.
III.
CONCEPT OF OPERATIONS
Hazard Mitigation is oriented toward the future, and is intended to minimize threat on a long term basis; i.e. mitigation is not a quick fix to make it through the next disaster. Mitigation generally will occur on the local level through ordinances and policies.
Mitigation can occur as a single purpose project to be completed in a certain period of time. It can occur as an ongoing process, or it can occur as part of a repair and restoration process following a disaster.
IV.
RESPONSIBILITIES
A.
Community
1. Fund mitigation projects
2. Draft and ratify local ordinances
3. Monitor compliance with mitigation standards and regulations.
4. Evaluate the performance and local costs of mitigation efforts.
5. Search for mitigation resources (manpower, materials, funds and skills).
B.
Emergency Management
1. Inform and educate the public
2. Assist community in identifying potential hazard
V.
ESTABLISHING A HAZARD MITIGATION PROGRAM
A. Survey the jurisdiction to determine types of hazards and potential impact.
B. Map Hazard areas and make these maps available to developers, community officials, the public and other interested parties.
C. Develop a hazard mitigation program, which establishes objectives and policies as part of the jurisdictionÕs development process.
D. Assign priority for corrective and preventive actions.
E. Work with other communities as appropriate to undertake multi-jurisdictional approaches to mitigation. Carefully delineate responsibilities of all involved agencies and organizations.
F. Review local codes and ordinances to ensure that regulations controlling new development recognized the presence of hazards in the community.
G. Establish codes as necessary, to protect structures from hazards. An example would be a local site selection review process for construction projects involving hazardous materials or in locations subject to hazards (such as a flood plain).
H. Work with community planners in developing a master plan to formulate future land-use policies to prevent or limit construction projects in hazardous areas.
I. Provide homeowners with informational and conduct workshops or seminars to encourage the incorporation. of hazard mitigation techniques in maintenance, repair and home improvement projects.
J. Promote fire prevention by enacting local ordinances requiring sprinklers and
smoke and heat detectors, where appropriate, in buildings in the community.
K. For jurisdictions at risk of serious flooding, participate in the National Flood Insurance Program and adopt and enforce a flood plain management program to make food insurance available.
Hazard maps and an analysis of primary hazards in the Town is included in the Basic Plan.
EVACUATION ANNEX
INDEX
PAGE
I. PURPOSE 104
II. SITUATION
AND ASSUMPTIONS 104
III. CONCEPTS OF
OPERATIONS 104
IV. RESPONSIBILITIES 106
V. EMERGENCY
PUBLIC INFORMATION 107
VI. MUNICIPAL
POLICIES 107
VII. PLAN DEVELOPMENT &
MAINTENANCE 107
VIII. AUTHORITIES AND REFERENCES 107
IX. EVACUATION LINE
OF SUCCESSION 108
ATTACHMENTS:
Task
Responsibilities 109
Special
Evacuation Policies 111
Evacuation
Announcement 112
In-Place
sheltering announcement 113
Reception
center locations 114
EVACUATION ANNEX
FOR CHEBEAGUE ISLAND
I. PURPOSE
A. To provide for the orderly and efficient evacuation of any part of the population of the Town.
B. To provide a planning base for any type of evacuation that might be necessary.
This annex is part of the TownÕs Comprehensive Emergency Operations Plan and is intended to be used in conjunction with other annexes. Reception and Care operations are outlined in the Shelter Annex.
II. SITUATIONS
AND ASSUMPTIONS
A. There are many hazards that could necessitate an evacuation of some or all of the population of the Town. The situation and amount of warning time will determine the evacuation procedures. Additional transportation resources will be necessary to assist those who do not leave in their own vehicles and those that are handicapped and infirm.
B. The nature of the threat and the possibility of evacuation must be considered. Information will be related to the public by established warning procedures. Those who refuse to follow instructions will be left alone until all that are willing to leave are provided for. Then, time permitting, further efforts will be made for a secondary search to persuade stay-puts (or anyone left behind) to evacuate.
III. CONCEPTS OF
OPERATIONS.
A.
General
Evacuation may prove to be the only practical means of protecting people from the efforts of some disasters. Evacuation may be necessary when any portion of the public would be in extreme danger as a result of exposure to a hazard.
The decision to evacuate must come from the Governor of Maine, The Town Officials, upon recommendations of the Fire Chief, Law Enforcement or field officials.
The primary means of transportation will be by private automobile, although some portions of the Towns population will require other organized means of evacuation.
B.
Phases of Management
1. Mitigation
a. Identify possible evacuation area.
b. Prepare plans to include transportation means, routes and traffic control.
c. Determine the transportation needs and numbers of citizens unable to evacuate independently.
d. Identify suitable reception area.
2. Preparedness
a. Provide for relocation of essential resources.
b. Identify essential industries and services.
c. Identify pickup points and rest areas.
d. Coordinate public information with media.
e. Coordinate evacuation with reception area.
3. Response
a. Establish evacuation routes, traffic control points, and barricades.
b. Notify the public by all possible means the need to evacuate.
c. Establish a reception area and provide a site manager and security if necessary.
d. Coordinate public information and provide transportation for those unable to do so themselves. Emphasize car-pooling.
e. Establish areas for Pets to remain and receive care.
f. Transport personnel, critical supplies and equipment to reception areas using all available means.
g.
4. Recovery
a. Announce re-entry of essential service personnel and provide transportation if necessary.
b. When the public is allowed to return, announce re-entry via all possible means, provide traffic control and transportation as necessary.
c. Continue to provide traffic control and transportation as necessary.
d. Pets must be claimed and transported by owners.
