HomeMy WebLinkAbout2016-069CC �,r fl t� •t� �: tt
� z
r
+d av mka,.wuwnu '�a �
� yr i. 1. • :t
Amorloan
d Crass
I � t
Indian River County
Department of Emergency Services
air
t
})fsk'f
V
1
Division 4225 43rd Avenue
Vero Beach, FL 32967
m .Wco (772) 567-2154 ah � iF
`,0 www.irces.com ,�
Table .Contents
Introduction.................................................................................................................................................................. 3
PurposeStatement..........................................................................................................................................3
Situation.........................................................................................................................................................3
Assumptions....................................................................................................................................................3
Organization and Responsibilities......................................................................................................................3
Conceptof Operations.....................................................................................................................................4
CommunicationPlan Goals........................................................................................................................................... 5
Notification, Information,and Warning Capabilities.................................................................................................... 5
PrimarySystems..............................................................................................................................................5
SecondarySystems..........................................................................................................................................6
Multi-Hazard Safety and Protection Measures............................................................................................................8
MitigationOpportunities..............................................................................................................................................9
AnnualPublic Outreach Goals....................................................................................................................................10
CrisisCommunication .................................................................................................................................10
Organization of Public Information during a Crisis............................................................................................11
Media Management during a Crisis.................................................................................................................11
Joint Information System (JIS)/Joint Information Center(JIC).............................................................................12
Purposeof a JIC...................................................................................................................................................12
Establishinga PC.................................................................................................................................................12
Establishinga JIC.................................................................................................................................................12
Activatingthe JIC.................................................................................................................................................13
Deactivationof the JIC........................................................................................................................................13
Writing and Distributing News Releases...........................................................................................................14
Press Conferences and Interviews...................................................................................................................14
APPENDIX A—Indian River County EOC Media Policy
APPENDIX B—ESF#14 Job Aid
APPENDIX C—Communications, Notification and Warning Standard Operating Guidelines
APPENDIX D—Emergency Notification Standard Operating Guidelines
APPENDIX E—Preparedness Notification Standard Operating Guidelines
Indian River County Comprehensive Emergency Management Plan Annex VI -2
Indian giver County
Communications i
Introduction
Purpose tt t
The purpose of this Communication Plan is to establish methods and criteria for 1)communications between
direction and control authorities,2)notifications to key decision makers and Indian River County Emergency
Response Team members, and 3) the dissemination of emergency notification, alert and warning
information to the residents of and visitors to Indian River County Florida.
Methods and criteria identified and established allow the Indian River County Emergency Management
Division (IRCEM) to provide the ability for effective and coordinated response and recovery efforts and
timely alerts and warnings of actual or potential natural,man-made or technological disasters affecting the
safety and well-being of Indian River County Government, its citizens and visitors.
Situation and Assumptions
Situation
Different types of potential hazards' have been identified that could affect large numbers of people and
require the coordinated response of public and private agencies and personnel over a widespread area
of Indian River County. Timely and accurate warnings and notifications to the public and emergency
response team members are critical in order to help those affected or potentially affected by any
disaster better prepare for and survive the event. Special situations occur which require that responders
from different agencies have the ability to communicate with each other which is not done on a daily
basis.
Assumptions
• There is no single communication, notification or warning system that can be expected to reach
every member of the public at any given time with 100 percent reliability.
• Events can require immediate warning actions or may allow notifications to occur hours or days
in advance.
• There is no single common method to receive alerts, warnings or information.
• Communications and warning systems may fail at any time under any condition for any reason.
Organization and Responsibilities
The responsibilities for monitoring, detection, alert, warning, notification systems, methods and
procedures are shared among several agencies and sometimes involve the cooperative efforts of other
governmental entities as well as public/private partnerships all with a common goal of providing for the
safety and well-being of the citizens of and visitors to Indian River County.
1 For a complete IRC hazard analysis, please refer to the Indian River County Local Mitigation Strategy
Indian River County Comprehensive Emergency Management Plan Annex VI -3
The following organizations share that responsibility in Indian River County:
• Indian River County Emergency Management Division
• Emergency Support Function (ESF)#2—Communications
• Emergency Support Function (ESF)#14—Public Information
• Indian River County Sheriff's Office
• State of Florida Division of Emergency Management
• Federal Government Emergency Alert System (EAS)
• National Weather Service NOAA Weather Radio System
The State of Florida Division of Emergency Management, Indian River County Department of Emergency
Services, and the Indian River County Sheriff's Office hold the responsibility of serving as the State
Warning Point(SWP) and County Warning Point(CWP), respectively.
Concept of Operations
Reliable communications are necessary not only for day-to-day government operations, but for
the management of response and recovery efforts, notification of emergency response team
members, warning the public of occurring or impending events and coordination with other
agencies and organizations. Communications capabilities must be available for emergency
management functions in the Emergency Operations Center, alternate EOC, and in the field.
Indian River County Emergency Management utilizes various technologies and methods in
order to provide primary and secondary methods for communications, warnings and
notifications. These technologies and methods give us the capability to initiate, receive and/or
relay warnings and vital information to key county decision/policy makers, emergency
response team members as well as the public. By having multiple systems and technologies
available, Indian River County Emergency Management maintains effective communications
across all hazards, threats and operational environments. Many systems are used daily for
routine communications and information exchange requirements and some are available for
alert and warning situations.
To maintain operational readiness, all systems are tested on an established schedule and
frequency. A Systems Test Logbook will be kept by the emergency management staff and test logs
will be retained in accordance with the standard record retention protocol (1 calendar year).
Indian River County Emergency Management is committed to helping our citizens prepare for and recover
from any disaster that may impact our community. Our emergency plans subscribe to an all-hazards
approach to emergency management, notjust specific types of hazards but increasing preparedness for any
type of hazard. This plan has been made an annex of Indian River County's Comprehensive Emergency
Management Plan (CEMP). A description of all hazards that pose a threat to Indian River County can be
found in the hazards analysis section of the CEMP (Basic Plan, pp-7-77).
To assist with the development of this plan,the Indian River County Emergency Manager appointed a public
information strategyteam with participation bythe CRS Coordinator,emergency management coordinator,
emergency management planner and storm water engineer.
Indian River County Comprehensive Emergency Management Plan Annex VI -4
Communication Plan Goals
1. Identify a public outreach strategy to inform county residents and business owners
about hazards that may impact our community(including flood hazards).
2. Identify the numerous ways Indian River County notifies the community of
preparedness, protective action, and recovery activities to our residents.
3. Familiarize residents with appropriate property protection measures.
4. Provide guidance to the Indian River County Community Rating System (CRS)
Coordinator for submittal for credit under the National Flood Insurance Program's
Community Rating System.
5. Identify crisis communication strategy for ESF#14(Public Information Officer).
Notification,Information,and Warning Capabilities
The Indian River County Emergency Management Division maintains multiple levels of redundant voice
and data communication capabilities for the notification and warning of key officials, emergency
responders and the public. Procedures addressing the operation and implementation of communications
systems and equipment are located in multiple documents including:
• Indian River County Communication Log and Systems Operating Procedures
• IRC Comprehensive Emergency Management Plan Annex VIII (Communications-Amateur)
• National Warning System Operations Handbook
• State of Florida EAS Plan
Because some situations may necessitate the coordinated response of multiple agencies that don't
normally work together or within Indian River County, interoperability of communications systems are
vital. The Tactical Interoperable Communications (TIC) Plan is used to guide and direct interoperability
efforts.
