Sacramento County Office of Emergency Services. Operational Area Plan

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1 Sacramento County Office of Emergency Services Operational Area Plan Revision 2004

2 FOREWORD The Sacramento Operational Area Plan addresses planned methods for managing information, resources, and priorities during a multi-jurisdiction response in the operational area to extraordinary emergency situations associated with natural disasters and technological incidents. This plan is an adjunct to local jurisdiction disaster plans and does not apply to normal day-to-day emergencies or the established procedures used to cope with such emergencies. The Sacramento Operational Area Plan was prepared by the Sacramento County Emergency Operations Office and approved by the Sacramento Operational Area Council. ASSUMPTIONS Assumptions made during the planning process that are significant in terms of impact on actual emergency management activities are: $ Local jurisdictions are primarily responsible for emergency actions within their scope of responsibility and will commit all available resources to save lives, minimize injury to persons, and minimize damage to property. $ Sacramento Operational Area will utilize SEMS in emergency response operations. $ Sacramento County will participate in the Sacramento Operational Area as joint lead agency with the City of Sacramento. $ The Operational Area will commit its resources to a reasonable degree before requesting mutual aid assistance. $ Mutual aid assistance will be requested when disaster relief requirements exceed the Operational Area=s ability to meet them. APPROVAL AND PROMULGATION Prior to issuance, this plan is reviewed by all jurisdictions in the Operational Area. Upon completion of review, the plan is submitted the Sacramento Operational Area Council and the State Office of Emergency Services for review. Upon concurrence of the Sacramento Operational Area Council, the plan is officially adopted and promulgated. TRAINING, EXERCISING, AND MAINTENANCE OF THE PLAN The Operational Area Coordinator is responsible for coordination and exercising of this plan. The Sacramento County Emergency Operations Division in cooperation with the City of Sacramento will conduct regular exercises of this plan to train all necessary Operational Area staff in the proper response to disaster situations. The Sacramento Operational Area Plan is the result of a joint planning effort by the County, cities, and special districts in the operational area. The plan will be reviewed annually to ensure that plan elements are valid and current. The Operational Area Coordinator is responsible for ensuring that necessary changes and revisions to this plan are prepared, coordinated, published, and distributed to all Operational Area jurisdictions. Sacramento Operational Area Plan Revision Record Sacramento Operational Area Plan May 1998 i

3 The date and initials of the person inserting revisions should be entered opposite the revision number. Rev # Date Inserted Initials Rev # Date Inserted Initials Sacramento Operational Area Plan May 1998 ii

4 Sacramento Operational Area Plan PART ONE - Plan SACRAMENTO OPERATIONAL AREA PLAN CONTENTS Introduction... 1 Concept of Operations... 2 SEMS... 4 Operational Area... 7 Activation of the Operational Area: Operational Area EOC: Disaster Information: Resource Coordination: OASIS Mutual Aid Multi-Agency Coordination PART TWO - Position Checklists Management:... M-1 Director of Emergency Operations/Services... M-3 Operational Area Coordinator... M-6 Agency Representative... M-10 Operations:... O-1 Care and Shelter Coordinator:... O-1 Potable Water Coordinator:... O-8 Construction & Engineering Coordinator:... O-16 Energy Coordinator:... O-23 Utilities Coordinator:... O-28 Flood Control Coordinator:... O-34 Planning Coordinator... P-1 Logistics Coordinator... L-1 Finance Coordinator... F-1 ATTACHMENTS Operational Area Agreement... Attachment 1 Operational Area Participants... Attachment 2 Operational Area Council Roster... Attachment 3 Emergency Contact List... Attachment 4 Operational Area Forms... Attachment 5 Sacramento County and the City of Sacramento May 1998

5 Sacramento Operational Area Plan INTRODUCTION PURPOSE The Operational Area Plan addresses the Sacramento Operational Area's planned methods of coordination, communication, and prioritization of resources among local governments during emergencies associated with natural and technological disasters. It provides an overview of operational concepts, identifies components of the Operational Area organization within the Standardized Emergency Management System (SEMS), and describes the overall responsibilities of the Operational Area lead agencies and participants. SCOPE The Operational Area Plan applies to all local governments within Sacramento County including cities, the county, and special districts. This plan is meant to be used in conjunction with the local government's Multi-Hazard Disaster Plan. ASSUMPTIONS! Local governments should cooperate in organizing an effective operational area.! Operational area authority and responsibility is not affected by the nonparticipation of any local government.! Procedures presented in this plan will be used in the Sacramento Operational Area.! Nonparticipation in the Sacramento Operational Area Agreement does not preclude a local government from being bound by the requirements of this plan. AUTHORITIES AND REFERENCES Operational area functions will be conducted as outlined in Concept of Operations, and in accordance with the enabling legislation, plans, and agreements listed below: California Emergency Services Act (Chapter 7 of Division 1 of Title 2 of the Government Code) Standardized Emergency Management System (SEMS) Regulations (Chapter 1 of Division 2 of Title 19 of the California Code of Regulations) California Emergency Plan Sacramento Operational Area Agreement, Sacramento County Board of Supervisors Resolution # and City Council Resolution # (See attachments) Sacramento County and the City of Sacramento Part One - 1 Updated February 2000