C. Direction
and Control
The overall authority for coordinating an evacuation lies with Town Administrator. Support may be provided by the Emergency Manager. Unless impossible, the evacuation will be coordinated from the EOC. If that location is part of the area being evacuated, the operation will be moved to alternate EOC.
D. Continuity
of Government
Continuity of Government is addressed in the Direction and Control Annex to this
plan: specifics to recovery are outlined in appendices to this annex.
IV. RESPONSIBILITIES
A.
Law Enforcement
1. Assist in Evacuation
2 Provide traffic control
3 Assist in public information
4 Provide security in evacuated areas; prohibit unauthorized movement of personnel into the evacuated area.
5 Provide security at reception areas.
6 Maintain law and order
B. Emergency Management, Primarily the Town EMA, supported by County EMA on request.
1. Coordinate evacuation efforts.
2. Provide public information and instructions.
3. Coordinate transportation resources with School Department.
4. Communicate evacuation Status to County EMA.
5. Maintain evacuation plans and associated annexes.
C.
Evacuation Coordinator
1. Implement the Evacuation Annex
2. Provide information to the Public Information Officer, who in turn will inform the public.
3. Coordinate transportation of the handicapped, the elderly, etc.
4. Establish evacuation routes; coordinate traffic control needs with Police.
5. Establish reception centers, inform reception center managers to prepare centers as necessary prior to arrival of evacuees
D.
Public Information Officer
1. Coordinate information and evacuation status with Evacuation Coordinator and or Emergency Manager.
2. Notify the public via all possible means of the need to Evacuate.
See EPI Annex for messages and public information.
E. Animal
Control Officer
1. Inform potential animal services of need of their services.
2. Coordinate with Public Information Officer to inform public of available animal shelters.
F Health
and Medical Services
1. Coordinate the relocation of patients, equipment and personnel of hospitals, nursing homes and other health care facilities.
2. Coordinate the allocation of medical resources to the host areas.
3. Safeguard public health.
V.
EMERGENCY PUBLIC INFORMATION INSTRUCTIONS
A. Public warning procedures are outlined in the Warnings and Communications Annex of this plan. The Emergency Public Information Annex contains fill-in-the blank evacuation announcements and instructions, as well as a listing of local broadcast stations, which have agreed to air such announcements.
B. The EPI Annex has evacuation instructions outlined in an easy to read format, which is suitable for photocopying and distributing as time allows.
VI.
MUNICIPAL POLICES
A. The President of the United States, the Governor of Maine, or County EMA Director may authorize an evacuation. The Town (does or does not) have an evacuation ordinance which empowers a designated official to order an evacuation.
B. Those who refuse to follow evacuation instructions will be left alone until all who are willing to leave are provided for. Then, time permitting- further efforts will be made for a secondary search to persuade resistant citizens to evacuate.
VII. PLAN
MAINTENANCE
A. This annex will be maintained by the TownÕs Emergency Management Director and will be reviewed and updated annually.
B. This annex should be exercised on a regular basis.
C. Existing deficiencies are:
¯
VIII. AUTHORITIES
AND REFERENCES
Listed in Basic Plan
EVACUATION LINE OF SUCCESSION
EVACUATOR
COORDINATOR
Town Officials
OPERATIONAL
SITE COORDINATOR
EMA Director
RECEPTION CENTER COORDINATOR
TRANSPORTATION COORDINATOR
FEEDING COORDINATOR
MEDICAL COORDINATOR
RECEPTION CENTER MANAGERS
FEEDING FACILITIES
ASSIGNMENT COORDINATOR
EVACUATION
ANNEX
ATTACHMENTS
TASK AND
RESPONSIBILITY:
Law Enforcement provided by ________________________________________.
á Assist in evacuation.
á Provide traffic control.
á Assist in public notification.
á Provide security in evacuated areas; prohibit unauthorized movement of personnel into the evacuated areas.
á Provide security at reception areas.
á Maintain law and order.
Emergency Management: Local EMA, supported by County EMA on request.
á Coordinate evacuation efforts.
á Provide public information and instructions.
á Coordinate evacuation status to County EMA.
á Communicate evacuation status to County EMA.
á Maintain evacuation plans and associated annexes.
Evacuation Coordinator: The Head Town Official or Emergency Manager
á Implement the Evacuation Annex.
á Provide information to the Public Information Officer, who in turn will inform the public.
á Coordinate transportation to the handicapped, the elderly etc.
á Establish evacuation routes; coordinate traffic control needs with police.
á Establish reception centers inform reception center managers to prepare center as necessary prior to arrival of evacuees. See Shelter Annex for locations of reception centers.
Public Information Officer
á Coordinate information and evacuation status with Evacuation Coordinator and or Emergency Manager.
á Notify the public via all possible means of the need to evacuate. See EPI Annex for messages and public instructions.
á Provide information on pet shelters, status of evacuated hospitals etc.
Animal Control Officer:
á Inform potential animal shelters of the need for their services.
á Coordinate with public information officer to inform public of available pet shelters.
Health and Medical Services:
á Coordinate the relocation of patients, equipment and personnel of hospitals, nursing homes and other health care facilities.
á Coordinate the allocation of medical resources to the host area.
á Safeguard public health.
SPECIAL EVACUATION POLICIES
School
Children:
For a short term evacuation with little or no lead time, children will be transported from school to the reception areas. Parents will be instructed to meet the children at the reception area, not the school. Communications with the parents is essential.