PLEASE NOTE:For security reasons,specific user instructions for each mode of notification are kept in a job
aid guide in a secure location.
Primary sterns
1. AT&T-The primary communication system operative through the Department prior to, during,
or after an emergency is AT&T, a commercial carrier telephone service.
2. 24-HOUR EMERGENCY COMMUNICATIONS CENTER-The Indian River County Department of
Emergency Services operates a 24-hour emergency communications center, either at the main
office location during routine business hours or at the Indian River County Sheriff's Office during
off-hours.
3. National Warning System (NAWAS)- The primary point-to-point(County Warning Point to
State Warning Point)voice communications mechanism is currently NAWAS. NAWAS is a 4-wire
telephone system used to convey warnings between Federal, State and local governments.The
original mission of NAWAS was to warn of an imminent enemy attack or an actual accidental
missile launch upon the United States. NAWAS still supports this mission but the system is now
used to communicate information about all hazards. NAWAS is operated and maintained by the
Federal Emergency Management Agency(FEMA).The Federal NAWAS circuit connects FEMA's
national and regional facilities with the Warning Points for each US State and Territory, as well as
the National Weather Service offices and certain US Defense Installations.The State of Florida
also has a State NAWAS circuit,with stations installed at most of the State's 67 County Warning
Indian River County Comprehensive Emergency Management Plan Annex VI -5
Points or EOCs.Transmissions on FL NAWAS are independent from the federal circuit, however
FEMA can bridge FL NAWAS with the national system to transmit on FL NAWAS in a major
emergency. It will be used to provide us with severe weather information, emergency
notifications (incoming and outgoing) and other appropriate emergency management business
or functions.
4. KEY OFFICIAL/ORGANIZATION NOTIFICATION The Emergency Management Director, and his
staff, will notify key officials and emergency related organizations of any significant emergency
events that may promulgate the opening of the EOC.This is done either by personal telephone
call, group or individual e-mail and/or regular conference calls.
Secondary Systems
1. Emergency Management Network(EMnet)- Delivers both voice and machine-readable text
communication in seconds. EOC and the PSAP designated as the County Warning Point), Florida's
Nuclear Power Plants,the Florida Fusion Center, National Weather Service Offices, and other
agencies.The primary terminal for each county or agency has a special computer that will
automatically failover to a satellite connection if the local internet connection fails. EMnet
features electronic messaging, point-to-point voice calling, and voice conference call capabilities.
Indian River County is an authorized county station that can also transmit Emergency Alert
System messages to Florida broadcasters as well as the Integrated Public Alert and Warning
System, which can notify citizens via smart phones, weather radios, and other devices.
2. TELECOMMUNICATIONS DEVICE FOR THE DEAF Across all age groups, in the United States,
approximately 1,000,000 people (0.38%of the population, or 3.8 per 1,000) over 5 years of age
are "functionally deaf;" more than half are over 65 years of age.About 8,000,000 people (3.7%)
over 5 years of age are hard of hearing (that is, have some difficulty hearing normal conversation
even with the use of a hearing aid).Again, more than half of those who are hard of hearing are
over 65 years of age. While it is uncertain how many deaf or hearing-impaired residents are in
Indian River County, our office is prepared to handle these calls through the use of a
Telecommunications Device for the Deaf(TDD). A TDD is a machine that can be connected to
the telephone providing deaf and hard-of-hearing people with a way to use a telephone without
an interpreter. TDD users type their messages on a standard typewriter keyboard, which is read
on a display by the receiver using compatible equipment. The Indian River County Department
of Emergency Services'TDD telephone number is published in the BellSouth Text Telephone
Directory annually. The County switchboard is also equipped with TDD equipment,thus
facilitating a transfer of a caller, if necessary.Television stations also display information via
visual crawlers for the hearing impaired.
3. NON-ENGLISH SPEAKING CITIZENS In order to broaden our capabilities to speak with the non-
English speaking communities of Indian River County, we subscribe to AT&T Language Line. They
are the world's largest provider of 24-hour over-the-phone interpretation. In addition,we have
several local residents who have offered their interpreter services. Either of these services
would be available to non-English speaking callers. Additionally, public service announcements
are also broadcast in Spanish.
4. 24-HOUR PHONE LINE Our office maintains a 24-hour phone line (772-567-2129)that will be
activated during times of disaster. This phone line will have pre-recorded disaster messages
containing protective action/recovery information that can be accessed by the public.
5. E-MAIL/TEXT MESSAGE ALERT SUBSCRIBER LIST Our office maintains an E-mail/text message
alert subscriber list for disseminating weather alerts, or other warnings,to all subscribers
(including local law enforcement and governmental officials/organizations). We are capable of
Indian River County Comprehensive Emergency Management Plan Annex VI -6
immediately delivering neighborhood level content to geographically targeted consumers via cell
phone (texting), e-mail and the web. NOTE:Text messages will be limited to only 180 characters
(letters AND spaces).
6. SOCIAL MEDIA To increase our public outreach efforts, Indian River County also utilizes social
media to post weather alerts, or other warnings. Residents now have the ability to follow us on
Twitter and/or find us on Facebook. The Indian River County social media policy will be followed
at all times.
7. CABLE TV INTERRUPT SERVICE Indian River County Emergency Management staff has the ability
to use Cable TV interrupt service,which allows our office to interrupt currently broadcasting
television programs with current weather warnings, or other warnings, pertaining to our
immediate area.
8. LOCAL GOVERNMENT CABLE TV CHANNEL Once the Emergency Operations Center is activated,
the EOC will broadcast protective and recovery action information on the government access
channel. This channel can be found on cable channel 27 in all of Indian River County.
9. AGREEMENT WITH LOCAL FM RADIO STATION An agreement was entered into with WSCF (91.9
FM) radio which allows emergency management staff access to broadcast equipment for
informing Indian River County citizens of storm/disaster information such as what protective
actions to take,what the evacuation and re-entry plans are, and recovery information, including
restoration of utilities.
10. AMATEUR RADIO Amateur radio has been a proven method to provide communications for
local, State, and Federal authorities. If major communications infrastructure is lost during an
emergency, amateur radio operators can be vital in establishing communication between State
officials, local governments, and voluntary organizations active in disasters. Using equipment
within the EOC,Amateur radio communications are provided by RACES/ARES volunteers. More
specific information related to communications issues can be found in the description for ESF#2
(Communications), located in Annex I - Response Functions.
11. EMERGENCY POWER SUPPORTS COMMUNICATIONS The primary EOC has auxiliary power
provisions capable of sustaining operations for five days. The secondary EOC has auxiliary power
provisions capable of sustaining operations for three days.
12. PUBLIC WARNING SYSTEM The Emergency Management Director, and/or his designee, has the
authority to activate the public warning system at any time an emergency event threatens
persons or property.
13. BULLHORN/DOOR-TO-DOOR ANNOUNCEMENTS Predetermined evacuation areas include the
barrier island, low-lying areas, mobile/manufactured homes, sub-standard housing, RV parks
and marinas. Initial notification will be through media resources and may be augmented by the
use of bullhorn announcements and door-to-door visits by public safety officers.
