EOC Support/Management Regional Response Team Standard Operating Guidelines

Transcription

1 EOC Support/Management Regional Response Team Standard Operating Guidelines Southeast Minnesota Region One Homeland Security Emergency Managers 1 P a g e

2 Table of Contents 1.0 Introduction Purpose Goal Administration Team Administration Team Member Qualifications Team Positions Team Application Team Activation Workers Compensation for Team Members Code of Conduct Disciplinary Action Mutual Aid Agreements Credentialing/ID Training Training requirements Shelter Operations Team Preparednesss Team Response... 8 Appendix A: Acronyms... 9 Appendix B: Application Appendix C: Equipment List Appendix D: EOC Support Team Roles and Responsibilities P a g e

3 1.0 Introduction 1.1 Purpose The purpose of these standard operating guidelines is to provide pre-disaster planning, preparation, coordination and guidance for the handling of the Regional EOC Support/Management Response Team within Region One in the event of a disaster. The standard operating guidelines are used to operate a regional response team to assist a county/city with EOC operations and/or incident command during and following a disaster, to mitigate against any potential threat to the health, safety, or welfare of the impacted citizens. 1.2 Goal Provide guidance to the Response Team tasked with management assistance. This guidance unifies the efforts of public and private organizations for a comprehensive and effective approach to: Provide organizational structure, guidance, and standardization guidelines for EOC Support/Management. Establish the most efficient and cost effective methods of EOC Support/Management issues. Implement and coordinate response team. Coordinate partnering relationships through communications and pre-planning with local and regional agencies which have EOC Support/Management responsibilities. 3 P a g e

4 2.0 Administration 2.1 Team Administration The team will have an executive committee, whose primary purpose will be to provide oversight to the team. The following five administration positions are important for establishing and the success of the team. The executive committee will be approved by the Southeast Minnesota Region One HSEM board. The team will recommend candidates to the board for approval on an annual basis. The EOC Support/Management Team will be required to have the following positions: 1. Team Leader Responsible for the overall operation of the EOC Support/Management team. This person will be the point of contact and report to the SEMNHSEM board. 2. Deputy Team Leader Responsible for assisting the Team Leader with the day to day operations. 3. Training Officer Responsible for ensuring all team members are trained and current with the team member qualifications 4. Communications Officer Responsible for the communications for the team and other related duties as assigned by the Team Leader 5. Duty Officer will operate as the point of contact for team deployment. This will be a rotating system by the four executive committee members as needed. 2.2 Member Qualifications It is understood and agreed upon that all individuals serving on the EOC Support/Management team do so as volunteers, with no expectation of compensation for service on the EOC Support/Management team. It is also understood that no individual or group will self-deploy to any incident. The team will be called out by using the mutual aid agreement between all members of SEMNHSEM Region One. These are the items needed to be a potential member of the team: 1. Recommended by County/City Emergency Manager 2. Pass Background Check 3. Knowledge of Incident Command System 4. Must be 18 years of age or older 2.3 Team Positions The following are some of the positions on a team during a callout. Some team members may need to be multiple positions due to size of event and lack of volunteers. EOC Manager, Financial/Admin, Logistics, Operations, Planning, Safety, and PIO 4 P a g e

5 2.4 Team Application For the application see appendix B 2.5 Team Activation The Incident Commander or other authorized representative will request a regional shelter response team. The Local EM Director or the local communications center will contact the Winona County communications center to activate the team. Upon activation of the EOC Support/Management response team, the Winona County Communications Center will assign a call number and contact the duty officer via text to contact requesting agency. The EOC Support/Management team duty officer will contact the requesting agency/jurisdiction (within 30 minutes of receiving activation) and coordinate the response. The duty officer will callout the team via text and with the specifics of the response. The initial Team member call up will vary on the request from requesting agency. Within their geographic area, team members will bring their own transportation unless otherwise agreed upon. Transportation for team members will be coordinated between team members, home county/agency office, and team Duty Officer. The Local Agency Administrator ordering the team should furnish the following information: Point of Contact Type of incident Location of EOC or scene Designated staging area Any other pertinent information 2.6 Workers Comp Counties with Minnesota Counties Intergovernmental Trust: Minnesota s workers compensation system represents a compromise between the interests of the employer and the employee: The law provides the exclusive remedy for work-related injuries and limits the amount of compensation. In exchange, liability is imposed regardless of fault, assumption of the risk or if the injury was the responsibility of fellow employees. MCIT workers compensation coverage pays for all benefits required of a member by the Minnesota Workers Compensation Act caused by an accident or occupational loss while acting within the course and scope of employment. Limits of coverage comply with Minnesota Statutes, Chapter 176 requirements. Volunteers: For members that have law enforcement and/or emergency management volunteers (per Minnesota Statutes, Sections and 12.03), MCIT s workers compensation coverage extends to cover those volunteers engaged in both training and active duty if registered and under the direction and control of the member. 5 P a g e