Animals:
The designated animal officer is David Sparks. An alternate would be appointed by the Emergency Manager if necessary.
Animals that require shelter may be evacuated by the owner and sheltered at:
INSTRUCTIONAL
MATERIAL
Sample
Evacuation
Announcement
The ____________________ Emergency Management Agency/Town Officials recommend that citizens and visitors located in _______________ evacuate the area immediately. An emergency condition exists at ________________________-and it could affect your health and safety because of ____________________. Please listen for evacuation instructions.
Take the following items with you:
Important papers
Prescription medicines
Personal care items
Blankets
Small pets
Lock your homes. Turn off Electricity. Turn off Gas and Water.
Leave the area using the following routes: LIST ROUTES
If you need transportation, notify (LIST WHO TO CALL WITH NUMBERS)
Travel to friends, or relatives home or report to one of the shelters. (LIST SHELTERS, LOCATIONS AND PHONE NUMBERS)
Children may be picked up at the following location: (LIST LOCATIONS)
All persons outside of the risk area are safe and have no need to move, but you should stay tuned to your radio or television, in case the situation changes. If you live outside the affected area, you are asked not to travel on or near the evacuation routes.
REPEAT
MESSAGE
SAMPLE
IN-PLACE SHELTER ANNOUNCEMENT
Chebeague Island Town Officials recommend that citizens and visitors located (list location) take shelter immediately. An emergency condition exists at _____________ and your health and safety could be affected because ____________________________. Do not attempt to leave the area; you could place yourself at higher risk if you do. Please listen to the following instructions.
Close all doors and windows.
Disconnect air conditioner, fans and close flue pipes.
Keep small pets inside.
Remain indoors. Stay tuned to our radio or television.
Arrangements have been made by local officials to take care of school children.
Do not use the phone, leave lines open for emergency communications.
If you are in an automobile, roll up the windows and turn off the air conditioners. Some protection may be obtained from placing a handkerchief or towel over you mouth and nose until you get indoors. Drive at a safe speed until you have left the risk area.
LOCATION OF RECEPTION CENTERS
DIRECTION AND CONTROL ANNEX
INDEX
Page
I. PURPOSE 116
II. SITUATIONS
AND ASSUMPTIONS 116
III. CONCEPT OF
OPERATIONS 116
IV LINES OF
SUCCESSION 118
CHEBEAGUE ISLAND
DIRECTION AND CONTROL ANNEX
I. PURPOSE
To provide information and guidance regarding the direction and control of emergency operations from response to recovery from the Emergency Operations Center (EOC) in the event if a disaster/emergency situation.
II SITUATION
AND ASSUMPTIONS
A. Situation
The EOC for the Town located in the North Road. During an emergency situation it would be staffed 24 hours a day with personnel working in shifts. The alternate EOC is located at the South Road and would be activated if the primary EOC is not able to function.
B. Assumptions
1. Most emergency situations will be handled by the local field forces under procedures established by the Local Government.
2. The only organization in the Town other then the Emergency Management Agency, are:
¯ Administration
¯ Fire-Rescue
¯ Public Works
These Departments, carry out their duties as outlined in their
SOPÕs in the Emergency Annex and assist each other when possible.
3. In large scale emergencies/disaster situations, or when the local level has the need to request, the County EOC will operate on a 24 hour basis until the situation has stabilized.
III.
CONCEPTS OF OPERATIONS
1. Direction and Control for Local level emergency operations will be conducted from the local EOC under the supervision of the Local Director of New Gloucester or designated representative.
2. The Local Officials/Town Administrator, as the situation merits, may operate from the local EOC or their homes, maintaining contact with the Local EOC by telephone and or liaison personnel.
3. A field command post is not available at this time, however it is being addressed by town officials to provide an official vehicle or repair the present vehicle for the EMA Director to use as a field command post. Until such time as this becomes available, the EMA Director can use a private vehicle with radio equipment. The on scene coordinator will be the local EMA Director/his representative.
4. Upon activation, the TownÕs EMA will notify County EMA, then will keep the County informed of the situation daily and should request all County agencies assistance through County EMA. Local support agencies are listed in the Basic Emergency Operations Plan and are detailed in the Emergency Services Annex.
LINES
OF SUCCESSION
The governing body of the Town of Chebeague Island is the Selectmen. This line of succession is established to provide continuous policy and funding decisions during any or all emergency conditions, in the event individuals are unable to perform in their capacity or may be unavailable during the situation. Pre- delegated authorities terminate when replaced by arrival of a person with a higher authority.
DECISION MAKING
TEAM
1. TOWN ADMINISTRATOR
2. EMA DIRECTOR
3. BOARD CHAIR, SELECTMAN
4. FIRE/RESCUE CHIEF
EMERGENCY
PUBLIC INFORMATION ANNEX
I. PURPOSE
To establish procedures for distributing emergency and non-emergency information to the public as efficiently as possible. This annex also provides procedures for coordinating public information with the media and other departments that could become involved.
II. SITUATION
AND ASSUMPTIONS
A. Situation
The Citizens of the Town speak English as a primary language. At present there are not any hearing impaired citizens in the community. The population is approximately 350, but may increase in the summer because of tourism.
TV and Radio Broadcasts come out of the Portland, Maine Broadcasting Stations. The local newspaper is Portland Press Herald. Many residents subscribe to the Portland Daily Papers.
Radio communications can occur between the Town EOC and the County EOC, and messages can be relayed to the Emergency Broadcast System (EBS).