14. COMMUNICATION WITH STATE EMERGENCY OPERATIONS CENTER The County EOC will
communicate with the State Emergency Operations Center(SEOC) on all activations, warnings
and SITREPS by means of NAWAS, ESATCOM, commercial telephone or radio frequency links.
15. PRE-SCRIPTED PUBLIC SERVICE ANNOUNCEMENTS The most common topics pertaining to
health and safety, and considered to be helpful to the public, have been pre-scripted to form a
library of written Public Service Announcements. Messages include topics on preparedness,
response, recovery and mitigation.This document is maintained on file in the emergency
management office as well as the office of the Public Information Officer(ESF#14).
16. EMERGENCY INFORMATION CENTER(EIC)—The EIC is a phone bank designed to respond to
public inquiries regarding rumors and information.The EIC will be activated and staffed by
volunteers during an EOC activation. Staffing will be in accordance to call volume. Each operator
will be provided just-in-time training with the Indian River County Public Information Handbook
Indian River County Comprehensive Emergency Management Plan Annex VI -7
—located in the EIC.
17. INTEGRATED PUBLIC ALERT AND WARNING SYSTEM (IPAWS) During an emergency, alert and
warning officials need to provide the public with life-saving information quickly. IPAWS is a
modernization and integration of the nation's alert and warning infrastructure that will save
time, protecting life and property. IPAWS gives public safety officials an effective way to alert
and warn the public about serious emergencies using the Emergency Alert System,the
Commercial Mobile Alert System, NOAA Weather Radio and other public alerting systems from a
single interface.The Commercial Mobile Alert System (CMAS), also known as Wireless
Emergency Alerts (WEA), and Personal Localized Alerting Network(PLAN), is an alerting network
designed to disseminate emergency alerts to mobile devices such as cell phones and pagers.The
government plans to issue three types of alerts through this system: alerts issued by the
President, alerts involving imminent threats to safety of life, and AMBER Alerts. Indian River
County Emergency Management was approved on November 20, 2012 by the Federal
Emergency Management Agency(FEMA) as a Collaborative Operating Group (COG). Indian River
County Emergency Management will only utilize the IPAWS warning system to save time, protect
life and property.
Criteria for Issuing a Public Warning:
• Does the hazardous situation require the public to take immediate action?
• Does the hazardous situation pose a serious threat to life or property?
• Is there a high degree of probability the hazard situation will occur?
Multi-Hazard Safety and Protection Measures
Indian River County Emergency Management provides information and education to the public
concerning threats to life, safety, and property.These activities include information about specific
threats, appropriate preparedness measures, and actions to mitigate the threats including protective
actions. Information is disseminated through a variety of forums that include the following:
1. Educational Programs
i) Conducts activities to educate the public about local hazards, prevention,family
preparedness, and response-level activities. Public education is accomplished
through events by request and the primary audience is civic organizations,
homeowner's associations, chamber of commerce, health care facilities, annual
hurricane expo, special needs populations, pet owners, etc.
ii) Coordinates with the Small Business Development Center of Indian River State
College to better prepare the business community.
iii) Records public service announcements on several disaster preparedness topics to be
aired on our local government channel.
iv) Records public safety announcements with a local FM radio station.
v) Sponsors training programs on disaster preparedness held at the Indian River County
Emergency Operations Center.
2. Print/Web Media
i) Indian River County Emergency Management is responsible for the annual
publication and distribution of the Official Disaster Preparedness Guide for Indian
River County.This disaster preparedness guide details all-hazards, including
important flood safety measures.This guide is available in English and Spanish and
distributed through public buildings within the county and is available electronically
Indian River County Comprehensive Emergency Management Plan Annex VI -8
on our website (www.irces.com).
ii) A section of our website is dedicated to flood protection and warning. Residents can
find information on flood preparedness, what to do following a flood and how to
manage flood insurance claims.
iii) We have a severe weather section that appears in The AT&T Real Yellow Pages. The
phone book is updated annually and widely distributed. The section on severe
weather preparation includes flood protection information.
Mitigation Opportainities
Indian River County has an approved Local Mitigation Strategy(LMS), a required plan that communities
develop to identify initiatives that reduce the impact of hazards and to be eligible for federal and state
mitigation grants. Our website is regularly updated and identifies numerous grant opportunities as they
become available. An example of mitigation grants includes:
1. Flood Mitigation Assistance Program-A federal program that provides annual funding
for projects to protect flooded structures that are insured by the National Flood
Insurance Program.
2. Hazard Mitigation Grant Program-A federal, post-disaster program that funds projects
to protect public or private property from future disasters.
3. Pre-Disaster Mitigation Program-A highly competitive federal grant program developed
to assist communities in implementing hazard mitigation related activities.
4. Repetitive Flood Claims Program-A competitive federal program that provides non-
disaster funding for flood mitigation projects at 100%federal funding in communities
that meet certain eligibility limitations.
5. Residential Construction Mitigation Program -A Florida program created to support
wind research, mobile home tie-downs and to improve the wind resistance of
residences.
6. Severe Repetitive Loss Program-A federal program created to mitigate NFIP-insured
residential buildings that have experienced severe flood damage.
7. State Floodplain Management Program- Promotes and ensures sound land use
development in floodplain areas in order to promote the health and safety of the public,
minimize loss of life, and reduce economic losses caused by flood damages.The Program
serves as the State Coordinating Agency of the National Flood Insurance Program to
work with Florida's municipalities and counties to administer their local flood damage
reduction regulations.
8. Silver Jackets-This program, sponsored by the U.S.Army Corps of Engineers, provides a
formal and consistent strategy for an interagency approach to planning and
implementing measures to reduce the risks associated with flooding and other natural
hazards.
Indian River County Comprehensive Emergency Management Plan Annex VI -9
Annual Public Outreacli Goats
1. Provide brochures and publications to property owners through media and resource
libraries at selected county buildings. Brochures and publications address all-hazards,
including local flood hazards,flood insurance,flood protection and mitigation and flood
mapping information.
2. Continue annual review, updates and distribution of the Official Disaster Preparedness
Guide for Indian River County.
3. Continue providing disaster preparedness presentations upon request.
4. Continue to review and provide updates, as necessary, for the AT&T Real Yellow Pages
(telephone directory).
5. Continue to provide disaster preparedness education programs for the public.
6. Confirm that the public libraries located in Indian River County have a complete copy of
FIRM maps after each FIRM update or as required to maintain a full set of maps.
7. Continue to update website with respect to mitigation opportunities.
8. Maintaining (Indian River County Community Development Department) a database of
repetitive loss properties. Each year these homeowners are provided written
information to promote flood protection in the community, including flood protection
regulation and storm water management.The homeowner's are also provided links to
NFIP publications that provide information about flood protection of their home,
including retrofit options.
Crisis Communication
During a crisis it is important to communicate the facts as quickly and accurately as possible and requires
updating the information regularly as circumstances change. It is imperative to speak as accurately as
possible and to not speculate about details that are not known. The Indian River County Emergency
Management Director, or his designee,will serve as the department Public Information Officer(PIO).
During an EOC activation, the Indian River County ESF#14 representative will staff an office within the
EOC.The PIO will participate in ongoing training and helps to promote, inform, educate, and provide
information to the citizens of Indian River County.
