Emergency Management Plan Greenville County Parks, Recreation, and Tourism. Updated March 2014

Transcription

1 Emergency Management Plan Greenville County Parks, Recreation, and Tourism Updated March 2014

2 Table of Contents Quick Reference Guide...2 Introduction...3 Chain of Responsibility...3 Members of the Emergency Team...4 Roles of the Emergency Team Members...4 Team Leader...4 Spokesperson...4 Division Directors...5 Superintendent of Parks...5 Supervisory Staff...5 Safety Coordinator...6 Office Staff...6 Role of Board Members...6 Role of Employees in Dealing with the News Media...7 General Action Steps to Consider When a Emergency Occurs...8 Information Gathering Questions to Consider Sample initial Press Release...11 Post Emergency Evaluation Form...12 Emergency Phone List Emergency Board Phone List Emergency Media Phone List... 15

3 Emergency Management Plan Greenville County Parks, Recreation, and Tourism Emergency Management Plan Quick Reference Guide Emergency Management: 1. Respond to the Emergency / emergency a. Secure the scene b. Contact emergency services as needed 2. Contact the Emergency Management Team Leader a. Gene Smith (Primary) b. Chanell Moore (If Gene is unavailable) c. Your Division Director (If Chanell Moore is unavailable) 3. Collect information / facts a. Identify witnesses b. Record as much information / details as possible Media / Communications: 1. Refer any questions from the media, bystanders, etc. to the Agency spokesperson. (Mike Teachey) Key Points to Remember: 1. You have two main responsibilities: a. Secure the scene / respond to the actual Emergency (i.e. administer first aid etc.) b. Contact the Emergency Management Team Leader 2. Once the scene is secure and the Emergency Management Team Leader has been contacted, wait for further instructions. Do not offer any comments to the media or other bystanders other than to direct them to contact the Agency spokesperson. 3. Remain calm, gather information Emergency Management Plan Greenville County Parks, Recreation, and Tourism

4 Introduction The Emergency Management Plan is a basic guide providing a response system to a Emergency (a situation or event that causes, or has the potential to cause, keen public or media concern) occurring on the grounds of or at an event held by the Greenville County Parks, Recreation, and Tourism. The Emergency Management Plan is placed into operation whenever an emergency affecting the Greenville County Parks, Recreation, and Tourism cannot be controlled through routine, daily and normal channels and procedures. It is critical that all staff understand their respective roles in the event of a Emergency. This includes immediately reporting any potential or actual Emergency situation to the Emergency Team Leader. Chain of Responsibility The Greenville County Parks, Recreation, and Tourism has appointed Gene Smith as the Emergency Team Leader. Gene Smith in conjunction with agency management is responsible for activating the Emergency management plan and coordinating the Emergency response. In the event that the designated Emergency Team Leader (Gene Smith) is absent or otherwise unavailable, the following chain of responsibility in activating and managing the Emergency management plan will be followed in descending order. The first available staff position listed below will take temporary responsibility for implementing the agency s Emergency management plan notifying all Emergency team members. Chain of responsibility in the event of the Emergency Team Leaders absence: 1. Chanell Moore (Primary) 2. Division Director (first available) The Greenville County Parks, Recreation, and Tourism has appointed Mike Teachey as the official spokesperson. The spokesperson will be responsible for making official statements (written or oral) to the media on behalf of the Emergency team and Agency. Staff should direct all media inquiries to the designated spokesperson. In the event that the designated spokesperson (Mike Teachey) is absent or otherwise unavailable, the following chain of responsibility in activating and managing the Emergency management plan will be followed in descending order. Chain of responsibility in the event of the Spokespersons absence: 1. Gene Smith (primary)

5 2. Chanell Moore (secondary) 3. Division Director (first available) Emergency Management Plan Greenville County Parks, Recreation, and Tourism Members of the Emergency Team Gene Smith (Emergency Team Leader) Mike Teachey (Agency Spokesperson) Chanell Moore Don Shuman Nancy Callahan Ray Dunham Ty Houck Roles of the Emergency Team Members Team Leader Gene Smith The Team Leader will be responsible for the overall coordination of the agency s Emergency management plan. Spokesperson Mike Teachey The role of the spokesperson is to represent the agency and to serve as agency liaison to the media and other third parties. At the direction of the Emergency Team, the spokesperson will present official, accurate, and pre-approved information to the media on behalf of the agency. It should be recognized that the agency is not obligated to share any information with the media. However, at times it is practical and advisable to proactively cooperate with the media. The spokesperson should never respond to media inquiries by stating: no comment. Stating no comment can be misinterpreted by others that the agency has something to hide. The agency can always provide a written press release (to be read or forwarded by the spokesperson) providing the following limited information: Acknowledge the incident/emergency Show compassion and support for victims and their families Explain that it is premature to provide details pending further investigation Highlight rescue/proactive efforts/safety record, etc.

