February 5 2020 Board_ Special_ Meeting_ and_Budget_Work_Session_Agenda_PacketAGENDA
SPECIAL MEETING AND BUDGET WORK SESSION
BOARD OF SUPERVISORS
WEDNESDAY, FEBRUARY 5, 2020
6:00 PM
BOARD MEETING ROOM
107 NORTH KENT STREET, WINCHESTER, VIRGINIA 22601
Call to Order
Agenda Items
1. Adoption of Emergency Operations Plan
The current Emergency Operations Plan (EOP) was adopted on January 13, 2016,
effective for a period of four years. This document has been through a customary review
by the various department heads as well as the Virginia Department of Emergency
Management and suggested changes have been made.
2020 EOP and Memo.pdf
2.Budget Work Session
Adjourn
COUNTY OF FREDERICK, VIRGINIA
FIRE AND RESCUE DEPARTMENT
1080 Coverstone Drive
Winchester, VA 22602
Chester T. Lauck
Deputy Emergency
Management Coordinator
Memorandum
To:
Board of Supervisors
From:
Chester Lauck, Deputy Emergency Management Coordinator
Date:
January 8, 2020
Re:
Adoption of Emergency Operations Plan
The current Emergency Operations Plan(EOP)adopted on January 13, 2016for a period
of four years andis set to expire at the end of January 2020. This document has been through a
customary review by the various department headsas well as the Virginia Department of
Emergency Management and suggested changes made. Review and adoption of this plan is in
accordance to Code of Virginia44-146.19 (E).
Attachment:2020EOP
Emergency Management(540) 665-5618clauck@fcva.usFax (540) 678-4739
Table of Contents
I. Introduction ...........................................................................................................................11
Purpose
Plan Elements
Incident Management Activities
Other Key Concepts of Incident Management
II. Assumptions and Considerations .........................................................................................15
III. Organization and Assignment of Responsibilities .............................................................17
IV. Concept of Operations ..........................................................................................................21
V. Administration, Finance and Logistics ................................................................................27
Mission
Organization
Concept of Operations
Emergency Management Actions
VI. Plan Development and Maintenance ...................................................................................31
VII. Exercise and Training ..........................................................................................................33
Appendix
1. Glossary of Key Terms ................................................................................................................35
2. List of Acronyms ..........................................................................................................................41
3. Authorities and References .........................................................................................................43
4. Matrix of Responsibilities ............................................................................................................45
5. Succession of Authority ...............................................................................................................47
6. Emergency Operations Plan Distribution List ..........................................................................49
7. Essential Records .........................................................................................................................51
8. NIMS Resolution ..........................................................................................................................53
9. Resolution of Adoption of EOP5
10. Sample Declaration of Local Emergency7
Emergency Support Functions (ESF)
ESF #1- Transportation ............................................................................................................................59
ESF #2- Communications .........................................................................................................................63
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.....................................................................................66
Tab 1. Emergency Notification Procedure
....................................................................................67
Tab 2. Amateur Radio Emergency Service
...................................................................................................68
Tab 3. Warning Fan-Out System
ESF #3- Public Works and Engineering .................................................................................................69
.......................................................................................................72
Tab 1. Building Posting Guide
...............................................73
Tab 2. Public Works and Recreation Organization and Resources
ESF #4- Fire Fighting ...............................................................................................................................75
ESF #5- Emergency Management ..........................................................................................................79
.........................................................................................................83
Tab 2. Primary EOC Staffing
ESF #6- Mass Care, Housing and Human Resources ............................................................................84
.......................................................................................87
Tab 1. Shelter Center Registration Form
................................................................................89
Tab 2. Emergency Shelter Management Plan
ESF #7- Resource Support .......................................................................................................................97
ESF #8- Public Health and Medical Services .......................................................................................103
..........................................................................107
Tab 1. Emergency Medical Services Resources
.........................................................................................109
Tab 2. Health and Medical Resources
........110
Tab 3. Crisis Counseling and Emergency Mental Health Services for Victims of Disaster
...............................................................................112
Tab 4. Mortuary Disaster Plan Organization
ESF #9- Urban Search and Rescue ........................................................................................................114
ESF #10- Oil and Hazardous Materials ................................................................................................116
ESF #11- Agriculture and Natural Resources ......................................................................................120
ESF #12- Energy .....................................................................................................................................124
ESF #13- Public Safety and Security .....................................................................................................128
............................................................................................131
Tab 1. Law Enforcement Resources
...........................................................................................................132
Tab 2. Waiver of Liability
ESF #14- Long Term Community Recovery and Mitigation ..............................................................134
ESF #15- External Affairs ......................................................................................................................138
ESF #16-Military Affairs142
ESF #17-Volunteer and Donations ........................................................................................................144
...............................................................................147
Tab 1. Sample Volunteer Registration Form
..........................................................................148
Tab 2. Community Emergency Response Team
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Support Annexes
I. Introduction .........................................................................................................................151
Purpose
Background
II. Roles and Responsibilities ...................................................................................................152
Coordinating Agency
Cooperating Agencies
SA #1- Animal Care and Control ..........................................................................................................154
SA #2- Dam Safety ..................................................................................................................................156
.............................................................................158
Tab 1. Classifications and Emergency Stages
....................................................................................................159
Tab 2. Local Directory of Dam
SA #3- Damage Assessment Support .....................................................................................................160
..............................................................................................162
Tab 1. Damage Assessment Teams
...................................................................................163
Tab 2. Initial Damage Assessment Report
SA #4- Debris Management ...................................................................................................................167
.........................................................................................................171
Tab 1. Debris Classification
.....................................................................................................172
Tab 2. Debris Collection Sites
................................................................................................173
Tab 3. Debris Quantity Estimates
SA #5- Evacuation Support Annexes ....................................................................................................175
..............................................................................179
Tab 1. Emergency Transportation Resources
SA #6- Financial Management Support ................................................................................................181
SA #7- Information Technology/GIS Support ......................................................................................185
SA #8- Logistics Management Support .................................................................................................187
.............................................................................................190
Tab 1. Elements of a Resource List
.............................................................................................................191
Tab 2. Sample Resources
.............................................................................192
Tab 3. Sample Resource Distribution Centers
SA #9- Public Affairs Support ...............................................................................................................195
................................................................198
Tab 1. Use of Cable Television during an Emergency
.......................................................................199
Tab 2. Emergency Public Information Resources
.....................................................................200
Tab 3. PIO Prearranged Message- Release or Spill
..................................................201
Tab 4. PIO Prearranged Message- Fire or Explosion Imminent
SA #10- Worker Safety and Health Support ........................................................................................203
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Record of Changes
The following changes may require action by the Board of Supervisors while minor changes to the
plan may be changed and tracked by the Director of Emergency Management or his/her designee.
A formal update of planning guidance or standards
A change in elected officials
A plan activation or major exercise
The enactment of new or amended laws or ordinances or policy changes
Change Date of Page or Summary of Changes Name of Person
Number Change Section Authorizing
Changed Changes
1
2
3
4
5
6
7
8
9
10
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Record of Distribution
If this plan is for y sensitive or personal
information.
Group Agency/Department Title of Recipient Electronic or Hard
Copy
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I.Introduction
Purpose
Frederick County is vulnerable to a variety of hazards. The purpose of this basic plan is to respond
effectively to any emergency of a size or complexity beyond routine response systems. It is critical that
all Frederick County public officials, departments and agencies, non-governmental emergency
organizations and the public understand their roles and responsibilities. These non-routine
responsibilities begin as the incident is recognized and response ensues and become particularly important
as command organizes beyond the initial reactive phase of the first responders.
A well pl-the-
ties, and, more quickly
restore essential services. The foundation for this coordinated response is established herein as the
Virginia Emergency Services an-146.19)
which requires that state and local governments develop and maintain current Emergency Operations
Plans (EOP) in preparation for such emergency instances.
Plan Elements
The purpose of this plan is to direct actions intended to preserve life and protect property from further
destruction in the event of an emergency. The plan establishes an emergency organization to direct and
coordinate operations during the emergency by assigning responsibilities to specific entities. All essential
entities are to utilize any and all available resources when mitigating against, preparing for, responding to,
and recovering from a natural or man-made emergency.
Scope
The county is responsible for maintaining an emergency operations plan and response capability to
protect the lives and property of its citizens from the effects of both man-made and natural disasters.
The population of Frederick County is approximately >79,453 (>34,843 housing units) with the following
demographics based on the 2018 ACS 5-year population estimates:
Size of household: 2.71 persons
Median Household Income: $71,037
Median age of resident: 40.1
Percentage of populations >65 years of age: 15,285 (~17.3%)
Percentage of population <18 years of age: 20,410 (~23.1%)
The County of Frederick is located in Northern Virginia, approximately 75 miles from the District of
oo
Columbia at 39 latitude and 78longitude. It covers approximately 415 square
miles. Terrain ranges from 375 feet in elevation, to 2840 in elevation.
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The major transportation routes in the county are: Route 7, Route 37, Route 50, Route 522 and Interstate
81.
In accordance with the Virginia Emergency Services and Disaster Law of 2000, as amended, the county
Emergency Operations Plan has been developed. This plan will be staffed, revised, exercised, readopted,
and reissued once every four years.
The Frederick County Emergency Operations Plan identifies a range of potential disasters that could occur
in or near our locality. These potential hazards and their respective frequency/severity are listed below:
Hazard Significance Rating
Natural Disasters
Hurricane Limited
Tornado Limited
Severe Winter Storm Significant
Thunder Storm Significant
Conflagration Moderate
Resource Shortage Moderate
Earthquake Limited
Flood Moderate
Wildfire Significant
Man-Made Disasters
Terrorism Moderate
Criminal Activity Moderate
Pandemic Moderate
Mass Casualty Moderate
Civil Unrest Limited
Chemical Incident Significant
Radiological Incident Moderate
Biological Incident Moderate
Explosive Incident Moderate
Nuclear Incident Limited
Communications Failure Moderate
Infrastructure Failure Moderate
Hazard indices and vulnerability assessments for moderate and significant risk events were developed for
the County of Frederick. The hazard indices evaluated the extent to which the buildings were at risk from
a particular hazard. The vulnerability assessments estimated the potential impacts if a particular area was
affected by a specific hazard. These assessments are described in the Regional Hazard Mitigation Plan.
A local readiness capability assessment is conducted yearly (LCAR). This process is used to determine
community capabilities and limits in order to prepare for and respond to defined hazards. It provides a
snapshot of the preparedness capabilities. The most recent capability assessment was
completed in June of 2019.
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The EOP works to anticipate the needs that Frederick County might experience during an incident and
provides guidance across county departments, agencies and response organizations by describing an
overall emergency system. For example:
How county departments and agencies will be organized during response to an incident, including
command authorities.
Critical actions and interfaces during all phases of the incident.
How the interaction between the county, regional, state and federal authorities is managed.
How the interaction between the county and its private partner organizations (hospitals, non-
governmental organizations, and others) is managed.
How to manage available resources and request those resources which are not available within the
locality.
Incident Management Activities
This plan addresses the full spectrum of activities related to local incident management, including
mitigation, preparedness, response, and recovery actions. The plan focuses on those activities that are
directly related to an evolving incident, potential incident, or event. These activities include but may not
be limited to:
Increasing public awareness
Public warning and information systems
Coordination of protective measures across jurisdictional boundaries
Increasing mitigation activities including inspections, security, and infrastructure protection
Involvement in public health assessments and conducting a wide range of prevention measures to
include, but not limited to the administration of vaccinations and other prophylactic medications
as warranted by public health emergencies
Assisting with immediate as well as long term public health medical response assets
Providing strategies for the coordination of resources
Supporting immediate response and recovery activities while working to define and support long
term recovery goals.
Other key concepts of incident management include:
A systematic and coordinated incident management approach, including protocols for:
Incident reporting
o
Coordinated actions between departments, agencies and organizations
o
Alert and notification
o
Management of resources
o
Operating under all hazards
o
Proactive notification and deployment of resources in anticipation of or in response to
catastrophic events in coordination and collaboration with federal, state, private entities as well as
other local governments when possible.
Organizing interagency efforts to minimize damage, restore impacted areas to re-incident
conditions if feasible, and/or implement programs to mitigate vulnerability to future events.
Coordinate incident communications, worker safety and health, private sector involvement, and
other activities that are common to most incidents.
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Organizing Emergency Support Functions (ESFs) to facilitate the delivery of critical resources,
assets and assistance. Departments and agencies are assigned to lead or support ESFs based on
authorities, resources and capabilities.
Providing mechanisms for coordination, communications, and information sharing in response to
threats or incidents. These mechanisms facilitate the coordination between federal, state, and
Frederick County government as well as between the public and private sector.
Providing support to departments and agencies acting under the requesting departments or
Developing detailed supplemental operations, tactical, and hazard specific contingency plans and
procedures.
Providing the basis for coordination of interagency and intergovernmental planning, training,
exercising, assessment, coordination, and information exchange.
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II.Assumptions & Considerations
A. Incidents are typically managed at the lowest possible level of government.
B. Incident Management activities will be initiated and conducted using the principles contained in
the National Incident Management System (NIMS) and Incident Command System (ICS).
C. The combined expertise and capabilities of government at all levels, the private sector, and non-
governmental organizations will be required to prevent, prepare for, respond to, and recover from
disasters.
D. Incidents that require the Frederick County government to coordinate operations and/or resources
may:
Occur at any time with little or no warning
Require the Coordinator or Deputy Coordinator to mobilize resources and personnel as
required by the situation
Require significant information sharing across multiple jurisdictions and between the
public and private sectors
Involve single or multiple geographic areas
Have significant impact and/or require resource coordination and/or assistance
Span the spectrum of incident management to include prevention, preparedness, response,
and recovery
Involve multiple, highly varied hazards or threats on a local or regional scale
Result in numerous casualties, fatalities, displaced people, property loss; disruption of
normal operating systems, essential public services and basic infrastructure; and significant
damage to the environment
Attract a sizeable influx of independent, spontaneous volunteers and supplies
Require short notice State and Federal asset coordination
Require prolonged, sustained incident management operations and support activities.
E. The top priorities of the Frederick County government are to:
Save lives and protect the health and safety of the public, responders, and recovery workers
Ensure security of the County
Prevent an imminent incident from occurring, when possible
Protect and restore critical infrastructure and key resources
Ensure the County government continues to function throughout the incident
Protect property and mitigate damages and impacts to individuals, communities, and the
environment
Facilitate recovery of individuals, families, businesses, government, and the environment
Secure mutual aid agreements with neighboring localities.
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III. Organization and Assignment of Responsibilities
LOCAL CHIEF EXECUTIVE OFFICER/COUNTY ADMINISTRATOR
ef executive, is responsible for the public safety and
welfare of the people of that jurisdiction. The County Administrator:
Is responsible for coordinating local resources to address the full spectrum of actions to prevent, prepare
for, respond to, and recover from incidents involving all hazards including terrorism, natural disasters,
accidents, and other contingencies.
Dependent upon state and local laws, has extraordinary powers to suspend local laws and ordinances,
such as to establish a curfew, direct evacuations, and in coordination with the local health authority to
order quarantine.
Provides leadership and plays a key role in communicating to the public, and in helping people,
businesses, and organizations cope with the consequences of any type of incident within the
jurisdiction.
EMERGENCY SUPPORT FUNCTIONS (ESFs)
The Emergency Support Function is a grouping of government and certain private sector capabilities into an
organization structure to provide support, resources, program implementation, and emergency services that are
most likely to be needed during incidents.
Each ESF is composed of primary and support agencies. The county will identify primary agencies on the basis
of authorities, resources, and capabilities. Support agencies are assigned based on resources and capabilities in
a given functional area (Matrix of Responsibilities Basic Plan Page 45. Note that not all incidents result in
the activation of the ESFs. It is possible an incident may be addressed without activating all of the ESFs.
NONGOVERNMENTAL AND VOLUNTEER ORGANIZATIONS
Although many of these organizations are founded on the state level, they will be expected to work in
conjunction with and by request of the affected locality.
PRIVATE SECTOR
Primary and support agencies coordinate with the private sector to effectively share information, form courses
of action, and incorporate available resources to prevent, prepare for, respond to, and recover from disasters.
The roles, responsibilities, and participation of the private sector during a disaster vary based on the nature of
the organization and the type and impact of the disaster. The roles of the private sector organizations are
summarized below:
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Type of Organization Role
Impacted Organization of Infrastructure Private sector organizations may be
affected by direct or indirect consequences of the
incident, including privately owned
critical infrastructure, key resources, and
those main private sector organizations
that are significant to local economic recovery.
Examples of privately owned
infrastructure include transportation,
telecommunications, private utilities,
financial institutions, and hospitals.
Response Resource Private sector organizations provide
response resources (donated or
compensated) during an incident
including specialized teams, equipment,
and advanced technologies through
county, public-private emergency plans,
mutual aid agreements, or incident
specific requests from local governments
and private sector volunteered initiatives
Regulated and/or Responsible Party Owners/operators of certain regulated facilities or
hazardous operations may
bear responsibilities under the law for
preparing for and preventing incidents
from occurring, and responding to an
incident once it occurs.
Local Emergency Organization Member Private sector organizations may serve
as an active partner in county emergency
preparedness and response organizations
and activities, such as membership on the Local
Emergency Planning Committee (LEPC).
Private sector organizations support emergency management by sharing information with the local government,
identifying risks, performing vulnerability assessments, developing emergency response and business
continuity plans, enhancing their overall readiness, implementing appropriate prevention and protection
programs, and donating or otherwise providing goods and services through contractual arrangements or county
government purchases to assist in response and recovery activities.
Private sector organizations are encouraged to develop and maintain capabilities to respond and to manage a
complete spectrum of incidents and emergencies. The Frederick County government maintains ongoing
interaction with the critical infrastructure and key resources and industries to provide coordination of
prevention, preparedness, response, and recovery activities. Private sector representatives should be included
in planning and exercises.
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Citizen Involvement
Strong partnerships with citizen groups and organizations provide support for incident management
prevention, preparedness, response, recovery and mitigation.
The Citizen Corps brings these groups together and focuses efforts of individuals through education,
training and volunteer services to help make communities safer, stronger and better prepared to address
incidents of all types. The Citizen Corps works through a national network of state and local Citizen Corp
Councils, which bring together leaders from law enforcement, fire, emergency medical, and other
emergency management volunteer organizations, local elected officials, the private sector, and other
community stakeholders.
The Citizen Corps Council implements the Community Emergency Response Teams (CERT), Lord Fairfax
Health District, Medical Reserve Corps Unit (MRC), Neighborhood Watch, Volunteers in Police Service,
and the affiliate programs and provides opportunities for special skills and interests. The programs develop
targeted outreach for special needs groups and organize special projects and community events.
The Frederick County government has partnered with the City of Winchester to develop a combined CERT
team, with approximately 40 volunteers available to assist with emergency preparedness, response and
recovery activities. The LEPC has taken on the responsibility of the CERT program as the lead agency.
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IV.Concept of Operations
General
incidents. These coordinating structures and processes are designed to enable execution of the responsibilities
of local government through the appropriate departments and agencies, and to integrate State, Federal, non-
governmental organizations and private sector efforts into a comprehensive approach to incident management.
In the event an incident exceeds local emergency response capabilities, outside assistance is available, either
through mutual support agreements with nearby jurisdictions and volunteer emergency organizations or,
through the Virginia Emergency Operations Center (VEOC). A local emergency must be declared, and
local resources must be fully committed before state and federal assistance is requested.
1. The Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended,
provides that emergency services organizations and operations will be structured around existing
constitutional government. The Frederick County organization for emergency operations consists
of existing government departments, non-governmental, and private sector emergency response
organizations.
2. The Director of Emergency Management (Director) is the Chairman of the Board of Supervisors.
The day-to-day activities of the emergency preparedness program have been delegated to the
Deputy Director of Emergency Management (Deputy Director), Coordinator of Emergency
Management (Coordinator), and Deputy Coordinator of Emergency Management (Deputy
Coordinator). The Deputy Director, in conjunction with the Coordinator and/or Deputy
Coordinator, will direct and control emergency operations in time of emergency and issue
directives to other services and organizations concerning disaster preparedness. The County
rmation. Public information
may be provided in one or more forms which include but may not be limited to: radio, television,
print media, and use of citizens alert system.
3. The Coordinator and Deputy Coordinator, assisted by department heads, will develop and maintain
a primary Emergency Operations Center (EOC) from which coordination and support of field
operations will occur. The primary EOC is in the Frederick County Public Safety Building, 1080
Coverstone Drive, Winchester, Virginia 22602. The alternate EOC facility will be located at the
determination of the Coordinator or Deputy Coordinator. The primary alternate EOC location is at
(Round Hill Community Fire and Rescue Station, Training Room) located at 150 Corporate Place,
Winchester, Virginia 22603
4. The day-to-day activities of the emergency management program, for which the Coordinator and
Deputy Coordinator are responsible, include developing and maintaining an Emergency Operations
Plan, maintaining the County EOC in a constant state of readiness, and other responsibilities as
outlined in County and State regulations.
5. The Deputy Director or, in his absence, the Coordinator and Deputy Coordinator will determine
the need to evacuate large areas and will issue orders for evacuation or other protective action as
needed. Local Law Enforcement will implement evacuation and provide security for the evacuated
area. In the event of a hazardous materials incident the Incident Commander or his representative
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on scene should coordinate immediate protective actions with the Coordinator or Deputy
Coordinator to include evacuation as appropriate.
6. Succession to the Director will be the Deputy Director, Assistant Director, Coordinator, andthe
Deputy Coordinator, respectively.
7. The County department heads will maintain plans and procedures in order to be prepared to
effectively accomplish their assigned EOC responsibilities.
8. The Coordinator, assisted by the Deputy Coordinator, will assure compatibility between the
ns and procedures of key facilities and private
organizations within the County as appropriate.
9. The County must be prepared to bear the initial impact of a disaster on its own realizing that
help may not be immediately available from the State or Federal governments after a natural
or man-made disaster. All appropriate locally available forces and resources will be fully
committed before requesting assistance from the State. Requests for assistance will be made
through the State EOC.
10. By the authority given by the Deputy Director, the Coordinator or Deputy Coordinator, with
support from designated County officials, will exercise direction and coordination efforts from
the EOC during disaster operations. The EOC may be partially or fully staffed depending on
the type and scope of the disaster. The EOC will provide logistical and administrative support
to response personnel deployed to the disaster site(s). Available warning time will be used to
implement increased readiness measures, which will ensure maximum protection of the
population, property, and supplies from the effects of threatening disasters.
11. The County Department heads will develop and maintain detailed plans and standard operating
procedures necessary for their departments to effectively accomplish their assigned tasks.
Department and agency heads will identify sources from which emergency supplies,
equipment, and transportation may be obtained promptly when required. Accurate records of
disaster-related expenditures will be maintained. All disaster-related expenditures will be
documented to provide a basis for reimbursement if federal disaster assistance is needed. In
time of emergency, the heads of County offices, departments, and agencies will continue to be
responsible for the protection and preservation of records essential for the continuity of the
Frederick County government. Department and agency heads will establish lines of succession
of key emergency personnel within their respective Continuity of Operations Plan (COOP).
12. Day-to-day functions that do not contribute directly to the emergency operation may be
suspended for the duration of any emergency. Efforts that would normally be required of those
functions will be redirected to accomplish the emergency task by the agency concerned.
13. Declaration of a Local Emergency
a. The Frederick County Board of Supervisors, by resolution, should declare an
emergency to exist whenever the threat or actual occurrence of a disaster is, or threatens
to be of sufficient severity and magnitude to require significant expenditures and a
coordinated response in order to prevent or alleviate damage, loss, hardship, or
suffering.
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b. A local emergency may be declared by the Deputy Director, in consultation with the
Director, with the consent of the Board of Supervisors (see Section 44-146.21, Virginia
Emergency Services and Disaster Law) or in the absence of both the director and
deputy director, any member of the governing body may declare the existence of a
local emergency, subject to confirmation by the governing body at its next regularly
scheduled meeting or at a special meeting within 45 days of the declaration, whichever
occurs first.
c. A declaration of a local emergency activates the response and recovery program of all
applicable local and inter-jurisdictional Emergency Operations Plans and authorizes
the furnishing of aid and assistance in accordance with those plans. In the event the
Board of Supervisors cannot convene due to the disaster, the Deputy Director, in
consultation with the Director, or any other Emergency Management staff in his
absence, may declare a local emergency to exist subject to confirmation of the entire
Board, within 45 days. The Deputy Director or, in his absence, the Coordinator or
Deputy Coordinator will advise the Virginia EOC immediately following the
declaration of a local emergency.
d. When local resources are insufficient to cope with the effects of a disaster and Frederick
County requests state assistance, the following procedures will apply. The Deputy
Director, Coordinator or Deputy Coordinator will notify the State Coordinator of
Emergency Management that a local emergency has been declared, through contact with
the State EOC (VEOC). At that time, notification will be made that the EOP has been
activated, that all local resources have been committed and that state assistance is being
requested. A follow-up letter, with a copy of the resolution, declaring the local emergency
should be forwarded to the VEOC.
14. The Virginia Emergency Operations Plan requires the submission of the following reports, as
applicable, by local government in time of declared emergency. These reports are available through
the on-line Web EOC program.
a. Daily Situation Report
b. Initial Damage Assessment Report
c. Request for Assistance Form
15. Support by military units may be requested through the State EOC. Military forces, when made
available, will support and assist local forces and personnel and may receive from the County
Deputy Director or his designated representative (Coordinator or Deputy Coordinator) mission type
requests, to include objectives, priorities, and other information necessary to accomplish missions.
16. Emergency assistance may be made available from neighboring jurisdictions in accordance with
mutual aid agreements. Emergency forces may be sent from the County to assist adjoining
jurisdictions. Such assistance will be in accordance with existing mutual aid agreements or, in the
absence of official agreements, directed by the Deputy Director, Coordinator or Deputy
Coordinator.
17. The Deputy Director in conjunction with the Department of Social Services and the American Red
Cross will assist disaster victims in obtaining post-disaster assistance such as temporary housing
and low-interest loans.
18. Victims or witnesses of crimes during a disaster shall be protected and provided rights as defined
in Code of Virginia §19.2-11.01 as a provision that the Virginia Department of Criminal Justice
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Services and the Virginia Criminal Injuries Compensation shall be contacted. The current contact
information is kept in the EOC as well as the resource manual and with the Deputy Emergency
Management Coordinator
19. Virginia Fusion Intelligence Center (VFC) was created as a partnership between the Virginia State
Police and Virginia Department of Emergency Management to improve the Commonwealth of
Virginia's preparedness against terrorist attacks and to deter criminal activity. The Center provides
a vital conduit for information exchange allowing the VFC to communicate with its partners.
The information provided to the VFC may be used by national entities to assist them in formulating
a strategic view of the threats facing our nation. The VFC is also responsible for the rapid and
efficient dissemination of threat and protective information affecting Virginia to assist partners in
their homeland security responsibilities. The VFC operates on a 24 hour, 7 days a week basis, and
is staffed by personnel representing several state and federal agencies.
20. The Deputy Director, Coordinator and Deputy Coordinator shall have overall responsibility for
maintaining and updating this plan. It should be updated and improved upon based on lessons
learned, and Code changes, and, following real time, large scale emergency incidents, or exercises.
Plan review should occur at least annually, and the plan should be readopted every 4 years.
21. This plan is effective as a basis for training and pre-disaster preparedness upon receipt. It is
effective for execution when:
a. Any disaster threatens or occurs in the county and a local disaster is declared under the
provisions of Section 44-146.21, the Commonwealth of Virginia Emergency Services and
Disaster Law of 2000 as Amended.
b. A State of Emergency is declared by the Governor.
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Organization
On Scene
When the local emergency operations center (EOC) is activated, there should be coordination between the
emergency manager and the incident commander to ensure a consistent response:
EOC follows the ICS structure and
The ESFs should be aligned with ICS staff.
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Emergency Services ESFs Infrastructure Support ESFs
Planning Section ESFs
Human Services ESF
Logistics Section ESFs
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V. Administration, Finance and Logistics
All assets (human resources and facility and equipment resources) of the county will become the purview
of the County Administrator to direct in any way necessary to respond to an emergency. In the absence of
the County Administrator, or his designee, the Coordinator or Deputy Coordinator may assume this
authority.
