Lancaster County
Emergency Operations Plan 2014
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2 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Table of Contents
Basic Plan ...... 7 Approval and Implementation ...... 7 Record of Changes ...... 8 Record of Distribution ...... 9 Purpose, Scope, Situation and Assumptions ...... 10 Scope ...... 15 Situation ...... 15 Capability Assessment ...... 18 Assumptions ...... 19 Roles and Responsibilities ...... 20 Concept of Operations (CONOPS) ...... 24 Incident Management...... 26 Information, Collection Analysis and Dissemination ...... 27 Criminal Injury Compensation Fund ...... 28 Virginia Department of Criminal Justices Services ...... 28 Recovery Actions ...... 29 Mitigation Actions ...... 29 Declaration of a Local Emergency ...... 29 Administration, Finance and Logistics ...... 31 Plan Maintenance ...... 32 Authorities and References ...... 33 Appendix A: Succession of Authority ...... 35 Appendix B: Sample Declaration of Local Emergency ...... 37 Appendix C: Acronym List ...... 39 Appendix D: Definition List ...... 41 Emergency Support Function #1 – Transportation and Evacuation ...... 47 TAB A to Emergency Support Function #1 - Coordination ...... 53 Emergency Support Function #2 – Communication and Warning ...... 55 TAB A to Emergency Support Function #2 – EOC Message Flow ...... 63
3 Lancaster County Emergency Operations Plan Adopted January 22, 2015
TAB B to Emergency Support Function #2 – Amateur Radio Emergency Service ...... 65 TAB C to Emergency Support Function #2 – EOC Message Form ...... 67 TAB D to Emergency Support Function #2 – CodeRed Sample Messages ...... 69 Emergency Support Function #3 – Public Works and Engineering ...... 71 TAB A to Emergency Support Function #3 – Building Posting Guide ...... 77 TAB B to Emergency Support Function #3 – Debris Quantity Estimates ...... 79 TAB C to Emergency Support Function #3 – Critical Access Facilities ...... 81 Emergency Support Function #4 – Firefighting ...... 83 Emergency Support Function #5 – Emergency Management ...... 87 Tab A to Emergency Support Function #5 – Emergency Operations Center Staffing ...... 95 Tab B to Emergency Support Function #5 – EOC Organization Chart ...... 97 Emergency Support Function #6 – Mass Care ...... 99 Tab A to Emergency Support Function #6 – Lancaster County Shelter Facilities ...... 107 Tab B to Emergency Support Function #6 – Functional and Medical Needs ...... 109 Tab C to Emergency Support Function #6 – Glossary of Terms...... 111 Emergency Support Function #7 – Logistics ...... 117 Emergency Support Function #8 – Public Health and Medical Services ...... 125 TAB A to Emergency Support Function #8 – VFDA Mortuary Disaster Plan Organization ..... 133 TAB B to Emergency Support Function #8 – Sample Health Advisory ...... 135 TAB C to Emergency Support Function #8 - Emergency Medical Services Resources ...... 137 Tab D to Emergency Support Function #8 – Mortuary Operations ...... 139 Emergency Support Function #9 – Search and Rescue ...... 143 Emergency Support Function #10 - Hazardous Materials Operations ...... 145 Emergency Support Function #11 - Agriculture and Natural Resources ...... 147 Appendix A – Animal Control and Pet Sheltering ...... 149 Tab A to Emergency Support Function #11 – Information to Public Information Officer ...... 155 Emergency Support Function #12 – Energy ...... 157 Emergency Support Function #13 – Public Safety and Security ...... 161 TAB A to Emergency Support Function #11 – Entry Permit to Enter Restricted Areas ...... 165 TAB B to Emergency Support Function # 11 – Waiver of Liability ...... 167 Emergency Support Function #14 – Long Term Recovery and Mitigation ...... 169 4 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Emergency Support Function #15 – External Affairs ...... 173 TAB A to Public Affairs Support Annex – PIO Prearranged Messages ...... 179 Emergency Support Function #16 – Military Affairs ...... 181 Emergency Support Function #17 - Donations and Volunteer Management ...... 183 Hurricane Annex ...... 187 Introduction ...... 187 Concept of Operations ...... 189 Roles and Responsibilities ...... 191 Readiness Conditions ...... 192 References ...... 195 Appendix A – Map of the Hurricane Risk Jurisdictions ...... 197 Appendix B – Saffir-Simpson Hurricane Wind Scale ...... 199 Appendix C – Population Effected by Evacuation for a Hurricance ...... 201 Appendix D – VDEM Hurricane Evacuation Action Timeline ...... 203 Appendix E – Local Hurricane Plan Development Checklist Tool ...... 205 Appendix F –Lancaster County Storm Surge...... 211 Appendix G –Maximum Storm Tide Elevations (feet) ...... 213
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6 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Approval and Implementation Resolution for Emergency Operations Plan
WHEREAS, the Board of Supervisors of the County of Lancaster, Virginia recognizes the need to prepare for, respond to, and recover from natural and manmade disasters; and
WHEREAS, the Code of Virginia, §44-146.19, requires each local jurisdiction and inter-jurisdictional agencies to prepare and keep current a local emergency operations plan, and
WHEREAS, the Code of Virginia, §44-146.19, requires each local jurisdiction to conduct a comprehensive review and revision of its emergency operations plan, and
WHEREAS, the County of Lancaster has a responsibility to provide for the safety and well- being of its citizens and visitors; and
WHEREAS, the County of Lancaster has established and appointed a Director and Coordinator of Emergency Management;
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Lancaster, this Emergency Operations Plan as revised is officially adopted, and
BE IT FURTHER RESOLVED AND ORDERED that the Director of Emergency Management, or designee, is tasked and authorized to maintain and revise as necessary this document during the next four (4) year period or until such time it be ordered to come before this board.
______Chairman, Board of Supervisors
ATTEST:
______Frank A. Pleva Clerk, Board of Supervisors
Adopted this 22nd day of January, 2015
7 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Record of Changes Page or Name of Person Change Date of Section Authorizing Number Change Changed Summary of Change Change
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Record of Distribution
Group Agency/Department Title of Recipient How Distributed (electronic or hard- copy)
9 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Purpose, Scope, Situation and Assumptions
Purpose A planned-for and coordinated response on the part of State and local officials in support of in- the-field emergency responders can save lives, protect property and the environment, and more quickly restore essential services. The foundation for this coordinated response is established through Lancaster County Emergency Operations Plan (EOP). The “Commonwealth of Virginia Emergency Services and Disaster Law of 2000” (Code of Virginia, 44-146.13 to 44- 146.28.1) requires that State and local governments develop and maintain a current EOP in order to be prepared for such events.
The purpose of the Basic Plan is to direct actions intended to preserve life and protect property from further destruction in the event of an emergency and/or all-hazards disaster. The overall plan establishes an emergency organization to direct and control operations during the emergency situation by assigning roles and responsibilities to specific entities. All essential entities are to utilize any and all available resources when mitigating against, preparing for, responding to, and recovering from a natural or man-made emergency. Supporting plans for all- hazards disasters set forth the concepts and procedures whereby the County can effectively apply available resources to ensure that casualties and property damage will be minimized and that essential services will be restored as soon as possible following an emergency or disaster situation.
The Lancaster County EOP includes a Basic Plan, Emergency Support Functions (ESFs), and Support Annexes: Emergency Support Function #1 Transportation and Evacuation o The purpose of Emergency Support Function (ESF) #1 – Transportation and Evacuation is to coordinate, develop and implement traffic control measures that will enhance evacuation and reentry to affected areas. The measures taken for evacuation will maintain vehicle flow and maximize the capacity of critical roadway links and intersections for emergency and disaster situations. The evacuation, if necessary, will be performed in a safe, timely and orderly process. Emergency Support Function #2 Communication and Warning o The purpose of Emergency Support Function (ESF) #2- Communication and Warning is two-fold. First, is to maintain continuity of information and telecommunication equipment. The second is to keep the public and county employees informed in regards to an emergency situation, and provide guidance when appropriate. This section describes Lancaster’s emergency communications/notification and warning system.
10 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Emergency Support Function #3 Public Works and Engineering o The purpose of Emergency Support Function (ESF) #3 – Public Works and Engineering is to establish emergency power for County facilities and to repair public infrastructure to include sewers and storm drains for both short and long term recovery. Private restoration includes managing debris removal and private structure damage assessment. Emergency Support Function #4 Firefighting o The purpose of Emergency Support Function (ESF) #4 – Firefighting directs and controls operations regarding fire suppression, search, (heavy and tactical) rescue, and hazardous materials incidents; as well as assists with warning and alerting, communications, evacuation, and other operations as required during the emergency. Emergency Support Function #5 Emergency Management o The purpose of Emergency Support Function (ESF) #5 – Emergency Management is to provide centralized direction and coordination during an emergency or disaster. This ESF will collect and process information, assure the implementation of emergency actions, disseminate emergency information to the public and act as a liaison to the Virginia Emergency Operations Center (VEOC) as will other applicable organizations and agencies. Emergency Support Function #6 Mass Care o The purpose of Emergency Support Function (ESF) #5 – Emergency Management is to provide centralized direction and coordination during an emergency or disaster. This ESF will collect and process information, assure the implementation of emergency actions, disseminate emergency information to the public and act as a liaison to the Virginia Emergency Operations Center (VEOC) as will other applicable organizations and agencies. Emergency Support Function #7 Logistics o The purpose of Emergency Support Function (ESF) #7- Logistics is to support the Lancaster County Emergency Operation Plan (EOP) to minimize the effect that disasters or emergency situations may have on the County, its resources, property, personnel and citizens. Logistics will work in coordination with Federal, State and local government entities, the private sector, and volunteer organizations to effectively respond to and recover from emergency events. ESF #7 functions with the Logistics Support Annex. Emergency Support Function #8 Public Health and Medical Services o The purpose of Emergency Support Function (ESF) #8 – Public Health and Medical Services provides for coordinated medical, public health, mental health, and emergency medical services to save lives in the time of an emergency. These health and medical needs may include veterinary and/or animal health issues when appropriate.
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Emergency Support Function #9 Search and Rescue o The purpose of Emergency Support Function (ESF) #9 – Search and Rescue provides for the coordination and effective use of available resources for search and rescue activities to assist multiple people in potential or actual distress. Emergency Support Function #10 Hazardous Materials Operations o The purpose of Emergency Support Function (ESF) #10 - Hazardous Materials Operations is to describe the coordination during response to an oil or hazardous materials incident. This ESF is a summary of the Hazardous Materials Plan. Lancaster County is part of the Northern Neck Regional Hazardous Materials Emergency Response Plan, which details the response and coordination of hazardous materials responses. Emergency Support Function #11 Agriculture and Natural Resources o The purpose of Emergency Support Function (ESF) #11 – Agriculture and Natural Resources summarizes the response to agriculture, food, and water needs in the event of a disaster or emergency. It provides for the nutrition assistance; control and eradicate any outbreak of a highly contagious or economically devastating animal/zoonotic (i.e., transmitted between animals and people) disease, or any outbreak of an economically devastating plant pest or disease; ensure the safety and security of the commercial food supply; protect natural and cultural resources and historic properties (NCH) resources; and the safety and wellbeing of household pets during an emergency response or evacuation. Emergency Support Function #12 Energy o The purpose of Emergency Support Function (ESF) #12- Energy is to describe procedures to restore the public utility systems critical to saving lives; protect health, safety and property; and to enable support functions to respond. Emergency Support Function #13 Public Safety and Security o The purpose of Emergency Support Function (ESF) #13 – Public Safety and Security is to maintain law and order, to provide public warning, to provide for the security of critical facilities and supplies, assist the evacuation of threatened areas, to provide access control in critical facilities, to assist with search and rescue operations, and to assist with identification of the dead. Emergency Support Function #14 Long Term Recovery and Mitigation o The purpose of Emergency Support Function (ESF) #14 – Long Term Recovery and Mitigation is to develop a comprehensive and coordinated recovery process that will bring about the prompt and orderly restoration of community facilities and services, infrastructure, and economic base, while providing for the health, welfare and safety of the population.
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Emergency Support Function #15 External Affairs o The purpose of Emergency Support Function (ESF) #15 – External Affairs is to coordinate the flow of timely information and instructions to the public using all available methods of communications. ESF #15 ensures that sufficient resources are deployed during an incident to provide accurate, coordinated, and timely information to affected audiences. This includes state and local governments, elected officials, the media, the private sector, and Lancaster County residents. Emergency Support Function #16 Military Affairs o The purpose of Emergency Support Function (ESF) #16 – Military Affairs is to outline the parameters on the use of all Department of Defense (DOD) and National Guard assets in support of a declared emergency. Emergency Support Function #17 Donations and Volunteer Management o The purpose of Emergency Support Function (ESF) #17 – Donations and Volunteer Management describes the coordinating processes used for the most efficient and effective utilization of unaffiliated volunteers and unsolicited donated goods during disasters. This ESF maintains agreements with agencies that may provide volunteers and donations in the time of an emergency or disaster.
Hurricane Annex o The Lancaster County Hurricane Annex is a component of the Lancaster County Emergency Operations Plan. It has been developed to provide a sound basis for severe weather emergency preparedness and to establish the organizational framework and operational concepts and procedures designed to minimize the loss of life and property and to expedite the restoration of essential services following a severe weather occurrence.
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y
nagement Ma Energy Hazmat Recovery
Agency Logistics Agriculture Mass Care Firefighting Public Public Safet Public Public Works Public Public Health External Affairs External Transportation Military Military Support
Search & Rescue Search C Communications ESF 12 ESF 7 ESF 7 ESF 10 Volunteers & Donations Volunteers ESF 6 ESF 6 ESF 14 ESF 4 ESF 4 ESF 11 Emergency Emergency ESF 3 ESF 3 ESF 8 ESF 8 ESF 13 ESF 1 ESF 1 ESF 15 ESF 9 ESF 9 ESF 16 ESF 2 ESF 2 ESF 17 ESF 5 ESF 5 Emergency P S S P P S P S P S P P P P Services Fire S S S P S S P P S S Departments Law P P S S S S P P Enforcement Social Services S P S P Building Official P S Animal Control S P Public Schools P Rescue Squads S S S P S S S S P S Information S S Technology Planning P Director Administration S P Codes S S Compliance Accounts P Administrator Treasurer S P Health S P S S Department
The plan lays out a set of assumptions that include a statement that primary hazards for Lancaster County are hurricanes and other severe weather events. The plan outlines roles and responsibilities for the various county departments and agencies, ranging from County Administrator to Department of Health, which would be involved in the case of emergency.
14 Lancaster County Emergency Operations Plan Adopted January 22, 2015
The focus of the plan is on emergency response, but it does include a functional annex that addresses hazard mitigation specifically. The plan does not describe any specific mitigation needs or planned actions but rather outlines responsibilities for various organizations, including the County Administrator/Coordinator of Emergency Services, County Departments/Agencies, volunteer organizations, private businesses, and citizens.
Scope The Lancaster County EOP identifies a range of disasters that could possibly occur in or near Lancaster County. The EOP works to anticipate the needs that the jurisdiction might experience during an incident and provides guidance across County Departments, agencies, and response organizations by describing an overall emergency response system. This includes: How County Departments/Agencies will be organized during response to an event, including command authorities. About critical actions and interfaces during response and recovery. How the interaction between the jurisdiction and its private partner organizations (Hospitals, non-governmental emergency organizations and others) is managed during the emergencies. How the interaction between the jurisdiction and regional, State and Federal authorities is managed. How to handle and manage needs with the resources available.
This plan and all its contents apply to Lancaster County and its citizens, including populations with functional/medical needs. Personnel or partners who have a role must have access to and be knowledgeable of the EOP.
Situation Lancaster County is located in Eastern Virginia, about 75 miles northeast of the City of Richmond and about 120 miles south of Washington, D.C. It covers about 133 square miles of land and has a population of approximately 11,200 residents as of the 2010 census, giving 85.65 people per square mile. Lancaster County was established in 1651 and houses records virtually intact from 1652. It is bordered on the south by Rappahannock River and Middlesex County, west by Richmond County, north and northeast by Northumberland County, and on the east by the Chesapeake Bay. Lancaster County has about 330 miles of tidal shoreline, most of which is privately owned. There is approximately 4,500 acres of tidal wetlands and 1,300 acres of non-tidal wetlands in Lancaster County. The highest elevation is 129 feet and the lowest is 0 feet with 14% of the county lying in the 100 year floodplain.
15 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Lancaster County is served by the following primary roads: VA-3 Extends from the Norris Bridge to Richmond County and serves as the primary thoroughfare for traffic traveling through the County; additionally serves as the primary means of evacuation. VA-200 connects the towns of White Stone, Irvington and Kilmarnock, continuing to the east into Northumberland County. VA-354 serves as the primary means of travel for residents of the eastern portion of the County, extending from Bertrand and connecting to VA-3, east of the Richmond County line. VA-695 extends from Windmill Point to the town of White Stone, connecting with VA-3 VA-222 extends from the village of Weems and connecting to VA-200 between the towns of Irvington and Kilmarnock.
Risks associated with these transportation routes include: vehicle crashes, hazardous materials spills, and restricted access to the County due to obstructions. All points of access to the County are two-lane bidirectional roadways which represent transportation choke points in the event of an evacuation and in the delivery of emergency supplies. The County does not have any deep-water access ports, rail spurs or airstrips suitable for commercial fixed-wing aircraft.
There are three incorporated towns located within Lancaster County: Irvington, Kilmarnock, and White Stone. According to the 2010 census, Lancaster County residents have the second highest median age in the Commonwealth and the eighth highest in the United States.
The plan takes into account the increasing risks related to man-made hazards, identified through hazardous materials reporting required by the Superfund Amendments and Reauthorization Act of 1986 (SARA). The chief natural hazards occurring in Lancaster County include flooding, severe snow and ice storms, high winds, and risk of wildfire. The table below indicates the probability of the incidents identified above. Both natural and manmade hazards identified below pose a potential for loss of life, property, agriculture, and infrastructure.
These chief hazards are further addressed in the Hazard Incident Annexes of the EOP.
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Highly likely Likely Possible Unlikely Hurricanes and Radiological Catastrophic Tropical Storms incident Severe Storms Winter Weather Terrorism Critical Flash Flooding Tornado and Heat Wave Microburst
Hazardous Traffic Congestion Dam Failure Materials Release Limited Major Traffic Fire Aircraft Accident Drought Accident
Pandemic Disease Civil Unrest Earthquake
Negligible Special Events
County Profile (2012 U.S. Census estimates) Number of households: 5,395 Average household size 2.06 Average age of resident: 54.2 years Percentage of population <18 years old: 15.4% Percentage of adults in the population 65 years or older: 33.3% Residential institutions: Rappahannock Westminster Canterbury, Commonwealth Assisted Living Kilmarnock, Lancashire Colleges and universities Rappahannock Community College Kilmarnock Center Volunteer organizations: Kilmarnock Volunteer Fire Department, Upper Lancaster Volunteer Fire Department, White Stone Volunteer Fire Department, Kilmarnock-Lancaster Volunteer Rescue Squad, Upper Lancaster Volunteer Rescue Squad, American Red Cross, YMCA
17 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Demographics Caucasian: 69.95 African-American/Black: 28.88 Asian: 0.34 Native American: 0.14 Pacific Islander 0.06 Other: 0.10 Two or More races: 0.54 Hispanic or Latino: 0.61
Capability Assessment The Local Capability Assessment for Readiness (LCAR) is a possible resource when developing a capability assessment. It is updated annually with the assistance of the Virginia Department of Emergency Management (VDEM). It provides a snapshot of the jurisdiction preparedness capabilities and resources
Lancaster County has a high legal authority and Program and Policy Capability; moderate political capability, technical capability, staff and organization capability, and overall capability; and a low fiscal capability. This is true of the entire Northern Neck Region and is noted in the Northern Neck Hazard Mitigation Plan.
Lancaster County does not have existing infrastructure to enhance recovery efforts, should a disaster or emergency occur. Resources would come from Non-Governmental Organizations, VOAD, and the State.
Concurrent Implementation of Other Plans The Lancaster County EOP is the core plan for managing incidents and details the local coordinating structures and processes used during incidents. Other supplemental agency and interagency plans provide details on the authorities, response protocols, and technical guidance for responding to and managing specific contingency situations (such as hazardous materials spills, wild land fires, etc.). The supplemental agency or interagency plans may be implemented concurrently with the EOP but are subordinated to the overarching core coordinating structures, processes, and protocols detailed in the EOP.
18 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Assumptions Citizens of the jurisdiction are instructed to be prepared to be independent for 3 days after the onset of a disaster. Licensed residential facilities and educational institutions have effective emergency plans and MOUs to provide for services that will be needed during an emergency. The locality has a plan and the capability to reach populations with functional/medical needs in the event of a power loss (see ESF #6 – Mass Care).
Lancaster County is responsible for maintaining an EOP and response capability to protect the lives and property of its citizens. In the event of an emergency situation that exceeds local emergency response capabilities, outside assistance is available, either through mutual support agreements with nearby jurisdictions and volunteer emergency organizations, or through the Virginia Emergency Operations Center (VEOC). A local emergency must be declared and local resources must be fully committed before state and federal assistance can be requested.
Incidents are typically managed at the lowest possible level of government. Incident management activities will be initiated and conducted using the principles contained in the National Incident Management System (NIMS). The combined expertise and capabilities of government at all levels, the private sector, and nongovernmental organizations will be required to prevent, prepare for, respond to, and recover from disasters.
Incidents require local government to coordinate operations and/or resources and may:
Occur at any time with little or no warning; Require significant information sharing across multiple jurisdictions and between the public and private sectors; Involve single or multiple geographic areas; Have significant impact and/or require resource coordination and/or assistance; Span the spectrum of incident management to include prevention, preparedness, response, and recovery Involve multiple, highly varied hazards or threats on a local or regional scale; Result in numerous casualties; fatalities; displaced persons; property loss; disruptions of normal life support systems, essential public services and basic infrastructure; and significant damage to the environment; Attract a sizeable influx of independent, spontaneous volunteers and supplies; Require short notice State and Federal asset coordination; and Require prolonged, sustained incident management operations and support activities.
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Roles and Responsibilities
Board of Supervisors Protect the lives and property of citizens Establish the local emergency management program Appoint the local emergency management staff Adopt the county EOP
Director of Emergency Services – Appointed Member of Board of Supervisors Responsible for developing and maintaining, with the assistance of the Coordinator and Deputy Coordinator of Emergency Services and department heads, an EOC from which to support operations in times of emergency Depending on State and local laws, can suspend local laws and ordinances to establish a curfew, direct evacuations, and order a quarantine (in coordination with local health authority) Declares a local emergency with consent of the Board of Supervisors within fourteen (14) days. This will activate the EOP and authorizes provision of aid and assistance as necessary. It should be declared when a coordinated response among several local agencies/organizations must be directed or when it becomes necessary to incur substantial financial obligations in order to protect the health and safety of persons and property or to provide assistance to the victims of a disaster Authorizes the evacuation of an endangered area Holds overall responsibility for maintaining and updating the EOP
Deputy Director of Emergency Services – County Administrator Represents Lancaster County as the Public Information Officer to include rumor control, monitoring local media reports, announcements of watches and warnings, and other emergency public information
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Coordinator of Emergency Services – Chief of Emergency Services Develops and maintains the EOP Ensures the local EOC is in a constant state of readiness Responsible for coordinating local resources to address the full spectrum of actions to prevent, prepare for, respod to, and recover from incidents involving all hazards Assumes certain duties in the absence of the director / deputy director of emergency management Assures the development and maintenance of standard operating procedures (SOPs) on the part of each major emergency support services Determines the need to evacuate an endangered area Other responsibilities as outlined in local and State regulations Assures compatibility between the EOP and the plans/procedures of key facilities and private organizations within the County Responsible for the day-to-day activities of the emergency preparedness program Ensures that the EOP is reviewed, revised, and adopted every four years
Local Government Agencies Develop and maintain detailed emergency plans and SOPs Identify sources of emergency supplies, equipment and transportation Negotiate and maintain mutual aid agreements, which are identified in the plan Maintain records of disaster related expenditures, including appropriate documentation Protect and preserve vital records essential for the continuity of government and delivery of essential functions Establish and maintain list of succession of key personnel
Emergency Support Functions An Emergency Support Function (ESF) is a grouping of government and certain private-sector capabilities into an organizational structure to provide support, resources, program implementation, and emergency services that are most likely to be needed during emergencies. Operating agencies and local departments participate in the ESF structure as coordinators, primary response agencies, and/or support agencies as required to support incident management activities. Their duties are to:
Develop and maintain detailed plans and SOPs to support their functional requirements Identify sources of emergency supplies, equipment and transportation Maintain accurate records of disaster-related expenditures and documentation
21 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Private Sector/Nongovernmental and Volunteer Organizations Lancaster County will rely on partnerships made throughout the jurisdiction for support during an emergency to share information, form courses of action, and incorporate available resources to prevent, prepare for, respond to, and recover from disasters. When available, these resources will be incorporated into an ESF to support critical functions during the emergency.
Responsibilities may include: Plan for personal and business disaster preparedness, mitigation, response and recovery; Have knowledge of local emergency response plans and procedures; and Implement protective actions as requested or required by the emergency manager.
Private sector organizations are encouraged to develop and maintain capabilities to respond to and to manage a complete spectrum of incidents and emergencies.
Privately owned infrastructure includes transportation, telecommunications, private utilities, financial institutions, and hospitals. These infrastructures are critical to local economic recovery.
Citizen Involvement Strong partnerships with citizen groups and organizations provide support for incident management prevention, preparedness, response, recovery, and mitigation.
