EMERGENCY OPERATIONS AND COORDINATION PLAN

Transcription

1 Jamestown S Klallam Tribe EMERGENCY OPERATIONS AND COORDINATION PLAN Prepared for Jamestown S Klallam Tribe 1033 Old Blyn Hwy Sequim, WA Prepared by ecology and environment, inc. Global Environmental Specialists

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3 Jamestown S Klallam Tribe EMERGENCY OPERATIONS & COORDINATION PLAN September 2013 Prepared for: Jamestown S Klallam Tribe 1033 Old Blyn Highway Sequim, Washington Prepared by:

4 This document was prepared under a grant from the United States Department of Homeland Security Emergency Management Performance Grant administered through the Washington State Military Department. Points of view or opinions expressed in this document are those of the authorities and do not necessary represent the official position or policies of the U.S. Department of Homeland Security or Washington State Military Department. ii

5 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Immediate Action Checklist Immediate Action Checklist Use the following Immediate Action Checklist to initiate the Jamestown S Klallam Tribe response to and support of an emergency incident. FACILITY EMERGENCY PROCEDURES 1. Assess your own safety and act accordingly. 2. Elicit help from a co-worker or another person in the area. 3. Act to protect lives first, then physical property. In case of fire or other imminent danger: 1. If time allows, make calls as outlined in the table below, in the order shown: 1 st Call to Make Type of Emergency Who to Call Fire Fire District: Dial 8, then or Medical Emergency Medical/Police: Dial 8, then Water Facilities Manager Electrical Emergency Clallam County Public Utility District: Dial 8, then nd Call to Make Type of Emergency Who to Call (refer to Tribal Phone Directory or Emergency Pocket Card) Building/Equipment Damage Facilities Manager Chief Operations Officer Collection Damage Librarian Cultural Resources Specialist Computer Damage Information Services Director 3 rd Call to Make Type of Emergency Who to Call During working hours Chief Operations Officer After working hours Dial 8, then iii

6 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Immediate Action Checklist If appropriate, the Chief Operations Officer will notify the Clallam County Emergency Management. 1. Leave the building per posted evacuation procedures (also available in Appendix C Building Evacuation Procedures). In case of a medical emergency: 1. Dial 8, then If trained, provide first aid and/or CPR when needed to prevent further deterioration (bleeding, stopped breathing, etc.). If you have not received training, attempt to find someone who has. In case of imminent danger that requires sheltering-in-place (such as a hazardous materials spill): 1. Close and lock all windows and exterior doors. 2. Make any personnel and visitors in the building aware that they need to stay until emergency is over. 3. Once in lockdown, do not allow additional individuals to enter or leave the building. 4. Turn off all heating, ventilating, and air conditioning systems. It is recommended that more than one person in each building be trained in how to do this. 5. Take shelter in an appropriate room (if a chemical has been released, you should take shelter in a room above ground level). 6. Turn on the radios or TVs. 7. If you are told there is danger of explosion, close any window shades, blinds, or curtains near shelter-in-place location. 8. If instructed to do so by officials, use duct tape and plastic sheeting, such as heavy-duty plastic garbage bags, to seal all cracks around the door(s) and any vents into the room. Seal any windows and/or vents with sheets of plastic and duct tape. As much as possible, reduce the flow of air into the room. iv

7 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Immediate Action Checklist MAKING AN EMERGENCY CALL Emergency Contact Telephone Numbers Event Agency Telephone No. Fire, Traffic Accident, County Emergency Dial 8, then 911 Earthquake, Hazardous Materials Spill, Explosive Device or Explosion, Medical Emergency Response Agencies (Fire District, County Sheriff s Office, State Patrol) Poison Poison Control Dial 8, then Employee Injury Immediate Supervisor Refer to Tribal Phone Directory or Emergency Pocket Card Dial 8, then if life threatening injury or illness 1. Be clear as to what kind of assistance is needed: fire, police, medical. 2. Stay on the phone and answer all questions. 3. Give the specific location (specific address of the building), where help is needed. Building Administration Annex Canoe Storage/Carlson Barn Carving Shed Community Center Dental Clinic Heron Hall Library Maintenance Shop MBR Plant Natural Resources Lab Planning Office Social and Community Services Youth Center Physical Address 1033 Old Blyn Highway 991 Old Blyn Highway 263 Zaccardo Road 991 Old Blyn Highway 1031 Old Blyn Highway 1031 Old Blyn Highway 1970 Old Blyn Highway 1033 Old Blyn Highway 152 Zaccardo Road 861 Old Blyn Highway 931 Old Blyn Highway 72 Zaccardo Road 233 Zaccardo Road v

