Sample Text Annex E: Emergency Public Information
I. Introduction
This annex provides procedures for the effective collection, control, and dissemination of emergency public information. Long-term public educational efforts related to hazard awareness are also outlined in this annex.
Source: Oklahoma EOP Master County Plan, July 2006
II. Purpose, Scope, Situations, and Assumptions
A. SITUATIONS
1. Radio station XXXXXXXX in XXXXXXX is the Local Primary (LP-1, or LP) Emergency Alert Station for Nebraska Operational Area 5, which serves the County. Initial weather alerts and warnings and national emergency warnings are disseminated from this station.
2. The County officials will primarily use KCOW-AM 1400 and KAAQ-FM 106 in Alliance to broadcast emergency instructions and information directed to people within the County.
3. Emergency public information may be disseminated in The County through an over-ride capability of Charter Communications Cable Television.
4. There is one daily and one weekly newspaper in The County. Newspapers will be used for disseminating written instructions to the general public.
B. ASSUMPTIONS AND PLANNING FACTORS
1. There are groups of non-English speaking people in The County. Every household has members who can adequately read the newspaper and/or understand spoken English.
2. There are provisions for disseminating emergency information to persons with special needs.
3. During and after a disaster, specific protective action information and advice to the public would be essential to maximize survival and protect property. Most or all members of the public would comply with official advice received by them.
Source: The Box Butte County, Nebraska, Local Emergency Operations Plan, 2007
III. Concept of Operations
A. General
The PIO, as authorized by the EMC, will coordinate release of information and instructions to the public and may coordinate with other PIOs, if appropriate.
Source: The City of Republic (WA) CEMP, 2007
B. Interjurisdictional Relations
1. Coordination
a. The public information program requires a coordinated flow of information from all levels of government and private agencies through a central release point (Attachment 1). This ensures that only accurate information is presented. This will be accomplished through:
i. Coordination and exchange of information among all staff, department heads, and the PIO.
ii. Collecting, compiling, and verifying information before authorizing releases.
iii. Releasing information to the media at briefings by the Public Information Officer or an authorized representative.
iv. Establishing Rumor Control where citizens with questions can receive accurate and verified information. The set-up of Rumor Control must be coordinated with the Communications Officer to ensure adequate public service telephone capabilities. The media will publish/broadcast the Rumor Control telephone number. In addition to answering questions from the public, telephone operators will pass rumor trends on to the PIO and assistance requests to the EOC.
b. Information regarding emergency shelters, feeding, and assistance programs will be disseminated throughout any emergency/disaster period.
c. As a situation develops, use all available media resources to increase public education, instructions, and information (Attachment 2).
d. Disaster information on radio/television and in the newspapers may be monitored to ensure the public is receiving accurate and timely information.
2. Information Dissemination
a. Joint Information Center (JIC)
i. The Joint Information Center (JIC) is a designated point where the PIO will conduct news briefings and conferences. The Alliance Municipal Building has been designated as the location where media briefings will be conducted.
ii. Briefings and conferences will be held at regularly scheduled intervals which will be determined at the time of the disaster.
b. Radio and Television
i. Information requiring immediate broadcast for a local area will be released to radio and television stations, KCOW-AM 1400 and KAAQ-FM 106. A list of local radio/television /cable stations is included in Attachment 2. Routine information will be given to the media through the Joint Information Center briefings.
ii. The Emergency Alert System (EAS) will be activated through radio stations KNEB, The state EAS Operational Area 5, in accordance with the Emergency Alert System Plan.
iii. Printed materials such as newspaper releases, flyers, brochures, etc. will be prepared and/or approved by the Executive Group and distributed at the direction of the Public Information Officer.
3. Support from State Agencies
a. The State Emergency Management Agency is responsible for the collection, correlation, and dissemination of disaster-related information to appropriate state agencies and the Governor's Office. The State Emergency Management Agency’s Public Information Officer will, during
· a State of Emergency, coordinate all state public affairs/information efforts with the Governor's Office.
b. The State Emergency Management Agency has established procedures for rapid dissemination of hazard warnings and disaster related information to local government primarily through the National Warning System (NAWAS) and to the public through the Emergency Alert System (EAS).
c. The State Emergency Management Agency will coordinate the use of the state warning system to ensure that all commercial radio and television stations receive the emergency information.
