Hurricane Response Plan

Transcription

1 2015 Hurricane Response Plan City of Pinellas Park, FL

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3 Contents THE 2015 CITY OF PINELLAS PARK HURRICANE RESPONSE PLAN SUPERSEDES ALL PREVIOUS HURRICANE RESPONSE PLANS THIS DOCUMENT WAS CREATED BY THE CITY OF PINELLAS PARK FIRE DEPARTMENT-EMERGENCY MANAGEMENT INTRODUCTION... 1 Purpose... 1 Scope... 1 Action Items... 1 Authorities... 1 HURRICANE VULNERABILITY... 2 Hurricane Descriptions... 2 Hurricane Types... 2 Hurricane Hazards... 3 Hurricane Categories... 3 Pinellas County Evacuation Zones... 5 Warning Systems... 5 Advisories and Forecasts... 5 Evacuation Order... 6 Response Operations Coordination Group (ROC)... 6 Securing City Offices and Records... 8 CONCEPT OF EMERGENCY OPERATIONS Organization Emergency Operations Center (EOC) - City Hall, th Avenue North, Pinellas Park Unified Operations Center (UOC) nd Avenue North, Pinellas Park... 11

4 EOC Activation Levels Incident and Resource Management Staffing EMERGENCY CRITICAL EMPLOYEE GUIDELINES Purpose Employee Preparedness Assignments and Scheduling Emergency Supplies Emergency Sheltering Employee Contact Information Response Operations by Department THIS PAGE INTENTIONALLY LEFT BLANK CITY MANAGER CITY CLERK COMMUNITY DEVELOPMENT DEPARTMENT FINANCE DEPARTMENT FIRE DEPARTMENT GOVERNMENT RELATIONS HUMAN RESOURCES DEPARTMENT INFORMATION TECHNOLOGIES DEPARTMENT (IT) LIBRARY AND CULTURAL AFFAIRS DEPARTMENT NEIGHBORHOOD SERVICES DEPARTMENT OFFICE OF MANAGEMENT AND BUDGET (OMB)... 49

5 POLICE DEPARTMENT PUBLIC WORKS DEPARTMENT PW - Administration PW - Engineering Services PW -Transportation and Stormwater PW - Fleet Maintenance PW- Facilities And Project Management PW - Parks Division PW - Utilities Division PW Recreation Division... 81

6 The 2015 City of Pinellas Park Hurricane Response Plan supersedes all previous hurricane response plans. This document was created by the City of Pinellas Park Fire Department-Emergency Management.

7 Introduction Purpose The purpose of this document is to provide city employees with information and guidelines that may be required in the event of a tropical storm or hurricane. This plan is a revision of the 2014 City of Pinellas Park Hurricane Response Plan and contains updated information provided by Department Administrators. Scope This document outlines the basic responsibilities, resources, and actions necessary for responding to storm events. The information in this plan is specific to hurricane response efforts and is not intended as a complete comprehensive all-hazards emergency plan. Action Items Discuss department responsibilities with all staff and ensure employees understand the importance of creating and maintaining a personal/family emergency plan. Establish a list of key personnel capable of initiating and carrying out the department s emergency responsibilities. Maintain and update lists of departmental resources (personnel, facilities and equipment). Establish procedures for the identification and preservation of essential departmental records. Establish procedures and identify personnel to track departmental costs and expenditures related to an emergency event. Establish policies and procedures to assess and report departmental conditions and damage information to City EOC or designated representative following a hurricane or tropical storm event. Authorities Florida State Statute Chapter 252-Emergency Management Pinellas County Code, Section 34-Civil Emergencies City of Pinellas Park, Florida-Code of Ordinances Chapter 2, Article 1, Sec Mayor empowered to declare that state of emergency exists. Chapter 2, Article VI, Sec Bids and advertising required for certain purchases; emergency purchases; exceptions. 1

8 Hurricane Vulnerability The Tampa Bay Region has been identified by the National Weather Service as one of the most hurricane-vulnerable areas in the United States. Pinellas County is especially vulnerable due to a high density of the population residing in low-elevation areas or mobile homes which are subject to the effects of storm surge and high winds. Evacuation is a critical problem considering that Pinellas County is a peninsula surrounded by water on the east, south and west, with only limited routes available for evacuation. Pinellas County has not been struck directly by a major hurricane since October Since Hurricane Elena in 1985, hurricanes that have threatened the area have not had a significant effect on the county. As a result, a majority of the residents feel immune and do not understand the real potential destructive force of a hurricane striking the area. Hurricane Descriptions A tropical cyclone, commonly referred to as a hurricane, is a rotating, organized system of clouds and thunderstorms characterized by a low-pressure center, strong winds, and a spiral of thunderstorms that produce heavy rain. Tropical cyclones rotate counterclockwise in the Northern Hemisphere. They are classified as follows: Tropical Depression: A tropical cyclone with maximum sustained winds of 38 mph or less. Tropical Storm: A tropical cyclone with maximum sustained winds of 39 to 73 mph. Hurricane: When sustained winds in a tropical cyclone reach or exceed 74 mph, it is called a hurricane (in the Atlantic and eastern and central Pacific Oceans). In the North Pacific, hurricanes are called typhoons. Hurricanes are further designated by categories on the Saffir-Simpson scale. Major Hurricane: A tropical cyclone with maximum sustained winds of 111 mph or higher, corresponding to a Category 3, 4 or 5 on the Saffir-Simpson Hurricane Wind Scale. Hurricane Types The evacuation and sheltering of hurricane vulnerable residents and medical facilities in Pinellas County are planned in response to any of the three major types of hurricanes: Landfalling: A hurricane characterized by the track of its eye crossing from water to land and continuing inland, as in a storm striking the west coast of Florida from the Gulf of Mexico. Paralleling: A hurricane characterized by the track of its eye approaching but not crossing the coastline, often moving parallel along the shore, yet still producing significant hurricane hazards, as in a storm moving northwest along the west coast of the Florida peninsula. 2

