HomeMy WebLinkAboutCity Council Resolution 2308 RESOLUTION NO. 2308
A RESOLUTION SUPERSEDING RESC~UTION NO. 805
ADOPTING THE ~/~GENCY PLAN FOR THE CITY OF SARATOSA
The City Council of the City of Saratoga hereby resolves as follc~s:
Ma~REAS, the City of Saratoga by Ordinance No. 38.42 adopted September 1, 1971,
did establish an emergency organization, and
Me~EAS, said ordinance provides that the emergency organization, the distribution
of emergency powers and duties, the assigrm~ent of functions and services, and the re-
cruitment, direction, and tr_~_~_,ting Of personnel shall be prescribed by resolution
adopted [ursuant to said ordinance;
NON, ~HEREFORE, BE IT RESOLVED as follows:
SECTION 1.
~he emergency organization of the City shall be as described in the document
entitled City of Saratoga Emergeracy Plan, January, 1, 1986, attached as EXHIBIT A.
Said EXHIBIT A, including all information shown therein, is specifically incorporated
herein as if the same were particularly described in this resolution.
SECTION 2.
~he emergency duties of the Direr, Assistant Director, and section ~hiefs
shall be as described in said ~ergenc~ Plan. Such duties as described in said
Rnergency Plan may be changed frcm time to time by the director by written administra-
tive orders, particularly for the purposes of conforming to reccmTendations of the
Director of the California Office of Emergency Services or the Civil Defense Prepared-
ness ~ency.
SECTION 3.
Annexes: Frc~ time to time various annexes to the City ~e~gency Plan my be
prepared. Such annexes, additions or revisions ~hall reflect the most recent direc-
tives frcln the California Office of ~rergency Services or other Plan modifications
as may be approved by the Saratoga Director of Emergency Services. Such approved
annexes and revisions shall be a part of the Plan.
SECTION 4.
All previous resolutions relating to the Emergency Plan for the City of Saratnga
are hereby recinded.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Saratoga, this 5th day of February, 1986, by the followir~ vote:
AYES: Councilmembers Callon, Fanelli, Hlava, MDyleS and Mayor Clevenger
NOES: None
ABSENT: None
MAYOR, CITY'OF SARA~
ATIEST:
SARATOGA EMERGENCY PLAN
0~t0L/86
DRAFT
01/01/86
CITY OF SARATOGA
[=~ERGENCY PLAN
PART ONE THE BASIC PLAN
I. TWSDDUCTiON
A. Purpose and Objectives
B. Planning Approach and Scope
C. Definitions
II. CONCE~_?T OF OPERATIONS '
A. Peacetime Emergencies
B. War Emergency
III. ORGANIZATION
A. General
B. The Disaster Council
C. The Director of Emergency Services
D. The Emergency Planning Council
E. The Emergency Operat/ng Center (EOC)
F. The Volunteer Organization
G. The Emergency Response, Resource Management and Staff Services
IV. DIRECTION AND CONTROL
A. Concept
B. Chain of Conmand
C. Incident Conmand System
D. Emergency Operating Center (EOC)
01/01/86
PART TWO EMERGENCY RESPONSE SERVICES
I. LAW ENFO~ AND TRAFFIC CONTROL SERVICE
A. Background
B. Missions
C. Leadership
D. Emergency Response
E. Service Resources
F. ~cations
G. References
II. FIRE AND RESCUE SERVICE
A. Background
B. Missions
C. OF_rating Agreements
D. Leadership
E. Service Resources
F. References '
III. ENGINEERING/MAINTENANCE SERVICE
A. Background
B. Missions
C. Leadership
D. Alerting and Mobilization
E. Emergency Response
F. Service Resources
G. ODemunications -
01/01/86
IV. MEDICAL SERVICE
A. Background
B. Mission
C. Leadership
D. Alerting and Mobilization
E. Emergency Response
F. Service Resources
G. References
V. WET,FARE/SHELTER SERVICE
A. Concept
B. Missions
C. Leadership
D. Emergency Response
E. Service Resources
F. Conmunications
G. References
PART TIIREE RESg3IKIE M~NA~ SERVICES
I. Procurement Service
A. Food
B. Fuel
C. General Supplies and Equipnent
II. HEALTH SERVICE
III. TRANSPORTATION SERVICE
IVo MANPOWER SERVICE
V. CONSTt~JCTION AND HOUSING SERVICE
01/01/86
PART FOUR STAFF SERVICES
I. COMMUNICATIONS WARNING SECTION
A. Background
B. Organization
C. Mission
D. Leadership
E. Emergency Response
F. Resources
G. Telephone Fanout List
H. References
NOTE The following sections of Part Four have not been
completed and are to be issued at a later date.
II. DISASTER ANALYSIS SECTION
III. RADIATION PROTECTION SECTION
IV. PUBLIC INFORMATION SECTION
V. LEGAL SECTION
VI. RECORDS AND REPORTS SECTION
VII. EOC MANAGEMENT SECTION
oz/o /ss
ANNEXES A. EMERGENCY FUNCTIONS OF THE CITY STAFF
B. PERTINENT LAW
C. EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
DRAFT
CITY OF SARATOGA
EMERGENCY PLAN
PART ONE - THE BASIC PLAN
I. INTRODUCTION
A. purp0.~e and Objectives.
1. The City of Saratoga governing body is legally re-
sponsible to the residents for providing for their
health, welfare and safety~in the event of natural
or man-made disasters, or national emergency, in-
cluding the threat or occurence of enemy attack.
2. The purpose of this plan is to provide for effective
emergency management within the City, using existing
organizations and resources to the maximum extent
possible.
3. The objectives of this Plan are:
a. To minimize the effects of an emergency or
disaster occuring as a result of any hazard,
natural or man-made.
b. To enhance the response to emergencies in a
timely, coordinated manner.
c. To assist recovery from a disaster rapidly and
at lowest possible cost to residents.
d. To facilitate prepar~dn~ for dealing with
the mitigation, response and recovery actions
inherent in the objectives above.
NOTE: PART ONE provides background information that should be
reviewed prior to an emergency. IN CASE OF AN ACTUAL
EMERGENCY, GO DIRECTLY TO PART TWO.
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B. Planning Approach and Scop.e.
t. -In keeping with National and State policies, the
"all hazard" approach to planning is employed.
This Plan is effective for natural and man-made
disasters occuring during peacetime as well as
for the initial stages of armed conflict. It is
recognized that conditions pertaining during armed
conflict, particularly nuclear war, are far more
severe than those characterizing other emergencies.
This Plan is only the beginning of the work required
to prepare adequately for war emergency.
2. The Plan is organized in five parts. Part One,
~j the Basic Plan, deals with matters of concept,
organization, direction, and control. Part Two,
Emergency Response. Services, focuses on those services
which respond initially to emergency calls and
would usually be on scene, or would be immediately
required, when an official emergency is declared.
Part Three, Resource Management Services, embraces
those activities which may or may not be required
depending on the nature and scope of the emergency;
and Part Four, the Staff Services, is designed to
describe key staff assistance required by the
Director of Emergency Services for effective manage-
ment of an emergency. Part Five, the Emergency
Operating Center (EOC) describes details of organ-
,~.--'~ ~Ization and functioning of the EOC.
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3. The Plan is written in relatively brief, action-
oriented sections for use as a practical guide.
The objectives, conceptsland applicable doctrine
of the California State and Santa Clara County
emergency plans are automatically incorporated
without repetition. Because local emergencies
(such as an earthquake) can readily extend to
adjacent communities, both the County and State
plans must be understood for intelligent application
of the Saratoga Plan.
4. Users of this Plan are requested to submit recommen-
dations for changes as they occur as an aid to
maintain a "live" document.