6 Emphasize the matter is currently under investigation and that our agency is fully cooperating with other agencies Assure the public that a plan is in place Assure public that you will provide further facts as they become known. The spokesperson will keep agency employees regularly informed and updated by and/or telephone. Division Directors Parks: Don Shuman Recreation: Nancy Callahan Facilities: Ray Dunham Administration: Chanell Moore Community Relations: Mike Teachey Greenways: Ty Houck The appropriate Division Director will coordinate the processing of incoming information such as witness statements, employee statements, in-coming phone calls, faxes and s, radio reports, television reports, and internal and external investigative reports and findings. The Division Director is further responsible for establishing the following: Exactly what happened? Who was/is involved? Where did the incident occur? When did it happen? Why did it happen? What is currently being done to control or minimize the existing Emergency? If the answers to the above questions are not known when will they be known? Updating the Emergency Team and designated spokesperson on all new and changing developments as they occur. Parks Director Don Shuman The Parks Director will ensure that the Emergency Management Team has access to necessary buildings, facilities, manpower resources, and power sources. Depending on the Emergency, the Parks Director will coordinate efforts with the Public Works Department, Police Department, Utility

7 Companies, etc. When appropriate, the Parks Director is also responsible for the security of the Emergency location and limiting access to only authorized personnel. If directed by the Emergency Team Leader, the Parks Director will establish a media center. The Parks Director will also obtain any needed equipment for the Emergency team. Supervisory Staff Agency - supervisory staff may be assigned to assist the director, spokesperson, Emergency team, safety coordinator, and/or clerical staff. Some potential assignments may include: Providing specific information on a program or facility. Being responsible for identifying a designated media site capable of accommodating a large group such as a news conference or open public forum. Help assemble accurate information and formulate accurate answers to questions. Contact the news media as directed by the spokesperson. Obtain information about callers and inquiries from office administration. Assist the spokesperson in responding to inquiries as directed. Record and date all statements given to the media. Safety Coordinator (Don Shuman) Assist with investigative efforts. Coordinate the identification of witnesses and gather contact information. Take photographs/video tape and preserve evidence. Contact the necessary governmental agencies when applicable. Obtain, compile, or present pertinent safety documentation or practices conducted by the agency. Office Staff Complete the Accident/Incident Report Form. Gather employee statements in a narrative format to supplement the accident report form.. Contact counseling agencies as directed by the Emergency Team Leader. Review the circumstances and cause of the Emergency and, if applicable, recommend and implement post-emergency measures to minimize similar situations from occurring in the future. This information will be presented to agency staff after the Emergency has subsided.

8 Answer telephone inquiries associated with the emergency and screen reporters, photographers, or others who arrive unannounced at the administration building. Before answering any questions, obtain the following information and keep a log of the calls and media visitors: The name of the person who is calling or visiting. Their title and organization (who are they representing?) The name of the newspaper, radio, or TV station (if applicable) The telephone number where the inquirer can be reached Their address and fax number, if applicable Reporter s deadline (if applicable) The telephone response should be limited to providing the caller with official information that has been pre-approved by the Emergency team and spokesperson. A script will be provided and updated for all staff responsible for answering the telephone. Let the callers know that they will be contacted as soon as possible as new developments and information becomes known. If a reporter, photographer, attorney, investigator, or victim s family appears in-person at the administrative or similar building, obtain the above information and immediately contact the Emergency team and official spokesperson. Never release or disclose any information to any party that has not been pre-approved by the Emergency team. Role of Board Members Board members should not make any statements to the news media or any third party until after the Emergency has ended and media attention subsided. A designated representative of the board should be a part of the Emergency Team. Role of Employees in Dealing with the News Media All employees must recognize their role (or lack of) in a Emergency. Employee must understand that it is the agency s policy and expectation that all information should be released on behalf of the agency through the designated spokesperson. Employees should make sure they know who the spokesperson is and how to contact him/her. Employees who were directly or indirectly involved in the Emergency will most likely be approached by reporters and other third parties. Here are some guidelines employees can follow when approached by reporters and other third parties: If you are questioned by a reporter or any person, you are not required to give an interview and we prefer that you direct the person to our designated spokesperson. Therefore, you can say, I m sorry;