9 Exiting: A hurricane characterized by its return to open water after traversing a significant land mass, as in a storm entering the east coast of the Florida peninsula and exiting via the west coast of the Florida peninsula. Hurricane Hazards Storm Surge: Storm surge has the potential to cause the largest loss of life in hurricanes. Since 1963, storm surge has caused nearly half of the deaths in the United States in tropical cyclones. Water, not wind, has accounted for nearly 90 percent of all tropical cyclone deaths in the U.S. during that time. Storm surge is dangerous because a mere six inches of fast-moving flood water can knock over an adult. It takes only two feet of rushing water to carry away most vehicles including large pickup trucks and SUVs. High Winds: High winds will render segments of the population vulnerable to the passing hurricane. This hazard applies to residents of structures unable to withstand the stress of hurricane-force winds, measured at a sustained velocity exceeding 74 miles per hour. Florida is divided into four wind zones. Pinellas County is entirely within the Wind-borne Debris Region where winds in excess of 120 mph are possible. Tornadoes: Tornadoes are also common with land falling tropical systems. In recorded history, almost every tropical storm and hurricane that has come onshore in the U.S. has produced a tornado. These tornadoes most often occur in thunderstorms embedded in the storm s rainbands, well away from the center of the hurricane. Hurricane Categories Category 1 - Sustained winds mph Some damage to shrubs, trees and foliage Some damage is likely to poorly constructed signs. Some damage to unanchored mobile homes Loose outdoor items will become projectiles, causing additional damage. Persons struck by windborne debris risk injury and possible death. Many areas will experience power outages with some downed power poles. Expected storm surge levels from 4-8 feet above tide level. Flooding on low-lying coastal roads and barrier islands Hurricane Cindy (2005, 75 mph winds at landfall in Louisiana) is an example of a Category One hurricane at landfall. Category 2 - Sustained winds mph Some damage to shrubs, foliage and trees Major damage to exposed mobile homes Extensive damage to poorly constructed signs Some damage to roofing, windows and doors 3

10 Extensive damage to power lines and poles with widespread power outages Considerable damage to piers and unprotected small craft Storms surge 8-10 feet above normal Flooding on low-lying coastal roads and barrier islands Hurricane Erin (1995, 100 mph at landfall in northwest Florida) is an example of a Category Two hurricane at landfall. Category 3 - Sustained winds mph Many trees will be snapped or uprooted and block numerous roads. Some structural damage to houses and buildings. Mobile homes and poorly constructed signs are destroyed. Persons struck by windborne debris risk injury and possible death. Near total power loss is expected with outages for several days to weeks. Expected storm surge levels feet above normal Serious flowing along the coast and barrier islands Larger structures damaged by flooding and floating debris Hurricane Jeanne (2004, 120 mph landfall in southeast Florida) is an example of a Category Three hurricane at landfall. Category 4 - Sustained winds mph Shrubs and trees blown down. All signs blown down. Extensive damage to roofing materials, windows and doors. Complete destruction of mobile homes Electricity will be unavailable for weeks after the hurricane passes. Storms surge of feet above normal Major damage to lower floors of structures near the coast or barrier islands Hurricane Charley (2004, 145 mph at landfall in southwest Florida) is an example of a Category Four hurricanes at landfall. Category 5 - Sustained winds greater than 155 mph Complete roof failure on many buildings Small buildings blown over or blown away. All signs blown down. Complete destruction of mobile homes Severe and extensive window and door damage will occur. Nearly all trees will be snapped or uprooted and power poles downed. Power outages will last for weeks to possibly months. Major damage to lower floors of all structures less than 15 feet above sea level within 500 yards of shore. Hurricane Andrew (1992, 165 mph at landfall in Southeast Florida) is an example of a Category Five hurricane at landfall. 4