C. Definitions. An effort has been made to use "plain"
language and terms which can be readily understood
by anyone without reference to a glossary. However,
as in all specialized activities, there are unique
terms applicable to emergency operations. For in-
depth understanding of emergency documents, reference
should be made to the Glossary of Terms in the State
of California Emergency Plan, and to the Federal
Emergency Management Agency Instruction 5000.2, dated
January 4, 1982. The meaning of two basic terms is
presented below:
~ 1; Disaster.
a. The Federal Emergency Management Agency defines
disaster as" an occurrence that has resulted
in property damage, deaths and injuries to a
community".
b. The federal definition of major disaster is
"any hurricane, tornado, storm, flood, high-
water, wind-driven water, tidal wave, tsunami,
fire, explosion, or other catastrophe in any
part of the United States which, in the deter-
mination of the President of the United States,
causes damage of sufficient severity and magni-
tude to warrant major disaster assistance under
the Federal Disaster Relief Act, --- .
c. For application of the California Natural
Disaster Assistance Act, a natural disaster
is "fire, flood, storm, tidal wave, earthquake,
or other similar public calamity resulting from
natural causes."
2. Emergency
a. The State of California defines emergency as
!'A disaster situation or condition of extreme
peril to life and/or property, resulting from
other than war or labor controversy, which is or
is likely to be beyond local capablity to control
without assistance from other political entities".
b. In the Federal definition, emergency means
"any hurricane,tornado, storm, flood, high
water, wind-driven water, tidal wave, tsunami,
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earthquake, volcanic eruption, landslide,
snowstorm, drought, fire, explosion. or other
catastrophe in any part of the United States.
c. The City of Saratoga, in Ordinance No. 38.42,
has defined emergency as "the actual or threat-
ened existence of conditions of disaster or of
extreme peril to the safety of persons and
property within the City caused by such conditions
as air pollution, fire, flood, storm, epidemic,
riot, earthquake, or Qther conditions, in-
cluding conditions resulting from war or imminent
threat of war, which conditions are or are likely
to be beyond the control of the services, per-
sonnel, equipment, and facilities of the City,
requiring the combined forces of other political
subdivisions to combat."
3. From the above, it is apparent that:
a. Both disaster and emergency have specialized
meanings derived from legislation.
b. The terms are often used interchangeably in
i~ ~ emergency planning documents.
c. A key element in the definition of emergenc~
is that the conditions characterizing the event
are or are likely to be beyond the control of
local capabilities.
d. For the purposes of this Plan, the City of
Saratoga definition of emergency is applicable.
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II. CONCEPT OF OPERATIONS
A. PeaCetime...Em.~rgencies
1. The operations concept described in the California
Emergency Plan places responsibility' for
immediate ~esponse to an emergency upon local
government agencies and segments of the private
sector. Other agencies, whether from nearby
jurisdictions which provide mutual aid, or from
State and Federal agencies, function in support
of local efforts.
2o The initial response to emergencies such as
fires, landslides, earthquakes,or riots are made
by Fire, Law Enforcement, Medical, or Maintenance
(Public Works) districts or departments in
accordance with their normal operating procedures
3. The emergency organization described in this Plan
is mobilized to the extent necessary to respond
when:
a. Disaster overloads or threatens to overload
the regular force concerned.
b. Disaster effects require the combined efforts
of several departments. .-'
c. Mutual aid assistance is required from other
jurisdictions.
~ d. Disaster effects require strengthened control
and coordination.
~4. Responses vary depending on the nature of the
emergency. The most common elements of response
are:
a. Initial response. Deployment of elements
of the emergency services and establishment
of the Incident Commander and command post
at the scene.
b. Coordination. Achieved by the Director of
Emergency Services through activation of the
EOC.
c. Declaration 0f ..Emergency. The Director or
Mayor declares a LOCAL EMERGENCY when appro-
priate. ( See Figure page
for a sample form).
d. Public Information. The public is informed of
the nature of the emergency and response
underway.
e. ~eports. The Director of Emergency Services
(or Mayor) informs the Operational Area
Coordinator ( County Executive) and the
State Office of Emergency Services ( Region II )
of the local situation.
f. Mutual Aid. The Incident Commander makes initial
,t requests for mutual aid through established
~ service channels. When the EOC has been
activated, mutual aid requests go through the
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EOC to the Operational Area Coordinator
( County Executive).
5. Warning of an impending disaster may or may
not be received from the County Communications
Center or via the California Law Enforcement
Teletype System (CLETS). The alert signal,
a 3 to 5 minute steady blast on County sirens,
may be sounded whe~ it is known that a disaster
is imminent and local radio and TV stations
are broadcasting emergency information.
B. WAR EMERGENCY
1. Assumptions.
a. It is assumed that a war emergency will affect
the entire County and State from the outset.
b. The primary role of local emergency forces,
that is, dealing with emergency situations
which affect local residents is unchanged.
But plans and actions must be fully coordinated
on a County and State-wide basis, and
Saratoga will be much more dependent upon
higher government levels for guidance-and
support than in peacetime situations.
c. War emergencies can range from a ter~rist
_ attack on a very limited scale, to a conven-
tional war following a period of tension
tO a sudden all-out nuclear attack. In the
worst case, a nuclear attack in Santa Clara
County is likely to create a chaotic situation
from which the City can recover only through
the cooperation and support of other government
agencies.
2. Increased readiness ~
A war emergency may be preceded by a period of
international tension which will allow time to
improve the state of readiness. The California
Office of Emergency Services (OES) disseminates
readiness conditions from Condition FOUR (normal
peacetime conditions) through Condition ONE
( war is imminent or inevitable). The conditions
are described in Annex of this Plan.
3. Warning.
a. The County Warning Plan is described in detail
in Annex . There are two signals: (1)
ATTACK WARNING is received as an attack
warning message. It is communicated to the
public by a 3 to 5 minute wa~ering tone of
county sirens. It means that an attack
against the country has been detected and
that protective action should be taken immed-
iately. (2) ALERT SIGNAL is sounded by auth-
ority of the County Emergency Organization.
It is a 3 to 5 minute steady blast of County
sirens and means that a peacetime or wartime
hazard is imminent or present.
b. When the ALERT SIGNAL is sounded people should
turn on radios and TV's to listen to local
broadcast.
c. When the ATTACK WARNING is sounded everyone
should seek th~ nearest available shelter.
4. Emergency ResRonse.
a. The Emergency Organization responds to
~ notification of increased readiness by
activating and progressively staffing the
EOC and the emergency services. Key people
are notified and briefed. Plans are reviewed
and updated where necessary. Supplies are
checked and refurbished. Fallout shelters
and congregate care centers are made ready.
A program is initiated to keep residents
informed.
b. The emergency services execute response actions
appropriate to events as they occur..
5. References.
For more information on war emergency concepts
~ ] see the Santa Clara County Emergency Plan,
Basic Plan; and the California Emergency Plan,
Part Four (pages 5 & 7).
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III. ORGANIZATION
A. General
1. The normal organization of City government is
intended for dealing with day-to-day administration~
of community affairs on a austere basis. To
achieve effective response to emergency and
disaster situations, modifications in the or-
ganizational structure are required. In formu-
lating the emergency organization, the goal is
to use existing organization units and groups,
both within and outside the City government, as
much as possible.
2o The concept of operations entails a tailoring
of emergency response forces to deal specifically
with the nature and size of each emergency. The
emergency organization is structured to facilitate
activation of elements for specific tasks.
Major groupings are, the Emergency Response
Services, Resource Management Services, and the
Staff Services. Additional key elements of the
organizational structure are the Disaster Council
(City Council); Director of Emergency Services
(City Manager); Emergency Planning Council;
Emergency Operating Center; and the Volunteer
Organization headed by the Emergency Preparedness
Coordinator. (See Figures 1 and 2 on pages 12
and 13.
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B. The Disaster Council
1. The Disaster Council consists of the members of the
~ity Council with the Mayor as Chairman. The duty
of the Council is to develop and recommend for
adoption by the City Council emergency and mutual
aid plans, agreements and such ordinances and
rules and regulations as are necessary to implement
the plans and agreements.
2. The Disaster Council meets upon call of the Chairman
or in his absence, upon call of the Vice-Chairman
( Mayor Pro Tem).
C. The Director of Emergency Services. The City Manager
is designated as the Director of Emergency Services.
