The Kootenai County Emergency Operations Center EOC 101 E-Learning Version 1.2
Before we begin... You can proceed at your own speed through this course. The slides are numbered in the lower left hand corner so you can easily return to your stopping point. You were also provided a test. You may complete this test as you go or at the end of the course. Your test must be returned to the Office of Emergency Management to receive your certificate and credit for this course. More information on how to return the test is at the end of this course. To move on to the next slide, click the DOWN arrow. To return to a previous slide, click the UP arrow. 2
We thank you for your interest in the Emergency Operations Center and your interest in learning more about it. EOC 101 is an introductory course offered by the Kootenai County Office of Emergency Management to introduce the Emergency Operations Center (EOC) to a potential staff member. This course will provide An overview of the concepts, purposes and mission of the EOC A brief introduction to the Standard Operating Procedures of the EOC A synopsis of the positions within the EOC 3
Course Overview UNIT ONE The OEM & EOC UNIT TWO The EOC UNIT THREE The EOC UNIT FOUR The EOC Staff The Whole Picture UNIT TWO The EOC The Concept How it Works You Make it Work 4
Let s begin... UNIT ONE The OEM & EOC The Whole Picture 5
Kootenai County Emergency Preparedness Idaho Code Chapter 10, Title 46-1009 provides that each County Board of Commissioners is responsible for disaster preparedness and coordination of response in their county. The Board of Commissioners must: Adopt an Emergency Operations Plan Establish policy for the operation of the county during an emergency Proclaim a local disaster/ emergency when needed Approve non-budgeted, emergency expenditures 6
The Office of Emergency Management In Kootenai County, the Office of Emergency Management (OEM) was established by the Board of County Commissioners to accomplish the mandates. The OEM operates under the direction of the Board of County Commissioners and the Sheriff. It is funded through the County as well as the U.S. Department of Homeland Security FEMA grants. The OEM liaisons with local, state and federal government, private industry and non-governmental organizations (NGOs) in support of preparedness and emergency response capabilities in the County. 7
The Four Phases of Emergency Management There are four phases of emergency management that are specified as the primary functions of the Office of Emergency Management. Mitigation Preparedness Response Recovery 8 The planning, recruitment and training of staff, and operation of the EOC during an emergency falls under the Preparedness and Response functions of the Office of Emergency Management.
The OEM Staff The OEM Staff consists of OEM Manager Sandy Von Behren Preparedness Coordinator Heather Miller Administrative Assistant Rachael Irish EOC Coordinator 9
10 Basic Facts on OEM The OEM office is located in the basement of the Sheriff s Office 5500 North Government Way in Coeur d Alene Note: The Sheriff s Office is a secure facility and the OEM complies with all security policies. All visitors to the OEM, including EOC staff, must be escorted by OEM personnel while in the building. General Office Hours: 8:00 am to 5:00 pm Phone Number: (208) 446-1775 Fax Number: (208) 446-1780 Mailing Address: P. O. Box 9000, Coeur d Alene, ID 83816 General Email: kcoem@kcgov.us Website Address: http://oem.kcgov.us
11 During an emergency or disaster The Kootenai County EOC supports and interfaces with: The Office of Emergency Management The Board of County Commissioners Municipalities and cities The Kootenai County Sheriff s Office Field Incident Command Idaho Office of Emergency Management The U.S. Department of Homeland Security/FEMA The following chart gives you a visual of the interaction between the EOC and the many other partners during an emergency. Note that the arrow showing interaction or communication goes in both directions.