Prior to an EOC activation, Emergency Management staff will alert all ESFs using various delivery
methods (phone, e-mail,text) from our mass communication system.
During an EOC activation the ESF#14(PIO) representative ill:
• Provide critical information to the public during events and incidents. Information is
distributed to the public and media through news releases, brochures, flyers,
government channel, website, e-mail alerts, and social media.
• Provide timely and effective dissemination of information to protect public health
and safety.
• Assign roles to other ESF#14 support staff at the beginning of each shift and provide
them regular briefings as necessary to stay current with the event.
• Assign an ESF#14 support staff member to the Emergency Information Center(EIC)
to assure accurate information is being distributed to the operators for response to
public inquiries and rumors.
• Support and report to the Incident Commander,who will approve all media releases,
written or verbal.
• Coordinate and integrate public information functions across all jurisdictions and
functional agencies.
Indian River County Comprehensive Emergency Management Plan Annex VI - 10
• Serve as spokesperson qualified to deliver the Emergency Management Program's
message appropriate 0uhazard and audience.
• Maintain a quality working relationship with local and regional media.
• Respond tomedia requests for information inatimely manner.
• Establish a schedule for news conferences and briefings (10A and 2P recommended).
• Monitor the news media to detect and correct misinformation and identify emerging
communication trends orissues,
• Attend scheduled Branch Director Meetings 1ocoordinate any interface with public
officials and dignitaries.
• Serve aaescort for media tours ofEO(, ifappropriate.
• Develop talking points per the P0job aid attached asAppendix 0.
• Provide a briefing to incoming ESF#14 representative(s) during a shift change (event
status, document history, media relations, social media, processed.
During anEOC activation the ESF#14(PKO)staff will provide assistance to the P|O as necessary,
including:
• Updating the recorded public information line with current information (772-5G7-
2129)
• Managing e-mails and telephone calls from the media.
• Assisting P|Owith writing press releases.
• Setting upmedia room for media briefings,
• Updating the media board located inthe media room.
• Providing updates tothe EIC supervisor.
Organization of Public Information during a Crisis
During a crisis, the EOC will act as the central coordinating facility for receiving and dissemination of
public information. Information flow 1othe E{}CvviU occur directly from news media reports and citizen
public information phone calls,
1. Information will flow from the EQC in the form of media briefings, press releases, and situation
reports. Information will also flow from ESF#14 to public information operators in the local EIC.
Z Based on historical events in Indian River County, a large book mfpre-scripted press releases and
informational bulletins was compiled to make distribution of the message more efficient. All
press releases and informational bulletins are submitted by the Emergency Support Functions
(ESF)to EGF#14for approval prior to release.
Media Management during a Crisis
The PIO has established a working relationship with the media and has a media contact list with after-
business hour's contract information.The Media Center of the Emergency Operations Center has been
identified as the central contact facility for the media (See Appendix A for media policy). This site been
designated as a potential area for the establishment ofa Joint Information System and Center U|C\.
Regularly scheduled press conferences will be established during an event. The information to be
disseminated may include, but not be limited to, the following:
1. Identification ofvulnerable areas for each hazard;
2. Pre-disaster measures toalleviate loss;
3. Preparedness tips;
4. Response information, especially evacuation and sheltering;
5. Recovery information, where to8nand who tncontact for assistance; and
6. Information onwhat tobring toashelter.
7. Special Needs client information.
joint Information System (UIS)/Jmint Information Center(|IC)
A Joint Information System is defined as an information network of PlOs and support staff working
together to deliver accurate and timely information to the public. When able, staff participates in
meetings ofthe Treasure Coast Chapter ofthe Florida Public Relations Association,This isastatewide
network Vfnearly 1,500 public relations professionals. Meetings feature networking building
opportunities as well as presentations by public relations professionals on topics of current interest.
A Joint Information Center is defined as the physical location where public information staff involved in
incident management activities can collocate to perform critical emergency information, crisis
communications, and public affairs functions, P|Osetthe]|Ccontinue torepresent their respective
agencies, while at the same time receiving the benefits of coordinated public information approach.
During aJ|C operations, agency spokespersons are autonomous; no agency has authority over another.
However,JIC members work together and support one another. Indian River County Emergency
Management will test its]|S/J|C biennially during the Statewide Hurricane Exercise.
l. Purpose of a JIC—To manage and facilitate the flow of information to the news media and the
public by pooling PIO assets, PlOs at the JIC continue to represent their respective agencies,
while at the same time receiving the benefits of coordinated public information approach.
1 Establishing a JIC—AJ|CmmaybeestabUsheduxhenthe:
a. Emergency Management Director determines the need to implement a JIC based on the
complexity of the incident and the need to ensure coordination and integration of messages
from multiple agencies.
b. Disaster iswidespread and prolonged,
c. Emergency Management Director determines the public information needs will exceed
available resources.
d. Incident will be long-term, and will generate intense local, state, national, and possible
international news media.
e. Incident mrevent involves multiple jurisdictions and/or disciplines.
f. Indian River County E(]C is activated.
1 Establishing a JIC—Terrohamnbased events
Florida Statute 943 indicates that the Florida Department*fLaw Enforcement has the lead
responsibility for terrorism-based events. In all other events,the local EOC provides the Lead
P|[].
4. Location of Indian River County J|C |nIndian River County, when P!Oswork cooperatively 10
issue accurate and timely information tmthe impacted public,the first choice will betoorganize
inthe ESF#14ancillary room within the EK]C.
S. Media Area—The Indian River County EOChas adesignated area for the media. The EOCmedia
nwmm is where P|O(s)will gather to provide information (briefings, press conferences, media
interviews, etcjtmmembers ofthe media.
6. Recommended JiCTech no|omu/Equipnnent
a. Printer
b. Printer paper
c. Flash drive
cl. Extra notebooks, pens and pencils
e. Blank name tags
f. Dry erase board
g. Tape
h. Post-it pads
L Clipboards
j. Paperclips, binder clips, rubber bands
k. Markers
|. Scissors
M. Stapler
n. Surge protector/power strip, and extension cord
7. Activating the}VC—Stepstakenby Lead P1O:
a. Ensure that location isavailable and usable.
b. Send a PIO call-out. Include information on where to meet and who to call for additional
information.
c. Check/assemble supplies and equipment.
d. Maintain roster mfresponding P|Qs.
e. Once a majority ufP|Osare present hold a situation assessment briefing,
f. Announce tothe news media that the J1Cisoperational.
O. Escalating Incidents—If an event exceeds the capability of Indian River County PlOs to respond,
state and federal support is increased. P|O resources maybe requested from the following
agencies:
a. Florida Fine Chief's Association—maintains a database of P0s, by type,who can respond
throughout the state tosupport local departments.
b. Florida Division of Emergency Management—Deployment team members are generally
deployed inteams nftwo.
c. Regional Domestic Security Task Force—Each region is issued logistical equipment for
the purpose of supporting JIC operations. Each region maintains a number of TacPaks
(Tactical Communications Package—office in a box) and a Mobile Joint Information
Center.
9. Deactivation of the 0C—As the incident winds down, the Lead P|()can scale back]|Coperations
in coordination with the incident commander.The Lead PIO needs to determine when a JIC is no
longer needed and send out afinal news release announcing the closure.