The Citizen Corps brings these groups together and focuses efforts of individuals through education, training, and volunteer services to help make communities safer, stronger, and better prepared to address all-hazards incidents. The Citizens Corps works through a national network of State and local Citizen Corps Councils, which bring together leaders from law enforcement, fire, emergency medical, and other emergency management volunteer organizations, local elected officials, the private sector, and other community stakeholders.
The Citizen Corps Council implements the Community Emergency Response Teams (CERT), Community Animal Response Team (CART), Medical Reserve Corps (MRC), Neighborhood Watch, Volunteers in Sheriff’s Service, and the affiliate programs and provides opportunities for special skills and interests. These programs develop targeted outreach for special needs groups and organize special projects and community events.
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Individuals and Households Although not formally a part of emergency management operations, individuals and households play an important role in the overall emergency management strategy. Community members can contribute by:
• Reducing hazards in and around their homes, such as raising utilities above flood level; • Equipping their residences with smoke and carbon monoxide detectors; • Holding family fire safety drills annually; • Developing an Evacuation Plan to leave the area, given a request by Lancaster County Department of Emergency Services or Sheriff’s Office for an “Evacuation Order”; • Preparing an emergency supply kit and household emergency plan, including supplies for household pets and service animals to sustain for at least three days; • Monitoring emergency communications carefully to reduce their risk of injury, keep emergency routes open, and reduce demands on landline and cellular communication; • Volunteering with an established organization to become part of the emergency management system and ensure that their efforts are directed where they are needed most; • Enrolling in emergency response training courses to educate them to take initial response actions required to take care of themselves and their households; and • Entry into the Northern Neck Regional Hazard Mitigation Program for homes in the Hazard Threat zones.
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Concept of Operations (CONOPS)
The CONOPS describes the sequence and scope of the planned emergency response. It is a description of how the response organization accomplishes a mission or set of objectives that are determined during the planning process and based on the jurisdiction’s Threat and Hazard Identification and Risk Assessment (THIRA) and capability analysis.
The Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended, provides that Emergency Management organizations and operations will be structured around existing constitutional government. The Lancaster County organization for emergency operations consists of existing government departments and private emergency response organizations.
The County must be prepared to bear the initial impact of a disaster on its own. Help may not be immediately available from the State or Federal government after a natural or man-made disaster. All appropriate locally available forces and resources will be fully committed before requesting assistance from the State. Requests for assistance will be made through the VEOC to the State Coordinator.
The heads of operating agencies will develop and maintain detailed plans and standing operating procedures necessary for their departments to effectively accomplish their assigned tasks. Department and agency heads will identify sources from which emergency supplies, equipment, and transportation may be obtained promptly when required. Accurate records of disaster-related expenditures will be maintained. All disaster-related expenditures will be documented to provide a basis for reimbursement should Federal disaster assistance be needed. In time of emergency, the heads of County offices, departments, and agencies will continue to be responsible for the protection and preservation of records essential for the continuity of government operations. Department and agency heads will establish lists of succession of key emergency personnel.
Day-to-day functions that do not contribute directly to the emergency operation may be suspended for the duration of any emergency. Efforts that would normally be required of those functions will be redirected to accomplish the emergency task by the agency concerned.
The State EOP requires the submission of the following reports by local government via WebEOC in time of emergency: a. Daily Situation Report (SitRep) b. Damage Assessment Report (DAR) c. After-Action Report (AAR)
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Support by state or federal assets may be requested through the VEOC. When available, these assets will support and assist local forces and receive direction from the local Director of Emergency Services or designated representative, mission-type requests to include objectives, priorities, and other information necessary to accomplish missions. Requests will be made to the VEOC using the C-SALTT format: Capability Size Amount Location Type Timeframe needed
Emergency assistance may be made available from neighboring jurisdictions in accordance with mutual aid agreements. Emergency forces may also be sent from Lancaster County to assist adjoining jurisdictions. Such assistance will be in accordance with existing mutual aid agreements or, in the absence of official agreements, directed by the Director of Emergency Services or designee, when it is determined that such assistance is necessary and feasible.
The Emergency Services Director, the Emergency Services Coordinator, and the Department of Social Services will assist disaster victims in obtaining post-disaster assistance, such as temporary housing and low-interest loans.
This plan is effective as a basis for training and pre-disaster preparedness upon receipt. It is effective for execution when: a. Any disaster threatens or occurs in the County and a local disaster is declared under the provisions of Section 44-146.21, the Commonwealth of Virginia Emergency Management and Disaster Law of 2000, as amended; and/or b. A state of emergency is declared by the Governor.
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Information, Collection Analysis and Dissemination
Watches, warnings, and other emergency bulletins are issued by various agencies based on their statutory missions and authorities. Information on dissemination of public information can be found in ESF #2 – Communications and ESF # 15 - External Affairs. A variety of communications systems may be used at the Federal level to disseminate information, such as: National Emergency Alert System (EAS): Formerly known as the Emergency Broadcast System, the National EAS is a nationwide network of readily available and reliable means to communicate emergency information to the American people State and Local EAS: State and Local authorities have their own EAS which may be used to broadcast information on major disasters or emergencies.
Non-Emergency/Normal Operations Public information and educational materials will be provided to the public via municipal newsletters, brochures, publication in telephone directories, municipal web sites and other media. Assure the viability and accuracy of emergency contact lists, resource lists, and emergency contracts. Maintain up-to-date contact information for Virginia Criminal Injury Compensation Fund and Virginia Department of Criminal Justice. Ensure that special needs registries, if applicable, to the jurisdiction are identified and policies are developed to contact individuals.
Response Operations Once an incident occurs, priorities shift from prevention, preparedness, and mitigation to immediate and short-term response activities to preserve life, property, the environment, and the social, economic and political structure of the community. Response activities include the following: Suspend daily functions of the government that do not contribute directly to the emergency operation. Redirect efforts and resources to accomplish emergency tasks. Implement evacuation orders as needed. Open and staff emergency shelters as needed. Contact the Virginia Department of Criminal Justice Services and the Criminal Injury Compensation Fund to deploy if the event involves victims of crime as pursuant to §44.146.19E. Open and establish medical surge facilities to accommodate large numbers of patients when hospital facilities are overwhelmed.
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Declare a Local Emergency, if needed (Appendix B). In the event of an emergency when there are crime victims involved as defined by §19.2- 11.01 of the Code of Virginia, Lancaster County will contact the Virginia Department of Virginia Criminal Justice Services (DCJS) and the Virginia Criminal Injuries Contact Fund (VCICF) to deploy. Both entities will serve as the lead for coordinating services and assistance to the victims.
Criminal Injury Compensation Fund
Criminal Injuries Compensation Fund (CICF) Department Virginia Workers' Compensation Commission 1000 DMV Drive Richmond, VA 23220 CICF Toll Free: 1-800-552-4007
Virginia Department of Criminal Justices Services
Training and Critical Incident Response Coordinator 1100 Bank Street Richmond, VA 23219
Link: http://www.dcjs.virginia.gov/research/reportemergency/
“The plan shall include, but not be limited to, responsibilities of all local agencies and shall establish a chain of command, and a provision that the Department of Criminal Justice Services and the Virginia Criminal Injuries Compensation Fund shall be contacted immediately to deploy assistance in the event of an emergency as defined in the emergency response plan when there are victims as defined in § 19.2-11.01. The Department of Criminal Justice Services and the Virginia Criminal Injuries Compensation Fund shall be the lead coordinating agencies for those individuals determined to be victims, and the plan shall also contain current contact information for both agencies.”
28 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Recovery Actions Within 72 hours of impact, complete an Initial Damage Assessment and submit to the VEOC. Assess local infrastructure and determine viability for re-entry of residents. Begin immediate repairs to infrastructure. Provide for human and animal sheltering as needed. Provide for the distribution of food and supplies as required and available.
If established by State or Federal Agencies, the Joint Field Office (JFO) is the central coordination point for State and Federal governments, Lancaster County and voluntary organizations for delivering recovery assistance programs.
Mitigation Actions Participate in grant programs for loss reduction measures (if available). Coordinate federal flood insurance operations and integration of mitigation with other program efforts. Ensure early documentation of losses avoided due to previous hazard mitigation measures. Review the All-Hazard Mitigation Plan and update as necessary any mitigation actions that could prevent similar impacts for a future disaster. Work with the Virginia Department of Emergency Management Mitigation Program to develop mitigation grant projects to assist in areas most at risk. Community education and outreach necessary to foster loss reduction
Declaration of a Local Emergency The Emergency Services Director with the consent of the Board of Supervisors, by resolution, should declare an emergency to exist whenever the threat of actual occurrence of a disaster is, or threatens to be, of sufficient severity and magnitude to require significant expenditures and a coordinated response in order to prevent or alleviate damage, loss, hardship, or suffering.
A declaration of a local emergency activates the response and recovery programs of all applicable local and inter-jurisdictional EOPs and authorizes the furnishing of aid and assistance in accordance with those plans. In the event the Board of Supervisors cannot convene due to the disaster, the Emergency Services Director or any other Emergency Services staff, in their absence, may declare a local emergency to exist subject to confirmation of the Board of Supervisors, within fourteen days. The Emergency Services Coordinator will advise the Virginia Department of Emergency Management via WebEOC, contacting the Watch Officer at the VEOC, or contacting the Regional Coordinator to the VEOC immediately following the declaration of a local emergency.
29 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Lancaster County Emergency Services is required to report a Declaration of Emergency to the VEOC and encouraged to report all incidents of significance to the VEOC. In most situations, incident information is reported using existing mechanisms to the VEOC. This information may include: Implementation of an incident management or emergency response plan or action to mitigate, respond to, or recover from an incident; and Activation of local and State mutual aid agreements in response to incidents in emergency proclamation or declarations, or requiring federal assistance.
30 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Administration, Finance and Logistics
Mutual Aid Agreements Emergency assistance may be made available from neighboring jurisdictions in accordance with mutual aid agreements. Emergency forces may be sent from each county to assist adjoining jurisdictions. Such assistance will be in accordance with existing mutual aid agreements or, in the absence of official agreements, directed by the Emergency Services Director or, in his absence, the Emergency Services Coordinator when they determine that such assistance is necessary and feasible. Currently, there are mutual aid agreements between Lancaster County and: Northumberland County, Middlesex County and Richmond County. These agreements address public safety response needs for fire departments, rescue squads and law enforcement agencies.
Logistics In an emergency situation, County resources may be supplemented with trained volunteers, solicited through the C.E.R.T. program. County employees may be reassigned to perform other duties, at the direction of the County Administrator or his designee. The use of spontaneous volunteers to support functions of County personnel is addressed in ESF #17 – Volunteers and Donations Management.
Finance In an emergency situation, as defined by the EOP, the Accounts Administrator will be responsible for expediting the process of procuring the necessary goods and services to support emergency operations; designating disaster account numbers(s) that disaster expenditures will be charged to, coordinating with department heads and the real estate assessor during the damage assessment and recovery phases of disaster operations; assisting in the development of applications for state and federal assistance; participating in the development and review of vendor contracts; developing, documenting, and providing financial data to the proper authorities, as necessary.
The accounting process followed by all departments will follow existing standardized procedures. All departments must adhere to established disaster accounting and finance procedures to minimize the potential for waste, fraud, and delays in processing requests, maximize state and federal assistance, and facilitate the documentation of disaster expenditures, the development of disaster cost statistics, and audits following the disaster.
31 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Plan Maintenance
The Code of Virginia, §44-146.19E, requires each jurisdiction to prepare and keep current a local EOP. Every four years, Lancaster County shall conduct a comprehensive review and revision of its EOP to ensure that it remains current. The revised plan shall be formally adopted by the jurisdiction’s governing body.
The EOP should be reviewed and revised: After major events in which the plan was activated; After a formal update of planning guidance or standards; After a plan activation or major exercise; After a change in the jurisdiction’s demographics or hazard or threat profile, or The enactment of new or amended laws or ordinances or policy changes.
32 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Authorities and References
Federal The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended The Homeland Security Act of 2002 National Response Framework, FEMA January 2008 Developing and Maintaining Emergency Operations Plans; Comprehensive Preparedness Guide 101 v.2 Americans with Disabilities Act of 2010
State Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended The Commonwealth of Virginia Emergency Operations Plan (COVEOP) available on the VDEM website: http://www.vaemergency.gov/em-community/plans/2012COVEOP
Local Regional or Local Hazard Mitigation Plan Local Comprehensive Plan
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Appendix A: Succession of Authority
Continuity of Government is critical to the successful execution of emergency operations. Therefore, the following lines of succession are specified in anticipation of any contingency, which might result in the unavailability of the ranking member of the response hierarchy. The decision-making authority for each organization or service function is listed below by position in decreasing order.
Organization/Service Function Authority in Line of Succession
Director of Emergency Services 1. Appointed Board of Supervisors member 2. County Administrator 3. Board of Supervisors member by seniority
Coordinator of Emergency Services 1. Coordinator of Emergency Services 2. Deputy Coordinator of Emergency Services
Sheriff’s Office 1. Sheriff 2. Captain - Uniformed 3. Lieutenant - Uniformed
Fire Department 1. Fire Chief 2. Deputy Chief / Asst. Chief 3. Captain
School System 1. Superintendent 2. Director of Facilities and Operations 3. Support Services Specialists 4. Supervisor of Maintenance
Health Department 1. District Health Director 2. District Nursing Supervisor
Rescue Squads 1. Captain 2. Lieutenant
VPI-SU Extension Service 1. Unit Director 2. Extension Agent 3. Senior Secretary
Social Services 1. Director 2. Social Work Supervisor 3. Eligibility Supervisor 35 Lancaster County Emergency Operations Plan Adopted January 22, 2015
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Appendix B: Sample Declaration of Local Emergency
WHEREAS, the Director of Emergency Management of the County of Lancaster does/did hereby find:
1. That due to ______(Specify Event), the County of Lancaster is facing/faced dangerous conditions;
2. That due to the ______(Specify Event), in the County of Lancaster, a condition of extreme peril to life and property necessitates/necessitated the proclamation of the existence of a local emergency;
NOW, THEREFORE, IT IS HEREBY PROCLAIMED that an emergency does now/or did exists throughout said Jurisdiction; and
IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said emergency, the powers, functions, and duties of the Emergency Management Organization of Jurisdiction shall be/were those prescribed by State Law and the Ordinances, Resolutions, and approved plans of Jurisdiction in order to mitigate the effects of said emergency; and,
IT IS FURTHER ORDERED that during the existence of said emergency, the Director of Emergency Management is authorized to commit County funds, in sums sufficient and not to exceed fifty dollars ($50,000) in the said emergency, and that such funds are hereby appropriated in the amount of fifty thousand dollars ($50,000) to the Disaster Response account.
______Date
______Chair, Board of Supervisors County of Lancaster Commonwealth of Virginia
Attest: ______Clerk, Board of Supervisors County of Lancaster Commonwealth of Virginia 37 Lancaster County Emergency Operations Plan Adopted January 22, 2015
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Appendix C: Acronym List
APHIS Animal and Plant Health Inspection Service CERT Community Emergency Response Team CFO Chief Financial Officer CR Community Relations DSCO Deputy State Coordinating Officer DHS Department of Homeland Security DRC Disaster Recovery Center DMME Department of Mines, Minerals, and Energy DRM Disaster Recovery Manager EAS Emergency Alert System EOC Emergency Operations Center ESF Emergency Support Function EPA Environmental Protection Agency FEMA Federal Emergency Management Agency ICS Incident Command System JIC Joint Information Center JFO Joint Field Office MACC Multi-agency Command Center MOA Memorandum of Agreement MOU Memorandum of Understanding NAWAS National Warning System NCR National Capital Region NGO Nongovernmental Organization NIMS National Incident Management System NOAA National Oceanic and Atmospheric Administration NRC Nuclear Regulatory Commission NRP National Response Plan NWS National Weather Service PDA Preliminary Damage Assessment PIO Public Information Officer POC Point of Contact RACES Radio Amateur Civil Emergency Services SAR Search and Rescue SCC State Corporation Commission SOP Standard Operating Procedures
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USACE U.S. Army Corps of Engineers USCG U.S. Coast Guard USDA U.S. Department of Agriculture VOAD Voluntary Organizations Active in Disaster WMD Weapons of Mass Destruction
40 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Appendix D: Definition List
Amateur Radio Emergency Services A public service organization of licensed amateur radio operators who have voluntarily registered their qualifications and equipment to provide emergency communications for public service events as needed
Command Section One of the five functional areas of the Incident Command System. The function of command is to direct, control, or order resources, including people and equipment, to the best possible advantage.
Command Post That location at which primary command functions are executed; usually co co-located with the Incident Base, also referred to as the Incident Command Post.
Emergency Any occurrence, or threat, whether natural or man-made, which results or may result in substantial injury or harm to the population or substantial damage to or loss of property or natural resources and may involve governmental action beyond that authorized or contemplated by existing law because governmental inaction for the period required to amend the law to meet the exigency would work immediate and irrevocable harm upon the citizens or the environment of the Commonwealth or clearly defined portion or portions thereof.
Decontamination The process of making people, objects, or areas safe by absorbing, destroying, neutralizing, making harmless, or removing the Hazardous Materials/HAZMAT.
Emergency/Disaster/Incident An event that demands a crisis response beyond the scope of any single line agency or service and that presents a threat to a community or larger area. An emergency is usually an event that can be controlled within the scope of local capabilities; a major emergency or disaster usually requires resources beyond what is available locally.
Emergency Alert System A network of broadcast stations interconnecting facilities authorized by the Federal Communications Commission (FCC) to operate in a controlled manner to warn and inform the public of needed protective actions in the event of a disaster or emergency situation.
41 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Emergency Operations Center A facility from which government directs and controls its emergency operations; where information about the status of the emergency situation is officially collected, assimilated, and reported on; where coordination among response agencies takes place; and from which outside assistance is officially requested.
Emergency Management The preparation for and the carrying out of functions (other than functions for which military forces are primarily responsible) to prevent, minimize, and repair injury and damage resulting from natural or manmade disasters. These functions include fire-fighting, police, medical and health, rescue, warning, engineering, communications, evacuation, resource management, plant protection, restoration of public utility services, and other functions related to preserving the public health, safety, and welfare.
Exercise An activity designed to promote emergency preparedness; test or evaluate emergency operations plans, procedures, or facilities; train personnel in emergency response duties; and demonstrate operational capability. There are three specific types of exercises: tabletop, functional, and full scale.
Evacuation Assisting people to move from the path or threat of a disaster to an area of relative safety.
Federal Disaster Assistance Aid to disaster victims and/or state and local governments by federal agencies under provisions of the Robert T. Stafford Relief and Emergency Assistance Act of (PL 93-288).
Geographic Information System A computer system capable of assembling, storing, manipulating, and displaying geographically referenced information, i.e., data identified according to their locations.
Hazardous Materials Substances or materials that may pose unreasonable risks to health, safety, property, or the environment when used, transported, stored or disposed of, which may include materials that are solid, liquid, or gas. Hazardous materials may include toxic substances, flammable and ignitable materials, explosives, or corrosive materials, and radioactive materials.
42 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Hazardous Materials Emergency Response Plan The plan was developed in response to the requirements of Section 303 (a) of the Emergency Planning and Community Right-to-Know Act (Title III) of Superfund Amendments and Reauthorization Act of 1986. It is intended to be a tool for our community’s use in recognizing the risks of a hazardous materials release, in evaluating our preparedness for such an event, and in planning our response and recovery actions. This plan is separate from the county’s Emergency Operations Plan.
Incident Command System A model for disaster response that uses common terminology, modular organization, integrated communications, unified command structure, action planning, manageable span of control, pre-designed facilities, and comprehensive resource management. In ICS there are five functional elements: Command, Operations, Logistics, Planning and Finance/Administration.
Incident Commander The individual responsible for the management of all incident operations.
Initial Damage Assessment Report A report that provides information regarding overall damage to public and private property, thereby providing a basis for emergency declaration and/or disaster assistance.
Integrated Communications Plan This plan coordinates the use of available communications means and establishes frequency assignments for certain functions.
Joint Field Office The central coordination point among federal, state and local agencies and voluntary organizations for delivering recovery assistance programs.
Local Emergency The condition declared by the local governing body when, in its judgment, the threat or actual occurrence of a disaster is or threatens to be of sufficient severity and magnitude to warrant coordinated local government action to prevent, or alleviate loss of life, property damage, or hardship. Only the Governor, upon petition of a local governing body, may declare a local emergency arising wholly or substantially out of a resource shortage when he deems the situation to be of sufficient magnitude to warrant coordinated local government action to prevent or alleviate the hardship or suffering threatened or caused thereby.
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Local Emergency Planning Committee Appointed representatives of local government, private industry, business, environmental groups, and emergency response organizations responsible for ensuring that the hazardous materials planning requirements of the Superfund Amendments and Reauthorization Act of 1986 (SARA Title III) are complied with.
Mitigation Activities that actually eliminate or reduce the chance occurrence or the effects of a disaster. Examples of mitigation measures include, but are not limited to, the development of zoning laws and land use ordinances, State building code provisions, regulations and licensing for handling and storage of hazardous materials, and the inspection and enforcement of such ordinances, codes and regulations.
Mobile Crisis Unit A field response team staffed and operated by mental health professionals specially trained in crisis intervention. The Mobile Crisis Unit is available to provide on-scene crisis intervention to incident victims and to follow up work with victims and formal critical incident stress debriefings for service providers after the incident has been brought under control.
Mutual Aid Agreement A written agreement between agencies and/or jurisdictions in which they agree to assist one another, upon request, by furnishing personnel and/or equipment in an emergency situation.
National Response Framework A guide to how the nation conducts all-hazards response. It is built upon scalable, flexible and adaptable coordinating structures to align key roles and responsibilities across the nation.
National Weather Service The federal agency which provides localized weather information to the population, and during a weather-related emergency, to state and local emergency management officials.
Preparedness The development of plans to ensure the most effective, efficient response to a disaster or emergency. Preparedness activities are designed to help save lives and minimize damage by preparing people to respond appropriately when an emergency is imminent. Preparedness also includes establishing training, exercises and resources necessary to achieve readiness for all hazards, including weapons of mass destruction incidents.
44 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Presidential Declaration A presidential declaration frees up various sources of assistance from the federal government based on the nature of the request from the governor.
Situation Report A form which, when completed at the end of each day of local Emergency Operations Center operations, will provide the jurisdiction with an official daily summary of the status of an emergency and of the local emergency response. A copy should be submitted to the state EOC via fax or submitted through the Virginia Department of Emergency Management website.
Span of Control As defined in the Incident Command System, span of control is the number of subordinates one supervisor can manage effectively. Guidelines for the desirable span of control recommend three to seven persons. The optimal number of subordinates is five for one supervisor.
Special Needs Populations Populations whose members may have additional needs before, during, and after an incident in functional areas, including but not limited to: maintaining independence, communication, transportation, supervision, and medical care. Individuals in need of additional response assistance may include those who have disabilities; who are older adults, who are children; who are from diverse cultures; who have limited English proficiency or are non-English speaking; or who are transportation dependent
State of Emergency The condition declared by the Governor when, in his judgment, a threatened or actual disaster in any part of the state is of sufficient severity and magnitude to warrant disaster assistance by the state to supplement local efforts to prevent or alleviate loss of life and property damage.
Superfund Amendments and Reauthorization Act of 1986 Established federal regulations for the handling of hazardous materials.
Unified Command Shared responsibility for overall incident management as a result of a multi-jurisdictional or multi-agency incident. In the event of conflicting priorities or goals, or where resources are scarce, there must be a clear line of authority for decision-making. Agencies contribute to unified command by determining overall goals and objectives, jointly planning for tactical activities, conducting integrated tactical operations and maximizing the use of all assigned resources.
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Victim A person who has suffered physical, psychological or economic harm as a direct result of the commission of a felony, assault and battery, stalking in violation, sexual battery, attempted sexual battery, maiming or driving while intoxicated in violation (Source §19.2-11.01B).
Weapons of Mass Destruction Any explosive, incendiary, or poison gas, bomb, grenade, rocket having a propellant charge of more than 4 ounces, or a missile having an explosive incendiary charge of more than 0.25 ounce, or mine or device similar to the above; poison gas; weapon involving a disease organism; or weapon that is designed to release radiation or radioactivity at a level dangerous to human life. (Source: 18 USC 2332a as referenced in 18 USC 921).
46 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Emergency Support Function #1 – Transportation and Evacuation Lead Agency Lancaster County Sherriff’s Office, Virginia Department of Transportation (VDOT), Lancaster County Public Schools, Bay Aging (Bay Transit)
Support Agencies Department of Social Services, Kilmarnock Volunteer Fire Department, Lancaster/Kilmarnock Volunteer Rescue Squad, Upper Lancaster Volunteer Fire Department, Upper Lancaster Volunteer Rescue Squad, White Stone Volunteer Fire Department
Introduction
Purpose: Emergency Support Function (ESF) #1 – Transportation and Evacuation is to coordinate, develop and implement traffic control measures that will enhance evacuation and reentry to affected areas. The measures taken for evacuation will maintain vehicle flow and maximize the capacity of critical roadway links and intersections for emergency and disaster situations. The evacuation, if necessary, will be performed in a safe, timely and orderly process.
Scope: This ESF will coordinate evacuation transportation as its first priority and facilitate movement of the public in coordination with other transportation agencies. All government vehicles will be prioritized for use. In the event of a localized life-threatening incident, the public safety agency on scene may order a local evacuation. Assistance provided by ESF #1 includes, but is not limited to: processing all transportation requests from County agencies and emergency support functions.
Policies: Local transportation planning will use the most effective means of transportation to carry out the necessary duties during an incident; this includes the State’s Hurricane Evacuation Study and VDOT data. Local transportation planning will recognize State and Federal policies, regulation, and priorities used to control movement of relief personnel, equipment, and supplies; To facilitate the prompt deployment of resources, priorities for various incidents are developed and maintained through an interagency process led by the local government prior to an incident. Each ESF is responsible for compiling, submitting, and updating information for inclusion in the ESF #1 prioritized shipments.