MISSION
To ensure that the necessary management controls, budget authorities, and accounting procedures are in
place to provide the necessary funding in a timely manner to conduct emergency operations, document
expenditures, and maximize state and federal assistance following the disaster.
ORGANIZATION
The Board of Supervisors may include, within the body of the Declaration of Local Emergency, authority
to expend specific funds in support of disaster operations.
The Director of Finance and Coordinator are responsible for developing and implementing the necessary
management policies and procedures that will facilitate and ensure an accurate accounting of disaster
expenditures during all phases of disaster operations. These procedures will be designed to support and
expedite emergency response operations, as well as maximize state and federal assistance.
The Director of Finance and Coordinator will coordinate with all departments, government entities, and
representatives from the private sector who support disaster operations. This may involve working with
other local jurisdictions that provide mutual aid, state and federal governments, private contractors, local
retailers, volunteer organizations, etc.
CONCEPT OF OPERATIONS
In an emergency situation, as defined by the Emergency Operations Plan, the Director of Finance will be
responsible for expediting the process of procuring the necessary goods and services to support emergency
operations; designating disaster account numbers(s) that disaster expenditures will be charged to,
coordinating with department heads and the real estate assessor during the damage assessment and recovery
phases of disaster operations; assisting in the development of applications for state and federal assistance;
participating in the development and review of vendor contracts; developing, documenting, and providing
financial data to the proper authorities, as necessary.
The Coordinator and Director of Finance will meet with department directors to inform them of emergency
authorities that will be delegated to them in order to make the necessary expenditures to address the situation
in a timely manner. Department directors will also be informed of any assistance the central accounting
office will provide. Department directors will be responsible for developing and maintaining accurate
records and documentation to support all expenditures related to the disaster (e.g., personnel, equipment,
facilities, contracts etc.). Department Directors will be responsible for keeping an accurate inventory of
resources and identify potential needs for emergency/disaster situations. A listing of potential resource
providers will be developed and maintained for anticipated equipment and service needs, as required.
Mutual aid agreements and contract agreements will be developed to facilitate the receipt of assistance and
expedite the procurement process during the response and recovery phases of disaster operations.
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The accounting process followed by all departments will follow existing standardized procedures. All
departments must adhere to established disaster accounting and finance procedures to minimize the
potential for waste, fraud, and delays in processing requests, maximize state and federal assistance, and
facilitate the documentation of disaster expenditures, the development of disaster cost statistics, and
audits following the disaster.
The Finance Office will be responsible for developing and providing its own logistical support to carry
out the assigned emergency duties. The Finance Office will also be responsible for developing,
maintaining, and implementing the necessary measures to protect vital records and critical systems to
ensure their continued operation during a disaster as well as facilitate their restoration if impacted by
the disaster.
EMERGENCY MANAGEMENT ACTIONS - BUDGET AND FINANCIAL MANAGEMENT
1. Normal Operations
a. Develop, maintain, disseminate budget and management procedures to ensure the prompt
and efficient disbursement and accounting of funds to conduct emergency operations, as
well as support and maximize claims of financial assistance from state and federal
governments, and facilitate audits following the disaster
b. Provide training to familiarize staff with internal procedures, as well as federal and state
disaster assistance requirements and forms
c. Develop the necessary logistical support to carry out emergency tasking
d. Instruct all departments to maintain an inventory of supplies on hand
e. Develop the necessary mutual aid agreements, contracts, and listing of potential resource
providers to expedite the procurement of anticipated resource needs for disaster operations
f. Develop and maintain the necessary measures to protect vital records and critical systems
to ensure their continued operation during a disaster, as well as to facilitate their restoration
if impacted by the disaster
2. Increased Readiness
A natural or man-made disaster is threatening the local area
a. Review emergency budget and management procedures and update if necessary
b. Review federal disaster assistance procedures, the Disaster Preparedness and
Assistance Handbook, and the State Emergency Services and Disaster Law of 2000
as Amended
c. Review resource inventories and prepare to make emergency purchases of goods
and services. Major claimants will be Public Works, schools and Social Services
d. Review procedures to be followed in documenting and reporting disaster-related
expenditures with all departments
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e. Pre-identify one or more cost center code numbers to the potential
emergency/disaster incident to facilitate disaster cost accounting, and notify
departments of code assignment
f. Review and update mutual aid agreements, contracts, and listing of potential
resource providers to expedite the procurement of anticipated resource needs for
disaster operations
g. Ensure that the necessary measures to protect vital records and critical systems are
in place and can be implemented
3. Emergency Operations
a. Implement emergency budget and financial management procedures to expedite the necessary
procurement of goods and services to effectively address the situation at hand
b. Begin tracking and compiling accurate cost center records from data submitted by departments
c. Assist in damage assessment survey
d. Implement the necessary mutual aid agreements
e. Begin utilizing contracts and the resource listing to expedite the procurement of anticipated
resource needs for disaster operations
f. Implement the necessary measures to protect vital records and critical systems to ensure their
continued operation during a disaster, as well as to facilitate their restoration if impacted by the
disaster
4. Recovery
a. Prepare and submit disaster assistance applications to the appropriate state and/or federal
agencies for reimbursement of disaster related expenditures
b. Assist in finalizing damage assessment report
c. Review and revise real estate assessments based upon damages sustained to local infrastructure
d. Assist in the preparation and submission of government insurance claims
e. Conduct the necessary internal audits as well as support external audits required by state and
federal governments for assistance received
Identify and correct any shortfalls in emergency budget, accounting, and procurement procedures, as well
as measures implemented to protect critical systems
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VI.Plan Development and Maintenance
Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended, requires
jurisdictions to develop, adopt, and keep current a written Emergency Operations Plan.
Every four years, the County of Frederick shall conduct a comprehensive review and revision of its
Emergency Operations Plan to ensure the plan remains current, and the revised plan shall be adopted
formally by the Board of Supervisors.
Such review shall also be certified in writing to the Department of Emergency Management.
Drafting an emergency plan is a community effort and relies heavily on the Frederick County administrators
and experts to provide comprehensive guidance on hazard analysis, exercise design, evacuation planning,
emergency management, mitigation, recovery, emergency preparedness, and educational awareness. Input
may be received by any or all of the following agencies and departments:
Board of Supervisors
County Administration
Emergency Management
Fire & Rescue
PSCC
Public Works
Finance
Human Resources
Social Services
Other departments as applicable
The Coordinator or Deputy Coordinator will review and update the Emergency Operations Plan annually.
Emergency Management will coordinate with each emergency resource organization and assure the
development and maintenance of an appropriate emergency response capability.
It is the responsibility of the Coordinator and/or Deputy Coordinator to assure that the plan is tested and
exercised on a scheduled basis.
The Coordinator or Deputy Coordinator will maintain the exercise schedule and assure that the appropriate
resources are available to complete these activities.
After each drill, exercise or actual event, a hot wash and/or after-action review will take place. Any findings
from these post-event reviews will be incorporated into an update of the plan.
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VII. Exercise and Training
Trained and knowledgeable personnel are essential for the prompt and proper execution of the Frederick
County Emergency Operations Plan. The Coordinator and/or Deputy Coordinator will ensure that all
response personnel have a thorough understanding of their assigned responsibilities in a disaster or
emergency situation, as well as how their role and responsibilities interface with the other response
components of the Frederick County Emergency Operations Plan. All personnel will be provided with the
necessary training to execute those responsibilities in an effective and responsible manner.
The Emergency Management Coordinator and/or Deputy Coordinator, in conjunction with the Fire and
Rescue Training Division, is responsible for the development, administration, and maintenance of a
comprehensive training and exercise program customized to the needs of Frederick County. This program
will be comprised of a general, core, functionally specific, as well as on-going refresher training programs
designed to attain and sustain an acceptable level of emergency preparedness for Frederick County.
Training will be based on federal and state guidance. Instructors will be selected from Frederick County
government officials and staff, state and federal governments, private industry, the military, and volunteer
groups trained in emergency services and response. All training and exercises conducted in Frederick
County will be documented. Training needs will be identified, and records maintained for all personnel
assigned emergency response duties in a disaster.
The Emergency Management Coordinator and/or Deputy Coordinator will develop, plan, and conduct
tabletop, functional and/or full-scale exercises as appropriate. These exercises will be designed to not only
test the Frederick County Emergency Operations Plan, but to train all appropriate officials, emergency
response personnel, Frederick County employees, and improve the overall emergency response
organization and capability of the County. Quasi-public and volunteer groups and/or agencies will be
encouraged to participate. Deficiencies identified by the exercise will be addressed as immediately as
feasible and practical.
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Appendix 1 Glossary of Key Terms
Amateur Radio Emergency Services (ARES)
A public service organization of licensed amateur radio operators who have voluntarily registered their
qualifications and equipment to provide emergency communications for public service events as needed
American Red Cross (ARC)
A humanitarian organization led by volunteers, that provides relief to victims of disasters and helps prevent,
prepare for, and respond to emergencies. It does this through services that are consistent with its
Congressional Charter and the Principles of the International Red Cross Movement.
Command Section
Includes the five functional areas of the Incident Command System. The function of the command section
is to direct, control, or order resources, including people and equipment, to the best possible advantage.
Command Post
That location at which primary Command functions are executed; usually collocated with the Incident Base
also referred to as the Incident Command Post.
Comprehensive Resource Management
Maximizes the use of available resources, consolidates like resources and reduces the communications load
on the Incident Command Operation.
Coordination
The process of systemically analyzing a situation, developing relevant information, and informing
appropriate personnel of viable alternatives for selection of the most effective combination of available
resources to meet specific objectives.
Emergency
Any occurrence, or threat, whether natural or man-made, which results or may result in substantial injury
or harm to the population or substantial damage to or loss of property or natural resources and may involve
governmental action beyond that authorized or contemplated by existing law because governmental
inaction for the period required to amend the law to meet the exigency would work immediate and
irrevocable harm upon the citizens or the environment of the Commonwealth or clearly defined portion or
portions thereof.
Decontamination
The process of making people, objects, or areas safe by absorbing, destroying, neutralizing, making
harmless, or removing the Hazardous Materials/HAZMAT
Emergency/Disaster/Incident
An event that demands a crisis response beyond the scope of any single line agency or service and that
presents a threat to a community or larger area. An emergency is usually an event that can be controlled
within the scope of local capabilities; a major emergency or disaster usually requires resources beyond what
is available locally.
Emergency Alert System
A network of broadcast stations interconnecting facilities authorized by the Federal Communications
Commission (FCC) to operate in a controlled manner to warn and inform the public of needed protective
actions in the event of a disaster or emergency situation.
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Emergency Operations Center
A facility from which government coordinates and supports its emergency operations; where information
about the status of the emergency situation is officially collected, compiled, and reported on; where
coordination among response agencies takes place; and from which outside assistance is officially
requested.
Emergency Operations Plan
A document which provides for a preplanned and coordinated response in the event of an emergency or
disaster situation.
Emergency Management
The preparation for and the carrying out of functions (other than functions for which military forces are
primarily responsible) to prevent, minimize, and repair injury and damage resulting from natural or
manmade disasters. These functions include firefighting, police, medical and health, rescue, warning,
engineering, communications, evacuation, resource management, plant protection, restoration of public
utility services, and other functions related to preserving the public health, safety, and welfare.
Emergency Support Function
A functional area of response activity established to facilitate the delivery of Federal assistance required
during the immediate response phase of a disaster to save lives, protect property and public health and
maintain public safety.
Exercise
An activity designed to promote emergency preparedness; test or evaluate emergency operations plans,
procedures, or facilities; train personnel in emergency response duties, and demonstrate operational
capability. There are three specific types of exercises: tabletop, functional, and full scale.
Evacuation
Assisting people to move from the path or threat of a disaster to an area of relative safety.
Federal Disaster Assistance
Aid to disaster victims and/or state and local governments by federal agencies under provisions of the
Robert T. Stafford Relief and Emergency Assistance Act of (PL 93-288).
Geographic Information System
A computer system capable of assembling, storing, manipulating, and displaying geographically referenced
information, i.e.-data identified according to their locations.
Hazardous Materials
Substances or materials which may pose unreasonable risks to health, safety, property, or the environment
when used, transported, stored or disposed of, which may include materials which are solid, liquid, or gas.
Hazardous materials may include toxic substances, flammable and ignitable materials, explosives, or
corrosive materials, and radioactive materials.
Hazardous Materials Emergency Response Plan
The plan was developed in response to the requirements of Section 303 (a) of the Emergency Planning and
Community Right-to-Know Act (Title III) of Superfund Amendments and Reauthorization Act of 1986. It
rials release,
in evaluating our preparedness for such an event, and in planning our response and recovery actions. This
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Incident Command System
A model for disaster response that uses common terminology, modular organization, integrated
communications, unified command structure, action planning, manageable span or control, pre-designed
facilities, and comprehensive resource management. In ICS there are five functional elements: Command,
Operations, Logistics, Planning and Finance/Administration.
Incident Commander
The individual responsible for the management of all incident operations.
Initial Damage Assessment Report
A report that provides information regarding overall damage to public and private property, thereby
providing a basis for emergency declaration and/or disaster assistance.
Integrated Communications Plan
This plan coordinates the use of available communications means and establishes frequency assignments
for certain functions.
Local Emergency
The condition declared by the local governing body when, in its judgment, the threat or actual occurrence
of a disaster is or threatens to be of sufficient severity and magnitude to warrant coordinated local
government action to prevent, or alleviate loss of life, property damage, or hardship. Only the Governor,
upon petition of a local governing body, may declare a local emergency arising wholly or substantially out
of a resource shortage when he deems the situation to be of sufficient magnitude to warrant coordinated
local government action to prevent or alleviate the hardship or suffering threatened or caused thereby.
Local Emergency Planning Committee (LEPC)
Appointed representatives of local government, private industry, business, environmental groups, and
emergency response organizations responsible for ensuring that the hazardous materials planning
requirements of the Superfund Amendments and Reauthorization Act of 1986 (SARA Title III) are
complied with.
Mitigation
Activities that eliminate or reduce the chance occurrence or the effects of a disaster. Examples of mitigation
measures include, but are not limited to, the development of zoning laws and land use ordinances, State
building code provisions, regulations and licensing for handling and storage of hazardous materials, and
the inspection and enforcement of such ordinances, codes and regulations.
Mobile Crisis Unit
A field response team staffed and operated by mental health professionals specially trained in crisis
intervention. The Mobile Crisis Unit is available to provide on-scene crisis intervention to incident victims
and to follow up work with victims and formal Critical Incident Stress Debriefings for service providers
after the incident has been brought under control.
Mutual Aid Agreement
A written agreement between agencies and/or jurisdictions in which they agree to assist one another, upon
request, by furnishing personnel and/or equipment in an emergency situation.
National Response Framework
Is a guide to how the Nation conducts all-hazard response. It is built upon scalable, flexible and adaptable
coordinating structures to align key roles and responsibilities across the nation.
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National Weather Service (NWS)
The federal agency which provides localized weather information to the population, and during a weather-
related emergency, to state and local emergency management officials.
Preparedness
The development of plans to ensure the most effective, efficient response to a disaster or emergency.
Preparedness activities are designed to help save lives and minimize damage by preparing people to respond
appropriately when an emergency is imminent. Preparedness also includes establishing training, exercises
and resources necessary to achieve readiness for all hazards, including Weapons of Mass destruction
incidents.
Presidential Declaration
A presidential declaration frees up various sources of assistance from the Federal government based on
the nature of the request from the governor.
Primary Agency
While several County departments will be performing varied and critical tasks during a disaster, in most
cases only one agency will be co
for detailed planning, testing, and evaluation of their respective emergency support function. The
Department Director of the primary agency shall serve as the principle advisor to the County Administrator
during the response and recovery phase. In addition, the Department Director or the primary agency must
assure that essential operations of his/her agency will continue, unless otherwise directed by the County
Administrator or his/her designee.
Regional Information Coordination Center
The center facilitates communications and coordination among local, state, and federal government
authorities to ensure an effective and timely response to regional emergencies and incidents, including
coordination of decision-making regarding events such as closings, early release of employees, evacuation,
transportation decisions, health response, etc.
Situation Report
A form which, when completed at the end of each day of local Emergency Operations Center operations,
will provide the County with an official daily summary of the status of an emergency and of the local
emergency response. A copy should be submitted to the State EOC via fax or submitted through the
Virginia Department of Emergency Management website.
Span of Control
As defined in the Incident Command System, Span of Control is the number of subordinates one supervisor
can manage effectively. Guidelines for the desirable span of control recommend three to seven persons.
The optimal number of subordinates is five for one supervisor.
State of Emergency
The condition declared by the Governor when, in his judgment, a threatened or actual disaster in any part
of the State is of sufficient severity and magnitude to warrant disaster assistance by the State to supplement
local efforts to prevent or alleviate loss of life and property damage.
Superfund Amendments and Reauthorization Act of 1986
Established Federal regulations for the handling of hazardous materials.
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Unified Command
Shared responsibility for overall incident management as a result of a multi-jurisdictional or multi-agency
incident. In the event of conflicting priorities or goals, or where resources are scarce, there must be a clear
line of authority for decision-making. Agencies contribute to unified command by determining overall
goals and objectives, jointly planning for tactical activities, conducting integrated tactical operations and
maximizing the use of all assigned resources.
Weapons of Mass Destruction
Any explosive, incendiary, or poison gas, bomb, grenade, rocket having a propellant charge of more than 4
ounces, or a missile having an explosive incendiary charge of more than 0.25 ounce, or mine or device
similar to the above; poison gas; weapon involving a disease organism; or weapon that is designed to release
radiation or radioactivity at a level dangerous to human life. (Source: 18 USC 2332a as referenced in 18
USC 921).
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Appendix 2 List of Acronyms
APHIS Animal and Plant Health Inspection Service
CERT Community Emergency Response Team
CFO Chief Financial Officer
CR Community Relations
DSCO Deputy State Coordinating Officer
DHS Department of Homeland Security
DRC Disaster Recovery Center
DMME Department of Mines, Minerals, and Energy
DRM Disaster Recovery Manager
EAS Emergency Alert System
EOC Emergency Operations Center
ESF Emergency Support Function
EPA Environmental Protection Agency
ERT-A Emergency Response Team Advance Element
FBI Federal Bureau of Investigation
FCO Federal Coordinating Officer
FEMA Federal Emergency Management Agency
ICS Incident Command System
JIC Joint Information Center
JFO Joint Field Office
MACC Multi-agency Command Center
MOA Memorandum of Agreement
MOU Memorandum of Understanding
NAWAS National Warning System
NCR National Capital Region
NGO Nongovernmental Organization
NIMS National Incident Management System
NOAA National Oceanic and Atmospheric Administration
NRC Nuclear Regulatory Commission
NRP National Response Plan
NWS National Weather Service
PDA Preliminary Damage Assessment
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PIO Public Information Officer
POC Point of Contact
RACES Radio Amateur Civil Emergency Services
SAR Search and Rescue
SCC State Corporation Commission
SOP Standard Operating Procedures
USACE U.S. Army Corps of Engineers
USCG U.S. Coast Guard
USDA U.S. Department of Agriculture
VOAD Voluntary Organizations Active in Disaster
WAWAS Washington Area Warning System
WMD Weapons of Mass Destruction
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Appendix 3 Authorities and References
Federal
1. The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law
93-288, as amended
2. The Homeland Security Act
3. National Response Framework
4. Local and Tribal NIMS Integration: Integrating the National Incident Management System into Local
and Tribal Emergency Operations Plans and Standard Operating Procedures, V. 1, Department of
Homeland Security
State
1. Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended.
2. The Commonwealth of Virginia Emergency Operations Plan, September 2019
Local
1. Frederick County Emergency Operations Plan
2. Department Continuity of Operation Plans:
County Administrator
Fire & Rescue
Regional Adult Detention Center
Landfill
Shawneeland Sanitary District
Public Works
Communications
Planning & Development
Parks & Recreation
Inspection
Human Resources
Department of Geographic Information Systems
Finance Department
Office of Treasurer
Economic Development Commission
Commissioner of Revenue
Animal Shelter
Social Services
Data Processing
Health Department
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Appendix 4 Matrix of Responsibilities
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Emergency Public Information o x o
Law Enforcement o x
Traffic Control o x x
Communications o x x x x
Warning and Alerting o x x x
Fire Response o
Hazardous Materials Response o x o
Search and Rescue o x
Evacuation o o x x
Radiological Incident Response o x o x
Shelter Operation o x x o o
Emergency Medical Transport x o o
Mass Feeding x x x o x
Welfare Services o x
Health Services x o x
Utilities Services o x
Street Maintenance x x o
Debris Removal x x x o
Damage Assessment o x x x
Resource and Supply o x
Economic Stabilization o x x
Medical Services x x x o
Mortuary Services x o x
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ESF MATRIX FOR COUNTY AGENCIES
SUPPORT FUNCTION
NUMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
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AMERICAN RED CROSS S S S
COMMR. OF REVENUE S S
COUNTY ATTORNEY S
DATA PROCESSING S S S
EXTENSION SERVICE S S P
FIRE & RESCUE DEPT. S S P S S S P S P S S S S
HEALTH DEPARTMENT P S S P S S S S S S S
INSPECTIONS P S S
PARKS & RECREATION S S S
HUMAN RESOURCES S S
PLANNING S P S
PUBLIC SAFETY COMM. P S S
PUBLIC WORKS S P S S S S
REGIONAL JAIL S S S
SANITATION S S S
DEPARTMENT
SCHOOL P S S P S
ADMINISTRATION
SERVICE AUTHORITY S S
OFFICE S S S S S P S P S S
SOCIAL SERVICES S P S S S S
P Primary Agency: Responsible for management of ESF.
S Support Agency: Responsible for supporting the primary agency.
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Appendix 5 Succession of Authority
Continuity of Government is critical to the successful execution of emergency operations. Therefore, the
following lines of succession are specified in anticipation of any contingency, which might result in the
unavailability of the ranking member of the administrative hierarchy. The decision-making authority for
each organization or service function is listed below by position in decreasing order.
Organization/Service Function Authority in Line of Succession
Board of Supervisors Chairman
Vice Chairman
Senior Board Member
County Administration County Administrator
Assistant County Administrator
Emergency Management Director
Deputy Director
Coordinator
Deputy Coordinator
Finance Director
Assistant Director
Risk Manager
Fire & Rescue Chief
Assistant Chief
Deputy Chief(s)
Human Resources Director
Benefits Administrator
H.R. Generalist
Planning & Development Director
Deputy Director
Senior Planner
PSCC Director
Operations Supervisor
Shift Supervisor
Public Works Director
Deputy Director
Building Official
Sheriff Sheriff
Major (Chief Deputy)
Captain
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Appendix 6 Emergency Operations Plan Distribution List
Director of Emergency Management
Deputy Director of Emergency Management
Coordinator of Emergency Management
Deputy Coordinator of Emergency Management
Frederick County Fire & Rescue Department
Frederick County Volunteer Fire & Rescue Companies (11)
Public Utilities (5) SVEC, REC, FCSA, Comcast, Washington Gas
Building Official
Director, Parks and Recreation
Commissioner of the Revenue
Director, Social Services
County Administration
Frederick County Extension Services
Frederick County Health Department
County Attorney
Public Safety Communications Center
Frederick County Board of Supervisors (6)
Frederick County Public Schools Administration Office
American Red Cross
Virginia Department of Transportation
Damage Assessment Team
Winchester Medical Center
Winchester Regional Airport
Northwestern Regional Adult Detention Center
Lord Fairfax EMS Council
Salvation Army
Virginia State Police Kernstown Barracks
Landfill
Shawneeland Sanitary District
Director, Public Works
Director, Planning & Development
Director, Human Resources
Director, GIS
Director, Finance
Office of the Treasurer
Animal Shelter
Mayor, Town of Middletown
Mayor, Town of Stephens City
Virginia Department of Emergency Management
Board of Elections, Frederick County
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Appendix 7 Essential Records
Court Records
The preservation of essential records for the locality is the responsibility of the Frederick County, Clerk
of the Circuit Court. All essential records are to be stored in the records vault located in the Office of
the Clerk of the Circuit Court. These records include the following:
Real Estate Records*
Criminal Records
Wills
Civil Records
Chancery Records
Marriage Licenses
The evacuation of records in the event of an emergency will be accomplished only by approval of the
Clerk of the Circuit Court.
Office.
* A microfilm copy of all real estate records for the locality is stored in the
Archives, State Library, Richmond, Virginia.
Agencies/Organizations
Each agency/organization within the structure of local government should establish its own records
protection program. Those records deemed essential for continuing government functions should be
identified and procedures should be established for their protection, such as duplicate copies in a
separate location and/or the use of safe and secure storage facilities. Provisions should be made for the
continued operations of automated data processing systems and records.
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Appendix 8 - NIMS Resolution
Declaration of Adoption
National Incident Management System
Resolution (#042-05) RE: Adoption of the National Incident Management System Approved
Upon a motion by Supervisor Van Osten, seconded by Supervisor Tyler, the Board approved the Resolution re:
Adoption of the National Incident Management System.
WHEREAS
, the Board of Supervisors of the County of Frederick, Virginia, does herby find as follows:
WHEREAS
, the President in Homeland Security Directive (HSPD)-5, directed the Secretary of the
Department of Homeland Security to develop and administer a National Incident Management System (NIMS),
which would provide a consistent nationwide approach for Federal, State, and local governments to work together
more effectively and efficiently to prevent, prepare for, respond to and recover from domestic incidents, regardless
of causer, size or complexity;
WHEREAS
, the collective input and guidance from all Federal, State, and local homeland security
partners has been, and will continue to be, vital to the development, effective implementation and utilization of a
comprehensive NIMS;
WHEREAS
, it is necessary and desirable that all Federal, State, and local emergency agencies and
personnel coordinate their efforts to effectively and efficiently provide the highest levels of incident management;
WHEREAS
, to facilitate the most efficient and effective incident management it is critical that Federal,
State, and local organizations utilize standardized terminology, standardized organizational structures, interoperable
communications, consolidated action plans, unified command structures, uniform personnel qualification standards,
uniform standards for planning, training, and exercising, comprehensive resources management, and designated
incident facilities during emergencies or disasters;
WHEREAS
, the NIMS standardized procedures for managing personnel, communications, facilities and
first responder safety, and streamline incident management processes;
WHEREAS
, the Incident Command System components of NIMS are already an integral part of various
county incident management activities, including current emergency management training programs; and
WHEREAS
, the National Commission on Terrorist Attacks (9-11 Commission) recommended adoption of
a standardized Incident Command System.
NOW, THEREFORE, BE IT HEREBY PROCLAIMED
by the Board of Supervisors of the County of
Frederick, Virginia, that the National Incident Management Systems (NIMS) is established as the County standard
for incident management.
The above motion was approved by the following recorded vote:
Richard C. Shickle Aye
Gary W. Dove Aye
Bill M. Ewing Aye
Gene E. Fisher Aye
Gina A. Forrester Aye
Lynda J. Tyler Aye
Barbara E. Van Osten Aye
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Appendix 9 Resolution of Adoption of EOP
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Appendix 10 Sample Declaration of Local Emergency
RESOLUTION # _____ DECLARING A LOCAL EMERGENCY IN FREDERICK COUNTY, VIRGINIA
WHEREAS
, the Board of Supervisors of the County of Frederick does hereby find that:
1. Due to a severe winter storm with expected snow accumulation totals of 30 to 40 inches, the County of
Frederick is facing dangerous conditions;
2. Due to a severe winter storm, a condition of extreme peril of life and property necessitates the proclamation
of the existence of an emergency;
NOW, THEREFORE, IT IS HEREBY
PROCLAIMED BY THE Board of Supervisors of the County of
Frederick, Virginia that an emergency exists throughout the county, and
IT IS FURTHER PROCLAIMED AND ORDERED
that due to the above stated circumstances, and after
consultation with the Coordinator and Deputy Coordinator(s) of Emergency Management, the Director of
Emergency Management declared a local emergency pursuant to Section 44.146.21 of the Code of Virginia on
___________, 20__. This local emergency declaration remained in effect until ___________, 20__ during which
time the powers, functions, and duties of the Director of Emergency Management and the Emergency Services
Organizations of the County of Frederick shall be those prescribed by state law and the ordinances, resolutions, and
approved plan of the County of Frederick in order to mitigate the effects of said emergency.