11 Pinellas County Evacuation Zones In order to identify those specific areas that are vulnerable to the hazards of potential hurricanes, Pinellas County has been divided into five zones, geographically covering the entire County. Evacuation zones A-E generally correspond with Category 1-5 hurricanes. However, predicted surge levels will determine evacuation. The remainder of the county is a nonevacuation area that will not be affected by storm surge even in the most severe hurricane. Warning Systems In order to provide ample time for governmental agencies to plan for evacuation, the National Hurricane Center in Miami initiates a notification system consisting of Federal, State, and local agencies. A potential evacuation in the Tampa Bay area would involve coordination of information from the following sources: National Hurricane Center (NHC), Miami National Weather Service (NWS), Ruskin Florida Division of Emergency Management (FDEM), Tallahassee Pinellas County Emergency Management (PCEM), Municipal Emergency Management Offices Public Media (TV/Radio/Twitter/Facebook/Internet/ Distribution Lists/Community Notification System, Reverse 911 type system) Law Enforcement Departments and Fire Departments/Districts Advisories and Forecasts Whenever a tropical cyclone is active, the National Hurricane Center (NHC) issues Public Advisories comprised of text and graphical products every 6 hours - 5 am, 11 am, 5 pm, and 11 pm. Intermediate Public Advisories are issued at 3-hour intervals when watches or warnings are in effect. Special advisories may be issued at any time to advise of an unexpected significant change in the cyclone, or to update the position and forecast. 5

12 Evacuation Order Within the State of Florida, the decision and power to order an evacuation is delegated to three different levels of government: State, County, and Municipal. During a localized event, each of the municipal jurisdictions in Pinellas County hold the authority to issue an order for a local evacuation to safeguard the lives and property of its citizens. However, a hurricane that threatens the entire county would require coordination among all jurisdictions to prevent conflicting evacuation orders. The responsibility for ensuring a coordinated County-wide hurricane evacuation lies with Pinellas County Emergency Management. The department receives and interprets information issued from the National Hurricane Center, and coordinates with County Departments, municipal response agencies, and other disaster organizations that make up the the Pinellas County Response Operations Coordination Group (ROC). This group reviews information concerning emergencies affecting the entire county such as a hurricane threat, and provides tactical and operational input and discussion with the other ROC members that could impact or should be considered in response operations. Response Operations Coordination Group (ROC) Source: Pinellas County Emergency Management, 2014 PINELLAS COUNTY RESPONSE OPERATIONS COORDINATION GROUP (ROC) STATEMENT OF UNDERSTANDING Purpose: The Pinellas County Response Operations Coordination Group (ROC) is established to provide countywide coordination for planning and subsequent response operations to the imminent threat of a major hazard, such as a hurricane. It will also serve to coordinate operations during or after a no-notice hazard where countywide coordination is required. Because planning and response activities are for all hazards, this group and its representatives will serve their intended purpose regardless of which agency may be serving as the Incident Commander during an incident. Past experience has taught the critical importance of having all jurisdictions and support organizations/agencies involved in operational planning to ensure a coordinated effort. The ROC supports this critical need by reviewing, evaluating, formulating and communicating information and timely facts, as well as participating in the management and coordination of response operations through the Pinellas County Director of Emergency Management. Composition: Representatives of the membership of the ROC must have the authority to act on behalf of their organization/jurisdiction and are responsible for keeping that organization informed of all activities of the ROC. The ROC shall include representatives from the following organizations, with those indicated by an * designated as Primary Members and the remainder designated as Support Members.: County Administrator County Animal Services County Attorney County Communications 6

13 * County Dept. of Emergency Management * County Health & Human Services County Justice & Consumer Services County Medical Director County Medical Examiner * County Public Safety Services County Real Estate Mgmt (Specifically - Fleet Mgmt Division) * Municipalities * Fire Districts * Pinellas County Sheriff's Office * Pinellas County School Board * Pinellas County Health Department * Utilities (Florida Power, Verizon, TECO Energy, Clearwater Gas) * Florida Highway Patrol * Florida Department of Transportation, District 7 * Pinellas Suncoast Transit Authority * Hospital Liaison Committee * District V Florida Health Care Assn. (Nursing Homes) * American Red Cross - Tampa Bay Chapter * Salvation Army Hospice Area Agency on Aging Neighborly Care Network 211 * Sunstar * Florida National Guard U.S. Coast Guard JWB (Disaster Response Leadership Network) Colleges Functions: The functions of the ROC are: Review information concerning emergencies affecting the entire county such as a hurricane threat, and provide tactical and operational input and discussion with the other ROC members that could impact or should be considered in response operations. This includes some or all of the following: o Initial assessment of situation, evaluate threat o Assess risk(s) o Determine restrictions and constraints o Identify critical facts and assumptions o Identify critical events/times o Determine response capabilities and available assets o Review specified and required tasks o Develop possible courses of action, based upon: Suitability Feasibility Acceptability Completeness 7