8 Jamestown S Klallam Tribe 4. Stay calm and speak clearly. EMERGENCY SYSTEM LOCATIONS Emergency Operations & Coordination Plan Immediate Action Checklist See Emergency Preparedness Plan for the locations of Building Emergency Systems, including utility shut-offs, radios, first aid kits, and emergency supplies. RECEIPT OF AN ALERT OF AN INCIDENT (PRE-STORM WATCH OR ACTUAL EMERGENCY) 1. Alerts should be directed to your immediate supervisor. 2. If your immediate supervisor is unavailable, alerts should be directed to the Chief Operations Officer, Facilities Manager, and/or Chief Executive Officer. vi

9 Letter of Adoption To all Recipients: This Emergency Preparedness Plan was developed under a grant from the United States Department of Homeland Security Emergency Management Performance Grant and is intended to ensure that the Jamestown S Klallam Tribe s emergency management goal is met. This goal is to protect Tribal staff by facilitating the coordination and integration of activities necessary to build, sustain, and improve the Tribe s ability to mitigate against, prepare for, respond to, continue operations during, and recover from natural, technological, and human-caused emergencies and disasters. This Emergency Preparedness Plan outlines the Tribe s approach to emergency response and enhances the Tribe s ability to protect the safety, health, and welfare of Tribal staff and visitors to the Tribal Campus. It describes the Tribe s emergency management related tasks and organization and assigns responsibilities for various emergency functions, identifies lines of authority and coordination, and communicates the legal basis and references that provide a framework for emergency planning in the Tribal community. This Emergency Preparedness Plan has been adopted by the Jamestown S Klallam Tribe. It will be revised and updated as required. All recipients are requested to advise the Chief Operations Officer of any changes that might result in its improvement or increase its usefulness. Plan changes will be transmitted to all addressees on the distribution list. W. Ron Allen, Tribal Council Chair DATE vii

10 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Letter of Adoption THIS PAGE LEFT BLANK INTENTIONALLY viii

11 Plan Administration The Chief Operations Officer will coordinate review, revision, and re-approval of this plan whenever changes occur, such as lessons learned from exercises or actual events. Record of Plan Changes All updates and revisions to the plan will be tracked and recorded in the following table. This process will ensure that the most recent version of the plan is disseminated and implemented by appropriate personnel. Date Change No. Department Summary of Change ix

12 Jamestown S Klallam Tribe Plan Distribution List Emergency Operations & Coordination Plan Plan Administration Copies of this plan will be provided to the following persons, agencies, and jurisdictions electronically, unless otherwise indicated. Updates will be provided electronically, when available. Recipients will be responsible for updating their plan when they receive changes. The Chief Operations Officer is ultimately responsible for dissemination of all plan updates. Date No. of Hard Copies Tribal Council Members Department/Agency 1 Tribe Chief Executive Officer 1 Tribe Facilities Manager Tribe Information Systems Director Tribe Natural Resources Director Tribe Health Services Director Tribe Chief Financial Officer 1 Tribe Chief Operating Officer Tribe Human Resources Director 1 Tribe Planning Director Tribe Social and Community Services Director JST Economic Development Executive Director 1 Clallam Fire District 3 Chief 1 Clallam County Emergency Management Program Coordinator Clallam County Sheriff 7 Cedars Resort Manager Plan Development and Maintenance At a minimum, this Emergency Preparedness Plan will be formally reviewed and re-adopted every five years. This review will be coordinated by the Tribe s Chief Operations Officer and will include participation from the Public Health, Safety, and Emergency Committee. This review will: Verify contact information. Review the status of resources noted in the plan. Evaluate the procedures outlined in the plan to ensure their continued viability. x

13 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Plan Administration A more frequent schedule for plan review and revision may be necessary following an incident or exercise. Recommended changes should be forwarded to: Annette Nesse, Chief Operations Officer Jamestown S Klallam Tribe 1033 Old Blyn Hwy Sequim, WA anesse@jamestowntribe.org Training and Exercises The Chief Operations Officer coordinates training for Tribal personnel and encourages them to participate in training sessions hosted by other jurisdictions throughout the region. The Chief Operations Officer maintains records and lists of training received by Tribal personnel. The Tribe will conduct exercises at least once a year to test and evaluate this Emergency Preparedness Plan. Whenever feasible, the Tribe will coordinate with neighboring jurisdictions and State and federal government to participate in joint exercises. These exercises will consist of a variety of tabletop exercises, drills, functional exercises, and full-scale exercises. As appropriate, the Tribe will use Homeland Security Exercise and Evaluation Program (also referred to as HSEEP) procedures and tools to develop, conduct, and evaluate these exercises. Information about this program can be found at The Chief Operations Officer will work with other Tribal departments and agencies and, when appropriate, County departments and agencies, to identify and implement corrective actions and mitigation measures, based on exercises conducted. See Appendix E for more information on training and exercise options. Staff Outreach and Education Educational tools are used to teach the staff about threats, disasters, and what to do when an emergency occurs. The Tribe intends to maintain an active staff preparedness program and recognizes that staff preparedness and education are vital components of the Tribe s overall readiness. The Tribe will strengthen staff preparedness through online and/or classroom style educational opportunities, various exercises and outreach activities such as an annual preparedness fair (may be incorporated into existing annual events). xi