B. Assumptions
During emergencies, the public will demand and will need information about the situation, including instructions on proper survival or response actions.
The media may demand information about the status of events, public safety measures, etc, in fact the demand for information could be overwhelming if procedures are not in place to deal with requests. The media can plan an important part in keeping the public informed before, during and after an emergency. If interested reporters are not kept informed there is a possibility that rumors and or panic could spread. This plan is written on the assumption that the media will be willing and able to keep the public informed.
This annex assumes that telephone communications will remain open during an emergency, since the Emergency Broadcast Station (WTHT-FM 103, Portland) requires a phone call to request activation of the Emergency Broadcast System.
It is assumed that the citizens of Chebeague Island will have the capability to tune in to the EBS station.
III. CONCEPT OF
OPERATIONS
A. General
During an emergency, public information will generally be specific to the event. Information should be instrumental in nature, although efforts may be made to keep people informed of the progress of the events.
Information should be presented as accurately and as positively as possible and efforts should be made to control the spread of rumors.
B. Phases of Management
1. Mitigation
As much as possible, ongoing efforts should be made to keep the public informed of possible emergencies, and how to response to them. An informed public will be better able to take action during an emergency. Public Affairs brochures are available from County and State Emergency Management agencies and can be distributed before and during an emergency.
2. Preparedness:
Plans, procedures, checklist, contact lists and standby public instructions have been prepared as part of this annex. Instructional information is also available through County EMA.
Capabilities have been developed to provide immediate emergency information to as much of the public as possible. Options include:
(a) Public Service Announcements on Television and Radio Stations (contact lists are attached). Written agreements with the stations are on file at County EOC.
(b) Use of the Emergency Broadcast System through the County EOC.
(c) Instructions may be printed and passed out of the public prior to an emergency (by either police or emergency management).
During an emergency of longer duration, local and county newspapers may be available to print emergency instructions.
The Towns Public Information spokesperson should be familiar with media operations and should develop working relationships with local reporters.
3. Response
In the event of a public emergency, local officials and the Emergency manager will determine the best method to notify the citizens. Possible options are:
1. Radio and TV Broadcasts, including EBS.
2. Mobile public address.
3. Door to door notification
4. Pre-printed instructions.
5. Handouts distributed at traffic control points during an evacuation and/or when evacuees return to their homes.
One Person should be designated to distribute information and instructions to the public and to work with any reporters covering the incident.
Public Information should be given according to the priority:
1. Lifesaving and safety instructions.
2. Emergency status information.
3. Other useful information, either from the government or in response to media requests.
A Media center may be established at the EOC or at the Scene of the Incident. This should be the point-of-contact for all reports.
The Emergency Broadcast System should be used only in very large scene disasters. In most cases, public service announcements are a better option. The decision to activate the EBS must be made by the TownÕs Emergency Manager, or the County Emergency Manager.
4. Recovery
Following emergency, public information should include information on restoration of essential services, return to evacuated areas and assistance programs available.
When time allows, a review of the emergency public information system should be conducted and this annex should be changed as appropriate.
V. ORGANIZATION
AND RESPONSIBILITIES
A. The ultimate responsibility for emergency information belongs to the Town Administrator, who sets policies and directs the EOM in carrying them out. The Emergency Manager has responsibilities for the EOC and emergency communications. Initial public warning is addressed in the Communications and Warning Annex of this plan.
B. A Public Information Officer (PIO) or spokesperson will be designated by the Town Administrator and will act under that personÕs supervision. The PIO is responsible for the activities of the Emergency Public information System. The PIO may delegate responsibilities with the approval of the Town Administrator. During an emergency the PIO will:
á Establish an information center as the point of contact for reporters ruing an emergency. The may be at the EOC or on the Scene of the Incident.
á Collect evaluate and relay information and instructions to the public.
á Work with reporters as necessary.
á Coordinate emergency information between the different agencies who have information to distribute.
á Distribute printed emergency information materials, which can be obtained through County EOC.
á Verify incoming information before releasing it to the public or to reporters.
á Clear all information with the Town Officials before releasing it to the Public or to reporters.
á Inform the public about places of contact for missing relatives, continued emergency services restricted areas etc.
á Monitor media broadcast s for accuracy and when appropriate, correct any inaccurate statements and prevent the spread of rumors.
á Keep records of all action taken, (for future reference). A permanent file should be maintained at the EOC.
During non-emergency periods, the PIO should coordinate on-going public education with the county PIO. Programs are available through County to address public safety in a variety of emergencies.
E. Coordination of Emergency Public Information
1. On the scene PIOÕs will coordinate among themselves and will normally release emergency Information from a single location. Representatives from the Red Cross, Salvation Army, utility companies and other response organizations should be available at this location.
2. If the County or State Emergency Management Agency activates a joint information center, or if the GovernorÕs Press Secretary acts in that capacity, the spokesperson (s) from Chebeague Island should coordinate emergency information before releasing it. In an emergency with Statewide impact, the GovernorÕs Press Secretary may establish a State Information Center which must coordinate information from the Local Information Center.
3. The State Public Information Officer will summarize the disaster situation and report on the State Emergency Response activities. The State PIO will also coordinate with FEMA and provide support to local spokespersons on request.
4. The FEMA PIO will provide information on Federal Response efforts and will coordinate with State and local PIOs.
VI. ADMINISTRATION
AND LOGISTICS
A. Lines
of Succession
In
the event that the designated emergency information spokesperson cannot perform
the assigned duties, the position would be assumed by (_________________).