6 Sacramento Operational Area Plan INTRODUCTION CONCEPT OF OPERATIONS All local governments must be prepared to coordinate information, resources, and priorities promptly and effectively within their emergency response organization and with the operational area during emergencies. Emergency management activities are associated with four emergency management phases; preparedness, response, recovery, and mitigation. The two phases addressed in this plan are preparedness and response. Preparedness Preparedness involves activities taken in advance of an emergency. These activities include development of communication and coordination links within the operational area and with the regional level, establishing resources procurement and distribution procedures, establishing mutual aid agreements, planning, training and exercises. Response During the response phase of an emergency, the operational area will be active in three areas: Information: Status reports from local governments to assess the seriousness of the situation and to coordinate the provision of information to the regional level. Resources: Survey of resources available within the operational area to determine whether there are adequate resources, facilities, and other support to provide to jurisdictions whose own resources prove to be inadequate to cope with an emergency, or, if there is a need to request resources from outside the operational area. Priorities: Coordination of the distribution of mutual aid resources and restoration activities. LEVELS OF ACTIVATION Emergency information, resources, and priorities will be coordinated by the operational area organization in one of three modes, depending on the magnitude of the emergency. For planning purposes, State OES has established three levels of emergency response, which are based on the severity of the situation and the availability of local resources. Level I C Decentralized Coordination and Direction - a minor to moderate incident wherein local resources are adequate and available. A Local Emergency may or may not be proclaimed. The local jurisdiction EOC may or may not be activated. The Operational Area organization may be activated but the Operational Area EOC will not be activated. Sacramento County and the City of Sacramento Part One - 2 Updated February 2000

7 Sacramento Operational Area Plan Level II C Centralized Coordination and Decentralized Direction - a moderate to severe emergency wherein local resources are not adequate and mutual aid may be required on a regional or even statewide basis. Key management level personnel from the principal involved agencies will co-locate in a central location to provide jurisdictional or multi-jurisdictional coordination. The local government EOC should be activated. A Local Emergency will be proclaimed and a State of Emergency may be proclaimed. The Operational Area organization will be activated and the Operational Area EOC may be activated. Level III C Centralized Coordination and Direction - a major local or regional disaster wherein resources in or near the impacted area are overwhelmed and extensive state and/or federal resources are required. A Local Emergency and a State of Emergency will be proclaimed and a Presidential Declaration of an Emergency or Major Disaster will be requested. Response and early recovery activities will be directed from the EOC. The Operational Area EOC will be activated. Specific emergency response actions of the various elements of the Operational Area organization are reflected in Part Two - Operational Area Position Checklists of this Plan. ACTIVATION OF FIELD OPERATIONS CENTERS A field operations center provides a central place close to field operations where supervisors responsible for field activities can coordinate their activities with other responding local jurisdictions, state government agencies, and special districts. Activation of a field operations center may occur at any level of activation of the operational area. OPERATIONAL AREA ALERTING, NOTIFICATION Methods of alerting local governments about emergency situations are not altered by this plan. In addition to already established methods of emergency notification, operational area members will be notified by telephone, or FAX of the activation of the operational area organization and the operational area EOC. Sacramento County and the City of Sacramento Part One - 3 Updated February 2000

8 Sacramento Operational Area Plan STANDARDIZED EMERGENCY MANAGEMENT SYSTEM (SEMS) The Standardized Emergency Management System (SEMS) is the system required by Government Code Section 8607(a) for managing response to multi-agency and multi-jurisdiction emergencies in California. SEMS consists of five organizational levels which are activated as necessary: field response, local government, operational area (countywide), OES Mutual Aid Regions, and state government. SEMS incorporates the use of the Incident Command System (ICS), the Master Mutual Aid Agreement and mutual aid systems, the Operational Area concept, the Operational Area Satellite Information System (OASIS), and multi-agency or inter-agency coordination. The Standardized Emergency Management System (SEMS) has been adopted by Sacramento County and the City of Sacramento for managing response to multi-agency and multi-jurisdiction emergencies and to facilitate communications and coordination between all levels of the system and among all responding agencies. LOCAL GOVERNMENT LEVEL Local government is one of the five levels of SEMS. The basic role of a local government is to manage and coordinate the overall emergency response and recovery activities within its jurisdiction. A local government under SEMS is a city, county, city and county, school district, or special district. Special districts under SEMS are units of local government (other than a city or county) with authority or responsibility to own, operate or maintain a project (as defined in California Code of Regulations 2900(s) for purposes of natural disaster assistance). This may include a joint powers authority established under Section 6500 et seq. of the Code. Cities are responsible for emergency response within their boundaries, although some cities contract for some municipal services from other agencies. Special districts are primarily responsible in emergencies for restoration of services that they normally provide. They may also be responsible for safety of people at their facilities or on their property and for warning of hazards from their facilities or operations. Some special districts may assist other local governments in the emergency response. All local governments are responsible for coordinating with other local governments, the field response level and the operational area. Local governments are also responsible for providing mutual aid within their capabilities. SEMS Requirements for Local Governments Local governments will comply with SEMS regulation in order to be eligible for state funding of response-related personnel costs and will: Sacramento County and the City of Sacramento Part One - 4 Updated February 2000