ADOPTED
this ____ day of __________, 20__
Upon motion made by Supervisor ______________________, seconded by Supervisor
__________________________, the above Resolution was approved by the following recorded vote:
Chairman _____ Member _____
Member _____ Member _____
Member _____ Member _____
Member _____
A COPY TESTE:
___________________________________
County Administrator
Clerk, Board of Supervisors
County of Frederick, Virginia
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EMERGENCY SUPPORT FUNCTION
#1 - TRANSPORTATION
PRIMARY AGENCY
County Transportation Planner
SECONDARY/SUPPORT AGENCIES
Law Enforcement
Public Schools
Public Works
Virginia Department of Transportation
Airport Authority
Parks and Recreation
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #1 Transportation assists local, federal, and state government entities and
voluntary organizations requiring transportation capacity to perform response missions following a disaster or
emergency. Emergency Support Function #1 will also serve as a coordination point between response operations
and restoration of the transportation infrastructure.
SCOPE:
Assistance provided by ESF #1 includes, but is not limited to:
Coordinating transportation activities and resources during the response phase immediately following an
emergency or disaster;
Facilitating damage assessments of transportation routes to establish priorities and determine needs of
available transportation resources;
Prioritization and/or allocation of all government transportation resources;
Processing all transportation requests from county agencies and emergency support functions. This ESF
will coordinate evacuation transportation as its first priority; and
Facilitate movement of the public in coordination with other transportation agencies.
POLICIES:
Local transportation planning will use the most effective means of transportation to carry out the
necessary duties during an incident;
Local transportation planning will recognize State and Federal policies, regulations, and priorities used
to control movement of relief personnel, equipment and supplies;
To facilitate the prompt deployment of resources, priorities for various incidents are developed and
maintained through an interagency process led by local government prior to an incident. Each ESF is
responsible for compiling, submitting, and updating information for inclusion in the ESF #1 prioritized
shipments.
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CONCEPT OF OPERATIONS
GENERAL:
The Emergency Operations Plan provides guidance for managing the use of transportation services and deployment
of relief and recovery resources.
A disaster may severely damage the transportation infrastructure and interrupt transportation services. Most
localized transportation activities will be hampered by lack of usable surface transportation infrastructure.
The damage to the transportation infrastructure may influence the means and accessibility level for relief services
and supplies.
Disaster responses, which require usable transportation routes, will be difficult to coordinate effectively during the
immediate post disaster period.
Clearing access routes will permit a sustained flow of emergency relief, although localized distribution patterns may
be disrupted for a significant period.
All government transportation resources not being used for the emergency/disaster will be available for use.
All requests for transportation support will be submitted to the Emergency Operations Center for coordination,
validation, and/or action in accordance with this Emergency Support Function.
ORGANIZATION:
The County, in conjunction with the Virginia Department of Transportation, is responsible for coordinating
resources needed to restore and maintain transportation routes necessary to protect lives and property during an
emergency or disaster.
The Department of Transportation will provide a liaison and provide information on road closures, alternate routes,
and infrastructure damage, and debris removal, rail and bus transit and restoration activities.
The Department of Transportation in conjunction with support agencies will assess the condition of highways,
bridges, signals, rail and bus transit and other components of the transportation infrastructure and where
appropriate:
Close infrastructure determined to be unsafe;
Post signing and barricades; and
Maintain and restore critical transportation routes, facilities, and services.
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ACTIONS
ESF #1 will develop, maintain, and update plans and procedures for use during an emergency;
The personnel will stay up to date with education and training that is required for a safe and efficient
response to an incident;
Alert local primary agency representative of possible incident, and begin preparations for mobilization of
resources;
If necessary, contact State or Federal agencies and alert Secondary Agencies. Assess initial damage and
work to decide on the priorities for reconstruction and restoration of critical transportation facilities;
Keep record of all expenses, and continue through the duration of the emergency;
Prepare appropriate facilities for possible use;
Identify a Transportation Officer (Fleet Management) to coordinate transportation issues, as needed;
Locality will communicate and inform the State EOC of actions and intentions;
ESF #1 staff coordinates the use of transportation resources to fulfill mission assignments and follow
established practices and procedures; and
Continue to provide support where needed.
RESPONSIBILITIES
PRIMARY AGENCY:
Staff EOC as required to coordinate activities;
Partners with State and Federal departments as well as local industry to assess damage and impact on
transportation and infrastructure;
Coordinates and implements, response and recovery functions under Primary agency statutory
authorities;
Assists with determining the most viable transportation networks to, from and within the emergency or
disaster area and regulates the use of these transportation networks; and
Identifies resource requirements for transportation and coordinates their allocation.
Ensures safe and open transportation routes;
Maintenance and continued operation of infrastructure in County right-of way including traffic
engineering and street maintenance;
Assist with providing minimum essential sanitation services;
Relocation of essential equipment and supplies; and
Provide for a flood plain management program.
Monitor/ provide information relative to the IFLOWS program to departments and businesses
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EMERGENCY TRANSPORTATION RESOURCES
FREDERICK COUNTY PUBLIC SCHOOLS:
Bus Garage: 540-678-1868 or contact the Superintendent of Schools
135 regular school buses
(Approximately 119 radio/cellular-equipped)
18 lift-equipped/wheelchair capable buses of varying
sizes
(All radio/cellular equipped)
Note: set-up/reconfiguration required to vary number of wheelchair bays in each, requiring some lead
time
4 -equipped)
6 Activity vehicles.
Base Radio; county frequency, can net with both the EOC and the Frederick County Communications Center.
CHURCHES/CIVIC GROUPS/PRIVATE SCHOOLS:
Public Information appeal for transportation; query mechanical reliability in order to avoid becoming a liability
rather than asset; issue written directions on traffic control point entry pass.
Consider, given church knowledge of their own aged and handicapped members in area, coordinating assets and
inputs.
Assign Vans to smaller, more remote roads, which cannot handle school buses.
(Consider check-in/out at traffic control pt)
PARKS AND RECREATION VANS
Vehicles:
3 Seven passenger vans
1 Thirteen passenger van
1 24 Passenger Bus
PRIVATE TRANSPORTATION COMPANIES
Schrock Tour & Charter 540-678-2871
Shuttle Transportation Inc. 540-631-9111
Taylor Charter Service 540-888-3963
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EMERGENCY SUPPORT FUNCTION
#2 COMMUNICATION
PRIMARY AGENCY
Public Safety Communications
SECONDARY/SUPPORT AGENCIES
Office
Fire & Rescue Department
Local Telephone Service Providers
Information Technology Department
Amateur Radio
INTRODUCTION
PURPOSE:
The purpose of Emergency Support Function #2 Communication is to support public safety and other county
agencies by maintaining continuity of information and telecommunication equipment and other technical resources.
ESF #2 is responsible for keeping the public and county employees informed in regard to an emergency situation,
provide guidance when appropriate to help save lives and protect property, and support county agencies with the
restoration and reconstruction of telecommunications equipment, computers, and other technical resources. This
section de
coordinate with the State Emergency Operations Center should outside assistance be required.
SCOPE:
ESF #2 works to accurately and efficiently transfer information during an incident. This ESF is also responsible for
the technology associated with the representation, transfer, interpretation, and processing of data among people,
places, and machines. Communication includes transmission, emission, or reception of signs, signals, writing,
images, and sounds or intelligence of any natures by wire, radio, optical, or other electromagnetic systems.
POLICIES:
The Communications Center (ECC) operates 24 hours a day, 7 days a week and serves as the 911 center
and the locality warning point;
The ECC is accessible to authorized personnel only;
Support personnel to assist with communications, designated logistics, and administration will also be
designated. The Director and/or Operations Supervisor will be available for decision-making as
required; and
The ECC will initiate notification and warning of appropriate personnel.
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CONCEPT OF OPERATIONS
GENERAL:
The Emergency Operations Plan provides guidance for managing emergency communications resources.
The Count
notification of actual or impending emergencies or disaster. The dispatcher on duty will notify other key personnel,
chiefs and department heads as required by the type of report and standard operating procedures (SOP).
The Emergency Communications Center (ECC) is accessible to authorized personnel only. The ECC is most often
the first point of contact for the general public. Use of all available forms of warning and notification will not
provide sufficient warning to the general public and special needs population.
The telephone companies will ensure that communications essential to emergency services are maintained. During
a major disaster, additional telephone lines may be installed in the Emergency Operations Center (EOC) to
coordinate emergency operations. At least one phone with a special publicized number (540-678-3911) will be
e Coordinator will coordinate with the
telephone company to provide these services.
Amateur radio operators may provide emergency backup radio communications between the EOC and the State
EOC, should normal communications be disrupted. They may also provide communications with some in-field
operators.
It is important that while communicating, standard plain language and common terminology is used so that multiple
agencies are better able to interact and understand each other.
Should an evacuation become necessary, warning and evacuation instructions will be put out via radio, TV and the
Citizens Alert System. The Public Information Officer will develop and provide public information announcements
and publications regarding evacuation procedures to include recommended primary and alternate evacuation routes,
designated assembly points for those without transportation, rest areas and service facilities along evacuation routes,
if appropriate, as well as potential health hazards associated with the risk.
ORGANIZATION:
Frederick County emergency communications are heavily dependent on the commercial telephone network. The
telephone system is vulnerable to the effects of emergencies and disasters and to possible system overload due to
increased usage. Technical failure or damage loss of telecommunications equipment could hamper communications
or the ability to communicate with emergency personnel and the public throughout the locality. Mutual aid
repeaters in contiguous jurisdictions may not be available or may not be able to provide sufficient coverage or
channel loading to compensate for technical failure or damage to telecommunications resources in the locality
during an emergency.
Amateur radio operators and other nongovernmental volunteer groups used to assist with emergency radio
communications support will be under the authority of the Deputy Director of the Coordinator. The amateur radio
and other nongovernmental volunteer operators will be required to actively participate in regular training and
exercises established by the Office of Emergency Management.
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ACTIONS
ESF #2 will establish a working arrangement between the local Primary Agency, the local Emergency
Operations Center, and local news media;
The ECC will initiate notification and warning of appropriate personnel. Landline telephones, voice or
data, 2-way radio, and wireless telecommunications devices may be utilized to notify public officials,
EOC staff, emergency personnel and others, as required;
Emergency service vehicles equipped with public address systems may be used to warn the general
public;
Use of the Emergency Alert System must be authorized and coordinated by both the Emergency
Management Coordinator or Deputy Coordinator and the Communications Director or Operations
Supervisor
Emergency warning may originate at the federal, state or county level of government. Timely warning
requires dissemination to the public by all available means:
Emergency Communications Center
o
Emergency Alert System
o
Local radio and television stations
o
NOAA Weather Radio National Weather Service
o
Mobile public address system
o
Telephone
o
General broadcast over all available radio frequencies
o
Citizens Alert System
o
Newspapers
o
Amateur Radio Volunteers
o
Cable TV
o
Social Media
o
RESPONSIBILITIES
Develop and maintain primary and alternate communications system for contact with local jurisdictions,
state agencies, nongovernmental and private sector agencies required for mission support;
Ensure the ability to provide continued service as the Public Safety Answering Point (PSAP) for
incoming calls;
Ensure communication lines and equipment essential to emergency services are maintained by the
appropriate vendor;
Provide additional staffing in the EOC to assist with communications functions;
Develop and maintain an emergency communications program and plan;
Provide telephone service providers with a restoration priority list for telephone service prior to and/or
following a major disaster; and
Maintain records of cost and expenditures and forward them to Finance Section Chief.
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TAB 1 TO EMERGENCY SUPPORT FUNCTION #2
EMERGENCY NOTIFICATION PROCEDURES
Until the EOC is activated, the Public Safety Communications Center of Frederick County will notify the following
officials upon receipt of a severe weather flash flood or tornado watch or warning, or when directed by an on-scene
incident commander:
Personnel notification list are kept in Public Safety Communications Center of Frederick County,
the EOC and with the Deputy Emergency Management Coordinator
Additional personnel who are to be notified when an immediate evacuation is required or an
immediate need for temporary shelter is required.
Once operational, the EOC will receive messages directly from the State EOC. It is then the responsibility of the
Dispatch Center of Frederick County to monitor message traffic and ensure that messages reach the Deputy Director
or his designee.
TAB 2 EMERGENCY SUPPORT FUNCTION #2
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AMATEUR RADIO EMERGENCY SERVICE
The Amateur Radio Emergency Service® (ARES) consists of licensed amateurs who have voluntarily
registered their qualifications and equipment, with their local ARES leadership, for communications duty
in the public service when disaster strikes; pursuant to Federal Communications Commission Rules Part
97, Subpart E.
The Frederick County leadership within ARES is exercised by the Emergency Coordinator who appoints
Assistant Emergency Coordinators, as necessary, to assist in the administration and operation of ARES
throughout the county. The ARES Emergency Coordinator for Frederick County reports to the ARES
District One, District Emergency Coordinator (DEC) who, in turn, reports to the Virginia Section
Emergency Coordinator.
Upon notification by the EOC or other appropriate Frederick County official, the Frederick County ARES
Emergency Coordinator will alert his ARES members, task organize his personnel and communications
resources, and report immediately to the EOC or other location as directed. Upon reporting to the
responsible Frederick County official directing activation, the ARES Emergency Coordinator shall receive
tasking from that official until termination of the emergency and ARES members will then assume the
authorizations and responsibilities as defined under the FCC rules and regulations.
Frederick County ARES members are prepared to provide emergency backup radio communications,
sustained by their own emergency backup power, from any location within Frederick County to other
local, state and national locations, should the emergency warrant. Emergency backup radio
communications provided by Frederick County ARES members include equipment utilizing a wide
variety of media and frequencies that are capable of passing voice and/or record traffic, to include data
processing, in order to support the telecommunications requirements of the EOC or other local officials.
It shall be the responsibility of the Frederick County ARES Emergency Coordinator to ensure that
personnel and communications resources assigned to his area remain fully prepared to support any of the
functional operations phases delineated in ESF -2 in the Concept of Operations. He shall keep the EOC
fully advised of the state of readiness of ARES in Frederick County.
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TAB 3 EMERGENCY SUPPORT FUNCTION #2
WARNING FAN-OUT SYSTEM
VCIN VDES VERIFIED
VIRGINIA STATE DEPT. OF LOCAL
CRIMINAL EMERGENCY SOURCES
INFO NETWORK SERVICES
PHONE FROM
TELE TYPE
BY ANY
STATE
EOC
FROM
MEANS
STATE
POLICE
COMMUNICATIONS
CENTER
PHONE, RADIO PHONE, RADIO PHONE, RADIO PHONEPHONE, RADIO PHONE,
OR PAGEROR PAGEROR PAGEROR PAGERRADIO OR
PAGER
SHERIFF OTHER
SUPER- FIRE DEPTS.
DIRECTOR COORD-
OF INATOR OF
EMERGENCY
INTENDENT AND
EMERGENCY EMERGENCY
AND PUBLIC
OPERATIONS
OF SCHOOLS RESCUE
MANAG. MANAG.
OFFICIALS
SQUADS
MOBILE
COOPERATE
UNITS
RADIO EMERGENCY SCHOOLSWITH
DISPATCHED
STATIONS PERSONNEL SHERIFF
WITH PUBLIC
AND OTHER ON
ADDRESS TO
PUBLIC PUBLIC
AREAS WITH
OFFICIALSADDRESS
NO OTHER
COVERAGE
PUBLIC
ADDRESS
GENERAL
PUBLIC ADDRESS
PUBLIC
LOCAL
FIXED SIREN
RADIO
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EMERGENCY SUPPORT FUNCTION
#3 PUBLIC WORKS AND ENGINEERING
PRIMARY AGENCY
County Department of Public Works
SECONDARY/SUPPORT AGENCIES
Department of Building Inspection Services
Department of Planning and Zoning
Department of Park and Recreation
Public Schools
Water Authorities
Fire and EMS
Office
Department of Transportation
County Attorney
Virginia Department of Transportation
Virginia Department of Environmental Quality
Service Authorities
Commissioner of Revenue
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #3 Public Works and Engineering will assess the overall damage to public
and private property. ESF #3 will also conduct necessary inspections to ensure the integrity of buildings, assist with
debris removal and ensure that any rebuilding complies with existing zoning and land-use regulations.
SCOPE:
ESF #3 is structured to provide public works and engineering-related support for the changing requirements of
incident management to include preparedness, prevention, response, recovery, and mitigation actions. Activities
within the scope of this function include:
Conducting pre- and post-incident assessments of public works and infrastructure;
Executing emergency contract support for lifesaving and life-sustaining services;
Providing technical assistance to include engineering expertise, construction management, and
contracting and real estate services; and
Providing emergency repair of damaged infrastructure and critical facilities.
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POLICIES:
Personnel will stay up to date with procedure through training and education;
The Primary Agency will develop work priorities in conjunction with other agencies when necessary;
and
Local authorities will obtain required waivers and clearances related to ESF #3 support.
CONCEPT OF OPERATIONS
GENERAL:
In a disaster, buildings and structures may be destroyed or severely damaged. Homes, public buildings, bridges,
and other facilities may need to be reinforced or demolished to ensure safety. Public utilities may be damaged
and be partially or fully inoperable. Access to the disaster areas may be dependent upon debris clearance and
roadway repairs. Debris clearance and emergency road repairs will be given top priority to support immediate
lifesaving emergency response activities.
Prompt assessment of the disaster area is required to determine critical response times and potential workloads.
Early damage assessment must be made rapidly and be general in nature. Following an incident, a multitude of
independent damage assessment activities will be conducted by a variety of organizations including the County
Damage Assessment Teams, Insurance Companies, Virginia Department of Emergency Management, Utility
Companies and Federal Agencies.
ORGANIZATION:
The Emergency Manager will be responsible for deploying damage assessment teams, consolidating damage
ity
will be to assess the structural damage.
County Damage Assessment Teams will assess damage to the extent of their resources and in their areas of
expertise. The Health Department may assist the Department of Public Works with damage assessments related
to health hazards that may be caused by the disrupted disposal of sanitary wastes.
An Initial Damage Assessment Report will be completed by Coordinator and submitted to the Virginia
Department of Emergency Management within 72 hours of the event, outlining the severity of the problems and
the determination of need for further assistance. Federal/State supported damage assessment precedes delivery
of a Presidential Disaster Declaration and defines the specific needs for a long-term recovery.
To minimize threats to public health, the Department of Public Works will serve as liaison with the Virginia
Department of Environmental Quality (DEQ) and the County Attorney to secure the necessary emergency
environmental waivers and legal clearances that would be needed to dispose of emergency debris and materials
form demolition activities. The Department of Public Works will coordinate with DEQ to monitor the disposal
of debris materials.
The county departments mentioned will inspect all buildings for structural, electrical, gas, plumbing and
mechanical damage following a disaster situation. They will ensure that any repairs or rebuilding that occurs
following the incident will comply with the county building codes, zoning and land-use regulations and
comprehensive plan.
The County Building Official is responsible for determining the state of a building and placing notification on
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the facility. The building owner retains responsibility for deciding whether to demolish or restore the structure.
During the recovery phase the Building Official is responsible for the facilitation of the building permit issuance
process and for the review and approval of the site-related and construction plans submitted for the
rebuilding/restoration of residential and commercial buildings.
ACTIONS
Alert personnel to report to the EOC;
Review plans;
Begin keeping record of expenses and continue for the duration of the emergency;
Prepare to make an initial damage assessment;
Activate the necessary equipment and resources to address the emergency; and
Coordinate response with County, State, Federal departments and agencies.
RESPONSIBILITIES
Assist in conducting initial damage assessment;
Submit initial damage assessment to EOC (ESF#5)
Assist in coordinating response and recovery;
Prioritize debris removal;
Inspect buildings for structural damage; and
Ensure all repairs comply with County building codes, zoning, land-use regulations and
comprehensive plan.
Refer to Support Annex #4 Debris Management
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TAB 1 FOR EMERGENCY SUPPORT FUNCTION #3
BUILDING POSTING GUIDE
1. All buildings within the area, regardless of damage are to be POSTED by the emergency department
members at the site.
2. One of the following three posters is to be used
A.
No damage to structural elements.
No damage to utilities.
There is only minor damage to walls or roof affecting weather resistance.
Generally 10% or less damage.
B.
There is structural damage to a portion of the building.
The building needs utility or weather resistance repairs.
The building may be occupied safely.
Generally greater than 10% and less than 50% damage.
C.
There is major structural damage.
No occupancy is allowed.
May or may not need to be demolished.
Generally more than 50% damage.
3. If there is immediate danger to life from failure or collapse, the squad leader should inspect and, as
appropriate sign or have Building Official sign demolition order to call the appropriate entities to shore-
up structure.
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TAB 2 FOR EMERGENCY SUPPORT FUNCTION #3
PUBLIC WORKS AND RECREATION
ORGANIZATION AND RESOURCES
Parks and Recreation
Parks and Recreation includes the responsibilities of the following:
Building Maintenance
Janitorial Services
Parks and Recreation Facilities and Grounds
Personnel:
37
Vehicles:
Cars 2
Pick-ups 17
Vans 5
3 Seven passenger vans
1 Thirteen passenger van
1 Fifteen passenger van
1 - 24 Passenger Bus
2 Dump trucks (Clear Brook & Sherando Maintenance Staff)
Public Works Department
Public Works Department includes the following:
Land Fill
Inspections
Refuse Collection
Re-Cycling
Litter Control
Shawnee Land
Animal Shelter
Personnel:
42
Vehicles:
Van ...........................................................................................................1
Pick-ups ....................................................................................................18
Four Wheel Drive, Heavy Equipment, and Dump Trucks
Signage that may be needed for buildings that have been determined to be safe for occupancy, limited
entry or unsafe to enter shall be provided by the Building Department upon such inspections.
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EMERGENCY SUPPORT FUNCTION
#4 FIRE FIGHTING
PRIMARY AGENCY
Frederick County Fire & Rescue Department
SECONDARY/SUPPORT AGENCIES
Virginia Department of Forestry
Volunteer Fire & Rescue Companies
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #4 Fire Fighting directs and controls operations regarding fire
prevention, fire detection, fire suppression, rescue and hazardous materials incidents; as well as to
assist with warning and alerting, communications, evacuation, and other operations as required
during an emergency.
SCOPE:
ESF #4 manages and coordinates fire-fighting activities including the detection and suppression of
fires, and provides personnel, equipment, and supplies to support to the agencies involved in the
firefighting operations.
POLICIES:
Priority for all firefighting operations is given to public and fire fighter safety and then to
protecting property (in that order).
For efficient and effective fire suppression mutual aid may be required from various local
firefighting agencies. This requires the use of the Incident Command System together with
compatible equipment and communications.
Personnel will stay up to date with procedures through education and training.
CONCEPT OF OPERATIONS
GENERAL:
The Frederick County Fire & Rescue Department is prepared to assume primary operational control
in fire prevention strategies, fire suppression, and hazardous material incidents. (See the Hazardous
Material Emergency Response Plan.)
Fire department personnel who are not otherwise engaged in emergency response operations will
assist other local agencies in warning and alerting the public, evacuation, and communications as is
necessary and appropriate during an emergency situation.
When the Emergency Support Function is activated all requests for firefighting support will, in most
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cases, be submitted to the 9-1-1 Center for coordination, validation, and/or action.
The Director or his/her designee will determine the need to evacuate large areas and will issue orders
for evacuation or other protective action as needed. However, the incident commander may order an
immediate evacuation prior to requesting or obtaining approval, if in his/her judgment this action is
necessary in order to safeguard lives and property. Should an evacuation become necessary the
warning and instructions will be communicated through the appropriate means. In addition, the Law
Enforcement will use mobile loudspeakers or bullhorns, or go door to door to ensure that all affected
residents have received the warning.
During an evacuation in which a large number of citizens are sheltered, the County fire & Rescue
Department may coordinate the positioning of an onsite EMS basic life support unit to support the
shelter operation
.
ORGANIZATION
:
A fire representative will be assigned to the EOC in order to coordinate the fire service response.
The fire representative will be a part of the EOC staff and will assist with the overall direction and
control of emergency operations.
Office will assist and
provide security for the evacuated area. In the event of a hazardous materials incident, the Incident
Commander should implement immediate protective actions to include evacuation as appropriate.
The Fire Department has 113 paid firefighters and approximately 300 volunteer firefighters in 11
volunteer stations.
ACTIONS
Develop and maintain plans and procedures to provide fire and rescue services in time of
emergency;
Document expenses and continue for the duration of the emergency;
Check firefighting and communications equipment;
Fire Service representatives should report to the County Emergency Operations Center to
assist with operations;
Fire department personnel may be asked to assist with warning and alerting, evacuating,
communications, and emergency medical transport; and
Follow established procedures in responding to fires and hazardous materials incidents and
in providing rescue services; and
Requests mutual aid from neighboring jurisdictions through existing mutual aid plans
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RESPONSIBILITIES
Fire prevention and suppression;
Emergency medical treatment and transport;
Hazardous materials incident response and training;
Radiological monitoring and decontamination;
Assist with evacuation;
Search and rescue;
Temporary shelter for evacuees at each fire station;
Assist in initial warning and alerting;
Provide qualified representative to assist in the State EOC;
Requests assistance from supporting agencies when needed;
Arranges direct liaison with fire chiefs in the area;
Implements Mutual Aid.
Equipment
:
18 pumpers
7 tankers
9 utilities
14 brush trucks (all four-wheel drive)
2 Aerial Devices
5 ALS support vehicles
22 ambulances
5 rescue engines
1 Rescue Squad
10 staff vehicles
2 UTV
1 Zodiac boat
1 Mobile command post
1 Raft
1 John Boat
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EMERGENCY SUPPORT FUNCTION
#5 EMERGENCY MANAGEMENT
PRIMARY AGENCY
Coordinator of Emergency Management / Emergency Management Agencies
SECONDARY/SUPPORT AGENCIES
Fire & Rescue
Office
Department of Information and Technology
Department of Planning & Zoning
Department of Public Works
Red Cross
County Attorney
County Administrator
Finance
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #5 Emergency Management directs, controls, and coordinates
command system. ESF #5 must ensure the implementation of actions as called for in this plan,
coordinate emergency information to the public through ESF #2, and coordinate with the Virginia
State Emergency Operation Center should outside assistance be required.
SCOPE
:
ESF #5 serves as the support for all local departments and agencies across the spectrum of incident
management from prevention to response and recovery. ESF #5 facilitates information flow in the
pre-incident prevention phase in order to place assets on alert or to pre-position assets for quick
response. During the post-incident response phase, ESF #5 activities include those functions that are
critical to support and facilitate multi-agency planning and coordination. This includes alert and
notification, deployment and staffing of emergency response teams, incident action planning,
coordination of operations, logistics and material, direction and control, information management,
facilitation of requests for assistance, resource acquisition and management (to include allocation
and tracking), worker safety and health, facilities management, financial management, and other
support as required.
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POLICIES:
Emergency Support Function #5 provides an overall locality wide multi-agency command
system implemented to manage operations during a disaster.
The Incident Command System can be used in any size or type of disaster to control
response personnel, facilities, and equipment.
The Incident Command System principles include use of common terminology, modular
organization, integrated communications, unified command structure, coordinated action
planning, a manageable span of control, and comprehensive resource management.
ESF #5 staff supports the implementation of mutual aid agreements to ensure seamless
resource response.
Provides representatives to staff key positions on Emergency Response Teams.
Departments and agencies participate in the incident action planning process, which is
coordinated by ESF #5.
CONCEPT OF OPERATIONS
GENERAL
:
The Coordinator or Deputy Coordinator will assure the development and maintenance of SOPs on
the part of each major emergency support service. Generally, each service should maintain current
notification rosters, designate and staff an official emergency operations center, designate an EOC
representative, establish procedures for reporting appropriate emergency information, develop
mutual aid agreements with like services in adjacent localities, and provide ongoing training to
maintain emergency response capabilities. Emergency Management officials and agencies assigned
responsibilities by this plan should be aware of the hazards that have the greatest potential for a local
disaster and are most likely to occur.