B. Policies
It is the policy of the Town of Chebeague Island to cooperate fully with the media providing complete and accurate information.
All
information released must be verified by at least one appropriate source (On Scene
Commander, Fire Chief, Town Administrator, etc) and cleared through (______________).
Media relations
and emergency information for local incidents will be the responsibility of the
local spokesperson until assistance from the County PIO is requested or
accepted.
Emergency Information will be presented as positively, yet
as accurately as possible.
C. Sites
of Operation
The
local spokesperson should coordinate emergency information from one location. An information center may be established
on the scene of the incident, at the EOC, or in another location determined
suitable. This information center
should be the one place where reporters can be briefed and can gather
information.
D. Preservation
of Records
The
local spokesperson should log all media contacts, save copies of any press
releases, and should keep a record of any information released to either the
press or the public. Other
departments that issue press releases should forward a copy of the local
spokesperson, although other departments are responsible for their own records
regarding media contact.
VII. PLAN
DEVELOPMENT AND MAINTENANCE
The
TownÕs Emergency Manager will maintain this annex. It should be reviewed exercised
and updated annually. Any revisions will be distributed to all those who have a
copy of this annex. A log of
revisions must be maintained and kept with this annex.
VIII. DEFINITIONS
EBS Emergency Broadcast
System
EMA Emergency Management Agency
EOC Emergency Operations Center
JIF Joint
Information Center
SOP Standard Operating Procedures
EPI
Emergency Public
Information
PIO Public Information Officer
SOP Standard Operating Center
PUBLIC INFORMATION OFFICER
Standard Operating Procedures
1. Refer
to this Annex for more detailed information on strategies for emergency information.
2. Make
sure that all information has been confirmed and approved before it is
released. It should
be brief and easy to understand.
3. Release
emergency instructions and information to the public.
4. Make
sure that official spokespersons are thoroughly briefed about all aspects of
the Emergency.
5. Keep
the Emergency Manager informed of the types of information you are making available
to the public and media.
6. Coordinate
your work with the Public Information Officers or spokespersons of other agencies
and departments.
7. Activate
the Emergency Alert System if the incident is severe enough. Public Service Announcements
through TV and Radio may be quicker and more appropriate. EAS instructions
are included as an Attachment.
8. Recruit
additional staff if necessary to man the phones, collect information etc. If
the emergency
is a long term one assign the staff in shifts.
9. Designate
someone to monitor TV and Radio Broadcasts for accuracy and instruct them to
take steps to correct any misinformation (if appropriate).
10. Log
all incoming media and public calls and note what type of information was given
to them.
11. Dispatch
an on-Scene PIO if appropriate to:
a. Establish
a media control point near the incident site.
b. Maintain
Liaison with the Incident Commander/Emergency Manager.
c. Keep
the EOC informed of the Situation.
d. Arrange
media interviews (if such action does not hinder response efforts).
12. Arrange
media briefings/press conference on a regular or as needed basis. Arrange for
an official
spokesman.
13. Produce
news releases as required.
14. Work
with the Red Cross, etc, to provide information on procedures for determining
the status
relatives and friends in the disaster area. Also help to distribute information
on assistance
programs available.
15. Release
General Damage Assessment figures when they become available.
16. Consider
using Òreturning homeÓ handouts for evacuees to address initial recovery and safety
issues. These could be distributed at traffic control points.
17. Maintain
Records of all information and advice you release.
ON-SCENE PUBLIC INFORMATION OFFICER
Standard Operating Procedures
1. Gather
supplies and aids that could help make or clarify a point. Suggestions are:
á
Maps of the area affected.
á
Marking pens.
á
Pens and pencils
á
Tape
á
Flashlight
á
Easel and paper for diagrams
etc.
á
Emergency information SOPÕs
and contact lists.
á
Prepared emergency
information materials.
2. Establish
a media control point in the vicinity of, but separated from, an incident site
or command
post.
3. Request
media cooperation with ÒGround Rules: established by the Incident Commander or
Emergency MangerÓ.
4. Brief
the media on the incident and response actions underway. DO NOT release names or
otherwise identify casualties.
5. Maintain
Liaison with the Incident Commander or the Emergency Manager to obtain the latest
information on the situation.
6. Arrange
interviews and live camera shots with key personnel when requested by the media
and when such requests can be accommodated without interfering with response actions.
7. Coordinate
the use of media pool to minimize traffic in or around the incident scene and command
post. Use one or two reporters who agree to ÒShareÓ the information with the other
reporters from other stations.
8. Take
steps to control air space if media aircraft interfere with response actions (
wind patterns
etc). If efforts to contact the aircraft fail, contact the Portland Jetport to
request restricted
air space.
MEDIA INQUIRY FORM
DATE:
________________________________________________________________
TIME:
_________________________________________________________________
ORGANIZATION:
_______________________________________________________
REPORTER/EDITOR:
___________________________________________________
TELEPHONE NUMBERS: ________________________________________________
INFO REQUESTED:
______________________________________________________
USE:
__________________________________________________________________
DEADLINE:
___________________________________________________________
RECEIVED BY: _________________________________________________________
RESPONSE:
___________________________________________________________
TIME:
_______________________________________________________________
FURTHER DETAILS: _________________________________________________
MEDIA INFORMATION SHEET
Nature of Incident:
Current Status: Injuries
____________ Fatalities
___________
Response Actions Taken:
Areas Affected:
Evacuation Recommended: ______ By Whom
___________________________________
Public Shelters Opened: (list)
Evacuation Routes (name)
Evacuation Procedures are outlined in the Citizens EPI
Instructions Guide.