9 Sacramento Operational Area Plan 1) Use SEMS when a local emergency is declared or proclaimed, or the local government EOC is activated. 2) Establish coordination and communications with Incident Commanders either through departmental operating centers (DOCs), when activated, or directly to the EOC. 3) Use existing mutual aid systems for coordinating fire and law enforcement resources. 4) Establish coordination and communications between the local jurisdiction EOC when activated, and the operational area organization and any state or local emergency response agency having jurisdiction at an incident within the local jurisdiction's responsibilities. 5) Use multi-agency or inter-agency coordination to facilitate decisions for overall local government level emergency response activities. The requirement to use SEMS includes fulfilling the management and coordination role of local government, and providing for the five essential SEMS functions of management, operations, planning/intelligence, logistics and finance/administration. SEMS EOC ORGANIZATION SEMS regulations governments to functions. These basis for structuring organization. Management require local provide for five functions are the the EOC Management Operations Planning/ Intelligence Logistics Finance Planning/ Operations Logistics Finance Intelligence Responsible for overall emergency policy and coordination through the joint efforts of govern Responsible for coordinating all jurisdictional operations in support of the emergency response through implementation of the local government's EOC Action Plan. Responsible for collecting, evaluating and disseminating information; developing the jurisdiction's EOC Action Plan and After-Action Report in coordination with other functions; and maintaining documentation. Responsible for providing facilities, services, personnel, equipment, and materials. Responsible for financial activities and other administrative aspects. Sacramento County and the City of Sacramento Part One - 5 Updated February 2000

10 Sacramento Operational Area Plan The EOC organization may include representatives from special districts, volunteer agencies, and private agencies with significant response roles. Sacramento County and the City of Sacramento Part One - 6 Updated February 2000

11 Sacramento Operational Area Plan DEFINITION OPERATIONAL AREA The operational area is defined in the Emergency Services Act as an intermediate level of the state's emergency services organization consisting of a county and all political subdivisions within the county geographic area. Political subdivisions include cities, counties, special district or other local governmental agency, or public agency as authorized by law. The operational area is responsible for:! Coordinating information, resources and priorities among local governments within the operational area,! Coordinating information, resources and priorities between the regional level and the local government level, and! Using multi-agency and/or inter-agency coordination to facilitate decisions for overall operational area level emergency response activities. An operational area is used by the county, the cities and other local governments comprising the operational area for the coordination of emergency activities and to serve as a link in the system of communications and coordination between the state's emergency operation centers and the operations centers of the local governments in the operational area. The Operational Area will be the focal point for information transfer and support requests by cities and special districts within the County, unless there is an alternative arrangement agreed to by all affected jurisdictions. SEMS regulations specify that all local governments within a county be organized into an operational area and that the county board of supervisors is responsible for its establishment. SACRAMENTO OPERATIONAL AREA The Sacramento Operational Area was approved in November 1995 by the Board of Supervisors and the Sacramento City Council. The Sacramento Operational Area Agreement by and between the county, cities, and public agencies established the operational area and the terms of agreement between the participants. Attachment 1 is the Operational Area Agreement, Attachment 2 lists the participants. Operational area members are those whose governing bodies have signed the Sacramento Operational Area Agreement. Lead Agency Sacramento County and the City of Sacramento are joint lead agencies for the Sacramento Operational Area. Sacramento County and the City of Sacramento Part One - 7 Updated February 2000

12 Sacramento Operational Area Plan Sacramento County City of Sacramento City of Folsom City of Galt Operational Area Coordinator City of Citrus Heights Multi-Agency Coordination (MAC) Group Comprised of executive level managers from impacted jurisdictions and districts City of Isleton Special Districts Operations Coordinator (assigned to Operations Chief) Planning Coordinator (assigned to Planning Chief) Logistics Coordinator (assigned to Logistics Chief) Finance Coordinator (assigned to Finance Chief) Flood Control Coordinator Care & Shelter Coordinator Construction & Engineering Coordinator Potable Water Coordinator Utilities Coordinator Energy Coordinator ts:visio\oaorg revised 9/30/99 Sacramento County and the City of Sacramento Part One - 8 Updated February 2000

