Loading...
HomeMy WebLinkAbout2004-163 Emergency Operations CITY OF ASHLAND EMERGENCY OPERATIONS GUIDE This guide is intended to simplify the initial phases of Emergency Staff activation and response. It is not intended to replace the Emergency Operations Plan. City staff with emergency management responsibilities should still make it a point to become familiar with their responsibilities within the Emergency Operations Plan. ACTIVATION PROCEDURES The emergency system is activated anytime a police, fire, or public works employee responds to a request for emergency assistance. The responder becomes the Incident Commander, and is in charge of the incident until it is has been resolved, or until relieved by a ranking officer from his/her own agency, or by an officer from the lead agency. Ultimate command authority lies with the City Administrator. Notification of impending emergencies may also be received via LEDS, from police or fire dispatch agencies, or from the general public. The RV 9-1-1 CCOM serves as the 24 hour notification point for the City of Ashland, and is responsible for notifying and activating additional levels of assistance as directed by the Incident Commander or as indicated in this plan. In the event that emerqe~r~cy traffic within the 9-1-1 center makes it difficult for dispatch personnel to complete EOC staff notifications in a timely manner, a "telephone tree" will be utilized by dispatch to contact EOC staff. The notifying party should ensure that messaqes are conveyeH effectively so that emerqency management staff available for duty assignments are aware of the EOC activation. LEVEL 1 INCIDENTS: The normal organization and procedures of City departments that will not require implementation of this plan.. Organization at the discretion of the Incident Commander; no. specific actions required of Dispatch. LEVEL 2 INCIDENTS: An incident that has special or unusual characteristics requiring response by more than one City department, requires the acquisition and use of specialized resources, or which is beyond the scope of available resources, may require implementation of this plan. The following incidents require an automatic Level 2 activation: Disruption of service and traffi~ flows on major transportation routes for more than 4 hours Mass Casualty Incidents (MCI) EOC Activation Plan - Page 1 Revised June 1, 2004 tructural/Wildland fires fourth alarm or greater Moderate hazardous materials incidents Evacuations expected to last in excess of 4 hours Flood warnings issued by Medford Office of NWS Hosler Dam failure/or imminent threat Activation of the system will be automatic unless canceled by the Incident Commander. Staff members assigned responsibilities for Public Information, Safety, Liaison, Operations, Logistics, Planning and Finance will report to the EOC. Notify the following individuals or their designee: Department Alan DeBoer 488-6002 Gino Grimaldi 488-6002 Paula Brown 488-5587 Keith E. Woodley 482-2770 Mike Bianca 482-2211 John McLaughlin 488-5305 Dick Wandersheid 488-5357 Lee Tuneberg 488-5300 Mike Franell 488-5350 Tina Gray 488-6002 Ann Seltzer 488-6002 Barbara Christiansen 488-5307 Don Robertson 488-5340 Home Office Cell / 482-3695 / 552-2104 / 944-1600 / 488-1045 / 552-2103 / 951-2206 / 482-9560 / 552-2411 / 951-0411 / 482-7746 / 552-2;!17 / 890-8817 / 488-1490 / 552-2138 / 951-1138 / / 552-2043 / 601-0876 / 482-0105 / 552-2306 / 890-5903 / 488-9835 / 552-2003 / 944-7298 / 826-2477 / 552-2105 / 621-0604 / 664-7551 / 552-2101 / / 482-2701 / 552-2106 / 601-9657 / 482-3343 / 552-2084 / / / 552-22'.51/261-7954 LEVEL 3 INCIDENTS: An incident that requires the coordinated response of all levels of government to save lives and protect the property of a large portion of the population. An incident of this magnitude will often require the relocation, feeding and sheltering of the affected population. The following incidents require an automatic Level 3 activation: Major hazardous materials incident Natural or technological disasters Major civil unrest Widespread disruption of transportation or public utilities Major train derailment with hazmat Threat of war / police action / terrorism Major severe weather event Incident Managers: City Gino Grimaldi 488-6002 / 488-1045 / 552-2104 / 944-1600 Public Works Paula Brown 488-5587 / 482-9560 / 552-2411 / 951-0411 EOC Activation Plan - Page 2 Revised June 1, 2004 ire Jim Olson Keith E. Woodley Greg Case 488-5587 / 482-7529 / 552-2412 / 482-2770 / 482-7746 / 552-2217 / 890-8817 482-2770 / 488-3457 / 552-2219 / 890-8819 Police Mike Bianca Rich Walsh 488-2211 / 488-1490 / 552-2'138 / 951-1138 488-2211 / 488-0475 / 552-2'137 / 890-3570 Community Development John McLaughlin 488-5305 / / 552-2043 / 601-0876 