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HomeMy WebLinkAboutCity Council Resolution 00-03 RESOLUTION NO. oo-o3 A RESOLUTION OF THE CITY COUNCIL APPROVING THE CITY OF SARATOGA EMERGENCY OPERATIONS PLAN WHEREAS, the California emergency Services Act (Chapter 7 of Division 1 of title 2 of the Government Code), hereafter referred to as the Act, provides the basic authorities for conducting emergency operations; and WHEREAS, Section 8568 of the Act states, in part, that California State Emergency Operations Plan shall be in effect in each political subdivision of the state, and the governing body of each political subdivision shall take such action as may be necessary to carry out the provisions thereof;" and WHEREAS, local emergency operations plans are, therefore, considered to be extensions of the California Emergency Operations Plan; and WHEREAS, Chapter 1 of Division 2 of the Title 19 of the California Code of Regulations establishes the Standardized Emergency Management System (SEMS), hereafter referred to as SEMS, is the recognized emergency management system for government response to emergency operations; and further stipulates that jurisdictional plans should comply with said SEMS regulations; and WHEREAS, this City of Saratoga Emergency Operations Plan establishes the emergency organization, assigns tasks, specifies policies and general procedures, and provides for coordination of planning efforts of the various emergency staff to respond to disasters; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga adopts the Emergency Operations Plan which conforms to the SEMS format; and IT IS FURTHER PROCLAIMED AND ORDERED that all Saratoga officials, employees and citizens individually and collectively, are' urged to do their share in the total emergency effort of the City of Saratoga in concert with the Emergency Operations Plan in response to emergency situations. PASSED AND ADOPTED this 8th day of February , 2000, by the following vote: Resolution 00-03 AYES: Councilmembers Waltonsmith, Baker, Streit, Mayor Bogosian NOES: None ABSENT: Vice Mayor Mehaffey ABSTAIN: None Mayor Saratoga Emergency Operations Plan Director of Emergency Services DIRECTOR OF EMERGENCY SERVICES m CO ORD II~IATOI:I/I~COVER¥ LIPTON Offi~R N ~W D~GE - E~OR~ - ~SE~ C~L~R COST ~ ~ CORO~R A - ~S~ S~A~ON S~PLY ~ ~ ~ ~DIC~ - STA~S _ P~C WO~ ~SO~ FA~ C~S ~/ G ~ a'~$ STATUS E~ PEYOTL ~~A~ON - ~SPORTA~ON E ~ ~SSAGE COO~ATOR - B~E ~A MGR M E Primary City Manager N Alternate Community Development Director T Repor~ To City Council Supervise Public ~fo~ation Officer ~gal Officer S Liaison Officer Emergency Management Coordinator E Operations Chief Pl~s Chief C ~gistics Chief Finance Chief T Work S~tion EOC Mana~6ment Section I O N CMD 1.wpd / September 1999 EOC Checklists, Page 5 Saratoga Emergency Operations Plan Director of Emergency Services Responsibilities The Director of Emergency Services is responsible for jurisdiction level emergency coordination and response activities including the development and implem~:ntation of strategic decisions for approving the ordering and release of resources. Specific duties include: M · Serve as the Director of Emergency Services for Saratoga A . Make executive decisions based on policies of the City Council N · Develop.and issue rules, regulations, proclamations, and orders relal:ing to the A jurisdiction's response G · Establish .the appropriate level of organization and continuously monitor effectiveness of that organization; make changes as required E . Form additional managemem section units as dictated by the situation M · Exercise overall management responsibility of the response efforts within the g affected area; in conjunction with the general staff, set priorities for response efforts and ensure that all jurisdiction actions are accomplished within the N priorities T · Ensure that multi-agency or inter-agency coordination is accomplished effectively within the EOC · Monitoring and assessing hazardous and unsafe situations in the jurisdiction S EOC and support facilities and for developing measures for assuring' pers6nal safety E C T I O N CMD 1 .wpd / September 1999 EOC Checklists, Pag~ 6 Saratoga Emergency Operations Plan Director of Emer~enc~' Services READ ENTIRE CHECKLIST AT START-UP AND AT BEGINNING OF EACH SHIFT Start-Up Checklist M Action Taken: Time/Date A Respond to the EOC at 13777 Fruitvale Ave, Saratoga, CA N 95070; the alternate EOC is located at 19655 Allendale Ave, Saratoga, CA 95070 A ~[~1 . Identify yourself as the Director of Emergency Services by G putting on your vest; print your name on the EOC organizational chart (located in Logistics section Personnel unit) E next to your assignment M ~ca Obtain briefing from whatever sources are available E N Determine current operational status and specify level of activation based on situation as known; confirm that EOC T positions and ICS field positions are filled as needed (Chapter One, Page 7 - EOC Staffing Guide) ~[21 . Direct implementation of the Saratoga Emergency Operations S Plan E ~ca . Notify the Santa Clara County and adjacent jurisdictions that the C Saratoga EOC is activated T ~ca Direct Management