PEPIN COUNTY EMERGENCY SUPPORT FUNCTION (ESF) 15 EXTERNAL AFFAIRS
LEAD AGENCIES: Pepin County Public Information Officer(s)
SUPPORT AGENCIES: Pepin County Sheriff’s Office Pepin County Emergency Management All County and Local Agencies Volunteer Agencies
I. INTRODUCTION
A. Purpose
ESF 15 ensures that sufficient county assets are available during a potential or actual incident and to provide accurate, coordinated and timely information to the affected audiences. This includes governments, media, the private media, the private sector and local residents and visitors. This ESF provides an overview of public information and interaction of governmental procedures in the event of a disaster/emergency situation.
B. Scope
1. A significant emergency will involve many county and local agencies public information officers. ESF 15 assistance will be provided as requested.
2. ESF 15 coordinates county information to provide the appropriate public information support to federal, state, and local governments.
II. POLICIES
A. Provide information in a timely, consistent and unified method to state, local, and private organizations.
B. Local jurisdictions will provide immediate and vital information to the general public and state, local, and private organizations regarding response and recovery activities.
C. The State may start an emergency public information operation to augment or enhance local jurisdiction capability or when requested by county/local emergency management agency.
D. The JIC has the primary responsibility for the coordination of public information activities in Pepin County.
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E. The Governor’s Office has lead responsibility as the official spokesperson for state public information activities. State Public Information Officers will coordinate and provide timely information to the Governor’s press office.
III. CONCEPT OF OPERATIONS
A. General
Upon notification, Pepin County Public Information Officer (PIO) will report to the Pepin County Emergency Operations Center (EOC) to coordinate and disseminate accurate and timely disaster-related information.
The County PIO or another designated PIO will work with emergency management staff, whether or not the EOC is activated, to issue appropriate press releases, situation reports, and conduct media interviews.
A Joint Information Center (JIC) may be activated depending on the severity and/or duration of the incident. A JIC is a central location for all involved agencies and levels of local government to coordinate public information activities and functions in concert with a partially or fully activated Emergency Operations Center (EOC) or the Incident Command Post (ICP). If a JIC is activated in support of an Incident Command Post, the location should be in an area or facility that is remote from the ICP but affords direct communications and coordination with the ICP. The JIC will also provide a forum for news media representatives to receive disaster information through regularly scheduled press briefings.
The County PIO will coordinate working with the Officer in Charge to ensure there is appropriate PIO staffing.
Initiate rumor control procedures by monitoring media sources, as appropriate.
B. Organization
Pepin County operates under the Incident Command System (see Pepin County Basic Plan). ESF 15 operates as the Information Unit within the Incident Command System.
ESF 15 coordinates with Wisconsin Emergency Management, as well as local units of government, including sharing press releases, briefings, etc.
ESF 15 may co-locate to other locations to support local public information efforts and, in recovery operations, may relocate to the Joint Information Center (JIC) as needed.
C. Preparedness Activities
a. Identify areas where public education programs (i.e., personal preparedness) are needed. Page 2 | ESF 15 External Affairs
b. Develop 24-hour shift change and staffing procedures and checklists for supporting agencies.
c. Identify emergency support function specific training requirements.
d. Identify locations for media briefings.
e. Encourage county, local, private organizations and other individuals to attend the WEM public information course.
f. Develop and maintain a roster of ESF 15 personnel, including shift change and staffing procedures, address, telephone, cellular, facsimile numbers and e-mail addresses.
g. Develop equipment lists
h. Ensure the support agencies can access their respective agencies’ networks from the County EOC.
i. Develop and maintain an accurate media contact list
j. Develop procedures for rumor control inquiries.
k. Continue offering public information courses.
D. Response Activities
a. Assess the scope, magnitude, extent and the potential duration of the incident.
b. Request additional PIOs based on the incident assessment
c. Obtain a status report on all local and county activities as needed.
d. Collect information concerning emergency/disaster field operations and activities.
e. Coordinate with the EOC (OIC/Operations Officer), EOP agencies, and state/federal/private organizations to develop a flow of information, including situation reports, health advisories, and other public health information releases concerning the response and recovery efforts.
f. Attend briefings and gather information for situation updates.
g. Document and maintain a record of incoming and outgoing communications.
Page 3 | ESF 15 External Affairs h. Establish and operate a Joint Information Center (JIC) when appropriate. If a JIC is activated, send ESF representative(s) to that location, if appropriate.
i. Establish contact with the pertinent elected officials representing the affected area to provide information on the incident.
j. Conduct media briefings on a regular basis
k. Monitor media and implement rumor control process when appropriate.
l. Inform the Wisconsin Emergency Management PIO of response activities
E. Recovery Activities
a. Coordinate with appropriate agencies to deactivate the JIC if activated.
b. Disseminate information on recovery programs or available disaster assistance programs available.
c. Keep elected officials informed of recovery activities.
d. EOC will coordinate with the Lead PIO before deactivating ESF 15.