47 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Should an evacuation become necessary, warning and evacuation instructions will be put out to the public via media sources by the Public Information Officer. Media releases should include evacuation procedures and recommended routes. The Sheriff’s Department, assisted as necessary by the Fire and Rescue Departments and other County departments, may use vehicles equipped with mobile loudspeakers to warn all residents in the threatened area of the evacuation warnings.
48 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Concept of Operations General: The EOP provides guidance for managing the use of transportation services and deployment of relief and recovery resources.
A disaster may severely damage the transportation infrastructure and interrupt transportation services. Most localized transportation activities will be hampered by lack of useable surface transportation infrastructure. The damage to the transportation infrastructure may influence the means and accessibility level for relief services and supplies.
Disaster responses, which require usable transportation routes, will be difficult to coordinate effectively during the immediate post disaster period. Clearing access routes will permit a sustained flow of emergency relief, although localized distribution patterns may be disrupted for a significant period.
All local transportation resources not being used for the emergency/disaster will be available for use. All requests for transportation support will be submitted to the Emergency Operations Center for coordination, validation, and/or action in accordance with this Emergency Support Function.
Organization: Lancaster County, in conjunction with the VDOT, is responsible for coordinating resources needed to restore and maintain transportation routes necessary to protect lives and property during an emergency or disaster.
VDOT will provide a liaison and provide information on road closures, alternate routes, infrastructure damage, and debris removal, and bus transit and restoration activities. VDOT, in conjunction with Lancaster County, will assess the condition of highways, bridges, signals, bus transit and other components of the transportation infrastructure and where appropriate: • Close infrastructure determined to be unsafe; • Post signage and barricades; and • Maintain and restore critical transportation routes, facilities, and services.
Damaged transportation infrastructure will be reported via Local Situation Reports or other means and will be addressed by the Sheriff’s Department. Refer to ESF # 3 – Public Works and Engineering regarding the cleanup priority of roadways as well as the identification of alternate roadways and access routes.
Churches and other civic organizations which call in known elderly should be encouraged to verify or provide transport for those which can be moved by private auto, identify those which need handicapped vehicle or ambulance transport, and provide reports back to the EOC/Social
49 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Services representative of those who have been provided for. In order to best identify the transportation need, callers should be asked for a brief summary of the specific handicap.
Transportation Resources Personal vehicular transportation is the primary type available to residents. There is limited, on- demand service from local transportation companies. Route 3 is the primary road infrastructure in the County. Evacuation transportation will be provided by Lancaster County Public Schools and Bay Aging, from designated pickup sites to the public shelter; such locations and routes will be publicized at the time that an evacuation is ordered.
Evacuation routes Should an evacuation become necessary, warning and evacuation instructions will be put out via radio and TV. The Public Information Officer will develop and provide public information announcements and publications regarding evacuation procedures, to include recommended primary and alternate evacuation routes, designated assembly points for those without transportation, rest areas and service facilities along evacuation routes, if appropriate, as well as potential health hazards associated with the risk. For hurricanes, evacuation should be completed prior to the onset of sustained tropical storm force winds (39 mph).
Traffic-control resources Maps Personnel to direct traffic and staff control points Signs to control or restrict traffic Two-way radios to communicate to personnel within and outside the secured area Control point(s) Adjacent highway markers indicating closure of area Markers on surface roads leading into the secured area Patrols within and outside the secured areas, in coordination with ESF #13 – Public Safety and Security, a resource request for additional law enforcement / security personnel is likely to be necessary An established pass system for entry and exit of secured area(s) The Virginia Department of Transportation Residency Shop has general responsibility for signing and marking.
50 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Actions: ESF #1 will develop, maintain, and update plans and procedures for use during an emergency; Personnel will stay up to date with education and training that is required for a safe and efficient response to an incident; Alert Lancaster County Emergency Services Director of possible incident and begin preparations for mobilization of resources if necessary; If necessary, contact State or Federal agencies and alert Secondary Agencies. Assess initial damage and work to decide on the priorities for reconstruction and restoration of critical transportation facilities; Keep a record of all expenses; Prepare appropriate facilities for possible use; Locality will communicate and inform the State EOC of actions and intentions; ESF #1 staff coordinates the use of transportation resources to fulfill mission assignments and follow established practices and procedures; and Continue to provide support where needed.
Roles and Responsibilities Director of Emergency Services: A member of the County Board of Supervisors. Responsible for issuing the order to evacuate. However, in the event of a fire or a hazardous materials incident, the first responder or the Fire Chief, on arrival at the scene, may order an evacuation. For the purposes of a fire, hazardous materials incident or other small-scale evacuation, the Chief of Emergency Services may order an evacuation. The Emergency Services Coordinator will coordinate the evacuation effort. Fire Chief: Reports to the Emergency Services Coordinator. In case of fire or a hazardous-materials incident, may order an evacuation. The Fire Chief oversees hazardous/toxic materials during disposal of debris during and after an event.
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Emergency Services Coordinator (or Deputy): the Chief of Emergency Services, assisted by the school administration, will coordinate all transportation resources that will be utilized in the evacuation. The school system will provide school buses including wheelchair-lift buses for transporting those people who do not have any means of transportation. If necessary, additional transportation resources will be solicited from public and private bus companies, churches, as well as private non- profit agencies that provide transportation services for special populations in the county. Local service stations and independent towing services will provide road service as necessary, dispatched by the sheriff office dispatchers. County rescue squads will transport those patients absolutely requiring ambulance transport. Public Information Officer: Serves as the primary source of contact for release of information to the media. Any media contacting the dispatch center shall be referred to the PIO. This will allow emergency personnel to use their resources for responding to the event and give the media one source to contact for details. This does not preclude emergency personnel from responding to media inquiries on the scene, although caution should be used in releasing details of injuries or death before families can be notified. The County Administrator shall act as the Public Information Officer. Sheriff: The Sheriff’s Office will be the lead coordinating agency for traffic control and security actions. Traffic control measures will be developed and implemented by Sheriff’s office, traffic engineers, town public works department, and emergency management personnel, in conjunction with Virginia State Police, Virginia Department of Transportation, the U. S. Coast Guard, and adjacent jurisdictions, as necessary. The Sheriff’s office, assisted by the Fire Department, is responsible for implementing the evacuation directive, in coordination with other county departments (i.e., public works, schools, social services), and appropriate state agencies (i.e., Virginia State Police, Virginia Department of Transportation), as required. Evacuation response teams will be organized for warning, traffic control, and security of the evacuated areas, as necessary. VDOT Resident Engineer: Assists in controlling access to evacuated areas by erecting traffic barriers at strategic points. Damage Assessment Coordinator: Assess the overall damage to public and private property, thereby providing a basis for an emergency declaration and/or disaster assistance. The completion of specific information using designated forms is required in order to be eligible for post-disaster assistance. The Damage Assessment Coordinator shall be the County Building Official.
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TAB A to Emergency Support Function #1 - Coordination
The Emergency Services Coordinator, assisted by law enforcement and school administration, will coordinate all transportation resources that will be utilized in an evacuation. The school system will provide school buses for transporting those people who do not have any means of transportation. If necessary, additional transportation resources will be solicited from public and private bus companies, churches, as well as private non-profit agencies that provide transportation services for special populations in the County. Local service stations and independent towing services will provide road services as necessary.
Special needs resources will include handicapped equipped school buses and recreation vans. Ambulance services and nursing homes will provide the specialized equipment necessary to complete the relocation of special needs individuals to a shelter.
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Emergency Support Function #2 – Communication and Warning Lead Agencies Emergency Services, Law Enforcement
Support Agencies Information Technology, Amateur Radio, Kilmarnock Volunteer Fire Department, Kilmarnock- Lancaster Volunteer Rescue Squad, Upper Lancaster Volunteer Fire Department, Upper Lancaster Volunteer Rescue Squad, White Stone Volunteer Fire Department ______
Introduction Purpose: The purpose of Emergency Support Function #2- Communication and Warning is two-fold. First, is to maintain continuity of information and telecommunication equipment. The second is to keep the public and county employees informed in regards to an emergency situation, and provide guidance when appropriate. This section describes Lancaster’s emergency communications/notification and warning system.
Scope: ESF #2 works to accurately and efficiently transfer information during an incident both through the County and to the citizens. Communications will be processed through whatever means necessary to get the message out. Large-scale emergency operations usually require a communication capability beyond the normal capacities of local government in conjunction with ESF #15 – External Affairs.
Policies: The Emergency Communication Center (ECC) operates 24 hours a day, 7 days a week and serves as the 911 center and the locality warning point The ECC is accessible to authorized personnel only The Emergency Operations Center (EOC) which will be activated, based on need, will consist of the Director, Coordinator, and Deputy Coordinator of Emergency Services, and key department heads or their designated representatives. Support personnel needed to assist with communications, designated logistics, and administration will also be designated The ECC and EOC will initiate notification and warning of appropriate personnel
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Concept of Operations
General: The Emergency Operations Plan (EOP) provides guidance for managing emergency communications resources.
The ECC is most often the first point of contact for the general public. The ECC has the capability to access the Emergency Alert System (EAS) to deliver warnings to the public. The Emergency Services Coordinator, Deputy Coordinator, and the ECC Supervisor are authorized to activate the EAS and launch CodeRED messages. All message traffic is tape recorded and logged. The dispatcher on duty will notify other key personnel, chiefs and department heads as required by the type of report and standard operating procedures.
Use of all available forms of warning and notification may not provide sufficient warning to the general public and special needs population. Emergency Services should coordinate with Social Services to reach out to these populations before a disaster occurs to determine the best mode of communication. Activities should be coordinated via ESF #6 – Mass Care and Sheltering.
During a major disaster, the EOC will be activated. To coordinate emergency operations, additional telephone lines are available in the EOC. At least one phone with a special publicized number will be reserved for “rumor control” to handle citizen inquiries. The Coordinator of Emergency Services will coordinate with the Director of Information Technology to provide for these services.
Amateur radio operators may provide emergency backup radio communications between the EOC and the State EOC, should normal communications be disrupted. They may also provide communications with some in-field operations.
It is important that while communicating, standard or common terminology is used so that multiple agencies are better able to interact and understand each other.
Should an evacuation become necessary, warning and evacuation instructions will be put out via radio, TV, and CodeRED. The Emergency Services Director and Coordinator will take evacuation directions from the State and will coordinate with the County Administrator. The County Administrator will provide public information announcements, publications and instructions regarding evacuation procedures to include recommended primary and alternate evacuation routes, designated assembly points for those without transportation, rest areas and service facilities along evacuation routes, if appropriate, as well as potential health hazards associated with the risk.
Note: For hurricanes, evacuation should be completed prior to the onset of sustained tropical storm force winds, which are 39 miles per hour.
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Organization: Lancaster County emergency communications are heavily dependent on the commercial telephone network primarily provided by Verizon and Metrocast. Critical infrastructure has been identified for emergency repair, and provided to the service providers; no emergency support agreement is presently in place. The telephone system is vulnerable to the effects of emergencies and disasters and to possible system overload due to increased usage. Technical failure or damage loss of telecommunications equipment could hamper communications or the ability to communicate with emergency personnel and the public throughout the locality.
Amateur radio operators and other nongovernmental volunteer groups used to assist with emergency radio communications support will be under the authority of the Emergency Services Coordinator. The amateur radio or other nongovernmental volunteer operators will be required to actively participate in regular training and exercises established by the emergency management staff.
Mass email notification is an alternate means of communication to provide pertinent information to County employees. Staff will receive general information such as: current weather conditions, weather alerts and warnings, current security threat conditions and information pertinent to current events that may implement personal emergency response, planning and official news releases.
Local radio and television stations may be used to provide public service announcements as appropriate to the citizens. The same news coverage will be monitored for accuracy of the information being disseminated. News conferences and press operations for incident area tours will be handled through ESF #15 – External Affairs.
Lancaster County has several options to relay emergency information to the residents. CodeRED is a subscription-based system, free of charge to the public, to alert residents of any emergency information for their area. Residents can register online for alerts via telephone, email, and text messages; those who register for this service are notified anytime there is an alert. The Emergency Services (Deputy) Coordinator can activate the CodeRED system to send messages, which originate from the EOC.
There are some county departments that utilize social media sites, such as Facebook and Twitter, to disseminate local and statewide messages that may or may not be related to an emergency. Information related to incoming weather events, traffic hazards, and other messages can be communicated via these networks to alert citizens. The Lancaster Department of Emergency Services will make notifications through Facebook, Twitter, public safety radio, broadcast television and radio, and/or messages delivered by cable providers.
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Actions: Develop, maintain and update standard operating procedures/emergency procedures to implement in the EOP, making sure to include record keeping procedures for expenses The ECC will initiate notification and warning of appropriate personnel. Landline telephones, voice or data-2 way radio, wireless and satellite telecommunications devices may be utilized to notify officials, EOC staff, emergency personnel and others Emergency Services vehicles equipped with public address systems may be used to warn the general public Maintain effective communications throughout the incident in order to have the capability to direct and control emergency operations as well as to provide initial warning and alert in the event of an emergency. This includes maintenance, testing, and upgrading communications equipment, as necessary, to ensure as well as enhance the County’s communications capability in the event of an emergency Assign emergency duties and provide specialized training as needed to personnel associated with ESF #2 – Communication During the Mobilization phase: o Ensure the operational capability of the EOC. Test communications systems and backup electrical power. o Alert special facilities that would require assistance to evacuate from the threatened area as needed. o Ensure that amateur radio operators are on standby to provide emergency backup radio communications in the event that normal communications are disrupted Activate rumor control communications equipment and personnel to handle citizen inquiries at the beginning of the response phase. This should continue into the recovery phase until the emergency has subsided Coordinate with amateur radio operators as needed to enhance the existing communications network and possible to facilitate communications with selected field operators
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The Emergency Services Coordinator or designee must authorize the use of the Emergency Alert System Emergency warning may originate at the Federal, State, or local level of government. Timely warning requires dissemination to the public by all available means: Emergency Alert System - IPAWS CodeRED Local radio stations o WCVE 88.9 FM o WCNV 98.1 FM o WIGO 104.9 FM o WKWI 101.7 FM o WNNT 107.5 FM o WRAR 105.5 FM o WXGM 99.1 FM Local television channels o WRIC TV Channel 8 o WTVR TV Channel 6 o WWBT TV Channel 12 o Metrocast Channel 7 NOAA Weather Radio – National Weather Service Mobile public address system Telephone General broadcast over all available radio frequencies Newspaper Amateur Radio Volunteers
Responsibilities: Develop and maintain primary and alternate communications system for contact with local jurisdictions, State agencies, nongovernmental and private sector agencies required for mission support Develop and maintain procedures for communications to include setting up telephones in the EOC on short notice and backup radio communications for operations in the field Ensure the ability for the ECC to provide continued service as the public safety answering point (PSAP) for incoming emergency calls. Ensure communication lines and equipment essential to emergency services are maintained by the appropriate vendor. Provide additional staffing in the EOC to assist with communication functions. Develop and maintain an emergency communications program and plan. When a disaster threatens the local area, monitor on-duty personnel as well as chiefs and department heads as required by the type of incident and standard operating procedures. Continue to monitor the situation.
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Develop and maintain procedures for warning, describe the devices that will be used, and assure that there is complete geographical coverage. Assign responsibilities for activating warning systems. Include provisions for warning special facilities (schools, hospitals, nursing homes, etc.) and individuals (functional/medical needs populations and non-English speaking) as appropriate Provide telephone service providers with a restoration priority list for telephone service prior to and/or following a major disaster Maintain records of cost and expenditures and forward them to Accounts Administrator.
EOC PROCEDURES The Lancaster County primary EOC is located at , Kilmarnock, Virginia. Adequate space is available for all key service chiefs and the EOC support staff. It is the goal of the EOC to be operational within one hour of official notification or alert (normally received by the ECC). It is the responsibility of the Emergency Services (Deputy) Coordinator to setup the EOC for operation.
The Emergency Services Coordinator or their designee will ensure the operational capability of the EOC by providing adequate working space and materials for each member of the EOC staff. Wall maps and a status board with damage assessment information will also be provided. The Message Clerk will begin an official log and begin to process and monitor all emergency message traffic. A photocopier is available in the EOC.
Also, when the EOC becomes operational, a dispatcher will be assigned to assure adequate communications. Arrangements must be made to install adequate phone service, either for a skeletal or for a full-staffing operation, depending on the situation. The phone system has limited capacity for incoming / outgoing calls. Telephone communication will require supplementation with cellular telephones, internet (email), and satellite phones. Back-up radio communications should be established from the local EOC to the State EOC, to in-the-field emergency services, and to adjacent jurisdictions. A licensed Radio Amateur Emergency Civil Service (RACES) operator will be designated to man the radio in the EOC. The generator that supplies back up power is tested on a routine basis.
An operations log should be maintained. Suggested procedures for handling messages are outlined at Tab A. Periodic and regular briefings will be held no less than twice a day to give status update; furthermore, damage assessment information will be displayed.
The Emergency Services Coordinator will direct and control all emergency support functions, with the counsel and approval of the Director of Emergency Services. The succession of authority for all key positions is listed in Appendix A of the Basic Plan.
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The County Administrator will serve as the designated PIO in the event of an emergency and will be responsible for public information and rumor control. This operation will be established in a separate location, in coordination with ESF #15 – External Affairs. Adequate phone lines, personnel, security, and a news media briefing room must be provided. The Coordinator, before dissemination, will approve all releases.
Calls for assistance should be directed to the ECC who will transfer the call to the EOC if not life threatening. Calls will be logged and handled as soon as it is deemed safe or the emergency has passed. General information calls will be directed to a phone line for the EOC that has a prerecorded message regarding sheltering, evacuations, etc.
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TAB A to Emergency Support Function #2 – EOC Message Flow
Dispatcher/Phone Operator Receive incoming messages. Record them on standard 3-color form. Enter in personal log and make a photocopy if desired. Deliver messages to the Coordinator.
Coordinator Direct and control all emergency operations. Delegate action to service chiefs, as needed, by providing the yellow copy of the message. Assure the routing of all official messages through the Coordinator to the Message Clerk for filing.
Message Clerk Maintain the official files for the Coordinator— “Incoming Messages,” “On-going Actions,” and “Completed Actions.” Maintain a log of all messages. Assist the Coordinator in keeping abreast of the status of all actions.
Service Chiefs Receive task with yellow copy from Coordinator. Complete action. Make a record of all action and attach to yellow “action copy” of message. Return to Coordinator. Retain a photocopy of yellow message plus attachments.
Messengers Make photocopies of messages and supporting documentation and return them with the original to the individual making the request. Deliver messages and perform other support duties as required.
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FOR OFFICIAL USE ONLY
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TAB B to Emergency Support Function #2 – Amateur Radio Emergency Service
The Amateur Radio Emergency Service (ARES) is an unincorporated association of federally licensed amateur radio operators who have voluntarily offered their qualifications and equipment for communications duty in public service when disaster strikes, pursuant to Federal Communications Rule 97.1(a).
Lancaster County leadership within ARES is exercised by the ARES Emergency Coordinator who appoints Assistant ARES Emergency Coordinators, as necessary, to assist in the administration and operation of ARES throughout the County. The ARES Emergency Coordinator for Lancaster County reports to the Emergency Coordinator who, in turn, reports to the Virginia Section Emergency Coordinator.
A Memorandum of Understanding (MOU) between the Commonwealth of Virginia Department of Emergency Management and the Amateur Radio Emergency Service for the Radio Amateur Emergency Civil Service (RACES) and Amateur Radio Emergency Services (ARES) was signed on July 3, 2008, and remains in effect.
Upon notification by the EOC or other appropriate Lancaster County officials, Lancaster County ARES Emergency Coordinator will alert his ARES members, task organize his personnel and communications resources, and report immediately to the EOC or other locations as directed. Upon reporting to the responsible Lancaster County official directing activation, the ARES Emergency Coordinator shall receive tasking from that official until termination of the emergency. If the Virginia Department of Emergency Management or higher authority activates the Radio Amateur Civil Service (RACES) as specified in the Code of Virginia, Section 44-146.16, the ARES members will then assume the authorizations and responsibilities as defined under the FCC rules and regulations.
Lancaster County ARES members are prepared to provide emergency backup radio communications, sustained by their own emergency backup power, from any location within Lancaster County to other local, State, and national locations, should the emergency so warrant. Emergency backup radio communications provided by Lancaster County ARES members include equipment utilizing a wide variety of media and frequencies that are capable of passing telecommunications requirements of the EOC or other local officials.
It shall be the responsibility of Lancaster County ARES Emergency Coordinator to ensure that personnel and communications resources assigned to his area remain fully prepared to support any of the functional operations phases. They shall keep the EOC fully advised of the state of readiness of ARES in Lancaster County.
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TAB C to Emergency Support Function #2 – EOC Message Form
GENERAL MESSAGE (ICS 213) 1. Incident Name (Optional): 2. To (Name and Position):
3. From (Name and Position):
4. Subject: 5. Date: 6. Time Date HHMM 7. Message:
8. Approved by: Name: Signature: Position/Tit le: 9. Reply:
10. Replied by: Name: Posi ion/Title: Signature: ICS 213 Date/Time: Date
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TAB D to Emergency Support Function #2 – CodeRed Sample Messages
Evacuation (Voluntary) Due to ______, residents in ______are strongly encouraged to evacuate their homes and proceed to ______until weather conditions have improved and it is safe to return to their homes. Follow directions given by emergency workers, State police, or the Sheriff’s office.
Evacuation (Mandatory) Due to ______, residents in ______are required to evacuate from their homes and proceed to ______. Residents in this area will be advised when it is safe to return to their homes. Follow directions given by emergency workers, State police, or the Sheriff’s office.
Shelter notification A shelter has been established at ______for residents during ______. If you are going to the shelter, make sure to bring any medical supplies you need for at least 72 hours. If you are bringing a service animal or pet, please bring shot records, any medicines, and food stuffs with them.
Law Enforcement Situation Law Enforcement is on scene with a situation at ______. Citizens are advised to bypass the area using ______for their safety.
Hurricane Notification There is an incoming hurricane that is expected to impact Lancaster County at approximately ______(time) on ______(date). It is expected to bring winds of up to ______mph, potential flooding,
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Hazardous Materials Incident There is an incident involving hazardous materials at ______. Law enforcement, fire department, and State units are on scene.
Add-ons: Residents in the area are advised to shelter in place by keeping their windows closed and turning off HVAC units until advised otherwise. Residents in ______area advised to evacuate their homes and proceed to ______for temporary sheltering. Further information will be forthcoming. Follow directions given by emergency workers, State police, and the Sheriff’s office.
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Emergency Support Function #3 – Public Works and Engineering Lead Agency Land Use/Planning Director, Building Official, Buildings/Maintenance
Support Agencies Emergency Services, VPI & SU Extension Agent, Kilmarnock Volunteer Fire Department, Kilmarnock/Lancaster Volunteer Rescue Squad, Upper Lancaster Volunteer Fire Department, Upper Lancaster Volunteer Rescue Squad, White Stone Volunteer Fire Department, Belle Isle State Park (Department of Natural Resources), Virginia Department of Transportation
Introduction Purpose: The purpose of Emergency Support Function (ESF) #3 – Public Works and Engineering is to establish emergency power for County facilities and to repair public infrastructure to include sewers and storm drains for both short and long term recovery. Private restoration includes managing debris removal and private structure damage assessment.
Scope: ESF #3 is structured to provide support for the changing requirements of incident management to include preparedness, prevention, response, recovery, and mitigation actions. Activities within the scope of this function include:
Conducting pre- and post-incident assessments of public property, utilities and infrastructure; Conducting post-incident assessments of private property; Executing emergency contract support for life-saving and life-sustaining services, including emergency electrical generation to support critical services; Providing technical assistance to include engineering expertise, construction management, and contracting and real estate services; and Providing emergency repair of damaged infrastructure and critical facilities.
Policies:
Personnel will stay up to date with procedures through training and education; The primary agencies will develop work priorities in conjunction with other agencies when necessary; and Local authorities will obtain required waivers and clearances related to ESF #3 support.
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Concept of Operations General In a disaster, buildings and structures may be destroyed or severely damaged. Homes, public buildings, bridges and other facilities may need to be reinforced or demolished to ensure safety. Public utilities may be damaged and be partially or fully inoperable. The Building Official or Director of Land Use/Planning will facilitate debris drop off points for citizens depending on the size of the disaster. Buildings/Maintenance will be the lead agency for debris clearance and emergency road repairs, unless necessary to support immediate lifesaving activities in which the Lancaster Fire Departments and Rescue Squads will take the lead.
Prompt assessment of the disaster area is required to determine critical response times and potential workloads. Early damage assessment for both public and private infrastructure must be made rapidly and be general in nature. Private damage assessment teams will include individuals from CERT and the American Red Cross. County Infrastructure will be assessed by CERT and the Office of the Building Official.
Organization: The Sheriff’s Office will develop and provide public information announcements regarding recommended alternate routes and will coordinate with other departments as outlined by its roles and responsibilities in ESF #1 – Transportation and ESF #15 – External Affairs.
The County will have pre-identified contractors’ complete background and reference checks to determine if they are qualified for recovery and/or restoration.
Debris Removal Plan The County Administrator is responsible for the removal of debris. The Administrator will work in conjunction with designated support agencies, utility companies, waste management firms, and trucking companies to facilitate the debris clearance, collection, reduction, and disposal needs of the County following a disaster. The County will rely heavily on private contractors to fulfill the mission of debris removal, collection, and disposal. The County Administrator will develop and maintain a list of approved contractors who have the capability to provide debris removal, collection, and disposal in a cost effective, expeditious, and environmentally sound manner following a disaster. The listing will categorize contractors by their capabilities and service area to facilitate their identification by state agencies and local governments, as well as ensure their effective utilization and prompt deployment following the disaster.