Writing and Distributing News releases
ESF#14 is responsible for creating and distributing all incident-related public information during an EOC
activation.
1. Once the EOC is activated, ESF#14 will be responsible for fact-checking before anything is
released to the public and/or press.
2. Press releases will be drafted by using either the pre-scripted press releases or press release
template.
3. A folder should be created for each day of an event and files saved into that folder for archival
purposes.
4. Route press release to the emergency management director for approval, unless given the
authority to distribute without review.
5. Print a copy of the press release for the Approved Press Release binder located in the EOC.
6. Make a copy of the press release to post in the media room.
7. E-mail the press release to the media distribution group.
Press Conferences and Interviews
1 . ESF#14 will establish a press conference schedule as soon as possible. It is recommended to
keep a regular schedule (i.e., 10:00 am and 2:00 pm).
2 . Develop your talking points and gather facts (see Appendix B for a job aid) before talking to
media.The key to a good interview is being prepared!
3 . In between press conferences, ESF#14 must be prepared to answer incoming phone call
requests for interviews.Any calls received by the general public should be routed to the
Emergency Information Center(772-226-4000).
Indian River County Comprehensive Emergency Management Plan Annex VI - 14
Appendix A
Indian River County EOC Media Policy
Indian River County
Emergency Operations Center
Media Policy
Welcome to the Indian River County Emergency Operations
Center. We are committed to responding to all your news media
questions efficiently, accurately and in a timely fashion. We
-understand the importance of getting the message out to the public
and helping them understand the events as they arc developing.
Effective communications with the news media will be
accomplished both responsibly and pro-activcly.
We request that media representatives observe the following:
I. Present media credentials.
2, Check-in following the instructions given.
I Media representatives will be issued an identification badge
and are expected to display this badge at all times.
4. Media visitors will only leave access to the designated media
area.
5. Media representatives will not be permitted to congregate in
the lobby area.
6. Press conferences will be held at regular intervals—a
schedule will be provided.
7. Access to the Emergency Operations Center will only be
granted by special permission (Public Information Officer or
other designated official) and media guests must be
accompanied by an escort at all times while allowed access.
9. Media visitors will check-out as they leave the facility:
Thank you for your cooperation.
A-1
Appendix
Indian River County ESF#14 (Public Information Officer)Job Aid
Appendix C
Indian River County Emergency Management
Communication, Notification and Warning Systems
Standard Operating Guidelines
1. INTRODUCTION
Different types of potential hazards have been identified that could affect large numbers
of people and require the coordinated response of public and private agencies and
personnel over a widespread area of Indian River County. Timely and accurate warnings
and notifications to the public and emergency response team members are critical in
order to help those affected or potentially affected by any disaster better prepare for
and survive the event. Key decision makers often need advance notifications of potential
events and the ability to communicate with State and Federal agencies must be
provided. Situations can occur which require that responders from different agencies
have the ability to communicate with each other which is not done on a daily basis.
There is no single communication, notification orwarning system that can be expected
to reach every member of the Indian River County Emergency Management Team
(|RCEMT) orthe public atany given time with 1O0percent reliability. Everyone
potentially involved does not possess a common information exchange platform. Any
given communication, notification orwarning system may fail at any time under any
condition for any reason. These possibilities require that various methods be available
for communications, notifications and warnings.
A. PURPOSE
These Standard Operating Guidelines serve to describe the decision making process and
methods involved to disseminate information, alerts and warnings to both |RCEK4T
members and the general public and the various warning devices employed to
accomplish those tasks.
B. SCOPE
As noted throughout this document this SOG covers communication and notification
scenarios for the |RCEIVITaswell aswarning scenarios for the general public. In all
instances both primary and secondary methods of communications, notifications and
warnings presently available to and in use by the IRCEIVIT are included and are
established across all hazards identified as having the highest occurrence and/or
potential impact by the Local Mitigation Strategy//MS>.
[-1
II. RESPONSIBILITIES AND TASKS
Responsibilities for communication, notification and warning are shared among several
agencies and sometimes involve the cooperative efforts of other governmental entities
as well as public/private partnerships all with a common goal of providing for the safety
and well-being of the citizens of and visitors to Indian River County.
The following organizations share that responsibility:
• Indian River County Emergency Management
• Indian River County Sheriff's Dispatch (County Warning Point)
• Emergency Support Function (ESF) 2 - Communications
• State of Florida Division of Emergency Management (State Warning
Point)
• Federal Government Emergency Alert System (EAS)
• National Weather Service NOAA Weather Radio System
A. Indian River County Emergency Management
Indian River County Emergency Management is responsible for day to day monitoring of
events, both natural and man-made which may impact the safety and well-being of
Indian River County citizens, visitors and property. Indian River County Emergency
Management is also ultimately responsible for seeing that IRCEMT members and the
public are notified and alerted as events dictate.
B. Indian River County Sheriff's Office Dispatch
The Indian River County Sheriff's Office Dispatch is the 911 answering point for Law
Enforcement, Fire and EMS needs and dispatch. The Communications Center is also the
designated County Warning Point (CWP) and is responsible for 24/7 monitoring of the
Federal NAWAS (National Alert and Warning System), the State of Florida ESATCOM and
the local and State Satellite Radio/Telephone devices.
C. ESF#2- Indian River County Public Safety Communications
Emergency Support Function #2 provides coordination of communications support to
Indian River County and municipal government entities, other ESFs, voluntary relief
organizations, and State or Federal agencies requiring communications capacity in order
to perform their emergency response, recovery and disaster assistance missions. ESF#2
is also the responsible ESF for the Amateur Radio Emergency Communications. The
Indian River County Sheriff's Office maintains the County's VHF radio system.
C-2
D. State of Florida Division of Emergency Management
The Florida Division of Emergency Management (FDEM) operates the State Emergency
Operations Center which also serves as the State Warning Point (SWP). The SWP is a
24/7 operation and serves to provide a single point of information and warning
dissemination to Federal, State, and/or Local governmental officials. The Division also
provides, operates and maintains and monitors the ESATCOM voice and data
communications system as well as being the primary State entry point for Emergency
Alert System (EAS) messages.
E. Federal Government Emergency Alert System (EAS)
The Federal Government is responsible for maintaining the EAS and securing
cooperative agreements among the Department of Homeland Security, the National
Weather Service and the states in order to allow the dissemination of local emergency
messages via this system.
F. National Weather Service NOAA Weather Radio System
The National Weather Service is responsible for the preparation and issuance of severe
weather forecasts and warnings designed for the protection of life and property of the
general public. They are responsible for the operation and maintenance of the NOAA
Weather Radio System.
III. CONCEPT OF OPERATIONS
Communication, notification and warning methods used by Indian River County are
numerous and can be divided into two categories, primary and secondary systems.
Primary systems are those systems that may be used in normal daily situations or those
which are first choice because of largest reach to intended recipients. Secondary
systems can be considered backups to some primary systems or have a smaller, more
specialized audience or use.
Since scenarios requiring notifications and warnings are so different and developing
situations so dynamic there is no rule that says that every method will be employed for
every situation. That final decision process is left up to the entity issuing the notification
or warning.