section staff to check-in with the Personnel Unit Leaderin the Logistics section; confirm with the Logistics I Chief that the EOC organization and staffing chart is posted and that arriving EOC staff members are assigned by name O N Confirm through the general staff that the EOC is properly set up and ready for operations CMD 1.wpd / September 1999 EOC Checklists, Page 7 Saratoga Emergency Operations Plan Director of Emergency Services Appoint/assign supervisor to manage unaffected departments; establish procedures for situation updates to unaffected departments Appoint and ensure that Section Chiefs are in place as needed and are staffing their respective sections · Operations Section Chief · Planning Section Chief · .Logistics Section Chief · Finance Section Chief Activate 'the following positions as needed · Public Information Officer · Legal Officer · Safety:Officer · Liaison Officer · Emergency Management Coordinator · Security Officer Request additional personnel for your section to maintain a 24- hour operation if required Con,i~n incoming section personnel have read their checklists and been briefed prior to their assuming their duties; briefings should include'.' · Current situation'assessment · Location of work area · Identification of specific job responsibilities · Identification of co-workers within the job function and/or geographical assignment · Availability of communications · Procedural instructions for obtaining additional supplies, services, and personnel · ' Identification of operational period work shifts ' · Identification of eating and hygiene arrangements if appropliate · Assign initial work objectives CMD 1 .wpd / September 1999 EOC Checklists, Paie 8 _Saratoga Emergency Operations Plan Director of Emergency Services ~[~ Open and maintain a Major Incident or Significant Event Log (Chapter Three, Tab 4); maintain all required records and documentation to support the After Action Report and the history of the emergency/disaster to include: · Messages received M · Action taken · Decisions, justification, and documentation A · Requests filled · EOC personnel (time on duty, and assignments) N (Note: Precise infomnation is essential to meet requirements for A reimbursement by California OES and FEMA.) G ~[~ Use a scribe to document all EOC meetings and policy decisions E M . Confirm through the Logistics Chief that telephone, radio, and data communications with other facilities are established and E tested N . Confirm that all City departments account for personnel work assignments and time in relation to specific incident locations T ~[~ Confirm the delegation of authority to General Staff members; provide guidance or direction as necessary. S ~[~ . Provide appropriate purchasing authority to the Finance Chief E C ~[~ . Direct the Planning Chief to announce the first planning meeting and to establish a schedule for subsequent meetings T ~[~ Confer with Operations Section Chief and other general staff to I ' determine what representation from other agencies is needed at O the EOC N . Ensure that City Agency Representatives have been assigned to other jurisdictions/districts/agencies as necessary ~[~ If necessary, establish a Deputy EOC Director of Emergency Services position CMDl.wpd / September 1999 EOC Checklists, Page 9 Saratoga Emerl~ency Operations Plan Director of Emergency Services Establis,h and disseminate the frequency and times of briefing sessions! for the entire EOC staff ~[~ Think ahead and anticipate situations and problems before they occur; based on the existing and forecast situation determine' M future section'needs A Request administrative supplies or other resources through the N appropriate Logistics Section Unit Leader A General Operations Checklist G ~[~ . As required, carry out responsibilities of EOC positions that are not currently staffed E ~[~] . Make a list of your section's key issues that must be M accomplished within the next operational period; assign E responsibilities to staff to accomplish tasks N Ensure that all your section logs and files are maintained T Monitor your section activities and adjust section organization as appropriate: S ~[~] Resolve Problems that arise in conducting your section and EOC g responsibilities C ~[~ Ensure EOC safety; anticipate potential situation or event changes (such as severe aftershocks or longer duration flooding) T in all section and EOC planning; develop options for plans and for alternate modes of communication I . Conduct periOdic briefings for your section; ensure tha~ all organizational, elements are aware of priorities N Use face-to-face communication in the EOC whenever possible and document decisions hnd policy CMDl.wpd/September 1999 EOC Checklists, Pug6 10 Saratoga Emergency Operations Plan Director of Emergency Services - ~[~ Ensure that your section's personnel and equipment time records and records of expendable materials consumed are provided to the Time unit and Cost unit of the Finance section at the end of each operational period n Brief your relief at shift change; ensure that in-progress activities are identified and key issue follow-up requirements are A known N . Assess situation; estimate