Electric Dick Wanderscheid 488-5357 / 482-0105 / 552-2306 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-2307/951-0307 Finance Lee Tuneberg 488-5300 / 488-9835 / 552-2003 / 944-7298 Parks Don Robertson 488-5340 / / 552-2;;)51/261-7954 Activate as requested: Information Officers City Tina Gray Ann Seltzer 488-6002 / 664-7551 / 552-2'i01 / 488-6002 / 482-2701 / 552-2'106 / 601-9657 Fire Keith E. Woodley 482-2770/ Greg Case 482-2770 / Margueritte Hickman 482-2770 Tim Bewley 552-7888 / Police Michael Bianca 488-2211 / Rich Walsh 488-2211 / 482-7746 / 552-2;.)17 / 890-8817 488-3457 / 552-2219 / 890-8819 / 773-3749 / 552-2!229 / 951-8871 535-3858 / 552-8777 / 261-0482 488-1490 / 552-2138 / 951-1138 488-0475 / 552-2'137 / 890-3570 Publi© Works Paula Brown Jim Olson 488-5587 / 482-9560 / 552-2411 / 951-0411 488-5587 / 482-7529 / 552-2412 / Community Development John McLaughlin 488-5305 / / 552-2043 / 601-0876 Electric / Conservation Dick Wanderscheid 488-5357 / 482-0105 / 552-2306 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-2307 / 951-0307 City Recorder Barbara Christensen 488-5307 / 482-3343 / 552-2084 / Finance Lee Tuneberg 488-5300 / 488-9835 / 552-2003 / 944-7298 Parks Don Robertson 488-5340 / / 552-2251 / 261-7954 EOC Activation Plan - Page 3 Revised June 1, 2004 afety Officers City Fire Dan Nicholson Tina Gray 552-2355 / 772-7697 / 552-2355 / 488-6002 / 664-7551 / 552-2101 / Keith E. Woodley 482-2770 / 482-7746 / 552-2:217 / 890-8817 Greg Case 482-2770 / 488-3457 / 552-2:219 / 890-8819 Margueritte Hickman 482-2770 / 773-3749 / 552-:;'229 / 951-8871 Tim Bewley 552-7888 / 535-3858 / 552-8'777 / 261-0482 Police Michael Bianca Rich Walsh 488-2211 / 488-1490 / 552-2138 / 951-1138 488-2211 / 488-0475 / 552-2137 / 890-3570 Public Works Paula Brown Jim Olson 488-5587 / 482-9560 / 552-2411 / 951-0411 488-5587 / 482-7529 / 552-2412 / Community Development John McLaughlin 488-5305 / / 552-2043 / 601-0876 Electric Dick Wanderscheid 488-5357 / 482-0105 / 552-2306 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-2;307 / 951-0307 City Recorder Barbara Christensen 488-5307 / 482-3343 / 552-2084 / Finance Lee Tuneberg Acting City Attorney Michael Franell 488-5300 / 488-9835 488-5350 / 826-2477 / 552-2105 / 621-0604 Parks Don Robertson 488-5340 / / 552-2;_~51/261-7954 Liaison Officers City Tina Gray Ann Seltzer 488-6002 / 664-7551 / 552-2'101 / 488-6002 / 482-2701 / 552-2'106 / 601-9657 Fire Keith E. Woodley 482-2770 / 482-7746 / 552-2;_~17 / 890-8817 Greg Case 482-2770 / 488-3457 / 552-27_19 / 890-8819 Margueritte Hickman 482-2770 / 773-3749 / 552-;.)229 / 951-8871 Tim Bewley 552-7888 / 535-3858 / 552-8777 / 261-0482 Police Michael Bianca Rich Walsh 488-2211 / 488-1490 / 552-2'138 / 951-1138 488-2211 / 488-0475 / 552-2'137 / 890-3570 Public Works Paula Brown Jim Olson 488-5587 / 482-9560 / 552-2411 / 951-0411 488-5587 / 482-7529 / 552-2412 / EOC Activation Plan - Page 4 Revised June 1, 2004 ommunity Development John McLaughlin 488-5305 / / 552-2043 / 601-0876 Electric Dick Wanderscheid 488-5357 / 482-0105 / 552-2306 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-2307 / 951-0307 City Recorder Barbara Christensen 488-5307 / 482-3343 / 552-2084 / Finance Lee Tuneberg 488-5300 / 488-9835 Acting City Attorney Michael Franell 488-5350 / 826-2477 / 552-2'105 / 621-0604 Parks Don Robertson 488-5340 / / 552-2751/261-7954 Operations Section Chiefs City Gino Grimaldi 488-6002 / 488-1045 / 552-2104 / 944-1600 Public Works Paula Brown Jim Olson 488-5587 / 482-9560 / 552-2411 / 951-0411 488-5587 / 482-7529 / 552-2412 / Fire Keith E. Woodley 482-2770 / 482-7746 / 552-2217 / 890-8817 Greg Case 482-2770 / 488-3457 / 552-2;).19 / 890-8819 Police Mike Bianca Rich Walsh 488-2211 / 488-1490 / 552-2138 / 951-1138 488-2211 / 488-0475 / 552-21137 / 890-3570 Community Development John McLaughlin 488-5305 / / 552-.2043 / 601-0876 Bill Molnar 488-5305 / 482-0648 / 552-2042 / Electric Dick Wanderscheid 488-5357 / 482-0105 / 552-2306 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-2307/951-0307 Finance- Lee Tuneberg 488-5300 / 488-9835 / 552-2003 / 944-7298 Parks Don Robertson 488-5340 / / 552-2251 / 261-7954 Logistics Section Chiefs City Gino Grimaldi 488-6002 / 488-1045 / 552-2104 / 944-1600 Public Works Paula Brown Jim Olson 488-5587 / 482-9560 / 552-2411 / 951-0411 488-5587 / 482-7529 / 552-2412 / Fire Keith E. Woodley 482-2770 / 482-7746 / 552-2217 / 890-8817 Greg Case 482-2770 / 488-3457 / 552-2;!19 / 890-8819 EOC Activation Plan - Page 5 Revised June 1,2004 olice Mike Bianca Rich Walsh 488-2211 / 488-1490 / 552-2'138 / 951-1138 488-2211 / 488-0475 / 552-2137 / 890-3570 Community Development John McLaughlin 488-5305 / / 552.