C-3
IV. RESOURCES and APPLICATION
A. IRCEMT Communications and Notifications
I. Primary Systems
a. County-Wide VHF/ UHF Motorola radio system
Overview
Indian River County currently operates an 800 MHz radio system. Each county and
city governmental agency, within the county, are equipped with radios that are
assigned frequencies for daily and emergency use. The Indian River County Sheriff's
Office is the primary Public Safety Answering Point (PSAP) responsible for the
dispatching of all Fire Rescue services, Sheriff Office Deputies and law enforcement
officers for the Cities of Fellsmere and Indian River Shores. As the primary PSAP, the
Indian River County Sheriff's Office also has the capability of"patching" radio
frequencies to provide unified communication between various local and state
agencies during an emergency through the use of the Florida Inter-operability
Network (FIN) and the Tactical Interoperable Communications Plan (TIC Plan).
Application
This system is suitable for communications and notifications across all hazards to
those individuals utilizing both the mobile and portable radio system.
Testing
This is a daily use system and does not require any special test schedule.
b. Telephone Systems (Land-line, Fax,TTY/TDD)
Overview
The Indian River County Emergency Operations Center (EOC) maintains land-line
telephones. Facsimile machines are available in numerous locations, including the
EOC. There is TTY/TDD located at the EOC and the Indian River County Sheriff's
Dispatch.
Application
This system is suitable for communications and notifications across all hazards to
those individuals utilizing land-line telephone systems including facsimile and
TTY/TDD devices.
Testing
The telephone system is a daily use system and does not require any special test
schedule. The TTY/TDD is tested monthly by the Indian River County Sheriff's Office
Dispatch.
C-4
c. Cellular Phone
Overview
A list of cellular phone contact numbers for IRCEMT members is maintained by CEM.
Application
This system is applicable across all hazards for notification to those IRCEMT
members possessing cellular phones.
Testing
This is a daily use system and does not require any special test schedule.
d. Computer Systems (Internet, Email, Cellular Broadband Aircards)
Overview
Computer networks and the ability to communicate via Internet based applications
and E-mail is widespread and a part of IRCEMT members daily business use. Many
have portable access to the Internet and E-mail through the use of laptop
computers, phones and wireless broadband services.
Application
This system is applicable across all hazards and especially useful to communicate
with and notify IRCEMT members especially with information about impending
events.
Testing
These are daily use systems and do not require any special test schedule.
e. Everbridge Emergency Notification System
Overview
Everbridge is a subscription based service paid for by Indian River County
Emergency Management. Emergency Management uses this system to contact the
Emergency Support Function (ESF) personnel as well as sending notifications to the
members of the public who subscribe. The subscribers can decide how they want to
receive their notifications as well as in which order the system sends out the
messages. This system provides messages through multiple streams (i.e.: text
message, phone calls, email) system provided free of charge to subscribers.
Application
This system is applicable across all hazards to notify IRCEMT members and key
leaders of impending or occurring events.
C-5
Testing
Operational tests are validated during severe weather alert situations.
f. Computer Aided Dispatch (CAD) System
Overview
The Indian River County Sheriff's Office utilizes a Computer Aided Dispatch system for
the purpose of entering and recording calls for service and field user activity. Each CAD
workstation within the Dispatch Center is connected to a network. This allows each
workstation to share information regarding calls for service. CAD sessions may be
opened as a Call Taker, Law Enforcement Dispatcher, Fire Rescue Dispatcher or any
combination thereof.
Application
This application is suitable for communications and notifications across all hazards
to those individuals utilizing both radios and mobile data terminals. See the Indian
River County Local Mitigation Strategy for a complete hazard analysis.
Testing
These are daily use systems and do not require a special test schedule.
ll. Secondary Systems
a. Satellite Telephones
Overview
Two satellite telephones are maintained by IRCEM. The base unit is located in the
EOC.
Application
This system is applicable across all hazards except crime when normal
telecommunications and radio infrastructure is compromised.
Testing
This system is tested annually.
b. Amateur Radio Communications
Overview
Amateur radio operators are used as primary communications between the EOC
and public shelters during operations. They are also used as backup
communications in the event of a complete communications infrastructure failure.
The Indian River County Amateur Radio Emergency Services group will provide this
C-6
service. Capabilities include local VHF/UHF, long-haul HF and digital communications
services. Amateur radio operators also serve as Sky-Warn Severe Weather Storm
Spotters.
Application
This system is applicable across all hazards.
Testing
The Indian River County RACES/ARES is responsible for maintaining and testing the
system. They hold a weekly on-air voice and digital net utilizing both repeaters and
simplex systems.
c. National Warning System (NAWAS)
Overview
The National Warning System (NAWAS) is a 24-hour continuous private line
telephone system used to convey warnings to Federal, State and local governments.
A NAWAS telephone set is monitored at the EOC during normal business hours and
in the CWP during non-regular business hours.
Application
This system provides a notification method between the SWP and CWP and is
applicable across all hazards.
Testing
The SWP conducts a weekly test of this system.
d. ESATCOM including ESATphone (voice) and EMnet (data)
Overview
The Emergency Satellite Communications System (ESATCOM) is the SWP's primary
backup communications system for voice and data communication to the counties
and other state agency emergency management facilities. Telephone desk sets are
maintained and monitored in the EOC and the CWP. The voice component is called
ESAT Phone and the data component is called EMnet.
Application
This system is applicable for communication with the SWP and other Emergency
Management Agencies in the State along with the Emergency Alert System (EAS)
Local Primary LP-1 control station and the Melbourne National Weather Service
Forecast Office.
Testing
Daily monitoring of the system is conducted by EOC and CWP and weekly tests are
C-7
conducted by the SWP. Testing is accomplished by voice contact and text messaging
with the SWP.
e. Teleconferencing systems
Overview
A teleconferencing system is available in the Emergency Management Conference
Room located in the ECIC. The SWP and many local public and private agencies have
conferencing capabilities.
Application
This system is applicable across all hazards and is useful for bringing remote groups
together for information exchange.
Testing
Teleconferencing systems are considered daily use items and no special test
schedule is needed.
f. Go-To-Webinar/Go-To-Meeting
Overview
The Go-To-Webinar/Go-To-Meeting give IRCEMT the ability to host trainings and
meetings without everyone having to leave their offices. It is especially useful to
keep IRCEMT members up-to-date with storm information as well as other hazards.
Application
This system is especially useful to notify individual key leaders and selected IRCEMT
members quickly for events remotely and is applicable across all hazards.
Testing
This system is hosted by a vendor and does not require any special test schedule.
g. Person-to-person contacts
Overview
Person-to-person contacts can be made to individuals when information exchange
does not need to go to large groups. At times exchange of sensitive information
must be made on a need to know basis and can be handled better by this method.
Application
This system is especially useful to notify individual key leaders and selected IRCEMT
members quickly for events such as critical infrastructure disruptions, crime, severe
weather, terrorism when sharing information of a sensitive nature.
C-8
Testing
This is a daily use system and does not require any special test schedule.
h. Back-up 9-1-1 Dispatch Center
Overview
The back up 9-1-1 Dispatch center is located in the Emergency Operations Center.
This facility has been designed for use by the three (3) PSAPs located in the County
(IRCSO, Vero Beach Police Department and Sebastian Police Department) in the
event their communications facility becomes inoperable.
Application
This facility is suitable for communications and notifications across all hazards.
Testing
This facility is operational at all times and requires no testing.