incident duration; develop overall A strategy with the Section Chiefs G Ensure that sections are carrying out their principle duties: · Implementing operational objectives per the EOC Action E Plan · Preparing action plans and status repons M · Updating charts and maps · Providing adequate facility and operational support E · Performing administrative and fiscal record-keeping and support N T DevelOPand ordersand issue appropriate rules, regulations, proclamations, Initiate Emergency Declarations as needed (Chapter Three, Tab 3) Establish hours of operation for jurisdiction departments Conduct periodic briefing sessions with the entire EOC management team to update them on the overall situation Conduct periodic briefing sessions with the City Council to update them on the overall situation Set priorities for restoration of jurisdiction services ~[~ . Approve and authorize the implementation of the EOC Action Plan developed and prepared by the Planning section and the EOC management team CMD 1.wpd / September 1999 EOC Checklists, Page 11 Saratoga Emergency Operations Plan Director of Emer~enc)~ Services ~[~ In conjun, ction with the Public Information Officer, coordinate and conduct news conferences and review media releases as required; establish a procedure for information releases; affecting inter-agency coordination M Authorize the PlO to release information to the media and to access the Emergency Alert System as needed through A appropriate channels N Ensure the Planning Chief organizes the Action Plan meeting of A section and branch chiefs, agency representatives (as required) and key staff; the meeting should accomplish: G · Briefing on current and forecast major incidents within the affeCted areas g · Additional information from other sources on the current situation M · Availability and status of resources ° Establish the next operational period for which an EOC g Action Plan should be developed · Define priority actions for the next operational period N · Establish assignments for available and incoming resources based on current and forecast situation and T established priorities · Determine need for additional resources; establish specific responsibilities for ordering · Discuss.and resolve any internal coordination issues S ° 'Ensure that staff is clear on the EOC Action Plan; distribute pertinent elements as necessary g ° Establish time for. next action planning meeting C ~[~ . In conjunction with the Safety Officer, establish and maintain a safe working environment T I Monitor EOC~: personnel for signs of ~tress or under- performance; coordinate critical incident stress management O with the county's Medical/I-Iealth Department N . Ensure that proPer security of the EOC is maintained at all times ~[~ . Ensure that the Liaison Officer is affecting positive and affecting inter-agency coordination. CMD 1.wpd / September 1999 EOC Checklists, Page 12 Saratoga Emert~ency Operations Plan Director of Emerl~enc), Services ~[~ . Establish and maintain contacts with adjacent jurisdictions/ agencies and with other organizational levels as apprOpriate ~[~1 Evaluate safety conditions in the EOC and support facilities; correct any conditions which might result in liability (e.g., M oversights, improper response actions, etc.) A ~ca . Coordinate with the Personnel unit of the Logistics section to N ensure that training for personnel includes safety and hazard awareness and is in compliance with OSHA requirements A %ca . If the events which caused activation is an earthquake, provide G guidance regarding actions to be taken in preparation for aftershocks E ~[~ . Coordinate with Claims unit of the Finance section on any M Personnel injury claims or records preparation as necessary for g proper case evaluation and closure Deactivation Checklist N T ~ca . Authorize deactivation of sections, branches or units when they are no longer required ~1 Notify Santa Clara County OES, special districts, state OES, S and other EOCs as necessary of planned time for deactivation g ~ Ensure that any open actions will be completed after C deactivation T ~ . Ensure that all required forms or reports are completed by your -' section and given to the Documentation Unit Leader prior to deactivation I ~ca . Be prepared to provide input to the After Action Report O N ~ca . Deactivate the EOC and close out logs when emergency situation no longer requires EOC support; return Vest and equipment to their original location CMD 1.wpd / September 1999 EOC Checklists, Page 13 Saratoga Emergency Operations Plan Director of Emergency Services ~[~ . Proclaim termination of the emergency and proceed with recovery operations Reference Issues Tab 1 - EOC Action Plans M Tab 2 - After Action Plans Tab 3 - Emergency Proclamations A Tab 4 - Significant Event Log Tab 5 - Logistics Request Form N Tab 6 - EOC Maps Tab 7 - EOC Charts and Reports A Tab 8 - Major Incident; or Significant Event Report Tab 9 - Response Information Management System (RIMS) G Tab 10 - Situation Status Reports Tab 11 - Lines of Succession E Tab 12 - Emergency Public Information Tab 13 - Damage Assessment M E N T S E C T I O N CMDl.wpd/September 1999 : EOC Checklists, Page ,14