14 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Plan Administration See the Emergency Preparedness Plan, Appendix A Personal Preparedness Checklist for suggested items that employees should gather together in order to ensure personal preparedness at home, in the car, and at work. Funding and Sustainment It is a priority of the Tribe to fund emergency preparedness to ensure that the Tribe s staff has the ability to respond to and recover from emergencies. The Chief Operations Officer (or designee) will: Identify funding sources for emergency management programs, personnel, and equipment. Ensure that the Tribal Council is informed of progress toward building emergency response and recovery capabilities and is aware of gaps to be addressed. Leverage partnerships with local, regional, and State partners to maximize use of scarce resources. xii

15 Table of Contents Immediate Action Checklist... iii Letter of Adoption... vii Plan Administration... ix Table of Contents... xiii List of Tables and Figures... xv 1 Introduction General Purpose and Scope Purpose Emergency Management Related Structure Authorities Mutual Aid and Intergovernmental Agreements Situation and Planning Assumptions Community Profile Geography Demographics Economy Community Events Threat/Hazard Identification Capability Assessment Assumptions Concept of Operations General Emergency Management Mission Areas Response Priorities Response Recovery Incident Management Initial Actions Communications, Notification and Warning Resource Management Volunteer and Donations Management Resource Typing xiii

16 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan Table of Contents Access and Functional Needs Populations Transition to Recovery Roles and Responsibilities General Tribal Council Tribal Council Chair Chief Operations Officer Public Health, Safety, and Emergency Committee Responsibilities of All Departments Administration Department Information Services Department Local and Regional Response Partners Clallam County Fire District No Clallam County Sheriff s Office Clallam County Health and Human Services Department Peninsula Communications (PENCOM) Clallam County Emergency Management Individuals and Households State Response Partners Federal Response Partners Command and Control General Incident Command System Overview Emergency Operations Center Support to On-Scene Operations A Disaster Declaration Form... A-1 B Emergency Notification Scripts (for Tribal Personnel and Visitors)... B-1 C Resource Inventory... C-1 D Incident Command System Overview and Forms... D-1 E Relationship to Other Plans... E-1 F References... F-1 xiv

17 List of Tables and Figures Tables Table 1-1 Legal Authorities Table 2-1 Jamestown S Klallam Tribe Demographics Table 2-2 Jamestown S Klallam Tribe s Identified Threats/Hazards. 2-3 Figures Figure 2-1 Map of Jamestown S Klallam Tribal Property in Blyn, WA 2-2 Figure 4-1 Emergency Management Organization Chart Figure 5-1 Example of an Incident Command System Structure Figure D-1 Example of Unified Command... D-7 xv

18 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan List of Tables and Figures THIS PAGE LEFT BLANK INTENTIONALLY xvi

19 1 Introduction 1.1 General The Jamestown S Klallam Tribe s (Tribe s) emergency management goal is to protect Tribal staff by facilitating the coordination and integration of activities necessary to build, sustain, and improve the Tribe s ability to mitigate against, prepare for, respond to, continue operations during, and recover from any emergencies or disasters. Every person who lives or works in the Tribal community shares responsibility for minimizing the impact of emergencies and disasters on the community. These individual responsibilities include hazard awareness, knowledge of appropriate protective actions, taking proactive steps to mitigate the impact of anticipated hazards, and preparations for personal and family safety and self-sufficiency. 1.2 Purpose and Scope Purpose This Emergency Preparedness Plan outlines the Tribe s approach to emergency response and enhances the Tribe s ability to protect the safety, health, and welfare of Tribal staff and visitors to the Tribal Campus. The Emergency Preparedness Plan: Includes all hazards and types of emergencies likely to impact the Tribe. Provides a framework for multi-discipline, multi-jurisdictional coordination and cooperation. Addresses all phases of an emergency through mitigation, preparedness, response, and recovery activities. Identifies roles and responsibilities of Tribal departments, offices, and personnel in emergency operations, as well as those of cooperating public- and private-sector agencies. 1.3 Emergency Management Related Structure The Administration Department has been identified as the lead department for the development and implementation of emergency management related tasks. The Chief Operations Officer has authority and responsibility for the organization, administration, and operations of emergency management for the Tribe. The 1-1