Functions of the Office are:
1. To control and direct the efforts of the emergency
organization of the City.
2. To develop emergency plans with the assistance of
emergency service chiefs for consideration of the
Disaster Council, and to manage the emergency
programs of the City.
3. To determine when conditions warrant declaration of
a "local emergency" by the City Council ( or the
Director of Emergency Services if the council is not
in session); or proclamation of a "state of emergency"
by the Governor.
4. To ensure that appropriate action is taken to obtain
assistance needed through mutual aid, civilian, county,
and State resources.
5. To keep the public,as well as County and State officials,
informed of conditions prevailing and potential
hazards.
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D. The Emergency Planni~ Council. The Emergency Planning
Council serves as an advisory body to the City Council for
disaster planning and preparedness, and provides a
means of coordinating emergency plans and disaster
preparations on a broad community basis. Membership in the
council includes key members of the City staff;
emergency tasked organizations, such as fire departments,
the County Sheriff's Office, and the Red Cross; utility
companies serving the community; school districts
and educational facilities serving the community; and
representatives from the community-at-large. The Emergency
Preparedness Coordinator serves as chairman.
(
E. The..~E~erge~.~.y operating. center-(EOC) The EOC is the
key installation through which overall control and
coordination of responses to and recovery from an emergency
or disaster situation emanates. It is located in the
Community Center and staffed by members of the City
Staff, representatives from the emergency services and
volunteers. Details are contained in Section V, The
Emergency Operating Center.
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F. The Volunteer Organization. The Volunteer Organization,
headed by the Emergency Preparedness Coordinator(S),
plays a key role in planning for and responding to emergency
situations by providing specialized assistance to the
City Manager and Staff. Personnel are recruited for
specific tasks as shown below.
1. Emergency Preparedness Coordinator(s)
a. Coordinates all volunteer staff work.
b. Serves as staff assistant to the City Manager
on emergency matters.
c. Coordinates the planning and general prepared-
ness activities of the City.
-~ d. Serves as liasion between the City, County
and State emergency management organizations.
2. EOC CHIEF.
a. Prepares detailed plans for operation of the
EOC.
b. Ensures that a high state of readiness
for activation of the EOC is maintained.
c. Serves as controller of the EOC upon activation.
3. Medical Services Coordinator.
a. Identifies medical requirements in support
of Saratoga emergency plans, and develops ways
of meeting these requirements through local
t. capabilities.
b. Maintains liasion with county medical authorities
and agencies.
4. Radiation Protection Coordinator.
a. Provides technical guidance for peacetime
incidents involving radiological hazards.
b. Manages the fallout monitoring station reporting
system.
c. Evaluates Radef information and disseminates
Radef intelligence.
d. Provides technical guidance on Radef counter-
measures.
5. Communications Coordinator.
a. Plans emergency communications systems to meet
requirements for control and coordination of
emergency services through the EOC.
b. Coordinates the implementation of communication
plans.
c. Operates a message center in the EOC.
6~.Engineering & Maintenance~ Coordinator.
a. Assists the designated chief of the Engineering
& Maintenance Service in the development of
emergency plans related to heavy rescue work,
removal of debris, establishment of temporary
roads and structures, and similar field
~ ~ engineering tasks.
~. Assists in coordination of engineering emergency
responses, including the work of public utilities
companies and districts.
PublicInformation Coordinator.
a. Assists the Public Information Officer in keeping
the public informed during an emergency and
in dealing with media inquiries.
b. Plans public information releases and events
during normal day-to-day operations of City
government for the purpose of enhancing the
<~ level of preparedness of residents to cope with
an emergency.
8. Other Volunteers as Authorized.
G. THE EMERGENCY RESFO~SE~ RESOURCE MANAGEMENT, AND STAFF SERVICES.
The various emergency response, resource management and
staff services are described in Parts Two, Three and Four.
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IV. DIRECTION AND CONTROL.
A. C~ncept.
The City Manager, as Director of Emergency Services,
is responsible for overall direction and control of
emergency operations. Emergency Service Chiefs, in
turn, are responsible for the direction and control
of their respective services. Overall direction and
control is exercised through the Emergency Operating
Center (EOC), located in the Community Center.
Direction and control at the scene of an emergency is
exercised by the Incident Commander, who is designated
by the emergency service chief principally concerned
with abating the effects of the emergency.
B. Chain of Command.
The operational chain of command begins with the
Mayor and passes down through the Director of Emergency
Services (City Manager) to the Service Chiefs.
Because key service chiefs ( Fire, Law Enforcement )are not
normally subject to direct authority of City officials,
the emergency command authority is limited to operational
matters. For these services, close liasion should be
maintained with the normal sources of direction and
control.
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C. Incident Command System.
This plan incorporates the principles of the Incident
Command System. It is essential that a single person
be in chargeof emergency operations at each scene of
emergency action. This person is normally the Chief or
a deputy from the service making the initial response,
or which commits the bulk of the forces concerned with
disaster mitigation. He will establish a command post
at the scene of the emergency and use appropriate methods
of ensuring that his presence is known to response
forces. By mutual agreement, the Incident Commander is
in charge of all organizations, personnel and equipment
sent to the scene to assist in mitigation and recovery
operations.
D. Emergency Operating Center.
1. Response and recovery activities are coordinated from
the Emergency Operating Center (EOC). The EOC will
be activated by the Mayor, City Manager, or Emergency
Preparedness Coordinator upon notification of a possible
or actual emergency. While not all members of the
City Staff have specific assignments in the EOC, each
emergency must be treated initially as an all-hands
effort. It takes priority over other work until
the EOC is functioning and the emergency situation is
~ understood and response actions have been identified.
2. Details of EOC organization and functioning are found
in Part Five, The Emergency Operating Center.
DRAFT
PART ~WO - EMERGENCY RESPONSE SERVICES
I. LAW ENFOR~ & TRAFFIC CONTROL SERVICE
A. Background
1. Saratoga contracts with the Santa Clara County Sheriff's
office for law enforcement and traffic control services.
B. Missions
Pr~
Preserve law and order and maintain control of traffic in
the City.
2. Secondary
(a) Relay warning messages, including dispatch of vehicles
~ with sirens and loud speakers to augment the City warning
system.
(b) Assist in radiological monitoring and reporting.
(c) Reconnoiter disaster situations and report the nature and
extent to the Emergency Operating Center.
C. Leadership
1. Sheriff
Robert E. Winter, 180 W. Hedding St., San Jose, CA 95110
Telephone: Office 408-299-2622 Business 408-299-2101
2. Deputy in .Charge of Westside Station
Lt. Bob Wilson, 14374 Saratoga Ave., Saratoga, CA 9507I'
Telephone: Office 408-867-9715 Monday thru Friday 8 a.m. to 5 p.m.
Other hours 408-299-2622
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3. Auxiliary Support.
Sgt. Dave Clifford, 180 W. Hedding St., San Jose, CA 95110
Telephone: Office 408-299-2622 Hcme 408-269-6368
D. .Emergency ~sponse
Task ~1 Reconnoiter disaster scene, locate perimeters.
Identify blocked roadways and probable traffic control
problems. Priority effort should be given to personal
safety of citizens.
Task #2 Contact ~ and report.results of reconnaissance.
Task #3 Contact Sheriff's office and request necessary assistance
to accomplish missions~
Task #4 Initiate crowd control activity and traffic direction.
Task #5 Assist in rescue and evacuation operations as necessary.
Task #6 Provide security at Key Installations.
E. Service Resources
1. Manpower
Two or three deputies normally on duty (two at night).
Depending on the scope of the disaster, additional deputies
can be made available within minutes. Additional specialized
teams can be activated through the Sheriff's office, such as
the Sheriff's Emergency Response Team, the San Jose Search and
Rescue Team and the Crc~d Control Unit. Mutual Aid can provide
augmentation within one to four hours.
2. ~Equi~t
Two or three patrol cars normally on patrol with sirens and PA
systems. Additional cars, similarly equipped, available within
minutes. Other equipment available includes:
Portable generator and lights.