The Board of County Commissioners Municipalities and Cities The Field Incident Commander 12 The Office of Emergency Management (OEM) Idaho Office of Emergency Management EOC The U.S. Department of Homeland Security/ FEMA The Sheriff s Office
13 For this interaction to be successful, each partner must provide the following: Municipalities and Cities Adopt the County Emergency Operations Plan Respond to disaster emergencies within their corporate limits Declare local disasters/ emergencies Request county assistance when their services are overwhelmed Assign a city representative to the EOC when the city has requested county support Govern by proclamation Impose necessary regulations to preserve the peace and order of the city
14 The Kootenai County Sheriff By State Law, the Sheriff of each county is responsible for emergency response within their county. If more than one agency is involved, a Unified Command may be established where joint decisions are made to handle the operations of an event. Whether the Sheriff is the single Incident Command in the field or if there is a Unified Command, the following must be accomplished by the Sheriff: Be responsible for the emergency response Develop incident objectives Manage incident operations Set priorities Define organization of response Develop Incident Action Plans Request the activation of the EOC
The Idaho Office of Emergency Management Whenever the EOC is activated, the Area Field Officer for the Idaho Office of Emergency Management is immediately notified, who in turn notifies the state office in order to: Coordinate state response to disasters Provide support to local government Prioritize and coordinate state, private and federal resources Management of the State Emergency Operations Center Provide technical assistance to the EOC Declaration of state disaster/ emergency Liaison with FEMA to support the local disaster 15
The U.S. Department of Homeland Security FEMA The Idaho Office of Emergency Management contacts the U.S. Department of Homeland Security, FEMA, when domestic major disasters and emergencies overwhelm state resources. FEMA can direct, coordinate, manage, and fund eligible response and recovery efforts to include: Federal resources Technical assistance Loans and/or grants Individual assistance Public assistance Mitigation funds 16
The information flow during a disaster between the EOC and the state and federal authorities is represented below. Note the direction of the arrows. FEMA State EOC Kootenai BOCC Kootenai County EOC IC in Field 17
UNIT TWO The EOC The Concept 18
19 The PRIME MISSION of the Kootenai County EOC is to provide interagency coordination and decision-making for managing disaster response and recovery.
The PURPOSE of the Kootenai County EOC The purpose is to establish a central location to provide interagency coordination and executive decision making to support incident response during a major emergency or disaster including... Acquire, Allocate and track resources Serve as a conduit to manage and disseminate information Provide legal and financial support Provide liaison with all incident commanders and other jurisdictions Recovery 20
21 Seven Functions of the EOC The EOC has SEVEN primary functions and/or tasks during any activation. We will look at each of these separately. Function 1: Start-Up The Office of Emergency Management (OEM) uses an Activity Phase scale to communicate changes in emergency management activity in the EOC. These activity phases are intended to reflect the response activity level as opposed to the ongoing recovery of an emergency or disaster. Any change in activity phases will be determined during the EOC operational period planning cycle. Regardless of the activity phase, upon closure of the EOC, there will be a transition of EOC activities to the OEM. The NORMAL ACTIVITY PHASE is when All OEM staff are working on their day-to-day activities. There is no extraordinary activity countywide. The threat level is low with little or no commitment of county resources. The OEM staff is conducting business as usual.
Seven Functions of the EOC Function 1: Start-Up continued ACTIVITY LEVEL 1 (Monitoring Status) An incident has taken place and the OEM manager and staff are working on monitoring the situation and assisting as requested. Key County Commissioners and emergency personnel have been advised about the situation. A field liaison may be appointed to provide on-scene reporting and assist with communication. A potential exists for a county disaster emergency declaration. 22
Function 1: Start-Up Continued Seven Functions of the EOC ACTIVITY LEVEL 2 (Partial Activation) Local Emergency/ Disaster An incident has occurred requiring the EOC to be activated in a limited capacity. Only the core EOC staff is usually activated at this time. A county disaster emergency declaration exists. There is an increase in communication between the state and local government. 23
Function 1: Start-Up - Continued during 24 each phase of activation. Seven Functions of the EOC ACTIVITY LEVEL 3 (Full Activation) Major Disaster An incident has occurred that has overwhelmed the county s ability to effectively respond without external assistance. The full staff of the EOC has been activated with a possible 24/7 staffing schedule. The county is requesting assistance from the state government and other jurisdictions via mutual aid agreements. A state disaster declaration may be in place or in process. If you have the Standard Operating Procedures (SOP) for the EOC, please take a moment and review the charts in the SOP for examples of indicators or triggers that result in activation at specific phases of the event along with the activities that the EOC may be conducting
Function 2: Administration & Event Documentation Administration support and documentation for all routine and non-routine events and actions occurring in the EOC. Function 3: Information Management Providing a record-keeping system, designed to support and document the receipt and dissemination of internal and external information Function 4: Resource Management Provide coordination, procurement and management of personnel, equipment, medical, shelter and fiscal support for the Incident Command operations and the needs of the EOC and field personnel including procuring and providing food services. 25