-2043 / 601-0876 Electric Dick Wanderscheid 488-5357 / 482-0105 / 552-2306 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-2307/951-0307 Finance Lee Tuneberg 488-5300 / 488-9835 / 552-2(:)03 / 944-7298 Parks Don Robertson 488-5340 / / 552-2251/261-7954 Finance Section Chiefs City Gino Grimaldi 488-6002 / 488-1045 / 552-21104 / 944-1600 Public Works Paula Brown Jim Olson 488-5587 / 482-9560 / 552-2411 / 951-0411 488-5587 / 482-7529 / 552-2412 / Fire Keith E. Woodley 482-2770 / 482-7746 / 552-22!17 / 890-8817 Greg Case 482-2770 / 488-3457 / 552-22!19 / 890-8819 Police Mike Bianca Rich Walsh 488-2211 / 488-1490 / 552-2138 / 951-1138 488-2211 / 488-0475 / 552-2137 / 890-3570 Community Development John McLaughlin 488-5305 / / 552-2043 / 601-0876 Electric Dick Wanderscheid 488-5357 / 482-0105 / 552-23;06 / 890-5903 Scott Johnson 488-5357 / 535-7719 / 552-23;07/951-0307 Finance Lee Tuneberg 488-5300 / 488-9835 / 552-2003 / 944-7298 Parks Don Robertson 488-5340 / / 552-2251/261-7954 Once activated, it is the responsibility of the above personnel to make additional activations within their respective sections, and/or call in their own support staff. EOC Activation Plan - Page 6 Revised June 1, 2004 ity Council/Mayor Contact Information: Home Cell Work Alan DeBoer, Mayor 482-3695 944-1600 482-2411 Alex Amarotico 482-2448 840-8494 Cate Hartzell 482-4111 482-4421 Chris Hearn 482-0338 601-5856 482-3111 Kate Jackson 482-2612 840-3961 Don Laws 482-1845 John Morrison 482-0469 261-2401 779-6785 Once the EOC is activated, the followinq agencies should be notified ,of the activation by the EOC staff: ASHLAND COMMUNITY HOSPITAL 482-5384 (alternate contact method via HAM or EMS radio frequency) (Emergency Room) SOUTHERN OREGON UNIVERSITY 552-6911 (SOU Security) (alternate contact method via HAM or SOU Security radio frequency) ASHLAND SCHOOL DISTRICT 482-2811 (alternate: Juli DiChiro (H) 488-8334 / Loren Luman (H) 482-5722) HAM radio or ASD radio frequency (District Office) JACKSON COUNTY EMERGENCY MGMT. 776-7206 (alternate contact method via HAM or Fire radio frequency) (SORC Dispatch) * It is expected that each initial agency contact will result in other required notifications within each agency. Activation of Community Emergency Response Team (CERT) Volunteem. CERT volunteers may be activated by 3 methods: 1. CERT vOlunteers may be self activated by the incident itself, i.e.: earthqualke, severe weather event, wildfire, etc. In this event, CERT members will automatically self-activate and report to their Team Bases. 2. CERT volunteers may be activated by Ashland Fire & Rescue through the CERT Phone Tree. The phone tree begins with Ashland Fire & Rescue contacting the CERT Program Coordinator or Program Coordinator Alternates who then continue the phone tree activation of the CERT membership. 3. CERT volunteers may be activated by fellow CERT Team members who activate their Team phone tree for an isolated neighborhood incident. EOC Activation Plan - Page 7 Revised June 1, 2004 ERT Phone Tree: Program Coordinator/Alternates CITY OF ASHLAND CERT CONFIDENTIALITY AND PRIVACY STATEMENT All CERT member information is personal and confidential. Member information shall not be shared with anyone outside of City of Ashland Personnel and CERT memberslhip. :Information may not be used for any purpose other than CERT related activities without the iprior consent of the person in question, !Ashland Fire & Rescue Starts the Tree by calling the Program Coordinator or Alternate Program Coordinator calls the Primary Team Leaders Program Coordinator Name: Kirah Solomon 1) pgr-774-0328 2) c-621-4826 3) h-488-4553 Alternates for Program Coordinator Name: Beth Hoffmann 1) c-890-3327 2) h-482-4060 3) Name: Richard Baize 1) h-488-2713 2) c-944-6862 3) w-776-2922 EOC Activation Plan - Page 8 Revised June 1, 2004 SECTION II-A EMERGENCY MANAGEMENT ORGANIZATION TABLE OF CONTENTS 1 ) General 2) Staff Activation 3) Activation Procedures 4) Administrative Chain-Of-Command 5) Emergency Management Organizational Chart 6) Emergency Management Staff Responsibilities A. B. C. D. E. F. G. H. I. J. K. L. M. Mayor and Council City Administrator Fire/Police Chiefs Emergency Management Staff Fire Department Police Department Community Development Public Works Department Electric Utility Legal Department Parks and Recreation Red Cross Jackson County Emergency Management 7) Emergency Center Facilities A. Facilities 8) Emergency Management Staff A. General Responsibilities B. Emergency Management Staffing Pattern 9) Emergency Management Staff Instructions A. General Instructions for All Ashland City Employee Emergency Operations Notification Policy & Procedure Pa.qe 10 10 1'1 1'1 12 Updated June 1,2004 SECTION II-A EMERGENCY MANAGEMENT ORGANIZATION 1. GENERAL The City of Ashland