20 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 1. Introduction Chief Operations Officer may delegate any of these activities to designees, as appropriate. The Tribe is a signatory on the Clallam County Comprehensive Emergency Management Plan, and National Incident Management System compliance requirements are handled by the County. 1.4 Authorities Table 1-1 sets forth the federal, State, and local legal authorities upon which the organizational and operational concepts of the Tribe s emergency preparedness activities are based. Table 1-1 Legal Authorities Federal Homeland Security Presidential Directive 5: Management of Domestic Incidents National Disaster Recovery Framework National Incident Management System (NIMS) National Preparedness Goal National Response Framework (NRF) Pet Evacuation and Transportation Standards Act of 2006, Public Law , 2006 Presidential Policy Directive 8: National Preparedness (PPD-8) Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended. Sandy Recovery Improvement Act of 2013 State of Washington Chapter Revised Code of Washington, Emergency Management Chapter Washington Administrative Code, Emergency Worker Program Title 118 Washington Administrative Code, Military Department (Emergency Management) Clallam County County Code Chapter 3.20, Director of Emergency Services County Code Chapter , Emergencies County Code Title 32, Floodplain Management Interlocal agreements of Clallam County Emergency Management Jamestown S Klallam Tribe Treaty of 1855 Tribal Code Mutual Aid and Intergovernmental Agreements The Tribe may enter into Cooperative Assistance Agreements with public and private agencies in accordance with their needs (e.g., the Mutual Aid Omnibus Agreement). Personnel, supplies, and services may be used by a requesting agency if the granting agency cooperates and extends such services. 1-2

21 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan The agreements currently in place for the Tribe are listed below: None at this time. 1. Introduction Should agreements be entered into in the future, the Chief Operations Officer will maintain copies. During an emergency situation, a local declaration may be necessary to activate these agreements and allocate appropriate resources. Return to Table of Contents 1-3

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23 2 Situation and Planning Assumptions 2.1 Community Profile Geography The Jamestown S Klallam Tribe s reservation is a acre area on and near Sequim Bay along U.S. Route 101 in the community of Blyn, in eastern Clallam County at the southwest corner of the Miller Peninsula. The reservation is the location of the Tribal government administration, not a residential area. The main campus houses the Tribe s administration, natural resources, and social and community services departments, as well as the Tribal Library, and Jamestown Family Dental Clinic. In addition to the small parcel of reservation land, the Tribe owns more than 1,000 acres of land in Clallam and Jefferson Counties. That land includes Railroad Bridge Park and The Cedars at Dungeness Golf Course in Sequim, and Tamanowas Rock a sacred S Klallam site in Chimacum, Washington, located east of the main campus in Jefferson County Demographics As of 2012, the Tribe had 594 enrolled citizens and provided services to almost 640 Indians in the northeast Olympic Peninsula. Table 2-1 further describes the Tribe s demographics in and out of the service area. Table 2-1 Jamestown S Klallam Tribe Demographics Category Tribal Elders Non-Elders Citizens (55 and old) (under 55) In Service Area (Clallam and East Jefferson County) Total in Washington State, but outside the service area Outside of Service Area Total See the 2012 Report to Tribal Citizens for more information on Tribal demographics. 2-1

24 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 2. Situation and Planning Assumptions Economy The Tribe s economy is supported by a number of Tribal enterprises, including: 7 Cedars Casino includes the casino, 18-hole golf course, and Longhouse Market and Deli JKT Development, Inc. includes JKT Development and Jamestown Excavating Carlsborg Self Storage Northwest Native Expressions Gallery Jamestown Fireworks Community Events Events in the larger community that may influence the hazard and threat analysis and preplanning for an emergency include: Tribal Picnic Canoe Journey Figure 2-1 Map of Jamestown S Klallam Tribal Property in Blyn, WA 2-2

25 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 2. Situation and Planning Assumptions 2.2 Threat/Hazard Identification The Tribe may be subject to a variety of natural, technological, and human-caused hazards and threats. Natural Hazards. Result from acts of nature. Technological Hazards. Result from accidents or failures of systems and structures. Threats or Human-Caused Incidents. Result from intentional actions of an adversary. Table 2-2 identifies the hazard/threat most likely to impact the Tribe, based on the Tribe s vulnerability and the resulting potential impacts of the hazard or threat. Table 2-2 Jamestown S Klallam Tribe s Identified Threats/Hazards Natural Technological Human-Caused Earthquake Flood Landslide/Erosion Pandemic Severe Weather Tsunami Wildland Fire Hazardous Materials Incident Transportation Accident Utility Failure/Extended Outage Civil Unrest Large Community Events Terrorism See the Tribe s Multi-Hazard Mitigation Plan and 2013 Hazard Analysis Report for more information regarding hazards for the area Capability Assessment The availability of the Tribe s physical and staff resources may limit its capability to conduct short- and long-term response actions on an independent basis. Tribal response capabilities are also limited during periods when essential staff is on vacation or sick. The Tribe has not developed a formal capabilities assessment to date. Should one be developed in the future, it will summarize the jurisdiction s prevention, protection, response, and recovery capabilities involving the defined hazards. It will also further describe the jurisdiction s limitations on the basis of training, equipment, and personnel. 2.3 Assumptions This Emergency Preparedness Plan is based on the following assumptions and limitations: 2-3