Function 5: Disaster Analysis Assist with determination and evaluation of the disaster s effects and analysis of future effects and probable courses of action. Function 6: Decision Making Provide information to assist decision makers based on sound and accurate data and input from all EOC sections. Function 7: Recovery Assist with those actions required after the threat has passed, including but not limited to, citizen re-entry into homes, restoring utilities and roads, debris clean-up and rebuilding. 26
The operation of the EOC is based upon the Incident Command System (ICS) The organizational chart, the concepts and many of the positions in the EOC are based upon the Incident Command System. We are only going to briefly review some of the basic concepts of ICS at this point. All EOC staff members are required to take a basic ICS class: IS 100 An introduction to the Incident Command System (ICS) Additional classes may be required based on the position you fill. This class is offered online at training.fema.gov/is 27
Standardization of Terminology ICS requires that all participants use plain English and the use of acronyms or abbreviations should be held to a minimum. Many law enforcement agencies have used ten-code terminology in the past; but it has been found that not all ten-codes mean the same for different agencies. Thus, with the implementation of ICS throughout all agencies, ten-codes are no longer utilized. 28
The following example shows why acronyms or abbreviations should not be used What do you think EMT stands for? Most of us think of a emergency medical person; but look at all the other things that EMT can stand for: EMT Emergency Medical Treatment EMT Emergency Medical Technician EMT Emergency Medical Team EMT Eastern Mediterranean Time Zone EMT Effective Methods Team EMT Effects Management Tool EMT El Monte, CA (airport code) EMT Electron Microscope Tomography EMT Email Money Transfer 29
30 Confusing? It sure could be during an emergency!
While we try to avoid acronyms or abbreviations, a few you should remember are as follows: EOC Emergency Operations Center ICS Incident Command System SOP Standard Operating Procedures OEM Office of Emergency Management BHS Bureau of Homeland Security 31
Standardization of Communications ICS requires that radio codes, agency-specific codes or jargon not be used. Which do you think is best? Unit 1, we have a 10-37, Code 2 Unit 1, the flood waters are rising and we need additional resources for sandbagging 32 Which is most understandable?
33 EOC Organizational Structure While the following chart may be difficult to read, you can see the complex organizational structure of the EOC. You will receive a large organizational chart in your Staff Manual, which contains the Standard Operating Procedures (SOP) for the EOC. We will be breaking down each section as we further discuss the EOC s organization. The EOC is Modular in Design As the event increases or decreases, so can the functional areas of the EOC increase or decrease. The growth of the EOC will be determined by the incident and the EOC support required. If it grows, somebody must be responsible for the new position. If nobody is placed in the position, the supervisor for that position assumes that responsibility.
The EOC Organizational Chart 34
Chain of Command in the EOC The chain of command is an orderly line of authority within the ranks of the EOC management and its organization. Authority 35
Span of Control and Unity of Command The EOC complies with the ICS recommendations that a supervisor should be responsible for not less than three nor a maximum of seven subordinates. The optimal number of subordinates per supervisor is five. Additionally, Unity of Command provides that each subordinate reports to only ONE supervisor; and receives work assignments only from that supervisor. When working in the EOC, it is always important for you to immediately learn who your supervisor is. 36
The Positions in the EOC We are now going to briefly review the sections and some of the positions in those sections in the EOC and what their primary responsibility is within the EOC. A complete description for each position including a definition of that position, the training required for the position, the tasks and responsibilities of the position are contained in the EOC s Standard Operating Procedures (SOP). Before assuming any position within the EOC, you are encouraged to obtain a copy of the SOP detailing your preferred position. 37
UNIT THREE The EOC How It Works 38
We now understand the purpose and mission of the EOC and the general organizational structure of the EOC. Now, let s look at the specific sections and what their job responsibilities are and how all the sections fit together. 39
The EOC Command Staff EOC Manager Assistant to the Manger Deputy Manager Legal Services Officer Safety Officer EOC Liaison Officer Finance Section Chief Public Information Section PIO Logistics Section Chief Operations Support Section Chief Planning Section Chief 40
The EOC Manager s Responsibilities Obtains the initial briefings on the event Briefs the Board of Commissioners and the Sheriff and obtains authorization to activate the EOC. Fully or partially activates the EOC as needed to support the incident s requirements Develops the first EOC action Plan Manages EOC activities to ensure all functions are performed Provides ongoing briefings to the Board of Commissioners and the Sheriff Authorizes resources as requested by section chiefs Interfaces with partner agencies and the State during the emergency 41
The EOC Manager Normally, the Director of the Office of Emergency Management would serve as the EOC Manager. However, there are instances when the OEM Director may not be available such as: Vacation, illness or outside the immediate area The EOC is activated on a 24/7 basis, and two operational shifts require an EOC Manager during each shift, and it cannot be the same person The EOC Manager feels it is necessary to leave the EOC for numerous reasons including event site inspections and the EOC must have a Manager physically present at all times. 42 If any of these events occur, a Deputy EOC Manager will be appointed.