13 Sacramento Operational Area Plan Operational Area Organization The Operational Area organization consists of an Operational Area Coordinator, functional coordinators, and supporting staff. This group constitutes the operational area emergency management staff. Sacramento County is responsible for administrative support for the operational area during nonemergency periods. Planning and preparedness activities are coordinated closely with the City of Sacramento. During emergencies, policy decisions and priorities are set by the Multi-Agency Coordination (MAC) group of the impacted jurisdictions when resources are scarce or priorities are in conflict. The Multi-Agency Coordination section of this plan provides more detail on this aspect of the organization. The OA Coordinator has overall responsibility for coordinating information, resources, and priorities within the operational area. Functional coordinators for flood control, care and shelter, construction and engineering, energy, utilities, and potable water are responsible for:! coordination and communication within their function;! gathering and reporting status information from all jurisdictions, agencies, and special districts performing their function within the operational area; and! coordinating mutual aid resources of the operational area for their function. When the operational area is activated, the Sacramento County Emergency Operations Coordinator will act as Operational Area Coordinator. The City of Sacramento Emergency Services Officer will act as the Operational Area Coordinator when OA responsibilities are assumed by the City. When the Operational Area EOC is activated, the Directors of Emergency Operations/Services from the City and County of Sacramento will confer and decide which agency will assume Operational Area responsibilities. Until that decision is made, operational area responsibilities default to the County. Operational Area Council The Sacramento Operational Area Agreement established the Operational Area Council. The Council consists of a representative from each member city and the county, and a representative from each of the following groups; law enforcement, fire districts, flood control and reclamation districts, water districts, utilities, park and recreation districts, school districts, and cemetery districts. The council is responsible for reviewing and concurring with operational area plans, policies and procedures. Attachment 3 is the OA Council Roster. The Council will meet no less than once a year and as often as necessary to handle the business of the operational area. Sacramento County Emergency Operations staff and the City of Sacramento Emergency Services staff function as staff to the Council and are responsible for scheduling, notification, and logistics for Council meetings. Operational Area staff will ensure that minutes, correspondence, plans, and other vital business documents of the council are disseminated to Council representatives and operational area members. Sacramento County and the City of Sacramento Part One - 9 Updated February 2000

14 Sacramento Operational Area Plan ACTIVATION OF THE OPERATIONAL AREA Activation of the Operational Area during a State of Emergency or a Local Emergency is required by SEMS regulations under the following conditions: 1) A local government within the operational area has activated its EOC and requested activation of the operational area EOC to support their emergency operations. 2) Two or more cities within the operational area have proclaimed a local emergency. 3) The county and one or more cities have proclaimed a local emergency. 4) A city, city and county, or county has requested a governor's proclamation of a state of emergency, as defined in the Government Code Section 8558(b). 5) A state of emergency is proclaimed by the governor for the county or two or more cities within the operational area. 6) The operational area is requesting resources from outside its boundaries. This does not include resources used in normal day-to-day operations which are obtained through existing mutual aid agreements. 7) The operational area has received resource requests from outside its boundaries. This does not include resources used in normal day-to-day operations which are obtained through existing mutual aid agreements. Operational Area Participant=s Responsibilities During an activation of the operational area organization and/or operational area EOC, participant jurisdictions are responsible to:! designate a representative who has authority to speak on behalf of the jurisdiction to coordinate with the operational area,! establish communication and coordination with the operational area,! notify the operational area when the local government EOC is activated,! provide status reports of emergency conditions within the jurisdiction,! determine the utilization of jurisdictional resources and render mutual aid, if possible, when requested by the operational area,! utilize operational area functional coordinators when requesting mutual aid resources, and Sacramento County and the City of Sacramento Part One - 10 Updated February 2000

15 Sacramento Operational Area Plan! if necessary, participate with other affected jurisdictions in the operational area in a multijurisdiction coordination group. Operational Area Staff Responsibilities Activation of the local government level means that at least one local government official implements SEMS as appropriate to the scope of the emergency and the local government's role in response to the emergency. The operational area functions as the first point of contact for the coordination of local assistance within the operational area. Operational area staff must rapidly assess the situation, identify and prioritize the initial actions to be taken, and acquire/deploy those resources needed to meet the immediate needs of operational area jurisdictions. Operational area functional coordinators will establish and maintain contact with local jurisdictions involved in the emergency response to assess the scope of the emergency situation and the need for additional resources. Functional coordinators prepare periodic reports on the emergency situation and the status of operational area resources with information gathered from impacted jurisdictions. Prior to activation of the OA EOC, the County Emergency Operations Office compiles status reports from all functions for operational area situation reports required by State OES. When the operational area EOC is activated, the Planning section assumes responsibility for preparing situation reports. During situations of a significant magnitude and scope, where the operational area EOC activates and will likely operate for an extended period of time, the Operational Area Coordinator will ensure that communication links are established with necessary agency representatives for multi-agency coordination. Attachment 4 is an Emergency Contact List for the operational area. Specific responsibilities of operational area staff will be found in the checklists in Part 2 of this plan for each of the positions which may be assigned duties in support of the operational area. Sacramento County and the City of Sacramento Part One - 11 Updated February 2000