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Priorities for cleanup of roadways and the identification of alternate routes The first priority will be to clear debris from key roads in order to provide access for emergency vehicles and resources into the impacted area, in coordination with ESF #1 – Transportation/VDOT. The second will be to provide access to critical facilities pre-identified by state and local governments. The third will be the elimination of debris-related threats to public health and safety. This will include such things as the repair, demolition, or barricading of heavily damaged and structurally unstable buildings, systems, or facilities that pose a danger to the public. Any actions taken to mitigate or eliminate the threat to the public health and safety must be closely coordinated with the owner or responsible party.
Restoration of utilities in the affected area In case of evacuation, residents will be advised to secure their homes and turn off utilities before leaving. Dominion Virginia Power and/or the Northern Neck Electric Cooperative will secure electricity to flood-prone areas, as necessary, and public utilities will secure water mains subject to damage, as necessary. In coordination with the EOC, the appropriate utility companies will restore essential services as soon as possible following an emergency or disaster situation. 24-hour utility-services contact information will be kept by the Emergency Services Coordinator at Lancaster County Emergency Services Headquarters and the EOC Refer to ESF #12 - Energy for a more detailed list of energy providers.
Coordination with Public Health and Medical Services to repair/restore local water and wastewater systems Essential public health services, such as water inspections, will be provided by the Health Department as augmented by state-level resources and manpower. Public health advisories will be issued only after coordination with the County EOC and PIO. In the event of water-supply contamination, the Coordinator of Emergency Services will make an initial assessment of the extent of the problem and the potential impact on the public. The County Health Department will be notified of the type of contamination. The impacted public will be notified promptly and provided with proper guidance until the problem is corrected. Coordination with and assistance from other local, state, and federal agencies as well as private concerns will be necessary to address the problem promptly and effectively and ensure the continuation of essential services during the process. Liaison with private organizations, nursing homes, major industrial users, hospitals, dialysis clinics, etc., will be maintained to ensure their cooperation and allow them to implement their own contingency plans. Temporary water distribution and wastewater collection is not presently available and will be requested through VEOC. Refer to ESF #8 – Public Health for additional information.
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Actions: Procure and store appropriate resource material to effectively deal with common emergency response incidents Make task assignments and delineate emergency roles of staff When a disaster is threatening the area, personnel should be notified and any off-duty personnel placed on stand-by Identify and address potential legal, environmental and health issues that may be generated during all stages of debris removal Prepare to make an initial damage assessment Activate the necessary equipment and resources to address the emergency Coordinate response with private, local, State and Federal departments and agencies Activate the necessary equipment and resources to address an emergency response Implement record keeping of all expenses and continue to do so throughout the duration of an emergency event During recovery o Clear streets and remove debris. Inspect, designate, and demolish hazardous structures as needed. Drain flooded areas o Assess damage to public buildings and facilities o Repair and restore public facilities and services promptly and properly, coordinating with local utilities o Compile and submit records of disaster—related expenses incurred by the various departments under ESF #3 to the Emergency Services Coordinator
Responsibilities: Notify public of policies and procedures to follow to ensure their safety in conjunction with ESF #13 – Public Safety and Security and ESF #2 – Communications. Assist in conducting initial damage assessment Submit initial damage assessment to VEOC Assist in coordinating response and recovery Open debris collection points Certified building inspectors will inspect building for structural damage. Develop and maintain plans and strategies to prevent and/or mitigate damage resulting from potential emergency events that have occurred locally in the past or that have a high probability of occurring in the future Develop, maintain and update standard operating procedures to implement in the EOP, making sure to include record keeping procedures for expenses Develop and maintain relationships with local businesses, industries, and contractors, as well as State and Federal agencies, which could provide additional expertise, equipment/resources, and personnel if needed
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Develop contingency plans to provide emergency lighting, procure and distribution of emergency water and sewage disposal, if needed Ensure that the necessary equipment and resources are available and ready to be activated Fire departments will be responsible for roadway clearance when it is deemed safe or the emergency has passed
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TAB A to Emergency Support Function #3 – Building Posting Guide
1. For citizen safety the following signs may be posted on buildings prior to re-entry by damage assessment teams.
2. One of the following three posters is to be used: A. “SAFE FOR OCCUPANCY” GREEN POSTER No damage to structural elements. No damage to utilities. There is only minor damage to walls or roof affecting weather resistance. Generally 10% or less damage
B. “INHABITABLE” YELLOW POSTER There is structural damage to a portion of the building. The building needs utility or weather resistance repairs. The building may be occupied safely. Generally greater than 10% and less than 50% damage.
C. “THIS BUILDING IS NOT SAFE” RED POSTER There is major structural damage. No occupancy is allowed May or may not need to be demolished. Generally more than 50% damage.
3. If there is immediate danger to life from failure or collapse, the squad leader should inspect and immediately notify the Building Official.
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TAB B to Emergency Support Function #3 – Debris Quantity Estimates
This model was developed by the Corps of Engineers Emergency Management staff using actual data from Hurricanes Frederick, Hugo, and Andrew. Estimates produced by the model are predicated by the Corps to have an accuracy of 30%. For planning purposes, the Corps of Engineers recommends the worst case scenario be used. For Lancaster County, a category 3 hurricane would be extremely rare. Most hurricanes reaching Lancaster County are category 1. It is useful to understand and consider estimates for all five storm categories.
Determine population (P) for Lancaster County. (2010 census data is 11,391) The assumption of three persons per household (H) is used for this model.
The model formula is as follows: Q = H (C) (V) (B) (S) Where Q is quantity of debris in cubic yards H is the number of households (H=P/3=11,391/3=3,797) C is the storm category factor. It expresses debris quantity in cubic yards per household by hurricane category and includes the house and its contents, and land foliage.
Hurricane Category Value of C Factor 1 2cy 2 8 cy 3 36 cy 4 50 cy 5 80 cy
V is the vegetation characteristic multiplier. It acts to increase the quantity of debris by adding vegetation including shrubbery and trees on public rights of way. Vegetative Cover Value of V Multiplier Light 1.1 Medium 1.3 Heavy 1.5
B is the commercial/business/industrial use multiplier and takes into account areas that are not solely single-family residential, but includes retail stores, schools, apartments, shopping centers and industrial/manufacturing facilities. Commercial Density Value of Multiplier Light 1.0 Medium 1.2 Heavy 1.3 79 Lancaster County Emergency Operations Plan Adopted January 22, 2015
S is a precipitation multiplier which takes into account either a “wet” or “dry” storm event. With a “wet” storm, trees will up-root generating a larger volume of storm generated debris (for category 3 or greater storms only). Precipitation Characteristic Value of Multiplier None to Light 1.0 Medium to Heavy 1.3
Example estimates for each category storm follow:
Q = H (C) (V) (B) (S)
Category 1 Q = 3,797 (2cy) (1.5) (1.0) (1.3) = 0.015 Million Cubic Yards Category 2 Q = 3,797 (8cy) (1.5) (1.0) (1.3) = 0.059 Million Cubic Yards Category 3 Q = 3,797 (26cy) (1.5) (1.0) (1.3) = 0.193 Million Cubic Yards Category 4 Q = 3,797 (50cy) (1.5) (1.2) (1.3) = 0.370 Million Cubic Yards Category 5 Q = 3,797 (80cy) (1.5) (1.2) (1.3) = 0.592 Million Cubic Yards
References: The Corps of Engineers Emergency Response Portal-Debris Management
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TAB C to Emergency Support Function #3 – Critical Access Facilities
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Emergency Support Function #4 – Firefighting Lead Agency Fairfield Volunteer Fire Department (Northumberland County), Kilmarnock Volunteer Fire Department, Kilmarnock/Lancaster Volunteer Rescue Squad, Upper Lancaster Volunteer Fire Department, Lancaster Volunteer Rescue Squad, White Stone Fire Department
Support Agencies Virginia Department of Forestry, Law Enforcement, Emergency Services
Introduction Purpose: Emergency Support Function (ESF) #4 – Firefighting directs and controls operations regarding fire suppression, search, (heavy and tactical) rescue, and hazardous materials incidents; as well as assists with warning and alerting, communications, evacuation, and other operations as required during the emergency.
Scope: ESF #4 manages and coordinates fire-fighting activities including the detection and suppression of fires, and provides personnel, equipment, and supplies to support the agencies involved in the firefighting process. The Chief from the local Fire Departments or their designee will perform duties as Incident Commander for all fire or special operation incidents in accordance with State code.
Policies: Priority is given to public and firefighter safety first and protecting property second. For efficient and effective fire suppression mutual aid may be required from various local fire fighting agencies. This requires the use of the Incident Command System together with compatible equipment and communications. Personnel will stay up to date with procedures through education and training.
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Concept of Operations General: The Lancaster County Fire Departments are prepared to assume primary operational control in fire prevention strategies, fire suppression, and hazardous material incidents. Fire Department personnel who are not otherwise engaged in emergency response operations will assist other local agencies in warning and alerting the public, evacuation, and communications as is necessary and appropriate during an emergency situation.
Evacuation: In most cases, the Emergency Services Director or their designee will determine the need to evacuate large areas and will issue orders for evacuation or other protective action as needed in conjunction with ESF #1 – Transportation and Evacuation. If an immediate evacuation becomes necessary, the incident commander or Emergency Coordinator may order an immediate evacuation prior to requesting for an evacuation through the director. Warning and instructions will be communicated in various ways utilizing ESF #2 - Communication and ESF #15 – External Affairs to ensure that all affected residents have received the warning.
Organization: A fire representative should be assigned to the EOC in order to coordinate the fire service response. The fire representative will be a part of the EOC staff and will assist with the overall direction and control of fire operations. An EMS representative should also be assigned to the EOC to coordinate the EMS response that will assist with direction of rescue operations.
Actions: Develop and maintain plans and procedures to provide fire and rescue services in time of emergency Document expenses and continue for the duration of the emergency Check firefighting and communications equipment Fire and rescue representatives should report to Lancaster County EOC to assist with operations Follow established procedures in responding to fires and hazardous materials incidents and in providing rescue services Request mutual aid from neighboring jurisdictions If a disaster is threatening the local area, all personnel should be notified and equipment checked. During response to a disaster: o Follow established protocols and procedures o Continue to assist with warning and alerts, evacuation, communication, search and rescue, and medical transport as well as any other emergency response operations, as required, in time of emergency
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During the recovery phase: o Continue to provide essential services as required. o Continue search and certain rescue operations, if required. o Assist with cleanup operations. o Assist with the inspection of damaged facilities, if applicable. o Compile and submit records of disaster-related expenses incurred by the fire service to the Emergency Services Coordinator
Responsibilities: Fire prevention and suppression Hazardous materials incident response and training Radiological monitoring and decontamination; resource requests to VEOC Assist with evacuation Search and rescue Temporary refuge for evacuees at each fire station Assist in initial warning and alerting Provide qualified representative to assist in the EOC if available Request assistance from supporting agencies when needed Arrange direct liaison with fire chiefs in the area Implement Mutual Aid (if needed)
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Emergency Support Function #5 – Emergency Management Lead Agency Emergency Services
Support Agencies Codes Compliance; County Administration; County Attorney; Treasurer; Accounts Administration; Information Technology; Law Enforcement; Planning; American Red Cross; Kilmarnock Volunteer Fire Department; Kilmarnock-Lancaster Volunteer Rescue Squad; Upper Lancaster Volunteer Fire Department; Upper Lancaster Volunteer Rescue Squad; White Stone Volunteer Fire Department
Introduction Purpose: The purpose of Emergency Support Function (ESF) #5 – Emergency Management is to provide centralized direction and coordination during an emergency or disaster. This ESF will collect and process information, assure the implementation of emergency actions, disseminate emergency information to the public and act as a liaison to the Virginia Emergency Operations Center (VEOC) as will other applicable organizations and agencies.
Scope: During routine daily operations ESF #5 serves as the support for all Lancaster County departments and agencies across the spectrum of incident management from mitigation to recovery. ESF #5 facilitates the information flow for preparedness, response and quick recovery. In more detail, during recovery Emergency Management includes those functions that are critical to facilitate multi-agency planning and coordination.
Lancaster County must respond quickly and effectively to developing events. In the event a potential or threatening disaster is first detected, increased readiness actions will be implemented. In the event of an emergency or disaster situation, the Emergency Operations Center (EOC) will be staffed with pre-designated and trained personnel.
Policies: ESF #5 provides an overall multi-agency command system implemented to manage operations during a disaster. The Incident Command System (ICS) can be used in any size or type of disaster to control response personnel, facilities and equipment. All ICS concepts will be applicable to the disaster. ESF #5 staff supports the implementation of mutual aid agreements to ensure seamless resource response. Coordinates participation in the incident action planning process.
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Concept of Operations General: The Emergency Services Coordinator will maintain the EOP and standard operating procedures (SOP’s) on the part of each major emergency support service. These SOP’s include notification list, EOC procedures, training and mutual aid development.
The EOC staff will include essential personnel from each department, usually the highest position available for the specific department. This is to ensure the decision-making ability of the group. Situation reports will be distributed to the VEOC as necessary. County personnel working the disaster will complete Incident Action Plans to help make decisions and possible future request that may be necessary. Progress will be tracked.
Organization: Emergency operations will be facilitated through the EOC. The EOC staff will consist of the Emergency Services Director and Coordinator, and key agency/department leads or their designated representative. The succession of authority within these key departments is outlined in Appendix 4 of the Basic Plan. EOC support personnel may be necessary to assist with communications, internal logistics, finance, external affairs and administration. The appropriate departments are responsible for enforcing compliance with rules, codes, regulations and ordinances.
The Incident Commander will utilize the Incident Command System. Depending on the nature and scope of the incident, it may be handled solely by the Incident Commander, or it may require coordination with the EOC. In major disasters, there may be more than one incident command post.
The regulatory agencies and governing bodies play an important role as they must pass and implement the rules, regulations, codes, and ordinances which would reduce the impact of a disaster. Lancaster County agencies and volunteer emergency response organizations assigned disaster response duties are responsible for maintaining plans and procedures. These agencies are also responsible for ensuring that they are capable of performing these duties in the time of an emergency. In addition, these agencies are responsible for bringing any areas where new/revised codes, regulations, and ordinances may mitigate a particular hazard to the attention of Lancaster County Administrator and the Board of Supervisors, in coordination with the Emergency Services Coordinator.
The Emergency Services Coordinator will coordinate training for this ESF and conduct exercises involving the EOC.
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FOR OFFICIAL USE ONLY
Actions: Develop and maintain a capability for emergency operations and reflect it in the Emergency Operations Plan o Make individual assignments of duties and responsibilities to staff the EOC and implement emergency operations o Maintain a notification roster of EOC personnel and their alternates at LCES headquarters o Establish a system and procedure for notifying EOC personnel o Identify adequate facilities and resources to conduct emergency operations at the EOC o Coordinate Emergency Services mutual aid agreements dealing with adjacent jurisdictions and relief organizations such as the American Red Cross o Develop plans and procedures for providing timely information and guidance to the public in time of emergency through ESF #2 – Communications and ESF #15 – External Affairs o Identify and maintain a list of critical services and facilities, which must continue to operate and may need to be protected at LCES headquarters o Test and exercise plans and procedures o Assist and conduct community outreach/mitigation programs Develop accounting and record keeping procedures for expenses incurred during an emergency Define and encourage hazard mitigation activities, which will reduce the probability of the occurrence of disaster and/or reduce its effects Provide periodic staff briefings as required Prepare to provide emergency information to the public in coordination with ESF #2 - Communications Provide logistical support to on scene emergency response personnel Maintain essential emergency communications through the established communications network Provide reports and requests for assistance to the VEOC via WebEOC. Compile an initial damage assessment report and send to the VEOC via WebEOC. Coordinate requests for non-mutual aid assistance
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Responsibilities: Emergency Services Activates and convenes local emergency assets and capabilities Coordinates with the Sheriff’s Office and other emergency management organizations Coordinates short and long term planning activities Maintains continuity of government Directs and coordinate emergency operations Submits required State reports and records Conducts initial warning and alerting
Responsibilities – Direction and Control Identify adequate facilities and verify that resources are available to conduct emergency operations at the EOC and at the designated shelter center. Identify an alternate EOC facility Develop mutual support agreements with adjacent jurisdictions and with relief organizations Develop plans and procedures for providing timely information and guidance to the public in time of emergency coordinating with ESF #2 - Communication and ESF #15 – External Affairs Identify and maintain a list of essential services and facilities, which must continue to operate and may need to be protected during an emergency Test and exercise plans and procedures with periodic exercises and drills. Revise plans and provide training as indicated by test or exercise results Develop Continuity plans and procedures with private organizations within the County Develop accounting and record keeping procedures for expenses incurred throughout the emergency. Become familiar with current disaster assistance procedures (Virginia Emergency Services and Disaster Law of 2000). Define and encourage hazard mitigation activities which will reduce the probability of the occurrence of a disaster and/or reduce its effects. When conditions continue to worsen, requiring full-scale mitigation and preparedness activities: o Direct and coordinate emergency operations. Staff the EOC as required. Provide logistical support to on-site emergency response personnel. o Brief the Board of Supervisors as appropriate. o Call a meeting of service chiefs. Review actions already taken and expedite those necessary to conduct in-the-field mitigation and preparedness activities. o Disseminate emergency information and protective action guidance to the public. Advise individuals to evacuate from danger areas, if appropriate, in coordination with ESF #1 – Transportation and Evacuation, ESF #2 – Communications, and ESF #15 – External Affairs. o Provide daily situation reports to the VEOC.
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During response operations: o Coordinate emergency operations. Ensure that previous checklist items have been completed or initiated. o Provide emergency information and protective action guidance to the public utilizing ESF #2 – Communication and ESF # 15 – External Affairs. o Declare a local emergency, if needed, in coordination with ESF #2 - Communications o Provide periodic situation reports, requests for assistance, and make an Initial Damage Assessment to the VEOC. o Ensure that an accurate record of expenses is maintained During Recovery operations: o Restore essential facilities and services. o Provide temporary housing and food as required. o Continue to maintain a record of disaster-related expenditures. o Coordinate with the VEOC. Provide supplementary damage assessment information as required. Request post-disaster assistance if appropriate. o Provide information to the public.
Responsibilities - Finance and Administration Develop, maintain, and disseminate budget procedures to ensure the prompt and efficient disbursement and accounting of funds to conduct emergency operations, as well as support and maximize claims of financial assistance from State and Federal governments. Provide training to familiarize staff with Federal and State disaster assistance requirements and forms. Instruct all County departments to maintain a continuous inventory of supplies on hand. Review resource inventories and prepare to make emergency purchases of goods and services if an emergency or disaster is threatening the area Pre-identify one or more code numbers to the potential emergency/disaster incident to facilitate disaster cost accounting, and notify departments of code assignment. During the response phase, implement emergency budget and financial management procedures to expedite the necessary purchases of goods and services to effectively address the situation at hand Assist in damage assessment survey in response phase Prepare and submit disaster assistance applications to the appropriate State and/or Federal agencies for reimbursement of disaster related expenditures after the emergency has subsided and recovery operations have begun Assist in the preparation and submission of government insurance claims.
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EMERGENCY OPERATIONS CENTER
The EOC will be activated and operated as follows: 1. The activation of the EOC will be ordered by the Emergency Services Director or Coordinator based upon the best available information. Depending on the situation, a partial or full activation will be ordered. Partial activation will be ordered when the emergency requires relatively few personnel to accomplish the necessary tasks. 2. Full activation will be ordered when widespread destruction has occurred or there is an imminent threat of such destruction. An incident of such magnitude would require commitment of a large number of personnel and equipment resources to properly respond to and recover from an incident. 3. Initial situation briefings will be provided by the Emergency Services Director or Coordinator. 4. Direction and coordination of County personnel and resources employed in support of disaster operations is exercised by the department or agency furnishing support. 5. When the VEOC is operational, all requests for State or Federal resources are made via the Virginia Department of Emergency Management at (804) 674-2400 or via WebEOC. 6. Depending upon the severity and magnitude of the incident, the EOC may have to operate for an extended period of time. Therefore, each department or agency assigning personnel to the EOC should allow for additional relief personnel on a shift basis. 7. Lancaster County primary EOC is located at , Kilmarnock, VA. Telephone lines will be trunked into the room for use when the EOC is activated. Telephones not used in an emergency will be brought to the EOC.
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EMERGENCY MANAGEMENT ACTIONS – EMERGENCY OPERATIONS CENTER
Emergency Operations Center functions include, but are not limited to: Policy Group a. Provide authorization for policy decisions b. Authorize the expenditure of funds c. Declaration of a State of Emergency d. Authorize and negotiate agreements with incident management organizations EOC Manager a. Direct overall emergency response and recovery actions. b. Initiate activation of EOC. c. Maintain situational awareness of emergency. d. Make decisions as to adoption of course of action. e. Adjudicate conflicting claims and/or requests for available personnel, equipment and other resources. f. Provide public information to the citizens. g. Establish and operate an emergency information clearing point. h. Prepare and present official press releases to media based on current and factual information. Operations Section a. Develop and maintain an accurate status of the emergency situation. b. Record and maintain current status of resources. c. Develop course(s) of action based on the emergency and available resources. d. Implement a course of action to resolve the emergency. e. Coordinate the utilization of all support services and resources made available from throughout the County. f. Establish and maintain Lancaster County emergency communications to include communications with adjacent cities and counties. g. Establish and maintain communications with the following agencies: a. Lancaster County Fire and Rescue Departments b. Lancaster County Sheriff’s Office c. Lancaster County School System d. Lancaster County Public Works e. Virginia Emergency Operations Center f. All surrounding governmental agencies maintaining mutual aid/assistance agreements with Lancaster County h. Ensure continuous operations of all communication systems. i. Monitor NAEAS and EAS stations. j. Establish and operate the EOC Message Center. 93 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Logistics Section a. Maintain current damage status to include estimated dollar amounts. b. Display damage status in EOC. c. Recommend to Operations Groups priorities for debris removal. d. Coordinate the operation of the cafeteria facilities necessary to feed the EOC staff. e. Requests for supplies and services will be made to the Financial Services representatives assigned to the EOC, who will authorize all expenditures. f. All purchases of goods and services will be approved and purchased using a County purchase requisition. g. Agencies/departments will furnish supplies required for their particular activity. h. Personnel will provide their own personal use items. i. Every effort will be made by on-duty Sheriff and Fire/EMS personnel to establish the safety of the families of on-duty personnel involved in the emergency. This is to ensure the well being of families of essential employees. j. Transportation to and from the EOC will be the responsibility of the individual. k. Emergency requests for transportation to and from the EOC will be made to the Coordinator of Emergency Services on an individual basis for requirements generated due to breakdowns or inclement weather.
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Tab A to Emergency Support Function #5 – Emergency Operations Center Staffing
Partial Activation Emergency Management Coordinator Emergency Management Deputy Coordinator Call Taker
Full Activation Emergency Management Director Emergency Management Coordinator Sheriff’s Office Fire and EMS Department Representative Public Utilities Department Buildings and Maintenance Department Social Services Representative School System Representative Health Department Representative Call Takers Volunteer Coordinator Treasurer’s Office Accounts Administrator
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Emergency Support Function #6 – Mass Care Lead Agency Social Services, Lancaster County School Board, Emergency Services, Three Rivers Health District, Hospitals
Support Agencies Lancaster County School Board, Lancaster County Sherriff’s Office, Churches, Animal Control, Middle Peninsula/Northern Neck Community Services Board, Rescue Squads, Animal Welfare League, Northern Neck Kennel Club
Introduction Purpose: The purpose of Emergency Support Function #6- Mass Care is to receive and care for persons who have been evacuated, either from a high-risk area in anticipation of an emergency or in response to an actual emergency in Lancaster County.
Scope: ESF #6 promotes the delivery of services and the implementation of programs to assist individuals, households and families impacted by an incident. This includes economic assistance and other services for individuals. The main function of mass care is broken into three components: 1. Mass Care: Involves the coordination of non-medical mass care services to include sheltering of victims, organizing feeding operations, providing emergency basic first aid at designated sites, collecting and providing information on victims to family members. The Accounts Administrator or Treasurer will coordinate bulk distribution of emergency relief items to shelters. 2. Housing: Involves the provision of assistance for short- and long-term housing needs of victims. 3. Human Services: Include providing victim related recovery efforts such as counseling, identifying support for persons with functional/medical needs, and expediting processing of new benefits claims.
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Assumptions: The development and execution of effective sheltering actions must include consideration of the character and associated needs of the impacted community and include an assessment of the resources and capabilities required to implement the various actions needed. In major disaster events or emergencies, regional, state, federal and private resources might be necessary to augment local sheltering resources to ensure an effective and timely execution of the protective action(s). The opening of pre-identified local shelter sites will be announced at marked points as determined by the specific incident. Lancaster County will have identified functional needs populations and this information will be readily available and communicated to the state to allow for provisions for these needs if sheltering sites are to be utilized. Some segments of the population might not receive or follow the instructions communicated. Shelter supplies and resources will be requested and/or pre-staged as needed. DSS employees will staff shelters and will be augmented by shelter teams from evacuating localities and/or by voluntary organizations. Relocation Centers may be established to either augment current Shelter efforts or used in lieu of opening a Shelter if the incident or event is small enough. Residents should be prepared to sustain themselves for 72 to 96 hours following incident occurrence.
Policies: Shelter operations are a local responsibility and will be initiated at the local level. Sheltering, feeding, and emergency activities as needed will begin immediately after the incident. Staging of facilities may occur before the incident or event when the needs for the resources are anticipated. Service animals will be allowed to remain with their owners.