Deputy EOC Manager The functions and responsibilities of the Deputy EOC Manager will vary depending upon the size and scope of the event. The Deputy EOC Manager may work side-by-side with the EOC Manager. Maintains a staff log that chronologically describes the actions taken during the operational period. In the absence of the EOC Manager, performs all functions of the EOC Manager At the direction of the EOC Manager may assume responsibilities for specific sections of the EOC to maintain appropriate span of control. 43
Legal Services Officer The Legal Services Officer provides legal advice and assistance to the EOC Manager, the Board of Commissioners and other sections in the EOC as needed during an event or emergency. Specifically, the Legal Services Officer Assists the EOC Manager and Board of County Commissioners with a disaster declaration Prepares legal risk assessment submission for the EOC Action plan ( acts as the legal risk analysis coordinator) Reviews and develops new agreements, leases, contracts or other documents necessary to procure resources to be used during the emergency 44
The Safety Officer Monitors the safety at the primary location of the EOC or any other established location that the EOC may designate Completes, with the assistance of the Legal Service Officer, all reports required by Kootenai County to properly document an accident Monitors staff for physical as well as mental fatigue or stress Provides safety information to county damage assessment teams 45 The EOC Safety Officer has emergency authority to stop and/or prevent unsafe acts during the EOC operations.
The EOC Field Liaison Officer The EOC Field Liaison Officer is in the field at the Incident Command Post. The EOC Field Liaison Officer Acts as the EOC manager s personal representative to the ICP Provide the EOC with ICP s organizational structure and contact information Identify areas where the EOC may provide additional support Continually update the EOC manager as to the status of the incident 46
The Finance Section Finance Section Chief Procurement Coordinator Cost Unit Leader Time Coordinator The Finance Section is responsible for all financial and cost analysis aspects of the EOC s activities Including: Maintaining a cost/expense report for the incident Approving all expenditures over the spending limit Obtaining new contracts and/or agreements needed in order for requests to be processed Process time sheets of all EOC staff 47
The Public Information Section The purpose of the Public Information Section is to establish uniform policies for the effective collection, development, coordination and dissemination of information to the public in the event of a disaster. Let s look at the organizational structure of the Public Information Section as a whole and then we will review each job responsibility within that section. The Public Information Section is headed by the Public Information Officer (PIO). 48
The Public Information Section Public Information Section Chief Deputy PIO Officer Citizen Inquiry Unit Leader Digital Media Unit Leader Media Support Unit Leader Citizens Inquiry Operators 49
The Public Information Officer (PIO) The Public Information Officer (PIO) is a member of the general staff in the EOC. The PIO s primary responsibilities include: Provide direction and oversight for the Public Information Section Appoint deputy PIOs when necessary Coordinate public information, press releases and warnings with field/ agency PIOs Advise the EOC manager of all public information matters Maintains a staff log that chronologically describes actions taken during operational period 50
Deputy Public Information Officer The Deputy Public Information Officer is appointed by the PIO and assists with the duties of the PIO as assigned. Ensures that all units within the public information section has current information Ensures that the Kootenai County 9-1-1 Dispatch Center is advised of the citizen inquiry line activation, closure and reopening times. Prepares section status reports Ensures that all citizen inquiries are recorded and receive an adequate response. Maintains contact with the EOC manager when the PIO is absent 51
Other Units in the Public Information Section Media Support Unit This unit maintains media information, provides administrative assistance and other media services as requested in support of the PIO Citizen Inquiry Unit This unit oversees the operators who answer the citizen calls requesting either information or assistance during an emergency. It provides a central focal point for all incident related citizen communications Digital Media Unit This unit provides support to the County s webmaster and the EOC website, utilizes social media networks to disseminate information and monitors social media sites for information. 52