has established an Emergency Management Organization consistent with its authority under Oregon revised statutes 401.305 to 401.335 and Ashland Municipal Code, 2.62.010-2.62.050. Organized under the auspices of the City Council, and under the supervision of the City Administrator, the Emergency Management Staff includes the following personnel: Mayor City Administrator City Attorney Police .Chief Public 'Works Director Finance Director Director of Parks & Recreation City Councilors Personnel Director City Recorder Fire Chief Director of Community Development Director of Electric Utility An organizational chart which shows the administrative chain of command and line of succession for the Emergency Management Organization is displayed on page A-5 of this section. During an emergency, the members of the Emergency Management Organization will assume positions within the framework of the Command and General Staff of the National Interagency Incident Management System Incident Command structure, and perform the assigned duties outlined in the Emergency Operations Guide. General Departmental responsibilities begin on page A-5. 2. STAFF ACTIVATION Emergency Management Staff may be activated by the Incident Commander of any incident, Fire Duty Officer, Police Shift Supervisor, or at the instigation of any member of the Emergency Management Staff. Activation shall begin by contacting Dispatch and requesting that the Emergency Management Staff be contacted and report to the Emergency Operations Center (EOC). Activation levels correspond to incident complexity as defined in the Administrative Overvie'w: Level 1" Notification of selected members or entire Emergency Management Organization, and activation of the Command and General Staff at the discretion of the Incident Commander. Emergency Management Organization - Page 2 Updated February 6, 2:003 Level 2: Notification of all Emergency Management Staff and Cooperating Agencies, as appropriate. Activation of Command and General Staff and the IEOC at the discretion of the Incident Commander and the Emergency Management Staff. Level 3: Notification of all Emergency Management Staff and Cooperating agencies, as appropriate. Activation of the EOC and the Command and General St:afl. Some emergencies require a self-triggered response. In the event of an emergency in which telephone or beeper service is interrupted, the Emergency Management Staff should ensure the safety of their families and then report to the EOC. A list of Emergency Management Staff and their primary Command and General Staff positions appears in the Emergency Operations Guide. For information on specific names and phone numbers of the Management Organization and other Emergency Management "Activation Procedures." Emergency staff, see 3. ACTIVATION PROCEDURES The activating official should contact Dispatch and request a level 1, 2, or 3 activation, and identify those members of the Emergency Management Staff required. Dispatch personnel will then make the following contacts: Level 1- Notify: Personnel identified by the activating official. Activate: Positions identified by the activating official. Level 2- An incident that has special or unusual characteristics requiring response by more than one City Department, or which is beyond the scope of available resources, may require partial implementation of this plan. The following incidents require an automatic Level 2 activation: - Disruption of service and traffic flows on major transportation routes for more than four hours. - Mass Casualty Incidents (MCI) - Structural fires fourth alarm or greater - Moderate to major hazardous materials incidents Emergency Management Organization - Page 3 Updated February 6, 2003 - Any major evacuation expected to last more than 4 hours - Flood warnings issued by Medford Office of NWS - Hosler Dam failure/or imminent threat Notify: Mayor City Administrator, or designee Assistant City Administrator All Department Heads or designees Cooperating Agencies, i.e.: ACH, SOU, ASD Once the above notifications have been made, it is the responsibility of the Department representative to make appropriate further notification within that Department. Level 3- An incident that requires the coordinated response of all levels of government to save.lives and protect the property of a large portion of the population. Such an emergency may require the sheltering or relocation of the affected population. Under such conditions, this plan shall be implemented. The following incidents require an automatic Level 3 activation: -Train accident with hazardous materials -Major aircraft accident -Earthquake involving obvious structural damage -Major civil disorder, act of war or terrorism -Major firestorm -Major