When an emergency threatens, available time will be used to implement increased readiness
measures. The Coordinator or Deputy Coordinator will assure that all actions are completed as
scheduled.
The Planning Section will produce situation reports, which will be distributed to the EOC staff, on-
scene incident command staff, and the VEOC. The staff of the EOC will support short term and
long-term planning activities. Plans will be short and concise. The EOC staff will record the
activities planned and track their progress. The response priorities for the next operational period
will be addressed in the Incident Action Plan (IAP).
ORGANIZATION:
Emergency operations will be directed and controlled from the Emergency Operations Center
(EOC). The EOC staff will consist of the Deputy Director, Coordinator, and Deputy Coordinator,
and key agency/department leads or their designated representatives.
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The succession of authority within these key departments should be available in the EOP or
Continuity of Operations Plan (COOP). The list should include information on both elected and
designated positions; other positions may be outlined in State or County statues. EOC support
personnel to assist with communications, internal logistics, finance, external affairs and
administration will also be designated. The Deputy Director will be available for decision-making
as required. The Deputy Director is also responsible for coordinating the development and
implementation of hazard mitigation plans. The chiefs of regulatory agencies or designees are
responsible for enforcing compliance with rules, codes, regulations, and ordinances.
The Incident Commander will utilize the Incident Command System. Depending on the nature and
scope of the incident it may be handled solely by the Incident Commander, or it may require
coordination with the Emergency Operations Center. In major disasters there may be more than one
incident command post. The Incident Commander will generally be a representative from the
Primary Agency.
The regulatory agencies and governing bodies play an important role as they must pass and
implement the rules, regulations, codes and ordinances, which would reduce the impact of a disaster.
Local government agencies and volunteer emergency response organizations assigned to disaster
response duties are responsible for maintaining plans and procedures. These agencies are also
responsible for ensuring that they are capable of performing these duties in the time of an
emergency. In addition, these agencies are responsible for bringing any areas where new/revised
codes, regulations, and ordinances may mitigate a particular hazard to the attention of the County
Administrator and the County Board of Supervisors, in coordination with the Coordinator for
Emergency Management.
The Coordinator will assure the development and maintenance of established procedures on the part
of each major emergency support function. Generally, each agency should maintain current
notification rosters, designate staffing as appropriate for an official agency operation center, if
applicable, designate EOC representatives, establish procedures for reporting appropriate emergency
information, and provide ongoing training to maintain emergency response capabilities.
The Coordinator will assure that all actions are completed as scheduled. The County Administrator
may close facilities, programs, and activities in order that employees who are not designated
way.
The Coordinator will coordinate training for this emergency support function and conduct exercises
involving the EOC.
Actions
Develop and maintain a capability for emergency operations and reflect it in the
Emergency Operations Plan.
Make individual assignments of duties and responsibilities to staff the EOC and
o
implement emergency operations;
Maintain a notification roster of EOC personnel and their alternatives;
o
Establish a system and procedure for notifying EOC personnel;
o
Identify adequate facilities and resources to conduct emergency operations at the
o
EOC;
Coordinate Emergency Management mutual aid agreements dealing with adjunct
o
jurisdictions and relief organizations, such as the American Red Cross;
Develop plans and procedures for providing timely information and guidance to
o
the public in time of emergency through ESF #2;
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Identify and maintain a list of essential services and facilities, which must continue
o
to operate and may need to be protected;
Test and exercise plans and procedures; and
o
Conduct community outreach/mitigation programs.
o
Ensure compatibility between this plan and the emergency plans and procedures of key
facilities and private organizations within the County;
Develop accounting and record keeping procedures for expenses incurred during an
emergency;
Define and encourage hazard mitigation activities, which will reduce the probability of
the occurrence of disaster and/or reduce its effects;
Provide periodic staff briefings as required;
Prepare to provide emergency information to the public in coordination with ESF #2;
Provide logistical support to on scene emergency response personnel;
Maintain essential emergency communications through the established communications
network
Provide reports and requests for assistance to the Virginia EOC;
Compile and initial damage assessment report and send to the Virginia EOC; and
Coordinate requests for non-mutual aid assistance.
RESPONSIBILITIES
Activates and convenes local emergency assets and capabilities;
Coordinates with law enforcement and emergency management organizations;
Coordinates short- and long-term planning activities;
Maintains continuity of government;
Coordinates and supports emergency operations;
Submits state required reports and records;
Conducts initial warning and alerting; and
Provides emergency public information
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TAB 1 TO EMERGENCY SUPPORT FUNCTION #5
PRIMARY EOC STAFFING
Minimal Staffing
Coordinator of Emergency Management
Deputy Coordinator of Emergency Management
Sheriff or Designated Person
Message Clerk
Phone Operator
Fire & Rescue Chief or Designee
Full Staffing
Coordinator of Emergency Management ESF 5
Deputy Coordinator of Emergency Management ESF 5
Deputy Director of Emergency Management ESF 5
Office ESF 13
Fire & Rescue Chief or Designated Person ESF 4
Superintendent of Schools or Designated Person ESF 1
Health Department Representative ESF 8
Social Services Representative ESF 6
Red Cross
Message Clerks (2)
PIO ESF 15
Public Works Director or Designated Person ESF 3
General Services or Designated Person ESF 7
County Attorney Representative ESF 5
Director of Communications or Designee ESF 2
Haz-Mat Team Representative ESF 10
Search & Rescue Representative ESF 9
Parks & Recreation ESF 7
Messengers (2)
Status Board/Map Assistants (2)
Plotter Security
Phone Operators (2)
Public Information/Rumor Control
Public Information Officer
Phone Operators
Message Clerk
Messenger
Security
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EMERGENCY SUPPORT FUNCTION
a#6 MASS CARE, HOUSING, HUMAN RESOURCES
PRIMARY AGENCY
Department of Social Services
SECONDARY/SUPPORT AGENCIES
Red Cross
Public Schools
Virginia Voluntary Organizations Active in Disaster (VVOAD)
Virginia Department of Health Local Health Department
VA Department of Behavioral Health and Developmental Services
Fire & Rescue Department
Northwestern Community Services
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #6 receives and cares for persons who have been evacuated,
either from a high-risk area in anticipation of an emergency or in response to an actual emergency.
SCOPE:
ESF #6 promotes the delivery of services and the implementation of programs to assist individuals,
households, and families impacted by an incident. This includes economic assistance and other
services for individuals. ESF #6 includes three primary functions: Mass Care, Housing, and Human
Services.
Mass Care
involves the coordination of non-medical mass care services to include
sheltering of victims, organizing feeding operations, providing emergency first aid at
designated sites, collecting and providing information on victims to family members,
and coordinating bulk distribution of emergency relief items.
Housing
involves the provision of assistance for short- and long-term housing needs of
victims.
Human Services
include providing victim related recovery efforts such as counseling,
identifying support for persons with special needs, expediting processing of new
benefits claims, assisting in collecting crime victim compensation for acts of terrorism,
and expediting mail services in affected areas.
POLICIES:
Potential hazards may require an evacuation. The actual situation will determine the scope of the
evacuation and the number of evacuees who will utilize a shelter.
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The Coordinator will determine if a shelter is to be opened based on need and will also select the
shelter site(s) in coordination with the primary response agency and the agency that is the provider
of the site.
All government/volunteer/private sector resources will be utilized as necessary.
As needed, sheltering, feeding and emergency first aid activities will begin immediately after the
incident. Staging of facilities may occur before the incident when the incident is anticipated.
Information about persons identified on shelter lists, casualty lists, hospital admission, etc., will be
made available to family members to the extent allowable under confidentiality regulations.
Efforts will be made to coordinate among agencies providing information to minimize the number of
inquiry points for families.
CONCEPT OF OPERATIONS
GENERAL:
In the event of a small-scale evacuation, shelter and care may be provided at the nearest public safety
facility, which would include public schools, fire and EMS stations or the Salvation Army. Local
motels and local churches may also be used to shelter evacuees. In the event of a large-scale
evacuation/displacement of residents, or when the Coordinator along with the Incident Commander
decides that a larger facility is required, he will advise the Superintendent of Schools and the
Department of Social Services. The Superintendent of Schools will then activate one or more of the
schools in the county as shelter center(s) and designate a shelter facilities manager to be responsible
for functionality of the facility. The Department of Social Services will be responsible for shelter
management, shelter operations, registration and record keeping. The American Red Cross will
assist with operations at each facility.
Evacuees will be advised to bring the following items with them if time and circumstances permit:
one change of clothing, special medicines, baby food and supplies if needed, and sleeping bags or
blankets.
Upon arrival, registration forms will be completed for each family. Records will be maintained on
the whereabouts of all evacuees throughout emergency operations. The American Red Cross and the
Salvation Army may provide food and clothing and assist in shelter operations in accordance with
Statement of Understanding with the Commonwealth of Virginia.
The Department of Social Services will assure that persons with disabilities and functional needs
populations are provided for in time of an emergency. A current roster and a resources list should be
maintained. Public information materials should be modified for these populations so that they will
be aware of the primary hazards and of mitigation and response actions to be taken.
Should crisis-counseling services be required, trained mental health professionals will be provided
by local Community Services Boards, in conjunction with the Department of Behavioral Health and
Developmental Services (DBHDS).
Daily situation reports should be provided to the County Emergency Operations Center (EOC) about
the status of evacuees and of operations at the shelter center(s). The Local EOC will then relay
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information to the Virginia EOC as well as being Adequate records must
be maintained for all costs incurred in order to be eligible for post-disaster assistance.
ORGANIZATION:
The Department of Social Services assisted by the Superintendent of Schools, and the American Red
Cross, is responsible for the reception and care of evacuees. Public school employees may be
assigned support tasks. TOffice or a private security company will provide
security. The local health department along with EMS providers will provide first aid and limited
medical care service at the shelter center.
ACTIONS
Identify shelter facilities and implement MOA and other agreements;
Develop plans and procedures to transport, receive, and care for an indeterminate
number of evacuees;
Determine the maximum capacities for each potential shelter;
Designate managers and other key staff personnel;
Develop plans and procedures to receive and care for persons with disabilities
evacuated from residential homes and treatment facilities that operate 24 hours a day, 7
days a week;
Develop plans and procedures to receive and care for the animals of the evacuees;
Provide mass transportation as required;
Provide mass feeding as required; and
Document expenses
RESPONSIBILITIES
Activates support agencies.
Coordinates logistical and fiscal activities for ESF #5.
Plans and supports meetings with secondary agencies, and ensures all agencies are
informed and involved.
Coordinates and integrate overall efforts.
Provides registration and record keeping.
Provides crisis-counseling services as required.
Provides emergency welfare for displaced persons.
Coordinates release of information for notification of relatives.
Provides assistance for special needs population.
Assists in provisional medical supplies and services.
Provides available resources such as cots and ready to eat meals.
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TAB 1 TO EMERGENCY SUPPORT FUNCTION #6
SHELTER CENTER REGISTRATION FORM
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This is the standard form used by all
American Red Cross Shelter Centers. It is a four-part form with the back copy made of card stock.
Copies are distributed within the Shelter Center for various functions such as family assistance and
outside inquiry. This form should be kept on hand locally in ready-to-go Shelter Manager Kits. It
is available from the American Red Cross-National Office through local chapters. They
recommend keeping 150 forms for every 100 expected evacuees.
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TAB 2 TO EMERGENCY SUPPROT FUNCTION #6
Frederick County, Peacetime Disaster Plan
EMERGENCY SHELTER MANAGEMENT PLAN
MISSION
To receive and care for persons who have been evacuated, either from a high-risk area in anticipation
of an emergency or in response to an actual emergency.
ORGANIZATION
The Department of Social Services, assisted by the Red Cross, is responsible for the reception and
care of evacuees. During very large evacuations when the use of a public school is deemed necessary
Office
will provide security. Medical care will be provided by the Health Department. Northwestern
Community Health will provide Crisis Intervention. Local rescue squads will provide emergency
medical care at the Evacuation Assembly Center as necessary.
CONCEPT OF OPERATIONS
The provision of Emergency Shelter Services is a coordinated effort between the Department of
Social Services, the Red Cross, the Frederick County School System and the local fire
department/rescue squad units. The nature of the emergency and the anticipated size of the
evacuation will determine the sheltering response to be implemented.
Small Scale Temporary Evacuation
Local fire departments have traditionally functioned as small scale, temporary evacuation sites.
Located throughout the County, the fire
or gathering place for individuals being evacuated during an emergency.
Fire halls cannot accommodate individuals needing on-going shelter. Some individuals will be able
to make arrangements for their own sheltering needs (e.g. local motels, etc.) directly from the fire
hall. Social Workers from the Department of Social Services will be on-call to assist individuals and
families in making arrangements to divert their need for on-going shelter.
Small Scale Emergency Shelter
Salvation Army
540-662-4777. The direct line to the shelter for evenings and weekends is 540-
450-1555.
In the event that it is determined by the Director that evacuees will need to be sheltered beyond the
temporary capacity of the fire halls, care may be provided by the Salvation Army with the assistance
and support of the Department of Social Services and the Red Cross. The Salvation Army may be
able to accommodate up to fifty evacuees at their facility located at 300 Fort Collier Road,
Winchester, VA 22603 depending on current housing.
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Evacuees will be advised to bring the following items with them if time and circumstances permit:
one change of clothing, special medicines, baby food and supplies if needed, and sleeping bags or
blankets.
Staff and volunteers of the Salvation Army and the Department of Social Services will be trained by
the Red Cross in Emergency Shelter Management. The Red Cross will provide cots, blankets and
personal care kits for the evacuees. Staff and volunteers of the Salvation Army will be responsible
for registration and record keeping. Meals will be provided by the Salvation Army. The cost of food
and supplies will be reimbursed by the Red Cross or Frederick County as appropriate. Shelter staff
will be provided by the Salvation Army during the initial stage of the emergency shelter and will be
supplemented by staff of the Department of Social Services and volunteers from the Red Cross.
Support services (snow removal in the parking lot, garbage collection, delivery of necessary
additional food and supplies, etc.) will be coordinated by the Director of Social Services or designee
working with the Director.
If it is determined that nursing services are required, a nurse will be provided by the
Winchester/Frederick County Health Department. Should crisis-counseling services be required,
mental health professionals will be provided by Northwestern Community Services.
Large Scale Emergency Shelter
At the point that the need for emergency shelter escalates beyond the capacity of the Salvation Army,
the Director may determine that a larger facility is required. The Superintendent of Schools and the
Director of Social Services will be notified. The school to be designated as the Evacuation Assembly
Center will be determined based on the nature of the emergency. The Superintendent of Schools will
assign school administrative staff, kitchen, staff, maintenance personnel and bus transportation
personnel to assist with the emergency operations.
A staff member of the Department of Social Services will function as Shelter Manager of the
designated school. The Director of Social Services or designee will report to the Emergency
Operations Center. Staff members of the Department of Social Services and volunteers of the Red
Cross will be responsible for registration, record keeping and all sheltering duties. The Red Cross
will provide a trained Shelter Manager to assume management of the shelter beyond the first 24 hours
otion.
Sheltering of Animals
Only service animals are permitted in either the small scale or large-scale sheltering facilities. Upon
determination of shelter needs, the CERT will be activated to provide assistance and management
with the Pet Sheltering needs. Winchester/Frederick County in conjunction with the LEPC and the
Management of the pet sheltering shall be that of the local CERT which may need to be supplemented
by employees and volunteers of both the City and County. Other pet animals for which no other
alternative can be arranged will be placed at the Frederick County Animal Shelter, 161 Fort Collier
Road Winchester, VA 22603.
In the event of an injured
notified for determination where to house them
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Frederick County
Management Plan for Large Scale Emergency Shelter
At the point that the need for emergency shelter escalates beyond the capacity of the local fire stations
or the Salvation Army, the Coordinator or Deputy Coordinator may determine that a larger facility is
required.
The Coordinator/Deputy Coordinator (through ECC) will contact the Red Cross, the Director of the
Frederick County Department of Social Services and the Assistant Superintendent of the Frederick
County School System. The following information is to be communicated by the ECC:
1. Name and location of school to be opened.
2. Nature of the evacuation emergency.
3. Estimated time of arrival of evacuees.
Deputy Coordinator of Emergency Management
Chester Lauck 540-665-5618
clauck@fcva.us
Central Dispatch
Contact Responsibility is as follows:
Red Cross to call Red Cross Volunteers and Red Cross Shelter Manager.
Social Services to call agency workers and designate a Shelter Manager.
School to call the Principal; cafeteria staff, custodians and transportation personnel.
Emergency Management Coordinator/Deputy Coordinator shall notify the ARES
Emergency Coordinator for Frederick County
The Director of Social Services (or designee) will be stationed at the Emergency Operations Center
(EOC) throughout the time that the Evacuation Assembly Center is open and functional. The
Director will serve as the individual responsible for responding to all needs identified by the
Emergency Operations Center. (In the case of a long-term emergency requiring sheltering, the
Director of Social Services may request assistance from the Red Cross in stationing a volunteer at the
EOC.)
Emergency Shelter Kits have been placed at the Salvation Army, James Wood Middle School, and at
all county high schools. The Principal of each school knows where the Emergency Shelter Kit is
stored in his or her school.
SHELTER DUTIES AND RESPONSIBILITIES
1. Identification of Shelter Manager
The Director of Social Services or designee will designate a Department of
Social Services staff member as the Manager of the Emergency Shelter. The Red Cross will
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provide a trained Shelter Manager to assume management of the shelter beyond the first 24 hours
of the shelter's operation. The Shelter Manager will identify himself/herself to the school
principal, custodian and cafeteria manager.
2. Space Designation
The Shelter Manger will determine space to be utilized for receiving evacuees, waiting, eating,
health clinic, and sleeping, with appropriate consideration for accessibility for people with
gency
Shelter Kit.
3. Shelter Identification
Workers will put up signs and ensure appropriate doors are unlocked. (Signs are needed at main
highway, driveway entrance, building entrance, bathrooms, health clinic and registration). The
shelter will be identified as a "Red Cross Emergency Shelter" and the signs will be found in the
Emergency Shelter Kit.
4. Set up Shelter Manager's Workstation
The Shelter Manager will identify himself/herself to all workers volunteers and school staff and
will brief all shelter staff as soon as possible.
5. Outside Traffic Control
Workers will direct volunteers and evacuees to correct entrance, parking, etc. Volunteers and
evacuees with disabilities will be directed to the designated accessible parking and entrances.
6. Workers/Volunteers Sign In
All workers are to be identified by wearing red shelter vests and name badges. Duties will be
assigned as workers sign in. Workers/volunteers must sign out if leaving the shelter.
7. Interior Traffic Control
One worker will be stationed at the door to direct all workers to Shelter Manager's Workstation
and to direct evacuees to registration. Worker will explain to evacuees what to expect. (e.g. "You
will be registering yourself and your family; then you will be directed to the shelter activity
and/or sleeping areas. We will be serving coffee and juice and, as soon as they are ready, an
announcement will be made.")
8. Registration
Workers need to set up registration tables and chairs. Pencils, Red Cross Registration Cards and
name tags for evacuees will be available to each worker. Registration cards are to be completed
by worker. Workers will assist evacuees with disabilities through the registration process as
needed. Workers will note any special problems or concerns or health needs and will get full
completed, the evacuee takes card to the designated worker who will collect the cards,
alphabetize cards, tell the evacuee what to expect next and direct the evacuee to the next activity.
All evacuees will be given name badges to be worn at all times.
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9. Room Set Up
One worker is to be assigned as Lead Worker for Activity/Sleeping arrangements. Worker
prepares area for sleeping or resting, gets gym mats from storage and arranges them so that there
are areas for single men, single women and families. Worker determines need for additional cots
and arranges for chairs to be set up. Red Cross will supply blankets and cots to the shelter.
Personal item kits will be provided to evacuees if available.
10. Food Preparation and Clean Up
The School Cafeteria Manager or designee will direct all food preparation, serving and clean up
with assistance from shelter volunteers and workers. As soon as possible following the opening of
the Evacuation Center, coffee, juice and/or a snack will be served. The Cafeteria Manager will
work closely with the Shelter Manager to determine mealtimes, needed supplies, etc. The
Cafeteria Manager or designee will keep a record of all food utilized during the sheltering
activity. If necessary, a second method of providing food for shelters will be the CFW Regional
Jail cafeteria. Food will be prepared as needed and transported to the shelter site.
If for any reason the above food preparation plan is not possible, the Director will coordinate with
the Red Cross to utilize their food resource agreements.
11. Health Care
Shelter health services will be provided by the staff of the Winchester-Frederick County Health
Department. The Health Department nurses will provide shelter nursing services and will
determine the need to transport evacuees to the hospital, if necessary. Fire & Rescue Department
may station an Advanced Life Support Ambulance and crew as needed at the shelter.
12. Establishment of Sign-out/Re-entry Procedures
A sign-out/re-entry procedure will be established so that an accurate accounting of all persons in
the shelter is maintained.
13. Crisis Intervention
An area will be established for agency workers to address the immediate mental health/emotional
concerns of evacuees. Additional mental health counseling services will be provided through
Northwestern Community Services Emergency Services (Phone 540-667-2658 or 667-0145
nights and weekends). If additional mental health services are needed, the Red Cross has disaster
mental health counselors on-call. The Director or Shelter Manager can access these workers
through the Red Cross phone number.
14. Group Meeting for Evacuees
A printed list of Shelter Rules is in the Emergency Shelter Kit. Copies of the Shelter Rules must
be posted throughout the Shelter.
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As soon as possible following the registration of evacuees, a meeting will he held for all evacuees
to go over the rules of the shelter and to share information known about the disaster or
emergency. The following areas will be covered:
No smoking
No drinking of alcoholic beverages
Location of bathrooms, including those specified as handicapped accessible
Parents are responsible for their children
Rules of pay phones/communication
Individuals are responsible for their own belongings
Acceptable/non-acceptable behaviors
Requirement to sign-out/sign-in when leaving or re-entering shelter
Eating/Food rules
Recreation activities
Call for volunteers from evacuees
Answer questions from evacuees
Emergency evacuation procedures and exits
15. Security/Safety
Office to the Shelter site. Safety/security
issue
as needed, and assure fire exits are unlocked.
16. Supplies
All supplies are to be ordered through the Red Cross procedures. The worker:
-coordinates with Red Cross and the Emergency Operations Center to maintain a listing of
supplies needed and supplies used;
-works closely with food preparation worker;
-orders supplies and arranges for transportation delivery to shelter;
-periodically checks restrooms to assure adequate supplies; and
-orders clothes for evacuees who have been previously contaminated and arrive at shelter in need
of clean clothes.
17. Communication
Worker monitors communication between shelter and outside, monitors payphone or other
communications by evacuees to outside numbers, works with ham radio operators. Cellular
phones and walkie-talkies from the physical education department may be used by Shelter staff.
18. Transportation
If unable to get to shelter by their own vehicles, the transportation of workers to and from the
shelter will be arranged through the Emergency Operations Center. Workers/Red Cross
volunteers may be requested to use agency or Red Cross vehicles to obtain supplies.
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19. Recreation
Worker arranges for TV/DVD or other recreational items and monitors use of equipment. An
Entertainment Box of DVDs, games and cards may be obtained through the Red Cross.
20. Shelter Clean Up
All workers will return building to condition prior to shelter usage.
21. Animal Care
Only service animals are permitted in either the small scale or large-scale sheltering facilities.
Upon determination of shelter needs, the CERT will be activated to provide assistance with the
Pet Sheltering needs. Winchester/Frederick County in conjunction with the LEPC and the
Management of the pet sheltering shall be that of the local CERT which may need to be
supplemented by employees and volunteers of both the City and County. Other pet animals for
which no other alternative can be arranged will be placed at the Frederick County Animal Shelter,
161 Fort Collier Road, Winchester.
Emergency Shelter Management Plan for Large Scale Shelter Public Updated 8/19
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EMERGENCY SHELTER MANAGEMENT
When it becomes necessary to establish an Emergency Shelter in the event of a natural or man-made
disaster, Virginia State Law designates the Department of Social Services \[DSS\] as the government
agency responsible for operating the shelter.
The decision of when to open a shelter, where to open it and how long to remain open is the responsibility
of the Deputy Director for Frederick County. When the decision is made to open a shelter, the Deputy
Director will contact the DSS Director or designated individual who, in turn, will notify DSS employees.
All DSS staff members are responsible for participating in the emergency shelter management.
The following criteria excuse an employee from emergency shelter assignment:
1. Personal illness which would prevent employee from functioning during work
assignment.
2. Employee is on approved annual leave. Leave must have been approved prior to
imminent disaster.
3. as an acute illness and the employee is
the only caretaker.
4. Death of a member of the immediate family.
5. Pregnancy of seven or more months.
Only the Director or designated shelter manager can excuse an employee from emergency shelter
assignment. Refusal of assignment will be considered a violation of the Code of Conduct.
It is recognized that during a disaster, employees may not be able to get to the shelter. In such cases,
arrangements will be made to pick the employee up and return him or her home when the assignment is
completed.
Employees will be provided compensatory time for hours worked at the shelter. If beyond normal
working hours, time will accrue from the time the worker leaves his or her residence until the return to
residence. If Frederick County has been proclaimed a Disaster Area and Federal/State funds are
provided, the employee may be paid in lieu of receiving compensatory time.
It is expected that when
shelter assignment. It is expected that employees will have read the Emergency Shelter Management Plan
(following this section) and will participate in any shelter training activities as assigned.
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EMERGENCY SUPPORT FUNCTION
#7 RESOURCE MANAGEMENT
PRIMARY AGENCY
Finance Department
Department of General Services
SECONARY/SUPPORT AGENCIES
Red Cross
Department of Public Works
Department of Social Services
Virginia Department of Emergency Management
County Public Schools
Introduction
Purpose:
Emergency Support Function #7 will identify, procure, inventory, and distribute critical resources, in
coordination with other local and state governments, the federal government, private industry, and
volunteer organizations, to effectively respond to and recover from the effects of a disaster. ESF #7
functions with the Logistics Management Support Annex.
SCOPE:
ESF #7 provides support for requirements not specifically identified in other ESFs. Resource Support
may continue until the disposition of excess and surplus property is completed. The locality will
determine what resources are needed and then ESF #7 will collect and distribute those goods by means of
a distribution center. Goods that may be needed could include, ice, water, tarps, blankets, clothes, and
non-perishable foods. ESF #7 will manage Staging Areas as needed to coordinate the resource influx and
status.
POLICIES:
The initial emergency response will be dependent upon local public and private resources;
Adequate local resources do not exist to cope with a catastrophic incident;
Identified public and private sector resources will be available when needed for emergency
response;
Necessary personnel and supplies will be available to support emergency resource response;
If local resources are depleted, assistance may be requested through the Virginia Emergency
Operations Center (EOC);
Local departments and agencies will use their own resources and equipment during incidents
and will have control over the management of the resources as needed to respond to the
situation;
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The Coordinator will initiate the commitment of resources from outside government with
operational control being exercised by the on-site commander of the service requiring that
resource; and
All resource expenditures will be reported and maintained, following proper procedures.
CONCEPT OF OPERATIONS
GENERAL:
The Department of Finance will designate an agency to identify sites and facilities that will be used to
receive, process, and distribute equipment, supplies and other properties that will be sent to the disaster
area this may be in conjunction with the county GIS department. The necessary equipment, staff,
communications, and security support to these facilities and sites will be provided by County, state,
federal governments, volunteer organizations, and private security as required. This process must be
closely coordinated with state and federal emergency management officials, local governments in the
region, and the media.
The Department of Finance will designate an agency to be responsible for securing and providing the
necessary resource material and expertise in their respective areas, through public as well as private
means, to efficiently and effectively perform their duties in the event of an emergency. Resource lists
will be developed and maintained that detail the type, location, contact arrangements, and acquisition
procedures of the resources identified as being critical. Mutual aid agreements will be developed and
maintained with adjacent jurisdictions, private industry, quasi-public groups, and volunteer groups, as
appropriate, to facilitate the acquisition of emergency resources and assistance.