The Logistics Section Logistics Section Chief Resource Unit Leader Communications Unit Leader Service Unit Leader The Logistics Section provides facilities, services, personnel and material support for the EOC and Incident Command The Logistics Section has been divided into three units to maintain the Span of Control requirements of ICS. 53
The Logistics Section Service Unit Service Unit Leader Personnel Coordinator Message Coordinator Food Unit Coordinator 54 The Service Unit is responsible for providing services to the EOC including: the main point of contact for visitors to the EOC provides answers to operational procedures and supply questions feeding of the EOC and IC staff
55 The Logistics Section- Communications Unit Amateur Radio Operators Communication Leader Tactical Radio Operators This unit s primary responsibilities are: The set up and operation of the EOC amateur and tactical radio communications Receiving and transmitting radio messages among and between EOC and the Incident Command and other facilities Mobilizing amateur and/ or tactical radio operators to work at the Mobile Command Center, 911 Center, hospitals, shelters etc. as requested
The Logistics Section Resource Unit The Resource Unit is responsible for providing support services needed to maintain the operation of the EOC and its mission including: Resource Unit Leader Supply Coordinator Order Placement Clerk Process personnel, equipment and supply requests from either the EOC or external Incident Command sources Obtain Finance Section approval for over the approved spending limit Tracking all requests Aware of all mutual aid contracts for use during the incident 56
The Planning Section Planning Section Chief Documentation Unit Leader Damage Assessment Unit Leader Situation Unit Leader Recovery Coordinator Information Management Coordinator Resource Tracking Unit Leader Demobilization Coordinator The planning section is responsible for gathering, analyzing, evaluating, displaying and disseminating technical information and forwarding recommendations as to the course of actions of the Kootenai County EOC to the Emergency Operations Center Manager. 57
Planning Section Responsibilities To provide a system of record-keeping for the event. All documents, notes, emails, etc. are maintained and filed in a systematic method for easy retrieval To provide information management for the EOC Prepare Situation Reports to update the EOC Prepare EOC Action Plans for the next operational period of the EOC To maintain a system of resource management Management of all assets people as well as material assets To obtain disaster assessment and analyze information Obtain and catalog information relative to the damages occurring due to the event 58
Operations Support Section The purpose of the Operation Support Section is to provide a designated area within the EOC for representatives from other community support organizations, the private sector, and other city, state, or federal organizations who are requested to support the EOC and be physically located in the Kootenai County EOC. 59
60 The EOC Facility The primary EOC is located in the basement of the Kootenai County Sheriff s Office and therefore complies with all the security policies of the Sheriff s Office. All EOC staff entering the facility Must have ID badges Must sign in and out at the front lobby of Sheriff s Office AND the EOC Must be escorted to the EOC Remain in the general EOC area unless being escorted EOC staff are encouraged to dress for hot and cold layering is best. All meals during your shift are provided. A microwave and refrigerator are available if you wish to bring your own food. Vending machines are also available. We recommend that you do not bring valuables into the EOC.
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UNIT FOUR TWO The The EOC EOC Staff You Make It Work! 62
The EOC is staffed with citizen volunteers, agency partners (like the Health District, Fire Services, etc.), and Kootenai County employees. This graph shows you the breakdown for each category. Kootenai County Employees 17% Agency Partners 14% EOC Staff Citizen Volunteers 69% Oct. 2017 63
The EOC is always seeking new staff members! 64 The EOC has approximately forty positions in its organizational chart. While the EOC may be activated at different levels, and sometimes not all positions need to be filled, it is imperative that we have the ability to staff all positions in the case of a major disaster or emergency. Additionally, the goal is to staff each position at least three deep. This is to allow for 24/7 operations(two operational periods) of EOC activation, plus allowing for one staff member not being available due to vacation, family obligations, or other issues. Some units, like the Amateur Radio Unit and the Citizen Inquiry Unit require more than three.