26 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 2. Situation and Planning Assumptions Essential Tribal services will be maintained as long as conditions permit. An emergency will require prompt and effective response and recovery operations by area emergency services, disaster relief, volunteer organizations, and the private sector. Each responding agency will utilize existing directives and procedures in responding to major emergencies and disasters. The Tribe will rely on the County and partner agencies for emergency response, emergency operations center, and public information system needs. Return to Table of Contents 2-4

27 3 Concept of Operations 3.1 General The Tribe has primary responsibility for protection of Tribal staff and infrastructure; however, management of response and coordination of emergency incidents falls to local response agencies such as the Clallam County Fire District No. 3 (for fire, medical, and hazardous materials incidents); Clallam County Departments such as the Sheriff s Office (for public safety incidents); Health and Human Services Department (for public health incidents); and the Public Works Department (for incidents impacting infrastructure) under mutual agreement. It is the intent of the Tribe to ensure that all Tribal staff are trained to an awareness level and that a culture of personal preparedness is instituted. 3.2 Emergency Management Mission Areas This plan adheres to the emergency management principle of all-hazards planning, which is predicated on the fact that most responsibilities and functions performed during an emergency are not hazard-specific. This plan will assist the Tribe in: Preventing, avoiding, or stopping a threatened or actual act of terrorism. Protecting Tribal staff, campus visitors, and assets against the greatest threats and hazards. Mitigating loss of life and property by lessening the impact of future emergencies and disasters. Communicating and coordinating with response agencies quickly to save lives, protect property and the environment, and meet basic human needs in the aftermath of a catastrophic incident. Recovering through timely restoration, strengthening, and revitalization of infrastructure and a sustainable economy, as well as the health, social, cultural, historical, and environmental fabric of the community when affected by an emergency. Additional information about these five mission areas can be found in the National Preparedness Goal. 3-1

28 Jamestown S Klallam Tribe 3.3 Response Priorities Emergency Operations & Coordination Plan 3. Concept of Operations Response Response activities are undertaken immediately after an incident by local response agencies such as the Fire District or Sheriff s Office, and a transition into recovery activities will take place as soon as conditions permit. Both response and recovery activities can take place concurrently until the life safety and protective actions are completed, as defined below. 1. Lifesaving: Efforts to save lives and implement operations to minimize risks to public health and safety. 2. Property: Efforts to reduce impacts to critical infrastructure and key resources, and minimize property damage. 3. Environment: Efforts to mitigate long-term impacts to the environment Recovery A widespread emergency will likely impact the ability of the Tribe s businesses to function, disrupt employment, interrupt government services, and impact revenues. Recovery operations are the actions taken to protect lives and property while helping impacted areas of the Tribe meet basic needs and resume selfsufficiency, returning to a new normal for the community. 1. Damage Assessment: Working with the County to assess and report damage to Tribal infrastructure. 2. Debris Removal: Communicating with the County regarding the coordination of debris collection and removal. 3. Infrastructure Restoration: Facilitate restoration of critical infrastructure. Short-term recovery involves the restoration of critical services such as communications, water supply, sewage service, emergency medical capabilities, and power, as well as garbage and debris removal and would be the responsibility of the County and private-sector. These functions must recover early in the incident to support the life, health, and safety of the population and to support response missions. The Chief Operations Officer will ensure that communication with agencies and organizations in charge of the restoration of these critical services is maintained. 3-2

29 Jamestown S Klallam Tribe 3.4 Incident Management Emergency Operations & Coordination Plan 3. Concept of Operations Initial Actions The Chief Operations Officer (or designee) will immediately take the following actions as appropriate: Alert threatened Tribal staff and visitors and initiate evacuation (or other appropriate protective actions) as necessary. Establish and ensure continued communication between the Tribe and County Emergency Management and/or response agencies throughout the incident. Request the Tribal Council Chair (or designee) to prepare and submit a formal declaration of emergency, when appropriate. See Appendix A Disaster Declaration Form. Deploy Tribal personnel and support staff to restore normal activity and provide essential community services as soon as possible following the emergency Communications, Notification and Warning Warnings, emergency information, or disaster reports may be received by any Tribal staff. Such information will be relayed to the Chief Operations Officer and (Peninsula Communications [PENCOM]) as appropriate. Warnings and emergency information will be distributed to personnel by the Chief Operations Officer using the telephone paging system, voic , , and/or text, as appropriate to the situation. See Appendix D Emergency Notification Scripts (for Tribal Personnel and Visitors) for more information on pre-scripted statements that can be used. Traditional communication lines, such as landline and cellular telephones, faxes, pagers, internet/ , and radio, will be used by Tribal staff throughout the duration of the incident. The Tribal Information Technology Department is responsible for maintaining communications lines in concert with local utility providers. Plain language will be used during a multi-jurisdictional emergency response affecting the Tribe and is essential to public safety, especially the safety of first responders and those affected by the incident. The use of common terminology enables State and local Emergency Operations Center personnel, federal operational coordinators, and responders to communicate clearly with each other and effectively coordinate response activities, regardless of an incident s size, scope, or complexity. The ability of responders from different jurisdictions and disciplines to work together depends greatly on their ability to communicate with each other. 3-3