Potential hazards may require an evacuation. The actual situation will determine the scope of the evacuation and the number of evacuees who will utilize a shelter. The Emergency Services Coordinator will determine if a shelter is to be opened and will also select the shelter site(s) in coordination with the Department of Social Services and Lancaster School Board.
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All government/volunteer/private sector resources will be utilized as necessary.
Information about persons identified on shelter lists, casualty lists, hospital admission, etc., will be made available to family members to the extent allowable under confidentiality regulations. This information will be collected and updated by the Shelter Manager and provided to the EOC. Efforts will be made to coordinate among agencies providing information to minimize the number of inquiry points for families. The County Administrator or Director of Emergency Services will act as the Public Information Officer (PIO) and be responsible for public information and rumor control. All news media and public inquiries concerning injured or missing persons will be handled by the PIO.
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Concept of Operations General: In the event of a small-scale evacuation (small area, likely to require less than 100 evacuees), refuge and care may be provided at the nearest public safety facility, which can include schools, fire stations, or rescue squads. Local churches can also be used to as a place of refuge evacuees. In the event of a large-scale evacuation (an area that is likely to result in more than 100 evacuees or more than 100 persons seeking public shelter), or when it is decided that a larger facility is needed, the Incident Commander will notify the Chief of Emergency Services, who will advise the Superintendent of Schools and the Department of Social Services. The Superintendent will then activate one or more of the schools in the County as a shelter center and designate a manager to be responsible for operations at the facility. The Department of Social Services, assisted by the American Red Cross and CERT, as available, will be responsible for registration and record keeping, and the reception and care of evacuees.
Lancaster County will provide for the sheltering of cats and dogs at public shelters; other animals are not permitted (see ESF #11 – Agriculture and Natural Resources). Public school employees may be assigned support tasks. Security and the physical accessibility of the shelter will be provided by the Sheriff’s Office (see ESF #1 – Transportation and ESF #13 – Public Safety and Security). Licensed healthcare professionals employed by the Lancaster School Board will establish medical care service at the shelter, supplemented by personnel from local rescue squads and emergency services.
News releases will identify the location of the shelter. Evacuees will be advised to bring the following items with them if time and circumstances permit: one change of clothing, special medicines, baby food and supplies if needed, and sleeping bags or blankets; these items may not be available immediately upon opening of a shelter. Refer to ESF #15 – External Affairs for additional information.
Upon arrival, registration forms will be completed for each family. Records will be maintained on the whereabouts of all evacuees throughout emergency operations; a shelter census will be taken daily, at midnight. The American Red Cross may assist in shelter operations in accordance with mutual aid agreements with the Commonwealth of Virginia. Any evacuees exposed to hazards such as infectious waste, polluted floodwaters, or chemical hazards will be handled using ESF #8 – Public Health, ESF #10 – Hazardous Materials Operations, and ESF #11 – Agricultural and Natural Resources.
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Functional/Medical Needs Populations: The Department of Social Services and Middle Peninsula / Northern Neck Community Services Board will assure that the functional/medical needs populations who are with a caregiver are provided for during the emergency. A list of handicapped and elderly persons requiring special care in time of emergency is maintained by the Department of Social Services. Whenever the Emergency Operations Center (EOC) is in operation, this listing will be on hand with the Department of Social Services' representative.
During increased readiness for large-scale disasters, the list will be sorted by evacuation zones, geographic village or street listings with assistance from the E911 staff, in order to provide geographic listings for transportation/deputies/fire/rescue. As in-field warning progresses, “found” individuals lacking family or other appropriate transportation will be identified back to the EOC. Those who cannot sustain basic life functions for more than 24 hours will be directed or transported to a location that can assume those duties.
Dialysis and oxygen assistance will be coordinated in conjunction with ESF #8 –Public Health and Medical Services.
Commercial and charitable visiting-nurse or aid organizations may call in individuals or lists. Such calls should be patched to the PIO/rumor control position until a focal action position has been established. Churches which call in known elderly should be encouraged to verify or provide transport for those which can be moved by private auto, identify those which need handicapped vehicle or ambulance transport, and provide reports back to the EOC/Social Services representative of those for whom services have been provided. In order to best identify the transportation need, callers should be asked for a brief summary of the specific functional or access need. The focal staff officer will compare the various lists against each other in order to delete the inevitable duplications and assemble the most accurate list as possible. TDD services are available in the communications dispatch center, and should be augmented to a full keyboard position during mobilization for any large-scale disaster.
If there is advanced warning of an emergency or disaster, individuals that will need ongoing medical attention will be prepositioned at a hospital or other medical facility. This includes residents who are oxygen dependent, have portable dialysis machines, and other life support systems. ESF #2 – Communication will serve alert residents of the impending situation and where they can go for their specific need. Transportation needs will be coordinated through ESF #8 – Public Health and Medical Services.
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Organization The Superintendent of Schools will provide the building, custodian, cafeteria manager and electrician. The Department of Social Services is responsible for the reception and care of evacuees. The Sheriff’s Office will provide security and building accessibility. Lancaster County Emergency Services and volunteer rescue squads will provide basic first aid and limited medical care service at the shelter center. An up-to-date list of volunteer agencies, to include capabilities, roles, and resources is kept by the Emergency Services Coordinator at Lancaster County Emergency Services Headquarters.
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Actions Identify shelter facilities and implement mutual aid agreements with local motels, hotels, and other facilities for lodging displaced persons. Determine maximum capacities for each facility. In coordination with ESF #1 - Transportation assist in plans and procedures to transport, receive, and care for an indeterminate number of evacuees. Determine the maximum capacities for each potential facility. Designate managers and other key staff personnel. Provide mass feeding as required. Document expenses. When a disaster is threatening the County: o Review and update plans and procedures o Confirm task assignments and alert key personnel to stand by o Prepare any necessary forms Activate the shelter or other agreements in the event of an evacuation
Should the Governor of Virginia authorize emergency SNAP program benefits, Lancaster will request State Social Services assistance via WebEOC. State personnel will be utilized to supplement Lancaster Social Services personnel in distributing program benefits.
Responsibilities Activate support agencies Coordinate logistical and fiscal activities Plan and support meetings with secondary agencies, and ensures all agencies are informed and involved Provide registration and record keeping. Provide specialized protective action guidance to the functional/medical needs populations within the county who may become shelter evacuees Provide crisis-counseling services as required via the Middle Peninsula-Northern Neck Community Services Board. Provide emergency welfare for displaced persons via Lancaster Department of Social Services in conjunction with the American Red Cross, if available. Coordinate release of information for notification of relatives. The Three Rivers Chapter of the American Red Cross will provide available resources such as cots and ready to eat meals. Provide daily situation reports to the Lancaster County EOC about the status of evacuees and operations at the shelter center(s). The EOC will then relay information to the Virginia EOC. Continue to provide for the lodging and care of displaced persons
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Finance Expenditures incurred during a disaster for shelter operations must be tracked separately, for proper accounting. Record keeping should begin during the increased-readiness response and continue until the shelter is closed.
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Tab A to Emergency Support Function #6 – Lancaster County Shelter Facilities
Substantial generator backup Capacity approx. 600 persons Animal sheltering capable ADA compliant facilities Municipal water and sewer
Partial generator backup Capacity approx. 600 persons
Partial generator backup Capacity approx. 300 persons
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Tab B to Emergency Support Function #6 – Functional and Medical Needs
Individuals and residents have the responsibility to shelter and/or prepare to leave the region during an emergency. However, there will be a number of individual with functional/medical needs who will either not be prepared or circumstances will thwart their abilities to prepare effectively. This population within Lancaster County should seek to develop a support group to assist with their preparedness needs ahead of an emergency or disaster.
When these individuals enter the shelter system, their caregivers will need to accompany them to support their needs. The extent and reliability of the emergency electric power makes the shelters a potential risk for individuals with functional/medical needs. Lancaster County is working to identify other means of assisting this population.
Populations with Functional/Medical Needs 1. Medically Fragile: The medically fragile are individuals that are independent of an institution but require a caregiver. Examples include an individual who receives home health care or an individual that requires various levels of assistance with the activities of daily living (ADL).
2. Functional Needs: The Functional Needs dependent are individuals who require power, oxygen, and/or some type of technological/mechanical device to sustain life or ADLs. Examples include an individual who requires electrically powered medical devices such as a respirator, a dialysis machine, apnea monitor, or other medical equipment in order to maintain health.
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3. Populations with Special Considerations/Social Needs: In disaster preparedness and response, populations with social needs are described as specific populations within a geographical area that are at a higher risk than the general population. For the purposes of this document, "populations with social needs" are people who feel they cannot safely access and use the standard resources offered in disaster preparedness, relief and recovery. Populations with special considerations include but are not limited to the following: . Those without transportation . Pet/Service Animal Owners . Children . Cognitive/Behavior Disorders . Homeless and/or low-income . Non-English Speaking/Culturally Isolated/Migrant Workers . Limited or non-English speaking . Geographically or culturally isolated . Chemically dependent . Elderly with Needs
4. High Risk: The high risk group consists of individuals who are able to sustain life outside of a hospital in normal circumstances, but in a disaster would require special consideration. Examples include the pregnant and newborn, home IV therapy, those using critical life sustaining medication, or the post-surgical patient who was recently released from the hospital.
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Tab C to Emergency Support Function #6 – Glossary of Terms
Companion Animal Household pets or companion animals under the FEMA definition are provided appropriate shelter often adjacent to the shelter provided for their owner(s): cats and dogs are allowed.
Evacuation Shelters A congregate care, environmentally protected facility utilized for durations typically not to exceed 72 hours by population displaced by an incident or event.
Evacuees Populations moving out of the projected storm path. Evacuees are designated into those that are transit dependent and those that are not transit dependent. Transit dependent evacuees will require public transportation for immediate life safety, and it is assumed this group will require public sheltering. Non-transit dependent evacuees can be categorized into two groups, evacuees with end point destinations (i.e. hotel, motel, family, or friends) and evacuees without end point destinations (i.e. the population using public shelters). It is assumed that non-transit dependent evacuees without end point destinations will require public sheltering.
Functional Needs Functional Needs include but are not limited to those persons with disabilities and their accompanying equipment and service animals, requiring special diet, persons requiring personal assistance due to age, emotional or mental health conditions, persons requiring durable medical equipment or consumable medical supplies, and persons requiring communication assistance.
Functional Needs Support Services Functional Needs Support Services (FNSS) enable individuals to maintain their independence in a general population shelter. FNSS includes: reasonable modification to policies, practices, and procedures durable medical equipment (DME) consumable medical supplies (CMS) personal assistance services (PAS) other goods and services as needed
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General Population Shelter Shelters that have been designated by local or State officials for populations that have evacuated their homes, or have otherwise been displaced by a disaster or impending threat are designated as a general population shelter. Services provided include food, water, first aid, and shelter. General population shelters must include citizens with Functional and Access Needs. General population shelters must also accept service animals accompanying their owners.
Host Shelter A public shelter provided by a county, city or town located along one or more designated evacuation routes for residents evacuating from a locality that is unable to provide its own local shelters due to the effects of the emergency event. Host shelters are outside of the impacted area and require agreements between jurisdictions.
Household Pet A domesticated pet, such as a dog, cat, bird, rabbit, rodent, or turtle that is traditionally kept in the home for pleasure rather than for commercial purposes and can travel in commercial carriers and be housed in temporary facilities. Household pets do not include reptiles (with the exception of turtles), amphibians, fish, insects/arachnids, farm animals (including horses), and animals kept for racing purposes. Strays or un-owned animals are not considered to be a household pet.
Household Pets Shelter Facilities that may be co-located with human congregate care facilities/shelters or a standalone facility/shelter established to meet the needs to shelter household pets and their human population. Companion (or service) animals are always housed with their humans but will require services available and provided to household pets.
Long-Term Shelters An environmentally protected facility utilized for durations typically longer than two weeks for populations displaced by an incident or event. The focus on this kind of shelter is not on the number of people sheltered but rather the need for additional services due to the extended period individuals will be sheltered.
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Medical Needs Medical needs include those needing some type of medical care but not hospitalization and require medical professionals to administer to these needs. Populations with Medical Needs include: Medically Fragile: The medically fragile are individuals who are independent of a hospital/long-term care facilities but require a caregiver. Examples include an individual who receives home health care or an individual that requires various levels of assistance with their activities of daily living (ADL).
Technologically dependent: The technologically dependent are individuals who require power, oxygen, and/or some type of technological/mechanical device to sustain life or activities of daily living (ADLs). Examples include an individual who requires electrically-powered medical devices such as a respirator, a dialysis machine, or other medical equipment in order to maintain health.
High Risk: The high risk group consists of individuals who are able to sustain life outside of a hospital in normal circumstances, but in a disaster would require special consideration. Examples include the pregnant and newborn, home IV therapy, those using critical life sustaining.
Public Shelter Refer to General Population Shelter.
Refuge of Last Resort Facility that may be identified by the locality (at-risk or host) that can provide temporary relief from severe weather. A refuge of last resort is not intended to be designated as a “shelter” by the locality and may not be able to provide basic services such as food, accommodations for sleeping, or first aid. It should be considered only as a probable safe haven for evacuees who are unable to clear the area until the storm passes. During a hurricane evacuation, these sites will be located close to established evacuation routes, will be easily accessible from those routes, and will be established prior to the end of contra- flow. (A community should coordinate closely with local law enforcement when determining a potential refuge of last resort in order to ensure at least minimum security for the refuge when occupied.)
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Service Animal Service animal means any animal that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether wild or domestic, trained or untrained, are not service animals for the purposes of this definition. The work or tasks performed by a service animal must be directly related to the handler´s disability. [Full definition: Federal Register: September 15, 2010 (Volume 75, Number 178)] [Rules and Regulations] [Page 56236-56358]. In addition, miniature horses that have been individually trained to do work or perform tasks for people with disabilities are also considered service animals by the ADA. Assessment factors to assist the locality in determining whether miniature horses can be accommodated in their facility include the following: Is the miniature horse housebroken? Is the miniature horse under the owner’s control? Can the facility accommodate the horse’s type, size, and weight? Will the miniature horse’s presence compromise the legitimate safety requirements necessary for the safe operation of the facility?
Shelter-In-Place Some events require that individuals are advised to stay where they are when the event occurs such as their home or other locations such as a shopping mall, entertainment venues (arenas, theaters, and stadiums), workplace/office building/factory, etc. Support services including but not limited to meals, hygiene kits, basic clothing, and first aid may be needed.
Short-Term Shelter A congregate care, environmentally protected facility utilized for durations typically not to exceed two weeks by populations displaced by an incident or event.
State Managed Shelters Shelter located in a state-owned facility, staffed by state employees and resources, and logistically supported through the Virginia Emergency Response Team/Virginia Emergency Operations Center; oversight over State Managed Shelters (SMS) rests with the Virginia Department of Social Services with support from numerous state agencies (complete list can be found in the ESF-6 Standard Operating Procedure). This facility is generally designed for stays up to 7 days but no longer than 30 days. Services available are meals, basic first aid, pet sheltering (if applicable), functional needs (if applicable), sleeping quarters, hygienic support and basic disaster services (counseling, financial assistance and referral, etc.).
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Pick Up Points/Temporary Evacuation Points A safe staging area (e.g., open areas such as parks or parking lots, public facilities) that are utilized for durations typically of several hours for a population that has been displaced by an event or incident.
The following terms are often heard in discussions of shelter facilities and locations: Traditional Shelters Public and private schools Churches, synagogues, mosques and other houses of worship Government or private community centers Civic organization properties – Elks, Moose, etc
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Emergency Support Function #7 – Logistics Lead Agency Accounts Administrator
Support Agencies Treasurer; Economic Development Authority; Emergency Services; Law Enforcement; Building Maintenance; American Red Cross; Virginia Department of Emergency Management, Lancaster by the Bay Chamber of Commerce
Introduction Purpose: The purpose of Emergency Support Function #7- Logistics is to support the Lancaster County Emergency Operation Plan (EOP) to minimize the effect that disasters or emergency situations may have on the County, its resources, property, personnel and citizens. Logistics will work in coordination with Federal, State and local government entities, the private sector, and volunteer organizations to effectively respond to and recover from emergency events. ESF #7 functions with the Logistics Support Annex.
Scope: ESF #7 provides support for requirements not specifically identified in other ESFs. ESF #7 is responsible for establishing a County-wide funding solution associated with the event and managing the administration of the account. The program will also communicate the funding plan to all other ESF’s. The function is also responsible for providing services related to the identification, procurement, inventory, storage and distribution of critical resources. Support is also provided to administer the disposition and use of any excess and surplus property.
Assumptions: The initial emergency response will be dependent upon local public and private resources Adequate local resources do not exist to mitigate a catastrophic incident Identified public and private sector resources may be available when needed for emergency response Necessary personnel and supplies may not be available to support emergency resource response If local resources are depleted, assistance may be requested through the Virginia Emergency Operations Center (VEOC) via WebEOC; requests for assistance should follow contain the following information: capability, size, amount, location, time and type. Lancaster County departments and agencies will use their own resources and equipment during incidents and will control the management of their resources
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The Emergency Services Coordinator will initiate the commitment of the resources from outside government with operational control being exercised by the on-site commander of the service requiring that resource Resource expenditures will be reported to the Accounts Administrator
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Concept of Operations General: This activity is responsible for the funding and acquisition of the critical resources needed to support the County relief strategies associated with an emergency event. The program establishes, administers and communicates a financial plan for the event and also provides support services that may involve the procurement, storage and distribution of critical resources.
The Financial Management function, which consists of County operational entities that include the Accounts Administrator and the Treasurer, work together in providing the critical financial and logistical services needed in an emergency event. These services may include such strategies as modifying fund accounts, increasing credit card limits, and enhancing the accessibility of County staff to use various merchant accounts for their immediate needs. Other essential financial services would include the ability to initiate payments at a remote site using an electronic or manual system. All local government expenditures (including the School Board, Department of Social Services and Constitutional Offices) in support of a declared state of emergency shall be credited to a cost center, unique to the declared state of emergency, regardless of which department expended the funds.
The function also provides logistical support during an event and includes the procurement and distribution services. These services may include methods targeted at the identification of supply sources, buying duties, receipt and inventory of items, warehousing and distribution of resources. The function will have a strategy to initiate requisitions and purchase orders at a remote site using an electronic or manual system. If a warehousing and distribution site is available, the equipment, staff, communications, and security support to these facilities and sites may be provided by local, State, and Federal governments, volunteer organizations, and Lancaster County Sheriff’s Office. The Economic Development Authority and the Lancaster by the Bay Chamber of Commerce may assist in locating and identifying potential sites for local and regional resource distribution, if necessary. Priorities will be set regarding the allocation and use of available resources. The County Administrator may be needed to assist in the recruitment, hiring and administration of acquiring additional staff and offering guidance regarding work activities needed to assist in the emergency event. The resource management process must be closely coordinated with State and Federal emergency management officials, Lancaster County, adjacent localities, and the media.
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All operational entities will be responsible for providing the appropriate expertise and staffing from their respective departments, and may seek assistance from public and/or private means, to efficiently and effectively perform duties in the event of an emergency. Resource lists will be developed and maintained that detail the type, location, contact arrangements, and acquisition procedures of the resources identified as being critical; such information will be maintained by the Department of Emergency Services. Mutual aid agreements may be developed and maintained with adjacent jurisdictions, private industry, quasi-public groups, and volunteer groups, as appropriate, to facilitate the acquisition of emergency resources and assistance.
Organization: The Emergency Services Coordinator is the Event Manager for emergency operations. The Director of Social Services, assisted by public relief organizations, is the lead in coordinating remediation efforts to meet the immediate needs of the County’s citizens. These efforts may include providing temporary shelter, food, water, medical services and clothing (See ESF #6 – Mass Care and ESF #11 – Agriculture and Natural Resources). The Director of Social Services will be responsible for identifying needs and requesting the services of the Logistics function in the acquisition of goods and services for the emergency event.
Actions: Review and update plans, standard operating procedures, and checklists detailing the acquisition and distribution of resources in an emergency event. Establish and communicate a method to allocate essential financial and procurement services on a remote basis to support the resource needs of an emergency event. Identify essential resources to carry out mission in each functional area and to support the operation of critical facilities. Identify actual or potential facilities to receive, store, and distribute resources (government, private, donated). Develop strategies to provide procurement services to acquire temporary electrical service, lighting, portable toilets, and potable water. Develop critical resource lists that detail equipment, services and contractual sources of supply. Review compatibility of services provided by County departments and surrounding jurisdictions and identify specialized training or knowledge required to operate equipment. Prepare mutual aid agreements with surrounding jurisdictions to augment local resources. Identify additional resources, equipment and personnel that may be available from other Federal and State agencies, as well as private industry.
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Identify actual or potential facilities that may be available to receive, store, and distribute resources (government, private, donated). Develop standard operating procedures to manage the processing, use, inspection, and return of resources coming into the area. Develop training and exercises to test plans, and to ensure maximum use of available resources. Maintain an inventory list of locally available equipment. During response to a disaster: o Activate the resource management plan and coordinate activities with the Emergency Services Coordinator o Communicate fund account(s) to County department and initiate a system to track costs o Coordinate and track the availability of critical resources o Establish priorities for the allocation and use of available resources o Identify sites to receive, store, stage, and disperse resources o Activate mutual aid agreements, as necessary o Request state assistance through the Emergency Services Coordinator and the chain of command as required During recovery from a disaster: o Continue to coordinate and track critical resources (government, private, donated) o Continue to document and pay for critical resources o Continue providing needed information to the County Administrator for dissemination of guidance to the public
Responsibilities: Establish fund account and pay for goods and services related to the emergency event. Source, procure, and issue resources to support the needs of the emergency response. Designate the local department(s) responsible for the functional areas of the resource management organization. Identify essential staffing and critical resources in each functional area to support the operational activities of the program during an emergency event. Identify personnel requirements and training needs to support the emergency operations plan. Identify and acquire available space for incident management activities. Determine the availability and provision of consumable supplies. Coordinate with ESF #17 – Volunteers and Donations Management to assist with affiliated and spontaneous unaffiliated volunteers and donations Provide information to the County Administrator (who serves as the PIO) for the development of public announcements and guidance related to the availability and distribution of critical resources. 121 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Resource Shortages An emergency event can affect the availability of resources needed to support the recovery efforts of the County and public. A resource shortage can affect the area’s economic status by increasing unemployment, reducing farm or industrial production, or adversely affecting travel and tourism. Shortages can also impose physical and economic hardship on private citizens, particularly those on low or fixed incomes and the elderly.
The Emergency Services Coordinator should be knowledgeable of this situation and seek the appropriate information to determine the potential impact of resource shortages. The Coordinator may also inform the public of such shortages and offer assistance if available.
The Emergency Services Coordinator will seek assistance from the Resource Management Function to locate, acquire and distribute critical resources that are identified to have supply shortages. Issues related to shortages concerning individual assistance to the public may be referred to Lancaster County Department of Social Services or the Red Cross. Shortages beyond Lancaster County’s capacity to resolve may be referred to the State Department of Emergency Management for assistance.
Actions during a resource shortage Identify and monitor the status of critical resources that may be susceptible to supply shortages in an emergency event. Maintain communication with County fuel suppliers and local utility representatives seeking priority services. Identify all County fuel sites and capacity needs with supplier(s) to maintain essential services. Maintain list with points of contact with utility, communication, and fuel providers Research the current markets and advise the Emergency Services Coordinator of any shortages that may occur with the availability of critical resource. Maintain liaison and exchange information with resource providers. May request fueling service to fill tanks to capacity before event. Review and update procedures to identify alternative sources of supply for resources that may experience shortages during an emergency event. Contact alternate suppliers and distributors seeking their commitment for aid if requested. Mobilization Phase of Response Operations: o Monitor the status of critical resources that may be susceptible to supply shortages during the emergency event. Maintain communication with County fuel suppliers, local utility representatives and major commodity suppliers seeking priority services. o Keep Emergency Event Manager aware of resource shortages and the strategies that Resource Management will take to secure needed items. o Distribute critical resources and provide the appropriate accounting for supplying the needs.
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o Determine shortages and implement procedures to re-acquire items for further distribution. Maintain contact and exchange information with major suppliers. o Identify critical resources to the Emergency Event Manager that are no longer available in the short term. Seek secondary sources of supply through mutual aid agreements with State or local government entities.
Response Phase: o Continue to allocate essential staffing to seek, acquire and distribute critical resources. o Promote the conservation of remaining critical resources and prioritize the distribution of the supply. o Identify critical resources to the Emergency Event Manager that are no longer available on a short or long term basis. o Provide advice to the Event Manager in providing public awareness of the extent of the shortage and the need to conserve the resources in short supply. o Continue to seek secondary sources of supply for critical resources through mutual aid agreements with State or local government entities.
Notify the Emergency Event Manager when all sources of supply for critical items are exhausted and that the Resource Management function can no longer provide its expressed service.
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Emergency Support Function #8 – Public Health and Medical Services Lead Agency Three Rivers Health District
Support Agencies Animal Services; Law Enforcement; Social Services; Community Services Board; American Red Cross; Hospitals; Virginia Department of Agriculture and Consumer Services; Kilmarnock Volunteer Fire Department; Kilmarnock-Lancaster Volunteer Rescue Squad; Upper Lancaster Volunteer Fire Department; Upper Lancaster Volunteer Rescue Squad; and White Stone Volunteer Fire Department
Introduction Purpose: Emergency Support Function (ESF) #8 – Public Health and Medical Services provides for coordinated medical, public health, mental health, and emergency medical services to save lives in the time of an emergency. These health and medical needs may include veterinary and/or animal health issues when appropriate.