9 I m not the best person to answer that question. You should contact (state the designated spokesperson), and I am confident he/she can assist you. Emergency Management Plan Greenville County Parks, Recreation, and Tourism

10 It is acceptable not to know the answer to a question. Just openly admit, I don t know, and direct the reporter/person to the spokesperson. It is okay to express sympathy for any persons injured during the Emergency. However, you should direct any specific questions concerning the Emergency to the agency s spokesperson. Don t say, No comment. Reporters may interpret the no comment phrase to imply guilt or that you have something to hide. Instead, you can say please understand that I am not the best person to discuss this event. I would not want to unintentionally provide inaccurate or incomplete information. You should direct your inquiry to (provide name and number of designated spokesperson). Don t say anything you don t want to see in print. A negatively phrased joke loses its humor in print and can be very embarrassing when read later.. Never make an off-the-record statement. There is no such thing as an off-the-record comment. Any statement made off-the-record can be front page headlines. The confidentiality of off-the-record statements cannot and often will not be guaranteed.

11 General Action Steps to Consider When a Emergency Occurs 1. Whenever a Emergency occurs that involves personal injury and / or property damage, the first priority shall always be given to the immediate safety needs of the person and property involved. After the people and property is safe the main responsibility of the Emergency Team is to ensure that the agency s emergency response plan is activated and that necessary and appropriate actions are taken to respond to the pending Emergency and to minimize further loss. Through the designated spokesperson, the Emergency team will implement the media response plan. Under ordinary circumstances, the initial media contact will be made only after the safety of persons and property has been fully addressed and facts verified. 2. The agency recognizes the emotional and physical impact a Emergency may have on staff. All efforts should be made to steady and reassure our staff so that the process of managing the Emergency can begin. Employees exhibiting signs of unusual stress and / or an inability to effectively attend to their respective duties should be relieved of all responsibilities. Emergency team members exhibiting symptoms of unusual stress and / or inability to effectively attend to his / her Emergency team responsibilities should similarly be relieved of responsibilities. Our EAP should be immediately contacted to provide individual and group staff counseling. 3. Employees directly involved in the Emergency incident should not remain at the scene or site of the incident unless specifically requested to do so. They should be directed to a secure facility where they will be debriefed and their physical and emotional conditions assessed and attended to. This will often be the Emergency team meeting location. 4. Identify a safe and secure facility location for the Emergency team to meet and begin to implement the Emergency management plan. At this location, the Emergency team will begin fact finding and coordinating Emergency response with key third parties such as emergency response agencies, EMS, local police, key staff, legal counsel, and the media. a. Communicate to all agency staff via and/or phone that a Emergency exists and that all relevant information about the Emergency needs to be immediately communicated to the Emergency management team. Engage the agency spokesperson and reinforce to all staff that any and all media inquires should be directed to the agency spokesperson. b. The Emergency Team Leader will direct staff actions, coordinate the gathering of information, serve as liaison to all third parties, interface with the emergency responders such as police and fire services, and provide direction on needed resources and related needs. 5. GCPRT legal counsel should be immediately contacted by the Emergency team leader in all Emergency or potential Emergency situations. 6. The Emergency team will obtain, compile, monitor, and verify the accuracy of incoming information. Documenting all events and information in chronological order is critical to accurately assessing and addressing the Emergency. New and incoming information must be verified and reviewed with past and

12 other known information. The compilation, accuracy and availability of information are necessary to making well informed decisions, revisiting and adapting to the Emergency, and ultimately evaluating the results of the Emergency. 7. All staff directly involved in the Emergency should be interviewed by their Division Director and debriefed by the Emergency team spokesperson as soon as possible. 8. Staff will be assigned by the spokesperson to monitor (and videotape if possible) television news reports. In addition, local news radio stations should be monitored to determine how the Emergency is being reported to the public. 9. The Emergency Team should assign staff to verify the accuracy of information as it becomes known. This information will be relied on by the Emergency Team in responding to the Emergency, preparing a media relations plan, addressing public relations, determining the scope and nature of investigative action, and attending to the needs of victims, staff, relatives, and other affected parties. 10. Establish a communication team to answer in-coming phone calls, monitor incoming faxes and s, and relay any pertinent information to the Emergency Team. This team should document all information received by callers including who called, information provided / requested, their title, time of call, and return phone number. Similarly, faxes and s should be immediately forwarded to the Emergency Team. 11. In determining a media relations strategy, the Emergency Team should consider: a. The newsworthiness of the incident / event b. The need to reassure the community c. The availability and accuracy of information d. Coordinating and dissemination of all information with legal counsel e. Limiting initial contact to a written press release debriefing and preparing the agency spokesperson f. Determining the manner and means of addressing the media (i.e. off camera or on-camera response) g. An on-camera response may be as limited as the designated spokesperson reading a prepared written statement to the press or as in depth as a full press conference. The Emergency Team should regularly reassess the need to address the media. Factors to take into consideration should include that stage of the Emergency, the scope and extent of the Emergency, the expectations of the community, public relations, the need to balance inaccurate reporting, and the ability of the press to fairly report the Emergency. Generally, allegations as to fault or liability may be premature, inaccurate, and / or compromise the rights and liability of the agency and its staff. Therefore, it is critical to coordinate all media response with legal counsel. Emergency Management Plan Greenville County Parks, Recreation, and Tourism