The County Resource Manager, Deputy Director and Coordinator, in coordination with the County
Attorney, Finance Director, and Human Resources Director, will assist county departments in the
procurement of the necessary resources, to include the contracting of specialized services and the hiring
of additional personnel, to effectively respond to and recover from the emergency at hand. Records of all
expenditures relating to the emergency/disaster will be maintained.
Potential sites for local and regional resource distribution centers will be identified, if necessary, and
strategically located to facilitate recovery efforts. Priorities will be set regarding the allocation and use of
available resources.
ORGANIZATION
:
All departments will be responsible for identifying essential resources in their functional area to
successfully carry out their mission of mitigating against, responding to, and recovering from the
devastating effects of disasters that could occur within their jurisdiction. All departments will coordinate
their resource needs with the local finance director and procurement official.
The Director of the Social Services Department, assisted by public relief organizations, will be in charge
of coordinating the relief effort to meet the immediate needs of the stricken population in terms of food,
water, housing, medical, and clothing. (See ESF #6 and #11).
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ACTIONS
Identify essential resources to carry out mission in each functional area and to support
operation of critical facilities during the disaster;
Designate local department(s) responsible for resource management;
Develop contingency plans in conjunction with ESF#3 to provide emergency lighting, procure
and distribute emergency water and provide sewage disposal, if necessary;
Identify personnel requirements and training needs to effectively carry out mission;
Develop resource lists that detail type, location, contact arrangements, and acquisition
procedures for critical resources;
Prepare mutual aid agreements with surrounding jurisdictions to augment local resources;
Review compatibility of equipment of local departments and surrounding jurisdictions and
identify specialized training or knowledge required to operate equipment;
Develop SOPs to manage the processing, use, inspection, and return of resources coming into
area;
Identify actual or potential facilities and ensure they are ready and available to receive, store,
and distribute resources (government, private, donated);
Develop training/exercises to test plan, and to ensure maximum use of available resources;
Coordinate and develop prescript announcements with Public Information Office regarding
potential resource issues and instructions (e.g., types of resources required, status of critical
reserves, recommended contingency actions, etc.); and
Contract with federal and state agencies, as well as private industry for additional resources,
equipment, and personnel, if necessary.
Coordination for movement of supplies and resources shall be coordinated with ESF #3 and
ESF #17 for seamless movement of resources.
RESPONSIBILITIES
Locates, procures, and issues resources to other agencies to support the emergency response or to promote
public safety.
Locates and coordinates the use of available space for incident management activities.
Coordinates and determines the availability and provision of consumable supplies.
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STATE-LEVEL COMMODITY MANAGERS
Commodity Manager
Natural Gas State Corporation Commission (804) 371-9611
Division of Energy Regulation
Electric Power State Corporation Commission (804) 371-9611
Division of Energy Regulation
Petroleum Products Department of Emergency Management (804) 674-2400
Solid Fuels Department of Emergency Management (804) 674-2400
Potable Water Department of Health (540) 463-7136
(Water Programs)
Transportation Department of Transportation (804) 367-6549
Health and Medical Department of Health (804) 888-9100
(Emergency Medical Services)
Food Department of Agriculture (804) 786-8899
(Consumer Affairs)
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MAJOR SUPPLIERS AND USERS OF RESOURCES
To monitor the local situation, it is necessary to have a listing of the major suppliers and users of those
resources considered to be essential to the health, welfare, and economic well-being of the local citizens.
Information obtained from these major suppliers and users will be used to estimate the impact of
shortages on the economy and health of the local community.
This information should be obtained and then updated at least once a year.
Please see Resource Manual.
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Communications Facilities: Wireless Services
AT&T
(770) 701-2521
nTelos
1150 Shenandoah Valley Drive
Waynesboro, VA 22980-7590
(540) 946-1853
(800) 262-2200
Sprint PCS
6391 Sprint Pky KSOPHP0512-5-A300
Overland Park, KS 66251-4300
(913) 794-8484
(800) 927-2199
Verizon Wireless
1 Verizon Place, MC G A3B1REG
Alpharetta, GA 30004-8511
(678) 339-4295
Triton PCS (Suncom)
100 Westgate Parkway
Richmond, VA 23233
(804) 346-7872
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EMERGENCY SUPPORT FUNCTION
#8 PUBLIC HEALTH AND MEDICAL SERVICES
PRIMARY AGENCY
Frederick County Health Department
SECONDARY/SUPPORT AGENCIES
Department of Social Services
Department of Environmental Services
Water Authority
Community Services Board
Office
Red Cross
Virginia Department of Environmental Quality
Virginia Department of Health
Virginia Department of Agriculture and Consumer Services
Frederick County Volunteer Fire & Rescue Companies
Winchester Medical Center
Valley Health System
Frederick County Fire & Rescue Department
Lord Fairfax Emergency Medical Services Council
Northwestern Community Services
Veteran Associations
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #8 Health and Medical provides for coordinated medical, public
health, mental health, and emergency medical services to save lives during and/or after an emergency and
to guide/coordinate a response with local government in addition to state agencies when the emergency
exceeds community capabilities. These health and medical needs are to include veterinary and/or animal
health issues when appropriate.
SCOPE:
ability to provide medical resources. ESF
#8 meets public health and medical needs of victims affected by an incident. Examples of such support
can be categorized in the following way:
Assessment of public health/medical needs;
Public health surveillance;
Medical care personnel and medical equipment and supplies; and
Detect mental health issues and prevent harmful stress levels in the general public.
Environmental Health Monitoring and Response
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POLICIES:
The County Health Department coordinates all ESF #8 response actions using its own internal
policies and procedures.
Each ESF #8 organization is responsible for managing its respective response assets after
receiving coordinating instructions.
The Joint Information Center (JIC) is authorized to release general medical and public health
response information to the public after consultation with the Health Department.
The County Health Department determines the appropriateness of all requests for public
health and medical information.
The County Health Department is responsible for consulting with and organizing public
health and subject matter experts as needed.
CONCEPT OF OPERATIONS
GENERAL
:
During a threatened or actual emergency, the Director of Health or designated representative will direct
coordinated health, medical, and rescue services from the Emergency Operations Center (EOC).
Coordination will be affected with adjacent jurisdictions as required.
Should a disaster substantially overwhelm local medical and rescue resources, support and assistance will
be requested from medical institutions and emergency medical service (EMS) providers in neighboring
jurisdictions. The crisis augmentation of trained health and medical volunteers may also be appropriate.
Essential public health services, such as food and water inspections, will be provided by the Virginia
Department of Health, as augmented by state-level resources and manpower. Public health advisories
will be issued only after coordination with the EOC.
During an evacuation in which a large number of evacuees are sheltered in the shelter center, local EMS
Office will provide security. The Health Department will monitor food safety and shelter sanitation upon
being notified of th
investigations if warranted. The Northwestern Community Services will provide mental health services.
In disasters involving a large number of casualties, the Office of the Chief Medical Examiner (OCME)
may request assistance from local funeral directors. The OCME must identify the deceased before they
are released to funeral homes. A large building may need to be designated to serve as a temporary
morgue. The Virginia Funeral Directors Association will provide equipment, supplies, and manpower as
needed for such a localized disaster (See Tab 4).
Disaster Mortuary Operational Response Teams (DMORT) may be requested as needed.
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ORGANIZATION:
A fire & rescue department representative will be assigned to the Emergency Operations Center (EOC) in
order to coordinate the fire and rescue response. The fire & rescue representative will be a part of the
EOC staff and will assist with the overall direction and control of emergency operations. All of the
emergency medical service vehicles are dispatched through the County Public Safety Communications
Center.
The locality is also served by AIR-CARE 4 MEDEVAC services operating out of the
Warren County Regional Airport (See Tabs 1 and 3).
Because of their speed, vertical flight, and minimal landing requirements, MEDEVAC helicopters are
able to respond quickly to emergency situations and provide rapid evacuation of seriously injured and, in
some cases, critically ill patients to specialty care centers (e.g., trauma centers). Each MEDEVAC
helicopter consists of a specialty pilot and crew in addition to the latest life support and communications
equipment.
There are EMS providers serving the locality, which will provide emergency medical transportation,
assist with the evacuation of endangered areas, and assist in land search and rescue operations. Local
funer
involving mass casualties.
ACTIONS
Designate an individual to coordinate medical, public health, and mental health services;
Develop and maintain procedures for providing a coordinated response;
Maintain a roster of key officials in each medical support area;
Establish a working relationship and review emergency roles with the local hospital and
emergency medical services providers;
Activate the agency emergency response plan;
Implement mutual aid agreements as necessary;
The Health Department representative will report to the EOC;
Coordinate medical, public health, and mental health services;
Provide laboratory services to support emergency public health protection measures;
Obtain crisis augmentation of health/medical personnel (e.g., physicians, nurse practitioners,
laboratory technicians, pharmacists, and other trained volunteers) and supplies as needed;
Maintain records and monitor the status of persons injured during the emergency;
deceased;
Consolidate and submit a record of disaster-related expenses incurred by Health Department
personnel; and
Maintain standards and monitor safety of food and water during an emergency.
Provide support to Public Works and Engineering for water and waste water programs.
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RESPONSIBILITIES
Provide personnel, equipment, supplies and other resources necessary to coordinate plans and
programs for public health activities during an incident;
Inspect and advise on general food/water handling and sanitation matters;
Certify emergency water supplies for human consumption;
Establish communications with ESF #5 to report and receive assessments and status
information;
Coordinate through the Public Information Officer dissemination of disaster related public
health information to the public;
Provide preventive health services including investigation and prevention of communicable
disease;
Coordinate with hospitals and other health providers on response to public health needs;
Provide investigation, surveillance, and take measures for containments of harmful health
effects;
Provide coordination of laboratory services;
Coordinate with hospital medical control on patient care issues and operations;
Coordinate with hospital medical control, area hospitals/receiving facilities, and EMS
agencies on the transportation of the sick and injured.
Coordinate behavioral health activities among response agencies;
Assess behavioral health needs following an incident, considering both the immediate and
cumulative stress resulting from the incident;
Coordinate through the Public Information Officer the dissemination of public education on
critical incident stress and stress management techniques;
Coordinate outreach to serve identified behavioral health needs;
Coordinate with ESF #6 to identify shelter occupants that may require assistance;
Provide water control assistance;
Local/Regional hospitals will provide medical care for those injured or ill;
Assist in expanding medical and mortuary services to other facilities, if required;
Coordinate the distribution of resources from the Strategic National Stockpile and;
Identify deceased (Office of Chief Medical E
Office and Virginia State Police.
Provide environmental and water quality of response in the context of public health as needed
upon request.
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TAB 1 TO EMERGENCY SUPPORT FUNCTION #8
EMERGENCY MEDICAL SERVICES RESOURCES
County Fire & Rescue
Fire and Rescue Stations 11
Personnel: 300 Volunteers
118 Career Staff
Equipment:
23 ambulances
9 utility vehicles
5 ALS support vehicles
4 Rescue Engines
Valley Medical Transport
Personnel:
22 ALS Certified
8 EMT Basic
2 Transport Specialists
Transport Vehicles:
4 Ambulance
5 Wheelchair Vans
1 Neonatal Ambulance
Dispatch Center:
8 Personnel
Equipped with an emergency back-up system.
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EMERGENCY MEDICAL SERVICES PROVIDERS
Provider Location Number of Trucks
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TAB 2 TO EMERGENCY SUPPORT FUNCTION #8
HEALTH AND MEDICAL RESOURCES
Winchester Medical Center
240 Physicians
Warren Memorial Hospital
Shenandoah Memorial Hospital
Urgent Care Centers
Winchester
Front Royal
VA Medical Center
Stephens City
Valley Home Care
Emergency EMS Agencies and Equipment
Private EMS Agencies and Equipment
Lord Fairfax Health District
2 Physicians (Health Director and Child Development Clinic Part-time MD)
2 Nurse practitioners
19 Public Health Nurses including the Nurse Manager and Nurse Supervisor
1 Nursing Assistant
1 Bilingual English-Spanish Medical Interpreter
23 Environmental Health Specialists (Including Managers and Supervisor)
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TAB 3 TO EMERGENCY SUPPORT FUNCTION #8
CRISIS COUNSELING AND EMERGENCY MENTAL
HEALTH SERVICES FOR VICTIMS OF DISASTERS
MISSION
To provide comprehensive counseling and support during crises, evaluation to determine type of service
needed, prescribing and monitoring medications, individual-family-group therapy, guidance and advocacy
for the client, including referral to other agencies and/or programs.
ORGANIZATION
Frederick County utilizes Northwestern Community Services, which is a non-profit organization
providing mental health, behavioral health, and substance abuse services for the City of Winchester, and
the counties of Clarke, Frederick, Shenandoah, Page, and Warren. Agency is licensed by the Department
of Behavioral Health and Developmental Services. Staff is professionally trained to provide a wide
variety of community-based services.
CONCEPT OF OPERATIONS
Mental Health Services
Crisis Intervention
Pre-Admission Screening
Residential crisis stabilization
Community Support and Aftercare Services
Case management
Chemotherapy
Nursing services
Residential services
Pre-Discharge planning
Day Support Services
Psycho-Social rehabilitation
Community house
Sunshine house
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Outpatient Services
Assessment Evaluation
Individual therapy
Family therapy
Marital therapy
Group therapy
Child guidance
Parent education
Forensic services
Prevention
Substance Abuse Services
Assessment
Outpatient education
Case management
Intensive outpatient program
Residential treatment
Vocational rehabilitation services
Intellectual Disabilities Services
Counseling case management
Social life skill training
Information and referral
Family support and parent training
Respite care
Early intervention
Day support
Residential
Concern Hotlines
Winchester / Clarke, and Frederick County (540) 667-0145
Page County (540) 743-3733
Shenandoah County (540) 459-4742
Warren County (540) 635-4357
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TAB 4 TO EMERGENCY SUPPORT FUNCTION #8
VIRGINIA FUNERAL DIRECTORS ASSOCIATION, INC.
MORTUARY DISASTER PLAN ORGANIZATION
MISSION:
To develop an efficient and effective management response system in mass fatality disaster situations to
facilitate the preparation, processing, and release of deceased human remains to the next of kin or family
representative.
CONCEPT OF OPERATIONS:
In the event of a mass fatality disaster situation, the State EOC will contact the Office of the Chief
Medical Examiner (OCME), who will notify the Virginia Funeral Directors Association (VFDA). Once
contacted by the OCME, the VFDA will activate the Mortuary Response Plan and response teams. The
VFDA Response Teams will operate under the direction of the District Medical Examiner of the district
in which the incident occurred.
In order to ensure a prompt and professional response, the Virginia Funeral Directors Association
maintains a resource manual of needed supplies, equipment, and vehicles. If additional resources are
necessary to effectively respond to a disaster, the VFDA Executive Director has emergency purchasing
authority up to a specified limit. The VFDA also has a specially equipped disaster trailer to assist the
funeral directors in the state with disaster field response.
ORGANIZATION:
The Virginia Funeral Directors Association (VFDA) is responsible for the statewide coordination of the
mortuary activities in the state. Each district has a response team comprised of members who have
completed training in the VFDA-approved program that qualifies them as certified disaster coordinators.
The VFDA response teams will provide support in recovery, evacuation, and identification of the
remains.
The OCME is by law responsible for the deceased. Virginia is divided into four medical examiner
districts that include the Northern Virginia district based in Fairfax, the Western District based in
Roanoke, the Central District based in Richmond, and the Tidewater District based in Norfolk.
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EMERGENCY SUPPORT FUNCTION
#9 URBAN SEARCH AND RESCUE
PRIMARY AGENCY
Frederick County Office
SECONDARY/SUPPORT AGENCIES
Fire & Rescue Department
Coordinator of Emergency Management / Emergency Management Team
Civil Air Patrol
Volunteer Search and Rescue Groups
Virginia Department of Emergency Management
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #9 Urban Search and Rescue provides for the coordination and
effective use of available resources for urban search and rescue activities to assist people in potential or
actual distress.
SCOPE:
The locality is susceptible to many different natural and technical hazards that may result in the damage
or collapse of structures within the county. Search and Rescue must be prepared to respond to emergency
events and provide special lifesaving assistance. In addition to this, people may be lost, missing,
disoriented, traumatized, or injured in which case the search and rescue agency must be prepared to
respond to these incidents and implement search and rescue tactics to assist those who are, or believed to
situations, such as parks, neighborhoods, or other open terrain
.
POLICIES:
The EOP provides the guidance for managing the acquisition of Search and Rescue resources;
All requests for Search and Rescue will be submitted to the EOC for coordination, validation,
and/or action in accordance with this ESF;
Communications will be established and maintained with ESF #5 Emergency Management
to report and receive assessments and status information;
Will coordinate with State and Federal agencies when necessary;
Personnel will stay up to date with procedures through training and education; and
Search and rescue task forces are considered Federal assets under the Robert T. Stafford Act
only when requested for a search and rescue for a collapsed structure
.
CONCEPT OF OPERATIONS
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GENERAL:
The Office Office will be
responsible for ground search and rescue operations during and immediately following a disaster. The
Emergency Medical Services (EMS) providers will also assist with search and rescue operations.
ORGANIZATION:
The Office will be the primary agency in any search and rescue operation. The local EMS
providers, Fire & Rescue department, public works and environmental services will assist when required
for structural evaluation of buildings and structures (ESF #3). The County Health Department will advise
search and rescue medical teams on industrial hygiene issues as they become apparent. The Department
of public works and GIS Services will assist with any equipment, maps, staff, and vehicles. In a
secondary role the Frederick County Office will assist with perimeter security, communications,
and assistance as required. The County Fire & Rescue Department as a secondary role will provide
medical resources, equipment and expertise as well as still the primary agency in building search and
rescue.
Communications will be established and maintained with ESF #5 Emergency Management to report
and receive assessments and status informationThe use of Crisis Track shall be utilized in order to track
.
all operations during search operations and provide near real-time feedback to the EOC.
ACTIONS
Develop and maintain plans and procedures to implement search and rescue operations in time
of emergency;
Provide emergency medical treatment and pre-hospital care to the injured;
Assist with the warning, evacuation and relocation of citizens during a disaster;
The designated representatives should report to the Emergency Operations Center (EOC).
When necessary assign duties to all personnel;
Follow established procedures in responding to urban search and rescue incidents; and
Record disaster related expenses.
RESPONSIBILITIES
Manages search and rescue task force deployment to, employment in, and redeployment from
the affected area;
Coordinates logistical support for search and rescue during field operations;
Develops policies and procedures for effective use and coordination of search and rescue;
Provides status reports on search and rescue operations throughout the affected area; and
Request further assistance from the Virginia Department of Emergency Management for
additional resources.
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EMERGENCY SUPPORT FUNCTION
#10 OIL AND HAZARDOUS MATERIALS
PRIMARY AGENCY
Winchester/Frederick County Regional Hazardous Materials Team
SECONDARY/SUPPORT AGENCIES
Frederick County Fire & Rescue Department
Frederick County Volunteer Fire & Rescue Companies
Virginia Department of Emergency Management
Virginia Department of Environmental Quality
Frederick County Health Department
Office
INTRODUCTION
PURPOSE:
This section provides information for response to hazardous materials incident and assists the Local
Emergency Planning Committee (LEPC) in meeting its requirements under the Emergency Planning and
Community Right to Know Act - SARA Title III.
SCOPE:
The threat of an incident involving hazardous materials has escalated due to the increase in everyday use
and transportation of chemicals by the various segments of our population. Hazardous Materials
incidents may occur without warning and require immediate response.
Hazardous materials may be released into the environment from a variety of sources including, but not
limited to:
Fixed facilities that produces, generate, use, store, or dispose of hazardous materials;
Transportation accidents, including rail, aircraft, and waterways;
Abandoned hazardous waste sites; and
Terrorism incidents involving Weapons of Mass Destruction.
Evacuation or sheltering in place may be required to protect portions of the locality. If contamination
occurs, victims may require special medical treatment.
The release of hazardous materials may have short and/or long health, environmental and economic
effects depending upon the type of product.
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POLICIES:
Personnel will be properly trained;
Fixed Facilities will report annually under SARA Title III;
Incident Commander will assume primary operational control of all hazardous materials
incidents;
Determine the need to evacuate or shelter in place;
Mutual aid agreements will be implemented; and
Establish communications with ESF #5 and ESF #15.
CONCEPT OF OPERATIONS
GENERAL
:
The EOP and the Hazardous Materials Response Plan provide the guidance for managing hazardous
materials incidents. All requests for hazardous materials support will be submitted to the EOC for
coordination, validation, and/or action in accordance with this ESF.
ORGANIZATION
:
The Superfund Amendments and Reauthorization Act of 1986 (SARA Title III) requires the development
of detailed procedures for identifying facilities with extremely hazardous materials and for assuring an
adequate emergency response capability by these facilities and by local emergency services. A separately
published Hazardous Material Emergency Response Plan has been developed for the locality. This plan
is considered to be a part of the
The Incident Commander or designee will assume primary operational control of all hazardous materials
incidents.
Mutual aid agreements will be implemented should the incident demand greater resources than are
i
Hazardous Materials Officer and Hazardous Materials Response Team may be requested through the
Virginia Emergency Operations Center.
The Deputy Director, in conjunction with the Coordinator and VDEM Regional Hazardous Materials
Officer, will determine the need to evacuate a large area. Evacuation orders or other protective actions
will be issued as needed. However, the on-scene commander may order an immediate evacuation prior to
requesting or obtaining approval, if this action is necessary to protect life and property. Frederick County
Office will coordinate the evacuation of the area. The Frederick County
ible for providing security for the evacuated area.
Should an evacuation become necessary, warning and directions for evacuation and/or protect in place
will be disseminated via all appropriate means. Responding agencies will use mobile loudspeakers, bull
horns and/or go door-to-door to ensure that residents in the threatened area have received evacuation
warning.
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ACTIONS
Respond to the incident;
Assess the situation;
Determine the need for immediate evacuation or sheltering in place;
Coordinate with the EOC;
Request assistance through the VEOC; and
Implement Mutual Aid agreements.
RESPONSIBILITIES
Develop and maintain the Hazardous Materials Emergency Response Plan;
Develop procedures aimed at minimizing the impact of an unplanned release of a hazardous
material to protect life and property;
Conduct training for personnel in hazardous materials response and mitigation;
Follow established procedures in responding to hazardous materials incidents;
Provide technical information;
Coordinate control/mitigation efforts with other local, state, and federal agencies; and
Record expenses
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EMERGENCY SUPPORT FUNCTION
#11 AGRICULTURE AND NATURAL RESOURCES
PRIMARY AGENCY
Frederick County Extension Service, Extension Agent
SECONDARY/SUPPORT AGENCIES
Frederick County Health Department
Virginia Department of Social Services
Red Cross
Local/Regional Food Banks
Virginia Voluntary Organizations Active in Disaster (VVOAD)
Virginia Department of Agriculture and Consumer Services
INTRODUCTION
PURPOSE
:
Emergency Support Function #11 Agriculture and Natural Resources works to address the provision of
nutrition assistance; control and eradication of an outbreak of a highly contagious or economically
devastating animal/zoonotic disease, highly infective plant disease, or economically devastating plant pest
infestation; assurance of food safety and security; and protection of cultural resources and historic
property resources during an incident.
SCOPE
Identify food assistance needs;
Obtain appropriate food supplies;
Arrange for transportation of food supplies to the designated area;
Implement an integrated response to an outbreak of highly contagious or economically
devastating animal disease, infective exotic plant disease or an economically devastating plant
pest infestation;
Coordinate with Frederick County Public Health Department and Medical Services to ensure
that animal/veterinary/and wildlife issues are supported;
Inspect and verify food safety in distribution and retail sites;
Conduct food borne disease surveillance and field investigations;
Coordinate appropriate response actions to conserve, rehabilitate, recover, and restore natural,
cultural, and historic properties resources.
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CONCEPT OF OPERATIONS
GENERAL
T
will organize staff based on the four functional areas. It organizes and coordinates resources and
capabilities to facilitate the delivery of services, assistance, and expertise.
ESF #11 provides for an integrated response to an outbreak of highly contagious or economically
devastating animal/zoonotic disease, exotic plant disease, or economically devastating plant or pest
infestation.
ESF #11 also ensures the safety and security of the commercial supply of food (meat, poultry and egg
products) following an incident.
ESF #11 identifies, secures and arranges for the transportation of food to areas.
ORGANIZATION
The coordination depends on what kind of assistance is required at the time. When an incident requires
assistance from more than one of the functions, the Extension Service provides overall directions.
Once the ESF is activated the coordinator will contact appropriate support agencies to assess the situation
and determine appropriate actions.
The locality will activate the Emergency Operations Center (EOC). A local emergency may need to be
declared to initiate response activities.
For food supply safety and security, the Virginia Department of Agriculture and Consumer Services and
the County Health Department coordinate the field response.
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ACTIONS
Determine the critical needs of the affected population;
Catalog available resources and locate these resources;
Ensure food is fit for consumption;
Coordinate shipment of food to staging areas;
Work to obtain critical food supplies that are unavailable from existing inventories;
Identify animal and plant disease outbreaks; and
Provide inspection, fumigation, disinfection, sanitation, pest termination and destruction of
animals or articles found to be contaminated or infected.
RESPONSIBILITIES
Provides guidance to unaffected areas as to precautions that may be taken to ensure animal
and plant health;
Ensure proper handling and packing of any samples and shipments to the appropriate research
laboratory;
Provides information and recommendations to the County Health Department for outbreak
incidents;
Assigns veterinary personnel to assist in delivering animal health care and performing
preventative medicine activities;
Conduct subsequent investigations jointly with other law enforcement agencies;
Asses the operating status of inspected meat, poultry and egg product processing, distribution,
import and retail facilities in the affected area;
Evaluate the adequacy of inspectors, program investigators and laboratory services relative to
the incident;
Establish logistical links with organizations involved in long-term congregate meal service;
Establish need for replacement food products
.
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EMERGENCY SUPPORT FUNCTION
#12 ENERGY
PRIMARY, SECONDARY AND SUPPORT AGENCIES
State Corporation Commission
Department of Mines, Minerals, and Energy
Shenandoah Valley Electric Cooperative/Rappahannock Electric Cooperative
Shenandoah Gas / Washington Gas
INTRODUCTION
PURPOSE
:
Describe procedures to restore the public utility systems critical to saving lives; protecting health, safety
and property, and to enable ESFs to respond.
SCOPE:
ESF #12 will collect, evaluate, and share information on energy system damage. It will also estimate the
impact of energy system outages within the affected area. According to the National Response Plan the
conserving, building,
distributing, and maintaining energy systems. Additionally, ESF #12 will provide information concerning
the energy restoration process such as projected schedules, percent completion of restoration, and other
information as appropriate.
POLICIES
:
Will work to provide fuel, power, and other essential resources to the locality;
Will work with utility providers to set priorities for allocating commodities;
Personnel will stay up to date with procedures through education and training;
Restoration of normal operations at critical facilities will be a priority; and
Maintain a list of critical facilities and continuously monitor those to identify vulnerabilities.
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CONCEPT OF OPERATIONS
GENERAL
:
The supply of electric power to customers may be cut off due to either generation capacity shortages
and/or transmission/distribution limitations. Generation capacity shortfalls are more likely to result from
extreme hot weather conditions or disruptions to generation facilities. Other energy shortages, such as
interruptions in the supply of natural gas or other petroleum products for transportation and industrial
uses, may result from extreme weather, strikes, international embargoes, disruption of pipeline systems,
or terrorism.
The suddenness and devastation of a catastrophic disaster or other significant event can sever key energy
lifelines, constraining supply in impacted areas, or in areas with supply links to impacted areas, and can
also affect transportation, communications, and other lifelines needed for public health and safety. There
may be widespread and prolonged electric power failures. Without electric power, communications will
be interrupted, traffic signals will not operate, and surface movement will become grid locked. Such
outages may impact public health and safety services, and the movement of petroleum products from
transportation and emergency power generation. Thus, a major, prolonged energy systems failure could
be very costly and disruptive.