14 Coordinate ongoing disaster planning among all members and the agencies/offices they represent to ensure an effective, coordinated response to disasters of any scope. Administrative Procedures: Chairperson: The Pinellas County Director of Emergency Management or designee shall chair the Response Operations Coordination Group. Duties of Chairperson: a. Schedule and facilitate meetings. b. Provide administrative support to the ROC if needed. c. Utilize information obtained from the ROC to assist in planning and coordinating response operations. Meetings: The ROC may meet as often as necessary for planning coordination purposes, and as often as required for emergency situations. Some emergency coordination meetings may be conducted via conference call if deemed necessary by the Chairperson. Public Information: Public information regarding operational issues will be handled by the agency serving as the incident commander for the event/incident. If Board of County Commissioner action is pending no public information will be released until official action has been taken, after which all public information will be handled through the County EOC, and if appropriate through a joint public information effort with other emergency authorities. The Fire Chief, Deputy Fire Chief/Fire Prevention, and designated Police Department Captain are the official ROC contacts for the City of Pinellas Park. During an evacuation, the Pinellas Park Police Department will maintain traffic flow within the City of Pinellas Park in coordination with other municipal and county agencies involved in evacuation procedures. The Fire Department will proceed with Special Needs Evacuation when the evacuation order is issued and public shelters are opened. Securing City Offices and Records All city departments should take measures to protect their offices and prevent loss of their records. Prior to the arrival of a severe tropical storm or potential disaster, preparations should be taken to protect equipment, data, records and other important items. The following are some guidelines to follow when preparing your office or workplace: Take photos/videos of your office Back-up computer files Consider printing critical data lists ( addresses, phone lists, etc.) Check that sensitive equipment is surge protected Safeguard sensitive data (i.e. social security numbers, credit card numbers) Safeguard important hard-copy (paper) documents: 8

15 - Seal in water proof container - Move to non-threatened area - Make copies Unplug/disconnect electronic devices and label wires for re-connection Relocate electronic equipment away from windows and off of the floor Cover equipment and furniture with plastic sheeting or plastic bags Protect and elevate sensitive office supplies like paper stock, etc. Close and lock doors and windows Remove or secure any loose items in outdoor areas Move vehicles to high ground, parking garage or other protected area Supplies: Plastic tarps Plastic garbage bags Packing /duct tape Waterproof containers Bungee cords Portable data storage devices Spare surge protector Cable tags Small tool kit (for connecting and disconnecting equipment) Spare batteries Manual office equipment and supplies Cleaning supplies Paper towels Dehumidifier 9

16 Concept of Emergency Operations Emergency response efforts during a hurricane will require coordination of all county and municipal governments as well as additional support agencies. The prime requirement for effective communication is an Emergency Operations Center (EOC) where authorities can direct and control emergency operations and coordinate assistance and resources. Most emergency incidents require the use of a graduated response based on the extent, size, duration and/or complexity of the event. Initially, at the onset of an emergency, a single or dual response from city departments (i.e., Police and Fire) may be sufficient to handle the incident. If the emergency escalates beyond the capability of a single or dual response, additional measures will be implemented as needed. Other than for contained local events, all EOCs in Pinellas County will be activated in conjunction with the Pinellas County EOC, and should be in operation before the start of an evacuation. Organization The management of an incident, no matter the type or magnitude, utilizes the principles of the Incident Command System (ICS). Based on this structure, the incident is managed by Incident Command with support provided by staffed areas of Operations, Logistics, Planning, and Administration/Finance. This structure allows incident management to expand or contract along with the incident as the situation demands. As an incident grows, so does the command system. Operations /Incident Command Manages the tactical operations of the various responding departments. Operational authority will be maintained by the designated Incident Commander to direct and handle on scene response and recovery efforts. Logistics Provides logistical support for resource needs such as food/water, supplies, facilities/shelters, overall communications, and transportation needs. Finance/Administration Handles financial and cost considerations, purchasing and procurement, personnel time, and disaster financial assistance. Planning Responsible for gathering and analyzing information, keeping decision-makers informed, tracking resources, preparing status reports, displaying situation information, maintaining the status of resources assigned to the incident, and documenting actions based on input and guidance from the Operations Group. Executive Policy Group Governmental policy decisions and administrative support are provided by the Executive Policy Group and staff. This group provides the overall strategy and direction to the City s emergency response and recovery operations, and coordinates assistance from the county and surrounding municipalities. The Executive Policy group does not participate in operational or tactical aspects of emergency response. 10

17 Emergency Operations Center (EOC) - City Hall, th Avenue North, Pinellas Park The 2 nd floor workshop room at City Hall will operate as the City EOC upon activation. Surrounding office space will be utilized by staff who provide support functions if needed. The EOC may be activated for incidents where coordination with surrounding jurisdictions and/or the county are necessary for efficient disaster response. Not all incidents will require full activation and full staffing of the EOC. Personnel will be called in as needed based on the incident. Unified Operations Center (UOC) nd Avenue North, Pinellas Park The Unified Operations Center (UOC) will serve as an incident command center for Fire, Police, and Public Works to conduct incident operations, coordinate resources, and provide support for field operations. UOC staffing levels will be determined by the incident, and will be coordinated by responding departments. Responsibilities include but are not limited to, conducting Special Needs Evacuation Procedures, receiving, prioritizing, and dispatching low-priority calls, and providing logistical support to activities in the field. The UOC may be activated for localized emergencies or as a component of the City EOC during large scale disasters. In a localized disaster or local emergency, the UOC may be activated without activation of the City EOC. EOC Activation Levels The City of Pinellas Park EOC and UOC will utilize the three levels of activation which correspond with Pinellas County and State of Florida activation procedures. The activation levels also correspond with storm condition levels from Condition 5 through Condition 1. Level 3 Normal Conditions All departments shall be aware of and monitor tropical activity during this time and be prepared to respond as conditions develop. All departments are to review the hurricane response plan with staff and follow storm preparedness procedures. Level 2 Partial Activation The UOC will be activated if conditions develop beyond the capacity of one or two departments to handle effectively. The responding departments will staff the UOC with personnel who will coordinate resources, manage the incident, and provide support as needed. The City Manager, Assistant City Manager, Mayor, City Council, and Administrators of Police, Fire, and Public Works will be notified of UOC activation level and kept informed as conditions progress. The City Manager may elect at this time to call a policy group meeting of department administrators in preparation for Level 1 full activation and opening of EOC. Level 1 Full Activation All personnel will be placed on high alert. This level is used for hurricanes and tropical storms with activation led by Pinellas County Emergency Management. The City EOC will be at full activation in response to an evacuation order issued by the county. City EOC and UOC will be staffed under the direction of the City Manager. Coordination continues with county, state, and federal resources as needed. 11