B. Public Warnings
1. Primary Systems
a. Everbridge Emergency Notification System
Overview
Everbridge is subscription based service paid for by Indian River County Emergency
Management. Emergency Management uses this system to contact the Emergency
Support Function (ESF) personnel as well as sending notifications to the public who
subscribe. The subscribers can decide how they want to receive their notifications
as well as in which order the system sends out the messages to them. This system
provides messages through multiple streams (i.e.: text message, phone calls, email)
system provided free of charge to subscribers.
Application
This system is applicable across all hazards to notify IRCEMT members and key
leaders of impending or occurring events.
Testing
Operational tests are validated during severe weather alert situations.
b. National Weather Service NOAA Weather Radio
Overview
The National Weather Service broadcasts severe weather forecasts and warnings
designed for the protection of life and property of the general public through
C-9
special radio receivers (NOAA Weather Radio).
Application
This system is primarily used to automatically inform and alert the public regarding
high winds, lightning, severe weather, wild land/urban wildfire conditions, and
drought events. Because of cooperative agreements between NOAA and the
Emergency Alert System (EAS) other non-weather related messages from
Emergency Management can be disseminated via Weather Radios.
Testing
Weekly tests are conducted by the National Weather Service.
c. National Emergency Alert System (EAS)
Overview
The Emergency Alert System (EAS) is a national public warning system that requires
broadcasters, cable television systems, wireless cable systems, satellite digital audio
radio service (SDARS) providers and, direct broadcast satellite (DBS) service
providers to provide the communications capability to the President to address the
American public during a National emergency. The system also may be used by state
and local authorities to deliver important emergency information such as AMBER
alerts and weather information targeted to a specific area.
Application
This system is applicable to all hazards except drought. A cooperative agreement
between EAS and NOAA allows for the automatic dissemination of severe weather
alerts and warnings through this system. IRCEM can request that emergency
messages be disseminated via the EAS by notifying the SWP and the Indian River
County Dispatch.
Testing
Testing of the EAS is the responsibility of the SWP and the Indian River County
Dispatch. Monthly tests are conducted by the SWP.
f. Commercial Broadcast Media
Overview
Indian River County is served by several broadcast television stations representing
all the major networks AM/FM radio stations. All stations maintain equipment
capable of receiving alerts broadcast through the EAS system.
Application
Use of this system is applicable across all hazards to alert and warn the public of
impending or occurring emergency events or to disseminate emergency
C-10
information.
Testing
This is a daily use system and does not require any special test schedule.
II. Secondary Systems
a. Government Television
Overview
Indian River County Government manages and maintains a television channel
available to subscribers of local cable television systems. The station televises Board
of County Commission meetings and information about government services,
activities, and issues.
Application
This system is applicable for disseminating public information during events of high
winds, hazardous material incidents, severe weather wild land/urban wildfires, and
terrorism, along with information for recovery procedures after an event.
Testing
This is a daily use system and does not require any special test schedule.
b. Amateur Radio Communications
Overview
Amateur radio operators are used as primary communications between the EOC
and public shelters during operations. They are also used as backup
communications in the event of a complete communications infrastructure failure.
The RACES is the communications group selected by IRCEM to provide this service.
Capabilities include local VHF/UHF, long-haul HF and digital communications
services. Amateur Radio also serves as Sky-Warn Severe Weather Storm Spotters.
Application
This system is applicable for use during events of high winds, critical infrastructure
disruptions, hazardous materials incidents, wild land/urban wildfire events and
terrorism events.
Testing
The RACES is responsible for maintaining and testing the system. They hold a weekly
on-air voice and digital net utilizing both repeaters and simplex systems.
C-11
c. Person-to-Person Contacts
Overview
Person-to-person, a/k/a Door-to-door, contacts can be made with field personnel
such as Firefighters and Law Enforcement Officers. Typically methods employed
would be by use of PA systems on Fire Apparatus and/or Patrol Cars.
Application
This system is especially useful to notify neighborhoods and large groups of people
in the events of weather events, hazardous materials incidents, flooding, major
fires, droughts and terrorism.
Testing
This is a daily use system and does not require any special test schedule.
C-12
APPENDIX D
INDIAN RIVER COUNTY EMERGENCY MANAGEMENT
EMERGENCY NOTIFICATION
STANDARD OPERATING GUIDE
�.
INTRODUCTION
A. PURPOSE
To identify those situations that might require multiple agency response so that
each Public Safety Answering Point (PSAP) can internally prioritize agency
notification
B. SCOPE
Provide for notification to Emergency Management and incident reporting to
the Primary County Warning Point
��.
SITUATION
There are many incidents which require rnU|tip|2 agency response from L3vv
Enforcement, Fire, Emergency Medical Services (EMS), and Emergency Management.
Under multiple agency response conditions, the 9-1-1 C8|| taker ShOU|d have guidance
to determine which agency should be notified by direct transfer and which agency (ieS)
ShOU|d have information relayed to them.
A. HAZARD ANALYSIS
See the Indian River County Local Mitigation Strategy for a comprehensive
hazard analysis.
B. PLANNING ASSUMPTIONS
Accurate and efficient emergency notification will require coordination Of
multiple agencies and use of variety of communication rn2thOdS and outlets.
RESPONSIBILITIES
A. COUNTY
]. The Indian River County Sheriffs [)Mloe Communications Section has
been designated as the Primary County Warning Point.
During business hours Monday through Friday from 0800 to I700 SVVP
notifications will be made by the Indian River County Emergency
Management office at 4225 49 m Avenue, Vero Beach, FL. During this time,
events would likely be reported to County Warning Point members who
D-1
then notify Emergency Management staff by the text (email) system used
for Fire Rescue Battalion Chief Notifications. Emergency management staff
will call the PSD if more information is required from PSD members.
Incident reporting will generally be made by a representative from the
Indian River County Emergency Management Division; however on
occasion, County Warning Point members may be requested by the Indian
River County Emergency Management Division to report the incident.
All notifications to the State Warning Point or requests for State
assistance will be directed to the Primary County Warning Point.
B. CITY
1. In the eventuality of an outage or failure at one of the City PSAPs the
Primary County Warning Point has been identified as the alternate PSAP
for the City until such time they are able to re-establish communications
at the Emergency Operations Center back up PSAP.
C. STATE
The Florida Division of Emergency Management, through ESF-2
Communications can provide resources to augment local capabilities,
when needed.
IV. CONCEPT OF OPERATIONS
A. GENERAL
1. Normal Operations
The Primary County Warning Point will maintain the capability to support
normal operations.
2. Emergency Operations (Response)
a. The Primary County Warning Point will be notified of all incidents
as per the Emergency Notification Matrix. The Matrix indicates
which situations should be considered priority response for 9-1-1,
Law Enforcement, Fire, EMS and Emergency Management.
b. Notification of Emergency Management will be done based on
the Incident Commander's request, any situation beyond a
D-2
normal response, and those incidents identified in the Emergency
Notification Matrix to the County Warning Point.