ORGANIZATION
:
In the wake of such a major disaster, the Frederick County Emergency Operations Center (EOC) will be
assisted by state-level assets to help in the emergency efforts to provide fuel and power and other
essential resources as needed. The priorities for allocation of these assets will be to:
Provide for the health and safety of individuals and families affected by the event;
Provide sufficient fuel supplies to local agencies, emergency response organizations, and service
stations in critical areas;
Help energy suppliers obtain information, equipment, specialized labor, fuel, and transportation
to repair or restore energy systems;
Recommend / comply with local and state actions to conserve fuel, if needed;
Coordinate with local, state, and federal agencies in providing energy emergency information,
education, and conservation guidance to the public;
Coordinate information with local, state, and federal officials and energy suppliers about
available energy supply recovery assistance;
The Emergency Operations Center (EOC) will send requests to the State EOC for fuel and power
assistance.
Additional supporting information such as key contacts, recommend conservation measures, and pre-
Electric Power and Natural Gas Energy Emergency
by the State Corporation Commission (SCC),
(DMME).
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The private sector will be relied upon to manage independently until it can no longer do so, or until the
health, safety, and welfare of citizens are at risk. The industries will be expected to establish their own
emergency plans and procedures and to implement them through their own proprietary systems.
The State Corporation Commission (SCC) is the designated commodity manager for natural gas and
electric power. The Virginia Department of Mines, Minerals and Energy (DMME) is the commodity
manager for petroleum products and for solid fuels.
Following a catastrophic disaster, the Virginia Emergency Operations Center (VEOC), with staff support
from SCC and DMME, will coordinate the provision of emergency power and fuel to affected
jurisdictions to support immediate response operations. They will work closely with federal energy
officials (ESF 12), other Commonwealth support agencies, and energy suppliers and distributors. The
locality will identify the providers for each of their energy resources.
ACTIONS
Identify, quantify, and prioritize the minimum essential supply of fuel and resources required
to ensure continued operation of critical facilities such as public utilities and schools;
Monitor the status of all essential resources to anticipate shortages;
Maintain liaison with fuel distributors and local utility representatives;
Implement local conservation measures;
Keep the public informed;
Implement procedures for determining need and for the distribution of aid;
Allocate available resources to assure maintenance of essential services;
Consider declaring a local emergency; and
Document expenses
RESPONSIBILITIES
Review plans and procedures. Review procedures for providing lodging and care for
displaced persons (see ESF #6);
In the event of a fuel shortage, establish procedure for local fuel suppliers/distributors to serve
customers referred to them by local government;
Keep the public informed and aware of the extent of the shortage, the need to conserve the
resource in short supply, and the location and availability of emergency assistance;
Provide emergency assistance to individuals as required;
Enforce state and local government conservation programs; and
Identifies resources needed to restore energy systems.
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EMERGENCY SUPPORT FUNCTION
#13 PUBLIC SAFETY AND SECURITY
PRIMARY AGENCY
Office
SECONDARY/SUPPORT AGENCIES
Frederick County Fire & Rescue Department
Virginia State Police
Virginia Department of Transportation
INTRODUCTION
PURPOSE
:
Emergency Support Function (ESF) #13 Public Safety and Security is to maintain law and order, to
f threatened areas, to
provide access control to evacuated areas or critical facilities, to assist with search and rescue operations,
and to assist with identification of the dead.
SCOPE:
ESF #13 is designed to respond during a time of emergency using existing procedures. These procedures
are in the form of department directives that cover all types of natural disasters, technological hazards,
and acts of terrorism; incidents include flooding, hazardous materials spills, transportation accidents,
search and rescue operations, traffic control, and evacuations.
In the event of a state or federally declared disaster, the Governor can provide National Guard personnel
and equipment to support local law enforcement operations.
POLICIES
:
Frederick County SheriffOffice will retain operational control;
The Incident Commander will determine the need for security at the scene;
Office in coordination with the Coordinator will identify areas of potential
evacuation;
The concentration of large numbers of people in shelters during an evacuation may necessitate
law enforcement presence to maintain orderly conduct; and
Office will be needed in evacuated areas to prevent looting and protect property.
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CONCEPT OF OPERATIONS
GENERAL
Existing procedures in the form of department directives provide the basis for a law enforcement response
in time of emergency. The mission of the Public Safety and Security function is to maintain law and
order, protect life and property, provide traffic control and law enforcement support, guard essential
facilities/supplies and coordinate mutual aid.
The Public Safety Communications Center is the point of contact for the receipt of all warnings and
notification of actual or impending emergencies or disasters.
A hazard or potential hazard situation could justify the need for evacuation for a short period of a few
hours to several days or weeks, depending on the hazard and its severity. In order to limit access to the
hazard area, various personnel and devices will be required, such as the following:
Personnel to direct traffic and staff control points;
Signs to control or restrict traffic;
Two-way radios to communicate to personnel within and outside the secured area;
Control point(s);
Adjacent highway markers indicating closure of area;
Markers on surface roads leading into the secured areas;
Patrols within and outside the secured areas; and
Established pass system for entry and exit of secured areas.
The Virginia Department of Transportation Residency Shop has general responsibility for signing and
marking.
ORGANIZATION
Office will utilize their normal communications networks during
disasters. The Emergency Manger, in coordination with local law enforcement and the fire departments,
sOffice will set up control points and
roadblocks to expedite traffic to reception centers or shelters and prevent reentry of evacuated areas.
They will also provide traffic control and security at damaged public property, shelter facilities and
donations/distribution centers. Should an evacuation become necessary, warning and evacuation
instructions will be put out via radio and television. Also local law enforcement and fire departments will
use mobile loudspeakers to ensure that all residents in the threatened areas have received the evacuation
warning.
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ACTIONS
Identify essential facilities and develop procedures to provide for their security and continue
operation in the time of an emergency;
Maintain police intelligence capability to alert government agencies and the public to
potential threats;
Develop procedures and provide training for the search and rescue and rescue of missing
persons;
Develop strategies to effectively address special emergency situation that may require distinct
law enforcement procedures, such as civil disorders, hostage taking, weapons of mass
destruction, terrorist situations, and bomb threats/detonations;
Test primary communications systems and arrange for alternate systems, if necessary;
Assist with the implementation of the evacuation procedures for the threatened areas, if
necessary;
Provide traffic and crowd control as required;
Implement existing mutual aid agreements with other jurisdictions, if necessary; and
Document expenses.
RESPONSIBILITIES
Law enforcement;
Crowd control;
Manages preparedness activities;
Conducts evaluation of operational readiness;
Resolves conflicting demands for public safety and security resources;
Coordinates backup support from other areas;
Initial warning and alerting;
Security of emergency site, evacuated areas, shelter areas, vital facilities and supplies;
Traffic control;
Evacuation and access control of threatened areas; and
Assist the Health Department with identification of the dead.
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TAB 1 TO EMERGENCY SUPPORT FUNCTION #13
LAW ENFORCEMENT RESOURCES
Personnel: 108 Deputies
Vehicles: 89 Radio equipped vehicles
5 Four-wheel drive
Middletown Police Department
Personnel: 3 Police Officers 2 Part-time 1 Reserve
Vehicles: 5 - Radio equipped vehicles
Stephens City Police Department
Personnel: 3 Police Officers
Vehicles: 3 Radio equipped vehicles
1 Four-wheel drive (available, but not part of PD fleet)
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TAB 2 TO EMERGENCY SUPPORT FUNCTION #13
WAIVER OF LIABILITY
(TO BE SIGNED AND RETURNED WITH APPLICATION FORM)
I, the undersigned, hereby understand and agree to the requirements stated in the application form and in
the safety regulations and do further understand that I am entering a (high) hazard area with full
knowledge that I do so at my own risk and I do hereby release and discharge the federal government, the
Commonwealth of Virginia and all its political subdivisions, their officers, agents and employees from all
liability for any damages or losses incurred while within the Closed Area.
I understand that the entry permit is conditioned upon this waiver. I understand that no public agency
shall have any duty to attempt any search and rescue efforts on my behalf while I am in the Closed or
Restricted Area.
Signatures of applicant and members of his field party Date
Print full name first, then sign.
I have read and understand the above waiver of liability.
I have read and understand the above waiver of liability.
I have read and understand the above waiver of liability.
I have read and understand the above waiver of liability.
I have read and understand the above waiver of liability.
I have read and understand the above waiver of liability.
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EMERGENCY SUPPORT FUNCTION
#14 LONG TERM COMMUNITY RECOVERY
AND MITIGATION
PRIMARY AGENCY
Frederick County Department of Planning & Zoning
SECONDARY/SUPPORT AGENCIES
Virginia Department of Housing and Community Development
Virginia Department of Health
Red Cross
Local Disaster Recovery Task Force
Virginia Voluntary Organizations Active in Disaster (VVOAD)
Winchester-Frederick County Economic Development Commission
Frederick County Office of Finance
Frederick County Inspections Department
INTRODUCTION
PURPOSE
:
Emergency Support Function (ESF) #14 Long Term Community Recovery and Mitigation develops a
comprehensive and coordinated recovery process that will bring about the prompt and orderly restoration
of community facilities and services, infrastructure, and economic base, while, providing for the health,
welfare and safety of the population.
SCOPE:
ESF #14 support may vary depending on the magnitude and type of incident and the potential for long
term and severe consequences. ESF #14 will address significant long-term impacts in the affected area on
housing, business, and employment, community infrastructure, and social services.
POLICIES
:
Long term community recovery and mitigation efforts are forward looking and market based,
focusing on permanent restoration of infrastructure, housing and the local economy, with
attention to mitigation of future impacts of a similar nature when feasible;
Use the post-incident environment as an opportunity to measure the effectiveness of previous
community recovery and mitigation efforts;
Facilitates the application of loss reduction building science expertise to the rebuilding of
critical infrastructure; and
Personnel will stay up to date with policies and procedures through training and education.
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CONCEPT OF OPERATIONS
GENERAL:
The recovery phase is characterized by two components: the emergency response phase which deals
primarily with lifesaving and emergency relief efforts (i.e., emergency food, medical, shelter, and security
services); and the broader recovery and reconstruction component which deals with more permanent and
long-term redevelopment issues.
Although all county departments are involved in both components, the emphasis and focus changes
among departments as they shift from one component to the other. In the emergency response and relief
recovery component, the primary local departments involved include fire and rescue, law enforcement,
health, social services, education and public works departments; whereas in the recovery and
reconstruction component, the emphasis shifts to local departments dealing with housing and
redevelopment, public works, economic development, land use, zoning, and government financing. The
two components will be occurring simultaneously with the emergency relief component taking
precedence in the initial stages of recovery, and the recovery and reconstruction component receiving
greater attention as the recovery process matures.
The Office of Emergency Management will be the lead coordinating department in the life-saving and
emergency relief component of the recovery process and the county administration will take the
coordinating lead during the reconstruction phase.
The recovery analysis process is comprised of the following phases: reentry, needs assessment, damage
assessment, the formulation of short- and long-term priorities within the context of basic needs and
available resources, and the identification and implementation of appropriate restoration and development
strategies to fulfill priorities established, as well as bring about an effective recovery program.
The damage assessment process for the locality is described in the Damage Assessment Support Annex of
the EOP. Team leaders for the Damage Assessment Teams have been identified and the necessary forms
included within this support annex. Although damage assessment is primarily a Frederick County
responsibility, assistance is provided by state and federal agencies, as well as private industry that have
expertise in specific functional area such as transportation, agriculture, forestry, water quality, housing,
etc.
The process to request and receive federal assistance will be the same as all other natural or man-made
disasters. The Virginia Department of Emergency Management will be the coordinating state agency in
the recovery process, and FEMA will be the coordinating federal agency. Utilizing the preliminary
damage assessment information collected, short-term and long-term priorities are established, and
recovery strategies developed in coordination with other state agencies, local governments, the federal
government, and private industry.
Short-term recovery strategies would include:
Emergency Services
Communications networks;
Transportation networks and services;
Potable water systems;
Sewer systems;
Oil and natural gas networks;
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Electrical power systems;
Initial damage assessment;
Emergency debris removal;
Security of evacuated or destroyed area; and
Establishing a disaster recovery center and joint field office.
Long-term strategies would strive to restore and reconstruct the post-disaster environment to pre-existing
conditions. Federal and state agencies will provide technical assistance to localities in the long-term
planning and redevelopment process. Economic aid will be provided to assist localities and states in
rebuilding their economic base, replacing and restoring their housing inventory, and ensuring that all
construction and development complies with building codes and plans. Regional cooperation and
coordination will be stressed and promoted at all levels of government in order to achieve the priorities
established and facilitate recovery efforts. The locality will develop strategies in coordination with
regional local governments and Economic Planning Councils. Federal and state catastrophic disaster
plans will support this effort. Items or actions to be focused on in this phase include:
Completion of the damage assessment;
Completion of the debris removal;
Repairing/rebuilding the transportation system;
Repairing/rebuilding of private homes and businesses; and
Hazard Mitigation projects.
ORGANIZATION
:
The Deputy Director will direct response, recovery, and reconstruction efforts in the disaster impacted
areas of the locality, in coordination with the Coordinator, all local departments, and the appropriate state
and federal agencies.
A Presidential Declaration of Disaster will initiate the following series of events:
Federal Coordinating Officer will be appointed by the President to coordinate the federal
efforts;
State Coordinating Officer will be appointed by the Governor to coordinate state efforts;
A Joint Field Office (JFO) will be established within the state (central to the damaged area)
from which the disaster assistance programs will be coordinated; and
A Disaster Recovery Center (DRC) will be established in the affected areas to accommodate
persons needing individual assistance after they have registered with FEMA.
A Presidential Declaration of Disaster may authorize two basic types of disaster relief assistance:
Individual Assistance
Supplementary Federal Assistance provided under the Stafford Act
to individuals and families adversely affected by a major disaster or emergency. Such
assistance may be provided directly by the Federal government or through State or local
governments or disaster relief organizations.
Public Assistance
Supplementary Federal Assistance provided under the Stafford Act to
State and Local governments or certain private, non-profit organizations other than assistance
for the direct benefit of families and individuals.
As potential applicants for Public Assistance, local governments and private nongovernmental agencies
must thoroughly document disaster-related expenses from the onset of an incident.
Mitigation has become increasingly important to local officials who must bear the agony of loss of life
and property when disaster strikes. The County Deputy Director will take the lead in determining
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mitigation projects needed following a disaster and make applications for available mitigation grants.
ACTIONS
In cooperation with other ESFs, as appropriate, use hazard predictive modeling and loss
estimation methodology to ascertain vulnerable critical facilities as a basis for identifying
recovery priorities;
Gather information to assess the scope and magnitude of the social and economic impacts on
the affected region;
Coordinate and conduct recovery operations;
Conduct initial damage assessment;
Coordinate early resolution of issues and delivery of assistance to minimize delays for
recipients;
Coordinate assessment of accuracy and recalibration of existing hazard, risk, and evacuation
modeling;
Facilitate sharing of information and identification of information of issues among agencies
and ESFs;
Facilitate recovery decision making across ESFs;
Facilitate awareness of post incident digital mapping and pre-incident hazard mitigation and
recovery planning.
RESPONSIBILITIES
Develop plans for post-incident assessment that can be scaled to incidents of varying types
and magnitudes;
Establish procedures for pre-incident planning and risk assessment with post incident recovery
and mitigation efforts;
Develop action plans identifying appropriate agency participation and resources available that
take into account the differing technical needs for risk assessment and statutory
responsibilities by hazards;
Lead planning;
Lead post-incident assistance efforts; and
Identify areas of collaboration with support agencies and facilitate interagency integration.
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EMERGENCY SUPPORT FUNCTION
#15 EXTERNAL AFFAIRS
PRIMARY AGENCY
SECONDARY/SUPPORT AGENCIES
Frederick County Fire & Rescue Department
Office
Frederick County Public Safety Communications Center
Frederick County Public Schools
Information Technology Department
Frederick County Health Department
Frederick County Department of Social Services
Virginia Department of Emergency Management
INTRODUCTION
PURPOSE:
Emergency Support Function (ESF) #15 External Affairs is responsible for keeping the public informed
concerning the threatened or actual emergency situation and to provide protective action guidance as
appropriate to save lives and protect property.
SCOPE
:
To manage information during an incident so that the most up to date and correct information is used to
inform the public. This emergency support function will use media reports to support the overall strategy
for managing the incident. Coordinate with all agencies involved with the incident so that one message is
used for public information to avoid any conflicts of released information. This emergency support
function is organized into the following functional components:
Public Affairs
Community Relations
Legislative Affairs
International Affairs
POLICIES
:
During an emergency, the Public Information Officer will:
Disseminate information by appropriate means, to include any local alert systems, media
outlets, cable channel, Citizens Alert System, NOAA All-,
All news releases shall be cleared by the Incident Commander or according to existing County
Policy
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Will encourage news media to publish articles to increase public awareness; and
Will ensure information is accurate and released in a timely manner.
CONCEPT OF OPERATIONS
GENERAL
:
In an emergency or disaster, it is important to provide timely and accurate information to the public and to
the media outlets. News coverage must be monitored to ensure that accurate information is being
disseminated. The locality needs to be prepared to keep local legislators and other political figures
informed.
ORGANIZATION
:
Public Affairs
are responsible for coordinating messages from the various agencies and establishing a
Joint Information Center. Public Affairs will gather information on the incident and provide incident
related information through the media and other sources to keep the public informed. Public Affairs will
monitor the news coverage to ensure the accuracy of the information being disseminated. Public Affairs
will handle appropriate special projects such as news conferences and press operations for incident area
tours. The Public Affairs Support Annex provides additional details on responsibilities.
Community Relations
will prepare an initial action plan with incident-specific guidance and objectives,
at the beginning of an actual or potential incident. They will identify and coordinate with the community
leaders and neighborhood groups to assist in the rapid dissemination of information, identify unmet
needs, and establish an ongoing dialogue and information exchange. The Commonwealth and FEMA
deploy on joint Community Relations Team to the locality to conduct these operations.
Legislative Affairs
will establish contact with the state legislative and congressional offices representing
the affected areas to provide information on the incident. The county should be prepared to arrange an
incident site visit for legislators and their staffs. Legislative Affairs will also respond to legislative and
congressional inquiries.
International Affairs
, if needed, will work with the Department of State to coordinate all matters
requiring international involvement.
ACTIONS
Evaluate the situation;
Monitor national and state level news coverage of the situation (if applicable);
After coordination with the State EOC, time permitting, the PIO will begin to disseminate
emergency public information via news releases to the local news media,and the use of social
media to include but not limited to the use of Facebook, Twitter and Instagram.
The content should be coordinated with adjacent jurisdictions and the State EOC;
Emphasize citizen response and protective action;
Develop accurate and complete information regarding incident cause, size, current situation, and
resources committed;
Continue to keep the public informed concerning local recovery operations;
Assist the County Health Department in disseminating public health notices, if necessary;
Assist state and federal officials in disseminating information concerning relief assistance, and
Document expenses.
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RESPONSIBILITIES
Establish a working arrangement between the County PIO(s) and local radio stations, television
stations, and newspapers
Encourage local newspapers to periodically publish general information about those specific
hazards, which are most likely to occur, such as flooding and industrial accidents and utilizing
the examples as listed in Public Affairs Annex Tab 3.
Prepare and provide general information as appropriate to special groups such as the visually
impaired, the elderly, etc.
If necessary, designate phone number and personnel to handle citizen inquires;
Arrange regular press briefings;
Coordinate the release of information through public broadcast channels, and written document
as described in Tab 1 of the Public Affairs Annex.
Maintain an up-to-date telephone and fax number list for all local news organizations. (listed in
Tab 2 of the Public Affairs Annex)
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EMERGENCY SUPPORT FUNCTION
#16 - Military Affairs
PRIMARY AGENCY
Virginia National Guard
SECONDARY/SUPPORT AGENCIES
Frederick County Sheriff Department
INTRODUCTION
PURPOSE:
The Virginia National Guard, when directed by the Governor of the Commonwealth of Virginia
and under a State Disaster Declaration, deploy its assets including personnel, equipment, and
resources, coordinated deployment through its onsite commanders and the county EOC to assist
authorities when requested through Sate EOC.
The Virginia National Guard will provide Military Support to Civil Authorities in accordance
with the existing Virginia National Guard Operation Plan for Military Support to Civil
Authorities.
The National Guard units will either be stationed at the National Guard Armory or prepositioned
throughout the affected areas. Their missions will be coordinated by the EOC through their
onsite Commander who will be stationed at the EOC
SCOPE:
Provide Military Support to the EOC on a mission request basis, within the Virginia National
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POLICIES:
In accordance with existing National Guard Bureau Regulations, it is understood that the primary
responsibility of the National Guard is disaster relief within the community. In addition, it is
understood that the National Guard will be requested if the need for assistance will or is already
outpaced the available county resources.
CONCEPT OF OPERATIONS
Routine Operations
Under normal operations the National Guard has no operational responsibility. If available National
Guard units are encouraged to participate in Emergency Preparedness drills in the county.
Increased Readiness
Identify deployment sites based on the type, location and strength of the disaster.
Review and update plans and procedures based on the location, type and severity of the impending
incident.
Mobilization Phase
Along with the Department of Fire, Rescue, and Emergency Management
The onsite commander will be stationed in the EOC to serve as a liaison between Emergency
Management and National Guard troops
Response Phase
Assist with emergency operations, as needed.
Recovery
Assist with operations as needed.
.
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EMERGENCY SUPPORT FUNCTION
#17 VOLUNTEER AND DONATIONS MANAGEMENT
MANAGEMENT SUPPORT
PRIMARY AGENCY: May be requested from VDEM
COOPERATING AGENCY
Local Disaster Recovery Task Force
Virginia Voluntary Organizations Active in Disaster (VVOAD)
Frederick County Chapter of the American Red Cross
INTRODUCTION
PURPOSE
The Volunteer and Donations Management Support Annex describes the coordinating processes used to
ensure the most efficient and effective utilization of unaffiliated volunteers and unsolicited donated goods
during disasters.
SCOPE
Volunteer services and donated goods in this annex refer to unsolicited goods, and unaffiliated volunteer
services.
POLICIES
Frederick County, in coordination with VVOAD and Local Recovery Task Forces has primary
responsibility for the management of unaffiliated volunteer services and unsolicited donated goods.
The donation management process must be organized and coordinated to ensure the citizenry is able to
take advantage of the appropriate types and amounts of donated goods and services in a manner that
precludes interference with or hampering of emergency operations.
The Coordinator also:
Coordinates with other agencies to ensure goods and resources are used effectively;
Looks principally to those organizations with established volunteer and donation management
structures;
Encourages cash donations to recognize non-profit voluntary organizations;
Encourages individuals to participate through
recognized organization; and
Encourages the use of existing nongovernmental organizational volunteer and donations
resources before seeking governmental assistance.
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CONCEPT OF OPERATIONS
GENERAL
Volunteer and Donations Management operations may include the following:
A Volunteer and Donations Coordinator
A phone bank
A coordinated media relations effort
Effective liaison with other emergency support functions, state and federal government officials
Facility Management Plan
Donated Goods Management Function
Management of unsolicited donated goods involves a cooperative effort by local and voluntary
and community based organizations, the business sector and the media.
Local governments, in conjunction with voluntary organization partners, are responsible for
developing donations management plans and managing the flow of donated goods during disaster
operations.
Volunteer Management Function
Management of unaffiliated volunteers requires a cooperative effort by local and voluntary and
community based organizati-based organizations, the
private sector and the media.
Local government, in partnership with voluntary organizations, is responsible for developing
plans that address the management of unaffiliated volunteers during disaster response and
recovery.
ORGANIZATION
Frederick County will identify sites and facilities that will be used to receive, process, and distribute the
unsolicited donated goods that will be sent to the disaster area. The necessary equipment, staff,
communications, and security support to these facilities and sites will be provided by local government
and volunteer organizations, as required.
Frederick County will coordinate the disaster relief actions of quasi-public and volunteer relief agencies
and groups. This is necessary to insure maximum effectiveness of relief operations and to avoid
duplication of effort and services.
Standard operating procedures will be developed to address screening, processing, training, and
assignments of volunteers who will show up once recovery efforts begin. The service to which personnel
are assigned will provide the necessary training.
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Persons who already possess needed skills or have received specialized training, such as heavy equipment
operators, should be assigned duties, which allow for the maximum benefit of their skills. Each
individual volunteer will be registered, and a log will be maintained of man-hours worked. Accurate
records of all incurred expenses will be maintained.
RESPONSIBILITIES
Identify potential sites and facilities to manage donated goods and services being channeled into
the disaster area;
Identify the necessary support requirements to ensure the prompt establishment and operation of
these facilities and sites;
Assign the tasks of coordinating auxiliary manpower and material resources;
Develop procedures for recruiting, registering and utilizing auxiliary manpower;
Develop a critical resources list and procedures for acquisition in time of crisis;
Develop procedures for the management of donated goods;
Receive donated goods;
Assist with emergency operations;
Assign volunteers to tasks that best utilize their skills; and
Compile and submit totals for disaster-related expenses.
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TAB 1 TO VOLUNTEER AND DONATIONS MANAGEMENT
SAMPLE VOLUNTEER REGISTRATION FORM
I. Name
II. Social Security Number
III. Organization (if appropriate)
IV. Skill or Specialized Service (i.e., carpenter, heavy equipment operator, medical
technician, etc.)
V. Estimated length of time services can be provided in the disaster area
VI. Special tools or equipment required to provide service
VII. Billet or emergency shelter assignment in local area
VIII. Whether or not the group or individual is self-sufficient with regard to food and clothing
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TAB 2 TO VOLUNTEER AND DONATION MANAGEMENT SUPPORT
COMMUNITY EMERGENCY RESPONSE TEAM
(CERT) PROGRAM
The CERT Program
The Community Emergency Response Team (CERT) Program educates people about disaster
preparedness for hazards that may impact their area and trains them in basic disaster response skills, such
as fire safety, light search and rescue, team organization, and disaster medical operations. Using the
training learned in the classroom and during exercises, CERT members can assist others in their
neighborhood or workplace following an event when professional responders are not immediately
available to help. CERT members also are encouraged to support emergency response agencies by taking
a more active role in emergency preparedness projects in their community.
Geographic
City of Winchester / Frederick County
Area:
Name of Program:
Winchester-Frederick Community
Emergency Response Team
Sponsoring Agency:
City of Winchester
Point(s) of Contact:
Scott Kensinger
Phone Numbers:
540-545-4721
E-mail address:
scott.kensinger@winchesterva.gov
Website address:
Brief Description:
CERT training in basic response and organizational skills will enable Winchester-
Frederick CERT members in emergencies to provide immediate assistance to others,
organize other volunteers and collect disaster intelligence to assist with prioritization
and allocation of resources.
Activation of the CERT program can be accomplished through the above contact. Currently a
telephone tree system is utilized to notify all Team members.
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Notes
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SUPPORT
ANNEXES
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INTRODUCTION
PURPOSE
This section provides an overflow of the Support Annexes to the Emergency Operations Plan (EOP).
BACKGROUND
The Support Annexes describes the framework through which local departments and agencies, the private
sector, volunteer organizations, and nongovernmental organizations coordinate and execute the common
functional processes and administrative requirements necessary to ensure efficient incident management.
During an incident, numerous procedures and administrative functions are required to support incident
management. The actions described in the Support Annexes are not limited to particular types of events
but are overarching in nature and applicable to nearly every type of incident. In addition, they may
support several Emergency Support Functions (ESFs). Examples include public affairs, infrastructure,
resources, and worker safety and health.
The following section includes a series of annexes describing the roles and responsibilities, when
appropriate, of local departments and agencies, nongovernmental organizations, and the private sector for
those common activities that support the majority of incidents. The annexes address the following areas:
Animal Care and Control
Dam Safety
Damage Assessment Support
Debris Management Support
Evacuation Support
Financial Management Support
Information Technology/GIS Support
Logistics Management Support
Public Affairs Support
Worker Safety and Health Support
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ROLES AND RESPONSIBILITIES
Each Support Annex identifies a coordinating agency and cooperating agencies. In some instances, the
responsibility of a coordinating agency is a joint endeavor between two departments.
The overarching nature of functions described in these annexes frequently involves either support to or
cooperation of all the departments and agencies involved in incident management efforts. In some cases,
actions detailed in the annex also incorporate various components of emergency management and other
departments and agencies to ensure seamless integration of and transitions between preparedness,
prevention, response, recovery, and mitigation activities.
The responsibilities of the coordinating agency and cooperating agencies are identified below.