16 Sacramento Operational Area Plan OPERATIONAL AREA EOC The basic purpose of the operational area EOC is to serve as the coordination point for obtaining additional resources and coordinating information and priorities for a multitude of emergency response agencies. The joint Sacramento County and City of Sacramento Emergency Operations Center (EOC) will function as the operational area EOC. EOC Activation Policy The Operational Area Coordinator and OA staff may function from the operational area EOC or from other locations depending on the situation. The operational area EOC may be partially or fully staffed to meet the demands of the situation. The level of operational area EOC activation is based on the incident and resource needs. The nature of an emergency will determine the level of EOC activation, the numbers of personnel, and the EOC positions that are activated. The Sacramento operational area EOC will be activated at a Level II emergency. Operational area members will be notified whenever the operational area is activated. Level I operational area coordination will be conducted at the Sacramento County Emergency Operations Office. Activation Authority The decision to activate the operational area EOC will be made by mutual agreement of the County Executive and the Sacramento City Manager or their alternates as designated below. The actual task of activating the EOC will be accomplished by Sacramento County and City of Sacramento emergency services staff. County County Executive Sheriff Emergency Operations Coordinator City of Sacramento City Manager Fire Chief Police Chief Operational Area EOC Location La Sierra Community Center Alternate: Sacramento Convention Center John Smith Community Hall 1421 K Street, Rooms Engle Road Sacramento, CA Carmichael, CA Operational Area EOC Organization The operational area organization will address the five functional areas of SEMS; management, operations, planning/intelligence, logistics, and finance. Activated functions will be coordinated by the section chiefs of the jurisdiction responsible for operational area activities. The Operational Area Coordinator and the section chiefs function as the operational area EOC management team. Sacramento County and the City of Sacramento Part One - 12 Updated February 2000

17 Sacramento Operational Area Plan Operational area staff (management team, functional coordinators, and support staff) are responsible for interacting with each other and other entities within the EOC to ensure the effective functioning of the operational area EOC organization. Operational Area Management Team Responsibilities in the EOC Management Section - The Director of Emergency Operations/Services is responsible for overall operational area direction. This position is responsible for prioritization, and coordination of governmental and private organizations involved in the emergency response. This position will activate and chair the MAC group, if necessary. The Operational Area Coordinator is staff to the Director of Emergency Operations/Services. The OA Coordinator may recommend activation of additional OA sections (Logistics, etc.). If a section is not activated, the OA Coordinator will fulfill the role until such time as it is activated. Operations - The Operations Section Chief coordinates the activities of OA functional coordinators, ensures that communication is established with impacted jurisdictions, monitors the status of resources within the operational area, and coordinates the provision of status reports to Planning. Planning/Intelligence - The Planning Chief coordinates the compilation of operational area situation status and resource information for dissemination to State OES Regional EOC, the operational area EOC, and impacted jurisdictions within the operational area. Logistics - The Logistics Chief coordinates with Operations on the provision of resources to operational area jurisdictions, particularly those that do not clearly fall within one of the established mutual aid systems. Finance - This function is limited to dissemination of information about public assistance applications as there is no purchasing capability at the operational area level. The Operational Area Coordinator normally handles this function but can delegate to a Finance Coordinator. Duration of EOC Activation The operational area EOC will remain staffed until such time as the County Executive and the Sacramento City Manager conclude that it is no longer needed to manage the situation. Once the operational area EOC is deactivated, operational area staff will be responsible for following up on any ongoing mutual aid missions as well as compiling, generating and forwarding required reports. Sacramento County and the City of Sacramento Part One - 13 Updated February 2000