30 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 3. Concept of Operations To the greatest extent possible, the Tribe will maintain the ability to communicate within and across buildings and partner agencies via voice, data, or video in real time. It is essential that these communications systems be capable of interoperability, as successful emergency management and incident response operations require the continuous flow of critical information among jurisdictions, disciplines, organizations, and agencies Resource Management The Tribal Council Chair has the authority to establish priorities for the assignment and use of all Tribal resources. The Tribe will commit all its resources, if necessary, to protect life and property and will coordinate its resources with the County Emergency Operations Center, when activated. In situations where the incident or emergency affects only the Tribal campus, internal resources will be tracked by the Chief Operations Officer. Should the incident expand and the County Emergency Operations Center be activated, the County Emergency Operations Center will track the full range of resources being utilized Volunteer and Donations Management The Tribe will rely on the County to ensure the most efficient and effective use of unaffiliated volunteers, unaffiliated organizations, and unsolicited donated goods to support events and incidents. The County will coordinate and manage volunteer services and donated goods through appropriate liaisons assigned at the County s Emergency Operations Center, with support from the American Red Cross, Salvation Army, and other volunteer organizations. These activities are intended to maximize benefits without hindering emergency response operations Resource Typing Resource typing is a National Incident Management System approved method for standardizing nomenclature, used when requesting equipment and managing resources during an incident. Clallam County response agencies use this method when ordering supplies and providing mutual aid to partners during an emergency Access and Functional Needs Populations The needs of Tribal staff and visitors who experience disabilities and others who experience access and functional needs shall be identified and planned for as directed by Tribal leaders and according to State and federal regulations and guidance. The Tribe will seek the assistance of the County Health and Human Services Department and other human service agencies or organizations as necessary. 3-4

31 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 3. Concept of Operations Transition to Recovery Recovery comprises steps that the Tribe will take during and after an emergency to restore the functions of the Tribal campus to the levels existing prior to the emergency. Recovery is both a short- and long-term process. Short-term operations seek to restore vital services to the campus and provide for the basic needs of staff and visitors, such as bringing necessary lifeline systems (e.g., power, communication, water and sewage, disposal of solid and hazardous wastes, or removal of debris). Once stability is achieved, the Tribe can concentrate on long-term recovery efforts, which focus on restoring the campus to a normal or improved state of affairs. The recovery period is also an opportune time to institute mitigation measures, particularly those related to the recent emergency. Resources to restore or upgrade damaged areas may be available if it can be shown that extra repairs will mitigate or lessen the chances of, or damages caused by, another similar emergency in the future. Return to Table of Contents 3-5

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33 4 Roles and Responsibilities 4.1 General Tribal departments and partner agencies may have various roles and responsibilities throughout an emergency on or affecting the Tribal campus. Typical duties and roles may vary depending on the incident s size and severity of impacts, as well as the availability of local resources. County and State partner agencies conduct all emergency management functions in accordance with National Incident Management System. In order for the Tribe to work seamlessly with these partner agencies, the Tribe is working to ensure that critical staff are identified and trained to incorporate Incident Command System/National Incident Management System concepts in all facets of an emergency to enable effective execution of existing plans, procedures, and policies. Depending on the size or type of incident, the Tribe delegates the authority to lead response and recovery actions to the County. However, roles and responsibilities of individual Tribal staff and partner agencies are described throughout this chapter to further clarify the Tribe s emergency preparedness and response structure. 4-1

34 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 4. Roles and Responsibilities Figure 4-1 Emergency Management Organization Chart Office of the CEO Administration Department Tribal Council Chief Executive Officer Chief Operations Officer Public Health, Safety and Emergency Committee Planning Department IT Department Human Resources Department Natural Resources Department Health Department Social & Community Services Department Economic Development Authority 4.2 Tribal Council The ultimate responsibility for policy, budget, and political direction for the Tribal government is borne by the Tribal Council. During emergencies, this responsibility includes issuing policy statements as needed to support actions and activities related to recovery and response efforts, and providing the political contact needed for visiting State and federal officials. Additionally, the Tribal Council will provide elected liaison with other jurisdictions. General responsibilities of the Tribal Council include: Adopting emergency management related resolutions. Acting on emergency funding needs. Encouraging Tribal staff to be prepared and participate in volunteer organizations and training courses. 4.3 Tribal Council Chair The Tribal Council Chair is responsible for continuity of government and dissemination of information to staff and visitors, including the following tasks: 4-2