What is needed from EOC staff? In order to maintain a robust EOC staff, all on the same level of understanding, each position has required training. Some positions require only minimal training while the Command and General Staff require upwards of 100 hours of training and emergency operations experience. The EOC Standard Operating Procedures (SOP) delineates and defines each position in the EOC as well as defines the training requirements of that position. All EOC staff members are provided a copy of their SOP at the time their application is approved. 65
Training for the EOC Minimal training for all EOC staff includes: EOC 101 the class you are now taking and IS 100, available online at training.fema.gov/is (IS = Independent Studies) Position specific training provided by the EOC As the level/responsibility of the position increases, so do the training requirements. It is the goal of the EOC that all new staff members complete their training requirements within 6 months. As training is taken, copies of certificates need to be provided to the Office of Emergency Management so your training records are kept up-to-date. All training is free. 66
EOC Personnel Files/Required Forms Additionally, all personnel files need to be consistent and contain the same information. All information in an EOC personnel file is confidential and is maintained in a secure location. Release of personal information, including phone numbers is never permitted. It is important that the EOC has all the necessary information for an activation notification. 67
What information is needed? Form Title Required by Application Fingerprinting & Criminal History Report Applicant Personal Information Booklet Authority to Release Information Confidentiality Statement Emergency Contact Information Volunteer Program Agreement Release of Liability All EOC Staff Members All EOC Staff members, except current law enforcement personnel All EOC Staff members, except current law enforcement personnel All personnel who must be fingerprinted All EOC Staff Members All EOC Staff Members Citizen Volunteers Only Citizen Volunteers Only 68
EOC Staff Manual Once your application is approved, you will receive an EOC Staff Manual. This is your personal book for keeping notes, training information, certificates, and your copy of the Standard Operating Procedures (SOP). We encourage you to bring your Staff Manual to all trainings, exercises and EOC activations. 69
70 Activation of EOC Staff The EOC uses the County s alert system called ALERT! Kootenai to notify the EOC Staff of an activation. The staff ALERT! member then gives their availability by Kootenai responding through Alert! Kootenai. To sign up for emergency alerts and warnings, simply go to www.kcgov.us/alertkootenai to set up your login, password and enter your address and contact data. Periodic drills are held to test the activation procedure. You will always be advised in advance of a drill. The EOC utilizes WebEOC. You will be given your password for WebEOC once your EOC application has been approved if your position requires it.
Activation Procedures Once you receive your notification and have indicated your availability, you will be contacted by phone and advised when and where to report. Report only to an EOC location when directed to do so. DO NOT SELF REPORT! If possible bring your Staff Manual. If you are unable to bring your Staff Manual, extra copies of the Standard Operating Procedures (SOP) are available in the EOC. Review your job description and tasks when you arrive at the EOC. 71
What you should do when you arrive at the EOC? Find your supervisor Confirm your position and responsibilities Sit in the appropriate location per the seating chart Review what resources are available on your table Identify the work hours for the current operational period Read the Situation Report and EOC Action Plan found in the Section Information Manual (applies after the first operational period) Be comfortable with your job tasks and responsibilities Remember all notes, emails, papers, etc are retained and given to the Documentation Unit at the end of the operational period Start your Staff Log 72
What you should do between activations? The activation of the EOC is limited; however, in some years the EOC was activated several times. We understand that we are asking you to commit to training which may be used infrequently and of course we hope the EOC never has to be activated because when it is, lives and property in our County are being threatened. Stay current in your training, read your emails from the OEM because they will keep you advised of training opportunities and exercises. 73
You are now ready to take the test. The test is in pdf format which you can complete electronically. Be sure and save a copy of your test to your computer or thumb drive and then email the test to kcoem@kcgov.us as an attachment to your email. Or you may mail the test directly to the OEM office at P. O. Box 9000 Coeur d Alene, ID 83816 You will be advised if you have missed any questions. The original EOC 101 certificate of completion will be sent to you by US mail. A copy of the certificate will be placed in your training records. 74
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