COORDINATING AGENCY
Coordinating agencies described in the annexes support the incident management mission by providing
the leadership, expertise, and authorities to implement critical and specific aspects of the response. The
Frederick County emergency management retains responsibility for overall incident management. Local
agencies designated as coordinating agencies are responsible for implementation of processes detailed in
the annexes.
When the functions of a particular Support Annex are required to assist in the management of an incident,
the agency serving as the coordinator is responsible for:
Orchestrating a coordinated delivery of those functions and procedures identified in the
annex;
Providing staff for the operations function at fixed and field facilities;
Notifying and sub-tasking cooperating agencies;
Managing any tasks with cooperating agencies, as well as appropriate State and Federal
agencies;
Working with appropriate private sector organizations to maximize use of all available
resources;
f ongoing
annex activities;
Planning for short-term and long-term support to incident management and recovery
operations, and
Maintaining trained personnel to execute their appropriate support responsibilities.
COOPERATING AGENCIES
When the procedures within a Support Annex are needed to support elements of an incident, the
coordinating agency will notify cooperating agencies of the circumstances. Cooperating agencies are
responsible for:
Conducting operations, when requested by the coordinating agency or emergency management,
using their own authorities, subject-matter experts, capabilities, or resources;
Participating in planning for short-term and long-term incident management and recovery
operations and the development of supporting operational plans, standard operating procedures,
checklists, or other job aids, in concert with existing first-responder standards;
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Furnishing available personnel, equipment, or other resource support as requested by emergency
management;
Participating in training and exercises aimed at continuous improvement of prevention,
response, and recovery capabilities; and
Nominating new technologies or procedures that have the potential to improve performance
within or across functional areas for review and evaluation.
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SUPPORT ANNEXES
#1 ANIMAL CARE AND CONTROL
COORDINATING AGENCY
Frederick County Animal Shelter
COOPERATING AGENCIES
Animal Shelter Manager
Virginia Federal of Humane Societies
Wildlife Hotline
Farmers Livestock Exchange
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SUPPORT ANNEXES
#2 DAM SAFETY SUPPORT ANNEX
COORDINATING AGENCY
Frederick County Office of Emergency Management
COOPERATING AGENCIES
Frederick County Fire and Rescue
Office
County Administrator
Virginia Department of Conservation and Recreation (DCR)
INTRODUCTION
PURPOSE
:
To facilitate the evacuation of downstream residents in the event of an imminent or impending dam
failure.
SCOPE
:
The Virginia Department of Conservation and Recreation provides detailed guidance to dam owners in
developing an emergency action plan in the event of dam failure. Local government is also responsible
for developing compatible procedures to warn and evacuate the public in the event of dam failure.
POLICIES:
Dam owners will:
Develop an Emergency Action Plan for warning and evacuating the public in the event of dam
failure;
Obtain an Operation and Maintenance Certificate from the Virginia Department of Conservation
and Recreation when required, and;
Operate and maintain the dam to assure the continued integrity of the structure.
Local Government will:
Develop compatible procedures to warn and evacuate the public in the event of dam failure.
CONCEPT OF OPERATIONS
GENERAL
:
Dam owners are responsible for the proper design, construction, operation, maintenance, and safety of
their dams. They are also responsible for reporting abnormal conditions at the dam to the Public Safety
Communications Center and the Coordinator and to recommend evacuation of the public below the dam
if it appears necessary. Owners of dams that exceed 25 feet in height and impound more than 50 acre-feet
(100 acre-feet for agricultural purposes) of water must develop and maintain an Emergency Action Plan.
This plan shall include a method of notifying and warning persons downstream and of notifying local
authorities in the event of impending failure of the dam. An Emergency Action Plan is one of three items
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required prior to issuance of an Operation and Maintenance Certificate by the Virginia Department of
Conservation and Recreation. In addition to the Virginia Department of Conservation and Recreation, a
copy of the plan must be provided to the local Coordinator and to the Virginia Department of Emergency
Management.
Standards have been established for Dam Classifications and Emergency Stages. See Tab 1. The affected
public will be routinely notified of conditions at the dam during Stage 1. If conditions escalate to Stage
II, emergency services personnel will immediately notify the public affected to be on alert for possible
evacuation of the areas that would be flooded. If conditions deteriorate and overtopping or failure of a
dam has occurred or is imminent, as in Stage III, the Coordinator and/or the Deputy Director will order
warning of the public, order downstream evacuation from the affected area, and declare a local
emergency.
ORGANIZATION:
The Director, the Deputy Director and/or the Coordinator, in his absence, is responsible for making the
dec Office
will disseminate the warning to evacuate.
AUTHORITIES
:
In addition to those listed in the Basic Plan:
Code of Virginia
A. , Title 10.1, Chapter 6, Article 2, Section 10.1-604, et. Seq., Dam Safety Act.
B. Virginia Soil and Water Conservation Board, Regulation VR 625-01-00, Impounding Structure
Regulation, February 1, 1989.
RESPONSIBILITIES
Dam Owners:
Develop an Emergency Action Plan for warning and evacuating the Public in the event of dam
failure;
Obtain an Operation and Maintenance Certificate from the Virginia Department of Conservation
and Recreation, when required; and
Operate and maintain the dam to assure the continued integrity of the structure.
Local Government:
Develop compatible procedures to warn and evacuate the public in the event of dam failure;
Notify public of possible dam failure;
Order immediate evacuation of residents in expected inundation areas;
Sound warning through use of sirens, horns, and vehicles with loudspeakers, Emergency Alert
System, telephone calls, and door-to-door notification to evacuate individuals immediately out
of the area or to high ground in area for later rescue;
Provide assistance to disaster victims;
Oversee clean up debris and restoration of essential services;
All agencies tasked in this plan implement recovery procedures;
Review emergency procedures used and revise, if necessary, to insure lessons learned are
applied in future disasters; and
Determine what mitigation measures, if any, should be initiated (zoning, design of dams, etc.)
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TAB 1 TO DAM SAFETY AND SUPPORT ANNEX
DAM CLASSIFICATIONS AND EMERGENCY STAGES
Dam Classifications
Dams are classified, as the degree of hazard potential they impose should the structure fail completely.
This hazard classification has no correlation to the structural integrity or probability of failure.
and
Dams which exceed 25 feet in height impound more than 50 acre feet in volume, or 100 acre feet if
for agricultural purposes, are required to obtain an Operation and Maintenance Certificate which includes
the development of an emergency action plan administered by the Department of Conservation and
Recreation.
Class I
(High Hazard) Probable loss of life; excessive economic loss.
Class II
(Moderate Hazard) Possible loss of life; appreciable economic loss
Class III
(Low Hazard) No loss of life expected; minimal economic loss.
Emergency Stages
When abnormal conditions impact on a dam, such as flooding or minor damage to the dam, the dam
owner should initiate specific actions that will result in increased readiness to respond to a potential dam
failure. The following stages identify actions and response times which may be appropriate.
Stage 1
Slowly developing conditions; five days or more may be available for response.
Owner should increase frequency of observations and take appropriate readiness actions.
Stage II
Rapidly developing conditions; overtopping is possible. One to five days may
be available for response. Increase readiness measures. Notify local Coordinator of
conditions and keep him informed.
Stage III
Failure has occurred, is imminent, or already in flood condition; overtopping is
probable. Only minutes may be available for response. Evacuation recommended.
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TAB 2 TO DAM SAFETY AND SUPPORT ANNEX
LOCAL DIRECTORY OF DAMS REGULATED BY
VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION
AND
REQUIRING EMERGENCY ACTION PLANS
Class I
Cove Dam #1
Cove Dam #2
Lake Frederick Dam
Lake Isaac Dam
Lake Holiday, The Summit Dam
Class II
Cherokee Lake Dam
Lakeside Lake Dam
Silver Lake Dam
Class III
Lake St. Clair Dam
Twin Lakes Dam
Meadow Lake Dam
Lake Serene Dam
Dam Emergency Action Plans are on file in the Fire & Rescue office.
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SUPPORT ANNEXES
#3 DAMAGE ASSESSMENT SUPPORT
COORDINATING AGENCY
County Inspections Department
COOPERATING AGENCIES
Emergency Management
Commissioner of Revenue
Extension Service
Public Works
Fire & Rescue
DAMAGE ASSESSMENT
MISSION
To assess the overall damage to public and private property, thereby providing a basis for an emergency
declaration and/or disaster assistance. The completion of specific information using designated formate,
i.e. Crisis Track is required in order to be eligible for post-disaster assistance.
ORGANIZATION
The Coordinator, with assistance from the VPI&SU Extension Agent, the County Engineer, County
Assessor, and the County Building Official is responsible for damage assessment. Department heads will
assess damage to their resources and in their area of expertise (see Tabs 1 and 2). All reports are
compiled, consolidated, and submitted to the State EOC.
CONCEPT OF OPERATIONS
Initial Damage Assessment Reports will be compiled and submitted following any disaster or emergency
which causes damage to public or private property of a magnitude which requires expenditure of local
government funds or which might be eligible for or require a request for state or federal assistance. Part I
should be submitted telephonically to the State EOC within 24 hours. An updated Part I and Part II
should be completed and forwarded within 72 hours. The forms that must be used are included in the
State Emergency Operations Plan (See Volume II, Annex I-H: Initial Damage Assessment; in Tab 2; and
are computerized \[on-line\] in the VPI-SU local office. Part I may be faxed to VEOC, with DEC
concurrence.)
Designated teams will assess damage with the limits of capability (see Tab 1). Damage to state-owned
roads and bridges will be assessed by the Department of Transportation. If the nature of the emergency is
such that local resources are incapable of assessing the damage, then state assistance will be requested by
the Director to the state Damage Assessment Coordinator.
A central coordinating point should be established in the EOC for receiving disaster-related information.
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EMERGENCY MANAGEMENT ACTIONS DAMAGE ASSESSMENT
1. Normal Operations
a. Develop plans and procedures
b. Make task assignments (see Tab 1)
c. Review forms (see State EOP and Tab 2)
2. Increased Readiness
A natural or man-made disaster is threatening the local area. No action required.
3. Emergency Actions
a. Mobilization Phase
Conditions continue to worsen requiring full-scale mitigation and preparedness activities.
b. Response Phase
Disaster strikes. An emergency response is required to protect lives and property.
(1) Submit an Initial Damage Assessment Report, Part I, telephonically to the State
EOC within 24 hours. (With VEOC concurrence, transmit by web EOC).
(2) Complete and submit an official Initial Damage Assessment Report (Parts I and II)
to the State EOC within 72 hours.
(3) Continue to provide damage assessment and assist with record keeping, as
required.
4. Recovery
Continue to assist with damage assessment and requests for post-disaster assistance as required.
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TAB 1 TO DAMAGE ASSESSMENT SUPPORT
DAMAGE ASSESSMENT TEAMS
I. AGRICULTURE
Team Leader: name, VPI&SU Extension Agent
- (O)
- (H)
II. BUSINESS AND INDUSTRY
Team Leader: name
- (O)
- (H)
III. RESIDENCE AND OTHER PRIVATE PROPERTY
Team Leader: name
- (O)
- (H)
IV. WATER CONTROL FACILITIES AND PUBLIC UTILITY SYSTEMS
Team Leader: name, Utilities Director
- (O)
- (H)
V. PUBLIC BUILDINGS AND EQUIPMENT
Team Leader: name, location - (O)
- (H)
VI. PRIVATE, NON-PROFIT FACILITIES, PARKS AND RECREATIONAL
FACILITIES, AND FACILITIES UNDER CONSTRUCTION
Team Leader: name, location - (O)
- (H)
VII. LOCALLY-MAINTAINED ROADS AND BRIDGES
Team Leader: name, location
- (O)
- (H)
VIII. STATE-MAINTAINED ROADS AND BRIDGES
Team Leader: name, location
- (O)
- (H)
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TAB 2 TO DAMAGE ASSESSMENT SUPPORT
INITIAL DAMAGE ASSESSMENT REPORT
(This form should be submitted within 72 Hours of the event)
Fax to: VEOC (804) 674-2419
Jurisdiction Preparer
Date/Time Report Prepared: Call Back #:
Fax #:
Emergency Type:
PART I: PRIVATE PROPERTY
Type of Proper # Destroyed # Major # Minor # Affected Dollar
Remarks Damage Damage Habitable Loss
Category A
Residential/
Personal
Category B
Business/Industry
Category C
Agriculture
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INITIAL DAMAGE ASSESSMENT REPORT
(Continued)
PART II: PUBLIC PROPERTY (INCLUDES PRIVATE, NON-PRIVATE
FACILITIES)
Type of Property Dollar Loss $ Loss not Covered by Remarks
Insurance
Category A
Debris Clearance
Category B
Protective Measures
Category C
Road Systems Maintained by
Local Government
Category D
Water Control Facilities
Category E
Public Buildings and Equipment
Category F
Public Utility System
Category G
Parks and Rec. Facilities
Maintained by Local Govt.
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INITIAL DAMAGE ASSESSMENT REPORT
(Continued)
TOTALS:
Total Dollar Loss Dollar Loss Not Covered By
Insurance
Private Property
(Sum of Part I,
Categories A, B, and
C)
Public Property
(Sum of Part II,
Categories A, B, C, D,
E, F, and G)
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SUPPORT ANNEXES
#4 DEBRIS MANAGEMENT SUPPORT
COORDINATING AGENCY
Public Works
COOPERATING AGENCIES
Virginia Department of Transportation
Coordinator of Emergency Management/Emergency Management Team
Transportation
Engineering
Department of Health
County landfill
Regional Jail
Department of Finance
Private Contractors
INTRODUCTION
PURPOSE
:
To facilitate and coordinate the removal, collection, and disposal of debris following a disaster in order to
mitigate against any potential threat to the health, safety, and welfare of the impacted citizens, expedite
recovery efforts in the impacted area, and address any threat of significant damage to improved public or
private property.
SCOPE
:
Natural and man-made disasters precipitate a variety of debris that would include, but not limited to such
things as trees, sand, gravel, building/construction material, vehicles, personal property, etc.
The quantity and type of debris generated, its location, and the size of the area over which it is dispersed,
will have a direct impact on the type of collection and disposal methods utilized to address the debris
problem, associated costs incurred, and how quickly the problem can be addressed.
In a major catastrophic disaster, many state agencies and local governments will have difficulty in
locating staff, equipment, and funds to devote to debris removal, in the short as well as long term.
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Private contractors will play a significant role in the debris removal, collection, reduction, and disposal
process of state agencies and local governments.
The debris management program implemented by state agencies and local governments will be based on
the waste management approach of reduction, reuse, reclamation, resource recovery, incineration, and
land filling, respectively.
POLICIES:
The debris removal process must be initiated promptly and conducted in an orderly, effective manner in
order to protect public health and safety following an incident;
The first priority will be to clear debris from key roads in order to provide access for emergency
vehicles and resources into the impacted area;
The second priority that debris removal resources will be assigned is providing access to critical
facilities pre-identified by state and local governments;
The third priority for the debris removal teams to address will be the elimination of debris
related threats to public health and safety including such things as the repair, demolition, or
barricading of heavily damaged and structurally unstable buildings, systems, or facilities that
pose a danger to the public; and
Any actions taken to mitigate or eliminate the threat to the public health and safety must be
closely coordinated with the owner or responsible party.
CONCEPT OF OPERATIONS
GENERAL:
The Department of Public Works will be responsible for coordinating debris removal operations for the
locality. The locality will be responsible for removing debris from property under its own authority, as
well as from private property when it is deemed in the public interest. Debris must not be allowed to
impede recovery operations for any longer than the absolute minimum period. To this end, Public Works
will stage equipment in strategic locations locally as well as regionally, if necessary, to protect the
equipment from damage, preserve the deciy for employment of the equipment, and
allow for the clearing crews to begin work immediately after the incident.
The Department of Public Works will also develop and maintain a list of approved contractors who have
the capability to provide debris removal, collection, and disposal in a cost effective, expeditious, and
environmentally sound manner following a disaster. The listing will categorize contractors by their
capabilities and service area to facilitate their identification by state agencies and local governments, as
well as ensure their effective utilization and prompt deployment following the disaster. Where
appropriate, the locality should expand ongoing contract operations to absorb some of the impact.
Sample contracts with a menu of services and generic scopes of work will be developed prior to the
disaster to allow the locality to more closely tailor their contracts to their needs, as well as expedite the
implementation of them in a prompt and effective manner.
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The County will be responsible for managing the debris contract from project inception to completion
unless the government entities involved are incapable of carrying out this responsibility due to the lack of
adequate resources. In these circumstances, other state and federal agencies will be identified to assume
the responsibility of managing the debris contract. Managing the debris contract would include such
things as monitoring of performance, contract modifications, inspections, acceptance, payment, and
closing out of activities.
The County is encouraged to enter into cooperative agreements with other state agencies and local
governments to maximize the utilization of public assets. The development of such agreements must
comply with the guidelines established in their agency procurement manual. All state agencies and local
governments who wish to participate in such agreements should be pre-identified prior to the agreement
being developed and implemented.
Debris storage and reduction sites will be identified and evaluated by interagency site selections teams
comprised of a multi-disciplinary staff who are familiar with the area. A listing of appropriate local, state,
and federal contacts will be developed by the appropriate agencies to expedite the formation of the
interagency, multi-disciplinary site selection teams.
Initially, debris will be placed in temporary holding areas until such time as a detailed plan of debris
collection and disposal is prepared. This is not anticipated until after the local traffic has been restored.
Temporary debris collection sites should be readily accessible by recovery equipment and should not
require extensive preparation or coordination for use. Collection sites will be on public property when
feasible to facilitate the implementation of the mission and mitigate against any potential liability
requirements. Activation of sites will be under the control of the county engineer and will be coordinated
with other recovery efforts through the local EOC. Where appropriate, final may be to the County
sanitary landfill.
Site selection criteria will be developed into a checklist format for use by these teams to facilitate
identification and assessment of potential sites. Criteria will include such factors of ownership of
property, size of parcel, surrounding land uses and environmental conditions, and transportation facilities
that serve the site.
To facilitate the disposal process, debris will be segregated by type. It is recommended that the categories
of debris established for recovery operations will be standardized. The state and its political subdivisions
will adapt the categories established for recovery operations by the Corps of Engineers following
Hurricane Andrew. The categories of debris appear in Tab 1. Modifications to these categories can be
made as needed. Hazardous and toxic materials/contaminated soils, and debris generated by the event
will be handled in accordance with federal, state, and local regulations. The area fire chief will be the
initial contact for hazardous/toxic materials. (See the County Hazardous Materials Plan).
The County will work closely with insurance companies responsible for properties in which the debris
was generated.
ORGANIZATION:
The Frederick County Department of Public works is responsible for the debris removal function. The
Department of Public Works will work in conjunction with designated support agencies, utility
companies, waste management firms, and trucking companies, to facilitate the debris clearance,
collection, reduction, and disposal needs of the locality following a disaster.
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Due to the limited quantity of resources and service commitments following the disaster, the locality will
be relying heavily on private contractors to fulfill the mission of debris removal, collection, and disposal.
Utilizing private contractors instead of government workers in debris removal activities has a number of
benefits.
It shifts the burden of conducting the work from state and local government entities to the private sector,
freeing up government personnel to devote more time to their regularly assigned duties. Private
contracting also stimulates local, regional, and state economies impacted by the incident, as well as
stance from the federal government. Private
contracting allows the locality to more closely tailor their contract services to their specific needs. The
entire process (e.g., clearance, collection, transporting, reduction, and disposal, etc.) or segments of the
process can be contracted out.
RESPONSIBILITIES
Develop local and regional resource list of contractors who can assist local government in all
phases of debris management;
Develop sample contracts with generic scopes of work to expedite the implementation of debris
management strategies;
Develop mutual aid agreements with other state agencies and local governments, as appropriate;
Identify and pre-designate potential debris storage sites for the type and quantity of debris
anticipated following a catastrophic event;
Pre-identify local and regional critical routes in cooperation with contiguous and regional
jurisdictions;
Develop site selection criteria checklists to assist in identification of potential debris storage
sites;
Identify and address potential legal, environmental, and health issues that may be generated
during all stages of the debris removal process;
Identify and coordinate with appropriate regulatory agencies regarding potential regulatory
issues and emergency response needs;
Develop the necessary right-of-entry and hold harmless agreements indemnifying all levels of
government against any potential claims;
Establish debris assessment process to define scope of problem;
Develop and coordinate prescript announcements with Public Information Office (PIO)
regarding debris removal process, collection times, storage sites, use of private contractors,
environmental and health issues, etc.;
Document costs for the duration of the incident;
Coordinate and track resources (public, private);
Upon completion of debris removal mission, close out debris storage and reduction sites by
developing and implementing the necessary site remediation and restoration actions; and
Perform necessary audits of operation and submit claim for federal assistance.
Coordinate with Insurance companies responsible for property where debris was generated.
Develop local regional resource list of hazardous waste clean-up contractors.
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TAB 1 TO DEBRIS SUPPORT
DEBRIS CLASSIFICATIONS
Definitions of classifications of debris are as follows:
Burnable materials
1. : Burnable materials will be of two types with separate burn locations.
Burnable Debris
a. :Burnable debris includes, but is not limited to, damaged and disturbed
trees; bushes and shrubs; broken, partially broken and severed tree limbs and bushes.
Burnable debris consists predominately of trees and vegetation. Burnable debris does not
include garbage, construction and demolition material debris.
Burnable Construction Debris
b. : Burnable construction and demolition debris consist of
non-creosote structural timber, wood products, and other materials designated by the
coordinating agency representative.
Non-burnable Debris
2. : Non-burnable construction and demolition debris include, but is not
limited to, creosote timber; plastic; glass; rubber and metal products; sheet rock; roofing shingles;
be considered non-burnable debris.
Stumps
3. : Stumps will be considered tree remnants exceeding 24 inches in diameter; but no taller
than 18 inches above grade, to include the stump ball. Any questionable stumps shall be referred
to the designated coordinating agency representative for determination of its disposition.
Ineligible Debris
4. : Ineligible debris to remain in place includes, but is not limited to, chemicals,
petroleum products, paint products, asbestos, and power transformers.
Any material found to be classed as hazardous or toxic waste (HTW) shall be reported
immediately to the designated coordinating agency representative. At the coordinating agency
fashion as to allow the remaining debris to be loaded and transported. Standing broken utility
poles; damaged and downed utility poles and appurtenances; transformers and other electrical
material will be reported to coordinating agency. Emergency workers shall exercise due caution
with existing overhead, underground utilities and above ground appurtenances, and advise the
appropriate authorities of any situation that poses a health or safety risk to workers on site or to
the general population.
*Debris classifications developed and used by Corps of Engineers in Hurricane Andrew recovery.
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TAB 2 TO DEBRIS SUPPORT
DEBRIS COLLECTION SITES
Frederick County Landfill 665-5658
All other sites relative to Debris Collection will be determined based on size and location of incident
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TAB 3 TO FUNCTIONAL ANNEX
DEBRIS QUANTITY ESTIMATES
The formula used in this model will generate debris quantity as an absolute value based on a known
population, and using a worse case scenario.
Determine population (P) in the affected area, using the 2000 Census Data for Frederick County. The
assumption of three persons per household (H) is used for this model.
Estimating Debris Quantities
Q=H ( C) (V) (B)(S)
The formula for estimating debris quantity is:
H
(Households) = Population/3 (3 persons per household)
C
(Category of Storm) = Factor (See table below)
V
(Vegetation Multiplier) = Factor (See table below)
B (Commercial Density Multiplier) = Factor (See table below)
S
(Precipitation Multiplier) = Factor (See table below)
Hurricane Category
1 2 CY
2 8 CY
3 26 CY
4 50 CY
5 80 CY
Vegetative Cover
Light 1.1
Medium 1.3
Heavy 1.5
Commercial Density
Light 1.0
Medium 1.2
Heavy 1.3
Precipitation
None to Light 1.0
Medium to Heavy 1.3
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The model formula is as follows:
Q = H ( C) (V) (B) (S)
Where
Q
is quantity of debris in cubic yards
H
is the number of households (10,688)
C
is the storm category factor in cubic yards. It expresses
V
is the vegetation characteristic multiplier. It acts to increase the quantity of debris by adding vegetation
including shrubbery and trees on public rights of way -
Vegetative Cover Heavy Value of Multiplier is 1.3
B
is the commercial/business/industrial use multiplier and takes into account areas that are not solely
single-family residential, but includes retail stores, schools, apartments, shopping centers and
industrial/manufacturing facilities - - Commercial Density Heavy Value of Multiplier is 1.3
S
is the storm precipitation characteristic multiplier which takes into account either a wet, or a dry storm
event, with a wet storm, trees will up-root generating a larger volume of storm generated debris (for
category III or greater storms only) - - Precipitation Characteristic Medium to Heavy Value of
Multiplier is 1.3
Q = 10,688 (H) x 80 (C ) x 1.3 (V) x 1.3 (B) x 1.3 (S) = 1.9 MILLION CUBIC YARDS
Then
References:
Mobile District Corps of Engineers, Emergency Management Branch, Debris Modeling
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SUPPORT ANNEXES
#5 EVACUATION SUPPORT ANNEX
COORDINATING AGENCY
Office
COOPERATING AGENCIES
Virginia State Police
MISSION
To effect a timely and orderly evacuation of the risk population, to provide for the security of areas
evacuated, and to identify and relocate critical resources that will not only support the population at risk
while sheltered, but bring about a prompt and effective recovery following the disaster, as well
.
SITUATION AND ASSUMPTIONS
Emergency situations will occur in Frederick County that will require a partial or full evacuation of the
county. Situations such as a major fire, transportation accidents, hazardous material incidents, or
localized flooding may require small-scale evacuations, whereas an event such as a hurricane,
radiological release, or nuclear attack may require mass evacuation.
The county has the primary responsibility of ordering an evacuation and ensuring the safety of its citizens.
Emergency transportation will be provided for people who have no means of transportation and/or who
require special transportation accommodations (i.e., lift buses or vans).
The decision to evacuate, as well as the scope of the evacuation, will depend on the type of hazard, its
magnitude, intensity, duration
(Routes 50, 522, 7, I-81, I-66 and 11).
Areas that may require or precipitate an evacuation in the County (i.e., flood plains, facilities that store,
generate, or transport hazardous materials, major transportation routes) are identified and plans address
these potential hazards.
Facilities within the identified risk areas will be notified of the potential hazard(s) so contingency plans to
address the hazards may be developed.
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ORGANIZATION
The prompt and effective evacuation of high-risk areas requires the cooperation and coordination of may
County departments, State and Federal agencies, private facilities, volunteer agencies/groups, and
adjacent jurisdictions. The Coordinator or Deputy Coordinator of Emergency Management will be
coordinating this effort.
CONCEPT OF OPERATIONS
The Deputy Director is responsible for issuing the order to evacuate. However, in the event of a fire or
hazardous materials incident, the first responder or the Fire Chief, when he arrives at the scene may order
evacuation. The Coordinator or Deputy Coordinator of Emergency Management will be coordinating the
implementing the evacuation directive, in coordination with other County departments (i.e., public works,
schools, social services), and appropriate state agencies (i.e., Virginia State Police, Virginia Department
of Transportation), as required. Evacuation response teams will be organized for warning, traffic control,
and security of the evacuated areas, as necessary.
The Coordinator and the Deputy Coordinator, assisted by the school administration, will coordinate all
transportation resources that will be utilized in the evacuation. The school system will provide school
buses including wheelchair-lift buses for transporting those people who do not have any means of
transportation. If necessary, additional transportation resources will be solicited from public and private
bus companies, churches, as well as private non-profit agencies that provide transportation services for
special populations in the county. Local service stations and independent towing services will provide
road service as necessary, requested by the Sheriff. County ambulances or private ambulance services
will transport those patients absolutely requiring ambulance transport. (See Tab 1.)
Should an evacuation become necessary, warning and evacuation instructions will be put out via radio
and TV. The Public Information Officer will develop and provide public information announcements and
publications regarding evacuation procedures, to include recommended primary and alternate evacuation
routes, designated assembly points for those without transportation, rest areas and service facilities along
evacuation routes, if appropriate, as well as potential health hazards associated with the risk. For
hurricanes, evacuation should be completed prior to the onset of sustained gale-force winds (40 mph).