18 Sacramento Operational Area Plan DISASTER INFORMATION The operational area plays a pivotal role in resource coordination and situation analysis. The State Office of Emergency Services has implemented the Response Information Management System known as RIMS. RIMS is used during emergencies by the operational area to communicate with OES. In the initial stages of an emergency, the operational area informs the state by sending an Event/Major Incident Report, and as the situation develops uses situation status reports to keep the state informed of developments in the emergency situation. Functional coordinators at the operational area level communicate with cities and special districts and coordinate with other functions, as necessary. Functional Coordinators serve as the communication link between the operational area and the cities and districts within the operational area. Information Flow Cities and special districts gather status information from their field operations and/or department operations centers and report their status to the operational area level. Cities or special districts that have RIMS may use that method to report their status to the operational area. Information may also be gathered by functional coordinators at the operational area level from Field Operations Department Ops Centers (DOC) Local Government EOC Sacramento Operational Area OES Inland Region Governor's OES cities and special district functional liaisons (law enforcement, fire, construction and engineering, flood control, health/medical, care and shelter, energy, utilities and potable water), or in the case of small jurisdictions, from a designated liaison who reports on all emergency functions. The operational area compiles status information from all impacted jurisdictions and reports the status of the operational area to State OES Inland Region. OES compiles information from the regions and prepares a state disaster status report for the governor. This conduit also works in reverse. State OES status reports are disseminated to operational areas, and operational area status reports are disseminated to impacted jurisdictions in the operational area. Relationship to Resource Management Information about a disaster and tracking of resources used to respond to a disaster are connected items. At a minimum, disaster information is needed to estimate resource requirements. Resource status information is an element within disaster situation reports and is used to help create an overall picture of what is happening. Sacramento County and the City of Sacramento Part One - 14 Updated February 2000

19 Sacramento Operational Area Plan Operational Area Forms Narrative reports and statistical compilation are the means by which information flows from the operational area to the state level and back. Samples are located in Attachment 5 - Forms. Event/Major Incident Report - is the first report submitted to OES by the operational area. Information contained in this report is intended to paint an initial picture of the scope and magnitude of the situation. The operational area names the event, reports the date and type of emergency, describes the jurisdictions/disciplines impacted, and the status of functional areas. Situation Reports - are usually brief narratives that present a concise "picture" of the emergency situation and are prepared for specific time periods. This report provides the planning staff a place for a compilation of updated information on the incident usually derived from the functional Status Reports. At the beginning of an emergency response, the REOC and the operational area should agree upon times for submitting Situation Reports. The Situation Report is intended for use after the Event/Major Incident Report has been filed with OES. Functional Status Reports - are used by operational area functional coordinators to document status information for their discipline. They may also be used by individual jurisdictions to document and report their status to the operational area functional coordinator. The Status Report has several versions with specific differences for various disciplines. "Flash" Reports - are used by local jurisdictions and the operational area for transmitting critical, time-sensitive information outside regularly scheduled Situation Reports, i.e., the report of an impending dam failure. They can be both oral and written. An oral Aflash would precede written reports. The written report serves later as a confirmation and as documentation. Initial Damage Estimate Report - is completed by operational area staff during the first several days of the emergency to transmit statistical information about the severity and type of damage to public and private property, and to estimate the cost of those damages. Local jurisdictions may use this form to submit damage estimates to the operational area or may use any format that conveys their damage information. Information Transmission Forms and information can be sent through the OASIS satellite system, through the RIMS (Response Information Management System), by radio systems, over telephone or FAX. Regardless of how information is sent, certain cautions should be observed:! Unverified data should not be transmitted. All data should be verified prior to transmission. If unverified data must be transmitted, it should be clearly designated as unconfirmed.! Sensitive information must be transmitted with an appropriate level of security. Use of such information may need to be restricted. Sacramento County and the City of Sacramento Part One - 15 Updated February 2000

20 Sacramento Operational Area Plan OPERATIONAL AREA RESOURCE COORDINATION The operational area functional coordinator tracks and coordinates resources within the county area for their function/discipline. The functional coordinator should determine what type of request is being made when a request for resources is received. Is the local jurisdiction requesting:! assistance in identifying a vendor who may be able to supply needed resources,! resources (equipment or personnel) that operational area jurisdictions have on hand and do not need to keep in reserve for their own emergency response, or! specific State or Federal resources for which the request must be passed on to the REOC. The type of request will determine what action the functional coordinator takes: Type of resource request Resources available through purchase Equipment/personnel available in the OA State or Federal resources Action Refer to Logistics. Purchasing unit will consult vendor listings and refer requestor to local vendors who supply the needed resources. 1. Canvass OA for available resources. 2. Complete OA resource request form and assign OA tracking #. 3. Arrange contact with lending jurisdiction. 4. Track deployment of OA resources. 5. Follow-up with jurisdictions to ensure return of resources. 1. Complete the State Resource Request Form. 2. Contact functional coordinator in the REOC to place request. 3. Document State mission # on request form. 4. Coordinate between REOC and requestor. 5. Give copy of completed request form to Planning. Functional coordinators use the Resource Request Form when taking a request from an operational area jurisdiction. Functional coordinators may also use the following forms for identifying and tracking operational area resources:! OA Resources Inventory of critical resources located within the operational area;! OA Resources Request Tracking Form for determining where resources are being used, where they come from, and when they are once again available for use. Relationship to Disaster Intelligence Resource management and disaster intelligence are connected activities. The deployment of resources could be based upon information received from disaster intelligence. In addition, the nature and frequency of resource requests are part of the information gathered for status reports. Sacramento County and the City of Sacramento Part One - 16 Updated February 2000