35 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 4. Roles and Responsibilities Supporting staff participation in local mitigation efforts within the jurisdiction, including the private sector, as appropriate. Ensuring that all Tribal departments develop, maintain, and exercise their respective areas of this plan. Supporting overall emergency preparedness in terms of its budgetary and organizational requirements. Ensuring that plans are in place for the protection and preservation of Tribal records. Encouraging Tribal staff to be prepared at work and at home, and participate in training courses. 4.4 Chief Operations Officer The Chief Operations Officer has the day-to-day authority and responsibility for overseeing emergency preparedness activities. The Chief Operations Officer works with the Public Health, Safety, and Emergency Committee to ensure that there are unified objectives with regard to the Tribe s emergency plans and activities. In particular, the Chief Operations Officer is responsible for: Establishing strong working relationships with local jurisdictional leaders and core private-sector organizations, voluntary agencies, and community partners. Serving as staff advisor to the Tribal Council and Tribal Council Chair for emergency matters. Coordinating the maintenance of this plan, as well as the Tribe s planning and general preparedness activities. Analyzing the emergency skills required and arranging the training necessary to provide those skills. Preparing and maintaining a resource inventory. Maintaining regular communication with the County and response agencies during an emergency. Keeping the governing body apprised of the Tribe s preparedness status and anticipated needs. 4-3

36 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 4. Roles and Responsibilities 4.5 Public Health, Safety, and Emergency Committee The Public Health, Safety, and Emergency Committee consists of representative from each of the Tribal departments. General responsibilities of the Public Health, Safety, and Emergency Committee include: Developing, planning, and training to learn internal policies and procedures related to emergency preparedness. Making staff available to participate in training and exercise to develop and maintain the necessary capabilities, as well as clearly reinforce preparedness expectations. 4.6 Responsibilities of All Departments All Tribal departments are responsible for: Establishing, in writing, an ongoing line of succession of authority for each department. Assigning a representative to the Public Health, Safety, and Emergency Committee. Tracking incident-related costs incurred by the department and submitting expenditure reports in accordance with financial management practices. Incident-related costs may occur during response or recovery phases and may include personnel overtime, equipment used/expended, and contracts initiated. Promoting family preparedness among employees. Dedicating staff time for preparedness training and participation in exercises as directed by the Chief Operations Officer. Coordinating with the Chief Operations Officer to ensure that individual department goals and strategies are incorporated into recovery and mitigation activities, as appropriate. 4.7 Administration Department The Administration Department s responsibilities include: Overseeing all aspects of the Tribal emergency preparedness activities. Ensuring that the Tribe continues to function administratively and that essential services are provided. Ensuring that Tribe departmental lines of succession are established. 4-4

37 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 4. Roles and Responsibilities Scheduling emergency preparedness related agenda items for consideration by the Tribal Council. Establishing emergency purchasing procedures and/or a disaster contingency fund. Locating, purchasing, and coordinating delivery of resources necessary during or after an incident affecting the Tribe in coordination with the County. Conducting ongoing hazard awareness and public education programs. Compiling and preparing emergency information for Tribal staff in case of emergency. Securing printed and photographic documentation of the emergency situation. Handling unscheduled inquiries from the media and the public. Ensuring that vehicles and other equipment are equipped and ready. (Facilities Manager). 4.8 Information Services Department The Information Services Department s responsibilities include: Maintenance of communications systems. Maintenance of computer and server systems. 4.9 Local and Regional Response Partners The Tribe relies primarily on outside organizations, including the County, State, service organizations, and the private sector for their response needs Clallam County Fire District No. 3 The Fire District supports the Tribe by: Providing fire prevention, fire suppression, and emergency medical care in order to prevent loss of life, loss of property, and damage to the environment. Providing hazardous materials spills emergency response, planning, and coordination. 4-5

38 Jamestown S Klallam Tribe Clallam County Sheriff s Office The Sheriff s Office supports the Tribe by: Emergency Operations & Coordination Plan Protecting life and property and preserving order. 4. Roles and Responsibilities Providing law enforcement and criminal investigation. Providing traffic control, crowd control, and site security. Isolating damaged areas. Evacuating disaster areas Clallam County Health and Human Services Department The Health and Human Services Department supports the Tribe by: Providing staff and supplies for immunizations during pandemic events. Providing advice on sanitation measures for emergency food and water. Monitoring garbage and waste disposal Peninsula Communications (PENCOM) PENCOM supports the Tribe by: Receiving and disseminating warning information to Tribe. Coordinating the use of all public and private communication systems necessary during emergencies Clallam County Emergency Management County Emergency Management supports the Tribe by: Maintaining a countywide emergency management program that, through cooperative planning efforts with the Tribe and other incorporated communities in the County, will provide a coordinated response to a major emergency or disaster. Disseminating warning information to Tribe as necessary. Keeping the Tribe aware of upcoming trainings and exercises. Activating and managing the County Emergency Operations Center as appropriate. 4-6