C. The County Warning Point will notify the State Warning Point of
all incidents listed below:
i. Hazardous Materials Incidents
(1) Petroleum spills or releases into/involving
waterways (any amount)
(2) Petroleum spills or releases greater than 25 gallons
(or potentially greater)
(3) Petroleum spills or releases requiring any
State/Federal notification or assistance
(4) All chemical spills or releases
ii. Weather
Any incident associated with weather phenomena
involving possible/actual damage to property or persons
(e.g. wind damage, tornadoes, lighting strikes, flooding)
iii. Transportation
(1) Incidents involving major thoroughfare closures
(2) All aircraft incidents
(3) All railroad incidents
(4) Incidents involving mass casualties
(5) All major incidents involving commercial
vehicles/vessels
iv. Fire
(1) Major forest fires
(2) Fires involving chemicals or significant amounts of
petroleum products
D-3
(3) Large or multiple structure fires
V. Radiological
(1) All incidents involving suspected/actual radioactive
materials
(2) All incidents concerning nuclear power plants
vi. General (all incidents involving)
(1) Sinkholes, encroaching on public or private
facilities (structures, roads)
(2) Public water source contamination
(3) National security
(4) Medical waste
(5) Immigration issues
(6) Potential/actual dam failures
(7) Civil disturbances
(8) Incidents with potential effects to adjacent
counties/states
(9) Incidents requiring assistance from State/Federal
Agencies
(10) Incidents with a prolonged effect on public utilities
(11) Incidents involving potential or actual evacuations
(12) Weapons of Mass Destruction (Terrorism)
NOTE: When in doubt........CALL
D-4
d. Telephone outages
Telephone outages that are reported need to be verified. Once
verification is made, communications will immediately notify all
affected PSAPs and Emergency Management.
e. Weather event notifications to field personnel, PSAPs, and the
local Weather Service Office
1. Indian River County Sheriff's Office Communications
Section will notify Deputies and PSAPs of severe weather
conditions.
2. PSAPs will notify all officers in the field of weather
conditions, and notify the local national weather service
office of the following;
i. Tornado sightings
ii. Downed trees
iii. Flooding
iv. Other weather events (lightning strikes, hail, etc.)
f. Water related accidents
Notify the Coast Guard or Florida Fresh Water Game and Fish
Commission as appropriate of the following:
(1) Boating accidents
(2) Any event on water that causes an emergency response
3. Emergency Operations (Recovery)
PSAPs will support recovery operations as needed.
B. COORDINATION, DIRECTION AND CONTROL
1. County Level
The Indian River County Emergency Management is responsible for
overall coordination, direction and control.
D-5
2. City Level
The Indian River County Emergency Management is responsible for
overall coordination, direction and control for the county and its
municipalities. Cities coordinate their emergency actions through the
county.
3. State Level
The Florida Division of Emergency Management is responsible for
statewide coordination, direction and control.
4. The primary and support ESF representatives are listed in each ESF
responsibility.
The Indian River County Sheriff's Department is the lead agency for
emergency notification.
V. REFERENCES AND AUTHORITIES
(Refer to the Indian River County CEMP for a complete listing.)
D-6
APPENDIX E
INDIAN RIVER COUNTY EMERGENCY MANAGEMENT
PREPAREDNESS NOTIFICATION AND WARNING
STANDARD OPERATING GUIDE
I. INTRODUCTION
A. PURPOSE
To establish procedure to provide notification to key agencies and personnel of
an emergency situation that may require their agency's activation and response
B. SCOPE
This procedure will be implemented by the Director of Emergency Management
in the event of an emergency situation.
II. SITUATION
A. HAZARD ANALYSIS
See the Indian River County Local Mitigation Strategy for a comprehensive
hazard analysis.
B. PLANNING ASSUMPTIONS
Effective and efficient Notification of key officials is critical for a successful
response.
III. RESPONSIBILITIES
A. COUNTY
Notification of select agencies will be accomplished by the Indian River County
Emergency Management Division through the County Warning Point which will
utilize the Public Safety Answering Point (PSAP) net established for the 9-1-1
system. Notification of all agencies will be conducted by Indian River County
Emergency Management via Alert!Indian River(Everbridge), telephone, email,
or facsimile and the general public will be notified through local radio and
television stations. Department notifications should include all preparatory
steps for emergency operations; e.g. verification of recall pyramids, works
schedules and assignments, emergency equipment inventories and status, etc.
B. CITY
Municipal agencies and officials will be notified either directly or through
a liaison as the situation warrants.
E-1
C. STATE
State resources and capabilities will be available to augment the local
notification capacity as necessary. Though available, reliance on state
resources for initial notification may cause delays.
IV. CONCEPT OF OPERATIONS
A. GENERAL
1. Normal Operations
a. Testing or Simulation
i. Notification Lists are updated as personnel or contact
numbers change, with verification of key personnel and
telephone numbers.
ii. The Preparedness Notification is tested at least annually;
and periodically during actual events or other exercises.
2. Emergency Operations (Response)
a. Notification to response agencies
At the direction of the Emergency Management Director, staff
will begin to notify agencies identified on the Notification List.
Staff will check-off and write the date and time notification was
made.
i. Standard Statements:
(1) This is (title/name) with the Indian River County
Emergency Management. We are informing you of
an emergency situation (event information) and
request that you and your agency activate your
Emergency Operations Plan.
(2) We are requesting your participation on a
conference call (date/time/phone number) in
reference to the (event information) emergency
situation.
(3) We are activating the Indian River County
Emergency Operations Center (EOC) and request
your agency's representative to report to the EOC
by (time).
E-2
(4) In response to the threat of(event information)
effective at (time/date), the Indian River County
Department of Emergency Management is
directing your agency to begin preparedness
efforts.
Preparedness efforts, means that agencies should make
arrangements to respond on a moment's notice. Agencies should
verify recall lists, work schedules, duty assignments, equipment
preparation, and inventory, etc.
b. Notification to Citizens
Indian River County Emergency Management will provide warning
notification through Alert!Indian River(Everbridge), the media
(television and radio), by press releases and by social media.
If the situation is of the utmost importance and requires
immediate notification, not waiting for the media to handle the
notification, the Indian River County Emergency Management
Director can activate several warning systems:
i. Notification to the media
ii. Alert Indian River(Everbridge Emergency Notification
System)
iii. EOC may contact government agencies via phone and
email
iv. Radio override system: in coordination with a local radio
station, emergency management can override their
station broadcasting in emergency events.
V. Can override the local cable government channel with
emergency information or with a crawler.
V. Have first responders, via public address systems, notify
residents of the danger
3. Emergency Operations (Recovery)
All notification resources and techniques may be used to support
recovery operations. It is important to ensure that dedicating
resources to recovery does not diminish the emergency notification
system for the next event.
E-3
B. COORDINATION, DIRECTION AND CONTROL
1. County Level
Indian River County Emergency Management and Staff
2. City Level
Municipal agencies and officials will assist with and coordinate
notification through the county.
3. State Level
The Florida Division of Emergency Management is responsible for
coordinating emergency notifications statewide through the State
Warning Point.
4. Primary and support agencies for the ESF
a. Support Agencies:
i. Indian River County Sheriff's Office
5. Communications and Staff
a. Indian River County— Equipment
i. Telephone bank of phone lines
ii. (1) fax lines
iii. (1) network connections
iv. Internet w/ redundant system,
b. City Municipalities—All radios operate on VHF
C. Staff— Indian River County Emergency Management
i. Director of Emergency Management
ii. Emergency Management Coordinator
V. REFERENCES AND AUTHORITIES
(Refer to the Indian River County CEMP for a complete listing.)
E-4