13 Information Gathering Questions to Consider During a Emergency it can be difficult for the Emergency team to know where to start in the information gathering process. The following is a list of sample questions that should be addressed to begin the process of responding to a Emergency. Depending upon the magnitude of the Emergency, there may be much more information to gather. 1. Have the proper authorities been notified? (Police, fire, poison control, EMS, etc) 2. Is the emergency response portion of the Emergency completed or continuing? 3. Has the Emergency team been notified and gathered? 4. Will a Emergency center need to be established? Where? 5. Has the GCPRT attorney been notified? 6. What is the status of the internal investigation? 7. Is there an investigation being conducted by any third party? 8. Have potential witnesses been identified and interviewed? 9. Has the Emergency situation been fully investigated? Have investigative findings been reviewed? 10. What is the potential for a secondary Emergency? 11. Are damage / loss estimates available? 13. Have the families of all victims been notified? 14. How can the Emergency Team assure the public that the Emergency is under control? 15. Has the waiting media been contacted by an agency representative to inform them that information will be provided when available? 16. Is a formal press conference or written press statement appropriate and / or necessary? When? Where? 17. Has the spokesperson been updated with current information and thoroughly prepared. 18. Have false statements been reported by the media which should be balanced with facts? 19. Are there visual images of the incident and / or post incident damages / losses? 20. Should the EAP and / or other counseling services be made available for employees, witnesses, and members of the public who may have been traumatized by the Emergency?

14 Sample Initial Press Release The Greenville County Parks, Recreation, and Tourism has recently been informed that on (date of Emergency) at approximately (identify time), the following occurred: (Briefly describe Emergency) At this time, the specific facts and circumstances surrounding this event have neither been fully substantiated nor confirmed. We are currently in the process of investigating this matter in full cooperation with: (Identify other investigative agencies) Out of respect for the investigative process and in fairness to the families and parties involved, we are unable to provide further details at this time. We are committed however, to providing further facts and developments as they become known and confirmed. In the interim, anyone wishing to provide or request further information should contact (agency spokesperson) at (phone number). Emergency Management Plan Greenville County Parks, Recreation, and Tourism

15 Post Emergency Evaluation Form This questionnaire should be completed by the Emergency team and involved staff following the Emergency. 1. Name - Date Position Department 2. What was your role? 3. How did you learn of the incident? 4. Were you satisfied with how you were notified of the Emergency? 5. How could notification be improved? 6. Rank how you feel GCPRT handled the Emergency. (Scale of 1 10; 1=poor, 10 = excellent) 7. How can GCPRT improve the Emergency management plan? 8. How could this accident have been prevented? 9. What steps need to be taken to prevent a future incident? Emergency Management Plan Greenville County Parks, Recreation, and Tourism

16 Emergency Phone List Greenville County Parks, Recreation, and Tourism Executive Director: Gene Smith Time Called: Office: x130 Home: Cell: Deputy Director: Chanell Moore Time Called: Office: x111 Home: Cell: CR Director: Mike Teachey Time Called: Office: x133 Home: Cell: Parks Director: Don Shuman Time Called: Office: x110 Home: Cell:

17 Greenway Director: Ty Houck Time Called: Office: x141 Cell: Recreation Director: Nancy Callahan Time Called: Office: x125 Home: Cell: Facilities Director: Ray Dunham Time Called: Office: x131 Home: Cell: Emergency Phone List Media Television Stations WSPA Channel WYFF TV WLOS TV

18 WHNS Fox WGGS Newspapers Greenville News Times Examiner Greenville Journal Tribune Times TR Monitor Greer Citizen Link La Opinion Radio Stations WSSL WLFJ WMYI WORD WROQ WSPA WFBC WMUU WHIS WYMZ WESC

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