severe weather event Notify: City Administrator, or designee Assistant City Administrator All Department Heads, or designees City Council and Mayor notification Cooperating Agencies, i.e.: ACH, SOU, ASD Once the above activation has been made, it is the responsibility of responding Emergency Management Staff to determine further staff activation. The Emergency Management organization has the authority to involve any or all City personnel in the response to a disaster or other emergency incident. The declaration of a city-wide disaster nullifies leaves and vacations as deemed necessary by the City Administrator. Each City Department Head is identified in the call lists of this plan. Emergency Management Organization - Page 4 Updated February 6, 2003 4. ADMINISTRATIVE CHAIN OF COMMAND In the event of an activation, emergency chain of command is vested in the on-scene and EOC Incident Command Organization as described in the Emergency Operations Guide. 5. EMERGENCY MANAGEMENT ORGANIZATIONAL CHART The "Chain of Command" diagram depicted in the appendix, represents the administrative chain of command for the Emergency Management Program. During an activation, the Chain of Command is vested in the on-scene or Emergency Management Incident Command organization as described in the Emergency Operations Guide. 6. EMERGENCY MANAGEMENT STAFF RESPONSIBILITIES The following section outlines general responsibilities of the City, and other organizations that play key roles in Ashland's Emergency Management program. A. Mayor and Council 1) 2) 3) Ensure adequate program staffing and funding. Ensure elected officials are briefed on emergency roles. (Refer to Page 10, Paragraph 5 and 6 and Section II-H). Participate in review of Administrative Overview to this plan. B. City Administrator/Administration 1) 2) 3) 4) 5) 6) 7) 8) 9) 11) 12) Provide policy level emergency management. Ensure adequate program staffing and funding. Maintain departmental notification/call rosters. Establish internal lines of succession. Function as a member of the emergency management staff. Ensure staff is trained to assume emergency responsibilities. Provide overall incident management and incident strategy during activation (assumption of command is at the discretion of the City Administrator). Provide public information. Declare local state of emergency and request Governor's declarations of emergency and disaster through Jackson County as necessary (see Section 2-H, Reporting). Safeguard essential records. Establish and maintain liaison with Mayor and Council. Oversee emergency response and incident command structure as outlined in Emergency Operations Guide. Emergency Management Organization - Page 5 Updated February 6, 2003 C. Fire and Police Chiefs 1) 2) 3) 4) 5) 6) 7) 9) 10) Oversee and provide direction to Emergency Management Program. Ensure compliance with State and Federal regulations. Review Emergency Operations Plan according to established review schedule. Ensure necessary revisions of Emergency Operations Plan. Coordinate City Emergency Management activities. Review and revise Emergency Operations Plan according to established review schedule. Develop new annexes as necessary. Conduct exercises to test Plan and response capability. Solicit and incorporate Department input into the planning process and the Emergency Operations Plan through the emergency management staff. Facilitate training in emergency management for City staff. Represent the City in all emergency management activities. Provide liaison with other Emergency Management Offices, and with volunteer organizations tasked with emergency responsibilities. D. Emergency Management Staff 1) ,2) 3) 4) 5) Assist in development of Emergency Management procedures. Ensure an integrated, all-discipline approach to Management. Participate in plan review. Participate in program goal setting. Participate in evaluation of Emergency Management Staff. policy and Emergency E. Fire Department 1) :.~) 3) 4) 5) 7) 8) 9) Serve as lead agency for structural and wildland fire, explosion, transportation accidents, pre-hospital medical care, hazardous materials, earthquake, and weather-related emergencies. Develop guidelines and procedures for responding to emergencies. Train personnel in the safe and effective accomplishment of emergency duties. Provide emergency response and incident management according to departmental guidelines and the provisions of this Plan. Establish and enforce fire prevention codes. Assist Police and Public Works emergency responses as requested, and within capability. Safeguard essential records. Maintain internal notification/call rosters. Establish internal lines of succession. Emergency Management Organization - Page 6 Updated February 