Other Public Information and recommendations can be found
in the Guidebooks under the appropriate hazard.
Other information:
EMERGENCY PUBLIC INFORMATION
RELEASE
MEDIA CONTACT LOG
RELEASE PAPER
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P= Phone Report
O= Office Visit
F= Field Contact
N= News Release
T= Taped or Live Broadcast
CITIZENS INSTRUCTIONS
FOR
EVACUATION
THE FOLLOWING MESSAGE HAS BEEN RELEASED BY:
___________ has announced that a FULL EMERGENCY CONDITION exists at _____________________________and recommends the
evacuation of all persons living or working or visiting within an approximate
_____ mile radius of this location. Please listen for evacuation instructions.
THIS ADVISORY AFFECTS PERSONS LIVING IN THE FOLLOWING
AREA(S):
ANNOUNCE THEN REPEAT
If you live in these areas, you are requested to follow the
instructions we are about to give:
Primary evacuation routes have been established and it is
mandatory that these routes be followed:
The
primary evacuation routes are:
If you have no place to stay, mass care centers will be
established in the following locations:
If you have housebound persons or invalids in your home and
require assistance in moving them, contact _______________________.
Please cooperate by checking on persons who may live alone
in your neighborhood. If they do
not have a way or providing for their own transportation please assist them or
call at _______________________. You
should prepare to spend a minimum of ______ days away from home and should take
with you:
1. Take
the following items with you:
á
Important papers
á
Prescription medicines
á
Personnel care items
á
Blankets
á
Small pets
á
Clothing
2. Lock
you home. Turn off electricity, gas and water.
3. Travel
to a friend or relatives home, or report to one of the shelters listed below.
If you have children in school DO NOT go to the school to pick them up. They will be safely
moved by the School System. Listen for instructions on where you may meet your
children.
The following schools are being evacuated:
Children may be picked up at the following locations:
All persons outside of the risk area are safe and have no
need to move, but you should stay tuned to your radio or TV in case the
situation changes. If you live outside the affected areas, you are asked not to
travel on or near the evacuation routes.
Pets should not be brought to the shelter, as they will not
be allowed in.
Make prior arrangements for you pets.
HAZARDOUS
SUBSTANCE PLAN
Table of
Contents
Page
I. PURPOSE 133
II. ASSUMPTIONS 133
III. PLANNING
RESPONSIBILITIES 133
IV. RELATIONSHIPS TO
OTHER PLANS 134
V. PLAN
MAINTENANCE AND TESTING 134
VI. AUTHORITIES AND
REFERENCES 135
VII. ABBREVIATIONS 135
IX. PLAN DISTRIBUTION
136
HAZARDOUS
MATERIALS PLANNING ELEMENTS
I. PURPOSE
To outline policies and procedures under which the Municipal will operate in the event of a hazardous materials emergency, so that all response organizations involved will have the capacity of coordinate their operations and to outline a response for protecting the public.
II. ASSUMPTIONS
The potential exists for either a fixed site or a transportation related release of hazardous materials. Such an incident could require the evacuation and or sheltering of any location with the community. An evacuation/shelter plan exits for the community and it should be referenced as appropriate. The choice of public protection actions will be influenced by the scope and magnitude of the incident and the amount of time available to respond.
III. PLANNING
RESPONSIBILITIES
A. Cumberland
County Chemical Emergency Planning Committee
1. Develop a county wide hazardous substance response plan in coordination with local governments, response teams an facilities, which use such substance.
2. Schedule and supervise the conduct of annual chemical incident exercises.
3. Coordinate the Community Right to know aspects of SARA Title III.
B. Cumberland
County Emergency Management Agency
1. Develop countywide hazardous substance response capabilities.
2. Provide hazardous substances and emergency management training to response personnel and other agencies.
3. Coordinate technical assistance for the hazard analysis, planning and response phases of the Chemical Emergency Preparedness Program.
4. Coordinate the development of municipal hazardous substance response plans.
C. Facilities Using or Storing Hazardous Substances
1. Report to LEPC or local fire department and State Emergency Response Commission, as appropriate under SARA Title III.
a. Provide material safety data sheets, or a list of chemicals present on site and update these no later then 3 months following any changes.
b. Provide Tier I inventory forms annually and provide Tier II forms on request.
c. Provide a toxic release inventory annually.
d. Report immediately an accidental offsite release of an Extremely Hazardous substance in excess of the reportable quantity for that substance in excess of the reportable quantity for that substance and provide a written follow-up no later then 48 hours following an incident.
2. Develop on site emergency plans which are coordinated with local emergency services and which describe notification of community officials.
3. Provide technical and planning support for hazardous substance response plans.
4. Participate in and provide support hazardous substance drills, exercises and training with the municipality.
D. Fire
Departments
1. Develop a plan for response to a hazardous materials emergency.
2. Develop pre-plans for facilities that may store or use hazardous chemicals.
3. Develop and use an incident command system for all emergency service departments to coordinate multi-department operations.
4. Maintain the level of training required by the State and Federal Laws.
IV. RELATIONSHIPS TO
OTHER PLANS
A. This plan is intended to be used with the Warning and the Evacuation Shelter sections of the town emergency plan. Other sections of the Town plan may be executed as needed.