Scope: ESF #8 meets public health and medical needs of victims affected by an incident. This support is categorized by: Assessment of public health/medical needs Public Health surveillance Medical care personnel and medical equipment and supplies Detect mental health issues and prevent harmful stress levels in the general publi
Policies: The Three Rivers Health District (TRHD) coordinates all ESF #8 response actions using its own internal policies and procedures Each secondary agency listed is responsible for managing its respective response assets after receiving coordinating instructions The Health Department will authorize when to release general medical and public health response information to the public in coordination with ESF #15 – External Affairs The Health Department determines the appropriateness of all requests for public health and medical information The Health Department is responsible for consulting with and organizing public health and subject matter experts as needed
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Concept of Operations General: During a threatened or actual emergency, the Director of Health or their designated representative will direct coordinated health, medical, and emergency medical services from the Emergency Operations Center (EOC). Coordination will be effected with adjacent jurisdictions as required.
Should a disaster substantially overwhelm Lancaster County Fire and EMS resources, support and assistance will be requested from medical institutions and EMS providers in neighboring jurisdictions. The crisis augmentation of trained health and medical volunteers may also be appropriate. Essential public health services, such as food and water inspections, will be provided by the Health Department as augmented by State-level resources and manpower. Public health advisories will be issued after coordination with the EOC.
During an evacuation in which a large number of evacuees are sheltered in the shelter center, Volunteer Rescue Squads and/or the Lancaster Department of Emergency Services will set up and staff an emergency medical aid station in the shelter center. The Sheriff’s Office will provide security and the Health Department will monitor food safety and shelter sanitation and provide disease surveillance and ‘contact’ investigations if warranted. The Community Services Board will provide mental health services.
Organization: Lancaster County Fire and EMS Departments will provide emergency medical transportation, assist with the evacuation of endangered areas, and assist in land search and rescue operations. Lancaster County funeral homes will assist the Health Department and the Chief Medical Examiner’s Office in disasters involving mass casualties.
Actions: Designate an individual to coordinate medical and health services Develop and maintain procedures for providing a coordinated response Maintain a roster of key officials with the TRHD Emergency Planner Establish a working relationship and review emergency roles with the local hospitals and emergency medical services providers Activate Lancaster County’s EOP Implement mutual aid agreements as necessary TRHD representative will report to the EOC, or to the Health Department Operations Center in Saluda. If a representative cannot be at the Lancaster EOC, a direct line will be available for assistance, if needed, via HAM/ARES. Coordinate medical, public health, and mental health services Provide laboratory service to support emergency public health protection measures
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Obtain crisis augmentation of health/medical personnel (e.g., physicians, nurse practitioners, laboratory technicians, pharmacists, and other trained volunteers) and supplies as needed Maintain records and monitor the status of persons injured during the emergency Assist the Office of Chief Medical Examiner in the identification and disposition of the deceased Consolidate and submit a record of disaster-related expenses incurred by Health Department personnel Assist with damage assessment of water and sewage facilities, as required
Responsibilities: Provide personnel, equipment, supplies and other resources necessary to coordinate plans and programs for public health activities during an incident Inspect and advise on general food handling and sanitation matters Establish communications with ESF #5 - Direction and Coordination to report and receive assessments and status information Coordinate with ESF #15 – External Affairs for dissemination of disaster related public health information to the public, critical incident stress signs and stress management techniques Provide preventive health services Coordinate with hospitals and other health providers on response to health needs Provide investigation, surveillance, and take measures for containments of harmful health effects Provide coordination of laboratory services Coordinate with hospital medical control patient care issues and operations Coordinate transportation of the sick and injured with area hospitals or receiving facilities and other EMS agencies Coordinate and provide behavioral health activities among response agencies Assess behavioral health needs following an incident, considering both the immediate and cumulative stress resulting from the incident in conjunction with the Peninsulas Critical Incident Stress Management Team and the International Critical Incident Stress Management Foundation
Coordinate with ESF #6 - Mass Care to identify shelter occupants who may require assistance Provide water control assistance Local/Regional hospitals will provide medical care for those injured or ill Assist in expanding medical and mortuary services to other facilities, if required Identify deceased with assistance from the Sheriff’s Office
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In disasters involving a large number of casualties, assistance will be requested from the state via WebEOC. The deceased must be identified before being released to funeral homes. A large building may need to be designated to serve as a temporary morgue.
Health Department During periods of threatening or actual emergency situations, the Health Department is responsible for:
A. Issuing Health Advisories: As a routine function, the Health Department will be alert to health-threatening disasters of potential emergency situations. Any knowledge of such events shall be reported to the Coordinator of Emergency Services so that the public may be warned and precautionary actions taken. During activation of the EOC, public health media releases should be coordinated with ESF #2 – Communications and ESF #15 – External Affairs. VA 211 is a resource that should be utilized to connect with residents during a public health event.
B. Epidemic Control Measures 1. Maintain records of diseases reported and remain aware of conditions that could lead to disease outbreak. 2. Establish liaison with the State Department of Health and establish procedures for immunization teams and a pooling of drugs and medications. 3. Establish liaison with neighboring hospitals and pharmacists to coordinate emergency use of available drug supplies. 4. Coordinate with the local fire departments (ESF #10 – Hazardous Materials Operations and ESF #11 – Agriculture and Natural Resources) to decontaminate individuals that might need to be decontaminated. 5. Coordinate with private businesses for control and disposal of disease vectors (rodents, insects, etc.).
C. Sanitary Engineering of Sewage and Waste Disposal 1. Provide information, assistance, and standards for emergency wastewater treatment problems.
2. Provide information, assistance, and standards for emergency disposal of materials affecting air quality (burning).
D. Inspection of Food, Milk, and Water Supplies 1. Protect sources of potable water and sanitary sewage systems from the effects of potential hazards. During and after emergencies, test water supplies for potability, including municipal systems and wells.
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2. Coordinate with state and local agencies using ESF #3 - Communication and ESF #7 - Logistics following a local request to provide potable water, bulk water, and temporary water distribution systems if permanent systems are damaged until they are repaired. 3. Assist in assessing damage to water treatment facilities in conjunction with Department of Environmental Quality. 4. Issue guidelines on the maintenance of a safe water supply and request, through the Emergency Services Director, the acquisition of portable distribution and disinfecting equipment, if required. 5. Determine the safety and wholesomeness of available food and milk supplies. 6. Embargo damaged and contaminated food supplies and coordinate with the Virginia Department of Agriculture and Consumer Services concerning destruction or disposal. 7. Request assistance through the Virginia Department of Emergency Management for laboratory analysis by the Virginia Division of Consolidated Laboratory Services to determine any chemical or microbiological contamination.
E. Control of Hazardous Substances 1. Identify affected (or suspected) contamination area(s) and request the Sheriff’s Office to cordon off the area(s) to protect citizens. 2. Request special assistance through the state EOC if the situation caused by hazardous materials is of the magnitude and seriousness that it exceeds the capability of available instrumentation and technical proficiency of local Health Department personnel.
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F. Identification of the Dead and Mortuary Operations 1. Provide overall direction of the identification of the dead, through the Virginia Medical Examiner’s Office, if required. 2. Arrange with local funeral homes, through the Virginia Funeral Directors Association, for the emergency use of their services and facilities for mortuary operations. 3. Obtain a suitable facility for use as a temporary morgue, if required.
Responsibilities – Medical and Health Designate an individual to coordinate medical, health, and rescue services. Develop and maintain procedures for providing a coordinated response. Maintain a roster of key officials in each medical support area. Establish a working relationship and review emergency roles with the local hospital and Fire and EMS Departments. Identify preparedness outreach to populations with functional/medical needs Identify any nursing homes, doctors’ offices, and other sites that can be utilized as emergency treatment centers or as mass casualty collection points When conditions require a full-scale mitigation and preparedness activities: o Implement mutual aid agreements. o The TRHD Director or his/her representative should report to the local EOC or the Regional Health Department EOC. o Coordinate medical, health, and emergency medical transportation services. o Provide health services, such as testing food and water supplies and controlling communicable diseases, as required. o Obtain crisis augmentation of health/medical personnel (e.g., nurse’s aides, paramedics, American Red Cross personnel, and other trained volunteers) and supplies as needed. o Maintain a record of disaster-related expenses. During the recovery period: o Continue to provide health services and to coordinate medical services. Maintain records and monitor the status of persons injured during the emergency. Assist the Virginia Medical Examiner’s Office in the identification and disposition of the deceased. o Assist with damage assessment. Consolidate and submit a record of disaster- related expenses incurred by Health Department personnel. Also, assist with the damage assessment of water and sewage facilities, as required.
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Responsibilities – Emergency Medical Services Develop and maintain plans and procedures to implement search and rescue operations in time of emergency. Provide emergency medical treatment and pre-hospital care to the injured and to assist with the warning, evacuation and relocation of citizens during a disaster. Coordinate with other medical agencies such as medevac and private ambulance services to support operations When conditions continue to worsen requiring full-scale mitigation and preparedness activities. o Begin to implement record keeping of all incurred expenses and continue for the duration of the emergency. o Check rescue and communications equipment. o The designated Fire and EMS Department representative should report to the EOC and assist with emergency operations. o As the situation worsens, assign duties to all personnel. Fire and EMS personnel may be requested to assist with warning and alerting, evacuation and communications. o Follow established procedures in providing rescue services, emergency medical treatment and pre-hospital care to the injured. o For other disasters: Continue to assist with warning and alerting, evacuation, communications and emergency medical transport as well as any other emergency response operation, as required, in time of emergency. During recovery operations: o Continue to provide essential services as required. o Continue search and certain rescue operations, if required. o Assist with cleanup operations. o Assist with the inspection of damaged facilities, if applicable. o Compile and submit records of disaster-related expenses incurred by the Fire and EMS Departments to the Emergency Services Coordinator.
Actions during a Regional Health Emergency Emergency Coordinators in the Health District will meet with Health Department officials on a quarterly basis to develop and maintain procedures for providing a coordinated response. Regional Emergency Management PIOs will develop and maintain procedures for providing consistent information to the public and local press. Establish a working relationship and review emergency roles with local hospitals and emergency medical service agencies. When a potential regional health emergency is threatening the Health District. o Notify members of the JIC to form a working group.
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o Provide consistent information to the public and local media as approved by the Health District Director and local Emergency Coordinator. o Plan and deliver a public information program to prepare citizens for a possible regional health emergency as approved by the Health District Director and local Emergency Coordinators. o Continue meetings with Health District Emergency Coordinators and Health Department representatives and adjust frequency as necessary. o Coordinate with and inform the local funeral homes on the situation. During Response Operations: o Activate area EOC. o Activate JIC and provide consistent information to the public and local press. o Take preventative and mitigating actions based on the health advisory issued by the Health District Director. o Assist the Health District in the implementation of their plans for mass prophylaxis and vaccination as necessary. o Assure core emergency services in the Health District through mutual aid and unified command. o Provide overall direction of the identification of the dead, through the Virginia Medical Examiner’s Office, if required. o Arrange with local funeral homes, through the Virginia Funeral Directors Association, for the emergency use of their facilities for mortuary operations. o Obtain a suitable facility for use as a temporary morgue, if required. o Record health emergency related expenses. During recovery operations: o Continue to provide essential emergency services as required. o Continue to provide health services and to coordinate medical services. Maintain records and monitor the status of persons affected by the health emergency. Assist the Virginia Medical Examiner’s Office in the identification and disposition of the deceased. o Compile and submit records of health emergency related expenses to the appropriate authority.
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TAB A to Emergency Support Function #8 – VFDA Mortuary Disaster Plan Organization
MISSION To develop an efficient and effective management response system in mass fatality disaster situations to facilitate the preparation, processing, and release of deceased human remains to the next of kin or family representative.
ORGANIZATION The Virginia Funeral Directors Association (VFDA) is responsible for the statewide coordination of the mortuary activities in the State. Each district has a response team comprised of members who have completed training in the VFDA-approved program that qualifies them as certified disaster coordinators. The VFDA response teams will provide support in recovery, evacuation, and identification of the remains.
CONCEPT OF OPERATIONS In the event of a mass fatality disaster situation, the VAEOC will contact the Virginia Medical Examiner’s Office, who in turn will notify the Virginia Funeral Directors Association (VFDA). Once contacted by the Virginia Medical Examiner’s Office, the VFDA will activate the Mortuary Response Plan and response teams. The VFDA Response Teams will operate under the direction of the District Medical Examiner of the district in which the incident occurred.
In order to ensure a prompt and professional response, the Virginia Funeral Directors Association maintains a resource manual of needed supplies, equipment, and vehicles. If additional resources are necessary to effectively respond to a disaster, the VFDA Executive Director has emergency purchasing authority up to a specified limit. The VFDA also has a specially equipped disaster trailer to assist the Virginia Medical Examiner’s Office and other funeral directors in Virginia with disaster field response.
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TAB B to Emergency Support Function #8 – Sample Health Advisory
DATE: ______TO: ______FROM: Three Rivers Health District SUBJECT: Health Risks Resulting from ______(Event, site, & date) The ______at ______in (Event) (Location)
Lancaster County on ______(Month/Day/Year) released chemical particles into the environment in concentrations sufficient to cause health problems in some persons.
Individuals suffering from chronic respiratory conditions, the elderly, infants and young children, and other individuals highly sensitive to air pollutants are at increased risk.
Although residents were evacuated, it is possible that some evacuees may experience symptoms, which are characteristic of over exposure to these chemicals.
Shelter residents should be monitored for symptoms, which are characteristic of exposure to the chemicals, which necessitated the evacuation. These symptoms are: ______(Enter symptoms from MSDS or other sources)
In addition to specific information on patient’s medical condition and treatment, record specific information related to the incident such as patient’s location when exposed to contaminants, estimated distance of that location from ______, (Site of incident) and estimated time of onset of symptoms. Report incidents to the Department of Health. For additional information contact Three Rivers Health District at (804) 758-2381
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TAB C to Emergency Support Function #8 - Emergency Medical Services Resources
Air Medical Resources The Northern Neck/ Middle Peninsula is served by four medical helicopters (HEMS) that are able to respond quickly to emergency situations and provide rapid evacuation of seriously injured and, in some cases, critically ill patients to specialty care centers (e.g., trauma centers). Each HEMS unit consists of a specialty pilot and crew in addition to the latest life support and communications equipment. However, these units are available on a first-come, first-serve basis
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Tab D to Emergency Support Function #8 – Mortuary Operations
Report the following types of deaths to the Local and district Medical Examiner regardless of hospitalization or the duration of survival following the underlying of survival following the underlying disease or injury: Suspected infectious diseases that may represent a bioterrorism event of the initial presentation of an emerging infection that may result in an epidemic. The Medical Examiner does not have jurisdiction over clearly natural deaths due to natural disease under non-suspicious circumstances Events due to nature (hurricane, earthquake), nuclear, biological, chemical, or other mass fatality event Homicidal, suicidal, accidental, or undetermined causes related to a mass casualty event. Bioterrorism deaths are homicides
The Medical Examiner will assume jurisdiction over all of the deaths described above based on the Code of Virginia § 32.1-277 to 32.1-288. The Medical Examiner will also release remains to the next-of-kin after investigation and examination.
Contact the Local Medical Examiner via the Emergency Room at local hospitals or through the ECC. Contact the Central District Office of the Chief Medical Examiner at (804) 786-3174.
Mass Casualty Event The Medical Examiner should be contacted with the following information: Organization and a staffed 24/7 callback number Names of the deceased and number of deceased individuals that are being reported Place where disease or injuries occurred Known hazards (chemicals, radiation, biological, nuclear, explosives, etc.) Law Enforcement agency investigating the deaths Location and capacity of the reporting organization’s morgue or staging area to store and secure remains
Bodies should be identified separately if the information is known and available. If the name is not known, mark with location, chart number, and address of origination. Personal effects and clothing should not be separated from the body as they could confirm a person’s identity. Permission from the Office of the Chief Medical Examiner (OCME) must be requested before personal effects can be released to the next of kin.
Hospitals and localities are responsible for identifying staging locations that can be secured and cooled for preservation of remains until a Medical Examiner incident morgue can be established.
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Incident Morgue Requirements Space: Facility available for the time frame necessary Retrofit capability and cost considered Space Requirements Less than 100 fatalities – 6,000 sq. ft. facility 101-200 fatalities – 8,000 sq. ft. facility More than 200 fatalities 10,000 sq. ft. facility Non-porous flooring or disposable flooring Room for two 400-600 sq ft office spaces Tractor-trailer accessible Showers Hot and cold water Heat or air conditioning (depending upon season) Electricity (110 volt, 300 amps minimum) Drainage Ventilation Restrooms Space for staff support and rest Parking areas for staff and trucks
Communications: Communication capabilities, including multiple telephone lines capability and satellite
Security Considerations: Secure entrances into general area Secure entrances into facility with uniformed guards Security for entire site Removed from public view Removed from the Family Assistance Center in a “need to know" location
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Support Equipment Needs: If the OCME requests a federal Disaster Portable Morgue Unit (DPMU) to be brought into the area for augmentation, the Disaster Mortuary Operational Response Team (DMORT) will require an 8 ton forklift with 6 foot forks (pallets are 10' X 10' X 10'), and a 2000 lb forklift for inside the facility. Ample space for storage of personal effects. Hazardous Material waste storage capacity
Family Notification If hospital identification is secure, family may be notified of the death. Otherwise, positive forensic identification procedures may be required to properly identify the deceased. In a mass causality event, the locality, in cooperation with the OCME, Social Services, and VDEM will establish a Family Assistance Center (FAC). The OCME will supervise only the Family Victim Identification Section of the FAC which will receive inquiries on identification, prepare Victim Identification Profiles (VIP), and collect any materials, records or items needed for confirmation of identification.
Medical Examiner cases may or may not require additional examination into the cause and manner of death. Each death will require a determination by the OCME as to the appropriate steps to take. The OCME and law enforcement will make the official notification of death in mass fatality incidents through the Family Victim Identification Unit of the FAC.
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Emergency Support Function #9 – Search and Rescue Primary Agencies Lancaster County Sheriff’s Office; Kilmarnock Volunteer Fire Department; Upper Lancaster Volunteer Fire Department; White Stone Volunteer Fire Department
Secondary Agencies American Red Cross; Emergency Management; Coast Guard; Smith Point Sea Rescue; Virginia Department of Emergency Management; Virginia Marine Resources; Three Rivers Health District
Introduction Purpose: Emergency Support Function (ESF) #9 – Search and Rescue provides for the coordination and effective use of available resources for search and rescue activities to assist multiple people in potential or actual distress.
Scope: Lancaster County is susceptible to many different natural and technical hazards that may result in the damage or collapse of structures. ESF #9 must be prepared to respond to emergency events and provide special life saving assistance. Operational activities with search and rescue include locating, extricating, and providing on site medical treatment to victims trapped in collapsed structures. In addition to this, people may be lost, missing, disoriented, traumatized, or injured in which case the search and rescue agency must be prepared to respond to these incidents and implement search and rescue tactics to assist those who are, or are believed to be, in distress or imminent danger.
Policies: All requests for Search and Rescue will be submitted to the EOC for coordination, validation, and/or action in accordance with this ESF; Communications will be established and maintained with ESF #5 – Direction and Coordination to report and receive assessments and status information; Coordinate with State and Federal agencies when necessary; state tactical rescue teams will be requested via VEOC at the request of the incident commander Personnel will stay up to date with procedures through training and education; and Search and Rescue task forces are considered Federal assets under the Robert T. Stafford Act only when requested for a search and rescue for a collapsed structure.
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Concept of Operations General: The Local Volunteer Fire Departments and the Sheriff’s Office will be responsible for rescue and search operations during a disaster.
Organization: The Lancaster Sheriff’s Office will be the primary agencies in any search and rescue operation. The Volunteer Fire Departments will assist when required for structural evaluation of buildings and structures (ESF #3 – Public Works and Engineering). The Sheriff’s Office will be the primary agencies in any ground searches (unless a technical hazard is present). The American Red Cross will assist with support efforts during searches such as mass care feeding; sheltering; bulk distribution; logistics; and health and mental health services for rescue workers, support personnel and the victims. Three Rivers Health District (TRHD) will advise search and rescue medical teams on industrial hygiene issues as they become apparent. Lancaster County G.I.S. will assist with maps. In a secondary role, the Sheriff’s Office will assist with perimeter security, communications, and assistance as required.
Communications will be established and maintained with ESF #2 – Communications and ESF #5 – Emergency Management to report and receive assessments and status information.
Actions: Develop and maintain plans and procedures to implement search and rescue operations in time of emergency Provide emergency medical treatment and pre-hospital care to the injured Assist with the warning, evacuation and relocation of citizens during a disaster The designated representatives should report to the EOC. When necessary, assign duties to all personnel Follow established procedures in responding to search and rescue incidents Record disaster related expenses Maintain a list of all SAR resources within Lancaster County and surrounding localities
Responsibilities: Manages search and rescue task force deployment to, employment in, and redeployment from the affected area; Coordinates logistical support for search and rescue during field operations; Develops policies and procedures for effective use and coordination of search and rescue; Provides status reports on search and rescue operations throughout the affected area; and Requests further assistance from the VDEM for additional resources.
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Emergency Support Function #10 - Hazardous Materials Operations Lead Agencies Department of Emergency Services, Lancaster County Sheriff’s Office, Kilmarnock Volunteer Fire Department, Kilmarnock-Lancaster Volunteer Rescue Squad, Upper Lancaster Volunteer Fire Department, Upper Lancaster Volunteer Rescue Squad, White Stone Volunteer Fire Department
Support Agencies Virginia Department of Emergency Management (VDEM) and Virginia Department of Environmental Quality (DEQ)
Introduction Purpose The purpose of ESF #10 - Hazardous Materials Operations is to describe the coordination during response to an oil or hazardous materials incident. This ESF is a summary of the Hazardous Materials Plan. Lancaster County is part of the Northern Neck Regional Hazardous Materials Emergency Response Plan, which details the response and coordination of hazardous materials responses.
Situation ESF #10 in Lancaster County is staffed and exists as a coordinating entity. Coordination will occur between the Emergency Services Coordinator and the response assets on specifics as it relates to duties that are assigned.
Assumptions Lancaster County does not have a hazardous materials task force within the jurisdiction apart from training within the fire departments. There are currently no mutual aid agreements or contracts with private organizations to assist with response or recovery. Requests for State assistance will be made through the Virginia EOC.
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Concept of Operations General Lancaster County will request a capability or need to the Virginia Emergency Operations Center (EOC) as outlined in EOC procedures and ESF #7 - Logistics. It is at the determination of the VEOC if state assets are best suited for the requested task. Support cannot be transferred to another agency without prior approval. Once assets have been committed, those responding will coordinate directly with local officials to accomplish the objectives.
Responsibilities Lancaster County is able to stabilize a release and prevent the spread of contamination if the situation is small in size. Large-scale events can only be partially stabilized until support agencies arrive. Assessment and detection of a hazardous materials situation is the responsibility of the Lancaster County first responder agencies (law enforcement, fire protection and emergency medical services). Prevention and mitigation efforts are identified in the Northern Neck Regional Hazardous Materials Emergency Response Plan. Evacuations, if needed or requested, will be coordinated via ESF #1 – Transportation, ESF #12 – Energy, and ESF # 15 – External Affairs. Environmental cleanup and waste disposition will rely on DEQ or the VDEM regional hazmat officers.
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Emergency Support Function #11 - Agriculture and Natural Resources Lead Agency Animal Control
Support Agency Department of Emergency Services, Virginia Department of Emergency Management, Animal Welfare League, Extension Agent
Introduction Purpose ESF #11 – Agriculture and Natural Resources summarizes the response to agriculture, food, and water needs in the event of a disaster or emergency. It provides for the nutrition assistance; control and eradicate any outbreak of a highly contagious or economically devastating animal/zoonotic (i.e., transmitted between animals and people) disease, or any outbreak of an economically devastating plant pest or disease; ensure the safety and security of the commercial food supply; protect natural and cultural resources and historic properties (NCH) resources; and the safety and wellbeing of household pets during an emergency response or evacuation.
Scope ESF #11 provides nutrition assistance; responds to animal and plant diseases and pests; ensures the safety and security of the commercial food supply; protect NCH resources; and provide for the safe evacuation, transportation, shelter, and veterinary care of household pets and service animals.
ESF #11 in Lancaster County will not be staffed but rather exists as a coordinating entity with State and regional assets. Coordination will occur between the Emergency Services Coordinator and the State and/or regional response assets.
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Concept of Operations General Lancaster County will coordinate with State agencies via WebEOC as outlined in ESF #7 - Logistics. ESF #7 coordinates the delivery of nutritional assistance, animal and plant disease assistance, food safety and security, natural and cultural resource protection and restoration, historic property protection and restoration, and animal care and control during major emergencies, disasters and other catastrophic events when local response and recovery needs exceed their capabilities. Upon request from the Virginia Department of Emergency Management, the Coordinator of Emergency Services will provide information relative to agricultural response activities including response status, and the status of personnel, equipment, and supplies needed to support mass care operations and requests for assistance. Additional support in the form of material or technical assistance may be provided by the agencies that comprise ESF #11.
Responsibilities Determine nutrition assistance needs, obtain appropriate food supplies and arrange for delivery of the supplies. Coordinate using ESF #6 – Mass Care and ESF #8 – Public Health and Medical Services. Coordination with ESF #8 to respond to animal, plant, and pest diseases including outbreak of highly contagious diseases. Ensure the safety and security of the food supply in conjunction with ESF #13 – Public Safety and Security. Assess the operating status of inspected meat, poultry and egg product processing, distribution, import and retail facilities in the affected area Rescue and recovery of pets Removal of carcasses Treatment of endangered wildlife
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Appendix A – Animal Control and Pet Sheltering
Purpose The purpose of the Animal Control and Sheltering Appendix is to care and control of animals in the event of an emergency or disaster. This appendix will establish organization responsibilities and general policies and procedures for the care and control of animals during natural and technological disasters. The major goal of this appendix is to minimize animals suffering, loss of life, and subsequent disability by ensuring timely and coordinated assistance. This appendix will also provide a system for returning animals to their owners after the disaster has passed.