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Ccn~unications
1. Patrol cars operate within the County Cc~mlnications System.
Frequency One is the Primary Sheriff's frequency. Three
additional frequencies are available.
References
1. Santa Clara County Emergency Plan
Annex 2., Ommunications (October, 1980)
Annex 5., Law Enforcement (November, 1980)
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CITY OF SARATOGA
EMERGENCY PlAN
PART T~D - EMERGENCY RESPONSE SERVICES
II. FIRE AND RESCUE SERVICE
A. Background
1. The Saratoga Fire District was established before Saratoga' s
incorporation as a City and provides fire protection for that
part of the City representing the original District boundaries.
The remainder of the City is protected by the County Central
Fire Protection District under direction of the County Board
of Supervisors. For boundaries within Saratoga, see map on
page 7.
B. Missions
1. Rescue
~' Remove people frct~ hazardous situations and locations.
2. Fire Suppression
Control and extinguish hostile fires.
3. Emergency.. Medical Service
. -Provide emergency .medical care to citizens in need.
4. Radiation Protection
Provide radiological monitoring and reporting.
5. Decontamination
Assist in decontamination of toxic substances, including
radioactive fallout.
C. Operating Agreements
1. Saratoga Fire District and Central Fire District operate in
~ ~ accordance with an "auto'aid" agreement dated 27 September 1983.
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[ 2. Both Fire Chiefs are members of the Saratoga Emergency
planning council.
3. Both organizations are represented in the EOC.
4. Where the Incident Commander is provided by the Fire and
Rescue Service, the Cc~mander is provided by the Saratoga Fire
District if the disaster scene is within the Saratoga District
boundaries, and by the Central Fire Protection District if the
scene is within the Central District boundaries. If the scene
enccmpasses both districts, ~hen a joint command will be
established. ~
5. Coordination of the two districts ls the responsibility of
the Chiefs of both Districts. If necessary, operational dis-
agreements will be referred to the Director of Emergency
Services (City Manager) for resolution.
D. Leadership
1. Saratoga Fire District
(a) Fire Chief'
Ernie Kraule
14445 Springer Avenue, Saratoga
Business Phone - 867-9001
(b) Assistant Chiefs
Terry Worden, 20552 Lynde Court, Saratoga, CA
Hcme Phone 867-3258
John Campbell, 13759 Saratoga Vista Avenue, Saratoga
Hcme Phone 867-.4049
~ ~ 2. Central Fire Protection District (a) Fire Chief
Douglas G. Sporleder, 5390 Keene Drive, San Jose, CA
H~ne Phone 354-3047
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_ CD) Assistant Chief
Richard K. Thaxton, 417 Chestnut Park Court, San Jose, CA 95136
Heine Phone 281-3772 Business Phone 378-4010
E. Service Resources
1. Saratoga Fire District
(a) Manpower
Thirteen paid firefighters, three (3) on duty at any 9iven
time. Twenty-Five volunteers available on 1O to 20 minutes
notice. All personnel trained in rescue operations.
(b) Equipment
Four pumpers, one rescue vehicle.
(c) Cc~munications
All rolling stock radio equipped, including 2 administrative
vehicles. Base station at fire station at Saratoga Avenue and
Saratcga-Sunnyvale Road, also auxiliary generator. Eight
portable radios.
2. Central Fire Protection District
(a) Manpcwer and EquiFnent
Two stations serve Saratoga, each manned by 3 firefighters and
equipped with a pumper. The District covers unincorporated
parts of Northern Santa Clara County, Los Gatos, Monte Sereno,
Cupertino and other areas and has considerable manpower and
equipment which can be made available if emergencies in the County
permit. -
F. References
1. Annex 6, "Fire Service", to the Santa Clara County Emergency Plan.
page 7 ~
H,S. DIRT,
'LJNION H:
,- - SARA'
MAP OF
SARATOGA
-' SARATOGA FI~E DFST~ICT ~'~ ' ~ '~RATOCA
,'HITE AREA-SARATOGA CI?Y LI~IITS
CITY OF SARATOGA
E~ERGENCY PLAN
PART TWO - EMERGENCY RESPONSE SERVICES
III. ENGINEERING/MAINTENANCE SERVICE
A. Background
1. Field engineering type tasks such as clearance and restoration
of roads, bridges and drainage systems; repair and maintenance
of public utilities; inspection and evacuation of damaged
buildings; and conduct of heavy rescue operations are of
primary importance in response to disasters. In day-to-day
operations, responsibility for these kinds of operat%ons are
divided between the Cormlmity Development Department (engineering,
j building inspection, and public utility coordination) and the
Maintenance Department (maintenance of public roads, buildings
and parks, and the operation of City heavy equipment and
vehicles). In emergencies, elements of the Conmunity Develop-
ment Department are combined with the Maintenance Department
to form the Engineering/Maintenance Service.
B. Missions
1. Primary
Debris clearance and restoration of roadways and bridges.
Inspection and safety disposition of damaged buildings.
Status of public utilities capabilities and contact with
public utilities companies. Heavy rescue operations.
2. Secondary
Assist in evacuation operations.
-9-
C. Leadersh. ip
1. Service Chief
Dan Trinidad, Director of Maintenance, City of Saratoga
2282 Middleton Drive, Campbell, CA 95008
Telephone 408-378-8940
2. Deputy Service Chief
Louie Lemos, Streets Supervisor
1260 Piedmont Road, San Jose, CA 95132
Telephone 408-258-0196
Erman Dorsey, Senior Engineering Technician
Address - 1127 Emerson Avenue, Campbell, CA 95008
Telephone- 371-2759
3.Public Works Coordinator
Harland Henry, Volunteer
P. O. Box 798, Saratoga, CA 95071
Telephone 867-1213 or 688-2828 (Rio Del Mar)
D. Alerting.. and Mobilization
1. Notification of an emergency situation should be made to one of
the leaders listed atx~e, or in their absence to:
Dick Hamilton, Maintenance Department dispatcher
Home address: 2150 S. First St., San Jose, CA 95112
Telephone: 286-9387
The leadership will pass the word to key groups needed for
mobilization. "
E. Emergency Response
Task #1 Reconnaissance of disaster scene.
Task #2 kate blocked roadways and damaged bridges.
Task #3 Assemble required equipment and working parties.
-10-
Task #4 Open roadways for emergency service use.
Task #5 Inspect damaged buildings; direct and control evacuation
and/or demolition of structures judged hazardous to
public safety.
Task #6 Assist in heavy rescue operations on request.
Task #7 Develop status of public utilities and maintain
liaison with public utility c~mparies.
F. Service Resources
1. Manpower
The City Maintenance Department has 14 maintenance people.
Ccrrunity Development provideS3 inspectors and 2 engineers.
Additional manpower will be obtained from the following sources:
Construction companies
Manpower (temporary Employee Agency)
Volunteers
Engineering and other specialists can be obtained by
request to the County Emergency Services Coordinator.
2. ~i~t
The City has the following equipment available:
18-yd dump truck 2 3/4-ton pickup trucks
18-ton dump truck 11/2-ton sign truck
2 1-ton d~np trucks 2 tractor loaders
3 1/2-ton pickup trucks 1 vibrating roller
11-ton flat bed truck 1 sweeper ' "
13KW portable generator
1 water pump
1 jackhanmer
3. Key Construction Companies which normally contract with the
City and have significant capabilities for emergency work
(a)Frank W. Isidoro, P. O. Box 278, Saratoga, CA 95070
Telephone - 867-3969 or 964-9019
(b) Klassen Tractor Service, 16295 Soda Springs Rd., Los Gatos, 95030
Telephone - 374-4145
A survey of many other grea contractors has been conducted to
determine their emergency capabilities. For a detailed listing
of ccmpanies aD~ equipment, see the Emergency Equipment File
maintained in the Office of Emergency Preparedness and the
Office of the Maintenance Director.
G. Comnunications
1. The City Dispatcher maintains radio ccrmmuaications with
maintenance vehicles through the County Ccnmunications System.,
County Control 18 (158.955 mc) is the frequency assigned. This
frequency is also used by County School buses.