IV. RESPONSIBILITIES
A. Lead Coordinating Agency
1. Pepin County Public Information Officer
a. Assess the public affairs implications of the incident
b. Support the chief elected official with disseminating emergency public information to the news media thru the proper channels (i.e., press briefings for national, regional and local media, Emergency Alert System [EAS], Nixle, newspapers and available social media outlets such as Facebook and Twitter.)
c. Brief and consult with the County Chairperson/Executive, local elected officials, County Emergency Management Director and the EOC about information received and disseminated.
d. Coordinate and prepare official emergency information statements with other participating agencies as needed.
e. Manage EOC public information and JIC operations.
Page 4 | ESF 15 External Affairs f. Assist local officials with disseminating instructions to the public (i.e., protective action recommendations, consumer protection, and other pertinent information).
g. Collect and coordinate information from all sources (i.e., the State EOC, county, rumor control) to monitor overall response.
h. Obtain approval for the release of information from the Officer in Charge (OIC).
i. Conduct and/or coordinate regular news conferences at the EOC and/or the JIC.
j. Enlist representative staff from activated annexes to respond to media on technical or agency issues if necessary.
k. Obtain maps, charts, status boards, schematics or other displays that clarify the disaster situation in support of news conferences and/or briefings.
l. Monitor all forms of media, both traditional and social to check for accuracy. Monitor and log incoming calls for information and rumors. Address any rumors as quickly as possible preferably at the next press briefing and within the defined operational period.
m. Designate the chief elected official or officer in charge as chief spokesperson following an emergency or disaster. Coordinate public information through the chief elected official and with the State PIO.
B. Support Agencies
1. Pepin County Emergency Management
a. Coordinate the release of information to the news media and the public with the Public Information Officer (PIO).
b. Help assess the public affairs implications of the incident. Support the County Chairperson/Executive’s office as well as local elected officials and response agencies with disseminating emergency public information.
c. Assist the affected municipality with the release of public information.
d. Request the assistance of other county mutual aid partners, WEM or State EOC to activate the JIC as necessary.
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2. All Other Support Agencies
a. Coordinate with the PIO, EOC and County Emergency Management Director regarding the release of information to public sources. Response agencies should not disseminate any information to the public without prior approval of the ICP or EOC management structure.
b. Work with all volunteer organizations to coordinate release of the organizations efforts to support response and recovery operations, including damage assessment information, with County Public Information Officer.
c. Seek all possible opportunities to create team-based releases when appropriate.
d. Explore opportunities to coordinate effective public outreach.
e. Appoint and send a representative to the EOC or JIC as requested.
V. REFERENCES
Pepin County Emergency Response Plan, Basic Plan
VI. ACRONYMS
Pepin County Emergency Response Plan, Basic Plan
VII. APPENDICES
Attachment 1: Agency Approval Signature Sheet Attachment 2: Local Media Contacts Attachment 3: Public Information Resources Attachment 4: Pre-Scripted News Releases and Emergency Messages
Page 6 | ESF 15 External Affairs ESF 15 External Affairs Attachment 1: Agency Approval Signature Sheet
The undersigned have hereby reviewed and approved ESF 15 of the County Emergency Response Plan.
______County Board Chair Date
______Public Information Officer Date
______Emergency Management Director Date
ESF 15 Documentation of Changes • Converted from Annex (EOP) format to ESF format March 2016
Page 7 | ESF 15 External Affairs ESF 15 External Affairs Attachment 2: Local Media Contacts
Local Newspaper Contacts:
1. Durand Courier Wedge [email protected] 715-672-4252 2. Leader Telegram [email protected] 715-833-9200 3. Dunn County News [email protected] 800-224-7744 4. La Crosse Tribune [email protected] 608-791-8463 5. Wabasha County Herald 651-565-3368 6. Red Wing Republican Eagle [email protected] 651-388-8235 7. Winona Daily News [email protected] 507-453-3517
Local Radio Station Contacts:
1. WRDN (AM 1430), Durand, WI [email protected] 715-672-8989 2. WMEQ (FM 92.1/AM 880) Eau Claire, WI [email protected] 715-836-7625 3. WBIZ (FM 100.7) Eau Claire, WI [email protected] 715-831-1007 4. WIAL (FM 94.1) Altoona, WI [email protected] 715-834-9494 5. WQRB (FM 95.1) Bloomer, WI [email protected] 715-830-4000 6. WECL (FM 92.9) Altoona, WI [email protected] 715-835-9290 7. WISM (FM 98.1) Altoona, WI [email protected] 715-832-1530 8. WAXX (FM 104.5) Altoona, WI [email protected] 715-832-1530 9. WPR Wisconsin Public Radio [email protected] 715-839-3868 10. KWNG (FM 105.9) Red Wing, MN [email protected] 651-388-3511 11. KLCH (FM 94.9) Lake City, MN 651-345-6900
Local TV Station Contacts:
1. WEAU TV-13, Eau Claire, WI news@weau.com 715-839-9328 2. WQOW Channel 18 Eau Claire, WI [email protected] 715-831-1824 3. WXOW News 19 La Crosse, WI [email protected] 507-895-1919 4. WKBT News 8 La Crosse, WI [email protected] 608-784-7897 5. KARE 11 Twin Cities [email protected] 763-797-7215 6. KMSP (Fox 9) Twin Cities [email protected] 952-946-5767 7. KSTP TV 5 Twin Cities [email protected] 612-588-6397 8. WCCO TV 4 Twin Cities http://wcco.com/contact 612-339-4444
Local Cable Station:
1. Chippewa Valley Cable Inc, Durand, WI 715-672-5966 Email: [email protected] or www.ntec.net (contact form) 715-672-4204 2. Hiawatha Broadband Co (HBC) Winona, MN 651-560-4000
Page 8 | ESF 15 External Affairs ESF 15 External Affairs Attachment 3: Public Information Resources
Pepin County Public Information Officers: In the event of an emergency or disaster, Pepin County shall designate at least one of the following trained Public Information Officers to carry out the responsibilities outlined in ESF 15:
1. Pamela Dewitt, Administrative Coordinator 2. Maria Nelson, Emergency Management Director 3. Heidi Stewart, Public Health Director 4. Teresa Reiland, Public Health Assistant Director 5. Joel Wener, Pepin County Sheriff 6. Greg Balow, Chief Deputy 7. Nancy Richardson, Pepin County Treasurer
State Public Information Officers: 1. Lori Getter [email protected] 608-242-3239 or 608-516-0293 2. Tod Pritchard [email protected] 608-242-3324 or 608-219-4008
Other Pepin County Media Outlets 1. Nixle – Emergency Messages delivered via phone, text, and email 2. County website - www.pepin.co.wi.us 3. Facebook – follow either Pepin County Health Department or Pepin County Sheriff’s Office pages 4. Twitter – follow @Pepin_Cty_EM
Conference Rooms Pepin County Board Room Pepin Community Room, Village Hall
Other Resources
• SWITS (Southern Wisconsin Interpreting and Translation Services Ltd.) for translation and interpretation services in the event messages need to be broadcasted in multiple languages. o 262-740-2590 o 262-740-1569 (after 5pm and weekends)
Page 9 | ESF 15 External Affairs ESF 15 External Affairs Attachment 4: Pre-Scripted News Releases and Emergency Messages
Shelter In-Place:
1. The County [Emergency Management, Health Department, Sheriff’s Department] has issued the following warning for those who live, work or are visiting in [Pepin County, Durand. Pepin, Stockholm]:
2. There has been an accidental release of hazardous material that is affecting a portion of the local area. People in the following area must take protective measures:
[Describe area boundaries]
3. If you are located in this area, do the following immediately in order to protect yourself:
A. Go inside your home, workplace, or nearest building that appears to be reasonably air tight and stay there. Take your pets with you. B. Close all doors, windows, and fireplace dampers. C. Turn off heating or cooling system that draws air from the outside. D. Keep radio on and tuned to [list radio station] to receive emergency announcements. E. Gather items that you may need to take with you if you are advised to evacuate.
4. (If school is in session.)
• Students in the following school(s) are taking shelter at their school:
[ List school name(s)]
Parents should not attempt to pick up students from schools until the hazardous situation is resolved and they are advised it is safe to do so.
• Students at the following school(s) [have been/are being] evacuated to other facilities:
[List school name(s)]
Parents should not attempt to pick up students from schools that have been evacuated. Local official will provide information on where to pick up school children as soon as it is available.
5. If you know neighbors or co-workers with hearing or language barriers or special needs, please advise them of this message.
6. Please do NOT call 911. Stay tuned to radio for additional information.
Page 10 | ESF 15 External Affairs ESF 15 External Affairs Attachment 3: Pre-Scripted News Releases and Emergency Messages
Special News Advisory – Schools, Day Care Centers, Special Needs Facilities:
1. The County [Emergency Management, Health Department, Sheriff’s Department] has issued the following warning for those who live, work or are visiting in [Pepin County, Durand. Pepin, Stockholm]:
2. The current emergency situation involving [______] has affected the operation of a number of local facilities. This advisory is intended to provide you an update on the status of schools, the hospital, nursing homes, assisted living facilities and other key facilities.
3. The following school(s) have been closed:
o [List school name(s)]
4. The following school(s) have been closed and students [are being/have been] returned to their homes:
o [List school name(s)]
5. The following school(s) have been evacuated and their students relocated to other facilities:
o School Name Students relocate to:
6. The following hospital, nursing homes, assisted living facilities have been evacuated and their patients relocated to other facilities:
o Facility Patients relocated to:
7. The following government offices and other public facilities have been closed:
o [List facility name(s)
8. Please stay tuned to [list radio station] for more information and instruction from local officials. Please refrain from using telephones unless you have a true emergency.
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