39 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 4. Roles and Responsibilities Providing liaison with the American Red Cross. Disseminating public information in coordination with the Tribe. See the County Comprehensive Emergency Management Plan for details on the County s emergency management organization and detailed roles and responsibilities for County departments Individuals and Households Individuals and households play an important role in the overall emergency preparedness strategy. Tribal staff not already assigned specific roles and responsibilities related to the Tribe s emergency preparedness can contribute by: Reducing hazards in their homes. Preparing emergency supply kits and household emergency plans that consider all members of their household, including the elderly, children, and pets. Monitoring emergency communications carefully. Volunteering with established organizations. Enrolling in emergency response training courses State Response Partners Under the direction and control of department heads, agencies of State government represent the State emergency operations organization. Responsibility for conducting emergency support functions is assigned by the Governor to the department best suited to carry out each function applicable to the emergency situation. Some State agencies may call upon their federal counterparts to provide additional support and resources following established procedures and policies for each agency. See the State of Washington Comprehensive Emergency Management Plan for details on the State s emergency management organization and detailed roles and responsibilities for State departments Federal Response Partners Federal response partners are typically requested by the State Emergency Management Division in the event that State resources become limited or specialized services are needed. In most instances, federal resources become available following a formal declaration of emergency by the Governor. The Sandy Recovery Improvement Act of 2013 amends the Robert T. Stafford Disaster Relief and Emergency Assistance Act to allow for the Chief Executive of an affected Indian tribal government to submit a request for a declaration by the 4-7

40 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 4. Roles and Responsibilities President that a major disaster exists directly to the President. However, the Tribe may still go through the State as well. See the National Response Framework for details on the federal government s emergency management organization and detailed roles and responsibilities for federal departments. Return to Table of Contents 4-8

41 5 Command and Control 5.1 General The ultimate responsibility for command and control of the Tribe s departments and resources lies with the Tribal Council Chair. Small events that do not require police or fire will be handled by on-site staff under the direction of Senior Management. In instances where outside support is required, such as in the case of a fire or medical emergency, the initial response to an incident will be managed by the responding agency (e.g., Sheriff s Office, Fire District) who will assign an onscene Incident Commander. The on-scene Incident Commander is responsible for performing such duties as causing emergency measures to be enforced and designating emergency areas. During the initial response, the on-scene Incident Commander may establish an Incident Command Post and may assume the responsibilities of Command Staff until delegated. Upon establishment of Incident Command System, the on-scene Incident Commander will notify the County and Tribe and request activation of the County s Emergency Operations Center, as appropriate. The Tribe will maintain its autonomy at all times and the Chief Operations Officer (or designee) will stay in communication with the County Emergency Operations Center and/or response agencies to ensure the Tribe s needs are met. 5.2 Incident Command System Overview Most incidents will not require the Tribe to implement a formal incident command structure and will be managed by the Chief Operations Officer and supporting staff. However, in the event of a larger or more complex incident, the Tribe may choose to implement a command structure using the Incident Command System to coordinate and communicate effectively with responding agencies. The Incident Command System is a standardized, flexible, scalable, all-hazard incident management system designed to be utilized from the time an incident occurs until the need for management and operations no longer exists. This system consists of practices for managing resources and activities during an emergency response and allows agencies to communicate using common terminology and operating procedures. It also allows for effective coordination and allocation of resources throughout an incident s duration. The Incident Command System structure can be expanded or contracted, depending on the incident s changing conditions. It can be staffed and operated by qualified 5-1

42 Jamestown S Klallam Tribe Emergency Operations & Coordination Plan 5. Command and Control personnel from any emergency service agency and may involve personnel from a variety of disciplines. As such, the system can be utilized for any type or size of emergency, ranging from a minor incident involving a single unit to a major emergency involving several agencies and spanning numerous jurisdictions. Figure 5-1 Example of an Incident Command System Structure Incident Commander Liaison Officer Public Information Officer Safety Officer Operations Section Chief Planning Section Chief Logistics Section Chief Financial/Admin Section Chief Additional information about the Incident Command System can be found in Appendix H Incident Command System Overview and Forms as well as on the FEMA website at: Emergency Operations Center Support to On- Scene Operations The Tribe does not maintain its own Emergency Operations Center, but relies on the County to activate and manage an Emergency Operations Center in its stead. Depending on the type and size of incident, or at the request of the on-scene Incident Commander, the County may be requested to activate its Emergency Operations Center and assign an Emergency Operations Center Incident Commander to support on-scene operations and coordinate local resources. In most instances, the on-scene Incident Commander will retain tactical control over the incident, relying on the County Emergency Operations Center for resource coordination, communications, and public information support. The Emergency Operations Center will be staffed by County personnel but will maintain communication with the Tribe to ensure that it is represented adequately in the response operations. Return to Table of Contents 5-2