6, 2003 10) to Develop and maintain mutual aid agreements necessary Department Response. Provide fire protection to vital City facilities, shelters, etc. F. Police Department 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) Serve as lead agency for civil disturbances, terrorism, and drug labs. Serve as City alert and warning, and activation point. Develop operating guidelines and procedures for responding to emergencies. Train personnel to safely and effectively carry out emergency responsibilities. Provide emergency response and incident management according to Department operating guidelines and the provisions of this plan. Provide security for vital facilities, including the EOC, shelters, etc. Direct incident/site security. Provide support to Fire and Public Works emergency operations as requested and within capability. Safeguard essential records. Maintain internal notification/call rosters. Establish internal lines of succession. Develop and maintain mutual aid agreements necessary for Department response. G. Community Development 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) Assist lead agency for earthquake related emergencies. Develop operating guidelines and procedures for responding to emergencies. Train personnel to safely and effectively fulfill emergency duties. Provide emergency response and incident management according to Department guidelines and the provisions of this plan. Provide support to Police and Fire emergency operations as requested, and within capability. Direct repair of critical City facilities. Assist in damage assessment. Maintain internal notification/call rosters. Establish internal lines of succession. Safeguard essential records. Develop and maintain mutual aid agreements necessary for Department response. H. Public Works Department 1) Assist lead agency for flood, drought, volcano, and weather-related emergencies. Emergency Management Organization - Page 7 Updated February 6, 2003 2) 3) 4) 5) 6) 7) 8) 9) Train personnel in the safe and effective fulfillment of emergency duties. Develop operating guidelines and procedures for responding to emergencies. Provide emergency response and incident management according to Department guidelines and the provisions of this plan. Provide support to Police and Fire emergency operations as requested, and within capability. Assist in damage assessment. Maintain internal notification/call rosters. Establish internal lines of succession. Develop and maintain mutual aid agreements necessary to department response. I. Electric Utility 1) 2) 3) 4) 5) 6) 7) 8) 9) Assist lead agency during emergencies. Train personnel in the safe and effective fulfillment of emergency duties. Develop operating guidelines and procedures for responding to emergencies. Provide emergency response and incident management: according to Department guidelines and the provisions of this plan. Provide support to Police and Fire emergency operations as requested, and within capability. Assist in damage assessment. Maintain internal notification/call rosters. Establish internal lines of succession. Develop and maintain mutual aid agreements necessary to department response. J. Legal Department 1) 2) 3) 4) 5) 6) Provide legal counsel to Emergency Management Organization. Assist in the development of emergency policy, guidelines, and procedures. Train personnel in the safe and effective fulfillment of emergency responsibilities. Maintain internal notification and call rosters. Establish internal lines of succession. Safeguard essential records. K. Parks and Recreation 1 ) Assist lead agency for community-wide emergencies. 2) Train personnel in the safe effective performance of emergency management duties. Emergency Management Organization - Page 8 Updated June 1, 2004 1 3) 4) 5) 6) 7) Development operating guidelines and procedures for responding to emergencies. Provide support for Fire, Police and Public Works emergency operations. Assume responsibility for emergency activities within city parks system. Safeguard essential records. Establish internal lines of succession. L. American Red Cross 1) 2) 3) 4) Direct emergency housing and feeding operations, including providing food, clothing, and other necessities for persons in reception and care facilities. Conduct shelter registration activities. Provide food to disaster workers. Establish a welfare inquiry service. M. Jackson County Emergency Management 1) 2) 3) 4) Coordinate logistical support from outside agencies to the City of Ashland. Function as the liaison between the City of Ashland and the State of Oregon for disaster assistance. Assist with the notification of outside agencies in the event of a collapse or breech at Hosler Dam. Serve as the Ashland EOC in the