B. This plan should not supersede may facility plan when both plans are implemented.
V. PLAN
MAINTENANCE AND TESTING
A. This
plan must be reviewed annually, by the Emergency Manger in coordination with
all involved agencies. Attention should be given to keeping accurate;
1. Resource lists
2. Facility preplans
3. Names and phone numbers.
4. Chemical lists issued under Title III or other related laws.
B. This plan should be exercised annually. Assistance in developing an exercise is available from the County Chemical Emergency Planning Committee. Exercises should be receded with some degree of training. A critique of the exercise should be conducted as soon as possible following a Haz-mat Emergency.
VI. AUTHORITIES AND
REFERENCES
A. Authorities
1. Superfund Amendments and Reauthorization Act of 1989, Title III.
2. Executive Order No. l 15FY 86/87, April 13, 1987, Governor, State of Maine.
B. References
1. NRT-1 National Response Team Hazardous Materials Emergency Planning Guide, March 198.
2. FEMA 141 Disaster Planning Guide for Businesses and Industry, Augusta 1987.
3. FEMA 10, Planning Guide and checklist for Hazardous Materials Contingency Plans
VII. ABBREVIATIONS
DEP DEPARTMENT
OF ENVIRONMENTAL PROTECTION
DOT DEPARTMENT
OF TRANSPORTATION
EMA EMERGENCY
MANAGEMENT AGENCY
EOC EMERGENCY
OPERATIONS PLAN
FEMA FEDERAL
EMERGENCY MANAGEMENT AGENCY
NRC NATIONAL
RESPONSE CENTER, ALSO NUCLEAR REGULATORY
COMMISSION
NRT NATIONAL
RESPONSE TEAM
SOP STANDARD
OPERATING PROCEDURES.
VIII. PLAN DISTRIBUTION
Copies of this plan have been distributed to the following, which assumes responsibility for further reproduction and distribution.
HAZARDOUS
SUBSTANCE INCIDENT RESPONSE
I. INITIAL
NOTIFICATION:
A. Notification of a potential Haz-Mat release should be made to the local emergency service.
To comply with Federal Law (SARA Title III) notification must also be made to the Cumberland County SheriffÕs Department and the State Police. Emergency Phone numbers and subsequent notification are attached.
II. INCIDENT ASSESSMENT:
A. Establish a Command Post a safe distance upwind of the incident (DOT Guidebook has distance recommendations). One Command post should be established for all responding agencies and departments. It should be clearly identified and visible to arriving responders.
The following agencies may be represented at the Command Post; Fire, Police, Rescue, Water District, Facility Representatives, Municipal Officials, Emergency Manager, Public Works, School Departments, Sewer Departments, Medical Facilities, Red Cross Etc.
Command Post operations are described in the attached Standard Operating Procedures.
B. Before tactical operations are started, the officers in charge of each responding agency should mutually assess the emergency. Assessment should also involve a qualified facility representative, if available.
C. The On-Scene Commander is responsible for coordinating the activities of all responding departments/agencies. If Federal Response teams are involved, the federally designated On-Scene Commander will provide technical assistance.
D. The Command post should determine public protective actions based on available information. If the incident is expected to cross political boundaries, the officials of that jurisdiction should be notified.
E. The Command Post should decide to respond to the incident or to assume a defense posture until the incident subsides or until additional support can arrived.
F. The Emergency Manager may activate the Emergency Operations Center (EOC) as a Secondary Command Post. The EOC may provide assistance/support through radio interfaces, resource management, evacuation and shelter coordination, contact with specialists (Chemtrec, EPA, DOT etc).
III. TECHNICAL
ASSISTANCE
References
such as Material Safety Data Sheets (MSDAÕs), the DOT Guidebook and qualified
facility representatives may provide general information.
Instructions for using DOT Guidebook can be found on the first page of the book.
Additional information may be obtained by contacting, CHEMTREC, 1-800-424-9300. Be prepared to give as much of the following as possible.
1. CallerÕs name and callback number.
2. Location of the problem.
3. Materials/substance involved (if known).
4. Shipper/Manufacturer (if known).
5. Container type
6. Rail car or truck number.
7. Carrier name
8. Consignee
9. Site Conditions
CHEMTREC will provide general response information and may contact the shipper or manufacturer for more detailed response information.
The National Weather Service can provide for info on current or anticipated weather conditions. Instructions and phone numbers are attached as a standard operating procedures.
The US Coast Guard may respond to chemical incidents that affect navigable waterways.
The Maine Department of Environmental Protection (DEP) may provide environmental monitoring. The DEP has response personnel in Portland who have a limited supply of response equipment.
The Federal Environmental Protection Agency (EPA) has a response team based out of Boston, but expect several hours before arrival.
VI. RESPONSE
PERSONNEL SAFETY
On Scene Health and Safety Procedures should be developed by each response organization to protect responders.
An exclusion zone should be established to keep unauthorized personnel from the hazard area. A boundary should be distinguished between contaminated and clean area. A checkpoint between these areas should be manned by a Safety and Medical Officer, who will monitor personnel and equipment traffic into and out of the zone, verify that safety and decontaminated procedures are followed and who will monitor the safety of personnel within or leaving that hot zone. A scene organization procedure is attached.
A medical officer should be assigned to monitor responders for indications of chemical overexposure, heat exhaustion, etc. Symptoms include:
á Change in complexion.
á Loss of coordination
á Changes in behavior
á Changes in speech pattern
á Excessive salivation
á Pupillary response
á Dizziness
á Blurred vision
á Cramps
á Irritation of the eyes, skin or respiratory tract
Hospitals should be contacted as soon as possible, as it is recognized that victims require treatment, so that they can research an antidote. The Poison Control Center may also provide information.