Evacuees will be advised to take the following items with them if time and circumstances permit: one
change of clothing, special medicines, baby food and supplies, if needed, and sleeping bags or blankets.
If appropriate, Evacuation Advisory cards will be distributed door to door.
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Evacuees will be advised to secure their homes and turn off utilities before leaving. The Sher
will provide for the security of the evacuated area. The Virginia Department of Transportation will assist
in controlling access to the evacuated area by erecting traffic barriers at strategic points. Shenandoah
Valley Electric Coop and/or Rappahannock Electric Coop will secure electricity to flood-prone areas, as
necessary, and public utilities will secure water mains subject to damage, as necessary.
e County will
provide assistance as required. If an incident requires large-scale evacuation, the County may need to
coordinate with the adjacent jurisdictions to receive and care for evacuees in a designated shelter center
located safely away from the impacted area.
EMERGENCY MANAGEMENT ACTIONS WARNING / EVACUATION
EMERGENCY TRANSPORATION
1. Normal Operations
a. Delineate hazard-prone areas, which may need to be evacuated.
b. Develop plans and procedures to provide warning and effect evacuation.
2. Increased Readiness
A natural or man-
a. Review and update plans and procedures.
(1) Delineate the specific areas that may need to be evacuated and designate evacuation
routes. (See References, paragraph 1a above).
(2) Make a list of potential evacuees, if feasible.
(3) Prepare news releases.
(4) Anticipate and resolve special problem such as evacuating nursing homes, schools,
etc.
b. Alert personnel to standby status.
c. Begin to keep records of all expenses incurred and continue for the duration of the
emergency.
3. Emergency Operations
a. Mobilization Phase
Conditions continue to worsen requiring full-scale mitigation and preparedness activities.
(1) Implement evacuation. Disseminate warning via radio and TV news releases and via
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mobile loudspeakers.
(2) The EOC staff via evacuation warning teams in the field should maintain a log of
emergency operations noting the time each area or family is alerted to the evacuation
order, as feasible.
(3) Provide security for the evacuated area. Set up barricades and deny access to all but
essential traffic.
(4) Advise the State EOC of the order to evacuate and advise again when the evacuation
has been completed.
b. Response Phase
Disaster strikes. An emergency response is required to protect lives and property.
(1) Complete evacuation.
(2) Consider expanding the evacuation area, if necessary.
(3) Continue to provide security and access control for the evacuated area.
(4) Record disaster-related expenses.
4. Recovery
a. Continue to provide security and access control for the evacuation area, if necessary.
b. Prepare for and implement populace return to evacuated areas.
c. Compile and submit records of disaster-related expenses.
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TAB 1 TO EVACUATION SUPPORT ANNEX
EMERGENCY TRANSPORTATION RESOURCES
FREDERICK COUNTY PUBLIC SCHOOLS
:
Bus Garage: 667-2770 or contact the Superintendent of Schools / or Transportation Supervisor.
135 regular school buses
(approximately 119 radio/cellular-equipped)
18 lift-equipped/wheelchair-capable buses of varying sizes
(all radio/cellular-equipped)
Note: set-up/reconfiguration required to vary number of wheelchair bays in each, requiring
some lead time
4 -equipped)
6 Activity vehicles
Base Radio; county frequency, can net with both the EOC and in the Frederick County Communications
Center.
PARKS AND RECREATION VANS
PRIVATE BUS LINES
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SUPPORT ANNEXES
#6 FINANCIAL MANAGEMENT SUPPORT
COORDINATING AGENCY
County Finance Department
COOPERATING AGENCIES
County Treasurer
Information Technology/GIS
Fire & Rescue Resource Management
INTRODUCTION
PURPOSE:
The Financial Management Support Annex provides basic financial management guidance for all
participants in emergency management activities. This includes guidance for all departments and
agencies providing assistance in response to a local disaster declaration. The financial management
function is a component of Emergency Support Function (ESF) #5 Emergency Management.
Financial Management processes and procedures ensure that funds are provided expeditiously and that
financial operations are conducted in accordance with established local, state and federal laws, policies
and procedures.
SCOPE:
This annex is applicable to departments and agencies that are participating and responding with assistance
or relief as coordinated by the Frederick County Emergency Management.
POLICIES
:
The Frederick County Finance Department
Will provide financial support in a timely manner;
Assist and instruct agencies on recording expenses incurred during an incident;
Work to provide areas in financial need with adequate support;
Will use existing standards for accounting operations;
Implement the necessary procedures to ensure an accurate account of expenses.
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CONCEPT OF OPERATIONS
GENERAL:
In an emergency situation, as defined by the Emergency Operations Plan, the Director of Finance will be
responsible for expediting the process of procuring the necessary goods and services to support
emergency operations; designating disaster account number(s) that disaster expenditures will be charged
to, coordinating with department heads and the real estate assessor during the damage assessment and
recovery phases of disaster operations; assisting in the development of applications for state and federal
assistance; participating in the development and review of vendor contracts; developing, documenting,
and providing financial data to the proper authorities, as necessary.
The Coordinator and Director of Finance will meet with department directors to inform them of
emergency authorities that will be delegated to them in order to make the necessary expenditures to
address the situation in a timely manner. Department directors will also be informed of any assistance the
finance office will provide. Department Directors will be responsible for developing and maintaining
accurate records and documentation to support all expenditures related to the disaster (e.g., personnel,
equipment, facilities, contracts, etc.). Department Directors will be responsible for keeping an accurate
inventory of resources and identify potential needs for emergency/disaster situations. A listing of
potential resource providers will be developed and maintained for anticipated equipment and service
needs, as required. Mutual aid agreements and sample contract agreements will be developed to facilitate
the receipt of assistance and expedite the procurement process during the response and recovery phase of
disaster operations.
The accounting process followed by all departments will follow existing standardized procedures. All
departments must adhere to established disaster accounting and finance procedures to minimize the
potential for waste, fraud, and delays in processing requests, maximize state and federal assistance, and
facilitate the documentation of disaster expenditures, the development of disaster cost statistics, and
audits following the disaster.
ORGANIZATION:
Frederick County may include, within the body of the Declaration of Local Emergency, authority to
expend specific funds in support of disaster operations.
The Director of Finance and Coordinator are responsible for developing and implementing the necessary
management policies and procedures that will facilitate and ensure an accurate accounting of disaster
expenditures during all phases of disaster operations. These procedures will be designed to support and
expedite emergency response operations, as well as maximize state and federal assistance.
The Director of Finance and Coordinator will coordinate with all departments, government entities, and
representatives from the private sector who support disaster operations.
This may involve working with other local jurisdictions that provide mutual aid, state and federal
governments, private contractors, local retailers, volunteer organizations, etc.
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RESPONSIBILITIES
Develop, maintain, and disseminate budget and management procedures to ensure the prompt and
1.
efficient disbursement and accounting of funds to conduct emergency operations, as well as
support and maximize claims of financial assistance from state and federal governments, and
facilitate audits following the disaster;
2. Provide training to familiarize staff with internal procedures, as well as federal and state disaster
assistance requirements and forms;
3. Develop the necessary logistical support to carry out emergency tasking. Instruct all departments
to maintain in inventory of supplies on hand;
4. Develop the necessary mutual aid agreements, sample contracts, and listing of potential resource
providers to expedite the procurement of anticipated resource needs for disaster operations;
5. Develop and maintain the necessary measures to protect vital records and critical systems to
ensure their continued operation during a disaster, as well as to facilitate their restoration if
impacted by the disaster;
6. Prepare and submit disaster assistance applications to the appropriate state and/or federal agencies
for reimbursement of disaster related expenditures;
7. Assist in the preparation and submission of government insurance claims; and
8. Identify and correct any shortfalls in emergency budget, accounting, and procurement procedures,
as well as measures implemented to protect critical systems.
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SUPPORT ANNEXES
#7 INFORMATION TECHNOLOGY/GIS SUPPORT
COORDINATING AGENCY
County IT/GIS
COOPERATING AGENCIES
All County Departments
INTRODUCTION
PURPOSE
:
This annex describes the framework through which the County Information Technology/GIS Office
coordinates with other local agencies, to prepare for, respond to, and recover from emergencies or
disasters. It ensures policymakers and responders at all levels receive coordinated, consistent, accurate,
and timely technical information, analysis, advice, and technology support.
SCOPE
:
This annex:
Outlines roles and responsibilities for pre-incident and post-incident technology support;
Outlines a structure for coordination of technological support and response to incidents; and
Outlines a process to provide technical recommendations.
POLICIES
:
The underlying principles in coordinating technical support are as follows:
Planning employs the most effective means to deliver technical support, including the use of
resources from the private sector and non-governmental organizations, and resources owned or
operated by local agencies;
Planning recognizes local and state policies and plans used to deliver and receive technical
support.
CONCEPT OF OPERATIONS
GENERAL
:
The County IT/GIS Office is responsible for technical support and coordinates with other appropriate
departments and agencies in response to an actual or potential emergency.
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ORGANIZATION:
The County IT/GIS Office provides the core coordination for technical support capability. The local IT
works with local and state government, private sector, and non-governmental organizations that are
capable of providing technical information, analysis and advice, and state-of-the-art technology support.
Technology resource identification and standard operating procedures for accessing these resources will
be developed using standard protocols. Mission assignments for technical needs are coordinated through
ESF #5 Emergency Management and passed on to the cooperating agencies for support.
RESPONSIBILITIES
Orchestrating technical support to the locality;
Providing short-notice subject matter expert assessment and consultation services;
Coordinating the technical operational priorities and activities with other departments and
agencies;
Providing liaison to local Emergency Operations Center (EOC);
In coordination with responsible agencies and when deemed appropriate, deploying emergency
technologies, and
Executing contracts and procuring technical support services consistent with the Financial
Management Support Annex.
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SUPPORT ANNEXES
#8 LOGISTICS MANAGEMENT SUPPORT
COORDINATING AGENCY
Coordinator of Emergency Management / Emergency Management Team
COOPERATING AGENCIES
Human Resources
Department of Transportation
Department of Health
Public Works and Engineering
Office
County Fire & EMS
Frederick County Schools
County Parks & Recreation
INTRODUCTION
PURPOSE
:
This annex provides an overview of logistics management functions, roles, and responsibilities. The
logistics management function is an element of ESF #5 Emergency Management. The logistics section
coordinates closely with ESF #7 Resource Support and implements the procedures of this annex.
Logistics Management must be prepared to coordinate with state and federal officials to obtain needed
manpower and equipment resources during both the response period, when such assistance can save lives
and protect property, and during the post-disaster recovery period, to help the victims of the disaster.
SCOPE
:
This annex:
Identifies the components of County, State and Federal logistics delivery structure;
Provides a concept of operations for logistics management in support of the EOP; and
Describes how Frederick County coordinates logistics management with state and Federal
governments and the private sector.
POLICIES:
ESF #5 provides:
Staff for managing the control and accountability of supplies and equipment;
Resource ordering;
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Delivery of equipment, supplies, and services;
Resource tracking;
Facility location and operations;
Transportation coordination; and
Information technology system services.
CONCEPT OF OPERATIONS
GENERAL
:
Logistics support is provided for prevention, preparedness, response, and recovery actions during all
phases of incident management. Effective logistics management contributes to mission success while
ensuring all functions are executed in a unified manner to reduce costs, ensure appropriate support
actions, and increase response capability. Logistics Management will identify, procure, inventory, and
distribute critical resources, in coordination with other local and state governments, the federal
government, private industry, and volunteer organizations, to effectively respond to and recover from the
effects of a disaster.
Critical resources will be in short supply or unavailable in the disaster-stricken area. In order to fulfill the
immediate needs of the stricken population, as well as to fulfill local and regional recovery priorities,
resources will have to be brought in from outside the disaster area.
Resource needs will be met through a variety of sources and means to include local, state, and federal
governments, private industry/contractors, mutual aid agreements, and donated goods
.
ORGANIZATION
:
All departments will be responsible for identifying essential resources in their functional area to
successfully carry out their mission of mitigating against, responding to, and recovering from the
devastating effects of disasters that could occur within the jurisdiction. All departments will coordinate
their resource needs with the Logistics Chief, who will then contact the finance director and procurement
official.
The Director of Public Works Department will be responsible for resource coordination of the physical
recovery and debris removal. The Director will be assisted by, and work in conjunction with a variety of
local departments, state and federal agencies, private utility companies, contractors, heavy equipment
operators, and waste management firms.
Resource lists will be developed and maintained by each department that detail the type, location, contact
arrangements, and acquisition procedures of the resources identified as being critical. Resources can be
categorized alphabetically, by hazard, or by response action. However, the process should be standard
throughout all local departments to facilitate the development of a master resource listing. Redundancy
will be built into the provider lists to ensure the availability of the resource when it is needed. The
necessary Memoranda of Understanding, Mutual Aid Agreements and sample contracts will be developed
prior to the disaster to facilitate access and delivery of critical resources.
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Potential sites for local and regional resource collection, storage, and distribution centers must be
identified and strategically located to facilitate recovery efforts.
Standard Operating Procedures (SOPs) will be developed to manage the processing, use, inspection and
return of resources coming into the area. Priorities will have to be set regarding the allocation and use of
the available resources, and training will be provided, as required, in the use of the specialized equipment.
RESPONSIBILITIES
Identify essential resources to carry out mission in each functional area and to support operation
of critical facilities during the disaster;
Designate local department(s) responsible for resource management;
Identify personnel requirements and training needs to effectively carry out mission;
Develop resource lists that detail type, location, contact arrangements, and acquisition procedures
for critical resources;
Prepare mutual aid agreements with surrounding jurisdictions to augment local resources;
Review compatibility of equipment of local departments and surrounding jurisdictions and
identify specialized training or knowledge required to operate equipment;
Develop SOPs to manage the processing, use, inspection, and return of resources coming into
area;
Identify actual or potential facilities to receive, store, and distribute resources (government,
private, donate);
Develop training/exercise to test plan, and to ensure maximum use of available resources;
Coordinate and develop prescribed announcements with Public Information Office regarding
potential resource issues and instructions (e.g., types of resources required, status of critical
resource reserves, recommended contingency actions, etc.);
Document costs and track resources; and
Establish priorities regarding allocation and use of available resources.
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TAB 1 TO LOGISTICS MANAGEMENT SUPPORT
ELEMENTS OF A RESOURCE LIST
1. Identification of Resource
Type of equipment, service, personnel, facilities
2. Corporation, Organization, or Agency that Controls the Resource
Address
3. Contact Arrangements
24-hour primary and back-up contact points (work, home, pager, cellular numbers,
accessible by radio)
4. Acquisition Procedures
Response time
Charges for the use of the resource should be identified or pre-arranged as you develop
your list
Resolve any liability issues
Identify any special training requirements to operate equipment
Identify personnel or contract personnel to operate equipment
Develop procedures to receive, inspect, inventory, and return resources
5. Develop the necessary Memorandums of Understanding, Mutual Aid Agreements, and contracts
(see attached)
6. Build redundancy into Resource List
One provider may lack the capability to provide volume of goods, services or personnel
requested.
Provider may be unable to respond at the time you requested
Provider may be out of business when you call
7. Update information
Date resource was last verified, date next verification due
Develop form letters for updating information
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TAB 2 TO LOGISITICS MANAGEMENT SUPPORT
SAMPLE RESOURCES
LOCAL AND REGIONAL
Building Contractors:
on the Department of Professional and Occupational Regulations website:
http://www.dpor.virginia.gov
Building Code Officials:
Virginia Building Code Officials Associations website: http;//www.vbcoa.org
Virginia Department of Housing and Community Development:
https://www.dhcd.virginia.gov
Building Materials and Supplies:
Concrete, Block and Gravel:
Highway and Heavy Equipment:
Trucking Heavy Hauling:
Portable Toilets:
Portable Lighting and Generators:
Food Banks and Donated Goods:
NOTE:This is only a partial listing of local resources. Each County Department and
agency may maintain its own resource list.
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TAB 3 TO LOGISTICS MANAGEMENT SUPPORT
SAMPLE RESOURCE DISTRIBUTION CENTERS
LOCAL AND REGIONAL:
Food, Water, Ice Distribution Centers:
Volunteer Centers:
Donated Goods Distribution Centers:
Mobilization Centers:
Joint State/Federal Field Office (JFO):
Disaster Recovery Center (DRC):
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RESOURCE DISTRIBUTION CENTERS
LOCATION CONTACT PERSON TELEPHONE
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SUPPORT ANNEXES
#9 PUBLIC AFFAIRS SUPPORT
COORDINATING AGENCY
County Administration
COOPERATING AGENCIES
All County Departments
INTRODUCTION
PURPOSE:
This annex describes the interagency policies and procedures used to rapidly mobilize assets to prepare
and deliver coordinated and sustained messages to the public in response to major emergencies or
disasters.
SCOPE:
This annex establishes mechanisms to prepare and deliver coordinated and sustained messages regarding
potential or actual emergencies or disasters and provides from acknowledgement of an incident and
communication of emergency information to the public during emergency operations. This annex is
integrated with and supported through the ESF #15 External Affairs resource management structure.
POLICIES:
Emergency communications incorporates the following processes:
Control: Identification of emergency communications coordinating, primary and supporting
departments and agency roles, and authorities for release of information;
Coordination: Specification of interagency coordination and plans, notifications, activation, and
supporting protocols;
Communications: Development of message content such as incident facts, health risk concerns,
pre-incident and post-incident preparedness recommendations, warning issues, incident
information, messages, audiences, and strategies for when, where, how and by whom the
messages will be delivered.
General guidance on the authority to release information is in accordance with existing plans, operational
security, law enforcement protocols, designated coordinating and primary agency assignments, and
current procedures.
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CONCEPT OF OPERATIONS
GENERAL:
The Public Information Officer (PIO) is to be notified of all emergency situations that require notification
of the Deputy Director/Coordinator.
When an emergency is officially declared, the Public Information Officer will serve as the primary source
of contact for release of information to the media. Any media contacting the communications center shall
be referred to the PIO. This will allow emergency personnel to use their resources for responding to the
event and give the media one source to contact for details. This does not preclude emergency personnel
from responding to media inquiries on the scene, although caution should be used in releasing details of
injuries or death before families can be notified.
Communicating information regarding the incident to the public is a critical component of incident
management and must be fully integrated with all other operational actions to ensure the following
objectives are met:
Delivery of incident preparedness, health, response, and recovery instructions to those directly
affected by the incident; and
Dissemination of incident information to the general public.
Establishing communications paths with participants is a primary objective during the first minutes of
plan activation. These paths provide a streamlined process to ensure that appropriate participants and
decision makers are linked together to manage emergency communications with the public.
Local agencies should agree on releases, talking points, and sustaining communications effort and
strategy.
Public Affairs representatives may visit the incident site to gain facts, provide operational response
updates and to assist the media in covering the incident.
Contact key news media to inform them about the incident and its status, provide initial information to
counter speculation and rumors, and make available, where necessary or known, immediate health and
safety guidance. Departments and agencies should closely coordinate media queries during this critical
phase to ensure that approved messages are executed.
Participating radio stations serving the locality are listed at Tab 2. The use of cable television during
emergency situations is described in Tab 1. The Public Information Officer in coordination with the local
EOC should also access these local stations to advise the public concerning locally unique emergency
public information.
Once an emergency has been declared, separate emergency response organizations will coordinate with
the Public Information Officer and clear news releases with the EOC before release to the news media for
public consumption. The PIO may establish a Joint Information Center (JIC).
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The news media must assure that confusing or conflicting information is not disseminated to the public.
Sources of information should be verified for accuracy. All statements from County and state
government personnel should be from or authenticated by, the proper authorities. The news media will,
in effect, assume a support role to local government during emergency operations.
Area newspapers should be requested to publish articles periodically in order to increase public awareness
about the primary local hazards and to suggest the best protective actions for individuals in time of
emergency. It should be realized that traditional news print has delays in print and distribution and Social
Media should be utilized to expedite getting messages out to the public.
ORGANIZATION:
The Public Information Officer will disseminate emergency public information as requested by the
Director, the Deputy Director, the Coordinator or the Deputy Coordinator. The PIO will work jointly
with, and have official access to, local radio stations and newspapers. The PIO role may shift to the
County Administrator, the Chairman of the Board of Supervisors, the Fire Chief, or other department
heads, depending on the type of incident and the circumstances involved.
The Public Information Officer will report to the emergency operations center or to the Administration
Center, whichever is appropriate at the time of the emergency. The PIO will coordinate the release of
information over the government access cable channel and through all written documents. The PIO will
also be responsible for arranging regular briefings for the media at a suitable time and location. Any
complaints by emergency personnel concerning actions by members of the press are also to be referred to
the PIO for discussion with the appropriate news organization.
The PIO will maintain an up-to-date telephone and fax number list for all local news organizations and
will remain accessible by telephone throughout the duration of the emergency situation. The Emergency
Alert System (EAS) will broadcast state-level emergency public information. The Virginia EOC has the
primary responsibility of keeping the public informed when the emergency affects a widespread area.
This will supplement information provided by the National Weather Service.
RESPONSIBILITIES
Plans, prepares, and executes local leadership and ESF #15 resource management during
emergencies and disasters;
Coordinates plans, processes, and resource support of field operations for emergency
communications with the public through ESF #15;
Designates a Public Affairs representative to support the operation;
Coordinates plans and process for emergency communications with the public with County and
State agencies and nongovernmental organizations; and
Disseminates information related to incidents to the public.
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TAB 1 TO PUBLIC AFFAIRS SUPPORT
USE OF CABLE TELEVISION DURING EMERGENCY SITUATIONS
During emergencies, it is especially important that the public be kept informed of available resources,
dangerous conditions, and the response that emergency personnel are making to the situation. In addition
to using other media outlets, cable television should be used to disseminate this type of information as
follows:
1. Emergency Override The emergency override on the Comcast Communications allows the
Coordinator and the Public Information Officer to inform the public of immediate crisis
situations. The override operates over all channels and anyone watching Comcast
Communications will see the message. It is to be used only where instant notification is essential.
2. Government Access Bulletin Board The government access bulletin board is available to
transmit written messages through the Comcast Cable System. Through use of a character
generato
facility.
3. Government Access Video Equipment - The equipment maintained at the County Government
will be available for mobile use when necessary, either to tape information for later broadcast or
for live broadcast from one of the insertion points located throughout the County. The insertion
points in the locality are:
Administration Center
Public Safety Center
Fire Stations
Main Library
Junior Highs
High Schools
All of the above resources are to be used in conjunction with a studio manager and/or the Public
Information Officer.
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TAB 2 TO PUBLIC AFFAIRS SUPPORT
EMERGENCY PUBLIC INFORMATION RESOURCES
MEDIA CONTACT / TELEPHONE
NEWSPAPERS
Winchester Star 540-667-3201
Northern Virginia Daily 540-662-5868
Radio Stations
WINC FM 540-667-2224
WINC AM 540-667-2224
WUSQ FM 540-667-2102
WTRM FM 540-869-4997
WFTR FM 540-665-9595
AREA TV STATIONS
Comcast Communications 540-504-0900
WHSV TV 3 (Harrisonburg, VA) 703-433-9191
NBC TV25 (Hagerstown, MD) 301-797-1871
ABC TV 3 (Winchester, VA) 540-504-0883
METRO WASHINGTON TV STATIONS
News Channel 8 703-236-9628
WETA Channel 26 (PBS) 703-998-2600
WJLA Channel 7 (ABC) 703-263-9552
WRC Channel 4 (NBC) 202-364-6397
WUSA Channel 9 (CBS) 202-895-5999
WTTG Channel 5 (FOX) 202-895-3000
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TAB 3 TO PUBLIC AFFAIRS SUPPORT
PIO PREARRANGED MESSAGES
RELEASE OR SPILL
(NO EXPLOSION OR FIRE)
1. Local Public Information Notification of an Incident (Fire and/or Explosion Imminent)
At _ (a.m./p.m.) today, an incident/accident occurred on
(hwy/street). Certain dangerous materials have been spilled/leaked/released from a tank car/truck. Due
to the toxicity of material released to the atmosphere, all traffic on (hwy/street) is being rerouted via
(hwy/intersection) until further notice.
Due to the possibility of an explosion and major fire, all residents living within feet of the site are
urged to leave immediately and report to (school, church, etc.)
Office
You will be notified when it is safe to return to your homes. Stay tuned to this station for additional
information/instructions.
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TAB 4 TO PUBLIC AFFAIRS SUPPORT
PIO PREARRANGED MESSAGES
(FIRE AND/OR EXPLOSION IMMINENT)
2. Local Public Information Notification of an Incident (Fire and/or Explosion Imminent)
At (a.m./p.m.) today, an accident occurred on
(highway/railroad) (location).
All traffic on (highway) is being rerouted via
(highway/intersection) until further notice.
Due to the possibility of an explosion and major fire, all residents living with ________feet of the site are
urged to leave immediately and report to (school/church, etc.).
Office.
You will be notified when it is safe to return to your homes. Stay tuned to this station for additional
information/instructions.
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SUPPORT ANNEXES
#10 WORKER SAFETY AND HEALTH SUPPORT
COORDINATING AGENCY
Human Resources
COOPERATING AGENCIES
Virginia Department of Labor and Industry
Department of Health
Critical Incident Stress Management (CISM) Team
INTRODUCTION
PURPOSE:
This annex provides guidelines for implementing worker safety and health support functions
during potential or actual incidents. This annex describes the actions needed to ensure that threats
to the responder safety and health are anticipated, recognized, evaluated, and controlled
consistently so that responders are properly protected during incident management operations.
SCOPE
:
This annex addresses those functions critical to supporting and facilitating the protection of
worker safety and health for all emergency responders and response organizations during
potential and actual emergencies or disasters. While this annex addresses coordination and the
provision of technical assistance for incident safety management activities, it does not address
public health and safety.
Coordination mechanisms and processes used to provide technical assistance for carrying out
incident safety management activities include identification and characterization of incident
hazards, assessments and analyses of health risks and exposures to responders, medical
monitoring, and incident risk management.
POLICIES:
Emergency Support Function (ESF) #5 Emergency Management, in cooperation with
Human Resources, activates the Safety Officer and implements the activities described in
this annex;
Private sector employers are responsible for the safety and health of their own
employees;
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State and local governments are responsible for worker health and safety pursuant to
State and Local statutes. This responsibility includes allocating sufficient resources for
safety and health programs, training staff, purchasing protective clothing and equipment,
as needed, and correcting unsafe or unsanitary conditions;
This annex does not replace the primary responsibilities of the government and
employers; rather, it ensures that in fulfilling these responsibilities, response
organizations plan and prepare in a consistent manner and that interoperability is a
primary consideration for worker safety and health; and
Several State and Federal agencies have oversight authority for responders and response
operations. While these agencies retain their authorities, they are expected to work with
local, state, federal and private sector responders prior to and during response operations
to ensure the adequate protection of all workers.
CONCEPT OF OPERATIONS
GENERAL:
The local Human Resources Department coordinates safety and health assets to provide proactive
consideration of all potential hazards, ensures availability and management of all safety resources
needed by the responders; shares responder safety-related information, and coordinates among
local, state, and federal agencies and government and private sector organizations involved in
incident response.
ORGANIZATION:
The Human Resources Department supports worker safety by:
Providing occupational safety and health technical advice;
Undertaking site-specific occupational safety and health plan development and
implementation, and ensuring that plans are coordinated and consistent among multiple
sites, as appropriate;
Identifying and assessing health and safety hazards and characterizing the incident
environment;
Carrying out responder personal exposure monitoring for chemical and biological
contaminants, and physical stressors (e.g., noise, heat/cold);
Assessing responder safety and health resource needs and identifying sources for those
assets;
Coordinating and providing incident-specific responder training;
Providing psychological first aid during and after incident response and recovery
activities; and
Identifying in coordination with the Virginia Department of Health, appropriate
immunization and prophylaxis for responders and recovery workers.
Provide technical advice;
Identifying hazards and risks associated with response and recovery activities;
Ensure appropriate immunizations and provided to responders;
Provide psychological and physical first aid;
Provide Critical Incident Stress Management (CISM)
Monitor responders for chemical and/or biological contamination; and
Provide appropriate workplace safety training.
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Notes
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