event that the local EOC in Ashland is not functional. EMERGENCY CENTER FACILITIES A. Facilities The City of Ashland Emergency Center (EOC)located in the Ashland City Council Chambers, 1175 East Main, is established as a location in which City officials can receive relevant information on the emergency and provide coordination, direction, and control of emergency operations. The primary EOC is located in the City Council Chambers. The EOC has approximately 1000 square feet of work space. The EOC has auxiliary power, and can easily be secured against intrusion. The facility does not have a PF 100 rating, nor is it protected against electromagnetic pulse. Coordination and control of City emergency operations will take place from the EOC in the Ashland City Council Chambers as long as environmental and incident conditions allow; however, the following City facilities may be used as EOC's should it be necessary to relocate: Emergency Management Organization - Page 9 Updated June 1, 2004 II o Fire Station No. 1 455 Siskiyou Blvd. . Service Center 90 North Mountain If environmental conditions do not allow direction and control functions to be conducted from any of the above City facilities, alternate locations will be identified, selected, and announced. The City Administrator may make arrangements with the Jackson County Administrator or the Mayor of the City of Medford, allowing the City of Ashland direction and control functions to be conducted from County facilities, or from the City of Medford's facility at Medford City Hall. In addition, private or public facilities may also be used as EOC's if determined necessary by Incident staff. See Ashland Emergency Operations Guide for information on how to activate the EOC. 8. EMERGENCY MANAGEMENT STAFF A. General responsibilities: The Emergency Management Staff will provide information and recommendations to decision and policy makers as necessary to help determine a course of action to contain, control and recover from an emergency. In order to gather this information and provide recommendations, the Emergency Management staff must: 1. Receive emergency warnings and make warning dissemination. 2. Collect, collate, display and assess situation reports. . Receive requests for assistance and emergency information from the public. . Provide emergency information and instructions to the general public and private institutions, business, industry, and disaster relief organizations. . 5. Establish and maintain contact with: a. Other functioning Emergency Centers. b. Neighboring jurisdictions. Co State of Oregon Emergency Management Division Emergency CentedOregon Emergency Response System (OERS). Emergency Management Organization - Page 10 Updated June 1, 2004 d, Public and private agencies with available resources and capabilities to support City emergency operations. e, Federal agencies to include, but may not be limited to the Federal Emergency Management Agency (FEMA). General public, business, industry, community organizations, and disaster relief agencies. . Establish guidelines for the ordering, use, and release of resources to meet urgent needs. B. Emergency Management Staffing Pattern City departments involved in emergency response, and the emergency management organization are required to respond to the EOC, and will assume positions according to the organization outlined in the Emergency Operations Guide. Personnel assigned to the EOC have the authority to make the decisions associated with their Command or General Staff position, and to commit their department or organization's resources in support of the incident. The Incident Commander has the responsibility for ensuring that the appropriate Command and General Staff positions are filled. Sub-unit positions, and positions within the Operations Section, will be filled by additional City personnel and representatives of assisting jurisdictions/agencies, or volunteer organizations as required by the needs of the emergency. Such resources may include, but not be limited to: City Attorney Senior Planner Asst. Fire Chief Fire/EMS Division Chief Fire Captains Police Lieutenants Police Sergeants Water Superintendent Street Superintendent Electric Utility Supervisor Purchasing Agent Jackson County EOC Staff Ashland Ranger District Staff Oregon Department of Forestry Staff Rogue River National Forest Staff 9. EMERGENCY MANAGEMENT STAFF INSTRUCTIONS: The organization and responsibilities 'within the EOC will vary with the level of activation and nature of the emergency. City Emergency Management staffing Emergency Management Organization - Page 11 Updated June 1, 2004 II will follow the NIIMS Incident Command structure. Checklists for each position are included in the Section V of this