18 Situations that may warrant activation of the City EOC include, but are not limited to, the following: Upon request of an Incident Commander of an emergency response operation being conducted in the City. When the City is confronted with the imminent impact of a significant disaster event of any type. When the City has been significantly impacted by a disaster event. Prior to, and for the duration of, a large, significant or highly controversial public event occurring in the City. To coordinate City efforts in support of emergency response or disaster recovery operations in other jurisdictions. Upon request of PCEM and/or the State of Florida Division of Emergency Management. The City EOC will operate and function under the overall management and policy direction of the EOC Policy Group, which will serve as the principal decision-making body for the City at the time of a disaster. This group will convene prior to, during and following a major disaster to receive status reports from available sources, establish the City s overall priorities for response and recovery activities, and to formally approve short and long term response and recovery plans. The Fire Department Chief or designee will serve as the EOC Coordinator under the direction of the City Manager and EOC Policy Group. The EOC Coordinator will ensure that the EOC has adequate administrative staff to support operations and that procedures for activation, operation, and deactivation have been prepared. Physical arrangement and setup, establishment of electronic and communication systems, and similar resources necessary for operations of the EOC will be the responsibility of the Information Technology Department, and Public Works. They will also be responsible for the breakdown of the EOC upon deactivation. Incident and Resource Management Pinellas County Emergency Management utilizes an internet-enabled and locally-configurable incident and event management system called WebEOC. This system complies with the provisions for the National Incident Management System (NIMS), and the Incident Command System (ICS). With access to the Internet, authorized personnel, regardless of location, can enter and view incident information in WebEOC status boards. Pinellas Park will use this system to coordinate incident information with Pinellas County and surrounding municipalities. If WebEOC is inoperable, traditional methods of communication and documentation will be utilized as back-up. When making resource requests to Pinellas County, the following criteria must be met: The item or resource is not available or does not exist among the City s assets. The item or resource cannot be rented or purchased from a vendor. 12

19 If the request meets the criteria of 1 and 2 above, the correct procedures for fulfillment are to be followed through WebEOC. Staffing An initial EOC activation in response to an emergency event will generally be a partial activation with members of the Executive Policy Group and Operations Section reporting. The remainder of the EOC organization will be activated and staffed as needed, based on the type of incident, its anticipated impact on the City, and other actions including the activation of the County EOC, the declaration of a state of emergency, and/or the issuance of an evacuation order. NOTE: Some incidents may be handled with the UOC opened for operations without the City EOC being activated. 13

20 Emergency Critical Employee Guidelines Emergency operations during a storm event are essential to keeping the City functioning in times of disaster. Many of our employees will serve as a critical component in the City s efforts to prepare for and respond to a major event. Generally, Fire, Police, and Public Works departments will make up the majority of emergency personnel required to be on duty during a disaster. Many of these employees will be out in the field and will need a safe place to seek shelter when conditions outside become unsafe. Purpose The purpose of this document is to provide information regarding the roles and responsibilities of the City s Emergency Critical employees during a disaster. This includes, but is not limited to, the following: Identify all emergency critical employees who will be on duty during a disaster. Establish the need for employee emergency sheltering during a storm or disaster event. Determine what supplies will be needed and the procedures for acquisition and delivery of supplies to the emergency shelters. Ensure that Emergency Critical Employees have arranged to secure their homes and families prior to reporting for work. Employee Preparedness City of Pinellas Park employees should be prepared to assist the citizens of Pinellas Park in the event of a disaster. Employees required by their department to work before, during, and immediately after a storm are also responsible for the safety and well-being of their families. The City does not provide shelter for families, so employees are encouraged to create a family emergency plan and assemble a disaster supply kit BEFORE a storm approaches. Employees should also make arrangements to secure their home, pets, boat or watercraft, and check their insurance policies for adequate coverage in the event of flood and wind damage. Assignments and Scheduling During emergency operations, the employee s schedules will be determined by the Department Administrator or designee. This scheduling may continue for an extended period of time. Shifts will be implemented to allow employees time to secure and/or arrange for necessary cleanup and repairs to their homes. On declaration of an emergency the City Manager will make personnel policy decisions concerning facility closures, essential personnel, hours of work, work assignments, and other matters. The Human Resources Department will distribute these policies in writing to City Departments. These policies will be updated and amended as appropriate to the emergency. Department Administrators are responsible for designating each of their employees to one of the following categories: Emergency Critical Personnel: Employees who must be immediately available to their departments before, during, and directly after a disaster. 14