-12
CITY OF SARATOGA
~4ERGENCY PLAN
PART TWO - EMERGENCY RESPONSE SERVICES
IVo MEDICAL SERVICE
A. BaCkground
1. Saratoga has no city-sponsored medical and health facilities,
nor are there private hospitals, nursing homes or similar
capabilities within the City boundaries available to the general
public. Reliance is placed upon facilities and services located
in adjacent communities. The nearest hospital is CanmlLnity
Hospital located in Los Gatos about 1-1/2 miles east of the
Saratoga-Los Gatos boundary. Normal emergency medical service
is provided by the rescue unit of the Saratoga Fire Protection
District and by paramedic and ambulance units dispatched through
the County Ccn~unication Center. For medical service during major
emergencies (disasters), Saratoga is dependent upon activation of
County medical plans such as the Multiple Casualty Incident Plan.
The City provides direction, coordination and such other services
as may be required and are available.
B. Mission
1. The mission of the Saratoga Medical and Health Service is to
provide liaison and coordj_nation with County medical and health
services in order to facilitate accomplishment of the following:
(a) Provide medical care and treatment and decontamination of
the sick and injured.
(b) Provide ccmmunity and individual safeguards for the health
of residents.
-13-
(c) Assist in the defense against the effects of biological
and chemical attacks in cooperation with other services.
(d) Vital registration and health statistics.
C. Leadership.
1. Saratoga Medical and Health Service Coordinator
S. Carneckie, City Staff
2. M~ical Officer
3. Chief, Santa Clara County Medical and Health Service
Dr. B. Giansiracuse, County Health Officer
4. County Medical and Health Liaison Officer
D. Alerting and Mobilization
1. Multiple Casualty incident Plan
In the event of a single site disaster with 15 or more
casualties, the Multiple Casualty Incident Plan may be
activated by any fire, law enforcement or paramedic officer.
This is acccmplished through the County Cc~nunications Center,
telephone 299-2501.
2. Activation of EOC
Notify the Assistant Director of Public Health Nursing i'n the
County Health Department, telephone 299-5971.
-14-
E. Emergenc~," Response,
1. The initial response is provided by a fire and rescue services,
police and paramedics, who activate additional support as
required.
2. To activate the Multiple Casualty Incident Plan, provide the
following information:
(a) Type of incident
(b) Location of incident
(c) Best access route
(d) Number of injured (approximate)
(e) Types of injuries (burns, respiratory, etc.)
[f) Special resources required, such as ccrm~nications
equipment, transportation, lighting, helicopter, etc.
F. Services Resources
As provided through the County medical, paramedical and health services.
2. Facilities
Schools and churches are available for establishing secondary first
aid facilities and congregate care centers.
3. Supplies
G. References
1. Annex 8 "Medical and Health Service", to the Santa Clara County
Emergency Plan. "
2. Multiple Casualty Incident Plan
-15-
CITY OF SARATOGA
EMERGENCY PLAN
PART IWO - EMERGENCY RESPONSE SERIFICES
V. ~!FARE/S~,TER SERVICE
A. Background
1. Natural disasters such as fires, floods and earthquakes often result
in the need to provide tempora~ shelter and economic assistance to
people displaced from their homes. The Welfare/Shelter Service is
designed to meet these needs. The American National Red Cross, by
national charter and local agreement, is the primary response agency
for operation of congregate care centers. For this purpose the
Red Cross maintains contracts with the schools shown in Appendix 1.
The Santa Clara County Department of Social Services has responsibility
for organizing and operating a County-wide Emergency Welfare Service.
Financial welfare counseling and assistance are a direct responsibility
of this department which cannot be delegated (see Santa Clara County
Emergency Plan, Annex 9, "Welfare/Shelter" ).
2. War emergencies may also involve the displacement of people from
their homes but the situation can beccme far more complex than
that visualized above. If nuclear weapons becoms involved, fallout
shelters will be required and displacement of large segments of
the population may become necessary. Saratoga has relatively few
fallout shelter spaces as indicated in Appendix 2. ,.
B. Missions
1. Primary Provide for registration and temporary shelter, feeding,
~ ~ clothing and care of displaced persons.
2. .Secondary Manage the operation of fallout shelters and conduct
Crisis Relocation Planning if and when directed.
-16-
Leadership
1. Service Chief
Todd Argow, Director of Ccamunity Services, City of Saratoga
Address:
Telephone: Office 867-3438, Ext. 17 Hc~e
2. Deputy Service Chief
Joan Pisani, Manager, Confaunity Center, City of Saratoga
Address:
Telephone: Office 867-3438, Ext. 49 Home
3. Red Cross Representative
Dave Parker (interim) , Santa Clara Valley Center Chapter
Address: 333 McKendrie Street, San Jose, CA 95110
Telephone: Office (408) 292-6242 Home 356-5007
4.Chief, Santa Cla~.a county Emer.g, ency Welfare Service (EWS) and
Area EWS Coordinator
Richard O'Neil, Director of Social Services, Santa Clara County
Address:
Telephone: Office 408-299-2641 Home
5. ManageZ..,..' .S..an..ta clara county Emergency Welfare Service Center VIII.
Harriet Waterbury, District Office Manager
Address: 700 Gale Drive, Campbell, CA
Telephone: 408-299-7816
-17-
D. Alerting and Mobilization
Leadership will be alerted to changes in readiness conditions or
existence of an emergency by public radio announcements or
telephone. Leaders are responsible for establishing the Service
mobilization needs and passing the word to members of the Service
as required.
E. Emergency Response
1. Natural Disasters
Task #1 Mobilize staff, assess shelter requirements.
Task #2 When the need for one or more congregate care centers is
apparent, coordinate with appropriate school districts and
the Red Cross. Assist in congregate care center activation
and managen%ent.
~ Task ~3 Assist the Red Cross in the registration of displaced
persons and reuniting of families.
Task #4 Relocate people as family units frcm congregate care centers
to temporary housing as facilities and funds permit.
Task ~5 Establish liaison with the local County Emergency Welfare
Service Center and facilitate financial and other assistance for
Saratogans as required. (Saratoga is served by Center VIII
located at 700 Gale Drive, Campbell, telephone 299-7816).
Task #6 Receive, disburse and account for any funds made available
for welfare, shelter services.
2. War.. Emergency
Task ~1 Based on Federal, State and County assessments, establish
guidance on the nuclear threat and the best protective
measures for Saratogans. Take advantage of alert periods
to increase readiness. Mobilize additional staff.
-18-
Task #2 Manage existing fallout shelter space (see appendix 2).
Task #3 When directed, develop plans for relocation of population
to areas of reduced threat in cooperation with State and
County authorities.
Task #4 Perform appropriate tasks listed in paragraph (1) above.
F. Service Resources
1. Staff In addition to the Director of Community Services and
Manager of the Cc~munity Center, staff includes the
Cc~ty Center Reservations Clerk and selected assistance
recruited from the Senior Center and Volunteer Saratoga.
2. Primary Support
(a) Red Cross The Red Cross has responsibility to provide
relief for the disaster-caused needs of persons affected by
a natural disaster and other emergencies. All assistance is
provided on a grant basis through local chapters for the
follc~ing programs: congregate care, including food, clothing
and lodging; supplemental nursing and medical care; family
services; and rehabilitation. For more information see
Appendix 3, "Memorandum of Understanding Between the American
Red Cross and the City of Saratoga".
(b) Santa Clara County Emergency welfare service
This service is organized by the County Department of Social
Services. Its mission is to organize, coordinate and assist
in providing emergency welfare service where, when and to the
extent required during a declared emergency. For t~is purpose,
the County is divided geographically into eight Emergency Welfare
Service (EWS) Centers. EWS Center VIII at 700 Gale Drive, Campbell
covers Campbell, Los Gatos, Monte Sereno and Saratoga.
~19-
See Santa Clara County ]~nergency Plan, Annex 9,
"We if are/She lter".
References
1. Santa Clara County Emergency Plan, Annex 9, "Welfare/Shelter".
PART THREE has not been prepared.