6 Cities of Emergency volunteers are defined by statute as employees for purposes of workers compensation. LMCIT automatically includes these volunteers under the city s workers compensation coverage: Volunteer first responders Law enforcement assistance volunteers Emergency management volunteers Disaster assistance volunteers Civil defense volunteers. These volunteers are entitled to receive workers compensation benefits if they are injured while performing volunteer services for the city, as long as they are registered with and work at the direction and control of the city. If these types of volunteers are organizations independently of the city and aren t employees for purposes of workers compensation, they would not be entitled to benefits. 2.7 Code of Conduct The EOC Support/Management Regional Response Team has a code of conduct while deployed for training, exercises, and disasters. The following is the Code of Conduct policy: 1. No alcohol or illegal drug use during deployment or trainings. 2. Firearms not permitted unless approved by Duty Officer/Team Leader. 3. Treat everyone with respect as you are representing the requesting jurisdiction and Southeast MN HSEM Region One. 4. Must work and act as a team player while activation of team for response or trainings 5. Complete all required forms and work assignments during team activities. 2.8 Disciplinary Action The Regional Response Team will take disciplinary action against any team member for violation of code of conduct or any incident deemed inappropriate which is determined by the Response Team Executive Committee. In the situation where a team executive committee member has disciplinary action towards them, the SEMNHSEM Region One Executive Committee will discipline the individual. An incident report will need to be completed by Team Leader in order for any disciplinary action to be taken. The Team Leader has the authorization to suspend a team member immediately and will review the incident at a later date and time after the deployment or training is complete. 2.9 Mutual Aid The team will follow the current Southeast Minnesota Region One HSEM mutual aid agreement between all the members within Region One geographical area. 6 P a g e

7 2.10 Credentialing/ID All team members will be issued a photo ID upon becoming a member of the team. Team members will have and wear their ID at all times during deployments of team and team trainings and exercises. 3.0 Training 3.1 Training requirements The following training and exercises are required for team members: Complete Region One EOC Support/Management Operations training. Attend and participate in the exercises and trainings throughout the year. 4.0 EOC Support/Management Operations 4.1 Team Preparedness and Planning This section describes activities that are performed during normal operations with no emergency pending in order to prepare for emergency operations. It is those activities that involve research, exercise, and plan for emergency operations. Creating procedures and protocols, providing personnel qualification and certification standards, and acquiring equipment are all preparedness planning activities. A quick reference list: Distribution of SOG to team members for review; revisions developed as necessary. Deploy training as appropriate annually Review/revision of local exercise after action reports Ensure EOC Support/Management equipment is working properly Create wallet size card with team information as well as organizational chart and critical contact numbers. 1. Deploy training as appropriate: Training is available to team members both as a group and as individuals. A training schedule will be posted by the end of January for each calendar year and ed to each team member. 2. Review/revision of SOG s and exercise: Each team member will participate in an annual exercise as coordinated by training officer and Region 1 planner. This exercise will involve alert and notification, set up of the EOC, and anything needed to test and fill gaps in previous exercises. 3. EOC Equipment list: EOC Support/Management kits are needed: Inventory of the kits will be done annually, trainings, and again after each EOC Support/Management operation to ensure that items are in good condition. The kit contents are listed at Appendix C. 4. Team Callout list: Create laminated card with an organizational chart and critical contact numbers including team members and County Emergency Managers. 7 P a g e

8 4.2 Team Response This section is when the actual EOC Support/Management regional response team has been called out. This is the activation and implementation stage. A text from Winona County Communications Center to the EOC Support/Management team Duty Officer activates this phase. See page 5 section 2.5 for team activation notification process. A quick reference list: Alert/notify team Reference Team Leader checklist for initial actions in establishing a response. Create wallet size card with team information as well as organizational chart and critical contact numbers. Communications 1. Alert/Notification: Upon request for the EOC Support/Management Regional Response Team, the Regional Duty Officer will activate the EOC Support/Management Response Team, providing them with information. Provide a brief synopsis of the emergency situation Location of EOC Facility Requested time of assembly Remind them to bring go-bag Determine need for transport Provide them with your contact information Ensure they have taken care of family, pets Expected duration of shift and/or operation 2. EOC Support/Management Leader s Checklist: Upon arrival, establish communications with local Emergency Manager. Meet with all Team members and local emergency manager to provide initial briefing and delegate tasks. Set up white board organization chart. Handout Team Roles and Responsibilities. Appendix D 8 P a g e

9 Appendix A: Acronyms EM FEMA HSEM ID LMCIT MCIT SEMNHSEM SOG Emergency Management Federal Emergency Management Agency Homeland Security and Emergency Management Identification Card League of Minnesota Cities Insurance Trust Minnesota Counties Intergovernmental Trust Southeast Minnesota Homeland Security and Emergency Management Standard Operating Guidelines 9 P a g e

10 Appendix B: Application Application on SEMNHSEM Region One website 10 P a g e

11 Appendix C: Equipment List 11 P a g e

12 Appendix D: EOC Support/Management Team Roles and Responsibilities The current template is at the following link 12 P a g e