21 Emergency Essential Personnel: Employees allowed to go home before the storm, but required to report for work as soon as conditions permit (i.e. winds subside, roads are sufficiently clear for safe passage, etc.). Non-Emergency Essential Personnel: Employees allowed to go home before the storm and not required to report for work until advised to do so; employees in this category should monitor the storm (news reports, city website, etc.) and make a reasonable effort to contact their supervisor for information on reporting to work. NOTE: Employees who are considered Emergency Critical will be required to fill out the City of Pinellas Park EC Employee Form located in G:\CITY EMERGENCY MANAGEMENT MATERIALS\Emergency Critical Employees folder. The information on the form will help determine the anticipated shelter space and supplies needed during storm operations. Department Administrators will ensure that the forms are updated annually. Essential and Non- Essential personnel are not required to complete the form. Emergency Supplies City Department Responsibility Department Administrators should have a plan in place to provide water, meals, and other necessary supplies for their emergency critical employees. There are various ways this can be accomplished: Departments purchase and pre-stock non-perishable food for hurricane season Departments purchase food stocks at issuance of Warning or at EOC activation Departments use a contract emergency feeding vendor Pre-packaged emergency rations (Shelf-stable meals) A combination of above The City Purchasing Division maintains an inventory of miscellaneous disaster supplies that are available to City departments if needed. A complete list of supplies is available from the Purchasing Director. Arrangements should be made in advance with Purchasing for procurement and delivery. Purchasing will deliver cases of water and other basic supplies to Forbes Recreation Center when it is opened to house emergency personnel. If Broderick Recreation is also opened, Purchasing will deliver water and other basics as needed to that facility. City Employee Responsibility Emergency Critical Employees required to work during a disaster, will need to be prepared for extreme conditions and have the necessary supplies to last for several days. The following is a general list of items to consider for 3 to 5 days. Employees should check with their supervisor for City issued supplies. Uniforms (if applicable) Comfortable clothing Hat or Visor 15

22 Extra shoes and socks Rain Gear Toiletries (toothpaste, toothbrush, soap, deodorant, etc.) Extra eyeglasses or contacts Hand and bath towels Medications Pillow and blanket or sleeping bag Cash Non-perishable snacks or special dietary items Flashlight and batteries Insect repellent City ID Cell phone (personal or city issued) Emergency Sheltering The following facilities will be utilized to house emergency critical employees during a storm. Some facilities, due to storm surge, may need to be vacated and personnel relocated, so alternate facilities have been identified. Personnel in the field will need to seek shelter as soon as conditions outside become unsafe (sustained winds of 40mph) or when recalled. If unable to report to their assigned shelter due to storm conditions or flooding, employees should seek refuge where possible. Facility Personnel Alternate Facility City Hall EOC staff Park Station Police Station Police Officers/staff N/A (shelter in place) Forbes Center Public Works N/A (shelter in place) Station 16 Fire/Task Force N/A (shelter in place) Station 33/UOC Fire/Task Force/UOC staff Park Station Station 34 Fire/Task Force Forbes Center Station 35 Fire/Task Force Forbes Center Park Station Govt. Relations N/A (shelter in place) Broderick Center (overflow or back-up facility if needed) The activation of Forbes Recreation Center (and Broderick if needed) will be the responsibility of the Public Works Recreation Division. Fire and Police will be provide assistance if necessary. Delivery of supplies should be arranged with the Purchasing Division. Employee Contact Information In disaster situations, communication is vital at all levels of the organization. Department Administrators or their designee will be responsible for notifying personnel regarding reporting to work. All departments should have an updated contact list and procedures in place for notifying their employees. Employees who have not heard from their supervisor or other responsible City authority may use any of the following to receive information: The employee s usual contact number for his or her supervisor 16

23 City G-Mail or personal (City Employee Emergency Information) Press 1 for Police Department Press 2 for Fire Department Press 3 for Public Works Press 4 for General Employees (City Hall) (General Emergency Information Message) City TV: Brighthouse Channel 641 and Verizon Channel 21 City Emergency Information Portal: The City Employee Emergency Information Portal has been established to provide information to employees regarding the status of city operations during emergency conditions of any kind, such as a storm threatening our area. By accessing this portal, employees will know whether city offices are open or closed because of storm conditions and whether employees not designated as Emergency Critical or Essential, should report to work. To access the portal, use one of the methods below: Open the City website - and click on the double stars (**) at the bottom left corner of the main page. This will take you to the emergency information page Enter the emergency portal website in the address bar of your browser - NOTE: This portal is intended to provide general information to city employees during emergencies. It does not override reporting requirements or return-to-work guidelines established by individual departments. Employees should make every effort to contact their supervisor for work assignments or instructions. The information on the portal will be updated as conditions change. Response Operations by Department The Hurricane Response Plan presents the functional responsibilities accepted by each city department when responding to a tropical storm or hurricane event. This plan does not guarantee a flawless response system. In the event of a disaster, resources may be limited and personnel may be overwhelmed. The City of Pinellas Park shall attempt to make every reasonable effort to respond effectively based on the situation, information and resources available. 17