CITY OF SARATCGA
EMERGENCY PLAN
I. COMMUNICATIONS AND WARNING SECTION
A. .~ckground
1. Saratoga is linked to the County coarnunications and warning
systems and is dependent upon these systems for normal opera-
tions and emergencies. During emergencies, the City supplements
normal day-to-day cc~ln,anications channels through activation of
additional telephone lines and radio nets.
2. Warning the City government and population of impending natural
disaster or enemy attack is acccrmplished through federal and
state systems and the County ~unications Center as described
in Annex 14 of the Santa Clara County Emergency Plan,
"County of Santa Clara Warning Plan". Warning notices are
passed frcxn the County Commlnications Center to Saratoga schools
through radio monitor receivers; to the City Manager's office by
telephone; to the City and County fire services by radio; to the
Sheriff's Westside Station by radio; to hospitals by private
telephone line and radio; and to news media by telephone hot line.
Radio and television stations participating in the Emergency
Broadcast System (EBS) pass warnings to the public; KHTT on
1500 KHZ is the con~non station for this area. Radio warnings
are supplemented by sirens (which most people in Saratoga will
not hear) and public address systems on fire and sheriffs' cars
for specific neighborhood situations.
.~ B. Organization
1. The ~ications Section is headed by the Administrative
Assistant to the City Manager, who is actively supported by
a volunteer ~ications Coordinator. Members of the
section to man a message center in the EOC and radio nets
are drawn from the City· staff (see Annex C) , volunteer
radio operators, and other volunteers.
C. Missions
1. Primal.
(a) To provide ccmnunications support to the Director of
Emergency Services and the EOC, and to facilitate
response and recovery actions through establishment of
appropriate radio nets.
/ (b) To monitor the County warning system and ensure that
appropriate public warnings are passed to the people
in Saratoga.
D. Leadership
1. Section Chief
Carolyn King, Administrative Assistant to the City Manager
14690 Fieldstone Drive, Saratoga, 95070
Telephone- 867-3445
2.Communications Coordinator
W. K. (Bill) Robinson
13855 Saratoga Avenue, Saratoga, CA 95070 ·
Telephone - 867-0 113
E. Emergenc~ Response
Task #1 Upon receipt of disaster warnings, check to ensure that
essential information has been passed to the public and to the
leadership of the Saratoga emergency organization. Initiate
-3-
Emergency Telephone Fanout List if appropriate
(see paragraph G., page 6 ).
Task #2 Monitor amateur emergency frequency (146.715),
County channels 18 and 29, and other appropriate frequencies
to gather information on nature and scope of disaster.
Task #3 When decision is made to activate EOC:
(a) Send activation message through telephone fanout list.
If telephones are not working, use messengers (see
paragraph G., page. 6 ).
(b)Set up radio nets in EOC. (see figure 1, page .L'~4 ).
(c)Check to see that action is being taken to set up
telephone system.
~ Task #4 Set up Message Center in ECC.
Task #5 Establish additional radio nets as needed.
· F. Section Resources
(a) In normal day-to-day operations, three employees are fully
involved with ccnmunications: the Dispatcher in the
Maintenance Department and two receptionist/switchboard
operators (alternate shifts) in the City Manager's office.
These positions would continue to be manned in an emergency.
Immediate augmentation to assist the Communications and
Warning Service Chief with initial tasks comes from Staff
assigned to Records and Reports. As the Records and Reports
function develops, manpower must ccrae frcrn the amateur radio
~ , organization and other volunteers.
-4-
l' County County
Ce~,'~unications C~,~unications
Other 14 6.17 5 Ch
Other
Statio . k ) C/z ' Cities
' City Cc~n. City Conre.
E~erg ency I Ccmn.
Svc.
Operating.. City Conre.
Ce/lter
Sheriff ' s Saratoga Central
Fire
Rep~ Fire
O R~. _2DRep.
.Iaw , Fire
Enforcenent
(Sheriff) Rescue
Figure
Radio Ccr~nunications in EOC
(b) The Amateur Radio Emergency Service Coordinator (EC)
for the Saratoga area is Bill Robinson, telephone 867-0113.
This organization lists a local membership of about 55 operators,
each equipped with one or more portable radios. Selected
assigrments for operators (with radios) to report to key
points have been made in advance (see figure 3f page ).
Additional resources will be activated as needed.
2. Equipment
The following City-owned radio equipment is available:
(a) Maintenance Department
Dispatcher (Corp. Yard):
Each maintenance vehicle:
(b) City Manager ' s Office
Scanner:
Tranceiver:
Tranceiver:
Tranceiver:
Portable radios:
(c) ~ity Service Officers
2 patrol carrs equipped with
-6-
G. Telephone Fanout List - (See Annex C - Tab A to Appendix B
"Fanout Alert System',~ pages 4,5/&
1. Cc~se The ~.ss.age Specimen messages follow:
(a) Warning "Warning has been received from County Cc~anunications
that . Please take preparatory
actions and maintain telephone contact with the City Manager 's
office."
If outside normal business hours, add time that office will
be manned.
(b) Activation of EOC "The City Manager has activated the EOC
in the Senior Center (or at __). Please report for duty
as soon as possible".
2. Pass the Word
, Use telephone or messengers'
. ~/ In urgent situations, put the message on the public broadcast.
Local radio/TV stations telephone numbers:
F~FiT (1500 KHZ) 288-5400
KEEN (1370 KHZ) 370-9559
KLOK (1170 KHZ) 575-1888
KLIV (1590 KHZ) 575-1600
~EZR (106.5 FM) 575-1065
KBTFV (Ch. 11) 297-8780
H. References
1. Annex 2, "Ccm~unications",
Santa Clara County Emergency Plan.
2. Annex 14, "Warning Plan",
Santa Clara County Emergency Plan.
'* If telephone lines are out, relay message through
County Communications by radio (City, Sheriff, or
Amateur Radio)
CITY OF SARATOGA
EMERGENCY PLAN
ANNEX C - EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
April 16, 1985
Revised November 1985
Page i
CITY OF SARATOGA
EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
CONTENTS
Paragraph Page
I. Introduction 1
II. Organization 1
A. The Disaster Council 3
B. The Direction and Control Group 3
C. The Emergency Response Group 3
D. The ~esource Management Group 5
E. The Staff Services Group 5
III. Facilities and Support 6
A. Location 6
B. Layout . 6
C. Communications 8
D. Support 8
IV. Activation 10
A. Authority 10
B. Alerting 10
C. Setup 10
V. Operations 12
A. General 12
B. Decision Making 12
C. Display Charts 12
D. Records andSReports 13
E. Briefings and Conferences 13
F. Shift Scheduling 14
G. Declaration of Emergency 14
ILLUSTRATIONS
Figure !. Emergency Organization 2
Figure 2. Emergency Operating Center
Organization 4
Figure 3. Emergency Operating Center
Layout 7
Figure 4. Radio Communications in EOC. 9
APPENDICES
Appendix A - EOC SUPPORT
Appendix B - Activation, Setup and Deactivation
Checklists
Appendix C - CommUnications Procedures
Appendix D - Display Procedures
Appendix E - Forms For Proclamation of Emerqency
Appendix F - Inventory. Lists
a) Community Center - Arts & Crafts Storage Room
Page 1
CITY OF SARATOGA
EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
I. INTRODUCTION
A. Purpose
The purpose of the Emergency Operating Center (EOC) is to
provide a central command post for the direction and control
of government and civilian resources during a period of
emergency. When lives and property become endangered as a
result of natural disasters, civil disturbances or hostile
attack, the need'for close and immediate liaison between
key officials becomes mandatory. The EOC provides the
facilities to bring together these key officials or their
representatives for round-the-clock operations so that
available resources can be controlled and directed
effectively to provide for the public needs.
B. Scope ~"
This Standard Operating Procedure (SOP) sets forth the
functions and organization of the EOC, describes the physical
layout of its elements and outlines the operating procedures
for its use.
II. ORGANIZATION
The emergency organization is based on existing organizational
units and groups, both within and outside the city government.