document. The Incident Command organization outlined should not be considered inflexible; duties may be delegated, positions filled as necessary. It is the responsibility of the Incident Commander to ensure that the organization is appropriately staffed. A. General instructions for all Emergency Management personnel: 1. Receive briefing from immediate supervisor. , Acquire work materials, bring required equipment, such as radios, to the EOC. 3. Organize and brief subordinates. , Complete forms, reports, and other documentation required of the assigned position, and send material through supervisor to the Documentation Unit. , Fulfill assignment according to position guidelines, and Department and City policy. Emergency Management Organization - Page 12 Updated June 1, 2004 ASHLAND CITY EMPLOYEE EMERGENCY OPERATIONS NOTIFICATION POLICY & PROCEDURE PURPOSE The purpose of this policy is to set forth the emergency notification policy for City employees in the event of a community-wide emergency. This will serve as a general intent statement, while specific notification procedures for City administrative staff are identified in the Ashland Emergency Management Plan, Section II-A, "Emergency Management Organization." All City employees are encouraged to familiarize themselves with their responsibilities in the event of a community-wide emergency. PHILOSOPHY Emergency management functions are an implied obligation of all City employees, regardless of their normal job position and title. In the event of a major emergency, the City of Ashland may direct its municipal employees to perform emergency duties and modify assigned work hours accordingly. The safety and well-being of City employees, and citizens, will be a significant concern governing the assignment of emergency management responsibilities. PROCEDURES In-the event of a Level 1 community emergency, notifications will be conducted at the discretion of the Incident Manager. In the event of a Level 2 community emergency, all Emergency Management Staff will be notified of the situation and specific members will be contacted to report to the EOC (if activated) for assignment of emergency management duties by the designated emergency Incident Manager. This notification may be conducted by the Incident Manager personally, or directed through the Ashland 9-1-1 Communications Center. The selection of personnel will be based on their availability, expertise, experience and the specific requirements of the emergency situation. It is understood that assignment of emergency duties may or may not coincide with a staff member's normal job responsibilities. It is further assumed that the normal department-level supervisory functions of the activated staff member will be delegated to their other department personnel so as to make them fully available for emergency management responsibilities through the EOC. In the event of a Level 3 community emergency, all City Emergency Management Staff will report to the EOC for assignment. Al other City employees will report to their normal work locations for emergency duty assignments. All City employees will provide for the welfare of their families and make whatever emergency preparations that are necessary for the protection of their property, prior to reporting for duty. Once they have reported to their normal duty station, they will advise their supervisor of their availability for assignment. The department supervisor will report their staffing levels to their Emergency Management Organization - Page 13 Updated June 1, 2004 II Department Head or designee, who will report this information to the Logistics SeCtion in the EOC. City Departments will maintain their personnel intact and refrain from deployment to non life-threatening emergencies until directions are received from the Operations Section in the EOC. Department Supervisors will brief their respective subordinates on the nature of the emergency, and appropriate safety precautions to be implemented to ensure employee safety, while waiting for assignments. Following briefing and assignment, department personnel will be issued the necessary safety equipment and tools to adequately perform assigned tasks. EMERGENCY MANAGEMENT STAFF The following employee positions constitute the Emergency Manaqement Staff as referenced in the Ashland Emergency Management Plan: Mayor City Administrator Public Works Director Police Chief Finance Director Conservation Manager City Attorney City Councilors Personnel Director Fire Chief Director of Electric Utility Director of Community Development Director of Parks & Recreation City Recorder Adopted April 8, 1998 Gino Grimaldi City Administrator Emergency Management Organization - Page 14 Updated June 1, 2004