Assumptions Household pets are defined as: “A domesticated animal, such as a dog, cat, bird, rabbit, rodent, or turtle that is traditionally kept in the home for pleasure rather than for commercial purposes, can travel in commercial carriers, and be housed in temporary facilities. Household pets do not include reptiles (except turtles), amphibians, fish, insects/arachnids, farm animals (including horses), and animals kept for racing purposes” (DAP 9523.19). People will risk their lives and the lives of others to protect both companion pets and service animals. An inability or unwillingness to evacuate pets will adversely impact evacuation operations and may result in human fatalities. According to a Fritx Institute survey, approximately 44% of the people who did not evacuate for Hurricane Katrina stayed, at least in part, because they did not want to leave their pets behind. The primary responsibility for evacuating and providing care for pets during an emergency, whether it is a hurricane, flood, earthquake, wild fire, or terrorist incident, rests with the pets’ owners. There is a Federal and a State mandate “to address the needs of individuals with household pets and service animals in the event of a disaster and assist and coordinate with local agencies in developing an emergency response plan for household pets and service animals” (VA Code § 44-146.18). Pets that are lost, strayed, incapable of being cared for by their owners, or a danger to themselves or the public will be the responsibility of (Your Locality) Animal Control. These pets will be sheltered, fed, and if possible, returned to their owners. If the pets cannot be returned to their owners, they will be disposed of in accordance with routine Animal Control procedures. The (locality) should plan for emergencies and associated response and recovery operations using local resources. In preparation for emergencies that will overcome the local resources of this or our neighboring locality, mutual aid agreements should be coordinated with nearby jurisdictions.
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Concept of Operations General Animals are often overlooked during and after a disaster. It is generally assumed that they fend for themselves and do not present problems for society. Lancaster County Animal Control (LCAC), however, does recognize that animals could become a problem for society if not appropriately cared for and controlled.
When evacuation is imminent, it is highly likely that people will not evacuate their homes if this includes abandoning their pets. This appendix is intended to plan for these and other disaster situations with an orderly and effective response system. Concentration of this appendix will be on animals brought into the emergency shelter and animals rescued after the incident has past.
It is the intent of Lancaster County to open a pet shelter in the event of an emergency which threatens to, or already has, displaced a number of residents of the locality and their pets. The opening of a pet friendly shelter will not preclude service animals from being allowed access to regular shelters when accompanied by their owners. When the annex is activated LCAC will ensure laws and regulations governing the care and capture of animals are followed.
When housing animals it is important to remember that all incoming animals MUST be crated. Due to space constraints, emergency sheltering of animals will be available ONLY to individuals residing in the Emergency Shelter. Service Animals will be allowed to remain with their owners.
Responsibilities The Chief Animal Control officer is the single point of contact on animal issues LCAC should have a representative in the EOC during a disaster Responsible for overall emergency policy and coordination of animals Develop and provide information to the PIO that pertains to emergency operations to the news media, personnel involved in the response operations and other appropriate agencies and organizations; Conduct a morning and evening briefing related to animal matters. Receive all incoming animal requests to the EOC and coordinating response with the shelter(s) and all other coordinating agencies (veterinarians, volunteers, etc.) Ensure all animals brought into the emergency sheltering are properly logged, identified, and cared for Conduct daily inventory and track donations, resources, and expenses during the shelter operation. Expenses will be reported to Emergency Services. Volunteers who assist LCAC in handling animals must have experience or required training. Provide and coordinate personnel and equipment to collect, rescue, and shelter stray or aggressive companion pets. 150 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Assist in identifying, surveying, and maintaining a list of congregate household pet sheltering facilities and transportation resources as part of the Community Animal Response Team (CART). Pre-designate pet receiving locations, protocols, and standard pet check-in checklists to inspect pets for injuries, hazmat exposures, and disease. Plan for the set-up of a first aid area inside each shelter. Plan for the quarantine of pets, including the seclusion and securing of diseased/contaminated pets. Provide for segregation or seizure of household pets showing signs of abuse. Provide training to agencies and staff on plans, policies, procedures, equipment and pre- credential volunteer workers/organizations. Identify appropriate sanitary procedures for storage of food/water, removal of contaminated food/water, and timely disposal of feces/carcasses. Develop plans, policies, and procedures for the closing of congregate household pet shelters and requirements for returning the facility to normal daily use.
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Emergency Management Actions
Routine Operations Review, train, and exercise the Animal Control and Pet Sheltering Appendix to ESF #11 – Agriculture and Natural Resources. Dealing with animals, particularly in stressful or chaotic situations such as disasters, required special skill(s). Only trained individuals will be performing the task.
Increased Readiness Prepare pet supplies for relocation to designated shelter area. Staff will ensure that families are secure and will be placed on call. Available sheltering locations will be announced in coordination with the PIO.
Response Operations Animal Control personnel will meet at the county shelter for initial briefing and begin the activation process. Briefings will be conducted to ensure everyone understands responsibilities assigned and who is in charge of each operating area. All staff and volunteers will have mandatory daily meetings in the morning and the evening. All staff and volunteers must sign out with each shift. Staff should determine if additional supplies are needed prior to the storm (food, caging, cleaning, and shelter supplies). Once the shelter is established, security will be maintained. No unauthorized persons will be allowed in the sheltering area. All animals being returned to owners will be brought to the designated releasing area. The kennel area will be set up allowing different types of animals to be separated as much as possible. An area will be allocated for isolation to be used for animals that need to be quarantined for any reason. Caging will be cleaned and sanitized as necessary to keep smell and the spread of disease to a minimum. Operation of the intake area will be conducted in a manner ensuring the safety of the citizens and their animals are maintained. No uncontrolled or loose animals will be authorized to be housed in a shelter. If an injured animal is received at the temporary shelter, an immediate assessment will be performed and arrangements for transport to the appropriate emergency clinic if an on-site vet is not available will be made. The necessary paperwork will be filled out; however, at no time will the paperwork process hold up the emergency care of an animal.
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Recovery Operations LCAC officers will be responsible for the daily operations of search and rescue procedures involving animals. The damaged areas of the county will be divided into quadrants for organized search operations by trained volunteers and other LCAC staff. Heaviest damaged areas will have priority over other areas. Rescues will be prioritized depending on the level of severity.
All injured, sick, and stray domestic animals will be impounded and dealt with in an appropriate and humane manner.
Animals will be returned to owners as soon as possible. The ultimate goal is to provide a safe environment for the pet during the disaster and for the pet to be reunited with its owner.
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Tab A to Emergency Support Function #11 – Information to Public Information Officer
Emergency Shelter Location: ______Emergency Shelter Phone Number: ______
Owners Should Bring the Following: 1. One week’s worth of food. Water proof / airtight container should be labeled with pet and owner’s name. 2. Pet medications 3. Copy of medical records including proof of rabies vaccination 4. Pet carrier 5. Leash 6. Emergency Phone numbers
NO EXOTIC ANIMALS OR DECLARED DANGEROUS ANIMALS WILL BE PERMITTED INTO THE EMERGENCY SHELTER; DOGS AND CATS ONLY.
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Emergency Support Function #12 – Energy Primary Agency Emergency Services
Secondary/Support Agencies State Corporation Commission; Virginia Department of Mines, Minerals, and Energy; Lancaster County Utility Providers
Introduction Purpose: The purpose of Emergency Support Function #12- Energy is to describe procedures to restore the public utility systems critical to saving lives; protect health, safety and property; and to enable support functions to respond.
Scope: ESF #12 will collect, evaluate, and share information on energy system damage. It will also estimate the impact of energy system outages within the affected area. Energy, as defined by the National Response Framework, includes producing, refining, transporting, generating, transmitting, conserving, building, distributing and maintaining energy systems. Additionally, ESF #12 will provide information concerning the energy restoration process, such as projected schedules, percent completion of restoration, and other information as appropriate.
Policies: All utility suppliers for Lancaster County will work to provide fuel, power, and other essential resources to the locality The Emergency Services Coordinator will work with utility providers to set priorities for allocating commodities Personnel will stay up to date with procedures through education and training Restoration of normal operations at critical facilities will be a priority A list of critical facilities will be maintained and continuous monitoring of them will be done to identify vulnerabilities
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Concept of Operations General: The supply of electrical power to customers may be cut off due to either generation disruption, shortages and/or transmission/distribution limitations. Lancaster County shortfalls are more likely to result from extreme hot weather conditions or disruptions to generation facilities. Other energy shortages, such as interruptions in the supply of natural gas or other petroleum products for transportation and industrial uses, may result from extreme weather, strikes, international embargoes, disruption of pipeline systems, or terrorism.
The suddenness and devastation of a catastrophic disaster or other significant event can sever key energy lifelines, constraining supply in impacted areas, or in areas with supply links to impacted areas, and can also affect transportation, communications, and other lifelines needed for public health and safety. There may be widespread and prolonged electric power failures. Without electric power, communications will be interrupted, traffic signals will not operate, and surface movement will become grid locked. Such outages may impact public health and safety services, and the movement of petroleum products for transportation and emergency power generation. Thus, a major, prolonged energy systems failure could be very costly and disruptive.
Organization: In the wake of such a major disaster, the Lancaster County EOC will be assisted by State-level assets to help in the emergency efforts to provide fuel and power and other essential resources as needed. The priorities for allocation of these assets will be to: Provide for the health and safety of individuals and families affected by the event Provide sufficient fuel supplies to local agencies, emergency response organizations, and service stations in critical areas Help energy suppliers obtain information, equipment, specialized labor, fuel, and transportation to repair or restore energy systems Recommend/comply with Lancaster County and VDEM actions to conserve fuel, if needed Coordinate with local, State, and Federal agencies in providing energy emergency information, education, and conservation guidance to the public Coordinate information with local, State, and Federal officials and energy suppliers about available energy supply recovery assistance Lancaster County EOC will send requests to the Virginia EOC for fuel and power assistance.
The private sector will be relied upon to manage independently until it can no longer do so, or until the health, safety, and welfare of citizens are at risk. The industries will be expected to establish their own emergency plans and procedures and to implement them through their own proprietary systems.
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The State Corporation Commission (SCC) is the designated commodity manager for natural gas and electrical power. The Virginia Department of Mines, Minerals and Energy (DMME) is the commodity manager for petroleum products and for solid fuels.
Following a catastrophic disaster, the Virginia EOC with staff support from SCC and DMME, will coordinate the provision of emergency power and fuel to affected jurisdictions to support immediate response operations. If necessary, the agencies outlined in the ESF will work closely with Federal energy officials, other Commonwealth support agencies, and energy suppliers and distributors. Lancaster County will identify the providers for each of their energy resources depending on the shortfall.
Actions: Identify, quantify, and prioritize the minimum essential supply of fuel and resources required to ensure continued operation of critical facilities such as public utilities and schools Monitor the status of all essential resources to anticipate shortages Maintain liaison with fuel distributors and local utility representatives Implement local conservation measures Keep the public informed via ESF #2 – Communications and ESF #15 – External Affairs Implement procedures for determining need and for the distribution of aid Allocate available resources to assure maintenance of essential services Consider declaring a local emergency Document expenses
Responsibilities: Review plans and procedures. Review procedures for providing lodging and care for displaced persons (see ESF #6- Mass Care) In the event of a fuel shortage, establish procedures for Lancaster County fuel suppliers/distributors to serve customers referred to them by Lancaster County EOC. Keep the public informed and aware of the extent of the shortage, the need to conserve the resource in short supply, and the location and availability of emergency assistance Provide emergency assistance to individuals as required Enforce State and local government conservation programs Identify resources needed to restore energy systems
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Emergency Support Function #13 – Public Safety and Security Lead Agency Lancaster County Sheriff’s Office, Kilmarnock Police Department, White Stone Police Department
Support Agencies Belle Isle State Park (Department of Natural Resources); Emergency Services; Kilmarnock Volunteer Fire Department; Upper Lancaster Volunteer Fire Department; White Stone Volunteer Fire Department; Virginia Department of Transportation; Virginia State Police ______
Introduction Purpose: The purpose of Emergency Support Function (ESF) #13 – Public Safety and Security is to maintain law and order, to provide public warning, to provide for the security of critical facilities and supplies, assist the evacuation of threatened areas, to provide access control in critical facilities, to assist with search and rescue operations, and to assist with identification of the dead.
Scope: ESF #13 is designed to respond during a time of emergency using existing procedures. These procedures are outlined in the Sheriff’s Office standard operating procedures and cover all types of natural disasters, technological hazards, and acts of terrorism.
Policies: Lancaster County Sheriff’s Office will retain operational control; The Incident Commander will determine the need for security at the scene; The Sheriff’s Office in coordination with the Emergency Services Coordinator will identify areas of potential evacuations; The concentration of large numbers of people in shelters during an evacuation may necessitate law enforcement presence to maintain orderly conduct; and The Sheriff’s Office will be needed in evacuated areas to prevent looting and protect property.
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Concept of Operations General: The mission of the Public Safety and Security function is to maintain law and order, protect life and property, provide traffic control and law enforcement support, guard essential facilities/supplies and coordinate mutual aid.
The Emergency Communications Center (ECC) is the point of contact for the receipt of all warning and notification of actual or impending emergencies or disasters.
If the National Guard is called in for a State or Federal declared disaster, they may only be used for low-risk duties such as security and traffic control. A hazardous or potential hazardous situation could justify the need for evacuation for a short time period, depending on the hazard and its severity. In order to limit access to the hazard area, various personnel and devices will be required, such as the following: Personnel to direct traffic and staff control points; Signs to control or restrict traffic; Radio communications; Control point(s); Adjacent highway markers indicating closure of area; Markers on surface roads leading into the secured areas; Patrols within and outside the secured areas; and Established pass system for entry and exit of secured areas.
The Virginia Department of Transportation has general responsibility for signage and marking.
Organization: Lancaster County Sheriff’s Office will utilize their normal communications networks during disasters. The Emergency Services Coordinator, in coordination with the Sheriff’s Office and the Fire and Rescue Departments, should delineate areas that may need to be evacuated. The Sheriff’s Office will set up control points and roadblocks to expedite traffic to reception centers or shelters and prevent reentry of evacuated areas. They will also provide traffic control and security at damaged public property, shelter facilities and donations/distribution centers. Should an evacuation become necessary, warning and evacuation instructions will be put out via radio and television. Agencies will work in coordination with ESF #2- Communication and Warning to properly alert citizens. Agencies will also work in coordination with ESF #1- Transportation to provide traffic control for evacuation and resource/supply routes.
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Actions: Identify essential facilities and develop procedures to provide for their security and continued operation in the time of an emergency Maintain Sheriff’s Office intelligence capability to alert government agencies and the public to potential threats; coordinate with the Virginia Fusion Center Identify potential evacuation routes in the event of a major emergency situation Develop and maintain the following: o Strategies to effectively address special emergency situations that may require distinct law enforcement procedures, such as civil disorders, hostage taking, weapons of mass destruction, terrorist situations, and bomb threats/detonations o Plans to provide for effective law enforcement, prompt warning and evacuation, traffic and crowd control, search and rescue, and the security of vital facilities and supplies. o Procedures for promptly warning the public of an emergency and/or an evacuation in conjunction with ESF #2 – Communications with attention given to residents with functional/medical needs. Anticipate and resolve problems associated with these population groups such as evacuating nursing homes, schools, jails/prisons, etc. o Procedures and training for the search and rescue of missing persons Test primary communications systems and arrange for alternate systems, if necessary Implement existing mutual aid agreements with other jurisdictions, if necessary Document expenses incurred for the duration of the emergency
Responsibilities: Assist with damage assessment in conjunction with ESF #3 – Public Works Manages preparedness activities Conducts evaluation of operational readiness Resolves conflicting demands for public safety and security resources Coordinates backup support from other areas Initial warning and alerting Have a representative in the EOC Security of emergency site, evacuated areas, shelter areas, vital facilities and supplies Traffic control and crowd control, as needed Evacuation and access control of threatened areas Assist the Health Department with identification of the dead in conjunction with ESF #8 – Public Health Delineate the specific areas which may need to be evacuated and designate evacuation routes
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Implement evacuation planning/procedures for the threatened areas, if necessary. Instruct evacuees to bring personal disaster preparedness kits. Assist EOC in evacuation, if needed Implement existing mutual aid agreements with other jurisdictions, if necessary. Notify Perdue if there is sufficient warning to move barge from current location to safer area or strengthen mooring
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TAB A to Emergency Support Function #11 – Entry Permit to Enter Restricted Areas
1. Reason for entry (if scientific research, specify objectives, location, length of time needed for study, methodology, qualifications, sponsoring party, NSF grant number and date on separate page).
______
______
2. Name, address, and telephone of applicant, organization, university, sponsor, or media group. Also contact person if questions should arise.
______
______
3. Travel (fill out applicable sections; if variable, call information to dispatcher for each entry). Method of Travel (vehicle/aircraft): ______Description of Vehicle/Aircraft: ______Route of Travel if by Vehicle: ______Destination by legal location or landmark: ______Alternate escape route if different from above: ______
4. Type of 2-way radio system to be used and your base station telephone number we can contact in emergency (a CB radio or radio telephone will not be accepted). ______
Entry granted into hazard area.
Authorizing Signature: ______Printed Name: ______Date______
The conditions for entry are attached to and made a part of this permit. Any violation of the attached conditions for entry can result in revocation of this permit.
The Waiver of Liability is made a part of and attached to this permit. All persons entering the closed area under this permit must sign the Waiver of Liability before entry.
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TAB B to Emergency Support Function # 11 – Waiver of Liability
TO BE SIGNED AND RETURNED WITH APPLICATION FORM
I, the undersigned, hereby understand and agree to the requirements stated in the application form and in the safety regulations and do further understand that I am entering a high hazard area with full knowledge that I do so at my own risk and I do hereby release and discharge the Federal government, the Commonwealth of Virginia and all its political subdivisions, their officers, agents and employees from all liability for any damages or losses incurred while within the closed areas.
I understand that the entry permit is conditioned upon this waiver. I understand that no public agency shall have any duty to attempt any search and rescue efforts on my behalf while I am in the Closed Area.
______Signature of applicant and members of his field party Date
Print full name first, then sign and date.
______I have read, understand and agree to the above waiver of liability.
______I have read, understand and agree to the above waiver of liability.
______I have read, understand and agree to the above waiver of liability.
______I have read, understand and agree to the above waiver of liability.
______I have read, understand and agree to the above waiver of liability.
______I have read, understand and agree to the above waiver of liability.
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Emergency Support Function #14 – Long Term Recovery and Mitigation Lead Agency Administration; Emergency Services
Support Agencies Code Compliance; Building Official; Utilities; River Counties Chapter of the American Red Cross; Virginia Voluntary Organizations Active in Disaster (VVOAD)
Introduction Purpose: The purpose of Emergency Support Function (ESF) #14 – Long Term Recovery and Mitigation is to develop a comprehensive and coordinated recovery process that will bring about the prompt and orderly restoration of community facilities and services, infrastructure, and economic base, while providing for the health, welfare and safety of the population.
Scope: ESF #14 support may vary depending on the magnitude and type of incident and the potential for long term and severe consequences. ESF #14 will address significant long-term impacts in the affected area on housing, business and employment, community infrastructure, and social services.
Policies: Long term community recovery and mitigation efforts are forward looking, focusing on permanent restoration of infrastructure, housing and the local economy, with attention to mitigation of future impacts of a similar nature when feasible Use the post-incident environment as an opportunity to measure the effectiveness of previous community recovery and mitigation efforts Facilitates the application of loss reduction building science expertise to the rebuilding of critical infrastructure Personnel will stay up to date with policies and procedures through training and education
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Concept of Operations General: The recovery phase is characterized by two components which are nearly simultaneous in effort: the emergency response phase which deals primarily with life saving and emergency relief efforts (e.g., emergency food, medical treatment, shelter, and security services), and the broader recovery and reconstruction component of mitigation, which deals with more permanent and long-term redevelopment issues. The focus of ESF #14 is the second component of long term redevelopment.
The Department of Emergency Services will be the lead coordinating department in the life- saving and emergency relief component of the recovery process; and Lancaster County Administration will take the coordinating lead during the reconstruction phase.
The recovery analysis process is comprised of the following phases: reentry, needs assessment, damage assessment, the formulation of short- and long-term priorities within the context of basic needs and available resources, and the identification and implementation of appropriate restoration and development strategies to fulfill priorities established, as well as bring about an effective recovery program.
The process to request and receive Federal assistance will be the same as in all other natural or man-made disasters. The Virginia Department of Emergency Management will be the coordinating State agency in the recovery process, and FEMA will be the coordinating Federal agency. Utilizing the preliminary damage assessment information collected through ESF #3, short-term and long-term priorities are established and recovery strategies developed in coordination with other State agencies, Lancaster County, the Federal government, and private industry.
Short term recovery strategies would include: Communications networks Transportation networks and services Potable water systems Sewer systems Oil and natural gas networks Electrical power systems Initial damage assessment Emergency debris removal Security of evacuated or destroyed area Establishing a disaster recovery center and joint field office
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Long-term strategies would strive to restore and reconstruct the post-disaster environment to pre-existing conditions. Federal and State agencies will provide technical assistance to localities in the long-term planning and redevelopment process. Economic aid will be provided to assist localities and States in rebuilding their economic base, replacing and restoring their housing inventory, and ensuring that all construction and development complies with building codes and plans. Items or action to be focused on in this phase include: Completion of the damage assessment Completion of the debris removal Repairing/rebuilding the transportation system Repairing/rebuilding of private homes and businesses Hazard Mitigation projects
Organization: The Emergency Services Director will coordinate with the Emergency Services Coordinator to direct response, recovery, and reconstruction efforts in the disaster impacted areas of the County.
A Presidential Declaration of Disaster will initiate the following series of events: Federal Coordinating Officer will be appointed by the President to coordinate the Federal efforts. State Coordinating officer will be appointed by the Governor to coordinate State efforts; A Joint Field Office (JFO) will be established within the State (central to the damaged area) from which the disaster assistance programs will be coordinated. A Disaster Recovery Center (DRC) will be established in the affected areas to accommodate persons needing individual assistance after they have registered with FEMA. The authorization of disaster relief assistance through individual assistance for private infrastructure or public assistance for public facilities.
As potential applicants for Public Assistance, Lancaster County and private non-governmental agencies must thoroughly document disaster-related expenses from the onset of an incident. Mitigation has become increasingly important to local officials who must bear the agony of loss of life and property when disaster strikes. The Emergency Services Director will take the lead in determining mitigation projects needed following a disaster and make applications for available mitigation grants and projects that are already outlined in the separate Hazard Mitigation Plan.
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Actions: In cooperation with other support functions, as appropriate, use hazard predictive modeling and loss estimation methodology to ascertain vulnerable critical facilities as a basis for identifying recovery priorities Gather information to assess the scope and magnitude of the social and economic impacts on the affected region Coordinate and conduct recovery operations Conduct initial damage assessment Coordinate early resolution of issues and delivery of assistance to minimize delays for recipients Coordinate assessment of accuracy and recalibration of existing hazard risk, and evacuation modeling Facilitate sharing of information and identification of information of issues among agencies and ESFs Facilitate recovery decision making across ESFs Facilitate awareness of post-incident digital mapping and pre-incident hazard mitigation and recovery planning
Responsibilities: Establish procedures for pre-incident planning and risk assessment with post-incident recovery and mitigation efforts Develop action plans identifying appropriate agency participation and resources available that take into account the differing technical needs for risk assessment and statutory responsibilities by hazards Ensure participation from primary and support agencies Lead post-incident assistance efforts
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Emergency Support Function #15 – External Affairs Lead Agency County Administrator, Department of Emergency Services
Support Agencies All other County agencies, fire departments, rescue squads, Lancaster County Sheriff’s Office
Introduction Purpose: The purpose of Emergency Support Function #15 – External Affairs is to coordinate the flow of timely information and instructions to the public using all available methods of communications. ESF #15 ensures that sufficient resources are deployed during an incident to provide accurate, coordinated, and timely information to affected audiences. This includes state and local governments, elected officials, the media, the private sector, and Lancaster County residents.
Scope and Applicability ESF #15 coordinates actions to provide the required external affairs support to State and local government incident management. ESF #15 applies to all local agencies that may require public affairs support or whose public affairs assets might be employed during an incident. This ESF applies to incidents where significant interagency coordination is required and works in conjunction with ESF #2 – Communications.
Policies Emergency communications incorporates the following processes: Control: Identification of emergency communications coordinating, primary and support departments and agency roles, and authorities for release of information. Coordination: Specification of interagency coordination and plans, notifications activation, and support protocols. Communications: Development of message content such as incident facts, health risk concerns, pre-incident and post-incident preparedness recommendations, warning issues, incident information, messages, audiences, and strategies for when, where, how and by whom the messages will be delivered.
All agencies assigned within ESF #15 will develop and maintain the necessary plans, SOPs, mutual aid agreements, and model contracts to complete assigned responsibilities. Lancaster County is responsible for providing information to the citizens. In the event that Lancaster County is unable to perform these responsibilities, Emergency Services can coordinate with the State via WebEOC to provide vital health and safety information to the affected population.
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Concept of Operations General: During normal operations, the PIO works with the news media and social networks communicate preparedness messages and ensure that information is coordinated among local agencies. During emergencies and disasters, the PIO is the External Affairs Officer.
During an emergency or disaster situation, the PIO is responsible for establishing and coordinating a central Joint Information Center (JIC) for receiving and disseminating information to the public. Designated agencies will be asked to provide qualified personnel to augment the staff at the JIC and could serve as the PIO, who reports to the incident commander.