The concept of operations entails a tailoring of emergency
response forces to deal specifically with the nature and size
of each individual emergency. The overall Emergency Organiza-
tion is shown in Figure 1.
Page 2
FIGURE 1
· Page 3
When an emergency occurs and the situation requires the
activation of the Emergency Operating Center (EOC), it will
be organized as shown in Figure 2. The number of these elements
assembled depends on the magnitude of the emergency. A discussion
of this organizational structure follows:
A. The Disaster Council consists of the m~mbers of the City
Council with the Mayor as Chairman. The duty of this body
is to develop policies and emergency ordinances as required.
B. The Direction and Control Group is composed of the Director
of Emergency Services (the City Manager), and his deputy
(Assistant Director of Emergency Services), the Emergency
Preparedness Coordinators, the EOC Chief Coordinator, and
selected staff such as the Director of Finance and the Legal
Advisor. It is concerned with policy matters, including the
basic plan of action and overall deployment of staff and
equipment.
C. ~be E.~.9~genCy. Resp~n..Se Group is responsible for conducting
emergency operations in the disaster areas. Each service
should be represented by the Service Chief or a deputy
authorized to act for the Chief and appropriate support staff.
Note: A recurring issue in staffing EOCs is whether chiefs
of services, particularly police and fire chiefs and public
works directors, should be in the EOC or at the disaster.
To a great extent, the nature of the emergency will answer
this question. In a point-type disaster such as a transporta-
tion accident, fire, or hazsrdous materials spill, the chief
will probably go to the scene to command operations and will
delegate EOC liaison responsibilities to a subordinate. In
more widespread disasters that create multiple problems, it
Page 4
FIGURE 2
EMERGENCY OPERATING CENTER ORGANIZATION
COUNCIL
(CITY COUNCIL)
DIRECTION AND CONTROL
EMERGENCY DI-RECTOR OF DEPUTY DIRECTOR
PREPAREDNESS EMERGENCY OF EMERGENCY
COORDINATOR ( S ) SERVICES SERVICES
(City Manager)
EOC CHIEF SELECTED STAFF
COORDINATOR MEMBERS
STAFF SERVICES EMERGENCY RESOURCE MANAGEMENT
RESPONSE SERVICES SERVICES
Communications & Law Enforcement Procurement
Warning Fire & Rescue Transportation
Disaster Analysis Engineering/Maint. Manpower
Radiation Protection Medical Health.
Records & Reports Welfare/Shelter Construction &
Public Information Housing
Legal Utilities "Coord.
Finance
EOC Z~1anagement
Page 5
will probably be better for the chief to operate out of the
EOC where more complete information is available.
Alternatively, he or she may decide to remain in the central
office or dispatch point of the agency, again delegating EOC
representational duties to a subordinate.
In any case, the EOC director must ensure that all service
representatives are capable of meeting the basic direction
and control functional responsibilities: gathering informa-
tion, setting priorities, and coordinating multi-agency response.
D. The Resource Management Group.. is responsible for operational
supply functions and for maintaining contact between govern-
ment and various private, commercial, and industrial organiza-
tions that are needed in major emergency situations of
~ relatively long duration. This role includes actions to
ensure the availability of resources required to support
the jurisdiction's operations. Government or nongovernment
personnel with resource assignments may be located in the EOC;
or, if EOC space is insufficient, they may be located in other
sheltered space preferably in the same or a nearby building.
E. The Staff Services Group is responsible for collecting and
analyzing data, interpreting, predicting and assessing
disaster damage and recording and distributing information.
Additional important functions are public information,
communications and warning, advice on radiation protection,
and logistic support and management of the EOC. The various
staff services are located in the EOC or adjacent areas so
as to provide the most efficient support to other elements of
the EOC.
Page 6
III. FACILITIES AND SUPPORT
A. Location
1. Prime The number one location will be the Senior wing
of the Saratoga Community Center located adjacent to the
City Offices of Saratoga at 19655 Allendale Avenue.
The Saratoga Community Center is directly across the
street from the main office of the United States Post
Office, Saratoga, 95070.
2. Alternative
(a) SeC.0ndary Location The second choice for a
completely manned EOC is the Saratoga Fire Protectic
District Headquarters Building at the intersection
of Saratoga-Sunnyvale Road and Saratoga Avenue.
(b) Minimum RespOnse An area will be set up in the
~ City of Saratoga Office complex adjacent to the
City Manager's Office.
B. Layout
A floor plan arrangement of the EOC is shown in Figure 3.
The elements of the Emergency Response, Resource Management
and Staff Services have been arranged to facilitate flow of
data and coordination of action.
The Direction a~d Control Group is located in the center
of the operating area facing map boards and the projection
screen. In front of this group are the representatives of
the Emergency Response Services and the key Staff Services
required for communications, disaster analysis and record
keeping. In back of this group are additional tables for
representatives of the Resource Management Services and ot..~r
FIGURE 3
~-~ __.. ' ........... . . - . .
- 'T-- 5
i . .
'~, -.~
,
.
,-
3 .......
b..L,,//~ ~',, ~- . ~- ......-:_ __.--~.~ .
' ' i'~. ' '
-..
. ,
Page 8
Staff Services not required for immediate response operations
Additional status boards are located along the outboard
side of the tables as required.
C. Communications
The EOC will be equipped with telephones to service each
of the positions shown in the layout in Figure 3. Radios to
ARE *
enter the S and County nets shown in Figure 4 and to
C O*
monitor Saratoga S and other activities will be located
in the Communications Center. Response service representative
will bring in radio monitors as needed which can be operated
at their respective positions. The Communications Center
will handle incoming/outgoing messages as requested, but
primary information exchange will occur through personal
contacts from the positions in the operating center.
See Appendix C "Communications Procedures" for message
handling details.
D. ~uppor~. ·
Adjacent to the Senior Wing within the Community Center are
facilities for the living needs of the EOC staff. The goal
is to provide support for a !4-day period. These facilities
include: (a) Sleeping accommodations
(b) Food service and storage
(c) Sanitary facilities including showers and
laundry facilities .,
(d) Medical and sanitary supplies
(e) Administrative supplies
Appendix A - EOC Suppor~ outlines the provisioning. needs
for a 14-day period. (In preparation)
· ARES - Amateur Radio Emergency Service
· CSO - Community Services Organization
Page 9
FIGURE 4
County County
Communications Ccmm, unications
Other
City Cc~n. City Cornre.
Eracrete~ Cc~nm.
Svc.
Operating City Ccm~ O"" Off.
Center
Sheriff ' s Saratoga Central
Fire
Rep. Fire
./0 , ~ep.
· Law ' I Fire
Enforcement
(Sheriff) Rescue
Radio Ccarmanications in EOC
IV. ACTIVATION
A. Authority
The E0C shall be activated on the order of the City Manager
or the Mayor (See Appendix E - Forms for Proclamation of
Emergency).
B. *Alerting
The activating authority has the responsibility to see
that each of the four main elements, (Direction & Control),
'(Law Enforcement), (Fire & Rescue), and (EOC Management),
are alerted. Normally thi's will be done by the activating
authority personally, or by his deputy or his Administrative
Assistant and Chief Communication Officer.
C. *Setup
1. Furniture will be brought into the EOC from the storage
area in the Community Center and set up according to
the EOC layout in Figure 3. The Community Center Manager
and setup team are responsible for this action. All keys
required are stored in the key cabinet in the Emergency
Preparedness Coordinator's Office.
2. Communications equipment is stored in the Emergency
Preparedness storage area, one of the two storage rooms
entered through the Arts and Crafts Room. The Emergency
Communications Coordinator is responsible for hook-up
of communications systems in the EOC.
*Names and phone numbers of responsible persons are given in
Appendix B - page 4 - Fanout Alert System. These lists are to
be updated semiannually - January 1 and july 1.
.... ~ ~=~cs an~ alsplay materials are located in the
f Emergency Preparedness storage area in the Arts and
Crafts Room. The Community Center Manager and setup
team are responsible for setup according to the EOC
sketch in Figure 3.