d. The State Educational Telecommunications (NET) in conjunction with the State Commission for the Hearing Impaired, will, by law, provide text decoding to the hearing impaired for all programming to include area and statewide disaster warnings.
e. The State Emergency Management Agency's Public Information Officer will work closely with the local government and provide assistance, particularly in preparing and disseminating information to the public concerning disaster recovery centers.
f. State agencies will support local governments by providing reports of potential and existing widespread hazardous conditions.
g. The State State Patrol, in coordination with the Department of Roads, will provide road conditions to affected agencies, the media, and the general public.
h. Subsequent to a Presidential Declaration, the Public Information Officers of all state agencies involved in disaster recovery efforts will coordinate activities with the federal agencies involved through the PIO from the State Emergency Management Agency and the Governor’s Office.
4. Support from Federal Agencies
a. The National Weather Service has the primary responsibility for issuing weather-related disaster warnings to the public.
b. Under a Presidential Emergency or a major disaster declaration, the Federal Emergency Management Agency's (FEMA) Public Information Officer will coordinate and be responsible for release of public information concerning federal assistance.
5. Support from Volunteer Agencies and Organizations
a. Volunteer and private organizations will be evaluating the situation and making internal determinations of the level of assistance they can provide.
b. Each organization in coordination with state and local government will be providing public information concerning their efforts.
6. Support from Media
a. Arrangements have been made with local media organizations to ensure rapid dissemination of emergency public information.
Source: The Box Butte County, Nebraska, Local Emergency Operations Plan, 2007
IV. Organization and Assignment of Responsibilities
A. General
1. Policy Group.
a. Appoint a public information officer or delegate the authority to appoint a PIO.
2. Public Information Officer (PIO).
a. Maintain public information operating procedures manual.
b. Direct all emergency public information efforts.
c. Designate a public information section within the EOC as the single official point of contact for the media during an emergency.
d. Provide news releases, which have been cleared for release by the proper authorities, for the media.
e. Check all print media for accuracy of reports.
f. Investigate rumors.
g. Check TV and radio broadcast for accuracy of reports.
h. Maintain a recent record of events.
Source: The Oklahoma County All Hazards Emergency Operations Plan, 2005
B. Responsible Organizations
The (Executive’s Chief of Staff )has designated the Director of Communications and the Director of the Office of Community Outreach as the lead emergency public information coordinators to support public and community information dissemination at the earliest possible moment upon local awareness that a public emergency is imminent or has occurred.
The Community Outreach element is responsible for organizing and managing the field component, which interfaces with response entities, community organizations, and emergency victims. The field component may be divided into geographic areas and sectors, depending on the size and nature of the public emergency. Area managers are assigned to disasters that affect a large geographic area and/or have a large number of sector teams. Area managers assist in the supervision of sector teams to maintain an appropriate management span of control and enhance day-today communications. Each Community Outreach sector will have an assigned sector manager who reports to the Community Outreach Coordinator or designee located at the EOC.
In response to an anticipated or actual event, critical public information staff will be notified, activated, and deployed. Staff from other local agencies and departments may be used to augment operations in public emergency, as needed.
Source: the District of Columbia’s Emergency Response Plan, updated December, 2005
V. Direction and Control
A. General
Emergency Public Information is responsible for assessing and documenting the social, political, and cultural aspects of a disaster area that might affect the public emergency response and recovery effort. Emergency Public Information is designed to ensure that affected citizens are aware of available (Jurisdiction) and/or federal disaster assistance programs and how to access them.
Source: Portions taken from the District of Columbia’s Emergency Response Plan, updated December, 2005
B. Command
All information being disseminated to the public must follow the guidelines established by the (Jurisdiction Executives’) Office of Communications.
Emergency Public information will establish and staff the Joint Information Center (JIC), as needed.
Source: Portions taken from the District of Columbia’s Emergency Response Plan, updated December, 2005
C. Operations
Preparation by Emergency Management Agency (EMA) staff for an anticipated or actual event will include coordinating with the (Jurisdiction).
Response Agencies, collecting relevant information on the situation, alerting required staff, and deploying emergency public information personnel to the Emergency Operations Center (EOC), the Executive Office, and any mobile command center in or near the affected area.