21 Sacramento Operational Area Plan Resource Requests - Procurement Role The general rule for resource requests is to process them at the lowest possible level before forwarding them to the next level. Generally, a resource request is not forwarded to the next higher level until all possible sources of that item have been reasonably exhausted at the lowest level. In some cases, available State resources may be requested without a procurement effort being made if it might be unreasonable to attempt to procure that type of resource through purchasing a service or supply (examples: helicopters, boats, water buffaloes, canvass tents, cots and blankets available through Red Cross or the National Guard, or other supplies specifically maintained by the State or Federal government for response to disasters). The Logistics section handles requests for resources not available within functional areas. As an example, if the Operational Area Care and Shelter Coordinator had received a request for shelter security from an operational area jurisdiction, the coordinator would direct the request to the Logistics section rather than to the regional Care & Shelter coordinator because security services are not a typical Care and Shelter resource. The Logistics Chief, who also functions as the Logistics Coordinator for the operational area, would coordinate with Sheriff s and Police representatives of the requesting jurisdiction to have security personnel assigned to the shelter. If law enforcement personnel were fully committed elsewhere and unable to staff security for the shelter in their jurisdiction, Purchasing would refer the jurisdiction to a vendor who provides security services. Report Formats Within the EOC, the overall status of resources should be reflected in functional status reports submitted to the planning section and on status boards. Various functional areas may maintain their own internal report formats, which typically focus on:! required resources;! requested/pending resources;! projected shortfalls;! resources on hand;! resource locations; and! released/returned resources. Needs and Shortfalls All functional areas need to maintain data on available resources before a shortfall reaches a critical level and becomes life-threatening. Sacramento County and the City of Sacramento Part One - 17 Updated February 2000

22 Sacramento Operational Area Plan OPERATIONAL AREA SATELLITE INFORMATION SYSTEM (OASIS) The OASIS project, funded under the Earthquake Hazards Reduction Act of 1986, was established to create a secondary communications system using leased transponder space from commercial satellite operators. The result is the establishment of a system which allows virtually uninterruptable communication between state, regional and operational area level EOCs. OASIS is a system that consists of a communications satellite, multiple remote sites and a hub. The satellite is in a stationary or geo-synchronous orbit above the earth's equator. A high frequency (HF) radio system and a satellite communications network were constructed to link all 58 counties with State OES and other state agencies for disaster communications as well as day-to-day traffic. The system, which uses technology similar to cellular telephones, has 60 channels. When a user picks up the line, the system automatically searches for the best available channel. The equipment necessary for the remote sites includes a six-foot diameter dish antenna using Very Small Aperture Terminal or VSAT technology. These sites were originally set up by OES and are capable of conducting six simultaneous voice conversations and one data channel at a rate of 9600 baud. The final component is the hub. The hub is a large external dish antenna and a network control station which is managed by OES personnel. The hub provides access control for the system and can control up to 800 remote stations. OES personnel will use the hub to define the network, detect trouble and serve as an emergency alert network for other OES personnel. Sacramento County and the City of Sacramento Part One - 18 Updated February 2000

23 Sacramento Operational Area Plan MUTUAL AID INTRODUCTION The foundation of California's emergency planning and response is a statewide mutual aid system which is designed to ensure adequate resources, facilities and other support is provided to jurisdictions whenever their own resources prove to be inadequate to cope with a given situation. The Master Mutual Aid Agreement creates a formal structure wherein each jurisdiction retains control of its own facilities, personnel and resources, but may also receive or render assistance to other jurisdictions within the state. MUTUAL AID SYSTEM A statewide mutual aid system allows for the progressive mobilization of resources to and from emergency response agencies, local governments, operational areas, regions and state with the intent to provide requesting agencies with adequate resources. Requests for mutual aid will be initiated through the Sacramento Operational Area when local resources are committed to the maximum and additional resources are required. Fire, law enforcement agencies, medical, utilities, and water districts request mutual aid directly through established channels. FUNCTIONAL COORDINATORS MUTUAL AID RESPONSIBILITIES To facilitate resource requests, discipline-specific mutual aid systems work through designated functional coordinators at the operational area, regional and state levels. The basic role of the functional coordinator with regard to mutual aid is to receive resource requests, coordinate the provision of resources from within the coordinator's geographic area of responsibility and pass on unfilled requests to the next level. The Sacramento Operational Area has designated functional coordinators to handle resource requests that do not fall into one of the already established mutual aid systems. Functions:! Flood Control for non-project levee and drainage facilities! Potable Water! Care and Shelter! Construction and Engineering! Utilities! Energy Operational area functional coordinators may coordinate from an EOC, their normal departmental location or other locations depending on the circumstances. When local government EOCs are activated, all operational area functional coordinators will establish communications with local government functional contacts. When the operational area EOC is activated, operational area functional coordinators will respond to the operational area EOC to facilitate coordination and information flow. Sacramento County and the City of Sacramento Part One - 19 Updated February 2000