Communicating information regarding the incident to the public is a critical component of incident management and must be fully integrated with all other operational actions to ensure the following objectives are met: Delivery of incident preparedness, health, response, and recovery instructions to those directly affected by the incident Dissemination of incident information to the general public Establishing communications paths with participants is a primary objective during the first minutes of plan activation. These paths provide a streamlined process to ensure that appropriated participants and decision makers are linked together to manage emergency communications with the public.
During a localized event, the PIO will contact key news media to inform them about the incident and tis status, provide initial information to counter speculations and rumors, and make available immediate health and safety guidance when necessary or known. Departments and agencies should closely coordinate media queries during this phase to ensure that approved messages are executed.
In the event of a substantial disaster that would cause a State Declaration, the PIO would work with State personnel to expand the JIC. The PIO is responsible for the Community relations function to facilitate disaster victims’ access to disaster assistance.
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Organization ESF #15 has five primary goals: 1. To make the public aware of potential emergency situations and of appropriate protective actions 2. To keep the public informed of an ongoing emergency or disaster situation and to provide protective action guidance as appropriate 3. To keep public officials, including elected officials, informed of the processes of coordinating the response to and facilitating the recovery from emergencies and disasters 4. To keep leadership informed about public information issues and media trends 5. To track and correct rumors and misinformation The PIO will disseminate emergency public information as requested by the Emergency Services Director or Coordinator. The PIO will work jointly with, and have official access to, local radio stations and newspapers. The PIO role may shift to the County Administrator, the Emergency Services Coordinator, or other department heads, depending on the type of incident and the circumstances involved.
The PIO will report to the EOC or to the Administration Center, whichever is appropriate, at the time of the emergency. The PIO will coordinate the release of information over the government access cable channel and through all written documents. The PIO will also be responsible for arranging regular briefings for the media at a suitable time and location. Any complaints by emergency personnel concerning actions by members of the press are also to be referred to the PIO for discussion with the appropriate news organization.
Lancaster County will be assisted by the State in making the public aware of potential hazards and appropriate protective measures. A public education and awareness program with realistic and measurable objectives will be implemented as well, to include a CERT training program. The Virginia Emergency Alert System (EAS) is an established medium for the receipt and/or distribution of emergency information to the general public at the local, state, and national levels. The PIO will create messages for broadcast over the EAS and coordinate their release with the VEOC staff.
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Public media Lancaster County has several options to relay emergency information to the residents. CodeRED is a system that utilizes reverse 911 to alert residents of any emergency information for their area. Residents can sign up for alerts via telephone, email, and text message online and they will be notified anytime there is an alert.
There are some county departments that utilize social media sites, such as Facebook and Twitter, to spread local and statewide messages that may or may not be related to an emergency. Things such as incoming weather events, traffic hazards, and other messages can be spread via these sites to alert citizens that utilize the sites.
Actions Coordinate with fire departments, law enforcement, and Emergency Services to identify the protocols and criteria used to decide when to recommend evacuation or shelter-in- place and to disseminate essential information to the public. Continuous public information can be found at www.lancova.com, www.facebook.com/lancovaES or www.twitter.com/lancovaES. Phone inquiries can be made through the public information phone number that is released during each emergency or disaster. (include time frame that this will be available during the emergency or disaster) This line will be updated as information becomes available on the emergency, appropriate protection actions, and shelter information. Summarize the actions that will be taken to provide continuous and accessible public information about the disaster/emergency. o Example: Media briefings, press releases, EAS, etc. Rumor control will be handled on a case by case basis as requests for information comes in. There will be a special, publicized number to handle these inquiries. Rumor control will continue until the fears and concerns of the public have been alleviated.
Functional/medical needs residents should be identified during normal operations so that information can reach them through the necessary channels. In the event that this audience cannot be reached prior to an emergency or disaster, media releases should keep these audiences in mind (subtitles for television broadcasts, making the volume louder, etc.). Information distribution for non-English speaking populations should also be considered.
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Roles and responsibilities Emergency Services Coordinate with news media and other agencies to promote emergency preparedness Establish and coordinate a central JIC for receiving and disseminating information to the public during a disaster or emergency Coordinate the community relations function to facilitate disaster victims’ access to disaster assistance Manage information sharing with local and state elected officials Other Agencies Coordinate emergency-related public information with Emergency Services using the JIC and provide staff to the JIC when necessary
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TAB A to Public Affairs Support Annex – PIO Prearranged Messages
Release or Spill
Local – Public Information Notification of an Incident.
At ______(a.m./p.m.) today, an incident/accident occurred on______(highway/street). Certain dangerous materials have been spilled/leaked/released from a car/truck. Due to the toxicity of material released to the atmosphere, all traffic on ______(highway/street) is being rerouted via ______(highway/intersection) until further notice.
Due to the possibility of an explosion and major fire, all residents living within ______feet of the site are urged to leave immediately and report to ______(school, church, etc.).
Follow directions given by emergency workers, State Police or the Sheriff’s Office.
You will be notified when it is safe to return to your homes. Stay tuned to this station for additional information/instructions.
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Emergency Support Function #16 – Military Affairs Primary Agency Lancaster County Emergency Services
Secondary Agencies Lancaster County Departments
Introduction Purpose The purpose of ESF #16 – Military Affairs is to outline the parameters on the use of all Department of Defense (DOD) and National Guard assets in support of a declared emergency.
Scope The Governor of Virginia is the Commander-in-Chief of all forces in the Commonwealth organized under the DMA. The Adjutant General (TAG) of Virginia is the military commander.
DMA staffs and mans its Joint Force Headquarters (JFHQ). Within the JFHQ is the Joint Operations Center (JOC) that is operational 24/7. The Virginia Army National Guard, Virginia Air National Guard, and the Virginia Defense Force are three components that JFHQ-VA draw forces from to fulfill request for assistance requirements.
ESF #16 in Lancaster County will not be staffed but rather exists as a coordinating entity. Coordination will occur between the Emergency Services Coordinator and the response assets on specifics as it relates to duties that are assigned.
Planning Assumptions Lancaster County does not have military instillations within the jurisdiction and does not maintain stand-alone agreements with military assets.
DMA units will not directly respond to requests for assistance from local officials except to save human life, prevent human suffering, or to prevent great damage to or destruction of property. DMA units will advise local officials to submit requests for assistance through the Virginia Emergency Operations Center (VEOC).
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Concept of Operations General Lancaster County will request a capability or need to the Virginia Emergency Operations Center (VEOC) as outlined in EOC procedures and ESF #7 - Logistics.
It is at the determination of the VEOC if DMA assets are best suited for the requested task. Assets will be limited to only accept missions or work assignments if within the original scope of deployment.
Support cannot be transferred to another agency without prior approval. Once assets have been committed those responding will coordinate directly with local officials to accomplish the objectives.
Policies DMA units will not directly respond to requests for assistance from local officials except to save human life, prevent human suffering, or to prevent great damage to or destruction of property. DMA units will advise local officials to submit requests for assistance through the Virginia Emergency Operations Center (VEOC).
Military assets are only available during a declared state of emergency.
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Emergency Support Function #17 - Donations and Volunteer Management Lead Agencies Department of Emergency Services, Social Services, Treasurer, Accounts Administrator
Support Agencies Three Rivers Health District Medical Reserve Corps, Virginia Voluntary Organizations Active in Disaster (VVOAD), American Red Cross, CERT
Introduction Purpose: ESF #17 – Donations and Volunteer Management describes the coordinating processes used for the most efficient and effective utilization of unaffiliated volunteers and unsolicited donated goods during disasters. This ESF maintains agreements with agencies that may provide volunteers and donations in the time of an emergency or disaster.
Scope: Volunteer services and donated goods in this ESF refer to unsolicited goods and unaffiliated volunteers services.
Policies: Lancaster County has primary responsibility for the management of unaffiliated volunteer services and unsolicited goods. The donation management process must be organized and coordinated to ensure the citizenry is able to take advantage of the appropriate types and amounts of donated goods and services in a manner that precludes interference with or hampering of emergency operations.
The Emergency Services Coordinator also: Coordinates with other agencies to ensure goods and resources are used effectively Looks principally to those organizations with established volunteer and donation management structure Encourages the use of existing nongovernmental organizational volunteer and donations resources before seeking governmental assistance
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Concept of Operations General: ESF #17 operations can include a coordinator, phone bank, liaison for other agencies and organizations, and a facility management plan.
Donated Goods Management involves a cooperative effort by Lancaster County voluntary and community based organizations, the business sector, and the media. Lancaster County, in conjunction with voluntary organization partners, is responsible for developing donations management plans and managing the flow of donated goods during disaster operations.
Volunteer management also requires a cooperative effort between Lancaster County and voluntary and community based organizations, faith-based organizations, the private sector, and the media. Lancaster County and the voluntary organizations are responsible for developing plans to manage unaffiliated volunteers during disaster response and recovery.
Organization: Lancaster County will identify sites and facilities that will be used to receive, process, and distribute the unsolicited donated goods that will be sent to the disaster area. The necessary equipment, staff, communications, and security support to these facilities and sited will be provided by Lancaster County and volunteer organizations as required.
Lancaster County will coordinated the disaster relief actions of governmental and non- governmental relief agencies and groups. This is necessary to ensure maximum effectiveness of relief operations and to avoid duplication of effort and services.
Standard operating procedures will be developed to address screening processing, training, and assignments of volunteers who will show up once recovery operations begin. The service to which personnel are assigned will provide the necessary training. Persons who already possess needed skills or have received specialized training should be assigned duties which allow for the maximum benefit of their skills. Each individual volunteer will be registered and a log will be maintained of man-hours worked. Accurate records of all incurred expenses will also be maintained.
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Responsibilities: Coordinate with ESF #15 - External Affairs to identify process of notifying the public about donations programs and availability. Identify potential sites and facilities to manage donated goods and services being channeled into the disaster area. Identify the necessary support requirements to ensure the prompt establishment and operation of these facilities and sites. Develop procedures for the management, organization, storage, and distribution of donated goods and items. Develop and staff a donations hotline for individuals with questions concerning donations and volunteering. Organize and maintain a database to track volunteers’ (including unaffiliated volunteers) names, addresses, contact information, hours worked, and specialty. Coordinate with ESF #7 – Logistics, Resource Management, and with Incident Commander for the unplanned arrival of donations and volunteers to the incident site. Develop a critical resources list and procedures for acquisition in time of crisis. Assign volunteers to tasks that best utilize their skills. Compile and submit totals for disaster related expenses. Assign the tasks of coordinating auxiliary manpower and material resources.
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Hurricane Annex
Introduction Purpose The Lancaster County Hurricane Annex is a component of the Lancaster County Emergency Operations Plan. It has been developed to provide a sound basis for severe weather emergency preparedness and to establish the organizational framework and operational concepts and procedures designed to minimize the loss of life and property and to expedite the restoration of essential services following a severe weather occurrence.
Situation Virginia is vulnerable to tropical and extra tropical weather systems, in addition to winter weather systems and nor’easters which can result in hail, extreme heat, high winds, snow/ice, heavy rainfall, flooding, or a combination of any of these. These conditions may require actions and or support of federal and state agencies, and non-governmental organizations. The effects of a storm system whose path traverses through coastal Virginia will impact multiple jurisdictions. A significant weather event in this region will likely impact other Commonwealth regions and neighboring States.
Lancaster County is capable of supporting the response and recovery from moderate storm systems independently or through existing mutual aid agreements. However, a stronger large scale storm event may necessitate declaration of a Local and or State Emergency, and potentially a gubernatorial request for Declaration of a Federal Emergency to support response and recovery measures. Business and private property owners need to plan ahead of an emergency for such items as sandbags, flood protection barriers, emergency power generation, tree trimming and removal, snow removal, and specific hazard insurance.
Assumptions Appropriate local actions should be taken to implement emergency operations as authorized by the Code of Virginia to protect the health and safety of people and property. Lancaster County is responsible for warning, emergency public information and public awareness and education campaigns for their citizens, businesses, and visitors via ESF #2 – Communications and ESF #14 – External Affairs State and Federal assistance will neither be expected nor requested until all local resources and capabilities are known and are anticipated to be insufficient to satisfy emergency needs. Assistance may be requested through the state upon determination of such needs via WebEOC. All local agencies and departments with roles and responsibilities for hurricane preparedness, response, and recovery should maintain a state of readiness during hurricane season and should actively participate in emergency operations when activated. 187 Lancaster County Emergency Operations Plan Adopted January 22, 2015
Lancaster County will implement the Governor’s orders as they pertain to emergency protective measures including evacuation. Emergencies and disasters may occur without warning at any time of the day or night, and may cause mass casualties. Residents should be prepared to sustain themselves for 72 to 96 hours following incident occurrence. The vulnerable population at risk that should be evacuated is defined, for planning purposes, as those persons along the coast in the pre-identified storm surge inundation areas and in residential structures that may be at risk from hurricane force winds. Storm effects could also impact other communities further inland due to high winds, localized heavy rains and/or flooding. However, these secondary storm effects are much less predictable. Electric power may be most susceptible to damage and, at the same time, be most essential for recovery from the effects of a severe weather emergency. The potential need for increased security may exist, especially if areas are evacuated and re-entry of residences has been denied due to safety issues. There may be a need to assess advanced evacuation and closing of low-lying areas, businesses, industries, public parks, local campgrounds, etc. Advance preparation by health care facilities, businesses, industries, and utilities is essential to maintain needed services during response and recovery operations. There may be short-term, mid-term and long-term shelter requirements to house county citizens and other populations following a disaster situation.
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Concept of Operations
The hurricane annex establishes, within general guidance of the basic plan, the hurricane specific concepts and polices under which all elements of Lancaster County will operate. Based on the multijurisdictional impact of a hurricane this plan must be coordinated with the surrounding jurisdiction in order to facilitate the most effective response and utilization of resources.
Help may not be immediately available from the state or federal government. Lancaster County must be prepared to take initial responsibility for response and recovery operations in addition to preparing for the inclement weather. County plans and procedures should be developed and maintained to provide for the safety and welfare of the citizens until outside assistance is available.
Other guidelines include the following: The local National Oceanic and Atmospheric Administration (NOAA) Weather Radio station will broadcast severe weather watches and warnings issued by the National Weather Service (NWS). Weather radios are activated when such emergency messages are broadcast. When an incident occurs, local authorities within damaged areas use available resources to protect life and property and reduce, to the extent possible, the suffering and hardships on individuals. If local resources prove to be inadequate or are exhausted, assistance will be requested from other jurisdictions through mutual aid procedures/guidelines. Mutual aid agreements should be in place before the incident to ensure legal and financial conditions are delineated. Jurisdictions in the areas sustaining little or no damage may be called upon to support the affected areas. When resources are beyond the capability of local government to acquire, requests for assistance are forwarded to the Virginia Department of Emergency Management via the State EOC. When resource requirements cannot be met with State resources, Federal assistance may be requested by the Governor. Emergency operations begin with the threat or occurrence of a damaging storm and continue until emergency operations are no longer required.
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When severe weather occurs, local authorities within affected areas will use available resources to protect life and property and reduce, to the extent possible, the suffering and hardships on individuals. If local resources prove to be inadequate or are exhausted, assistance shall be requested from other jurisdictions through mutual aid procedures.
When requirements exceed the capability of local government, requests for Regional and/or State assistance shall be forwarded to the VDEM in accordance with standard protocols.
The immediate response to a major Severe Weather incident will focus on saving lives, providing resources to sustain life, and incident response stabilization.
The safety of county personnel will be the number one priority; essential employees may still be required to report for duty, some examples: Sheriff Deputies, Dispatchers, Building & Grounds, Water Treatment, etc.
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Roles and Responsibilities
Board of Supervisors Declare local emergency as appropriate Adopt Emergency Operations Plan every 4 years
Director of Emergency Services Responsible for emergency planning and response decisions Ensure maintenance of agreements with neighboring jurisdictions, private sector partners, and non-profits
Coordinator of Emergency Services Develop recommendations and advise on evacuation and sheltering decisions and situation/status Coordinate/support local shelters and refuges of last resort Activate and manage the EOC Coordinate emergency information with surrounding jurisdictions and the State Update and keep current Hurricane Annex and associated planning documents
County Departments Develop and maintain agency-specific plans for emergency response and recovery operations Maintain current list of resources Train employees in emergency operations support role
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Readiness Conditions
Readiness Condition 5- Routine Operations Monitor the tropics and coordinate with VDEM and regional stakeholders Develop, maintain, test, and exercise plans and standard operating procedures Identify vulnerable dependent populations Identify and plan for refuges of last resort (ROLs) along evacuation routes Maintain agreements and contracts for resources Partner with local media representatives, community groups and faith based organizations to educate the citizens and businesses on preparedness and the management of expectations
Readiness Condition 4- Forecast Arrival of Tropical Storm Force Winds 144 to 96 Hours Continue monitoring and coordinating with VDEM and regional stakeholders Monitor National Weather Service and participate in VDEM and regional conference calls to maintain situational awareness Prepare for a local declaration of emergency Convene necessary decision makers Activate the local EOC, notify staff, and confirm staffing plans Communicate with surrounding localities to coordinate evacuation and shelter actions
Readiness Condition 3- Forecast Arrival of Tropical Storm Force Winds 96 to 48 Hours Review Hurrevac and Sea, Land and Overland Surge from Hurricanes (SLOSH) tools for track information and situation awareness Begin issuing evacuation information/instructions through ESF #2 – Communication and ESF# 14 – External Affairs Participate in conference calls with stakeholders Stage necessary supplies
Readiness Condition 2- Forecasted Arrival of Tropical Storm Force Winds 48 to 24 Hours Advise the VEOC on status of local evacuation and shelters and timing Participate in any conference calls regarding “mandatory” evacuation and timing At -36 the National Hurricane Center will issue a Hurricane “WARNING” for potential impacted areas Open refuges of last resort
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Readiness Condition 1- Landfall/Arrival of Tropical Storm Force Winds thru Departure of Tropical Storm Force Winds (24hrs to 0 hrs) Continue to monitor Hurrevac projections from the National Hurricane Center Participate in regional/state conference calls to discuss protective actions and evacuation status Report status of ROL’s to Virginia Emergency Operations Center (VEOC) availability and location
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References
U.S. Department of Homeland Security, National Preparedness Goal, September2011 (http://www.fema.gov/pdf/prepared/npg.pdf)
Commonwealth of Virginia Emergency Operations Plan, Hurricane & Tropical Storm Response, Hazard Specific Annex 3, August 2012. (http://www.vaemergency.gov/webfm send/523/COVEOP 2012 HSA 3 Hurricane Response. pdf) Commonwealth of Virginia Emergency Operations Plan, Hurricane Technical Support Document. (For additional info or access contact VDEM Hurricane Program Manager) VDEM, Local Emergency Operations Plan Basic Plan and Annex Development Templates, July 2011. (http://www.vaemergency.gov/em-community/plans/local-templates)
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Appendix A – Map of the Hurricane Risk Jurisdictions
Designated Hurricane Risk Localities Accomack County Mathews County Portsmouth City Chesapeake City Middlesex County Richmond County Chincoteague Town Newport News City Suffolk City Gloucester County Norfolk City Surry County Hampton City Northampton County Westmoreland County Isle of Wight County Northumberland County Virginia Beach City Lancaster County Poquoson City 197 York County Lancaster County Emergency Operations Plan Adopted January 22, 2015
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Appendix B – Saffir-Simpson Hurricane Wind Scale
Winds Category Anticipated Damage MPH Very Dangerous Winds – 1 74 – 95 Will Produce Some Damage
2 96 – 110 Extremely Dangerous Winds – Will Cause Extensive Damage
111 – 3 Extremely Dangerous Winds – Devastating Damage Will Occur 129 130 – Extremely Dangerous Winds – Catastrophic Damage Will 4 156 Occur Extremely Dangerous Winds – Catastrophic Damage Will 5 > 157 Occur
Non-Hurricane Winds Classifications MPH Tropical Depression 23 – 38 Tropical Storm 39 – 73
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Appendix D – VDEM Hurricane Evacuation Action Timeline
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Appendix E – Local Hurricane Plan Development Checklist Tool
Preparedness (Prevention/Protection) Planning Develop Hurricane evacuation and shelter strategies in coordination with Commonwealth and neighboring localities strategies Identify dependent populations, work with community groups to reach out and educate on risk reduction and family preparedness planning
Public Information and Warning Public Information/Outreach, Develop strategies, tools and awareness campaigns to clearly and easily communicate individual risk to include basic planning concepts o To include information about storm surge risk o To include information about the use of generators Public Warning, Develop emergency public information strategies, and messages to facilitate the timely delivery of emergency public information messages and instructions
Operational Coordination Incorporate hurricane mitigation strategies in support of operations Establish/Update primary & secondary departmental stakeholder contact information
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Mitigation Risk and Disaster Resilience Assessment Complete a risk assessment to identify the likelihood of a Hurricane impacting the locality
Planning Develop hazard mitigation plan to address hurricane related threats and hazards strategies to reduce risk
Operational Coordination Incorporate hurricane mitigation strategies in support of operations
Public Information and Warning Provide citizens information on hurricane mitigation strategies for homes and businesses
Community Resilience Incorporate Hurricane specific mitigation strategies Provide mitigation strategies to individual households to lessen impact of a hurricane
Long-Term Vulnerability Reduction Incorporate lessons learned from Hurricane impacts in order to reduce the vulnerability of the community as a whole
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Response Operational Coordination Mobilize and stage resources for post landfall response establish command and control for coordination of all resources and personnel
Planning Develop and integrate Hurricane Response Annex to the EOP, in coordination with neighboring localities plans and or regional planning efforts
Public Information and Warning Notify the public of impending hurricane threats Provide detailed timely public information regarding evacuation and/or shelter-in-place procedures
Critical Transportation Leverage transportation resources both public and private to facilitate evacuations Coordinate local evacuation with regional and state efforts Pre-identify pick-up points in the community to assist with evacuation Consider utilizing established pick up points to facilitate evacuation of transportation dependent populations to local shelters Utilize pre-identified pick up points in the community to evacuate transportation dependent populations to staging areas for transport to State Managed Shelters for major threats when local capacity is expected to be exhausted
Environmental Response/ Health and Safety Conduct a coordinated Health and Safety assessment and provide for first responder safety as well as the safety of the public Maintain agreements with environmental clean-up companies Prepare for and keep current debris management plan and contracts
Fatality Management Establish and maintain operations to recover a significant number of fatalities
Mass Care Services Establish, staff, and equip local emergency shelters Plan for the transition of individuals from local shelters for those unable to return to their pre-disaster home Identify and plan for Refuges of Last Resort Maintain contracts for critical need items such as food and water Plan for distribution sites throughout the locality to include staffing
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Mass Search and Rescue Operations Maintain capabilities and training of first responders for mass search and rescue operations o Understand varying tactical rescues that will occur post hurricane Integrate specialized search and rescue teams from other government entities and volunteer organizations o Ensure assistance by jurisdiction for entities unfamiliar with area Establish and define rules of engagement for search and rescue operations o Primary searches include visual or hailing calls o Secondary or more detail searches of individuals properties
On-Scene Security and Protection Secure high risk areas Establish Re-entry policy and procedures
Operations Communication Maintain redundant communications Establish interoperable voice and data communications
Public and Private Partner Services and Resources Establish and maintain agreements with volunteer groups Train local volunteer organizations in order to properly integrate with local first response Implement pre-identified agreements with private entities to support resource needs
Public Health and Medical Complete health assessments and provide health advisories to community Coordinate EMS and all public health resources and services within the community to include at pre landfall and during at local shelter sites and post landfall
Situational Assessment Provide timely and accurate information to neighboring localities and state partners for situational awareness
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Recovery Planning Include Hurricane specific recovery action items into plan and procedures o Describe the post hurricane recovery environment and the challenges the community faces recovering post Hurricane
Operational Coordination Create recovery timeline by setting objectives and coordinating resources and capabilities o Use lessons learned from previous Hurricanes to establish trends in recovery Pre-establish and activate a disaster recovery group
Public Information and Warning Ensure that all populations within the community are communicated information regarding recovery programs and assistance
Economic Recovery Incorporate economic recovery into the recovery timeline and plan Conduct an assessment of economic issues coordinate to expedite rebuilding and returning to business
Health and Social Services Incorporate the community health and social needs into recovery timeline Leverage donations and volunteer resources to those individuals unable to return to their pre-disaster home
Housing Identify temporary housing needs while planning for permanent housing solutions Address housing needs within recovery plan, include the need for accessible housing
Infrastructure Systems Determine what critical infrastructure is at risk from a Hurricane o Develop plans and procedures to build the resiliency of the at risk infrastructure Identify infrastructure that supports emergency response operations, ensure continuous function of these essential support services Coordinate with private sector infrastructure partners for building resiliency and communicating expectations
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Natural and Cultural Identify natural and cultural resources that are at risk from a Hurricane o Develop plans to protect and stabilize Develop mitigation strategies to address natural and cultural resources as part of community recovery and preservation Incorporate natural and cultural resource experts into recovery into recovery team as subject matter experts
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Appendix F –Lancaster County Storm Surge
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Appendix G –Maximum Storm Tide Elevations (feet)
Jurisdiction Flooding Source Cat 1 Cat 2 Cat 3 Cat 4 General Location Description
Middlesex Chesapeake Bay 3.2 5.6 8.1 10.4 Stingray County / Point/Windmill Lancaster Point County Middlesex Rappahannock 3.6 6.4 8.7 10.5 VA Route 3 County / River ‐Norris Bridge Lancaster County Middlesex Rappahannock 3.6 6.4 8.7 10.5 Urbanna/Near County / River confluence with Lancaster Corrotoman River County Lancaster Western Branch 4.4 7.5 10.6 13.8 VA Route 3-Mary County Corrotoman River Ball Road Middlesex Rappahannock 3.7 6.6 8.7 10.5 Corporate County / River Boundaries/Mora Lancaster ttico County
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