Source: Portions taken from the District of Columbia’s Emergency Response Plan, updated December, 2005
D. Planning
Planning for external communications functions recognizes state agency and county government responsibilities for providing timely public information. If state agencies and county governments are unable to provide timely public information to those affected by emergencies, disasters or incidents of national significance, the Federal Government may be called upon to provide vital health and safety information to the affected population.
Source: the 2007 Ohio Emergency operations Plan
E. Logistics
The Operations Section (or as delegated) is responsible for ensuring the accomplishment of responsibilities of all assigned branches. Section Chief may retain branch director responsibilities, or delegate them, depending on the situation and availability of personnel. Section Chief coordinates work assignments of the branch director(s) and reports to the EOC manager on the progress and status of assigned missions.
Source: portions come from Pennsylvania Emergency Management Agency (PEMA), Model EOP
F. Finance and Administration
1. The County EMA will forward reports and requests for assistance to State EMA.
2. Municipal and county governments will utilize pre-established bookkeeping and accounting methods to track and maintain records of expenditures and obligations.
3. Narrative and written log-type records of response actions will be kept by the municipal emergency management agency. The logs and records will form the basis for status reports to the County and the State EMA.
4. The local EMA will make reports to the County by the most practical means and in a timely manner.
5. All written records, reports and other documents will follow the principles of NIMS.
6. Section to be assigned to-(ESF) or specific delegated government local administrative branch:
a. Maintains oversight of all financial and cost analysis activities associated with the emergency;
b. Tracks costs and personnel time records;
c. Coordinates the conduct of damage assessment and reporting to the county EMA;
d. Starts planning for recovery of vital community functions; and performs other responsibilities as assigned by the Section Chief.
Source: portions come from Pennsylvania Emergency Management Agency (PEMA), Model EOP
VI. Information Collection and Dissemination
The Emergency Management Planning Section is responsible for the collection, evaluation, and dissemination of information regarding the incident. The Planning Section will provide planning for not only the current, but future operational periods.
Source: Louisville/ Jefferson County (KY) Emergency Operations Plan 2007/2008
VII. Communications
See the Communications Annex C
VIII. Administration and Logistics
A. Administration
1. Incident Commander, or his designated representative, will provide a timely evaluation of the disaster to the Public Information Officer, to be followed, as appropriate, by additional details as they are available.
2. Public Information Officer will be responsible for collection of information from the Incident Command Post, hospitals, and other sources and agencies. He/she will is also responsible for the dissemination of information directly to the news media, for preparation of news releases, and, where appropriate, for making announcements directly to the public via radio and/or television hookups. Under no circumstances should the names of casualties be released before notification of next of kin by appropriate officials
Source: Oklahoma EOP Master County Plan, July 2006
B. Logistics
1. Support to the Public Information process includes those actions associated with obtaining public information materials and disseminating public information materials.
2. Obtain materials to support various programs shall be drawn from respective program area/resources. Efforts shall include leveraging template public information initiatives (Public Service Announcements, pamphlets, etc.) in order to ensure a common message and realize cost savings.
3. Dissemination public information materials will mirror those established contact networks. This will foster maintaining existing lines of communication and build a method to solidify trusted relationships.
Source: The East Baton Rouge Parrish All Hazards Emergency Operations Plan, 2005
IX. Plan Development and Maintenance
The Emergency Management Director is responsible for the content of this annex and for its currency. All EOC staff members must be familiar with its content.
Source: The Oklahoma County All Hazards Emergency Operations Plan, 2005
X. Authorities and References
County Resolution on EMA.
Standard Operating Procedures, County PIO under Emergency Response Operations.
Resources for public information access during emergencies (Emergency Broadcast System Network; Cable Access; Media Access).
Federal Authorities and References
Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288) as amended
Homeland Security Act of 2002
Homeland Security Presidential Directive 5
Post-Katrina Emergency Management Reform Act of 2006
Pets Evacuation and Transportation Standards Act of 2006 (HR3858)
Draft National Response Framework, July, 2007
Draft National Incident Management System, FEMA 501, Draft, August 2007
DHS, State NIMS Integration, Integrating the National Incident Management System into State Emergency Operations plans and Standard Operating Procedures, Version 1.0
Publication of the National Incident Management System (NIMS), March 1, 2004,
Target Capabilities List: Version 1.1, April 6, 2005.
Guide for All-Hazard Emergency Operations Planning – State and Local Guide (SLG) 101, September 1996.
Source: Various Federal and State Plans