24 Sacramento Operational Area Plan POLICIES AND PROCEDURES Local jurisdictions will make resource requests through the Sacramento Operational Area. Request must specify:! Requesting agency! Jurisdiction/agency responsible for payment! Type of request: - assistance with vendor identification, - resources available through OA member agencies, or - specific State resources (request is passed on to the REOC).! Number and type of personnel needed.! Type and amount of equipment needed.! Reporting time, location, and check-in information.! Authority to whom forces should report.! Access routes.! Estimated duration of operations.! Risks and hazards.! Jurisdictional authority to make request. Mutual aid resources will be provided and utilized in accordance with the California Master Mutual Aid Agreement. During a proclaimed emergency, inter-jurisdictional mutual aid will be coordinated at the operational area level. AUTHORITIES AND REFERENCES Mutual aid assistance may be provided under one or more of the following authorities: California Master Mutual Aid Agreement. California Fire and Rescue Emergency Plan. California Law Enforcement Mutual Aid Plan. Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law , as amended), provides federal support to state and local disaster activities. Public Law 98-99: Flood Fight and Recovery Authorities, Corps of Engineers Sacramento County and the City of Sacramento Part One - 20 Updated February 2000

25 Sacramento Operational Area Plan MULTI-AGENCY OR INTER-AGENCY COORDINATION Multi-agency coordination is used by the operational area during emergencies for:! establishing priorities for response,! allocating critical resources,! developing strategies for handling multi-agency response problems,! sharing information, and! facilitating communications. MULTI-AGENCY COORDINATION IN THE OPERATIONAL AREA EOC Emergency information, resources, and priorities are normally coordinated at the EOC by:! Director of Emergency Operations/Services,! Operational Area Coordinator and support staff,! Operational area functional coordinators, and! Liaison with agency/jurisdiction representatives from cities, special districts, volunteer agencies and private organizations. Coordination with agencies not represented in the EOC may be accomplished through various methods of communications. Decisions regarding the prioritization of scarce resources and resolution of conflicts between jurisdictions over response priorities or strategies for handling multi-agency response problems will be deferred to a Multi-Agency Coordination (MAC) group. MULTI-AGENCY COORDINATION GROUP The responsibility of a multi-agency coordination (MAC) group is to set priorities and resolve conflicts. A MAC group will:! be convened to establish priorities for response or allocation of critical resources during major disasters when resources are scarce,! be comprised of the senior executive/management staff from the impacted jurisdictions,! develop consensus on priorities, resource allocation and response strategies, and! function within the operational area EOC, at another location or through conference calls, but will remain in contact with the operational area EOC. Sacramento County and the City of Sacramento Part One - 21 Updated February 2000

26 Sacramento Operational Area Plan SPECIAL DISTRICT INVOLVEMENT Special districts are defined as local governments under SEMS. The emergency response role of special districts is generally focused on restoring normal services, however some special districts can be extensively involved in emergency response or assisting other local governments. Coordination and communications must be established among special districts that are involved in emergency response, other local governments and the operational area. This may be accomplished in various ways depending on the situation. Relationships among special districts, cities, county government and the operational area are complicated by overlapping boundaries and by the multiplicity of special districts. Typically, special district boundaries cross municipal boundary lines. A special district may serve several cities and county unincorporated areas. Some special districts serve more than one county. In such a situation, the special district may wish to provide a liaison representative to the Operational Area EOC to facilitate coordination and communication with the various entities it serves. Field operations centers provide an opportunity for special districts that are heavily involved in the emergency response and may not have staff to spare for liaison to the Operational Area EOC to coordinate activities and share situation status information with other local governments who are involved in the emergency response. COORDINATION WITH VOLUNTEER AND PRIVATE AGENCIES Liaison must be established between activated EOCs and private agencies involved in a response. Where there is a need for extensive coordination and information exchange, private agencies should be represented in the Operational Area EOC at the appropriate SEMS level. Coordination with agencies that do not have representatives at the EOC may be accomplished through telecommunications, liaison with community councils that represent several agencies or involvement of agencies in special multi-agency coordination groups on specific issues. Sacramento County and the City of Sacramento Part One - 22 Updated February 2000

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