V. PUBLIC
INFORMATION AND WARNING
Determine public protective actions before notifying the public. If evacuation is the best option, determine evacuation routes and public shelter locations before initiating it.
Immediate public notification should be a high priority. Consider the following when warning the public.
Notifying inhabitants of the risk area via public address systems and or sirens.
Door to door notifications by police are necessary.
Schools, hospitals, nursing homes, day care centers, etc may require assistance in moving from the risk area.
Remote or sparsely populated areas may present difficulties in public notification.
Hospitals should be contacted as soon as possible as it is recognized that victims require treatment, so that they can research an antidote. The Poison control center may also provide information.
V. PUBLIC
NOTIFICATION AND WARNING
Determine public protective actions before notifying the public. If evacuation is the best option, determine evacuation routes and public shelter locations before initiating it.
Immediate public notification should be a high priority. Consider the following when warning the public.
Notifying inhabitants of the risk area via public address systems and or sirens.
Door to notifications by police as necessary.
Schools, hospitals, nursing homes, day care centers, etc. may require assistance in moving from the risk area.
Remote or sparsely populated area may be present difficulties in public notification.
Use all other available means of public warning as time permits. Emergency messages may be relayed to radio and TV stations through the Emergency Manager. The Emergency broadcast system may be used in large scale incident, but requires activation by the County Emergency Management Agency.
VI. ONGOING RESPONSE
Containment:
When possible, the substance should be prevented from spreading. Containment methods may include:
á Using dykes and berms to stop product flow.
á Using drains
á Digging trenches to direct product flow.
á Using booms to stop travel of product on water surfaces.
á Diverting streams.
á Using portable catch basins
á Re-orienting the container.
á Patching or plugging the container.
á Using over-pack drums etc.
Efforts should be made to control the spread of contamination, including equipment, personnel and ambulances.
The On-Scene Commander should be informed of all off-scene actions taken (such as evacuation status) an should see that the EOC (if established) and Public Information Officers have current information. Facility representatives and spokespersons need current information and response specialists, such as the EPA or NRT should be briefed as necessary.
Initially the financial burden for response rests with the municipality. Records should be maintained of resources uses, to assist in potential reimbursement claims.
VII. RESOURCES
A countywide listing of hazardous materials resources is under development by the County Emergency Management Agency and will be included as an attachment when completed.
Specialty personnel and equipment may be available through various federal agencies. Agency phone numbers are attached.
VIII. COUNTY SUPPORT FOR OPERATION
County Emergency Management can interfere with the following and is available as a liaison:
á SheriffÕs Department
á State police
á Emergency Broadcast System
á County/Town special emergency
á Forestry Service
á Water District
á Central Maine Power
á Civil Air patrol
á Amateur Radio
á National Guard
County Emergency Management may be used to contact/interface with status and federal agencies (such as CHEMTREC-EPA- DEP-NRT Etc) and may reduce radio traffic on a departmentÕs primary frequency.
IX. MEDIA RELATIONS
Efforts should be made to control media (and public) access to the scene.
A media vantage point should be established at the scene, to coordinate reporters covering the story. All reporters should be restricted to this area as a matter of safety, as well as for coordination of information released. When approved by the On-Scene commander, reporters may be escorted near the scene perimeter for filming.
One spokesperson should be designated to coordinate with all others to ensure accuracy and consistency of information. Some companies may have a policy that press relations be handled by the company spokesperson rather then allowing responder speculation as to the cause of the incident. When possible, these policies should be indicated in the facility- specific attachment to this plan.
If a news helicopter appears to be at risk or is threatening the scene, the Portland Jetport should be contacted to restrict airspace near the airport.
Requests for information on friends and relatives in the risk area may be forwarded to the local Emergency Manager.
X. INCIDENT
FOLLOW-UP
The
On-Scene Commander, in cooperation with other responding agencies (especially the
DEP) will determine when it is safe for evacuated citizens to re-enter the risk
area. Consideration
should be given to:
á Acceptable residual levels.
á Existing and potential conditions.
á State and Industry Recommendations
Public notification must be made of any possible threat to food or water supplies if it is suspect, they may have been contaminated by a chemical release.
Some extremely hazardous substances may contaminate the environment and pose a log term threat to the people living in the area. It may be necessary to move people from an area for a substantial period of time until the area has been decontaminated, has decayed or weathered to minimal levels. State and Federal assistance would be required to aid relocated populations.
Initial environmental assessment may be made by the Maine Department of Environmental Protection (DEP) the Coast Guard, or the US Environmental Protection Agency (EPA) in the event of a transportation incident. If the incident occurred at a facility will initially determine the impact of the incident.
If necessary, the DEP will determine who is responsible for cleaning up an incident site. The DEP will monitor cleanup or treatment operations to ensure that approved procedures are followed and that a selected disposal site meets safety standards.
1. If a fixed facility is involved in the incident, it is responsible for coordinating and financing all cleanup operations, including treatment of containment soils and off site transportation of contaminated products.
2. In a transportation incident, the On-Site Commander may secure private contractors for cleanup as appropriate, although initial financial responsibility will rest with the municipality. A list of cleanup contractors is attached.
Cleanup and displacement techniques may include:
á Hydraulic or mechanical dredging
á Excavating
á Skimming
á Pumping
á Dispersion/dilution
á Vacuuming
A review of response actions and critique of the incident should be coordinated by all agencies and departments involved in the incident. Plans should be updated as appropriate.