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25 City Manager RESPONSIBILITY Be acquainted with the contents of this plan Provide executive guidance, leadership and direction Serve as the City s Executive Director of Emergency Management Ensure all City departments are active participants in the development and implementation of this plan. Provide executive direction to the EOC when activated Coordinate activities with Mayor and City Council members RESOURCES* Personnel City Manager (1) In the event that a management employee is unavailable to perform the tasks for his/her position, an employee has been designated to fulfill the management employee s responsibilities. Primary: City Manager Secondary: Assistant City Manager Vehicles City Manager (Private Vehicle) (1) Equipment Cellular Phones o City Manager (1) *Note: The Government Relations Department will function in its entirety as part of the City Manager s Office in disaster preparation, monitoring, and response. OPERATIONS PLAN CONDITION 5: Tropical Weather Outlook Monitoring Tropical Activity Review Disaster Plan with Department Administrators covering the specific duties and responsibilities and possible alternatives in the event of an emergency. CONDITION 4: Hurricane Alert Advisory Indicating Potential Threat DEPARTMENT ADMINISTRATORS MEETING CALLED-LOCATION WILL BE ANNOUNCED. (The Government Relations Administrator must attend this meeting.) 19

26 Alert City Council of condition and keep them advised. Advise Administrators and Division Directors of emergency conditions and continue to monitor conditions. Ensure that there are adequate supplies of materials to address emergency conditions. CONDITION 3: Hurricane Watch Landfall Minus 48 to 36 Hours In accordance with Section 2-602(A) of Chapter 2 of the Code of Ordinances for the City of Pinellas Park, the City Council may authorize the Mayor to declare that an emergency exists. Following written approval from the Mayor, the City Manager may enter into contracts for work or services or authorize the purchase of commodities necessary to carry out City functions and ensure the health, safety, and welfare of the community during the declared emergency. See attachments for the letter for Commodities purchase and the City Council Resolution requesting such funds. Begin to secure all City Manager facilities to protect records, equipment, and supplies from potential water damage. Where possible, store records in a safe location to reduce the threat of water damage. Advise Department Administrators and Division Directors of condition and initiate the call up of personnel and notification of standby condition. Advise Public Works to secure all public grounds and buildings. Review specific assignments and rotation procedure for EOC operations. CONDITION 2: Hurricane Warning Evacuation Order Landfall Minus 36 to 24 Hours Direct opening of City EOC. Direct Department administrators to report to City Hall EOC as assigned. CONDITION 1: Landfall Minus Hours Open EOC on a 24-hour basis if necessary. Coordinate information with the City PIO and media. All essential personnel will report to assigned shelter upon sustained winds of 40 mph, or upon recall. LANDFALL MINUS 12 TO 0 HOURS Continue to monitor and react to condition status. At this time, all emergency response team members are to be housed in their assigned shelters. POST STORM: RE-ENTRY Assess current condition of respective personnel, equipment, and property in the City Manager s office. Coordinate information for media through Government Relations Administrator. 20

27 City Clerk RESOURCES Personnel City Clerk (1) Deputy City Clerk (1) Assistant Deputy City Clerk (1) Office Specialist (2) Lead Record Center Technician (1) Records Supervisor (1) In the event that the primary employee is unavailable to perform the tasks for his/her position, a secondary employee has been designated to fulfill the primary employee s responsibilities. Primary: Secondary: City Clerk Deputy City Clerk Equipment Cellular Phones o City Clerk (1) OPERATIONS PLAN CONDITION 5: Tropical Weather Outlook Monitoring Tropical Activity Review Disaster Plan with all staff, with attention to specific duties and responsibilities and possible alternatives in the event of an emergency. CONDITION 4: Hurricane Alert-Advisory Indicating Potential Threat Brief staff of situation and activities. CONDITION 3: Hurricane Watch Landfall Minus 48 to 36 hours Begin to secure all City Clerk facilities to protect records, equipment, and supplies from potential water damage. Where possible, store records in a safe location to reduce the threat of water damage. Advise Public Works to secure the grounds and building for City Hall. CONDITION 2: Hurricane Warning - Evacuation Order- Landfall Minus 36 to 24 hours Notify employees of mandatory call back. Forward all telephone extensions to the Dispatch Center at the Police Department. CONDITION 1: Landfall Minus 24 to 12 hours Brief staff of situation and activities. All essential personnel will report to assigned shelters upon sustained winds of 40 mph, or upon recall. 21

28 LANDFALL MINUS 12 TO 0 HOURS Continue to monitor and report condition status. At this time, all emergency response team members are to be housed in their assigned shelters. POST-STORM / RE-ENTRY Assess current condition of respective personnel, equipment, and property of the Clerk s office. 22