4. The Community Center Manager and the setup team
together with the Emergency Preparedness Coordinators
are responsible for moving the following equipment
from the Emergency Preparedness office into the EOC:
electric typewriter, overhead projector, and copies of
emergency plans and reference data. The Emergency
Coordinators are also responsible for ensuring that
extra copies of the City Emergency Plan and related
annexes, SOP, and checklists are available in the EOC.
~ 5. The designated alternate EOC is the Saratoga Fire
Station at Saratoga Avenue and Route 9. The Community
Center Manager and setup team are responsible for
moving EOC'furniture, displays, and supplies to the
station when directed. The Communications Coordinator
is responsible for moving communications equipment to
the station when so directed.
6. On Order of the Director of Emergency Services, a public
information center may be opened at the Community Center
or the Redwood School. The Community Center Manager
and the setup team are responsible for moving equipment
{if required) to support this operation.
D. For Activation, Setup and Deactivation Checklists
See Appendix B.
Page 12
V. OPERATIONS
~ A. General
Orderly flow of information and coordination of actions
in a deliberate and controlled manner are essential for
successful operations. Procedures established by this
SOP are designed to achieve this end.
B. Decision Making
In general, it is intended that decisions be made by the
Service Chiefs based on coordination with others affected.
Where matters of policy are involved, or full agreement
of affected parties cannotT'be readily achieved, matters
should be brought to the Director for resolution.
C. Display Charts
The Disaster Analysis Staff Service has responsibility
for screening and integrating incoming information and
displaying evaluated situations and status summaries.
Its'objectives are to provide an overall analysis and
overview of principal disaster problems, to evaluate
actions taken, and to assist in identifying additional
operational needs. Each Response Service and Resource
Management Service may also find it desirable to maintain
its own display of critical information to assist in the
coordination process.
Display procedures and selected display charts are established
in Appendix D.
.Page 13
D. Records and Rep0~ts
A diary of events and accurate record of messages and
decisions is essential in providing justification for
key disaster recovery assistance programs. This function
is the responsibility of the Records and Reports Staff
Service. This service also assists in providing required
reports for the County EOC and State requirements, and
special reports on damages, threats and assistance needed.
E. Briefings and Conferences
Briefings for the Director of Emergency Services, the
Disaster Council, and the Public Information Officer should
be scheduled at four hour intervals. The Emergency Prepared-
ness Coordinator will post a briefing schedule on the bulletin
board. EOC service chiefs should be prepared to participate
in these briefings with a short summary of their service's
progress. The briefing by each service will include:
1. Unresotved problems;
2. Major new problems since the previous report~
3. Assistance needed from other agencies or outside
organizations;
4. Information developed by the service that should be
passed to other agencies or to the public.
Additional briefings may be organizaed at the request of the
Emergency Services Director or Coordinator. These may
include VIP, news media briefings, and situation reviews
for newly arrived county, state or federal representatives.
Page 14
Conferences of key EOC personnel may be convened at any time
by the Emergency Services Director to discuss and resolve
major issues. These conferences will be held in the
Emergency Service Director's office.
The Emergency Preparedness Coordinator is responsible for
ensuring that any decisions reached at conferences are
quickly relayed to all EOC personnel.
F. Shift Schedulinq
As soon as possible after.the onset of the emergency, 12-hour
shift schedules should be prepared by each EOC section and
posted on the bulletin board. 'Relief shifts should arrive
30 minutes early so that briefings can be conducted on ~hat
has occurred, what decisions have been reached, and what
problems remain.
G. Declaration of Emergency
Early in the emergency, the Director of Emergency Services
will determine whether a proclamation of the existence of
a local emergency is required. Sample forms for appropriate
proclamatfons of existence or termination of emergency are
included in Appendix E, FORMS FOR PROCLamATION OF EMERGENCY.
Appendix A - Page 1
CITY OF SARATOGA
EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
APPENDIX A - E0C SUPPORT
EOC Provisioning Needs - 14 day period
I
N
P
R
E
P
A
R
A
T
I
O
N
Appendix B - Page 1
CITY OF SARATOGA
EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
APPENDIX B - ACTIVATION, SETUP AND DEACTIVATION CHECKLISTS
EOC ACTIVATION CHECKLIST
A. ALERT ONE EACH OF THE FOLLOWING GROUPS:
1. Direction and Control
Director, Emergency Services
Alerted Asst. Director, Emergency Services
Emergency Preparedness Coordinator (time)
Communications Officer
Emergency Svc. Coord. - Communications
2. Law Enforcement and Traffic Control
Sheriff
Deputy in charge of Westside Station
Alerted Auxiliary Support Sgt. __(time)
Community Service Officer
3. Fire and Rescue
Fire Chief, Saratoga Fire Protection
District
Alerted Asst. Fire Chief, Saratoga Fire
Protection District ..... (time)
Fire Chief, Central District
Asst. Fire Chief,,Central District
4. EOC Management
Community Center Manager
Community Center Manager alternate
Alerted ' (time)
EOC Chief Coordinator
B. The person alerted in each of the four groups above alerts
at least one person in level 2 as shown in the fanout alert
system in TAB A.
C. Personnel to be alerted is shown in TAB B fanout alert system.
Appendix B - Page 2
CITY OF SARATOGA
EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
APPENDIX B - ACTIVATION, SETUP AND DEACTIVATION CHECKLISTS
EOC SETUP CHECKLIST
Set up furniture (stored in Community Center)
Floorplan at Figure 3; keys at Emergency Preparedness Office
Mount displays (stored in storage roo~ in Arts & Crafts Room.
Floorplan at Figure 3.
Connect phones, radios, and scanners (stored in EOC
Chief Coord. Office)
Floorplan at Figure 4.
Distribute stationery supplies to each desk (stored in
Emergency Preparedness Coordinator's Office)
Inspect generator, antennas, food and water stocks, and fuel supply.
Stand by to set up public information center (Community
Center); chalkboards, chalk, and earsers are in
storage room in Arts and Crafts Room.
Stand by to move to alternate EOC (Saratoga Fire Protection
District Headquarters).
Appendix B - Page 3
CITY OF SARATOGA
EMERGENCY OPERATING CENTER (EOC)
STANDARD OPERATING PROCEDURE
APPENDIX B - ACTIVATION, SETUP AND DEACTIVATION CHECKLISTS
EOC DEACTIVATION CHECKLIST
ACTION RESPONSIBILITY
Store furniture in Community Center Mgr. Community Center
Clean and store displays Community Development
Department
Disconnect and store communications Emergency Comm.
Coordinator
inventory and store supplies EOC Chief Coordinator
Replenish supplies EOC Chief Coordinator
Prepare after-action report Emergency Preparedness
Coordinator
,.-4 0
OrO
Appendix B - Page 6
'1-
APPENDIX F - (a) Inventory List
INVENTORY - 1985
EMERGENCY CENTER EQUIPMENT
(Community Center - Arts and Crafts Storage Room)
ITEM COST
1. (1) Projection Optics - Transpaque - 40/40
Projector (Overhead) 399.00
Roll Attachment 26.25
Glare Shield 13.00
2. (2) Cabinet Table Model E 194.00
3. (2) 100 sheets 8½"x12" Cat. ~ 54-5045
Transparencies sheets
4. (20) Transparency Pens - Superfine, 10 black and
10 red
5. (2) Transparency Pens - Medium, 10 black and
10 red
6. (3) ENX - 82V-360W - Projector Lamps
7. (500) General Message Sheets
8. (2) Ora Visual A502 Easels 276.00
9. (1 box) (3 pads) Ora Visual A306 Plain Paper Pads 41.00
10. (2) Ora Visual F-271 White Board with X-440 Easel
@ 349. 698.00
11. (1) A-l-HA 6036 60" x 36" Roll-round chalkboard
with tackboard 369.00
-2-
APPENDIX F - (b) Inventory List
INVENTORY- 1985
EMERGENCY CENTER EQUIPMENT
(Maintenance Yard)
ITEM
1. 12.5 KW Motor Generator Set & Trailer
2. Trickle Charger