29 Community Development Department RESPONSIBILITY Assist in on-site visits and preparation of damage assessment estimates. Assist in habitability inspections after emergency has subsided. Assist in the preparation of damage assessment reports after the emergency has subsided. Assist in the collection and dissemination of information before, during, and after the emergency. RESOURCES Personnel Community Development Administrator (1) Division Directors o Building Development Director (1) o Community Planning Director (1) o Zoning Director (1) Staff Field Staff o Building Development Inspections Supervisor (1) o Building Development Services Supervisor (1) o Grants Writer/Coordinator (1) o Community Development Analyst (1) o Zoning Coordinator (1) o Community Business Coordinator (1) o Building Development Senior Plans Examiner (1) o Building Development Plans Examiner (1) o Principal Planner (1) o Planning & Zoning Analyst (1) o Associate Planner (1) #new 2014/2015 o Building Development Inspector (5) o Building Development Plans Examiner/Inspector (2) Clerical Support Staff o Senior Building Development Technician (1) o Building Development Technician (2) o Staff Assistant (3) o Senior Staff Assistant (.5) 23

30 In the event that a management employee is unavailable to perform the tasks for his/her position, an employee has been designated to fulfill the management employee s responsibilities. Primary: Community Development Administrator/Assistant City Manager Secondary: TBD Primary: Building Development Director Secondary: Building Development Supervisor Primary: Community Planning Director Secondary: Principal Planner Primary: Zoning Director Secondary: Zoning Coordinator Vehicles Pick-Up Trucks (8) (7 located at Technical Services / 1 located at Fleet) o Upon approval by Community Development Administrator, Inspection vehicles will be taken home with Inspectors. Equipment Cellular telephones (City issued) o Community Development Administrator (1) o Zoning Director (1) o Building Development Director (1) o Building Supervisors (2) o Building Inspectors (6) OPERATIONS PLAN Objective: Provide damage assessment data collection and habitability inspections during reentry phase. Plan: Estimates will be utilized to determine value of public and private property damage sustained in disaster event. The Department will operate as three teams: Field Inspection, Office Group, and Volunteer Coordinator. Each group will be supported by clerical support staff. Field Inspection teams will conduct field surveys to assess damage, identify safety code issues and a habitability assessment. The Office Group will assemble and organize the data for submission to FEMA. 24

31 The personnel from other departments assigned to Community Development will work with the Field Inspection Group or the Office Group, as appropriate, during the initial phase of response. When coordination of volunteers is necessary outreach to businesses can occur. Assignments: Field Inspection Teams - One to twelve teams (depending on expected need), each comprised of two members. Office Group - One or more groups comprised of five members. Clerical Support Staff - to be made available as required. CONDITION 5: Tropical Weather Outlook Monitoring Tropical Activity Department Administrator to review Disaster Plan with Division Directors, covering the specific duties and responsibilities and possible alternatives in the event of an emergency. Check all available equipment/supplies and make repairs as needed. Update listings of voluntary aid organizations along with the volunteer resources each organization intends to provide and the specific geographic area(s) that each will support. CONDITION 4: Hurricane Alert - Advisory Indicating Potential Threat Department Administrator to alert Division Directors of the emergency conditions and continue to monitor conditions. Division Directors to ensure adequate provision of materials and supplies to address emergency conditions. Division Directors to check all vehicles and support equipment. Division Directors to check communications equipment and charge batteries, as required. CONDITION 3: Hurricane Watch Landfall Minus 48 to 36 Hours Begin to secure all Community Development facilities to protect records, equipment, and supplies from potential water damage. Where possible, store records in a safe location to reduce the threat of water damage. Department Administrator to notify all Division Directors of condition and initiate the call-up of personnel and notification of standby conditions (to report after the storm passes through and it is safe). 25

32 Department Administrator to review specific assignments and rotation procedure for personnel with Division Directors. Division Directors ensure vehicles are fueled; place data collection items in vehicles. Department Administrator to authorize the Inspectors to take inspection vehicles home when non-essential personnel are sent home. CONDITION 2: Hurricane Warning Evacuation Order Landfall Minus 36 to 24 Hours Division Directors to notify all Division employees of mandatory callback. Division Directors are to re-check batteries and communications equipment. Division Directors are to re-check fuel supplies. CONDITION 1: Landfall Minus 24 to 12 Hours Division Directors to re-check batteries and communications equipment. Division Directors to re-check fuel supplies. All essential personnel will report to assigned shelter upon sustained winds of 40 mph or upon recall. LANDFALL MINUS 12 TO 0 HOURS Maintain communications via telephone, cellular telephone, computer CRT, radio, or messenger. Status conditions should be reported on an hourly basis during Landfall. Management personnel will continue to monitor and report condition status. At this time, all emergency response team members are to be housed in their assigned shelters. POST STORM / RE-ENTRY Division Directors Will assess current condition of respective personnel, equipment, and property, and report same to the Department Administrator. Department Administrator - To report damage equipment and property to Community Planning Division. Field Inspection Teams - Will assemble in the Public Works/Technical Services Building Conference Room (or other available location) for briefing prior to commencing the damage survey. The Pinellas County Recovery Plan recommends these teams be assigned the following areas of responsibility: Public Property, Business and Industry, and Private Property. 26